1. Alberta Education/ ASBOA BOOTCAMP 101 Presentation by Robert Craig, Senior Manager, Capital Planning North Robert.craig@gov.ab.ca January 9, 2015

2. Presentation Outline Introductions Roles & Responsibilities of Education and Infrastructure Capital Project Planning - Submission of Three-Year Capital Plans Capital Planning School Capital Manual Infrastructure Maintenance and Renewal (IMR) Disposition of Property Capital Announcements and Timing Questions

3. Education and Infrastructure: A Team Approach Education: Responsibility for all Capital funding for schools: PO&M, IMR and all approved capital projects. Reviews three-year capital plans to develop provincial priorities for capital projects. Policy development First point of contact for school boards on all matters related to school infrastructure. Infrastructure: Provides technical advice on existing facilities and new construction projects. Provides cost estimates to Education. Monitors / manages school construction projects from the design to the completion stage. Annual school facility condition audits and reporting of performance measures

4. Government’s Commitment Government is committed to ensuring that all students are educated in safe and well-maintained school facilities. Collaboration with stakeholders is critical to success in ensuring students have equity of access to quality learning environments.

5. Mission and Vision Our Mission: Create the best possible school facilities through collaboration with school jurisdictions and communities Our Vision: Alberta is a recognized leader in creating educationally effective and well maintained school facilities that inspire and are accessible to all students and communities

6. Annual Three-Year Capital Plans Each year school boards are required to update their Three-Year Capital Plan and submit it to Alberta Education for funding consideration. The Three-Year Capital Plan must be submitted by April 1 using the WAP Web Access Program. Training and passwords are available from Alberta Infrastructure. The web submission is used as the primary source of information when the project is considered for funding. Providing clear information and supporting documentation allows your Education Manager to adequately assess the need and advocate on your behalf.

7. Developing Your Capital Plan: Important Considerations Modernizations –Facility Condition Audit – how old is the audit? High priority Modernization requests should have recent audits. –Program Delivery challenges – What is the school’s focus? What are the impediments to effective program delivery? –Replacement? Is the cost of modernizing the school > 75% of R.V.? New Schools –Scope – Capacity – Opening and Final Capacity –Grade configuration – potential impact on other schools –Site Readiness – size, servicing, access, zoning (checklist) –Partnership Opportunities – “Guide to Partnerships”

9. Three-Year Capital Plans - Criteria Used in Evaluating Projects Capital projects are reviewed and prioritized by Capital Planning prior to being submitted to Alberta Infrastructure for technical analysis / review. Projects identified in the Three-Year Capital Plans need sufficiently detailed information to allow CP staff to understand and support the requests and to communicate the need within the department, the ministry and the province.

10. Three-Year Capital Plans - Criteria Used in Evaluating Projects Education prioritizes project requests by first considering the priority assigned by the jurisdiction and then by giving consideration to the following: –Health and Safety – Potential impact on health and safety of occupants by not proceeding with the project. –Utilization Rates – Utilization of existing facilities / alternatives? –Enrolment Projections – Trends and subsequent school board plans for the accommodation of students. –Building Condition – Facility audit scores. –Education Program Delivery – How the project enhances student learning –Additional Information – such as studies, regional plans, etc.

11. Three-Year Capital Plans - Categories of Capital Projects New / Expansion –construction of new school buildings or major additions to existing school buildings to accommodate growth in enrolment and new program requirements. Modernization –renovation of a school building or portion of a school building to address physical obsolescence and/or improve functional adequacy and suitability for present and future educational programs. Lease Support –no longer part of the Capital planning process, however, school jurisdictions may receive funding to lease appropriate facilities when other accommodation options are not available or practical to accommodate current enrolment.

12. Three-Year Capital Plans - Categories of Capital Projects Emergent Modular Classroom Program –to ease enrolment pressures in communities where school jurisdictions are experiencing high student enrolment growth and to provide flexibility to move the classrooms to where they are needed to accommodate students. –A separate “call for modular classroom needs” in November of each year to ensure new units can be in place in time for the following school year.

13. Core School Designs In 2005, a stakeholder committee concluded that significant savings could be achieved by using core/modular schools in Alberta. With this concept for schools, the permanent school core contains specialized classrooms, administration, gymnasium, washroom space and service rooms. High quality modular classrooms are attached directly to the school core, and may be added or removed to accommodate changing enrollments.

14. Core School Design Commencing in 2007, consultants were retained to develop standard core designs, working with Infrastructure, Education and stakeholder committees. Core designs for K-6 and K-9 configurations were developed. In 2009, core school designs were developed for the 5-9 configurations.

15. Core School Design Government owns these designs and school jurisdictions can use them and modify them as required.

16. School Capital Manual The 2013 School Capital Manual is available on the Alberta Education website: –http://education.alberta.ca/admin/funding/schoolfacilities.aspx –http://education.alberta.ca/department/ipr/capitalplanning/infra structureresources.aspx The School Capital Manual is a valuable reference for policy, procedures and standard information. The Manual will help guide school jurisdictions in developing their Three-Year Capital Plans and implementing school capital projects. For assistance in interpretation or for additional information, please contact your designated Capital Planning Senior Manager

17. School Capital Manual The Manual was updated in October 2013. Capital Planning is maintaining a current on-line Manual that includes access to current versions of electronic forms. It is recommended that you use the online resources to ensure that you are working with the most recent policies and procedures. (e.g. How to submit your modular requests) A summary of the major changes from the previous version is provided on the website each time a new version is posted. We are always open to feedback on improvements.

18. Capital Planning Contacts Capital Planning, North Michael Ediger, Director 780- 427-2083 Capital Planning, South Avi Habinski, Director 780- 427-2272 Strategic Planning Dale Box, Director 780- 415-5854 Executive Director Laura Cameron 780- 427-0289

19. Capital Planning – South Region Calgary Roman Catholic Separate School District Calgary School District Canadian Rockies Regional Division Chinook’s Edge School Division Christ the Redeemer Catholic Separate Regional Division Clearview School Division Foothills School Division Golden Hills School Division Grasslands Regional Division Holy Spirit Roman Catholic Separate Regional Division Horizon School Division Lethbridge School District Livingstone Range School Division Medicine Hat Catholic Separate Regional Division Medicine Hat School District Palliser Regional Division Prairie Land Regional Division Prairie Rose School Division Red Deer Catholic Regional Division Red Deer Public School District Rocky View School Division Westwind School Division Wild Rose School Division Wolf Creek School Division Greater Southern Public Francophone Education Region Greater Southern Separate Catholic Francophone Education Region

20. Capital Planning – North Region Battle River Regional Division Aspen View Regional Division Black Gold Regional Division Buffalo Trail Public Schools Regional Division East Central Alberta Catholic Separate Schools Regional Division Edmonton Catholic Separate School District Edmonton School District Elk Island Catholic Separate Regional Division Elk Island Public Schools Regional Division Evergreen Catholic Separate Regional Division Fort McMurray Roman Catholic Separate School District Fort McMurray Public School District Fort Vermilion School Division Grande Prairie Public School District Grande Prairie Roman Catholic Separate School District Grande Yellowhead Regional Division Greater St. Albert Roman Catholic Separate School District High Prairie School Division Holy Family Catholic Regional Division Lakeland Roman Catholic Separate School District Living Waters Catholic Regional Division Lloydminster Public School Division Lloydminster Roman Catholic Separate School Division Northern Gateway Regional Division Northern Lights School Division Northland School Division Parkland School Division Peace River School Division Peace Wapiti School Division Pembina Hills Regional Division St. Albert Public School District St. Paul Education Regional Division St. Thomas Aquinas Roman Catholic Separate Regional Division Sturgeon School Division Wetaskiwin Regional Division Greater North Central Francophone Education Region East Central Francophone Education Region Northwest Francophone Education Region

21. Capital Project Implementation - Scope, Costs, Schedule, Procurement Details are available in the School Capital Manual and from your contacts at Education and Infrastructure on the following topics: –Area Capacity and Utilization –Determining School Capacity and Utilization –School Size Tables –Provincial Costing Methodology – Project Support –CPMP Templates for sizing and costing Schools –Design and Construction Standards for Schools –Construction Contracts –Tendering Requirements

22. Area Capacity and Utilization Reports A new Instructional Area formula has been implemented this year Infrastructure keeps inventory of areas…original school additions, modulars etc.; lease space exemptions We require your help in ensuring that these records are accurate – please review data carefully before signing off as this information does have an effect on your IMR funding. These reports are one of several tools used by Education, Infrastructure and school jurisdictions for planning and to help identify when additional capacity may be needed to address increasing populations. A school is considered to be at full capacity when the utilization rate is 100%; however, a utilization rate of 85% flags a school for closer evaluation to determine enrolment trends and overall utilization in the surrounding area.

23. Costing Methodology – Project Support Costs New Space – Expansion Enrolment (projected enrolment as supported by Alberta Education) is used to determine capacity and establish the Gross Area for a new school or expansion project Current Construction Support Rates ($ per square metre) are based upon analysis of cost models and current tenders by Alberta Infrastructure. The rates are updated annually. Geographic Location Factors, established for various locations in Alberta, are also applied to costing Constant $ = Gross Area X Support Rate x Location Factor Support for consultant fees, project expenses, furniture and equipment and non-refundable GST is also provided. Refer to the School Capital Manual Appendix B for applicable percentages for these soft costs. At the time of project approval, anticipated Escalation over the design and construction schedule is incorporated into project costs.

24. Templates – Cost Planning Monitoring Program New Space – Expansion Alberta Infrastructure uses CPMP templates to establish project support for project approvals. The templates can also be used to size schools (size tables are embedded). When the approved capacity, grade configuration, gross area, location and project schedule are established, the templates generate associated construction costs, soft costs and escalation for the approved Total Project Cost. Modernization and Demolition CPMP templates are also used to forecast costs of minor, medium and major modernization work based upon area; as well as building demolition costs for right sizing or replacement. When Value Scoping or feasibility costing is done prior to approval of a major modernization, more detailed cost information can also be entered into the template and updated for escalation.

25. Infrastructure Maintenance and Renewal Program (IMR) Each year school jurisdictions are provided with funding for the maintenance of school buildings (e.g. $100 million for 2014/2015). This IMR funding may only be spent for approved purposes. (see section 7 of the School Capital Manual for details of how the allocation is calculated and the types of expenditures allowed) Funding is intended to be used to ensure the health and safety of staff and students, ensure the facility meets all regulatory requirements, replace failed building components, prolong the life of the facility through planned, proactive replacement of major components and to meet facility requirements of students with special needs. Funding can also be used to replace or upgrade building components to improve energy conservation and to upgrade educational areas to meet program requirements. There are thresholds that require advanced approval, so please refer to the manual for those details.

26. Infrastructure Maintenance and Renewal Program (IMR) The first installment of the IMR payment is 50% of the annual allocation and flows in September of each year, provided all reporting requirements from the previous year have been met. (See Part 7 of the Funding Manual for School Authorities) The IMR Statement of Actual Expenditures for the previous school year must be sent to Education/Infrastructure by December 3. The second installment is the final 50% of the annual allocation and is scheduled to flow in April. Since the final 50% is contingent upon the receipt and approval of the IMR Statement of Actual Expenditures delays in submitting the paperwork may result in your second installment being delayed.

27. IMR- Calculation The following factors are used to calculate your IMR grant: FTE Enrolment (50%) Area of schools in active use for instruction (24%) Weighted Age of facilities (24%) Other factors, i.e. GST (2%) The detailed formula is found in the SCM

28. Disposition of Property - Process In December 2010, the disposition of property became the responsibility of the Minister of Education (Disposition of Property Regulation AR181/2010) This process is for the disposition of all real property – land or buildings under the jurisdiction’s responsibility. The process includes two distinct phases 1.Initial notification of the board’s intent to seek disposal of a property, and 2.Final submission and approval of the disposition. The initial notification is to Education and allows for the exploration of alternative government uses for the property (including but not limited to educational uses)

29. Disposition of Property - Process If no other government use is identified, the jurisdiction will be instructed to proceed with stage two of the disposition request and the board will be notified of the proportion of the proceeds that are restricted for school construction only. Each instance where there is government interest in a property will be dealt with on a case by case basis. A new draft Regulation under the new Education Act is posted online for comment. It could come into effect in September. For additional information, contact your respective Education Manager in Capital Planning.

30. Questions?