FAC21 - PLANNING 101: START YOUR ENGINES!

1. APRIL 3-6, 2013, LONG BEACH, CA FAC21 - PLANNING 101: START YOUR ENGINES! These materials have been prepared by the CASBO Facilities Professional Council (or CASBO Associate Member). They have not been reviewed by State CASBO for approval, so therefore are not an official statement of CASBO.

2. Outline • Demographic Planning, Enrollment Projections & Boundaries • Planning Capital Outlay Programs • Needs Assessment – Master Planning • Technology Needs & Coming Trends • State Agencies & Audits • Project & Program Budgeting • Bond Planning & Funding Options • Questions 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

3. Presenters Presider:David Miranda, Assistant Director, Facilities, Planning & Operations, Tustin USD Speaker:Larry Ferchaw, Senior Director, Dolinka Group Speaker:Mark Rosson, Principal, Capital Program Management Speaker: June Lindsey, Education Services Director, RuhnauRuhnau Clarke 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

4. Demographic Factors in Projecting Student Enrollment • Birth/Fertility Rates • Number of children born/projected to be born within the school district • Cohort Survival Factors • Likelihood of students to progress from one grade level to the next within the school district • Student Generation/Yield Rates • Average number of students generated from each home within the school district • Future Housing Construction • Number of units by type to be built within the school district • Inter-/Intra-District Transfer Trends • Movement of students from outside the school district and transfers of students within the school district • Other Factors • Foreclosures • Private Schools/Charter Schools • Outgoing transfer students 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

5. Birth/Fertility Rates • Used to project future kindergarten enrollment • Growth in number of births statewide from 2001 to 2007 • Significant declines from 2008 – 2011 with projections for growth starting this year • Regional and sub-regional variations • Can be analyzed at the County and ZIP Code levels depending on the age of the community 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

6. Cohort Survival Factors • Used to project the number of students from existing homes who will progress from one grade level to the next • Trends of students moving out of or entering the existing housing stock of the school district • Identify areas of decline/growth in existing housing by looking at cohorts by regions/boundaries/study areas • Weighting of cohorts can emphasize trends 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

7. Student Yield Rates /New Residential Constructions • Construction of new residential units has slowed/stopped…when will it start again? • Growth from new development is more a question of when than how many • Part of the challenge is to identify if future units will generate students in similar numbers as have units built in the past • Higher density construction in many areas 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

8. Identifying Existing Capacity • Inventory All Facilities • Maps, site walks, open all the doors • Permanent, Relocatable (Owned or Leased) • Identify Standards of the School District • What standard types of rooms should each facility have • How are vacant classrooms treated? • Loading Standards • Use of uniform loading standards • School Facilities Program standards? • Load based on union contract/local standards? • Classroom Utilization Rates • Preparation periods or roving teachers? • Quality of Facilities • Would any planned improvements to facilities affect capacity • Calculated Capacity vs. Optimal Capacity • Is the optimal capacity less than or greater than a calculated capacity? 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

9. Master Planning for Growth • How Will Future Schools be Configured • Grade level configuration • Size • New vs. expansion • Where Will Facilities be Needed • Enrollment projections should project where students will be generated • What facilities would be overcrowded • Where can a facility be located for logical attendance boundaries • Site concerns • When Will Facilities be Needed • Setting enrollment thresholds for when new schools should open • Planning and construction timelines • Impact on general fund • Availability of construction funding 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

10. Planning Capital Outlay Programs Capital outlay program defined: It is the development of a comprehensive program for the design, development, and implementation of a large-scale facilities Capital Outlay Program that consists of multiple projects, typically carried out over a period of many years. 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

11. DISTRICT Capital Outlay Planning Components SCHEDULE SCOPE FACILITY MASTER PLAN FUNDING BUDGET IMPLEMENTATION PLAN 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

12. Facility Needs Assessment • Assess the condition of all facilities • Identify facility needs and inequities across the District • Identify the cost of improvements • Make recommendations (short and long term) • District standards (i.e., Construction materials, design, sustainability) • Board approved educational specifications 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

13. Create a Master Plan Schedule with Milestones • Set up your team – RFQ for consultants services • Gather data and develop facility & enrollment history • Assess facilities • Develop educational framework • Develop facility options and priorities • Retain community input • Develop a funding plan • Develop an implementation plan • Board presentation • Board approval 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

14. Technology Needs & Coming Trends • Electronic textbooks • Building a Wireless Infrastructure for Systems Conversing on Data Network • Online Standardized Testing mandate by 2015 • Readiness and implementation of BYOD (Bring Your Own Device) • A data network infrastructure built for the future 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

15. What’s your Vision – Future? • Vision • Questions - What do you want to teach? - How do you want to teach it? • Dry Creek Joint Elementary School District - Next Generation of Teaching • Future - Build infrastructure for flexibility 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

16. Next Generation of Teaching 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

17. State Agencies & Audits Department of State Architect (DSA) http://www.dgs.ca.gov/ California Department of Education (CDE) http://www.cde.ca.gov/ Office of Public School Construction (OPSC) http://www.dgs.ca.gov/ Department of Industrial Relations (DIR) http://www.dir.ca.gov/ California Environmental Quality Act (CEQA) http://ceres.ca.gov/ceqa/guidelines/ 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

18. Comprehensive Program & Project Budgets • Hard and soft costs • Escalation • Program-wide expenses • Loss reserve program contingency 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

19. School District FUNDING Program Balance Program Loss Reserve Program-Wide Expenses Program Escalation Project Budgets Elementary Mod Project No. 1 High School High School Elementary Mod Project No. 2 Elementary Mod Project No. 3 100.00000 Site Costs 200.00000 District and Agency Costs 300.00000 Consultant Costs 400.00000 Bid Costs 500.00000 Construction Costs 600.00000 Construction Support Costs 700.00000 Furniture & Equipment Costs 800.00000 Miscellaneous Project Costs 900.00000 Contingency Costs 100.00000 Site Costs 200.00000 District and Agency Costs 300.00000 Consultant Costs 400.00000 Bid Costs 500.00000 Construction Costs 600.00000 Construction Support Costs 700.00000 Furniture & Equipment Costs 800.00000 Miscellaneous Project Costs 900.00000 Contingency Costs Elementary Mod Project No. 4 Elementary Mod Project No. 5 Elementary Mod Project No. 6 Middle School Mod Project No. 1 Middle School Mod Project No. 2 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

20. Identify & Evaluate Local Assets • Developer Fees (Level 1 & Level 2) • Mitigation Agreements • Community Facilities Districts • Existing Funds in Construction Accounts • Remainder Special Taxes • Future Special Tax Levies & Bond Sales • Redevelopment • Past Collections • Future Collections • Surplus Property • Lease of Property • Sale of Property 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

21. Re-Evaluate Needs Based on Funding Program Identify Needs Local Assets Funding Shortfall Prop 39 Funding Net Funding Shortfall ? Question – What tax rate and bond authorization will be approved by the Governing Board and put to the voters (low, medium, high)? Question – How much of the "Net Funding Shortfall" may/could be covered by future funds from the State? ? 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO

22. Questions Presider:David Miranda, Assistant Director, Facilities, Planning & Operations, Tustin USD Speaker:Larry Ferchaw, Senior Director, Dolinka Group Speaker:Mark Rosson, Principal, Capital Program Management Speaker: June Lindsey, Education Services Director, RuhnauRuhnau Clarke 2013 CASBO ANNUAL CONFERENCE & SCHOOL BUSINESS EXPO