2014 H&S Town Hall Presentation Dale Sundstrom, School Finance - - PowerPoint PPT Presentation

2014 H&S Town Hall Presentation

Dale Sundstrom, School Finance dale.sundstrom@state.mn.us (651)-582-8605

• 1. H&S Revenue Application
• 2. Legislative Update
• 3. H&S Timelines
• 4. H&S Data Submissions
• 5. FY 14 Closeout Activities
• 6. Regulatory Update

Today’s Agenda

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H&S Revenue Applicaiton

• Similar to last year’s revenue application
• For 2014 Payable 2015 districts apply for

H&S revenue by providing confirmation of:

• 1. A school board adopted “budget”

by finance code for 2014, 2015 & 2016

• 2. A school board adopted H&S policy

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H&S Application Submittal

• Submit electronic or hard copy of school

board minutes identifying an adopted FY 14-16 “budget” and adopted H&S policy to regional management assistant professionals by Friday, July 25th.

• Districts that aren’t members of a service

cooperative may submit their application electronically to MDE at dale.sundstrom@state.mn.us

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• 123B.57 Capital Expenditure; Health and Safety

Allows funding for: Compliance with the National Emission Standards for Hazardous Air Pollutants for school generators established by the United States Environmental Protection Agency For fiscal 2014 – 2018 must reduce other approved H&S funding to include emission compliance. Effective the day after enactment.

• 2. Legislative Update

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• 123B.71 Review and Comment

Threshold $2,000,000 ($500,000 cap. loan district) Exempts many state funded revenues including H&S and Alt. Facilities from R&C at any amount. Removes many description items from the R&C submission and names documentation to be submitted to verify compliance. Adds requirement to identify the process used to determine the need for a new or renovated facility and list the deficiencies that will and will not be addressed.

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• 123B.72 School Facility Commissioning

Retains $1,400,000 as the dollar amount where school facility commissioning is required. Previously required for projects subject to review and comment but now specifies $1.4M.

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• 3. H&S Timelines
• Submit projects for FY 14, 15, and 16 &

H&S Revenue Application by July 25th

• FY 2016 projects entered Summer 2014

– The Pay 15 levy is for 2015-16 school year and funds the FY16 costs. – RMA’s and MDE will provide a list of common allowable expenditures (and not allowed) and work to develop project descriptions that streamline the approval process.

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• Projects can be entered January to July
• The H&S website is disabled at the end of

the day on July 25th for processing

• By August 30th the H&S website will be

restored to show project approvals & assigned 5-digit project numbers: – Yes, No, NMI (needs more information),

• r PPA (provisional project approval)

H&S Timelines

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• Districts can make changes to the website

until September 5th

• From September 5th – 19th, MDE reviews

district provided information to finalize approvals

• September 19th is the last day the capital

dataset is updated for levy limit calculations H&S Timelines

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• September 30th is the last day school

districts can certify their proposed levy to the county auditor

• November 1st is the last day to submit

closeout documentation in support of PPAs H&S Timelines

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• FY 13-14 project closeout starts in June

and ends December 31

• Reconcile UFARS expenditures to FY14

project approvals

• MDE and RMA’s will be providing more

assistance this fall – many districts lose revenue by not reconciling

H&S Timelines

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Data From An Actual School District

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• Projects are approved and pre-funded
• FY of actual expense is recorded the same year

as the estimated revenue

• The FY project amount and fiscal year UFARS

expense by finance code for the year ended June 30 are intended to be exactly the same by November 1 – drives revenue adjustments

• Actual revenue is almost always a different

amount than was estimated on the original levy so a levy adjustment comes on a future levy

The H&S System Is Approval Based

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• Adjustments to revenue come from actual

results of projects

• Errors in revenue come from not reconciling
• Invoice is late, missing, miscoded – project

came in over estimate, entered in wrong Fin code – approval is in wrong year – other reasons

• MDE will offer more assistance with reconciling

this fall. It is a team effort for district staff.

H&S System Is Approval Based

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• District receives lesser of project approval or

UFARS expenditure by finance code on December 31. This is the actual revenue that will be compared to the original levy revenue.

• District gets the correct amount of revenue in

the end when projects have been reconciled.

• Approval based means MDE funds the approved

amount and UFARS can decrease, equal, or indicate a project approval increase is needed.

• WORK WITH BUSINESS MANAGERS TO MATCH

THE PROJECTS WITH THE UFARS

H&S Timelines

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• 4. H&S Data Submissions
• Moving a project that has not started to a

different fiscal year? – E-MAIL MDE WITH THE 5-DIGIT PROJECT NUMBER AND DESIRED FISCAL YEAR – District’s must verify data after MDE edits project entry

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Project Continuations

• A project continues into one or more fiscal

year; (H&S website approvals and reported UFARS need to match per fiscal year)

• Reconcile the existing project to what was

spent, then create a new project to move forward the balance with reference to the previous project number.

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14 363 Oak High School … 20000.00 Update GEN. Continuation of project #19561, fire panel replacement 0.00 13 363 Oak High School yes 50000.00 Update 19561 Replace fire panel, SFM inspection #18420, item #6 (SFM PLAN REVIEWED) 0.00

Project Continuation

13 363 Oak High School yes 30000.00 Update 19561 Replace fire panel, SFM inspection #18420, item #6 (SFM PLAN REVIEWED) 0.00

Changing Project Cost

• Updated proposed amounts that

substantially increase from previous approvals? – E-mail MDE the 5-digit project number – Provide contact information; including the district # and phone # – Explain to substantiate the new proposed amount (scope of work change, increased bids, etc.) – Invoices may be requested

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Example H&S Project Descriptions

• To reduce administrative time and to

better facilitate the MDE approval process, RMA’s and MDE are providing a guide with common approved projects and those commonly not approved

• Re-occurring H&S projects (FY 16) may be

submitted as district-wide entries!

• Projects not clearly identified will need

more information.

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Finance Code 347

• PPE, Elevator/Lift Inspections, and

MDH Inspections = District-wide

• Playground re-surfacing – material type

and total sq. ft. of playground area

– FY 15 Pine Elem. Wood chips, 225 cubic yards to cover 5,500 sq ft

• Playground repairs – Scope of work

and CPSI inspector # and date (insp.

• rpt. may be requested)

– FY 15 Maple Elem. Repair damaged fall protection barrier per CPSI # 1004-01 3/26/13 inspection report

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Finance Code 347

• Pool/food code corrections – MN code

violation # and scope of work (scanned copy of orders may be requested)

– FY 14 Oak Elem. Provide No Diving signs per MN Rule 4717.2450 3/26/13 inspection – FY 15 Oak Elem. Replace wood shelving per MN Rule 1304.12 3/26/14 inspection

• Machine guarding – Scope of work, and

location (insp. rpt. may be requested)

– FY 14 Hickory HS Mount equipment in wood shop per MA inspection on 3/26/13

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Finance Code 349

• Hazardous/Infectious Waste Disposal, Lead

in Water Testing, Radon Testing, RPZ Backflow Inspections = District-wide

• Local Exhaust Ventilation – scope of work

and location

– FY 15 Willow HS Install welding local exhaust system in the Ind. Tech. metal shop

• Lead in Paint Abatement (must be > 1% by

weight or > 1mg/cm2) – scope of work and location (lead analysis will be requested)

– FY 15 Birch MS Gymnasium lead paint abatement

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Finance Code 352

• Capped H&S funding source
• Reference the advice entry (towards the

top) on the data submission website

• Capped biennium amount for FY 14 & FY

15; with a new capped biennium amount for FY 16 & 17

• Possible issues with exceeding the 352

cap in the second year of the biennium (FY 15 & FY 17)

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Finance Code 352

• HSEM, Safety Committees, AHERA 3-yr

Inspections, BBP, Emp. Right to Know, IAQ Tools 4 Schools = District-wide

• HSEM – Contractor / Consultant name
• Identify Emergency Plan Equipment &

Supplies (AED battery/pads, 1st Aid/CPR Training,

Written Plan Development, etc.)

• In-house HSEM - Document FTE hours

– FY 16 District-wide In-house HSEM, Bldgs & Grounds Mngr. 300 hrs, Business Mngr. 100 hours, Chemical Hygiene Officer, 32 hours

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FIN CODE 358

AHERA 6-month Periodic Inspections, Worker Physicals and Asbestos Training = Only District-wide Entries

• O&M projects must be clearly identified

FY 14 patch/repair and glove bag removal in Mechanical Room

• Asbestos abatement – Type of material,

quantity, and location

FY 15 75 sq ft of floor tile in room 115 and 40 lf of pipe insulation in boiler room

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FIN CODE 363

• 3-yr SFM Fire Inspections, Fire Alarm

Inspections, Fire Extinguisher Inspections = District-wide

• SFM Corrections – Scope of work,

inspection #, item #

• 363 projects > $20,000 in cost and all

egress projects are subject to SFM Plan Review (PPA status)

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SFM Plan Review

• Contractors can send plans of the building

layout showing the scope of work to:

State Fire Marshal Division Attn: John Swanson 8321 168th Street W Lakeville, MN 55044

• Contact John if there are any questions:

john.swanson@state.mn.us or (651)-334-3217

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FIN CODE 363

• Costs to maintain/repair an operable fire

alarm system (emergency lighting, exit signs, smoke/heat detectors, horns/strobes etc.).

• SFM orders are needed for full

replacement of fire alarm equipment.

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FIN CODE 366

• No District-wide entries are acceptable

IAQ Project Management & Initial IAQ Investigation = FIN 352 Must document the presence of mold!

Submittal of Attachment 7 for abatement if project > $10,000. Lab analysis or photo documentation for projects < $10,000. (lab analysis is better)

FIN CODE 366

• Mechanical Ventilation Improvements
• Professional Engineer to complete

Attachment 7 providing detailed scope of work and itemized project costs (reference Attachment 8)

• Attachment 8 showing allowable/non-

allowable costs (completed by the district)

– Alternative Facilities for projects > $500,000 in cost over life of project (PPA/PPL/PPB status)

H&S Other Revenue SOURCE 629

• -recording other revenue sources for health

and safety projects beyond state aid or levy

• -Including, but not limited to:
• Utility rebates for approved lighting

replacement (metal halide) and/or mechanical ventilation upgrades

• insurance and legal settlements, Petrofund

reimbursements (UST/AST remediation)

Reporting H&S Other Revenue SOU 629

• Must approve the full project amount, then

record additional revenue utilizing the following UFARS dimension

• Health and Safety

Fund 1 PRO 850 FIN 347, 349, 352, 358, 363, 366 SOU 629

MATCHING THE NUMBERS

Approved H&S Projects vs. Reported UFARS Data (FY 14 close-out)

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5) FY 14 Closeout Activities

FY 2014 Close-out

• H&S revenue is based on the lesser of

approved costs on the H&S website or district-reported UFARS data.

• Project amounts on the H&S website

should be updated to equal audited UFARS expenditures.

• The MFR System updates each time the

district loads UFARS.

• The Capital Expenditure Report will be

updated regularly through January. This is a change from last year.

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• Work with accounting office to provide

UFARS reports

• Compare expenses to project approvals
• Accounts Payable has support

documentation for payments

• Projects completed and coded correctly?
• Get all the revenue you deserve!

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FY 2014 Close-out

• 3. H&S Administrative Information
• Replace with bullet points or subheading

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6) Regulatory Update

• MDH Radon Test Result Reporting
• MDH Indoor Ice Arenas
• Lead in Drinking Water Act
• OSHA Hazard Communication Standard

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• Minnesota Statutes, section 123B.571
• A school district shall:

1) Report the results radon testing to the Department of Health; and 2) Report the results of its testing at a school board meeting MDH Radon Test Result Reporting

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Dan Tranter Indoor Air Unit Supervisor Minnesota Department of Health daniel.tranter@state.mn.us Or 651-201-4618 Radon Testing Plan information at MDH http://www.health.state.mn.us/divs/eh/indoorair/ schools/radonschool.html

Radon Contact Information

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• MN Rule 4620.3900-4900
• Previous acceptable air quality standard:

– Carbon Monoxide (CO) = 30 ppm – Nitrogen Dioxide (NO2) = 0.5 ppm

• Effective 5/20/13 air quality standard:

– Carbon Monoxide (CO) = 20 ppm – Nitrogen Dioxide (NO2) = 0.3 ppm

• At least one trained responsible person on-site

when open to the public

• More frequent air quality testing requirements

MDH Indoor Ice Arenas

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John Olson Indoor Air Unit Minnesota Department of Health john.olson@state.mn.us Or 651-201-4614 Key Changes information at MDH http://www.health.state.mn.us/divs/eh/indoorair /arenas/forms/keychangestorule.pdf

Ice Arena Contact Information

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http://water.epa.gov/drink/info/lead/index.cfm 5/18/14 MDH defined elevated blood level 5 micrograms lead per deciliter, MN144.9501Sub.(9), was 10 mcg/dcl.

Reduction of Lead in Drinking Water Act

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20 ppm of lead is still the action level; the new federal legislation re-defines “lead free” that applies to new piping, plumbing fittings, fixtures, solder and flux

• Enforced via Minnesota Plumbing Codes / DLI
• Reduction of Lead in Drinking Water Act (S3874-2010)
• New “lead-free” definition
• Weighted average of not more than 0.25% lead containing for

piping, plumbing fittings and fixtures

• Not more than 0.2% lead for solder and flux
• Effective date: January 4, 2014 – no longer use old shelf inventory

Leslie Winter Environmental Health Division Minnesota Department of Health leslie.winter@state.mn.us 651-201-4705

Lead in Drinking Water Contact Information

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• Globally Harmonized System of

Classification and Labeling of Chemicals

• Train employees by Dec 1, 2013 on the

new labeling system and Safety Data Sheet (SDS) format

OSHA Hazard Communication (HazCom)

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• June 1, 2015 comply with all labeling and

SDS (Safety Data Sheet) requirements (distributors allowed until December 1, 2015, for labeling)

• June 1, 2016, fully implement HazCom

program

• MN OSHA did retain the annual training

requirement and physical and infectious agent sections of the Employee Right To Know rule (MN Rule 5206.0700, Subp. 3 & 4)

OSHA Hazard Communication Standard

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• sha.consultation@state.mn.us

651-284-5060; ext. 3

MN OSHA Workplace Safety Consultation Contact Information

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https://www.osha.gov/dsg/hazcom/index.html

Dale Sundstrom, School Finance 651/582-8605 or dale.sundstrom@state.mn.us