SANTA BARBARA COMMUNITY COLLEGE DISTRICT BOARD OF TRUSTEES - - PowerPoint PPT Presentation

SANTA BARBARA COMMUNITY COLLEGE DISTRICT BOARD OF TRUSTEES FACILITIES PLANNING WORKSHOP

MARCH 22, 2018

TOPICS OF DISCUSSION

• Facilities Plans/Programs Required by the Community College Chancellors Office
• FUSION Database
• Annual Space Inventory Report – Due Each

Year around 3rd Friday in October

• Energy Usage Report (Currently not part of FUSION) – Due on Same Day as Space Inventory
• Scheduled Maintenance 5

Year Plan and Project Funding Proposals (PFP’s) – Due Around Oct 1

• Facilities Assessments – No Report Due. Assessments Provided by Others
• Five Year Construction Plan – Due Each Year on July 1.This is the Big Plan
• Initial Project Proposals (IPP’s)
• Final Project Proposals (FPP’s)
• Construction Escalation Costs Due to Inflation
• Moving Forward

2

FUSION DATABASE

• FUSION – Facility Utilization Space Inventory Option Net
• Created in 2003 and Owned by the 72 California Community College Districts
• Funded by Annual FUSION Maintenance Fees Paid by Each District
• An Internet Based Database That Houses All Facilities Related Information for Each CCD
• Managed Through a Contract with the Foundation for California Community Colleges
• Overseen by the FUSION Steering Committee and the ACBO Facilities Task Force, Sub

Committees of ACBO (Association of Chief Business Officials)

• FUSION 2 is Underway and When Finished, it Will Make FUSION a Better Planning Tool

3

SPACE INVENTORY

• Updated Annually in FUSION
• Typically Due on the Third Friday in October
• Identifies Square Footages of Campus’, Buildings and Rooms
• Each Room has a Room Type, Desk Count, Square Footage and TOP (Taxonomy of

Program) Code

• Contains All Locations (Rented or Owned) Where Instruction Takes Place
• Santa Barbara CCD had a Comprehensive Space Inventory Completed in 2014

4

SPACE INVENTORY DISTRICT SUMMARY INFORMATION

5

SANTA BARBARA CITY COLLEGE SAMPLE BUILDING LEVEL INFORMATION

6

SANTA BARBARA CITY COLLEGE SAMPLE ROOM LEVEL INFORMATION

7

ENERGY POLICY AND ENERGY USAGE CALCULATOR

• Energy Policy Established by California Community College Board of Governors is 2007
• Establishes a Goal for all Community Colleges –They Should Reduce Energy Consumption

From Their 2001-02 Baseline by 15% by End of Fiscal Year 2011-12

• An Energy Usage Calculator Will be Submitted Each

Year Showing the Annual Energy Usage

• State Funded Capital Construction Projects Should Outperform Title 24 Energy Standards by

15% for New Buildings and 10% for Renovations

• State Funded Renovations are Given a 3% of Construction Incentive and New Buildings are Given

a 2% of Construction Incentive to Meet These Goals

• Districts Should Pursue Cost Effective Onsite Renewable Energy Generation

8

ENERGY USAGE CALCULATOR FOR SANTA BARBARA CITY COLLEGE

9

SCHEDULED MAINTENANCE 5 YEAR PLAN AND PROJECT FUNDING PROPOSALS (PFP’S)

• A Five

Year Plan of Possible Scheduled Maintenance Needs.

• The First

Year is Funded Through the Governors Budget, Therefore Subject to the Political

• Process. There is no State Budget Commitment for

Years Two Through Five

• The Plan (Years Two Through Five) Does Not Commit the District, but it is Required by Ed Code
• District Gets a Budget Allocation Based on FTES. In 2017, SBCCD Received $757,430
• District Can Use Money for Instructional Equipment or Scheduled Maintenance Projects. In 2017,

SBCCD Allocated $514,104 for Scheduled Maintenance and $243,326 for Instructional Equipment

• A Separate Project Funding Proposal (PFP) is required for All First

Year Scheduled Maintenance Projects

10

• In Most

Years a 50% Local Match is Required for Scheduled Maintenance Projects, but No Match Has Been Required for the Last Three Years

• There are Five Categories of Projects – Roof, Utility, Mechanical, Exterior and Other
• Scheduled Maintenance Projects are for Repairs/Replacement of Existing Systems, not New Installations
• State Scheduled Maintenance Money Cannot be Used for Revenue Generating Facilities Like Parking Lots,

Health Centers, Student Unions, Dormitories, Stadiums and Bookstores

• The Systemwide Community College Needs Help the Chancellors Office Lobby for More Scheduled

Maintenance Money in the Governors Budget

• The Next Scheduled Maintenance Plan and PFP’s will be Due on October 1, 2018

SCHEDULED MAINTENANCE 5 YEAR PLAN AND PROJECT FUNDING PROPOSALS (PFP’S)

11

EXAMPLE OF THE 2017-18 SCHEDULED MAINTENANCE PFP’S – TOTAL BUDGET OF $514,104

12

A SNAPSHOT OF THE BUDGET SUMMARY OF THE SCHEDULED MAINTENANCE FIVE YEAR PLAN AND TWO PAST YEARS

13

FACILITIES ASSESSMENTS

• An Assessment of Facilities Deficiencies at Each Site Approximately Every Three to Five
• Years. SBCCD is Scheduled

for March 26, 2018 for it’s Next Assessment

• Assessments are Conducted by the Foundation for California Community Colleges Assessors
• Paid for by Annual FUSION Maintenance Fee’s
• Deficiencies Identified by an FCI (Facilities Condition Index). An FCI is Expressed as a % and is the Cost of Repairs

Divided into the Cost of Replacement. An FCI of 100% Means the Cost to Repair is the Same as the Cost to Replace

• FCI’s are Identified at the District Level, the College Level and the Building Level
• An FCI Does Not Take Code Upgrades or Program Changes Into Account, Only Actual Deficiencies
• The Chancellors Office Uses This Data to Help Lobby for More Scheduled Maintenance $ in the Governors Budget
• Some Boards of Trustees Use This Data to Help Justify Facilities Needs as Part of a Local Bond Initiative

14

SANTA BARBARA CITY COLLEGE CURRENT FACILITIES CONDITION INDEX PARTIAL SUMMARY REPORT

15

ACTUAL BUILDING DEFICIENCIES FROM ADMINISTRATION BUILDING AND ESTIMATED REPAIR COSTS AS IDENTIFIED IN FUSION

Total Amount = $13,710,755.62

16

ACTUAL BUILDING DEFICIENCY FROM THE ADMINISTRATION BUILDING AND ESTIMATED REPAIR COSTS AS IDENTIFIED IN FUSION

17

FIVE YEAR CONSTRUCTION PLAN

• An Annual Plan of Current and Future Capital Outlay Projects and Needs, Regardless of Funding Source
• Contains Enrollment Projections From the Chancellors Office That are Sub Divided by the District
• Contains Capacity Load Ratio’s, the States Space Utilization Metric
• Due on July 1 Each

Year and Must be Approved by the Board of Trustee’s

• Projects Requesting State Funding are Titled Initial Project Proposals (IPP’s) and Final Project Proposals (FPP’s)
• Projects Requesting State Funding Must Qualify Using a Rigorous Qualification and Competitive Process
• Except for Safety Projects, Capacity Load Ratio’s Must be at or Below 100% for Lecture, Lab, Office, Library and

AV/TV Spaces Including the Space Added From the IPP or FPP

18

IPP’S AND FPP’S

• Conceptual projects start out as IPP's and are submitted along with the Districts 5

Year Plan each July. Once the IPP shows a need for a new facility or a renovation and the capacity/load ratios are at or below 100%, the IPP would generally be approved. An IPP does not commit the District to anything

• If the Chancellors Office approves an IPP

, it can be updated into and FPP the following year

• Once a Final Project Proposal (FPP) justifies a strong educational argument and has capacity/load ratio’s below

100%, (except for safety projects) the project then competes on an objective point’s basis with other community college projects statewide in the same category. Each project has the capability of scoring up to 200 points. The amount of points to get a project approved changes each year depending on funding levels and competition within the categories.

19

THE STEPS OF A STATE CAPITAL OUTLAY PROJECT

STATE CAPITAL OUTLAY PROCESS

Release Equipment Initial Project Proposal Final Project Proposal / COBCP Approve Budget- P/W Approve Budget - E Approval to Award Bid

Five Year Construction Plan Which Includes Enrollments and Space From the Space Inventory

Preliminary Plans Approve P/P Approval to Proceed to Bid Approve Budget - C Working Drawings

2

20

FIVE YEAR CONSTRUCTION PLAN – IPP AND FPP PROJECT CATEGORIES

• There are Six Categories of State Funded Projects
• Category A - Projects are Safety Related
• Category B – Increase Instructional Capacity, An Example Would be a New Science Building
• Category C – Modernize Instructional Space, An Example Would be a Remodel of a Science Building
• Category D – Complete Campus, Examples of These are Theaters, Child Developments Centers and Gyms
• Category E – Increase Non Instructional Capacity, An Example Would be a New Student Services Building
• Category F – Modernize Non Instructional Space, An Example Would be a Remodel of a Student Service Building
• Except for Projects in Category A, All Projects Get a Score and Objectively Compete Against Other Projects

That Were Submitted in the Same Category

21

CALIFORNIA COMMUNITY COLLEGE BOARD OF GOVERNORS BREAKDOWN OF AVAILABLE STATE FUNDING BY CATEGORY

• Cat. B

50% of remaining

• Cat. C

25%

• Cat. D

15%

• Cat. E

5%

• Cat. F

5%

• Cat. A

up to 50%

22

SCORING CRITERIA FOR IPP’S AND FPP’S – CATEGORY B AND E PROJECTS

• Category B and E Projects Have Four Scoring Criteria. Each Criteria can Earn a Maximum Score of 50 Points
• Enrollment Growth – 0 to 50 points Based on how Much the Campus is Projected to Grow Over a Five Year Period
• Existing Inventory – 0 to 50 Points Based on Existing Capacity Load Ratio. The Lower the Capacity Load Ratio, the

More Points are Given.

• Assignable Square Footage (ASF) Change – 0 to 50 Points Based on Existing Capacity Load Ratio’s and the Types of

Spaces that the Project will Build. Existing Spaces that Have Capacity Load Ratio’s Over 100% or Spaces that are not Lecture, Lab or Office Will Yield Less Points

• Local Contribution – 0 to 50 Points Based on how Much Money a District Matches the Cost of the Project. One

Point is Given for Each % of Local Contribution. Example, a 50% Local Contribution will Yield 50 Points.

23

SCORING CRITERIA FOR IPP’S AND FPP’S – CATEGORY C AND F PROJECTS

• Category C and F Projects Have Three Scoring Criteria. Each Criteria can Earn Different Amounts of Points
• Age of Building – 0 to 120 points Based on the Age of the Building. After the First Five Years of Age, Two Points are

Given Per year of Age. So, a 65 year Old Building Would Yield 120 Points

• Activates Unused (Vacant) Space – 0 or 30 Points. 30 Points are Given if 5% of the Building is
• Vacant. If Less than 5%,

no Points are Given

• Local Contribution – 0 to 50 Points Based on how Much Money a District Matches the Cost of the Project. One

Point is Given for Each % of Local Contribution. Example, a 50% Local Contribution will Yield 50 Points.

24

SCORING CRITERIA FOR IPP’S AND FPP’S – CATEGORY D PROJECTS

• Category D Projects Have Four Scoring Criteria. Each Criteria can Earn a Maximum Score of 50 Points
• Age of Site – 0 to 50 points Based on the Age of the Campus. One Point for Each

Year in Excess of 10 Years of Age

• Program/Service Offerings – 0 to 50 Points Based on Whether or Not the Facility is Needed for a New Degree or

to Bring Initial Course Offerings to the College That are Being Taught Offsite

• Project Design – 0 to 50 Points Based on if the Project Replaces Portable/Temporary Facilities, Structurally

Inadequate Facilities or Provides an Addition of Facilities

• Local Contribution – 0 to 50 Points Based on how Much Money a District Matches the Cost of the Project. One

Point is Given for Each % of Local Contribution. Example, a 50% Local Contribution will Yield 50 Points.

25

FACILITIES PLANNING WORKSHOP CAPACITY LOAD RATIOS

2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 Lecture 110% 105% 100% 96% 92% 88% 84% Lab 120% 115% 110% 105% 101% 96% 92% Office 90% 89% 85% 80% 79% 78% 77% Santa Barbara City Campus – Capacity Load Ratios

26

FACILITIES PLANNING WORKSHOP CAPACITY LOAD RATIOS

2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 Lecture 328% 314% 301% 288% 276% 264% 253% Lab 141% 135% 130% 124% 119% 114% 109% Office 89% 87% 83% 83% 83% 82% 77% Wake Campus – Capacity Load Ratios

27

FACILITIES PLANNING WORKSHOP CAPACITY LOAD RATIOS

2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 Lecture 291% 279% 267% 255% 245% 234% 224% Lab 76% 73% 70% 67% 64% 62% 59% Office 53% 52% 49% 49% 48% 47% 46% Schott Campus – Capacity Load Ratios

28

POSSIBLE STATE FUNDING OPPORTUNITIES

• Physical Education Replacement – Category A, An FPP has Been Submitted. Tentatively Approved for Funding in

2019-20.

• Student Services Renovation – Category F, An IPP Could be Submitted in 2018 for Funding in 2021-22. There is very

Little Competition in this Category

29

DRAFT 2018-19 SPENDING PLAN

30

ESCALATION COSTS

31

HOW TO PLAN FOR ESCALATION COSTS OF FUTURE CAPITAL OUTLAY PROJECTS

• Predict Inflation at a Assumed Rate from the Beginning of a Project and Based on the

Project Schedule

• For State Funded Projects, the Chancellors Office Predicts Inflation at 5% Per

Year Based

• n the Current Schedule
• True Up Inflation Projected Rate vs Inflation Reality Each

Year

• Estimate Project Costs More Often. Sometimes It’s Scope Creep and Not Inflation

32

33

MOVING FORWARD

34

REPORTS DUE TO STATE GOING FORWARD

Sequence of Reports and Activities Over the Next Year

• Facilities Assessment – Completed By the Foundation for California Community Colleges
• Scheduled for March 26, 2018
• Five Year Construction Plan, Including Initial and Final Project Proposals (IPP’s and FPP’s)
• Due on July 1, 2018
• Scheduled Maintenance 5

Year Plan and Project Funding Proposals (PFP’s)

• Due on Oct. 1, 2018
• Space Inventory
• Due on October 19, 2018
• Energy Usage Calculator/Report
• Due on October 19, 2018

35

QUESTIONS?

Board of Trustees Workshop – March 22, 2018

36