C.A.S.H. WORKSHOP Back to Basics Series Part 1: Planning Your Building Program

Transcription

1 C.A.S.H. WORKSHOP Back to Basics Series Part 1: Planning Your Building Program Friday, April 29, :00 a.m. to 3:00 p.m. Ontario Airport Radisson 2200 East Holt Boulevard Ontario, California California Department of Education (CDE) Plan Approval KENT VAN GELDER California Department of Education/School Facilities Planning Division CALIFORNIA S COALITION for ADEQUATE SCHOOL HOUSING 1130 K Street, Suite 210 Sacramento, CA Phone (916) Fax (916) Handout materials are available online after the workshop. To download the materials, visit and click on the link labeled Workshop and Conference Handouts.

2 SITE & PLAN APPROVALS California Department of Education School Facilities Planning Division (SFPD) Coalition for Adequate School Housing Workshops April 29, 2011 CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, CDE s Plan Role CDE Final Plan approval is required for Modernization (4.08) and New Construction (4.07) Plans prior to submitting SAB form to OPSC (see Ed. Code , some exceptions for Financial Hardship, Joint-Use) Title 5 sect requires Preliminary Plan and Final CDE Plan approval if seeking State funding. CDE Preliminary Plan review is highly recommended prior to LEA s submittal to DSA For new sites, Final Site approval is required prior to/concurrent with Final Plan approval No Site approval required for Plans on existing school sites (see 4.07/08 certifications) 2

3 Plan Approval Process EDUCATIONAL SPECIFICATIONS LEA develops/adopts Educational Specifications (if applicable to project) OPSC SUBMITTAL LEA submits CDE & DSA plan approvals as part of their OPSC funding application DEVELOPING THE PLANS LEA develops and submits preliminary plans to CDE (design development with SFPD form 4.07 / 4.08) DSA LEA submits and obtains DSA Plan approval CDE PRELIMINARY PLAN REVIEW Analyst reviews plans per Title 5, Field Rep. may require or recommend changes. LEA responds/resolves CDE concerns, makes plan changes if necessary CDE FINAL PLAN APPROVAL LEA submits final plans, Field Rep. & Asst. Dir. approves if Code & Title 5 standards are met, and CEQA & DTSC (if applicable) are Completed 3 Verify, Require & Recommend SFPD will review plans and verify compliance/ consistency with the LEA s educational specifications and Title 5 standards, primarily safety and educational appropriateness, and site approval issues (if any) SFPD may require plan changes/conditions on preliminary review per Title 5, and may also recommend changes/comment on prelim. & final approvals based on good practice, efficiency, etc. Title 5 exemptions require LEA request & demonstration that safety and educational appropriateness are not compromised 4

4 Summary of Project Data Required Project Tracking Number (obtain from OPSC) Grade Level, Grades in Class Size Reduction Project Area Square Footage vs. Joint-Use Area Site Gross and Net Useable Acreage Master Plan Site Capacity (ultimate number of students planned to be on campus on track) Construction Cost Estimate (same as for DSA) Single or double session Kindergarten? Particular athletic facilities affecting acreage Current certified CBEDS -adjust for MTYRE 5 Preliminary vs. Final Submittal Preliminary Plan submittal requirements: - Project info - Site plan with streets, parking areas, drop off, etc. - Floor plans with dimensions, labeled spaces, area calcs. - Interior elevations - Board adopted Ed. Specs. & Plan Summary (if applicable) - Physical Ed. Plan if <70% of acres - Small School Site Worksheet if <50% of acres Final Plan submittal requirements: - Updated project info - Final working drawings showing changes from prelim. or letter indicating no changes - Response to CDE prelim. Plan comments - DTSC determination (if applicable) - CEQA completion certification - Site Safety Certification - CTE certification (if applicable) 6 - Construction cost estimate

5 Ed. Specs. & Plan Summary Ed. Specs. - Links educational program and building/space components/configuration. - Board adopted Ed.Spec. is required with Prelim. 4.07/4.08 for all new schools or if demo / rebuilding 50% or more of existing square footage Plan Summary - additional CDE form describes a project s compliance with the Title 5 design standards and, if necessary, to request and justify any exemptions. - Required with Prelim. 4.07/4.08 for: 1) new schools, 2) addition/replacement that increases student capacity, and 3)demo / rebuilding 50% or more of existing sq. ft. 7 REDUCED PLANS SFPD requires submittal of : - a reduced set of floor plans (11 x 17 ) scaled & dimensions called out and uses identified, and - full sized plans, or a half-size if legible Include entire site plan layout, parking/drop off areas, demolition, & interior elevations; Do not include electrical, mechanical, plumbing, or project specs. CDE is working on future electronic submittals and storage (IAPS) 8

6 Account for Removals, Demolition & Conversions Clearly designate classrooms & support facilities to be demolished or removed from site, note grade level and room types/uses & if relocatables or permanent construction Note if project s new classrooms will replace existing classrooms demolished/removed Account for conversions of existing spaces, what they were and what they will become, including classroom loss or gain, and size or change in use of existing classrooms 9 What Happens to Plans Submitted? 4.07/4.08 Plan applications are date stamped received & CDE analyst take in order received (first in first out) CDE Analyst will enter data into internal tracking system, verify that application is complete, contact architect or district (re: missing info/issues), & review plans for Title 5 compliance, suggest comments, and deliver to assigned CDE Consultant After review/resolution of issues, Consultant & Asst. Dir. sign approval letter, mailed to Superintendent, architect & OPSC 10

7 Summary of Key Title 5 Plan Standards Site Layout: bus, parking, drop off, circulation, supervision, juxtapositions, access, security Classrooms: 960 sf, RSP 240 sf, Speech 200 sf,; Sp. Ed. dispersed and at least same size as regular classrooms, computer labs 960sf. Kindergarten: 1350 sf, including restrooms, storage, teacher prep., coat racks/cubbies; approp. play area, mounting heights Science labs: 1300 sf, fume hood, eye wash, chemical storage Support/Misc. Facilities: gym/multipurpose ceiling height, shower/locker & library supervision, nurse s office window, bike enclosure See Title 5 sect for details 11 RESTROOM FIXTURES CDE will count restroom fixtures and note in prelim. review/final approval letters if significantly less than required per California Plumbing Code according to project capacity (reference Part 5, Title 24 Table 4-1, not Chapter 29 of California Building Code) CDE will not withhold approval if count is less than required by California Plumbing Code Kindergarten: not included in above count, each K room requires self-contained restrooms or must have restroom access in immediate K complex (unisex ok) 12

8 DTSC REQUIREMENTS Not required by CDE for any 4.08 Modernization, or on 4.07 New Construction if LEA certifies it has determined the project to be a minor addition to a school that is eligible for a CEQA statutory or categorical exemption (Ed. Code 17268c) All other final 4.07 New Constr. submittals, LEA must certify/submit DTSC letter determining either: - No Action on a Phase I, - No Further Action on a PEA, - or Completed Response Action (exceptions for Lead-based paint/pcbs/ocps via DTSC completed 4.14 and not yet completed Response Actions via 4.15 commitments) 13 SITE SAFETY CERTIFICATION LEA must sign 4.07/4.08 certifying their review of the following Title 5 site standards and that the project will not create any new significant, or exacerbate any existing, safety hazards from: power lines, railroads, noise, faults, flooding, pipelines, storage tanks, liquefaction, traffic/pedestrian safety, compatible surrounding land uses, air pollution, easements, & being within 2,000 feet of hazardous waste disposal LEAs may choose to conduct special studies in order to certify, CDE may request documentation showing how LEA was able to so certify 14

9 CEQA REQUIREMENTS For Final Plan Approval, LEA must certify it has completed all applicable CEQA actions and determined project to be either: a) not a project per CEQA, b) completely exempt by statutory/ categorical exemption, or fully covered in an LEA adopted: c) Negative Declaration, d) FEIR, or e) in another lead agency s CEQA document (with LEA findings as necessary) Indicate the dates that: FEIR/Neg. Dec. was adopted, project approved by LEA, & Notice of Exemption or Determination filed with Co. Clerk if available Submittal of CEQA docs. not normally required on Plans, CDE may request 15 additional doc. (pass giggle test?) TYPICAL PROBLEMS DSA approved plans (and no prelims.) are submitted to CDE, and CDE requires changes Unlabeled rooms, no dimensions/areas No description of what is being modernized in what buildings or rooms or campus-wide Safety Conflicts with drop-off, bus loop, parking, vehicle circulation and pedestrians LEA contact listed is not familiar with project CBEDS missing, Master plan capacity & loading errors Gross/Net acres differ from site approval 16

10 APPROVAL LETTERS Contains itemization of classroom types and support facilities and project capacity based upon current certified CBEDS and project s SFP loading 25, 27, Sp.Ed. 9/13) Two Percentages of CDE recommended acres: 1 st based upon CBEDS (if any) plus net added SFP project capacity, & 2nd based upon Master Plan Capacity per LEA May note conditions of approval, comments Final Approval expires if no construction initiated within 2 years, may be renewed prior to expiration (if major changes may reeval.) Supercede letters note corrected/changed info (see SFPD Form 4.17) 17 Plan Review Time & Cost Depending upon workload and submittal completeness & complications, typically done within a month after received With Prelim. Plan review you will save on average 2 weeks on Final Plan approval CDE will mail the LEA an invoice for plan review > 6 months after the Final Plan approval date (no fee for preliminary Plan review), LEA may not pay in advance or use Purchase Orders Current billing rate is times estimated construction cost as indicated in 4.07/4.08 (e.g. $10 million cost = $7,000 fee) 18

11 CDE TOP TIPS 1. Consistency w/updated Facilities Master Plan (identify need, what, where, when, how $) 2. Understand and Use Title 5 (LEA, consultants, architects, legal counsel - no surprises) 3. Early and Frequent Contact with CDE (new laws, regulations, policies, use most current forms) 4. Understand Roles/Coordinate with Other Agencies (city/county, utilities, roads, off-sites, Coastal Commission, timelines) 5. Consider Need for Future Growth/Size of Support Facilities (acreage for expanding facilities, County Special Ed., preschool, daycare, joint-use?) 6. Consistency Among/Within Documents (same location, acreage, project scope, conclusions) 7. Consider Potential Delays, Dead Ends Early 19 (airport review, special studies, DTSC cleanup) CONTACTS California Department of Education School Facilities Planning Division 1430 N Street, Suite 1201 Sacramento, CA (916) Workshop Presenters: Kent Van Gelder (909) kvangeld@cde.ca.gov 20