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 Year around 3 rd Friday in October • Annual Space Inventory Report – Due Each • 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
SCHEDULED MAINTENANCE 5 YEAR PLAN AND PROJECT FUNDING PROPOSALS (PFP’S) • 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 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 Initial Project Proposal Final Project Proposal / COBCP Release Equipment Approve Budget- P/W Approve Budget - E Five Year Preliminary Construction Plan Plans Which Includes Enrollments and Approval to Space From the Space Inventory Approve P/P Award Bid Approval to Working Proceed to Bid Drawings Approve Budget - C 20 2
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. F Cat. E Cat. D 5% 5% 15% Cat. C 25% Cat. A up to 50% Cat. B 50% of remaining 22
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