CAPITAL APPLICATION 2020 Information Session October 2019

1. CAPITAL APPLICATION 2020Information SessionOctober 2019

2. Agenda Session One – Background information • Who is QCEC • What are the rules that govern grants • Use of grant funds • Q and A session Session Two – Governance • Requirements • Q and A session Session Three – 2019 outcomes and 2020 application process • 2019 results  • Access to the 2020 application • Upgrades to the 2020 application • Application form • Civil works form • What happens next  • Prioritising projects – Capital Assessment Committee • Q and A session

3. Session One – Background information

4. Background • Who is Queensland Catholic Education Commission (QCEC) • What is QCEC's role • What is the role of QCEC Capital Team

5. What are the rules that we work under Australian Government • Education Act 2013 •  Capital Grants Program Guidelines -2018 State Government • Education (Capital Assistance) Act 1993 • Capital Assistance Scheme Guideline QCEC • QCEC 2019 Conditions of Compliance • QCEC 2020 Capital Assistance Guidelines

6. Use of grant funds • New facilities • Refurbishment/conversions of existing facilities • Extension to existing facilities • Boarding facilities • New Schools • Questions

7. Session Two – Governance

8. Governance requirements • Ministerial approvals - a school must not enter into an agreement with a contractor until after the Minister has approved the project. • Acceptance of grant offer. • Pre tender documents to QCEC. • Tendering process. • Provide QCEC with results of tender • Variations - Can be financial as well as scope changes • As a result of tender • During construction • Progressive claims.  • Updated Capital Assistance claim form • Practical completion.

9. Governance requirements (cont.) • Project Accountant’s Statement. • Openings • Australian government • All projects in receipt of grants greater than $100,000 • Installation of plaques • State government • All projects in receipt of grants greater than $500,000 • Installation of plaques for projects in receipt of grants greater than $100,000 • Project finalisation. • Project acquittal requirements from each government. • Post occupancy audit. • Questions

10. Session Three – 2019 outcomes and 2020 application

11. 2019 Capital round results • 39 Schools applied  • 25 schools were recommended to the relevant Minister   • 1 greenfield site (Yarrabilba secondary) • 2 continuation of new schools (Coomera and BliBli) • 22 existing schools  • Total grants (inclusive of EIS) provided $77.9m • Total local contributions $14.4m • Sum of estimated total project costs $92.3m

13. 2020 key dates for Capital round • Round opens 1 October 2019 • Final submission date  5.00pm 31 March 2020 • New schools Development Approval 31 March 2020 • School visits April to May 2020 (NB:  After the school visit has occurred applications will be released back for further editing) • Application close for review 29 May 2020 • Capital Assessment Committee 8 to 11 June 2020 • New schools (NSSAB) approvals 31 July 2020 • Capital Reference Group meeting 4 to 7 August 2020 • BGA/CAA recommendations 30 September 2020

14. 2020 Capital round • Anticipated grant funding - $70.3m approximately • Anticipated number of greenfield proposals – 4 • Anticipated number of continuation of new schools – 7 • 2020 round document availability after the Commission endorses.

15. 2020 proposed Capital Guidelines  • Australian Government • 2018 Guidelines • State Government • Capital Assistance Scheme and • External Infrastructure Subsidy Scheme Guidelines

16. QCEC Capital Assistance Guidelines - 2020 Key changes to the 2020 QCEC Capital Assistance Guidelines • Financial contribution change • Project Elements have been capped at 5 per application.  • Clarification regarding class groups provided • Insert new section "Engineering" • Air conditioning – recognition of increased air conditioning zone as detailed in updated map  • Scaffolding provisions amended to reflect industry requirements • Locality indices have been updated • Ayr increased 116 • Bowen increased 117 • Charters Towers increased to 122 • Collinsville increased to 121 • Ingham increased to 118 • Townsville increased to 113 • Furniture and equipment costs have been increased by 5% with the exception of boarding furniture • Functional rate allowances have been increased by 10.35% • The civil works spread sheet items have been increased by 5%.

17. Key changes to the 2020 SAS guidelines • The guideline has been changed to a two staged process • Stage 1 is up to 100 students • Stage 2 up to 120 students Stage 1 • Increase admin to 270sqm • Increase lunch covered area to 150sqm • Increase storage to 60sqm • Increase kitchen to 80sqm • Increase walkways to 20sqm • Increase GLAs to 40sqm and decrease the number to 4 Stage 2 • Provision of 2 GLAs

18. Capital application scoring process • The Assessment Committee considers each project against 3 criteria: • Changes in demographics, enrolments and student characteristics. • Educational planning. • Infrastructure planning The application needs to address and meet the criteria Each criterion has a number of facets which are scored from 'not much' (1) to 'a lot' (3).  There are three, two and three facets per criterion respectively, the project scores range from 8 to 24.

19. Capital application scoring process (cont.) Facets: • Changes in demographics, enrolments and student characteristics. • The project addresses a shortfall in facilities to meet the needs of the current student population • The project addresses projected changes in size and/or composition of student population over the next five years and beyond. • The project responds to changes in the characteristics of students • Educational planning • The project reflects current Commonwealth and State objectives, priorities and innovations. • The project aligns with and supports the school's, and where appropriate the school system's curriculum offerings, teaching and assessments • Infrastructure planning • The project balances the need for new construction, renovation, addition, and/or major improvement, and the adequacy of existing facilities • The project produces a build/design solution that is fit for purpose • The project provides value of money

20. Planning • Develop an education brief • Determine the ultimate school size • Enrolment projections • Existing and future physical built environment • Develop a masterplan • Which reflects the progressive enrolment growth • Determine the inter-relationships of facilities • Plan for the whole site, not just one building • Plan for the longer term at least 5 years in advance • Note, site constraints and conditions e.g. physical, council, environmental, national trust and availability of services

21. Capital Assistance Assessment Committee. June meeting feedback • Presentations • Videos - If a video is to be used it should show what the project is about not be a promotion of the school for prospective parents. The video should complement the argument for the facilities and highlight the need for the proposed works. • Drawings - Drawings should be legible, avoid using greys and yellows as these colours are hard to see on the screen. • The presentation should articulate the need for the project and how this proposal will address this need such as: • Insufficient teaching spaces or facilities • Quality of facilities • The Committee is seeking to understand how this proposal will enhance learning.

22. Capital Assistance Assessment Committee. June meeting feedback (cont.) • Presentations • The presentation needs to be supported by drawings which are clear and provide sufficient detail to understand the proposal.  To say to the Committee that this will be "fixed" after approval does not instill confidence in the Committee that the proposal has been well considered. • If a school is proposing this solution is "contemporary", the Committee is seeking to understand how a "contemporary" facility will operate, how is this proposal contemporary, what is contemporary in the school's eyes.  Is the proposal contemporary or is it a "catch cry", explain where and how this is happening in other parts of the school.

23. Overview - 2020 application process  • How will it work • Office Groups feature of Microsoft’s Office 365 platform • Benefits • IT Requirements • No Microsoft Account, to create one click: https://login.microsoftonline.com

24. Signing in for first time

26. Access to Capital Programs Home Page QCEC Capital Team send notification to CSAs notifying opening round date & inviting school authorities to apply CSA will login to Capital Projects and create a new project request from QCEC QCEC will verify details of the new project request and approve CSA notified via email confirmation of new project set up

28. Capital Forms, How to Guides and Guidelines & Compliance All Capital Support documentation can be located on the Capital Projects website https://qcec.sharepoint.com/sites/CapitalProjects • Or on the QCEC website https://qcec.catholic.edu.au/resources/capital-programs-online/ Project Details - tab

29. Click “Project Request” St Benedict’s Catholic School SHAW

30. New project confirmation – email notification 20-203

32. How to Request Access to Contributors

33. Notification email sent to contributor

34. Access to projects

35. Adding documents to a project folder • Two options • Upload a document • Drag and drop straight into the folder • It is strongly recommended all drawings are combined into a full set and uploaded.

36. Document naming convention • Format of document name: YYYYMMDD Document Type Description 20200324 Drawings site plans St Benedict’s Catholic School Shaw 20200406 Email Quote for demolition MacKillop Catholic College Mt Peter 20200531 Report Quantity Surveyor St Anthony’s College Deeragun 20200515 Report site visit notes St Joseph’s Kangaroo Point

37. 2020 Application Stage process timelines • 31st March 2019 applications close (all permissions will be changed from edit to view) • April & May school visits (all viewing permissions will be changed back to edit) • 31 May 2019 applications close (all permissions will be changed from edit to view) • 30th September 2019 (all project folders will be moved from Capital projects portal to QCEC internal sharepoint site) • It is recommended that you save a copy of your final application to your own internal file system.

38. 2020 Application

39. Additional Information: External Infrastructure Subsidy Scheme • State government scheme • Projects with a Ministerial Designation are now eligible to apply for funding support • All projects, irrespective of whether there is a supporting grant or self-funded are eligible to apply for a subsidy • Please contact QCEC for assistance.

40. Additional Information: Evaluation of capital processes Proposed timeline Oct 2019 Contract inception meeting and briefing by QCEC Nov/Dec 2019 Analysis of existing data and records Dec 2019 Interviews with relevant QCEC Secretariat staff Jan/Feb 2020 Interviews with capital stakeholders Feb 2020 Analysis of findings Mar 2020 Presentation to Commission Apr 2020 Report on findings Expressions of interest are due to lyn@theevaluatorscollective.com.au by 31 October 2019.

41. Capital Assistance Claim for Payment

42. Assistance and Support • QCEC Contacts • Terry Leavy – Manager Capital Programs 3316 5832 • James Wong – Executive Officer Capital Programs 3316 5820 • Bernadette Casey – ASO Capital Programs 3316 5818

43. Question and Answers