State Agencies’ Joint Workshop

1. State Agencies’ Joint Workshop California Department of Education Division of the State Architect Office of Public School Construction

2. Welcome • Introduction • Expert Workgroup • CDE - DGS Memorandum of Understanding • Survey

3. Standard Project Approval Process

4. Additional Requirements California Environmental Quality Act Labor Compliance Program Health & Safety Inspections Utilities & Off-site Mitigation Measures DTSC DIR Local Fire Authority Planning Commissions Utility Companies Law Enforcement & Traffic Safety

5. California Department of Education CDE’s Role in the School Facility Program: Plan & Site Approval, Requirements under Title 5 Fred Yeager – Assistant Director, SFPD

6. Role of the CDE California Education Code Section 17251 CDE to develop standards for school sites and plans Standards in California Code of Regulations (CCR), Title 5, Sections 14010 and 14030 Safety and educational appropriateness

7. Role of the CDE All public school sites and plans, regardless of funding source, must meet CCR Title 5 standards Section 14010, site standards Section 14030, plan standards Sections 14011 and 14032, state funding process Sections 14012 and 14033, local funding process If state funds are requested, CDE approval required (Education Code Section 17070.50)

8. Site Approval Process Overview FACILITY MASTER PLAN Local Educational Agency (LEA) evaluates short and long term needs POTENTIAL SITES LEA identifies and evaluates potential sites LEA submits CDE approval letter as part of their OPSC funding application CDE EVALUATION CDE evaluates three or more of the potential sites identified by the district PREFERRED SITE LEA identifies preferred site and prepares required studies for CDE (School Facilities Planning Division (SFPD)) site approval SFPD 4.01, School Site Approval Procedures

9. Facility Master Plan • A 5-10 year projection of facility needs • Identifies needs • Where to build • What to build • When to build • What to modernize • Budget Estimates • Funding sources

10. Facility Master Plan • Evaluate Annually • Demographic changes • Program changes • Facility use changes • Funding changes

11. Resources for Identifying Potential School Sites • Title 5, Section 14010 • School Site Analysis and Development Guide • School Site Selection and Approval Guide • School site selection committee • Local planning agency • Architects

12. Title 5 Standards for Sites • Include: • Site size and shape • Airports within two nautical miles • Pipelines within 1,500 feet • Power lines within 350 feet • Railroads within 1,500 feet • Traffic • Flooding • Hazardous air emitters within a 1/4 mile

13. CDE Initial Site Review • Physical review of Site • Review of Title 5 standards and project scope • Identify know concerns • Identify needed studies and reports • Recommendations and ranking • Initial review is not an approval

14. District Submits Site Application for CDE Review • District chooses site for CDE review and approval • Required studies are listed on the SFPD 4.01, School Site Approval Procedures, including: • DTSC Approval Letter • CEQA Adoption • Geological Hazards report • Certifications on Form 4.03

15. CDE Review Site Application • CDE Reviews submitted documents. • If project meets Title 5 standards, approval letter issued. • Letter valid for five years • Can be renewed.

16. Contingent Site Approval • Contingent approval is available if project is an environmental hardship or LEA is a financial hardship • Requires that CDE determine that the site is the “best available site” • Able to request early site money from SAB

17. Contingent Site Approval • Environmental Hardship: • DTSC determination of six or more months needed to remediate site • Financial Hardship • Determined by State Allocation Board

18. Contingent Site Approval Requirements • All required items on Form 4.01 except: • Department of Toxic Substances Control approval • Environmental hardship needs DTSC “six month letter” • California Environmental Quality Act (CEQA) final determination • SFPD 4.03, School Site Certification • A CDE contingent site approval is valid for one year and can be renewed

19. Contingent to Final Site Approval Requirements • Department of Toxic Substances Control “final determination” letter • California Environmental Quality Act (CEQA) final determination • A signed SFPD 4.03, School Site Certification

20. When is DTSC Approval Required? • Site Acquisition • New construction projects that are not eligible for a categorical or statutory exemption from CEQA--See SFPD Form 4.07

21. EDUCATIONAL SPECIFICATIONS LEA develops Educational Specifications DEVELOPING THE PLANS LEA submits preliminary plans to CDE (design development) LEA submits CDE approval letter as part of their OPSC funding application PRELIMINARY PLANS LEA resolves CDE concerns CDE PLAN APPROVAL CDE reviews project and approves if Title 5 standards are met. CEQA compliance and DTSC approval needed if applicable Plan Approval Process Overview—New School

22. What is an Educational Specification? Quick Description “Form follows function” or “Form allows function”

23. Why Use an Educational Specification? Required by Regulations • California Code of Regulations, Title 5 14001 (a) and 14030 (a) District board policy The Superintendent of each LEA “Oversees the preparation of (school construction and modernization) plans from the developed educational specifications”. (CSBA Board Policy 7100)

24. Why Use an Educational Specification? • Better product • School design that supports and enhances the educational program • Builds Relationships • Among district staff • Between district and community • Puts students as the focal point of decision making

25. Why Use an Educational Specification? Create a process and document that captures the facility impacts of educational program changes on existing schools. • For example: • Class Size Reduction • Full day kindergarten • Conversion from K-6 to K-8

26. Educational Specifications,Linking Design of School Facilities to Educational Program1997 California Department of Education • Chapter 1 – The Meaning of Educational Specifications • Chapter 2 – The Role of Educational Specifications in Facility Planning • Chapter 3 – Development of Educational Specifications • Chapter 4 – Suggested format for Educational Specifications • Chapters 5-7 – Annotated Outline

27. New Construction Preliminary Plan Submittal • Application form SFPD 4.07 • Plan Summary • New School • Board Adopted Educational Specification • Addition • Plans

28. New ConstructionPreliminary Plan • CDE Preliminary Plan Review letter • Identifies required changes as required by Title 5 • Identifies suggested changes • District and CDE discuss required changes

29. New Construction Final Plan Submittal • Revised Form 4.07 information if necessary • Signed Certifications on Form 4.07 • Revised Plan Summary if needed • Department of Toxic Substances Control applicability and/or determination • California Environmental Quality Act determination

30. Modernization Preliminary Review • Application form SFPD 4.08 • Provide “Plan Summary New School” if over 50% of square footage demolished • Plans

31. Modernization Final Plan Submittal • Revised Form 4.08 information if necessary • Revised Plan Summary if needed • Signed Certifications on Form 4.08 • California Environmental Quality Act determination

32. CDE Top Tips • Develop a Facility Master Plan • 5 -10 Year Projection • Review annually • Identifies needs • Where to build • What to build • When to build • What to modernize • Budget Estimates • Funding sources

33. CDE Top Tips • Ensure that you, your architects and consultants understand CCR Title 5 • Classroom size • Parking lot separations • Mitigations noted in site approval such as power line setbacks, pipeline mitigations

34. CDE Top Tips • Use most current forms from the Web to ensure all codes and regulations met • Early and frequent contact with CDE Field Representative • Review of requirements • New laws, regulations and policies • Scheduling of review times

35. CDE Top Tips • Plan sites for future growth • Support facilities • Toilets • Lunch • Lockers • Physical Education teaching stations • Pre-school and child care • Special Education needs • District • County

36. CDE Top Tips • Understand role of CDE, City/County and other approval agencies • No local land use or building approval needed • Need for utility and road access • Off-site improvements

37. CDE Top Tips • Ensure your studies are consistent • All studies refer to the same site • Findings consistent across studies

38. CDE Top Tips • Define project scope • What level of CEQA analysis is needed? • Is DTSC approval needed? If so be prepared for Phase 1 Environmental Site Assessment, Preliminary Endangerment Assessment, etc. • Other studies noted on the SFPD 4.0 Initial Site Evaluation • Other agencies involvement/timelines • Coastal Commission • Army Corps of Engineers

39. CDE Top Tips • Develop and use Educational Specifications • Links function to design • Involve all stakeholders • Teachers • Classified • Parents • Community • Students • Board-adopted

40. CDE Top Tips • Submit Preliminary Plans • 50% drawings construction documents • Saves time and money • Better product • Insist your design professional submit preliminary plans • Discuss preliminary comments with CDE Field Representative

41. Resources for School Design • Title 5, Section 14030 • www.cde.ca.gov/ls/fa/sf/codes.asp • Collaborative for High Performing Schools (CHPS) • www.chps.net/ • The Council for Educational Facility Planners International (CEFPI) • www.cefpi.org/

42. CDE Website Resources • Educational Specifications: Linking Design of School Facilities to Educational Program, 1997 • School Site Analysis and Development Guide, 2000 • School Site Selection and Approval Guide, 2000 • California Code of Regulations, Title 5 • Small School Site Policy • Staff Assignments

43. California Department of Education School Facilities Planning Division 1430 N Street, Suite 1201 Sacramento, CA 95814 (916) 322-2470 www.cde.ca.gov/ls/fa/ CDE Address and Web Site

44. CDE’s Role in the School Facility ProgramPlan & Site Approval, Title 5 Requirements Questions?

45. Division of the State Architect Project Approval Process: Application Intake and Plan Approval Howard “Chip” Smith - Acting State Architect Masha Lutsuk - Policy Deputy Tim Powell – Senior Architect

46. DSA Organization • DSA Headquarters located in Sacramento • Four DSA Regional Offices • San Francisco Bay Area • Sacramento • Los Angeles • San Diego

47. Projects Requiring DSA Review • New Construction • Additions • Alterations to existing school buildings and facilities if the project cost exceeds $37,245 (amount adjusted annually) IR A-10 (http://www.documents.dgs.ca.gov/dsa/pubs/IR_A-10_rev03-10-11.pdf) • Site placement of relocatable school buildings • Reconstruction – the repair of damage to an existing certified school building such as fire damage • Rehabilitation – comprehensive evaluation and retrofitting an existing non-conforming building (or school bldg if required)

48. Projects Requiring DSA Review • Miscellaneous Structure and Facilities • Light poles 35 feet and higher • Retaining walls 4 feet and higher • Ballwalls 6 feet and taller • Signs and scoreboards 8 feet and higher above grade • See DSA website and T24, Part 1, Section 4-314 for a more complete list • If uncertain, contact the Intake Specialist for the DSA Regional Office having jurisdiction http://www.dgs.ca.gov/dsa/AboutUs.aspx#regions

49. Applicable Laws & Regulations • Statutes – Ed. Code Sec. 17280 (Field Act – K-12) • Statutes – Ed. Code Sec. 81130 (Field Act – Community College) • Govt. Code Sec. 4450 (Accessibility) • Govt. Code Sec. 14963 & 14964 (FLS) Regulations – Title 24 Parts 1-12 • Part 1 - Administrative • Part 2 - Building Code • Parts 3, 4, 5, 6 – Electrical, Mechanical, Plumbing & Energy Codes • Part 9 - Fire Code • Part 11 – Green Code

50. Scope of DSA Review • Review of design for compliance with building regulations for: • Structural Safety (SS) • Fire & Life Safety (FLS) • Accessibility (AC) • High Performance Incentive (HPI) • Construction documents must show ALL work (including mechanical, electrical, and plumbing)