Loading...
HomeMy WebLinkAboutP 134 PLG - Capital Project Planning -1- P.134.PLG POLICY P.134.PLG TITLE: CAPITAL PROJECT PLANNING (FACILITIES) Date issued: 25 November 2014 Last revised: Authorization: Board: 25 November 2014 1.0 OBJECTIVE To set out the process by which capital project alternatives are identified, evaluated, approved and funded. 2.0 DEFINITIONS In this policy, 2.1 Approved Project refers to a project alternative that is selected as a preferred solution to addressing an identified need. 2.2 Board refers to the Board of Trustees. 2.3 Capital Project refers to any project, requiring Board approval that creates new school capacity, improves the physical condition or extends the life of an existing school, reconfigures physical space to facilitate implementation of new programming, or enhances the physical attributes of the learning environment. It does not include projects funded through annual facilities renewal grants. 2.4 Capital Project Alternative refers to one or more proposed capital projects that are evaluated in terms of their relative effectiveness in addressing a specific identified need. 2.5 District refers to the Ottawa-Carleton District School Board. 2.6 District Needs Analysis refers to the multi-year analysis undertaken on a four year where trends impacting on the District’s buildings and sites (existing and projected) are forecast. 3.0 POLICY Policy Statement 3.1 The Board is committed to ensuring a fair and equitable process for the construction and renewal of capital facilities which provide students and staff with safe, healthy and inspiring learning environments that are connected to and accessible by the larger community. -2- P.134.PLG Guiding Principles 3.2 The following guiding principles shall govern the planning process for capital projects: a) Capital planning shall be multi-year to ensure effective stewardship of the Board’s resources, including acquisition and disposal of school sites, property maintenance, building renewal and site operations; b) Capital planning must balance the competing demands of growth pressures, new program initiatives and/or school renewal with resource limitations such that projects are prioritized based on relative need; and c) All capital planning shall be guided by the principles that schools shall be safe, inspiring, healthy, green, accessible, community based and provide value for money. 4.0 SPECIFIC DIRECTIVES District Needs Analysis 4.1 Staff shall conduct a District Needs Analysis of conditions and pressures in relation to the adequacy of the facilities portfolio every four years. The analysis shall take into account the needs of not only the District as a whole but also the needs of the individual communities served and shall examine the following factors: a) Growth pressures; b) Trends in enrolment; c) Gaps in programming accessibility; d) New program initiatives; e) Facility condition; and f) Suitability as teaching and learning space. 4.2 The District Needs Analysis shall provide a forward looking scan of emerging conditions at a District level and shall articulate the location and magnitude of any identifyied needs. 4.3 A summary report of the District Needs Analysis shall be presented to the Board in the second year of the term of office for approval, and shall be a reference resource to inform capital planning decisions over a four-year period. 4.4 Annually, staff shall review the District Needs Analysis to identify any emergent needs related to the factors outlined in section 4.1 and, if required, prepare an interim report to the Board. 4.5 The District Needs Analysis shall be used to inform the development of a work plan which identifies the capital project pathways that will be used to undertake a more detailed analysis of needs. 4.6 As part of the cyclical refresh of the District Needs Analysis, all projects on the list may be subject to a review of the ongoing relevance of the project(s). -3- P.134.PLG Capital Project Planning, Evaluation and Approval Pathways 4.7 The District uses a variety of capital project pathways to assess needs and identify capital project alternatives, or other solutions. Pathway options may overlap and can include: a) Boundary and Program Studies: (i) A “growth study” is used to consider capital project alternatives relating to new pupil places, typically in fast growing portions of the City. This will include a review of adjacent space. (ii) An “accommodation review” is used where there is a need to examine the reconfiguration of existing schools to meet changes in enrolment patterns, grade structure or programming options, or growth, and involves the participation of affected school communities. b) New Program Initiatives: (i) New program initiatives launched by the Board or in response to Ministry direction may require changes to a school’s physical space. c) Learning Environment Audit/District Facilities Analysis: (i) A “facilities condition and learning environment audit” is used to identify deficiencies due to the physical condition of an existing school making it ill-suited for the continuing delivery of programming within a safe and inspiring school environment. 4.8 Regardless of the pathway used to analyze needs and/or develop capital project alternatives, staff shall consult with the community. The scope of all consultation plans shall be approved by the Board prior to the commencement of any review. Unless unforeseen needs arise, Board approval for consultation plans should be sought far enough in advance of the need to decide on a solution in order to provide the Board with options with respect to extending or otherwise varying the consultation terms. 4.9 The results of the consultation shall be formally presented to the Board with a recommendation which takes into consideration the following characteristics: a) Optimization of existing building utilization for student learning, well-being, and safety; b) short-term needs and how it creates or enhances a facility to remain relevant for the long term; c) a learning environment that is safe, healthy, inspiring, accessible, green and connected to the community; and d) an investment that represents good value for money. 4.10 The Board shall consider the staff recommendation and render a decision taking into consideration the guiding principles established in this policy, the data presented in both the District Needs Analysis and the pathway study, and the needs of the school community and of the District as a whole. -4- P.134.PLG List of Board Approved Projects 4.11 Staff shall consolidate all projects receiving Board approval onto a single list which includes: a) the date the project was approved; b) the project type; c) a summary of the outcomes to be achieved through project implementation; d) a projection of the number of students who will be both positively and negatively affected over a ten-year time span as a result of project implementation; e) proposed year of implementation; and f) estimated costs of the project. In setting priorities in Board-approved projects, and those projects subsequently outlined under 4.14, Capital Priorities List for Ministry of Education, Board and staff shall have regard to guiding principles outlined in section 3.1 and more specific quantifiable criteria, as approved by Board from time to time for inclusion in this process. 4.12 On an annual basis, the staff shall provide the Board of Trustees with a recommended prioritized list of capital projects, showing baseline enrolment and growth projections, a review of adjacent space, and all other factors included with the rationale including supporting data and shall have regard to the guiding principles in Section 3.2. Project Funding 4.13 Projects may be funded through capital funding programs as provided and controlled by the Ministry of Education and/or funds generated to implement capital projects. Capital Priorities List for Ministry of Education:. 4.14 When the Ministry of Education requests boards to submit a list of projects for funding approval, the Board shall submit a list of Board approved projects, “sorted” so as to respond to the Ministry’s current set of criteria as determined from time to time but according to the prioritization list set out in section 4.12. Exception 4.15 Notwithstanding the above, staff may bring other proposals forward for Board approval to respond to an emergency or specific funding opportunity. Procedure 4.16 The Director of Education is authorized to issue such procedures as may be necessary to implement this policy. 5.0 REFERENCE DOCUMENTS Education Act