Training for County Office Visits Required by Williams Legislation Facilities Update for Presented by: California County Superintendents Educational Services Association (CCSESA) May 7 & 9, 2007

May 7 & 9, 2007California County Superintendents Educational Services Association 2 Williams Facilities Update Overview Review changes in the Emergency Repair Program Review definition of Good Repair Review Permanent Evaluation Instrument and the rating system for 15 categories and overall site Review how a County Superintendent may follow up on site visits

May 7 & 9, 2007California County Superintendents Educational Services Association 3 AB ERP EC (a)(2) – Changes the Emergency Repair Program (ERP) to include a grant program along with the current reimbursement program The current reimbursement program requires work be funded by District and reimbursement request be approved before processing reimbursement New grant program requires cost estimate of repairs to be completed for grant funding and audit of application upon completion of work Waiting for the date the new ERP will be available

May 7 & 9, 2007California County Superintendents Educational Services Association 4 Emergency Repair Program Changes to the ERP resulting in the creation of a grant program will eventually replace the current reimbursement program Schools where API scores have improved to deciles 4 and above will no longer be eligible for ERP funding starting with new cohort. ERP application submittal deadline for schools in this situation is June 30, 2007

May 7 & 9, 2007California County Superintendents Educational Services Association 5 ERP Grant Program – cont. If a grant application is filed prior to June 30, 2007 projects can be completed after the school becomes ineligible (specific timeline identified in new regulations) Request must be $5,000 or greater unless you can justify a lesser amount Separate request for each school site, but you can now combine different types of projects on the same site to reach $5,000

May 7 & 9, 2007California County Superintendents Educational Services Association 6 ERP Grant Program – cont. Grant application should include: Site and contact information Year of original construction of the school What system or component needs to be repaired/replaced? Do you propose to repair or replace the existing system/component? Describe the health and safety threat problem at the site.

May 7 & 9, 2007California County Superintendents Educational Services Association 7 ERP Grant Program – cont. Examples of documentation you may submit to substantiate the health and safety threat Photos showing the problem Signed copy of the Interim Evaluation Instrument identifying the problem Copies of complaints made by parents, students, or staff referencing the problem Inspection report by a qualified individual(s) or firm(s)

May 7 & 9, 2007California County Superintendents Educational Services Association 8 ERP Grant Program – cont. Other information to include: How do you plan to mitigate the health and safety threat? Will Division of State Architect approved plans and specifications be required for this project? Estimate of how much the project will cost, including planning, testing/inspection, and construction costs (note OPSC discussion on approval of consultant fees)

May 7 & 9, 2007California County Superintendents Educational Services Association 9 ERP Grant Program – cont. Upon grant approval, an initial fund release will be made (when?) Once the project is complete an expenditure report is required to provide the final cost for verification Actual cost will be compared to the grant amount to determine if money needs to be returned to the state or if additional funds need to be released to the District

May 7 & 9, 2007California County Superintendents Educational Services Association 10 Emergency Needs From EC (c)(1) – Emergency facilities needs means structures or systems that are in a condition that poses a threat to the health and safety of pupils or staff while at school.

May 7 & 9, 2007California County Superintendents Educational Services Association 11 Emergency Needs – cont. These projects may include, but are not limited to: Gas leaks Nonfunctioning heating, ventilation, fire sprinklers, or air conditioning systems Electrical power failure Major sewer line stoppage Major pest or vermin infestation Broken windows or exterior doors or gates that will not lock and that pose a security risk

May 7 & 9, 2007California County Superintendents Educational Services Association 12 Emergency Needs – cont. Types of projects - continued: Abatement of hazardous materials previously undiscovered that pose an immediate threat to pupil or staff Structural damage creating a hazardous or uninhabitable condition Emergency facilities needs do not include any cosmetic or nonessential repairs

May 7 & 9, 2007California County Superintendents Educational Services Association 13 AB 607 – Good Repair EC 17002(d)(1) – Definition of Good Repair 19 criteria areas are defined, similar to criteria in the Interim Evaluation Instrument (IEI) categories, with some additions New criteria areas include: Roofs, gutters and downspouts Overall cleanliness Unabated graffiti

May 7 & 9, 2007California County Superintendents Educational Services Association 14 Good Repair As defined in Ed Code Good Repair means the facility is maintained in a manner that assures that it is clean, safe, and functional as determined pursuant to a school facility inspection and evaluation instrument developed by the Office of Public School Construction and approved by the board or a local evaluation instrument that meets the same criteria.

May 7 & 9, 2007California County Superintendents Educational Services Association 15 Good Repair Ed Code criteria A. Gas systems & pipes B. Mechanical systems (heating, ventilating and existing air conditioning) C. Doors & windows D. Fences & gates; locks & hardware E. Interior surfaces (walls, floors, ceilings) F. Hazardous & flammable materials

May 7 & 9, 2007California County Superintendents Educational Services Association 16 Good Repair criteria – cont. G. Structural elements H. Fire sprinkler, fire extinguishers & emergency alarms I. Electrical systems J. Lighting K. Pest or vermin infestation L. Drinking fountains

May 7 & 9, 2007California County Superintendents Educational Services Association 17 Good Repair criteria – cont. M. Restrooms N. Sewer systems O. Roofs, gutters & downspouts – new category (visual inspection) P. Drainage issues Q. Playground equipment – new elements including outside fixtures, seating, tables and equipment

May 7 & 9, 2007California County Superintendents Educational Services Association 18 Good Repair criteria – cont. R. School grounds, fields, walkways S. Overall cleanliness, unabated graffiti – new category includes review that restrooms, drinking fountains, and food preparation or serving areas appear to have been cleaned each day that school is in session

May 7 & 9, 2007California County Superintendents Educational Services Association 19 AB PEI EC 17002(d)(2)(A) – Development of a permanent inspection and evaluation instrument (PEI) Rating system of good, fair or poor for each of the 15 categories Rating system of exemplary, good, fair or poor for a summary of the entire site

May 7 & 9, 2007California County Superintendents Educational Services Association 20 AB 607 – PEI cont. EC 17002(d)(2)(B) – Development of a PEI - continued Required to be in place by July 1, 2007 Therefore, recommendations to be brought to the June 1, 2007 Implementation Committee Meeting With final document presented at the June 27, 2007 State Allocation Board Meeting Brings Williams inspections in line with information required in the School Accountability Report Card (SARC)

May 7 & 9, 2007California County Superintendents Educational Services Association 21 PEI Revisions to the Interim Evaluation Instrument (IEI) completed by OPSC in January 2007 incorporated EC 17002(d)(2)(A) criteria OPSC Working Committee with COE representation currently developing the PEI Creating a format that all Districts and COEs could use for facility inspections (Every school is a Williams school)

May 7 & 9, 2007California County Superintendents Educational Services Association 22 PEI - continued LACOE model to be used by OPSC Rating system being developed that could be used by all levels of inspection teams Quantitative vs. Qualitative ? Proposed system will tabulate the number of deficiencies in each category to determine category rating, then tabulate the number of good, fair, poor ratings to determine the overall rating

May 7 & 9, 2007California County Superintendents Educational Services Association 23 PEI 15 Categories I. Gas Leaks II. Mechanical Systems III. Windows/Doors/Gates/Fences (Interior and Exterior) IV. Interior Surfaces (Walls, Floors, and Ceilings) V. Hazardous Materials (Interior and Exterior)

May 7 & 9, 2007California County Superintendents Educational Services Association 24 PEI 15 Categories – cont. VI. Structural Damage VII. Fire Safety VIII. Electrical (Interior and Exterior) IX. Pest/Vermin Infestation X. Drinking Fountains (Inside and Outside) XI. Restrooms XII. Sewer

May 7 & 9, 2007California County Superintendents Educational Services Association 25 PEI 15 Categories – cont. XIII. Playground/School Grounds XIV. Roofs (as observed from the ground, inside and outside of the building) XV. Overall Cleanliness of the School XVI. Other

May 7 & 9, 2007California County Superintendents Educational Services Association 26 AB 607 – Follow up visits Education Code (EC) 1240(c)(2)(K) – County Superintendent may follow up on a site visit County Superintendent may (emphasis added) return to verify repairs are done County Superintendent may (emphasis added) prepare a report documenting non compliance Reports may (emphasis added) be provided to the governing board of the school district

May 7 & 9, 2007California County Superintendents Educational Services Association 27 Follow up visits cont. If a report is made: Report shall be presented at a regularly schedule meeting Report shall be posted on the COE Internet Web site Report would be removed from the Internet Web site when County Superintendent verifies the repairs have been completed

May 7 & 9, 2007California County Superintendents Educational Services Association 28 Follow up visits cont. If no report is made: Then the responsibility for follow up is solely with the District

May 7 & 9, 2007California County Superintendents Educational Services Association 29 Presentation Contacts Vinceena Kelly, AIA Regionalized Business Services Coordinator Los Angeles County Office of Education Ph: 562/ Fax: 562/ Mamie Starr Director, Operations/Support Services San Joaquin Office of Education Ph: 209/ Fax: 209/

May 7 & 9, 2007California County Superintendents Educational Services Association 30 Questions?