1. Public Schools Facilities Authority

3. PSFA – Model Master Plan
Introduction
Intent of the Public School Facilities Authority (PSFA): To provide a planning tool and a preventive maintenance tool that schools may use in meeting education adequacy standards and other facilities goals beyond adequacy. In meeting the master plan requirements, a district can provide PSFA with a complete picture of the district’s near, mid and short term needs.

4. Goals of a Facilities Master Plan
Develop reporting requirements that are clear, concise and not burdensome
Present master plan content logically in a manner that reflects the capital planning process
Provide assistance and guidance to districts to create and implement master plans, including discussion of intent, examples, templates, helpful sources of information and tips

5. Master Plan Components
1.0 Goals/Process
2.0 Existing and Projected Conditions
3.0 Capital Improvement Plan
4.0 Master Plan Support Material
1, 2, and 3 are expressed in a clear and concise manner
4 is a detailed analysis

6. General Information What is a Facilities Master Plan?
The FMP is a systematic process that strives to identify needs and
wisely allocate capital resources to bring district facilities up to
state adequacy standards and district policies with respect to:
Life/health/safety
Educational/programmatic needs (additions, remodeling to meet various educational standards) and curriculum needs
Renewal needs (replacement schools, remodeling, refurbishing, planning studies, deferred maintenance, major system replacement)
Providing for necessary growth (new schools, additions, remodeling, site acquisition, design planning studies)
Educational technology

7. General Information
What Long-term Benefits Have Districts Experienced?
Long-range vision of goals and needs
Anticipate and plan for district changes in facilities
Equitably allocate capital resources
Promote accountability and communication between the school community and the public
Implement facilities improvements as rational, manageable, and continual processes

8. General Information Who Should Participate? District Administration
School Board
School Community
Specialized Consultants

9. General Information
Relationship of the Facilities Master Plan to the District Maintenance Plan
While the purposes of the two plans are different, they are interrelated. Maintenance can prolong the life of a building or a building system. Communication between a capital planner and operational personnel is critical.

10. 1.1 Goals State the goals that describe the desired
future state of the
district’s educational
programs, community
involvement, and
facilities.

11. 1.2 Process Identify the process for district capital planning
and decision-making.
Identify how community,
staff and student input is
considered in the capital
planning and
decision-making process.

12. APS Capital Planning Decision Flow

13. 1.3 Acronyms/Definitions

14. 2.0 Existing and Projected Conditions
Provide an overview of
current educational
programs, including the
number of schools,
types of schools and
how grades are
configured.

15. 2.2 Sites/Facilities
Provide an overview of district sites and facilities

16. Sites/Facilities
Provide a table summarizing the district’s site and facility inventory

17. 2.3 District Growth Provide a statement of growth trends in
the district that considers
demographic, economic,
and development
factors that may impact
district educational
programs and student
enrollment.

18. 2.3 District Growth

19. 2.3 District Growth

20. 2.4.1 Enrollment Provide a table and chart that summarize the
previous 5 yrs of student
enrollment for the district,
each grade level and each
individual school.
Identify and summarize
relevant factors that have
influenced district
enrollments over the
last 5 years.

21. 2.4.2 Enrollment Provide a table and chart that summarize projected
enrollment for the next
5 years, each grade level,
and each school facility.
Describe projection
method and assumptions.

22. 2.5.1 Utilization and Capacity
Identify existing and
future classroom
(teaching space) needs
to accommodate projected
enrollment for each school
site in the district.

23. 2.5.1 Utilization and Capacity

24. 2.5.1 Utilization and Capacity

25. 2.5.1 Utilization and Capacity

26. 2.5.1 Utilization and Capacity

27. 2.5.2 Utilization and Capacity
Identify any special factors that influence facility use (e.g., lower-than-state-required PTR's, special programs, student transfers, boundary areas, etc).

28. 2.5.3 Utilization and Capacity
Identify student
capacity of each
school site (see state
guidance material).

29. 2.5.4 Utilization and Capacity
Identify strategies
considered to
accommodate meeting
needs, including new
schools, additions,
boundary adjustment,
schedule changes, or
grade reconfiguration.

30. 2.6 Technology Provide an overview of the district’s technology
plan, including the need
for equipment funded
by the capital program
and any anticipated
impacts on facilities.

31. 2.7 Capital Funding Provide a brief history of how the district has
met its capital funding
obligations.

32. 2.7 Capital Funding
Identify district
financial resources.

33. 3.0 Capital Improvement Plan
Summarize total capital
needs identified by the
district, addressing growth,
educational and
programmatic requirements,
renewal of existing
facilities and technology.

34. 3.0 Capital Improvement Plan

35. 3.2 Prioritization Process
Identify the process
and criteria used by
the district to
prioritize capital
needs.

36. 3.2 Prioritization Process
Identify financial strategies
and alternatives considered
by the district to meet
capital needs, taking into
account expected
financial resources and
district priorities.

37. 3.3 Capital Plan
Provide a summary table of priority capital improvement projects for 5 years. Identify when the master plan was adopted by the local school board.

38. 3.3 Capital Plan
Provide a yearly update.

39. 4.0 FMP Support Material 4.1.1 Site and School Details
District Administrative and Support Facilities
Growth/Enrollment/Utilization
Technology Plan
Other Pertinent Information

40. Public Schools Facilities Authority

42. Roles and Responsibilities
Authority
The PSFA has been charged with assisting school district in the development, implementation and review of maintenance plans and performance pursuant to those plans.

43. Roles and Responsibilities
Purpose
Develop and support a long-term, statewide maintenance effort
Promote training opportunities to improve the districts ability to maintain their facilities
Create a standardized reporting format to facilitate districts ability to comply with preventive maintenance requirements
Create a phased process for implementing the collection of district maintenance data
Conduct maintenance management reviews

44. Roles and Responsibilities
Scope
Applies to all district maintenance plans and district personnel responsible for maintenance, repair, custodial and grounds functions within district school property and facilities

45. Roles and Responsibilities
Tasks
Ensure all districts have a preventive maintenance plan
Provide Guidance to district to fulfill their maintenance plan obligations
Provide support to districts and the PSCOC regarding maintenance related issues
Be a resource for job descriptions, staff training, industry standards and life cycle analysis of building/site systems
Interface with other state agencies to resolve jurisdictional and inspection conflicts
Create recommendations for wage and benefit equity where applicable
Develop requirements for, evaluate, test and implement a facilities information management software system (FIMS)
Integrate maintenance plan reporting into the FIMS system with standardized web format

46. Roles and Responsibilities
Requirements
Prioritized maintenance for all property and installed equipment
Detailed master equipment list for both safety and non-safety related equipment, components and structures
Budget and accounting for maintenance plans shall be consistent with legislative and public education department guidelines
Maintenance of all furniture, fixtures and equipment shall meet or exceed their design requirements
Periodic review of structures, systems and components for deterioration or obsolescence which could threaten performance or safety

47. Roles and Responsibilities
Objectives
Develop a maintenance budget within available resources, based on requirements that are defendable and facilitate the tracking of expenditures
Ensure reliability, safety and operability of structures, systems and components
Ensure compliance with environmental, safety and health standards
Ensure that responsibility, authority and accountability for each maintenance classification is clearly defined
Ensure that there are effective procedures to evaluate and measure the condition of facilities
Installation of an automated maintenance control and reporting system (FIMS)

48. Maintenance Plan Guidelines
Overview
Provide a standard format for reporting requested information
Auto-generation to be used where possible
Web accessible
User friendly

49. Maintenance Plan Guidelines
Password protected access

50. Maintenance Plan Guidelines
Menu

51. Maintenance Plan Guidelines
Contact information
Vision Statement
Mission Statement
Goal Statement

52. Maintenance Plan Guidelines
Organization
and Staffing

53. Maintenance Plan Guidelines
Organization Responsibilities/Obstacles and Training Concerns

54. Maintenance Plan Guidelines
District
Maintenance
Budget

55. Maintenance Plan Guidelines
District Funding Sources

56. Maintenance Plan Guidelines
Condition of
Facilities

57. Maintenance Plan Guidelines
Preventive Maintenance Program

58. Maintenance Plan Guidelines
Site Management
Phased implementation requirement for all districts
FY2004 – Controls/Energy Management
FY2004 – Roofs
FY2005 – HVAC/Mechanical Systems
FY2005 – Janitorial/Custodial
FY2006 – Electrical/Lighting Systems
FY2006 – Fire Control/Security/Communications
FY2006 – Grounds/Landscaping/Irrigation
FY2007 – Plumbing/Boiler/Pumps
FY2007 – Building Envelopes
FY2008 – Kitchen/Others Systems TBD

59. Maintenance Plan Guidelines
Roofs

60. Maintenance Plan Guidelines
Work Control System