Understanding Your Role with the Asset Preservation Program

Understanding Your Role with the Asset

Preservation Program

WSSDA Annual Conference Saturday, November 23, 2013

Presented by: Kerri Lunstroth, East Valley School District Director-

SpokaneRay Vefik, Auburn School District Director

Scott Black, OSPI School FacilitiesTom Carver, OSPISchool Facilities

Learner Outcomes:• Recognize the importance or promoting

student health and safety by being proactive in maintaining your schools and extending building life.

• Become knowledgeable of the changes to this program in order to alleviate any misconceptions about how school will be assessed for future state funding assistance

• Recognize your district must provide an annual Building Condition Assessment and a report detailing the results which must be presented annually by April 1.

Supporting Evidence from Scientific Literature

• Many districts throughout the nation have studied the impact of proactive maintenance and improved indoor environmental quality resulting in:

• Heightened concentration• Higher performance levels • Reduced absenteeism • Increased test scores• Lower drop out rates

Proactive Maintenance in SchoolsSchools without a major maintenance backlog have

a higher average daily attendance by an average of 4 to 5 students per 1,000 and

a lower annual dropout rate by 10 to 13 students per 1,000.

Asset Preservation Program

Main Topics:• Background and History• Development of the Asset Preservation Program

(APP)• To Whom Does APP Apply?• What Are the Requirements?• Managing the APP Online• Definitions• Resources and Contacts• WAC 392-347-023

Background and HistoryWhat is the Asset Preservation Program? A systematic approach to:

• Ensure performance accountability, and• Promote student health and safety by:• Maintaining and operating building systems to their

design capacity,• Maintaining an encouraging learning environment, and• Extending building life, thus minimizing future capital

needs.

Background and HistoryWhy is the Asset Preservation Program needed?

• To protect the public’s investment. Ensuring the state-assisted construction of school facilities is protected through a system of building maintenance.

• To ensure modernization eligibility for state assistance on major capital projects. (30-year cycle of eligibility)

Background and History

Background and HistoryThe previous requirement known as “The 2% Rule”

The 2% Rule said that a district needed, in the last 15 years before coming in for state assistance, to show that it expended at least 2% of the estimated replacement value per year on Infrastructural Maintenance.

Stakeholders foresaw big problems with The 2% Rule.

Background and HistoryPerception of The 2% Rule

• An unfunded mandate.• Promoted spending at inappropriate times of a

building’s life cycle.• Was well-intended, but not achievable.• Was unable to document spending at the

building level.

Development of the APPTransition from The 2% Rule to the Asset Preservation Program

• Around 2008, OSPI worked with these groups to change WAC 392-347-023 from an accounting rule to a performance rule.• Washington State School Directors’ Association• Washington Association of School Administrators• Washington Association of School Business Officials• Washington Association of Maintenance and Operations

Administrators• Technical Advisory Committee• Citizens’ Advisory Panel

Development of the APPThere were two ideals to keep in mind:

1. Maintain the State Board of Education’s original intent.

2. Keep the new program non-burdensome to districts as possible.

The result was the Asset Preservation Program.

Development of the APPThree key components

Board Resolution,

District Policy &

Procedures

Asset Preservation System

APP Accountabili

ty

EducationalAdequacy

AssetPreservation

DistrictAccountabilit

y

TargetedStandards

ReportingSystem

Funding Assistance

School BoardReview

PolicyProcedures

OSPIReview

Bldg. Condition Standard

CommunityReview

BuildingAssessments

(Reporting)

To Whom Does APP Apply?Has your district ever received state assistance for a major capital project?

Did any state-assisted project receive school board acceptance of completion January 1, 1994 or afterwards?

Was at least one project new or replacement new construction where the building involved structurally stands alone?

NO - stopYES

NO - stopYES

NO - stopYES

To Whom Does APP Apply?

APP? YES

NewAdministration,

commons, library, and classrooms

New Classrooms

New Gym

To Whom Does APP Apply?

ExistingMain

Building

AttachedNew

Addition

Stand-Alone New

Addition

Covered or Enclosed Walkway

APP? YES

APP? NO

To Whom Does APP Apply?

New Addition or New-in-Lieu

Replacement

Existing Building,

Modernized or not

APP? YES APP? NO

New Addition

or New-in-

Lieu Replacem

ent

Existing Building, Modernized or not

More than 75% Less than 75%

What Are the Requirements?Three key components

Board Resolution,

District Policy &

Procedures

Asset Preservation System

APP Accountabili

ty

EducationalAdequacy

AssetPreservation

DistrictAccountabilit

y

TargetedStandards

ReportingSystem

Funding Assistance

School BoardReview

PolicyProcedures

OSPIReview

Bldg. Condition Standard

CommunityReview

BuildingAssessments

(Reporting)

What Are the Requirements?

1. A commitment from the School Board of Directors, in the form of an APP Resolution, to implement best practices of school building maintenance through the adoption of APP.

This only needs to be ONCE in perpetuity.

See sample resolution on next slide.

SAMPLE ASSET PRESERVATION PROGRAM RESOLUTIONAPPLE VALLEY SCHOOL DISTRICT

Resolution

• Whereas, the school district is committed to preserve the district’s facilities in a safe, healthful and educationally effective manner that is compliant with applicable codes and requirements; and

• Whereas, the superintendent or his/her designee shall oversee the development of an Asset Preservation Program (APP) with supporting policies and procedures to comply with all requirements of the Asset Preservation Rule (APR) (WAC 392-347-023); and

• Whereas, the APP shall provide for the preservation of district facilities by employing a system of processes, to include but not limited to predictive and preventative, repairs, maintenance, and re-conditioning; and

• Whereas, the APP shall also include a yearly and six year evaluation and reporting process to comply with the requirements that facilities sustain their expected life cycle, and include a commitment to implement an Asset Preservation System (APS) in all facilities constructed with state assistance and accepted after January 1, 1994;

• Now, therefore, be it resolved that the Board of Directors of the Apple Valley School District does hereby certify the aforementioned findings to the Office of the Superintendent of Public Instruction.

What Are the Requirements?2. For each project that has been determined to

contain at least one APP building, district personnel must submit a certification letter verifying your district has adopted an Asset Preservation System.

This needs to be done for EACH project, but may be done ONCE.

See sample letter on next slide.

SAMPLE ASSET PRESERVATION SYSTEM LETTER

APPLE VALLEY SCHOOL DISTRICT

Re: Asset Preservation System (APS)

This letter is being sent to comply with the requirement of the Asset Preservation Program (WAC 392-347-023) to adopt and/or implement an Asset Preservation System (maintenance plan).

The Apple Valley School District #1 hereby certifies that an APS has been adopted and implemented to maintain and care for all the state assisted building that have been designed to be a part of the APP.

___________________Signature

___________________Name (please print)

___________________Title

What Are the Requirements?3. A Building Condition Assessment (BCA) and a report detailing the results of that assessment to the School Board of Directors and OSPI. Due April 1st annually.Year Scoring Standard Range

1 100

2 98

3 97

4 95

5 94

6 *

7 92

8 91

9 90

10 88

BUILDING CONDITION SCORING STANDARD

Year Scoring Standard Range

11 87

12 * 86

13 85

14 83

15 81

16 80

17 79

18 * 78

19 77

20 75

Year Scoring Standard Range

21

22

23

24 *

25

26

27

28

29 65

30 * 62

93

71

69

66

67

68

72

73

74

30 * 62

* CERTIFIED assessments are required every 6 years. The score in year 30 is crucial for future state assistance.

Managing the APP OnlineThe Information and Condition of Schools system = ICOS

• District’s general information• List of all facilities (schools and otherwise)• Square footage of all buildings at a facility• Broken down by one or more areas per building

DefinitionsAsset Preservation Program (APP)

The program to ensure state-assisted newly constructed buildings are well-maintained. A school board resolution is required to ensure district commitment.

Asset Preservation System (APS)Synonymous with a maintenance plan. A district must certify an APS is in place for the buildings that are constructed in each APP capital project. Completed by your business or facilities staff.

Building Condition Assessment (BCA)Material and systems assessments, not inspections, required by April 1st annually in APP for 30 years. ANNUAL assessments may be completed by your facilities or maintenance staff. CERTIFIED assessments are required every 6 years completed by a trained external consultant. The score at year 30 is critical for future state assistance.

Information (Inventory) & Condition of Schools System (ICOS)A web-based system where inventory and condition details, about facilities and sites operated by the Districts, are documented and stored. Provides functionality for inventory tracking, condition rating, record keeping and comparative and report analysis.

Resources and ContactsOSPI School Facilities:www.k12.wa.us/SchFacilities/Programs/AssetPreservation.aspx

WAC 392-247-023 State funding assistance in post 1993 facilities: http://apps.leg.wa.gov/wac/default.aspx?cite=392-347-023EPA Healthy Schools: www.epa.gov/schools

Scott Black, OSPI School Facilities [email protected] Tom Carver, OSPI School Facilities [email protected] Lunstroth, East Valley School Board-Spokane [email protected] Ray Vefik, Auburn School Board [email protected]

WAC 392-347-023

State funding assistance in post 1993 facilities.As a condition precedent to receiving state funding assistance for modernization under WAC 392-347-015 or new-in-lieu of modernization under WAC 392-347-042, school districts that received state funding assistance for new and new-in-lieu school buildings and whose buildings were accepted as complete by school board of directors as of January 1, 1994, and later, shall adopt by board resolution and implement an asset preservation program (APP).

(1) Definitions: For purposes of this chapter:(a) An asset preservation program is a systematic approach to ensure performance accountability; promote student health and safety by maintaining and operating building systems to their design capacity; maintain an encouraging learning environment; and extend building life, thus minimizing future capital needs.(b) An asset preservation system is a system of tasks or projects that are active, reactive, or proactive in maintaining the day to day health, safety, and instructional quality of the school facility and tasks or projects that are proactive, predictive or preventative in maintaining the school facility over its thirty-year expected life cycle.(c) A building condition evaluation is an evaluation of the condition of building components and systems using a standardized scoring matrix.(d) A building condition standard is a numeric scoring table with a scale identifying the expected condition score for each year of the building's expected life cycle.

(2) The office of the superintendent of public instruction shall establish and adopt a uniform program of specifications, standards, and requirements for implementing and maintaining the asset preservation program.

(3) School districts with affected buildings under this chapter are required to:(a) Adopt or implement an asset preservation system;(b) Annually perform a building condition evaluation and report the condition of such building to the school district's board of directors no later than April 1st of each year;(c) Thereafter in six year intervals during the thirty-year expected life span of the building, have a certified evaluator, as approved by the office of the superintendent of public instruction, perform a building condition evaluation and report the condition to the school district's board of directors and to the office of the superintendent of public instruction no later than April 1st.

WAC 392-347-023 continued

(4) A school district building affected under this chapter and that does not meet the minimum building condition standard score of forty points at the end of the thirty years from the accepted date shall:(a) Have its allowable cost per square foot used to determine the amount of state funding assistance in any modernization project reduced at a rate of two percent for each point below forty points, not to exceed a total twenty percent reduction; or(b) Be ineligible for state funding assistance when the building condition score is less than thirty points.

(5) The following schedule shall apply to school districts with buildings affected under this chapter, and the requirements set forth shall replace the former requirements of this section:(a) Buildings accepted by the school board in 1994 must begin an asset preservation program in 2009, and shall fully implement the program within no more than one and one-half years;(b) Buildings accepted by the school board in 1995 must begin an asset preservation program in 2010, and shall fully implement the program within no more than one year;(c) Buildings accepted by the school board in 1996 through 2010 must begin an asset preservation program in 2011, and shall fully implement the program within no more than six months;(d) Buildings accepted by the school board after December 31, 2010, must implement an asset preservation program within six months of facility acceptance.

[Statutory Authority: RCW 28A.525.020. WSR 10-09-008, § 392-347-023, filed 4/8/10, effective 5/9/10; WSR 09-10-023, § 392-347-023, filed 4/28/09, effective 5/29/09; WSR 08-09-024, § 392-347-023, filed 4/8/08, effective 5/9/08; WSR 06-16-031, amended and recodified as § 392-347-023, filed 7/25/06, effective 8/25/06; WSR 01-09-012, § 180-33-023, filed 4/6/01, effective 5/7/01; WSR 91-12-058, § 180-33-023, filed 6/5/91, effective 7/6/91.]

Thank you

Questions?