2014 h&s town hall presentation dale sundstrom, school finance [email protected]...

2014 H&S Town Hall Presentation

Dale Sundstrom, School Finance

[email protected]

(651)-582-8605

“Leading for educational excellence and equity. Every day for every one.”

1. H&S Revenue Application 2. Legislative Update3. H&S Timelines4. H&S Data Submissions 5. FY 14 Closeout Activities6. Regulatory Update

Today’s Agenda

education.state.mn.us 2

H&S Revenue Applicaiton

• Similar to last year’s revenue application

• For 2014 Payable 2015 districts apply for H&S revenue by providing confirmation of:

1. A school board adopted “budget” by finance code for 2014, 2015 &

2016

2. A school board adopted H&S policy


H&S Application Submittal

• Submit electronic or hard copy of school board minutes identifying an adopted FY 14-16 “budget” and adopted H&S policy to regional management assistant professionals by Friday, July 25th.

• Districts that aren’t members of a service cooperative may submit their application electronically to MDE at [email protected]


• 123B.57 Capital Expenditure; Health and Safety

Allows funding for:

Compliance with the National Emission Standards for Hazardous Air Pollutants for school generators established by the United States Environmental Protection Agency

For fiscal 2014 – 2018 must reduce other approved H&S funding to include emission compliance.

Effective the day after enactment.

2. Legislative Update


• 123B.71 Review and Comment

Threshold $2,000,000 ($500,000 cap. loan district)

Exempts many state funded revenues including H&S and Alt. Facilities from R&C at any amount.

Removes many description items from the R&C submission and names documentation to be submitted to verify compliance.

Adds requirement to identify the process used to determine the need for a new or renovated facility and list the deficiencies that will and will not be addressed.


• 123B.72 School Facility Commissioning

Retains $1,400,000 as the dollar amount where school facility commissioning is required.

Previously required for projects subject to review and comment but now specifies $1.4M.


3. H&S Timelines

• Submit projects for FY 14, 15, and 16 & H&S Revenue Application by July 25th

• FY 2016 projects entered Summer 2014

– The Pay 15 levy is for 2015-16 school year and funds the FY16 costs.

– RMA’s and MDE will provide a list of common allowable expenditures (and not allowed) and work to develop project descriptions that streamline the approval process.


• Projects can be entered January to July

• The H&S website is disabled at the end of the day on July 25th for processing

• By August 30th the H&S website will be restored to show project approvals & assigned 5-digit project numbers:

– Yes, No, NMI (needs more information), or PPA (provisional project approval)

H&S Timelines


• Districts can make changes to the website until September 5th

• From September 5th – 19th, MDE reviews district provided information to finalize approvals

• September 19th is the last day the capital dataset is updated for levy limit calculations

H&S Timelines


• September 30th is the last day school districts can certify their proposed levy to the county auditor

• November 1st is the last day to submit closeout documentation in support of PPAs

H&S Timelines


• FY 13-14 project closeout starts in June and ends December 31

• Reconcile UFARS expenditures to FY14 project approvals

• MDE and RMA’s will be providing more assistance this fall – many districts lose revenue by not reconciling

H&S Timelines


Data From An Actual School District


• Projects are approved and pre-funded

• FY of actual expense is recorded the same year as the estimated revenue

• The FY project amount and fiscal year UFARS expense by finance code for the year ended June 30 are intended to be exactly the same by November 1 – drives revenue adjustments

• Actual revenue is almost always a different amount than was estimated on the original levy so a levy adjustment comes on a future levy

The H&S System Is Approval Based


• Adjustments to revenue come from actual results of projects

• Errors in revenue come from not reconciling

• Invoice is late, missing, miscoded – project came in over estimate, entered in wrong Fin code – approval is in wrong year – other reasons

• MDE will offer more assistance with reconciling this fall. It is a team effort for district staff.

H&S System Is Approval Based


• District receives lesser of project approval or UFARS expenditure by finance code on December 31. This is the actual revenue that will be compared to the original levy revenue.

• District gets the correct amount of revenue in the end when projects have been reconciled.

• Approval based means MDE funds the approved amount and UFARS can decrease, equal, or indicate a project approval increase is needed.

• WORK WITH BUSINESS MANAGERS TO MATCH THE PROJECTS WITH THE UFARS

H&S Timelines


4. H&S Data Submissions

• Moving a project that has not started to a different fiscal year?

– E-MAIL MDE WITH THE 5-DIGIT PROJECT NUMBER AND DESIRED FISCAL YEAR

– District’s must verify data after MDE edits project entry


Project Continuations

• A project continues into one or more fiscal year;

(H&S website approvals and reported

UFARS need to match per fiscal year)

• Reconcile the existing project to what was spent, then create a new project to move forward the balance with reference to the previous project number.



14 363 Oak High School … 20000.00

Update GEN.Continuation of project #19561, fire panel replacement

0.00

13 363 Oak High School yes 50000.00

Update 19561Replace fire panel, SFM inspection #18420, item #6 (SFM PLAN REVIEWED)

0.00

Project Continuation

13 363 Oak High School yes 30000.00

Update 19561Replace fire panel, SFM inspection #18420, item #6 (SFM PLAN REVIEWED)

0.00

Changing Project Cost

• Updated proposed amounts that substantially increase from previous approvals?– E-mail MDE the 5-digit project number– Provide contact information; including the

district # and phone #– Explain to substantiate the new proposed

amount (scope of work change, increased bids, etc.)

– Invoices may be requested


Example H&S Project Descriptions

• To reduce administrative time and to better facilitate the MDE approval process, RMA’s and MDE are providing a guide with common approved projects and those commonly not approved

• Re-occurring H&S projects (FY 16) may be submitted as district-wide entries!

• Projects not clearly identified will need more information.


Finance Code 347• PPE, Elevator/Lift Inspections, and MDH

Inspections = District-wide• Playground re-surfacing – material type and

total sq. ft. of playground area– FY 15 Pine Elem. Wood chips, 225 cubic yards to cover

5,500 sq ft

• Playground repairs – Scope of work and CPSI inspector # and date (insp. rpt. may be requested)– FY 15 Maple Elem. Repair damaged fall protection barrier

per CPSI # 1004-01 3/26/13 inspection report


Finance Code 347

• Pool/food code corrections – MN code violation # and scope of work (scanned copy of orders may be requested)– FY 14 Oak Elem. Provide No Diving signs per MN Rule

4717.2450 3/26/13 inspection

– FY 15 Oak Elem. Replace wood shelving per MN Rule 1304.12 3/26/14 inspection

• Machine guarding – Scope of work, and location (insp. rpt. may be requested)– FY 14 Hickory HS Mount equipment in wood shop per MA

inspection on 3/26/13


Finance Code 349

• Hazardous/Infectious Waste Disposal, Lead in Water Testing, Radon Testing, RPZ Backflow Inspections = District-wide

• Local Exhaust Ventilation – scope of work and location– FY 15 Willow HS Install welding local exhaust system in the Ind.

Tech. metal shop

• Lead in Paint Abatement (must be > 1% by weight or > 1mg/cm2) – scope of work and location (lead analysis will be requested)– FY 15 Birch MS Gymnasium lead paint abatement


Finance Code 352

• Capped H&S funding source

• Reference the advice entry (towards the top) on the data submission website

• Capped biennium amount for FY 14 & FY 15; with a new capped biennium amount for FY 16 & 17

• Possible issues with exceeding the 352 cap in the second year of the biennium (FY 15 & FY 17)


Finance Code 352

• HSEM, Safety Committees, AHERA 3-yr Inspections, BBP, Emp. Right to Know, IAQ Tools 4 Schools = District-wide

• HSEM – Contractor / Consultant name• Identify Emergency Plan Equipment & Supplies (AED

battery/pads, 1st Aid/CPR Training, Written Plan Development, etc.)

• In-house HSEM - Document FTE hours– FY 16 District-wide In-house HSEM, Bldgs & Grounds Mngr. 300

hrs, Business Mngr. 100 hours, Chemical Hygiene Officer, 32 hours


FIN CODE 358

AHERA 6-month Periodic Inspections, Worker Physicals and Asbestos Training = Only District-wide Entries

• O&M projects must be clearly identifiedFY 14 patch/repair and glove bag removal in Mechanical

Room

• Asbestos abatement – Type of material, quantity, and locationFY 15 75 sq ft of floor tile in room 115 and

40 lf of pipe insulation in boiler room


FIN CODE 363

• 3-yr SFM Fire Inspections, Fire Alarm Inspections, Fire Extinguisher Inspections = District-wide

• SFM Corrections – Scope of work, inspection #, item #

• 363 projects > $20,000 in cost and all egress projects are subject to SFM Plan Review (PPA status)


SFM Plan Review

• Contractors can send plans of the building layout showing the scope of work to:

State Fire Marshal Division

Attn: John Swanson

8321 168th Street W

Lakeville, MN 55044

• Contact John if there are any questions: [email protected] or (651)-334-3217


FIN CODE 363

• Costs to maintain/repair an operable fire alarm system (emergency lighting, exit signs, smoke/heat detectors, horns/strobes etc.).

• SFM orders are needed for full replacement of fire alarm equipment.


FIN CODE 366

• No District-wide entries are acceptable

IAQ Project Management & Initial IAQ Investigation = FIN 352

Must document the presence of mold!

Submittal of Attachment 7 for abatement if project > $10,000.

Lab analysis or photo documentation for projects < $10,000. (lab analysis is better)

FIN CODE 366

• Mechanical Ventilation Improvements

• Professional Engineer to complete Attachment 7 providing detailed scope of work and itemized project costs (reference Attachment 8)

• Attachment 8 showing allowable/non-allowable costs (completed by the district)– Alternative Facilities for projects > $500,000 in cost over life

of project (PPA/PPL/PPB status)

H&S Other Revenue SOURCE 629

--recording other revenue sources for health and safety projects beyond state aid or levy

--Including, but not limited to:

• Utility rebates for approved lighting replacement (metal halide) and/or mechanical ventilation upgrades

• insurance and legal settlements, Petrofund reimbursements (UST/AST remediation)

Reporting H&S Other Revenue SOU 629

• Must approve the full project amount, then record additional revenue utilizing the following UFARS dimension

• Health and Safety

Fund 1 PRO 850 FIN 347, 349, 352, 358, 363, 366 SOU 629

MATCHING THE NUMBERS

Approved H&S Projects

vs.

Reported UFARS Data

(FY 14 close-out)


5) FY 14 Closeout Activities

FY 2014 Close-out

• H&S revenue is based on the lesser of approved costs on the H&S website or district-reported UFARS data.

• Project amounts on the H&S website should be updated to equal audited UFARS expenditures.

• The MFR System updates each time the district loads UFARS.

• The Capital Expenditure Report will be updated regularly through January. This is a change from last year.


• Work with accounting office to provide UFARS reports

• Compare expenses to project approvals

• Accounts Payable has support documentation for payments

• Projects completed and coded correctly?

• Get all the revenue you deserve!


FY 2014 Close-out

3. H&S Administrative Information

• Replace with bullet points or subheading


6) Regulatory Update

• MDH Radon Test Result Reporting

• MDH Indoor Ice Arenas

• Lead in Drinking Water Act

• OSHA Hazard Communication Standard


• Minnesota Statutes, section 123B.571

• A school district shall:

1) Report the results radon testing to the Department of Health; and

2) Report the results of its testing at a school board meeting

MDH Radon Test Result Reporting


Dan Tranter

Indoor Air Unit Supervisor

Minnesota Department of Health

[email protected]

Or

651-201-4618

Radon Testing Plan information at MDH

http://www.health.state.mn.us/divs/eh/indoorair/schools/radonschool.html

Radon Contact Information


• MN Rule 4620.3900-4900

• Previous acceptable air quality standard:– Carbon Monoxide (CO) = 30 ppm– Nitrogen Dioxide (NO2) = 0.5 ppm

• Effective 5/20/13 air quality standard:– Carbon Monoxide (CO) = 20 ppm– Nitrogen Dioxide (NO2) = 0.3 ppm

• At least one trained responsible person on-site when open to the public

• More frequent air quality testing requirements

MDH Indoor Ice Arenas


John Olson

Indoor Air Unit


[email protected]

Or

651-201-4614

Key Changes information at MDH

http://www.health.state.mn.us/divs/eh/indoorair/arenas/forms/keychangestorule.pdf

Ice Arena Contact Information


http://water.epa.gov/drink/info/lead/index.cfm

5/18/14 MDH defined elevated blood level 5 micrograms lead per deciliter, MN144.9501Sub.(9), was 10 mcg/dcl.

Reduction of Lead in Drinking Water Act


20 ppm of lead is still the action level; the new federal legislation re-defines “lead free” that applies to new piping, plumbing fittings, fixtures, solder and flux

•Enforced via Minnesota Plumbing Codes / DLI

•Reduction of Lead in Drinking Water Act (S3874-2010)- New “lead-free” definition- Weighted average of not more than 0.25% lead containing for piping, plumbing fittings and fixtures - Not more than 0.2% lead for solder and flux- Effective date: January 4, 2014 – no longer use old shelf inventory

Leslie Winter

Environmental Health Division


[email protected]

651-201-4705

Lead in Drinking Water Contact Information


• Globally Harmonized System of Classification and Labeling of Chemicals

• Train employees by Dec 1, 2013 on the new labeling system and Safety Data Sheet (SDS) format

OSHA Hazard Communication (HazCom)


• June 1, 2015 comply with all labeling and SDS (Safety Data Sheet) requirements (distributors allowed until December 1, 2015, for labeling)

• June 1, 2016, fully implement HazCom program

• MN OSHA did retain the annual training requirement and physical and infectious agent sections of the Employee Right To Know rule (MN Rule 5206.0700, Subp. 3 & 4)

OSHA Hazard Communication Standard


[email protected]

651-284-5060; ext. 3

MN OSHA Workplace Safety ConsultationContact Information


https://www.osha.gov/dsg/hazcom/index.html

Dale Sundstrom, School Finance

651/582-8605 or [email protected]

2014 h&s town hall presentation dale sundstrom, school finance [email protected]...

Documents

hs revenue application

hs website

hs policy

hs system

hs revenue applicaiton

hs application submittal

approved hs funding

fy project