To ensure the appropriate and effective stewarding of
Facilities and Resources the following practices are critical:

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Master planning

All schools are required to have a Master Plan Report to ensure that they are prepared for future enrolment and educational trends.

Master Planning is a complex and detailed activity that usually requires the specialized involvement of architectural firms. Master Planning begins with the development of an Educational Brief. The Educational Brief should be based on the schools’ desired pedagogical approach.
Educational Brief includes the following elements:
• The schools’ desired pedagogical approach.
• What facilities are needed.
• Key issues to be addressed.
• Time frame for Master Plan Report to be completed.

Master Plans include the following essential elements:
Existing Conditions
• site plan(s) of existing conditions.
• details of land ownership. Schools need to have copies of titles for all land that it operates on or intends to operate on. Titles are public documents that can be purchased and downloaded by anyone. Titles that the school does not have may be sourced from the Parish, Diocesan Chancery Office, the Religious Order (if applicable) or downloaded from the Land Channel .
• Copies of the local council planning scheme reports.
• Copy of the latest Asbestos Audit.
• Copy of the local council planning Planning Permit conditions – if applicable.
• accurate enrolment predictions, based on at least two sources of data, to ensure that the school is able to cater for future enrolment trends. The main source of data can be found in CEVN – School Improvement – Planning – School Planning Profiles

• Others sources may include:
• School records,
• Baptismal records,
• Local kindergarten enrolment data,
• Council demographic data, and
Australian Bureau of Statistics Census Data .
Site Analysis
• Site analysis plans (drawings) with a written statement of: overall site utilisation; constraints and opportunities of the site; analysis of renovation/addition/replacement/ adaptive re-use alternatives.
Area Analysis
• Proposed schedule of accommodation with written description comparing: existing areas, proposed areas and guideline area allowances.
Master Plan Solution
• explicit links between the Master Plan, priorities in educational provision and trends in educational architecture. .
• Conceptual plans of the Master plan proposal, and considered options; commentary on the siting and design rationale and key design elements.
• Proposed staging of building works and associated plans for relocating students into alternative accommodation on during those works.
• Summary of energy efficient design principles.
• Cost estimate of the preferred solution, including staging if applicable.

Master Plans are developed by the Board, under the leadership of the Principal. They are shaped in consultation with the whole school community and with the CEO. The Master Plan Report becomes part of the documentation examined during the review cycle and during the school registration process. Master Planning is undertaken and reviewed at regular 2-3 year intervals.

 

 

 

 

 

 

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Maintenance planning

All schools are required to have a Maintenance Plan. This annual process identifies cyclical and other activities which ensure the ongoing safety, cleanliness, attractiveness and functionality of the school site. The plan also includes timelines and budget implications.

Cyclical maintenance plans should be current, enacted and reviewed yearly. Maintenance Plans are developed by the Board/Council, under the leadership of the Principal. They are shaped in consultation with the staff and with the CEO if needed. They are submitted to the CEO on completion and become part of the documentation examined during the review and during the school registration process.

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Capital grants
and works

Grants

Capital grants needed to complete aspects of the Master Plan are firstly considered in light of advice from the CEO Consultant: Facilities and Resources.

For Catholic Capital Grants Company (CCGC) Grants applications should be supported by the school’s Master Plan. The Principal, with the approval of the Canonical Administrator and the support of the School Board/Council engage an architect to produce preliminary documentation in partnership with the school. The school briefs the Consultant: Facilities and Resources and the application is submitted to Catholic Capital Grants Company Grants.

Sandhurst Minor Capital Grants are funded by Sandhurst Diocesan Primary Schools and available to Sandhurst Diocesan Primary Schools where:

  • the school is unlikely to be successful in a Catholic Capital Grants application because of its comparatively high Socio-Economic Status (SES) index
  • as a result of rapid enrolment growth, the school needs to purchase new classroom facilities
  • where the school is unable to financially support urgent capital works.

Applications should be made only after seeking advice from the Consultant: Facilities and Resources and should be supported by the school’s Master Plan. Applications close at the end of May and end of October each year.

Bridging finances will sometimes be required for capital projects. Before establishing a need for bridging finance schools should seek advice from the Consultant: Finance; then seek approval from School Board/Council and Canonical Administrator. Schools should then apply to the Sandhurst Diocesan Development Fund for bridging finance

Other Grants will sometimes be available form Governments and philanthropic organisations. Before applying for these grants the school needs to ensure that the purpose of the grant aligns with the vision and mission of the school, that the school will be able to use the grant in accordance with the funding criteria and acquit the grant in accordance with the application requirements.

Capital Works

Schools are required to follow the Sandhurst School Education Board Protocols for Change in School Enrolment/Establishment of New Educational Provision & Capital Planning.

Capital works projects need to be well managed with clarity and agreement around responsibilities and roles.

 

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Project management

Within project management each stakeholder has a clear role to play:

School

  • the Principal, assisted by the School Board/Council and leadership team, work with architect on project design which should reflect both the educational philosophy of the school and contemporary educational design
  • the Principal, assisted by the architect, ensures all official documentation is submitted and guidelines and timelines are met
  • the Principal, or delegate, attends site meetings. All official discussions with builder are handled by the architect.
  • the Principal identifies any project design or progress issues and promptly notifies the architect.

Architect

  •  liaises with the school on the design of the project. The design should reflect both the educational philosophy of the school and contemporary educational design
  • provides the project budget (including contingency amounts) for review by the school
  • leads the tender process, according to the established guidelines of the project
  • leads the builder’s contract negotiations
  • supervises the project to completion
  • leads all site meetings and approves any variations following discussions with the school
  • ensures works are proceeding in accordance with approved planning/building permits, scope and budget. Approves/verifies progress payment claims.
  • liaises regularly with all project stakeholders via site meetings/email to ensure progress is monitored and communicated effectively
  • manages construction issues that may arise in a timely and cost effective manner
  • ensures all compliance and regulatory requirements are in order and that a Certificate of Occupancy is held prior to use of completed facilities.

Catholic Education Office

  • assists schools with initial funding applications
  • provides resources/advice on project architects, builders, design and scope
  • provides advice to the school and architect when required
  • liaises with Catholic Capital Grants Company when required
  • ensures all official documentation is submitted, guidelines and timelines are met and compliance measures are in order.
  • liaises via site meetings/email with school/architect to ensure that the project is being monitored and progressed effectively.

Partnerships with Other Entities

  • Detailed advice should be sought from CEO before schools enter into partnerships with other parties for the provision of educational services and the building of joint use facilities e.g. Trade Training Centres, Local Schools Working Together, Early Childhood Provision.

Catholic Capital Grants Company

  • oversees all projects funded by the company
  • provides regular reports to the Australian Government on current and future projects
  • prioritises and recommends projects to the Australian Government for approval, based on educational need, guidelines on the size of the school and SES
  • provides advice to the Catholic Education Office, school and architect when required
  • advises school of funding approval, required administration procedures and provides relevant grant documentation for acceptance by the Canonical Administrator/Principal
  • examines results of tendering process prior to confirmation of final offer of funding
  • processes and administers progress payment claims from the architect and distribute funds to school for payment to contractors
  • verifies that all relative compliance and reporting requirements are in order.

Building Contractors

  • build the project
  • liaise directly with the architect for any official matters including requests for information and variations
  • attend site meetings
  • ensure action is taken to deliver the project in terms of the scope, budget and completion date
  • verify that all relative compliance, permit and reporting requirements are in order
  • liaise regularly with all project stakeholders via site meetings/email to ensure progress is monitored and communicated effectively
  • advise the architect promptly of any potential cost over-run or delay
  • process and forward progress payment claims to the architect and distribute funds for payment to suppliers.

Site Meetings

  • architect & school liaise to set up regular site meetings, generally on a monthly basis
  • representatives from the school, architect and building contractor should attend
  • Catholic Education Office to receive site meeting minutes for projects that receive government funding or are Sandhurst Minor Capital Works projects
  • Catholic Education Office staff will attend site meetings as required
  • site meeting minutes should be distributed promptly to all parties to ensure progress is monitored and communicated effectively.
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Building projects

The financial management of capital building projects also needs to be managed carefully according to the following guidelines:

Annual Financial Statement (AFS) Codes

Administrative Offices / Business Managers need to apply the correct AFS codes to each capital works project.

Audits

All projects require independent audits on completion of works. The nature of these audits varies depending on the source of the funds.

Contingency Amounts

Amounts of no less than 2.5% of building costs, should be included in the tender documents and building contract to allow for construction items where there is uncertainty of final scope and costs, such as demolition, asbestos removal, in-ground services and soil contamination.

A contingency amount provides protection and allowance for these unknown costs.

During the course of project completion, if it is apparent these contingency amounts will not be fully utilized, then the funds may be distributed to other areas of the project, such as furniture and equipment or optional fit out items.

Bridging Finance for Capital Projects Approved by Catholic Capital Grants Company

It is common for there to be a time delay of approximately one year from the time that a school is notified that it can commence a project financed by Catholic Capital Grants to the grant becoming available.

At the time the school is notified that a capital grant has been approved they will also be advised if they should seek bridging finance.

A school considering applying for bridging finance should:

  • seek advice from Consultant: Finance regarding the application process and timing of the bridging finance and confirm that bridging finance is required
  • seek approval from School Board/Council and Canonical Administrator
  • apply to the Sandhurst Diocesan Development Fund for bridging finance.

A school applying for grants for capital projects will be subjected to a financial needs analysis. Where a school is assessed as having the capacity to contribute to the project by either borrowing or using cash reserves the expectation is that these financial resources will be used before bridging finance.

Payment Procedures for Projects Approved by CCGC

Stage 1 prior to building works commencement:

  • architect submits online verification & provides the school with invoices for works completed to date. The online verification will trigger reimbursement from CCGC to the school. The reimbursement process will depend on whether bridging finance is required (see above). If bridging finance is to be used, then schools needs to ensure sufficient funds are drawn down prior to paying invoices.
  • school will pay invoices once architect submits online verification.

Stage 2 on commencement of building works:

  • builder submits invoice to architect
  • school will need to provide its architect with copies of any invoices for items outside the main works contract e.g. furniture and equipment
  • architect verifies work completed/goods delivered, then submits online verification & provides the school with invoices for works completed to date. The online verification will trigger reimbursement from CCGC to the school. The reimbursement process will depend on whether bridging finance is required (see above). If bridging finance is to be used, then schools needs to ensure sufficient funds are drawn down prior to paying invoices.
  • school will pay invoices once architect submits online verification
  • audit to be conducted according to the project guidelines.

 

Insurance

Schools are required to have construction insurance whilst the project is underway. Catholic Church Insurances will provide advice on the amount and other requirements and will provide a Certificate of Currency to the school.

The building contractor is to have insurance, including public liability insurance of no less than $10 million and provide documented evidence to the architect prior to commencing work on site.

Prior to handover the school will need to notify Catholic Church Insurances, to allow for the school’s standard insurances to be adjusted and for the new buildings to be covered.

Payment Procedures for Sandhurst Minor Capital Work Projects

Projects not involving architects:

  • once approval is given by the Catholic Education Office Sandhurst the school is able to commence the project in accordance with the conditions outlined in the letter of offer
  • if a Diocesan Development Fund (DDF) loan is being used to pay the project the school needs to ensure that the loan application is lodged with and approved by the DDF prior to commencing the project
  • the school ensures sufficient funds are drawn down and pays the invoices as they are received
  • once more than fifty percent of the total loan is drawn down the school will be required to make quarterly loan repayments
  • in December each year the school will be reimbursed for an amount equal to one tenth of the total amount approved for support
  • if loan interest support has been approved this will be reimbursed annually via the General Recurrent Grants payments
  • on completion of project the school submits copies of invoices to the CEO for verification of the amount of the DDF loan or reimbursement of the approved project amount.

Projects involving architects:

  • builder submits invoice to architect
  • the school provides the architect with copies of any invoices for items outside the main works contract e.g. furniture and equipment
  • architect verifies work completed/goods delivered and provides the school with invoices for works completed to date
  • if a DDF loan is being used to pay for the project the school needs to ensure that the loan application is lodged with, and approved by, the DDF prior to commencing the project
  • the school ensures sufficient funds are drawn down and pays the invoices as they are received
  • once more than fifty percent of the total loan is drawn down the school will be required to make quarterly loan repayments
  • in December each year the school will be reimbursed for an amount equal to one tenth of the total amount approved for support
  • if loan interest support has been approved this will be reimbursed annually via the General Recurrent Grants payments
  • on completion of project the school submits copies of invoices to the CEO for verification of the amount of the DDF loan or reimbursement of the approved project amount.
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