2014 h&s town hall presentation
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2014 H&S Town Hall Presentation. Dale Sundstrom, School Finance [email protected] (651)-582-8605. Today’s Agenda. H&S Revenue Application Legislative Update H&S Timelines H&S Data Submissions FY 14 Closeout Activities Regulatory Update. - PowerPoint PPT PresentationTRANSCRIPT
2014 H&S Town Hall Presentation
Dale Sundstrom, School Finance
(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
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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
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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]
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• 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
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• 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.
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• 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.
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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.
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• 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
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• 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
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• 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
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• 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
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Data From An Actual School District
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• 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
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• 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
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• 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
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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
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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.
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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
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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.
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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
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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
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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
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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)
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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
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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
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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)
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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
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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.
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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)
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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.
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• 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!
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FY 2014 Close-out
3. H&S Administrative Information
• Replace with bullet points or subheading
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6) Regulatory Update
• MDH Radon Test Result Reporting
• MDH Indoor Ice Arenas
• Lead in Drinking Water Act
• OSHA Hazard Communication Standard
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• 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
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Dan Tranter
Indoor Air Unit Supervisor
Minnesota Department of Health
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
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• 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
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John Olson
Indoor Air Unit
Minnesota Department of Health
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
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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
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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
Minnesota Department of Health
651-201-4705
Lead in Drinking Water Contact Information
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• 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)
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• 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
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651-284-5060; ext. 3
MN OSHA Workplace Safety ConsultationContact Information
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https://www.osha.gov/dsg/hazcom/index.html
Dale Sundstrom, School Finance
651/582-8605 or [email protected]