Step 3: 10YPP planning meeting

After the 10 Year Property Plan (10YPP) consultant completes the Condition Assessment, they will gather any remaining information needed to begin developing the 10YPP. They will arrange a 10YPP planning meeting to confirm that the 10YPP is fit for purpose, meets your requirements and Ministry policy.

What you need to provide the consultant

The consultant will already have access via the Helios Portal to the School Evaluation of Physical Environment (SEPE) assessment you completed for your school identifying your school vision. 

You should provide the following to the 10YPP consultant prior to the 10YPP planning meeting:

  • roll projections, showing whether your school roll is growing, steady or falling. Your property advisor may be able to provide a demographic report if your school roll is growing
  • your cyclical maintenance plan and a copy of any maintenance contracts you have (e.g. programme maintenance plan for painting, boiler maintenance contract) 
  • Building Warrant of Fitness (BWOF) information, including any outstanding Work Requirement Notices
  • anything else that may affect the 10YPP like an energy management review, special character features, special education needs, cultural impacts, your school security policy and/or your traffic management plan.

Building Warrant of Fitness (BWOF)

Cyclical maintenance

10YPP planning meeting

The 10YPP consultant will arrange a 10YPP planning meeting and send you an agenda. Your school principal, a board representative, the 10YPP consultant and your Ministry property advisor must be at the planning meeting. Your caretaker and other school property representatives can also attend.

At the 10YPP planning meeting you:

  • discuss your vision for the development of the school through the 10YPP, based on SEPE results, School Charter, results of the Condition Assessment and all other other inputs into the 10YPP
  • prioritise projects within available budgets, as outlined in your 5 Year Agreement (5YA) letter.

The 10YPP consultant will take minutes of the meeting and circulate them to everyone who attended. Make sure you agree with the recorded version of events as they will form the basis of the 10YPP.

Consider spending priorities for the 10YPP

At the meeting you will re-consider the priority of work identified in the Condition Assessment with the list of other work you want to do. The focus must be on maintaining and upgrading essential services and existing property. The priorities are:

  • Priority 1 - Health and safety
  • Priority 2 - Essential infrastructure
  • Priority 3 - Fit for purpose learning environments
  • Priority 4 - Discretionary projects

For more information on work priorities: 10YPP work priorities

Discuss the budget

At the meeting, you discuss the budget.

The amount of funding available to your school will have a major impact on the priority and scope of projects in your 10YPP, including the standard of the accommodation.

When budgeting, you must understand the difference between capital and maintenance costs:

Sources of funding

This table lists all possible funding sources and how you can use each one.

Funding sourceIssues to consider

The 5YA funding is based on $ per square metre entitlement. 

Spending rules for 5YA funding.

Do all urgent health and safety work and essential infrastructure work first, then modernisation work.

The board's discretionary funding sources (for example, surplus operational funding, fundraising and community grants).

Surplus operational funding is only surplus if you can show you have met all your obligations for running the school and maintaining the school property. You need the Ministry’s financial advisor's recommendation and our consent to use it.

Board funding for property projects

Have you included all discretionary funding sources and how you intend using them? Only include funding that is immediately available. Do not include projected funding.

If further funds become available, you can include them when 10YPP is reviewed.

Specific capital funding programmes.

Coordinate the projects with the budgeting and timing of other projects in the 10YPP.

In addition, the Ministry's own budgeting constraints may affect when capital funding will be available to your school.


Other potential costs to consider

This table shows other costs that you may need to include in any project budget.

Possible additional costs

Further information

Specified systems such as lifts, fire and air conditioning systems.

These are a cost to the project (for example new teaching block) and must be factored into the project budget.

Ministry design standards (for example, Designing Quality Learning Spaces requirements).

Access standards for students with special education needs.

Accessibility design

Every project proposed under the 5YA must include the cost of upgrades to provide suitable access (for example putting in a lift).

There is no additional modernisation funding stream for Ongoing Resourcing Scheme (ORS) students/staff. It is factored into your total property funding.

Property costs of hosting special school satellite units at the school.

Satellite units on host school sites


Plan for cyclical maintenance

Cyclical maintenance refers specifically to painting the outside of school buildings that you do on a cycle or regularly, usually done every 7 to 10 years.

You 10YPP Consultant will work with you to update your existing cyclical maintenance schedule every 5 years. It is then up to you to keep it up to date annually, plan for maintenance work required and set aside operational funding to address cyclical maintenance.

Property maintenance

Go to Step 4: 10YPP Consultant prepares 10YPP

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