Step 3: Develop the 10YPP and arrange the 10YPP planning meeting
After completing the school’s Condition Assessment and reviewing the school’s completed School Evaluation of the Physical Environment (SEPE) you, as the 10YPP consultant, should start developing the 10 Year Property Plan (10YPP) and arrange the 10YPP planning meeting. You will need to consider work priorities, inputs into the 10YPP and available budgets.
- 10YPP planning meeting
- Consider work priorities
- Consider inputs into the 10YPP
- Consider the budget
- Plan for cyclical maintenance
The purpose of the 10YPP planning meeting is to confirm with the school board and Ministry property advisor that the 10YPP is fit for purpose, and meets the Board’s requirements and Ministry policy.
You should schedule the meeting with the school principal, a board representative, the Ministry property advisor, and possibly the school caretaker and other school property representatives.
You must download the Ministry’s 10YPP Planning Meeting Agenda template from the Ministry’s website and send an agenda to all attendees before the meeting. You must record minutes of the meeting and circulate them to all attendees afterwards. See 10YPP tools and resources for the agenda.
The focus of a good plan must be on maintaining and upgrading essential services and existing property. You should consider the work identified in the Condition Assessment with the list of other work the school wants to do.
Work priorities are explained on the 10YPP page for schools.
Gather the remaining information needed to draft the 10YPP. You can access the school’s completed School Evaluation of the Physical Environment (SEPE) from the Helios Portal.
The school should provide:
- roll projections, showing whether the school roll is growing, steady or falling
- their cyclical maintenance plan and estimated costs
- Building Warrant of Fitness (BWOF) information including any outstanding Work Requirement Notices (WRN)
- other items that may affect the 10YPP such as an energy management review, special character features, additional learning needs, cultural impacts, and the school security policy or traffic management plan.
The Ministry property advisor can provide you with:
- property data and school site plans
- budget information (including Five Year Agreement (5YA) funding allocation and any other approved budgets that may be available, including board funds)
- details of the previous 5YA and 10YPP, including any outstanding 5YA projects from previous cycles
- School Property Guide (SPG) entitlement (if the school has surplus school property, you can also prepare a rationalisation plan)
- information about the work of other Ministry programmes, such as earthquake strengthening work, weathertightness remediation and ICT network upgrades.
The amount of funding available to the school will have a major impact on the priority and scope of projects in the 10YPP.
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 source||Issues to consider|
The 5YA funding is based on $ per square metre entitlement.
|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.
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 programme entitlements.||
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
Specified systems such as lifts, fire and air conditioning systems.
These are a cost to the project (for example, a 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 additional learning needs.
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.
Optional contingency sum in the budget
You may set aside 10% of the 5YA funding as a contingency. Set up a project called ‘Contingency’ and hold this for any unexpected urgent health and safety or essential infrastructure projects.
Funding is available to schools in an emergency regardless of whether they have put a contingency fund aside.
Check you have considered all aspects of the budget. Ensure that:
- Spending matches funding. The value of the final 10YPP projects list can be more than the board's projected funding, but you must note that certain projects will only go ahead if savings are made on the other projects or funds are raised from other sources.
- You have allocated capital funding for capital projects and maintenance funding for maintenance work. Note that: maintenance funding can be added to a capital project if all maintenance needs are met, or where work overlaps.
- The budget:
- provides for cyclical maintenance
- shows project costs (as accurately as possible) including all professional and local authority fees
- shows projected discretionary funding, such as community and fundraising, and what it is to be used for
- includes spending forecasts for projects using 5YA
- includes spending forecasts for catastrophic loss/risk management projects, if applicable
- includes spending forecasts for property modifications for students with additional learning needs, if applicable
- includes spending forecasts for rationalisation, if applicable.
Cyclical maintenance is significant maintenance work that schools complete on a regular cycle. The most common example is painting the outside of school buildings, which is usually done every 7 to 10 years.
You should work with the school to update their existing cyclical maintenance schedule every 5 years. It is then up to schools to update it annually.
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