2014 H&S Town Hall Presentation - LCSC · 2014-06-24 · 3. H&S Timelines •Submit...

2014 H&S Town Hall Presentation

Dale Sundstrom, School Finance

dale.sundstrom@state.mn.us

(651)-582-8605

1. H&S Revenue Application

2. Legislative Update

3. H&S Timelines

4. H&S Data Submissions

5. FY 14 Closeout Activities

6. 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

• 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

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

(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 19561 Replace fire panel, SFM inspection

#18420, item #6 (SFM PLAN REVIEWED) 0.00

Project Continuation

13 363 Oak High School yes 30000.00

Update 19561 Replace 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 identified FY 14 patch/repair and glove bag removal in

Mechanical Room

• Asbestos abatement – Type of material,

quantity, and location FY 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:

john.swanson@state.mn.us 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

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

daniel.tranter@state.mn.us

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

john.olson@state.mn.us

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

leslie.winter@state.mn.us

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

osha.consultation@state.mn.us

651-284-5060; ext. 3

MN OSHA Workplace Safety Consultation

Contact Information

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

Dale Sundstrom, School Finance

651/582-8605 or

2014 H&S Town Hall Presentation - LCSC · 2014-06-24 · 3. H&S Timelines •Submit...

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