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Overview of the LRFP Amendment Process Susan Kutner | NJDOE, Director, Office of School Facilities Planning NJASBO, February 5, 2020

LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

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Page 1: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

Overview of the LRFP Amendment Process

Susan Kutner | NJDOE, Director, Office of School Facilities Planning

NJASBO, February 5, 2020

Page 2: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

Today’s Topics

NJDOE Office of School Facilities organization

Overview of the LRFP mandate and reporting

How to complete Major and Minor Amendments

LRFP and project review timelines

LRFP system demonstration

NJDOE 2

Page 3: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

NJDOE Office of School Facilities

Page 4: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

Office of School Facilities (OSF)

Assistant Commissioner Kevin Dehmer

OSF Planning Susan Kutner

[email protected]

➔ LRFP➔ SDA District pre-project planning➔ Special projects

OSF ProjectsBernie Piaia

[email protected]

➔ School facilities project applications➔ CEFM➔ Green Ribbon Schools

NJDOE 4

Page 5: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

The LRFP Mandate

Page 6: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

The LRFP Mandate

Educational Facilities Construction and Financing Act (EFCFA), P.L. 2000, c. 72 (C.18A:7G-4), as amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2

Each school district must amend its LRFP:

❏ At least once every 5 years to update enrollment projections, student capacity, existing and proposed facilities inventories, and proposed capital maintenance (systems) work; referred to as a “Major Amendment”

❏ To be consistent with an application for a school facilities project; can be a “Minor Amendment” if LRFP is in compliance with 5-year reporting requirements and proposed updates do not impact school capacity

NJDOE 6

Page 7: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

The LRFP Mandate

Critical LRFP Review Issues

● Enrollment projection

● Accurate representation of existing inventory (sites, assets, rooms)

● Coordination of proposed enrollments and proposed District Practices Capacity (based

on room inventory)

Issues Deferred to Project Application Review

● Program space approval

● FES waiver approval

● Demolition approval

● Preliminary eligible costs for state funding

● Coordination of LRFP room inventory with project submission

NJDOE 7

Page 8: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

Do I need to have a current LRFP to be eligible for Securing Our Children’s Future Bond Act grants?

NJDOE 8

Page 9: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

The LRFP Mandate

NJDOE 9

A district must comply with LRFP requirements if proposed security or water infrastructure upgrades require a project application.

➔ Project applications typically required if proposed work requires a construction permit

❏ Impact-rated barriers anchored to the ground or building

❏ Hard-wired panic alarms

❏ New surveillance systems

❏ Site lighting

❏ Emergency generators

❏ New electrical wiring

❏ Vestibule upgrades

❏ Drinking water outlets requiring new electrical service

❏ Lead service line upgrades

❏ New automated flushing systems

❏ Well water system upgrades

Page 10: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

LRFP Reporting

Page 11: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

LRFP 101

Refer the OSF LRFP Homepage.

❏ User information

❏ System access information

❏ Tutorials

❏ Amendment guidelines

❏ Enrollment projection information

❏ Past approval letters

NJDOE 11

Page 12: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

The LRFP Reporting Systemhttp://lrfp.mksd.org/

LRFP System 2005 -

NJDOE 12

Page 13: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

The LRFP Reporting System

NJDOE 13

➔ All data entry components and automated reports work.

➔ System issues do not prevent data entry and are described in the guidelines.

❏ LRFP status and submit button not consistently functioning

❏ No system archiving of reports or supporting documents

❏ No existing enrollment update (Ignore all existing enrollment references.)

❏ No deleting school records

❏ Incorrect error message for “Edit Actions”

Page 14: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

The LRFP Reporting SystemLRFP tutorial documents posted on OSF webpage provide detailed instructions on how to navigate and use the LRFP system. (Consult after reviewing guidelines.)

NJDOE 14

Page 15: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

LRFP System Access

The school district manages user accounts.

➔ OSF only issues administrator account to district.

(See OSF LRFP webpage for guidance if account info is needed.)

➔ District responsible for creating and managing

additional accounts.

➔ See District Administrator Instructions for guidance.

NJDOE 15

Page 16: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Page 17: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment❏ Focus on review and editing

❏ Effort depends on quality of prior LRFP submission and proposed inventory changes

Time and Effort

Major enrollment changes

Capacity issues

Significant existing and proposed inventory changes since last LRFP approval

Pending educational project

Adequate capacity for enrollments

Capital maintenance focus

Minor existing inventory updates in LRFP system

NJDOE 17

Page 18: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

PREPARATION

➔ Determine proposed work.

❏ Capital maintenance

❏ Inventory work (changes to sites, assets, rooms)

➔ If amending for an educational project, finish project application.

❏ Floor plans

❏ Educational specifications

NJDOE 18

Page 19: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

PREPARATION

Review previously approved LRFP.

❏ Prior LRFP determination (approval) letter

- Most posted on OSF webpage: https://www.nj.gov/education/facilities/lrfp/fdl/

❏ System-generated reports

- School and Site Asset Reports

- Existing and Proposed Room Inventory Reports

- Systems Action Detail Report (capital maintenance)

- FES and District Practices Capacity Report

- Functional Capacity and Unhoused Students Report if planning new construction

NJDOE 19

Page 20: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major AmendmentPREPARATION

Review LRFP Major Amendment Guidelines.

❏ Step-by-step description of reporting requirements

and tasks

❏ Description of LRFP system operational issues

❏ List of critical data checks for approval

NJDOE 20

Page 21: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

Critical to identify the correct LRFP record to be updated for the amendment submission.

LRFP status determines need to email “Request to Unlock LRFP System Data” form.”

How to Complete a Major Amendment

NJDOE 21

Update the LRFP name in the LRFP section of the LRFP system to reflect the proposed amendment; request data be unlocked for editing if needed.

1

Page 22: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Complete or request an offline enrollment projection using the DOE MS Excel template or contact OSF for approval to use alternative methodology.

2

NJDOE 22

❏ Standard cohort on DOE template required as a supporting document for all major amendments

❏ Completed template using ASSA data available from OSF upon request (recommended).

❏ Strict criteria for approval of alternative methodologies; contact Susan Kutner early in planning process

Page 23: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Enter Proposed Enrollments in the Enrollment Section of the LRFP system.3

NJDOE 23

Make sure proposed enrollments entered in LRFP system exactly match spreadsheet to be submitted as a supporting document.

Page 24: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Source: New Jersey School Directory

Update the School list in the Inventory section of the LRFP system.4

NJDOE 24

See LRFP Major Amendment Guidelines #4 for important system considerations.

Page 25: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Update existing and proposed sites, assets, and rooms in the Inventory section of the LRFP system.

5

NJDOE 25

Page 26: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Update existing and proposed sites, assets, and rooms in the Inventory section of the LRFP reporting system.

5

NJDOE 26

Most common mistakes:

❏ Representing 1 contiguous site as multiple sites based on the number of

schools

❏ Representing 1 contiguous building as separate buildings based on the number

of schools

❏ Creating a potential asset to indicate a building addition rather than adding the

potential rooms to an existing asset

❏ Associating district-wide standalone facilities, such as an administrative

building, with a school

Page 27: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Update inventory actions in the LRFP section of the LRFP system.6

NJDOE 27

Potential inventory identified in the Inventory section must be assigned an action to be included in the LRFP.

Page 28: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

Update in the Inventory and LRFP sections of the LRFP reporting system.

RECOMMENDED: Submit as a supporting document.

How to Complete a Major Amendment

Update proposed capital maintenance (“systems”) work.7

NJDOE 28

Page 29: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Select enrollment projection and distribute proposed enrollments among the schools in the LRFP section of the LRFP system.

8

NJDOE 29

Finish entering all inventory actions first and refer to District Practices Capacity Report.

Make sure there are no unassigned or over-assigned students.

Page 30: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Generate and review LRFP Data Check Report for critical errors identified in the LRFP Major Amendment Guidelines.

9

NJDOE 30

Do not submit LRFP if fatal flaws are cited. The LRFP will not be approved.

c

Page 31: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment

Electronically submit the LRFP in the LRFP reporting system. (If the submit button does not work, let the DOE know in Step 11.)

10

NJDOE 31

If amending for an educational project, DO NOT submit until project application is complete. LRFP room inventory must exactly coordinate with floor plans and ed specs.

Page 32: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

Email = submission date; starts review clock

How to Complete a Major Amendment

Email supporting documents to the OSF, which signals the LRFP is ready for DOE review.

11

❏ Board of Education resolution authorizing LRFP amendment

❏ Enrollment projection

❏ District map

❏ Existing site and floor plans

❏ Proposed capital maintenance if not reported in the LRFP system

❏ FES waiver if Data Check #20 applies

❏ LRFP Data Check Report

NJDOE 32

Page 33: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

What if my district has time-consuming LRFP issues to resolve, but I need to submit a critical project for approval now?

NJDOE 33

Page 34: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Major Amendment QUICKLY

Request and accept the OSF-provided cohort-survival enrollment projection

Review and update existing inventory in the LRFP system.

Edit proposed inventory actions in the LRFP system to coordinate with pending project(s), if applicable. If more consensus-building is needed to address capacity issues, enter scope of work “placeholders” in the LRFP system that will be updated in a subsequent amendment.

Update proposed enrollments and school grade alignments in the LRFP system.

Submit proposed capital maintenance as a supporting document.

Focus on representing pending project in the LRFP and meeting minimum reporting requirements for amendment approval.

NJDOE 34

Page 35: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Minor Amendment

Page 36: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Minor Amendment

LRFP Minor Amendment Instructions and Request Form

❏ Eligibility criteria

❏ Description of submission

requirements

NJDOE 36

Page 37: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Minor Amendment

To be eligible for a Minor Amendment:

❏ LRFP major amendment approved within the last 5 years

❏ LRFP updates limited to:

➔ systems work

➔ inventory updates that do not impact capacity or result in critical data flaws cited in LRFP system Data Check Report

NJDOE 37

Page 38: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

How to Complete a Minor Amendment

Complete LRFP Minor Amendment form.

Prepare list of capital maintenance (systems) work, if applicable.

Update inventory data in LRFP system, if applicable, and review LRFP Data Check Report for required corrections.

Assemble supporting documents. ● BOE resolution authorizing amendment

● Capital maintenance list (if applicable)

● LRFP Data Check Report

● Existing site and floor plans (if inventory updates)

Email documents to the Office of School Facilities.

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NJDOE 38

Page 39: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

Important timeline considerations

Page 40: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

60 daysallowed for the review of a complete LRFP amendment submission per NJAC 6A:26-2.3(b)

NJDOE 40

Page 41: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

90 daysallowed for the review of a complete project application per NJAC 6A:26-3.3(b)

NJDOE 41

Page 42: LRFP Amendment Process Overview of the...amended by P.L. 2007, c.137 and N.J.A.C. 6A: 26 -2 Each school district must amend its LRFP: At least once every 5 years to update enrollment

QuestionsLRFP amendment: Susan Kutner, [email protected]

Project applications: Bernie Piaia, [email protected]

Bond Act/Guidelines: [email protected]