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Capital Improvements Program
Capital Improvements Program
The Capital Improvements Program (CIP) budget is set by the state as part of a comprehensive program to manage state facilities, and is handled separately from the operating budget. Facilities staff work with complex area superintendents and principals to prioritize school-level needs.
Like the EDNs for the operating budget, CIP appropriations are added into planning categories that direct how the funds can be used. Funds appropriated are expended in categories such as:
Capacity: New Schools, new classroom buildings, land acquisition.
Repair & Maintenance (R&M): Major R&M projects that extend the useful life of a facility or provide for greater functional/operational efficiency through a significant improvement or upgrade. These may include, but are not limited to: building envelope and infrastructure preservation, structural repairs, interior renovations, site improvements.
Health & Safety: Traffic safety and parking, flood mitigation, security/vulnerability, hazardous materials, heat abatement, fire alarms, etc.
Compliance: Projects to address public health and safety, court orders and consent decrees, and federal mandates such as Americans with Disabilities Act and Title IX Gender Equity.
Instructional: New facilities or major renovations to meet particular program requirements of Career and Technical Education, STEM, Arts, Special Education, and EDSPEC instructional spaces.
Project Completion: Funding necessary to complete ongoing CIP projects.
Support Facilities: Administration, library, food service, PE/Athletics, electrical upgrades, state/district/complex offices.
Technology Infrastructure: Network infrastructure and equipment, program bells and paging systems.
General Notes
Bond Funds always used for CIP projects.
General funds only have Prog IDs and no line item fund symbols.
New appropriations lapse on even years; Blanketed funds lapse on odd years.
If appropriation language includes the following, " THIS PROJECT IS DEEMED NECESSARY FOR FEDERAL AID FINANCING AND/OR REIMBURSEMENT", then the State will set the lapse date for 6 years later.
BFY Budget Fiscal Year is the year the Legislature allocates funds (B for Beginning); and FY Fiscal Year is the following year that the funds are to be utilized
MOF Method of Finance
A is Cash
C is Bond
P is Federal Matching Funds
Works of Art Funding
FY20-21 funding for Works of Art not required.
FY21-22 require Works of Art 1% for new construction.
Project Completion Funds
Change Orders
PM and CM Consultants
Can be used for equipment purchase if original funds have past blanket encumbrance.
Prog ID Numbering System
Example:
Funding Source B16-602,
Source Year (first 2-digits) 2016,
Prog ID (2016 has prefix 83 based on numbering system), last 3-digits are from funding source,
Prog ID 83602
Brenda's Cheat Sheet:
Prefix:
2016, prefix 83
2017, prefix 84
2018, prefix 85
2019, prefix 86
2020, prefix 87
2021, prefix 88
2022, prefix 89
2023, prefix 90
Assessment account is 90052
Government Agencies Expending CIP Funds, Executive Memorandum 97-07 dated June 19, 1997
Planning Section's Allotment files saved here
Funding for Improvements on City & County Property:
Per B&F (Neal Miyahira), the DOE is not allowed to use our appropriations for improvements to C&C land/property. The legislature would instead have to either add an appropriation and list the C&C as the expending agency or change an existing appropriation to replace DOE with C&C as the expending agency.
Legislative Session
June 26, 2022 Veto Deadline
July 1, 2022 Budget Effective
Staff Assignment for Lump Sums:
Instructional Brenda/Gaylyn
"Instructional" is for instructional spaces per DOE EdSpecs, and would include general, portable and SPED classrooms, and specialty classrooms like art, science, music, etc.
Capacity Cheng
"Capacity" lump sums are identified where student enrollment exceeds design enrollment, which identifies facilities for overcrowded schools and new schools. Though they haven't included incidental work, I've proposed that these funds include incidental support facility improvements, like additions to cafeterias and libraries, as the student population affects the FADS square footage requirements, and additional parking.
Compliance Gaylyn
Equity Gaylyn
Health & Safety Gaylyn/Tracy
"Health and Safety" is an offshoot for situations to be addressed for health and safety reasons.
Info Tech Services OITS - Dean Horiuchi
Program Support Gaylyn/Cheng
Non-classroom or specialty classroom facilities/buildings.
Project Completion Derek
Repair & Maintenance / Deferred Maintenance Riki
"Deferred Maintenance" which has been historically for R&M work and also for utility upgrades.
All of the funds are earmarked in the budget and any deviations should be reported to the OFO AS.
Allotment Request Process:
Martha initiates > Derek, Tammy, Gaylyn, Judy > Compile for month batch > Derek reviews > Judy > Tammy > Route for approvals with Jadine, Tracy, Audrey > To B&F.
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