SUNY Office for Capital Facilities

Facilities (Capital) Committee Presentation

Community College Business Officers Association November 2013

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Capital BudgetHistory/Submission and Outcome SFY 13/1414/15 Submission and Statewide long-range

perspective Funding Options outside Annual Capital Request Other Capital Issues

Forms and Procedures Overview/RefresherReimbursement SubmissionsOther Program Updates

Topics

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Capital Budget Request: History

0

50

100

150

200

250

300

350

400

450

210

0

86 82

0

390

4622 32

87

38.5

Community College Capital Funding ($M)

03/04 04/05 05/06 06/07 07/08 08/09 09/10 10/11 11/12 12/13 13/14

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Data Requests NY Division of the Budget developed a Statewide

Capital Project Database for 12/13 & 13/14SUNY requested 5 year of projects for the first

time using green/yellow/red for probabilityNY Works Task Force requested a 10 year capital

plan including projected commitments

Last Year’s Capital Budget Request – FY 13/14

Grant OpportunitiesRegional Economic Councils were in play

• Jamestown, Monroe, Broome, Mohawk Valley workforce training grants and Capital projects for Ulster and Herkimer for total of $4.26M although Herkimer has since been cancelled.

SUNY 2020 Round II opened to CCs: $15M/each• Alfred, Broome, Corning, Jamestown – Retooling the Southern Tier• ESF, Upstate, Oswego, Onondaga – SUNY Institute of

Environmental Health and Environmental Medicine• SUNY IT, Morrisville, Orange, Rockland, Westchester and

potentially Dutchess, Herkimer, Mohawk Valley, Ulster – SUNY Manufacturing Alliance for Research & Technology Transfer

Last Year’s Capital Budget Request – FY 13/14 (cont.)

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SUNY Capital budget was disappointing Community Colleges - only critical maintenance

projects were provided state appropriation OTHER PROGRAMS:

Ed program was provided with minimal additional appropriation

Hospitals received no appropriationRes Halls received no appropriation but were

removed from the overall State budget cap

Capital Budget 13/14 Results

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What is required for this year’s request?Division of the Budget Database has been updatedSUNY needed more project level detail data to

develop the formal request Together SUNY uses the data to tell the story Focus on 1-year ask and 5/10-year projections SUNY awaiting final Sponsor resolutions for 1-

year ask: 12/15 DOB deadline to be considered for inclusion

Capital Budget 14/15 Request

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1-Year Ask: $91M State (may be reduced if outstanding resolutions not received)

5-Year Projection: $574M State 10-Year Projection: $971M State (CC

submissions plus enhanced CM analysis)

It is not clear if the DOB will fully fund all 14/15 projects

Capital Budget Request14/15 Ask

14-15 Capital Project Functional Types

November 2013 9

43%

22%

13%

5%16%

0%Instructional

Library

Student Life

Student Life/Services

Support Services

Administration

14-15 Capital Project Types

November 2013 10

22%

4%

6%

41%

26% Building Stabilization

Infrastructure Stabilization

Life Safety

Maj Rehab/New: Aca/Stud Life

Public-Private Partnerships

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Buckets by Types: Capital type: Building Stabilization, Infrastructure

Stabilization, Life Safety, Major Rehab/New, Public-Private Partnerships

Use: Administration, Instructional, Library, Student Life, Student Life/Services, Support Services

NY Works: State of Good Repair, Capacity Optimization, Transformational Initiatives

Capital Budget Request14/15 Ask

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SUNY Enhanced Capital Request using 2009 Reinvestment (AKA Bldg. Condition Assess) StudyPreviously done by consultants/Pacific Partners (now

Sightlines) SUNY looking into cost for next 5-year study: 2014

Enhances capital request to DOB to reflect needs and continuing value of State investment

Assists Colleges in obtaining Sponsor support for critical investment

Future Assessment of Capital Need

2013 Capital Funding: $150M Expected awards announcement in December

Top Performers required to demonstrate: Implementation of the Strategic Plans Encouraging econ. growth through jobs/ investment ID transformative projects supporting collaboration (e.g.

leveraging computing assets to est. research partnerships

2014 Expected but not yet announcedhttp://

regionalcouncils.ny.gov/

State Capital Outside of Annual RequestRegional Economic Development Council (RECD)

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Currently available on website: General Overview 2013 Presentation: Regional Priorities 2013 Guidebook: Regions, Leadership, Past Awards 2013 Consolidated Funding Application (CFA) Manual: Registering-Grant

Application Process, REDC Review Process, FAQs

REDC Emphasis: Creating/Retaining/Filling Jobs and Preparing Workforce

Foster a Culture of Entrepreneurship Builds Upon Strengths Regional Impact/Improves Region’s Image

State Capital Outside of Annual Request REDC (cont.)

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Round I: 4 University Centers Round II: $60M, Broome, Corning, Jamestown,

Onondaga, several mid-Hudson CCs Round III: $55M

Information distributed September 28Application Deadline: December 2

State Capital Outside of Annual RequestSUNY 2020 Grant Program

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Other Capital Issues:Forms/Procedures Refresher

November 2013 16

Program Forms/ProcessProject Initiation FormFinance ApplicationAnnual Private Use SurveyAnnual Certification of Tuition and DuesOther forms as needed, i.e. Real Property Action

Form, Reimbursement forms, etc.

Project Initiation Form

November 2013 17

Multiple Uses:Original Capital Appropriation RequestSUNY Budget ApprovalProject Budget Revisions

The most up-to-date forms can always be found on SUNY OCF website:

www.suny.edu/capitalfacilities/CC_Tools.cfm

November 2013 18

Approval Memo

November 2013 19

11/2013 20

Financing Application

11/2013 21

Financing Application (cont)

Advance/Bonded: Send to DASNY Program Manager

Hard Dollar: Send to SUNY (Rebecca) Cover Letter Claim Form (ensure State Financial System (SFS) Vendor ID included): Excel Detail Sheet

Available Online: www.suny.edu/capitalfacilities/CC_Tools.cfm

Program Financing:Reimbursement Forms/Process

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Cover Letter* Excel Detail Sheet*

Certification Form Invoice Copies

* Copies should be sent to SUNY (Rebecca)

Annual Private Use Survey Annual Certification of Tuition and Fees Real Property Approval Forms In-Kind Donation Acknowledgment Forms Others

Other Forms

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Program Balance (at 9/30/2013):$42.5M: 2003-2012 (PIT, Sales Tax)

2013 Sale: $112.6M (July: $44M; October: $68.6M) OCF uses project information BUDGETS AND

SCHEDULES to estimate bonding levels SUNY must manage to the State Financial Plan

Other Program Updates:Current Program Funding

Review Active Projects and Schedules: Provides basis for cash flow models/projections Factors in DASNY’s ability to reimburse claims Closed projects allow for lower annual re-appropriation

request which factors in overall Capital Budget Requests

Program Bonding: Ongoing Actions

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Direct Invoice PaymentCC Reimb. ProjectionActual Project Reimb.

15-Month Model

Submit Timely Reimbursement Requests: DASNY: Bonded, SUNY: Hard Dollar

Assists SUNY in refining cash flow models given program specific process: Work conducted Bills paid in full Reimbursement for State 50% share requested

Ensures continued cash on hand, advance notice of bonding needs and accurate reporting to the DOB

You get paid!!!

Program Bonding: Ongoing Actions (cont.)

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Bond Counsel uses survey information as part of due diligence when:Determining if new capital projects can be funded

using PIT or taxable bond proceeds and Information is needed relative to bond refunding

2013 Surveys just distributed: 12/5 due date2012 info included - Colleges should review last

year’s submission, make any corrections and update with any new private use information

Program Private Use Surveys

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Rebecca Goldstein, Community College Capital Program Manager, 518-320-1501

rebecca.goldstein@suny.edu Karren Bee-Donohoe, Director of the Office for

Capital Facilities, 518-320-1894karren.bee-donohoe@suny.edu

www.suny.edu/capitalfacilities

SUNY is here to help!!