10 Year Property Plan

Schools are required to develop 10 Year Property Plans (10YPPs) to ensure that their school is well maintained and the physical environment supports teaching and learning, within the budgets provided by the Ministry. The 10YPP sets out the property work to be completed over a 10 year timeframe.

Overview

The aim of the 10YPP is to:

  • prioritise
    • health and safety work that ensures the health and safety of building and site occupants
    • essential infrastructure work that ensures the integrity and structure of the site and buildings
  • plan for
    • maintenance work
    • potential changes in roll numbers
    • modernising learning spaces
  • request additional capital funding, if needed, such as new teaching spaces for roll growth.

Your Property Occupancy Document (POD) requires you to submit a new 10YPP to the Ministry for approval every 5 years, prior to receipt of your 5 Year Agreement (5YA) funding.

Property Occupancy Document (POD)

5 Year Agreement (5YA) funding

A 10YPP ensures that school buildings are maintained and support 21st century teaching and learning.

School planning overview

The diagram shows how a 10YPP fits into the overall process of school planning, funding and project management.

School planning overview diagram

A board of trustees uses their school charter, Condition Assessment data, Innovative Learning Environment assessment and other inputs to inform the 10YPP. The Ministry of Education also sets rules on how boards should manage their school property, and provides funding. Once the Ministry approves the 10YPP, the board and the Ministry then undertake the projects in accordance with the property management requirements. The Ministry monitors the school roll for any changes.

Engagement of a 10YPP consultant

Prior to the start of the 10YPP process, an external 10YPP consultant must be appointed from the 10YPP consultant panel to create the 10YPP. Appointment of a consultant is done for you through the Ministry engaged consultants process, or you may opt out of this process and appoint your own consultant from the panel.

Engagement of a 10YPP consultant

Preparing a 10YPP

The 10YPP consultant is responsible for completing the school Condition Assessment and writing the 10YPP.

You are responsible for setting the direction of the plan based on your property strategy (as described in your School Charter) and the needs of your school’s teaching practice and community. You are also responsible for providing up-to-date information on your site, buildings, and services such as heating, plumbing and electrical and any other information required for the 10YPP.

The Ministry is responsible for engaging a 10YPP consultant, funding the cost of the plan (consultant's fees and the 5 high-level specialist reports), setting policies and priorities and sourcing additional funding if required. The Ministry will also manage the consultant’s contract and provide 10YPP training and resources for all consultants.

Schools that opt out of Ministry engagement of consultants will continue to receive the usual Ministry contribution, and manage the development of the plan to Ministry timeframes and associated costs directly with the consultant. 

The 10YPP is prepared in 5 steps:

Step 1: 10YPP start-up and desktop condition assessment

Step 2: Detailed physical condition assessment and specialist reports

Step 3: 10YPP planning meeting

Step 4: Completion of 10YPP

Step 5: 10YPP approval

Summary diagram

This diagram shows what you must do, as a board of trustees, to help prepare the 10YPP. It also shows the role of the 10YPP consultant and that of the Ministry.

10YPP process diagram

Work priorities

When preparing a 10YPP you must consider work priorities. The focus must be on maintaining and upgrading essential services and existing property within 5YA funding. Generally, 5YA funding is not available to build new buildings or additions.

The table explains these work priorities.

PriorityItemExplanation
1. Health and safety

Projects to fix urgent health and safety issues that would close the school, or part of the school, if not addressed. This work:

  • includes defects that could harm people, like non-functioning sewerage systems or contaminated water supply
  • does not include small things like minor trip hazards in a car park.

Don’t include any Priority 1 work in the 10YPP. If the Condition Assessment identifies any major health and safety issues, they must be resolved immediately using existing Property Maintenance Grant or 5YA funding. If the school does not have enough of this funding, they may be able to get Budget Plus or Unforeseen Work funding.

Property Maintenance Grant funding

5 Year Agreement funding

2. Essential infrastructure

Projects to maintain the integrity of building structures and services. It does not include day-to-day preventative maintenance , such as gutter clearing.

This work is often identified during the Condition Assessment. Examples are leaky buildings, earthquake strengthening, boiler replacements and roofing replacement.

3. Flexible Learning Spaces (FLS)

Projects to upgrade and enhance learning environments. Work is identified when completing the Innovative Learning Environment (ILE) assessment tool. Examples are upgrades of classrooms to Design Quality Learning Spaces (DQLS) requirements and classroom reconfiguration.

Design Quality Learning Spaces guidelines

4. Discretionary projects

These projects are not essential and can only be carried out after all priority 1, 2 and 3 projects have been completed.

Examples are administration remodels, paving, carparks, and landscaping.

Updating a 10YPP

You may need to update both the Condition Assessment and 10YPP as things change at the school.

Updating a 10YPP

Last reviewed: Has this been useful? Give us your feedback