Policy Series 7000

Facilities Development

7000 Facilities Development Goals

7100 Facilities Planning
7120 Enrollment Projections

7200 Financing Facilities Development
7210 Capital Reserve Funds
7220 Repair Reserve Funds

7300 Facilities Construction
7315 Educational Specifications
7320 Selection of Architect
7360 Construction Contracts, Bidding and Awards

7500 Naming Facilities / AR7500 Naming Facilities

7770 Renovation of Facilities

7800 Closing or Reopening Facilities


P7000: FACILITIES DEVELOPMENT GOALS

[P7000 PRINT-FRIENDLY VERSION]

A quality educational program can best function in an environment that is conducive to learning, supports and encourages excellence in teaching, and provides a safe and comfortable place for students and staff.

Accordingly, the Board of Education establishes the following goals for facilities development:

  1. developing a long-range planning and evaluation program;
  2. providing the facilities needed to serve all students in the district;
  3. providing facilities and equipment that will best support and accommodate the needs of a quality educational program; and
  4. designing and constructing all facilities with particular attention to safety, security, and appropriate lighting, heating, ventilation, acoustics, spatial factors, and aesthetic appearance.

Reviewed June 2013 | Renumbered from P8000 – June 2015


P7100: FACILITIES PLANNING

The Superintendent of Schools will be responsible for developing and updating regularly a comprehensive long-range facilities development plan that will serve as a guide for capital improvements and enable the District to provide appropriate facilities to meet the educational needs of students.

Pursuant to the plan, the Superintendent shall:

  1. continually monitor and evaluate changes in the curriculum, enrollment trends and patterns within the school district, the availability of construction funds, and other relevant factors, and periodically recommend appropriate modifications to the plan;
  2. annually evaluate the status of all school buildings and grounds in order to ensure that an atmosphere conducive to quality education is maintained;
  3. conduct an annual assessment of equipment, facilities, and maintenance practices to ensure that district schools are operated in a manner that meets the present and future needs of the educational mission of the district; and
  4. insure that state requirements for five-year assets preservation plans are met satisfactorily.

A committee of citizens and staff members should be appointed periodically (every three to five years) to review District needs for maintenance, renovation, and new construction and to consider and propose ideas and suggestions for the Board of Education related to the construction, remodeling, and/or repair of District facilities.

Reviewed June 2013 | Renumbered from P8100 – September 2015


P7120: ENROLLMENT PROJECTIONS

[P7120 PRINT-FRIENDLY VERSION]

The Superintendent of Schools is responsible for evaluating district population and housing trends and making enrollment projections for the District. Enrollment projections will be prepared on a five-year basis and will be reviewed and brought up to date annually.

The projections may take into consideration:

  1. data from various sources (e.g responses from facebook/website posts, packet requests, preschool questionnaire);
  2. school registration figures;
  3. proposed or forthcoming changes in community planning and zoning; and
  4. current and planned community land development and housing projects.

Whenever construction of new school facilities or the closing of any school buildings is being contemplated, the Board of Education may authorize outside studies made of population trends and school enrollment.

Revised June 2013 | Renumbered from P8110 – September 2015


P7200: FINANCING FACILITIES DEVELOPMENT

[P7200 PRINT-FRIENDLY VERSION]

The Board of Education, subject to approval by the voters, may issue bonds to provide for the expense of new construction projects or extensive renovations on existing buildings.

A capital reserve fund may, with the approval of the voters, be established as the fund through which monies used for capital construction or renovation projects will be controlled.

Selling Bonds

The sale of bonds for capital projects shall be accomplished through competitive bids. Bonds will be sold within parameters set by the Board to the bidder bidding the lowest interest rate. The services of a bond attorney or consultant may be used whenever such services are deemed by the Board to be in the best interest of the school district.

Payment of Bonds

The payment of bonds shall be based upon a fixed schedule adopted by the Board. Every effort shall be made to secure an interest rate which is the lowest possible rate available to the school district. The term of each bond issue shall be determined by the Board in consideration of interest rates and financial conditions at the time of the bond sale, as well as applicable state law.

BORROWING FUNDS

The Board of Education shall borrow money only by means of serial bonds, bond anticipation notes, capital notes, tax or revenue anticipation notes and budget notes.

Bonds, bond anticipation notes and capital notes shall be authorized by a resolution of the Board only after approval by the voters at a district meeting in accordance with the applicable provision of the Education Law, General Municipal Law, and Local Finance Law.

Tax anticipation notes, revenue anticipation notes and budget notes shall be authorized by a resolution of the Board under the terms of Section 104 of the Local Finance Law.

Reviewed June 2013 | Renumbered from P8200 – September 2015 | Reviewed January 2005 | Renumbered from P3300 – September 2015


P7210: CAPITAL RESERVE FUNDS

[P7210 PRINT-FRIENDLY VERSION]

The Board of Education, with approval of the voters, may establish a Capital Reserve Fund to provide for the financing of capital facilities and improvements. The Education Law provides that the Board may establish a Capital Reserve Fund for financing, in whole or in part, the cost of any object for which bonds or notes might be issued. A Capital Reserve Fund makes it possible for the school district to accumulate funds for future capital expenditures. Approval of the voters of the district is required.

The resolution authorizing the establishment of the fund must specify the purpose of the fund, the capital amount, the probable term and the source from which the funds are to be obtained.

Once the fund has been established, no expenditure can be made without specific authorization by the voters. Any expenditure must be for a purpose consistent with the initial purpose set forth in the resolution pursuant to which the fund was established. Separate funds may be created for different capital projects.

Fund monies must be kept in separate bank or investment accounts in duly authorized fund depositories. Separate account statements for each fund must state: the date and amount of each deposit into the fund; any interest earned; any capital gains or losses incurred as a result of the sale or exchange of fund assets; the amount and date of each withdrawal from the fund; and the balance of the fund, including a schedule of investments.

Fund assets may be invested only in financial instruments authorized by law.

Reviewed June 2013 | Renumbered from P8210 – September 2015


P7220: REPAIR RESERVE FUNDS

[P7220 PRINT-FRIENDLY VERSION]

The Board of Education may establish a repair fund to finance repairs of capital improvements or equipment. The General Municipal Law authorizes the Board to establish a repair reserve fund for repairs of capital improvements or equipment. Such funds are not to be used to finance routine or recurrent maintenance. For example, repairs to the steam heat boiler or the roof of a district-owned building could be made with money from a repair reserve fund. However, fixing a broken window or pipe cannot.

The Board may establish a repair reserve fund without voter approval. However, it must give notice and hold a public hearing before adopting a resolution appropriating money from the fund for eligible repairs.

In an emergency, the Board, by a five-sevenths majority vote, may expend monies from the fund without holding a public hearing. However, in such case, the Board must repay at least half of such money into the fund by the end of the fiscal year immediately following the year in which the money was spent; the remaining unpaid balance must be repaid into the fund by the end of the second subsequent fiscal year.

The assets of the repair reserve fund may be invested in special time deposit accounts or certificates of deposit issued by a bank or trust company situated and authorized to do business in the State of New York, or in obligations of the United States, the State of New York or of the school district.

Reviewed June 2013 | Renumbered from P8220 – September 2015


P7300: FACILITIES CONSTRUCTION

[P7300 PRINT-FRIENDLY VERSION]

Construction of school facilities must conform to pertinent state law and regulations. Section 408 of the Education Law requires that the plans and specifications for the construction, enlargement, repair or remodeling of school facilities and the advertisement for bids for the execution of these plans and specifications must be submitted to and approved by the Commissioner of Education.

Reviewed June 2013 | Renumbered from P8300 – September 2015


P7315: EDUCATIONAL SPECIFICATIONS

[P7315 PRINT-FRIENDLY VERSION]

Where a proposed construction project involves all or a portion of a building where instruction takes place, the Superintendent of Schools will prepare educational specifications for the project. These specifications may be prepared with the assistance of the professional staff and the advice of outside consultants.

Upon completion, the specifications will be presented to the Board of Education for its approval and, upon acceptance, they will be furnished to the architect for use in preparing and drafting plans.

Reviewed June 2013 | Renumbered from P8310 – September 2015


P7320: SELECTION OF ARCHITECT

[P7320 PRINT-FRIENDLY VERSION]

The Board of Education is responsible for employing an architect if a project requires architectural or engineering services. The architect or engineer must be licensed in the State of New York.

Reviewed June 2013 | Renumbered from P8320 – September 2015


P7360: CONSTRUCTION CONTRACTS, BIDDING AND AWARDS

[P7360 PRINT-FRIENDLY VERSION]

All construction contracts in excess of $35,000 and purchases of equipment at a cost in excess of $20,000 must be advertised, bid on and awarded to the lowest responsible bidder in accordance with the district’s policy, procedures for competitive bidding and conditions spelled out in Section 103 of the General Municipal Law. The Board of Education has the sole authority to award or reject bids. The successful contractor will enter into a formal contract, approved by the school attorney, detailing all aspects of the construction to take place.

Every district contract for construction, alteration or repair of any public building or public works, or for the manufacture, sale or distribution of material, equipment or supplies, shall contain provisions prohibiting discrimination on account of race, creed, color, religion, national origin, disability, marital status, age or sex.

All contractors to whom a contract has been awarded must provide a performance bond obtained through a bonding company licensed to do business in New York State. The required amount of such bond shall be included in the Statement of General Conditions set forth in the advertisement or notice for bids.

Each year at the reorganizational meeting the Board of Education shall authorize the Superintendent to approve construction change orders up to a maximum amount that is consistent with state bidding thresholds.

Revised June 2013 | Renumbered from P8330 – September 2015


P7500: NAMING FACILITIES

[P7500 PRINT-FRIENDLY VERSION]

The Board of Education is responsible for naming or renaming any new or existing facility. The Board, at its discretion, may establish procedures for the naming of any building or other district facility. In selecting a name for any facility, the Board may take into account any relevant considerations, including but not limited to those listed below. Suitable building plaques or other memorials may also be authorized by the Board.

The Board may use the following criteria in naming or renaming a school facility:

  • Long-standing service to the district.
  • Outstanding contribution to school or district.
  • Significant contribution to the education of youth.
  • Exemplary record of service.
  • Extraordinary educator.
  • Significant accomplishment in the profession locally or on the state or national level.
  • Local or National prominence.
  • Service on the Board of Education.

Residents and/or employees of the district may nominate a person or persons for recognition by submitting a written proposal to the Board President. The proposal must include clear justification for the recognition.

Adopted: February 2016


AR7500: NAMING FACILITIES

[AR7500 PRINT-FRIENDLY VERSION]

Policy 7500 gives the Board of Education the responsibility for naming or renaming any new or existing facility. The policy explains that the Board may establish a set of procedures by which a name can be selected. Accordingly, the Board has elected to handle nominations for the naming of new or existing facilities in the following manner:

  1. A group of no less than three residents, employees, and/or school board members of the district may form a nominating committee to nominate a person or persons for this recognition by submitting a written proposal to the Board President. The written proposal must include clear justification for the recognition. The proposal should include information and evidence that helps the board to determine eligibility based upon the following criteria outlined in Policy 7500, including but not limited to:
    1. Long-standing service to the district.
    2. Outstanding contribution to school or district.
    3. Significant contribution to the education of youth.
    4. Exemplary record of service.
    5. Extraordinary educator.
    6. Significant accomplishment in the profession locally or on the state or national level.
    7. Local or National prominence.
    8. Service on the Board of Education.
  2. The Board president will review the written proposal, taking into consideration the above listed criteria. If the Board President feels that the proposal is worthy of further consideration, he or she will bring the proposal before the full board at a regular meeting. The nominating committee will have the opportunity to publicly present their proposal in person and answer any questions the Board may have.
  3. The district communications specialist will publicize the presentation and share the proposal with the community on the district web page.
  4. There will be a period of no less than 6 months between the date of the public presentation and a vote of the Board of Education on whether or not to approve the naming of the district facility. Approval of the naming will be by a simple majority vote of the Board of Education. If the board does not vote to name the facility, the Board President will reply to the nominating committee, explaining reasons for the decision.
  5. If the Board of Education approves the proposal to name a facility, they will design and install a bronze plaque to commemorate the dedication. The final design and wording on the plaque is at the sole discretion of the sitting Board of Education.
  6. Except under extraordinary circumstances, the Board shall not consider a nomination to name a new or existing facility more often than once every three years.

Adopted April 2017 | Revised September 2018


P7770: RENOVATION OF FACILITIES

[P7770 PRINT-FRIENDLY VERSION]

The Superintendent of Schools, not less than annually, will submit a report and recommendations to the Board of Education on facilities in need of renovation and/or major repairs. All renovation and repair plans will be subject to approval by the Board. All policies that apply to construction of new facilities shall apply, to the extent appropriate, to renovations and major repairs of existing facilities.

Reviewed June 2013 | Renumbered from P8400 – September 2015


P7800: CLOSING OR REOPENING FACILITIES

[P7800 PRINT-FRIENDLY VERSION]

The Board of Education will seek both professional and community advice concerning any contemplated closing or reopening of any school facility due to age, condition, size, or other considerations.

An advisory committee shall be formed, with membership comprising Board members, appropriate administrative staff, and community representatives. Such committee will conduct a study, and will invite public comment (either verbally or in the form of a questionnaire), especially from those neighborhoods potentially affected by the action. The study should consider all or some of the following:

  1. age and physical condition of the building and its operating systems, and program facilities contained therein;
  2. present and projected adequacy of site, in respect to location access, surrounding development, traffic patterns, and other environmental conditions;
  3. feasibility of reassignment of students to other schools, including alternative plans in accordance with Board policy on attendance areas;
  4. the costs related to the proposed closing;
  5. transportation factors;
  6. alternative uses of building;
  7. continuity of instructional and community programs; and 8. the historic value of the building.

The report of the advisory committee shall be made during a regular Board meeting, and members of the public shall be informed in advance of the date of such report.

Before reaching a decision to close or reopen a school building, all options brought to and/or suggested by the committee will be considered; however, the Board will retain ultimate discretion in determining whether to close or open any facility.

Reviewed June 2013 | Renumbered from P8500 – September 2015