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SCHOOL DISTRICT
POLICIES
SECTION F: FACILITIES DEVELOPMENT For Office Use Only: F_INDEX.CHL (8/01) Page 1 The Board shall periodically review the long-range school facilities plan. This review will provide guidance for capital outlay expenditures, and will assure that the school district has well-planned school buildings at proper locations when needed and at reasonable costs. The superintendent shall report to the Board annually the status of facilities needed, based on enrollment projections and other factors. Enrollment projections shall cover five (5) years and include current registration figures, community population trends, local birth rates and a review of proposed land development in the community, including residential construction rates. The Board or superintendent will generally initiate facility planning; however, the Board and superintendent will consider suggestions from staff or patrons. Principals, staff and patrons shall be consulted during the planning stage through final layout. The superintendent will present a detailed summary of this consultation to the Board prior to the approval of any building plan. The summary will include recommendations based on activities that will take place in the building; organization of instruction and curriculum to be housed in the building; specific architectural characteristics desired; equipment required; the spatial relationship to other district facilities; and other pertinent factors. Building plans for new construction or major structural renovation will be designed in accordance with seismic design standards if required by law and will comply with access requirements for persons with disabilities as required by law. The district may acquire real
property necessary for facility improvement or expansion through eminent
domain only in accordance with law. The district will provide for the
relocation of any persons displaced by the acquisition of property through
eminent domain as required by and in accordance with law. © 2000, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: FC The Board may permanently or temporarily close, consolidate or reorganize a school for any reason including, but not limited to: 1. Efficiency -- Enrollment has declined or the space available at a school or schools in close proximity is not being used in the most efficient and cost-effective manner. 2. Physical condition of building -- The physical condition of the school building makes continued operation of the site cost-prohibitive or continued occupancy of the site unsafe or impractical. 3. Alternative use of school facilities -- The Board may close a school to use its facilities for other programmatic/educational purposes, for support services, to open a new school or to expand an existing school. 4. Change in educational focus -- The Board may determine that a school closure, consolidation or reorganization is necessary to address the educational needs of students such as by implementing new curricula or instructional programs. Process for School Closings, Consolidations and Reorganizations Before any facility is permanently closed, the Board will convene a hearing, or a series of hearings if appropriate, to elicit public comment regarding the proposed action. The superintendent or designee will develop procedures for the conduct of the public hearings. Before any school closing, consolidation or reorganization is proposed, the superintendent's staff shall prepare an impact analysis setting forth: 1. Possible alternatives to the proposed action, including maintenance of the status quo. 2. The projected impact that each alternative would have on each school affected by such action. 3. Enrollment data for the current school year and three-year enrollment projections for all schools affected by the proposed action. After approval by the Board, the superintendent shall be responsible for the orderly closing, consolidation or reorganization of the school. Reassignment of Students from Closed, Consolidated or Reorganized Schools When a school is permanently closed, the students will be reassigned to a school or schools with available space that can meet their educational needs. If a school closing requires that the attendance boundaries of any school receiving students be redrawn, they shall be redrawn in a manner that facilitates equitable and appropriate reassignment. Physical proximity to the school will also be considered. Students may apply for enrollment at a school or schools other than the school to which they are reassigned in accordance with Board policy and subject to space availability and the admissions criteria of such school(s). Reassignment of Employees Assigned to Closed, Consolidated or Reorganized Schools Teachers, administrators and other employees at schools permanently closed, consolidated or reorganized pursuant to this policy shall be reassigned by the superintendent in accordance with Board policy and law. If the closing, consolidation or reorganization requires the district to eliminate positions, those positions will be eliminated in accordance with Board policy and law. ******* Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or f forms for related information. Adopted: 04/15/2008 Cross Refs:
DN, Surplus School property MSIP Refs: 8.10 Legal Refs:
§§ 89.300 - .491, 168.124, 177.073, .091, RSMo. Chillicothe R-II School District, Chillicothe, Missouri FILE: FEB In selecting such firm(s), the following criteria will be considered:
When considering the need for architectural, engineering and/or land surveying services, the Board or designee shall prepare a written description of the services desired by the district. Interested firms may be requested to submit statements of their qualifications and performance data with respect to the above criteria and also to submit a fee schedule. The Board or designee shall analyze the data received and list the top three (3) qualified firms. The Board shall select the firm(s) considered best qualified and capable of performing the desired services and shall negotiate a contract. Should the Board be unable to negotiate a contract with the firm(s) first selected, the Board may negotiate a contract with another firm from the list, or may direct the superintendent to seek additional statements of qualifications from other firm(s) and then submit a new list of qualified firms.
* * * * * * * © 2001, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: FEC The Board may, at its discretion and in accordance with law, contract for construction management services when planning, designing, constructing, improving, altering or repairing a building or structure. Construction management services are those as defined in state law. A "construction manager" is defined as any person providing construction management services. Selection The Board will advertise and solicit proposals in the following manner: 1. Construction management services for projects expected to cost no more than $500,000 will be selected in the same manner in which architects are selected, except the Board will consider all submitted proposals even if the submission was not solicited. 2. If the total anticipated cost of the project exceeds $500,000, the Board will request and solicit proposals by advertising for ten (10) days in one (1) newspaper of general circulation in the county where the work is located. 3. If the anticipated project cost exceeds $1,500,000, proposals will be solicited by advertising for ten (10) days in two (2) daily newspapers in the state that have a daily circulation of not less than 50,000, in addition to the advertisement in the newspaper in the county where the work will be done. 4. The Board will not prequalify construction managers nor limit the number of proposals accepted but will accept all proposals that are in accordance with the advertised terms. Selection of a construction manager will be based on: 1. Fees for overhead and profit. 2. Reimbursable costs. 3. Qualifications. 4. Demonstration of ability to perform comparable projects. 5. Demonstration of good-faith efforts to comply with federal, state and local affirmative action requirements. 6. References from prior clients. 7. Financial strength. 8. Qualifications of the in-house personnel who will manage the project. 9. Demonstration of successful management systems used for estimating, scheduling and cost controls. The Board may negotiate a contract for services with any construction manager selected. If the Board is unable to negotiate a contract at a fair and reasonable price, as determined by the Board, the Board may revise the proposal and advertise again. The Board will not award the contract for construction management services if the construction manager or a firm that controls, is controlled by, or shares common ownership or control with the construction manager: 1. Guarantees, warrants or otherwise assumes financial responsibility for the work of others on the project. 2. Provides the public owner with a maximum price for the work of others on the project. 3. Furnishes or guarantees a performance or payment bond for other contractors on the project. Upon being awarded a construction management contract, the construction manager will: 1. Furnish his or her skill and judgment in cooperation with and reliance on the project architect or engineer. 2. Furnish business administration, management of the construction process and other specified services in an expeditious and economical manner consistent with the best interests of the school district. 3. Perform basic services for reimbursement as provided in the construction services management contract. Bids Actual construction work on the project will be awarded by competitive bids submitted to the school district in accordance with law. Successful bidders must satisfy the same legal requirements as a contractor, including the obligation to provide payment and performance bonds to the district and meet the obligations pertaining to prevailing wage. In addition, all nonresident employers must meet the bonding and registration requirements of law. The construction manager will not bid on or perform any of the actual construction on a project where he or she is serving as the construction manager nor will any company that controls, is controlled by or shares common ownership with the construction manager. ******* Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or f forms for related information. Adopted: 04/15/2008 Legal Refs: §§ 8.675 - .687, 177.086, RSMo. Chillicothe R-II School District, Chillicothe, Missouri FILE: FEF The Chillicothe R-II School District seeks to provide and maintain safe facilities capable of supporting the educational mission of the district, while at the same time utilizing public funds prudently. Definitions For the purposes of this policy, the following definitions apply: Construction B Building a new facility or improving, enlarging, altering, painting, decorating, excavating, demolishing or performing major repairs on an existing facility. Facility B A buildling, structure, stadium, field or parking lot, or part thereof, such as a roof or heating or air conditioning system Major Repair B Replacement or repair of existing facilities when the size, type or extent of the facility is changed or increased. Project Planning Construction projects will be planned to cause the least disruption to the district's educational program and to ensure the safest possible environment for students, staff and the public. District staff will rely on the district's long-term facilities plan when making decisions regarding construction and major repair of district facilities. The district is committed to providing accessible facilities. All projects will comply with laws regarding accommodations for individuals with disabilities, and the district will consider recommended accommodations as well. Before bidding a project, the district will determine whether engineering, architectural or land surveying services are required and will select those services in accordance with law and Board policy. The superintendent or designee is authorized to contact legal counsel for assistance in drafting or reviewing proposed contract language. The district may enter into a union-only project labor agreement if the district 1) is utilizing no more than 50 percent of state funds on the construction project, 2) conducts an impact analysis, 3) publishes the results of that analysis and the reasons for requiring such an agreement, and 4) holds a public hearing, as required by law. The district will publish its determination on whether to require a union-only project labor agreement within 30 days of the public hearing. Purchasing Materials All materials purchased either directly by the district or indirectly by the contractor or subcontractors must comply with legal requirements, including the purchasing preferences required by law. Bidding All construction projects that may exceed an expenditure of $15,000 shall be advertised in a newspaper of general circulation, in accordance with law, and may also be advertised in business, trade or minority newspapers or other modes of communication such as the district's website or other websites. Projects will not be split or artificially divided for the purpose of avoiding these competitive bidding requirements. Prior to advertising for bids, the superintendent or designee and the architect or construction manager, if applicable, will draft detailed bid specifications for the construction project. Bid specifications will include all legal mandates including, but not limited to, requiring:
The Board of Education may also require a bidder's bond in an amount determined by the estimated cost of the project. In accordance with the Sunshine Law and Board policy, the Board will discuss bid specifications in closed session, and the content of bid specifications will remain confidential until they are officially approved by the Board or published for bidding. Likewise, sealed bids and related documents will be closed until the bids are opened. Sealed bids may be opened at a public meeting of the Board of Education or by administrative personnel. In either case, all bids shall be publicly opened, and the date, time and place of the bid opening shall be included in the bid notice. Notice of the bid opening will also be posted for the public. The district will not entertain bids that are not made in accordance with the specifications furnished by the district. The district reserves the right to waive minor technical defects in a bid, reject any or all bids, reject any part of a bid and to advertise for new bids. If the scope of the project changes substantially, the district will rebid the project. The Board will determine which responsible bidder has the lowest bid and direct the superintendent or designee to negotiate a satisfactory contract prior to final approval of the bid. Contracting The superintendent or designee is authorized to consult legal counsel regarding contract language. Any contract the district enters into must include all legally required provisions. The contract must be approved by an affirmative vote of a majority of the whole Board to be binding. Payment When applicable, the architect or construction manager shall approve all payment requests from contractors prior to submission to the Board of Education for payment. The superintendent or designee will examine all work performed on projects where no architects or construction managers are used. Pursuant to prevailing wage laws, an Affidavit of Compliance must be filed with the district before payment will be approved. The district will withhold and retain any amounts due as a result of any violation of the prevailing wage law prior to making final payment with any contractor. The district will make prompt payment on any invoices received, after thorough inspection of the work, provided and verification that all legal requirements have been met. However, in accordance with law, the district may retain a portion of the payment until after the entire project has been completed. The Board must approve the payment of all bills by an affirmative vote of a majority of the whole Board. Construction Projects Conducted on Behalf of the District The district appreciates business and community support of its educational mission and welcomes both financial and physical contributions to the district. It is important for taxpayers and patrons to understand that various laws apply to projects conducted on behalf of the district, even if not directly funded by the district. Further, because the district facilities are used by a large number of people, it is essential that all construction projects adhere to the highest level of quality and safety. The district and the donor must ensure compliance with all applicable laws before a construction project is conducted on school grounds, regardless of the source of the labor or method of payment.
© 2003, Missouri School Boards' Association, Registered in U.S. Copyright Office FILE: FF New Facilities When any new facility is acquired or constructed, the Board will appoint a committee consisting of community members, students and staff to recommend appropriate names for the new facility. If possible, staff members who serve on the committee will include those slated to work in the new facility. The committee will recommend two (2) or three (3) possible names to the Board for consideration, and the names will be included in the minutes. Activities of the committee are governed by the Missouri Sunshine Law. The Board of Education will make the final decision on the name of any district facility. The committee will give preference to names of local individuals and individuals who are associated with the intended use of the new facility. Special consideration will be given to those names that have special significance to students, staff or the community. Existing Facilities and Additions Once a building or facility has been named, that name will remain with the building or facility unless changed by the Board. Names will be changed using the same process outlined above. Names may be changed when a specific program or theme the facility was named for changes, when the current name no longer supports the objectives of the facility, or due to additions or renovations to an existing facility. Naming Rights The Board of Education may, when it is in the best interest of the district to do so, contract to sell or lease naming rights to any district-owned property to an entity or organization whose stated purpose is consistent with the educational mission of the district and whose activities are not contrary to that mission. Plaques The Board may have plaques installed on new construction projects or renovations to existing facilities reflecting the name of the facility; the names of the Board members in office at the time the project was approved; the name of the superintendent serving at the time the project was approved; and the names of the architect, general contractor and others as determined by the Board. The plaque will also include the date the project was completed.
Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or f forms for related information. Adopted: 04/15/2008 Chillicothe R-II School District, Chillicothe, Missouri FILE: FFA The Chillicothe R-II School District Board of Education recognizes that the loss of a member of the school community is deeply felt, and that on occasion it may be desirable to remember a deceased individual by establishing a memorial. District facilities are designed to support learning, and the Board will not permit changes to facilities that interfere with that purpose or detract from the district's educational mission. The following guidelines apply to requests for memorials in school facilities or on district grounds. Approval of Memorials All memorials must be approved by the superintendent and building-level administration before being placed within a school building or on school grounds. To avoid unnecessary expense and possible disappointment, the district recommends that individuals refrain from purchasing any type of memorial until it is approved by the administration. The administration will determine the location of all memorials on school grounds or in school facilities. While requests will be considered when possible, the administration must consider such issues as design parameters, whether the memorial blends with the school campus, ongoing and future maintenance, and the effect a memorial may have on students and staff. Memorial Options Planting (trees, shrubs, perennials, ect.) on school grounds -- The administration must approve the type and placement of any planting before it is placed. Such planting may be accompanied by a movable flat ground marker. The engraving on the marker must be limited to the memorialized individual's name, dates of birth and death, and the words, "donated in memory of" or "in memory of". The marker will be moved when necessary and may be permanently removed after ten (10) years and offered to the nearest relative. Benches, tables and other outdoor furnishings; sidewalks, stepping stones, statuary, etc. -- The Board will accept memorials of this type only to the extent that there is a suitable location and the style is complementary to the buildings and grounds. Each item may contain a plaque engraved with the memorialized individual's name, dates of birth and death, and the words, "donated in memory of" or "in memory of." Other types of memorials are addressed in the district's policy on acceptance of gifts. All items received as memorials become the property of the Chillicothe R-II School District, and the district cannot guarantee that memorials that become damaged or worn will be replaced at district expense. * * * * * * * Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or f forms for related information. Adopted: 04/15/2008 Cross Refs:
ECB, Building and Grounds Maintenance Legal Refs: § 162.790, RSMo. Chillicothe R-II School District, Chillicothe, Missouri SECTION A: FOUNDATIONS AND BASIC COMMITMENTS | SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS SECTION C: GENERAL SCHOOL ADMINISTRATION | SECTION D: FISCAL MANAGEMENT | SECTION E: SUPPORT SERVICES SECTION F: FACILITIES DEVELOPMENT | SECTION G: PERSONNEL | SECTION I: INSTRUCTIONS | SECTION J: STUDENTS SECTION K: SCHOOL-COMMUNITY RELATIONS | SECTION L: EDUCATION AGENCY RELATIONS |