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Series 7000


Facilities Development Goals 7000
Facilities Planning 7100
Enrollment Projections 7120
Financing Facilities Development 7200
Educational Specifications 7310
Selection of Architect or Engineer 7320
Plans, Specifications and Cost Estimates 7331
Site Acquisition 7350
Construction Contracts, Bidding and Awards 7360
Procedure for Approval of Change Orders During Capital Improvement
Projects
7362
Construction Safety 7365
Construction Project Insurance Program 7380
Dedication of Facilities 7500
Closing of Facilities 7800

                                                                                                                            7000

 

                               FACILITIES DEVELOPMENT GOALS

 

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 necessary facilities needed to serve all students in the district;
  3. providing appropriate facilities and equipment that will best support and accommodate the needs of a quality educational program;
  4. designing and constructing all facilities with particular attention to safety, security, and appropriate lighting, heating, ventilation, acoustics, spatial factors and aesthetic appearance;
  5. reducing formality and tension by eliminating the undesirable aspects of traditional institutional atmosphere and appearance, to the extent possible;
  6. planning for flexible and adaptable school spaces through incorporation of features such as moveable walls and multi-purpose facilities, in order to best accommodate present and future needs for instructional areas; and
  7. considering the adaptability of school facilities to community use.

 

Adoption date: February 10, 1998

 

                                                                                                                                                                                                                                                                                                  7100

 

                                            FACILITIES PLANNING

 

The Board of Education is ultimately responsible for the regular operation and orderly development of the school district's physical plant.  In carrying out this responsibility, the Board is concerned with both short-term and long-range planning.

 

The Board delegates to the Superintendent of Schools the responsibility for formulating and implementing, subject to approval by the Board, the following plans for school building facilities:

 

  1. Comprehensive long-range facilities development plan. This plan shall be kept current and re-evaluated at least annually.  It will include an appraisal of the following:

 

  1. educational philosophy of the district, with resulting administrative organization and program requirements;
  2. Present and projected pupil enrollments;
  3. space use and state rated pupil capacity of existing facilities;
  4. priority of need of maintenance, repair or modernization of existing facilities, including consideration of the obsolescence and retirement of certain facilities; and
  5. the provision of additional facilities.

 

  1. Five year capital facilities plan. This plan will be updated annually and will include the following:

           

  1. a yearly breakdown of the estimated expenses for construction, additions, alterations, major repairs, system replacement and repairs and maintenance and energy consumption; and
  2. a districtwide building inventory including the number and type of facilities; the age, capacity, use and size of each building; and each building's safety ratings, energy sources, probable useful life, major system repairs needed and asbestos reports.

 

Cross-Ref:       7000, Facilities Development Goals

 

Ref:     8 NYCRR Part 155 (Educational Facilities)

 

Adoption date: February 10, 1998

Revised:  January 16, 2001

 

                                                                                                                                  7120

 

                                     ENROLLMENT PROJECTIONS

 

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 will take into consideration:

 

  1. data from the latest school census;
  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; and
  5. curriculum changes that will impact utilization of space.

 

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.

 

Ref:     Education Law §§408; 3240; 3241; 3242

           

Adoption date: February 10, 1998

 

                                                                                                                            7200

 

                           FINANCING FACILITIES DEVELOPMENT

 

The Board of Education, subject to approval by the voters and asreviewed by the Board's Audit Committee, may issue bonds to provide forthe expense of new construction projects or extensive renovations onexisting buildings. These bonds will be issued in accordance with allNew York State and Federal statutes.

The Board will strive to make the issuance of new bonds as affordable to District taxpayers as possible. To that end, the Board will seek out all available forms of State and Federal Aid to support the District's capital projects. Additionally, the Board will strive to limit its annual debt service expense on all outstanding and new bonds to 15% of total General Fund expenditures. Further, the Board will strive to limit the direct net debt of the District, net of any State or Federal Aid that is received in support of the District's outstanding and new bond issues, to 1.20% of the current year's full valuation.

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 District.

Investment of Bond Proceeds

Debt proceeds are only to be invested in permitted investments, as defined in financing agreements, escrow agreements, resolutions, law and the Board of Education's Investment Policy. Neither the District nor any person under its control or direction will make any investment of bond proceeds in any manner that would cause the bonds to be deemed private activity bonds or arbitrage bonds by the IRS under sections 141 or 148 of the Code. The District will comply with all federal tax arbitrage regulations.

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.

 

Adoption date: February 10, 1998
Revised date: January 15, 2008

 

                                                                                                                            7310

 

                                  EDUCATIONAL SPECIFICATIONS

 

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.

 

Educational specifications should take the following into consideration:

 

  1. applicable information on school organization and estimated enrollment;
  2. description of proposed curriculum and teaching methods and techniques to be used;
  3. space requirements, including a desired layout of special areas and equipment for such areas; and
  4. any references to standard codes and regulations which may affect planning.

 

These specifications are intended to constitute a written communication to the architect that identifies the nature of the educational programs to be served by the new construction, the desired relationships among the various major areas of the building, the design objectives and the various facilities required.

 

The educational specifications should enable the architect to exert his/her creative ability, imagination, and technical and artistic skills in designing facilities that best suit the educational programs, safety and other considerations applicable to new facilities development and construction.

 

Adoption date: February 10, 1998

 

                                                                                                                            7320

 

                        SELECTION OF ARCHITECT OR ENGINEER

 

The Board of Education is responsible for employing an architect or engineer if a project requires architectural or engineering services.  The architect or engineer must be licensed in the State of New York and be familiar with the laws, regulations and procedures relating to school construction.

 

Selection of an architect and/or engineer to plan and design capital projects  shall be made by the Board only after a careful review of professional qualifications and experience in designing capital projects.  In addition, the Board will consider and assess the willingness such individual exhibits for working cooperatively with district staff in incorporating approved educational specifications into any architectural and construction plans.

 

Ref:     General Municipal Law §§102; 103; 104-b; 109-a; 800 et seq.

 

Adoption date: February 10, 1998

 

                                                                                                                            7331

 

                   PLANS, SPECIFICATIONS AND COST ESTIMATES

 

The Architect and/or the Engineer, in conjunction with the Assistant Superintendent for Business and the Plant Facilities Administrator, shall develop an initial scope of work and budget estimate for proposed alterations, additions and new construction.  When the scope of work and budget estimate is complete, the Architect shall submit them to the Superintendent of Schools for review, who in turn will present them to the Board for its consideration and approval.

 

Once the project is approved by the Board of Education, the Architect and/or the Engineer shall develop plans and specifications which comply in all respects with the laws of the State of New York and the regulations and requirements of the State Education Department and/or any other governmental agency with jurisdiction over the project.

 

At appropriate phases of the project, as determined by the Board, such plans, specifications and estimates of construction cost will be prepared by the Architect and/or the Engineer and submitted to the Superintendent for review, who in turn will present them to the Board for its consideration and approval.  Following approval by the Board, the plans and specifications will be submitted to the appropriate state and local agencies for their review and approval when required.  The final determination of cost and budget for all projects is the sole responsibility of the Board.

 

The Board recognizes that future insurance premiums can be minimized by conforming construction projects to certain design requirements.  Therefore, whenever the Board undertakes a construction program, the plans shall be submitted to the Assistant Superintendent for Business with sufficient time for study by the Insurance company engineering and rating organization specialists and legal counsel.  Such specialists shall review construction details for the purpose of securing the lowest premium rate when the construction project is completed.  Further, all construction specifications which refer to insurance requirements shall be submitted to the Assistant Superintendent for Business prior to publication in order to ensure adequate insurance protection at the lowest cost and without duplication of coverage.

 

Cross-ref:        8700, Insurance

 

Adoption date: February 10, 1998

Revision date: September 21, 1999

 

                                                                                                                            7350

 

                                               SITE ACQUISITION

 

In order to economize in the acquisition of land and to promote a realistic long-range building program, the Superintendent of Schools shall be responsible for an ongoing assessment of housing development trends and population growth patterns.  The availability of suitable school sites within the boundaries of the school district shall be monitored at all times, with the objective of acquiring needed sites sufficiently in advance of projected building construction plans.

 

In order to provide for the orderly acquisition of school sites, the district shall observe the following:

 

  1. All site acquisitions shall be based on a thorough knowledge of the present and future advantages and possible disadvantages of the location.
  2. If possible and practical, all site acquisitions shall comply with the recommendations of the Division of School Buildings and Grounds of the State Education Department and the requirements of the Education Law and the Regulations of the Commissioner. In addition, acquisitions will be made with consideration for generally approved practices as found in standard reference resources.
  3. The Board shall consider the cost and efficiency of an acquisition as a major factor in purchase.
  4. The acquisition of sites shall be based on a set of specific criteria recommended by the Superintendent and approved by the Board.
  5. A professional service organization, a committee comprised of responsible and qualified citizens or other outside agencies may be requested to work with the Superintendent in order to make recommendations to the Board.
  6. Under no circumstances shall a school program be curtailed by site limitation. The accommodation of all existing and future school programs shall be a major consideration in the acquisition of a site.
  7. School sites are to be selected so as to ensure that schools are reasonably accessible to the population they serve. The sites must be free from safety hazards and noxious odors and have adequate usable acreage to accommodate all school activities comfortably.

 

The Board shall be responsible for selecting sites.  The acquisition of a site selected by the Board must receive voters’ approval before it may be purchased.  The Board shall appoint a Property Agent who shall work under the direction of the Superintendent to acquire suitable school sites and other real properties required for district use.

 

Adoption date: February 10, 1998

 

                                                                                                                            7360

 

              CONSTRUCTION CONTRACTS, BIDDING AND AWARDS

 

All construction contracts in excess of $20,000 and purchases of equipment at a cost in excess of $10,000 must be advertised, bid on and awarded to the lowest responsible bidder in accordance with the district's policy and procedures for competitive bidding.  No school building may be erected, purchased, repaired, enlarged or remodeled at an expense which will exceed $100,000, nor may an advertisement for bids for the execution of the plans and specifications for a school building be placed, until the plans and specifications have been submitted to and approved by the Commissioner of Education.  Such plans and specifications will show in detail the ventilation, heating and lighting of such buildings.  Construction documents that have been modified subsequent to the Commissioner's approval may not be advertised for bid until the Commissioner has approved such modifications.  The successful contractor will enter into a formal contract, prepared 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.

 

All contractors shall guarantee that prevailing rates of wage, as provided for in the Labor Law §220, shall be paid to all workers on public projects in the school district.

 

Cross-ref:        6720, Bidding Requirements

 

Ref:     Education Law §§408; 2556

            General Municipal Law §§101; 103; 103-d; 106; 108; 109

            Labor Law §§220; 220-e; 222; 222-a

 

Adoption date: February 10, 1998

 

                                                                                                                        7362

 

PROCEDURE FOR APPROVAL OF CHANGE ORDERS DURING CAPITAL IMPROVEMENT PROJECTS

 

The Board of Education recognizes that in performing additions, alteration and renovations to its existing facilities certain changes may occur &er the award of contracts to contractors. The Board of Education's policy concerning the procedure to be followed in connection with changes in the work is as follows:

  1. The Board of Education hereby vests the Superintendent of Schools with the authority to approve changes in the work resulting from doreseen or hidden conditions1circumstances which will not exceed $10,000.00 in additional cost to the School District. However, prior to hisher approval of said change, the Superintendent of Schools shall obtain the Architect's andor the Construction Manager's recommendation and approval concerning the change to be effectuated. Immediately upon hisher approval of a change in the work, the Superintendent of Schools shall notie the Board of Education of the change in the work and the cost associated with the change. Further, the Superintendent of Schools shall not be authorized to approve change orders which total more than $1 00,000.00 between regularly scheduled meetings of the Board of Education.

 

  1. Changes in the work proposed at the request of employees and/or agents of the Sachem Central School District must be approved by the Board of Education.

 

  1. Change orders in which an extension of the time to complete the project shall be subject to Board approval.

 

  1. Change orders arising as a result of an apparent error or omission by the Architect shall be subject to Board approval.

 

Adoption Date: April 15,2009

 

                                                                                                                        7365

 

                                          CONSTRUCTION SAFETY

 

The Board of Education recognizes the district's responsibility to provide a safe school environment for students and staff during construction and maintenance projects.

 

The Superintendent of Schools shall be responsible for ensuring that district procedures for safeguarding the safety and health of students and staff are consistent with state law and regulation, including the Uniform Code of Public School Building Inspections, Safety Rating and Monitoring and the Uniform Safety Standards for School Construction and Maintenance Projects.  Specifically, the Superintendent shall be responsible for the following items at the specified phase of the construction project:

 

Pre-Construction

 

  1. Ensuring proper planning for the safety of building occupants during construction or maintenance activities.
  2. Hiring a New York State licensed architect or engineer for projects costing more than $5,000.
  3. Ensuring safety issues are addressed for bid specifications and contract documents.
  4. Providing notice to parents, staff and the community in advance of any construction project costing $10,000 or more to be conducted in an occupied school building. The notice is to be given at least two months prior to date on which construction is to begin, except in the case of emergency construction projects, in which case notice will be given as soon as practical.  The notice will provide information on the district's obligation to provide a safe school environment during construction projects.  The notice may be given by publication in the district newsletter, direct mailings, or by holding a public hearing on the project.
  5. Revising the district's emergency management plan, when appropriate, to accommodate the construction process including a revised emergency exit plan and emergency evacuation and relocation procedures during the construction process.

 

During Construction

 

  1. Monitoring of construction and maintenance activities to check for safety violations and to ensure that certificate of occupancy requirements are continuously maintained.
  2. Ensuring that all areas to be disturbed through renovation or demolition are tested for lead and asbestos.
  3. Investigating and responding to health and safety complaints.
  4. Conducting fire drills during construction to familiarize students and staff with revised emergency procedures.
  5. Ensuring compliance with statutory and regulatory requirements regarding noise abatement, exits, ventilation, air quality, fire and hazard prevention, chemical fumes, gases and other contaminants, asbestos abatement and lead paint and radon testing and mitigation.

 

Post Construction

 

  1. Conducting a walk-through inspection with the Health and Safety Committee to confirm the area is ready to be reopened for use.

 

 

Cross-Ref:       7100, Facilities Planning

                                    7331, Plans, Specifications and Cost Estimates

                                    8100, Safety Program

                                    8110, School Building Safety

                                    8112, Health and Safety Committee

                                    8130, Emergency Plans

                                    8132, Fire Drills

 

Ref:     Education Law §§ 409-d (Comprehensive Public School Building Safety Program; 409-e (Uniform Code of Public School Buildings Inspection, Safety Rating and Monitoring)

            8 NYCRR Part 155.4 (Uniform Code of Public School Building Inspections, Safety Rating and Monitoring); 155.5 (Uniform Safety Standards for School Construction and Maintenance Projects)

            9 NYCRR Parts 600-1250 (Uniform Fire Prevention & Building Code)

 

Adoption date:  January 16, 2001

 

 

                                                                                                                            7380

 

                 CONSTRUCTION PROJECT INSURANCE PROGRAM

 

The Assistant Superintendent for Business shall notify members of the Insurance Consultants immediately when contracts for construction are executed by the Board and when construction commences in order to provide insurance coverage.  The district shall obtain at least fire, lightning, extended coverage, vandalism and malicious mischief insurance coverage during construction.

 

Owner’s protection liability insurance is automatically provided under the district’s PIP multi-peril policy.  Upon notice of awards and amounts of contracts, the Insurance Consultants shall transmit this information to the district insurance carrier to determine premium charges and take necessary preliminary actions to protect the district.

 

Adoption date: February 10, 1998

Revision date: September 21, 1999

 

                                                                                                                            7500

 

                                      DEDICATION OF FACILITIES

 

The Board of Education endorses the creation of memorials as appropriate means by which to honor the memory of a deceased staff member, student or other person whose contributions to the Sachem Central School District are particularly noteworthy.   Memorials may take the forms of a garden, a tree, a painting or mural or other appropriate pieces of artwork, a scholarship, or another gift to the Sachem School District.

 

Such memorials must receive the approval of the Building Principals and the Superintendent of Schools before being established. 

 

Any scholarship or gift must also have the approval of the Board.

 

The dedication of any field, facility, or portion of the facility is subject to be determined by the Superintendent of Schools.  While Board approval is not required, it is recommended that the Board be informed of the action being taken.

 

Adoption date: February 10, 1998

Revision date:  October 20, 1998

 

                                                                                                                            7800

                                          CLOSING OF FACILITIES

 

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

 

An advisory committee shall be formed in advance of a proposed closing, with membership comprising Board members, appropriate administrative staff, teachers, parents, community and/or business representatives, and an architect(s) and/or other professionally‑trained experts in evaluating building condition/use.

 

Such committee will prepare an educational impact statement. The study shall consider all or some of the following:

 

  1. the age and condition of the building, and projected repair or rehabilitation costs to keep it in use;
  2. enrollment projections and district demographic pattern;
  3. projected short‑term and long‑range fiscal ramifications of the closing, including cost savings;
  4. the capacity of other district facilities to absorb students, staff and programs displaced by the closing;
  5. the impact of the closing on district staffing requirements;
  6. the impact on student safety, including distances and routes traveled to and from school;
  7. the historic value of the building; and
  8. the relationship of the closing to the district's long‑range plan.

 

The district shall publish a notice of the proposed closing in at least one newspaper of general circulation once a week for two weeks.  The notice shall also be circulated to elected state and public officials who represent the affected communities.

 

After publication of the suggested notice and within 60 days of the issuance of the educational impact statement, the Board shall hold a public hearing to evaluate the proposed closing on the affected district. Among the factors to be considered at the hearing are those discussed in the educational impact statement and alternatives may be presented by interested parties.

 

The Board shall render its decision on the closing of the building at a regular or special meeting.

 

Cross-ref:        2260, Citizens Advisory Committees

 

Ref:     Education Law §§1604; 1709

 

Adoption date: February 10, 1998

Revision date: September 21, 1999