900 Series: Facilities and Sites

 

 

 

Site Acquisitions and Facilities Construction

Reviewed 5/15 901.2 Site Specifications
Revised 5/15 901.3 Facilities and Sites Long-Range Planning
Revised 5/15 901.4 Facilities Planning Advisors
Revised 5/15 901.5 Educational Specifications for Facilities
Revised 5/15 901.6 Facilities Specifications
Revised 5/15 901.7 Facilities Funding
Revised 5/15 901.8 Structure and Site Modifications
Reviewed 5/15 901.8-R Administrative Regulations Regarding Structure and Site Modifications
Reviewed 5/15 901.8-E Structure and Site Modifications Application

Maintenance and Operations

Revised 5/15 902.1 Maintenance, Operations, and Management
Revised 5/15 902.3 Energy Conservation
Reviewed 5/15 902.4 Use of Contracted Services
Reviewed 4/16 902.6 Disposition of Obsolete Equipment
Reviewed 5/15 902.7 Emergency Repairs
Revised 5/15 902.8 Facilities and Sites Adaptation for Persons with Disabilities
Revised 5/15 902.9 Lease, Sale, or Disposal of School District Facilities and Sites
Revised 5/15 902.10 Facilities Inspections
Revised 5/15 902.11 Asbestos Containing Materials

901 - Site Acquisitions and Facilities Construction

 

 

 

901.2 - Site Specifications

 

 

 

The Board of Directors shall accept as its minimum standards such site specifications as issued by the Iowa Department of Education. The Board of Directors may adopt additional standards over and above the site specifications issued by the Iowa Department of Education as it deems necessary and beneficial to the school district.

The board may meet in closed session to discuss potential purchases of sites.


Adopted: 6/70
Reviewed: 11/12; 1/14
Revised: 11/10; 5/15
Related Policy (Code #): 212; 705.1; 801
Legal Reference (Code of Iowa): §§ 297 (2013)

901.3 - Facilities and Sites Long-Range Planning

 

 

 

As part of the board’s long-range plan for the district’s education program, the board shall include the facilities and sites needed for the education program and support services.

It shall be the responsibility of the superintendent, or designee, to provide information including but not limited to enrollment projections and education program requirements to the board.


Adopted: 6/70
Reviewed: 1/14
Revised: 11/12; 5/15
Related Policy (Code #): 103
Legal Reference (Code of Iowa): §§ 280.3, .12, .14; 297 (2013)

901.4 - Facilities Planning Advisors

 

 

 

It shall be the policy of the Board of Directors upon the recommendation of the superintendent to contract for the services of consultants and other resource personnel for the study of facility issues of the school district. To the extent possible, the needs for such special studies shall be determined well in advance so that budgetary provisions can be made.

In determining consulting needs such as architect or architectural firm, construction management, engineering, appropriate facilities professional, etc., an interview process may be used which may include members of the Board of Directors, the superintendent, and other personnel designated by them. The Board of Directors may participate in interviews for the selection of an appropriate facilities professional for the specific project under consideration.


Adopted: 6/70
Reviewed: 11/12; 1/14
Revised: 5/15
Legal Reference (Code of Iowa): 297 (2013)

901.5 - Educational Specifications for Facilities

 

 

 

Facilities and sites considered for purchase or construction by the board or currently owned by the school district and used for the education program must meet, or upon improvement, be able to meet the specifications set by the board.

Prior to remodeling or other construction of buildings and sites the superintendent may appoint a committee of consultants, employees, citizens, or others to assist the board in developing the specifications for the new or improved buildings and sites. These specifications will be consistent with the education program and they will provide the architect with the information necessary to determine what is expected from the facility.

The education specifications will include but not be limited to the financial resources available for the project, the definition and character of the facility, the functional use to be made of the facility, a description of specialized needs, and other pertinent information as the board deems necessary.


Adopted: 6/70
Reviewed: 1/14
Revised: 111/12; 5/15
Related Policy (Code #): 801
Legal Reference (Code of Iowa): Cedar Rapids CSD Linn County vs Cedar Rapids,
252 Iowa 205, 106 NW 2d 655 (1960); §§ Ch 26; 280.3, .14; 297;
544A (2013); 1974 Op Atty Gen 529

901.6 - Facility Specifications

 

 

 

In developing and finalizing plans and specifications for building and facility projects, the architect shall proceed with the design of the facility after review by the superintendent and the Board of Directors.

The superintendent, or designee, shall provide the architect educational specifications, financial data, and other pertinent information necessary to planning.

It shall be the responsibility of the architect to obtain approval of the final plans from the Department of Education, state fire marshal, local building authorities, superintendent or designee, and the Board of Education before releasing the plans for bid purposes.


Adopted: 6/70
Reviewed: 11/12; 1/14
Revised: 5/15
Legal Reference (Code of Iowa): 280.3, .12, .14; 297 (2013)

901.7 - Facilities Funding

 

 

 

Prior to the approval of a construction contract, except emergency construction, the board shall review methods for financing the project. The board shall utilize, as needed, all means of financing construction and site purchases as provided by the Code of Iowa.  In determining the means of financing for these purposes, the board shall consider the financial position of the school district and uses allowed for the monies of the school district.

It shall be the responsibility of the superintendent, or designee, to analyze the various methods of financing for the construction of facilities and the purchase of sites and make a recommendation to the board.


Adopted: 6/70
Reviewed: 1/14
Revised: 11/12; 5/15
Legal Reference (Code of Iowa): §§ 75.1-9; 76.1-9; 278.1; 279.41;
291.13; 296; 297.5 (2013); 289.9; 298.14; 298.18-24; 300; 565.6

901.8 - Structure and Site Modifications

 

 

 

The Board of Directors shall approve all structures to be erected on school district facilities and/or grounds that require a building permit from a bona fide or regulatory agency. This approval must be obtained by the superintendent, or designee, prior to the structure being erected.

Structures or modifications that are proposed by employees shall follow a review process administered by the superintendent or designee.

Because the district has a master plan for facilities, any individual or group that is not employed by the district proposing the structure, building, or grounds modification shall first consult with the superintendent, or designee, to determine whether the proposed project meets the mission and strategic goals of the district. If these standards are met then the individual or group must comply with the district’s application and review process.

The superintendent, or designee, is responsible for the development of the review process.


Adopted: 8/86
Reviewed: 11/12
Revised: 1/14; 5/15
Related Policy (Code#): 802.7; 901.8-R; 901.8-E; 1005.51
Legal Reference (Code of Iowa): § 297.7 (2013)

901.8-R - Administrative Regulations Regarding Structure and Site Modifications

 

 

 

The Board of Education recognizes that the education of students depends on many factors including a physical environment that is safe, secure, clean, attractive, and functions efficiently.  To that end, a facility and grounds master plan exists to maximize the available resources for the benefit of student learning. Modifications include changes or additions to facilities and grounds or structures that are not part of the master plan and shall follow a review process, whether proposed by employees or external individuals or groups.

Requests for modifications for all district property will, at all times except in cases of emergency, follow the administrative procedures. If an internal modification project proposal exceeds $25,000, competitive bids will be sought.

A proposal for a modification or structure shall include the following:

  1. External individuals or groups must first meet with the superintendent, or designee, to determine whether the proposed project meets the mission and strategic goals of the district. If a determination is made that the external proposal complies with the mission and strategic goals of the district the individual or group may complete the structure and site modifications application for review.
  2. Submission of the structure and site modification application (Policy 901.8-E) for the requested modification project should be submitted prior to January 1st. The project description shall include:
    1. Fit with the district’s mission and strategic goals;
    2. Benefit to students, including number of students and whether during school or outside the school day/year;
    3. Need for the project;
    4. Project budget inclusive of materials and labor;
    5. Project funding source;
    6. Description of district’s technical, O&M, school, etc., support required for successful completion of the project;
    7. Project labor, for example an external contractor, volunteers, students;
    8. Project timeline including start and completion date;
    9. Long-term maintenance or administrative requirements, costs, and responsible persons;
    10. Unique components of the project, if any.
  3. Review of a complete application will be conducted by the district’s construction committee and the superintendent’s cabinet.
  4. Applicant will be notified within 60 days of receipt of the application, or in February if received prior to the last day of school in December.
  5. The Board of Education will receive report summaries of approved projects and will formally approve all donations per Policies 802.7 and 1005.51.
  6. District equipment and facilities are not available for use by project workers because of liability.

Adopted: 1/14
Reviewed: 5/15
Related Policy (Code#); 802.7; 901.8; 901.8-E; 1005.51

901.8-E - Structure and Site Modifications Application

 

 

 

Schools or employees, Linn-Mar PTOs, the Linn-Mar Booster Club, other non-profit organizations, or individuals who are making a proposal for a building or site modification or a structure on Linn-Mar Community School District property shall submit this application to the office of the Chief Financial Officer/Operating Officer for review at least 60 days prior to the start of the proposed project. Submission prior to the last school day in December is optimum for the review process.

The following components of the application must be complete with appropriate detail before the district review of the application. Please attach appropriate documentation with the project application and affix this page to the project application.

  1. Person/group submitting proposal
  2. Name of school/facility or organization
  3. Project title
  4. Description of alignment with district mission and strategic goals
  5. Benefit to students
  6. Need for the project
  7. Project location
  8. Total project budget with detail that includes materials and labor
  9. Building permit, if required (municipality of project location)
  10. Project funding source
  11. Description of district support (technical, O&M, school, etc.) required for successful completion
  12. Projected district costs
  13. Project labor: e.g., contractor, volunteers, students
  14. Project timeline
  15. Long-term maintenance or administrative requirements including costs and responsible persons
  16. Unique project components, if any
  17. Documentation of insurance coverage for project
  18. Attach all construction plans, drawing, and materials to application

 

Project/Manager Approval: _____________________________________________________ Date: ________________________

Construction Committee Review Date: ___________________________________________ Cabinet Review: ________________

Comments:

Chief Financial/Operating Officer Approval: ________________________________________ Date: ________________________

Board Summary Report Date: _________________________

Board Acceptance of Donation: ________________________


Adopted: 1/14
Reviewed: 5/15
Related Policy (Code#): 802.7; 901.8; 901.8-R; 1005.51

902 - Maintenance and Operations

 

 

 

902.1 - Maintenance, Operations, and Management

 

 

 

The superintendent, or designee, in cooperation with the chief financial/operating officer, administration, staff, and maintenance personnel shall direct the development of a comprehensive maintenance schedule for the general care and maintenance of all buildings, equipment, and grounds of the school district.

Requests for improvements and/or repairs for all school district property shall at all times, except in cases of emergency, be presented to the superintendent or designee. Principals, using input from their staff, will make requests for improvements following the process as outlined in Policy 901.8 Structure and Site Modifications.

The superintendent and the chief financial/operating officer will establish the priority for improvements.


Adopted: 6/70
Reviewed: 11/12
Revised: 11/10; 1/14; 5/15
Related Policy (Code #): 502.2; 502.5; 802; 804.1; 901.8-9
Legal Reference (Code of Iowa): 297.8 (2013); 280.3 (2013)

902.3 - Energy Conservation

 

 

 

The district believes that every effort should be made to conserve energy and natural resources. The board believes this commitment to be beneficial to our students and taxpayers in prudent financial management and the saving of energy. The fulfillment of this policy is the joint responsibility of the Board of Directors, administrators, teachers, students, and support personnel. Cooperation shall be demonstrated on all levels for the success of this policy.

The district will establish an energy conservation program and will maintain accurate records of energy consumption and cost of energy on a monthly basis. An energy analysis will be conducted and reported annually for each facility as defined by the program. Recommendations will be made for updating the energy program. Energy conservation guidelines and procedures will be reviewed by the Board of Directors.  Information will be furnished to the board and community on the goals and progress of the district’s energy conservation efforts.

As part of any new construction project or renovation, or upon the purchase or upgrade of energy consuming equipment, the projected energy consumption of the project or equipment and potential costs and benefits derived from additional energy efficiency will be considered and implemented, if financially feasible.

It is the responsibility of the superintendent, or designee, to develop energy conservation guidelines for employees and students. Employees and students will abide by these guidelines.


Adopted: 7/05
Reviewed: 11/10; 11/12; 1/14
Revised: 5/15
Related Policy (Code #): 700
Legal Reference (Code of Iowa): §§ 279.44; 473.19-20 (2013)

902.4 - Use of Contracted Services

 

 

 

The superintendent, or designee, chief financial/operating officer, and manager of operations and maintenance shall determine when to contract for special services in the maintenance of the school district’s grounds, facilities, and equipment.


Adopted: 6/70
Reviewed: 11/12; 5/15
Revised: 11/10; 1/14

902.6 - Disposition of Obsolete Equipment

 

 

 

School property such as equipment, furnishings, or supplies will be disposed of when such property is determined to be of no further use to the district. It is the objective of the district in disposing of the property to achieve the best available price or most economical disposal.

Obsolete equipment having a value of less than $5,000 for an individual item will be sold or disposed of in a manner determined by the superintendent, or designee, which may include sealed bids, donation to a non-profit group, auction, garage sale, or via electronic means. However, the sale of equipment, furnishings, or supplies disposed of in this manner will be published in a newspaper of general circulation. The publication of the sale or disposition will be published with at least one insertion each week for two consecutive weeks. Any other disposition may be done in any other manner including only one insertion in same newspaper.

A public hearing will be held regarding the disposal of the equipment with a value of $5,000 or more prior to the board’s final decision. The board will adopt a resolution announcing the proposed sale and will publish notice of the time and place of the public hearing and the description of the property will be in the resolution. Notice of the public hearing will be published at least once but not less than 10 days and not more than 20 days prior to the hearing date. Upon completion of the public hearing the board may authorize disposition of the property.

It is the responsibility of the superintendent, in collaboration with the chief financial/operating officer to make a recommendation to the board regarding the method for disposing of property of no further use to the school district.


Adopted: 6/70
Reviewed: 1/14; 4/16
Revised: 11/12; 5/15
Related Policy (Code #): 704; 705.1; 803
Legal Reference (Code of Iowa): §§ 297.22-.25 (2014)

902.7 - Emergency Repairs

 

 

 

When emergency repairs are necessary to ensure the safety of students and staff and to prevent the closing of any school, the provisions of the law with reference to advertising for bids shall not apply.

It is the responsibility of the superintendent, or designee, to obtain certification from the area education agency administrator stating such repairs that are in excess of the state limit were necessary to prevent the closing of school.

It is the responsibility of the superintendent and chief financial/operating officer to notify the board as soon as possible considering the circumstances of the emergency.

When an emergency arises in the maintenance and operation of any school district property directly affecting the learning environment and/or safety and welfare of personnel and students, the following action shall supersede the official maintenance schedule:

  1. The superintendent and designee shall be notified.
  2. Taking necessary safety precautions, any staff member shall do everything in their power to correct the emergency as need dictates.
  3. If unable to correct and/or control the emergency, staff members shall report emergency situations to local emergency agencies and/or maintenance staff, immediately.

Adopted: 6/09
Reviewed: 5/15
Revised: 11/12; 1/14
Related Policy (Code #): 901.9
Legal Reference (Code of Iowa): §§ 26.3; 280.3, .14; 297.8 (2013)

902.8 - Facilities and Sites Adaptation for Persons with Disabilities

 

 

 

The board recognizes the need for access to its facilities and sites by persons with disabilities.

School district facilities and sites currently in use will be modified to be accessible to persons with disabilities, unless the alteration would cause an undue hardship for the school district. Renovated and new facilities and sites will be accessible to persons with disabilities.

It is the responsibility of the superintendent, or designee, to take the necessary action to ensure school district facilities and sites are accessible to persons with disabilities.


Adopted: 6/09
Reviewed: 11/12; 1/14
Revised: 5/15
Related Policy (Code #): 102; 603.3
Legal Reference (Code of Iowa): 29 USC §§ 621-634 (2012);
42 USC §§ 12101 et seq (2012);  Chs 104A; 216 (2013)
ADA Code: 4.14-Entrances

902.9 - Lease, Sale, or Disposal of School District Facilities and Sites

 

 

 

Decisions regarding the lease, sale, or disposal of school district real property are made by the board. In making its decision, the board will consider the needs of the education program and the efficient use of public funds.

Prior to the board’s final decision regarding real property of any value, a public hearing must be held. The board shall adopt a resolution announcing the proposed sale which will contain notice of the time and place of the public hearing and the description of the property or locally known address. Notice of the time and place of the public hearing will be published at least once but not less than 10 days and not more than 20 days prior to the hearing date. Upon completion of the public hearing the board may dispose of the property.

If the real property contains less than two acres, is located outside of a city, is not adjacent to a city, and was previously used as a schoolhouse site the property may revert to the owner of the tract from whom the property was taken following the procedures set forth in Iowa Code §§ 297.15-.25.

In the case of the razing of a school district facility in an amount in excess of the statutory minimum required by law, the board will advertise and take bids for the purpose of awarding the contract for the project.

The superintendent and designee are responsible for coordinating the action necessary for the board to accomplish the lease, sale, or disposal of school district real property including student-constructed buildings. It will also be the responsibility of the superintendent, or designee, to make a recommendation to the board regarding the use of school district real property not being utilized for the education program.


Adopted: 6/09
Reviewed: 111/12; 1/14
Revised: 5/15
Related Policy (Code #): 704; 705.1; 803
Legal Reference (Code of Iowa): §§ 297.15-.25 (2013)

902.10 - Facilities Inspections

 

 

 

A program for annual inspection in addition to those conducted by authorized agencies of the equipment, facilities, and grounds will be conducted as part of the maintenance schedule for school district buildings and sites.

The inspection team will include the chief financial/operating officer, the manager of operations and maintenance, the head custodian, and the responsible school supervisor or administrator of each facility for the respective annual inspection on established facility standards.

The results of this inspection will be reported to the board on an annual basis.  


Adopted: 6/09
Reviewed: 11/10; 11/12
Revised: 1/14; 5/15
Related Policy (Code #): 902.1; 802
Legal Reference (Code of Iowa): §§ 279.8 (2013)

902.11 - Asbestos Containing Materials

 

 

 

Friable and non-friable asbestos containing materials will be maintained in good condition and appropriate precautions will be followed when the material is disturbed. If there is a need to replace asbestos it will be replaced with non-asbestos materials. The district will maintain a copy of the asbestos management plan.

The district will annually notify, appoint, and train appropriate employees as necessary for asbestos management and containment.


Adopted: 6/09
Reviewed: 11/12; 1/14
Revised: 5/15
Related Policy (Code #): 403.4; 802; 902.1
Legal Reference (Code of Iowa): 20 USC 3601 et seq (2012);
40 CFR Pt 763.84 (2012); 279.52-54 (2013)