The Board of Directors 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 these administrative procedures. Based on the estimated cost of the proposed modification, either a competitive quote or competitive bid will be required for all projects.

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 (Refer to Policy 901.8-E).
    
2. Submission of the Structure and Site Modifications Application for the requested modification project should be submitted prior to January 1st. The project description shall include:
   
   1. Explanation of project fit within the district’s mission and strategic goals;
   2. Benefits 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 the completed 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 Directors will receive report summaries of approved projects and will formally approve all donations per Policies 802.7 and 1005.5.
    
6. District equipment and facilities are not available for use by project workers because of liability issues.

Adopted: 1/14
Reviewed: 5/15; 2/19
Revised: 4/22
Related Policy: 802.7; 901.8; 901.8-E; 1005.5; 1005.5-R

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Schools or employees, 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/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 the 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, etc.)
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, drawings, 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; 2/19; 4/22
Related Policy: 802.7; 901.8; 901.8-R; 1005.5; 1005.5-R