Building and Site Modifications
Planning Process, Requirements and Form
PURPOSE:
The purpose of this process is to establish a unified approach on how a building is modified, identify the submission requirements, coupled with the approval and priority process. This process is a systematic approach to ensure the safety and integrity of the buildings, grounds, equipment and systems owned by the District are standardized and maintained; while allowing a process for changes and improvements vetted for code compliance, license impacts, asset protection, emergency preparedness and professional appearance and durability. Financial responsibilities for modifications will also be defined.
WHAT IS A MODIFICATION?
A Modification is a physical modification to a facility, it’s specialized spaces, or its components that restores or improves the designed level of function. A modification may consist of, but not limited to, an alteration, addition to, or betterment of a facility that changes its function, layout, capacity or purpose.
WHAT IS THE DIFFERENCE?
TERMS
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DEFINITIONS
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EXAMPLES
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Maintenance
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The act of keeping property or equipment in good condition by making repairs, correcting problems, etc.
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- HVAC repairs
- Plumbing repairs
- Wall and concrete repairs
- Sprinkler repairs
- Environmental health issues
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Planned Maintenance
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Regular scheduled maintenance activities to help prevent unexpected failures.
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- Floor stripping & waxing
- Deep cleaning of restrooms
- Deep cleaning of carpets
- Grounds and irrigation
- Mechanical equipment
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Building Modification
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Any change to the existing structure; interior or exterior.
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- Room remodels
- Installation of gym equipment
- Addition to existing site
- Adding a shade structure
- Changing a lounge or storage room into an office or classroom
- TV’s (requires electrical permits, load analysis, etc.)
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Capital Renewal
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A planned investment program that ensures the facilities will function at levels that commensurate with the academic priorities and missions of the District.
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- Roofing
- End of life equipment
- Building Refresh
- Track & Field replacements
- Additions to Existing Buildings
- Infrastructure
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The Facility Master Plan, the Building Modification Process and the Capital Improvement Plan, all work together, simultaneously.
Building Modification & Capital Improvement Process
In accordance to Board Policy FBC, FBC-R, and DAA Prioritization of Facility Improvements; each project will be categorized utilizing the matrix outlined and approved by the Board of Education.
Project Submission Workflow, Roles and Responsibilities:
[1] Requester / Applicant:
- Outline project proposal, provide supporting documentation; such as data, needs, proposed footprint alterations,
- Discuss proposal with your immediate leadership
- Submit information via Building Modification Process Link
[2] Approval: Administrator, Program Director, Zone Superintendent:
- Project evaluation;
- Include any additional supporting information
- Identify funding options
- Approve / Deny Project
- Discuss Approved submittal with Zone Superintendent / Program Executive Director
[3] Zone Superintendent / Program Executive Director
- Assess zone feasibility / alternatives
- Review funding options within the site / zone.
- Approve / Deny Project
[4] Team Projects Review
- Review Scope
- Feasibility / Alternatives and Impact Analysis
- Code Compliance
- Permits / License
- Proposed Budgets
- Identify clarifying questions / address
- Identify cross-functional department involvement
- Project Sourcing: Internal/External
- Funding Source
[5] Prioritization Matrix
- Project evaluation;
- Include any additional supporting information
- Identify funding options
- Approve / Deny Project
- Discuss Approved submittal with Zone Superintendent / Program Executive Director
[6] Funding Sources
- Site Funded
- Zone Funded
- Grant Details
- Intent to submit filed & approved
- In this grant matching - % or $
- Mill Levy Override
- Future: Bond
- Annual Capital
- General Fund
- Funds ILO Land
- Donations
- Other
Final Recommendations: Recommendations will be presented to the Executive Director of Facilities & Operations AND the Chief Financial Officer for Final Approval by the Superintendent.
As the District continues to grow exponentially, it is crucial that we move forward with a unified process that provides leadership the capability of making data driven decisions, that focuses on academic priorities and deferred maintenance, while remaining financial stewards of taxpayer monies.
BUILDING MODIFICATION FORM SUBMISSION