G.1 BUILDING AND PROPERTY INFRASTRUCTURE
Policy:
As the custodians of Provincial Facilities, The Red River Valley Board of Trustees, by way of a building and property infrastructure plan, will provide a safe and well-maintained environment for students and staff.
Protocol:
All procedures will promote a quality and equitable standard across the division by use of thorough and long range planning, and taking into consideration new directives and trends, educational and fiscal responsibilities and both the Board and Educational Strategic Plans
Procedure:
1. Local School Capital “D” Funds (Tier 1)
· Applies to all expenses of #850 budget category throughout the course of the year.
· Each expense will be communicated to the Transportation & Maintenance Department.
· Upon approval, the Transportation & Maintenance Department will issue an authorization number. This authorization number is to be recorded on the Purchase Order for this expense.
· Direction will be communicated to schools from the Transportation & Maintenance Department as to how and when to proceed.
Timelines:
Each project will be dealt with on an individual basis and in a timely fashion.
2. Divisional “Building and Property Infrastructure Plan (BPIP)” Funds (Tier 2)
· Applies to all expenses for projects recommended by the senior administration and approved by the Board which are not covered by the Capital D budget category and provincial 5-year Capital Plan.
· Senior Administration to tour all schools and sites to collect initiatives.
· Senior Administration to compile and present BPIP list to the Transportation & Maintenance Committee with a recommendation for priorities.
· Transportation & Maintenance Committee to present BPIP list and recommended priority projects to Board of Trustees. Upon acceptance of the prioritized projects, Senior Administration will proceed.
· Items remaining on the list will be re-evaluated the following year.
· The Board of Trustees may choose to proceed with certain projects by separate Board motion.
Timelines:
October
· School tours to collect initiatives and compile list.
· Report back to school on completed list.
· Senior Administration creates prioritized list.
November
· Compiled list with priorities identified is presented to the Transportation & Maintenance Committee.
· Presented to the Board of Trustees by Transportation & Maintenance Committee.
· Approval of projects by Board of Trustees.
January – March
· Board to establish budget amounts for BPIP Funds for the following fiscal year.
3. Provincial 5-Year Capital Plan
· Applies to expenses for projects approved by the provincial Public School Finance Board (P.S.F.B.).
· Senior Administration to tour all schools and sites to collect initiatives.
· Senior Administration to compile and present a list of 5-year Capital Plan projects as information, in conjunction with the BPIP list, to the Transportation & Maintenance Committee with a recommendation for priorities within our division each fall.
· Senior Administration will forward an updated list which includes any additional 5-year Capital Plan projects that arise during the course of the year to the Transportation & Maintenance Committee in the spring.
· The completed list of projects will be discussed at the Transportation & Maintenance Committee in spring and the recommended projects will be forwarded to the Board for approval in spring of each year.
· Senior Administration, using the appropriate provincial forms for the 5-year Capital Plan, will submit it to the P.S.F.B.
Timelines:
October
· School tours to collect initiatives and compile list.
· Senior Administration creates prioritized list.
November
· Compiled list with priorities identified is presented to the Transportation & Maintenance Committee and forwarded to the Board of Trustees as information through the committee minutes.
January – June
· Senior Administration will monitor the division for potential alterations to the 5-year Capital Plan.
· Senior Administration will compile a draft list with priorities to the Transportation & Maintenance Committee in late spring.
· Transportation & Maintenance Committee will forward a recommendation for the approval of the 5-year Capital Plan submission, to the Board of Trustees in late spring.
· Board of Trustees will approval the final list of projects that will be reported to the P.S.F.B. in late spring.
· Senior Administration will complete the appropriate forms and submit to the province according to stipulated timelines.
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