LM May.2021

Annual, 3-year, and Multi-Year Facilities Planning

Once the facilities plan has been developed, including time-frames for completing specific projects, it is best for the committee to have a set schedule to review and update the plan. The committee is not meant to have day-to-day involvement in specific projects, so it should be sufficient for the committee oversight to take place annually or every six months. If the district is engaged in major construction, the committee may need to meet more frequently or even monthly. For more routine types of monitoring, however, a committee might meet twice a year - in August to review the summer work that was completed, and again in January to update the plan and prioritize work needed for the upcoming summer. The Operations and Maintenance Director for the district can provide monthly or quarterly updates for the Board of Education via a regular report for meetings of the Board of Education. Bidding Threshold Keep in mind that, unless a school district has set a bidding threshold at a different level, formal bids must be obtained for projects that cost $25,000 or more. Except in true emergencies, it is best practice to obtain multiple quotes when making purchases for items costing less than $25,000. Obtaining bids or quotes ensures the district is getting the best value for the dollars spent. Hiring an Architect, Engineer or Construction Manager It is essential that districts involve architects and engineers in any major work involving a school district’s facilities. Schools and districts are subject to many regulations, including those regarding health/life safety, and architects and engineers provide indispensable expertise to guide planning, bidding and execution of projects. If your district has a prior relationship with an architect or engineer, then you may continue to use them for any subsequent projects that you choose. If you face an emergency situation that requires an architect, then you may engage an architect to work with the district for that situation and bypass the formal selection process. If you do not have a prior relationship with an architect or engineer or are seeking to engage a new architect/engineer, you will need to follow a specific process to select and hire an architect or engineer. Detailed explanations, resources and links to appropriate statutes are available at http:// illinoisqbs.com/. The following steps outline the process:

Districts should have short, medium and long-range facilities plans so that projects can be prioritized, and appropriate budgeting and funding can be secured. Districts can plan for immediate needs and issues, projects that need to be done in the next year or next few years, and major projects or anticipated maintenance such as roof or parking lot work, HVAC replacements, or major construction. Facilities plans should include the building or site for each project, a brief description, estimated cost of the project, potential sources of funding for the project and the timeframe for completion. Facilities plans should be based on: The district’s strategic plan, the most recent 10-year HLS report, enrollment projections and input from district personnel, the Board of Education, parents, students, coaches, community organizations and other stakeholders. After a comprehensive Districts should have short, medium and long-range facilities plans so that projects can be prioritized, and appropriate budgeting and funding can be secured plan is developed, it should be routinely monitored, reviewed and updated. To this end, it is often helpful to have a committee that oversees the development of the facilities plans and its implementation, and regularly reviews the progress made toward goals. The facilities committee may be composed of board members, the district’s operations and maintenance director, school principals, food service director, transportation supervisor, athletic director or other pertinent individuals. Some districts include their district’s architect or engineer or other knowledgeable people from the community as standing members of the facilities committee. Alternatively, districts may choose to invite those individuals to participate as needed. Please note, if two or more board members are on the facilities committee, then each committee meeting must be posted as a special board meeting in order to meet the Open Meetings Act requirements.

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LM May 2021