F - Facilities Development

SECTION F: FACILITIES DEVELOPMENT

FA - Facilities Development Goals

SECTION F: FACILITIES DEVELOPMENT

File FA

FACILITIES DEVELOPMENT GOALS

The Board recognizes that healthy and safe facilities are important functional components of the education process. Facilities developed by the School Division should reinforce the educational programs and meet the needs of students by allowing for a variety of teaching arrangements and techniques.

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FAA - Facilities Development Prioritization Process

SECTION F: FACILITIES DEVELOPMENT

File FAA

FACILITIES DEVELOPMENT PRIORITIZATION PROCESS

In line with the objectives of the Division, the Board will endeavour to provide and maintain functional educational facilities. Staff will annually review and update the Five-Year Capital Projects Plan, and also identify Capital D requirements and expenditures for the Board’s consideration and approval.

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FB - Facilities Planning

SECTION F: FACILITIES DEVELOPMENT

File FB

FACILITIES PLANNING

The usual procedure for the planning of school facilities by the Portage la Prairie School Division follows the established line of action as listed below.

1. A need for new or additional facilities or renovations is identified by staff and the project is placed on the School Division’s Five-Year Capital Plan submitted annually to the Public Schools Finance Board.

Every fall the Public Schools Finance Board begins its prioritization process and determines which projects are to be accepted for in-depth assessment and prioritization for their ensuing year’s budget period. Consultation with the Division is undertaken prior to a decision being made on projects to be accepted for assessment by the Public Schools Finance Board.

Once the project is accepted, it is referred to a Public Schools Finance Board project leader for an in-depth initial assessment, following which a recommendation is made to accept/not accept the project for inclusion in their (PSFB) budget.

If recommended following assessment, the project is then included in the Public Schools Finance Board budget for Treasury Board approval.

Following Treasury Board budget approval, the project leader conducts a final assessment of the project and recommends to the Public Schools Finance Board that a ministerial award be prepared.

The ministerial award authorizes the School Division to hire an architect or equivalent to prepare schematic plans for Public Schools Finance Board approval.

Sketch plans are received by the project leader and a report is submitted to the Public Schools Finance Board approving the plans and authorizing the School Division to proceed to the working drawing stage.

The School Division then submits working drawings and the project leader prepares a report to the Public Schools Finance Board for the approval of the plans and authorization for the Division to tender the project.

The School Division sends tender results to the Public Schools Finance Board for approval.

The Public Schools Finance Board authorizes support of the low bid or of the formula (whichever is the lesser amount). The project leader prepares the Final Support Analysis.

Building of the new school or addition or renovation begins.

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FBA - Facilities Planning Advisors and Consultants

SECTION F: FACILITIES DEVELOPMENT

File FBA

FACILITIES PLANNING ADVISORS AND CONSULTANTS

The Board may choose planning advisors and consultants to aid in making decisions regarding new facilities, major renovations, replacements of systems, or dealing with inadequate environmental conditions in schools. Advisors or consultants usually include such persons as architects, engineers, Senior Administrators, Teachers and staff from the school concerned, and may also include members of the local Advisory Council for School Leadership or equivalent.

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FBB - Enrolment Projections

SECTION F: FACILITIES DEVELOPMENT

File FBB

ENROLMENT PROJECTIONS

Past and present student enrolments provide important information regarding the utilization of school facilities. Enrolment projections allow for planning and provide substantiating evidence warranting the provision of future facilities. For that purpose, five-year projections are determined annually by the Superintendent with the cooperation of the School Principals.

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FC - Facilities Maintenance Program

SECTION F: FACILITIES DEVELOPMENT

File FC

FACILITIES MAINTENANCE PROGRAM

Under its Capital Support Program, monies are approved and provided by the Public Schools Finance Board to encourage school divisions to perform maintenance that will prolong the life of building components to prevent major capital expenditures in the future. This capital grant (Section D) is spent at the discretion of the School Division on eligible minor capital projects.

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FD - Educational Specifications

SECTION F: FACILITIES DEVELOPMENT

File FD

EDUCATIONAL SPECIFICATIONS

The development of new facilities or remodeling of existing facilities shall have as its foremost guidelines those considerations which are based on the educational philosophy and the goals and objectives of this Division.

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FDA - Selection of Architect or Equivalent

SECTION F: FACILITIES DEVELOPMENT

File FDA

SELECTION OF ARCHITECT OR EQUIVALENT

The architect or equivalent for the planning of facilities or for renovations to facilities will be chosen by the Board, from a list recommended by the Public Schools Finance Board.

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FDB - Construction Cost Estimates and Determinations

SECTION F: FACILITIES DEVELOPMENT

File FDB

CONSTRUCTION COST ESTIMATES AND DETERMINATIONS

The Board expects the architect or equivalent to present to the Operations Committee an estimate of the cost of the facilities under consideration.

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FE - Site Acquisition Procedure

SECTION F: FACILITIES DEVELOPMENT

File FE

SITE ACQUISITION PROCEDURE

With community input, the Board will determine the most suitable site for the facility construction or renovation, and inform the Public Schools Finance Board of the decision. (PSA 61, 62)

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FEA - Construction Contracts Bidding/Tenders and Awards

SECTION F: FACILITIES DEVELOPMENT

File FEA

CONSTRUCTION CONTRACTS BIDDING/TENDERS AND AWARDS

The final specifications for a project are approved by the Public Schools Finance Board. The offer to tender, based on the specifications, is advertised by the architect or equivalent in the Winnipeg Builders Exchange, the Brandon Builders Exchange and/or other appropriate places. An analysis of the tenders received is prepared by the Division architect or equivalent. The contractor submitting the lowest bid is usually selected by the Board and recommended to the Public Schools Finance Board. If the lowest tender is not selected, the Board must provide a rationale to the Public Schools Finance Board. The Division is then advised of the final support extended to the project, including professional fees and allowances for land and furnishings.

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FEB - Supervision of Construction

SECTION F: FACILITIES DEVELOPMENT

File FEB

SUPERVISION OF CONSTRUCTION

It is the responsibility of the architect or equivalent to supervise construction as necessary. The Board expects the Supervisor of Operations to follow construction developments and report to the Board periodically.

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FEC - Construction Project and insurance Program

SECTION F: FACILITIES DEVELOPMENT

File FEC

CONSTRUCTION PROJECT AND INSURANCE PROGRAM

The contractor is responsible for obtaining a bid bond, performance bond and liability insurance cover for construction projects. The Division must supply property insurance if facilities renovations are being done. In the case of construction of new facilities, the contractor supplies property insurance until the Board takes possession. (M.R. 468/88-43)

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FED - Construction Project Records and Reports

SECTION F: FACILITIES DEVELOPMENT

File FED

CONSTRUCTION PROJECT RECORDS AND REPORTS

The architect or equivalent shall be responsible for compiling progress reports to enable the Board to collect monies from the Finance Branch of Manitoba Education to meet progress payments to the contractor.

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FF - Board Inspection and Acceptance of new Facilities

SECTION F: FACILITIES DEVELOPMENT

File FF

BOARD INSPECTION AND ACCEPTANCE OF NEW FACILITIES

The Board’s appointed planning committee shall inspect new facilities with the Supervisor of Operations, the architect or equivalent, and the general contractor for the completed facility. The Board will accept the new facility when satisfied with the work done.

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FG - Special Dedications and School Ceremonies

SECTION F: FACILITIES DEVELOPMENT

File FG

SPECIAL DEDICATIONS AND SCHOOL CEREMONIES

Dedications

The dedication of a school facility is an important matter that deserves thoughtful attention. The Board will establish an orderly process to be followed in each instance. Temporary popularity, political pressure, favoritism, or personal prejudice should not influence the choice of a name.

From time to time the Trustees may choose to recognize outstanding service to the youth of the Portage la Prairie School Division by dedicating or naming an appropriate area (i.e. playground, library, gymnasium, auditorium, etc.) including installing a plaque or tablet in honor of some exceptional individual(s) who have unselfishly given their time and energy in promoting excellence in education.

It is the policy of the Portage la Prairie School Division that the names of existing Division structures will not be changed. Historical preservation and respect for our traditions are a key component in honoring our past. Exceptions may occur in the case of amalgamation or reorganization of the School Division facilities.

A dedication request shall be placed on the respective agenda of the appropriate Board committee meeting for discussion and recommendation.

Ceremonies

If the School Board approves a dedication recommendation, a formal dedication will follow as soon as is practical. The ceremony should encompass a presentation of an official media proclamation and the placement of an appropriate plaque to commemorate the individual’s significant contribution to the Portage la Prairie School Division. A certain sensitivity and common sense must be reflected in the timing of any public recognition.

The Board intends to involve the community in the dedication of new or renovated School Division facilities. The Board will attempt to bring together the following groups of people at the dedication ceremony:

	governmental authorities (Reeve, Mayor, Manitoba Education officials);
	architects or equivalents;
	the contractor;
	Division personnel;
	staff and students of the school;
	Trustees;
	members of the local Advisory Council for School Leadership or equivalent;
	parents and community members;
	local media.

This list serves as a guideline and is not intended to be restrictive. Banquets, guided tours, guest speakers, or presentations could be incorporated into the dedication program.

School Ceremonies Support

Special school ceremonies such as homecomings, school closings, openings, or significant anniversaries may receive funding (to a maximum of $500) and/or other forms of support as determined by the Board upon request.

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FH - Temporary School Facilities Rental

SECTION F: FACILITIES DEVELOPMENT

File FH

TEMPORARY SCHOOL FACILITIES RENTAL

The Board shall acquire the use of such temporary school facilities as it deems necessary until the proper facilities are available. [PSA 72(2)] [PSA 74(1)]

See also: FJ

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FI - Facilities Renovations

SECTION F: FACILITIES DEVELOPMENT

File FI

FACILITIES RENOVATIONS

Major renovations to school facilities come under the same general procedures as the planning for facility construction. (See FB - FG)

The Public Schools Finance Branch will determine if a particular project falls under the heading of major renovation. Major renovations are usually considered to be those that affect several instructional spaces. They consist of projects that involve a combination of structural, mechanical, and instructional factors, and that affect a significant portion of the school building.

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FJ - Facilities Acquisition and Alterations

SECTION F: FACILITIES DEVELOPMENT

File FJ

FACILITIES ACQUISITION AND ALTERATIONS

Section 74(1) of the Public Schools Act specifies that…"subject to the regulations, a school board shall not do any of the following without the approval of either the Minister or the Finance Board:

1. purchase, lease, or otherwise acquire a building or part of a building to be used for instructional purposes;
2. erect, enlarge, or remodel a building or part of a building to be used for instructional purposes;
3. enter into a contract for any purpose described in clause (a) or (b).

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