BUSINESS SECTION Policy:

4.30

CAPITAL IMPROVEMENT PLANNING AND FACILITIES DEVELOPMENT

The School Board’s obligation is to provide facilities of the kind and size that will best support
and accommodate the division’s educational program for the current and projected enrollment.
The goals of the capital improvement and facilities development program are:

• Facilities will offer safe, comfortable, accessible, efficient, secure and attractive spaces to
accommodate and facilitate the organizational and instructional patterns that best support
the division’s educational philosophy, instructional goals and current and projected
enrollment.

• Educational specifications for new buildings and those undergoing extensive remodeling
will be developed with a high level of input from the full staff and the community.

• Provision will be made for the systematic maintenance of major and critical building
infrastructure components and scheduled renewal of school facilities.

• Building design and construction will decrease maintenance costs and conserve energy,
consistent with current and future budgetary considerations. These two factors will also
be given special consideration in the renovation of buildings.

• All facilities will fully comply with all building codes and with the access requirements
specified in the Americans with Disabilities Act, section 504 of the Rehabilitation Act of
1973, and related federal regulations.

The Falls Church School Board will maintain an updated property acquisition priority statement,
which will be issued as a regulation to this policy.

Annual Capital Improvement Program

The Superintendent shall present to the School Board annually a five-year Capital Improvement
Program (CIP) which will include recommendations regarding timing, location, costs and
savings associated with new building requirements and restoration and renewal of existing
school facilities.
The Superintendent’s report will:

Adopted: 4/26/00 Revised: 02/27/07

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Falls Church City Public Schools
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 BUSINESS SECTION Policy:
4.30

1. Provide five year enrollment projections prepared under the direction of the
Superintendent and which have been reviewed and revised annually.

2. Provide an assessment for all school facilities related to building renewal,

reconfiguration or expansion to meet educational program needs.

3. Identify interim and long-term options that address the identified needs.

4. Articulate a rationale for recommended solutions.

5. Provide, for each recommended building project:

• The one-time and future budgetary needs related to the capital projects
that will impact the operating budget.
• A cost estimate that achieves compliance with approved educational
specifications and includes all project costs.
• A scope of work for each building project which is in the first (funded)
year of the CIP (e.g., number of rooms, extent of building system
improvements).
• A time line for each project.

6. Prioritize the recommended projects upon School Board request.

7. Identify a financing plan for the improvements and any other information
required by the City of Falls Church.

The School Board will annually review the facilities needs of the school system in its
deliberations on the CIP. The adoption process for the Capital Improvement Program, including
Falls Church Planning Commission review and recommendation and City Council adoption, is
defined in Policy 4.8 Annual Budget.

Comprehensive Facility Needs Analysis

Adopted: 4/26/00 Revised: 02/27/07

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Falls Church City Public Schools
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 BUSINESS SECTION Policy:
4.30

The Superintendent and staff will use a systematic and comprehensive planning process for the
development of recommendations regarding facilities to meet the capital needs of the school
system. When deemed necessary by the School Board, a comprehensive long term facility
analysis may be conducted. The Board, in its sole discretion, may obtain assistance either
through an appointed advisory group representing the full complement of community interests
and/or hiring professional consultants.

The facility analysis may include:

a. space and staff requirements for programs;

b. enrollment projections beyond the length of the five-year capital improvement plan;
c. the feasibility and need for construction and/or renovation;
d. utilization of existing facilities;
e. potential closure of existing facilities;
f. the usefulness of acquiring adjacent properties;
g. input from the community concerning school facilities and the capital improvement plan;
h. review previous similar projects for relevant information.

School Board Action

Renewal/replacement/modernization projects occur within existing facilities and are performed

on major building systems to maintain safe, secure and comfortable learning environments.

a. Renewal projects below $30,000: renewal projects which cost less than $30,000 are
included in the operating budget, which is approved by the School Board.

b. Projects from $30,000 to $50,000: renewal or construction projects which cost between
$30,000 and $50,000 are included in the capital improvement budget which is approved by the
School Board.

c. Projects from $50,001 to $250,000: renewal or construction projects which cost

between $50,001 and $250,000 are included in the capital improvement budget which is
approved by the School Board. In addition, the School Board will approve the contract for such
projects, and will require reporting of progress and successful completion. If a cost variance
which exceeds the approved amount develops, the School Board will require additional reporting

Adopted: 4/26/00 Revised: 02/27/07

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Falls Church City Public Schools
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 BUSINESS SECTION Policy:
4.30

and must approve the cost variance.

d. Approved capital construction projects above $250,000: capital construction projects

which cost above $250,000 are included in the capital improvement budget which is approved
by the School Board. In addition, the School Board shall review and approve all
architect/engineer contracts, schematic and final building plans, and construction/renewal
contracts for all projects included in the adopted CIP. See Policy 4.30.1 Individual
Construction/Renewal Project.

For each capital project, the School Board shall receive an updated project budget for approval
at the time of construction contract award. In addition, the School Board shall receive periodic
written reports on the physical and fiscal progress of all funded projects in the CIP. Close out
evaluation reports on each major construction project or renewal shall be presented to the School
Board. The evaluation report shall contain fiscal, timelines of completion, and building user
information.

Legal References: Code of Virginia, 1950, as amended, Sections 22.1-78, 22.1-79(3); Virginia
Department of Education, School Planning Manual; Rehabilitation Act of 1973, 42 U.S.C.
Section 504; Americans with Disabilities Act of 1990, 42 U.S.C. Sections 12101-12213.

Adopted: 4/26/00 Revised: 02/27/07

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Falls Church City Public Schools
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