1.  Major Maintenance and Non-Bond Capital Projects Identified in the Annual Budget

The district shall identify Major Maintenance and Non-Bond Capital Projects to be included in the annual budget.  At the beginning of each fiscal year, before proceeding with the construction work, the district will issue an informative memo to the board regarding the major maintenance and non-bond capital projects identified in the budget.  The memo will provide a description of the scope, budget, and need for the projects.  These projects will be carried out following district policies and procedures. 

2.  Major Maintenance and Non-Bond Capital Projects Not Identified - Funded by Non-Project Specific Funds Allocated in the Annual Budget

The board shall be informed of all Major Maintenance and Non-Bond Capital Projects with estimated costs at or above $100,000, which have not been previously identified in the annual budget, but make use of those non-project specific funds allocated in the budget.  The district will issue an informative memo to the board providing a description of the scope, budget, and need for the project before proceeding with construction of the work.  Major Maintenance and Non-Bond Capital Projects with estimated costs below $100,000 shall be carried out following district policies and procedures.

3.  Major Maintenance and Non-Bond Capitol Projects Not Identified – Require Use of Funds Not Allocated in the Annual Budget

The board shall be informed of all Major Maintenance and Non-Bond Capital Projects with estimated costs at or above $100,000 which require use of funds not allocated to Major Maintenance or Non-Bond Capital annual budgets.  The district will issue a memo to the board requesting approval and funding for the project.  The memo shall provide a description of the scope, budget, and need for the project and shall identify the source of funds requested.  An Action Item and Resolution regarding the project and the requested use of funds shall be presented to the board for approval before proceeding with construction of the work.  Major Maintenance and Non-Bond Capital Projects that have not been identified in the budget and have estimated costs below $100,000, and which require use of funds not allocated in the budget, shall be approved by the superintendent and carried out following district policies and procedures.

4.  Major Maintenance and Non-Bond Capital Projects Requiring Use of Emergency Funds

The board shall be informed of all Major Maintenance and Non-Bond Capital Projects with estimated costs at or above $100,000 which require use of emergency funds.  The district will issue a memo to the board requesting approval and funding for the project.  The memo shall identify the emergency, provide a description of the scope of work and estimated costs.  An Action Item and Resolution regarding the project and the requested use of funds shall be presented to the board for approval.  If the emergency is of such a nature that immediate action is required, the facilities services department will proceed with the project and follow-up with a memo to the board.  The board memo shall explain the emergency, scope of the project, estimated cost, actions taken to date, and the next steps required to complete the work.  An Action Item and Resolution regarding the project and the requested use of funds shall be presented to the board for approval.

Major Maintenance and Non-Bond Capital Projects with estimated costs below $100,000, which require use of Emergency Funds, shall be approved by the superintendent and carried out following district policies and procedures.

5.  Operational Emergency Procedures     

Whenever a district facility, especially a school, faces the loss of heat, water, electricity, sewer service or experiences indoor air quality issues due to hazardous conditions, the building or site administrator will ensure that proper steps are taken to deal with the emergency and minimize its effect on students and staff.

A. Emergency Procedures

1.  Operational Emergencies include:

     a.  Failure of heating system

     b.  Loss of water service

     c.  Broken water, steam, or gas lines      

     d.  Loss of electrical service

     e.  Loss of sewage service

     f.  Compromised indoor air quality due to hazardous conditions

2.  Immediate Action

     a.  The building or site administrator, custodian or other responsible person, will take action to evacuate students from any area in which an operational failure is considered dangerous.

     b.  The building custodian will turn off any service system and/or equipment that might be damaged or cause damage.

     c.  The building custodian will notify the building/site administrator and the maintenance department who will inform the facilities services  department administrators.

     d.  Should an operational emergency occur during non-school, evening or  weekend hours, all calls will be directed to the security department who will contact the on-call facilities services personnel who will make the necessary arrangements to contain the problem until the appropriate course of action can be taken.

B. The following administrators/departments will be responsible to take the necessary actions to correct the problem:

1. Facilities Services Department

a.  If the system failure involves an external utility, the appropriate organization will be notified.  All facilities services administrators will be notified and the designee will keep the building administrator informed of the progress that is being made towards solving the problem and will notify the assistant superintendent.

b.  If the system failure is internal, a maintenance crew will be dispatched to the site immediately.  The ranking mechanic will make his/her presence known to the custodian and building administrator and will be the spokesperson and point of contact for the crew.

c.  If an internal system failure cannot be corrected at once, the maintenance supervisor will be notified and will go to the site.

d.  If the maintenance supervisor and building administrator determine that the system failure could adversely affect the operation of the school or building, the facilities services administrators and the assistant superintendent will be notified.

e.  In the event of an electrical power failure which disrupts phone services, the security department will be asked to dispatch a car to the site and establish radio contact or cellular phone service from the school office to the security office. 

2. Building Principal/Site Administrator

During any operational failure, the principal or building administrator will make certain she/he is in contact with the administrators of the facilities services department.  The principal will keep the staff and students appropriately informed about the failure.

3.  Assistant Superintendent

a.  Upon learning of a systems failure, the assistant superintendent will discuss the seriousness of the problem with the administrator in charge of facilities services and the building administrator.  The assistant superintendent will also notify the superintendent and the appropriate executive director.

b.  The assistant superintendent will notify the director of transportation and the director of nutrition services if it appears possible that classes will be cancelled or moved to a different site. The principals of potential receiving schools will also be notified.

c.  The superintendent, assistant superintendent, executive director and principal shall confer on the appropriate course of action.  The superintendent is solely responsible for any decision involving cancelling of classes, closing school or shifting students to other sites. 

Highline School District 401
Adopted by the Board: September 1992
Revised by the Board: 06.11