DISCUSSION/ACTION
8.2
MONTGOMERY COUNTY BOARD OF EDUCATION
Rockville, Maryland
December 7, 2010
MEMORANDUM
To:
Members of the Board of Education
From:
Shirley Brandman, Chair, Board of Education Policy Committee
Subject:
Final Action, Policy FKB, Modernization/Renovation
On July 8, 2010, the Montgomery County Board of Education tentatively adopted the revised
Policy FKB, Modernization/Renovation. The tentatively adopted policy was distributed for
public comment. One comment was received from the Montgomery County Council of Parent
Teacher Associations that expressed overall support for the updated policy and requested
changes to further clarify the Board’s commitment to maintain all school facilities in conditions
that maximize learning opportunities for every student. Additional language was requested to
specify building systems to be maintained and guidelines to determine when a modernization is
necessary.
Members of the Board of Education Policy Committee further discussed Policy FKB,
Modernization/Renovation, on November 16, 2010, and reviewed the public comment. The
Policy Committee recommended changes to the tentatively adopted policy that are reflected in
the committee recommended draft as Attachment A. The public comment is summarized in
Attachment B. The original public comment is included as Attachment C, and the draft for
public comment is included as Attachment D.
The following resolution is provided for your consideration:
WHEREAS, The title of Policy FKB, Modernization/Renovation does not accurately reflect the
contents of the policy and should be renamed; and
WHEREAS, Policy FKB, Modernization/Renovation, sets forth guidelines to establish a
systematic approach for replacement of building systems and facilities for Montgomery County
Public Schools; and
Members of the Board of Education
2
December 7, 2010
WHEREAS, The draft of Policy FKB, Modernization/Renovation, was tentatively adopted by the
Montgomery County Board of Education on July 8, 2010, and sent out for public comment; and
WHEREAS, The Montgomery County Board of Education has received one comment and the
Board of Education Policy Committee’s recommendations; now therefore be it
Resolved, That the Montgomery County Board of Education rename Policy FKB to “Sustaining
and Modernizing Montgomery County Public Schools (MCPS) Facilities”; and be it further
Resolved, That the Montgomery County Board of Education adopt Policy FKB, Sustaining and
Modernizing Montgomery County Public Schools (MCPS) Facilities, as updated in the attached
committee recommended draft.
Present at the Board table for the discussion are Mr. James Song, director, Department of
Facilities Management; Mr. Bruce H. Crispell, director, Division of Long-range Planning;
and Mrs. Stephanie P. Williams, director, Department of Policy, Records, and Reporting, Office
of Shared Accountability.
SB:hp
Attachments
Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
1 Related Entries:
2 Responsible Office: Chief Operating Officer
3 FAA, FAA-RA
Facilities Management
4 5 6 Modernization/Renovation Sustaining and Modernizing Montgomery
County Public Schools (MCPS) Facilities
7 8 A.
PURPOSE
9 10 To affirm the Board of Education’s (Board) commitment to
11 maintain all school facilities in conditions that maximize
12 learning
13 Sustaining
Montgomery
14 facilities
is
15 maintenance programs that renew facilities on a life cycle
16 replacement
basis.
17 accomplished
by
18 older facilities that have reached the end of their life,
19 and
20 based on their relative condition.
opportunities
placing
for
every
County
Public
accomplished
by
Modernizing
pursuing
these
student
the
schools
in
in
the
county.
Schools
(MCPS)
pursuing
MCPS
systematic
a
queue
for
systematic
facilities
assessment
is
of
modernization
21 22 To
23 approach for replacement of building systems and facilities
establish
a
facilities
life
span
process
systematic
1 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
24 for Montgomery County Public Schools (MCPS).
25 is intended to that addresses changing educational program
26 standards and deteriorating physical conditions
aging of
27 building
providing
28 appropriate spaces for educational programs and services
29 and
30 environment for students and staff.
systems
at
maintaining
a
reasonable
safe,
cost
secure,
and
The approach
while
healthy
physical
31 32 Many schools were built in the decades between 1950 and
33 1980.
34 and construction methods have been improved, resulting in
35 facilities
36 condition over a longer period of time than was the case
37 with
38 program for well-built schools is critical to ensuring that
39 the
40 infrastructure is preserved.
41 maintenance
42 serve as the primary means for keeping all schools in good
43 condition over the extended life of a facility.
44 same time, the policy recognizes that at some point the
45 useful life-cycle of a facility has been reached and major
46 modernization is necessary.
Since that time many code requirements have changed
older
that
are
school
substantial
and
capable
of
facilities.
taxpayer
systemic
being
A
sustained
rigorous
investment
in
good
maintenance
in
school
This policy recognizes that
replacement
activities
need
to
At the
47 2 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
48 49 50 B.
PROCESS AND CONTENT ISSUE
51 52 BuildingsSchool facilities, building systemscomponents, and
53 equipment
54 attentionmaintenance to achieve their expected useful life-
55 cycle.
56 continuum
57 replacement of building systems to complete, renovation,
58 and modernization of facilities.
all
MCPS
require
views
ranging
various
facility
from
and
continuing
maintenance
as
encompassingroutine
levels
being
on
repairs
of
a
to
59 60 The Board of Education (Board) should determine when funds
61 will be spent on aging school facilities:
62 63 a)
To sustain facilities through routine maintenance
64 of
65 existing physical capabilities.
building
systems.
maintain
the
plant’s
66 67 68 b)
To replacerenew building systems on a systematic
schedule based on the anticipated life-cycle of
3 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
69 these
70 replacement or other means.
systems.
and/or
site
components
by
71 72 c)
To
modernize
facilities
in
accordance
with
an
73 established
74 limitations of the facility can no longer support
75 the educational program or comply with applicable
76 building
77 facility up to current educational and building
78 standards
79 replacement
because
80 environment
or
81 conditions.
queue
codes
when
and
through
overall
physical
regulations.
either
of
an
deteriorated
bring
the
modernization
outdated
or
educational
building
and
site
82 83 C.
POSITION
84 85 The
86 building systems and facilities will:
pursuit
of
the
systematic
life-cycle
replacement
of
87 88 1.
Enable school facilities to remain in good condition
89 for
90 scheduling
91 replacements.
a
long
period
of
of
time
building
through
system
the
coordinated
repairs
and
These activities are based on routine
4 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
92 maintenance
93 expectancies of various building systems. Examples of
94 the
95 replacement
include
heating,
96 conditioning
systems
(HVAC)
97 roofs, restrooms, information technology systems, safe
98 access to schools, and school security systems.
99 addition
protocols
buildings
systems
numerous
other
and
anticipated
that
lend
themselves
ventilation
and
to
and
mechanical
building
life
systems,
air
systems,
In
covered
100 under the Planned Life-cycle Asset Replacement (PLAR)
101 and Building Modifications with Program Improvements
102 (BMPI)
103 replacement.
capital
programs,
lend
themselves
to
104 105 2.
Allow
the
Board
to
dedicate
appropriate
106 funding
107 facilities stay in good condition.
for
systemic
projects
that
levels
ensure
all
of
MCPS
108 109 3.
Allow
the
Board
to
dedicate
appropriate
levels
of
110 funding to complete modernization of school facilities
111 on
112 limitations of the facility can no longer support the
113 educational program or current building codes.
an
established
queue
when
overall
physical
114 5 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
115 4.
Determination
of
when
a
facility
needs
to
be
116 modernized will be based on the ability of systemic
117 projects to sustain the facility in good condition.
118 If it is determined that systemic maintenance is no
119 longer viable for a school, then it will be added to
120 the
121 modernization
122 Criteria and Testing (FACT) methodology.
next
group
of
schools
using
the
to
be
Facilities
assessed
Assessment
for
with
123 124 5.
Maintain
all school facilities at consistently high
125 operational
126 existing physical plant asset.
levels
and
maximize
the
life-span
of
127 128 D.
DESIRED OUTCOME
129 130 In order to support its educational programs, MCPS will
131 sustain
132 approach
133 while also providing for modernization or replacement of
134 facilities when physical limitations of a facility can no
135 longer support the educational program. MCPS will provide
136 sufficient holding facilities so as to allow modernization
137 of facilities to be scheduled.
the
of
life
of
MCPS
maintaining
facilities
and
replacing
through
a
balanced
building
systems,
6 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
138 139 E.
REVIEW AND REPORTING
140 141 The Educational Facilities Master Plan (Master Plan) will
142 constitute the official reporting on the annual funding of
143 systematic life-cycle replacement of building systems and
144 facilities.
145 taken
146 Council
147 schools in good condition.
by
This document will reflect facilities actions
the
for
Board,
systemic
and
funds
capital
approved
projects
by
needed
the
to
County
sustain
148 149 This policy will be reviewed in accordance with the Board
150 of Education’s policy review process.
151 152 2.
Background
153 154 Following a period of extensive school closures and
155 consolidations
156 Board of Education reactivated a capital program to
157 schedule
the
158 schools
still
159 schools had eliminated many of those in the poorest
160 condition, but the remaining facilities built in the
in
the
1970’s
systematic
in
and
early
modernization
operation.
Closing
of
1980’s
its
more
the
aging
than
60
7 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
161 1950’s and 1960’s have become 30-40 year old school
162 facilities
163 difficult and expensive to maintain.
in
the
1980’s
and
1990’s,
which
are
164 165 The County Council has urged MCPS to consider whether
166 schools must be modernized, or whether some could be
167 renovated
at
a
168 committed
to
using
169 possible
while
170 environment for all children.
171 step-by-step approach to the care and modification of
172 facilities from the time of their construction will
173 continue to be followed.
lower
cost.
its
The
resources
providing
an
school
as
system
is
efficiently
as
appropriate
learning
For these reasons, a
174 175 3.
Applicable Laws, Rules, and Regulations
176 177 The
178 Educational
Facilities
179 facilities
necessary
180 educational programs at reasonable cost.
181 objectives of this policy are to consider the impact
182 of
183 educational programs; to provide adequate school space
184 to
first
facility
goal
of
changes
accommodate
Board
Planning,
to
on
future
Policy
the
FAA,
is
sustain
delivery
improvements
to
Long-Range
provide
high
and
in
the
quality
Among the
equity
of
educational
8 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
185 programs
186 anticipated;
187 buildings must be renovated to continue their use on a
188 cost-effective basis and that modernization to current
189 educational program standards is necessary to maintain
190 program quality.”
and
services
and
to
to
the
extent
these
that
“older
recognize
can
be
school
191 192 State and county fire/life safety and health codes,
193 national standards for accessibility for the physical
194 handicapped,
195 for energy conservation, and applicable rules of State
196 of Interagency Committee for School Construction must
197 be
198 contemplated.
199 Charter of Montgomery County require a comprehensive
200 six-year program for capital improvements, State law
201 requires each county board of education to “maintain
202 throughout its county a reasonably uniform system of
203 public
204 education
205 children.”
Department
considered
schools
and
when
any
of
General
changes
to
Service
criteria
facilities
are
The Annotated Code of Maryland and the
that
equal
is
designed
education
to
provide
opportunity
quality
for
all
(Annotated Code of Maryland, 4-107)
206 207 4.
Definitions
208 9 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
209 a)
Maintenance/Preventive and Routine Repairs refers
210 to, on a day-to-day basis, the ongoing upkeep of
211 property and equipment that includes an annual
212 physical
213 maintenance
214 minor replacement activities necessary to support
215 a safe and healthy environment.
assessment
staff,
as
by
school
and
well
as
repair
the
area
and
216 217 b)
Renovation
is
the
design,
construction,
and
218 equipping process through which a school facility
219 and its systems are renewed and updated to meet
220 county,
221 requirements.
222 building
223 included.
state,
and
federal
codes
and
An addition or major redesign of
spaces
for
program
reasons
is
not
224 225 (1)
Local Capital Projects are specific projects
226 to
227 environments
228 community.
229 handicapped
230 modifications
231 ceiling fans, and school security systems.
232 These
restore
are
and/or
for
improve
students,
school
staff,
and
Examples are modifications for
accessibility,
for
program,
renovation-type
space
installation
projects
of
that
10 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
233 provide minor modifications to a facility to
234 restore/continue
235 educational functionality.
its
physical
and
236 237 (2)
Planned Life Cycle Asset Replacement (PLAR)
238 is
239 facility site components, based on age and
240 condition, in order to anticipate and avoid
241 potential failure, and to prolong the useful
242 life
243 projects are roof replacement and mechanical
244 systems
245 through
246 maintenance
247 nature.
the
comprehensive
of
the
replacement
facility.
Related
rehabilitation
the
capital
projects
of
key
to
projects
PLAR
funded
budget.
These
major
are
renovative
in
248 249 c)
Modernization refers to the design construction,
250 and
251 school
252 educational standards as established by MCPS, and
253 through which its systems are renewed and updated
254 to
255 and requirements.
equipping
process
facility
is
through
brought
which
up
to
an
aging
current
meet school, county, state, and federal codes
Modernization may require an
11 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
256 addition or redesign of space to meet educational
257 program requirements.
258 259 5.
Continuum of Activities
260 261 To maintain and extend the life of facilities, MCPS
262 initiates and follows a continuum of activities from
263 the first day of new school occupancy.
264 shown in parenthesis are intended as suggestions and
265 are not absolutes.
266 be the determining factor.
The timeliness
The condition of the building will
267 268 269 a)
Maintenance/Preventive
and
Routine
Repair
(Occupancy-Onward)
270 271 Preventive maintenance is provided to ensure that
272 a building component or item of equipment will
273 achieve its expected useful life.
274 begins when the item is new and continues until
275 it is replaced or modernized.
276 regular
277 maintenance of systems and finishes, lubricating,
278 checking
operational
for
proper
care
such
This effort
Facilities receive
as
operation,
cleaning
adjusting
and
and
12 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
279 aligning, and identifying items to be repaired or
280 modified.
281 282 Preventive maintenance is accomplished by a team
283 of
284 mechanics, and general maintenance workers.
285 program
286 maintenance
287 expected
288 services.
289 through the operating budget of the Division of
290 Maintenance.
electricians,
is
plumbers,
scheduled
trade.
to
Schools
request
The
and
carpenters,
directed
and
is
The
by
users
preventative
program
heating
each
are
not
maintenance
staffed
and
funded
291 292 Routine maintenance restores items and components
293 to
294 repairs
295 operational to avoid a breakdown.
296 it” repairs may require immediate attention to
297 prevent
298 components.
299 staff,
300 manufacturers’
301 requests.
their
normal
are
operating
made
damage
to
while
the
other
condition.
component
Planned
is
still
“Broken-fix-
building
or
equipment
Repairs are initiated by maintenance
preventive
maintenance
recommendations,
Both
planned
and
and
reports,
schools
“broken-fix-it”
13 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
302 repairs
303 accounts.
are
funded
from
operating
budget
304 305 b)
Renovation
306 307 (1)
Local Capital Projects (5-25 years)
308 309 Capital projects are scheduled to enhance,
310 protect, or restore physical environment in
311 schools.
312 modifications
313 increase
314 of
315 buildings,
316 environmental
317 plumbing systems.
318 may be made to existing spaces/components to
319 allow the educational program or activity to
320 operate effectively and efficiently.
321 capital
322 primarily,
323 facility and probably will
324 needs
325 range.
Recent
to
lights
energy
ceiling
and
in
hazards
such
include
windows
to
installation
non-air
replacement
conditioned
of
as
identified
contaminated
Minor modifications also
projects
of
and
conservation,
fans
to
examples
are
lengthen
facilities
in
not
the
These
intended,
life
of
the
not lessen the
the
30-year-old
School and area administrators and
14 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
326 area maintenance staff identify these needs.
327 These
328 capital budget.
projects
are
funded
through
the
329 330 (2)
Major Maintenance (15-30 years)
331 332 The
333 overhauls
334 components.
335 requests
336 trade/manufacturer
337 analyses
338 comprehensive,
339 major
340 fiscal year.
major
maintenance
or
program
replaces
worn
Based
annual
on
submitted
by
completely
out
by
building
maintenance
principals,
recommendations,
maintenance
technicians,
six-year,
maintenance
plan
and
a
school-by-school
is
developed
each
341 342 Facilities
343 scheduled
344 roofs, mechanical systems, and key facility
345 components
346 lighting,
floor
347 partitions,
as
348 fields,
349 replacement
are
for
evaluated
and
replacement.
such
as
These
classroom
surfaces,
well
fencing,
program,
as
and
components
include
and
hallway
doors
exterior
asphalt,
concrete.
Planned
and
Life
A
Cycle
15 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
350 Replacement
351 replace
352 years.
353 expected
354 facility and may reduce the overall needs of
355 a 30-year-old facility.
356 schools
357 modernization
358 replacement projects, such as PLAR, for the
359 same period.
(PLAR),
components
Major
to
has
been
that
do
replacement
extend
the
identified
not
to
last
30
projects
useful
life
are
of
a
For this reason,
on
schedule
initiated
are
the
six-year
excluded
from
360 361 The program is funded through the capital
362 budget and reduces impact on the operating
363 budget because resources will not be applied
364 to
365 worn out building components/equipment.
continuing,
costly
routine
repairs
to
366 367 c)
Modernization (30-plus years)
368 369 An
370 educational
371 long-term projections for schools in the 30-plus
372 year old range.
373 these factors is developed, with those schools
evaluation
of
standards
physical
are
conditions
reviewed
along
and
with
A ranking of facilities based on
16 of 19 Attachment A
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FKB
374 most
375 improvements assessed for estimated modernization
376 costs.
377 school have impacted the scope of its anticipated
378 modernization, these are identified.
379 life
380 circumstances,
381 buildings.
382 and
383 The superintendent will recommend and the Board
384 of Education will approve and request funds for
385 modernization projects for the six years of the
386 Capital Improvements Program.
in
need
When
of
educational
previous
cycle
cost
it
capital
analyses
may
be
and
physical
projects
at
a
Based on
and
necessary
unusual
to
replace
The Department of School Facilities
Facilities
Planning
develop
this
schedule.
387 388 Public
389 recommendations
390 annual capital budget and CIP process.
391 comments
392 directed
393 Council.
comment
on
to
and
are
the
the
testimony
provided
through
Board-adopted
County
on
Executive
the
the
MCPS
Public
request
and
are
County
394 395 C.
REVIEW AND REPORTING
396 17 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
397 1.
The
superintendent
of
schools,
through
the
annual
398 capital budget process, will review with the Board and
399 the
400 accomplished
401 projects.
402 future
modernization,
403 confirm
or
404 based
405 enrollment
406 schools,
407 factors as appropriate.
public
which
through
For
on
facility
replacement
schools
modify
physical
improvements
identified
an
the
annual
previously
condition,
projections,
outstanding
or
as
planning
been
modernization
eligible
assessment
adopted
educational
available
have
will
schedule
standards,
funds,
issues,
for
holding
and
other
408 409 2.
Because
schools
identified
for
future
modernization
other
six-year
410 are
411 renovation/replacement
412 projects are expected to move forward in a systematic
413 manner
414 extenuating
415 may be moved forward, given priority consideration, or
416 receive other unusual capital remedies until such time
417 as modernization can occur.
excluded
based
on
from
projects,
assessment
circumstances
are
modernization
procedures.
identified,
a
When
project
418 18 of 19 Attachment A
COMMITTEE RECOMMENDED DRAFT
FKB
419 3.
This
policy
will
be
reviewed
every
three
years
in
420 accordance with the Board of Education policy review
421 process.
422 423 Policy History:
424 1991; amended.
Adopted by Resolution No. 835-91, October 8,
19 of 19 Attachment B
Summary of Responses to
Policy FKB, Modernization/Renovation
Public
Response
Number
1
Commentator
Montgomery County
Council of Parent
Teacher Associations
Issue/Concern
Line #’s refer to the Draft
for Public Comment
The policy should identify
the specific targets for
maintaining schools in good
working condition. It
should identify the major
system components that will
be replaced on a periodic
basis and should identify a
useful life for replacement
of each of the assets.
Staff Response
Line #’s refer to the
Committee
Recommended Draft
Specific targets are not
feasible due to the varied
nature of facilities and their
components. Language has
been added at line 93 to
address system
components. Useful life is
not able to be stated since
building systems vary.
The policy should establish Language has been added
clear criteria for determining at line 115.
when modernization, as
opposed to systemic
maintenance, would be
appropriate. Language has
been suggested.
Summary of Responses Policy FKB
Countywide programs now
are not coordinated toward a
specific goal, but rather are
“level of effort” planning
items. MCPS does as much
as it can with the amounts
that are allocated to each
countywide program. This
approach should be
reversed. The Board should
plan these programs based
on the amount we think is
needed to accomplish the
goal.
Line 105 includes a
statement about obtaining
funds for systemic projects.
The amount of funds
needed, will vary over time
as well as the amount of
funds available. Therefore,
funding amounts cannot be
included in the policy.
The language in the Position
section, line 74, 1. Should
be replaced with the
following: “Maintain all
Language has been added
at lines 10, 93, and 115.
Page 1
12/3/10
Attachment B
Public
Response
Number
Commentator
Issue/Concern
Line #’s refer to the Draft
for Public Comment
Staff Response
Line #’s refer to the
Committee
Recommended Draft
facilities in good condition
for a long period of time
through the coordinated
scheduling of building
systems repairs and
replacements. Predictable
and sufficient programs will
be established for core
building systems, including
but not limited to HVAC,
plumbing, electrical, roof
replacement, technology and
security, to replace these
systems within the expected
useful life of each.
Predictable and sufficient
programs also will be
established to update
teaching equipment, science
and technical labs, art/music
spaces, specialized
instructional facilities and
athletic fields/practice
facilities at the conclusion of
their expected useful lives.
These programs will
identify the target useful life
for each building system or
type of asset, and the
replacement program shall
be sufficient to replace
facilities across the county
within the anticipated useful
life of the system or asset.”
The Board needs to identify
a standard by which to judge
whether a modernization is
needed. Modify the
language on line 85 to read,
“Dedicate appropriate levels
Summary of Responses Policy FKB
Page 2
Line 109 includes a
statement on obtaining
funds for school
modernization and the
addition of line 115
identifies when
12/3/10
Attachment B
Public
Response
Number
Commentator
Issue/Concern
Line #’s refer to the Draft
for Public Comment
of funding to complete
modernization of school
facilities on a reasonable
and predictable schedule.
The Board will establish a
modernization queue
sufficient to replace each
facility at or before the point
when a building’s physical
limitations materially
impede the achievement of
MCPS’s educational
programs.”
The Capital Improvements
Program priorities should be
rescinded or revised to be
consistent with the new
renewal and modernization
policy.
Summary of Responses Policy FKB
Page 3
Staff Response
Line #’s refer to the
Committee
Recommended Draft
modernizations should
occur.
Addressed in the Capital
Improvements Program.
12/3/10
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1 Related Entries:
2 Responsible Office: Chief Operating Officer
FAA, FAA-RA
3 Facilities Management
4 5 6 Modernization/Renovation Sustaining and Modernizing Montgomery
County Public Schools (MCPS) Facilities
7 8 A.
PURPOSE
9 10 To
11 approach for replacement of building systems and facilities
12 for Montgomery County Public Schools (MCPS).
13 is intended to that addresses changing educational program
14 standards and deteriorating physical conditions
aging of
15 building
providing
16 appropriate spaces for educational programs and services
17 and
18 environment for students and staff.
establish
a
facilities
systems
maintaining
at
a
life
span
reasonable
safe,
cost
secure,
and
process
systematic
The approach
while
healthy
physical
19 20 Many schools were built in the decades between 1950 and
21 1980.
22 and construction methods have been improved, resulting in
23 facilities
Since that time many code requirements have changed
that
are
capable
of
being
sustained
in
good
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24 condition over a longer period of time than was the case
25 with
26 program for well-built schools is critical to ensuring that
27 the
28 infrastructure is preserved.
29 maintenance
30 serve as the primary means for keeping all schools in good
31 condition over the extended life of a facility.
32 same time, the policy recognizes that at some point the
33 useful life-cycle of a facility has been reached and major
34 modernization is necessary.
older
school
substantial
and
facilities.
taxpayer
systemic
A
rigorous
investment
maintenance
in
school
This policy recognizes that
replacement
activities
need
to
At the
35 36 B.
PROCESS AND CONTENT ISSUE
37 38 BuildingsSchool facilities, building systemscomponents, and
39 equipment
40 attentionmaintenance to achieve their expected useful life-
41 cycle.
42 continuum
43 replacement of building systems to complete, renovation,
44 and modernization of facilities.
all
MCPS
require
views
ranging
various
facility
from
and
continuing
maintenance
as
encompassingroutine
levels
being
on
repairs
of
a
to
45 46 The Board of Education (Board) should determine when funds
47 will be spent on aging school facilities:
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48 49 a)
To sustain facilities through routine maintenance
50 of
51 existing physical capabilities.
building
systems.
maintain
the
plant’s
52 53 b)
To replacerenew building systems on a systematic
54 schedule based on the anticipated life-cycle of
55 these
56 replacement or other means.
systems.
and/or
site
components
by
57 58 c)
To
modernize
facilities
in
accordance
with
an
59 established
60 limitations of the facility can no longer support
61 the educational program or comply with applicable
62 building
63 facility up to current educational and building
64 standards
65 replacement
because
66 environment
or
67 conditions.
queue
codes
when
and
through
overall
physical
regulations.
either
of
an
deteriorated
bring
modernization
outdated
the
or
educational
building
and
site
68 69 C.
POSITION
70 3 of 17 Attachment D
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71 The
72 building systems and facilities will:
pursuit
of
the
systematic
life-cycle
replacement
of
73 74 1.
Enable school facilities to remain in good condition
75 for
76 scheduling
77 replacements.
78 maintenance
79 expectancies of various building systems.
a
long
period
of
of
time
through
building
the
system
coordinated
repairs
and
These activities are based on routine
protocols
and
anticipated
life
80 81 2.
Allow
the
Board
to
dedicate
appropriate
82 funding
83 facilities stay in good condition.
for
systemic
projects
that
levels
ensure
all
of
MCPS
84 85 3.
Allow
the
Board
to
dedicate
appropriate
levels
of
86 funding to complete modernization of school facilities
87 on
88 limitations of the facility can no longer support the
89 educational program or current building codes.
an
established
queue
when
overall
physical
90 91 4.
Maintain
all school facilities at consistently high
92 operational
93 existing physical plant asset.
levels
and
maximize
the
life-span
of
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94 95 D.
DESIRED OUTCOME
96 97 In order to support its educational programs, MCPS will
98 sustain
99 approach
the
of
life
of
MCPS
maintaining
facilities
and
replacing
through
a
balanced
building
systems,
100 while also providing for modernization or replacement of
101 facilities when physical limitations of a facility can no
102 longer support the educational program. MCPS will provide
103 sufficient holding facilities so as to allow modernization
104 of facilities to be scheduled.
105 106 E.
REVIEW AND REPORTING
107 108 The Educational Facilities Master Plan (Master Plan) will
109 constitute the official reporting on the annual funding of
110 systematic life-cycle replacement of building systems and
111 facilities.
112 taken
113 Council
114 schools in good condition.
by
This document will reflect facilities actions
the
for
Board,
systemic
and
funds
capital
approved
projects
by
needed
the
to
County
sustain
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116 This policy will be reviewed in accordance with the Board
117 of Education’s policy review process.
118 119 2.
Background
120 121 Following a period of extensive school closures and
122 consolidations
123 Board of Education reactivated a capital program to
124 schedule
the
125 schools
still
126 schools had eliminated many of those in the poorest
127 condition, but the remaining facilities built in the
128 1950’s and 1960’s have become 30-40 year old school
129 facilities
130 difficult and expensive to maintain.
in
the
1970’s
systematic
in
in
early
modernization
operation.
the
and
1980’s
Closing
and
1980’s
of
its
more
1990’s,
the
aging
than
which
60
are
131 132 The County Council has urged MCPS to consider whether
133 schools must be modernized, or whether some could be
134 renovated
at
a
135 committed
to
using
136 possible
while
137 environment for all children.
138 step-by-step approach to the care and modification of
lower
cost.
its
The
resources
providing
an
school
as
system
is
efficiently
as
appropriate
learning
For these reasons, a
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139 facilities from the time of their construction will
140 continue to be followed.
141 142 3.
Applicable Laws, Rules, and Regulations
143 144 The
145 Educational
Facilities
146 facilities
necessary
147 educational programs at reasonable cost.
148 objectives of this policy are to consider the impact
149 of
150 educational programs; to provide adequate school space
151 to
152 programs
153 anticipated;
154 buildings must be renovated to continue their use on a
155 cost-effective basis and that modernization to current
156 educational program standards is necessary to maintain
157 program quality.”
first
goal
facility
changes
accommodate
and
of
Board
Planning,
to
on
future
to
FAA,
is
to
sustain
the
to
delivery
the
recognize
Long-Range
provide
high
improvements
services
and
Policy
quality
Among the
and
in
the
equity
of
educational
extent
these
that
“older
can
be
school
158 159 State and county fire/life safety and health codes,
160 national standards for accessibility for the physical
161 handicapped,
162 for energy conservation, and applicable rules of State
Department
of
General
Service
criteria
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163 of Interagency Committee for School Construction must
164 be
165 contemplated.
166 Charter of Montgomery County require a comprehensive
167 six-year program for capital improvements, State law
168 requires each county board of education to “maintain
169 throughout its county a reasonably uniform system of
170 public
171 education
172 children.”
considered
when
any
changes
to
facilities
are
The Annotated Code of Maryland and the
schools
and
that
equal
is
designed
education
to
provide
opportunity
quality
for
all
(Annotated Code of Maryland, 4-107)
173 174 4.
Definitions
175 176 a)
Maintenance/Preventive and Routine Repairs refers
177 to, on a day-to-day basis, the ongoing upkeep of
178 property and equipment that includes an annual
179 physical
180 maintenance
181 minor replacement activities necessary to support
182 a safe and healthy environment.
assessment
staff,
as
by
school
and
well
as
repair
the
area
and
183 184 b)
Renovation
is
the
design,
construction,
and
185 equipping process through which a school facility
186 and its systems are renewed and updated to meet
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187 county,
188 requirements.
189 building
190 included.
state,
and
federal
codes
and
An addition or major redesign of
spaces
for
program
reasons
is
not
191 192 (1)
Local Capital Projects are specific projects
193 to
194 environments
195 community.
196 handicapped
197 modifications
198 ceiling fans, and school security systems.
199 These
200 provide minor modifications to a facility to
201 restore/continue
202 educational functionality.
restore
and/or
for
improve
students,
school
staff,
and
Examples are modifications for
are
accessibility,
for
program,
installation
renovation-type
its
space
projects
physical
of
that
and
203 204 (2)
Planned Life Cycle Asset Replacement (PLAR)
205 is
206 facility site components, based on age and
207 condition, in order to anticipate and avoid
208 potential failure, and to prolong the useful
209 life
210 projects are roof replacement and mechanical
the
of
comprehensive
the
facility.
replacement
Related
of
to
key
PLAR
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211 systems
212 through
213 maintenance
214 nature.
rehabilitation
the
capital
projects
projects
funded
budget.
These
major
are
renovative
in
215 216 c)
Modernization refers to the design construction,
217 and
218 school
219 educational standards as established by MCPS, and
220 through which its systems are renewed and updated
221 to
222 and requirements.
223 addition or redesign of space to meet educational
224 program requirements.
equipping
process
facility
is
through
brought
which
up
to
an
aging
current
meet school, county, state, and federal codes
Modernization may require an
225 226 5.
Continuum of Activities
227 228 To maintain and extend the life of facilities, MCPS
229 initiates and follows a continuum of activities from
230 the first day of new school occupancy.
231 shown in parenthesis are intended as suggestions and
232 are not absolutes.
233 be the determining factor.
The timeliness
The condition of the building will
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234 235 236 a)
Maintenance/Preventive
and
Routine
Repair
(Occupancy-Onward)
237 238 Preventive maintenance is provided to ensure that
239 a building component or item of equipment will
240 achieve its expected useful life.
241 begins when the item is new and continues until
242 it is replaced or modernized.
243 regular
244 maintenance of systems and finishes, lubricating,
245 checking
246 aligning, and identifying items to be repaired or
247 modified.
operational
for
care
proper
This effort
Facilities receive
such
as
operation,
cleaning
adjusting
and
and
248 249 Preventive maintenance is accomplished by a team
250 of
251 mechanics, and general maintenance workers.
252 program
253 maintenance
254 expected
255 services.
256 through the operating budget of the Division of
257 Maintenance.
electricians,
is
to
plumbers,
scheduled
trade.
request
The
and
Schools
carpenters,
directed
and
is
by
users
preventative
program
heating
staffed
The
each
are
not
maintenance
and
funded
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258 259 Routine maintenance restores items and components
260 to
261 repairs
262 operational to avoid a breakdown.
263 it” repairs may require immediate attention to
264 prevent
265 components.
266 staff,
267 manufacturers’
268 requests.
269 repairs
270 accounts.
their
normal
are
operating
made
damage
to
while
the
other
condition.
Planned
component
is
still
“Broken-fix-
building
or
equipment
Repairs are initiated by maintenance
preventive
recommendations,
Both
are
maintenance
planned
funded
and
from
reports,
and
schools
“broken-fix-it”
operating
budget
271 272 b)
Renovation
273 274 (1)
Local Capital Projects (5-25 years)
275 276 Capital projects are scheduled to enhance,
277 protect, or restore physical environment in
278 schools.
279 modifications
280 increase
Recent
to
energy
lights
examples
and
conservation,
include
windows
to
installation
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281 of
282 buildings,
283 environmental
284 plumbing systems.
285 may be made to existing spaces/components to
286 allow the educational program or activity to
287 operate effectively and efficiently.
288 capital
289 primarily,
290 facility and probably will not lessen the
291 needs
292 range.
293 area maintenance staff identify these needs.
294 These
295 capital budget.
ceiling
fans
and
in
replacement
hazards
to
conditioned
of
such
as
identified
contaminated
Minor modifications also
projects
of
non-air
are
not
lengthen
facilities
the
in
These
intended,
life
the
of
the
30-year-old
School and area administrators and
projects
are
funded
through
the
296 297 (2)
Major Maintenance (15-30 years)
298 299 The
300 overhauls
301 components.
302 requests
303 trade/manufacturer
304 analyses
major
maintenance
or
program
replaces
worn
Based
annual
on
submitted
by
by
completely
out
building
maintenance
principals,
recommendations,
maintenance
technicians,
and
a
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305 comprehensive,
306 major
307 fiscal year.
six-year,
maintenance
plan
school-by-school
is
developed
each
308 309 Facilities
310 scheduled
311 roofs, mechanical systems, and key facility
312 components
such
313 lighting,
floor
314 partitions,
as
315 fields,
316 replacement
317 Replacement
318 replace
319 years.
320 expected
321 facility and may reduce the overall needs of
322 a 30-year-old facility.
323 schools
324 modernization
325 replacement projects, such as PLAR, for the
326 same period.
are
for
evaluated
replacement.
as
as
program,
(PLAR),
components
Planned
has
been
that
do
the
identified
schedule
and
asphalt,
concrete.
replacement
extend
hallway
doors
exterior
and
include
and
surfaces,
well
Major
components
These
classroom
fencing,
to
and
Life
A
Cycle
initiated
not
last
projects
useful
to
life
30
are
of
a
For this reason,
on
are
the
six-year
excluded
from
327 14 of 17 Attachment D
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328 The program is funded through the capital
329 budget and reduces impact on the operating
330 budget because resources will not be applied
331 to
332 worn out building components/equipment.
continuing,
costly
routine
repairs
to
333 334 c)
Modernization (30-plus years)
335 336 An
337 educational
338 long-term projections for schools in the 30-plus
339 year old range.
340 these factors is developed, with those schools
341 most
342 improvements assessed for estimated modernization
343 costs.
344 school have impacted the scope of its anticipated
345 modernization, these are identified.
346 life
347 circumstances,
348 buildings.
349 and
350 The superintendent will recommend and the Board
351 of Education will approve and request funds for
evaluation
in
of
standards
cycle
are
conditions
reviewed
along
and
with
A ranking of facilities based on
need
When
physical
of
educational
previous
cost
it
may
capital
analyses
be
and
physical
projects
Based
and
necessary
at
a
on
unusual
to
replace
The Department of School Facilities
Facilities
Planning
develop
this
schedule.
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352 modernization projects for the six years of the
353 Capital Improvements Program.
354 355 Public
356 recommendations
357 annual capital budget and CIP process.
358 comments
359 directed
360 Council.
comment
on
to
and
are
the
the
testimony
provided
through
Board-adopted
County
on
the
the
MCPS
Public
request
Executive
are
and
County
the
annual
361 362 C.
REVIEW AND REPORTING
363 364 1.
The
superintendent
of
schools,
through
365 capital budget process, will review with the Board and
366 the
367 accomplished
368 projects.
369 future
modernization,
370 confirm
or
371 based
372 enrollment
373 schools,
374 factors as appropriate.
public
which
through
For
on
facility
replacement
schools
modify
physical
improvements
identified
an
the
annual
previously
condition,
projections,
outstanding
or
as
planning
eligible
assessment
adopted
for
will
schedule
standards,
funds,
issues,
been
modernization
educational
available
have
holding
and
other
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375 376 2.
Because
schools
identified
for
future
modernization
other
six-year
377 are
378 renovation/replacement
379 projects are expected to move forward in a systematic
380 manner
381 extenuating
382 may be moved forward, given priority consideration, or
383 receive other unusual capital remedies until such time
384 as modernization can occur.
excluded
based
from
on
projects,
assessment
circumstances
are
modernization
procedures.
identified,
a
When
project
385 386 3.
This
policy
will
be
reviewed
every
three
years
in
387 accordance with the Board of Education policy review
388 process.
389 390 Policy History:
391 1991; amended.
Adopted by Resolution No. 835-91, October 8,
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