Board of Education Policy 5630: Facilities Planning, Inspection Operations and Maintenance



 Long-range facilities planning

The Board of Education delegates to the Superintendent of Schools the responsibility for formulating and implementing a long-range facilities development plan that will serve as a guide for capital improvements, subject to Board approval.  This plan will be designed to enable the district to provide the appropriate facilities to meet the educational needs of the students. 

 A five (5) year capital facilities plan will include an appraisal of the following: 

  •         the educational philosophy of the District, with resulting administrative organization and program requirements;
  •         present and projected student enrollments;
  •         current space usage and state-rated student capacity of existing facilities;
  •         the allocation of instructional space to meet the current and future education program and service needs, and to serve students with disabilities in settings with nondisabled peers;
  •         priority of need of maintenance, repair or modernization of existing facilities, including consideration of the obsolescence and retirement of certain facilities;
  •         and the provision of additional facilities.

 A building condition survey shall be conducted for all occupied school buildings once every five (5) years by a team that includes at least one (1) licensed architect or engineer.


 Additionally, the Board, through the Superintendent and his/her staff, has the responsibility of protecting the District’s facilities through a systematic maintenance program. The program shall include periodic preventive maintenance activities, long-range maintenance schedules, and emergency repair procedures. The District will make reasonable attempts to ensure that all maintenance work will be carried out in the least intrusive manner.

 The program for facilities planning and maintenance shall be reevaluated and made current at least annually, and shall include, at a minimum, the following:


a)  A District-wide building inventory, which will include information pertaining to each building including, but not limited to: 

  1. Type of building, age of building, size of building;
  2. Rated capacity, current enrollment;
  3. List of energy sources and major systems (lighting, plumbing, electrical, heating); and
  4. Summary of triennial Asbestos Inspection reports.


 b)  A District-wide monitoring system which includes: 

  1. District-wide Health and Safety Committee(s);
  2. Development of detailed plans and a review process of all inspections;
  3. Procedures for a response in writing to all inquiries about building health and safety concerns, a copy of which will be sent to the District’s Health and Safety Committee for oversight, and a copy kept on permanent file.


Inspections and Notification

 The District is mindful of the health and safety of its students, staff, and visitors and, as such, the District administration will cooperate with current regulations and appropriate officials conducting health, fire, asbestos, bus, and boiler inspections. In addition, the administration shall keep the Board of Education informed of the results of such inspections in a timely fashion.


The District will provide yearly notification to parent, teacher, and employee organizations on the availability of the District’s asbestos management plan and any asbestos-related actions taken or planned in the school.



The following procedures will be put into place to ensure the safety of the building occupants while a construction/renovation project is taking place. These procedures will include:


  1. Notification to parents, staff and the community as far in advance of the start of construction as is practicable;


  1. A plan to ensure that all contractors comply with all health and safety issues and regulations, and wear photo identification badges; and


  1. An opportunity for the District’s Health and Safety Committee to conduct a walk-through inspection of newly renovated or constructed areas to confirm that the area is ready to be reopened for use.


The District will ensure all capital projects and maintenance comply with the requirements of the New York State Uniform Fire Prevention and Building Code, the Manual of Planning Standards, and the Commissioner’s regulations.


Asbestos Inspection:  40 CFR Part 763, Subpart E

15 USC §§ 2641-2656

Carbon Monoxide Detection:  19 NYCRR § 1228.4

Fire Inspection:  Education Law § 807-a

  8 NYCRR § 155.4

Health and Safety Committee:  8 NYCRR § 155. 4(d)(1)

Legionella Protection:  10 NYCRR § 4.1, et seq.

Plans and Specifications:  Education Law §§ 408, 408-a and 409

  8 NYCRR §§ 155.1 and 155.2

  19 NYCRR §§ 1221-1240

Structural Safety Inspections:  Education Law §§ 409-d, 409-e, 3602 and 3641(4)

  8 NYCRR §§ 155.1, 155.3, and 155.4(b)(1)


Adopted February 15, 2022, Renamed and Revised December 12, 2023