BUSINESS SECTION

Policy: 4.30.1

INDIVIDUAL CONSTRUCTION/RENEWAL PROJECT

Project planning will involve and inform various constituent and interest
groups including parents, school administrative staff, teachers, central
office staff, neighbors, and the Falls Church community at large.

For each major capital construction/renewal project an Architect

Selection and Advisory Committee (also called the ASAC) shall be
appointed by the School Board to assist central office staff and advise
the School Board.

Major Construction/Renewal Projects

Architect Selection and Advisory Committee Formation and

General Charge

Architect Selection and Advisory Committees work on capital

projects where the impact of educational program issues is central
to the design of the project. Internal space reorganizations, or
large projects, such as roof replacement, or installation of
sprinkler systems, where the specifics of the educational program
do not impact on the design of the project, Architect Selection and
Advisory Committees would not be appointed.

Each Architect Selection and Advisory Committee works

collaboratively with relevant central office staff to plan major
renewal and new construction projects. The ASAC may be
assigned tasks of screening applicants for architectural and/or
engineering firms to provide services to the school system for
capital projects, under Policy 4.33. The committee advises the
project architects and school system staff on a variety of issues
related to the preparation of the project plan including the
application of approved program space requirements and
capacity to meet local school needs, project schematic design,

Adopted: 6/12/02 Revised: 2/25/03

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BUSINESS SECTION
Policy: 4.30.1

community use and impact, safety and accessibility provisions,

and project implementation schedules. The committee will help
develop educational facilities specifications, under Policy 4.30.

The committee advises the School Board on these same issues

and meet with the School Board prior to approval of the schematic
design.

During construction, the committee meets periodically to review

the progress on the project. Finally, the committee participates in
post-construction evaluation of the project.

Membership

1. The ASAC will be appointed by the School Board based on

recommendations from the Superintendent and PTA/PTSA. The
ASAC shall generally be comprised of:

a. Five staff members to include a principal, classroom and

special subject teachers, and a member of the maintenance
staff to be recommended by the superintendent

b. Four citizens who are parents to include at least one

officer/designee of the PTA/PTSA. These representatives will
be appointed by the School Board from the group of
applicants who submit their names.

c. Two representatives from the community, one from the

broader surrounding neighborhood, one from the area
immediately adjacent to the school property. These
representatives will be appointed by the School Board from
the group of applicants who submit their names.

d. The Superintendent or designee who will serve as chair.

Adopted: 6/12/02 Revised: 2/25/03

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BUSINESS SECTION
Policy: 4.30.1

e. The School Board may also appoint other persons, including

members of Falls Church City Government Organizations or
Commissions to the committee.

2. When the planned project is a new school, the same selection

process shall be followed with the exception that the ASAC will
generally consist of the following:

a. A school principal or assistant principal from the same level

(i.e., elementary, middle, or high school).

b. Two classroom teachers and one special subject teacher

from the grade levels proposed to be included in the new
school.

c. A member of the maintenance staff recommended by the

Superintendent.

d. Four citizens, to include at least one officer/designee of the

PTA/PTSA, who are parents of children who would likely
attend the new school or who have had children recently
attend the grades which would be served by the school.
These representatives will be appointed by the School
Board from the group of applicants who submit their names.

e. Two representatives from the community, one from the

broader surrounding neighborhood, one from the area
immediately adjacent to the school property. These
representatives will be appointed by the School Board from
the group of applicants who submit their names. If a
specific site has not been approved at the time the ASAC is
appointed and begins the planning process, one member
from the community at large will be appointed immediately.

Adopted: 6/12/02 Revised: 2/25/03

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BUSINESS SECTION
Policy: 4.30.1

Another member from the neighborhood adjacent to the

site will be appointed once the site is approved.

f. The Superintendent or designee who will serve as chair.

g. The School Board may also appoint other persons, including

members of Falls Church City Government Organizations or
Commissions to the committee.

Information

At the first meeting the staff will provide necessary information

to the ASAC to facilitate and direct its work. Such information
may include but not be limited to the following:

• A roster of the Architect Selection and Advisory

Committee
• Educational specifications
• The school’s capacity information
• The current five year student projections and other
enrollment projections
• A copy of the request for proposal for architectural
and engineering design work
• School program summary of existing spaces
• School Board approved scope of work from the
approved CIP
• Project budget
• Preliminary designation of number of spaces
consistent with the Educational Specifications and approved
scope of work
• Copies of Falls Church City Master Plan documents
that include the school site
• Information from the City Recreation and Parks
Department about their potential use.

Adopted: 6/12/02 Revised: 2/25/03

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BUSINESS SECTION
Policy: 4.30.1

A. Communication

1. The school principal and other school staff members of the

ASAC shall keep the school staff informed of the design and
progress of the planning of the project. This should be done
through staff meetings and other regular communications
and by posting drawings and other informative material.
Comments should be solicited and once received, shared
with the ASAC for consideration.

2. The parent/PTA/PTSA members of the ASAC, in cooperation

with the school principal, shall keep the parents informed of
the design and progress of the planning of the project. The
ASAC should schedule design presentations to the
school/parent community and consider comments received.

3. The Chair of the ASAC shall assure notification and

coordination of the design and progress of planning through
outreach to near neighbors of the school. Comments
should be solicited and once received, shared with the
ASAC for consideration.

4. The ASAC, in conjunction with the neighborhood members,

shall assure notification and coordination of the design and
progress of planning through outreach to the broader
community through the neighborhood. Comments should
be solicited and once received, shared with the ASAC for
consideration.

5. Through presentations to the School Board, the ASAC shall

provide information on the design and progress of
planning to the greater Falls Church community.
Comments and/or directions received from the School

Adopted: 6/12/02 Revised: 2/25/03

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BUSINESS SECTION
Policy: 4.30.1

Board or comments received directly from community

members will be considered by the ASAC.

Planning Sequence

The general sequence and responsibilities for activities

associated with the design and construction of a school
construction or renewal project are presented on the
attached chart. The sequence and activities shall be
generally followed but may vary depending on the specific
project requirements.

I. Maintenance Projects

Ad hoc school facility committees may be formed from time to

time for coordination of specific projects of a defined scope and/or
short duration (e.g. technology cabling, playgrounds,
landscaping). Such committees will be formed by the school
principal at the request of the school administration. Membership
of the committees should include the school principal or designee,
school staff, parents and PTA/PTSA representatives as appropriate
for the project, supported by central office staff as needed.

Adopted: 6/12/02 Revised: 2/25/03

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BUSINESS SECTION Policy: 4.30.1

Falls Church City Public Schools Facilities Planning Sequence

School Board Administration Staff Architect/Engineer Architect Selection and

Advisory Committee
School Board approves scope Staff recommends ASAC
of work as defined in
FCCPS/CIP
Appoints ASAC Recommends
Architect/Engineer resulting
from selection process
Approves contract for Assists in the development of
appointment of architect schools program, gives
design guidance
Reviews and approves Develops schematic design Reviews & makes
program requirements and any City required recommendations on
assessments schematic design plans & city
required assessments
Holds briefing on schematic
design w/PTA/PTSA, neighbors
and community
Reviews schematic design Presents schematic design to
and assessments SB
Reviews schematic design
plans and assessments
Holds worksession/briefing to Participates in
review design worksession/briefing with SB

Adopted: 6/12/02 Revised: 2/25/03

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BUSINESS SECTION Policy: 4.30.1

to review design
Approves schematic design Prepares site waiver (if
required)
Approves request for site Authorizes architect to Develops detailed drawings Reviews 65% complete
waiver if required develop final drawings and and specifications drawings
specifications
School Board Administration Staff Architect/Engineer Architect Selection and
Advisory Committee
Reviews 95% drawings and
specifications
Reviews final drawings &
specifications
Approves final drawings, Submits final drawings for
specifications and project permit
budget
Develops bid package
Approves contract Provides or procures project Provides on-site technical Receives periodic updates
specifications and awards management services direction for the construction during construction
contracts project
Receives periodic status and Provides input to project
financial reports on project debriefing report
approximately 90 days after
occupancy
Performs post-occupancy
evaluation after 1 year
Receives close out report

Adopted: 6/12/02 Revised: 2/25/03

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