V.D. Board Approved Projects & House Level BAPs (HLBAPs): Difference between revisions

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(4 = most important, 3=important, 2= somewhat important, 1= not that important)
(4 = most important, 3=important, 2= somewhat important, 1= not that important)
House Project Description Rank (circle one)
House Project Description Rank (circle one)
RID Repair roof, fix leaks 1 2 3 4
RID Repair roof, fix leaks 1 2 3 4
STB Rennovate bathroom 1 2 3 4
STB Rennovate bathroom 1 2 3 4
CAZ Fix holes in walls on 2nd floor hallway 1 2 3 4
CAZ Fix holes in walls on 2nd floor hallway 1 2 3 4

Revision as of 14:01, 26 November 2010

V.C.1 DEFINITION OF BAPS

The BSC plans for its annual spending on capital improvements through a process of researching and ranking house/apartment requests for capital spending on "Board Approved Projects" (BAPs), which is described below. After the list of Board Approved Projects is developed and approved by the Board of Directors using the process described below, the Finance Committee (FICOM) recommends how far down the list of Board Approved Projects the organization will fund in the next fiscal year as it develops a recommendation for the organizational budget for the next fiscal year. Projects requesting funding from the Energy Conservation Fund (Section IV.F) are also reviewed as a part of this process. Although ECF projects have a separate source of funding and are prioritized separately, they are still considered BAPs projects for the purpose of this review process.

V.C.2 REQUIREMENTS

Board Approved Projects (BAPs) must be discussed at two Maintenance Committee meetings and at two Board meetings

V.C.3 BAPS PROCESS

1. BAPs Requests
a. Maintenance Managers work with their house to create a list of ideas for BAPs
b. House Councils must approve their house’s BAPs request list
c. Maintenance Managers must submit BAPs request list to VPCA by the first week of October (exact date to be set by VPCA)
d. VPCA compiles requests into list of houses to tour and projects to view
2. BAPs Tour
a. Tour shall be scheduled from approximately 9am to 2pm, on a non-Cal football home game Saturday or Sunday in October (exact date to be set by VPCA and CM)
b. Maintenance Managers are required to attend. Maintenance Managers who do not participate in the tour cannot vote at the BAPs MaintComm meetings, but they may provide input.
c. Sustainability Coordinator should participate in tour.
d. Two Board Reps each from FiCom should also participate in tour.
e. On the tour, MMs and the SC should rank projects on the summary sheet. Projects should be ranked on a scale of 1-4, with 4 representing projects that are most needed.
3. 1st BAPs MaintCom Meeting
a. The 1st BAPs MaintCom meeting shall be held in October, not before the BAPs tour.
b. The purpose of this meeting is to discuss the tour and create a list of projects worth researching more.
c. CM shall present their list of projects that they think are the most important. This list is the starting point for discussion. CM’s list is the document to edit.
d. The Sustainability Coordinator shall present the list of projects that he/she thinks are most important.
e. The VPCA shall compile all the rankings made by MMs on the tour into a list of projects that the MMs think are the most important, which shall be presented at this meeting.
f. The focus of discussion should be on the merits of each project and not on the cost. Cost estimates shall not be considered at this meeting.
g. By the end of the meeting, MaintCom must create and approve a preliminary list of projects that are worthy of being researched further. CM will take this list and get cost estimates for each project.
4. 1st BAPs Board Meeting
a. The VPCA shall present the preliminary list to the Board for discussion at the next Board meeting after the first BAPs MaintComm meeting. Projects intended for the Energy Conservation Fund are presented in a separate list from the rest of the BAPs proposals.
b. If there are issues or concerns raised in discussion the VPCA should communicate these issues to MaintCom.
c. Board Reps should take the preliminarily list back to their houses for discussion at the house level.
5. 2nd BAPs MaintCom Meeting
a. The 2nd BAPs MaintCom meeting shall be held in November, not before the 1st BAPs Board Meeting.
b. CM shall present the cost estimates for the projects on the preliminary list.
c. CM along with the Sustainability Coordinator shall present projected energy savings and payback periods for ECF projects.
d. VPCA shall present feedback from Board.
e. MaintCom shall rank the projects in order of priority creating a semi-final list to send to Board for approval.. ECF projects shall be ranked in order of priority in their own list, separate from the rest of the BAPs. Together this two semi-final lists are sent to Board for approval.
6. 2nd BAPs Board Meeting
a. VPCA shall present the semi-final list to Board for review at the next Board meeting after the second BAPs MaintCom meeting.
b. Board shall vote to approve or not approve the BAPs list.
c. The final, Board-approved list is submitted to CACom and FiCom.

Sample Project Ranking Sheet

(4 = most important, 3=important, 2= somewhat important, 1= not that important)

House Project Description Rank (circle one)

RID Repair roof, fix leaks 1 2 3 4

STB Rennovate bathroom 1 2 3 4

CAZ Fix holes in walls on 2nd floor hallway 1 2 3 4