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

From BSC Policy
Jump to navigationJump to search
xx>Wolbr1
No edit summary
 
(19 intermediate revisions by 3 users not shown)
Line 1: Line 1:
==V.C.1 DEFINITION OF BAPS==
==V.D.1. DEFINITION OF BAPS==
The BSC plans for its annual spending on capital improvements through a process of researching and ranking
The BSC has developed and regularly reviews a long-term capital maintenance and improvement plan based on comprehensive inspections of major building components performed by professional building condition consultants and recommendations from Central Maintenance staff.  Although we have long-range plans in place, the specific capital improvement projects and budget for each fiscal year are determined annually by Central Maintenance and consultants and approved by CFCom and the Board of Directors.  Such projects are commonly referred to as Board Approved Projects (BAPs).
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==
==V.D.2. BAPS REQUIREMENTS==
Board Approved Projects (BAPs) must be discussed at two Maintenance Committee meetings and at two Board
BAPs must be approved by Central Maintenance (CM), Capital & Finance Committee (CFCom), and the BSC Board of Directors (Board) in order to be finalized. Project suggestions submitted to Central Maintenance for BAPs consideration must be approved at unit-level council before submission.
meetings


==V.C.3 BAPS PROCESS==
==V.D.3. BAPS PROCESS==
:'''1. BAPs Requests'''
'''1.''' Central Maintenance compiles a preliminary list of recommended capital improvement projects, based on the BSC’s long-range capital maintenance and improvement plan and CM’s assessment of current capital needs. The list includes informed project cost estimates from CM.
::a. Maintenance Managers work with their house to create a list of ideas for BAPs
:'''A.''' If a unit has specific project requests to be integrated into the preliminary project list:
::b. House Councils must approve their house’s BAPs request list
::'''I.''' Maintenance Managers collect suggestions from the membership of their respective units
::c. Maintenance Managers must submit BAPs request list to VPCA by the first week of October (exact date to be set by VPCA)
::'''II.''' The project suggestions are discussed at unit-level council and, if approved,
::d. VPCA compiles requests into list of houses to tour and projects to view
::'''III.''' Maintenance Managers submit a project profile to Central Maintenance including a description of the proposed project, the perceived need for the project, and the intended goal of the project.
:*'''Note:''' Admission of suggested projects into the BAPs plan is at the discretion of Central Maintenance.
'''2.''' Central Maintenance submits its preliminary prioritized list of projects to CFCom by October 15th.
:'''A.''' CFCom will have a designated meeting to review the list, which must be attended by the Executive Director and Maintenance Supervisor).
:'''B.''' In a follow-up meeting, CFCom must vote to either:
::'''I.''' Approve of the preliminary list, OR
::'''II.''' Amend the preliminary list and send it back to CM for further consideration.
:::'''a.''' Central Maintenance will then submit an amended list to CFCom, which will consider the new list at another meeting and vote again.
::::'''i.''' This process will continue until CFCom approves of a preliminary list
::'''III.''' Once a preliminary BAPs list is approved, CFCom will also recommend a guaranteed level of funding for the next fiscal year’s projects for Board’s approval.
'''3.''' After CFCom approves of a preliminary list and guaranteed funding, the VPCF then brings the approved list to the earliest possible Board meeting for discussion and approval. The purpose of this Board review is to approve the level of funding that CM will be guaranteed at minimum for BAPs projects for the upcoming Summer, and to approve of the prioritized list of BAPs projects for which CM is to pursue competitive bids and contracting.
:'''A.''' At the meeting, Board must vote to either:
::'''I.''' Approve of the list and an initial guaranteed funding to be budgeted initially for BAPs, OR
::'''II.''' Amend the list according to Board discretion, and approve the initial guaranteed funding to be budgeted initially for BAPs.
'''4.''' The final Board-approved guaranteed level of funding for BAPS will then be integrated into the budget for the following fiscal year by the VPCF, and CM will begin the process of competitive bidding, contracting, and completing projects on the prioritized BAPS list.


:'''2. BAPs Tour'''
'''5.''' During the budget process in Spring, the Board will determine whether or not it is feasible to allocate additional funds for BAPs projects (in excess of the guaranteed funding) for the upcoming Summer. If additional funds are approved, CM will immediately continue down the prioritized BAPs list, engaging in a competitive bidding and contracting process for all remaining projects that can be completed within the final Board-approved BAPs budget.
::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'''
==V.D.4. BAPS APPROVAL==
::a. The 1st BAPs MaintCom meeting shall be held in October, not before the BAPs tour.
Authority to approve and to execute BAPS contracts is governed by Section IV.I., the Construction Approval Process.
::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'''
'''V.D.5 BAPs Notification Process'''
::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.
Once the finalized BAPs projects list is approved and funded by Board, Central Maintenance and the Housing Department will disseminate information about planned projects and the expected conditions during construction to all Summer and Fall residents with housing contract offers. Such notice will include information about potential unexpected conditions that may cause project delays.
::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'''
'''V.D.6 BAPs Review Process'''
::a. The 2nd BAPs MaintCom meeting shall be held in November, not before the 1st BAPs Board Meeting.
On an annual basis, CFCom will review the prior year’s BAPs projects, including budget-to-actuals, and feedback about the project completion process.
::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'''
==V.D.5. DEFINITION OF HLBAPs==
::a. VPCA shall present the semi-final list to Board for review at the next Board meeting after the second BAPs MaintCom meeting.
The House Labor Board-Approved Projects fund is $5000 skimmed off the top of the BAPS budget. All co-op houses and apartments are eligible to apply for these funds.
::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'''
==V.D.6. HLBAPS REQUIREMENTS==
To be considered for HLBAPS funding, each project must be a permanent installation that adds lasting value to the house/property. The cost of labor (at the workshift rate) required to complete the project, must exceed the cost of materials and supplies. The house/apartment must supply all the labor; at no time can anyone be paid for their labor, either within or outside the house. The house/apartment will also supply the funds for the project until it is completed; once the project is completed CM will reimburse the house.


(4 = most important, 3=important, 2= somewhat important, 1= not that important)
==V.D.7. HLBAPS PROCESS==
:I. Maintenance Manager brings a proposed HLBAPS project to be approved at council.
:II. If the project is approved at council, the Maintenance Manager fills out a HLBAPS request form, which must include the following:
::1) A statement of purpose, intended goal, and long-term benefit(s),
::2) A summary of:
:::a) cost of materials,
:::b) total hours required to complete the project,
:::c) number of laborers required, and
:::d) the expected date of completion,
::3) Total projected cost of the project and the amount of money the house is requesting.
:III. The Maintenance Manager brings the HLBAPS request to the Maintenance Supervisor, who decides whether to approve the project, send the request back for changes if it deems necessary, or deny the request.
::A. After the Maintenance Supervisor gives their approval for the project, work can begin on the HLBAPs project.
:::1. All initial funds for the project come from the unit account; however,
:IV. Once the project is completed, the house/apartment will be reimbursed for the costs of the project. If a proposed project is not completed, receipts will not be refunded.


House Project Description Rank (circle one)
[Last updated Spring 2018]
 
[[Category:Policy|BAPs]] [[Category:Section V -  Physical Plant, Maintenance, & Safety]]
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

Latest revision as of 11:22, 4 August 2022

V.D.1. DEFINITION OF BAPS

The BSC has developed and regularly reviews a long-term capital maintenance and improvement plan based on comprehensive inspections of major building components performed by professional building condition consultants and recommendations from Central Maintenance staff. Although we have long-range plans in place, the specific capital improvement projects and budget for each fiscal year are determined annually by Central Maintenance and consultants and approved by CFCom and the Board of Directors. Such projects are commonly referred to as Board Approved Projects (BAPs).

V.D.2. BAPS REQUIREMENTS

BAPs must be approved by Central Maintenance (CM), Capital & Finance Committee (CFCom), and the BSC Board of Directors (Board) in order to be finalized. Project suggestions submitted to Central Maintenance for BAPs consideration must be approved at unit-level council before submission.

V.D.3. BAPS PROCESS

1. Central Maintenance compiles a preliminary list of recommended capital improvement projects, based on the BSC’s long-range capital maintenance and improvement plan and CM’s assessment of current capital needs. The list includes informed project cost estimates from CM.

A. If a unit has specific project requests to be integrated into the preliminary project list:
I. Maintenance Managers collect suggestions from the membership of their respective units
II. The project suggestions are discussed at unit-level council and, if approved,
III. Maintenance Managers submit a project profile to Central Maintenance including a description of the proposed project, the perceived need for the project, and the intended goal of the project.
  • Note: Admission of suggested projects into the BAPs plan is at the discretion of Central Maintenance.

2. Central Maintenance submits its preliminary prioritized list of projects to CFCom by October 15th.

A. CFCom will have a designated meeting to review the list, which must be attended by the Executive Director and Maintenance Supervisor).
B. In a follow-up meeting, CFCom must vote to either:
I. Approve of the preliminary list, OR
II. Amend the preliminary list and send it back to CM for further consideration.
a. Central Maintenance will then submit an amended list to CFCom, which will consider the new list at another meeting and vote again.
i. This process will continue until CFCom approves of a preliminary list
III. Once a preliminary BAPs list is approved, CFCom will also recommend a guaranteed level of funding for the next fiscal year’s projects for Board’s approval.

3. After CFCom approves of a preliminary list and guaranteed funding, the VPCF then brings the approved list to the earliest possible Board meeting for discussion and approval. The purpose of this Board review is to approve the level of funding that CM will be guaranteed at minimum for BAPs projects for the upcoming Summer, and to approve of the prioritized list of BAPs projects for which CM is to pursue competitive bids and contracting.

A. At the meeting, Board must vote to either:
I. Approve of the list and an initial guaranteed funding to be budgeted initially for BAPs, OR
II. Amend the list according to Board discretion, and approve the initial guaranteed funding to be budgeted initially for BAPs.

4. The final Board-approved guaranteed level of funding for BAPS will then be integrated into the budget for the following fiscal year by the VPCF, and CM will begin the process of competitive bidding, contracting, and completing projects on the prioritized BAPS list.

5. During the budget process in Spring, the Board will determine whether or not it is feasible to allocate additional funds for BAPs projects (in excess of the guaranteed funding) for the upcoming Summer. If additional funds are approved, CM will immediately continue down the prioritized BAPs list, engaging in a competitive bidding and contracting process for all remaining projects that can be completed within the final Board-approved BAPs budget.

V.D.4. BAPS APPROVAL

Authority to approve and to execute BAPS contracts is governed by Section IV.I., the Construction Approval Process.

V.D.5 BAPs Notification Process Once the finalized BAPs projects list is approved and funded by Board, Central Maintenance and the Housing Department will disseminate information about planned projects and the expected conditions during construction to all Summer and Fall residents with housing contract offers. Such notice will include information about potential unexpected conditions that may cause project delays.

V.D.6 BAPs Review Process On an annual basis, CFCom will review the prior year’s BAPs projects, including budget-to-actuals, and feedback about the project completion process.

V.D.5. DEFINITION OF HLBAPs

The House Labor Board-Approved Projects fund is $5000 skimmed off the top of the BAPS budget. All co-op houses and apartments are eligible to apply for these funds.

V.D.6. HLBAPS REQUIREMENTS

To be considered for HLBAPS funding, each project must be a permanent installation that adds lasting value to the house/property. The cost of labor (at the workshift rate) required to complete the project, must exceed the cost of materials and supplies. The house/apartment must supply all the labor; at no time can anyone be paid for their labor, either within or outside the house. The house/apartment will also supply the funds for the project until it is completed; once the project is completed CM will reimburse the house.

V.D.7. HLBAPS PROCESS

I. Maintenance Manager brings a proposed HLBAPS project to be approved at council.
II. If the project is approved at council, the Maintenance Manager fills out a HLBAPS request form, which must include the following:
1) A statement of purpose, intended goal, and long-term benefit(s),
2) A summary of:
a) cost of materials,
b) total hours required to complete the project,
c) number of laborers required, and
d) the expected date of completion,
3) Total projected cost of the project and the amount of money the house is requesting.
III. The Maintenance Manager brings the HLBAPS request to the Maintenance Supervisor, who decides whether to approve the project, send the request back for changes if it deems necessary, or deny the request.
A. After the Maintenance Supervisor gives their approval for the project, work can begin on the HLBAPs project.
1. All initial funds for the project come from the unit account; however,
IV. Once the project is completed, the house/apartment will be reimbursed for the costs of the project. If a proposed project is not completed, receipts will not be refunded.

[Last updated Spring 2018]