V.D. Board Approved Projects & House Level BAPs (HLBAPs)

From BSC Policy
Revision as of 20:40, 21 October 2013 by WikiSysop (talk | contribs)
Jump to navigationJump to search

V.C.1 DEFINITION OF BAPS

The BSC plans for its annual spending on capital improvements through a process of researching and ranking projects in a three-year plan approved by the BSC Board of Directors. Although BAPs is a three-year plan, the BAPs process takes place annually: every Fall semester, the BAPs list is updated to plan for the coming three years. Funding for BAPs projects comes from the BAPs fund in the BSC budget.

V.C.2 REQUIREMENTS

BAPs must be approved by Central Maintenance (CM), Capital Affairs Committee (CapCom), 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.C.3 BAPS PROCESS

1. Central Maintenance compiles a preliminary three-year prioritized list of projects, taking into account the regular long-term maintenance requirements of the physical plant of the BSC and discretionary projects that would most effectively protect and improve the assets of the organization. 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 three-year prioritized list of projects to CapCom by October 15th.

A. CapCom will have a designated meeting to review the list, which must be attended by the Sustainability Coordinator as well as regular committee members (including the Executive Director and Maintenance Supervisor).
B. In a follow-up meeting, CapCom 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 CapCom, which will consider the new list at another meeting and vote again.
i. This process will continue until CapCom approves of a preliminary list

3. After CapCom approves of a preliminary list, the VPCA then brings the approved list to the earliest possible Board meeting for discussion and approval. The purpose of this Board review is to approve of an initial $600,000 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 $600,000 to be budgeted initially for BAPs, OR
II. Amend the list according to Board discretion, and approve an initial $600,000 to be budgeted initially for BAPs.

5. The final Board-approved $600,000 will then be integrated into the budget for the following fiscal year by the VPFA, and CM will begin the process of competitive bidding, contracting, and completing projects on the prioritized BAPS list. 6. 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 pre-approved $600,000) 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.C.4 BAPS APPROVAL

Authority to approve and to execute BAPS contracts is governed by Section IV.I.