Kentucky School Facilities Planning ManualKentucky Board of Education
Kentucky School Facilities Planning
Revised June 2008
Table of Contents
Facilities Planning Overview
Acronyms
Definitions
Chapter 1 - District Facilities Planning Process
Planning Process Step -by -Step Summary
Section 101-Local Planning Committee Selection
Section 102- Architect/Engineering Building Evaluation
Section 103 - District Facilities Plan Development
Section 104 - KDE Review
Section 105 - LPC Voting
Section 106 - Local Board Voting
Section 107 — Public Hearing Process
Section 108 - KBE Review
Chapter 2 - DFP Format
Section 201 - General
Section 202 — Priority Listings
Chapter 3 - Facilities Analysis
Section 301 - General
Section 302 - School Capacity Calculation
Section 303 — Facility Cost Analysis
Section 304 - New Facilities
Section 305 - Renovation and Additions
Chapter 4 - Submission Requirements
Chapter 5 - District Facilities Plan Modification Procedures
Section 501 - Waiver Process
Section 502 - Amendment Process
Section 503 - Finding Process
Acknowledgements
Appendix
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Facilities Planning Overview
The information developed in the planning process will allow districts to chart a
course in their construction planning that will provide for "equitable and
adequate" facilities for the students that they serve. The information that must be
included as part of the District Facilities Plan (DFP) submission includes:
building analysis, inventories, pricing and construction prioritization. This
information is used to develop the (DFP).
The (DFP) is the mechanism for accessing funds that are restricted for school
Capital Construction and Major Renovation. The DFP is used in the calculation of
"Needs Based" funding and also to allow use of the remaining restricted funds.
This manual is designed to guide the Local Planning Committee (LPC) in the
evaluation of information and the development of the DFP.
Acronyms
DFP - District Facilities Plan
KBE - Kentucky Board of Education
KDE - Kentucky Department of Education, Division of Facilities Management.
LBE - Local Board of Education
LEA - Local Education Agency
LPC - Local Planning Committee
SBDM - School Based Decision Making Council
SFCC - School Facilities Construction Commission
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Definitions
AMENDMENT means changes in the District Facilities Plan that are undertaken
by the district during the four (4) year DFP cycle. The local board of education
may request an amendment to its DFP to accommodate major enrollment changes,
major curriculum changes, major disaster or unforeseen occurrences. (See the
section of this regulation governing "Amendments" for additional requirements).
ATTENDANCE BOUNDARY means the boundaries established by the local
board of education that determines the student's school of attendance in order to
maintain enrollments near capacity and without overcrowding.
BASE CAPACITY means the number of students per middle and high school
standard classroom that are used to determine the "calculated" capacity. As noted
in Section 302.3 for standard classrooms larger than 700 sf. the base capacity is
25 students. This base capacity is reduced for standard classrooms that are smaller
than 701 sf, as noted in Section 302.3.3. The individual classroom base capacities
are combined to create a building base capacity. This is then divided by 75% to
establish the building's "calculated capacity". (See definition of CALCULATED
CAPACITY this section and Section 302.3.1.2).
BEST PRACTICES means guidelines used in the administration of the activities
of the Division of Facilities Management that have been established based on
successful programs and methods of planning, design, construction, maintenance,
contract administration and project development.
BIENNIUM means the two-year cycle (on even years) beginning July 1 of the
year the state legislature establishes the biennial budget.
BUILDING ADMINISTRATORS means principals and assistant principals.
BUILDING SYSTEMS means individual components of a building including;
sitework, foundations, exterior walls, roofing, doors, building hardware, windows,
interior finishes, structural components, mechanical (HVAC), electrical (including
lighting), plumbing, sewage, technology and fixed equipment.
CALCULATED CAPACITY means the number of students determined to be
able to be housed within a middle or high school. It is assumed that 25% of the
student time will be spent in spaces outside standard classrooms in spaces such as
Special Education, Music, Art, Science Labs, Computers Labs, Career and
Technical Centers/KY Tech Area Technology Centers or programs, etc. For this
reason the "base capacity", determined by the number of standard classrooms and
their sizes, is modified to reflect the unique nature of middle and high school
design. (See definition of BASE CAPACITY). To determine the "calculated
capacity" for a middle or high school, the base capacity is divided by .75 in order
to account for the time spent outside standard classrooms. [For example, a middle
school with 21 standard classrooms shall have a capacity of 700 students (21
classrooms x 25 students/classroom = 525 divided by .75 = 700 students)].
CENTRAL OFFICE STAFF means certified or classified staff assigned to the
central office.
DISCRETIONARY PROJECT means a project noted on the District Facilities
Plan in Priority - 5 that does not qualify to be included in Priority 1 through 4 and
as such cannot be completed using restricted funds. These projects may be
completed using non -restricted funds as they become available. Discretionary
projects shall be itemized in the last section of the district facility plan.
Discretionary projects are not eligible for SFCC Needs Based funding.
DISTRICT FACILITIES PLAN means the comprehensive review and
evaluation of a school district's facilities that is prepared every four years. This
evaluation is undertaken by a Local Planning Committee with the assistance of the
district administrative staff, Architects, Engineers, KDE and other consultants.
The District Facilities Plan and its preparation are governed by 702 KAR 4:180
and is the determinate of a district's Needs Calculation and the trigger for
expending restricted construction funds.
FINDING means a "minor" change to the District Facilities Plan that is
undertaken by the district during the four (4) year planning cycle. (See the Section
503 for additional requirements).
LOCAL EDUCATION AGENCY means the elected local school board and
administration.
LOCALLY IDENTIFIED CAREER AND TECHNICAL EDUCATION
SPACE ALLOWANCE means an allowance in the High School and Middle
School Model Programs to be added, at the discretion of the district, to respond to
individual district Career and Technical Education Program needs. The allowance
has been determined using the most common programs noted in Middle and High
School facilities. This allowance has been included for the purpose of Needs
Assessment and to provide a Model Program that represents an "adequate"
facility. The district shall coordinate the inclusion of these spaces with the
Education Cabinet, Department of Workforce Investment, Office of Career and
Technical Education and the Kentucky Department of Education, Division of
Career and Technical Education. This space is in addition to those programs that
may be considered for a complete Career and Area Technology Center.
LOCALLY IDENTIFIED PROGAM SPACE ALLOWANCE means an
allowance in all school Model Programs to be added, at the discretion of the
district, to respond to individual district needs. This allowance shall place
educational spaces as the first priority. The ability to add space for consideration
on the DFP and for Needs Assessment shall be justified against spaces within the
no
existing building that are in excess of those identified in the Model Program.
LOCAL PLANNING COMMITTEE means an advisory committee to the local
board of education charged with the development of a four (4) year District
Facilities Plan. The committee is made up of a maximum of twenty (20) members
and a minimum of ten (10) members that include; parents, teachers, building
administrators, facilities directors, central office staff, local board members, local
governmental building, code enforcement or planning officials and the school
superintendent, who is a non -voting member of the committee. This committee
studies information concerning the district's buildings, financial information,
demographics and other information at its discretion to develop a plan for
addressing the districts construction needs. The committee's role and duties are
further clarified in this School Facilities Planning Manual.
MAJOR RENOVATION means a renovation project at a permanent center,
including three (3) or more building systems and an estimated cost of 20 percent
of the current replacement cost of the building, or portion thereof. The building
shall be a minimum of thirty (30) years old or thirty (30) years shall have passed
since its last major renovation with the exception of restructuring an open space
school for conventional classrooms. The building may be the entire permanent
center or a clearly definable portion (i.e., 1973 addition, senior high wing,
physical education facility, etc.).
As an exception to the definition, the following building systems may be
included for replacement as a single system within 15 years of their
original installation or if required by a change in regulation or code;
■ Heating, Ventilation and Air Conditioning Systems and Controls
■ Systems to provide full use of a facility by the physically
handicapped and to bring a facility into compliance with the
Americans with Disabilities Act
■ Life Safety and Security Systems
■ Roofing Systems, Flashings and Accessories
MODEL PROGRAM means the maximum spaces allowed to be included in
each building type for Needs Assessment and the development of local district
facility needs as outlined in the District Facilities Plan.
MODEL PROGRAM BUDGET means the maximum monetary amount allowed
per priority project for Needs Based funding and the generation of local district
facility needs.
NEEDS CALCULATION means the total cost of new construction, renovations
and additions that qualify to be included in Priority 1 through 4 of the District
Facilities Plan. The qualification to be included in the DFP shall be as noted
within this regulation. On July 1 of the odd year the current District Facilities Plan
for each school district is reviewed. The costs are updated to the most current
costs, all projects listed on the DFP, that have been initiated since the DFP's
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development, are subtracted. The costs for the remaining projects are then added
to form the district's Needs Calculation.
ORIENTATION MEETING means the first meeting of the Local Planning
Committee held after the Architectural and Engineering analysis is complete. This
meeting shall be conducted by KDE staff to layout the procedures and process for
the LPC and to discuss research developed by KDE staff and to outline the roles
and responsibilities of those involved in the DFP development.
PERMANENT CENTER means a facility meeting permanent center criteria
established for an existing school. Criteria include (1) student assessment, (2)
transportation, (3) fiscal equity, (4) equitable educational opportunity, (5)
building/site evaluation, and (6) parent/community support. The center qualifies
for additions and renovations when the establishment of such needs are in
compliance with the requirements of this regulation and are a part of the district
facility plan approved by the Kentucky Board of Education.
A permanent center designation requires meeting four (4) of the six (6) criteria.
Centers meeting less than four (4) required criteria shall be designated
transitional, should the local board of education desire to continue their operation.
A transitional designation shall be given to any center the local board of education
has determined will be phased out as an educational center or for which a project
to house its students is listed in the DFP.
Criteria are as follows:
1. Student Assessment - The school meets or exceeds the curriculum
threshold for one (1) of the two (2) most recent testing cycles.
2. Transportation - A one-way transportation system for a school allowing
the maximum of a forty-five (45) minute bus ride for seventy-five percent
(75%) of students in grades P-5/6 and the maximum of a sixty (60) minute
bus ride for seventy-five percent (751/o)of the students in grades 6-12.
Transportation time includes riding time, stops, and transfers. These
criteria do not apply to schools within a district that are the only school of
that grade organization. (For example; for a district with only one (1) high
school, that high school will not be required to meet these requirements. If
there are multiple elementary schools within the same district, the
elementary schools will be required to meet the requirements.)
Required document: Student Travel Times form provided by the KDE.
Fiscal Equity - The school meets within one hundred fifty percent (150%)
of the lowest cost for all schools of similar grade organization, within the
district, based on cost per student.
4. Equitable Educational Opportunity - The school currently provides ninety
percent (90%) equivalent educational offerings. The district shall provide
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an evaluation of curriculum offered by schools accommodating like
grades.
5. Building/Site Evaluation - The school complies with an inspection by a
Kentucky registered architect and engineer evaluating site location, site,
and life expectancy of the building. It must be determined that the facility
can accommodate the projected student population and has a remaining
minimum thirty (30) year life expectancy. The cost of renovation shall not
exceed eighty percent (80%) of replacement cost.
6. Parent/Community Support - The school has exceptional parent and
community support exhibited by meeting three of the four following
criteria:
a) Documented annual volunteer hours equal to the number of pupils
enrolled that year;
b) PTA/PTO membership equal to seventy-five percent (75%) of the
enrollment that year;
c) One program annually is supported by an outside business or
professional organization; and
d) The school is available for, or has sponsored, at least one
community service program annually.
PERMANENT ISOLATED CENTER means an existing center serving students
in isolated areas remote from all current and proposed permanent centers. KDE
shall agree that extreme transportation or other factors exist to allow this
designation. Student exchange arrangements with neighboring districts have been
sought and are inappropriate. If destroyed, the status of permanent isolated center
shall be re-evaluated.
PRIORITY PROJECT means a new building, addition or major renovation
including academic and operational support facilities that are in compliance with
the requirements of this regulation. Priority projects are itemized in the District
Facility Plan. Itemized priority projects are eligible for SFCC funding and used to
establish a district's need and also to allow other restricted funds to be used.
A request by the local board of education for reprioritization of priority projects,
recommended by the Commissioner of Education and approved by the Kentucky
Board of Education, will not adversely affect the district's Needs Calculation. Any
reprioritization will require an amendment to the District Facilities Plan.
PUBLIC FORUM means a public meeting (subject to all provisions of the Open
Meetings Act - KRS Ch. 61) conducted by the LPC to gather information during
the development of the proposed District Facility Plan. The forum allows for
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public input and discussion during the development of the District Facilities Plan.
A minimum of three (3) public forums are required during the development of the
DFP. At a minimum, public forums shall be advertised in the local paper with the
largest district -wide circulation at least seven (7) days in advance of the forum.
The district may advertise through local radio and television media outlets as well
as through the Internet. All forums shall be held after 5:30 PM local time on
weekdays and at 8 a.m. to 7:30 p.m. on Saturday and 1:00 p.m. to 7:30 p.m. on
Sunday in a facility that is accessible to the non -ambulatory handicapped.
PUBLIC HEARING means a public meeting (subject to all provisions of the
Open Meetings Act - KRS Ch. 61) conducted by the local board of education to
receive comments on the proposed District Facility Plan. The hearing allows for
public input during the development of the District Facilities Plan. One (1) public
hearing is required during the development of the DFP. At a minimum, the public
hearing shall be advertised in the local paper with the largest district -wide
circulation at least fourteen (14) days in advance of the hearing and be held after
5:30 PM local time on weekdays and at 8 a.m. to 7:30 p.m. on Saturday and 1:00
p.m. to 7:30 p.m. on Sunday in a facility that is accessible to the non -ambulatory
handicapped. The district may advertise through local radio and television media
outlets as well as through the Internet.
PUBLIC MEETING means a public meeting (subject to all provisions of the
Open Meetings Act - KRS Ch. 61) conducted by the LPC to review presentations
and discuss information during the development of the proposed District Facility
Plan. The meeting allows for the Local Planning Committee to discuss
information without outside interruption during the development of the District
Facilities Plan. A minimum of three (3) public meetings are required during the
development of the DFP. The first public meeting shall include an orientation
presentation by the Kentucky Department of Education. At a minimum, the first
meeting must be advertised in the local paper with the largest district -wide
circulation at least seven (7) days in advance of the meeting. All meetings
thereafter may be posted on the local district's WEB site at least twenty-four (24)
hours in advance of the meeting and the local paper with the largest district -wide
circulation shall be notified of the meeting. The district may advertise through
local radio and television media outlets as well as through the Internet. Meetings
may be held at a day of the week and time agreed to by the Local Planning
Committee in a facility that is accessible to the non -ambulatory handicapped.
QUORUM means the number of the members of any body as is, when duly
assembled, legally competent to transact business, by common law, a majority of a
body constitutes a quorum. As it relates to the meetings and forums required by
this regulation a quorum shall be one (1) more than half of the voting members of
the LPC. The superintendent or their designee shall not be included in this
tabulation.
R. S. MEANS PRICE GUIDE means the national price guide used to provide a
consistent baseline for the monies allocated to districts for capital construction
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and major renovation, 702 KAR 4:180 regulates the costs that are used to
establish pricing. The costs used for new construction are the 3/4 costs noted in the
national price guide published by the R. S. Means Company. This guide is an
industry standard that is use by Architects and Engineers for budgeting purposes.
Square foot costs are useful when details of a project are not available. The costs
used by Means for their "square foot" cost data are derived from examination of
the costs of over 11,000 buildings nationwide. The costs include the materials,
labor and the contractor's overhead and profit. It does not include "soft costs"
such as A/E fees, CM fees, contingencies and equipment, site development and
site acquisition.
SCHOOL FACILITIES CONSTRUCTION COMMISSION means (SFCC) is
a separate state agency that provides funding to districts based on the facility need
as identified in the District Facilities Planning process and adjusted by the amount
of local available revenue to determine the district's Unmet Need. Funding for
this program is requested from the General Assembly by the Commission every
two (2) years. The "Unmet Need" of all of the districts in the State is combined to
create the State Unmet Need. A portion of the total is funded by the General
Assembly and each district is allocated money based on their percentage share of
the total fund. SFCC funds can only be used on priority projects, based on their
priority order; for example, priority 1 projects shall be completed prior to priority
2 projects. All projects within a numbered category (i.e., la through ld) are
considered equivalent and can be selected by the LEA in any order desired,
subject to the approval of the Division of Facilities Management.
SCHOOL means the grouping of grades to provide an educational program
consistent with the approved school district's organization plan. More than one
school may be located within a single building or on an individual campus.
TEACHER means all certified staff at a school with the exception of the principal
and assistant principal.
TRANSITIONAL CENTER means a center that the local board of education has
determined will be phased out as an educational center or for which a project to
house its students is listed in the DFP. The center is not eligible for new
construction or major renovation without the KDE's approval. Only minor
renovation projects required to maintain the building in a safe condition or offer a
healthy environment are permissible. The center shall not be included on the
District Facilities Plan as a priority item and may not be replaced if destroyed.
WAIVER (DFP) means a request made by the local district to KDE to extend the
(4) four-year cycle of their District Facilities Plan. If a waiver is granted by KDE,
the DFP that is in place at the time of the request will continue in place for an
additional four (4) year cycle or until the district develops a new DFP. (See the
section of this regulation governing "Waivers" for additional requirements).
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WAIVER (KBE) means a request made by the local district to KBE to set aside
provisions of the "The Kentucky School Facilities Planning Manual" 702 KAR
4:180 for individual projects that are unusual and specific to those districts and
projects.
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Chapter 1
District Facilities Planning Process
Planning Process Step -by -Step Overview
Local school district:
a. Selects the Local Planning Committee (LPC)
b. Selects an architectural/engineering consultant (required)
c. Selects a facilitator (optional)
2. Architect and Engineers;
a. Evaluates Building and Site Condition
b. Creates Inventories and Analyze Building and Site Needs
c. Provides Plan Drawings for each building floor and Site
d. Identifies Deficiencies
e. Provides Construction Cost Estimates to Correct Deficiencies
3. Local Planning Committee (once A/E evaluation is complete);
a. Schedules and conducts an Orientation Session with KDE
1. Elects a Chairperson and Vice -Chairperson
2. Reviews Process
3. Reviews Regulatory Requirements
4. Reviews the Current District Facilities Plan
5. Reviews Funding
6. Reviews Cost of Delivery of Services
7. Reviews Demographics
b. Holds a series of meetings and forums to develop the DFP
1. A minimum of three (3) LPC Meetings and Public Forums
required
2. The LPC Orientation counts as one (1) LPC Meeting.
3. One (1) LPC Meeting and one (1) Public Forum must be scheduled
after the draft DFP is reviewed by KDE
4. All LPC Meetings and Public Forums are subject to the Open
Meetings Act, KRS Ch. 61.
c. Researches information and standard forms on the KDE Website
d. Researches other information including
1. Comprehensive School Improvement Plan
2. Transportation
3. Student assessment
4. Educational programs
5. MUMS
6. Financial information, bonding potential/project capacity
e. Develops a draft DFP
1. The DFP is submitted to KDE for review prior to the last LPC
meeting
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4. KDE reviews the Draft District Facilities Plan:
a. KDE reviews the following information;
1. DFP format
2. Demographic information
a. Past enrollment trends
b. Future projections
3. Current building capacity versus enrollment
4. Architect's submissions
5. Bonding potential
b. KDE sends the DFP back to the LPC with KDE comments
1. Review letter outlining each item on the DFP
2. Recommended Revised DFP (if appropriate)
LPC votes on Draft DFP
a. The DFP returned by KDE is reviewed in a Public Forum and an LPC
Meeting
1. All requirements of an LPC forum and meeting must be met
2. A quorum of the LPC must be present
3. The LPC will then vote on the revised DFP
a. If the LPC votes to accept the revised DFP it goes to the
local board with the KDE staff recommendation for
approval.
b. If the LPC votes to reject the DFP with recommended
revisions made by KDE, its proposed DFP goes to the local
board with KDE staffs' recommendation not to approve the
DFP.
Local Board votes on the Draft DFP
a. The DFP approved by the LPC is reviewed in a scheduled local board
meeting
1. The local board votes on the proposed DFP submitted by the LPC
a. If accepted, the local board schedules the DFP to be
reviewed in a public hearing.
b. If rejected, the local board returns the draft DFP back to the
LPC for revision and resubmission to the local board of
education
Hearing Process
a. The accepted draft DFP is then reviewed in a public hearing
1. The local board selects a hearing officer
2. The LPC must advertise the local public hearing at least fourteen
(14) days prior to the hearing in the local newspaper with the
largest circulation.
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3. Copies of the draft DFP should be placed for public review in
several community locations such as the local board office and
district schools
b. Following the hearing, the hearing officer prepares a hearing report on the
template provided in the KDE hearing package.
c. The hearing report is submitted to the local board in a regularly scheduled or
special meeting
1. The local board votes on the hearing report
a. If accepted, the DFP is submitted to the State Board.
b. If "rejected" the local board of education submits a letter
explaining proposed modifications to the KDE for review
i. The local board of education's modification of the
Hearing Report is noted and reviewed by the KDE.
The modifications are noted in the staff notes to the
State Board of Education along with KDE staff
recommendations.
ii. When "accepted", the local board of education
submits the final proposal to the KDE
8. Kentucky Board of Education reviews and votes on the DFP
a. The final proposed DFP is submitted to the KBE in their regular bi-
monthly meeting
1. Enrollment data, hearing report and the DFP are submitted to the
State Board for its consideration
2. Information is reviewed in the Management Committee and a
recommendation is made to the entire State Board
3. Consideration of the submitted information and recommendation
of the KBE Management Committee followed by KBE vote on the
proposed DFP
b. Following the meeting, the local board is notified of the KBE's decision.
1. If the DFP is approved, the DFP will govern the district's building
program for the next four years.
2. If the DFP is not approved, the State Board will include direction
to the local board on how it must proceed.
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Section 101
Local Planning Committee Selection
101.1 The superintendent is to ensure that LPC composition is in accord with the
selection criteria. At the discretion of the Superintendent, the LPC membership
may be selected alternately in parent, teacher, and building administrator order
until the committee selection is completed. The superintendent shall ensure that
each LPC represents local demographics, providing a diverse committee that, in a
meaningful way, reflects the composition of the district. Each member shall be a
resident of the local school district on which they have been asked to serve. If an
eligible resident is not available to serve in an individual position on the LPC, the
superintendent may request a waiver from the Commissioner of Education for a
non-resident replacement. The superintendent shall chair the LPC meetings until a
Chairperson and a Vice -Chairperson are elected.
For the purpose of this regulation and determining the number of SBDM school
centers in a district, a Career and Technical Center/KY Tech Area Technology
Center is considered a part of the high school it serves.
101.2 The LPC shall be made up of a maximum of twenty (20) members and/or a
minimum of ten (10) members to include:
Table 101.2
1 school
2 schools
3 schools
4 schools or more
Superintendent*
1
1
1
1
Parent
2
2
3
4
Teacher
1
2
3
4
Building administrator
1
2
3
4
District Facilities Director
1
1
1
1
Central office staff
1
1
1
1
Community leader
1
1
2
3
Board member
I
1
1
I
Local building/zoning
official
1
1
1
I
Total
10
12
16
20
* The superintendent or designee serves as a non -voting member.
101.3 Parents, teachers and building administrators shall be selected by groups as
indicated herein and include representatives from the elementary, middle and high
schools. All schools shall be represented before multiple representation of a
school occurs. The maximum number of representatives on the LPC from a
school shall not be in excess of one (1) greater than the number of representatives
from any other school.
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101.4 Districts having four (4) or more SBDM schools shall include
representation by a minimum of four (4) school council members, or their
designees, on the LPC. Districts with less than four (4) SBDM schools shall have
school council member representation equal to the number of SBDM schools.
SBDM representation includes parent and teacher council members.
101.5 Parent Representative shall be selected by the PTO/PTA in each school
center. If no PTO/PTA exists, the largest organization of parents formed for this
purpose shall select a parent representative for their school (KRS 160.345 (2b)).
The selection must also meet SBDM requirements as noted in Section 101.4. The
parent representative shall not be employed by the LEA or serve on the local
board of education.
101.6 Teacher Representatives- The selection of the teacher representatives shall
be made by any process developed by the district's teaching staff that ensures the
opportunity of the teachers to have a voice in this process. The superintendent is
responsible for assuring a system of selection that offers all teachers the
opportunity to select teacher representatives for the LPC. The selection must also
meet SBDM requirements as noted in Section 101.4.
101.7 Building Administrator- The selection of the building administration
representatives shall be made by any process developed by the district's building
administrators that ensures the opportunity of the administrators to have a voice in
this process.
101.8 District Facilities Director- The Superintendent shall select the Facilities
staff representative. If a facilities office is staffed by the district superintendent
only, he/she shall select a member of the maintenance staff.
101.9 Central Office Staff- The Central Office staff shall select the Central Office
staff representative.
101.10 Business/Community Leader Representative- The local board of education
shall select the Business/Community Leaders to serve on the Local Planning
Committee. Advertisement shall be made for business/community leader
nominees from whom the local board of education shall select two (2)
representatives. Nominees must provide a letter of agreement to serve. In the
event nominations are not received, the local board of education shall select the
community/business leaders. The Business/Community Leaders shall not be
employed by the LEA or serve on the local board of education.
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101.11 Board Member- One member of the Local Board of Education shall be
selected by the Local Board to serve on the Local Planning Committee. A newly
elected board may replace the local board representative selected by the preceding
board of education.
101.12 Local Building/Zoning Official- The local planning, zoning or building
inspection representative shall be designated by the superintendent. If there is no
planning and zoning or building review department within the geographic area of
the district, then the superintendent shall select a local public official, realtor or
public employee with experience in building or planning within the geographic
area of the district. The Local Building/Zoning Official shall not be employed by
the LEA or serve on the local board of education.
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Section 102
Architects and Engineers Building Assessment
102.1 — Building Condition Evaluation - Evaluation of existing buildings to
determine building physical condition shall be provided by an Architect and
Mechanical/Electrical Engineer registered in the Commonwealth of Kentucky.
The A/E team shall review all primary building systems noting the types, their age
and condition. The evaluation shall be presented on the forms provided by the
KDE. These forms are included within the Appendix of this regulation and are
available in electronic form from the KDE and are also available on the KDE
website at: www.education.ky.gov.
102.1.1 Evaluation Criteria - The evaluation of each facility shall include
compliance with:
102.1.1.1 State codes relative to health, fire, safety, and building codes
where major renovation or additions are anticipated.
102.1.1.2 Federal codes relative to asbestos, Americans with Disabilities
Act, surface runoff, lead in drinking water, radon, Clean Air Act, etc.
102.1.1.3 Program space criteria: Compliance to program space square
footage is required subject to the following:
1. A classroom that is less than 600 square feet is considered to be
deficient and not to be used as a standard classroom. (See Chapter 3,
Section 303 for enrollment adjustments for reduced classrooms size.)
2. Noted instructional areas that are less than 75% of the designated
program space are to be considered as deficient and qualify to be
addressed by the LPC by including them in the DFP. If it can be
demonstrated by the LPC that an educational program cannot
function due to lack of space this would also qualify to be addressed
by the LPC by including them in the DFP.
102.1.1.4 Mechanical, electrical, plumbing adequate to support
educational program objectives.
102.1.1.5 Ability to construct an addition or implement a major renovation
that will provide a 30-year life expectancy.
102.1.1.6 Campus evaluation relative to site adequacy.
102.1.1.7 Technology strand of KERA in priority Id. of the District
Facility Plan only includes power wiring and fixed equipment as approved
by KDE Division of Facilities Management. Hardware, software,
networking and cabling are addressed in the district's technology plan and
should be directed to the Office of Education Technology.
102.1.1.8 Buildings that are in the 100-year flood plain do not qualify to
be renovated and no new construction shall be approved within the 100-year
flood plain.
102.1.1.9 Subject to KDE approval, at the discretion of the local district,
buildings that are less than 15 years old or that have had a major renovation
within the last 15 years may not be required to undergo full evaluation by
the Architect and Engineering team. The local district shall identify these
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buildings when they submit their DFP. The district will be required to
update the inventory on these buildings. Changes to these facilities will not
be included on the DFP or in the Needs Assessment.
102.2 Building Use Evaluation and Inventory - An Architect and Engineering
team shall document each space within each facility on forms provided by KDE.
These forms are included within the Appendix of this regulation and are available
in electronic format from the Division of Facilities Management via the KDE
website at www.education.ky.gov. This inventory shall be used to evaluate each
existing space against the requirements set forth in the regulation. Therefore, it is
critical that the team accurately record the space sizes and their use. Consideration
shall be given to program needs and implementation of the principles set forth in
the Kentucky Education Reform Act (1990). It is also critical that information on
the building be accurately recorded to show construction dates, gross building
areas and systems used in the building.
102.2.1 The district shall also review the suitability of the spaces and the
configuration of space within each building to accommodate a modern
educational program.
102.3 Building Drawings - An Architect and Engineering team shall provide
small-scale floor plan drawings of each building. The drawings shall be presented
on a maximum sheet size of 11" x 17" and a minimum sheet size of 8 %2" x 11".
Each drawing shall clearly show walls, door openings, window openings, room
areas and room use. The drawings shall have a title that identifies the district,
building, floor shown (in the case of a multi -level building). An electronic copy of
the drawing in PDF format shall be submitted to KDE.
102.4 New Construction Cost Pricing — Upon the determination of the need for
new facilities or for addition onto existing facilities, the Architect shall note the
new work on the DFP. The number and sizes of space to be provided shall be
determined by the spaces noted within the "MODEL PROGRAM OF SPACES"
in Chapter 4, for each type of facility. The square foot unit cost shall be
determined utilizing the national construction cost guide, R. S. Means Building
Construction Cost Data, dated the year of the calculation. The 3/4 Units Costs for
square footage shall be utilized at full value to include all costs of construction
and site development. KDE shall adjust these costs based on a comparison of the
actual project costs noted for schools constructed in Kentucky over the prior three
(3) years. The categories used are:
1. Elementary Schools
2. Middle Schools
3. High Schools
4. Career and Technical Centers/KY Tech Area Technology Centers
5. Central Office - Low Rise Offices
6. Central Stores - Warehousing and Offices
7. Bus Garages - Commercial Service Garages
8. Other categories shall be used by the KDE, should the need occur.
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See Chapter 3 for further information about the use of R. S. Means Building
Construction Cost Data.
102.5 Renovation Construction Cost Pricing — Upon review of the existing
building conditions, an Architect and Engineering team shall estimate the costs
required to renovate those facilities within each district and to document and
justify proposed additions. Unit Cost Criteria provided by the R. S. Means
Company shall be utilized. The unit prices shall be adjusted by a one hundred
fifty percent (150%) factor to account for renovation costs, fees and contingencies.
The maximum budget for renovation shall not exceed eighty percent (80%) of the
replacement cost. Any proposed new construction should be the result of
demographic and enrollment needs and/or replacement of unsuitable facilities.
102.6 Fees for Architectural and Engineering Services — The fees to be paid to the
Architectural and Engineering team shall be as negotiated by the district and the
Architectural and Engineering team not to exceed 5 cents per square foot of
evaluated area. This fee for service does not include the cost of reimbursable
expenses that shall be negotiated as outlined in AIA B 151.
102.7 Timeframe - The building analysis and Architect/Engineering evaluation
shall be completed prior to the initial LPC Orientation session. Actual cost
estimates shall be developed by the Architect/Engineer once the LPC has met and
begun to develop the draft DFP.
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Section 103
District Facilities Plan Development
103.1 Facilitation - The local board of education may hire or otherwise secure a
qualified facilitator or trainer. The facilitator is responsible for keeping the LPC
focused throughout the planning process and provides the order, direction, and
ideas necessary to resolve any stalemates during LPC meetings. The facilitator
shall be unbiased and have no personal interest in the plans being developed by
the LPC. The facilitator does not author the District Facility Plan (DFP). A
written contract shall be negotiated when an outside consultant is employed as
facilitator. Approval of the written contract by the local board of education must
be recorded in the board minutes.
103.1.1 The recommended guideline of fees to be paid to the facilitator shall
be as negotiated by the district and the facilitation firm not to exceed;
L Less than three (3) schools - $1,500.
2. Four (4) to ten (10) schools - $4,500.
3. Over ten (10) schools to be negotiated
4. The fee shall include a maximum of ten (10) meetings.
5. Partial or additional services shall be negotiated at an hourly rate not to
exceed $100 per hour.
6. This fee for service does not include the cost of reimbursable expenses
that shall be negotiated as outlined in AIA B151.
103.2 Roles and Responsibilities
103.2.1 The local board of education - Provides secretarial services and
financial resources to the LPC during its time of operation to ensure timely
completion of all required documents.
103.2.2 Local Planning Committee shall conduct the development of the
District Facilities Plan.
103.2.2.1 The chairperson and vice -chairperson are responsible for LPC
meeting organization and direction. The inability of a committee member
to serve on the LPC shall be decided by a two-thirds vote of the LPC
membership. Should the LPC deterinine a member unable to fulfill his/her
obligations, the respective group will replace that member.
103.2.2.2 Should the LPC fail to fulfill its obligation in providing a
proposed DFP to the local board of education within the time specified by
the KDE, approval must be received from the KDE before the selection of
a new LPC is initiated.
103.2.2.3 The LPC shall be active through the completion and approval of
the DFP and continue to serve an inactive role until the next scheduled
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facility plan cycle, when a new LPC is organized. Should the local board
of education request an amendment to the DFP between planning cycles,
the LPC membership shall be reactivated.
103.2.3 The Kentucky Department of Education, Division of Facilities
Management (KDE) shall be available to the LPC to provide orientation and
informational assistance. The KDE shall be available to the LPC as a
resource, but shall not be actively involved in the development of the DFP.
The following is a summary of the responsibilities of the KDE.
1. Schedule Local Educational Agency (LEA) facility plan completion
date.
2. Provide required orientation.
3. Disseminate information (i.e. building inventory, planning information
handbook, etc.).
4. Develop and verify demographic information.
5. Verify proposed DFP of LEA.
6. Review "draft DFP" provided by the LPC.
7. Coordinate the required public hearing in the district.
8. Provide hearing package and information to the LPC and local board.
9. Review and format hearing report provided by the district hearing
officer.
10. Prepare staff note for KBE approval using information supplied by the
district.
11. Return approved DFP to the LEA when changes are recommended by
the KBE.
12. Maintain permanent files.
13. Coordinate amendments and reprioritizations for KBE approval.
103.3 Meeting and Forum Requirements
103.3.1 Prior to the commencement of the planning process, the district shall
submit verification of the completion of the process to this point to KDE:
1. All Architect and Engineering Data and Building Evaluations.
2. A list of the LPC members and their positions.
3. A narrative on how the LPC was selected.
103.3.2 KDE Orientation Meeting — Once the Architectural and Engineering
analysis is complete, the district shall start the planning portion of the effort by
scheduling the LPC orientation meeting with KDE.
1. The first public meeting shall include an orientation presentation by the
KDE.
2. At a minimum, the orientation meeting must be advertised in the local
paper with the largest district -wide circulation at least seven (7) days in
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advance of the meeting. The district may advertise through local radio
and television media outlets as well as through the Internet.
103.3.3 Public Meetings — are subject to all provisions of the Open Meetings
Act - KRS Ch. 61
1. At a minimum, the initial LPC meeting shall be advertised in the local
paper with the greatest local circulation at least seven (7) days prior to
the meeting. The district may advertise through local radio and
television media outlets as well as through the Internet.
2. All meetings after the initial meeting shall be posted on the local
district's web site and the local paper with the greatest local circulation
shall be notified of the meeting at least twenty-four (24) hours in
advance of the meeting. The district may advertise through local radio
and television media outlets as well as through the Internet.
3. Meetings may be held at a time agreed to by the Local Planning
Committee
4. Meetings must be held in a facility that is accessible to the non -
ambulatory handicapped.
5. A minimum of three (3) public meetings shall be conducted by the
LPC. A minimum of the first two (2) meetings shall be to review
presentations and discuss information during the development of the
proposed District Facility Plan.
6. At least one (1) of the required LPC Meetings shall be held after a draft
DFP has been reviewed by KDE and returned to the LPC for them to
approve the reviewed draft DFP.
7. A quorum must be present to constitute an official LPC meeting.
S. In addition to the LPC Members, a quorum of the members of the local
board of education shall be in attendance at the Orientation session.
Continuing Education Credit through the Kentucky School Boards
Association will be provided for each local board member. In lieu of
attendance of this meeting, members of the Local Board of Education
shall attend a Planning Seminar conducted by the Kentucky
Department of Education at a Kentucky School Boards Association
approved venue once every four (4) years.
9. Each member of the LPC shall sign in to verify attendance for each
meeting.
10. Written minutes shall be kept for each meeting by a person provided
by the local board of education. These minutes shall be presented for
review by the members of the LPC and local board and must be
submitted to KDE at the end of the process.
11. The meeting shall allow for the Local Planning Committee to discuss
information without outside interruption during the development of the
District Facilities Plan.
12. A simple majority shall determine all actions by the LPC.
13. A quorum of the "voting" members is required for a legal vote to be
1zl
taken (the Superintendent or his/her representative is a non -voting
member of the LPC).
103.3.4 Public Forums - To encourage community participation, public
forums shall be held at different times and locations.
1. At a minimum, LPC forums shall be advertised in the local paper with
the greatest local circulation at least seven (7) days prior to the forum.
The district may advertise through local radio and television media
outlets as well as through the Internet.
2. Forums must be held after 5:30 PM local time on weekdays and at 8
a.m. to 7:30 p.m. on Saturday and 1:00 p.m. to 7:30 p.m. on Sunday
3. Forums must be held in a facility that is accessible to the non -
ambulatory handicapped.
4. A minimum of three (3) public forums shall be conducted by the LPC
to discuss information during the development of the proposed District
Facility Plan. At least (2) of the forums shall be conducted prior to
submission of the DFP to KDE Facilities Management. At least one (1)
of the required public forums shall be held after a draft DFP has been
completed.
5. A quorum of the LPC must be present to constitute an official LPC
forum.
6. At least one (1) of the required public forums shall be held after a draft
DFP has been completed.
103.4 Research - The LPC is responsible for determining the research required
for development of a District Facility Plan that meets both instructional goals of
the local board of education and state mandates in providing equivalent
educational opportunities to all students in the district at an equitable cost. The
DFP shall include the most critical building needs of the district.
103.4.1 The district superintendent or designee is responsible for the collection
and organization of data for use by the LPC. This information is to include:
Physical evaluation of all school centers. This includes capacity, conditions
and locations. The majority of this work will be undertaken by the
Architectural team whose responsibilities are noted elsewhere in the
regulation.
1. Student Assessment Material - This information shall be available
when baseline assessments and student performance testing takes place
in the school year directly preceding the DFP submission.
2. Transportation Information - Data relative to times and distances
students travel to and from school and the cost of such transportation.
Fiscal Information - The cost of delivery of services to students at each
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school and the funds available to the local district for capital
construction, both as cash and bonding potential.
a. The cost of delivery of service to students will be included in
the orientation presentation provided by KDE.
b. The funds available to the local district for capital construction
will be discussed during the KDE orientation session, but
should be augmented by information provided by the district's
fiscal agent.
4. Instructional Information - Availability of an equitable educational
opportunity at each school.
Demographics - Enrollment and demographic projections of both the
school district and each school within the district.
a. A demographic projection will be included in the orientation
presentation provided by KDE, but should be augmented by
information provided by the district's Planning and Zoning
LPC representative.
b. For planning purposes, a district's enrollment shall be projected
6 years beyond the date of the DFP. This projected enrollment
will be used to determine the need for changes in the district's
facilities. These projections shall be made using the population
information provided by the Kentucky Data Center at the
University of Louisville. Adjustments to this information may
be considered based on information provided by a local district
based on a bona fide demographic data source. In areas such as
Independent School districts where specific projections are not
included in the Kentucky Data Center study or within districts
in which population change is not consistent across the district,
supplemental population data from a reputable source approved
by KDE may be used by the district.
IT.
Section 104
KDE Review of the Draft DFP
104.1 Prior to the last LPC Meeting, the LPC will develop the Draft District
Facility Plan that will be submitted to the KDE for review.
104.1.1 The district shall submit verification of the completion of the process
to this point to KDE;
1. All Architect and Engineering Data and Building Evaluations.
2. Minutes of all Local Planning Committee Meetings and attendance
sheets.
3. Proof of Advertisements
4. Minutes of all Local Planning Committee Forums and attendance
sheets.
104.1.2 The DFP shall be submitted on the electronic form provided by the
KDE. This proposed DFP will be reviewed by KDE Division of Facilities
Management in accordance with the requirements of this regulation and
recommended best practices as defined herein.
104.1.2.1 KDE will review the district proposed organization. It is
suggested that the district have a single grade organizational plan for all
students in order to equalize educational opportunity. A variance may be
allowed where verification can be provided to the KDE that the student
body's ability to achieve is not compromised.
104.1.2.2 A 6-year projection of the current enrollment, by school center
will be noted and compared against the building's student capacity. (See
DFP Format for an explanation of student capacity calculation.)
104.1.2.3 Each project noted on the DFP shall be evaluated as follows;
1. New facilities must be justified by either a district's need for
additional student capacity or to replace inadequate or deteriorated
facilities.
2. Buildings to be renovated must meet the definition for Major
Renovation as outlined in the regulation as it relates to age,
condition and systems to be replaced.
3. Additions must be justified by either a district's need for additional
student capacity or to replace inadequate or deteriorated facilities.
An analysis of the spaces in the existing building will be compared
to the Maximum Program Area noted within the regulation.
4. Location of projects within the appropriate priority will be
reviewed.
5. Costs provided by the Architects will be evaluated against the
NA
regulatory requirements. Renovation costs shall not exceed 80% of
the replacement costs of entire buildings or individual areas.
104.1.3 If the proposed DFP is not in compliance with the regulation,
KDE shall submit a revised DFP and a review letter to the LPC for its
review.
1. The revised DFP will clearly show the changes required by the
regulation and recommended best practice.
2. The review letter will indicate the rationale for the changes and the
sections of the regulation that support the change.
r-
Section 105
LPC Voting
105.1 At the last LPC Meeting, the LPC will consider the KDE review of the draft
DFP.
105.1.1 LPC Voting — the LPC shall vote on the reviewed DFP.
105.1.1.1 All requirements for Public Meetings as set forth under the
Meeting and Forum Requirements section of the regulation shall be
met.
105.1.1.2 Roll call or balloted voting shall be tabulated in writing to
ensure the integrity of the voting process. The written tabulation shall
be presented to the local board and to KDE.
105.1.1.3 The LPC may approve the DFP by a simple majority vote
and send the DFP to the local board for consideration.
1.5.1.1.4 The LPC may vote not to approve the reviewed DFP. It may
vote to approve the original draft DFP submitted to KDE or to further
change the revised DFP and send the original or adjusted reviewed
DFP to the local board for consideration. Note that this DFP may not
have the recommendation for approval from KDE when it is sent to the
Kentucky Board of Education.
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Section 106
Local Board Voting
106.1 The local board of education shall consider and vote on the DFP submitted
for review by the LPC at a regularly scheduled or special called board meeting.
106.2 The local board shall be informed as to whether the DFP being submitted
has been approved by KDE. All KDE review information shall be made available
to the local board.
106.3 A simple majority vote is required for the local board to approve the draft
DFP. Approval of the DFP requires at least three (3) votes in the affirmative.
106.4 If the DFP approved by the LPC and the local board is the draft DFP
reviewed and approved by KDE, then the meeting shall be considered in a Public
Hearing.
106.5 If the DFP approved by the LPC and the local board is not the draft DFP
reviewed and approved by KDE, then the meeting may still be considered in a
Public Hearing; but, this DFP may not have the recommendation of KDE staff for
approval to Kentucky Board of Education.
106.6 If the local board of education agrees on a DFP, it shall appoint a Hearing
Officer and move to the public hearing phase of the process.
106.7 If the draft DFP is not approved by the local board of education, the board
shall send the DFP back to the LPC with specific written instructions noting the
changes to be considered by the LPC.
106.7.1 The comments of the local board shall be considered in an additional
LPC meeting. Comments from the meeting and any changes in the DFP shall
then be submitted back to the local board of education.
106.7.1.1 The draft DFP is again reviewed by the local board.
106.7.1.2 If the changes noted by the local board are approved by the LPC
the DFP shall then be considered in a Public Hearing.
106.7.1.3 If the changes noted by the local board are not approved by the
LPC the DFP proposed by the local board shall then be considered in a
Public Hearing, but it will be noted that this is not the DFP approved by
the LPC.
106.8 Voting shall be recorded in the minutes of the local board meeting. The
minutes and tabulation shall be presented to KDE.
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Section 107
Public Hearing Process
107.1 Starting the Hearing Process — the district shall contact KDE following
approval of the draft DFP by the local board of education. The DFP will then be
reviewed in a Public Hearing conducted by the local board of education to receive
comments on the proposed DFP.
107.2 Once informed of the DFP approval by the local board, KDE will provide a
"hearing package" to assist the district in conducting the public hearing. The
Hearing Package shall include:
1. Instructions on how to conduct a public hearing.
2. A sign —in sheet template to record all present.
3. A sample Hearing Agenda.
4. A Hearing Report template.
107.3 One (1) public hearing is required during the development of the DFP.
107.3.1 At a minimum, the public hearing must be advertised in the local
paper with the largest district -wide circulation at least fourteen (14) days in
advance of the forum. The district may advertise through local radio and
television media outlets as well as through the Internet.
107.3.2 The public hearing must be held after 5:30 PM local time on weekdays
and at 8 a.m. to 7:30 p.m. on Saturday and 1:00 p.m. to 7:30 p.m. on Sunday
107.3.3 The public hearing must be held in a facility that is accessible to the
non -ambulatory handicapped.
107.4 The public hearing shall be conducted by a Hearing Officer appointed by
the local board of education.
107.5 The public hearing is for the purpose of hearing and documenting
testimony. The hearing Officer is to document the public comments. The Hearing
Officer shall not attempt to sway public opinion or to comment on the proposed
DFP.
1. Those present may make a statement concerning the proposed District
Facilities Plan to be entered into the report.
2. Those present may also submit a prepared statement to the hearing
officer to be read into the record.
3. Persons unable to attend the meeting may submit a written statement to
be read into the record. These persons shall include their name and
address. Anonymous statements will not be read into the record.
31
107.6 The public hearing shall have;
1. Recording device to document the proceedings
2. Public address system to allow those speaking to be heard
107.7 Following the hearing, the Hearing Officer shall prepare a hearing report
using the template provided by KDE. This report shall be submitted to KDE staff
for review and comment.
107.8 The hearing report shall then be submitted to the local board of education in
a regularly scheduled or special called board meeting. The local board of
education may accept the report and final acceptance of the District Facilities Plan
by a simple majority vote and send the DFP to the Kentucky Department of
Education for review.
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Section 108
Kentucky Board of Education Review
108.1 All District Facilities Plans shall be approved by the Kentucky Board of
Education. Once a DFP has been developed and approved by the LPC, reviewed
by KDE staff, tentatively approved by the local board, reviewed in a public
hearing and finally approved by the local board following the hearing officer's
report it is submitted to the Kentucky Board of Education for review.
108.2 DFPs may be reviewed by the Kentucky Board of Education when it meets
in regular session in February, April, June, August, October and December.
108.3 The district shall submit verification of the completion of the steps noted
above to KDE 45 days in advance of the State Board Meeting to include;
1. All material noted in this regulation that has been submitted
previously.
2. Minutes of the Local Planning Committee Meeting and attendance
sheet recording the voting on the DFP.
a. Proof of Advertisements
3. Minutes of the local board of education meeting and attendance sheet
recording the voting on the DFP.
a. Proof of Advertisements
4. Hearing Report and sign in sheet.
a. Hard copy signed by the Hearing Officer
b. Electronic copy in Microsoft Word.
5. Recording of the Hearing
6. Minutes of the local board of education meeting and attendance sheet
recording the voting on the Hearing Officer's Report.
a. Proof of Advertisements
7. An "Out of District Report" on the KDE template noting how many
students attended the local district the previous year who were
residents of other districts and how many students who are residents of
the local district but attend school elsewhere.
108.4 The Hearing Report, District Facilities Plan and Out of District Form will
be formatted by KDE Staff. These items shall be submitted to the Kentucky Board
of Education.
108.5 DFPs that are approved by the KBE will become the District Facilities Plan
for the district for the next four (4) years.
108.6 DFPs that are not approved by the KDE will be returned to the district for
further consideration with specific instructions provided to each district by the
KBE and KDE staff.
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Chapter 2
DFP Format
Section 201
General
201.1 General - This chapter outlines information to be considered by the LPC that is
used to develop and support the information to be included on the District Facility
Plan form. The District Facility Plan form includes information about the district,
enrollment, student capacity, projects to be undertaken by the district and the costs
associated with the work. The form includes the following sections:
1. Educational Program - District Plan of Organization
2. Building Evaluation - School Center Designation
3. Student Enrollment Projections
4. Capital Construction Priorities and Discretionary Projects.
201.2 Educational Program - Plan of Organization
This portion of the DFP shall include a brief summary of the educational program, the
district organization plan of student grades that is to continue, or the proposed district
organization plan. When capital construction is completed to the extent of
occupancy, students shall be relocated to the permanent center utilizing the new
organization plan.
It is suggested the district have a single organizational plan for all students in order to
equalize educational opportunity. A variance may be allowed where verification can
be provided to the KDE that the student body's ability to achieve is not compromised.
201.3 Building Evaluation - School Centers
This portion of the DFP shall include a listing of each existing school, owned or
leased, housing a public elementary or secondary program supported by the district.
Listed information is to include school name, grades presently housed, and the
appropriate permanent functional or transitional center designation.
201.3.1 The end of year enrollment and the student capacity for each school shall
also be included. Student capacities shall be calculated as outlined in Chapter 3.
201.4 Capital Construction Priorities and Discretionary Construction Projects
Capital construction priorities shall include the most critical building and life safety
needs of the district. Construction projects shall be listed in priority order as
determined by the type of work to be undertaken. Life safety, handicapped
accessibility and the most critical building needs of the district shall be given the
highest priority. For that reason, the Priorities included as part of the DFP establish
that Educational facilities have the highest priority and are therefore included in
Priorities 1 and 2. Life safety and handicapped accessibility have been included in
M
separate Priorities le, if and 2e, 2f. Non -educational additions and expansions to
educational facilities are given the next order of importance and are included in
Priority 3. Management support areas such as District Central Offices, Bus Garages
and Storage Facilities are listed in Priority 4. Projects included in Priorities 1 through
4 are used to determine a districts need for needs based funding (SFCC).
Discretionary Projects are those noted by the LPC for inclusion in the DFP, but do not
meet the requirements to be placed in Priorities 1 through 4. These include; athletic
projects, minor renovations, major renovation to facilities that are less than 30 years
old or additions that are in excess of the regulatory requirements.
201.4.1 Projects utilizing needs based funding (SFCC funds) shall be completed
in priority order; for example, priority 1 projects shall be completed prior to
priority 2 projects. All priorities within a numbered category (i.e., la through ld)
are considered equivalent and can be selected by the LEA in any order desired,
subject to KDE approval.
201.4.2 Projects utilizing funding other than needs based funding (SFCC) may be
selected by the LEA without regard to scheduled priority, subject to KDE
approval.
201.4.3 Multiple projects may be included under one priority number. When the
district deviates from the order recommended in the guidelines, explanation must
be provided to the KDE.
201.4.4 The highest priority projects (scheduled to begin within the biennium
directly following the DFP's approval) shall be identified by the LPC with
consideration to bonding potential and the financial capability of the district.
201.4.5 When the LPC recommends a new facility on a new campus; the LPC
may identify a vicinity for the local board to consider for site consideration.
Consideration shall be given to the student distribution within the district,
availability of adequately sized sites, site development costs, and acquisition costs
prior to designation of vicinity location in the priority. The final decision shall be
made by the local board of education.
201.4.6 When a new building or building expansion is proposed in the DFP, this
work shall be supported by demographic and other information as noted in
Chapter 4-Facilities Analysis. The LPC shall prepare a narrative explaining the
need for additional space. The LPC shall investigate the availability of space in
adjoining districts as well as other options that may be available. The results of
this investigation, including the advantages and disadvantages of contracting
students to adjoining districts, shall be set forth in the narrative.
35
Section 202
Priority Listings
202.1 Priority 1— Educational Projects to Begin within the Biennium
202.1.1 Priority la. New construction to meet student capacity; further
implementation of established programs; or complete approved projects
constructed in phases.
202.1.2 Priority lb. New construction to replace inadequate spaces; expand
existing or new buildings for educational purposes; consolidate schools; or
replace deteriorated facilities.
202.1.3 Priority lc. Major renovation of educational facilities including:
construction of additions or expansions, classrooms, kitchens, cafeterias,
libraries, administrative areas, auditoriums, and gymnasiums. Additions shall
be clearly listed by number, space, type and size of proposed added space.
202.1.4 Priority Id. KERA strands - new additions: Preschool, School Based
Decision Making Meeting Area, Family Resource and fixed technology
systems.
202.1.5 Priority le. Renovation to upgrade all existing facilities to meet the
most current life safety requirements of the Kentucky Building Code.
202.1.6 Priority It Renovation to upgrade all existing facilities to meet the
most current handicapped accessibility requirements of the Kentucky Building
Code.
202.2 Priority 2 — Educational Projects Not Scheduled within the Biennium
202.2.1 Priority 2a.New construction to meet student capacity; further
implementation of established programs; or complete approved projects
constructed in phases.
202. 2.2 Priority 2b. New construction to replace inadequate spaces; expand
existing or new buildings for educational purposes; consolidate schools; or
replace deteriorated facilities.
202. 2.3 Priority 2c. Major renovation of educational facilities, including
construction of additions or expansions, classrooms, kitchens, cafeterias,
libraries, administrative areas, auditoriums, and gymnasiums. Additions shall
be clearly listed by number, space, type and size of proposed added space.
202. 2.4 Priority 2d. KERA strands - new additions: Preschool, SBDM
meeting space, Family Resource and Youth Services Centers and fixed
36
technology systems.
202.2.5 Priority 2e. Renovation to upgrade all existing facilities to meet the
most current life safety requirements of the Kentucky Building Code.
202.2.6 Priority 2f. Renovation to upgrade all existing facilities to meet the
most current handicapped accessibility requirements of the Kentucky Building
Code.
202.3 Priority 3 — Non -Educational Additions or Expansions
202.3.1 Priority 3. Construction of non -educational additions or expansions
including kitchens, cafeterias, administrative areas, auditoriums and
gymnasiums not associated with major renovations. Additions shall be clearly
listed by number, space, type and size of proposed added space.
202.4 Priority 4 — Management Support Facilities
202.4.1 Priority 4. Management support areas - Construction, acquisition, or
renovation of central offices, bus garages, or central stores.
202.5 Priority 5 — Discretionary Construction Projects
202.5.1 This Priority shall be used to list projects by school or building that do
not qualify for inclusion in the DFP in the first four (4) priorities. These shall
include;
The addition of space within existing buildings that are in excess of
those allowed for each individual building type as noted in Chapter 4.
2. Renovation of spaces and buildings that are too new or minor in nature
[(less than 3 systems to be replaced, except those systems specifically
noted as exceptions to the definition of Major Renovation( HVAC,
roofing, life safety and ADA compliance)] to meet the definition for
Major Renovation.
3. Extracurricular Facilities - Construction of field houses; stadiums;
sports field facilities; or any athletic facility.
202.5.2 Projects listed in this priority do not count toward the district's needs
assessment.
202.5.3 Restricted construction funding shall not be used for projects noted in
this Priority unless all projects noted in Priorities 1 through 4 have been
completed and the district shows no need that qualifies under the terms of this
regulation.
37
202.5.4 The local district opting not to participate in SFCC funding may
request all projects to be listed in this priority.
38
Chapter 3
Facilities Analysis
Section 301
General
301.1 General — the information gathered by the LPC shall be used to determine
facility needs of the district as they are governed by this regulation. The
determination of projects that qualify for inclusion on the District Facilities Plan shall
be based on the district's enrollment needs and the condition and size of the facilities.
A careful analysis of the conditions and the regulatory requirements shall be
undertaken as part of the LPL's task.
Section 302
School Capacity
302.1 School Capacity Calculations - Maximum class sizes provided by KRS
157.360 are as follows; Primary (24 students), Grade 4 (28 students), Grades 5-6 (29
students) and Grades 7-12 (31 students).
302.1.1 The maximum sizes noted are used in the establishment of a school
"capacity" as defined in herein. Only the standard classrooms are used when
calculating student capacity. Classrooms for special education, music, art,
science, computer labs, Career and Technical Center/KY Tech Area
Technology Center spaces, etc. are not used in the capacity calculation. These
spaces are determined separately within the regulation based upon the number
of students served in each school center.
302.2 Elementary Schools - Since the student grade level of elementary school
classrooms can change from year to year, based upon the number of students in each
grade level, an approximate average of 25 students per classroom for grades K-6 is
used to detennine maximum capacity for a full size classroom. To determine the
capacity for an elementary school, multiply the number of standard classrooms by 25
students per full sized classroom. [For example, an elementary school with 20
standard 800 sf. classrooms would have a capacity of 500 students (20 classrooms x
25 students/classroom = 500 students).]
302.2.1 Since only standard classrooms are used in this calculation, it is
critical that the spaces and their use be accurately noted on the building
inventories prepared by the district during the District Facilities Planning
process.
302.2.2 If standard classrooms are being used for purposes other than
classroom use or if the number of specialty classrooms is inflated as noted
in the inventory, these spaces may be adjusted to meet the number of
39
spaces required in the regulation. Different use of the facility spaces shall
not reduce the capacity of the facility.
302.2.3 The model size for an elementary classroom shall be 800 square
feet. However, an elementary classroom with 721 sf. or more will be
considered to have a capacity of 25 students. A classroom with 651 to 720
sf will have a capacity of 22 students and a classroom with 600 to 650 sf,
will have a capacity of 20 students. A classroom with less than 600 sf
may not be utilized as a standard classroom, but may be considered for
other uses for which its size is appropriate. [For example; an elementary
school with 20 standard classrooms at 800 sf. ea. would have a capacity
of 500 students (20 x 25=500). A similar school with 10 standard
classrooms at 750 sf. each and 10 standard classrooms at 625 sf. ea. would
have a capacity of 450 students (10 x 25)+(10 x 20)=450 students].
302.3 Middle and High Schools — Only standard classrooms such as English,
History, Language Arts, Languages and Math shall be used in the calculation of
student capacity. Like elementary schools, the use of middle and high school
classrooms can change from year to year, which shall not reduce the building's
capacity.
302.3.1 It is critical that the spaces and their use be accurately noted on the
building inventories prepared by the district during the District Facilities
Planning process. Different use of the facility spaces shall not reduce the
capacity of the facility.
302.3.1.1 If standard classrooms are being used for purposes other
than classroom use or if the number of specialty classrooms is inflated
in the inventory, these spaces may be adjusted to meet the number of
spaces required in the regulation.
302.3.2 The model size for middle and high school classrooms shall be 750
square feet. However, a middle or high school classroom with 701 sfor more
will be considered to have a "base capacity" of 25 students. A classroom with
651 to 700 sf. will have a "base capacity" of 23 students and a classroom with
563 to 650 sf. will have a "base capacity" of 21 students. A classroom with
less than 563 sf. may not be utilized as a standard classroom, but may be
considered for other uses for which its size is appropriate. [For example; a
middle or high school with 20 standard classrooms at 750 sf. ea. would have a
"base capacity" of 500 students (20 x 25=500). A similar school with 10
standard classrooms at 750 sf. ea. and 10 standard classrooms at 625 sf. ea.
would have a "base capacity" of 460 students (10 x 25)+(10 x 21) = 460
students].
302.3.3 The "base capacity" is modified to reflect the unique nature of middle
and high school design.
40
302.3.3.1 It is assumed that 25% of the student time will be spent in
spaces outside standard classrooms in spaces such as Special
Education, Music, Art, Science Labs, Computers Labs, Career and
Technical Centers/KY Tech Area Technology Centers, etc. These
spaces are not used in the "base capacity" calculation.
302.3.3.2 To determine the "calculated capacity" for a middle or high
school, the base capacity of standard classrooms is divided by .75 in
order to account for the time spent outside standard classrooms. [For
example, a middle school with a "base capacity" of 700 students will
have a "calculated capacity" of 933 students (700 divided by .75 = 633
students)].
41
Section 303
Facility Cost Analysis
303.1 To provide a consistent baseline for the monies allocated to districts for
capital construction, the costs that are used to establish pricing are specified
herein. The costs used for new construction are the most current 3/4 costs noted in
the national price guide published by the R. S. Means Company. This guide is an
industry standard that is used by Architects and Engineers for budgeting purposes.
303.2 The costs used by R. S. Means for "square foot" cost data does not include
"soft costs" such as A/E fees, CM fees, contingencies and equipment. An analysis
of Kentucky school construction projects by KDE staff has concluded that the
"soft costs" for a project will total approximately 18% of the total costs. The site
development costs noted in the guide are actually those costs associated with
footing and foundation excavation. A study of the site cost in the new projects
built in the Commonwealth indicates that about 12% is a reasonable estimate for
site development.
303.3 The maximum project budget for any project designated by priority in the
district's most recent DFP shall be established by the KDE, using the established
space and financial allotments as set forth in this regulation. Included in such a
budget are the following items: construction funds to meet the approved program,
required fixed equipment, professional fees (including design, construction,
financial, administrative and supervisory), a five percent (5%) contingency, and
other normal costs of selling revenue bonds. Site acquisition, site development,
site utilities and moveable equipment as approved by the KDE are included to the
extent of the maximum project budget plus investment income and any additional
local funds committed by the local board of education. The maximum project
budget shall be determined by the base cost as established by the 3/4 mean price
noted in the most current R. S. Means Pricing Guide, adding 12% for site
acquisition and site development for new building projects adding 18% for costs
and fees not included in the construction cost. This cost per square foot shall be
multiplied by the net area of the building (as established in the Maximum Program
Budget) and divided by the conversion factor noted in Table 304.8.1.
303.4 Site development shall include, but not be limited to, the preparation of the
site for the facility including water, electricity, fuel, sewage disposal, and any
other utility, road access, earth removal, earth installation and compaction or
special footing requirements.
M
Section 304
New Facilities
304.1 General - This section focuses on the requirements for new facilities. It
includes the use of demographic projections to justify new facilities. It also
includes discussions about replacement of old facilities and the rationale and
justification for doing so. The "Model Program of Spaces" is defined.
304.2 Demographics — The construction of a new facility shall be supported by
the district's need to accommodate student enrollment, to replace facilities that are
deficient educationally or are in poor condition.
304.2.1 The four (4) year District Facility Plan is intended to anticipate future
needs including enrollment changes. To support new facilities, a district shall
project enrollment six (6) years from the date of DFP approval.
304.2.1.1 To support the construction of a new facility based on
enrollment increases;
1. The projected enrollment of the facility must exceed the
existing building's capacity by 25% within a six (6) year
period following the submission of the plan.
2. The projected enrollment for the proposed new facility must
meet the minimum enrollment standards as noted herein.
3. The resulting movement from the existing facility to the new
facility shall not reduce the enrollment of the existing facility
to less than 85% of its projected capacity. If individual
circumstance warrants, a district may apply to the KBE for a
waiver of this requirement.
4. For a new facility to be approved, the district must show a
proposed General Fund balance to support the operation of
the additional facility.
304.2.1.2 To support the construction of a new facility based on
educational deficiency or poor condition of existing facilities the
following requirements shall be met;
1. A statement from the district must be provided that outlines
the educational deficiency based on the school center criteria
in this regulation.
2. An Architect's statement and cost analysis that supports the
replacement.
3. Verification that the cost of renovation of the existing facility
would exceed 80% of the cost of new construction.
43
304.3 Minimum Enrollment - For a new facility to be identified as a
construction priority, it shall have a projected minimum enrollment of the
following number of students;
1. Preschool
— 100 Students
2. Elementary
- 300 Students
3. Middle
- 400 Students
4. High
- 500 Students
5. Alternative
- 50 Students
304.3.1 The actual enrollment to be served by a new facility shall not be
inflated to meet the minimum requirements by redistricting students from
other schools if such redistricting will result in those schools having their
student enrollment decrease to below 85% of the school's capacity.
304.4 Maximum Enrollment - For a new facility identified as a construction
priority, SFCC needs based funding shall be limited to serve a maximum number
of students as follows;
1. Preschool
— 300 Students
2. Elementary
- 600 Students
3. Middle
- 900 Students
4. High
- 1,500 Students
304.4.1 These maximum limits are suggested by the KDE as guidelines for the
LPC to use when reviewing population projections. Deviating from these
guidelines is at the discretion of the LPC. To provide for an increase in
student enrollment, it is appropriate to construct a new facility to
accommodate facility needs once the maximum limit has been reached.
304.5 Elementary Schools - Basic classrooms to accommodate the student
enrollment at a ratio of one (1) classroom per twenty-five 25 students. One (1)
additional classroom each shall be provided for art, music and computer lab. In
the area of special needs, a full classroom shall be provided for self-contained
instruction and a half classroom provided for each resource room when students
are mainstreamed during part of the day.
304.6 Middle and High Schools - Student capacities shall be determined by the
provision of classrooms to accommodate seventy-five percent (75%) of the
projected student enrollment in (1) classroom per twenty-five (25) students. The
KDE may give special consideration for additional classrooms, from seventy-five
percent (75%) to a maximum of ninety percent (90%) where the LPC can justify
the need for these classrooms to meet the school based decision making council
approved curriculum.
44
304.7 Model Program Spaces - For the purpose of establishing a statewide,
equitable system of "efficient common schools" that responds to the directive
given in Article 183 in the Constitution of the Commonwealth of Kentucky,
Model Programs of Spaces for each type of school in Kentucky are established
herein. The programs establish the spaces to be provided within each school
building based on projected student enrollment. These Model Programs outline the
spaces that can be included in the District Facilities Plan and help to establish the
district Needs Calculation. When a school has an enrollment in excess of the
suggested maximums, the maximum projected square feet per student shall be
interpolated using the Maximum Program of spaces as a basis for the projected
increase.
45
Table 304.7.1
MODEL PROGRAM OF SPACES
ELEMENTARY SCHOOLS
Program Space
Elementary School Enrollment----`
300
400
500
600
Number of standard classrooms @ 800 sf
12
16
20
24
Standard Classroom Net Area Subtotal:
9,600
12,800
16,000
19,200
Special Education (self-contained)
825
825
825
825
Number of Resource Rooms @ 400 sf
4
5
6
6
Resource Rooms Net Area Subtotal
1,600
2,000
2,400
2,400
Number of Preschool classrooms @ 825 sf
1
1
2
2
Preschool Classroom Net Area Subtotal
825
825
1,650
1,650
Elementary art classroom
800
800
80
800
Elementary music classroom
800
800
800
800
Elementary computer classroom
800
800
800
800
Locally Identified Program Space Allowance
1,500
2,000
2,500
3,000
Total Classroom Net Area:
16,750
20,850
41,870
29,475
Library/Media Center
2,100
2,600
3,125
3,650
Kitchen
2,200
2,200
2,200
3,000
Cafeteria
3,000
3,000
3,000
4,600
Physical Education
5,500
5,500
5,500
5,500
Administrative area
1,720
1,720
1,720
1,870
Family Resource area
300
300
300
300
Custodial Receiving
250
250
250
250
Total Net Area:
31,820
36,420
41,870
48,645
Elementary building assignable space - 74%
Total Gross Area (SFA):
43,000
49,216
56,581
65,736
Area (square feetper pupil
143
123
113
110
2008 elem. school unit cost - $186/sf (see note 1)
Maximum 2008 Project Budget see note 1)-
$7,998,000
$9,154,176
$10,524,066
$12,226,896
Cost per pupil see note 1)
$26,660
$22,885
$21,048
$20,378
Note 1 - Costs will change annually as the R.S. Means 1/4 mean costs are updated.
12
Table 304.7.2
MODEL PROGRAM OF SPACES
MIDDLE SCHOOLS
Program Space
Middle
400 500
School Enrollment
600 750 900
Number of standard classrooms @ 750 sf
12
15
18
23
27
Standard Classroom Net Area Subtotal:
9,000
11,250
13,500
17,250
20,250
Special Education (self-contained)
825
825
825
825
825
Number of Resource Rooms @ 375 sf
61
6
8
8
12
Resource Rooms Net Area Subtotal
2,250
2,250
3,000
3,000
4,500
Number of Science Classrooms @ 1,000 sf
3
3
4
5
5
Science Classrooms Net Area Subtotal
3,000
3,000
4,000
5,000
5,000
Enrichment/Fine Arts
Art classroom
1,200
1,200
1,200
1,200
1,200
Band or band/vocal classrooms
2,500
2,500
2,500
2,500
2,500
Vocal music classroom
900
900
900
900
900
Number of Computer classrooms @ 900 sf
1
1
2
2
3
Computer Classrooms Net Area Subtotal
900
900
1,800
1,800
2,700
Locally Identified Career and Technical Education
Allowance
3,650
3,650
3,650
3,650
3,650
Locally Identified Program Space Allowance
3,000
3,750
4,500
5,625
6,750
Total Classroom Net Area:
27,225
30,225
35,875
41,750
48,275
Library/Media Center
2,600
1 3,125
3,650
4,700
5,225
Kitchen
2,200
2,200
3,000
3,000
3,800
Cafeteria
3,000
3,000
4,600
4,600
6,200
Physical Education
10,375
10,375
10,775
11,975
12,400
Administrative area
1,720
1,720
1,870
1,870
2,020
Family Resource area
300
300
300
300
300
Custodial Receiving
250
250
250
250
250
Total Net Area:
47,670
51,1.95
60,320
68,445
78,470
Middle school building assignable space - 7 1 %
Total Gross Area (SFA):
67,141
72,106
84,958
96,401
110,521
Area (square feet) per pupil
169
144
142
129
123
2008 middle school unit cost - $190/sf (see note 1)
Maximum 2008 Project Budget see note 1):
$12,756,790
$13,700,140
$16,142,020
$18,316,190
$20,998,990
Cost per pupil see note 1)
$31,892
$27,400
$26,903
$24,422
$23,332
Note 1- Costs will change annually as the R.S. Means 1/4 mean costs are updated.
47
Table 304.7.3
MODEL PROGRAM OF SPACES
HIGH SCHOOLS
Program Space
_Hjgh School Enrollment_
~ 500 750 1000
___ ___ ____
1250 1500
Number of standard classrooms @ 750 sf
15
23
30
38
45
Standard Classroom Net Area Subtotal:
11,250
17,250
22,500
28,500
33,750
Special Education (self-contained)
825
825
825
825
825
Number of Resource Rooms @ 375 sf
4
4
6
8
10
Resource Rooms Net Area Subtotal
1,500
1,500
2,250
3,000
3,750
Number of Science classrooms @ 1,000 sf
2
3
4
5
6
Science Classroom Net Area Subtotal
2,000
3,000
4,000
5,000
6,000
Number of Science Lecture Labs @ 1,625 sf
1
1
2
2
3
Science Lecture Labs Net Area Subtotal
1,625
1,625
3,250
3,250
4,875
Enrichment/Fine Arts
Art classroom
1,200
1,200
1,200
1,200
1,200
Band or band/vocal classrooms
2,500
2,500
2,500
2,500
2,500
Vocal music classroom
---
---
900
900
900
Computer classrooms @ 1,280 sf
1,280
1,280
2,560
2,560
3,840
Locally Identified Career and Technical Education
Allowance
2,750
5,900
5,900
7,900
7,900
Locally Identified Program Space Allowance
7,040
8,540
13,540
15,040
17,040
Total Classroom Net Area:
31,970
43,620
59,425
70,675
82,580
Library/Media Center
3,125
4,700
5,720
7,325
8,375
Auditorium/Theater
3,500
4,000
4,500
5,000
5,500
Kitchen
2,200
3,000
3,800
4,700
4,700
Cafeteria
3,000
4,600
6,200
7,800
7,800
Physical Education
14,400
14,400
16,000
16,000
17,100
Administrative Area
1,720
1,870
2,020
2,170
2,320
Family Resource Area
300
300
300
300
300
Custodial Receiving
250
250
250
250
250
Total Net Area:
60,465
76,740
98,215
114,220
128,925
High school building assignable space - 68%
Total Gross Area (SFA):
88,919
112,853
144,434
167,971
189,596
Area (square feet) per pupil
178
151
144
134
126
2008 high school unit cost - $203/sf
Maximum 2008 Project Budget:
$18,050,557
$22,909,159
$29,320,102
$34,098,113
$38,487,988
Cost per pupil
$36,101
$30,546
$29,320
$27,279
$25,659
Note 1- Costs will change annually as the R.S. Means % mean costs are updated.
Table 304.7.4
MODEL PROGRAM OF SPACES for K-12 SCHOOLS
Program Space
----- _K-12 School_ Enrollment
400 (216/184)
500 (270/230)
600 (324/276)
700 (378/322)
Number of standard classrooms @ 800 sf
9
11
13
15
Number of standard classrooms @ 750 sf
6
7
9
10
Standard Classroom Net Area Subtotal:
11,700
14,050
17,150
19,500
Special Education (self-contained)
825
825
825
825
Number of Resource Rooms @ 400 sf
4
5
6
7
Resource Rooms Net Area Subtotal
1,600
2,000
2,400
2.800
Number of Preschool classrooms @ 825 sf
1
1
1
1
Preschool Classroom Net Area Subtotal
825
825
825
825
Number of Science Lecture Labs @ 1,000 sf
1
1
l
I
Science Lecture Labs Net Area Subtotal
1,000
1,000
1,000
1,000
Number of Science Lecture Labs @ 1,625 sf
1
1
1
l
Science Lecture Labs Net Area Subtotal
1,625
1,625
1,625
1,625
Enrichment/Fine Arts
Elementary Art classroom
800
800
800
800
High School Art classroom
1,200
1,200
1,200
1,200
Elementary Music classrooms
800
800
800
800
Band or band/vocal classrooms
2,000
2,000
2,000
2,000
Elementary Computer classrooms @ 800 sf
800
800
800
800
High School Computer classrooms @ 1,280 sf
1,280
1,280
1,280
1,280
Locally Identified Career/Technical Educ. Allow.
2,750
2,750
2,750
5,500
Locally Identified Program Space Allowance
4,000
4,750
5,500
6,625
Total Classroom Net Area:
31,205
34,705
38,955
45,580
Library/Media Center
2,100
3,125
3,650
4,000
Kitchen
2,200
2,200
3,000
3,000
Cafeteria
3,000
3,000
4,600
4,600
Physical Education
12,400
12,400
14,400
14,400
Administrative area
1,870
1,870
2,170
2,170
Family Resource area
300
300
300
300
Custodial Receiving
250
250
250
250
Total Net Area:
55,325
57,850
67,325
74,300
K-12 building assignable space - 71%
Total Gross Area (SFA):
71,923
81,479
94,824
104,648
Area (square feetper u it
195
163
1581
150
2008 K-12 school unit cost - $203/sf (see note I)
Maximum 2008 Project Budget see note 1 :
$14,600,369
$16,540,237
$$19,249,272
$21,243,544
Cost per pupil see note 1
$36,501
$33,081
$32,082
$30,348
Note 1- Costs will change annually as the R.S. Means % mean costs are updated.
Table 304.7.5
MODEL PROGRAM OF SPACES FOR ALTERNATIVE SCHOOLS
Program Space
Alternative
50
School Enrollment
100 150 200
Number of standard classrooms @ 825 sf
4
8
12
16
Standard Classroom/Toilet Net Area Subtotal:
3,300
6,600
9,900
13,200
Number of Resource Rooms @ 375 sf
1
2
2
3
Resource Rooms Net Area Subtotal
375
750
750
1,125
Allowance for locally identified instr. progs.
500
1,000
1,500
1,500
Total Classroom Net Area:
4,175
8,350
12,150
15,825
Media Center/Computer classroom
750
750
1,050
1,400
Kitchen
500
500
750
750
Multi -Purpose Room
2,600
2,600
2,600
2,600
Administrative area
750
750
750
750
Custodial Receiving
250
250
250
250
Total Net Area:
9,025
13,200
17,550
21,575
Alternative building assignable space — 74%
Total Gross Area (SFA):
12,196
17,838
23,716
29,155
Area (square feet) per pupil
244
178
158
146
2008 Alt. school unit cost - $190/sf (see note 1)
Maximum 2008 Project Budget see note 1)-.
2,317,240
$3,389,220
$4,506,040
$5,539,450
Cost per pupil (see note 1)
.
$46,3451
$33,892
$30,040
$27,697
Note 1— Costs will change annually as the R.S. Means % mean costs are updated.
50
Table 304.7.6
MODEL PROGRAM OF SPACES FOR EARLY CHILDHOOD
CENTERS
Program Space
_ Early Childhood Centers Enrollment
100
150
200
300
Number of standard classrooms @ 825 sf
5
8
10
15
Standard Classroom/Toilet Net Area Subtotal:
4,125
6,600
8,250
12,375
Number of Resource Rooms @ 400 sf
2
2
3
3
Resource Rooms Net Area Subtotal
800
800
1200
1200
Allowance for locally identified instr. progs.
1,000
1,500
1,500
2,000
Total Classroom Net Area:
5,925
8,900
10,950
15,575
Media Center/Computer classroom
825
1,050
1,400
2,100
Kitchen
500
750
750
1,000
Multi -Purpose Room
2,600
2,600
2,600
5,000
Administrative area
750
750
750
750
Custodial Receiving
250
250
250
250
Total Net Area:
10.850
14,300
16,700
24,675
Early Childhood Center assignable space — 74%
Total Gross Area (SFA):
14,662
1.9,324
22,568
33,345
Area (square feetper pupil
147
129
113
111
2008 Early Child. Ctr. unit cost - $186/sf (see note 1)
Maximum 2008 Project Budget (see note 1):
$2,727,132
$3,594,264
$4,197,648
$6,202,170
Cost per pupil see note 1
$27,2711
$23,9621
$20,988
$20,674
Note 1 — Costs will change annually as the R.S. Means 1/4 mean costs are updated.
51
304.8. Assignable/Unassignable Space - The square footage allocation for
priority projects shall be calculated with the following assignable and
unassignable space percentages:
Table 304.8.1
-- - - --- - ------ - - ---------------- FaciliTe -------------
ypAssignable Space Unassignable
ty
(0/0)
Elementary and Support Buildings 74% 26%
Middle and Junior High Schools 71% 29%
High Schools 68% 32%
----------
K-12 Schools 71% 29%
Alternative Schools 74% 26%
Preschool Centers 26%
Career and Technical Centers/KY Tech Area 74%
Technology Centers
Central Offices
Central Bus Garages
---
52
74%
74%
90%
26%
26%
26%
10%
Table 304.8.2
Program Space Square Footage — General
Space Code
Program (Capacity)
Minimum Square Footage
E
Elementary Classroom
800
KT
Kindergarten Toilet
(Intl. in conv. factor
KS
Kinder arten Storage
(Incl. in conv. factor
KX
Kindergarten Auxiliary
Incl. in conv. factor)
MH
Middle/High Classroom
750
SE
Special Education (self-contained)
825
SET
Special Education Changing Room/Toilet
(Incl. in conv. factor)
SES
Special Education Storage
(Incl. in conv. factor)
SEO
Special Education Office
(Incl. in conv. factor)
ER
Elementary Resource Classroom
400
MHR
Middle/Hi h Resource Classroom
375
P
Preschool Classroom
825
PS
Preschool Storage
(Incl. in conv. factor)
PSO
Preschool Office
(Incl. in conv. factor)
PT
Preschool Toilet
(Incl. in conv. factor
SCR
Science Room
1,000
SCL
Science Lecture Lab
1,625
SCP
Science Preparation Room
(Incl. in conv. factor)
SCS
Science Storage Room
(Incl. in conv. factor
ARE
Elementary Art
800
AR
Middle/High Art
1,200
AO
Art Office
Incl. in conv. factor)
AS
Art Storage
(Incl. in conv. factor
BA
Band
2,500
BAS
Band Storage
Incl. in conv. factor
BAO
Band Office
(Incl. in conv. factor)
BAP
Band Practice Room
(Incl. in conv. factor
BAV
BandNocal
2,500
MUV
Vocal Music
900
MUE
Elementary Music
800
MUS
Music Storage
(Incl. in conv. factor)
MUO
Music Office
Incl. in conv. factor
MUP
Music Practice Room
(Incl. in conv. factor)
COE
Elementary Computer
800
COM
Middle Computer
900
COH
High Computer
1,280
L30
Library (300) - minimum
2,100
L40
Library (400)
2,600
L50
Library (500)
3,125
L60
Library 600
3,650
L70
Library 700
4,175
L80
Libra 800
4,700
L90
Libra 900
5,225
1,100
Libra (1,000)
5,720
L110
Libra (1,100)
6,275
L120
Libra (1,200)
6,800
L130
Libr 1,300
7,325
L140
Libra (1,400)
7,850
L150
Library 1,500) - maximum
8,375
LS
Library Storage
Incl. in conv. factor)
LO
Library Office
Incl. in conv. factor)
LW
Library Workroom
(Incl. in conv. factor)
LP
Library Periodical Storage
(Incl. in conv. factor)
53
304.9 Career and Technical Centers/KY Tech Area Technology Centers - new Career
and Technical Centers/KY Tech Area Technology Centers and proposed additions shall
be included in the District Facilities Plan. The need for these facilities and the individual
programs therein shall be approved by;
1. Education Cabinet, Department of Workforce Investment, Office of Career and
Technical Education.
2. The Kentucky Department of Education, Division of Career and Technical
Education.
304.9.1 Submittals — Districts shall submit a written request for a new facility to the
agencies noted in 304.9. This request shall include the programs to be developed.
304.9.1.1 Upon approval of the facility and the program, the district shall submit
copies of the approval letters and the narrative submittal to KDE Facilities
Management, Planning Branch. The program spaces will then be included in the
DFP using the spaces and sizes noted in table 304.9.1.1.
Table 304.9.1.1
Program Space Square Footage — Career and Technical Centers/KY Tech Area
Technology Centers
Space Code
Program (Capacity)
Minimum Square Footage
ADV
Administrative Area
750
AGI
Agriculture Education (I teacher)
3,120
AG2
Agriculture Education (2 teacher)
3,900
AG3
Agriculture Education (3 teacher)
4,680
AGMH
Agricultural Education Classroom
750
AGS
Agricultural Education Storage
(Intl. in suite total)
AGL
Agricultural Education Laboratory/Shop
(Intl. in suite total)
AGES
Agricultural Education Equipment Storage Room
(Intl. in suite total)
AGO
Agricultural Education Office
(Intl. in suite total)
HOR
Agricultural/Horticulture
3,120
HORMH
Agricultural/Horticulture Classroom
750
HORS
Agricultural/Horticulture Storage
(Intl, in suite total)
HORL
Agricultural//Horticulture Laboratory
(Intl. in suite total)
HORG
Agricultural/Horticulture Greenhouse
1,800
HORO
Agricultural/Horticulture Office
(Intl. in suite total)
BEMH
Business Education Classroom
900
BEL
Business Education Computer Lab
1,600
BES
Business Education Storage
(Intl. in suite total)
BEO
Business Education Office
150
PC
Pathways to Careers
2,000
PCMH
Pathways to Careers Classroom
750
PCL
Pathways to Careers Lab
(Intl. in suite total)
PCs
Pathways to Careers Storage
(Intl. in suite total)
PCO
Pathways to Careers Office
(Intl. in suite total)
56
Space Code
Program (Capacity)
Minimum Square Footage
ME
Marketing Education 1 Lab
1,600
MEMH
Marketing Education Classroom
900
MEL
Marketing Education Lab
(Incl. in suite total)
MES
Marketing Education Storage
(Incl. in suite total)
MEO
Marketing Education Office
(Incl. in suite total)
FCS1
Family and Consumer Sciences (1 teacher)
2,700
FCS2
Family and Consumer Sciences (2 teacher)
3,350
FCS3
Family and Consumer Sciences (3 teacher)
4,000
FCSMH
Family and Consumer Sciences Classroom
750
FCSCFS
Family and Consumer Sciences - Culinary and Food
Service[
3,350
FCSFID
Family and Consumer Sciences - Fashion and
Interior Design
3,350
FCSCFM
Family and Consumer Sciences - Consumer and
Family Mana ement
2,700
FCSCD
Family and Consumer Sciences - Child
Development
3,350
FCSHS
Family and Consumer Sciences - Hospitality
Servicer
3,350
FCSE
Family and Consumer Sciences —Education
2,700
FCSWR
Family and Consumer Sciences Work Room
(Incl. in suite total)
FCSS
Family and Consumer Sciences Storage
(Incl. in suite total)
FCSO
Family and Consumer Sciences Office
(Incl. in suite total)
ETI
Engineering and Technology (1 teacher)
2,750
ET2
Engineering and Technology (2 teacher)
4,750
ETMH
Engineering and Classroom
750
ETL
Engineering and Technology Lab
(Incl. in suite total)
ETS
Engineering and Technology Storage
(Incl. in suite total)
ETO
Engineering and Technology Office
(Incl. in suite total)
HSAH
Health Services/Allied Health
1,280
HSAIRvIH
Health Services/Allied Health Classroom
900
HSAHL
Health Services/Allied Health Lab
(Incl. in suite total)
HSAHS
Health Services/Allied Health Storage
(Incl. in suite total)
HSAHO
Health Services/Allied Health Office
(Incl. in suite total)
IT
Information Technology Suite
3,250
ITMH
Information Technology Classroom
750 sE (included in Suite total)
ITL
Information Technology Computer Lab
1,200 sf. (included in Suite total)
ITW
Information Technology Wiring
100 sf. (included in Suite total)
ITTS
Information Technology Tool Room
400 sf. (included in Suite total)
ITS
Information Technology Storage Room
400 sf. (included in Suite total)
ITO
Information Technology Office
400 sf. (included in Suite total)
DRF
Drafting
1,800
DRFMH
Drafting Classroom
750
DRFL
Drafting Lab
(Incl. in suite total)
57
DRFS
Drafting Storage
(Incl. in suite total)
DRFO
Drafting Office
(Incl. in suite total)
MAC
Auto Parts, Commercial Art, Mine Equipment
Operator, Meat Cutting, Office Machine Repair,
Small En ine Repair, Tailoring
3,000
MACMH
MAC Classroom
750
58
Space Code
Program (Capacity)
Minimum Square Footage
MACL
MAC Lab
(Incl. in suite total)
MACS
MAC Storage
(Incl. in suite total)
MACO
MAC Office
(Incl. in suite total)
MNT
Building Maintenance, Commercial Sewing,
2,400
MNTM 4
Maintenance Classroom
750
MNTL
Maintenance Lab
(Incl. in suite total)
MMTS
Maintenance Storage
(Incl. in suite total)
MNTO
Maintenance Office
(Incl. in suite total)
TVRP
TV and Radio Production
TVRS
Television and Radio Studio
TVRC
Television and Radio Studio Control Room
TVRMH
Television and Radio Classroom
750
TVRL
Television and Radio Lab
1,500
TVRS
Television and Radio Storage
TVRO
Television and Radio Office
IND
Industrial Air Conditioning, Appliance
Repair, Cabinet Making, Carpentry,
Electricity, Electronics, Technology, Heavy
Equipment Repair, Industrial Machine Maintenance,
Interior Finishing, Masonry,
Maintenance, Radio and TV Repair, Sheet Metal,
Welding
3,000
PLM
Plumbing
3,500
PLMMH
Plumbing Classroom
750
PLML
Plumbing Lab
(Incl. in suite total)
PLMS
Plumbing Storage
(Incl. in suite total)
PLMO
Plumbing Office
(Incl. in suite total)
AUB
Auto Body
3,600
AUBMH
Auto Body Classroom
750
AUBL
Auto Body Lab
(Incl. in suite total)
AUBPT
Auto Body Paint Room
(Incl. in suite total)
AUBS
Auto Body Storage
(Incl. in suite total)
AUBO
Auto Body Office
(Incl. in suite total)
MEC
Aircraft, Auto, Diesel and Truck
Mechanics, Graphic Arts
4,000
MECMH
Mechanics Classroom
750
MECL
Mechanics Lab
(Incl. in suite total)
MECS
Mechanics Storage
(Incl. in suite total)
MECO
Mechanics Office
(Incl. in suite total)
RTCMH
ROTC Classroom
RTCO
ROTC Office
RTCS
ROTC Storage
59
304.10 Unique programs including cooperative partnerships with business,
industry, government agencies, or programs that utilize innovative teaching and
learning techniques that cause special facility needs shall be viewed as separate
items within the Planning process. Examples of these programs include: studios
to teach School Stores, School Banks, Theatre and television production, and
mock coalmines designed for teaching coal mining techniques. To include these
program spaces in the District Facilities Plan, the district shall provide a narrative
description of the program and anticipated space needs for review by KDE.
Table 304.11
Program Space Square Footage — Other Buildings
Space Code
Program (Capacity)
Minimum Square Footage
BUl
Bus Garage - I Bay
2,400
BU2
Bus Garage - 2 Bay
3,600
BU3
Bus Garage - 3 Bay
4,800
Each additional bay:
1,200
BUR
Bus Garage Reception
(Incl. in conv. factor)
BUO
Bus Garage Office
Incl. in conv. factor
BUL
Bus Garage Lounge
(Incl. in conv. factor)
BUM
Bus Garage Work Bay
Incl. in cony, factor)
BUS
Bus Garage Storage
Incl. in cony, factor
CO
Central Office - (minimum)
1,350
BR
Board Room
1,000
RRF
Fireproof Records Room
150
Individual offices, storage rooms, conference rooms, etc.
within the Central Offices shall use the same Space
Codes as those designated for Office/Administration
Areas
CSFI
Central Storage - (Enrollment < 1,000)
2,500
CS172
Central Storage - (Enrollment 1,000-4,999)
5,000
CSF3
Central Storage - (Enrollment 5,000-7,499)
7,500
CSF4
Central Storage - (Enrollment> 7,500)
10,000
MR
Maintenance Reception
MS
Maintenance Shop
MBL
Mobile Unit (Educational or Other)
Section 305
Renovations and Additions
305.1 General - This section focuses on the use of demographic projections to
justify the additions to existing facilities. It will also include discussions about
replacement of portions of old facilities and the rational and justification for doing
so. The use of the "Model Program of Spaces" as an analysis tool for evaluating
existing facilities to justify additions and R. S. Means costing will be explained.
305.2 To support additions onto existing facilities, the spaces within the existing
facility shall be compared to the spaces allowed in the "Model Project Program of
Spaces" in this Chapter;
305.2.1 Spaces other than those noted on the "Model Program of Spaces" are
not to be included on the District Facilities Plan within Priority 1 through 5.
These spaces may be included in Priority 5 - Discretionary.
305.2.2 The projected enrollment of the facility must exceed the existing
building's capacity for additional classrooms to be added.
305.2.3 Additional spaces in excess of those noted on the "Model Program of
Spaces" required for early childhood shall be justified by the district by a
narrative and actual enrollment counts.
305.2.4 Spaces that are within 75% of the size noted in the "Model Program
of Spaces" for the 6-year projected enrollment for each school shall not be
considered to be deficient and do not qualify for inclusion in the DFP within
Priority 1 through 4. These spaces may be included in Priority 5 -
Discretionary.
305.3 To support the renovation of an existing facility based on educational
deficiency or poor condition:
305.3.1 The project shall meet the definition for Major Renovation as it relates
to building age and the time since the last major renovation, number of
systems to be replaced and overall cost of renovation.
305.3.1.1 In buildings that have been built in phases over several years,
the portions of the building that meet the definition of Major
Renovation shall be included on the DFP.
305.3.2 The cost of renovation shall not exceed 80% of the cost of
replacement.
305.4 When renovating an existing facility, it shall have a minimum of the
following number of students in order to make full use of restricted facility
funding:
1. Preschool —
100 Students
2. Elementary -
300 Students
3. Middle -
400 Students
4. High -
500 Students
61
305.4.1 Should the local board of education choose to renovate a permanent
center which has less than the minimum number of students specified above,
and the cost of renovation, as noted on the District Facilities Plan, shall be
limited based on a calculation of students served and 80% of the cost of
replacement allowed under the previous subsection of this regulation. For
example the maximum cost allowed for the renovation of a 200-student
elementary school would be 67% of the cost of a new facility multiplied by
the 80% maximum allowed for renovation.
305. When a building reaches one hundred and twenty-five percent (125%) of the
projected gross square footage for that particular number of students, the facility
no longer qualifies for additions of any type to be included on the District
Facilities Plan in Priorities 1 through 4.
305.6 When a school has a projected enrollment in excess of the suggested
maximums, the maximum projected square foot per student multiplied by the
enrollment shall be utilized to determine the maximum allowable area.
305.7 The maximum project budget to be included on the DFP for renovation will
be provided by the local district through their architect and/or engineer, not to
exceed 80% percent of the replacement cost of a facility of comparable
enrollment. Both the project budget and a minimum thirty (30) year life
expectancy for the building shall be verified.
305.8 Where budget allocations noted on the DFP may not complete the desired
project of the local district, an evaluation, prior to placement upon the facility plan
as a priority item, shall be made by the local board in order to assure completion
of the project.
305.9 The maximum project budget for building additions shall be determined by
the base cost per square foot as established by the 3/4 mean price noted in the most
current R. S. Means Pricing Guide, adding 12% for site development for new
building projects and adding 18% for costs and fees not included in the
construction cost. This cost per square foot shall be multiplied by the net area of
the space to be added (as established in the Maximum Program Budget) and
divided by the conversion factor noted in Table 304.8.1.
62
Chapter
Submission Requirements
Section 401
Minimum Requirements
401.1 Prior to the initial LPC meeting and orientation session, the district shall submit
the following information to KDE;
1. A complete list of the Local Planning Committee membership including
name, address, telephone number, position, group represented, and school
council representation (if applicable) of each member. All LPC members
should be residents of the school district unless the superintendent has
obtained a waiver from the Commissioner of Education.
2. A narrative explaining the selection process used in establishing the Local
Planning Committee and how all criteria established in 702 KAR 4:180 have
been met.
a. A photocopy of all advertisements for LPC business leaders.
b. A copy of the local board minutes approving the business leaders and
local board member to serve on the LPC.
3. An Architect and Engineering Physical assessment of each facility on the
required KDE assessments sheets - both electronic and hard copies.
4. A small scale drawing of each floor of each facility owned by the district.
a. The drawings shall be presented on 11" x 17" sheets.
b. Each drawing shall clearly show walls, door openings, window
openings, room areas and room use.
c. The drawings shall have a title that identifies the district, building,
floor (in the case of a multi -level building).
d. Drawings shall be submitted in electronic (in PDF format) and hard
copy.
5. A building inventory for each facility on the required KDE inventory sheets
submitted in electronic and hard copy.
401.2 Prior to the last LPC meeting, the district shall submit the following
information to KDE:
1. A photocopy of all advertisements for LPC Meetings and Forums clearly
showing the date of the advertisement and the date of the event for which it
is intended.
2. The minutes from all LPC meetings including a sign in sheet showing
names of all of the LPC members that were present.
3. The Architect and Engineering Cost estimates for renovation of existing
facilities on the required KDE assessments sheets.
4. Any changes to the building inventories - both electronic and hard copies
5. The draft District Facilities Plan on the required KDE Draft District
Facilities Plan sheet in electronic and hard copy.
63
401.3 Prior to submission to the Kentucky Board of Education, the district shall
submit the following information to KDE:
1. KDE Submittal Sheet to document the voting by the LPC and local board on
the DFP reviewed by KDE.
2. Public Hearing Information, including:
a. Hearing Officers Report in electronic and hard copy.
b. Hearing sign -in sheet
c. Audio copy of the Hearing
3. Out of District Information in electronic and hard copy on the required KDE
Out of District sheets.
Chapter 5
District Facilities Plans Modification Procedures
General — this section outlines the options open to each district if they choose to
adjust their DFP before it expires in the four (4) year cycle. DFPs that have not been
completed at the end of the four (4) year cycle shall remain in place until a new DFP
is developed. All projects noted as priority projects that have been executed shall be
removed from the districts needs assessment that is established by the DFP.
Section 501
Waiver Process
501.1 General — when a district's planning cycle is complete, the district may want to
extend the current DFP beyond its due date. A local school district may request a
waiver of the requirement to complete the facility planning process for any of the
following reasons:
1.It has been less than eight (8) years since a new DFP has been developed by
the local planning committee and approved by the KBE, and
2.The district shows no significant change in enrollment, educational programs
or building needs since the last district facility plan was developed.
501.2 A local board may vote to request a waiver from the requirement to adopt a new
DFP in a regular or special called meeting. This request shall be sent to KDE in
electronic or hard copy with a copy of the Board Order.
501.2.1 KDE shall review the request and send a letter to the district informing
them if the waiver is approved.
501.3 A newly constituted LPC shall conduct a scheduled, advertised public meeting
to review the current DFP and the district's financial, demographic and physical
condition. The LPC may determine that a new DFP is not necessary for their district
based on the reasons noted above [501.1 (1 and 2.)].
501.3.1 By unanimous vote, the LPC may recommend that the local board of
education request a waiver of the DFP from the Department of Education.
501.4 The LPC request will be submitted to the local board in an advertised board
meeting. The local board shall consider the request and supporting information from
the LPC and shall vote on the request.
501.5 If the local board votes unanimously to approve the request, the request for
waiver and letter of explanation including supporting documentation must be
submitted to KDE for review as specified in 501.2.
65
501.5.1 KDE may require additional information, such as updates to the
district's building inventory, to be submitted prior to issuing a decision.
Section 502
Amendment Process
502.1 General — during the district's planning cycle the district may need to change
the DFP.
502.2 The local board of education may request an amendment to its DFP under the
following circumstances:
1. A major change in enrollment.
2. A major change in curriculum.
3. A major disaster.
4. An unforeseen occurrence.
502.3 To start the amendment process, the local board of education shall vote in open
session to request permission from KDE to reassemble the LPC that developed the
current DFP.
502.4 The Board shall apprise KDE of the need for an amendment, and provide up-to-
date district information for consideration. Upon consideration of the Board Order
and information provided, KDE shall issue its decision.
502.5 Following approval by KDE, the Board shall reconvene the LPC, apprise the
members of the need for an amendment, and provide up-to-date district information
for consideration.
502.6 The LPC shall hold a minimum of two (2) LPC meetings and forums.
502.6.1 One of these must be scheduled after the draft amended DFP is created
and reviewed by KDE
502.6.1.1 These meetings have the same requirements as those for a new
District Facilities Plan (see Chapter 1, Section 103.5)
502.6.1 Prior to the last meeting (this may be undertaken at the first meeting),
the LPC shall develop a draft DFP showing the required changes and supporting
documentation to be submitted to KDE which shall include:
1. The "draft" amended DFP.
2. The building inventories of the facilities affected by the amendment.
3. The A/E estimates.
4. The small scale plan drawings showing the current buildings to be affected
by the amendment.
502.7 KDE shall then send the DFP back to the LPC with comments
502.7.1 In a regular LPC Meeting, the LPC votes on the reviewed draft DFP and
sends the amended DFP to the local board for action.
502.7.2 In a regular or special called meeting, the local board of education
reviews and votes on the amended DFP.
67
1. If accepted; the local board of education submits the DFP to the KDE.
2. If rejected, the local board of education returns the draft DFP back to the
LPC for revision with specific instructions about the changes requested
before resubmission to the local board of education.
502.8 The DFP will then be reviewed in a Public Hearing conducted by the local
board of education to receive comments on the proposed District Facility Plan.
502.8.1 Once informed of DFP approval by the LPC and local board, KDE
will provide a "hearing package" to assist the district in conducting the public
hearing.
502.8.1.1 One (1) public hearing must be conducted using the same
requirements as those for a new District Facilities Plan (see Chapter 1,
Section 7).
502.9 All amended District Facilities Plans shall be approved by the Kentucky Board
of Education. Once an amended DFP has been developed and approved by the LPC,
reviewed by KDE staff, tentatively approved by the local board, reviewed in a public
hearing and finally approved by the local board following the hearing officer's report
it is submitted to the Kentucky Board of Education for review.
502.9.1 The amended District Facilities Plan shall be reviewed by the Kentucky
Board of Education using the some process required for approval of a new
District Facilities Plan.
•V
Section 503
Finding Process
503.1 General —During the district's planning cycle circumstances may arise in
which a district needs to make a "minor" change to their DFP.
503.2 The local board of education may request a finding to adjust its DFP under the
following circumstances:
1. The change will not substantially affect the district's needs assessment.
2. The change affects only one facility.
503.3 In a regular or special meeting, the Local Board may vote to request a finding to
make a "minor" change in the DFP. This request will be sent to KDE in writing with a
copy of the Board Order.
503.3.1 The LPC shall meet in a scheduled, advertised public meeting where
they shall review the current district facilities plan and the districts financial,
demographic and physical condition.
503.3.2 By a simple majority vote, the LPC may recommend that KDE make a
minor adjustment to the DFP.
503.3.3 The LPC request is then submitted to the local board in an advertised
board meeting. The local board shall consider the request and supportive
information from the LPC and vote on the request.
503.3.4 If the local board votes by a simple majority to approve the request, a
letter of explanation including back up documentation shall be submitted to KDE
for review.
503.3.5 KDE may require additional information such as the updating of the
district's building inventory to be submitted prior to final approval.
I
Appendix
Architect and Engineer Building Evaluation Part- A ..................................................... A-1
Architect and Engineer Building Evaluation Part- B...................................................... A-2
Architect and Engineer Building Evaluation Part- C...................................................... A-3
Architect and Engineer Building Evaluation Part- D..................................................... A-3
District Facility Plan — Architect and Engineer Cost Estimate Form ............................. A-4
District Facility Plan Submittal Form............................................................................. A-5
School Building Inventory Report Template
...............................................
Elementary School Program Analysis Form...................................................................
A-7
Middle School Program Analysis Form.........................................................................
A-8
High School Program Analysis Form.............................................................................
A-9
District Facilities Plan Template..............................................................
................ A-10
Public Hearing Instructions.....................................................................A-11
Public Hearing Sign —In Sheet Template......................................................A-12
Sample Public Hearing Agenda................................................................A-13
Public Hearing Report Template...............................................................A-14
70
Index
A
Amendment......................................................... Definitions
Amendment Process .................................... Chapter 5, Section 502
Attendance Boundary ............................................ Definitions
B
Base Capacity......................................................
Definitions
Best Practices.......................................................
Definitions
Biennium............................................................
Definitions
Building Evaluations
Architect/Engineering Building Evaluation... ....
Chapter 1, Section 102
Building Condition Evaluations ......................
Chapter 1, Section 102.1
Building Use Evaluation and Inventory............
Chapter 1, Section 102.2
Evaluation Criteria .......................................
Chapter 1, Section 102.1
Facilities Analysis .......................................
Chapter 3
Facility Cost Analysis ...................................
Chapter 3, Section 303
New Construction Cost Pricing .......................
Chapter 1, Section 102.4
New Facilities Analysis .................................
Chapter 3, Section 304
Renovation and Additions Analysis ..................
Chapter 3, Section 305
Renovation Construction Cost Pricing ..............
Chapter 1, Section 102.5
Building Drawings ................................................ Chapter 1, Section 102.3
Building Administrators ......................................... Definitions
Building Systems ................................................... Definitions
C
Capital Construction Priorities ................................. Chapter 2, Sections 201.4
Career and Technical Centers/KY Area Technology Centers. Chapter 3, Section 304.9
Program of Spaces ............................ Table 304.9.1.1
Common Schools
Characteristics of an "efficient" system ............ Facilities Planning Overview
Central Office Staff ........................................... ... Definitions
D
Demographic Information.........
Chapter 1, Sections 103.2,
103.4.1, Chapter 3;
Section 304.2
Discretionary Projects ...........................
Definitions, Chapter 2; Sections
201.4, 202.5
District Facilities Plan .............................................
Definitions
Format......................................................
Chapter 2
Plan Development .......................................
Chapter 1, Section 103
Planning Process .........................................
Chapter 1
KBE Review ..............................................
Chapter 1, Section 108
KDE Review ..............................................
Chapter 1, Section 104
Local Board Voting ......................................
Chapter 1, Section 106
Modification Procedures ...............................
Chapter 5
Roles and Responsibilities ............................
Chapter 1, Section 103.2
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Submission Requirements .............................
DraftPlan............:...............................................
E
Educational Program - Plan of Organization ..................
F
Facilitation...........................................................
Fees for Facilitation Services ....................................
Fees for Architectural Services ..................................
Forum (Public Forum) ............................................
Forum Requirements ....................................
Finding................................................................
Finding Process ...........................................
FloodPlain...........................................................
H
Hearing (Public Hearing) ........................................
Process......................................................
Hearing Officer ................................................
Hearing Officer Report ...........................................
Chapter 4
Chapter 1, Sections 104.1
Chapter 2, Sections 201.2
Chapter 1, Section 103.1
Chapter 1, Section 103.1.1
Chapter 1, Section 102.6
Definitions
Chapter 1, Section 103.3
Definitions
Chapter 5, Section 503
Chapter 1, Section 102.1.1.6
Definitions
Chapter 1, Section 107
Chapter 1, Sections 107.4,
107.5, 107.7
Chapter 1, Sections 107.7
L
Local Planning Committee ....................................... Definitions
SBDM Participation ...................................... Chapter 1, Section 101
Selection .................................................... Chapter 1, Section 101
Voting ....................................................... Chapter 1, Section 105
Local Education Agency .......................................... Definitions
M
Meeting (Public Meeting) .........................................
Meeting Requirements ..................................
Minimum and Maximum Sizes ..................................
Major Renovation ..................................................
Model Programs ....................................................
Elementary School ........................................
Middle School ..............................................
HighSchool .................................................
K-12 School ..................................................
Alternative School .........................................
Early Childhood Centers .................................
Assignable/Unassignable Space ........................
New Educational Facilities ..............................
General Program Space ..................................
Definitions,
Chapter 1, Section 103.3
Chapter 3, Section 304.3
Definitions
Definitions
Table 304.7.1
Table 304.7.2
Table 304.7.3
Table 304.7.4
Table 304.7.5
Table 304.7.6
Table 304.8.1
Table 304.8.2
Table 304.8.3
N
Needs Calculation .................................................. Definitions
New Construction Cost Pricing ................................. Chapter 1, Section 102.4
New Facilities Analysis ............................................ Chapter 3, Section 304
72
0
Orientation........................................................... Definitions
Orientation Meeting ..................................... Chapter 1, Section 103.3.2
P
Permanent Center ....................................................
Definitions
Permanent Isolated Center .........................................
Definitions
Planning Process Step -by -Step Summary .......................
Chapter 1
Priority Listings......................................................
Chapter 2, Section 202
Priority Projects......................................................
Definitions
Public Forum (Forum) ..............................................
Definitions
Public Meeting (Meeting) ...........................................
Definitions
Public Hearing (Hearing) ...........................................
Definitions
Process........................................................
Chapter 1, Section 107
Q
Quorum ...................................................... Definitions, Chapter 1,
Section 103.3.3
R
R. S. Means Price Guide ................................ Definitions, Chapter 3, Sections
303.2, 303.3
Research............................................................... Chapter 1, Section 103.4
Renovation and Additions Analysis .............................. Chapter 3, Section 305
Renovation Construction Cost Pricing ......................... Chapter 1, Section 102.5
Roles and Responsibilities ........................................ Chapter 1, Section 103.2
S
School.................................................................... Definitions
School Capacity Calculation ....................................... Chapter 3, Section 302
Elementary School Capacity .............................. Chapter 3, Section 302.2
Middle School Capacity ................................... Chapter 3, Section 302.3
High School Capacity ...................................... Chapter 3, Section 302.3
School Facilities Construction Commission .............. Definitions, Chapter 2; Section
201.4.1,
Submission Requirements ......................................... Chapter 4
School Based Decision Making Council ........................ Definitions
T
Teacher.................................................................. Definitions
Transitional Center ..................................................... Definitions
W
Waiver................................................................. Definitions
Process....................................................... Chapter 5, Section 501
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Acknowledgements
We appreciate the hard work, support and efforts of the following individuals during the development of
the School Facilities Evaluation Task Force Report that provided much of the direction for this revised
regulation.
2006 Kentucky School Facilities Evaluation Task Force Members
Categorizing Schools
Steve Butcher, Superintendent, Wolfe County Schools
Rodney Pearce, Finance Officer, Graves County Schools
Andy Piaskowy, Architect, Piaskowy & Cooper Architects & Planners
Sam Wheatley, Facility Director, Bardstown Independent
Dennis Chambers, Assistant Superintendent, Russell Independent Schools
Joe Dan Gold, Superintendent, Morgan County Schools
Dr. Larry Stinson, Superintendent, Fort Thomas Independent Schools
Unmet Need Subcommittee
Daryl Boggs, Finance Officer, Letcher County Schools
Holly Collingsworth, SFCC Board Member
Joe Nance, Ross Sinclare
Wayne Roberts, Facilities Director, Wayne County Schools
Paul Upchurch, Superintendent, Oldham County Schools
Charles Ed Wilson, Superintendent, Williamstown Ind. Schools
Charles Harman, Education Cabinet
Maintenance Subcommittee
Brenda Corey, Assistant Superintendent, Knox county Schools
Cordelia Hardin, Finance Officer, Jefferson County Schools
Michael Hibbett, Assistant Superintendent, Boone County Schools
Jim Kennedy, Facilities Director, Laurel County Schools
Ed McNeel, Superintendent, Corbin Independent Schools
Ed Higdon, Facilities Director, Daviess County Schools
George Hehr, SFCC
Planning Process Subcommittee
Richard Wookey, Vice Chairman, SFCC
Dale Brown, Superintendent, Warren County Schools
Rob Haney, Facilities Director, Kenton County Schools
Gene Kirchner, Deputy Superintendent, Walton -Verona Ind.
Anthony Strong, Superintendent, Campbell County Schools
Tim Murphy, Architect, Evans Murphy Graves Architects
KDE Staff
Kyna Koch, Associate Commissioner, Office of District Support Services
Mark Ryles, Director, Division of Facilities Management
Tim Lucas, Planning Branch Manager, Division of Facilities Management
Kathy Thomas, Education Financial Analyst, Division of School Finance
Ruth Yates, Education Financial Analyst, Division of School Finance
Eileen Hardy, Administrative Specialist III, Division of Facilities Management
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