POLICIES AND PROCEDURES POLICY:

School Yard Improvement/Play Structure Project

SECTION E:

Planning and Facilities

SUB-SECTION:

Property Dates of Amendment:

April 27, 2010 May 10, 2011

Date Approved:

July 5, 2000

Cross Reference:

Program and Non-Program Related Equipment and/or Appliance Installation; Skating Rinks; Purchasing

POLICY:

1.

The Board shall encourage school yard improvement projects with any group or individual including, but not limited to, Catholic School Councils, Community Associations and local government, if the improvement benefits the students and the school’s operation. School yard improvement projects shall be considered on an individual basis. Board contributions towards play structures shall be funded from the Planning and Facilities Department budget where allocations will reflect system priorities.

2.

Approval shall be conditional on the improvements and facilities becoming the property of the Board upon completion of the improvements.

3.

The Board’s financial contribution, for play structures, shall be based upon a 40% pro rata share of the total cost to a maximum amount of $7,500 inclusive of all taxes and subject to budgets and system priorities.

4. All Board procurement activities shall comply with the Purchasing Policy, Administrative Procedures and the Ontario Ministry of Finance Broader Public Sector Procurement Directive, as detailed in the Board’s “Procurement Procedures Manual”.

ADMINISTRATIVE

PROCEDURES:

1. The school Principal will require a written request for a proposed school yard improvement, including specifications and a site plan showing the proposed Page 1 of 3

POLICY: SECTION E: SUB-SECTION:

School Yard Improvement/Play Structure Project Planning and Facilities Property

location of the improvement. The request will indicate if Board funding is desired. The desirability of the request will be reviewed by the Principal and the Superintendent of Schools who will make a recommendation to the Planning and Facilities Department in writing. This recommendation will include a written confirmation from the (joint) sponsor(s) agreeing to the required financial commitment to provide the school yard improvement. Principals will coordinate with the Planning and Facilities Department prior to the development of detailed planning for the project. 2. Where the project is supported by the Principal and the Superintendent of Schools, the Planning and Facilities Department will undertake a technical review of the proposal (site plan, specifications and cost). 3.

Upon Planning and Facilities approval of the proposal, the applicant will be advised regarding: i. compliance with Ottawa Catholic School Board standards and safety requirements; ii. Canadian Safety Association (CSA) standards; iii. requirements for consultation with Board and local utilities regarding underground services; and iv. regulatory permits and approvals (a copy of which will be provided to the Board). Board staff will provide technical and administrative assistance upon request.

4.

The applicant will confirm the completion of the improvement in writing to the Planning and Facilities Department who will conduct a final inspection.

5.

Where the applicant is eligible to receive funding assistance per item 3 of the Policy Statement, they will submit a copy of the paid invoices prior to obtaining Board funds.

6.

Maintenance of the facility or equipment will be the responsibility of the Board, in cooperation with the school, except where a facility or equipment is installed by a municipality it will remain the property of the municipality who will also be responsible for maintenance of the facility or equipment.

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POLICY: SECTION E: SUB-SECTION:

7.

School Yard Improvement/Play Structure Project Planning and Facilities Property

Any unforeseen conditions which result in extra cost, will be paid by the community.

8.

Prior to removal of jointly funded equipment, the School Principal will consult the partner(s) in co-operation with the Planning and Facilities Department.

9.

Improvements will be described on the Planning and Facilities site plan records.

10. The use of school yard improvements installed on Board property will be under the authority of the School Principal/designate during school activities. Principals/designates will assign appropriate supervision for school groups utilizing school yard improvements during school hours. 11. Insurance for public liability will be the responsibility of the Ottawa Catholic School Board if the equipment is on Board property, except in cases of municipally-owned structures where the municipality will be required to maintain liability insurance.

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