1 of 16

Facilities and Operations Advisory Group

​

​

February 24, 2025

2 of 16

Purpose

​

​

The Facilities and Operations Advisory Group will provide guidance, feedback, and recommendations on matters related to the management and development of school facilities and operational systems. The council will work collaboratively with the school superintendent, Chief Financial and Operations Officer (CFOO), and the Director of Facilities to ensure efficient, transparent, and community-focused decision-making.

3 of 16

Goals and Objectives

  1. Provide Strategic Oversight:
    • Review and assess the district's facilities and operational needs to ensure alignment with the district’s mission and goals.
    • Offer strategic recommendations for short-term and long-term planning related to maintenance, capital improvements, and sustainability.

4 of 16

Goals and Objectives

2. Promote Transparency and Community Engagement:

    • Foster open communication between the district and community stakeholders regarding facilities and operational plans.
    • Provide opportunities for community members to contribute input and gain clarity on district projects and priorities.

5 of 16

Goals and Objectives

3. Ensure Fiscal Responsibility:

    • Advise on budgetary considerations related to facilities and operations.
    • Identify cost-saving measures and explore potential funding sources, including grants and public-private partnerships.

6 of 16

Goals and Objectives

4. Support Policy Implementation:

    • Assist in the evaluation and execution of policies related to safety, accessibility, sustainability, and modernization of district facilities.

7 of 16

Structure and Membership

  1. Advisory Group Composition:
    • The council will be chaired by the CFOO or a designated representative.
    • Up to two board members will serve as liaison members.
    • The CFOO and the Director of Facilities will act as the primary staff contacts and coordinators.
    • Participation is open to current operations committee members and interested community members (by contacting the CFOO).

8 of 16

Structure and Membership

2. Meetings:

    • Meetings will be held monthly and scheduled during the day and evening on a rotating basis to accommodate diverse participation.
    • Agendas and minutes will be prepared by the chairperson and distributed to participants at least 48 hours in advance.
    • Meetings will be publicized to ensure transparency and encourage attendance.

9 of 16

Structure and Membership

3. Reporting:

    • A summary report of discussions and recommendations will be presented to the school board at its regular monthly meetings by the CFOO.
    • Additional reports or updates may be provided as requested by the board or required by project timelines.

10 of 16

Procedures

  1. Establishing Priorities:
    • At the start of each academic year, the Advisory Group will establish its annual objectives based on district needs and board priorities.
    • Regular review of facilities assessment reports, maintenance schedules, and operational benchmarks.

11 of 16

Procedures

2. Community Participation:

    • Interested community members must express their interest through the CFOO or superintendent ensuring that a broad range of perspectives is represented.
    • Public comment periods will be included during each meeting to allow for additional feedback.

12 of 16

Procedures

3. Decision-Making Process:

    • The Advisory Group operates as an advisory body; decisions will be made by consensus when possible, with final recommendations provided to the superintendent and CFOO.

13 of 16

Implementation Timeline

Month 1: Formation

    • Board discusses participation in the council
    • Superintendent and CFOO define initial scope and outreach strategy.

14 of 16

Implementation Timeline

Month 2: Launch

    • Publicize the first meeting and invite community members to express interest.
    • Hold inaugural meeting to define roles, goals, and procedures.
    • First Meeting Date: March 6, 2025, at 6pm.
    • Meet the first Thursday of each Month thereafter.

15 of 16

Implementation Timeline

Ongoing: Monthly Operations

    • Conduct monthly meetings.
    • Hold meetings on the first Thursday of the month.
    • Alternate day and evening meetings to accommodate diverse schedules.
    • Submit reports to the school board.

16 of 16

Implementation Timeline

Year-End: Review

    • Evaluate the Advisory Group’s progress and impact.
    • Present a year-end report to the school board with recommendations for improvements in the next cycle.