Policy for Site Committee
Involvement in Capital Improvement Projects
Berkeley Unified School District
June 21, 1995 (Retyped 9/24/02)
The objectives of the Berkeley Unified School District (“BUSD”) in establishing
site committees for its Capital Improvement Program include:
The following guidelines for the site committees are, therefore, intended
to encourage considerable autonomy while maintaining accountability to the
- Providing the Superintendent with information and input from parents,
faculty, staff and community members who are interested in a specific school
- Providing parents, faculty, staff, and community members with accurate,
up-to-date information from the BUSD, and its design and construction consultants,
regarding the progress of a particular project.
- Providing the BUSD, and the City of Berkeley as a whole, with a means
to promote community involvement in the schools and to aid citizens to “buy
into” the educational process.
A. Site Committee Membership
B. Conduct of Meetings
- The Superintendent will designate either the school site principal
or another educational professional as Site Committee Liaison for Educational
Policy. The Superintendent will also designate an Interim Chair for Community
Involvement, who shall not be an employee of BUSD.
- The Site Committee Liaison and Interim Chair, in consultation with
the Superintendent, will supervise a public solicitation for faculty, staff,
parent and community participation in the Site Committee. After review of
the responses, the Site Committee Liaison and Interim Chair will nominate
no fewer than six nor more than twelve additional Site Committee members,
representing faculty, staff, parents, and community interests.
- The BUSD’s Project Manager for the site and a representative of the
BUSD’s Education Division shall each be ex-officio, voting members of each
- Following an organizational meeting, the Site Committee shall elect
a permanent Chair, to serve for a term of one year.
- Replacement members of the Committee shall be nominated by the Site
Committee Chair and the Liaison for Educational Policy, with the concurrence
of the Superintendent.
C. Committee Authority
- All meetings shall be open to the public.
- Meeting dates, times and locations shall be posted at the offices of
the BUSD and at the site at least 48 hours prior to the meeting.
- The Chair shall call all meetings, shall conduct the meetings of the
Committee, and shall designate a person to keep the minutes of the meeting.
In the absence of the Chair, the Liaison for Educational Policy shall so
act, unless the Committee shall have designated a Vice Chair.
- Minutes shall be reproduced and made available to all members and anyone
else who requests them.
D. Educational Program and Specifications
- Site committees are advisory to the Superintendent. As such, their
authority exists only through the Office of the Superintendent.
- Any direction to District Consultants (e.g. architects, engineers,
construction managers) or contractors shall come only from designated District
representatives. Site committees shall channel all requests through their
designated District representatives.
E. Architectural Selection and Programming
- The Superintendent, Associate Superintendent for Instruction, and Principal
or designated educational leader, after input from the teaching staff and
the community, shall meet and confer to develop a statement of educational
goals and philosophy for a specific site for adoption by the Board prior
to development of educational specifications for that site.
- Following adoption of the statement of educational goals and philosophy
by the Board, the Associate Superintendent for Instruction and the Principal
will work with the Site Committee and the certificated staff to develop a
set of educational specifications tailored to the program for the specific
- Upon completion, the educational specifications shall be forwarded
to the Superintendent and the Board for adoption.
F. Schematic Design
- Architectural selection is described in detail in the applicable Board
philosophy and accompanying procedures. The facilities division will forward
several firms from the current pool to the site committee for review. The
site committee may paper screen and interview the firms as necessary to make
their selection. The assigned project manager will guide the site committee
in the selection process and assist in evaluation of the firms.
- When a decision has been reached, the project manager will forward
the site committee’s recommendations to the Superintendent and the Board
for adoption. Firms will be notified and contracts negotiated by the facilities
- The Site Committee will work with the project manager and the architect
to develop the adopted educational specification into an architectural space
program for the project. Unless the Board grants a specific modification,
the space program shall be in compliance with the BUSD Area Standards Policy
and shall not exceed the square footage designated in the Facilities Construction
Plan adopted by the Board in February 1995.
- The architectural programming should be completed within nine weeks
for large projects. It is anticipated that the site committee will meet four
to seven times during this period.
G. Design Development
- At the initiation of schematic design, the Board may hold a public
hearing to express its desires as to the architectural character of the project.
The architect and the project manager shall attend such hearing. Interested
site committee members are encouraged to attend as well.
- During the schematic design phase, the design team will work with the
project manager and the site committee to develop the size and character
of space consistent with the responsibility of the architectural program.
The design team will be responsible for keeping the project within the budget
adopted by the Board and developed in detail by the project manager.
- At the conclusion of schematic design, the design team will present
such drawings, renderings, models, or other media as necessary to adequately
and accurately represent the proposed design to the lay public. After a brief
review period for staff and public, the schematic design will be forwarded
to the Board for discussion and approval.
- It is anticipated that on large projects schematic design will take
approximately nine weeks. During this time there will be three to five site
H. Construction Documents
- During the design development phase, the design team will work with
the project manager and the site committee to refine the individual spaces
within the schematic design, to develop the mechanical, electrical, and structural
systems, and to select all interior and exterior materials and components.
The design team will continue to be responsible for keeping the project within
budget. The project manager has the responsibility to redirect any decisions
by the design team which jeopardize compliance with the budget or schedule
and keep the Site Committee informed and involved with all changes.
- At the conclusion of design development, the design team will submit
plans, specifications and any renderings, perspective drawings, or other
media for review by facilities staff and other interested parties. A check
will be done to determine compliance of the design with the educational objectives
and the architectural program adopted by the Board. The site committee will
be asked to “sign off” on all aspects of the design at this point, since
changes after this will have cost and schedule impact.
- It is anticipated that on large projects design development will take
approximately ten to twelve weeks. During this time there will be three to
four Site Committee meetings.
I. Division of State Architect Review
- During the construction documents phase the design team will produce
detailed documents describing all building components, materials and systems.
These documents are submitted to the Division of the State Architect for
review. The design team will continue to be responsible for keeping the project
within budget. Any substantive changes to the approved schematic design must
be reviewed by the Site Committee, facilities staff, and approved by the
- It is anticipated that on large projects this phase will last 18 to
26 weeks. Site committee involvement is minimal during this phase; no more
than three meetings should be necessary.
J. Bid and Award
- The Division of the State Architect will review the construction documents
for compliance with Title 24 standards for seismic safety, access compliance,
and fire safety. The process is estimated to take 18 to 26 weeks.
- Concurrent with DSA review, the construction documents may be reviewed
by an outside peer review firm for coordination and constructability. The
comments from this firm will be forwarded to the design team for its review
- Also concurrent with the DSA review, a cost estimate will be obtained
to ensure that the project design is within the approved budget. Any discrepancies
will be referred to the design team for review, reconciliation, and possible
modification of documents.
- Site committee involvement is minimal during this phase unless modifications
need to be made to bring a project back within budget.
- During this phase the project is put out for bid in accordance with
the provisions of the California Public Contract Code. If the bids come in
within budget, the Board will award a contract to the lowest responsible
- No site committee is necessary during this phase.
L. Closeout and Occupancy
- During construction, the project manager and architect will serve as
the sole District representatives in dealing with the construction contractor(s).
All communications by District staff or site committee shall be directed
to the project manager.
- Site committee meetings may be held on a regular basis at the direction
of the chair for the purpose of updating the committee on construction progress.
Such updates will be conducted by the project manager and architect.
- At the conclusion of the physical construction, final inspections will
take place and contracts will be closed out. Following an offgassing period,
the District will occupy the building.
- Sometime during the first year of occupancy, the site committee will
be asked to participate in a post-occupancy evaluation to determine the response
of staff, students, and the community to the new or renovated facility. District
facilities staff will lead this evaluation effort.