Frequently Asked Questions
Building and Grounds Modification (B&GM) Form
Q: Where can I find a B&GM Form?
A: The Building and Grounds Modification form can be found on the Building and Grounds Modification Google Site.
Q: When is a B&GM Form required?
A: A B&GM Form must be submitted if the work will change the building interior or exterior in a permanent way or add a fixture which will require future repair, renovation, and/or replacement.
Q: How do I submit a B&GM Form?
A: Submit the B&GM Form, approved by your site administrator, to the Director of Facility Coordination, Health and Physical Education, and Athletics located on the google site referenced above.
Q: How long does the approval take?
A: After the B&GM Form is received, the review period is approximately two weeks. Some requests may be delayed for various reasons. The site administrator will be informed of any unexpected delays and the reason for any delay.
Q: How is a work order different from a B&GM form?
A: Work orders are intended to repair, make minor enhancements, or replace an existing element of the building or grounds. A B&GM request is used to remove or add a permanent element to the school site and is frequently initiated and funded by an outside organization (i.e., scouts, PTA/PTO, etc.).
Q: What level of detail needs to be submitted with a B&GM form?
A: As much detail as possible, including:
Timeline (please don’t submit a building modification with a timeline of one week from the date submitted and expect an approval earlier than two weeks);
Funding Source (knowing the funding source is critical in the review of the project);
Cost (provides a level of magnitude of the B&GM request);
Pictures of the area and any equipment or resources associated with the request
Sitemap (submit your sitemap with the area associated with the request highlighted or circled)
Drawings (provide the location and scope of the project in addition to specific details such as size, color, material, floorplan/map, etc.);
Project will be completed by (who is expected to perform the modification - i.e., SMCPS, PTA, PTO, Boy Scout, etc.);
Contact (the main point of contact for the proposed modification)
Q: Can the school involve Division of Supporting Services staff in a discussion about a B&GM request before submitting the form?
A: Yes, this is the recommended approach and significantly speeds both the review process and the actual modification once approval is received, along with the likelihood of approval. Contact the relevant staff member or department for consultation and feedback well in advance of submission of the B&GM Form.
Q: Why is the approval of the B&GM request such a formal process?
A: School buildings are considered assets that are used by the state and local government to acquire bonds to fund various projects. As such, any changes to the buildings or grounds that will affect the asset’s value need to be reviewed and approved. Additionally, school system level details are considered during the review (reliable manufacturers, availability of parts, enrollment trends, future planned projects, BOE policy). Other impacts include local coordination issues (will it obstruct buses or other traffic, law enforcement’s view of the facility, underground utilities, environmental considerations, necessary permits), potential safety issues (fire/smoke ratings, strangulation hazards), and health issues (volatile organic compounds, toxicity) are all considered during this process and potentially influence the viability of the requested project. Finally, local & state code and zoning requirements, including required approvals and relevant documentation requirements, must be considered prior to moving forward with many building modification requests.
Q: If a B&GM form is approved, does this mean the school system will fund the project?
A: Yes and No. The school system is not likely to have the funds available to pay for projects immediately (new dugout, concession stands, etc.). However, planning can take place for full or partial funding in future years. The school system does have some flexibility to help fund a portion of a project that is relatively low in cost and is, or will be, part of the school system’s funding plans in the future. Many projects are independently funded by the requesting individual or group (scouts, PTA/PTO, etc.). This points to the value of including funding information on the B&GM Form.
Q: If a B&GM has been approved does this mean the estimated project cost has been verified?
A: No. Typically, the project has been reviewed in detail and cost has been considered. If the cost submitted on the B&GM Form seems off, we will inform the school of this observation. However, we do not verify the project cost by obtaining a formal estimate or quote.
Q: What happens if a modification is made without approval?
A: This puts both the system and the individual school in a very difficult position. Modifications made without completing this approval process may be dangerous, violate laws, regulations, safety codes, etc., or may make the school and system liable for damages or injuries related to the change. Typically, the individual or group completing the unapproved modification will be very disappointed with the school system. We cannot commit to maintaining, repairing, or replacing those items over time which is likely counter to the expectation of the individual or group making the modification. An unapproved building modification is not part of the facility record. Therefore, replacement and repair is neither planned nor funded. Any unapproved modification is subject to immediate removal based on legal or safety requirements, or at the direction of any authority with jurisdiction.
General Notes
Flowering plants – at least seven feet from walking path, include a site-developed and conducted summer maintenance plan for gardens
The site administrator must approve the B&GM form and is the point of contact for coordination and scheduling of the project
Please plan your project at least five weeks in advance to account for delivery time, review time, coordination of utility marking, unforeseen delays such as weather.
Approvals/Denials will be communicated to the site administrator and to the contact person listed on the B&GM form.
Projects such as benches, picnic tables, etc. exposed to the elements will be required to be assembled of materials not prone to splintering
Paints, adhesives, and other products must be low volatile organic compounds (VOCs) or no VOC
Most products that can be purchased in a home setting, are not approved to be used in a school or any place that can be described as public assembly area.