Building / Grounds Projects

The Charter requires a committee when a school project “involves an application for State aid or a Municipal Improvement is required*” Whenever the Board of Education plans such a project, they notify the Board of Selectmen that a committee needs to be formed and file a set of educational specifications that have been approved by the Board.

*-Municipal Improvement requirement was added by action, Spring 2021.

According to the Charter, building committees consist of not fewer than seven or more than nine voting members with the number determined by the Selectmen. All voting members must be Town residents. One voting member is appointed by the Board of Education from its members. One voting member is appointed by the Board of Estimate and Taxation from its members. The remaining voting members are appointed by the RTM on nomination of the Selectmen after the BOE and BET members are chosen. There are also ex-officio (non-voting) members: (1) member of the Board of Selectmen, (1) member of the Planning & Zoning Commission, (1) staff member from the Department of Public Works, (1) member of the RTM, and (1) person designated by the Superintendent of Schools.

Building committees are responsible for supervising all aspects of the project consistent with the educational specifications approved by the Board of Education. The Charter gives the Committee “all of the powers and duties of the Commissioner of Public Works.” These include but are not limited to (a) selecting an architect and construction manager, (b) determining which approach will be used (general contractor, contractor at risk, etc.), (c) approving plans and specifications, (d) issuing bids, and (e) requesting funds. Building committees must get Board of Education approval to select and employ an architect. The Building Committee must also obtain the Board of Education’s approval of final plans and specifications before issuing construction bid documents. And finally, building committees are responsible for providing periodic progress reports to the RTM and the Board of Education.

The Board of Education is responsible for (a) working with the school administration to develop and approve the educational specifications, (b) appointing a member to serve on the building committee, (c) approving an architect based on the building committee’s recommendation, and (d) approving final plans and specifications.

The Superintendent is responsible for appointing a district administrator to serve as an ex-officio member on the building committee. The school administration works with members of the school community and others to develop the educational specifications and to provide ongoing staff support to the building committee as appropriate and requested. The school administration is responsible for submitting applications for State aid.

School building committee meetings are considered public meetings. Most committees meet monthly and notice of the meetings is posted with the Town Clerk and on the District website. Minutes and agendas are also posted.

Greenwich must apply through the Office of the State Comptroller’s secure portal which includes submission of plans and data on the project for approval of the Grant Administration and Plan Review teams at DAS. The district must have local approval for the local share of the project costs upon submission. This means a referendum or other local means of approval must be used. If Greenwich is not a referendum town, the evidence of the local share must be included within the application.

Upon receipt of a completed application, the Office of Grants Administration will evaluate the materials and, if complete, will recommend to the legislature the project be included on the next Priority List. No grant is committed by the DAS Commissioner without authorization from the legislature which includes passage of the school construction bill and signature by the Governor.

Any application received after June 30, 2023, will be considered submitted for June 30, 2024, and will be part of the 2025 School Priority List. Thus, if Greenwich cannot make the June 30, 2023 deadline for the next Priority List, they will have to wait for the June 30, 2024 deadline or seek special legislation through their delegation to be added to the 2024 Priority List after it is submitted by DAS. Greenwich can proceed with their project, following statutory processes, to obtain the funding locally through the town’s process, submit their grant application in June of 2024, and be eligible for reimbursement upon grant commitment in 2025 understanding that there are risks of not being reimbursed should the legislature not pass the school priority list bill and should the Governor not give his signature.

Full explanation from Michelle H. Gilman, DAS Commissioner to Representative Stephen Meskers (June 23, 2023)