Purpose
The purpose of this policy is to establish a consistent and transparent framework for initiating, evaluating, approving, funding, managing, and completing capital projects at Ogdensburg Public Library. Capital projects typically involve major investments in physical infrastructure or technology that exceed a predetermined financial threshold.
Article 1. Definition of Capital Projects
For the purposes of this policy, a capital project is defined as:
1.1 A project with an estimated cost of $10,000 or more (or a different threshold defined by the Board)
- Expected to have a useful life of five years or more, and
- Involving one or more of the following:
1.3a New construction or expansion of facilities
1.3b Major renovation or rehabilitation of existing facilities
1.3c Purchase of land or buildings
1.3d Major technology infrastructure improvements
1.3e Significant capital equipment purchases
Article 2. Project Initiation
2.1 Capital project proposals may be initiated by library administration, board members, or community stakeholders.
2.2 A Capital Project Proposal Form must be completed and submitted to the Executive Director for initial review.
2.3The proposal must include:
2.3a Project description and objectives
2.3b Preliminary cost estimate
2.3c Proposed funding sources
2.3d Project timeline
2.3e Impact on library services and operations
2.3f Environmental and accessibility considerations (if applicable)
Article 3. Project Evaluation and Approval
- The Executive Director will review all proposals and make a recommendation to the Board.
- The Board must approve all capital projects before any funds are committed.
- Projects may be incorporated into the Library’s Capital Improvement Plan (CIP).
- Priority will be given to projects that:
3.4a Address safety or code compliance
3.4b Support strategic goals
3.4c Improve accessibility or service delivery
3.4d Demonstrate cost-effectiveness or operational savings
Article 4. Funding and Budgeting
4.1Capital projects may be funded through:
4.1a Library reserves
4.1b Grants
4.1c Donations and fundraising
4.1d Bonds (if applicable)
4.1e Government appropriations
4.2 No project may commence without identified and secured funding for the full scope of it.
Article 5. Project Management and Oversight
5.1The Executive Director, or a designated project manager, is responsible for:
5.1a Overseeing project planning, procurement, execution, and close-out
5.1b Monitoring timelines and budgets
5.1c Providing regular progress reports to the Board
5.2 Significant changes in scope, schedule, or budget must be approved by the Board.
Article 6. Reporting and Documentation
- The Executive Director shall maintain comprehensive records for all capital projects, including:
6.1a Contracts and agreements
6.1b Financial reports
6.1c Meeting minutes and approvals
6.1d Final project evaluations
6.2 Annual reports will be presented to the Board summarizing all ongoing and
completed capital projects.
Article 7. Policy Review
This policy will be reviewed by the Board every three years, or as needed, to ensure continued relevance and effectiveness.
Adopted by the Board of Trustees on: February 4, 2026