Procedures for School Districts Selected to Receive Funding
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School Facilities

2011–2013 Urgent Repair Grant Program
Procedures for School Districts Selected to Receive Funding

The 2011 Washington State legislature appropriated $5,000,000 for the 2011-2013 biennium for the Urgent Repair Grant Program.

The Urgent Repair Grant program is solely for nonrecurring costs associated with necessary school facility repairs and renovations related to unforeseen health and safety needs. In an effort to keep you updated, and to make the process as simple as possible, this page will be updated throughout the 2011–2013 biennium.

Grant Period

The Urgent Repair Grant Program funds “urgent” projects; therefore, districts need to complete projects as quickly as possible. All projects must be completed and all invoices must be submitted for reimbursement on or before June 30, 2013. Grant amounts cannot be increased; any cost overruns are the responsibility of the School District.

Initial Required Documentation

Prior to starting your project(s), you must receive confirmation that all documentation has been received by OSPI. Documentation must be submitted as a hard copy by U.S. mail or as a PDF copy by email. Required documentation includes a:

  • Project Budget. Urgent Repair Grant Budget Summary Form
  • Timeline
  • Scope of Work. The timeline and scope of work can be one document if you prefer.
  • School Board Resolution(s) that:
    • Identifies the individual(s) authorized to sign documents for this project
    • Commits the district to applying the laws and regulations pertaining to public works. Resolution Sample
  • Maintenance Plan. The 2011 Legislature requires all districts that receive funding to demonstrate a consistent commitment to address school facility needs. Recipient districts must certify they have adopted a maintenance plan for the building(s) receiving state assistance. For questions, please contact Scott Black at (360) 725-6268.

Reimbursements

All claimed expenditures will be reviewed for content and consistency with the approved budget. Reimbursement will be made through the state accounting system by warrant or electronic transfer (EFT) and will be processed in an expedient manner. Copies of voucher registers (referencing warrant numbers) and invoices must accompany all claims.

The Special Capital Grant Claim Form, Form 1583, is used each time you submit related invoicing for reimbursement.

Please Note:

  • Indirect costs are not reimbursable
  • Invoices received after June 30, 2013 will not be processed

 

 

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