To encourage good stewardship of school facilities constructed with state-aid, part of a school board’s duties, per AS 14.14.090(10), is to provide for the development and implementation of a preventive maintenance and facilities management program for school facilities. Preventive maintenance (PM) is defined as “scheduled maintenance actions that prevent the premature failure or extend the useful life of a facility, or a facility's systems and components, and that are cost-effective on a life-cycle basis.”
AS 14.11.011(b)(4) and AS 14.11.100(j)(5) establish the elements required in a district’s preventive maintenance plan in order for a district to be eligible for state aid under AS 14.11. These five elements are implemented by 4 AAC 31.013 and identified below.
Maintenance Management Program - a formal maintenance management program records maintenance activities on a work order basis, and tracks the timing and cost, including labor and materials, of maintenance activities in sufficient detail to produce reports of planned and completed work.
Energy Management Plan - an energy management plan includes recording energy consumption for all utilities on a monthly basis for each building; for facilities constructed before December 15, 2004, a district may record energy consumption for utilities on a monthly basis when multiple buildings are served by one utility plant.
Custodial Program - a custodial program includes a schedule of custodial activities for each building based on type of work and scope of effort.
Maintenance Training Program - Maintenance Training Program - a maintenance training program specifies training for custodial and maintenance staff and records the training received by each person.
Renewal & Replacement Schedule (R&R) - a renewal and replacement schedule identifies, for each school facility of permanent construction over 1,000 gross square feet, the construction cost of major building systems, including electrical, mechanical, structural and other components; evaluates and establishes the life-expectancy of those systems; compares life-expectancy to the age and condition of the systems; and uses the data to forecast a renewal and replacement year and cost for each system.
Prior to closeout of a grant or debt reimbursement project, portions of the above reports, as they relate to a facility impacted by the project, will be required.
Certification of CIP Eligibility
All five reports as well as an accounting of the district’s fixed asset inventory are required in order to be certified by the department that a district is eligible for the grant or debt reimbursement programs. The department’s building maintenance specialist conducts an on-site certification assessment of school district preventive maintenance and facility management programs at least once every five years.
By June 1 of each year, the department will provide its preliminary notice of whether a district is certified. Districts that are not in full compliance must provide evidence of compliance to the department by August 1. By August 15, the department will notify districts of its final determination regarding compliance and CIP eligibility. Notice is supplemented by the publication of the Preventive Maintenance State-of-the-State Report (EED Maintenance Assessment and Related Data) (pdf).
School District PM Certification Report
The “PM State-of-the-State Report” provides a list of the 53 school districts, and notes compliance with individual reports, CIP eligibility, the dates of previous and upcoming on-site visits, and the current management program utilized by the district.
View Report (pdf)
- Building Management Specialist
- Wayne Marquis: (907) 465-6928