Section 4 AAC 31.013 - Preventive maintenance and facility management(a) For a district to be eligible for state aid under AS 14.11.011 or AS 14.11.100, the district must have a facility management program that addresses the following five elements of facility and maintenance management: (1) a formal maintenance management program that 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;(2) an energy management plan that includes (A) the recording of 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; and(B) regular evaluation of the effectiveness of and need for commissioning existing buildings;(3) a custodial program that includes a schedule of custodial activities for each building based on type of work and scope of effort;(4) a maintenance training program that specifies training for custodial and maintenance staff and records training received by each person; and(5) a renewal and replacement schedule that, for each school facility of permanent construction over 1,000 gross square feet, identifies 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.(c) At the request of a chief school administrator, the department will assist a district in implementing a qualifying preventive maintenance program through consultation, on-site reviews, and training.(e) The department will make a determination of a district's compliance with each element required in (a) of this section, based on evidence of a program acquired by the department, including information gathered by the department during an on-site visit conducted under (f) of this section. The department may change a determination at any time during the year based on new evidence. For purposes of eligibility for an application submitted under AS 14.11.011, on or before June 1, the department will provide preliminary notice of its determination. Districts that are not in full compliance must provide evidence of compliance to the department by August 1. On or before August 15, the department will notify districts of its final determination regarding compliance. The department will deny a grant application submitted under AS 14.11.011 by a district that has received a final determination from the department that the district is out of compliance with this section.(f) The department will conduct an on-site inspection of a school district preventive maintenance and facility management program at least once every five years; however, if the department issues a finding of noncompliance under (e) of this section and the district does not provide adequate evidence of compliance, the department may postpone an on-site visit beyond the five-year period. The department may make additional inspections as it determines necessary. The department may change its determination of compliance based on information obtained during an on-site inspection.(g) In this section (1) "district" has the meaning given in AS 14.11.135;(2) "maintenance activities" means all work performed by district staff or contractors on building systems, components, utilities, and site improvements.(h) Notwithstanding (e) and (f) of this section, the department may make a determination of provisional compliance for a district that provides evidence of a plan that meets all required elements identified in (a) of this section but does not provide documentation of adherence to that plan. A determination of provisional compliance will allow a district to be eligible for state aid until a final determination of compliance or noncompliance is provided.Eff. 5/24/2001, Register 158; am 12/19/2002, Register 164; am 12/15/2004, Register 172; am 6/17/2010, Register 194; am 11/28/2019, Register 232, January 2020; add'I am 11/28/2019, Register 232, January 2020Authority:AS 14.07.020
AS 14.07.060
AS 14.11.011
AS 14.11.132
AS 14.11.100