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Chief School Administrators Memos and Advisories

September 12, 2002

TO: Chief School Administrators
School Business Administrators
FROM: Richard Rosenberg, Assistant Commissioner
Division of Finance
SUBJECT: Technical advice for district submission of Comprehensive Maintenance Plans

This memorandum is to provide you with technical advice for the submission of the Comprehensive Maintenance Plans. The Department of Education is currently in the process of revising the New Jersey Administrative Code governing the Comprehensive Maintenance Plans (N.J.A.C. 6:24) to simplify these reporting requirements. The Department will propose these changes to N.J.A.C. 6:24 within the next month.

Please be advised that the Department will reduce the reporting period for the Comprehensive Maintenance Plans (CMP) from five to three years. Districts only need to report required maintenance activities for the prior year, the filing year and the year subsequent to the filing year; however, a plan reporting five years will still be accepted. Moreover, districts only need to report and adequately describe the applicable types of required maintenance activities instead of with regard to the 38 building systems as currently required by N.J.A.C. 6:24. Therefore, the M2 worksheet does not need to be completed. It should be noted that the definitions of required, routine and capital maintenance will remain the same as promulgated by N.J.A.C. 6:24.

Comprehensive Maintenance Plans (CMP) are to be submitted with the district’s Quality Assurance Report (QAAR) on October 30, 2002. The department, however, recognizes the delayed timing of this additional guidance and will accept CMPs after this date up to November 30, 2002.

The submission of the CMP needs to be accompanied with a board resolution stating that the district’s required maintenance activities are reasonable to keep a school facility open and safe for use or in its original condition and maintain the validity of their warranties. A district should report this information in the manner listed below in its next submission of the CMP.

Prior Year (2001-2002 fiscal years)

  • A listing of the completed required maintenance activities for each school facility that corresponds to the expenditures for each school facility as reported in the district’s most recent comprehensive annual financial report on the schedule of required maintenance expenditures. Attach a copy of the CAFR’s schedule of required maintenance activities to the listing of activities. It should be noted that districts may prorate the total required maintenance expenditure to each school facility according to its gross square footage or it may report actual expenditures by school facility if such records exists for this reporting period only.

Filing Year (2002-2003 fiscal year)

  • A listing of the required maintenance activities planned and/or already completed for each school facility deemed necessary to reasonably maintain each school facility in the district, which corresponds to the required maintenance appropriation included in the district’s 2002-03 budget (function 261).

Year Subsequent to the Filing Year (2003-2004 fiscal year)

  • A listing of the required maintenance activities planned for each school facility and estimated costs as deemed necessary to reasonably maintain each school facility in the district.

As you are aware, districts need to demonstrate an investment of two percent of the replacement cost of school facilities in required maintenance activities over the ten years preceding the issuance of the financing as required by law (P.L.2000, c.72) in order to receive future school facilities aid. Therefore, the calculation and the requirement for an annual budget amount for required maintenance remains unchanged. The submission of the required maintenance budget amount for the 2003-2004 fiscal years should be included in the CMP and calculated in the same manner as the amount for the 2002-2003 fiscal year. Since the Department will not issue an updated Maintenance Deposit Worksheet (Form M1), the district may utilize the M1 for the filing year and update the gross square footage for the school facilities, as applicable.

The district should submit the CMP with the accompanying resolution to the Office of School Facilities in the Department’s Division of Finance and the County Superintendent’s Office for review and approval. The district will be notified if the CMP is not accepted.

I hope this information is useful. Please contact Mr. Hany Salib at 609-943-5681 or Ms. Diane Koye at 609-943-5883 of the Department’s Office of School Facilities or Joe Hroncich at 609-984-7245 of the Department’s Office of Fiscal Policy and Planning if you need additional information or have questions.

c: Commissioner William L. Librera, Ed.D.
Members, State Board of Education
Assistant Commissioners
Alfred McNeil, Chief Executive Officer, NJEDA School Construction
Bernard Piaia, Director Office of School Facilities
Katie Attwood, Director Office of Fiscal Policy and Planning