FY 2017 Long Term Facilities Maintenance (LTFM) educa&on.state.mn.us 1
Facilities and Technology Long- Term Facilities Maintenance (LTFM) FY 2017 MDE > School Support > School Finance > Facilities and Contacts: Technology 2
Long-Term Facilities Maintenance FY 2017 Enacted in Law, First Special Session: Adopts modified version of School Facilities Funding Working Group Recommendation, beginning in FY 2017: Rolls current deferred maintenance, health and safety and alternative facilities revenues into new long-term facilities maintenance revenue program. New long-term facilities revenue equals the sum of the product of: 1. $193 / APU for FY 17, $292 for FY 18, and $380 for FY 19 and later, and 2. the lesser of 1 or the ratio of the district s average building age to 35 years, Plus the approved cost / debt service for indoor air quality, fire alarm and suppression, and asbestos abatement projects with a cost per site of $100,000 or more (includes existing debt service for large health and safety projects issued under old law). 3
Long-Term Facilities Maintenance FY 2017 The 25 large districts currently eligible for alternative facilities revenue continue to be eligible for revenue based on approved project costs, without a state-imposed per pupil limit. Members of intermediate districts and cooperatives may levy for proportionate share of intermediate / coop costs in addition to the regular allowance, with approval by school boards of all member districts. Equalized revenue is limited to $193 / APU for FY 17, $292 for FY 18, and $380 for FY 19 and later. Districts may choose to issue bonds for the program, levy on a pay as you go basis, or a combination of the two. 4
Long-Term Facilities Maintenance FY 2017 UFARS Accounting Treatment Now that you have an approved ten-year plan, how should costs be coded? 5
Long-Term Facilities Maintenance FY 2017 As of July 1, 2015 (FY 2016) continue to use current UFARS code dimensions for Deferred Maintenance, Health and Safety, and Alternative Facilities through June 30, 2016. Authority to spend LTFM revenue begins July 1, 2016 (FY 2017). Any expenditures prior to FY 2017 must take place under the current laws and can only be for expenditures eligible under current laws. Remember, new LTFM UFARS codes will not be available until July 1, 2016. 6
Long-Term Facilities Maintenance FY 2017 Restricted/Reserved Fund Balances As of June 30, 2016, Deferred Maintenance (Balance Sheet Account 405), Health and Safety (Balance Sheet Account 406) and Alternative Facilities (Balance Sheet Account 409) will have fund balances and will be reported on the FY 2016 audited financial statements. As of July 1, 2016, Deferred Maintenance and Alternative Facilities Restricted/Reserved Fund Balances will roll into the new LTFM fund balance. 7
Long-Term Facilities Maintenance FY 2017 Restricted/Reserved Fund Balances What happens to the Health and Safety Restricted/Reserved Fund Balance? 8
Long-Term Facilities Maintenance FY 2017 406 Restricted/Reserved for Health and Safety The June 30, 2016 ending fund balance in Balance Sheet Account 406 will continue to have levy adjustments applied through June 30, 2019. A positive or negative balance at June 30, 2019 must be transferred to the General Fund 01 Unassigned Balance Sheet Account 422. Districts should reconcile their health and safety revenues and expenditures through FY 2015, so that the fund balance is correct at June 30, 2016. As of July 1, 2016, no expenditures can be coded to the old Health and Safety codes. 9
Long-Term Facilities Maintenance FY 2017 LTFM Questions: Allowed uses of revenue, process and timelines, expenditure projection spreadsheet, health and safety revenue application, health and safety data base, health and safety FY 2016 closeout: contact Dale Sundstrom at dale.sundstrom@state.mn.us or (651)582-8605. Revenue projection spreadsheet, FY 2016 health and safety levy adjustments, LTFM aid entitlement and levy calculations, LTFM required debt: contact Lonn Moe at lonn.moe@state.mn.us or (651) 582-8569. UFARS account coding questions and FY 2016 Fund Balance closeout: contact Deb Meier at debra.a.meier@state.mn.us or (651)582-8656 or Sarah Miller at sarah.c.miller@state.mn.us or (651)582-8370. 10
FY 2017 LTFM Finance Codes 24
Long Term Facilities Maintenance UFARS Finance Codes for FY 2017 367 Accessibility (new) (Fund 01 and/or Fund 06) Record expenditures for increasing accessibility of school facilities owned by the school district by removing architectural barriers to meet the needs of persons with a disability. 368 Building Envelope (excluding roof) (new) (Fund 01 and/or Fund 06) Record expenditures for replacement and deferred maintenance of portions of the building that separate the indoor environment from the outdoor environment. The building envelope restricts the transfer of air, water, heat, light, and noise. Some examples include window replacement, caulking, tuck point, insulation, water barrier, air barrier, noise barrier, building walls, subfloor and exterior doors. Roof projects are coded to Finance Code 383. 12
Long Term Facilities Maintenance UFARS Finance Codes for FY 2017 369 Building Hardware and Equipment (new) (Fund 01 and/or Fund 06) Record expenditures for the replacement and deferred maintenance of hardware and equipment that are integral to the building (usually attached). Included are parts of the building that are not included under specific finance codes. For example doors and door hardware, lockers, bleachers, basketball hoops, roll down doors, public address (PA) systems, elevators, bus hoist, and permanently installed kitchen equipment. Furniture and equipment not attached to the building are excluded. Technology and phone systems are excluded. 13
Long Term Facilities Maintenance UFARS Finance Codes for FY 2017 370 Electrical (new) (Fund 01 and/or Fund 06) Record expenditures related to the replacement and deferred maintenance of the building electrical power supply and distribution. Lighting systems are included. Technology and phone systems are excluded. 379 Interior Surfaces (new) (Fund 01 and/or Fund 06) Record expenditures for the replacement and deferred maintenance of portions of the interior of the building that are not hardware, equipment, or systems included under a specific finance code. Some examples are flooring, wall coverings and painting, ceilings, counter tops, installed cabinetry, and attached surfaces. Furniture and equipment not attached to the building are excluded. 14
Long Term Facilities Maintenance UFARS Finance Codes for FY 2017 380 Mechanical Systems (new) (Fund 01 and/or Fund 06) Record expenditures related to replacement and deferred maintenance of building mechanical systems including heating, ventilation and air-conditioning (HVAC) and control system, fire suppression and alarm system, electronic door controls and control software, fuel systems and distribution, and ventilation systems not related to HVAC. For upgrades to HVAC systems to meet ASHRAE standards, use Finance Code 366; for upgrades to fire systems to comply with state fire marshal orders, use Finance Code 363; and for upgrades to ventilation to remove hazardous fumes, use Finance Code 349. 15
Long Term Facilities Maintenance UFARS Finance Codes for FY 2017 381 Plumbing (new) (Fund 01 and/or Fund 06) Record expenditures for replacement and deferred maintenance of plumbing fixtures, piping and water supply to the building. Include wash stands, toilets, showers, sinks, drains, tanks, pressure regulation, meters, and other plumbing components. For HVAC plumbing and fire suppression plumbing use Finance Code 380 Mechanical Systems. 382 Professional Services and Salary (new) (Fund 01 and/or Fund 06) Record expenditures for professional services and in-house salary for work performed on deferred capital and maintenance projects to prevent further erosion of facilities. 16
Long Term Facilities Maintenance UFARS Finance Codes for FY 2017 383 Roofing Systems (new) (Fund 01 and/or Fund 06) Record expenditures for replacement and deferred maintenance of roofing systems. Include all costs for a roofing project such as roof removal and replacement, insulation, flashing, materials storage and safeguarding, and temporary measures to prevent unauthorized access to the area. 384 Site Projects (new) (Fund 01 and/or Fund 06) Record expenditures related to replacement and deferred maintenance for the building site. Deferred capital expenditures and maintenance projects necessary to prevent further erosion of facilities per Minnesota Statutes, section 123B.595, Subdivision 10(a)(1). Examples include parking lots, lighting, tennis courts, fencing, playground, stadium bleachers, and field turf replacement. Note: Major redesign and upgrade of equipment or surfaces does not qualify as deferred maintenance. 17
FY 2017 LTFM Program Codes 18
Long Term Facilities Maintenance UFARS Program Codes for FY 2017 865 Long Term Facilities Maintenance (LTFM) Excluding Costs in Program Codes 866 and 867 (new) (Fund 01 and/or Fund 06) Record costs for LTFM projects not included in Program Codes 866 or 867. This Program Code includes Health and Safety and Deferred Maintenance projects costing less than $2,000,000 per site. This Program Code excludes projects costing $100,000 to $1,999,999 for Finance Codes 358 Fire Safety, 363 Asbestos and 366 Air Quality (see Program Code 866), and excludes any projects costing $2,000,000 per site or more (see Fund 06, Program code 867). 866 Long Term Facilities Maintenance (LTFM) $100,000 to $1,999,999 per Site for Finance Codes 358, 363 and 366 (new) (Fund 01 and/or Fund 06) Record costs for LTFM projects for Finance Codes 358, 363 and 366 (Fire Safety, Asbestos and Indoor Air Quality) that are $100,000 or more per site up to $1,999,999. 19
Long Term Facilities Maintenance UFARS Program Codes for FY 2017 867 Long Term Facilities Maintenance (LTFM) $2,000,000 or more per Site (new) (Fund 06) Record costs for LTFM projects that are $2,000,000 or more per site. Program Code 867 can only be used with Fund 06 Building Construction Fund. 20
FY 2017 LTFM Source Code and Balance Sheet Account 21
Long Term Facilities Maintenance UFARS Codes for FY 2017 Source Code 317 Long Term Facilities Maintenance (LTFM) Aid (new) Enter revenue for LTFM Aid in the General Fund. These funds are for restricted purposes and expenditures must be coded to one of the following Finance Codes: 347, 349, 352, 358, 363, 366, 367, 368, 369, 370, 379, 380, 381, 382, 383 and 384. Balance Sheet Account 467 Restricted/Reserved for Long Term Facilities Maintenance (LTFM) (new) Represents available resources to be used for LTFM projects in accordance with the 10 Year Plan. 22
FY 2017 Chapter 10 Updates 23
Permitted Code Combination for Finance Codes FY 2017 FIN Title Fund Org Description Object Codes 347 Physical Hazards 01 001-99 9 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 910 347 Physical Hazards 06 001-99 9 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 910 867 LTFM Projects that are $2,000,000 or More per Site (Fund 06) 24
Permitted Code Combination for Finance Codes FY 2017 New LTFM Finance Codes will be treated the same as Finance Code 347 Physical Hazards. Therefore Finance Codes 367, 368, 369, 370, 379, 380, 381, 382, 383 and 384 all follow the same Chapter 10 grid as Finance Code 347, see prior slide. 25
Permitted Code Combination for Finance Codes FY 2017 FIN Title Fund Org Description Object Codes 349 Other Hazardous Materials 01 001-999 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 910 349 Other Hazardous Materials 06 001-999 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 910 867 LTFM Projects that are $2,000,000 or More per Site (Fund 06) 26
Permitted Code Combination for Finance Codes FY 2017 FIN Title Fund Org Description Object Codes 352 Environmental Health & Safety Management 01 001-999 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 810-899, 910 352 Environmental Health & Safety Management 06 001-999 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 810-899, 910 867 LTFM Projects that are $2,000,000 or More per Site (Fund 06) 27
Permitted Code Combination for Finance Codes FY 2017 358 Asbestos Removal & Encapsulation 01 001-999 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 820, 910 866 LTFM $100,000 to $1,999,999,999 per Site for Finance Codes 358, 363 and 366 (Fund 01 358 Asbestos Removal & Encapsulation 06 001-9 99 and/or Fund 06) 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 820, 910 866 LTFM $100,000 to $1,999,999,999 per Site for Finance Codes 358, 363 and 366 (Fund 01 and/or Fund 06) 867 LTFM Projects that are $2,000,000 or More per Site (Fund 06) 28
Permitted Code Combination for Finance Codes FY 2017 FIN Title Fund Org Description Object Codes 363 Fire Safety 01 001-9 99 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 910 866 LTFM $100,000 to $1,999,999,999 per Site for Finance Codes 358, 363 and 366 (Fund 01 and/or Fund 06) 363 Fire Safety 06 001-9 99 865 LTFM Excluding Costs in Program Codes 866 and 867 (Fund 01 and/or Fund 06) 110-599, 910 866 LTFM $100,000 to $1,999,999,999 per Site for Finance Codes 358, 363 and 366 (Fund 01 and/or Fund 06) 867 LTFM Projects that are $2,000,000 or More per Site (Fund 06) 29
30
Permitted Code Combination for Finance Codes FY 2017 Finance Code 385 Deferred Maintenance and Finance Code 386 Alternative Facilities Program are deleted for FY 2017. 31