Facilities report: district met most standards but fell short on preventative maintenance

District administration presented Operational Expectation 3 (facilities) monitoring for the reporting period Sept. 1, 2024, through Aug. 31, 2025. The OE requires the superintendent to ensure district physical facilities are safe, efficiently used and properly maintained; it contains 12 directives that measure performance.

Administration reported the district met 11 of 12 directives and identified one exception: OE‑3.4 (indicator 3) requires that 95% of critical building systems receive preventative maintenance service at prescribed levels. For the monitoring period the district achieved 88 percent.

Mister Reynolds, presenting the monitoring report, said the shortfall stemmed from two operational issues: the integration of new systems from recent construction projects that required time to be incorporated into the preventative-maintenance schedule, and a temporary backlog in entering planned maintenance orders into the maintenance system. He said that while the documented percentage fell short of the target, "all critical systems are being maintained appropriately, and we are actively addressing the backlog to ensure future compliance." He recommended the board accept the OE as "in compliance with exception."

Board members asked that the written monitoring packet include the verbal rationale and a corrective plan to present with the item when it goes to the consent agenda at the business meeting. One board member suggested the 95 percent threshold be reviewed for feasibility during the larger policy-review process.

Administration indicated it will include a written explanation of the shortfall and corrective steps in the materials that accompany the consent agenda at the upcoming business meeting.