PURPOSE: This rule establishes standards and procedures for management of state-controlled facilities.

Editor's Note: The secretary of state has determined that the publication of this rule in its entirety would be unduly cumbersome or expensive. The entire text of the material referenced has been filed with the secretary of state. This material may be found at the Office of the Secretary of State or at the headquarters of the agency and is available to any interested person at a cost established by state law.

1. (1) General. The purpose of these rules is to provide guidance to the various agencies and facility operators within state government for good management of physical facilities, including space management and utilization, maintenance, energy use and conservation, safety and security, and facility records.
2. (2) Space Management. The space assigned to and utilized for each function or activity should be limited to the minimum necessary to support performance of that function or activity. Agencies shall annually review facility space utilization. In addition, a review of space required and space assigned should be made whenever there is a significant change in assigned functions or activities. These reviews should also examine environmental requirements to assure that minimum needs are being met without excess capacity. Activities which occupy more space than required should be consolidated or combined, as appropriate, to minimize space occupied, consistent with requirements for performing assigned functions and tasks. The director shall develop and issue standards for allocation and utilization of administrative space in state-controlled facilities. These standards shall be issued as appendices to this rule.

3. (3) Energy Conservation.

   1. (A) General. Each department/agency shall have an established and continuing energy conservation program which has as its goal a 1 CSR 30-4

more efficient use of energy. The program shall include active management and supervision, in order to assure that realistic energy conservation goals are established and actions are taken to implement cost-effective practices and projects to minimize energy consumption. The program should be examined and updated on a continuing basis. Goals achieved should be noted and procedures for maintaining associated gains should be established. Revisions of practices and procedures shall be incorporated into revised goals and projects as conditions change or new requirements develop.

1. (B) Program Development.

   1. 1. New construction or alterations. For

a new construction or alterations to existing facilities, the energy conservation program shall require that all major elements and systems which consume energy be evaluated to economically minimize energy use. A requirement shall be established for designers of new facilities or alterations to existing facilities to provide (as a minimum) a summary of the examination and conclusions which established the annual energy consumption, selection of each utility system and each major item of energy consuming equipment. The energy conservation standards and criteria established by the American Society of Heating, Refrigeration and Air Conditioning Engineers in ASHRAE 90-80 have been adopted as energy standards and criteria for Missouri. These standards and criteria shall be utilized in selecting systems and equipment which consume energy.

1. 2. Existing facilities.

   1. A. Energy audit. Each agency should

perform an energy audit on each facility to determine where and how energy is used. The audit should identify if energy usage can be reduced by changes in operating practices, equipment or building systems or physical conditions.

1. B. Implementation. Those changes

which can be made within current appropriations should be made immediately. Changes which require additional funding, for example, purchase of new equipment, energy saving capital improvements, should be implemented as soon as funds are available. Energy conservation measures which generate savings equal to their cost within seven (7) years are considered by industry standards to be cost effective.

1. (4) Emergencies.

   1. (A) Preplanned Response. Preplanned response to emergencies is essential for the safety of personnel and for minimizing damage to property. Evacuation plans, including notification systems for each facility, shall be prepared and posted in prominent locations throughout the facility. A line drawing floor plan eight and one-half inches by eleven inches (8 1/2" × 11" minimum size) shall be prepared for each floor to show evacuation routes. These floor plans, suitably protected, shall be posted in prominent locations throughout the facility. Periodic drills (annual as a minimum) shall be held to familiarize personnel with the notification system and evacuation routes. All exits or assembly areas, or both, shall be clearly marked. Plans shall include, when and where appropriate, designation of state employees for damage control until local assistance arrives. Each drill shall be evaluated by the agency to determine effectiveness and where possible to make improvements.
   2. (B) Coordination With Local Agencies. Local agencies for fire and police protection and for disaster planning shall be consulted in development of evacuation or shelter planning, or both. These local agencies will be able to recommend types of emergencies for which an emergency response should be prepared and appropriate responses for those emergencies. In addition, when appropriate, state facilities may be used for shelters in case of a disaster. This use for shelters will be coordinated and preplanned for situations where other suitable local facilities are not available.
   3. (C) Damage Control. Preplanned responses for each type of emergency shall include designation of knowledgeable personnel to take actions which will minimize or control potential damage. These designations shall be closely coordinated with local agencies and will include instructions and limitations for conditions under which each action will be performed or will be prohibited.

2. (5) Facility Records.

   1. (A) General. Each facility shall maintain at the site complete up-to-date as-built drawings for each facility, available manuals for facility equipment, service and repair records for each major item of facility equipment and warranty information on all elements or equipment for which a warranty is issued. For single small facilities, these records may be held at a location deemed appropriate by the department/agency, so long as they can be made available on short notice to the site.
   2. (B) Drawings. As-built drawings shall be maintained in a current status to include significant changes resulting from construction or maintenance/repair work. In addition, applicable specifications shall also be maintained for all work and equipment currently in place.
   3. (C) Equipment Manuals and Records. Available equipment manuals and manufacturers literature shall be maintained on-site for each item of installed facility equipment. In addition, an equipment record showing original installation date, along with the date, cost and extent of all repairs modifications, or both, shall be maintained for each item of installed facility equipment. A record shall be maintained of each preventative maintenance inspection or service for each item of facility equipment.
   4. (D) Control Diagrams. Each item of facility equipment for which there is a separate control system shall have a control diagram available on or adjacent to the item. The diagram shall identify the equipment, the control elements and the corresponding equipment elements controlled. The complete sequence of operation of the control shall be detailed on the diagram.
   5. (E) Warranties. All warranties issued for equipment or work on a facility shall be recorded, filed and periodically reviewed by the facility operations personnel. A follow-up system shall be maintained to review each item covered by a warranty after approximately eighty percent (80%) of the warranty period has elapsed, to determine condition and performance. Any noted deficiencies shall be reported to the guarantor for correction. For newly completed Capitol Improvement and Maintenance (CI & M) projects, noted deficiencies shall be reported to the Division of Design and Construction for correction. If appropriate, another inspection shall be scheduled immediately prior to expiration of the warranty period and any noted deficiencies shall be reported for correction.

AUTHORITY: sections 8.320 and 8.360, RSMo 1986 and subsections 6 and 7 of section 15, 1974 Reorganization Act.* Original rule filed July 9, 1982, effective Nov. 15, 1982. Amended: Filed Nov. 30, 1993, effective July 10, 1994.

*Original authority: 8.320 and 8.360, RSMo 1958, amended 1965.