Administrative Services Program
Review Report
Year One of
Program Review Cycle
Reed L. Buffington Visual & Performing
Arts Center
Submitted on 11/12/2013
Prepared by Kari McAllister/Theater
Manager
Final Forms, 1/19/13
Table of Contents
Section 1: Who We Are ............................................................ 1
Section 2: Where We Are Now ................................................. 2
Section 3: The Difference We Hope to Make ............................. 3
Required Appendices:
A: Budget History .........................................................................................4
E: New Initiatives .........................................................................................5
F2: Classified Staffing Requests ....................................................................6
F5: Supplies and Services Requests ..............................................................7
F6: Conference/Travel Requests ..................................................................8
F7: Technology and Other Equipment Requests ..........................................9
F8: Facilities Requests ................................................................................10
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1. Who We Are
Limit your narrative to no more than one page.
Describe your unit--your mission, vision, responsibilities and the goals of your office. How does your
unit support other administrative, student services and academic units? What impact do you have on
student learning? Describe the number and types of staff in your office, both now and historically.
The mission of the PAC is to support the college mission and strategic plan, as well as remain a viable
revenue center (Self-Supporting Enterprise) for the College. The PAC does this now by efficiently
operating a state of the art theater complex supporting a wide variety of college programs.
90% of the PAC usage is by the outside community, mostly rentals, or “fee for service” events.
Therefore the majority of the PAC’s activities are community (local, regional, national, international)
based. As such, it not only creates enough revenue to support itself, it also is a significant tool in
community outreach. The usage of the facility mirrors the diverse socio-economic make-up of our
surrounding community.
Virtually everything the PAC does supports the college’s mission, strategic plan, marketing, and
outreach goals.
Ongoing activities: We have become the venue of choice for a growing number of annual users, some
of whom have been coming here for 30 plus years. Besides those clients, we are sought out by
regional, national, and inter-national groups as well. We also provide event consulting for various
activities on campus.
Staffing:
(1) Full time theater manager
(2) Full time stage technician.
(9) Active on-call stage technicians (as available)
(5) Active Professional Specialists (Audience services and Assistant Stage Managers (as available)
(1) Active Student assistants through Dec 2013
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2. Where We Are Now
Complete Appendix A (Budget History) prior to writing your narrative. Limit your narrative to no more
than one page.
As you enter a new Program Review cycle, reflect on your achievements over the last few years. What
did you want to accomplish? What were your Service Area Outcomes (SAOs)? Those can include trends
in any measurable outcomes tracked by your office, satisfaction survey results of your primary
users/clients, and student learning outcomes, if any. Describe how changes in resources provided to
your office have impacted your achievements. What are you most proud of, and what do you want to
continue to improve?
Discuss important trends that will have a significant impact on your unit over the next three years.
Those could include technology, facilities, equipment, and customer/client demand. What opportunities
and challenges do your foresee in the next three years?
At this point in time the PAC (Performing Arts Center) has grown its days of activity from a little over
one-hundred prior to January 2010, to now having close to two-hundred days of annual activity. It is
notable that this is done with only two full-time Stage Technicians and one full-time Manager.
Revenues have grown from approximately $350k/yr to now in the area of $500k/yr and growing.
It is a great challenge to meet challenges of the artistic presentation, and also meet the needs of the
client technically in this fast paced, and ever changing industry.
We have endeavored to rise to meet these needs by purchasing and keeping as current as we can on
audio mixers, lighting consoles, microphones, staging, lighting instruments, etc.. That said, we are
now in need of upgrading our decade old Lighting Console, as well as a digital mixer that will allow for
the 48 channels of access now be required by most touring groups.
The changing over of our lighting instruments from standard to LED will save money in power usage,
colored gels (no longer needed), and man hours in light color changeovers.
We have added video recording and projection services that just about half of our current clientele
are taking advantage of, and are driving new revenues.
It is also important to note that the college’s course offerings in “Live Sound” technology, as well as
Theater Arts, would all benefit greatly to have the students working with current technologies they
will find in today’s job market as opposed to the decades old equipment we work with now.
As far as general activity, the PAC has maximized booking dates for all but two months of the year.
The scheduling of On-call Technicians, as well as Professional Experts as House Staff comes with a
dicey amount of uncertainty as their availability is never certain, and a “deep pool” must be
maintained to insure adequate staffing. There are days where two major shows are going back to
back, as well as the day prior, and maybe the day after. There are days when clients are in for a four
to seven day run. The challenges of staffing these events, as well as college and district events, and
never knowing who you can get, is a cause of great stress during peak times.
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If we are to continue to offer our services and venue(s) as we have, it would behoove the institution
to have a conversation about the mechanics of the long-term.
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3. The Difference We Hope to Make
Review the Strategic Plan goal and key strategiesat
http://www.chabotcollege.edu/prbc/StrategicPlan/SPforPR.pdfprior to completing your
narrative. Please complete Appendices E (New Initiatives) and F2 and 5-8 (Resource Requests)
to further detail your narrative. Limit your narrative to no more than three pages, and be very
specific about what you hope to achieve, why, and how.
What initiatives would you like to undertake to improve or strengthen your unit or to address
demand for your services? What initiatives are underway in your area, or could you begin, that
would support the achievement of our new Strategic Plan goal and strategies and/or improve
student learning? Identify specific, measurable goals and the resources needed to achieve
them.
To staff our events in ways that will enable a sustainable revenue stream. To handle the number of
increased bookings, and to avoid worker burn-out, and to avoid related safety issues, we will be
adding more hourly on-calls to the stage technician roster.
It is our goal to continue on our path of accountability, transparency, client satisfaction, and positive
growth. To continue building on our strategic plan to increase use days and grow our net profitability
in our goal to remain an SSE (Self-Supporting Enterprise).
To purchase and install equipment that benefits not only the users but also students who may train in
our facility and then go out to seek employment.
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Appendix A: Budget History and Impact
Audience: Budget Committee, PRBC,and Administrators
Purpose: This analysis describes your history of budget requests from the previous two years and
the impacts of funds received and needs that were not met. This history of documented need
can both support your narrative in Section A and provide additional information for Budget
Committee recommendations.
Instructions: Please provide the requested information, and fully explain the impact of the budget
decisions.
Category
Classified Staffing (# of positions)
Supplies & Services
Technology/Equipment
Other
TOTAL
2011-12
Budget
Requested
30,000.00
2011-12
Budget
Received
30,000.00
2012-13
Budget
Requested
2012-13
Budget
Received
0.00
1. How has your investment of the budget monies you did receive improved your Service Area
Outcomes? When you requested the funding, you provided a rationale. In this section, assess if the
anticipated positive impacts you projected have, in fact, been realized.
Our past purchases have either enhanced revenue generation while allowing staff to work with newer
technologies, or have allowed for easing of others workload as in the purchasing of our own
tables/chairs to free up M&O in the delivery and removal of such. The adding of video equipment has
allowed for documenting of college events as well as a source of added service and revenue.
2. What has been the impact of not receiving some of your requested funding? How has your ability to
serve the college and our students been impacted, or safety compromised?
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Appendix E: Proposal for New Initiatives (Complete for each new initiative)
Audience: Deans/Unit Administrators, PRBC, Foundation, Grants Committee, College Budget Committee
Purpose: A “New Initiative” is a new project or expansion of a current project that supports our Strategic
Plan. The project will require the support of additional and/or outside funding. The information you
provide will facilitate and focus the research and development process for finding both internal and
external funding.
How does your initiative address the college's Strategic Plan goal, or significantly improve student
learning?
By leveraging Prop 39 Energy Project funds we hope to do a full LED conversion of House Lights
and backstage areas as well as explore changing out stage lighting instruments.
** require the purchase of a 48 channel digital audio mixer to better meet the needs of clients.
** New digital lighting mixing console. Our current one is ten years old and almost obsolete.
Students who tain on the above will be better positioned for employment.
What is your specific goal and measurable outcome?
To reduce power consumption by as much as 70%
For both mixers – To better meet the needs of outside clients as well as internal productions and
bolster student success.
What is your action plan to achieve your goal?
Activity (brief description)
Our project is currently being evaluated by the District
Consultant
New Lighting and Audio mixers
Target
Completion
Date
2015
Required Budget (Split out
personnel, supplies, other
categories)
Prop 39/ Measure B
2014
Bond
How will you manage the personnel needs?
New Hires:
Faculty # of positions
Classified staff # of positions 1
Reassigning existing employee(s) to the project; employee(s) current workload will be:
Covered by overload or part-time employee(s)
Covered by hiring temporary replacement(s)
Other, explain
At the end of the project period, the proposed project will:
Be completed (onetime only effort)
Require additional funding to continue and/or institutionalize the project
(obtained by/from):
Will the proposed project require facility modifications, additional space, or program relocation?
No
Yes, explain:
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Will the proposed project involve subcontractors, collaborative partners, or cooperative agreements?
No
Yes, explain:
Do you know of any grant funding sources that would meet the needs of the proposed project?
No
Yes, list potential funding sources:
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Appendix F2: Classified Staffing Request(s) including Student Assistants [Acct.
Category 2000]
Audience: Administrators, PRBC
Purpose: Providing explanation and justification for new and replacement positions for full-time and
part-time regular (permanent) classified professional positions(new, augmented and replacement
positions).Remember, student assistants are not to replace Classified Professional staff.
Instructions: Please justify the need for your request. Discuss anticipated improvements in student
learning and contribution to the Strategic Plan goal, safety, mandates, accreditation issues. Please cite
any evidence or data to support your request. If this position is categorically funded, include and
designate the funding source of new categorically-funded position where continuation is contingent
upon available funding.
1. Number of positions requested: ___1___
2. If you are requesting more than one position, please rank order the positions.
Position
Description
.50 or FT to assist with events and day to day
1. Stage Technician
2.
3. Rationale for your proposal.
The PAC has increased its annual bookings from approximately 100 days to 200 days since January
2010. The very demanding work load, production schedule, event coordinating, and administrative
assistance, as well as working the events has pushed our two current full timers to their maximum
production. One full time hire would allow for better scheduling, efficiency, and some administrative
assisting in order to better input and utilize our data.
4. Statements about the alignment with the strategic plan and program review are required. Indicate
here any information from advisory committees or outside accreditation reviews that is pertinent to
the proposal.
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Appendix F5: Supplies & Services Requests [Acct. Category 4000 and 5000]
Audience: Administrators, Budget Committee, PRBC
Purpose: To request funding for supplies and service, and to guide the Budget Committee in allocation of
funds.
Instructions: In the area below, please list both your current and requested budgets for categories 4000
and 5000 in priority order. Do NOT include conferences and travel, which are submitted on Appendix
M6. Justify your request and explain in detail any requested funds beyond those you received this year.
Please also look for opportunities to reduce spending, as funds are very limited.
Project or Items
Requested
2012-13 Budget
Requested Received
$
2013-14
Request
$
Rationale
Appendix F6: Conference and Travel Requests [ Acct. Category 5000]
Audience: Staff Development Committee,Administrators, Budget Committee, PRBC
Purpose: To request funding for conference attendance, and to guide the Budget and Staff Development
Committees in allocation of funds.
Instructions:Please list specific conferences/training programs, including specific information on the
name of the conference and location. Note that the Staff Development Committee currently has no
budget, so this data is primarily intended to identify areas of need that could perhaps be fulfilled on
campus, and to establish a historical record of need. Your rationale should discuss student learning goals
and/or connection to the Strategic Plan goal.
Conference/Training
Program
2013-14 Request
Rationale
$
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Appendix F7: Technology and Other Equipment Requests [Acct. Category 6000]
Audience: Budget Committee, Technology Committee, Administrators
Purpose: To be read and responded to by Budget Committee and to inform priorities of the Technology
Committee.
Instructions: Please fill in the following as needed to justify your requests.If you're requesting classroom
technology, see http://www.chabotcollege.edu/audiovisual/Chabot%20College%20Standard.pdf for the
brands/model numbers that are our current standards. If requesting multiple pieces of equipment,
please rank order those requests. Include shipping cost and taxes in your request.
Please note: Equipment requests are for equipment whose unit cost exceeds $200. Items which are
less expensive should be requested as supplies. Software licenses should also be requested as
supplies.
Project or Items
Requested
LED stage CYC
lights
Digital Light
Controller
2012-13 Budget
Requested Received
$
2013-14
Request
$10,000.00
$20,000.00
Digital Sound
Board-48 channels
$25,000.00
In Ear Monitor
Systems
$6,000.00
10k lumen
projector
$15,000.00
Laser Lights
$2,000.00
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Rationale*
Power savings, better color, current
instruments are more than 30yrs old
Our current board is 10yrs old and does
not support moving/intelligent lighting
or LED color changes.
Our current board is 32 channels and
we have many clients who require
beyond that number. Old board would
be moved to stage as monitor mixer.
Six channels – many artists are now
requesting these. It eliminates the
need for speakers on stage and gives
more control for mixes for artists. In
some cases would eliminate the need
for one technician. This is specialty
rental item.
We use our projectors for almost every
event. The one we currently use for
CYC projection is 5000 lumen and is
underpowered for that need. This is
specialty rental item.
Special lighting effects. This is specialty
rental item.
* Rationale should include discussion of impact on student learning, connection to our strategic plan
goal, impact on student enrollment, safety improvements, whether the equipment is new or
replacement, potential ongoing cost savings that the equipment may provide, ongoing costs of
equipment maintenance, associated training costs, and any other relevant information that you believe
the Budget Committee should consider.
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Appendix F8: Facilities Requests
Audience: Facilities Committee, Administrators
Purpose: To be read and responded to by Facilities Committee.
Background: Following the completion of the 2012 Chabot College Facility Master Plan, the Facilities
Committee (FC) has begun the task of re-prioritizing Measure B Bond budgets to better align with current
needs. The FC has identified approximately $18M in budgets to be used to meet capital improvement
needs on the Chabot College campus. Discussion in the FC includes holding some funds for a year or two
to be used as match if and when the State again funds capital projects, and to fund smaller projects that
will directly assist our strategic goal. The FC has determined that although some of the college's greatest
needs involving new facilities cannot be met with this limited amount of funding, there are many smaller
pressing needs that could be addressed. The kinds of projects that can be legally funded with bond
dollars include the "repairing, constructing, acquiring, equipping of classrooms, labs, sites and facilities."
Do NOT use this form for equipment or supply requests.
Instructions: Please fill in the following as needed to justify your requests.If requesting more than one
facilities project, please rank order your requests.
Brief Title of Request (Project Name): 1300 and NEW 700 seat Theater
Building/Location: 1300/ NEW= current Butler Building footprint
Description of the facility project. Please be as specific as possible.
The PAC hopes to be a priority in any future bond project. Elevator to balcony level is
paramount as our population ages. Expanded lobby area and bathrooms. To the rear, new
and expanded dressing rooms, classrooms, costume and regular storage, and restrooms.
A new 700 seat Theater with a FLY LOFT would provide the college a better sized venue for
their events without impacting annual users of the PAC. It would also allow for a shift of
current clients who average 700 or less in attendance to that new venue. This would open
those dates in the PAC to new bookings and revenue generation. We should easily
recognize a target of $1,000,000.00 in annual receipts.
What educational programs or institutional purposes does this equipment support?
We support college and district events: Convocation, Flex Days, Business Seminars, Puente,
Law and Democracy, etc..
Briefly describe how your request relates specifically to meeting the Strategic Plan Goal and to
enhancing student learning?
It is our goal to engage more of the students in the Electronic Technology, Live Sound, and Theater Arts areas
to better empower, train, and give growth opportunities to.
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