Service Areas Program Review Update 2012/13 (fields will expand as you type) Section 1 ‐ Program Information 1.0 Name of Program: Maintenance Date: Nov. 30, 2012 1.1 Program Review Authors: Garry Patrick 1.2 Program Director Signature: Date: 1.3 Vice President Signature: Date: 1.4 Primary Function: Provide maintenance support services to the District to ensure students, staff and the community are using facilities that are functional, healthy and safe. 1.4.1 State briefly how the program functions support the college mission: Our goal is to provide a safe, clean and up‐to‐date facility that will allow our students a distraction‐free and rewarding education experience; to support a commitment to proactive planning and inspection together with a comprehensive scheduled maintenance program. 1.4.2 Program highlights/accomplishments: The department has performed upgrades and improvements in the welding shop, wood shop, dorms, dining services, waste water treatment plant and firing range over the past two years. 1.4.3 Program Data: # of Full Time Employees 2010‐2011 27 # of Part Time Employees 2011‐12 27 2010‐2011 0 Personnel Budget 2011‐12 0 2010‐2011 2011‐12 $1,680,300.00 $1,680,300.00 Discretionary Budget 2010‐2011 $300,382 2011‐12 $309,000 Section 2 ‐ Data Analysis 2.0 List Service Area Metrics/Indicators and provide information on changes over time (Steady/Increasing/Decreasing, etc.) 2010/11 2.1 Metrics/Indicators Maintenance Work Order Backlog 110 Maintenance PRC Service Area Template 8 2 12.docx 1/24/2013 2011/12 150 Observations (steady/increasing/decreasing) Increasing Page 1 WC Injury Claim Values $81,136 $580 Decreasing Department Turnover 2 1 Decreasing 2.2 Describe how these changes affect students and/or the program: These changes are transparent to the student population. This is because maintaining instructional space is a priority for the maintenance department. A decrease in injury claims shows that the departments safety program is headed in the right direction. 2.3 Provide any other relevant information, or recent changes, that affect the program: Section 3 –Critical Reflection of Assessment Activities (2011/2012) 3.0 Describe Service Area Outcomes Assessed or reviewed in the current cycle: Lighting, cleanliness and storm water management response have all been assessed this past year and have all been improved. 3.1 Summarize the conclusions drawn from the data and the experience of staff working to achieve the outcomes: Exterior and interior lighting was listed as a concern by students, staff and faculty. The maintenance staff has placed a lot of resources in the form of supplies and labor hours to keep the lights across campus burning. The custodial staff has gone through local vendor training on product selection and cleaning techniques to provide cleaner facilities to our patrons. Resources have been expensed to repair and replace custodial equipment as well. The spill training put on by Keenan has provided staff with the necessary insight to prevent spills for entering the storm drains. They understand that site run off is just as important to control as a chemical spill. 3.2 Summarize how assessments have led to improvement in Service Area Outcomes (top three.): Lighting and cleanliness were assessed through the use of surveys conducted electronically. This next annual assessment should see a dramatic improvement in responses regarding the increase in lighting and the resources spent repairing lighting. The storm water management plan was developed by a local engineering firm and provides a plan for the College to follow to meet local, state and federal guidelines concerning storm water runoff. The college’s maintenance staff is constantly monitoring the site for potential problems. They have been instructed how to handle, prevent or divert potential runoff from entering storm drains. Equipment is kept in operating condition and monies have been spent on sand bags, waddle and seed to prevent a problem. This education and training will help keep the College clear of potential citations on into the future. 3.3 (Optional) Describe unusual assessment findings/observations that may require further research or institutional support: Section – 4 Evaluation of Previous Plans Maintenance PRC Service Area Template 8 2 12.docx 1/24/2013 Page 2 4.1 Describe plans/actions identified in the last program review and their current status. What measurable outcomes were achieved due to actions completed. Actions Current Status Outcomes Improve lighting conditions across campus Additional exterior lighting was incorporated into the new construction projects The additional lighting has made the campus safer at night. Improve the cleanliness of the facilities Additional product and equipment training provided to custodial staff. New soap and toilet paper dispensers installed across campus. Cleaning products selected for economy and best practices. Dispenser provide for efficient use of product and remove the issue of product shortages. 4.2 (If applicable) Describe how funds provided in support of the plan(s) contributed to program improvement: Section – 5 Planning 5.0 Program Plans (2012/2013) Based on data analysis, service area outcomes and indicators, assessment and review, and your critical reflections, describe the program’s Action Plan for the 2012/13 academic year. If more than one plan, add rows. Include necessary resources. (Only a list of resources is needed here. Provide detailed line item budgets, timelines, supporting data or other justifications in the Resource Request). 5.1 Program Plans Relationship to Relationship to Institutional Plans Assessment Close the loop on a Staff training – safety and 3.2 Improve college operational operational efficiencies training and preparation 3.5 Practice continuous for any event. quality improvement Action to be taken: Maintenance PRC Service Area Template 8 2 12.docx 1/24/2013 Expected Impact on Service Area Outcomes Improvement to the areas of environmental, health and safety Page 3 Resources Needed Local vendor training/ Keenan Safety Training Upgrade exterior lighting (LED) 3.2 Improve college operational efficiencies 3.5 Practice continuous quality improvement Reduce operating expenses through the use of energy efficient lighting Reduction in operating costs Full implementation of both the Storm Water Management and sewer System Management Plans 3.2 Improve college operational efficiencies 3.5 Practice continuous quality improvement Maintain compliance with regulations. Additional training on new equipment and procedures. Increase in labor operating and maintenance costs. Resources to invest in new lighting. Staff to perform retrofit. High reach equipment. Additional Staff training. Inspection and response equipment on site. 5.2 Provide any additional information, brief definitions, descriptions, comments, or explanations, if necessary. Section 6 ‐ Resource Requests 6.0 Planning Related, Operational, and Personnel Resource Requests. Requests must be submitted with rationale, plan linkage and estimated costs. Request Check One Amount Recurring Rationale $ Cost Y/N Linkage Planning Operational Personnel 2 vans for maintenance mechanics x 40,000 N Current fleet is beyond useful life and reliable transportation is critical to deliver services throughout the District. New truck for gardeners x 20,000 N Current fleet is beyond useful life and reliable transportation is critical to deliver services throughout the District. Lifting rescue tripod x 4,000 N Confined space entry. Provide safe egress from confined spaces. Maintenance PRC Service Area Template 8 2 12.docx 1/24/2013 Page 4 6,000lb Forklift x 30,000 N Consultant for Sewer system Upgrades X 12,000 N New Equipment to maintain the WWTP to new discharge standards New Exterior Lighting and security cameras x 50,000 N x 40,000 N Sewer Inspection Camera x 30,000 N Replace existing Chlor Tec hypo generator and process grinder at WWTP x 55,000 N HD Auto Mechanic X 66,000 Y Maintenance PRC Service Area Template 8 2 12.docx 1/24/2013 Page 5 Existing equipment is 35 years old requiring complete rebuild. Need additional lifting capacity to deliver supplies across campus. Engineering expertise required to determine operational changes needed to keep the WWTP in compliance with the State Water Resources Board. Meet State guidelines with an operational plant. Provide a secure campus setting while improving safety at night. Comply with requirements of new sewer system management plan and the regulations of the State Water Resources Control Board. Replace existing equipment prior to the failure of the existing system. This equipment has a long lead time and is required for hypochlorite generation at the WWTP. To repair district vehicles and equipment to provide safe operating motorized Additional Electrician X 68,000 Y Locksmith X 58,000 Y Temp Electrician (16 weeks) X 16,000 N equipment for staff. Maintain the electrical systems across the district in a safe operating condition. Maintain locks, door hardware and keys. Maintain campus access and security. Repair emergency and classroom lighting throughout the campus. Section 7‐ PRC Response 7.0 The response will be forwarded to the author and the supervising Director and Vice President Maintenance PRC Service Area Template 8 2 12.docx 1/24/2013 Page 6