Service Areas Program Review Template for Academic Year 2013‐2014 (fields will expand as you type) Please provide a concise response to all questions, and include relevant details in direct support of your responses. Bulleted lists may be used to clearly organize information. Section 1 ‐ Program Information 1.0 Name of Program: Maintenance Date: Nov. 15, 2013 1.1 Program Review Authors (include names and campus locations): Garry Patrick, Eureka Campus 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 continues to make improvements across the District, concentrating on classroom space, space for ASCR, dining services, and improvements to out dated HVAC equipment, safety equipment and the dorms. 1.4.3 Program Data: # of Full Time Employees 2011‐2012 27 # of Part Time Employees 2012‐13 22 2011‐2012 0 cMaintenance Program Review 2013‐14.docx 2012‐13 0 3/12/2014 Personnel Budget 2011‐2012 2012‐13 $1,680,300.00 $1,450,000.00 Page 1 Discretionary Budget 2011‐2012 $309,000.00 2012‐13 $279,000.00 Section 2 ‐ Data Analysis 2.0 List Service Area Metrics/Indicators and provide information on changes over time (Steady/Increasing/Decreasing, etc.) 2011/12 2012/13 Observations (steady/increasing/decreasing) 2.1 Metrics/Indicators Maintenance work Order Backlog 150 250 Increasing WC Injury Claim Values $580 $0 Decreasing Department Turnover 1 2 Increasing 2.2 Describe how these changes affect students and/or the program: Although these changes are transparent to the student population the increase in work orders means that the department must put certain projects on hold as we continue to focus on emergencies relating to health and safety, physical plant damage, Foundation repairs (Cafeteria, Dorms, Bookstore, CDC),classrooms and labs in that order. A continued decrease in injury claims shows the Maintenance Department’s safety program is effective. 2.3 Provide any other relevant information, or recent changes, that affect the program: Additional changes include department right sizing and moving into new facilities. Both have had an effect on the increase in maintenance work orders. 2.4 Student Equity. Please comment on any current outcomes or initiatives related to increasing outreach, retention and student success of underrepresented students in your 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, electrical distribution, potable water and sanitary sewer systems have all been reviewed this past year. 3.1 Summarize the conclusions drawn from the data and the experience of staff working to achieve the outcomes: Lighting continues to be an issue both interior and exterior. The general conclusion is the District could use an additional electrician on staff. The improvement in LED lighting will provide the District with the opportunity to save on electrical cost while providing lamps that have extended life cycles. The custodial staff has seen many recent changes in staff as well as increases in areas that need to be kept clean. The District continues to spend cMaintenance Program Review 2013‐14.docx 3/12/2014 Page 2 resources on custodial equipment and supplies. Custodial staffing has not been constant, but hiring has recently been approved for two full‐time positions. One for leased space and one to replace a recently retired employee. The electrical distribution system is inspected annually and problems have been identified. Funding is being allocated for immediate needs and other improvements are on hold pending release of the Infrastructure Improvement Bond. The potable water system has seen recent upgrades as part of the new building projects as well as the complete upgrade of the District’s tie‐in to Humboldt Community Services District. The upgrade included new valves, meter and backflow protection as well as a booster pump to allow the storage talks to be filled to capacity. The waste water treatment plant has improved operation with regular preventive maintenance and monitoring of materials put into drains. New monitoring equipment has been purchased that will provide better control over the plant’s discharge. 3.2 Summarize how assessments have led to improvement in Service Area Outcomes (top three.): Lighting assessments with the resources provided by Prop 39 will improve pathway and parking lighting operating and maintenance costs. Replacing and increasing the custodial staff will improve the square footage each custodian is currently responsible for as well as improve coverage when custodians are sick or on vacation. Monitoring the current electrical system and replacing electrical systems will reduce campus downtime due to power outages. These assessments will make the campus more attractive to potential and returning students. The reliability of the District’s electrical systems should almost eliminate the need to close campus due to power outages unrelated to PG&E’s systems. 3.3 (Optional) Describe unusual assessment findings/observations that may require further research or institutional support: Further outreach is necessary to educate the campus population on what can and cannot be placed down the drains, sinks, toilets, etc. Going forward the State Water Resources Board continues to apply increasingly stricter waste water discharge requirements for plants discharging to inland water ways. Section – 4 Evaluation of Previous Plans 4.1 Describe plans/actions identified in the last program review and their current status. What measurable outcomes were achieved due to actions completed. Action plans may encompass several years; an update on the current status, or whether the plan was discarded and why. Click here to view completed program reviews from last year. Actions Current Status Impact of Action (describe all relevant data used to evaluate the impact) Increase the number of pathway lights Additional exterior lights have increased the District’s electrical costs. The additional exterior lights incorporated in the design of the new buildings coupled with cMaintenance Program Review 2013‐14.docx 3/12/2014 Page 3 the continued operation of exterior and pathway lights surrounding the existing closed buildings has increased operating costs. In order to improve this operational cost the District is requesting Prop 39 funds from the Chancellors office to change the Pathway lights to LED. The next phase of the project will be to change the parking area lights to LED. Improving facility cleanliness Staffing is being addressed to cover additional areas since the new construction is complete and additional space has been leased. Personnel resources will be provided to keep up with the daily requirements of the facilities and additional equipment is being investigated to clean the new flooring installed within the four new structures. Cleaning products and paper products currently in use by the District continue to perform well and provide operational savings. Potable water and fire system improvements Bond improvements have allowed the District New fire monitoring systems incorporated to incorporate water system control and into the new buildings will improve response monitoring across the Eureka Campus time of district staff and emergency personnel should a fire develop in these areas. Improved water lines and the addition of a booster pumping station have increased the district’s ability to provide water in the event of a fire emergency. 4.2 (If applicable) Describe how funds provided in support of the plan(s) contributed to program improvement: Additional funds have been allocated for maintenance during the 2013/14 fiscal year, increasing the maintenance department’s discretionary budget. cMaintenance Program Review 2013‐14.docx 3/12/2014 Page 4 Section – 5 Planning 5.1 Program Plans Based on data analysis, learning outcomes and program indicators, assessment and review, and your critical reflections, describe the actions to be taken for the 2013‐2014 academic year. Use as many rows as you have actions, and add additional rows if you have more than 5 actions. Please number all rows that you add. Please be specific. This section and section 6 should include a detailed justification so that the resource prioritization committees understand your needs and their importance. * Not all actions in this program plan section may require resources, but all resource requests must be linked to this section. 5.1 Program Plans Action # Action to be taken: Relationship to Institutional Plans Expected Impact on Program/Student Learning Include the specific plan and action item relevant to your action to be taken. For example: Annual Plan 2013‐
2014 Theme: Persistence; or List the specific action Goal 1: Student Success: to be taken in enough EP.1.6.2 Develop a plan for narrowing the achievement gap detail so that someone outside of your area can for underrepresented student populations. understand. Describe the expected impact in a way that someone outside the program can understand. The impact should be measurable. 1 3.2 Improve college operational efficiencies Staff Training – ICS 3.5 Practice continuous quality 100/700 improvement Improvement in awareness in safety, health and the environment 2 3.2 Improve college operational efficiencies 3.5 Practice continuous quality improvement Replace Pathway Lighting cMaintenance Program Review 2013‐14.docx 3/12/2014 Allow stressed resources to be allocated in labs and classrooms Page 5 Relationship to Assessment Include all assessment results that indicate that this action will yield the desired impact on the program. If the assessment has yet to be conducted, explain when and how it will be conducted. Resources Needed (Y/N) A yes here requires a corresponding request in the next section. Training is Provide a trained and provided prepared staff able to online thru respond to a natural Keenan Safe disaster Schools Reduce operational Prop 39 costs thus providing Funding will resources to be provide the allocated on other required projects financial 3 4 Pursue Grant Funding to install a force sewer main to the City of Eureka’s Waste Water Treatment facility Replace two maintenance vehicles 5 Lifting Rescue Tripod 6 Replace 6,000lb Forklift 3.2 Improve college operational efficiencies 3.5 Practice continuous quality improvement 3.2 Improve college operational efficiencies IIIB.1.a The institution plans, builds, maintains and upgrades or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. 3.2 Improve college operational efficiencies IIIB.1.a The institution plans, builds, maintains and upgrades or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. 3.2 Improve college operational efficiencies cMaintenance Program Review 2013‐14.docx 3/12/2014 resources for labor and materials Grant Funds as well as District Funds for an engineering review and additional funds provided through the 2012 State Infrastructure Bond Allow stressed resources to be allocated in labs and classrooms Reduce the District’s environmental foot print concerning waste water discharge. Remove the system that can lead to monetary assessment by the State Water Resources Board. Current fleet is beyond useful life and reliable transportation is critical to deliver services throughout the District. Provide the necessary equipment to respond across the district to maintain and repair buildings, equipment and support systems and utilities. YES Confined Space Entry. Keep the District’s infrastructure and utilities operating. Current forklift is beyond useful life and reliable transportation is critical to Provide safe entry and exit from the district’s confined spaces‐water tanks, electrical vaults, sewer and storm drain manholes. YES Provide the necessary equipment to YES Page 6 7 8 Grade 3 Chief Plant Operator for WWTP WWTP Equipment Upgrades 9 Sewer Inspection Camera 10 Electrician IIIB.1.a The institution plans, builds, maintains and upgrades or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. IIIB.1.a The institution plans, builds, maintains and upgrades or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. IIIB.1.a The institution plans, builds, maintains and upgrades or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. IIIB.1.a The institution plans, builds, maintains and upgrades or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. 3.2 Improve college operational efficiencies IIIB.1.a The institution plans, builds, maintains and upgrades cMaintenance Program Review 2013‐14.docx 3/12/2014 deliver services throughout the District.
respond across the district to maintain and repair buildings, equipment and support systems and utilities. The District operates a Waste Water facility which requires the appropriate Grade Operator to stay in compliance with the State Water Resources requirements. Not providing the appropriate licensed personnel will require the plant to cease operation. Grade 3 Operator to oversee current plant operations. State Water Resources Board requirement. CR does not currently have a Grade 3 Licensed Operator The State Water Resources Board is requiring certain Plant upgrades/improvements/testing to satisfy new discharge regulations regarding metals and disinfection byproducts. These improvements are State mandated and are not optional. Provide the necessary equipment to keep the College’s WWTP in operation. YES The District needs to provide video evidence that it is complying with its Sewer System Management Plan and the regulations of the State Water Resources Control Board. CR has reduced its maintenance staff to a single electrician. A large volume of the current work order backlog is repairs to the District’s electrical systems. The Provide the necessary equipment to keep the College’s in ground sewer system piping in operation. YES This position would improve operational efficiency, electrical YES safety and reduce Page 7 YES 12 Locksmith or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. 3.2 Improve college operational efficiencies IIIB.1.a The institution plans, builds, maintains and upgrades or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. 3.2 Improve college operational efficiencies IIIB.1.a The institution plans, builds, maintains and upgrades or replaces its physical resources in a manner that assure effective utilization and the continuing quality necessary to support its programs and services. 13 11 Maintenance Mechanic III current electrician is trying to stay up to date with training on new EMS, Fire, Security systems, but the current systems requiring repair are numerous. deferred maintenance. Plumbing and HVAC work orders are prioritized daily. With the large volume of leased space and independent businesses on campus it is becoming increasingly difficult to keep all of our customers systems operating and maintained. This position would improve operational efficiency and reduce deferred plumbing, HVAC and mechanical systems maintenance. YES Many of the buildings are currently seeing door hardware failure and are having lock cylinder problems. There is not a back‐up to the person who is currently performing the job on a limited basis. Many of the dormitory doors and locks are starting to require a lot of maintenance. This position would improve operational efficiency and reduce deferred maintenance on the college’s locks, locking hardware, doors and door hardware. YES 5.2 Provide any additional information, brief definitions, descriptions, comments, or explanations, if necessary. Section 6 ‐ Resource Requests cMaintenance Program Review 2013‐14.docx 3/12/2014 Page 8 6.0 Planning Related, Operational, and Personnel Resource Requests. Requests must be accompanied by an action plan in the above section. Requests should include estimated costs. Submit a support ticket if you do not know the estimated costs. If you are requesting personnel resources, you must also include the “Request for Faculty or Staffing” forms, located at inside.redwoods.edu/program review. Submit one form for each request. Additional Instructions: 
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Put down the full amount you are requesting in the “Amount” column. Put down the annual amount of any ongoing or recurring costs in the “Annual Recurring” column. For example, a personnel request for a permanent position might show an Amount of $30,000 and an Annual Recurring Cost of $30,000. A request for equipment might show an Amount of $5,000 and an Annual Recurring cost of $200. A professional development request might show an Amount of $800 and a recurring cost of $0. If you have a grant or some other source of funding, include in the “Request” column a brief description of the source of funds and the dollar amount that is expected to be covered by the other source and if the other source covers any of the annual recurring costs. Note in the “Request” column if this is a repeat request, and how many times you have submitted this request. The item number must match the corresponding action # from section 5. Add rows as necessary. Type of Request (Check One) Operational Personnel Professional Planning To be Development reviewed by Prioritization To be Committees To be To be reviewed by of the reviewed reviewed by the Request Action # Budget and grouped Faculty Professional Describe your request here in a way that someone $ use # Planning by Associate Prioritization Development outside the program can understand. Amount
above Committee Deans. Committee. Committee Measure 3 Force Sewer Main Project Q 500,000 General 4 Replace two maintenance vehicles Fund 50,000 Measure Q/ Safety 5 Lifting rescue tripod Credits 4,000 General 6 Replace Forklift Fund 30,000 cMaintenance Program Review 2013‐14.docx 3/12/2014 Page 9 $ Annual Recurrin
g Costs Contact Person (Name, email, phone) Garry Garry Garry Garry 7 Grade 3 Plant Operator – Interim Until Existing Staff Trained General Fund 15,000 Garry 100,000 Garry Sewer Inspection Camera General Fund General Fund 8 WWTP Equipment Upgrades 9 30,000 Garry 10 Electrician 68,000 68,000 Garry 11 Maintenance Mechanic III 67,000 67,000 Garry 12 Locksmith General Fund General Fund General Fund 58,000 58,000 Garry Section 7‐Author Feedback Provide any constructive feedback about how this template or datasets could be improved. Staying consent with the template is a good thing. How much do you agree with the following statements? (mark your choice with an x )
Strongly Somewhat
Somewhat Strongly
Neutral
Agree
Agree
Disagree Disagree
This year’s program review was valuable
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in planning for the ongoing improvement
of my program.
Analysis of the program review data was
useful in assessing my program.
[X ]
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Section 8‐ PRC Response by section (completed by PRC after reviewing the program review) 8.0 The response will be forwarded to the author and the supervising Director and Vice President: cMaintenance Program Review 2013‐14.docx 3/12/2014 Page 10 S.1. Program Information: Completed. S.2. Data Analysis: Completed. Indicators included completions. Good use of data. S.3. Critical Reflection of Assessment Activities: Completed. Assessed top three outcome choices, included impact. S.4. Evaluation of Previous Plans: Completed. Thorough. Especially in the impact section. S.5. Planning: Completed. Thorough. S.6. Resource Requests: Completed. Resource requested linked to section 5. cMaintenance Program Review 2013‐14.docx 3/12/2014 Page 11