Annual Program Review Update
*Be sure to include information from all three campuses.
Program: Maintenance Department
_____________________________
Date: January 10, 2008 r 2 11 09
Name Tim Flanagan
Email/Phone tim-flanagan@redwoods.edu /
476-4387
(Lead Contact) Tim Flanagan
1. State your program’s mission and it’s relation to the mission of the college.
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.
2. Program Changes
Have there been any changes in your program or area since your last Program Review?
No ___ (go to next question)
Yes __X__ Describe the changes below:
We have developed a new position, Delivery Driver/Warehouse. This person delivers mail
and supplies to various locations, including off campus sites. He delivers to the Arcata
Instructional Site, and Eureka Downtown Instructional Site. He also makes deliveries and
pick ups at the Post Office, County Office of Education, and other locations as needed.
Works with the Warehouse/Mailroom Clerk to perform a variety of work in the operation and
maintenance of a central warehouse, including inventory replenishment and control.
3. Program Trends
If applicable, describe how external or internal changes are impacting your program and
describe efforts within your area to address these impacts. Include supporting data from
Institutional Research or other sources in your discussion.
New regulations by outside agencies are having an impact on our operation by requiring strict
controls and monitoring. The State Water Resources Control Board requires us to develop a
Sewer System Management Plan, and a Storm Water Management Plan. These plans will
require ongoing monitoring and controls.
Construction projects, even those that are contracted out, require a significant amount of time
and resources from this department. Our staff is involved in providing information on
existing buildings and infrastructure. The recent Dental remodel required coordination
between the contractor and our staff for system tie-ins such as water, sewer, fire alarm, and
energy management system. The current parking lot project has required the same
coordination.
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4. Budget Resources
List your department’s budget for the following categories in the table below. Restricted
funds have a sponsor/grantor/donor (federal, state, local government, etc). The funds are
restricted by the sponsor/grantor/donor. Everything else (including action plans) is
unrestricted.
Category
Supply and printing budget
Equipment replacement and
repair budget
Professional Development
Work-study funding
Additional Budget Items
Other: utilities
Postage and Delivery,
Maintenance Service
Contract
Unrestricted Funds
$2,000
$380,087
Restricted Funds
0
2,242
$2,100
0
$7,000 (short term staff)
$913,784 (water, gas,
electric, garbage)
$11,000
0
0
0
0
0
Is the funding for these areas adequate? No
If not, describe the impact of unaddressed needs on your program outcomes and ability to
serve students and the community.
As the facilities age they become more costly to maintain. The ability to maintain proper
indoor air quality is more difficult due to the deteriorating condition of heating and
ventilation equipment. Many lighting systems are beyond their useful life and require more
resources to keep operational. There is also an increase in the need for more lighting to
increase safety. Many of our vehicles are old and need more maintenance or replacement. We
travel to all the sites for the District so good reliable vehicles are a must if we are to maintain
safe, clean, and up-to-date facilities.
5. Staff Resources
Complete the Classified Staff Employment Grid below (please list full- and part-time staff).
This does not include faculty, managers, or administrative positions. If a staff position is shared
with other areas, estimate the fraction of their workload dedicated to your area.
Staff Employed in the Program
Assigned Area
Full-time staff
Maintenance and (classified and
Operations
management)
(give number)
27
Part-time staff
(give number)
0
Gains over Prior
Year
2
Losses over Prior
Year (give reason:
retirement,
reassignment,
health, etc.)
Do you need more full-time or part-time classified staff? If yes, explain why.
Yes
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The department is in need of a Locksmith, two Maintenance Mechanics, an Electrician,
and a Warehouse/Mailroom Clerk. The Warehouse/Mailroom Clerk position is currently
vacant. This is a critical position for the timely processing and delivery of campus mail
and supplies. The locksmith duties are currently being done by our electrician. An
additional electrician would allow us to do more preventative maintenance.
Advancements in technology and instructional delivery require more electrical equipment
to be installed and maintained. The District currently has only one Maintenance
Mechanic who in licensed to operate our sewer plant. When he is on vacation or
otherwise unavailable we have to rely on an outside temporary employee to cover for us.
This individual has a full time job so he may no be available when we need him. If we
had a problem at the Plant and no one was available to cover we would have significant
liability. We discharge to Humboldt Bay so the possibility of environmental
contamination is very high. When we violate our permit to operate the plant we are
assessed monetary penalties from the Regional Water Quality Control Board. These
penalties are a minimum $3,000 for each violation. Last year we were assessed penalties
of $72,000 for violations relative to the operation of our sewer plant over a period of
several years.
6. Work Study Resources
Work study students employed in the program
Gains over Prior
Assigned Area
How many?
“Type” of
Maintenance and (give number)
workstudy(federal, Year
Operations
6
Calworks, EOPS) same
2-federal
4-Community
Service
Losses over Prior
Year
Do you need more work study student help? If yes, explain why.
No
7. Facilities and Technology
Are facilities adequate for achieving the outcomes of this department/program? ( ) Yes ( X ) No
If No was checked, complete the following grid for each space that does not meet the needs of
this department/program:
List space (classroom, instructional, office) name/number:
Check if any of the following are not adequate:
()
( ) ADA ( ) Number
( X) Technology
Ventilation /
access
of seats /
(computers,
room temp
work stations projectors, internet)
( ) Other (briefly
describe):
Describe the specific action and estimated cost (if available) to make this space adequate for
your needs:
We will need a new computer for use by staff when we develop our electronic work requests.
Warehouse needs a new monitor, and office needs a new printer, copier, and scanner.
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Estimated cost is $2,000
If applicable, list the average number of discipline/program sections scheduled in this room
each semester, and the total number of students enrolled in these sections.
Sections:
Students:
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8. Equipment
Is the available equipment adequate to achieve the outcomes of the department/program?
( ) Yes (X ) No
If No was checked in Item 8, complete the following grid for each piece of equipment being
requested for this department/program:
Equipment
Approximate
Price
Two new vans
for Maintenance
Mechanics
$48,000
Number of
students using
equipment each
semester (if
applicable)
N/A
New pick up
truck for
Gardeners
$20,000
N/A
Reliable transportation is critical to
deliver services both on and off
campus
New drain snake
machine
$4,000
N/A
Three new
portable
generators
$6,000
N/A
Allow staff to maintain drains and
saves department money by not
contracting work
These will allow us to keep vital
equipment running in the event of
power outages
Describe how the equipment allows
achievement of program outcomes
Reliable transportation is critical to
deliver services both on and off
campus
Equipment Repair
Is the equipment used for your department/program in need of repair, which is outside your
current budget allotment? This does not include classroom specific equipment repair
described in the facilities section. ( ) Yes ( X) No
If Yes was checked, provide the following information to justify a budget allotment request:
Equipment
requiring repair
Repair Cost /
Annual
maintenance cost
Number of
students using
equipment each
semester (if
applicable)
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Describe how the equipment allows
achievement of program outcomes
9. Faculty Resource Needs (If applicable)
If applicable, complete the Faculty Employment Grids below (please list full- and part-time
faculty numbers in separate rows):
Faculty Load Distribution in the Program
Discipline
Name
(e.g.,
Counseling,
EOPS,
Library)
Total
Load for
fall 2007
term
% of
Total
Load by
FullTime
Faculty
% of Total
Load by
Part-Time
Faculty
% Change
from fall
2006
% Change
from fall
2005
Explanations
and
Additional
Information
(e.g.,
retirement,
reassignment,
etc.)
a. If you are requesting a full-time faculty position develop an attachment to this report
that addresses the following criteria (as listed in AR 305.03)
• The ratio of full-time to associate faculty
• Current availability of associate faculty
• Relation to program review recommendations
• Effect on diversity of the faculty
• Effect on academic offerings and ability to serve students and the community
• Effect on the vitality and future direction of a program and/or the college
• Effect on student learning
b. If your Associate Faculty needs are not being met, describe your efforts to recruit
Associate faculty and/or describe barriers or limitations that prevent retaining or
recruiting Associate Faculty
10. Learning Outcomes Assessment Report
List all expected program-level outcomes, whether you have completed the assessment loop
or not. For each outcome, identify the means of assessment and the criteria for success.
Summarize the data that have been collected in the ‘Assessment Results’ column. If no data
have been collected and analyzed for a particular outcome, use the ‘Assessment Results’
column to clarify when these data will be collected and analyzed. In the fourth column,
indicate how the assessment results are being used to improve the program.
Program Outcomes (may be
operational for some student
service and administrative areas)
Means of
Assessment and
Performance
Criteria
Assessment Results Summary
Use of Results
Improve exterior lighting
at Del Norte Campus
Lighting
survey
conducted on
September 2,
2008
Several areas did not
meet the minimum
illumination level
Improved safety and
security
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Improve exterior lighting
at all District facilities
Improve security at all
campus facilities
Conduct
lighting
surveys
Del Norte and
Mendocino
have consulted
with Security
companies and
obtained
quotes for
security
cameras.
Eureka has
consulted with
a security
consultant to
install cameras
in the parking
lot
FY 08/09
Improved safety and
security
Mendocino has a quote Improved safety and
for installing security
security
cameras, needs funding.
$8,588.74
Eureka is installing
cameras as part of the
parking lot
improvement project
List all course-level student learning outcomes for which some assessment activity
(assessment, analysis, or use of results) has taken place since the most recent program review,
and complete the table below as appropriate
Student Learning Outcomes
(course-level)
Means of
Assessment and
Performance
Criteria
Assessment Results Summary
Use of Results
Discuss the extent to which part-time faculty (if applicable) have been involved in the dialogue
about assessing student learning outcomes:
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11. Curriculum Update (if applicable)
Identify curricular revisions and innovations undertaken
a.
in the last year.
b.
planned for the coming year.
Complete the grid below
Course
Year Course Outline
Last Updated
Year Next
Update
Expected
Was the course
added or
deleted?
If the proposed course outlines updates from last year’s annual update (or comprehensive
review) were not completed, please explain why.
12. Communication
Are the current lines of administrative, faculty, and staff communication adequate to meet the
needs of this department/program? Describe representative example of effective or
ineffective communication.
While we have always had good open communication in this department it can be improved.
We can improve our communication by conducting regular staff meetings. We have not had
very many meetings this past year but plan to improve. We have recently hired a new
Director of Maintenance, and together we will establish a staff meeting schedule. I have also
consulted with our insurance company to help us with regular safety trainings. We already
have credits with Keenan to cover the cost of training days.
13. Action Plans
List any action plans submitted since your last annual update. Describe the status of the
plans. If they were approved, describe how they have improved your department/program.
14. Department Goals Report
List goals the department will attempt to accomplish in the next three years. Each year, you
will be asked to update the Goals Report to make adjustments to the goals the program enters
this year.
College Strategic
Plan Goal
Division Goal
Department Goals FY2008-11
Develop and manage
human, physical, and
financial resources to
effectively support the
learning environment
To provide and maintain a well
trained staff capable of
supporting and enhancing the
positive learning environment
throughout the district
Increase efficiency and maintain professional
standards
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Develop and manage
human, physical, and
financial resources to
effectively support the
learning environment
Develop and manage
human, physical, and
financial resources to
effectively support the
learning environment
Develop and manage
human, physical, and
financial resources to
effectively support the
learning environment
To provide a safe and clean
working and learning
environment which enhances
and supports fully the quality
of the environment where
instruction is being offered
To proudly continue to provide
the highest level of service for
the entire district
Ensure properly maintained facilities
To provide and maintain a well
trained staff capable of
supporting and enhancing the
positive learning environment
throughout the district
Develop and manage plans to effectively
respond to state mandates
Ensure a safe learning environment
15. Quality Improvement Plan (QIP)
The QIP is intended to assist the program in thinking and planning for a minimum of the next
three years. Many factors that influence the implementation of the department/program’s plans
can and do change over time. Each year, you will be asked to update the QIP to make adjustments
to the plans the program enters this year.
Because this document will be used to inform planning processes, it is very important that all the
requested information be provided. The form has been designed to elicit the information needed
for this process. Each “block” on the form is for a single recommendation; thus, the
department/program should complete all the fields for each of the recommendations.
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Quality Improvement Plan
Category
Department Goal the Action is
Connected
Recommendation Number and Title
Descriptions
To increase efficiency and maintain
professional standards
1. Electronic Work Orders
Planned Implementation Date
March 2009
Estimated Completion Date
on-going
Action/Tasks
Estimated Cost(s)
Develop electronic work request form
Train staff to use new system
Inform and train district on new procedures
Quicker response to work orders
Staff and Faculty are able to track status of
work request
Only staff time
Who is responsible?
Tim Flanagan, Garry Patrick, TSS staff
Consequence if not funded
Staff and Faculty will have a difficult time
tracking work order status
Measure of Success/Desired Outcome
External Accreditation Recommendations
(if applicable)
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Quality Improvement Plan
Category
Department Goal the Action is
Connected
Recommendation Number and Title
Descriptions
Ensure properly maintained facilities
Planned Implementation Date
2. Repair Heating and Ventilation on
Applied Technology
May 2009
Estimated Completion Date
August 2009
Action/Tasks
1. Contract with Engineering firm to write
specifications
2. Bid project
3. Repair and replace HVAC equipment on
AT building
Better indoor air quality for students and
staff
$100,000
Funding is secured through the State
Scheduled Maintenance Program
Tim Flanagan and Garry Patrick
Measure of Success/Desired Outcome
Estimated Cost(s)
Who is responsible?
Consequence if not funded
Continued deterioration of equipment and
poor indoor air quality
External Accreditation Recommendations
(if applicable)
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Quality Improvement Plan
Category
Department Goal the Action is
Connected
Recommendation Number and Title
Descriptions
Ensure a safe learning environment
Planned Implementation Date
3. New Exterior Lighting and Security
Cameras
May 2009
Estimated Completion Date
August 2010
Action/Tasks
1. Complete light surveys
2. Consult with staff and private
consultants on camera needs and locations
3. Install additional lights and cameras
Measure of Success/Desired Outcome
Estimated Cost(s)
A more secure campus setting
Higher satisfaction with facilities from staff
and students
$40,000
Who is responsible?
Tim Flanagan and Garry Patrick
Consequence if not funded
Staff and students would be at greater risk
due to poor lighting and less security
External Accreditation Recommendations
(if applicable)
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Quality Improvement Plan
Category
Department Goal the Action is
Connected
Recommendation Number and Title
Planned Implementation Date
Descriptions
Develop and manage plans to effectively
respond to state mandates
4. Sewer System and Storm Water
Management Plans
2010
Estimated Completion Date
On-going
Action/Tasks
1. Develop written plans for sewer and
storm management
2. Include participation from students,
staff, and public
3. Continually manage plans to control
systems
Measure of Success/Desired Outcome
Estimated Cost(s)
Compliance with State mandated reporting
and monitoring
$50,000
Who is responsible?
Tim Flanagan and Garry Patrick
Consequence if not funded
We would be fined for not have the
required plans
External Accreditation Recommendations
(if applicable)
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