Minutes
Committee Name: Facilities Planning Committee Minutes
Date: 11/14/2014
Time: 10:00 am – 12:00 pm
Facilitators/Location/Chair: Conference room 2030
X
Attendees: X Laurel Jones
X Victoria Lewis
X
Kathie Welch
Dennis Bailey-Fougnier X
Guests:
Item
1.
2.
3.
4.
Spring Andrews
John Graulty/Ian Haslam
Graciano Mendoza
Joe Nugent
Topic and Discussion
Introductions; Ian Haslam substitute for John Graulty.
Agenda modifications: None.
Approval of Minutes: Minutes approved (Robins/Nugent)
Parking Task Force Update:
 The visitor parking POM meters in parking lot A/B and under SAC have
been removed in an effort to reduce cost of operation. The Sheriff’s
office will continue to monitor these areas and enforce 20 minute visitor
parking regulations. New signage has been installed where necessary.
 The Parking Task Force continues to work towards improving practices
and policies associated with event, student and staff parking issues.
Goals are to gain efficiencies, be responsive to the community, and
consistent administration of policy. Hours and enforcement will be
discussed with Instruction Council and Deans. Cabinet reviewed options
for proposed evening/weekend parking fees. Their preference is to
generate more facilities rental fees that can be used to offset the
$200,000 subsidy from the General Fund. We don’t have money for
maintenance, paving, painting of lots. Higher parking fees discourages
driving and encourages public transportation. Soquel could be a toll
road. Students passed a transportation fee to put money into the parking
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X
X
X
X
Topic
Lead
Michael Robins
Karen Groppi
Rick Graziani
David King
Time
on topic
Alta Northcutt
X Nikki Oneto
X Chris Reinoldson
Action
Primary
Effectiveness
Link
3 Mins
Victoria
3 Mins

Victoria will follow up
with Michelle
Donohue in Student
Services.
Strategic Plan #4
Inst. Stewardship

Joe
15 Mins
Page 1 of 7
Minutes
Item
5.
6.
Topic and Discussion
fund but it was not implemented.
 The Google Parking Permit document has helped identify areas to focus
on, such as what visitors should buy permits vs. receive free day passes.
 Michael noted advances in parking technology, such as license plate
recognition. Users’ license plate are registered and can add cars under a
permit. It’s an expensive investment but would reduce enforcement
costs.
Ad Astra Update:
 Staff training on campus 11/6-7; 30 schedulers have worked with the
system. Kyle is working with schedulers to customize their workflow to
automate room scheduling. Anticipated go live date: 11/17/14. Kyle is
putting up a video system online. Many in FPPO staff attended so that
they can now see room usage and schedule carpet cleaning and repairs.
Key to success is making sure data in Astra is kept current.
 Customize workflows will take 6-8 weeks to implement. CEED has
different needs than Instruction.
 This is a huge advancement for space rental opportunities to increase
revenues—what is the best way for potential renters see the space? Drop
in a picture of the space.
FPPO Pilot Help Desk Update:
The Pilot Help Desk position continues to greatly improve response times to
staff and faculty and has been extremely helpful in the development of
department policies and procedures. A Facilities Planning & Plant
Operations Project Request Form was developed to assist faculty and staff
develop projects and improve communication with FP&PO and other
stakeholders (i.e. FPC, Division Departments, CPC, Cabinet and other
affected components).
 IT Help Desk: Staff is pleased with having a dedicated help desk
person in place. More work orders have been entered into the
system (opened) and more orders closed. Faculty and staff are
encouraged to put in a track-it order rather than calling FPPO. Joe
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Topic
Lead
Time
on topic
Action
Primary
Effectiveness
Link
Strategic Plan #4
Inst. Stewardship
Spring
Joe
5 mins
10 mins
 Joe will report what type
of work orders are coming
in. Baseline data will get
better when we have some
consistency. Not all work
orders have gone into the
system in the past.
Strategic Plan #4
Inst. Stewardship
Page 2 of 7
Minutes
Item
Topic and Discussion





Topic
Lead
Time
on topic
Action
Primary
Effectiveness
Link
reviewed two reports:
o "Average Time to Complete Work Orders by Month" breaks
down how quickly work orders are closed each month, which
speaks to efficiency and prompt response time. The spike in
April is a result of: 1) staff being hired and working to close out
long standing work orders and 2) the utilizing the Track-It
system on campus. In May through October there is a consistent
pattern for average time to close out our work orders as issues
are addressed and resolved more efficiently.
o The "Open vs. Closed Work Orders" report compares how
many work orders are submitted/opened each month to how
many are being closed. This report shows a spike in open work
orders in May, right after staff was hired and began utilizing the
Track-It system more effectively for FP&PO. Since July, there
is more consistency in the numbers of work orders being opened
and closed as staff works hard to resolve issues quickly.
Work orders will be analyzed and grouped into categories. Is there
any synergy to have one dedicated help desk person?
State Instructional Equipment (SIE): $10,000 per division is
budgeted each year, we project out 5 years. VAPA spends $100K in
one year thru grants. Nursing, Rad Tech and Dental Hygiene cost
way more than what state gives us to run program. Athletics fund
raises. SIE—no data has been gathered historically. Now we are
asking for the data to advocate at the state level to increase funding.
2014-15 cycle $ used for SIE or facilities, were going to allocate to
facilities (FUSION). Other funding advocacy: Facilities needs are
tracked statewide on the FUSION database
Do advocacy on differential funding to go to Board.
There was an Assembly Bill for CTE, flatly denied. Need cost
analysis for high cost programs.
Laurel noted that Cabrillo is a mid-sized college with a number of
very expensive programs: Cabrillo Stage, Child Development, Rad
Tech, Nursing, Stroke Center are all wonderful programs/services,
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Page 3 of 7
Minutes
Item
7.
Topic and Discussion
but now we need to think about how to be as self-supporting as we
can. All constituencies who want these programs need to pony up
and be part of how we promote these programs at the community
level. We’ve tried to be everything to everyone and it’s catching up
with us. As stewards of public funds, we can’t allow leakage.
Nursing program runs on $275k annually. Rad Tech raises money
from the community to support the program, but not enough money
to run program. We need to educate our state on real costs. David
King noted a book by William Baulmol, The Cost Disease.
Total Cost of Ownership:
 FP&PO continues to work towards the development of processes
and procedures that provide for comprehensive monitoring of
facilities assets to provide a Total Cost of Ownership assessment.
 A new work order / TCO reporting program, Onuma, has recently
become available and may be implemented soon. Onuma is
designed to integrate with the reporting system utilized by the State
Chancellor’s Office, FUSION. Needs more work but is a good start.
 The data will be used to advocate for more resources for our needs.
No new state bond until 2017-18.
 Laurel attended the local Silicon Valley City Group meeting
yesterday. Several school systems and libraries want a bond for
aging facilities; we need a holistic approach to be successful. Board
is taking info about aging facilities seriously and is trying to weigh
the opportunities for going out for another bond. Refinancing has
been more than due diligence. Can’t control state legislature.
Laurel is counting on this committee to formulate thoughts on a
formal recommendation for proper maintenance and care of our
facilities. Polling done soon? Bonds in Nov elections were a 50/50
success—Napa is still collecting votes, SBCC lost. Laurel will
research what worked/didn’t work with colleges similar to us.
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Topic
Lead
Time
on topic
Action


Joe
This topic will return at
every meeting.
Trying to get a handle on
our assets. What is
required to take care of
facilities?
Primary
Effectiveness
Link
Strategic Plan #4
Inst. Stewardship
15 mins
Page 4 of 7
Minutes
Item
8.
9.
Topic and Discussion
Sustainability Subcommittee Update:
 Committee continues to work towards defining specific energy saving
projects and has reviewed and approved the year 1 & 2 Proposition 39
funded projects. Revising website: cabrillogreensteps.org
 The President’s Climate Initiative report due January; committee
members are working towards developing the necessary information.
 Sustainability plan draft to incorporate input from entire college to be
more sustainable. Chancellor’s office template is a big spreadsheet; not
going too quickly. Calculates upgrades over time. Karen doesn’t know
when it will be in a form for input. No due date. They will estimate the
college carbon footprint; half is transportation related. Will get a
projection from PRO for what type of cars our community uses.
 Solar Photovoltaic: Amazing things are happening in Germany with
negative energy costs. Government subsidizes their solar. We don’t get
the tax break. Prices are falling. A consultant at the Community college
League can help us with cost estimates/analysis of a PV system.
 Plastics to fuel—presented at spring flex meeting. Instructors from
chemistry and engineering thought they could use tool from consultant.
 Sustainability and energy conservation is highly motivating.
Facilities Project List:
Scheduled Maintenance/Prop 39 Projects:
 Biology cadaver room repairs: $250k; Ian noted that current
software may be a better instructional route than the cadaver route.
The return on investment (ROI) is very expensive.
 Well pump project complete
 Building 1000 restroom repair project complete
 Building 1000 Chiller project almost complete with variable
frequency drives (VFD).
 LED retrofit shoebox and Cobrahead substantially complete.
 Powerlink installations
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Topic
Lead
Time
on topic
Action


Joe
Karen to get report
to Laurel for donors.
Will review
greensteps website
next meeting.
Primary
Effectiveness
Link
Strategic Plan #4
Inst. Stewardship
15 Mins

What is the best
practice for teaching
anatomy, facilities?
Page 5 of 7
Minutes
Item
10.
11.
Topic and Discussion
 Archeology trailer demolition underway (November)
 Ticket machines and parking meters installed
 480 KV preventative maintenance of transformers completed
 400, 500, 700 stair tread replacement
 1300, 1400, 1500 and 1550 Floor and Carpet replacement
 Replace Security systems on upper/lower and Watsonville
 Reroof 1100 building--leak on east elevation
 Cafeteria remodel is complete
Prop 39 funded Projects:
 Pool solar thermal project just about ready to be bid—along Cabrillo
College drive, nice showpiece. Will reduce $80k costs annually for
heating pool.
 Replace Recital Hall LED lights,
 Replace water pump and realign sewer in Horticulture
Other:
 Systematic process for requesting space: Joe is developing a process
that allows users to request space.
 Status of Building 200—No one is allowed to use it on a permanent
basis; currently used as swing space. Heating is limping along,
pipes that feed restrooms have failed, no network, unsafe. May go
into bond to be demolished. Identity of the college.
Next meeting dates:
 12/5/14 at 9:00 in 2030
Topic
Lead
Time
on topic
All
5 Mins
Action
Primary
Effectiveness
Link
Meeting Summary/Take Aways:
1.
To be added during the meeting
2.
3.
Effectiveness Links
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Minutes
Item
1.
Topic
Lead
Topic and Discussion
Time
on topic
5.
Facilities Plan
6.
Technology Plan
3.
Mission Statement and Core 4 Competencies
(Communication, Critical Thinking, Global Awareness, Personal and Professional
Responsibility)
Strategic Plan
1. Professional Development and Transformational Learning
2. Sustainable Programs and Services
3. Community Partnerships and Economic Vitality
4. Institutional Stewardship
5. Institutional Responsibilities
Board Goals
7.
Program Plans
4.
Education Master Plan
8.
Student Equity Plan
2.
Action
Primary
Effectiveness
Link
The meeting adjourned at 11:25 am
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