Administrative Services Unit Comprehensive Program Review
Hartnell Community College
Administrative Services Unit Area: Facilities, Maintenance and Operations
Prepared By: Joseph Reyes
Academic YearFY2013-2014:
Executive Summary
Facilities, Maintenance & Operations Department which supports approximately 6800 FTES students by
providing services to the 296 Hartnell College administrators, faculty and staff on our three sites, Main Campus,
Alisal Campus and our King City Center. The high level of customer service provided by the team members of
the Facilities, Maintenance & Operations group is a result of the department’s commitment to excellence.
Unit Overview
The Facility, Maintenance and Operations Departments, consisting of Building Maintenance and
Operations, Grounds, Custodial, Purchasing and Receiving, and Construction Management, Supports
the mission of Hartnell College by maintaining and enhancing buildings, Grounds and infrastructure in
a cost-effective, safe and environmentally responsible manner, in an effort to support learning
opportunities that promote student success; to foster intellectual growth, individual expression and
character development; and to support a dynamic and diverse environment of innovation and
collegiality.
Strategic Goal





Implement the College Facilities Master Plan Objectives.
Continuously improve the use of equipment and work methods to increase the quality and quantity of
services.
Maintain staffing levels to provide acceptable responses.
Provide campus facilities planning and construction projects (coordinate with bond projects).
Provide for safety of all persons participating in college activities.
1
Tactical Plan



Responds immediately, or as soon as possible, to all requests for services, 7 days a week, 24 hours a
day.
Plan, organizes, coordinates and manages maintenance, construction and energy management
projects throughout all three sites.
Provide Professional Development, mentors, train, supervises and evaluates the performance of all
Maintenance, Facilities and Operations department personal.
Organizational Chart
Martha Suarez
Administrative Assistant
Joseph Reyes
VACANT
Director of Facilities, Operations &
Asset Management
Art Alvarado
Grounds Supervisor
DC Washington
Custodial Supervisor
Grounds Staff
Custodial Staff
(2.5)
(15)
VACANT
Maintenance Ops
Coordinator
Maint Specialist
(4)
Mike Cunnane
Cafeteria Manager
PT Clerical Asst.
VACANT
Director of Purchasing
Cafeteria Staff
Richard Haro
(5)
Warehouse Tech.
Damon Felice
Felice Consulting /
Construction Mgmt
Joanne Ritter
Utility Worker
(2.5)
Purchasing Tech.
Pool Attendant
(1)
Day Custodian
(1.5)
Legend
Classified
Confidential
Management
Consultant
Effective
July 1, 2013
2
Unit Responsibilities
Note; Food Service Program Review is being completed on a separate document.
Director: shall be responsible for and provide the vision, governance, and leadership and support of the
Facilities. The Director is dedicated to the college and very supportive of any training procedures that will
assist the staff in completing their work. He is not opposed to new ideas or equipment that will permit the
department to achieve its goals. Operations Department which shall include:
o
o
o
o
o
o
o
Plan, organize, control and direct operations and activities in the preventative, scheduled,
and responsive maintenance of all college facilities, utility systems and equipment,
including tasks in carpentry, electrical work, HVAC, construction, plumbing, painting,
Landscaping, and general custodial and maintenance. Inspect completed projects for
accuracy, completeness and compliance with established requirements and specifications.
Assure that related functions comply with all applicable law, codes, ordinances,
regulations, policies and procedures.
Prepare and submit various statistical and narrative reports including the preparation of
the long range facility plans five year construction plan, scheduled maintenance program,
facility programming and specification guide, board reports, Chancellor’s Office reports,
State Architect plans and other applicable state and federal reports and documents.
Oversee construction project management and direct the planning, design and remodeling
of facilities. Supervise the project management firm.
Oversee college procurement, warehousing, and distribution operations including
materials stores, shipping and receiving, inventory management and assist tracking.
Develop and oversee campus security, safety, recycling, and energy programs.
Supervise, evaluate, and coordinate assigned personal in a union-environment. Participate
in the screening and interview process to hire new employees, recommend transfers,
reassignment, disciplinary action and termination when necessary. Establish systems to
train staff to meet performance and safety standards.
Develop and maintain annual department budgets. Review, monitor and evaluate budgets
and financial data. Control and authorize expenditures in accordance with authorized
parameters.
3
The above responsibilities will be carried out by the different units listed below:

Administrative Assistant
o
o
o
o
o
o
o
o
o
o
o
o
Under the Direction of a Cabinet-level Director of a District-wide program, perform a wide
variety of secretarial and clerical duties; relieve the Director of a variety of administrative
details.
Prepare and type from rough drafts of dictating machine, letters, reports, memoranda or
other correspondence.
Arrange and schedule a variety of meetings and conferences; prepare agendas, take
minutes of meetings; prepare and distribute copies of minuets as appropriate.
Serve as liaison between the Director and staff, students the public or other District or
campus officials.
Maintain budget balance; monitor expenditures of funds; make reservations and travel
arrangements; process a variety of travel expense forms.
Review and proof documents, records and forms for accuracy, completeness and
conformance to applicable rules and regulations.
Compose correspondence; report information in person or by telephone where judgment,
knowledge and interpretation of policies may be necessary.
Collect and compile statistical and financial data and other information for inclusion into
special and periodic reports; revise schedules, reports, records, and other information as
necessary.
Provide information and assistance in person or on the telephone on a variety of
department matters; answer routine requests for information in person or by enclosing
material or sending form letters.
Train, provide work direction and guidance to others assigned.
Operate a computer to enter and retrieve data, maintain records and generate reports;
utilize word processing, spreadsheets, data base and other software required by position.
Perform other related duties as assigned.
4

Clerical Assistant
o
o
o
o
o
o
o
o
o

Manage the Help Desk; answer the help phone fill out work orders.
Maintain a variety of logs, records and files related to assigned office; sort, classify and file
materials in alpha, numeric or other established sequence.
Distribute various forms and provide information and assistance to public and staff in an
accurate manner.
Perform receptionist duties and answer telephones; take and relay messages; provide
routine information; direct inquires to the appropriate person or office; make telephone
calls to request, provide or verify information as directed.
Operate a variety of office equipment, such as calculator and copy machine; operate
computer equipment to enter and retrieve data, maintain records and generate reports.
Maintain supply and materials inventory of assigned area as required; order, receive and
distribute materials equipment and supplies as directed.
Assure the timely duplication and distribution of a variety of records, reports and other
materials as directed.
Perform clerical work such as posting records, making arithmetic computations and
securing information from clearly indicated sources.
Perform related duties as assigned.
Facility Maintenance- responsibilities include:
o
o
o
o
o
o
o
perform journey- level construction, maintenance and repair in one or more of the
building or construction maintenance trades including plumbing, electrical, carpentry,
locksmithing, painting, and concrete; perform semi-skilled maintenance duties in trade
areas outside of area of specialty.
Design, install, repair and maintain new and existing building structures and fixtures such
as ceiling and floor tile, partitions, doors, cabinets. Roofs, windows, electrical switches and
fixtures and heating and air conditioning equipment.
Design, install, repair, maintain and perform preventative maintenance (PMs) to new and
existing plumbing fixtures, water and gas lines, and waste disposal systems; perform
monthly PMs on all heating and air conditioning equipment.
Perform emergency repairs and adjustments to plumbing equipment including repairing
broken pipes, cleaning plugged drains, replacing washers, faucets and valves, cleaning
grease traps, and unplugging sewer lines.
Operate a variety of equipment, machinery and hand power tools including trucks and
other vehicles, flow meters, refrigeration test equipment, gauges, meters, saws, pipe
cutter and threader, trencher, pneumatic tools and other hand tool equipment.
Communicate with administrators, skilled maintenance personnel, contractors and others
concerning construction, maintenance and repair issues.
Perform related duties as assigned.
5

Swimming Pool Maintenance Attendant-responsibilities include:
o
o
o
o
o
o
o

Bruch and Vacuum pool; clean and back wash filters and lines; clean tile and wash down
pool decks and walks.
Conduct chemical tests of water and apply chemicals as needed; clean and refill chlorine
bins; make chemical adjustments to obtain proper chemical readings.
Perform minor repairs to swimming pool and equipment including underwater repairs and
servicing; may assist maintenance staff in performing major repairs to equipment.
Maintain communication with appropriate staff, coaches and outside pool users to
determine and properly schedule routine swimming pool maintenance and repair
activities.
Ensure a safe working environment is maintained.
Assist other maintenance staff in performing assigned duties as necessary.
Perform related duties as assigned.
Grounds- responsibilities include:
o
o
o
o
o
o
o
o
Plan coordinate and oversee grounds maintenance activities including gardening work such
as the planting, cultivating and maintenance of District grounds.
Assure proper maintenance of grounds areas of the campus including parking lots,
sidewalks and athletic fields.
Plan and implement maintenance program; maintain equipment records; assist with
special projects and events as necessary.
Participate with the Director on Landscape projects; draw plans and estimate material and
labor cost.
Plant, cultivate, prune, spray, fertilize and irrigate flowers, trees, grass and shrubs; hoe
weeds, rake leaves, sweep walks, pick-up debris and other related duties as needed.
Maintain and repair irrigation systems; install, repair and reline pipe and electric clock
systems as required.
Operate a variety of power-driven equipment such as tractors, trucks, weed whips,
mowers, fork lifts, sweepers, power pressure sprayers, chain saws and other equipment
used in grounds maintenance work; utilize standard gardening hand tools; assure
equipment is in safe operating condition.
Perform related duties as assigned.
6

Custodial-responsibilities include:
o
o
o
o
o
o

Purchasing-responsibilities include:
o
o
o
o
o
o
o
o

Plan, schedule and assign work to custodial personnel on assigned shifts; direct and review
work of personnel assigned.
Inspect work sites on campus, checking neatness and accuracy of work; provide feedback
to assigned staff regarding the quality of work performed.
Perform routine custodial duties during an evening shift. A major portion of the
incumbent’s time is spent in cleaning varied surfaces on a schedule requiring incumbents
to maximize the efficiency of cleaning procedures. Incumbents typically perform duties
under the supervision of a Custodial Supervisor.
Maintain proper levels of supplies and equipment used for cleaning activities; order
supplies as necessary; take periodic inventories.
Train personnel in use of equipment, including chemicals and solutions used in cleaning
and cleaning methods and techniques; provide training and inspect labeling of containers
to assure compliance with applicable regulations and requirements.
Perform related duties as assigned.
Represent Hartnell College District and establish and maintain cooperative working
relationships.
Review requisitions and completed expense claim forms, verify completeness, accuracy,
and compliance with established standards.
Create purchase orders,; create and maintain vendor information files.
Maintain records and files in support of purchasing functions and duties.
Contact vendors for prices, product information, new products and standards.
Conduct necessary follow-up and tracking to finalize purchasing transactions.
Assist the Director in connection with the preparation of forms and reports for the
purchase of supplies, services, and equipment.
Perform related duties as assigned.
Receiving-responsibilities Include:
o
o
o
o
Receive materials, equipment and supplies; check items received against purchase order
and packaging slips for accuracy; inspect merchandise for damage, file damage claims, pack
and return as needed; assist in unloading delivery trucks as necessary.
Process, orders for supplies, materials and equipment according to established procedures.
Process, pick-up and deliver District mail and parcels; log incoming and outgoing packages
received; pick-up and deliver mail to post office; process third class and first class pre-sort
bulk mailing for the district.
Schedule; deliver all mail, materials and supplies to appropriate locations.
7
o
o
o

Store, stock and supply items; maintain shelves and stock in a clean and orderly condition.
Operate a computer terminal to prepare and maintain inventory and related records and
reports; compose routine correspondence.
Perform related duties as assigned.
Construction Management (CM):
o
o
o
o
o
Assist in the development and construction of on-going District Capital Improvement.
Represent the District in all matters related to the project as deemed necessary by the
district.
Ensure that the project is properly completed in a competent and professional manner
within the District’s budget and in accordance with the District’s schedule for timely
completion of the project.
Provide a preliminary evaluation of the District’s schedule, cost and design requirements
for the project; develop an anticipated construction schedule; develop a preliminary cost
estimate for each type of work contemplated by the project; clarify and delineate the
Architect’s duties, the contractors responsibilities, the District’s responsibilities, the
Consultant’s responsibilities; and set forth a plan for the administration and coordination of
all work on the project. The plan shall provide for Architect and District review and
acceptance.
The CM will be responsible/oversee the following, Program/Project Management Plan,
Master Schedule, Project and Construction Budget/Funding, Pre-Bid Conferences, Project
Meetings, Cost Control (Pre and Construction Phases), Review of Design Documents,
Project funding, Schedule Reports, Bid Evaluation, Proposal Evaluation and Solicitation,
Equipment Procurement, Communications, n and all items as listed in the Program/Project
Management Agreement.
Accomplishments
Hartnell College’s Facilities, Maintenance and Operation (FMO) major accomplishments





Installation of a parking lot Solar Canopy System at our Alisal Campus, this will offset utility cost by upto 93%.
Implementation of a Calwater works project grant funded, replacement, retrofit of restroom fixture to
offset water use by up-to 50% on main campus.
Completion of the PE Field House Building.
Modernization of Business Offices Services in Building D 1st floor
Installation of internal and external emergency notification systems on all three sites.
8
Challenges/Improvement Areas
Implementation of web base/online work order/preventative maintenance on-line tool system that will aid in
cost savings, increase efficiency and improve services as well as provide customers the opportunity to provide
input on services provided. Hire unfilled/vacant staff positions, mentor, train current management positions.
Next Steps
Look into available web based/online system, set goal for implementation of fall 2013. Review ongoing
operating cost look at possible impact of filling unfilled/ vacant positions, this will be reviewed prior to the
beginning of every fiscal year.
Resource Requirements
Challenges:
The college keeps growing in size; however the number of maintenance personal required to perform the
maintenance of the campus has not kept pace with that growth. A big challenge for the department would be
to add additional position to complete the current department workload. The additional staffing needs should
be evaluated and planned to improve the overall service provided by the department.
The plan this year is to fill two vacant positions, one clerical and a maintenance specialist. Every year personal
position will be evaluated campus wide, vacant position will be filled has funding allows and impact on the
Education Code section 84362, commonly known as the Fifty Percent law, are evaluated.
Human Resource Needs:
It is recommended that the college hire 2.5 additional positions. One would be to increase the half shift day
custodian to full time, an additional Maintenance Specialist, Clerical Assistant & Maintenance Operations
Coordinator to fill vacant positions that where never filled. Based on staffing standards are biggest shortfall is in
the Maintenance Specialist position.
Equipment:
Equipment is evaluated on an ongoing base; this year we will be purchasing a replacement for the grounds
utility vehicle and adding a maintenance utility cart. The college has been fortunate to be able to set aside
funds for future needs in the Capital Outlay Fund which will allow the department to meet the needs in the
following areas; General Maintenance, Field Replacement, Maintenance Vehicles, Furniture, and Maintenance
Equipment.
9
Opportunities:
There is always room for improvement and the Facilities, Maintenance and operations group is no exception.
The faculty and staff often have their first impression of our group when problems arise. It is, therefore, of
utmost importance that the group as a whole provides the best impression possible. This can be achieved by
maintaining a helpful attitude and addressing issues as quickly as possible.
The Facilities, Maintenance and Operations group will implement an online tool that will enable staff to submit
work orders and receive progress reports on how the issue is being resolved as well as allowing/providing
faculty and staff to determine their satisfaction with the level of service provided; this will aid in the effort to
ensure continued success in meeting our goals and to better evaluate our strengths and weaknesses, to better
document and track our successes.
One strategy recently implemented to improve delivery of custodial services for support of the college’s goals
and mission was to move the division from Zone cleaning to Team cleaning. Zone cleaning is using one
custodian to clean a section of a building in an 8 hour period, thereby needing several custodians to complete
one building. Team cleaning is using a team of custodians working together (2 or more) to clean several
buildings, and by using this method you are able to cover more building areas with fewer custodial staff.
Cleaning & Maintenance Management (CMM) publication says of team cleaning “Like a precision machine, a
cleaning program that operates at maximum efficiency and with minimal problems is a product of careful
design”.
Current Unit Resources
Organizational Chart
Martha Suarez
Administrative Assistant
Joseph Reyes
VACANT
Director of Facilities, Operations &
Asset Management
Art Alvarado
Grounds Supervisor
DC Washington
Custodial Supervisor
Grounds Staff
Custodial Staff
(2.5)
(15)
VACANT
Maintenance Ops
Coordinator
Maint Specialist
(4)
Mike Cunnane
Cafeteria Manager
PT Clerical Asst.
VACANT
Director of Purchasing
Cafeteria Staff
Richard Haro
(5)
Warehouse Tech.
Damon Felice
Felice Consulting /
Construction Mgmt
Joanne Ritter
Utility Worker
(2.5)
Purchasing Tech.
Pool Attendant
(1)
Day Custodian
(1.5)
Legend
Classified
Confidential
Management
Consultant
10
Effective
July 1, 2013
Staffing Comparison below, one is using the CASBO (California Association of Business Officials) standard
and one using the Ventura Community College standards:
Facilities, Maintenance & Operations Staffing Review
Personal as compared to industry standards based on Gross Square Footage & Acreage







Hartnell College and Alisal campus acreage site: 57 acres
Hartnell College, Alisal Campus & King City Center sites: 862,522 gross square feet with the
completion of the Alisal Technical Training Building and the New Science Building.
Maintenance Personal total per square feet: 4.50 Maintenance Specialist (Vacant Maintenance
Supervisor) compared to Ventura College staffing standard: 80,625 sf. vs 191,671 or 237.731%
over utilized.
Grounds Personal total per acre: 4 (Including Supervisor) 14.25 acres/grounds worker compared
to Ventura College staffing standards 18.34 acres vs, 14.25 or 128.70% underutilized.
Custodian Personal total per square foot: 17.25 (Including Supervisor) 29.732 sq.ft. / Custodians
compared to Ventura College standards 43.000 vs. 29.732 sf. or 144,625% underutilized. This was
based on 512.887 sf, this was subtracting the King City Center and only using the assignable sq ft
in the parking garage.
2.5 Utility positions are split between Custodial and Maintenance Specialist 50% each.
Staffing Standards used from Ventura College
Facilities, Maintenance & Operations Staffing Review
Personal as compared to industry standards based on Gross Square Footage & Acreage




Hartnell College and Alisal campus acreage site: 57 acres
Hartnell College, Alisal Campus & King City Center sites: 862,522 gross square feet with the
completion of the Alisal Technical Training Building and the New Science Building.
Maintenance Personal total per square feet: 4.50 Maintenance Specialist (Vacant Maintenance
Supervisor) compared to CASBO staffing standard: 45,000 sf. vs 191,671 or 425.935% over
utilized.
Grounds Personal total per acre: 4 (Including Supervisor) 14.25 acres/grounds worker compared
to CASBO staffing standards 9.25 acres vs, 14.25 or 154.054% over utilized.
11



Custodian Personal total per square foot: 17.25 (Including Supervisor) 29.732 sq.ft. / Custodians
compared to CASBO standards 19,000 vs. 29.732 sf. or 156,484% over utilized. This was based on
512.887 sf, this was subtracting the King City Center and only using the assignable sq ft in the
parking garage.
2.5 Utility positions are split between Custodial and Maintenance Specialist 50% each.
Staffing Standards used from CASBO (California Association of School Business Officials)
Staffing (Full and Part
Time)
FUND ORG ACCOUNT
NAME
TITLE
MONTHS
11-220-00-653000-52125
Aguilar, Jose
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-655000-52115
Alvarado, Art
Grounds Supervisor
12
100.00
100.00
100.00
1.000
11-220-00-659010-52360
Ayala, Angel
Professional Expert
12
100.00
0.25
100.00
0.250
11-220-00-659010-52360
Ayala, Steve
Professional Expert
12
100.00
0.25
100.00
0.250
11-220-00-653000-52125
Binning, Linda
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-651000-52125
Cabrera, Jose
Maintenance Specialist
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Capulong Mario
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Chavarin, Carlos
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Cintron, Nancy
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Diaz, Alberto
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-683000-52125
Fuge, Dale
Swimming Pool Attendant
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Gallegos,Frank
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Gutierrez, Richard
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-651000-52125
Guzman, Jose
Maintenance Worker
12
100.00
100.00
100.00
1.000
11-215-00-677000-52105
Haro Richard
Warehouse Technician
12
100.00
100.00
100.00
1.000
11-220-00-651000-52125
Johnson, Gerald
Maintenance Specialist
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Jones, David
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Magallon, Jose
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-655000-52125
Margarito, Carlos
Grounds Equipment Operator
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Margarito, Connie
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-655000-52125
McGrawth, Richard
Grouns
12
100.00
100.00
100.00
1.000
11-220-00-651000-52125
Nonella, Ray
Maintenance Specialist
12
100.00
100.00
100.00
1.000
11-220-00-651000-52125
11-220-00-655000-52125
11-220-00-653000-52125
11-220-00-659010-52125
Perez, Roberto
Maintenance Specialist
12
100.00
Utility Custodian
12
100.00
100.00
50.00
25.00
25.00
1.000
Ramirez, Ismael
100.00
50.00
25.00
25.00
11-220-00-653000-52125
Reiter, Richard
Custodian
12
100.00
100.00
100.00
1.000
11-215-00-677000-52105
Ritter, Joanne
Purchasing Technician
12
100.00
100.00
100.00
1.000
45-000-00-893007-52130
11-220-00-659010-52130
Reyes, Joseph
Director of Facilities, Operations
and Asset Management
12
20.00
80.00
100.00
20.00
80.00
1.000
11-220-00-651000-52125
11-220-00-653000-52125
Rodriguez, Antonio
Custodian
12
50.00
50.00
50.00
50.00
50.00
0.500
11-220-00-651000-52125
Rodriguez, Carlos
Custodian
12
100.00
100.00
100.00
1.000
12
Dist%
Work Load
TOTAL%
FTE
1.000
11-220-00-659010-52105
11-220-00-683000-52105
Suarez, Martha
Administrative Assistant
12
80.00
20.00
100.00
80.00
20.00
1.000
11-220-00-653000-52125
Stuart, Keith
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-653000-52125
Stuart, Kenneth
Custodian
12
100.00
100.00
100.00
1.000
11-220-00-653000-52115
11-220-00-683000-52115
Washington, DC
Supervisor
12
75.00
25.00
100.00
75.00
25.00
1.000
11-220-00-651000-52125
11-220-00-653000-52125
Yanez, Jesse
Utility Custodian
12
50.00
50.00
100.00
50.00
50.00
1.000
Annual Budget
Facilities, Maintenance and Operations Program Review
2013-2014
Operating Information
Title
Managers
Supervisors
Classified
L-39
Professional Experts
Student Worker
Services
Supplies
Equipment
Expenditures
$
87,439.00
$ 121,087.00
$ 128,244.00
$ 1,074,244.00
$
14,000.00
$
2,000.00
$ 214,025.00
$ 204,300.00
$
40,500.00
Total
$ 1,845,339.00
Facilities: Budget Expenditures
Student Worker
0%
Professional
Experts
1%
2013
Program
2013
College
5%
6%
7%
57%
1%
0%
11%
11%
2%
100%
Managers
5%
Equipment
2%
Supervisors
6%
Classified
7%
Suplies
11%
Services
11%
L-39
57%
13
Needs Assessment
Unit Recommendations (Activities/Tasks on the SLO worksheet)
The college has been fortunate to be able to set aside funds for future needs in the Capital Outlay Fund which
will allow the department to meet the needs in the following areas; General Maintenance, Field Replacement,
Maintenance Vehicles, Furniture, and Maintenance Equipment. As long as the college continues to
replenish/add to this fund every year the college, this will ensure there are sufficient funds to maintain the
facilities.
The college keeps growing in size; however the number of maintenance personal required to perform the
maintenance of the campus has not kept pace with that growth. A big challenge for the department would be
to add additional position to complete the current department workload. The additional staffing needs should
be evaluated and planned to improve the overall service provided by the department.
The plan this year is to fill two vacant positions, one clerical and a maintenance specialist. Every year personal
position will be evaluated campus wide, vacant position will be filled has funding allows and impact on the
Education Code section 84362, commonly known as the Fifty Percent law, are evaluated.
14
Identification of Resources Required to Achieve Recommendations (Staff, Supplies, Equipment,
Facilities, Other)
Staff:
Currently the Facilities, Maintenance and Operations department has some vacant positions waiting to be
filled, these vacant positions are reflected in the staff needs assessment below. Even after filling this position
the department is still under staffed in all areas base on the comparison matrix provided in the CASBO staffing
formula, we are currently using the Ventura College staffing formula in comparison for our staffing needs. Our
biggest need falls in the Maintenance Specialist area and Clerical Assistant; this position will assist the
Administrative Assistant and the Purchasing Technician.
Area Needs Assessment – Staff
2008-2009
2012-2013
2013-2014
Position
Classified Staff FT
(Including Classified
Management)
Classified Staff FT
Administrative
Maintains Ops Coordinator
Vacated
Possible fill in 20142015
Maintenance Specialist
Fill 2013-2014
Clerical Assistant
Vacated
Fill 2013-2014
Equipment:
The Facilities, Maintenance and Operations department performs regular maintenance on all the district
vehicles to assure long life, evaluate condition and determine when replacement is needed. Below is a list of
our current equipment inventory.
Vendor
Department
Age
GMC
Maintenance
15
GMC
Warehouse
15
Toyota
Grounds
13
Model#
Vin/Serial#
Item/License plate
Pick-up Trucks
1998 GMC L899188
1998 GMC L1014402
2000 Toyota L1102435
15
Sonoma
1GTEC14M
OWZ85017
9
1GTCS4X3
W8515556
4TANL42N5
YZ676850
2011 Ford
Ford
Maintenance
2
F250
1FTBF2A6X
CEA13061
Genie
Maintenance
16
4wd 14410lbs.
Genie
Maintenance
20
Maintenance
20
Maintenance
20
65400-001
2170
Custodial/DC
8
B2-48
161463
Maintenance/Ray
5
B2-48
175421
Maintenance/JC
5
BO-248-36
175419
Maintenance/GJ
1
8024936
191232
Maintenance/JY
25
Maintenance/RP
5
BO-248-36
175420
Grounds
20
Toro
Grounds/Main
3
74937
310000208
Toro
Grounds/Main
3
74925
290000148
Toro
Grounds/Main
31
322-D
307822063
1
Toro
Grounds/Main
15
EZ-go
Grounds/Alisal
15
K9360-6
DIXON
Grounds/Alisal
1
101211C00
1018
Forklifts/Man lifts
Z-45/22’
Boom/550#
PE Lift/30’-750#
2Man Lift/19’ 550#
1Man Lift/12’ 550#
Z-45005663
M-DPL-305P 15.87-2509S
63500
2241
CARTS
Taylor Dunn-Red
Taylor Dunn- White
Taylor Dunn-White
Taylor Dunn-White
Cushman-White
Taylor Dunn-White
Daihatsu-White
JDA000S80
00307337
Mowers
Zmaster 72”
Zmaster60”
Ground Master 72”
Proline 52”
Electric Cart
DIXONMOWER36”
16
Area Needs Assessment – Equipment/Repair
List Equipment or Equipment Repair Needed for Next
Academic Year.
Annual Cost
Please list/summarize the needs of your unit on your
campus below. Please be as specific and as brief as possible.
Cost per
item
Number
Requested
Total Cost of
Request
Place items on list in order (rank) or importance.
1. Grounds Utility Vehicle
Reason: Current Vehicle age is 20 years, parts are no longer
available.
$20,147.40
1
$20,147.40
$10,500
1
$10,500
2. 2 Passenger Electric Personnel Carrier
Reason: Needed for new hires in the Maintenance
Specialist position.
3.
Reason:
4.
Reason:
5.
Reason:
6.
Reason:
17
Area Needs Assessment – Facilities
List Facility/Staff Needs for Next Academic Year.
Annual Cost
(Remodels, Renovations or added new facilities) Place items on list in order
(rank) or importance.
Total Cost of
Request
$70,000
1. Maintenance Specialist
Reason: Fill vacant position from 2009
$50,000
2. Clerical Assistant
Reason: Fill Vacant position from 2009
3.
Reason:
4.
Reason:
5.
Reason:
6.
Reason:
18
Area Needs Assessment – Professional Development Needs
List Professional Development Needs for Next Academic Year
Reasons might include in response to SLO assessment findings or
the need to keep staff skills and knowledge current. Please be
as specific and as brief as possible. Some items may not have a
cost per se, but reflect the need to spend current staff time
differently than the day to day duties. Place items on list in order
((rank) or importance.
Annual Cost
Cost
per
item
Total
Number
Requested
Cost of
Request
1. Forklift Training
$80
15
$1200
Reason: Staff is
required to
renew
$80
15
$1200
3. Others- On
going training,
cross training
of staff
$0
Reason: Staff is required to be renew license every three
years
2. Boom Lift
Training
Reason:
4.
Reason:
19
$0
20