Facilities, Maintenance

FACILITIES, MAINTENANCE

AND

OPERATIONS DEPARTMENT

(FMO)

PROGRAM REVIEW

PROGRAM REVIEW PARTICIPANTS

Bill Englert, Director of College Facilities

Thomas Jones, General Foreman

Michael Pursey, Operations Manager

Al Askew, Stock Control Supervisor

Mary Vargas, Facilities Assistant

Submitted: November 18, 2010

Updated: August 8, 2011

Typed and Organized by Mary Vargas, Facilities Assistant

TABLE OF CONTENTS

Los Angeles Harbor College Mission Statement 5

Los Angeles Harbor College Administrative Services’ Mission Statement 5

Facilities, Maintenance & Operations Mission Statement & Values 6

Facilities, Maintenance & Operations Department’s Description 7

·  Organizational Chart 8

Program Review of Facilities, Maintenance & Operations’ Management

·  Director of College Facilities 9

·  Operations Manager 10

·  General Foreman 10

·  Stock Control Supervisor 10

·  Sr. Custodial Supervisor 10

Program Review of Trades Department

·  Tradesmen’s Job Duties 11

·  Safety Meetings 12

·  Safety Measures and Procedures 13

·  ADA/Elevator Issues 13

·  Graffiti Issues 13

·  Disaster Drill/Training 13

·  Vehicle and Equipment Maintenance 14

·  Preventative Maintenance 14

·  HVAC/Plumbing/Electrical Issues 14

·  Event Setup and Support 14

Program Review of Receiving Department

·  Receiving Staff’s Job Duties 16

·  Asset Management 16

·  Online Surplus Auction 16

·  Goods Receipt Process 17

·  Hazardous Waste Disposal 18

·  Vehicle Inventory 18

·  Document Storage and Shredding 19

Program Review of Custodial Department

·  Custodial Staff’s Job Duties 20

·  Building Assignments 20

·  Campus Recycling Program 21

·  Cleaning Supply Inventory 21

·  Furniture and Equipment Moves 21

·  Event Setup and Support 21

Program Review of Gardening Department

·  Gardening Staff’s Job Duties 22

·  Schedule of Gardening Maintenance 22

·  Pest Control Issues 23

·  Storm Water Drains 23

Program Review of Clerical Support

·  Facilities Assistant’s Job Duties 24

·  Civic Center Permits 25

·  Facilities Focus Newsletter 25

·  Facilities, Maintenance, & Operations Webpage 25

·  Facility Reservations 25

·  Waste Diversion Report 26

Facilities, Maintenance, & Operations Department’s Data Assessment

·  Work Request System 27

·  Time Reporting System 27

·  Industrial Accidents 28

·  Annual Space Inventory 28

·  Annual Scheduled Maintenance 28

·  Backflow System 28

·  State Laws and District Mandates 28

·  Building and Safety Codes 29

·  Health and Fire Department Codes 29

·  CalOSHA Regulations 29

·  AQMD Regulations 29

·  Data Sources 29

Facilities, Maintenance, & Operations Department’s College Support

·  Purchase Orders 2007 - 2009 Breakdown 30

·  Facilities Orders 2007 - 2009 Breakdown 31

·  Short Term Agreements and Contracts 33

·  Support to College Programs and Services 34

Facilities, Maintenance, & Operations Department’s Role in Construction

·  Roles of FMO Management and Tradesmen 35

·  Non-Bond Related Construction & Repairs 37

·  Alterations and Improvements 38

Facilities, Maintenance, & Operations Department’s Service Area Outcomes 39

Facilities, Maintenance, & Operations Department’s Goals and Objectives

·  2007 - 2010 Objectives and Outcomes 40

Facilities, Maintenance, & Operations Department’s Review Summary 41

·  2011-2012 Goals and Objectives 43

·  2011-2012 Staffing Needs 44

·  2011-2012 Equipment Needs 45

·  Facilities, Maintenance, & Operations Analysis 46

·  Facilities, Maintenance, & Operations Future Plans 50

·  Facilities, Maintenance, & Operations Large Project Plans 51

·  Facilities, Maintenance, & Operations Next Program Review 52

Appendix

Survey Results

·  Assessment Survey Analysis Summary Student Survey 2007 54

·  Campus Facilities and Services Student Survey 2009 60

Satisfaction Survey Results

Campus Facilities and Services Survey Results

Unit Plan

·  2007-2008

LOS ANGELES HARBOR COLLEGE

MISSION STATEMENT

The mission of Los Angeles Harbor College is to offer an environment that fosters learning by providing comprehensive programs that meet the educational needs of students and are appropriate and useful to the community we serve, including:

·  Degree and Transfer Programs

·  Vocational and workforce preparation

·  Basic skills instruction

·  English as a second language

·  Credit and noncredit courses for life-long learning

·  Contract education including customized corporate training

·  Community services

·  Support services

·  Information Literacy

An essential aspect of the mission for the community we serve is to advance economic growth and global competitiveness through education, training, and services that contribute to continuous workforce improvement and civic responsibility.

We are committed to student learning in a supportive educational environment that recognizes the uniqueness of individuals, provides a center for the cultural enrichment of the community and seeks dynamic dialog and reflective evaluation and improvement of the institution.

LOS ANGELES HARBOR COLLEGE

ADMINISTRATIVE SERVICES

MISSION STATEMENT

The Administrative Services units strive to support student learning and student services with effective and efficient business operations and by providing a quality learning environment that is aesthetically pleasing, safe, and healthful. The Administrative Services area supports the mission of the college by providing adequate resources required to meet student learning needs both in services and the environment.

LOS ANGELES HARBOR COLLEGE

FACILITIES, MAINTENANCE & OPERATIONS DEPARTMENT

MISSION STATEMENT

The Facilities, Maintenance and Operations Department is committed to providing a safe, clean and operational institution that supports the educational needs of our students, faculty, staff, and community. We provide maintenance and routine repairs to all areas of the campus and understand the importance a well maintained and efficient facility plays in a balanced educational environment. We, as a team, strive to provide excellent service to the campus community by taking advantage of technological innovations.

FACILITIES, MAINTENANCE & OPERATIONS

DEPARTMENT

VALUES

INTEGRITY: We are each accountable for high standards of behavior including honesty and fairness in all aspects of our work. We will treat faculty, staff, students, and college resources with the respect they deserve.

TEAMWORK: We are dedicated to working together to provide a safe, clean, functional campus with appreciation and understanding to each team members’ opinions and ideas.

RESPECT: We embrace a considerate environment that displays dignity and fairness for all individuals.

COMMITMENT: We are fully committed to serve and support all aspects of the college operations.

FACILITIES, MAINTENANCE, & OPERATIONS

DESCRIPTION

The Facilities, Maintenance, & Operations Department provide maintenance and routine repairs to all areas of the campus. The areas of maintenance and repairs include: custodial, gardening, receiving, electrical, electronics, heating/air conditioning, painting, plumbing, and locksmith services.

Facilities, Maintenance, & Operations Staff

Clerical Staff

Facilities Assistant

Custodial

A-Shift Custodians

B-Shift Custodians

Gardening

Lead Gardener

Gardeners

Groundskeeper

Management

Director of College Facilities

Operations Manager

General Foreman

Stock Control Supervisor

Senior Custodial Supervisor

Receiving

Stock Control Assistant

Trades

Carpenter - Vacant Position

Electrician

Electronics Technician

Heating and Air Conditioning Technician

Locksmith

Maintenance Assistant

Painter

Plumber

In this Program Review the Facilities, Maintenance, & Operations Department’s staff will be describing the work performed by the department and its’ individual staff on a daily basis. It also includes goals, objectives, departmental analysis, future plans, staffing/equipment needs, and service area outcomes.

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FACILITIES, MAINTENANCE, & OPERATIONS

MANAGEMENT

MANAGEMENT JOB DUTIES

Director of College Facilities - Directs the scheduling, assignment, and review of all work of maintenance and operations personnel to ensure that college buildings, structures, grounds, and equipment are maintained and repaired according to established standards. Ensures effective integration of new buildings and equipment with existing systems. Evaluates bond projects for design, manageability, and consistency with other buildings. Recommends and implements policies, procedures, and work standards involving maintenance and operations projects that improve efficiency and cost effectiveness. Plans, directs, and maintains a preventative maintenance program for college buildings and associated equipment. Directs the allocation of resources to meet regular and special requirements and to respond to emergencies. Confers with administrators and other officials regarding facilities needs, funding, planning, design, feasibility, estimating costs and timing of maintenance, alteration, and capital outlay projects. Inspects maintenance and operations work in progress to ensure compliance with District standards, Building, Health and Safety Codes and other applicable laws and regulations, and resolves deficiencies as needed. In cooperation with other District staff, develops proposals, and implements energy conservation programs. Serves as liaison between college staff, administrators, and contract architectural and engineering firms. Reviews construction related scope and budget documents and makes recommendations to college administrators. Directs the inspection of maintenance contract work and recommends payment upon satisfactory completion. Coordinates and directs the space planning process for college facilities and provides asset management analysis for best utilization of existing college facilities. Plans and directs training programs for maintenance and operations staff on policies, work methods, materials, equipment, and safety. Directs the efficient processing of facility work orders through a computerized system. Coordinates implementation of the Southern California Air Quality Management District (AQMD) regulations. Administers the maintenance, operations, and utilities budgets and controls and authorizes expenditures in accordance with established limitations. Directs the requisition, receipt, and control of maintenance and operations supplies, equipment, and materials. Prepares building construction and service contract specifications. Directs the disposal of hazardous and non-hazardous waste. Prepares or directs the preparation of correspondence, reports, and presentations regarding maintenance and operations activities. Directs the preparation and maintenance of comprehensive records related to personnel, budget, funding, construction projects, and related activities. Represents the campus at a variety of meetings and committees, involving construction, maintenance, and operations activities.

Operations Manager - Responsible for planning, managing and assigning all facilities operational activities in the custodial and gardening departments; monitors operations budgets and allocates resources; administers and monitors the campus recycling program; inventories, requisitions, receives, distributes and keeps records of all custodial and gardening supplies; supervises, trains, and evaluates all custodial and gardening staff; analyzes staffing and equipment; conducts interviews for custodian and gardener new hires; plans and implements in-service and safety training; confers with campus administrators, division chairs, instructors, students and public regarding the use of college facilities; maintains records, time reports and other personnel paperwork; coordinates the moving of furniture and equipment; completes work order requests; issues and maintains keys and other equipment; oversee and inspect the campus grounds, landscaping, buildings and equipment for housekeeping, cleanliness, sanitation, grooming and safety; acts in absence of College Facilities Director; serves on campus committees as facilities representative; conducts work and assignment schedules; have fundamentals of trades work; apply and ensure adherence to rules, policies, and regulations; responds to emergency calls concerning operational issues; provides advice and decision making for campus operational problems, regulations, procedures, and standards concerning facilities operations activities; administers and issues employee performance evaluations and progressive discipline.

General Foreman - Plans, coordinates, and supervises the work of skilled journey-level workers of at least three building trades and other staff assigned to construction projects, maintenance and repair of buildings and equipment at a college, and has job site responsibility for various building trades projects. Typical duties: Plans, schedules, assigns, and supervises the work of journey-level workers of various building trades involving construction, maintenance, alteration, and repair of buildings and equipment. Reviews staff’s work in progress for adherence to job specifications, building and safety codes, and project timelines. Inspects facilities for maintenance and safety problems, and schedules and performs preventive and corrective maintenance work related to various building trades. Confers with administrators and contractors, as the campus technical expert in various building trades, regarding planned construction and work projects in progress. Estimates costs, manpower needed, and time necessary for completion of various building trades’ projects; and prepares requisitions for supplies and materials. Coordinates the work of assigned staff with other District building trades. Prepares job specifications, sketches and progress reports on installation, maintenance and repair work. Interprets and explains specifications, blue prints, and work projects to assigned staff. Ensures that staff is supplied with tools, materials, and equipment for completion of renovation and repair projects related to various building trades. Instructs and advises staff on changes in policies, procedures, and work standards. Oversees and inspects contract work of various building trades. Interviews and selects new staff and evaluates the performance of assigned personnel. May perform the more complex journey-level work in one or more building trades in emergencies.

Stock Control Supervisor - Supervises and participates in the performance of manual and clerical storekeeping duties in connection with the ordering, receiving, inspecting, storing, issuing and shipping of supplies, goods, materials, and equipment in a central storekeeping operation. Supervises and participates in the work involved in a central storekeeping operation. Receives and inspects a variety of delivered items for breakage, damage, or deterioration and for completeness and accuracy against purchase orders. Arranges for inspection of electrical and mechanical equipment by technical experts. Contacts purchasing staff, shippers, and/or vendors regarding errors in delivery, breakage, or damage of materials, deviations from specifications, timeliness of delivery, and other problems concerning the receipt and condition of goods. Prepares reports on inspections of equipment, materials, goods, and supplies. Oversees affixing of inventory tags on newly-acquired equipment and maintains records of such equipment. Signs delivery slips and other acknowledgment documents of goods received. Delivers ordered items to the various offices and storage rooms on the campus. Stores equipment, supplies, and goods in proper and efficient manner and maintains inventory records. Maintains equipment, goods, and supplies in compliance with safety and insurance regulations. Maintains records of requisitions, purchase orders, release orders, and other related documents. Orders supplies to replenish stock. Operates material handling equipment in transporting supplies. Arranges for disposal of surplus equipment. Performs related duties as assigned. Responsible for Plant Facilities revolving fund money and reimbursement paperwork. Hazardous materials disposal and storage. Process hazardous materials manifests/paperwork required by the State of California including payments for consolidated waste permits. Vehicle maintenance including yearly smog tests. Maintains compliance with the SCAQMD for Dynamic Pressure and Pressure Decay testing for the above ground gasoline and diesel dispensing tank.