facilities, maintenance and operations department … · plumber in this program review the...

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

2

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

3

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

4

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

5

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.


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.

6


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.

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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.

DIRECTOR

COLLEGE

FACILITIES

FACILITIES

ASSISTANT

GENERAL

FOREMAN

OPERATIONS

MANAGER

STOCK

CONTROL

SUPERVISOR

STOCK

CONTROL

ASSISTANT

SR.

CUSTODIAL

SUPERVISOR

LEAD

GARDENER

GARDENERS

GROUNDS-

KEEPER

A-SHIFT

CUSTODIANS

B-SHIFT

CUSTODIANS

HVAC

TECHNICIAN

PLUMBER

CARPENTER

(VACANT)

ELECTRICIAN

ELECTRONICS

TECHNICIAN

MAINTENANCE

ASSISTANT

MAINTENANCE

ASSISTANT

LOCKSMITH

PAINTER

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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.

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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.

Sr. Custodial Supervisor – Responsible for planning, supervising and reviewing all of the custodial work

activities on an assigned shift having multiple custodial crews; assures adherence to college prescribed

policies, procedures, work standards and other requirements; makes adjustments to the daily work schedule

based upon available workers and project requirements in assigned areas; responds to emergencies and

maintenance calls and assigns staff to perform clean-up and related custodial work; arranges for custodial

supplies and equipment; maintains time reports and other staff records; demonstrates and trains in the proper

use of chemicals, cleaning compounds, custodial tools and equipment, custodial work procedures, standards

of performance and monthly safety meetings; prepares reports related to custodial activities; move and

supervise the moving of equipment and furniture; schedules of work for assigned staff and administers

employee performance evaluations and progressive discipline.

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TRADES DEPARTMENT

TRADESMEN’S JOB DUTIES

Maintenance Assistant - Performs semiskilled and unskilled manual tasks related to the maintenance and

repair of buildings and grounds, equipment and appliances. Work assignments may be in any of the building

trades.

Locksmith - Performs skilled journey-level locksmith work in the installation, adjustment, maintenance,

repair, and replacement of all types of locks, access control devices and other types of lock hardware such as

latches, door checks, and panic bars, including changing of lock combinations and making of keys. The

Locksmith also does the following: Programming key cards; programming time zones into network;

downloading information to all Smart doors; daily programming of faculty and staff cards; keeping daily

logs; document control; providing tours to outsource contractors; overlooking all installation of hardware on

new construction; participates in all meetings concerning construction; insure that all hardware, doors,

frames, door-closures, pivots, electrified hardware, electrified hinges, panic devices, and card readers meet all

ADA standards; master keying of the entire college campus; blueprint reading; punch list control;

documentation of any faulty installs to insure quality control of new construction; purchasing; bidding out

jobs; changing of electrical operators; changing of handicap push plates and running pig-tails; making

adjustments to power supply boxes; logging access to contractors and sub-contractors to construction areas

on campus; inspections and log reports for fire extinguishers; minor repair and maintenance on doors/frames

for elevators to insure proper function; documentation and reporting of any campus disturbances/crimes to

Sheriff’s Department; overview and reporting any unauthorized trespassing to Sheriff’s Department

(processed on the Diamond II system); and adjustment of all gates.

Painter - Prepares surfaces and painting materials and performs skilled journey-level brush, roller, and spray

painting work for the maintenance and decoration of buildings, equipment, facilities, and/or the refinishing of

furniture at a college. Paints and cleans graffiti and reports to the Sheriffs Department of damage costs due to

graffiti.

Carpenter – (Currently Vacant) Performs skilled journey-level carpentry work in the construction,

maintenance, alteration, and repair of building components and structures made of wood and other building

materials at a college.

Electrician - Performs skilled journey-level electrical work in the installation, maintenance, alteration, and repair

of a variety of electrical systems and equipment related to light, heat, communications, and power at a college.

Electronics - Assembles, installs, maintains, repairs, modifies, and tests a wide variety of electronic equipment

including radio, video, television, audio-visual equipment, public address systems, and electronic instructional

aids.

Plumbing - Performs journey-level plumbing work in the installation, maintenance, alteration, and repair of

plumbing systems and related equipment at a college.

HVAC - Performs skilled journey-level work in the installation, inspection, maintenance, alteration, and repair of

heating, ventilation, refrigeration, and air conditioning equipment, controls, and systems at a college.

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SAFETY MEETINGS

Safety Meetings are organized by the General Foreman and the Facilities Assistant and held several times a

semester and sometimes more often when needed. The training the staff receives at these meetings is

intended to keep the employee safe from industrial accidents as well as providing them the knowledge to

perform their job more efficiently.

Safety Meetings held in the last three years:

2007

OSHA hazardous materials handling and communication

Vehicle and cart safety training

Asbestos safety training

Trip hazard safety training

Forklift certification and safety

Heat stress safety

Ladder safety

Slips,Trips, and Falls

Respirator training

Back safety

2008

AHERA/Asbestos abatement training

Respiratory Protection training

Slips, Trips, and Falls training

Confined Space Entry training

Heat stress worker protection

Cart and vehicle maintenance and safety

Ladder safety

Back safety

Fire extinguisher training

2009

Lower back safety

Heat Stress Training

First Aid/ CPR training

AHERA/Asbestos abatement training

Electrical Safety Training

Powered Industrial Vehicle Training

Respiratory Training

Slips, Trips, and Falls

Ladder Safety

PPE Training

Confined Space Entry Training

Powder Actuated Fastener Certification

Power Washer Training and Safety

13

SAFETY MEASURES and PROCEDURES

The FMO Department’s fire extinguisher monthly check program involves most of the Facilities personnel.

Each person involved has an assigned building or location that is their responsibility on a monthly schedule to

look at each and every fire extinguisher in their assignment and to sign off on the extinguisher tag. The

employee has a document that lists each fire extinguisher that they check off and make any comments about

the condition of the unit, including the retaining pin the hose condition and the pressure reading. If a unit is

has any deficiency it is to be replaced by the responsible individual. Completed documentation is turned in to

the General Foreman and is filed for purposes of verification.

ADA/ELEVATOR ISSUES

ADA conformity in almost all cases has been handled through bond construction projects or State funded

construction contracts. These projects will be scoped to code and will be inspected by district inspectors or by

a Build LACCD special inspector dedicated to conformity of ADA code. If there is a situation where the

FMO Department staff must make an installation of any ADA required hardware, ramp, furniture, or other, all

ADA codes and requirements are considered and complied with.

All conveyance devices on campus are serviced through a contract awarded to the low bidder on a yearly

basis. Any conveyance problems come through the FMO Department and will be checked out immediately to

determine if we can resolve the problem. We have a limited degree of expertise related to troubleshooting and

getting a downed device functional. If the problem is determined to be outside of our ability to correct, the

contractor will be contacted to make repairs. By contract, the contractor is required to make repairs within

twenty-four hours of a service call.

GRAFFITI ISSUES

Graffiti issues are usually documented by the on-campus Sheriff Department personnel through digital

photography, depending on the extent of the damage, for use if the offender is apprehended and past

documented graffiti can be matched to them. Graffiti can be brought to the painter’s attention by any campus

staff member or the Sheriff personnel, who between them determine whether or not to make documentation.

The painter will be tasked to either remove or paint over the graffiti once it has been documented.

DISASTER DRILL/TRAINING

The Facilities, Maintenance, and Operations Department perform several different types of disaster drills.

The types of drills include: evacuation, stay and cover, shelter in place, and fire/earthquake. In coordination

with the Sheriffs’ Department and the WEC Committee drills are planned and practiced prior to the day of the

drill. The FMO Department places staff in campus buildings for visual inspections and uses radios for

communication and emergency vests so staff is recognizable to the faculty and students. The campus fire and

public address system is also utilized and tested during the drills. In some drills an emergency command

center is established so that college administration, Facilities staff, and the Sheriffs can meet during the drill

and communicate what issues might be occurring during an emergency.

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VEHICLE and EQUIPMENT MAINTENANCE

Carts are one of the most important tools that facilities personnel have at their disposal. Carts are used

throughout the day for transportation of personnel and supplies to all locations within the campus confines

and are considered very high value equipment. Because of their importance, maintenance of the carts is

essential and includes regular battery, brake, tire, electrical, and other mechanical system maintenance. Each

employee is given training on cart maintenance and is responsible for a list of maintenance operations related

to their assigned vehicle. The employee is required to do weekly battery checks including cleaning of the

batteries, checking all connections at terminals, water levels in battery cells, brake conditions, lights, back up

alarms, grease point lubrication, and general cleanliness of the vehicle. Safe operation of these carts is also a

regular topic for safety meetings provided to all employees who operate carts or vehicles and includes proper

training and certification of an operator to any of the vehicles that they may be required to operate. No

personnel are allowed to operate a cart or vehicle without having been certified by the District to operate that

particular piece of equipment.

PREVENTATIVE MAINTENANCE

The HVAC technician at this time has the most comprehensive Preventive Maintenance set up over all the

other trades. He uses a spreadsheet to track various maintenance actions related to the roof packs around the

campus such as filter changes or lubrication and fan belt schedules. He will also use that set up for checking

condensate pans and condenser coil cleaning. The HVAC technician also has a schedule for maintenance of

specific equipment at the Central Plant, which is where the chilled water that is used to cool our buildings is

generated. There are scheduled maintenance programs for the boiler plant and the Culinary Arts kitchen that

are managed by the HVAC technician while the actual labor is done by a contracted vendor. The plumber has

a few preventative maintenance programs which include an annual roof drain maintenance program and

backflow device testing and certification program.

HVAC/PLUMBING/ELECTRICAL ISSUES

The FMO Department has journeymen for each of these trades who are responsible for determining what

needs to be done related to the degree of the problem at hand. If it is determined that the Facilities Tradesmen

can handle the problem as a maintenance issue they will make the repair. If the scope of the problem is

beyond a normal maintenance issue it will become a Public Works Project and be packaged for outside

contractors to give a quote wherein the qualified low bidder will be awarded the job. If the job involves

multiple trades and can be done in-house we will have a coordination meeting between all of the trades as

required for completion of the task in the most efficient and cost effective way.

EVENT SETUP and SUPPORT

The tradesmen assist with setups when needed. One of our biggest goals as a college is to graduate students.

The Facilities Department works very hard every year to make sure that the Graduation Ceremony is an event

that the college and its’ graduates can be proud of. Every member of the Facilities staff participates in the

setup for the ceremony. The most labor intensive part of the week is the placement of the event decking that

allows us to use the football stadium for the event. The event decking protects the football stadium’s artificial

turf from damage that could be caused by the stage, chairs, and shoe traffic. The decking consists of

interlocking pieces and usually takes two days to set it up and remove it. This is the third year of its use and it

is an item that the college greatly needed for events. This year the college rented bleachers to allow for more

people to attend the ceremony so the setup had to be completely turned around and reconfigured to allow all

15

the guests to see the ceremony. After the decking is placed on the football field, the stage is put into place,

secured, and made safe for the platform party. The white chairs that are used for the graduates and faculty are

rented each year and once they are delivered they must be set up and tied together. Tying the chairs together

are required due to fire code regulations and is time consuming but necessary for the safety of our students

and staff. The lattice work that is placed behind the stage, as a backdrop, is also rented and must be installed

by our tradesmen. The college logo is spruced up each year by the painter and he also takes care of any

graffiti that might be around the stadium area. The bleachers are then pressure washed by the custodial crew

and the landscaping/grounds are tidied up by the gardening staff. Overall, there are many tasks that have to

be accomplished to insure the success of the ceremony, but the Facilities Department commits itself every

year to making the Graduation Ceremony memorable and safe. The Board of Trustees meeting also requires

the tradesmen to work together as tables, chairs, audio, and coordination is required for the event.

Throughout the year the Electronics Technician sets up the audio system for both small and large events and

is sometimes required to stay during the event to run the system.

16


RECEIVING DEPARTMENT

STOCK CONTROL ASSISTANT JOB DUTIES

Performs manual storekeeping duties in connection with the receiving, inspecting, storing, issuing and

shipping supplies, goods, materials, textbooks and equipment. Performs manual duties involved in

storekeeping operation. Receives and inspects delivered items for breakage, damage, or deterioration and for

completeness and accuracy against purchase orders. Contacts staff regarding errors and discrepancies in the

delivery, timeliness of delivery, damaged goods, and other problems concerning the receipt and condition of

goods. Stores stock items in a proper and efficient manner. Packages orders for return shipment to publishers

and other vendors. Maintains storage facilities and equipment in a clean and orderly condition. Maintains

equipment, goods, and supplies in compliance with safety and insurance regulations. Operates material-

handling equipment in transporting supplies. Delivers goods and supplies to various offices and departments.

May affix inventory tags on newly acquired equipment and maintain records on such equipment. May sign

delivery slips and other acknowledgements of goods received. May answer telephones and take messages.

ASSET MANAGEMENT

The Los Angeles Community College District maintains an active inventory in the SAP system for all assets

purchased, bond and non-bond. The system is updated by all nine campuses and the District Office several

times throughout the day. New asset management policies and procedures are currently being written as of

today but have not been finalized.

ONLINE SURPLUS AUCTION

When anybody on campus no longer needs a piece of equipment, they fill out an online work request to have

the items picked up and placed into a designated location to start the process. The items are then

photographed and placed on an online auction website named PublicSurplus.com. This is the website that the

Los Angeles Community College District has designated for asset relocation/sales/donations and all nine

campuses must use this website when assets are deemed as no longer needed. After two weeks of being

posted for internal relocation and then two weeks of public bidding the auction ends and the winning bidder is

contacted. Arrangements are made as to a time and date to pick up the items. The entire process from start to

finish takes around 5 to 7 weeks. After the final disposition of the asset has been attained, the asset tag

number is updated in the SAP system from code 01 “active” to code 05 “Disposal.” These are the procedures

that all nine campuses use as per the Los Angeles Community College District asset guidelines.

YEAR # of ONLINE SURPLUS AUCTIONS AMOUNT OF MONEY RECEIVED

2007 - 2008 31 $ 3,986.76

2008 - 2009 43 $ 3,814.50

2009 - 2010 54 $ 4,343.63

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GOODS RECEIPT PROCESS

Items that have been received that cost less than $250.00 are considered supply items and will be inspected

for breakage, damage, or deterioration and for completeness and accuracy against purchase orders. Items that are

received that are valued at $250.00 or more require a fixed asset tag to be placed on that item if possible.

Some items are too small or cannot be tagged such as digital projector bulbs or computer software that has

been downloaded. If items have been purchased under the “Perkins Grant”, then they get a separate tag along

with the fixed asset tag. The grant tags change in color from fiscal year to year and the year is printed on the

tag. If items are $250.00 or more the asset tagging procedures below will be followed:

1. Items are first determined whether they are computer related or not. If they are not computer related

then the items are tagged using process on line item number 2 below. If items are computer related,

then they are delivered to our Information Technology Department and the procedure starts on line

item number 6

2. A fixed asset tag is placed on the item. The item description, serial number, tag number,

manufacturer, model number, building number, room number, and condition, are all written down on

the purchase order.

3. Items are delivered to a location per the purchase order requestor’s request and signed for. All asset

information from the purchase order is keyed into SAP under the AS02 Change Asset Master Record

heading.

4. The Goods Receipt is processed, purchase order is stamped completed and the material document

number is recorded on the PO. Purchase order, all corresponding packing slips, and freight bills, are

stapled together as one package and filed away in numerical order.

5. Computers and computer related items first come to the Receiving Department and all boxes are

marked with the purchase order number using a black marker. Copies of the purchase order, correct

amount of fixed asset tags, and items are then delivered to our I.T. Department and signed for by the

I.T. staff.

6. The I.T. Department inspects the item for breakage, damage, or deterioration and for completeness and

accuracy against the purchase order. The I.T. Department affixes the asset tags to the items and

records all of the asset information for use in “their” data base. Next, they arrange to have the items

delivered to a location per the purchase order requestor’s direction. The I.T. staff then delivers and

sets up computers and computer related items. Upon delivery they download any other purchased

software or drivers. The I.T. staff makes sure that everything is working properly before leaving.

7. Upon request, I.T. staff prints out what we call the “Final Inspection Report” that lists all of the

information necessary for the I.T. staff and the Stock Control Supervisor to track computer and

computer related assets. Using the final inspection report, the Stock Control Supervisor enters all

asset information under the AS02 Change Asset Master Record heading and attach the report to my

copies of the PO.

8. The Goods Receipt is processed, purchase order is stamped completed and the material document

number is recorded on the PO. Purchase order, all corresponding packing slips, and freight bills, are

stapled together as one package and filed away in numerical order.

9. Processing the Goods Receipt in SAP is the first step towards getting a vendor paid. Once the G/R has

been processed, SAP immediately issues a “Material Document” number that is recorded on the date

stamp to indicate that the order has been completed and everything has been received to the ordering

parties’ satisfaction. The Stock Control Supervisor has copies of every purchase order for the items

that Harbor College has received since SAP went into service starting on July 1, 2002.

18

HAZARDOUS WASTE DISPOSAL

When anybody on campus has any hazardous waste that they want to get rid of, a work request needs to be

filled out to start the process unless it’s an emergency. Hazardous waste disposal is strictly for campus

generated waste; nothing brought from home will be handled or disposed of. If it is a small quantity of waste,

the Stock Control Supervisor will go to where the items are stored and carefully transport the items to the

FMO Department’s Hazardous Materials Storage room. If it is a large volume of waste, the Stock Control

Supervisor will ask the department to continue to store the product until the District’s contracted vendor,

North State Environmental (NSE), can be notified. Once NSE has been contacted, an arrangement is made as

to the earliest possible date that they can come out to pick up the hazardous material substances. Items are

picked up by NSE and transported off campus to several predetermined waste facilities depending on the

substance. All hazardous waste manifests are signed and original documents are sent with the truck driver,

copies being kept in the Stock Control Supervisor’s office. Once the items have been delivered to the final

disposal location, the manifests are signed by the receiving facility and sent back to Harbor letting us know

that the items have been received by the disposal site. The signed manifests are then matched up with the

copies left here and filed away. The Stock Control Supervisor has all of Harbor’s hazardous waste manifests

since 1992.

VEHICLE INVENTORY

Whenever the campus receives a new or used vehicle, all of the information is recorded in SAP and updated

on a spreadsheet in the Receiving Department computer files. Recorded information includes vehicle year,

make, model, type, I.D. number, license plate number, tag number, color, and the department or individual

that is responsible for the vehicle.

Vehicle Make Vehicle Model Department Year of Vehicle

GMC C1500 Truck FMO Department 1974

Ford Stakebed Truck FMO Department 1991

Chevrolet Astro Van FMO Department 1995

Chevrolet Astro Van FMO Department 1995

Toyota T100 Sweeper Truck Community Services 1998

Gem Electric Car Spec. Programs 2002

Ford Tractor, 3400 Gardening 1970

Nissan Forklift PF02A20V Receiving 1986

Toro Ground Master 345 Gardening 1995

JLG Manlift 460SJ FMO Department 2001

Taylor Dunn B2-48, Electric Custodial 2000


Taylor Dunn 1248-B, Electric Bookstore 1968

Taylor Dunn B2-48, Electric Electrician 2004

Taylor Dunn B2-48, Electric Maintenance Assistant 2000

Taylor Dunn B2-48, Electric Locksmith 2004

Taylor Dunn B2-48, Electric HVAC Technician 2002

Taylor Dunn 1248-B, Electric Receiving 1968

Taylor Dunn R6-80, Gas Community Services 2002

Cushman 3 Wheel, Electric Bookstore 1968

Taylor Dunn B2-48, Electric Athletic Trainer 2003

Cushman 898632-9010, Gas Gardening 1995

Cushman 898630A, Gas Gardening 1997

Cushman 898543B, Gas Gardening 1999


19


Taylor Dunn B2-48, Electric Plumber 2002

Kubota RTV900, Diesel Community Services 2006

John Deere Gator TS - Gas Athletics Dept. 2006

EZ-GO A303, Electric President’s Office 2006

EZ-GO J299, Electric Sheriff Department 2004

EZ-GO J299, Electric Sheriff Department 2004

Toyota Forklift 7FBEU18 Receiving 2008

Taylor Dunn BO-248-36/Electric Maintenance Assistant 2008

Taylor Dunn BO-248-36/Electric Painter 2008

Taylor Dunn BO-248-36/Electric Carpenter 2008

Taylor Dunn BO-248-36/Electric Electronics 2008

Taylor Dunn BO-248-36/Electric Receiving 2008

Taylor Dunn BO-210-36/Electric I.T. Department 2008

Taylor Dunn BO-210-36/Electric Bookstore 2008

EZ-GO Rio Secco/Electric Baseball Team 2003

Triton TG3S, 120 kw FMO Department 2006

Taylor Dunn B2-48, Electric Gardening 1996

Club Car 4-Passenger Model Sheriff Department 2004

Taylor Dunn R3-80 Community Services 2004

Allmand D905 FMO Department 2002

Vermeer BC600XL Gardening 2010

Craftsman DGS6500 Baseball Team 2008

DOCUMENT STORAGE and SHREDDING

When documents need to be archived, a department will call and an arrangement will be made for pick up

date and time. Boxes are picked up and placed in the Campus Records Storage room located in the rear

corner of the Receiving Department. Items are placed on the shelves according to department. Currently

items are being stored for the Financial Aid Department, Admissions Office, Administration of Justice,

Foundation Office, Payroll, and Personnel. A notice is put out campus wide to anybody that has items that

need to be shredded. Boxes are picked up on the dates specified in the memo and stored in a specific

location in the Campus Records Storage room. When the collections have been completed, an outside vendor

comes to campus with a large truck mounted paper shredder. Boxes are loaded into the shredder and all

document shredding is done on site. Shredding generally takes from 2 to 3 hours.

20


CUSTODIAL DEPARTMENT

CUSTODIAL JOB DUTIES

Responsible for performing a range of sanitation and housekeeping duties in maintaining a clean college

campus facility; dust mops and sweeps floors; gathers and disposes of trash and other debris; cleans refuse

containers; empties assignment recycling containers; cleans restrooms and services soap and paper dispensers;

cleans chalkboards and chalk trays; cleans whiteboards; washes and spot clean walls, windows, window sills,

furniture, fixtures, etc; wet mops, scrubs, strips and wax floors; vacuums, shampoos, cleans and treats

carpeting; sweeps and washes down exterior walkways and break area; moves furniture and equipment; sets

up tables, chairs, and other furniture for campus events; locks and unlocks assigned areas; refinishes

hardwood floors; gives information and directions to students, faculty, staff, and the public concerning

campus facilities; operates electric carts, trash compactors, sweepers, scrubbing machines and steam cleaning

machines and removes graffiti.

BUILDING ASSIGNMENTS

A-Shift

# 1 – General Classroom Building, Satellite Snack Bar, and Community Services Bungalow (Sunday Swap Meet

Coverage)

# 2 – NEA 1st Floor

# 3 – NEA 2nd Floor

# 4 – Technology Building

# 5 – FMO, Business Office, Emergency Supplies and Cleanups

# 6 – Dumpsters and Exterior Trashcans

B-Shift

# 1 – Cafeteria, Special Programs Office and Trailer

# 2 – SSA (and Saturday Coverage)

# 3 – Physics and LRC

# 4 – Library

# 5 – Drama/Speech and Fine Arts

# 6 – Child Development Center

# 7 – Science

# 8 – Seahawk Center

# 9 – Nursing

#10 – Music

#11 – PE Wellness Center

#12 - NEA

#13 - Rotating

#14 - Rotating

21

CAMPUS RECYCLING PROGRAM

All campus authorized recyclable materials are collected at various locations around the campus, both interior

and exterior. Mixed paper, color paper, shredded paper, catalogs, hardback books, paperback books,

newspapers, magazines, etc are collected and transported to the Facilities, Maintenance, and Operations’ yard

and placed in 3 yard roll off bins. The cardboard is all baled in the cardboard baler and tied with steel ties. It is

then stacked in the lower FMO yard. All plastic bottles, glass bottles and aluminum cans are collected, placed

in recycling bags and placed in 3 yard roll-off bins. All the materials are then picked up and transported to a

recycling facility. Facilities, Maintenance, and Operations then receives a weight/volume report of the items,

along with a check for the weight of the items, which is deposited in a recycling account in the Business

Office.

CLEANING SUPPLY INVENTORY

Custodial cleaning supplies are inventoried, stored, and maintained in the southwest storage room of the

Central Receiving building in the FMO Department. At a minimum of once a week, the Operations Manager

conducts a physical inventory of all goods and supplies in stock. This includes cleaning chemicals, toilet

paper, paper towels, hand soap, trash bags, recycling bags, dustpans, mops, brooms, etc. Custodial staff

complete supply requests forms once a week and supplies are distributed throughout the campus to be stored

in each building’s custodial hopper room.

FURNITURE and EQUIPMENT MOVES

All furniture and equipment moving requests are done by completing an on-line Work Order Request on the

L.A. Harbor College website. All furniture and equipment moves are then completed by Facilities personnel

on a prioritized basis. Any furniture or equipment that requires being disassembled or removed from being

attached to floors or walls is first removed by a Maintenance Assistant. The furniture or equipment is then

moved with hand dollies, floor dollies or furniture dollies. Some items are moved from building to building.

Other items are either transported to storage to be placed on the surplus program, recycled or discarded.

EVENT SETUP and SUPPORT

All campus special events are requested through the Facilities, Maintenance, and Operations Department’s

Facilities Assistant. On the request, a diagram of the event set-up is submitted to Facilities. Once requested

and processed, the Facilities Assistant sends the Operations Manager and Senior Custodial Supervisor a

weekly list tabulating all the setups for events for that particular upcoming week on the campus. The

Operations Manager ensures the day shift staff completes the day time set-ups; the Senior Custodial

Supervisor the night shift. The applicable custodial crew will setup and organize various chairs, tables,

podiums, tents, stages, banners, signs and any other items deemed necessary for the particular event. After the

event is completed, the custodial staff will take down and put away all the furniture, equipment and other

items that were used in the event.

22


GARDENING DEPARTMENT

LEAD GARDENER JOB DUTIES

Responsible for scheduling, overseeing, and participating in a gardening crew engaged in mowing, edging,

watering, raking, reseeding, fertilizing, spraying, and weeding landscaping, lawns, and turf; planting, pruning

and shaping, trimming, staking, cultivating, fertilizing, spraying weeding and transplanting, watering trees,

shrubs, ground cover, flowers and hedges; determines efficient work procedures and techniques for assigned

staff to ensure timely completion of work projects; makes sure that safety standards and procedures are

followed; assist in coordinating and scheduling gardening activities for events and special functions; operates

power gardening equipment; adjusts and performs minor maintenance and irrigation and sprinkler repairs;

applies fertilizer and soil materials; mixes and applies insecticides in accordance with safety requirements;

sets out raps for pests; inspects and eliminates hazards; composts materials; controls weeds by spraying and

mechanical means; perform special floral arrangements and decorating duties for special college events and

ensure crew is outfitted with all safety gear and equipment.

GARDENER JOB DUTIES

Responsible for general gardening care and grounds maintenance involving trees, lawns turf, shrubs, hedges,

ground cover, flowers and athletic fields; waters, mows, rakes, trims, edges and weeds seeded areas; operates

power gardening equipment such as riding mowers, push mowers, edgers, sprayers, weed-eaters, trimmers,

hedgers, blowers, pole saws, chain saws, tractors and chippers; adjust and performs minor maintenance on

equipment; mixes and applies insecticides; applies fertilizers; sets out traps for pests; checks safety hazards in

gardening areas; maintains and adjusts all types of lawn sprinklers and irrigation systems; keeps drains clear

and free of debris; composts materials; complete floral arrangements and decorations for college events and

special functions and maintain and replace planter boxes.

SCHEDULING OF GARDENING MAINTENANCE

All mowing conducted on the riding lawn mower is rotated between four gardeners, where each one is assigned

one week to operate it and then it rotates to the next employee. Mowing of the campus is normally scheduled for

Monday through Thursday of every week. Friday is reserved for conducting special needs operations, such as

cleaning storm drains, trimming, and hedging, cleaning exterior campus patios, etc. Due to the City of Los

Angeles having a water shortage and subsequent rationing, there is a city-mandated watering schedule in

progress. Watering occurs on Mondays, Wednesdays, and Fridays. Since manual watering with a controlled

valve can only be accomplished before 9 a.m., all manual watering is completed once a week on Friday mornings

before 9 a.m. Two times every week, the baseball and softball fields are maintained and groomed by the

gardening department. This work includes mowing the infield and outfield seeded areas, trimming and

grooming the edges of the seeded areas where it meets the dirt, weed-whacking along the fence and in the

bullpens, ensuring the seeded areas are properly irrigated, eliminating weeds and broadleaf growth and

applying fertilizers.

23

PEST CONTROL ISSUES

Most of the college’s pest control issues are handled by a contractor who covers a variety of problems and

programs which have specific requirements such as the Culinary Arts program. Culinary Arts has to conform

to Public Health codes and is subject to regular inspections by a qualified inspector who will issue citations

and or requirements related to certain types of deficiencies or code violations. The contractor has programs

for a variety of pests around building exterior and interiors including bait stations, sprays, sticky traps, and

snap traps depending on location and the application. If there is an ant issue, an ant bait is placed in the

problem area to handle the issue. Spraying of any areas are only conducted when personnel are not working or

present in the area of concern. For the issue of flying insects, which are mostly bees/wasps, a gardener will

respond and spray an insecticide in the outdoor area to rid the area of the issue. Gardeners respond to stray

animal calls as well, living and deceased. Living animals are caught and deceased animals picked up and

turned over to the City Animal Control technician.

STORM WATER DRAINS

A departmental checklist for a monthly inspection has been established for the gardening department to

implement an in-house inspection of all campus storm drains. Upon inspection, all drains are cleared of all

trash, litter, leaves, sediment and any other debris in the storm drains to allow the drain to be clear and free-

flowing.

24


CLERICAL SUPPORT

FACILITIES ASSISTANT’S JOB DUTIES

Process civic center permit requests for the campus.

Invoice civic center permittees for use of campus facilities.

Dispatch maintenance personnel for on-campus facilities’ requests.

Answer multi-line phone as campus telephone operator.

Maintain records and filing system for purchase and facilities orders, and work requests.

Process campus Facility Reservations and calendar for campus activities.

Compile information and submit electronically the yearly State Waste Diversion Report.

Assist Operations Manager with Facilities’ campus-wide recycling program.

Prepare a newsletter, Facilities Focus, that highlights quarterly what is going on in the Facilities

department.

Book Plant Facilities Conference Room and maintain schedule of meetings or reservations.

Create purchase orders, facilities orders, contracts, and personal service agreements on SAP.

Monitor Facilities budget and prepare budget documents requests and changes as related to

procurement and facilities.

Maintain Facilities webpage.

Supervise student workers to maintain operation of Facilities main office.

Make written and oral presentations to Administrators on the budget and function of Facilities.

Prepare time reports for maintenance personnel and monitor the different leave requests from

employees according to LACCD and different unit guidelines.

Maintain Jantek time clock system.

Prepare attendance reports four times a year.

Maintain Tamis work request system.

Approve and assign work orders to Facilities’ staff.

Print reports from work request system to monitor completion rates and job costs.

Prepare and process construction contracts, change orders, amendments, and Board items involving

construction projects.

Prepare and process informal bidding documents for construction projects.

Process invoices for contracts, professional services agreements, purchase and facilities orders.

Monitor and maintain construction project accounts.

Facilitate Prop A and AA contractors as needed.

Maintain files on Construction projects and Project Number Log to ensure accuracy of records

Answer contractors and vendors’ questions on payment of invoices, bidding, and LACCD policies.

Coordinate construction and maintenance bid meetings.

Utilize DEC, SAP, Word, Excel, Publisher, Jantek, and Tamis software programs to accomplish

various duties for Facilities.

Assist Facilities Director with budget preparation for the following fiscal year.

Log expenditures and help maintain the funds in Facilities’ accounts.

Use research methods to assist with preparing purchase and facilities orders, contracts, scopes of work,

and service agreements.

Assist with creating scopes of work and organizing job walks.

Other duties as assigned by College Facilities Director.

25

CIVIC CENTER PERMITS

All civic center requests are processed by the FMO Department. When an outside organization wants to rent

a campus facility they contact the department and are emailed instructions along with an application to

complete. There are three different applications pertaining to the specific area or type of rental. The

applications include: Athletic Facilities, Class and Meeting Room, and Filming. Once the application is

received and reviewed a quote is sent to the company and they are informed of availability and insurance

requirements. After the group accepts the quote, the invoice and permit are prepared and sent to the

organization. The FMO Department coordinates with the Academic Affairs Office for classroom rentals, the

Student Activities Office for Seahawk Center Lounge rentals, and the Athletics Department for rental of any

of the campus athletic facilities. After the permit is returned it is sent to the Vice President of Administration

for approval. The permit and application are kept on file available for inspection by any community member

who wishes to view it. The FMO Department then arranges for custodial and event manager overtime as

needed. Approximately three days before the event the Sheriffs’ Department and other departments involved

in the civic center event are notified by the FMO Department of the upcoming rental. Once payment is

received it is submitted to the Associate Vice President of Administration for deposit into the proper accounts.

YEAR # of CIVIC CENTER GROUPS # of CIVIC CENTER RENTALS

2007 9 98

2008 11 102

2009 18 122

FACILITIES FOCUS NEWSLETTER

The Facilities, Maintenance, and Operations Department produce a newsletter every semester called Facilities

Focus. The newsletter articles focus on college facilities issues such as safety, maintenance, future projects,

and what the department is doing. The newsletter’s articles are written by the department’s employees and

include pictures of work performed by the FMO staff. After publication the newsletter is uploaded to the

FMO webpage that is located on the college website for viewing by anyone. To save on paper a limited

amount of copies are made and distributed to Administration, Division Chairs, and campus offices. Copies of

the Facilities Focus can also be found in the President’s office, Vice President of Administrative Services, and

the Facilities Department’s lobby.

FACILITIES, MAINTENANCE, & OPERATIONS WEBPAGE

The Facilities, Maintenance, and Operations’ webpage is in the process of being updated and is due to be re-

launched in January 2011. The webpage will include a description of all the areas in FMO, the online work

request system, Civic Center applications, Facility Reservation Forms, and all issues of the Facilities Focus.

It will also provide workplace safety information, disaster preparedness, and evacuation procedures for the

faculty, staff, students, and community.

FACILITY RESERVATIONS

The facility reservations for campus events are scheduled through the Facilities, Maintenance, and Operations

Department. The Facilities Assistant books all events on a campus calendar, processes the Facilities

Reservation Form, and schedules the event setups with the custodial and electronics staff.

YEAR # of FACILITY RESERVATIONS

26

WASTE DIVERSION REPORT

Every year the Facilities, Maintenance, and Operations Department prepares an online waste diversion report

that is required by the State of California. The report information is compiled from waste and construction

diversion reports, as well as recycling receipts. The FMO Department also includes statistical information on

the number of students enrolled and staff working during the previous year. The FMO Department is proud

of the fact that we divert over 50% of our waste from landfills.

2007 - 2008 57

2008 - 2009 99

2009 - 2010 84

27


DATA ASSESSMENT

WORK ORDERS

Work orders and key requests are submitted by faculty and staff through the Tamis online work request

system. The system is located on the LAHC website on the faculty/staff page and is very user friendly. This

online access to the system allows users to submit requests in a timelier manner. It also allows the FMO

Department to immediately respond to work orders, key requests, and safety issues. The minute a work order

is submitted, an email is sent to the Sr. Office Assistant who then reviews the request and assigns it to a

supervisor, tradesmen, gardener, or the custodial department. After it is assigned an email is automatically

sent to the initiator to inform them that their work order had been received and assigned. The system also

allows both the initiator and the FMO staff the ability to send notes back and forth regarding the work order.

This is vital when the FMO staff needs to ask the initiator questions or explain when the work order will be

completed. Key requests are now submitted through the system to speed up the process. Once a request is

received the initiator is sent a Key Policy form to be signed by the supervisor and returned to the FMO. After

the Key Policy form is returned the key is made by the Locksmith and the initiator is contacted to pick it up at

the FMO office. An automatic email is sent to the initiator once the work order is completed. The Tamis

system maintains records of work order and personnel costs and includes a description of the work done. This

information can be viewed by any of the faculty and staff which gives them insight into what work needed to

be done and the costs associated with it.

YEAR # of WORK ORDERS # of WORK ORDERS COMPLETED COMPLETION %

2007 568 525 92.43%

2008 1020 1019 99.9%

2009 1623 1589 97.91%

Data from Tamis Work Request System

TIME REPORTING SYSTEM

In 2008 the FMO Department installed a time reporting system for the employees to clock in/out of work

every day. Staff clock in or out by slipping their hand onto a palm reader that has programmed to recognize

their handprint. This system has been designed to keep an accurate electronic record of each employee’s

time. It also ensures the department that there is no fraudulent reporting of time by any employee. This

electronic system has allowed the department to move away from paper timesheets and ensures the correct

reporting of time by the office. The system also allows the department to print attendance records sorted by

employee, or specific area.

28

INDUSTRIAL ACCIDENTS

The work performed by the FMO Department requires staff to work with a variety of equipment and perform

assignments that may lead to industrial accidents if proper safety measures are not followed by the staff.

Industrial accidents are related to workplace injuries/illnesses. The procedure for reporting an industrial

accident is for the FMO employee to report it to their immediate supervisor. The supervisor will then

accompany the employee to the Sheriffs’ Station to make a report. Once the report is filed, the employee is

instructed to go to a district authorized treatment facility. The supervisor then completes a report, in regards

to the accident, to be submitted to the Personnel Office. An employee who files an industrial accident claim

cannot return to work until medically approved by Western Medical and in cases of long absences they must

have a “Permit to Return” to work signed by their attending doctor.

YEAR # of INDUSTRIAL ACCIDENTS RESULTING IN LEAVES*

2007 3

2008 3

2009 3

*Data from the Personnel Office

ANNUAL SPACE INVENTORY

The annual space inventory is an annual review of space utilization in changes in buildings, room use, and

construction effects. This is a state requirement and is necessary for receiving state operational and

maintenance funds.

ANNUAL SCHEDULED MAINTENANCE

The annual scheduled maintenance is a state requirement which consist of a 5 year look ahead of what

maintenance will be needed on campus. It is updated annually on major repairs of facilities, grounds, and

equipment and is needed to obtain state funds. Roofs, utilities, mechanical systems, exterior maintenance

needs, and other needs which include building envelopes, painting, and carpeting are included in this type of

maintenance.

BACKFLOW SYSTEMS

There are backflow systems located throughout the campus in laboratory areas, industrial water areas, potable

water areas, and services the fire system. The system prohibits the contamination of the municipal water

system. The backflow system testing is required by the county and city health department and each backflow

is tested annually to ensure that it is working properly.

STATE LAWS AND DISTRICT MANDATES

There are many state laws and district mandates that the Facilities, Maintenance, and Operations Department

must comply with on a daily basis. State laws include the Education Code, the California Uniform Public

Construction Accounting (CUPCA), and Occupational Safety and Health Administration (Cal OSHA).

District mandates include LACCD Board Rules and policies and procedures set up by the district.

29

BUILDING AND SAFETY CODES

The Facilities, Maintenance, and Operations Department must comply with numerous building and safety

codes. Some of these include: Uniform Building Codes, Plumbing and Electrical Codes, National Fluid

Power (NFPA), and Cal OSHA.

HEALTH AND FIRE DEPARTMENT CODES

Health and fire department codes require the Facilities, Maintenance, and Operations Department to keep food

service, restrooms, and classrooms in compliance with the health department codes. We are also required to

keep the public buildings safe and have fire alarms, exit signs, extinguishers, and evacuation drills to ensure

that all who enter the buildings have a safe way to exit in case of an emergency. Handling of hazardous waste

is also a job for the FMO staff as they deal with these types of issues on a daily basis.

CalOSHA REGULATIONS

CalOSHA regulations are to ensure the occupational safety and health for all employees. These rules regulate

the elevators, dumbwaiters, and ADA lifts. The regulations that CalOSHA enforce allows the FMO

Department to keep the workplace free from hazards.

AQMD REGULATIONS

The AQMD has regulations on boilers, fleet vehicles, and types of refrigerants. These regulations also require

the FMO Department to keep all vehicles’ smog certification up to date.

DATA SOURCES

Sources of data used to compile this program review include the following:

LAHC Website

LACCD Job Descriptions

Safety Meeting Attendance Sheets

Vehicle and Equipment Inventory Log

Online Auction Log

Civic Center Rentals Log

Tamis Work Request System Log

Jantek Time Reporting System Log

Facilities Reservations Files

Personnel Department

Health and Safety Codebooks

Purchase and Facilities Orders Files

Short Term Agreements and Contracts Files

Procurement Handbook

Non-Bond Construction Files

Bond Construction Files

30


PURCHASE ORDERS

Purchase Orders are created to purchase supplies for repairs and maintenance. Sometimes state and federal

mandated fees are paid through Purchase Orders. Other supplies for the campus are purchased this way and

three bids are required unless it is a proprietary item. If the amount of supplies being ordered is over $

5,000.00, then the Purchase Order must be approved by the District. All items that cost over $ 250.00 must be

tagged as an asset and are considered new equipment.

YEAR PURCHASE ORDERS’ COSTS

2007 – 2008 $ 144,645.00

2008 – 2009 $ 179,052.56

2009 - 2010 $ 163,335.74

Examples of Purchase Orders:

Supplies: Restroom, Cleaning, Floor Finishing, Office, Painting, Electrical, Filters, Gondola Wheels, Air

Conditioning, Heating,

Flags

Emissions, FCC, Backflow, Online Auction, Hazardous Waste, Fees

Cart Batteries

Tools

Lightbulbs and Fixtures

Plumbing Fixtures

Keys and Keycards

Radios

Audio System Equipment

Tables for Events

Football Field Disinfectant

Cart for Sheriffs’ Department

Parking and Building Exit Signs

Safety Equipment

Pressure Washer

Vacuum Cleaners

Rain Suits

Fire Extinguisher Chemicals

Gasoline

Cart Equipment for Repairs

Bacteria Eating Grease

Mop and Mat Rental

Graduation Flowers

Baseball Field Clay

Water Treatment Chemicals

Lamps for Overhead Projectors

(Note: These are a few examples of purchases and do not include everything.)

31


FACILITIES ORDERS

Facilities Orders are created when labor of any type needs to occur on campus. The Facilities Orders require

three bids, unless it is a proprietary issue, and must be signed before the contractor is allowed to come on

campus to do the repairs. In some cases an emergency Facilities Order is prepared when the equipment

needing repair is critical to maintaining the safety of our faculty, staff, and students. Sometimes the Facilities

Order must be prepared with a “Not to Exceed Amount” and is later adjusted when the invoice is received

from the contractor.

YEAR FACILITIES ORDERS’ COSTS

2007 - 2008 $ 146,500.41

2008 – 2009 $ 97,165.67

2009 - 2010 $ 35,169.15

Facilities Order Breakdown:

2007 - 2008

Tile Installed in Seahawk Center Lounge and Offices

Carpet Installed in Tech 121 and PE 115

Tree Trimming and Removal

Installation of Culinary Equipment

Field Treatment for Baseball and Softball Fields

Recycled Paper Removal

Piano Tuning for Music Department

Dionized Water Service for Science and Physics

Painting of PE 115

Energy Management

AQMD and Boiler Fees

Fence Installation for Graduation

Backflow Testing

Pest Control Service

Elevator Maintenance

Online Auction Fees

Fume Hood Testing for Science and Physics

Trip Hazard Grinding

Fire Sprinkler Testing

Fire Alarm Repairs

Grease Hood Cleaning for Cafeteria

Repair: Boilers, Compactor, Carts, Air Conditioners, Fences, Dumpster, Sewer/Plumbing, Vehicles, Phone

System, Doors, Flat Tires, Glass Doors and Windows,

2008 - 2009

Online Auction Fees

Fire Extinguisher Testing

Backflow Testing

Hot Water Pump Repair for PE Building

Culinary Coffee Machine Cart Repair

Culinary Coffee Machine Cart Repair

32

2008 - 2009 Continued

Parking Lot Patching

Fire Alarm Repairs

Ice Machine at PE Building Repair

Recoat Floor and Paint Lines in Gymnasium

Confined Space Sensor Repair

Exhaust Hood Cleaning for Cafeteria

Window Installation for Mailroom

Window Repair for Bookstore

Elevator Inspection


AQMD and Boiler Fees

Energy Management System Repair

Energy Management

Fume Hood Certification for Science and Physics

Payphone Removal

Waste Removal


Repair: Carts, Fence, Flagpoles, Plumbing, Equipment, Compactor, Vehicles, Flats

2009 - 2010


Repair of Library and Fine Arts Doors

Backflow Testing

Repair FMO Radios

Concrete and Asphalt Grinding

Fume Hood Certification for Science and Physics

Inspection Fees


Fire Extinguisher Inspection

Fire Alarm Repairs

Repair Windows at Technology, Seahawk Center, NEA, and Physics

Grease Duct Cleaning

Vehicle Inspection

Smog Certification

Repair Cooling Tower at Central Plant

Hazardous Materials Fees

AQMD and Backflow Fees

Boiler Maintenance

Air Conditioning Repairs throughout Campus

Repair of Elevator at Seahawk Center

Dionized Water for Science and Physics

Emergency Sewer Line Repairs

Repair Air Conditioners at LRC and Music

Trimming and Removal of Trees

Rental of Welder

Repair: Flats, Carts, Sweeper Truck Tire, Hotsy Pressure Washer, Ride-On Scrubbing Machine.

33


SHORT TERM AGREEMENTS & CONTRACTS

Short Term Agreements are created when an ongoing service is needed to occur on campus. The Short Term

Agreements require three bids, unless it is a proprietary issue, and must be signed before the contractor is

allowed to come on campus to do the service. Facilities, Maintenance, and Operations Department is making

an effort to move more of the services we require each year from a Facility Order to a Short Term Agreement.

Contracts are established for long time purchases, services, and maintenance of equipment. Contracts are

completed in conjunction with the District Office as they are the ones to solicit bids and prepare the contract

for signature with the lowest bidder. Contracts may be for longer than a year and may be extended if agreed

upon by the college and the contractor.

YEAR SHORT TERM AGREEMENT COSTS CONTRACT COSTS

2007 – 2008 0 $ 36,771.74

2008 – 2009 $ 1,152.43 $ 27,092.28

2009 - 2010 $ 885.00 $ 52,168.27

Short Term Agreements Breakdown:

2007 - 2008

No STAs

2008 - 2009


2009 - 2010

Collection of Waste Vegetable Oil for Culinary Department


Contracts Breakdown:

2007 - 2008

Leasing of Stage/Platform

Leasing of Event Decking

Waste Removal Service

2008 - 2009



2009 - 2010



Waste Removal Service

Copier Maintenance at FMO


34


SUPPORT OF COLLEGE PROGRAMS & SERVICES

The Facilities, Maintenance, and Operations Department support the college programs and services in

numerous ways. This support includes purchasing of items, scheduling labor/services by contractors, and

labor by our Trademen and Custodians.

Facilities, Maintenance, and Operations Department’s support includes:

Dionized Water Service for the Physics and Science Departments

Installation of Equipment for the Culinary Department

Installation of Tile and Carpet for Seahawk Center, Bookstore, Technology, and PE Buildings

Field Treatment for the Athletic Fields

Piano Tuning for the Music Department

Cart Purchase and Repair for Athletics, Administration, Information Technology, Sheriffs, Swap

Meet, and Bookstore.

Installation of Portable Staging and Event Deck for Graduation and other events.

Campus Phone System Repairs

Glass and Window Repairs throughout the Campus

Fume Hood Testing for the Physics and Science Departments

Grease Hood Cleaning for the Culinary Department

Equipment Repairs for Athletics, Science, Math, and Culinary Departments

Replacement of Athletic Fencing

Recoating of Gymnasium Floors

Repair of Copiers for Campus Departments without Service Contracts

Re-keying of classrooms and officers per Division Chairs request.

Installation of Campus Signage per Administration and Sheriffs’ Department requests.

Repair and upkeep of Equipment used for Swap Meet.

Equipment and other Items for the Graduation Ceremony

Repair and upkeep of Harbor Teacher Preparation Academy Buildings.

Hazardous Waste Disposal of Lab Chemicals and Materials.

Bio-Hazardous Waste Disposal for Student Health Center, Science Division, and Nursing Division.

Indoor Air Quality Management

Campus and Parking Lot Lighting Systems

Equipment and Furniture Moves

35


ROLE IN CONSTRUCTION

For our construction projects at LAHC the tradesmen have been afforded the opportunity to provide the

design team related to each construction project with their input from the beginning. Each tradesman will give

the designer preferences or standards related to their operational requirements. Preferences include campus

standards which have been approved by the District or the Core team at LAHC. The specific tradesmen will

also include preferences based on maintenance issues such as accessibility, reliability, and compatibility with

existing systems. After the design team has incorporated these preferences into their partially complete

documents the tradesmen are given the task of reviewing them and making note of any discrepancies related

to their expectations for the operational systems that each tradesman is involved with. Once the 100%

documents are provided the tradesmen will check them to make sure everything is in order. The tradesmen are

involved in the construction process at just about every level from the design phase, ground breaking, the

building phase, doing walkthroughs to actually look at the installation of various systems, and to make punch

lists in order to correct deficiencies before final completion. Our interaction with the building contractor is at

an informational assistance level mainly but will include operational assistance for emergencies, such as

accidental damage to any of the underground infrastructure. Tradesmen participate in safety and coordination

meetings with the contractors and CM’s for actions such as a high voltage, chilled water, domestic water, or

irrigation shutdowns. Due to the fact that there are, at this time, three major construction projects in full

swing, one in the beginning stages of site preparation, and one more scheduled to come on line for a total of

five projects running concurrently, these outages occur on a fairly frequent basis and require a lot of

interaction between all parties involved. This condition has had a major impact on manpower available for

Facilities maintenance which has already been impacted by the loss of key personnel due to budgetary

constraints. The results of these factors has altered the traditional focus of our Facilities as a scheduled

maintenance operation to more of a group of firefighters running from one emergency to another with some

respite in between to allow us to do work requests that are generated by Faculty and Staff.

Roles of FMO Management and Tradesmen

Director of College Facilities - The Director of College Facilities provides overall coordination of all

aspects of design, compatibility of systems, and physical construction and safety of all buildings prior to and

during construction.

General Foreman - The General Foreman performs daily coordination of all campus systems.

Operations Manager - The role of the Operations Manager in the construction process is to be actively

involved and participate in the planning, proposing and designating of specific dispensers and equipment

which is needed in the construction of new buildings and structures on campus. The Operations Manager is

also involved by participating in weekly facilities meetings with the construction project managers and

architectures to allow proper communication and updates on the status of all campus construction projects.

Electrician - The Electrician provides input in the type and locations where more lighting is needed as well

as outdoor power receptacles. One important emphasis is purchasing the equipment from compatible or same

manufacture, and making sure the equipment power needed is what we have available in the premises. The

Electrician also informs the contractors of building needs that are not present in the blueprints. During

construction the Electrician informs contractors of utilities locations, rating, accessibility, and plans for future

connections to the electrical system. After the buildings are finished, the Electrician checks for abnormal,

unsafe, or not to code installation of the equipment and devices such as switches, receptacles, and light

fixtures.

36

HVAC Technician - The HVAC Technician works with the design teams to achieve a standard that will

allow us to train and become proficient in the operation the college’s specific HVAC equipment. The HVAC

Technician provides feedback and assists with utilities shut-downs. After the buildings are finished the

HVAC Technician checks for issues that the contractor needs to repair on warranty and tries to find better

ways of doing things and implement them in the next buildings.

Lead Gardener - The Lead Gardener participates in the initial planning and requesting of specific landscape

vegetation in the construction of new campus buildings. This may include trees, shrubs, flowers, ground

cover, grass and any other item used for the campus in the installation of new growth and landscaping. The

Lead Gardener also participates in planning meetings and groups concerning the progress and upkeep of the

vegetation that is selected. Additionally, the Lead Gardener must actively participate in working hand-in-hand

with construction contractors in repairing irrigation lines that are accidently broken or damaged during the

construction process. The Lead Gardener ensures that water is shut down to affected areas while repairs are

made, then checks after the construction crews make the repairs to ensure they are accurate and concise. The

lines are then tested to ensure efficiency and operation is satisfactory.

Locksmith - The Locksmith works with the project managers, contracts and installers on a multitude of

keying issues. A few of these issues include: the master keying for the entire campus, new products on the

market, testing cycle products, resolving any pending construction items, change orders, granting secured

access to construction sites, providing construction cores, and hard keys on planned building demos. The

Locksmith works along side IT project managers on creating data for the network system, setting time zones

for entry access to secured locations on campus, troubleshooting non-functioning areas, and reviewing all and

any unauthorized access. The Locksmith reviews and revises documentation such as drawings, blueprints,

floor plans, master keying schedule, submittals, and transmittals. The Locksmith attends meetings to discuss

the materials to be used on projects, inspects, reports, and documents that all installations and materials used

are complete and meet all ADA building and safety requirements. After a building is finished the Locksmith

reviews all lock and door installations and provides a list of issues that need to be changed or repaired to the

project managers.

Plumber - The Plumber is involved in planning related to points of connection for domestic water, storm

water, and sewage line systems. The Plumber also gives input to the architects on the buildings’ plumbing

and fire sprinkler systems, valve placement, hot water, recirculation systems, and clean out locations. The

Plumber also assists the contractors during construction to handle any repairs created from problems

associated with the construction. On a daily basis the Plumber meets with Arcadis, contractors, and architects

on the numerous plumbing issues related to planned and newly constructed buildings.

37

Non-Bond Related Construction & Repairs

There is construction that occurs on campus that is considered non-bond related. This construction is funded

through Federal and State grants. The management of these construction projects sometimes requires the

Facilities, Maintenance, and Operations to organize the entire project from beginning to end. This type of

construction goes through a very extensive bidding process which requires coordination of architects,

engineers, and contractors. Some repairs are funded by Campus Divisions when they have funds to cover the

costs. Facilities, Maintenance, and Operations prepare the Facilities Orders, Short Term Agreements, and

Contracts to have these repairs completed.

YEAR NON-BOND RELATED COSTS

2007 - 2008 $ 62,410.03

2008 – 2009 $ 278,914.30

2009 - 2010 $ 83,435.59

Non-Bond Construction & Repairs Breakdown:

2007 - 2008

Tile for the Bookstore - $ 8,588.00

Asbestos Abatement for Athletic Office Roof - $ 1,050.00

Asbestos Abatement for the Administration Building - $ 2,975.00

Door Repairs throughout Campus - $ 21,997.03

Nursing Classroom Remodel - $ 27,800.00

2008 – 2009

Doors for the Nursing Building - $ 22,966.30

Blinds/Drapes for Music, Fine Arts, and Drama/Speech Buildings - $ 28,828.00

Nursing Classroom Remodel - $ 45,300.00

Asbestos Abatement for Culinary and Special Programs - $ 33,520.00

Replacement of Administration Building Roof - $ 148,300.00

2009 - 2010

Repair of Expresso and Coffee Machines - $ 1,723.08

Repairs of Printer - $ 300.00

Nursing Projector Mounting and Installation - $ 6,098.79

Graduation Chair Rental - $ 1,938.54

Programming of Cash Registers for Culinary - $ 95.00

Message Center/Scoreboard of Athletics - $ 1,020.00

Carpeting for LAC Labs and Office - $ 8,706.81

Parking Lot Fixtures - $ 63,553.37

38

Alterations and Improvements

Buildings and other areas throughout the campus receive alterations and improvements when the Facilities,

Maintenance, and Operations Department discover a safety issue or receives approval and funding to cover

the costs. Most of these jobs cannot be performed by FMO staff and are considered Public Works Projects.

As Public Works Projects three bids must be obtained and the FMO Department creates a Facilities Order for

the contractor to complete the job.

Examples of Alterations and Improvements:

Installation of Carpet

Painting of Entire Rooms

Grinding of Trip Hazards


Culinary Kitchen Upgrades

Parking Lot Patching

Gymnasium Floor Finishing

39


SERVICE AREA OUTCOMES FOR 2011 - 2012

Service Area Outcomes Methods of Assessment Measurement

Criteria

Summary and

Analysis of Data

Use of Results and

Modifications

In support of student learning,

staff will manage a

comprehensive scheduled

maintenance program for all

areas of campus facilities. The

Facilities, Maintenance, &

Operations Department’s staff

will schedule group cleaning and

maintenance projects during

academic breaks to increase the

cleanliness and enhance the

learning environment for the

students.

Phone Calls to FMO

Emails from Staff

FMO Staff Concerns

FMO Management

Review of Buildings

Student

Satisfaction Survey

Number and Type

of Complaints

Focus Groups

Opinion Surveys

Website Feedback

Email Feedback

Work Order

Reports

(To be completed after

assessment is completed.) Review for possible

changes in scheduling

of staff.

Maintenance and

repair projects

created from review

of all campus

facilities and

grounds.

Students are aware of recycling

and environmental issues on

campus. The Facilities,

Maintenance, & Operations

Department’s staff will promote

further awareness of how the

students, faculty, and staff can

participate in creating an

environmentally friendly

campus.

Staff and Student

Inquiries

Previous year’s waste

diversion records.

Student

Satisfaction Survey

Number and Type

of Complaints

Focus Groups

Opinion Surveys

Website Feedback

Email Feedback

Waste Diversion

Records


assessment is completed.) Promote program to

community.

Media

Acknowledgement

Funds generated from

the program to be

used for recycling

items and equipment.

Faculty and staff have the ability

to plan for alterations and

equipment installation for their

departments. The Facilities,

Maintenance, & Operations

Department’s staff will institute

a campus-wide process for

planning needs in support of the

Educational Master Plan.

FMO Staff Concerns

Scheduling of Work

Requests

Procurement

Procedures and

Regulations

Email Feedback

Meeting Minutes

Planning Process

Instructions

Number of

Planning Forms

Submitted

Staff Survey


assessment is completed.) Improved scheduling

of staff to handle

short and long term

projects.

Minimize the amount

of time a classroom

or area is unavailable

for use.

Review of equipment

needs by Tradesmen.

40


2007 - 2010 OBJECTIVES

Year Objective Status Outcome

2007 Move to new building and organize shops to be more

efficient for tradesmen to complete their work and an

area to make their supplies readily available.

C The shops are organized allowing tradesmen to keep a better

inventory of supplies and provide them each space to finish

their work requests.

2007 Bond related support for new building design.

C Support was provided for new FMO building and Chiller

Plant.

2007 Purchase platform, staging, and field cover for events

such as Graduation.

C The platform, staging, and field cover has allowed the

college to hold the Graduation on the football field and has

made the setup of the stage easier.

2008 Implement new Tamis Work Request System.

C The new work request system has allowed our staff to be

more efficient and the tracking of requests available to

requestors and FMO staff.

2008 Implement new Jantek Timeclock System.

C The new timeclock system has allowed our staff’s time to be

accurately reported and recorded for tracking purposes.


C Support was provided for new buildings: SSA, NEA,

Technology, and Chiller Plant.

2009 Install emergency call boxes throughout the campus.

C Emergency call boxes were installed in open areas and

parking lots. More will be installed in 2010.

2009 Focus on campus safety hazards.

C Trimmed and removed trees, grinding of step hazards, and

lighting installed in dimly lit areas of campus.


C Support was provided for new buildings: PE/Wellness

Center and Child Development Center.

2010 Increase safety training workshops for Facilities

Staff.

IP The FMO Management has created a list of safety meetings

for the year and has scheduled dates.

2010 Detailed cross-training for closely related trades on

energy systems for coverage when staff is

unavailable.

IP The FMO tradesmen are currently being trained on the

heating and air conditioning management system so they can

assist in the absence of the HVAC Technician.


IP Planning for new buildings continues for the new Life

Sciences building and new LRC/Library.

STATUS

C = Completed

IP = In Progress

NI = Not Implemented

41

FACILITIES, MAINTENANCE, & OPERATIONS’

PROGRAM REVIEW SUMMARY

How does are mission align with the college mission statement?

The Facilities mission statement aligns with the college mission statement by fostering a safe, modern facility,

which is poised to provide future job training at an advanced level to our community.

What are the trends identified from the data collected?

In the last five years enrollment has increased by 20% and staffing has decreased by 15.5%. Expenditures

have increased one million dollars in the past 5 years. Work requests for repairs and alterations are increasing

as new buildings open.

Are there increases/decreases in the data?

Student and faculty population has grown while Facilities staff has declined. Utility cost has increased due to

new buildings and systems coming online. Work requests have increased.

What do these changes mean to the unit operation?

Operational costs have increased due to new square footage and mechanical systems. Employee costs have

increased which have negated any perceived savings in staff reductions. Current staff needs to be trained on

all new buildings and systems. There is a lack of staff development funds to provide training.

Strengths:

Team spirited employees with strong knowledge of the buildings and grounds.

Team oriented unit with a good camaraderie.

Goal oriented staff.

Strong leadership and supervisory coordination.

Pride in the support of the education of our students.

Strong work ethic.

Facilities personnel are reliable and work well with all campus personnel.

Dedicated tradesmen who take pride in their knowledge and craftsmanship.

Strong safety awareness related to environmental issues and emergency response.

Weaknesses:

Decline in staffing with increase in enrollment and new building square footage.

Lack of ongoing training and professional development for staff in regards to new facilities.

Dated Facilities and building systems.

Lack of tools and equipment to support campus operations.

Lack of funds to train staff.

Due to insufficient staffing, attendance issues affect the entire department.

42

Special Accomplishments or achievements in 2009:

Upgraded Recycling Program

Installed of Emergency Call Boxes

Installed of Big Bellies


Grinding of Concrete to Remove Safety Hazards

Switched to Green Cleaning Materials

Switched to New Asset Management Process

Installed Carpeting in LAC Labs

Installed Nursing Projector System

Supported Graduation Ceremony and Board Meeting

Grand Openings for NEA/SSA Buildings

Mayor’s Cleanup

Installed Air Conditioning Units in Science Building

Upgraded/Enhanced Air Conditioning in IT Server

Completed Installation of New Coffee Bar in Bookstore

Installed Tiling in Bookstore, Seahawk Center, and other Buildings

Opportunities:

New facilities from bond related construction.

New programs such as waste diversion and public surplus bring in funds.

Training for staff related to new systems and facilities (limited).

College classes, in-service classes and promotional opportunities.

Staff interaction leads to greater knowledge of crafts.

Ongoing safety training enhances staff awareness.

Emerging programs and technologies with new facilities.

Interaction with construction management and architects.

Challenges:

Lack of coordination for campus needs related to specially funded classes and associated equipment.

Failure of faculty and staff to follow process and procedures.

Lack of staff to cover new facilities built with bond funds.

Time to send staff to comprehensive training.

Lack of planning in regards to classroom needs and special events by all areas on campus. This lack

of process hampers the ability to use limited facilities staff efficiently.

Increasing levels of vandalism and damage to campus buildings and grounds.

Low morale due to limited staffing and additional work load related to new buildings and facilities.

Budgetary limitations discourage overtime for work that needs to be performed after normal working

hours.

The academic breaks do not allow enough time for campus maintenance programs.

It is difficult for Facilities personnel to be involved in Shared Governance because they are unable to

schedule time to attend meetings.

Decisions regarding the college facilities are made by committees who are sometimes unaware of

operational issues that conflict with what they want to see accomplished.

43


GOALS for 2011 - 2012

GOAL # 1: Establish and enforce policy and procedures for planning, scheduling, and coordinating programmatic needs for space alterations,

improvements, and known equipment replacement needs.

Objective Planned Activities Individual

Responsible

Start

Date

End

Date

Resource Request

Create Flowchart Creation of Flowchart on Process Bill Englert July 2011 Sept. 2011 Administrative Support

Create a Policy Template

Explaining Process

Gain Senior Staff approval of process for

campus-wide support.

Bill Englert Sept. 2011 Oct. 2011 In-house Administrative

Support from Senior Staff.

Meet and Train Requestors in

Policy Procedures

1. Present to WEC.

2. Hold Flex Day Activity

3. Publicize in campus email.

Bill Englert Oct. 2011 Ongoing Support from IT Department

Staff, WEC Committee, and

Flex Coordinator.

GOAL # 2: Enhance physical appearance of campus buildings.


Responsible

Start

Date

End

Date

Resource Request

Use of Modern Tools &

Equipment

1. Purchase Equipment

2. Training of Staff

Facilities

Management

July 2011 Ongoing 1. New Equipment

2. Additional Staff

Implement New Cleaning

Concepts

1. Team Cleaning of Buildings

2. Sr. Custodial Supervisor Goes Mobile

Facilities

Management

July 2011 Ongoing Laptop for Sr. Custodial

Supervisor

Create and Enforce Checklist on

Building Cleanliness Standards

1. Create Checklists

2. Training of Staff on How to Complete

Checklists.

3. Supervisors Posts Checklists

4. Inspection by Supervisors

Facilities

Management

July 2011 Ongoing Secured Mountable Holders for

Checklists

GOAL # 3: Create a scheduled/preventative maintenance program for routine building and equipment maintenance needs.


Responsible

Start

Date

End

Date

Resource Request

Utilize Scheduled/Preventative

Maintenance Program in Tamis

Training of Staff on System Facilities

Management

July 2011 Dec. 2011 Coordination with Steve Holton

on Tamis System

Create Scheduled/Preventative

Maintenance Schedules for all

FMO Departments.

1. Meet with individual FMO staff to

garner input.

2. Create Policy for Oversight.

Facilities

Management

July 2011 Ongoing 1. FMO Supervisors Support

2. FMO Staff Support

Insure That Oversight of Program

is Driven by FMO Supervisors

1. Train Supervisors on Management and

Supervision

2. Monthly Reviews

Facilities

Management

July 2011 Ongoing Training of Supervisors

44


STAFFING NEEDS for 2011 - 2012

Positions Needed for 2011-2012 Positions Needed Projected Salary for Each Justification of Need

Maintenance Assistant

2

$ 69,551

The Maintenance Assistant position’s work is as a helper to the

tradesman. They also handle tasks such as maintaining restroom

dispensers, plumbing issues, graffiti remediation, cart and vehicle

maintenance, changing lamps in light fixtures, and other low level

maintenance as needed. At the end of November 2010 we will

only have one Maintenance Assistant and this is a position that is

greatly needed to take care of a large amount of the work requests.

Custodian

4

$ 51,026

Due to the increased square footage of new buildings and the fact

that several custodians are out on industrial accident issues, there

are currently not enough custodians to cover all the buildings on a

daily basis. Custodians not only clean buildings but they also set

up and remove tables and chairs for events, move furniture,

respond to emergency clean-ups and handle pickup of recycling.

B-Shift Custodial Supervisor

1

$ 63,212

We currently have only one supervisor and he has to supervise 12-

14 custodians on the B-Shift. When the one supervisor is absent

there is a strong need to have a supervisor present to maintain the

desired level of supervision to ensure the work is being completed.

We need this custodial supervisor to reinstate inspections of the

buildings and the custodial assignment work. The custodial

supervisor could handle the event setups and removals, supply

inventory and requisitioning, and work order completions while

the Sr. Custodial Supervisor focuses on disciplinary actions,

employee evaluations, and other custodial issues.

Carpenter

1

$ 87,234

A carpenter is needed to repair safety issues before accidents

occur. other duties involve maintaining doors, windows, furniture,

cabinetry, staging, and the repair of building components and

structures made of wood or other building materials.

B-Shift HVAC Technician

1

$ 97,509

The normal work day covers half of the operational hours of the

campus. There is a large void in coverage for the campus related

to heating and cooling when demand is at its highest. There are

many maintenance related projects that the B-Shift HVAC

Technician could handle that currently has to be contracted to

outside contractors.

Electrician

1

$ 95,229

A highly qualified electrician is needed to handle the college’s

extensive and complicated electrical system.

45


EQUIPMENT NEEDS 2011- 2012

Equipment Needed for Academic Year

2011 - 2012

# of Equipment

Needed

Approximate Cost Justification of Need

Electric Carts

4

$ 12,000.00

Replace old and unsafe carts. New carts cost less to maintain.

Shop Tools

Various

$ 250.00

Hand tools for shops used on daily maintenance repairs.

Laptop

1

$ 400.00

For the B-Shift Sr. Custodial Supervisor to go mobile during team

cleaning to handle custodial paperwork.

Portable Welder/Generator

1

$ 3,000.00

Used to do welding throughout the campus. Needed for safety

issues. The generator will be used to provide electricity in an area

where there is no way to safely obtain electricity.

Parking Lot Paint Sprayer/Liner

1

$ 1,200.00

Needed for maintenance of the parking lot for pedestrian and vehicle

safety.

Single Manlift

1

$ 15,000.00

Needed for use in uneven areas when one man operation is needed

such as at the Central Plant.

Scissor Lift

1

$ 20,000.00

Lift used to reach over things such as building ledges to do repairs

when two man operation is needed.

Stake Bed Truck

1

$ 30,000.00

Needed to move furniture, pick up off-campus donations, move

event platforms and decking, pick up grounds materials, and move

recycling materials.

Bobcat with Backhoe

1

$ 50,000.00

To be used on plumbing issues when pipes need to be reached for

repairs. Also to be used when moving grounds materials for use on

athletic fields.

Copier for Receiving Department

1

$ 3,000.00

The current copier is almost unusable and barely copies. This is

needed for copying packing list and invoices of packages received

by the department.

Scanner

2

$ 2,000.00

Allows us to scan Receiving documents and store it digitally. Fax

machines are rarely used now and more companies need us to scan

and email items to them. This is also needed to scan construction

documents.

Small Gardening Equipment

Various

$ 3,000.00

This is needed for the grounds crew to efficiently do their job. Most

of their equipment is outdated and cost a lot to repair and maintain.

46


DEPARTMENT’S ANALYSIS

Staffing

The Facilities, Maintenance, & Operations Department’s staff are knowledgeable employees who have

maintained a team spirit in difficult budget times. There is strong leadership and coordination amongst the

supervisors on how best to utilize the employees for completion of work orders. The FMO staff takes great

pride in their job and strives towards the common goal of supporting the college’s faculty, staff, and students

while maintaining a clean and safe environment. The FMO staff has a very strong work ethic and has focused

this year on safety awareness and preparing themselves to handle campus emergencies. However, the

inadequate staffing of the department is a serious concern for the Facilities Management. The FMO

Department has been without a carpenter since December 2009 and this has greatly affected the department’s

ability to maintain and repair the campus facilities. There have been occasions where only a skilled carpenter

has the knowledge to complete some of the work requests. The lack of staff has made it very difficult to

cover the new facilities built with bond funds. Employee attendance is also a concern when it affects the

department from adequately servicing the buildings, be it custodial or preventative maintenance. When the

employees do not have the time to perform scheduled preventative maintenance, it creates the need for the

department to contract out service. The staff feels that there are simply not enough hours in the day to handle

work orders, perform preventative maintenance, deal with construction issues, carry out safety checks, and

attend training classes on new building systems.

Morale

The current morale of a majority of the FMO staff is low due to their frustration over the lack of staffing and

additional work load associated with trying to maintain and repair all the campus facilities. Frustration is

compounded when FMO staff is expected to perform work on last minute projects for campus departments

who have not followed the proper guidelines and procedures. Additional difficulties for the FMO staff to

perform major cleaning projects when there are very few academic breaks. There is a desire by the staff to

present a clean and safe learning environment for the faculty, staff and students. Sometimes this is a very

difficult goal to achieve when staff are unable to find time during the regular working day to accomplish

special projects. There is interest by several of the employees to serve on shared governance committees, but

with the amount of work orders, construction coordination meetings, and everyday work duties, they are

unable to find the time to attend committee meetings. Some of the staff have expressed disappoint that they

rarely receive positive feedback for a job well done. Instead they hear criticism from faculty and staff that do

not understand the issues the department must deal with on a daily basis.

Construction

Since construction began at the college, the FMO staffs role in the process has only grown. Several

tradesmen are on call throughout the day to meet with construction management and contractors. Repairs

caused by construction related damage are also creating an additional workload. Some of the tradesmen have

spent an entire day handling construction related issues; therefore completion of their work orders must be

rescheduled for another time. The addition of the new buildings has introduced new systems to the FMO

staff, but they only receive limited training.

47

Equipment

Many pieces of equipment used by the Facilities, Maintenance, & Operations Department is old and in need

of replacement. Carts are used on a daily basis by the FMO staff and are indispensible to the department.

However, most of the carts are old and need to be replaced with newer versions that cost less to repair.

Additional equipment is needed for the tradesmen and gardening staff to perform their jobs more efficiently

and safely. Due to the new facilities that have been constructed or are in the process of being constructed,

some heavy equipment is needed to properly maintain the new buildings and grounds.

Training

There is a dire need for the FMO staff to receive training and attend conferences to keep up to date on new

innovations and regulations vital to their trade. There is currently no funding available to attend conferences,

so the FMO staff make an effort to attend free trade shows offered by vendors. As new building systems

come online, some limited training is provided. However, the training is not sufficient and when a problem

occurs the college has to have service technicians troubleshoots and repairs the problems. With more training,

the FMO staff would be able to discover the problems and make the necessary corrections, thereby saving the

campus money. We could become “proactive” instead of “reactive”

Recycling Program

The Facilities, Maintenance, & Operations Department have established a campus-wide recycling program to

meet our waste diversion needs. The current program consists of dual compartment receptacles named “Big

Bellies.” These are used for cans and bottles on one side and solar trash compactor on the other. Progress

with our recycling program could be achieved by hiring new employees to perform the sorting of materials.

Due to limited staffing, the recycle program cannot expand as current employees must focus on their daily

cleaning assignments. Funds collected from recycling efforts are used to purchase recycling supplies,

equipment, and other items to assist the FMO staff do their job.

Safety Training

The Facilities, Maintenance, & Operations Department have recently increased safety training and holds

safety meetings twice each month. This training has helped the FMO staff become more aware of their

workplace and how they can be proactive to ensure the safety of themselves and their co-workers. Funding is

needed to schedule guest speakers to train the employees on safety issues that cannot be covered by the

Facilities Management. All FMO staff work very well together during emergency response drills. The

department performs safety checks every month on the fire extinguishers and campus buildings/grounds.

Facilities Management:

Facilities Management meets every week to plan, schedule, and coordinate team efforts and material needs for

work requests. Work requests are reviewed and priorities are made to allow the tradesmen to work together

and plan ahead for the week. Facilities Management meets before and after events, power outages, and

emergency drills to analyze what happened and what we could do better. Supervisors perform timely

evaluations and progressive discipline as needed. Facilities Management has established policies and

procedures for the department and informs staff through staff meetings, memos, and bulletin board postings.

Staff is kept informed by reviewing the posted Board agenda and construction meeting minutes. Daily

interaction with contractors - see role in construction.

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Trades Department:

Every one of the Tradesmen is cooperative and works together as a team when requested even though it may

be outside of their discipline. Due to staffing issues there are some jobs that the FMO Department is unable

to accomplish. A few of the Tradesmen spend a large amount of time on construction related issues, which

takes away from the time available to complete preventative maintenance and work requests. The need for a

Carpenter and Maintenance Assistant continues to be an issue for the department.

Receiving Department:

We do an excellent job as far as what is completed on a daily basis along with other duties assigned.

Inventory records and SAP computer data is inputted several times throughout the day and we strive to deliver

all packages received by the close of each day. All purchase orders are filed in numerical order and any copy

can be located expediently. We handle hazardous materials disposal, vehicle maintenance and smog

certification, revolving fund, and maintain all permits.

Custodial Department:

The custodial department operates with two shifts on the L.A. Harbor College campus. Day shift primarily

works the hours of 6:30 am to 3:00 pm and the swing shift primarily from 3:30 pm to 12 midnight. The

primary duties on the day shift consist of a custodian assigned to specific buildings to maintain a clean and

sanitary environment, with yet others who take care of the campus exterior, such as emptying of trash and

recycling, dumping the gondolas, servicing the Big Bellies, cleaning water fountains and policing the grounds.

On the swing shift, all custodians are assigned to a specific building in cleaning and maintaining a sanitary

environment. This all includes sweeping and mopping classrooms, emptying interior recycling and trash

receptacles, cleaning and restocking campus restrooms, etc. During non-school, non-academic periods, the

team concept is initiated and areas of the campus have restrooms deep-cleaned, floors stripped and waxed and

carpets shampooed and steam-cleaned. Custodians perform the movement of furniture and equipment as well

as set-up and take-down furniture for all campus special events.

Gardening Department:

The gardening department operates with a day shift team of five staff members who maintain the grounds of

the L.A. Harbor College campus. Primarily, the gardening staff is deployed from the hours of 6:30 am to 3:00

pm. The primary duties of the department are to cut/mow all campus seeded areas with the ride-on mower or

push mower, trim the grass next to buildings and such with weed-eaters, clean down sidewalk and walkways

with a blower, rake up all landscaped by-products, trim and prune trees and shrubs, recycle green waste,

distribute mulch on campus and conduct preventative maintenance of all gardening equipment.

Clerical Support:

The clerical support for the Facilities, Maintenance, and Operations Department consist of a Facilities

Assistant. The Facilities Assistant has a varied list of duties that provide not only support to the FMO

Department, but also to the college in general. The amount of work produced by the office has increased in

the past four years as more responsibilities have been undertaken and assigned to the Facilities Assistant. The

creation of the Facilities Focus newsletter and new programs such as the Tamis work request system and the

Jantek time reporting system has increased productivity and accountability. The Facilities Assistant also

assists the FMO Supervisors with planning Safety Meetings, Coordinating Setups, and dispatching calls to

tradesmen and custodians.

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Civic Center Permits:

Civic Center rentals have increased steadily since 2007 with several groups renting the facilities for multiple

dates. Approximately forty applications are requested monthly by groups that do not end up following

through with their requests. These groups cite many reasons for not booking at the college. Most of the

reasons are that the fields are not available on Sundays due to the swap meet and/or some groups are

unwilling to provide the $ 1,000,000 liability insurance required by the District. A few groups believe that

our prices are too high, but when compared with other colleges in and outside of the District, our rates our

much lower than others for the facilities we offer. Cooperation from the Athletics Department has improved

in the last couple of years, but better communication is required to make sure that all groups using the fields

have gone through the civic center process and are covered by insurance.

Facilities Focus:

The Facilities Focus is a useful tool for keeping the campus staff informed of Facilities issues and projects.

We currently do not focus on construction related items related to the bonds. A majority of the staff enjoys

writing for the newsletter and finds it is a great way to showcase the work provided by the department. The

District Office has shown appreciation of our newsletter and is now planning on creating their own – based on

our style and format.

Work Order System:

Prior to 2007 the work orders and key requests were submitted on paper and submitted through campus mail.

This process wasted paper and caused a significant time delay between the initiator submitting the request and

the FMO Department assigning the work to a technician. Before the system was implemented there was no

notification of when a work order was completed or if FMO had a question, they were often unable to reach

the initiator on the phone. The Tamis work request system has made data collection very easy and a report

can be printed to show work orders broken down by campus department, FMO technician, building, or craft.

It also gives totals for labor costs and materials cost for work orders during a specific time period. This

system has allowed the FMO Department to be more efficient and better able to serve the students, faculty,

and staff.

Time Reporting System:

The time reporting system has allowed the FMO Department to accurately report employees’ time to the

payroll office. If needed the supervisors can print a report listing the attendance of a specific employee and

use that information in disciplinary actions. Since the system requires the employee to use their own

handprint to clock in or out of work, this has ensured that no fraudulent reporting is submitted to the office.

Industrial Accidents:

FMO Supervisors are required to complete a report and discuss with the employee on what to do so that it

won’t happen again. They share the information regarding the hazard at the monthly safety meetings and

immediately address the issue to repair it if it is equipment or facility related. Pre-job safety meetings are held

and possible safety hazards are dealt with before the job begins.

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DEPARTMENT’S FUTURE PLANS

Facilities Management:

We strive to achieve our goals and objectives. We will be training Facilities Management in ADA

Regulations so that the supervisors are able to recognize these issues when work requests are submitted. The

Facilities Management will be trained on fire/life safety codes. There are plans to send staff to training

seminars and trade shows so that they can return and share information with all FMO staff. We are reviewing

the current work hours and may alter as needed.

Tradesmen:

The Tradesmen have recently begun meeting weekly to review work requests for electrical, plumbing,

painting, heating, and air conditioning issues. The plan is to coordinate work and staff together to complete

both large and small projects. The FMO Department is increasing work safety awareness by holding

meetings each month to discuss and train the staff on how to be safe while working on campus.

Receiving:

The Receiving Department plans to convert to a paperless system by scanning all documents and filing

everything electronically. This will allow the campus staff to view purchase orders and packing slips from

their computers and even print copies for their own records. We also want to use electronic clipboards to sign

for all deliveries and to allow for faster tracking of packages. We would like to find another storage building

or covered location to house all of the items used for graduation and for items to be placed on Public Surplus.

Custodial:

The FMO Department would like to see that staffing resources are significantly increased to meet the campus

demand of custodial work that is needed to complete in cleaning and maintaining the campus square footage

as a whole. This would also include the need to implement a fully-recognizable campus recycling team to

maintain the campus recycling needs and increase our waste diversion goals for the campus as well.

Gardening:

The FMO Department would like to see that staffing resources are increased to allow our team to pursue more

intricate and significant goals in pruning and trimming our trees and landscape. Also, to be involved more

heavily in conducting campus fertilization and seeded area treatments as well as completing all the campus

pest control needs as a whole.

Clerical Support:

The Facilities Assistant plans to take a class on Excel to become more familiar with the program. She is also

planning to redo the Facilities Department website to be more user-friendly and add the civic center

applications to the website. There are also plans to create a brochure promoting Los Angeles Harbor College

as a great location for meetings, events, and filming. The Facilities Assistant would also like to work on

doubling the number of Facilities Focus issues that are produced each year. Other plans include reviewing

the architectural drawings and discarding the ones that are no longer needed, creating a library of the

Operational Manuals, and submitting vendor forms for potential vendors for future jobs.

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Civic Center Permit Process:

To increase rentals, a website with pictures and applications will be created during 2010-2011 to make the

process easier for groups to access information at all hours of the day. The pictures will also allow location

scouts to view our facilities online and this might encourage them to choose our college as a filming location.

A brochure is also planned and will be mailed to area high schools and businesses promoting our facilities for

rental. With the recent addition of bleachers on the visiting side of the football field, the stadium will be more

appealing to high school groups who need separation of the fans. The purchase of a scanner would help

facilitate the application process since fax machines are not used or available to some groups and they need

documents emailed to them.

Facilities Focus:

The FMO Department plans to continue producing the newsletter every semester. If the department feels

there is vital information that we need to inform the faculty/staff about, between issues, we will publish

additional issues. In the most recent issue of the Facilities Focus we began a series focusing on a staff

member and we plan on continuing this spotlight on employees. We also plan on reporting on the ways the

department is modernizing our equipment and training of staff to become a “greener” campus.

Work Order System:

The work order system allows the FMO Department to create a scheduled/preventative maintenance program.

This program will allow the tradesmen, gardening, and custodial department to plan a year in advance for

work including filter changing, stripping and waxing of floors, etc.


LARGE PROJECT PLANS

The Facilities, Maintenance, and Operations Department have some large project plans for the future.

Stadium Turf Replacement

Road and Parking Lot Repairs

Demand Side Energy Management Projects

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PLANNING FOR NEXT PROGRAM REVIEW

What we will do to prepare for the next program review:

The Facilities, Maintenance, and Operations Department’s staff will prepare the review similar to this one by

meeting, discussing, and analyzing the department’s strengths, weaknesses, opportunities, and challenges.

Information we will be collecting:

The FMO Department will be collecting information on work requests, civic center permits, facility

reservations, and waste diversion. The department will also review the goals, objectives, and student area

outcomes to determine future plans. Staffing and equipment needs will be assessed and requested in the

review.

How we will collect information:

The FMO Department will collect information from the Tamis work request system, waste diversion records,

civic center permits, and facility reservation forms. Meetings will be held with the staff to discuss issues to be

reported in the review.

Reports to prepare on an annual basis:

There are many reports that the FMO Department prepare throughout the year. Attendance charts for the

custodians are prepared weekly and the entire department’s attendance is compiled on a quarterly basis. The

state mandated waste diversion report is due annually.

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APPENDIX

facilities, maintenance and operations department … · plumber in this program review the...

Documents