Mt. San Jacinto College Administrative Unit
3-Year Program Review
Mt. San Jacinto College Mission Statement:
Mt. San Jacinto College, a California Community College, offers accessible, innovative,
comprehensive and quality educational programs and services to diverse, dynamic and
growing communities both within and beyond traditional geographic boundaries. We support
life-long learning and student success by utilizing proven educational methodologies as
determined by collaborative institutional planning and assessment. To meet economic and
workforce development needs, MSJC provides students with basic skills, general and career
education that lead to transfer, associate degrees and certificates. Our commitment to
student learning empowers students with the skills and knowledge needed to effect positive
change and enhance the world in which we live.
Approved by the Board of Trustees on September 10, 2009
Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
INTRODUCTION –Conceptualizing Program Review
Program review is a systematic process of data collection, analysis, and interpretation for effective
planning and accreditation review. Program review ought to be a “360-degree” review or a review from
all angles over time, of the effectiveness of an “educational program”. Fundamentally, program reviews
requires an institution to ask important questions about itself and to perform analysis about its own
performance. The review of the quality of effectiveness of Mt. San Jacinto College programs is an
ongoing professional responsibility and should be both meaningful and practical. A complete program
review cycle involves distinct conceptual steps: a precise and accurate description of things as they exist,
evaluation of whether those things are sufficient or appropriate or “good enough” to satisfy the
institution’s pursuit of excellence, planning for needed improvement, implementation of those plans,
and evaluation of the effectiveness of the actions taken in achieving the desired results.
The major objectives of Program Review are to:
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State program goals and align future goals with the college’s mission and goals
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Collect and analyze data on key performance indicators, administrative unit outcomes, program
activities and accomplishments
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Examine and document the effectiveness of administrative services
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Facilitate program improvement through analysis of student learning outcomes at the course,
program, administrative and institutional level
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Aid in institutional planning and decision-making processes within the college structure
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To use program review data and goals as rationale for budget, staff, facilities, professional
development, curriculum, and other planning decisions
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Comply with Accreditation Standards, Federal and State law, Title 5, and other legal certification
requirements
Plans for improvement that result from program review should be integrated with or connected to
overall institutional plans so that the regular institutional processes for setting directions and timelines,
and providing resources for action, support the implementation of those plans.
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Mt. San Jacinto College Administrative Unit
3-Year Program Review
Mt. San Jacinto College Institutional Priorities
Program Review and assessment is the cornerstone of planning. The Board of Trustees has adopted the
following Institutional goals that embrace the following concepts:
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Student Success
Fiscally Sound Position
Systematic Planning and Assessment
Institutional Pride and Organizational Culture
Community Partnerships
Integration of Program Review into MSJC Planning Processes
Program Review provides a means through which each college division (sector) set goals and objectives
that support the Board Adopted Institutional Goals, through focusing on the student as a learner. All
administrative unit areas are expected to reference the Institutional goals as reports are prepared.
Self-Study documents are intended to be key drivers informing the District of the colleges’ strategic
planning process. Administrative Unit Program reviews will be updated annually and serve as a vital
component in the planning and budgeting process. Completed reviews will be shared with all college
constituent groups via the Institutional Program Review Committee and Institutional Planning
Committee (IPC) and made available to the entire college community online. The result of discussions in
the planning committees is intended to link into budget planning
Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
Components of Program Review
Administrative Unit Program Review contains the following sections:
1. Executive Summary
2. Administrative Unit Overview
2.1 Mission Statement
2.2. Philosophy Statement
2.3 Administrative Unit Functions
2.4 Identification of Recipients of Service
2.5 Quantity of Contacts
2.6 Unit Goals and Objectives
2.7 Administrative Unit Strengths
2.8 Improvement Areas
2.9 Operational Mandates (If applicable)
2.10 Accreditation Concerns
2.11 Results of Previous Program Review/ Progress on Goals from Last Cycle
3. Unit Resources
3.1. Organizational Chart
3.2. Staffing Level (Full and Part Time)
3.3. Annual Budget and Amounts Budgeted for Resources
3.4. Resource Inventory
3.5. Collaboration with Students and/or Other Units
4. Needs Assessment of Unit
4.1. Administrative Unit Recommendations
4.2. Identification of Resources Required to Achieve Recommendations (Staff, Supplies,
Equipment, Facilities, Marketing/Outreach needs, Institutional Research needs, Other)
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
Administrative Unit Program Review Work Flow Chart
Office of Institutional Effectiveness and Planning
Paul Hert, Brandon Moore, Rebecca Teague, Charles Hawkins
Ensures Administrative Unit addresses Institutional Effectiveness, Planning,
Assessment and Accreditation concerns and needs
Collects Program Review and AUO with data/evidence. Stores information
on network drive and internet.
President/Superintendent / Vice President
Roger Schultz, Becky Elam, Irma Ramos
Reviews approved Program Review and SLO/DLO/AUO.
Ensure that documents addresses unit needs and accreditation
Deans and Directors
Review Service Area Program Review and SLO/DLO/AUO for discussion, enhancement, and approval
Unit Area Leaders
Submission of Program Review and SLO/DLO/AUO
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
Administrative Unit Program Review Worksheet
Administrative Unit Area: Business Services, Maintenance & Operations
Prepared By: Brian Twitty
Academic Year: FY11-12
1. Executive Summary
The Maintenance & Operations Department ensures that district owned facilities are maintained in
a manner that assures effective utilization and the continuing quality necessary to support the
programs and services provided by the institution. The Department currently is made up of 4
Managers, 2 Support Specialists, 6 Maintenance Workers, 5 Grounds Workers and 14 Custodians
who oversee 470,656 square feet of campus facilities.
The department is committed to supporting the mission of the institution by ensuring that
instructional effectiveness is maintained as it relates to district facilities. We strive to take proactive
approaches in identifying facilities priorities in an effort to reduce operational costs and extending
the useful life of buildings.
2. Administrative Unit Overview
The Unit Overview should reflect the consensus of the staff within the administrative unit. It is meant to
provide a broad understanding of the area, current trends related to the area’s mission, and how the
area serves to meet the overall mission or goals of Mt. San Jacinto College and its campuses. The
following reflects the general guidelines followed by the services areas in completing their area
overview.
2.1 Mission Statement
The Mission of the Maintenance & Operations Department is to plan, build and maintain District
building and grounds in a manner which supports the institutional goals and fosters an
environment conducive to learning.
2.2 Philosophy Statement
Note: Identify or outline how your area serves the mission of the institution.
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Mt. San Jacinto College Administrative Unit 2011
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Suggestion: Please limit to a single, brief paragraph
2.3 Administrative Unit Functions
Customer Service
 Work Orders
 Phone Calls
 Walk-ins
 Transportation
 Support of District Sponsored Events
 Safety Training
Building Maintenance
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Preventive Maintenance
Mechanical Systems
Plumbing Systems
Electrical Systems
Roofing
Safety/Security Inspections
Key Control
ADA Accessibility
Waste Management (Reduction, Recycling)
Energy Management
Hazardous Materials Management
Space Inventory
Facilities Condition Analysis and Assessment
Construction
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Small Projects
Capital Construction/Planning & Support
Site Improvements
Energy Efficiency
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Mt. San Jacinto College Administrative Unit 2011
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2.4 Recipients of Service
Note: Identify the customers and/or recipients of the services offered and performed by the unit.
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Students
Administrators/Managers
Classified Staff
Faculty
Community Members
Vendors
Contractors/Architects
2.5 Quantity of Contacts (Recipients Served)
Note: Briefly report the number of customers served and/or provide a general description of the
population(s) you serve (students, faculty, staff, community, etc.). When reporting numbers,
please specify the timeframe you are reporting (annual, quarterly, monthly, etc.).
Work Order requests are submitted, stored and tracked via the department’s online system,
customers are able to submit, track and view request for all district related needs.
Timeline
Dec 2010-Dec 2011
Dec 2009-Dec 2010
Dec 2008-Dec 2009
Total Completed Work Orders since Dec 2008
Completed Work Order Count
2699
3039
2175
7913
2.6 Unit Goals and Objectives:
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
Note: Identify the unit’s annual goals and describe how the unit goals relate to the institutional
goals. List your service area’s administrative unit outcomes. Unit objectives must be related to
the district goals AND have one or more measurable outcome. Objectives must also be
addressed in the SLO/DLO/AUO worksheet and Assessment Plan.
Unit Goals:
 Improve district wide campus signage
 Reduce monthly energy expenses
 Develop a project prioritization process
 Improve department website for user needs
 Create a “charity volunteer team” for community involvement
Administrative Unit Outcome(s):
 In support of students, the Maintenance & Operations Department will continue to
implement the Energy Sustainability Program throughout the District in an effort to
reduce energy consumption. In doing so, current and future mechanical systems will
experience longer life cycles allowing the department to improve upon and ensure that
all areas are well lit and interior temperatures are controlled at comfortable and
efficient level. (Fiscally Sound Position, Strategic Goal 5.2-10% reduction in monthly
electricity and gas usage, measured by monthly energy bills)
 In support of students, the Maintenance & Operations Department will develop and
implement an Integrated Waste Management System consisting of District-Wide
recycling efforts. Concentrated efforts in this area will improve the organizational
culture by encouraging faculty, staff and students to recycle.
 In support of students, the Maintenance & Operations Department will conduct a
District wide assessment of campus signage and wayfinding efforts. In order to ensure
that all visitors to District facilities are able to navigate in an efficient manner the
department will continue to identify areas of improvement and develop plans for
implementation. (Student Success, Goal 3.5-Improve campus signage and develop GPS
mobile app to aid students in locating essential departments and services by learning
site.)
2.7 Administrative Unit Strengths
Note: Briefly describe about five of your area’s greatest strengths. Strengths substantiated
through data are preferred. Provide evidence from customers/recipients that demonstrate
success. How does the unit work to correct problems and improve its services? What strategies
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
have been used to improve delivery of support services within the unit (e.g., technology, online
options, paperless access)
Strengths
Work Place Safety
Description
The Maintenance & Operations Department continues to take
very proactive approaches as they relate to safety issues, as
areas of concern are identified work orders are created and
assigned the highest priority. Weekly staff safety meetings are
conducted to ensure ongoing efforts are maintained.
Dec 1, 2008-Dec 1, 2011 the department has received and
Completed 31 Safety related work orders.
Customer Service
The Maintenance & Operations Department has continued to
Strive for ongoing improvement in the area of customer service.
We have implemented a professional attitude towards all
interactions with the campus community.
Dec 1, 2008-Dec 1, 2011 the department has successfully
completed 7,913 work orders while maintaining a relatively
flatline work force due to State budget constraints and
retirements.
Preventive Maintenance
Issues related to Mechanical Systems make up a large number of
incoming requests for service. Lighting and HVAC systems have
been identified as two very important components of maintaining
A positive working and learning environment. The department has
added a Mechanical Systems Supervisor position who’s primary
function is to ensure the daily operational status is maintained and
that all systems are operating at the highest levels of efficiency.
Preventive Maintenance (PM) schedules are housed and tracked
within the departments Computerized Maintenance
Management System (CMMS).
Integrated Waste Management
State of California owned and operated facilities are mandated to
reduce landfill disposal by a minimum of 50% from the previous
years disposal tonnage. This is achieved by an aggressive
recycling campaign which requires all levels of the campus
community participation. The Maintenance & Operation
Department has been successful in meeting or exceeding this
requirement for the past three years.
Assembly Bill 75 requires an annual submission to the State
Organization Agency Recycling Database (SOARD)
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
Energy Management System
The Maintenance & Operations Department utilizes a
a computerized energy management system. The California
Community Colleges Board of Governors Energy and
Sustainability Policy provides specific guidelines for all State
facilities to abide by. The department strives to maintain the
most energy efficient systems while ensuring instructional
space temperatures are comfortable.
2.8 Improvement Areas
Note: Identify specific issues and/or needs that are affecting the efficiency or effectiveness of
your area. Summarize areas in which the unit can capitalize on opportunities available and
increase effectiveness. Identify barriers which the unit faces. What future trends are likely to
have an impact on the unit and how does the unit intend to deal with them? Do you anticipate
that the workload will increase, decrease, or remain constant in the upcoming one to three
years? IS this a temporary situation?
1. Staffing Levels: As new facilities come online, the Maintenance & Operations department
will need to increase key staffing positions in order to ensure the necessary support is
provided to each facility. The Menifee Valley Campus will open a new 33,885 square foot
Social Sciences and Humanities building in the Fall of 2012. This building will require the
addition of one full-time Custodian along with one full-time Maintenance worker in order to
provide proper maintenance requirements (Association of Physical Plant Administrators,
(APPA) states that each FTE Custodial position can affectively maintain 32,143 square feet of
cleaning space during an 8 hour work shift) . The department currently has two vacancies in
key positions, one Journeyman Maintenance Worker and one Lead Grounds worker. We
anticipate the successful recruitment and filling of both positions prior to Summer 2012.
There are five Final Project Proposals (FPP) waiting funding at the State level, with the
successful completion of these facilities we will need to ensure that staffing levels reflect the
needs these facilities will require.
2. Equipment: The Grounds department will require replacement of several commercial
lawnmowers within the next calendar year in order to meet the demands of the current
landscaping requirements. Mowing of lawns accounts for a majority of the time spent
maintaining District grounds, the department will continue to assess and develop plans for
xeriscaping projects in order to minimize the overall footprint of grass areas at both of the
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
main campus sites. Partnerships with local utility companies will assist in this area as funds
become available.
3. Aging Infrastructure: Many of the current facilities at the San Jacinto Campus are well in
excess of 40 years old. With Deferred/Scheduled maintenance dollars not being available at
the State level these facilities will need to be addressed at the local level in order to ensure
operational readiness. The District recently completed the development of a Facilities
Master Plan which will provide the necessary long range plan related to facility needs for the
next 25 years.
2.9 Operational Mandates
Note: If applicable, identify all related requirements applicable to Title 5 requirements and any
other mandated requirements identified by the state, federal, and/or local level.
Mandated requirements
Frequency
Fire Alarm Systems Testing- State/Federal
Fire Suppression Systems- State/Federal
ElevatorsState/Federal
Fleet Vehicle SmogState
Mechanical SystemsState
Water Treatment Systems- State
Waste Reduction AB 75State
Monthly, Quarterly, Annually
Monthly, Quarterly, Annually
Monthly, Annually
Annually
Annually
Monthly
Annually
Underground Fuel Tanks-
State/Federal
Monthly, Quarterly, Annually
Backflow Device
Certification
Local
Annually
AQMD Boiler Permit
State
Annually
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Mt. San Jacinto College Administrative Unit 2011
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Storm Water
Management Plan
(SWMP)
State
Annually
2.10 Accreditation Concerns
Note: Compare comments related to Accreditation and how your area addresses targeted
concerns.
Standard III.B.1- The district will develop an Administrative Procedure for Safety Inspection for
both on and off campus facilities. Further, the district will review the feasibility of adding a
Compliance Officer to assist with annual inspection reports and compliance issues.- The
Administrative Procedure for Safety Inspections will be developed within the Physical
Resources Committee actions, it is anticipated at this time that the AP will be ready for review
through shared governance by June 2012. The Compliance Officer position was approved and
will be filled by June 30, 2012.
Standard III.B.1.b- AP for On-Site and Off-Site Safety Inspections
Standard III.B.1.b.2-Off-Site inspection protocols
Standard III.B.2.a.1-AP for Total Cost of Ownership- Standards III.B.1.b, III.B.1.b.2 & III.B.2.a.1
is currently being developed within the Physical Resources Committee. Completion of the
Administrative Procedures is scheduled for June 2012.
Standard III.B.2.b.1- Reinstate the Facilities Committee. The Physical Resources Committee will
now take the place of the former Facilities Committee; the committee was re-established in
October 2011 and will meet on a quarterly calendar in order to oversee college improvements
and to ensure compliance with the Facilities Master Plan.
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
2.11
Results of Previous Program Review/Progress on Goals
Note: Describe the progress the unit has made toward achieving the goals of the last review. List
plans for improvement from previous program review and describe progress made, providing
data where applicable. Complete Assessment Plan Part 1 and Part 2 Tables on the following
page.
1. Develop and implement waste management program(s)-Assembly Bill 75 requires
California Community Colleges to reduce disposal tonnage by 50% from the previous
reporting year. The Mt. San Jacinto Community College District has continued to meet or
exceed this requirement for the past four reporting years solely due to the increase of
campus community awareness and the procurement and deployment of additional
recycling receptacles.
2. Procure and implement a Computerized Maintenance Management System (CMMS) - The
Maintenance & Operations Department has successfully met the goal of procurement and
implementation of the CMMS, the department went live during the Month of April, 2008
and has successfully completed 7,913 work orders district wide as of Dec 1, 2011.
3. Continue to develop and implement an Energy Consumption Reduction Program- The
Maintenance & Operations Department has successfully met this goal, a total campus
wide retrofit of all interior and exterior lighting fixtures was completed during the month
of October 2011 at both the San Jacinto and Menifee Valley Campuses. The successful
conclusion of this project will allow the district to achieve immediate energy savings in the
amount of $200,000 annually while improving the lighting quality both in the classroom
and the exterior areas of the campuses.
4. Continue to improve the campus environment by use of sustainable landscaping- The
Maintenance & Operations Department has continued to recognize the need to
implement xeroscape projects. The San Gorgonio Pass Center was completely designed
with this guideline, all the vegetation was designed with this in mind. Artificial turf was
installed in place of grass along with drought tolerant-low maintenance plants.
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
5. Continue to identify areas for campus identification/signage- The successful completion of
the electronic marquee entrance sign at the Menifee Valley Campus has provided for a
form of informational sources for both the campus and surrounding community. The
Maintenance & Operations Department will continue to assist as new building designs are
established.
Part I. Report on 2010-2011 Assessment Plan for Administrative Unit Area: (specify)
(Please provide a 1 page historical reference of last year’s outcomes)
Mission Statement: The mission of the Maintenance & Operations Department is to plan, build and maintain district buildings
and grounds in a manner which supports the institutional goals and fosters an environment conducive to learning.
Objective
Student Learning
Outcome (SLO)
Linked to Institutional
Learning Outcome
(Specify
Target
Performance
Level)
or
Service Area
Outcome (AUO/DLO)
1.
Assessment
Criteria
Assessment
Measure
Completion
Improvement
Recommendations
(next step)*
(or anticipate
completion)
Findings*
(check all that apply)
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Communication
Critical Thinking
Aesthetic
Awareness
Social
Awareness
Responsibility
Scientific
Awareness
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
2.
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3.
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Communication
Critical Thinking
Aesthetic
Awareness
Social
Awareness
Responsibility
Scientific
Awareness
Communication
Critical Thinking
Aesthetic
Awareness
Social
Awareness
Responsibility
Scientific
Awareness
Part II. 2011-2012 Assessment Plan for Administrative Unit Area: (specify)
Report on up to three outcomes from your service area. Please detail findings and improvement
recommendations on following page.
Mission Statement: The mission of the Maintenance & Operations Department is to plan, build and maintain district buildings
and grounds in a manner which supports the institutional goals and fosters an environment conducive to learning.
Objective
(from
program
review)
Student Learning
Outcome (SLO)
Linked to Institutional
Learning Outcome
or
Service Area
Assessment
Criteria
(Specify
Target
Performance
Level)
Assessment
Measure
Conduct
campus wide
assessment
under the
guidance of
the Physical
Resources
Committee
Conduct
district wide
survey
specific to
campus
environment
issues and
overall safety
Completion
Improvement
Recommendations
(next step)*
(or anticipate
completion)
Findings*
Outcome (AUO/DLO)
1.
Improve
district
wide
campus
signage
Assist in the
improvement of
student success by
ensuring that all
district facilities are
properly identified.
Assist in the
Communication
Critical Thinking
Aesthetic
Awareness
 Social
Awareness
 Responsibility
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50% as of
12/1/2011
Complete district
wide assessment by
2/1/2012. Develop
budget
requirements,
procure identified
needs and install by
Anticipated
completion
6/30/2012
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
2.
3.
development of a
GPS mobile app to
aid students and
visitors in locating
essential
departments and
services by learning
site.

Scientific
Awareness
along with
Campus Police
to ensure all
facilities are
properly
identifiable.
on an annual
basis.
Reduce
monthly
energy
costs by
focusing
on and
pursuing
energy
saving
programs
Improved lighting
levels within
classroom areas.
Exterior areas
including parking lots
have experienced an
increase in visibility;
this will enhance
safety and
awareness.

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
Communication
Critical Thinking
Aesthetic
Awareness
Social
Awareness
Responsibility
Scientific
Awareness
10% reduction
in energy
usage on a
monthly basis.
Evaluation of
monthly
energy bills.
90% complete as of
Develop
and
assessme
nt process
for all
programs
and
services
for
project
prioritizati
on.
Convene Physical
Resources
Committee.
Committee goal is to
evaluate “Facilities
Modification Form”,
the FMF is utilized to
determine
requirements related
to facility and
equipment needs.
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Communication
Critical Thinking
Aesthetic
Awareness
Social
Awareness
Responsibility
Scientific
Awareness
Improved
project
development,
tool beneficial
for successful
planning of all
district
projects.
Association
with
departments
program
review
documents.
25% as of Oct 2011
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
6/30/2012
District to receive
monetary incentive.
Continue to identify
additional areas for
improvements and
aggressively seek
additional funding
sources.
Nov 2011.
PRC scheduled to
meet again Jan 2012.
Finalize project
prioritization rubric
for recommendation
to shared
governance
committees.
3. Administrative Unit Resources
3.1 Organizational Chart
Note: Provide an organizational chart of your unit (including all levels of service – administrative
and classified staff positions). Click on icon to attach chart.
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Mt. San Jacinto College Administrative Unit 2011
3-Year Program Review
Last Updated 8/11/11
Business Services
Vice President of
Business Services
Becky Elam
Dean, Business Services
Beth Gomez
Budget/Acctg., Accts. Payable
Cafeteria, Cashiering, Property/Liability Risk
Mgmt. Budget/Acctg, Internal Audit, Financial
Aid, Fixed Assets, Aux. Services Acct.
Director,
Business Services
Julie Venable (Interim)
Accounting Specialist—
Martha Hall,
Interim Acct. SpecialistCecilia Shoffner
Accounting Assistant—
Cheryl Stevens,
Supervisor,
Payroll
Teri Jerabek
Payroll Technician
Selene Thornton
Renee Kohls
Supervisor, Café
Ron Guglielmana
Clerical Asst. III
Karen Watts
Interim Accounting
Supervisor
Gail Jensen
Accountant
Jeanine Woodford
Interim Accountant
Elizabeth Worthington
Acctg. Assistant
Kathy Esqueda
Accounting Assistant
Debi Pendergrass
Risk Management
Coordinator
Kara McGee
Accounting
Assistants—Tracie
Owen, Karen Richter,
Maria Hernandez
Executive
Assistant
Jennifer Marrs
Associate Dean, District
Procurement &
General Services
Teri Sisco
Director, Facilities
Planning
Vacant
Capital Construction
District Maintenance and
Operations Supervisor
Brian Twitty
Maintenance
Custodial
Grounds
Transportation
Bookstore, Purchasing,
Warehouse
Mail, Printing
Purchasing Asst.
Aristeo Ledesma
Warehouse Assts.
Christian Tercero
Myron Anderson
Titou Chum
Lead Print Shop
Technician
Steve Runner
Print Shop Staff
William Kaiser,
Dorene Holt
Anthony Ramirez
Bookstore
Supervisor
Kathie Wellington
Associate Dean, (Interim)
Information Technology
Brian Orlauski
Senior Buyer
Bruce Brady
Accounting Asst.
Cheryl Ciarlo
Supervisor, HVAC
District Wide
Frank Larios
Computer Applications
Network Technology
Facilities
Support Speclst.
Diane Morales
Supervisor,
Facilities – SJC
Daryl Wilkes
Supervisor,
Facilities – MVC
Scott Kasper
Admin III
Staci Ferris
Network
Supervisor – SJC
Fred Madore
Network
Administrator
Marcus Castellanos
Anthony Sanchez
Technician Staff
Chris Platte
Vacant
Facilities, Custodial & Grounds Staff
Julio Aguilar, Bobby Bartel, Ricky Bittle,
Fred Briones, Jose Briones, Joan Brooks,
Enrique Cerda, Steven Ching, Ubaldo Cid,
Scott Genton, Donald Gettman, Linda
Johnson, Alejandro Leyva, Gerald Moore,
Ernesto Nira, Travis Palmer, Scott
Pedersen, Juan Ramirez, Thomas
Shehee, Elden Shoemaker, Terry Smith,
Kenneth Son, Linda Tarcan, Gail Tillman,
Mark Vanbuskirk, Bruce Warner
Programming
Supervisor
(Interim)
Katherine Stratton
Programming Staff
Robert Holman,
Kim Nguyen,
Annette Wickman
Network
Supervisor – MVC
Justin Bennett
Technician Staff
Lon Smith
Cheryl Smith
3.2 Staffing (Full and Part Time)
Note: Identify the number of full and part time staff in the unit. List and briefly describe each
administrative/classified position in the unit.
Number of FT Staff
Position
4
Facilities Supervisors
2
Facilities Support Specialist (1) vacant
2
Journeyman Worker (1) vacant
6
Groundskeepers (1) vacant
3
HVAC Maintenance Workers
2
Sr. Maintenance Workers
14
Custodians
33 FT Positions
3 vacant positions
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3.3 Annual Budget
Note: Identify the annual budget for the unit. Provide the percent of the unit’s total budget of the
college’s budget. Outline the amounts budgeted for salaries, equipment, supplies, travel, and
other categories.
Maintenance & Operations Annual Budget = 7.6% of
District Budget
$4,041,248
Salaries
Equipment
Supplies
Travel
$52,970,248
$2,223,614
5,277
278,696
2,276
3.4 Resource Inventory
Note: List equipment and specific technology assigned to your unit. List the number and type of
facilities utilized by the unit. Describe the current staff development opportunities provided by
the unit.
Equipment/Technology:
Type
Count
12 Passenger Van
10
Service Truck
4
Utility Cart
14
Quad Motorcycles
2
Aerial Boom Lift
1
Fork lift
2
Tractor
1
Lawnmower
5
Desktop Computers
16
Phones
13
Cell Phones
5
Laptop Computers
4
Xerox Printers
3
ASSA Key Machine
2
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Facilities:
San Jacinto Campus Maintenance & Operations Offices/Corp Yard- Fleet Vehicle Storage, Materials,
Shops
Menifee Valley Maintenance & Operations Offices/Corp Yard- Fleet/Equipment Storage, Materials,
Shops
Staff Development:
HVAC Technicians- are required to take an annual refrigeration safe handling course; the
department is able to team up with other school districts within the County of Riverside to help
keep costs to a minimum.
Energy Management Systems (EMS) training, ongoing refresher and new technology.
HVAC/Senior Maintenance Workers- Arc Flash 70E Certifications
Custodial Staff Members- receive training every six months in the areas of Chemical Hygiene,
Proper Lifting Techniques, Bloodbourne Pathogens and Restroom Care. In addition, we have
been able to send Lead personnel to Floor care, equipment training and cleaning techniques
courses through the districts supply vendor at no cost.
Departmental Staff (all levels) - Community Emergency Response Team (CERT)
Weekly safety training sessions occur at each campus. All Maintenance & Operations staff is
required to attend and participate. The district implemented an online training module which
houses many trade specific opportunities in the form of safety training. Due to budgetary
constraints the department is unable at the current time to provide further specialized training
in the fields of electrical safety and mechanical systems. The department will work in the
coming fiscal year to identify funds if possible for future opportunities.
3.5 Collaboration with Students and/or Other Units
Note: Describe the unit’s strengths and weaknesses in the area of outreach and collaboration?
Identify how effectively information flows from and to this unit to other units on campus?
Identify any areas where communication could be improved.
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The Maintenance & Operations Department plays a vital role in the overall success of the entire
institution. The department was a key component in the development and implementation of
the Facilities Master Plan/Design Guideline which involved all areas of the campus community.
M & O actively participates in Safety Committee, Management Leadership, Physical Resources
and CDEC Steering Committee which allows for an active dialogue with key departments within
the district. In addition, the CMMS Computerized Maintenance Management System provides
for a real time communication tool directly back to the service requestor. It allows the
requestor to track the status of their request and holds historical data for future needs should
they require it.
Most recently M & O was invited to participate in SGA planning sessions, this will provide for a
direct line of communication with the district student leadership.
4.
Administrative Unit Needs Assessment
Note: Complete Needs Assessment Plan Part 4.1-4.4 on the following pages.
4.1 Administrative Unit Recommendations
Note: Based on the unit’s review, describe recommendations for the following cycle. Discuss
planned areas for improvement.
We must address the area related to staffing levels; we currently have three vacancies within
the Maintenance & Operations Department. Due to retirement this past summer we are
operating with one less Grounds worker at the San Jacinto Campus along with one less
Journeyman Maintenance worker position. The gross amount of acreage requires three fulltime
Grounds workers in order to affectively maintain district grounds. In addition, we would
recommend that the vacant Journeyman Maintenance worker position be divided into two
positions. We have an immediate need for a full-time Locksmith/Hardware Specialist position in
order to ensure that the district interests are protected. Currently, repairs require outsourced
assistance which is very expensive and a lag in arrival time can potentially occur, leaving time
sensitive areas unprotected.
With the opening of the San Gorgonio Pass Center the department gained additional assignable
cleaning square footage which is currently being covered by existing staff assigned to the San
Jacinto Campus.
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We would recommend that a position specific to equipment maintenance and repair be created
to help reduce time spent on preventative maintenance and special repairs of district
equipment by staff that currently experience back log requirements related to other
responsibilities.
The department will need to replace two commercial grade lawnmowers during the upcoming
cycle. The two identified units have been in operation for the past 10 years and have provided
dependable reliability within the Grounds department. Without the ability to take a unit out of
service for preventative maintenance needs without impacting the mowing requirements at
each campus site the life expectancy of the units will diminish more rapidly than normal.
The Corporate Yard at the Menifee Valley Campus will require additional space to properly store
district equipment and storage containers which currently house all long-term storage needs at
the Menifee campus.
4.2 Identification of Resources Required to Achieve Recommendations (Staff, Supplies,
Equipment, Facilities, Marketing/Outreach needs, Institutional Research needs, Other)
Note: Based on the unit’s review, describe the unit’s needs for resources (identified above).
Itemize actions which the unit is planning to take to meet challenges and improve student
learning/department learning outcomes
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Part 4.1 Area Needs Assessment - Staff
(Please include: How is the data outcome and analysis tie to your area needs?)
Position
Staffing Levels for Each of the Previous Five Years
2007
2008
2009
2010
2011
29
30
33
%
Change f r o m
Year 1 to
Year 5
Anticipated needs
2011-2012
2012-2013
Administration
(Certificated
Management)
Classified Staff FT
(Including Classified
Management)
Classified Staff
PT
Confidential Staff
FT
4
1
Hourly Staff (by 1000
hour equivalent = .5)
Student
Workers
Faculty
Reassigned
FTE Full time
Faculty
Reassigned
FTE Part time
Professional Expert
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29
30
33
4
1
Total Full Time
Equivalent Work
Part 4.2 Area Needs Assessment – Equipment/Repair
List Equipment or Equipment Repair Needed for Academic
Year 2011-2012.
Please list/summarize the needs of your unit on your
campus below. Please be as specific and as brief as possible.
Annual TCO*
Cost per
item
Number
Requested
Total Cost of
Request
Place items on list in order (rank) or importance.
1. two commercial lawnmowers
Reason: current units have outlived their lifecycles, downtime
associated with the units increases back log of mowing needs.
$25,000
2
$50,000
$7000
3
$21,000
2. Three utility carts
Reason: Three units within the fleet have exceeded
their life expectancy, cost associated with repairs have
not been budgeted for. Down time increases back log
of maintenance requirements to the main campus.
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3. Aerial Boom lift (San Jacinto
Campus)
Reason: currently the department
has no means of reaching parking lot
lighting for reasons of lamp
replacement and other associated
repairs. Rental equipment hasn’t
been budgeted in the current cycle.
$35,000
1
$35,000
$15,000
1
$15,000
$25,000
1
$25,000
4. Compact size Vehicle for fleet
Reason: Currently there are no compact size
vehicles within the district fleet. Staff requiring
transportation is forced to use a full size van.
5. Full size utility tractor
Reason: The San Jacinto Campus encompasses
approximately 80 acres, increased demands for weed
abatement and landscaping needs justifies the purchase of
such a piece of equipment.
Reason:
Part 4.3 Area Needs Assessment – Facilities
List Facility/Staff Needs for Academic Year 2011-2012.
(Remodels, Renovations or added new facilities) Place items on list in order
(rank) or importance.
Annual TCO*
Total Cost of
Request
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1.Facilities Assistant I (Custodian)
Reason: With the opening of the Classroom I building at the Menifee Valley
Campus scheduled for the Fall of 2012 this position will ensure a clean and
safe learning environment.
$41,414
2.Facilities Assistant III (Custodian/Utility Worker)
$54,053
Reason: The San Gorgonio Pass Campus opened in Jan 2011; the M & O
dept. gained an additional 6,720 square feet of assignable cleaning space.
Currently the department is utilizing existing staff to offset this need.
$71,417
3.Facilities Assistant V (Locksmith)
Reason: As the district continues to grow, the need for this specialized
position within the department is vital. The district utilizes high security
locking mechanisms to ensure the safety of facilities and assets, these
systems require scheduled maintenance to ensure proper operation.
4. Increase the footprint of the Menifee Valley Corporate yard. This
will require additional fencing and two gates.
$22,000
Reason: As demands for secured storage areas continue to increase
the need to upsize the current corporate yard will be required.
5. District Service Vehicle- As the district continues to expand its geographical
boundaries the need to ensure timely coverage to all campus sites will require
service vehicles to deliver materials and equipment.
$24,000
6.
Reason:
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Part 4.4 Area Needs Assessment – Professional Development Needs
List Professional Development Needs for Academic Year 2011-2012
Reasons might include in response to SLO assessment findings or
the need to update curriculum. Please be as specific and as brief
as possible. Some items may not have a cost per se, but reflect the
need to spend current staff time differently. Place items on list in
order (rank) or importance.
Annual TCO*
Cost
per
item
Total
Number
Requested
Cost of
Request
1. HVAC / Refrigerant Training
Reason: To keep staff up to date on campus specific
equipment repair methods and compliant with current
safety and building codes.
500.00
4
2000.00
400.00
4
1600.00
2.Arc Flash 70E
Training
Reason: To
keep staff
compliant with
current safety
codes.
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3. Turf
Management
Reason: To
keep staff up to
date on current
technologies in
campus
beautification.
250.00
4
1000.00
800.00
1
800.00
800.00
1
800.00
4.Locksmith
Training
Reason: To
enable in-house
repairs on lock
systems.
5.Backflow
Certification
Training
Reason: To
enable staff to
service and
certify backflow
devices inhouse.
6.CERT Training
Reason:
Disaster
preparedness.
TBD
TBD
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