Facilities Overview ACBO II Institute
Overview of Areas of staffing responsibility Overview of the Facilities Planning Documents Overview of College Facilities Processes Overview of bond planning
Congratulations! Y ou are now in charge of facilities!
Roles and responsibilities Vice President Business and Financial Affairs Admin. Assistant Director of Civic Center & Procurement, Director of Payroll Bookstore Food Service Facilities & Leasing Central Services and Bond Program Finance Director Director Manager Operations Coordinator Risk Management Police Cheif Manager Cashiering Finance Grounds Maintenance Custodial Purchasing Risk Management OSS
Grounds Usually a 5-6 day a week crew Grounds Supervisor Representative duties: landscape Maintenance Senior Gardener/Weekend Trash removal Coordinator Athletic Field preparation & set up Senior Gardener Outdoor special event set up Irrigation repair and control Senior Gardener Herbicide and pesticide application and Gardener control (QAC/ QAL) Parking lot clean up Gardener Recycling Gardener S torm water responsibilities Work order processing Irrigation Technician Irrigation Technician
Custodial Custodial Supervisor Lead Custodian Lead Custodian Usually a 6-7 day operation, most are Lead Custodian Sr. Custodian Days 24 hours a day Monday – Friday. Custodian Day Custodian Representative Duties: Custodian Custodian Daily Clean classrooms, labs, Custodian Custodian offices, restrooms Custodian Custodian Floor care and maintenance Custodian Custodian Chemical control Custodian Custodian S pecial event set up and tear down Custodian Custodian Work order processing Custodian Custodian Custodian Custodian Custodian Custodian Custodian Custodian
Maintenance Maintenance Supervisor Usually a 5-6 day a week crew, on call Construction Project Coordinator HVAC Mechanic Responsible duties include: All facility maintenance Carpenter/Cabinet Maker HVAC Mechanic S ecurity and Life safety systems Lead Plumber Maintenance Air Filter Technician Building equipment maintenance Plumber Facilities Maintenance Vehicle maintenance Lead Vehicle & Equipment Minor scheduled maintenance Lead Electrician Technician (Vacant) Minor construction (in some cases) Electrician Vehicle and Equipment Mechanic S ustainability efforts Low Voltage/Electrician Pool Mainteance Technician Work order processing Lead Painter Central Plant Operator Painter Building Maintenance Technician II
Bond Program S taffing example Bond Program Director In most districts this in contracted out to a construction management Bond Project Manager company S eparates bond expenditures from Bond Project manager District Administrative costs Bond Procurement and Contracts Coordinator Adds expertise that most colleges do not process internally Bond Labor/PLA Compliance officer Allows you to flex staffing depending on need Bond Accoiunting/Scheduling
Facilities Planning Documents
Facilities Planning & Documents DATA Educational Planning Facilities Planning State Capital Outlay Planning Local Bond Planning Project End Integrated DATA Planning 10
Educational Master Plan (EMP) Internal Scan Student Origins & Characters Assessment of the Service Area of the College Overall Headcount and Enrollment Practices External Scan Analysis of the Program of Instruction Capacity for Growth in WSCH / FTES Program Review & Evaluation of Services Institutional Effectiveness & Student Success Assimilate findings from the EMP into the Facilities Master Planning process 11
“ As a companion document t o t he Educat ional Mast er Plan, t he FMP support s t he development of t he inst it ut ion t hrough t he year 2025. The recommendations cont ained in t he plan will depend upon and may require addit ional considerat ion in f ut ure planning. The plan becomes a f ramework f or campus development .” 12
FMP Goals and Opportunities 13
5 Year Capital Construction Plan Proposed FTE Projects Instructional (FPPs/IPPs) Staff Enrollment / Educational WSCH Plan Space Title V 5YCP Inventory Guidelines 14
DATA Enrollment + WSCH Forecasts 15
WSCH Data - Multiple Levels District/College SWC Total WSCH Chula Vista Campus Otay NC SY Lecture Lab Lecture/Lab Program 16
DATA Space Inventory 17
MASTER PLAN SPACE PROGRAM 18
Five-Year Construction Plan 19
College Collegial Consultation Processes
collegial consultation processes 21
Approach Participatory Integrated Resourceful Add 4 icons 22
Remember that recommendation move forward, not decisions 23
Bond Campaigns and Info
What is a General Obligation (G.O.) Bond? Voters in the district approve a ballot measure authorizing some level of property tax to be assessed on their real property Proceeds from the tax are used to repay the buyers of bonds secured by the financial strength of the district Bonds can be taxable, but usually tax-free No cost to the District
16 What is a Proposition 39 G.O. Bond? Approved by vot ers in 2000 Reduced approval t hreshold from 66% t o only 55% - a huge difference Proceeds can be used for more t han j ust building a building Const ruct ion, furnit ure, fixt ures, equipment , Infrast ruct ure, t echnology Refinancing of General Fund facilit ies-relat ed debt Proposit ion included t axpayer prot ect ions and oversight Requires independent financial and performance audit Requires annual report t o communit y Proceeds can’ t be used for facult y or administ rat ive salaries Requires Cit izens Bond Oversight Commit t ee
Who Are the Professionals Involved in a Bond Election? 20 Election Consultant Pollster Assists the District in Analyzing the Drafts Public Opinion Survey that is Feasibility of a General Obligation Bond Used to Determine the Feasibility of a Bond Measure Measure Helps the District with Community and Conducts Public Opinion Survey and Stakeholder Outreach Reports Results to the Board Works with the Citizens Campaign Makes Recommendation as to the Committee to Manage Bond Election Feasibility of a Bond Measure Campaign Efforts Facilities Needs Assessment/ Master Plan Legal Counsel Bond Underwriter Drafts the 75-Word Ballot Statement to Computes General Obligation Bond be Presented to Voters Authorization and Proposed Tax Rates Assists with Credit rating agency Assists with credit rating agency presentations meetings Prepares Legal Documents for Resolution Handles Post-Election Individual Bond Calling Election and Each Individual Bond Sales and Post-Bond Issuance Activities Issuance Coordinates with the County on Tax Provides Opinion to Investors that the Levy Collections for the Bonds Interest Income is Exempt from State and Monitors Refinancing Opportunities Federal Income Taxes 27
19 Potential Timeline and Milestones Phase I – Feasibility and Research, Jan – March Phase II – Engagement and Polling, March – May Phase III – Board Assessment & Decision, July –August ballot deadline Documents must be submitted including actual bond language Phase IV – Campaign, August Phase V –The Public Vote, November
Ballot Language 75 word ballot statement List of projects, highlighting those that polled well 29
Ballot Language List of protections as required by Prop 39 List of Fiscal Accountability measures Ballot language includes a very broad listing of capital construction, modernization and remodel projects including infrastructure. Each project is assumed to include its share of furniture, equipment, architectural, engineering, and similar planning costs 30
Bond S ales and S tacking Calculations Insert Cash flow and bond draw chart
Components of a Bond Program Construction S chedule
Citizens Bond Oversight Committee One (1) student enrolled and active in a community college support group, such as student government. One (1) member active in a business organization representing the business community located in the District. One (1) member active in a senior citizens' organization. One (1) member active in a bona-fide taxpayers association. One (1) member active in a support organization for S outhwestern College, such as a foundation or advisory council. Two (2) members of the community at-large. One at-large position will be given preference to an individual active in a veterans association or advocacy.
Resources S ubj ect Matter Experts (S ME’s) Community College Facilities Coalition (CCFC) ht t ps:/ / www.caccfc.org Association for Physical Plant Administrators (APP A) ht t ps:/ / www.appa.org/ ACBO - https:/ / www.acbo.org Colleagues and mentors – neve be afraid to call and ask questions Listserves CBO, Facilities S tate Facilities Planning http:/ / extranet.cccco.edu/ Divisions/ FinanceFacilities/ FacilitiesPlanning/ Refere nceMaterials.aspx FUS ION S ystem http://fusion.deltacollege.edu/
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