Maintenance & Operations: Requests for Service: EVENTS SUPPORT

The Facilities Department provides support for events (for both College and outside groups) over and above the routine "base services" described in the Service Level matrices.

Requests for event support must be processed through each College's Business Office. Here are the contact names and phone numbers if you'd like to request event support.

Prior to FY02-03, the Facilities Department provided event support as part of its base services. We tracked College event support in FY01-02, for the purpose of baselining the amount of labor dedicated to supporting those activities that - although non-instructional in nature - are a part of and enhance the college experience. We determined that 2,395 labor hours were spent Districtwide supporting those events; the labor performed included such activities as furniture set ups, bleacher set ups, protecting gym floors with tarps, setting up outdoor stages and seating, providing and emptying trash and recycling containers during the events, cleanup of spills, preparing athletic fields, and cleaning and restocking restrooms beyond normally scheduled intervals.

In response to customer demand and as called for in Accreditation Reports, the Facilities Department was directed to improve the appearance and cleanliness of District facilities. In order to continue providing support to the Colleges for their non-instructional events and activities, and at the same time improve appearance and cleanliness, we submitted a recommendation to the Chancellor that special funds be established to pay for Facilities Department support of College events on an overtime basis. We recommended that these unique fund allocations be established and managed by each College's Business Office.

The following data is from the FY01-02 "baseline" period. For the FY02-03 period, we recommended that the budgets allocated to each College be adjusted upward to reflect the COLA increase, include a contingency, and allow for some discretionary expansion. The FY05-06 budgets allocated for each College are shown in the table below, for a districtwide total of $103,000 of support toward College Events.

Facilities base services are provided for all classes shown in class schedules, including listed practice games. The respective College events fund shall support Facilities services required for College events outside regular class schedules, to include services needed before, during, and after College athletic events, as approved by the Business Office. Any events that are supported by Facilities staff during their regular shifts results in an equivalent number of hours of deferred work being performed on an overtime basis, paid against the College events funds; all other event support is performed on an overtime basis and paid against the College events funds. The Facilities Department works closely with the College Business Offices to track event support requests and expenditures against their Events Support funds in order to stay within their events allocations.

BAFOG (Business and Finance Officers Group) has assigned a subcommittee to review the allocations and support request process. The subcommittee's task is to review and report on compliance, practicality, and funding adjustments and submit recommendations for the future.

Any events that are not funded by the College Events funds must have other funding identified in order to request Facilities Department support services. All events, whether for College or outside groups, must be processed through the Business Office contacts listed above.

"Facilities Excellence"