Facility Management Team

MINUTES 


Committee
Charge

Committee Name:  Facility Management Team

Committee Type:  Administrative – Hybrid

Mission/Purpose: The Facility Management Team (FMT) is responsible for ensuring the College’s information technology infrastructure, building, grounds, and plant operations meet State and Federal guidelines and the physical environment is safe, well-maintained, and continuously-improved to meet the evolving needs of students and employees.  The FMT provides oversight on activities related to facility development, facility usage, facility improvement, transportation infrastructure, and sustainability activities, while managing the College’s Resource Allocation Management Plan outlined in the Illinois Community College Board’s (ICCB) Financial Management Manual.  Further, the FMT will work the Administrative Services Council and Administrative Services Leadership Team to mitigate insurance cost increases by providing oversight on activities related to college safety awareness training, data security, work environment security, planning for emergency operations, hazard recognition, and American with Disabilities Act (ADA) compliance activities.   The FMT is responsible for ensuring the College’s information technology infrastructure supports student, academic, and administrative needs

Scope of Responsibility:

  1. Create & update a Facilities Master Plan and Technology Master Plan that supports the strategic plan.
  2. Create & update a 5-Year Facilities Capital Outlay and Construction Plan.
  3. Collect, evaluate, prioritize, and recommend facility and technology improvement proposals for implementation.
  4. Assist organizational units with facility needs and technology initiatives.
  5. Assess, annually, facility conditions and technology utilization and make improvement and safety recommendations.
  6. Identify, prioritize, and recommend areas for expansion, access, and maintenance of facility and technology utilization to enhance instructional programs, student services, and the management of the college.
  7. Develop and implement standards to ensure landscape and external appearance of the College is consistent with best practices.
  8. Ensure facility and technology resource allocation is linked to the Strategic and Student Assessment plans.
  9. Implement facility management and technology strategic goals assigned to the Vice President of Administrative Services (VPAS).
  10. Coordinate the College’s Illinois Green Economy Network (IGEN) sustainability efforts.
  11. Develop and implement standards for the operation and maintenance of the College’s website.
  12. Coordinate with other organizational units to ensure accuracy of webpage information.
  13. Create and update a data classification manual.
  14. Identify, prioritize, and recommend continuous and specialized technological training needs to maximize employee productivity and student success.
  15. Research and pilot new technology to support student success.
  16. Recommend funding strategies and priorities for facility spending.
  17. Establish subcommittees to assist with the planning for building renovations and remodels.
  18. Develop and implement an annual scheduled maintenance plan.
  19. Communicate scheduled maintenance and repairs to college community.
  20. Coordinate with the Budget & Finance Team on matters related to bond funding.
  21. Develop and implement safety standards to ensure compliance with State and Federal laws (e.g., ADA, OSHA, Clery Act, Violence Against Women (VAWA), etc.).
  22. Create & update a chemical hygiene plan that supports academic programming.
  23. Create & update a College Safety Plan.
  24. Create & update a Disaster Recovery Plan for college operations.
  25. Create & update a Risk Management Plan.
  26. Create an annual Safety Report including Clery Act and VAWA compliance.
  27. Collect, evaluate, prioritize, and recommend facility improvement proposals for implementation.
  28. Assist organizational units with safety needs.
  29. Inspect, prioritize, and recommend college facilities and program areas to promote a healthy, safe, and secure work and learning environment.
  30. Review reported health and safety problems and recommend corrective actions.
  31. Ensure safety resource allocation is linked to the Strategic and Student Assessment plans.
  32. Recommend funding strategies and priorities for technology and safety training.
  33. Develop and implement an annual safety inspection plan.
  34. Coordinate with the Budget & Finance Team on matters related to Tort funding.
  35. Oversee health and safety training programs for students and employees.
  36. Participate in the collection, review, discussion, and dissemination of authoritative safety information, including maintenance of all Material Safety Data Sheets (MSDS) in a central location.
  37. Implement College-wide Emergency Preparedness training activities.
  38. Assist with accident investigations, inspection of facilities, and the correction of unsafe conditions.

Policy Responsibility: Provide input to the Administrative Services Council when needed.

HLC Criterion:  3.D.4 and 5.B.1.

Strategic Plan Responsibility: Goal 3, Objective 2, Strategy A; Goal 4, Objective 7, Strategies A, B; and Goal 4, Objective 8, Strategy A, B.

Priorities for FY25:  Strengthen SCCES linkage with budget development and reporting process (4.1.B); Strengthen SCCES linkage with Capital Improvement process (4.1.D); Revise budget submission document to reflect Board preferences and priorities (4.6.B.); Increase employee Submit to Government Finance Officers Association (GFOA) for consideration of distinguished budget presentation award (4.6.D.); Evaluate conducting a Technology Readiness Assessment (4.7.B.); Align capital projects plan with the College’s Strategic Plan (4.8.A.); Develop a rolling three-year tuition strategy (4.9.A.); and Develop a debt-management plan (4.9.B).

Reporting: The FMT advises the VPAS through policy recommendations to the Administrative Services Council and performs operational activities for the Administrative Services Leadership Team.

Composition:  Director of Facilities, Director of Informational Technology, Educational Technology Coordinator, Director of Community Education & Outreach Centers, IT Support Specialist, Computer Services Specialist, Executive Assistant, Faculty (2), and Staff (2).

Meeting Dates:  Third Wednesday of the month from 1:00p – 3:00p.