BCTC Facilities Maintenance Action Plan

Mission Statement

The maintenance department of Bluegrass Community and Technical College will provide support services for the purpose of maintaining a well functioning and safe facility that is conducive to a quality learning and work environment for all who come in contact with the college. The maintenance department will conduct all its business in a manner that is integral to the overall mission of the community college and provide assistance to all who require the services of the maintenance department.

Goals

• Professionally maintain all BCTC facilities.
• Maintain a high rate of employee retention through team based organization.
• Continuing employee education through site based training.
• Maintain all facilities to the highest standard.
• Adherence to the highest standards of safety.

Maintenance Staff

• The maintenance department will be staffed by two (2) maintenance mechanics, four (4) assistant supervisors, four (4) maintenance workers and one (1) full- time Director of Maintenance and Operations.
• Maintenance staff will be distributed among all 6 campuses according to need.

Maintenance Staff Responsibilities

• Performs maintenance repairs on BCTC facilities and equipment, including HVAC, plumbing, electrical, carpentry and vehicle maintenance.
• Performs daily operations including moving furniture, equipment, setting up rooms for special events and meetings.
• Remains on call 24/7
• Performs safety inspections as needed and quickly responds to any safety issues.
• Responsible for locking and unlocking the facilities each day.
• Any other duties as assigned by the Director.

M&O Supervisor Responsibilities

• Coordinates the overall management of the facilities regarding maintenance and housekeeping for multiple campuses.
• Plans, schedules and manages any minor renovation projects.
• Responsible for the completion of all special projects assigned by the Vice President for Finance and Administration.
• Completes annual PPE's for maintenance and housekeeping staff.
• Performs safety inspections as needed and quickly responds to any safety issues.
• Performs routine building inspections for maintenance and housekeeping issues.
• Maintains M&O annual budgets.
• Responsible for completing any M&O related paperwork.
• Inspects work of employee's, handles disciplinary issues and training of employee's under his supervision.

Assistant Supervisor Responsibilities

• Assists M&O Director in supervising staff.
• Maintains M&O work order and PM database.
• Responds to any faculty, staff and student concerns in the absence of the Director.
• Orders supplies for maintenance as needed.
• Performs maintenance repairs on BCTC facilities and equipment including HVAC, plumbing, electrical, carpentry and vehicle maintenance.
• Performs daily operations including moving furniture, equipment, setting up rooms for special events and meetings.
• Performs daily mail run and runs errands to pick up and deliver supplies.
• Remains on call 24/7
• Performs safety inspections as needed and quickly responds to any safety issues.
• Responsible for locking and unlocking the facilities each day.
• Any other duties assigned by the Director.

M&O Work Order Requests

• Any work order requests from faculty, staff or students should be submitted via the M&O work order system.
• The M&O work order program is a Web based program and is accessible from any computer at https://legacy.bluegrass.kctcs.edu/ites/, by using individual e-mail credentials to log into the system.
• M&O will respond to individual work requests within two (2) business days, unless a specific date is indicated that the work is to be done. Most jobs should be completed within two (2) weeks unless there are extenuating circumstances.

Emergency Calls

• For work requests that require immediate attention, contact the M&O office at extension 56512 for Cooper Campus or 56740 for Leestown Campus.
• Any emergency calls concerning police, fire or ambulance service should be to 911.
• After hours phone numbers:
  • Michael Ball (859) 509-4556

Preventative Maintenance Program

• The M&O department currently has a preventative maintenance program in place to aid in maintaining all equipment associated with BCTC facilities.
• The PM program is a Microsoft Access based program.
• The PM program is executed on a monthly basis.
• All PM's are recorded in the data base for proper record keeping.
• On the Leestown, Danville and Lawrenceburg campuses all PM'S are handled by a state contract with A&A Mechanical.

Contracted Items

• The M&O department strives to complete as much work in-house as possible, but there are some items that must be contracted out for:
  • HVAC (by KCTCS contractor, A&A Inc.).
  • Any electrical work requiring a licensed electrician.
  • Any plumbing, mechanical or building renovations requiring a licensed contractor.
  • Any work that is beyond the scope of the M&O department, i.e., too large of a job or requiring expertise in an area that M&O does not have.

M&O Work Schedule

The maintenance department is open Monday through Friday 6:00 a.m. until the last class has dismissed, normally 10:00 p.m. but does change according to the class schedule.