Standard III.B. Physical Resources
Gavilan College places great value on maintaining a safe and accessible working and learning environment for all members of the College community. The Board of Trustees directs the College’s facilities and security departments to implement policies on facilities, health, and safety issues that arise.
The District has five locations: the main campus in Gilroy, Coyote Valley Center in San Jose, satellite sites at the Morgan Hill Community Center and at the Briggs Building in Hollister and the Aviation Technology Program at the San Martin Airport. The Gilroy Campus has 43 buildings on 131 acres, with 275,783 Gross Square Feet (GSF) of building space, most constructed prior to 1977. The Hollister Site operated in one building, leased from the city of Hollister, with 8,984 GSF of building space, constructed prior to 1986 with tenant improvements performed in 1996. The Morgan Hill site has one facility, leased from the City of Morgan Hill, which is 10,600 GSF of building space constructed in 1995. San Martin Aviation Program consists of five buildings with a total of 8,056 GSF of building space constructed in 2016 on property leased from the County of Santa Clara. The Coyote Valley Center has five buildings on 15 acres of District-owned land with 28,800 GSF of building space constructed in 2016. The District also owns 85 acres of land in San Benito County for development into a future campus.
Gavilan Joint Community College District (GJCCD) facilities are constructed to meet or exceed Division of the State Architect (DSA) standards including the federal Americans with Disabilities Act (ADA), to assure access, fire/life safety, and structural/seismic safety. Additional building improvements or modifications are completed using applicable codes, standards for accessibility, and coordination/approval with appropriate jurisdictional authorities.
Buildings are designed and built with sufficient capacity to support College programs. The College provides computers and other instructional equipment and the infrastructure to support them, including data and audio-visual wiring for projectors and control systems.
Gavilan’s physical resources are accessible and offer safety and security while contributing to a healthful learning and working environment. This is accomplished through:
Facilities Inspections: The College’s Facilities Department performs inspections at each campus along with the insurance carrier and Statewide Association of Community Colleges (III.B-1). The department creates work orders to address conditions such as defective ladders, proper labeling of equipment, heavy items stored on top of cabinets, or receptacles requiring proper covers (III.B-2).
Work-orders: On an ongoing basis, if students or staff members experience safety issues, access issues, or physical issues electronic work orders are created and assigned to Facilities staff to remedy.
Shared Governance Committees: The Facilities and Grounds Committee (III.B-3, III.B-4), and The Health and Safety Committee (III.B-5, III.B-6) meet monthly to discuss safety issues and remedies for all campuses. Membership includes two classified members, two faculty members, one administrator appointee, one ASGC appointee, the Associate Vice President of Business Services, and the Vice President of Student Services on both committees, with the addition of the campus Sheriff’s Deputy on the Health and Safety committee.
Consultants: The College recently hired an engineering firm to inspect exterior lighting at the campus. Based on their recommendations, the College replaced all exterior lighting fixtures with LED lights, which have a longer lifespan and provide greater visibility (III.B-7).
HazMat Disposal: The College maintains permits from the Certified Unified Program Agency of the County of Santa Clara as part of the Hazardous Materials and Hazardous Wastes Regulatory Program (III.B-8, III.B-9). Gavilan updates the hazardous materials business plan annually. Semi-annually, the college hires vendors to safely collect, remove, and properly dispose of hazardous materials, including expended paint, light fixtures, chemicals and universal waste. The Joint Powers Authority (JPA) representative handles disposal of medical waste in coordination with Allied Health Sciences and the Facilities Department. The Santa Clara County Environmental Health Services Department conducts regular inspections of this waste.
Statewide Association of Community Colleges (SWACC) Inspections: Every other year, the College’s insurer, Keenan and Associates, conducts inspections of most buildings and grounds as part of the SWACC program that addresses liability exposures unique to community colleges. Their concerns are primarily safety and risk-related such as trip hazards, proper chemical storage, staff training, preventive maintenance of and safety guards for equipment, anchored shelving, wiring and power safety, proper clearances for electrical panels, and housekeeping. Keenan reports and prioritizes deficiencies for the College to remedy and requests status updates. The current SWACC report was issued in May 2016 (III.B-1). In an effort to maintain healthy environments and safe facilities, Facilities implements remedies to identified deficiencies through in-house repairs, contracting out, or assigning to another department (III.B-2).
Santa Clara County Department of Environmental Health Inspections: The Santa Clara County Department of Environmental Health conducts biannual inspections of the College’s pool facility and the cafeteria on the campus (III.B-8). The Environmental Health Services Department’s issues permits for these facilities (III.B-9).
Elevator Inspections: The College contracts an outside vendor for the inspections, maintenance, and permitting of its two elevators. The Facility is notified by the contractor for keeping permits current. The Facilities department contacts the State of California Department of Industrial Relations Division of Occupational Safety and Health Elevator, Ride, and Tramway Unit prior to the expiration of the permit and request that they perform an inspection. After the inspection, the state lists any needed repairs via a Preliminary Order (III.B-10). These are immediately forwarded to the respective elevator maintenance vendor and scheduled for repair.
Fire Department and Fire Alarm and Sprinkler: The Office of the State Fire Marshal Cal Fire inspects the Gavilan Campus for safety deficiencies and works cooperatively with the College in remediation. Likewise, the San Jose Fire Department conducts regular inspections for the Coyote Valley Campus. Ensuring the College’s fire alarm system, annual system and fire extinguisher programs are maintained. The College contracts with an outside vendor to perform all the required testing and any needed repairs throughout the year (III.B-11).
Fire Extinguishers: Maintenance crews, security officers, and other staff members are trained and attend an annual refresher training course (III.B-12, III.B-13). Custodians inspect the fire extinguishers monthly for deficiencies. If the extinguisher clears inspection then the tag is signed and the unit remains in use. If the extinguisher is deficient, it is removed from service and replaced by a refurbished one (III.B-14, III.B-15).
Safe Drinking Water: The College has two deep water well systems that provide water for drinking, irrigation, and cleaning for the entire campus. The College works with the California State Water Resources Control Board – Drinking Water Division. Gavilan follows the state mandated sampling requirements for over 100 organic, inorganic, bacteria, lead, and copper contaminants (III.B-16). Sampling is required at various intervals throughout the year and are conducted by a consultant with both Water Treatment Operator (WTO) certification and a Water Distribution Operator (WDO) certification.
From 2013 to 2015 the college installed two new water 669,000 gallon tanks, drilled a new deep water well system, and replaced over 2 miles of pipe separating the fire system and irrigation system from the domestic water system. This work increases the volume of water for the fire system. Backflow prevention devices (BPD) (III.B-17) are used to protect potable water supplies from contamination or pollution ensuring safe drinking and washing water for building users. The College owns 25 BPDs on the main campus and two at the Coyote Valley site. California State Water Resources Control Board – Drinking Water Division requires the College to test the main campus BPD’s annually while the City of San Jose Water District requires the same for the coyote Valley site. Qualified vendors perform this annual testing and necessary repairs (III.B-18).
Facilities Personnel Training and Best Practices: Appropriate training is essential for Facilities staff safety and efficiency and regular training for safe work practices and use of equipment includes reviewing the Injury Illness Prevention Program (IIPP). Other sessions include Fire Extinguisher Training (III.B-12), Confined Space Training, Lock-Out Tag-Out, Electrical Safety, Forklift Training, First Aid/CPR/AED, Hearing Protection, and Blood-Borne Pathogen Programs.
Security: The College’s security protocols are outlined in numerous board policies (BP) and administrative procedures (AP) including: BP/AP 3500 Campus Safety (III.B-19, III.B-20), BP/AP 3501 Campus Security and Access (III.B-21, III.B-22), BP/AP 3505 Emergency Response Plan (III.B-23, III.B-24), BP/AP 3510 Workplace Violence Plan (III.B-25, III.B-26), BP/AP 3515 Reporting of Crimes (III.B-27, III.B-28), BP/AP 3520 Local Law Enforcement (III.B-29, III.B-30), BP/AP 3530 Weapons on Campus (III.B-31, III.B-32), BP/AP 3540 Sexual and Other Assaults on Campus (III.B-33, III.B-34), BP/AP 3560 Alcoholic Beverages (III.B-35, III.B-36).
Emergency Response Plans and Guidelines: The Administrative Services Department is responsible for emergency response plans and procedures which are located in all classrooms, hallways, and meeting spaces. These plans include the emergency operations plan, emergency response procedures, and other emergency or hazard response plans or procedures per the Standardized Emergency Management System (SEMS) and the National Incident Management System (NIMS) guidelines. The Emergency Operations Handbook (III.B-37) is a quick reference for campus staff. This handbook includes information about campus emergency response centers, evacuation areas, emergency phone numbers for campus police and first responders, as well as suggestions for dealing with suspicious or disruptive people. Information about fire, earthquake, other environmental threats, and utility blackouts is also included.
GavAlert: GavAlert is a mass emergency notification system (using the RAVE Mobile platform) that enables Gavilan College to broadcast emergency messages to students, faculty, and staff via voice, text, and email (III.B-38).
Healthful Learning and Working Environment: All recent facilities projects were constructed with safe learning and working environments in mind. Security fencing was installed around projects, and care was taken to perform potentially hazardous tasks during hours when the campus was closed.
Disability Accommodations: The College is committed to accommodating employees with disabilities. The interactive process begins when a request is made from an employee that has a disability and/or medical condition that requires accommodation or there is knowledge of a disability and/ or medical condition that may require accommodations.
Drugs, Alcohol, Tobacco: Gavilan College enforces policies on drugs, alcohol, and smoking. These include BP/AP 3550 Drug and Alcohol-Free Environment and Drug Prevention Program (III.B-39, III.B-40) and BP/AP 3570 Smoke-Free Learning and Working Environment (III.B-41, III.B-42).
Gavilan College meets Standard III.B.1. Facilities are constructed and maintained to provide accessibility to all and a safe environment by conducting ongoing inspections and remedying any deficiencies, and providing a variety of safety trainings for maintenance and operations staff. Security is enhanced by clear emergency protocols and training opportunities, installing uniform locking systems, and improved exterior lighting. The College has created a healthful learning and working environment by removal of asbestos materials, hazardous waste materials, and universal waste materials. Gavilan College has implemented an Injury Illness Prevention Program and enforces policies regarding a smoke, drug, and alcohol free campus.
The institution plans, acquires or builds, maintains, and upgrades or replaces its physical resources, including facilities, equipment, land, and other assets, in a manner that assures effective utilization and the continuing quality necessary to support its programs and services and achieve its mission.
Over the last decade and a half, Gavilan’s physical resources have improved immensely, due to the financial support of the community through a 2004 bond measure and the College’s staff and leadership.
In Fall 2017, HPI Architecture conducted a facilities condition assessment. The report categorized needed repairs by system and placed them into various sections including Building Conditions. The report also provided options for financing and recommendations for short-term projects until major funding could be secured (III.B-43).
In September 2017, the college consultants began the process of creating a new district wide Facilities Master Plan (FMP) (III.B-44) involving all five of the College’s sites. Under the guidance of the Vice President of Administrative Services, the consultants based the study on the EMP and conducted discussions with students, faculty, governance groups and committees, local community groups, and surrounding agencies. Also, they surveyed students and staff to find out how they currently use facilities and to identify needed public, private, group, and individual learning spaces.
As part of this Facilities Master Plan process, current design, material, and process standards were identified. The various District trades staff has been involved in discussions as to how they currently work and what changes might be suggested to make their work more efficient. Statistical information includes current and forecasted space needs utilizing past, current, and projected.
In 2004, district voters passed a $108 million bond measure to rebuild or replace Gavilan’s aging buildings and 12 years later, bond modernization has been completed with the following major changes: upgrades to buildings, technology, and infrastructure on the main campus, acquisition of land for future campuses at the southern and northern ends of the district, addition of instructional space at the San Martin Airport and construction of Phase I of the Coyote Valley Center (III.B-45).
In 2016-2017, the Student Center at the Gilroy Campus was renovated to seismically upgrade the building to meet the current standards. Student Services was moved to a prominent location in the Student Center at the Main Campus and made more visible by creating an open floor plan with spacious service windows. Students can easily identify the space and the layout streamlines the admission process to help reduce queues during peak times. All workstations and counters meet ADA requirements providing accessibility for both students and staff.
In 2017-2018, improvements were made to the athletics facilities, including ADA access to the fields and bathrooms, renovations of the soccer, softball, and baseball facilities, and addition of beach volleyball courts. Solar panels and electric car charging stations were added to the two largest campus parking lots.
Requests for new or replacement instructional equipment happen through a formal program review process. Departments make requests to the Budget Committee which ranks the requests based on justifications made regarding the Educational Master Plan and department-based program plans. The subcommittees submit recommendations to the Budget Committee, which scores the requests (III.B-46) and submits them to the Superintendent/President who makes the final determination regarding funding.
New technology upgrades have been substantial and are ongoing. For example, all classrooms are now equipped with a computer and a projector. Many classrooms also have document cameras.
The Information Technology, Audio/Visual and Facilities departments are responsible for maintaining the District’s physical and technology resources. The Audio/Visual Department maintains all of the audio/visual equipment and services to classes at all campuses and provides technology training for faculty, students, administrators, staff, and for other college-related activities.
The facilities department does preventive maintenance and emergency repairs to structures, utilities, mechanical and electrical systems. The work order system consists of an email system (III.B-2) that deals with day-to-day emergencies and also automates preventive maintenance assignments for all equipment, such as routine emergency power generator inspections, mixing valves, hazardous waste inspections, boiler inspections, and HVAC equipment filter replacements (III.B-47). Preventative Maintenance is performed by both internal maintenance personnel and outside contractors.
In alignment with Gavilan’s commitment to social and environmental responsibility, the college has embarked on several energy efficiency projects to create a smaller carbon footprint while reducing liabilities for budgetary purposes. These projects include a partnership with Sunpower to lower peak demand billing costs by installing solar photovoltaic fixed-tilt carport Systems on the Gilroy Campus. Also, the pool boiler was replaced with an energy efficient heat exchanger which operates from the building boiler system and the main pool pump was replaced with an upgraded pump and a Variable Frequency Drive for the motor. The swimming pool, which was leaking an estimated 20,000 gallons of water daily, was replaced and new pool covers purchased to reduce the amount of natural gas used to heat the water. The college has also replaced a majority of the lighting on campus with Light Emitting Diode (LED) lamps. Areas replaced with LED lighting are:
● Parking Lot lighting (all including carports) (III.B-48)
● Wall Pack Exterior Lighting (various buildings) (III.B-49)
● Walkway Lights (all exterior) (III.B-50)
● Gymnasium Lights (III.B-51)
● Theater (house light tubes) (III.B-52)
● Music Building MU 101 (tubes and canned lighting)
Gavilan College meets Standard III.B.2. The completion of the Measure E facilities bond project list resulted in major upgrades and replacements of its facilities and instructional equipment. The district voters’ authorization, in 2018, of another bond will allow remaining work at all campuses to be completed. The new Facilities Master Plan is based on extensive facilities assessment and a wide range of input from internal and external constituencies. Facilities and instructional equipment prioritization align with Gavilan’s mission and programs and services as well as upgrades and changes that reflect its commitment to social and environmental responsibility.
To assure the feasibility and effectiveness of physical resources in supporting institutional programs and services, the institution plans and evaluates its facilities and equipment on a regular basis, taking utilization and other relevant data into account.
Gavilan College uses multiple planning components to assure the feasibility and effectiveness of physical resources in supporting institutional programs and services. The Educational Master Plan and the Facilities Master Plan guide the feasibility and effectiveness of the College’s physical resources in supporting institutional programs and services. The Facilities and Grounds (III.B-3) and the Board of Trustees’ Facilities Development and Utilization Committees (III.B-53) provide additional guidance. Reviewing space utilization in conjunction with course scheduling throughout each academic year optimizes current need. The Facilities Master Plan (III.B-44) and the annual update of the Five-Year Capital Outlay Plan (III.B-54) identify projects in relation to existing lecture, laboratory, and office space in relation to capacity workload measures. The Five-Year Scheduled Maintenance Plan (III.B-55) is annually updated to evaluate the institutions facilities and equipment. The Space Inventory Report (III.B-56), updated annually, monitors the institutions utilization and defines how effectively space is used.
Equipment is assessed on a regular basis through both institutional and departmental processes. The institution re-allocates resources as necessary to meet changing instructional and operational needs as evidenced in the Strategic Plan and Program Plans as well as in Institutional Effectiveness Committee / Program Integrated Planning and Review (III.B-57) reviews. Each department completes and IEC/PIPR review every three to six years. The institution also participates in the statewide Association of Community Colleges annual liability assessments.
College stakeholders, through a participatory process, annually update the Strategic Plan (III.B-59). Physical resource planning is integral in accomplishing many of the strategic goals, including those involving College locations at the main Gilroy Campus and locations in Morgan Hill, Hollister, San Martin Airport, and Coyote Valley. The Facilities Master Plan (FMP) identifies the future needs and potential areas of growth for the district. The FMP is driven by the mission statement and integrated with the College’s other planning documents such as the Educational Master Plan, Strategic Plan, and the Technology Master Plan. The selection projects for the current Facilities Master Plan (FMP) were based upon data collected from community surveys and forums, a campus-wide evaluation of existing facilities, and projected data regarding program and enrollment growth (III.B-44).
Through the Institutional Effectiveness Committee / Program Integrated Planning and Review (IEC/PIPR) process, each program and department conducts a self-study that includes an assessment of facility and equipment needs for that area. Program reviews describe how each department views the future of its program and help identify facility and equipment needs.
Guided by the Facilities Master Plan and the Five-Year Scheduled Maintenance Report, the District plans and implements scheduled maintenance projects for the repair and renovation of existing facilities as well as the new construction and modernization. The Scheduled Maintenance Five Year Plan 2015-2020 (III.B-55) helps determine what an item and/or project will cost and when it should be replaced and/or repaired.
Gavilan College meets Standard III.B.3. The College assures the ability of its physical resources to support programs and services through an ongoing cycle of planning and evaluation. This is shown through the Facilities Master Plan, annual five-year capital outlay plan updates, annual five-year scheduled maintenance, and annual program reviews. In addition, the college has contracted with third parties for extensive facilities reviews that provide detailed information for planning and improvement purposes.
In Spring 2017, Gavilan Joint Community College (GJCC) completed a facilities condition assessment (III.B-43) to allow the College to align its new bond expenditures and Facilities Master Plan requests with the planning of facilities.
The Facilities Master Plan, completed in Spring 2018, built upon the demographic and programmatic needs data from the recently completed Educational Master Plan, a review of the existing inventory of buildings was performed that resulted in recommendations for the renovation of existing or construction of new facilities to meet these current and projected instructional needs. All constituent groups and operational areas of the district participated in the development of the Facilities Master Plan to ensure that the college is aligning projects with the program plans and user groups, but also make sure stakeholders are integrated into the planning process from inception of a project to its completion.
FIGURE 44: results of the TCO analysis
These studies and evaluations contain a Total Cost of Ownership (TCO) component in the analysis that helps to define options available to the overall plan. TCO is a formula the College uses to evaluate choices based on total lifetime costs associated with a decision. It includes total cost of acquisition and operational costs, including maintenance and energy. It is based on the estimated total lifetime of the equipment of system or on a set period of years sometimes exceeding the lifetime of a particular component, and if so the cost also includes replacement costs.
Long range capital projects at Gavilan College originate in discussion with staff and community and are then outlined and incrementally achieved through the college planning process. Gavilan College has a number of long-range capital projects that are based on its educational planning to support its mission. Long-range capital planning is basic to the college’s Strategic Plan (III.B-58) and Educational Master Plan (III.B-60) Facilities Master Plan (III.B-44), Five-Year Construction Plan (III.B-54), and Technology Master Plan (III.B-61).
The main campus was initially planned to accommodate an enrollment of 5,000 students and now serves about 5,200 FTE with a headcount of 15,500. While the 2004 bond funded much needed modernization projects, the college continues to plan for the changing needs of the community.
Gavilan College meets Standard III.B.4. Long-range capital planning is integrated into the Integrated Planning system and supports the District’s Educational Master Plan. All constituents, including the Gavilan Trustees, the Facilities department, and the Board of Trustees Facilities Development and Utilization Sub-Committee, are involved from the beginning of planning a new Facilities Master Plan. Gavilan completed all facilities improvements that were slated in its 2004 Bond and district voters approved a new bond that will enable the college to build and renovate additional facilities.
Gavilan College meets the requirements of Standard III.B. Facilities are constructed and maintained to provide accessibility to all. A safe environment is maintained through ongoing inspections and remediation of deficiencies. Safety trainings are provided for maintenance and operations staff. Security is enhanced by clear emergency protocols and training opportunities. The College keeps a healthful learning and working environment through removal of hazardous and waste materials.
The completion of the Measure E facilities bond project list resulted in major upgrades and replacements of Gavilan College’s facilities and instructional equipment. The district voters’ Fall 2018 authorization of bond Measure X will allow additional work at all locations to be completed.
Gavilan College assures the ability of its physical resources to support programs and services through an ongoing cycle of planning and evaluation. The new Facilities Master Plan is based on extensive facilities assessment and a wide range of input from internal and external constituencies. Facilities and instructional equipment priorities align with Gavilan’s mission.
This is additionally shown through annual five-year capital outlay plan updates, annual five-year scheduled maintenance, and annual program reviews. In addition, the college has contracted with third parties for extensive facilities reviews that provide detailed information for planning and improvement purposes.
Long-range capital planning is integrated into the Integrated Planning system and supports the District’s Educational Master Plan. All constituents, including the Gavilan Trustees, the Facilities department, and the Facilities Utilization Committee, are involved.
1. Facilities Master Plan: Begin work completing projects in the Facilities Master Plan based on the November passage of the Measure X General Obligation bond.