FMT Minutes - 11/21/2002

General:
Discussion/Action Items:

2. FMT Charter Review

Marie Matsen discussed the Revised Facilities Management Team Group Charter (see two-page handout attached to the agenda issued). She clarified some of the revisions in the charter. Under "Members," she named some of the new members. Cheryl Roberts, Vice President for Instruction/Student Services will take the place of Associate Vice President for Instruction/Student Services, Associate Vice President for Instruction and Executive Director of BWEL. Marie introduced Michael Guidero as the new student representative selected by ASLCC. Yet to be selected are one faculty representative by Faculty Council and a classified representative selected by Classified Council. Nancy Hart was introduced as temporarily sitting-in for selected Kate Barry (arrived later), Ex Officio/ADA Compliance Officer.

New revisions to the "Purpose" of the charter included reviewing regularly the Facilities Master Plan and the 5-Year Facilities Plan. Mike Ruiz and Bob Mention will be updating the Facilities Master Plan. Marie introduced Chuck Appleby as the Chair of the Standard Eight Committee for Accreditation and said that Mike Ruiz and Bob Mention will be part of the committee.

In explaining the role of FMT, Marie noted that new committees would now handle two functions formerly addressed by FMT, i.e., space issues by the Space Assignment Team (SPAT) and parking issues addressed by the Parking Committee. FMT's main focus will be on major changes to buildings, remodels, renovations, and change-of-use.


3. Selection of FMT Facilitator

As per Charter principle, Marie Matsen noted that the new Facilitator selected today would be the Facilitator for the coming year. She briefly explained the Facilitator's duties in preparation for and during the meetings. Cheryl Roberts nominated Stephen Pruch, seconded by Lynn Atkins and Mike Ruiz. Marie turned the rest of the meeting over to Steve, the newly appointed Facilitator.

BOND:
Information Items:

1. Bond 1995 Projects Status Report

Bob Mention stated that the one-page Status Report dated November 13, 2002 is attached to the agenda handout and is current. There were no questions regarding the report. Bob will have the Bond Annual Report covering project schedules and budgets ready for the next meeting.

Based on issues of a completed Bond project, Cheryl Roberts opened discussion on how rooms for the Center Building 4th Floor Project would be equipped with such items as screens, greenboards, whiteboards, etc., and the verifications of their locations. Bob noted that similar to other projects, such items would be installed per construction drawings and as per User directions.

GENERAL:
Information/Discussion Items:

4. Determine Meeting Schedule for Jan-Dec 2003

FMT discussed the meeting schedule for the coming year as compared to the past year's monthly meetings. Marie Matsen referred to the Revised FMT Group Charter, noting that per "Scope," FMT shall meet quarterly and more often as needed. Considering the changes in FMT's role and the new members, Steve Purch recommended continuing the monthly meeting. The frequency of monthly meetings to be determined at the January meeting. There will be no December meeting.


5. CR/I Fund Budget

Mike Ruiz reported on the budget, which is a repeat of September's report. He issued a four-page handout dated 09/01/02 and discussed the Capital Repair/Improvements Budget. Mike noted the changes made since the June report dated 06/19/02 and that no changes have been made since the September's report.

CR/I Fund 425 Analysis as of 09/01/02
• FY 01/02 Revenue total is unchanged at $2,065,257. Transfer to Bond as of 07/01 is ($500,000). Expense line items for Projects changed to ($451,102), Small Projects changed to ($38,931), Carpenter's Salaries changed to ($90,943), changing Expenses total to ($1,547,976) and Uncommitted total changed to $517,281.
• FY 02/03 Revenue total changed to $1,242,281. Added expenses of Allocation to FMP for Major Maintenance ($400,000) and Project Allocations ($128,040). Changed expenses to Small Projects (95,886), Priority List Projects ($13,906) and Carpenter's Salaries ($115,439). Expenses total changed to ($1,202,271) and Uncommitted total is changed to $40,010.
• FY 03/04 Revenue total changed to $765,010. Expenses total unchanged at ($683,000) and Uncommitted total changed to $82,010.
• FY 04/05 Revenue total changed to $807,010. Expenses total unchanged at ($550,000) and Uncommitted total changed to $257,010.

CR/I Fund 425 Project Allocations - FY 02/03 as of 09/13/02
• Number of items has decreased and Allocations changed to a total of $128,040. Small Projects amount is changed at $95,886. Total Allocations changed to $223,926.

CR/I Fund 425 Small Projects - FY 02/03 as of 9/13/02
• Resources total changed to $95,886. Items listed revised and decreased with an update of the Allocations total to ($54,695). Uncommitted total is changed to $41,191.

Major Maintenance
• Resources total (from CR&I/one time only funding) is $400,000. Project Allocations total is ($263,624). Total Balance is $136,376.

Mike noted that soon, more signage (directories and interior signage) would be in order for FMT funding. Steve asked for a repeat presentation of the Wayfinding signage system at a future agenda item.


6. Summer Projects/Status Update

Mike Ruiz had no report.


7. Maintenance Scheduled for FY 02/03

Mike Ruiz issued a two-page handout and discussed the Maintenance Report dated 11/06/02. Mike explained the breakdown matrix of projects groups and costs, i.e., Deferred Maintenance, Scheduled Maintenance, Other Major Maintenance/Main Campus and Other Major Maintenance/Florence with related Completion Dates, Project Cost, Amount Funded and Funding Needed. Grand Totals listed Project Cost at $1,852,000, Amount Funded at $243,000 and Funding Needed at $1,609,000. As discussed earlier, and at the last meeting, Maintenance Projects will now have separate funding and will no longer be addressed by FMT.


8. Other

Nancy Hart expressed her concern regarding ADA needs on campus and funding.

FMT discussed the Future Agenda Items listed in the agenda handout. Obsolete or completed items were deleted. New items added included Five Year Master Plan, Annual Bond Report, Wayfinding System Update, ADA Compliance Progress, Priority List Update and FMT Meeting Schedule.

FUTURE:

9. Future Agenda Items:
1. Determine Meeting Schedule for the year
2. Wayfinding System Update
3. Annual Bond Report
4. Five Year Master Plan Report
5. ADA Compliance Progress
6. Modular Units
7. Commercial Use of Spaces/Cost, Rentals, Revenues, Policies & FMT Reviews
8. Project List Update for FY 02/03
9. Priority List Update
10. P.E. & Health Building Remodel / Privacy Facilities
11. Corridor Addition at Room 206 / Industrial Tech Bldg 18



10. Future Meetings:(No December meeting)

Thursday, January 16, 2003
Administration, Building 3, Boardroom
3:00 to 5:00 PM
Regular Monthly Meeting