FMT Minutes - 1/16/2003

BOND:
Information Items:

1. Bond Project Status Report

Bob Mention noted that the three-page Bond Project Status Report dated January 15, 2003 is attached to the agenda handout. He noted that the only change was for the preparation kitchen in the Workforce Training Center. The Kitchen would not be completed until a week later than the stated completion date of January 21.


2. Annual Bond Project Report

Attached to the agenda handout is the eight-page report titled Fourth Annual Bond Project Status Report as reviewed by the Board on January 15, 2003. The report included an overview of all Bond 1995 Projects, status of projects with related finances, remaining projects and comments. Bob Mention said the Board had approved the design contract with Weber Elliott Engineers, Inc. for engineering services for the lagoon upgrade project. He said that the Center 4th floor remodel project is on schedule, within budget and that project completion is late July 2003. Bob mentioned Larry Romine's question about the need to replace the exterior beams (trusses) of Auto/Diesel Building 9 and Aviation Building10. Lynn Atkins and Tom Oroyan said some interior beams had been either replaced or modified for safety in the past.

GENERAL:
Information Items/Discussion Items:

3. Long Range Planning

Bob Mention issued and discussed a one-page handout titled Long-Range Facilities Plan Process Outline December 10, 2002 and a one-page handout titled Guide for the future development of facilities on the main campus of LCC, December 10, 2002. Per guide handout, the long range documents are targeted for completion and adoption by February 2004. Bob discussed several issues related to the planning process involving density, design themes, enrollment projections, space needs, and building for existing needs versus future needs. The planning process includes reviews and input from FMT, ET and College Council.

Per Bob a text on "guiding principles" regarding planning along with related graphic representations would be completed for the facilities long-range plan. The Long Range Plan will be completed as required for accreditation. Cheryl Roberts said credit and credit-free class enrollment projections would have to be considered. Bob noted that questionnaires had been sent to each department to gather information about space needs. He said that copies of the last enrollment projections were sent to each department to help them with planning.


4. Parking Committee Charter

Steve Pruch gave an update on the committee. He briefly discussed the purpose of the committee which has yet to meet. Bob Mention is the facilitator for the committee. See attached to agenda, a two-page handout, titled Parking Committee Charter, dated Revised 12/06/02.


5. Space Assignment Team Charter

The committee's recent meeting was held on January 15th. Handouts at the meeting included information on space, utilization and planning standards have been issued for study and discussions. A facilitator for the committee has yet to be selected. Steve Pruch said the team is meeting the third Wednesday of each month from 3:00-4:00. See attached to agenda, a two-page handout, Space Assignment Committee Group Charter, dated revised 11/20/02.

Information Items/Discussion Items:

6. Modular Units

Lynn Atkins said that he just recently become aware that the agenda listed him as the person to address the agenda item and is therefore not prepared to discuss or present on the matter.

However, Steve Pruch said he had asked FM&P to do research on what has been planned for the modulars on campus. Lynn Atkins and Mike Zimmerman recalled Jerry Moskus stating that modulars should "go away" after the Bond Construction. Steve said that Mike Ruiz mentioned that it costs $56,000 per year to lease the ELEX modulars. Mike Zimmerman said Athletics/PE had plans to present a proposal to FMT for use of Buildings 30 and 31 for PE storage.

Steve said that space made available after the Center 4th floor is complete would revert to the Space Committee. Marie Matsen is to have a policy in place by that time. Steve clarified that the modular question is for FMT to address and the use of space is for the Space Allocation Committee. Steve said he would e-mail a request to Mike Ruiz and Tom Oroyan to have an information sheet for the next FMT meeting on the modulars.


7. Smoking Policy Implementation Funding

Tom Oroyan introduced the agenda item and Miriam Jordan as the Facilitator for the Smoking Policy Task Force. Tom noted that key items to be presented are the goals of the committee, status of the smoking policy implementation, cost estimates and funding. Handouts issued included: Plan of the Smoking Policy Implementation (three-pages) covering Purpose, Scope, Recommendations, Implementation Plan; Proposed Plan of Phase 1 of the Smoking Policy (one-page); Updated Campus Map (one-page) showing symbols, locations of designated smoking areas. i.e. smoking areas uncovered, covered and sheltered; ball park/rough estimate of total project (one-page).

Miriam Jordan presented the background information on the smoking committee. She said it had student representation and was sponsored by Marie Matsen. Miriam noted that Frank Drengacz from the FM&P/Grounds spends 13 hours a week picking up cigarette butts. Four shelters to be installed at two sites are scheduled for completion in March (documents have been submitted for Plans Review/Permit); five shelters to be installed at three sites are currently being prepared for construction documents, permits and installation. A campus map showing locations of shelters, is being finalized for distribution. Miriam referred to the Torch that featured an article on the smoking implementation project. Signs introducing the policy and designating areas of smoking are temporary and will be replaced or removed. The total cost of the project is estimated at $46,650. Per Miriam and Tom, the task force committee and Planning/FM&P have forged ahead with implementation/construction as directed by Marie Matsen and Mike Ruiz. However, funding needs to be addressed and a source identified through FMT. Steve Pruch stated that there was only $40,000 in the CR/I fund this fiscal year. FMT members discussed the process for approving projects after Chuck Appleby asked about priorities. Steve said he would talk to Mike Ruiz and Marie Matsen and e-mail the group for a decision or it would be deferred to the next meeting.

7. A. Workforce Network Signage

Jane Scheidecker presented her request for exterior signage at the Workforce Network Building 19 (pictures of sample signs are included with agenda handout). The Workforce Network asked for two signs that would not be fixed to the building. The signs are for Lane Workforce Partnership in the Workforce Training Center / Workforce Development. The Workforce Network would pay for the signs and installation. They hoped to have the signs in place before a visit by Peter DeFazio on February 10. The signs samples favored are of the plain and simple sign shape and lettering that appear to closely resemble LCC's standard Wayfinding signs. FMT approved the request.


8. Bookstore Conference Room Redesign

As per agenda handout dated November 22, 2002, Shelley Dutton requested approval for a change-of-use of the Bookstore conference room to accommodate two workstations. The workstations are needed for Banner payroll entry by bookstore employees. The LASR Project provided two computers and a printer. Per Shelly the Bookstore is able to provide partial funding to pay for the remodel. FMT approved the request but asked Shelley to provide cost estimate. Note: With this approval, Shelley can now submit an ICO to FM&P requesting design and a cost estimate for the two workstations.


9. Determine Meeting Schedule for Feb-Dec 2003

For FMT's meeting schedule for the rest of year, Steve Pruch reiterated what he said in the November FMT meeting and as recorded in the meeting minutes, i.e. FMT will meet monthly as he had recommended.


10. Other

Cheryl Roberts requested updates from the parking and space committees for FMT. Since Cheryl left the meeting for an appointment, Tom Oroyan noted that Cheryl had also requested, before the meeting, that the smoking committee also give regular updates. FMT agreed that the parking, space and smoking committees would give updates as a standard information item on the agenda. Steve noted that members of FMT are also members of each of the committees.

1. Wayfinding System Update
2. Five Year Master Plan Report
3. ADA Compliance Progress
4. Commercial Use of Spaces/Cost, Rentals, Revenues, Policies & FMT Reviews
5. Project List Update for FY 02/03
6. Modular Plan Report
7. Priority List Update
8. P.E. & Health Building Remodel / Privacy Facilities