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FMT Minutes - 6/19/2003

Meeting:  Facilities Management Team
Building 3, Administration Boardroom 216
Minutes: 2 pages

Date/time: Thursday June 19, 2003 3:00 - 5:00 PM

Present:
FMT Members:
Stephen Pruch, Facilitator
Lynn Atkins, Cheryl Roberts, Mike Zimmerman

Ex Officio:
Kate Barry, ADA/Director, Women's Program
Bob Mention, Manager/Bond Project Management Team
Tom Oroyan, Architect/Facility Planner, FM&P
Mike Ruiz, Director, Facilities Management & Planning

Audience:
Bond Project Management Team
Susan Tatar
Computer Information Technology
Chuck Appleby

Note: If Minutes require additions, changes or corrections, please reply in a written response immediately.

OTHER:
Steve Pruch noted that FMT member Ryan Anderson would be replaced as soon as Faculty Council made an appointment.
    BOND:
    Information Items:
  1. Bond Project Status Report

    2. The Bond 1995 Projects Status Report dated June 11, 2003 / one page / prepared by Bob Mention was attached to the agenda. There were no questions or comments.

    GENERAL:
    Information/Discussion Items:
  2. Long Range Planning Update

    3. Bob Mention said a draft of space needs has been distributed to the vice presidents for response. Per Bob his "Time Line" to have the final plan completed is set for January or February 2004.

  3. Space Assignment Committee (SAC) Update

    4. Mike Ruiz gave a brief summary of the SAC meeting held on 6/18/03. Mike has been collecting e-mails of space requests. The committee is currently working on guidelines and principles. Bob Mention volunteered to work on the "tools" the committee can use for decision-making. Tools would include guidelines, principles, priorities, procedures, college plans and mission, vision and core values. Marie Matsen and Donna Koechig will make any decisions that are urgent but noted the decisions would be temporary. The SAC agreed that Learning Communities could use Bldg. 13, (ELEX) rooms 102 and 103 for fall term.

    Discussion/Action Items:
  4. CR/I Fund Analysis Review

    5. Mike Ruiz issued three handouts: (Draft) Capital Repair/Improvements Fund 415400 Analysis as of June 18, 2003; CR/I Fund 415400 Project Allocations FY 02/03 as of 06/17/03; and CR/I Small Projects FY 02/03 as of 06/17/03. Mike pointed out the allocations, carryover and expenses of the CR/I fund. Small Projects has an uncommitted balance of $38,917. FMT agreed to fund Small Projects bringing it back up to the $50,000, an amount it starts with each fiscal year. The committee discussed the transfer of funds to the Bond for the Center 4th Floor budget from FY 02/03 and FY 03/04.

    Cheryl asked if the projects listed on the Project Allocations-FY 02/03 would be completed and how would it be shown. Kate Barry wanted to be sure funds for ADA improvements were included in FMT allocations. FMT asked that a list of ADA projects, both what is done and what is still to do, including costs, be presented at the next meeting. The list would include projects done from Bond Funds. Mike Ruiz will provide an Updated ADA List and a Project Priority List. FMT will review the lists and decide on allocation of uncommitted funds.

    FMT will ask for a report from Bob Mention regarding status of Bond Funds. FMT anticipates return of funds remaining from Bond.

    FMT approved $11,083 from the CR/I fund balance of $801,121 for FY 03/04 to be transferred to Small Projects for FY 03/04.

    FMT approved Carpenter Salaries for the Recycling Remodel Project for eight weeks. FMT approved contingency of no more than $21,000 from CR/I if the project goes longer than anticipated. At the next FMT meeting, Mike will provide an updated CR/I Report clarifying or showing the corrected amount for FY 03/04 Carpenter's Salaries with the corresponding changes through FY 04/05.
OTHER:
Cheryl noted that outside lighting is inadequate at night. Mike Ruiz said that he would address issue.

Future agenda discussion
The July agenda will include the ADA list, update on state funding and allocations for ADA improvements, CR/I List Analysis, Bond Fund Update, Project Priority List Update, Wayfinding System Update, Outside Seating.

FMT decided to remove Commercial Use of Space from future agenda items since it is being handled in other committees. FMT agreed to remove P.E. & Health Building Remodel / Privacy Facilities since it was already on the project list.

The Five Year Plan Report will be discussed at the September 18 FMT meeting. Also for the September meeting will be a discussion of the connection of the Long Range Plan and The Strategic Plan, overview of the mission, vision and core values prior to the discussion of the Five Year Plan Report.

Future Agenda Items:
  1. Long Range Plan, Mission, Vision, Core Values
  2. Five Year Master Plan Report
Next Meeting:
Thursday, July 17, 2003
Administration, Building 3, Boardroom
3:00 to 5:00 PM

Submitted by:
Tom Oroyan, Architect/Facility Planner, Facilities Management & Planning		 Reviewed by:
Judy Ann Fuller, Mike Ruiz, Susan Tatar
Notes/Written by:
Tom Oroyan, Susan Tatar		 CC:
To all FMT members


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