FMT Minutes - 9/18/2003

GENERAL:
Discussion/Action Items:

8. Performance Hall Sound System Installation

Patrick Lanning issued a two-page handout requesting approval to install a sound system amongst the center seating area of the theatre house. Patrick and Dennis Mills explained the benefits of the new audio mix board and its proposed location. Patrick said that the department has the funds for the project, the equipment has been on campus for two years and some construction work has begun. Per Patrick, Mike Ruiz had advised to cease work and seek approval first from FMT since the project entails change of use, remodeling of structure and altered traffic patterns. Dennis said he had discussed the project with Tom Oroyan (two years ago?) and that he had done some ADA research.

Although agreeing with the concept of the project, Tom, however, does not recall seeing any plans for the project. Tom noted that this project which includes issues concerning structural integrity, compatibility of materials and accessibility may require construction documents subject to review, approval and permits by the County Building Department and other governing agencies. Mike Ruiz also questioned the electrical work done so far and is concerned if related Code Compliance / County approved documents are required. Copies of Construction Plans are subject to review and approval by FMT/FM&P; and a copy kept in FM&P archives.

Tom also questioned the "rescue solution" described by Dennis, i.e., the aiding/lifting by assigned persons should the Sound System operator be wheelchair-bound or disabled. Per Tom, ADA agencies have been disapproving such aiding technique. To resolve the issue, Tom recommended contacting Darrel Ackerman, ADA State Representative/Designee for the Lane County area.

FMT approved the project and requested Tom Oroyan assist with the two issues (i.e., 1. Verifying if Construction Documents required by County; 2. Research and consult with ADA State Representative to address issue of accessibility to Sound System, etc.) Patrick said he will be submitting an ICO to FM&P requesting the work as high priority.

Information/Discussion Items:

7. FMT Group Charter and Process Review

FMT members reviewed the charter to note changes. Replace "Facilities Master Plan" and "5-Year Facilities Plan" with "Long Range Plan" and "Facilities Plan" throughout the document. Under the heading Sponsor change "Superintendent" to "Director" and add the word "projects" to the end of the last sentence. Stephen Pruch noted that under the heading Members, some positions are vacant and he will follow up to have appointments made. Under Scope, replace "Personnel Services" with "Human Resources." Under Principles, delete the second bullet relating to the allocation of space. The Decision Matrix was briefly discussed. Stephen will update the Charter with the recommended revisions and present it for approval at the next FMT meeting. An FMT Process Review will be on the October agenda also.

BOND:
Information Items:

1. Bond Project Status Report

In Bob Mention's absence, Susan Tatar reported on the status of the Bond Project. She noted that in addition to the Bond 1995 Projects Status Report (one-page report dated September 10, 2003 attached to the agenda), the Fire Marshal's inspections had been completed except for the last four offices on the southwest corner of the Center fourth floor, and that the exterior scaffolding had been removed. When Stephen asked about the status of a Bond Financial Report, Susan said it is usually prepared in October after the budget had been addressed.

GENERAL:
Information/Discussion Items:

2. Long Range Planning Update

Mike Ruiz stated that information from departments bound in notebooks had been sent to the vice presidents and ET (Executive Team). There was no new information.


3. Space Assignment Committee Update
   Mike Ruiz stated that SAC's criteria had been set but two issues remained: 1) SAC/FMT roles in relation to decisions made; 2) the status of the three FMT approvals made prior to SAC which were forwarded to ET. Those assignments previously approved by FMT were Room 260 Center Building for use by the Library, an office for Tim Blood in Forum Building 17, and Rooms 125 and 126 PE Building 5 for use by Health/PE.
   
   
4. CR/I Fund Analysis Review

Mike Ruiz issued a one-page handout titled Capital Repair/Improvements- Fund 415400 Analysis-as of September 18, 2003. He explained the $50,000 allocation to ADA approved at the August FMT meeting and an allocation from Small Projects for Bond accessories. Lynn Atkins asked about the allocation of two fulltime carpenter salaries for FY 04/05. Mike explained it was held in reserve in case carpenters were needed for projects assigned by FMT.


5. Project Priority List Update

Mike Ruiz stated there were no changes to the list.
Other
Mike suggested that a $5,000 FMT Facilitator Discretionary Fund be set up to address small projects immediately without the approval of all FMT members. FMT approved discussing the proposed fund at the next meeting.


6. Update on State Funding

Mike Ruiz reported no change to possible funding for the ADA improvements and the Forum building upgrade.

1. Long Range Plan, Mission, Vision, Core Values
2. Five Year Master Plan Report
3. FMT/SAC Joint Meeting
4. Project List