FMT Minutes - 10/16/2003

BOND:
Information Items:

1. Bond Project Status Report

Bob Mention reported that basically there is one project left in the Bond 1995 Projects, which is the Sewer/Water Treatment Lagoon Upgrade. Engineers are working on project per schedule.

The 4th Remodel Project at the Center Building is completed and occupied.
The Bond 1995 Projects Financial Report is currently in process. When completed, the report will be presented to FMT.

GENERAL:
Information/Discussion Items:

2. Long Range Planning Update

In his status report of the Long Range Planning Update, Bob Mention described its latest "product" which was recently submitted to Marie Matsen. The forty-one-page submittal compiled by Bob and Paul Colvin is part of the self-accreditation study being put together to develop the long-range plan. The information included is in text and graphic form. It includes facilities assignments, needs asked for and submitted. The product should help in the process, formulate solutions and create projects for the immediate five to ten year range, and then further into the twenty-year range.


3. Space Assignment Committee Update

Bob Mention reported that SAC is progressing as a committee. SAC has a web that has been set up with links to Group Charter, Meeting Schedule, Deadline for Requests, Forms, etc. To resolve some coordinating issues, SAC is looking forward to the joint meeting at FMT's November's meeting. SAC's website: http://2011sitearchive.lanecc.edu/presoffc/committee/space.htm


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 noted that his analysis has not changed for October. However, for the benefit of the new members, he explained the items listed in the handout, generally discussing the CR/I Funding and line item setup.


5. Project Priority List Review
   Mike Ruiz issued a two-page handout. One page titled FMT Project Priority List dated 7/17/2003 featuring a Project List with related Priority numbering, related cost and schedule. The second page continues the list of projects, a legend / schedule key for numbers listed next to the projects, and the Guidelines for Construction Priorities. Mike noted that the handout shows revision notes and cross-out items from the last FMT meeting, and that the remaining projects are projects awaiting funding allocations from FMT. Stephen Pruch said that FMT faces a task of list management, i.e., cleaning-up list, checking with requesters if project still needed, reviewing the length of time / dates project has been listed, etc. The committee discussed that projects on the list, besides waiting for funds, may have connections with long range planning.
   
   Discussion/Action Items:
   
6. FMT Group Charter & Process Review

Stephen Pruch issued a two-page handout of the current FMT charter, red-lined with the changes discussed at the September FMT meeting. The committee had no other changes to the charter. The Decision Matrix (one page handout) was issued for discussion. Allocation of Space and Parking were removed from the decision column. FMT proposed adding a decision category for PA (Preliminary Approval) and changing A/V (Approval/Veto) to PA for the President column under Remodel, renovation, construction projects ($75,000 & over) and under Bond construction projects. Long Range Plan and Facility Plan were divided into two separate decisions/outcomes with the President being informed of the Long Range Plan and having approval for the Facilities Plan. The Board would have approval for the Long Range Plan and be informed of the Facilities Plan. Also under Facilities Plan, FMT would consult, FMP would be responsible, and the VP for College Operations would be informed. FMT discussed adding the Space Assignment Committee as part of the matrix and decided to discuss it at the joint meeting. Stephen Pruch will propose the changes to Mary Spilde.

Stephen handed out copies of the COPPS and the FMP websites describing FMT, its process and procedures. Stephen asked the committee members to review and suggest changes to clean up both sites. He recommended that the FMP site have a hyperlink to the COPPS site and not contain information about the FMT process. Stephen asked Mike Ruiz to edit / track changes and bring copies of the website text to the next meeting. The goal is to have one site for reference avoiding redundancy and confusion.


7. Carpenter Salaries

Mike Ruiz requested an extension for the carpenters for the Recycling Project. FMT discussed transferring $125,000 from FMT to FMP for carpenter salaries but had a concern about FMT losing priority over projects. Cheryl suggested that FMP ask for the budget allocation for two carpenters in the next budget cycle. FMT agreed to recommend to the President that FMP be funded in its own budget for carpenters starting in FY 05 and funds currently being used for carpenter salaries revert to FMT. FMT agreed that the carpenters would be funded for work through this fiscal year.


8. Facilitator Discretionary Fund - $5,000

Mike Ruiz explained that a discretionary fund would be for small projects that needed to be done immediately. The FMT facilitator would approve the allocation and inform the FMT members. Committee members wanted to be sure the fund would be used for emergencies and not just to shorten the "normal" process. Stephen suggested the facilitator e-mail FMT for approval with a three day turn-around time limit or sooner if an emergency. FMT approved.


9. Joint FMT/SAC Meeting

FMT agreed to meet with SAC during its next regular monthly meeting on November 20th. As an agenda item, it will be scheduled to start at 3:45. From 3:00-3:45 would be a priority list review. Stephen will meet with Mike Ruiz and Tom Oroyan to review changes to the priority list and e-mail the list to FMT a week before the November meeting.

1. Long Range Plan, Mission, Vision, Core Values
2. Five Year Master Plan Report
3. ADA Project List
4. Wayfinding System Update