MINUTES

Meeting: Facilities Management Team

Building 3, Boardroom
Minutes: 2 page
Date/time: Thursday, September 16, 2004, 3:00 – 4:25p.m.

Present: FMT Members:

Stephen Pruch, Facilitator, AVP for Information Technology
Lynn Atkins, Classified Trades
Kaaren O’Rourke, Faculty
Joe Russin, Faculty
Mike Zimmerman, Classified

Ex-Officio:

Kate Barry, Director, Women's Program and Nancy Hart, Manager, Disability Services, ADA
Bob Mention, Bond Project Manager
Tom Oroyan, Architect/Planner, Facilities Management & Planning
Mike Ruiz, Director, Facilities Management & Planning

Audience: Shelley Dutton, Bookstore Manager, and Peggy Bollenbaugh, Lorie McDonald, Ava Nelson, Tracy Rea, Teresa Vitus from the Bookstore; Todd Smith, Facilities.

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

ANNOUNCEMENTS:

1. The ASLCC representative on FMT will be Ryan Koch, ASLCC
2. Votes by FMT will be recorded by member name and reflected in the minutes.

GENERAL:

1. Bookstore Awning and Neon Sign Vote

FMT members voted by email after the July FMT meeting on the Bookstores request for an awning and neon sign so that the work could begin as soon as possible. The awning request was approved 5-0. Voting in favor of the awning request were Lynn Atkins, Paula Carpenter, Kaaren O’Rourke, Stephen Pruch, and Mike Zimmerman. The neon sign request was denied by a vote of 1-4, with Paula Carpenter voting in favor and Lynn Atkins, Kaaren O’Rourke, Stephen Pruch, and Mike Zimmerman voting against.

2. Bookstore Floor Plan Initiative

A memo attached to the agenda explained the request to use Bookstore net working capital balance to fund a remodel of the checkout area, front sales floor and supply area workstations. Shelley Dutton said that a remodel is needed to make more room for beginning of term lines, for better traffic flow and better work areas for two staff members. A consultant would work with Tom Oroyan. Shelley requested the work be done during spring term 2005. The Bookstore would work closely with the trade’s coordinator. The Bookstore staff will keep FMT informed of the design. Since no Capital Repair and Improvement funds are needed for this project, FMT voted on whether the Bookstore should be remodeled. The remodel was approved 5-0. Voting in favor were: Lynn Atkins, Kaaren O’Rourke, Stephen Pruch, Joe Russin, and Mike Zimmerman.

3. Bond Budget Update

A memo to FMT from Bob Mention, dated September 1, 2004 and two attachments, Bond 1995 Projects Summary All Funds and Source of Bond Project Funds, was distributed previously by email and at the meeting. Bob Mention summarized the current status of the Bond 1995 Projects. Five projects are still funded: Design/Management, Instructional Equipment, Workforce Training Prep Kitchen, Sewage Lagoon Upgrade and General Contingency. Some contingency funds would be used to supplement the ESL remodel budget ($40,000) and to upgrade the first floor south entrance to Building 1 ($30,000). Remaining contingency will be held until the Sewage Lagoon project cost estimate is known. A lagoon report should be complete by December 2004 and the upgrade is to be completed in 2006. Mike Zimmerman asked for detail about the Design/Management budget and Bob explained his role and potential design costs. Stephen Pruch explained that FMT has oversight responsibility for Bond 1995 Projects and the committee does not need to vote on the allocations. Kaaren O’Rourke asked that there be communication between bond management and FMT as remaining bond funds get allocated.

4. Facilities Summer Projects Update

Mike Ruiz listed the following projects being done this summer with either Capital Repair & Improvement funds, Major Maintenance funds or administrative contingency: building 11/ESL remodel; building 1 remediation/carpet removal; building 5 Privacy Showers; P.E. storage shed; Florence storage shed; sidewalk repair; main entrance fountain; gutter replacement in buildings 4, 5 and 15; Transite replacement on Center building and building 18; smoking shelters; painting buildings 4 and 5; ceiling tile replacement campus wide; main campus access road repaved; parking lot repaved at Flight Tech; east ADA ramp; lighting retrofit at Center building; and benches installed at main campus. Mike also said that bollards had been placed around main campus to reduce the amount of vehicle traffic on the inner campus. Mike said modulars 30 and 31 are listed with the state auction and will be gone soon, whether sold or not. FMT members recognized the hard work by Facilities Management & Planning staff this summer.

5. ADA Improvement Plan

Mike Ruiz showed the FMT members one of the three draft notebooks of recommendations that are being done by the ADA consultant. Final copies will be completed next month. At this time, the estimate is $1.5 million to complete repairs or improvements based on the recommendations. The recommendations will be prioritized and presented to FMT when the report is complete. FMT will discuss allocations and timelines based on the recommendations.

FUTURE:

Future Agenda Items:

A. Wayfinding System Update

Next Meeting:

November 18, 2004 (October 21 meeting has been cancelled)
Building 3, Room 216 Boardroom

Submitted by: Susan Tatar, Facilities Management & Planning

Reviewed by: Mike Ruiz, Tom Oroyan, Judy Ann Fuller