MINUTES

Meeting: Facilities Management Team

Building 3, Boardroom
Minutes: 2 page
Date/time: Thursday, November 18, 2004, 3:00 – 4:40p.m.

Present: FMT Members:

Stephen Pruch, Facilitator, AVP for Information Technology
Lynn Atkins, Classified Trades
Sonya Christian, VP for Instruction and Student Services
Kaaren O’Rourke, Faculty
Joe Russin, Faculty
Mike Zimmerman, Classified

Ex-Officio:

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

Audience: Rick Venturi, Kyle Hammon.

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

GENERAL:

1. Planning Projects Update

Bob Mention explained that the list of planning projects dated November 12, 2004 and attached to the agenda was to inform FMT of initiatives and projects currently in various early planning stages. Bob requested that FMT consider item number 4, the remodel of Building 2 (Business), at the next meeting and decide how to prioritize the available funds for the project. Mike Ruiz said Facilities had their own project list projected through summer 2005 and in order to start actual work on some of the projects, funding and approvals need to be known now. Kate Barry suggested Facilities provide an integrated list of FMT priority projects, FM&P projects, and proposed projects. Mike Ruiz said he would provide such a list. Stephen Pruch suggested a review of the FMT COPPS procedure at the next FMT meeting. Stephen commented that Buildings 30 and 31 had been removed and storage sheds for P.E. and Florence were being completed.

2. SES Remodel, Building 13/101-104

Rick Venturi requested $50,000 for the remodel which is already underway. SES would be moving from their present Oak Street location to main campus before winter term. Rick said $22,000 from funds SES would have used toward the current lease could be applied to the remodel cost. Kaaren O’Rourke requested a discussion at the next meeting on the process of how remodels start from a SAC assignment before getting approval from FMT. Kaaren pointed out that there was only $72,000 left to allocate and there were priorities ahead of the SES request.

After discussion, Sonya Christian moved to approve the idea of the remodel project but with no funding attached. Kaaren seconded. Motion passed 6-0 with Lynn Atkins, Sonya Christian, Kaaren O’Rourke, Stephen Pruch, Joe Russin, and Mike Zimmerman in favor. Funding for the remodel will be considered at the December 16 meeting.

3. Science Lab Remodels, Building 16/140 & 142

Kyle Hammon handed out an e-mail memo sent to Mike Ruiz regarding the remodel and explained that the rooms have inadequate lighting, need soundproofing, and that Science would like to change the blackboards to whiteboards. The estimate for the work is $11,000 with Science able to contribute $2,000. Lynn Atkins said that the lighting work might be funded under the facilities lighting retrofit project and he would put it on the summer schedule and provide a firmer estimate for the work.

4. ADA Study - Project Proposal

Mike Ruiz said that the ADA study is complete and available for review in the planning office. Mike said he would like to remodel the Center first floor restrooms. Kate Barry suggested that Facilities and the ADA committee work together to decide priorities. Stephen Pruch asked Mike and Kate to create a list of needs and priorities and said FMT could allocate more than the yearly $50,000 ADA allocation if the ADA committee advised them that more should be done. Mike is to keep FMT informed of where the $50,000 yearly ADA allocation is used.

5. SAC Assignments - Requests for Remodel

Mike Ruiz said that pending SAC assignments are not getting funding but get on facilities lists of projects to complete. He gave the example of the Advance Technology request for space in Building 15 for a lab where space was assigned but the department has not come to FMT to get approval for the remodel or for funds, but might be expecting the project to proceed. Mike asked for a way to get the remodels approved earlier. Bob Mention said the process of getting preliminary estimates for FMT, developing more plans and more estimates, and FMT having to approve more funds is complicated and takes time. Stephen said that anyone with questions regarding the process should be referred to the COPPS procedures.

6. Remodel Updates

Lynn Atkins gave updates on projects. The SES and Public Safety remodels would be complete by about December 17 and staff moved in before winter term starts. The Florence storage shed was being used. The P.E. storage shed was partially constructed by the Construction Tech class and would be done by the end of December. The dental aspirator would be ready in about two weeks. The privacy needs facilities in P.E. were to be complete by the end of November. The southwest parking lot lighting was out to bid. There were a few items to complete in the remodel in Building 11, and ESL had moved in. The Center Building duct cleaning and repair is being planned but no start date has been determined

FUTURE:

Future Agenda Items:

1. Funding for SES Remodel
2. Prioritization of funds for Bldg. 2 (Business) remodel
3. Review of FMP Procedures on COPPS
4. Discuss FMT Quorum for Approvals-How many members are needed?
5. Discuss SAC/FMT Process
6. Wayfinding System Update
7. ADA Project Priority List
8. Master Project List

Next Meeting:

December 16, 2004
Building 3, Room 216 Boardroom

Submitted by: Susan Tatar, Facilities Management & Planning

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