MINUTES

Meeting: Facilities Management Team

Building 3, Boardroom
Minutes: 2 page
Date/time: Thursday, December 16, 2004, 3:00 – 4:50p.m.

Present: FMT Members:

Stephen Pruch, Facilitator, AVP for Information Technology
Lynn Atkins, Classified Trades
Paula Carpenter, Management
Ryan Koch, ASLCC
Kaaren O’Rourke, Faculty
Joe Russin, Faculty
Mike Zimmerman, Classified

Ex-Officio:

Bob Mention, Bond Project Manager
Tom Oroyan, Architect/Planner, Facilities Management & Planning
Mike Ruiz, Director, Facilities Management & Planning

Audience: Jennifer Hayward, Pat John, Todd Lutz, Barbara McIntire, Rick Venturi.

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

GENERAL:

Stephen Pruch called the meeting to order and introduced Ryan Koch, ASLCC Treasurer, as the student representative to FMT. Joe Russin, while on leave until September 2005, will be replaced with another faculty representative to be chosen by the faculty council.

Mike Ruiz asked to add two agenda items after item 6. Storage shed and access in Building 1 were added as item 7, and item 7 was changed to item 8.

1. Rain Water Catchment

Jennifer Hayward, Project Specialist, presented a design drawing and information on a 1,550-gallon container to collect rainwater from Building 20 that will be installed winter term. The water collected will be used primarily for irrigation of the memorial garden and as an educational demonstration site for instructors for the near future. The cost of $1,500 will be paid by an EWEB grant. No FMT action was required.

2. SES Remodel, Building 13/101-104

The funding for the remodel had been postponed from the November FMT meeting. Stephen Pruch said that the remodel did not fit into the FMT process since the request came late and remodeling was almost complete; therefore FMT would be unable to fund the project. FMT members voted 7-0 against funding the remodel, with Stephen Pruch, Lynn Atkins, Paula Carpenter, Ryan Koch, Kaaren O’Rourke, Joe Russin, and Mike Zimmerman voting no.

3. Bldg. 2 Remodel—Priorities and Funding

Bob Mention handed out a proposal for setting priorities for the remodel and gave background about the project. The proposal divided the remodel into three priorities: Priority 1 – Remodel lower floor into offices (estimated cost $382,500); Priority 2 – Remodel upper floor into classrooms/labs (estimated cost $50,000); and Priority 3 – Remodel upper floor into classrooms/labs and offices for the Foundation (estimated cost $120,000).

Stephen Pruch stated that the Foundation had a space request in to the Space Assignment Committee (SAC), but had not been assigned space in Building 2. Kaaren said that Priority 1 and 2 are the same priority because with the remodel for Information Technology, Business Tech was losing a lab that they would need by the remodel of the second floor. After discussion, FMT decided to treat Priority 1 and 2 as one priority and Priority 3 as a separate project. The proposed space for the Foundation in one of the second floor classrooms would be considered when space is assigned and a remodel plan is presented to FMT. Stephen Pruch, Lynn Atkins, Paula Carpenter, Ryan Koch, Kaaren O’Rourke, Joe Russin, and Mike Zimmerman voted 7-0 to approve the project scope of Priority 1 and 2 to include office space on the first floor and instructional space on the second floor with some offices and a conference room to accommodate the needs of Business Tech and Information Technology.

Mike Ruiz handed out copies of the FMT Project Priority List and the Capital Repair/Improvements (CR/I) Fund 415400 Analysis as of December 15, 2004. FMT had $200,000 allocated as a placeholder but the remodel estimate of Priority 1 and 2 is $432,500, leaving a need of $232,500. Mike proposed moving the Center Basement Remodel with an allocation of $250,000 from FY 05/06 to the priority list and use the funds for the Business Remodel in FY 05/06. Stephen Pruch, Lynn Atkins, Paula Carpenter, Ryan Koch, Kaaren O’Rourke, Joe Russin, and Mike Zimmerman approved 7-0 to move the Center basement placeholder allocation of $250,000 off the FY05/06 list and back to the priority list, and also approved 7-0 to allocate $432,000 from FY 05/06 for the Building 2 remodel.

Mike also said Exterior Lighting Improvements, FMP Paint Shop Expansion and Family & Health Careers Office Remodel would be removed from the list because the work is scheduled or underway. No FMT action was required for removing the three projects from the list.

FMT discussed having a contingency fund for projects. Stephen Pruch asked Mike Ruiz to add a line for contingency to the CR/I Fund Analysis for each fiscal year starting with FY05/06. At a future FMT meeting, the members will discuss how much to allocate to the contingency budget.

4. Center 3 rd Floor Office Area Remodel

Pat John handed out a schematic showing how the area occupied by part-time faculty would be remodeled to add higher Steelcase panels and locking doors. Pat John requested the remodel because of security issues of having open cubicles next to a classroom. A rough estimate for the project is $6,000 for Steelcase panels, doors and hardware. Some current Steelcase would be used from stock and ALS would contribute some of the funds. Stephen Pruch, Lynn Atkins, Paula Carpenter, Ryan Koch, Kaaren O’Rourke, Joe Russin, and Mike Zimmerman approved 7-0 to allocate $5,000 from Small Projects.

5. Instructional Computing (04/201) Lab Remodel

Todd Lutz and Barbara McIntire explained the need for improvements to the lab, including electrical/data wiring, flooring replacement, adding a student help desk area, and an area for wireless access. The room does not serve students well in the current configuration. Todd Lutz wanted to inform FMT that he would start the planning for the remodel with a goal of doing the work next summer. Flooring replacement was already scheduled to be done with major maintenance funds. Mike Ruiz told Todd that he could request an investigation into the poor air circulation problem by sending a request to Facilities. No funds were requested and FMT took no action at this time, but wanted to be kept informed of plans.

6. Remodel Updates

Lynn Atkins gave updates on projects. The PE storage shed will get a new roof and siding in January. Privacy Needs Facilities would be finished next week. Health Tech dental aspirator is scheduled to be running by start of winter term. Public Safety and SES remodels were being completed and staff was moving in. Pole bases were to be installed for the SW Parking Lot Lighting during the next two weeks with wiring to be installed in February. Building 3 (Administration) skylight is still scheduled for completion during the winter break, but the skylight had not been delivered. Business building remodel was in plans development. Mike Ruiz commented that the Florence staff appreciated the new storage shed. Stephen Pruch complimented the front entry landscape project and use of native plants.

7. Motorcycle Storage Shed and Bldg. 1 Access:

Mike Ruiz said that there was an agreement between Facilities and Tim Craig and Jeff Davis to locate a portable storage shed for motorcycles used by the motorcycle training class, to the north access road where a current shed is located. The current shed will be removed due to rotted foundation and it is no longer needed. The Construction Tech program will build the building so no funds are needed. Stephen Pruch questioned the process used and suggested that SAC and FMT send a joint memo to the Executive Team regarding the processes. FMT took no further action.

Mike Ruiz requested $1,000 from ADA funds to install two magnetic door holders for the testing area in Building 1. Stephen Pruch, Lynn Atkins, Paula Carpenter, Ryan Koch, Kaaren O’Rourke, Joe Russin, and Mike Zimmerman approved 7-0.

8. FMT Procedures Review

Agenda item was deferred until the next meeting because of lack of time for discussion. Mike Ruiz handed out copies of the FMT and SAC websites and COPPS pages pertaining to the committees for FMT members to review.

FUTURE:

Future Agenda Items:

1. Contingency Fund
2. Steelcase Discussion – FMT’s role
3. ADA and Small Projects Allocations: Discuss how funds are to be spent.
4. Review of FMP Procedures on COPPS
5. Discuss FMT Quorum for Approvals-How many members are needed?
6. Discuss SAC/FMT Process
7. Wayfinding System Update
8. ADA Project Priority List
9. Master Project List

Next Meeting:

January 20, 2005
Building 3, Room 216 Boardroom

Submitted by: Susan Tatar, Facilities Management & Planning

Reviewed by: Mike Ruiz, Judy Ann Fuller