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Governance Minutes ArchiveApril 6, 1988
MINUTES Building Committee Executive Conference Room - 4th Floor Burruss Hall April 6, 1988 3:30 p.m. PRESENT: D. Ford (Chairman), W. Kark, J. McLain-Kark, D. Ludwig, G. Egger (for C. Steger), J. Ritchey, P. Eyre, J. Perry, W. Dugger, L. Cross (for S. Sullivan), S. Hall, M. Schlegel, K. Baker (staff), D. Eaton (staff) ABSENT: K. Gorur 1. Review and Approval of Previous Meeting Minutes D. Ludwig moved and J. Ritchey seconded approval of the min- utes of the November 4, 1987 and February 12, 1988 meetings. Motion carried. 2. 1988-90 Capital Outlay Requests Dr. Ford reported to the Committee that the University re- ceived funds for Maintenance Reserve in the current Session of the General Assembly for approximately $4.3 million. The University received planning monies for the Human Resources Infill. The total project included an auditorium, located between Davidson and Williams Hall; however, the amount re- ceived was for the Human Resources building only. Funding was also received for the Coal Fired Facilities project. For the Architecture/Engineeering Infill, the additional funds received was for planning for the renovation of HVAC systems of Cowgill Hall. Additional funds were also received for the project which will relieve the University of a major portion of its internal financial commitment. For the Research Divi- sion, the University received planning monies for Winchester Office and Laboratory Complex and funds for the Middleburg Forage Research Station. Subcommittees of the Building Com- mittee for these projects will be established. The Univer- sity also received funding for planning of the Whitethorne property, of which $50,000 is from general funds and $100,000 from non-general. This planning will include all facilities for the Agriculture College. The University received funding for three blanket authori- zations; one for research facilities, 460 Research Compound and renovation associated therewith; the Auxiliary Enter- prises Projects; and Education and General Renovation/Improvement Projects. The blanket authorization for Research is $4 million, Auxiliary $4 million, and Educa- tion and General for $2 million. Revenue bond projects were approved for Electric Service, Dorm/Dining Major Renovation/Improvement, and additional funds for the Student Center project. 3. Capital Outlay Status Report K. Baker distributed the status report (copy attached) which was submitted to the Board of Visitors' Buildings and Grounds Committee meeting. Chemistry Infill Bids will be opened on the fume hoods on April 13. The addi- tional fume hoods will be the last part of this project. Partial occupancy is expected sometime in June. Occupancy is planned by the academic year with use of some of the facil- ity. No major problems at this point. It was announced that the atrium in the Chemistry building will be used for gradu- ation ceremonies for that department. This project is 99.9% complete; the fume hoods are a second contract. Business Infill This project is on schedule for completion by August. The new portion is complete and occupied. Punchlist for the ren- ovation is tentatively set for August 23-24. Architecture/Engineering Infill Construction has started with the usual fallout of complaints concerning parking. Pesticide Lab at Winchester The roof problem is being corrected now. Contractors are working. Urban Pest Control This building is occupied and is substantially complete. Pilot Plant Building This building is substantially complete. Food Processing and Storage Facility The University is experiencing some problems in the kitchen area resulting from code comments from the Health Department. Problems are being addressed. The building is 85% occupied, and has been in use for several months. The Committee was informed that projects are kept on the Status Report until they are completed. This report is provided to the Buildings and Grounds Committee for the Board of Visitors at their quarterly meeting. 4. Capital Outlay Planning Status W. Kark distributed capital projects information (copy at- tached) to the Committee. The President's House project has received authorization. The 1988-90 Session authorized addi- tional non-general funding in the amount of $110,000. The Tidewater Office/Conference Complex plans are nearly com- plete. The Whittemore/Stanger Parking project is planned for completion this summer. The Architecture/Engineering Infill Phase I is under construction. The Baseball Seating project is essentially complete. The CRC Research I building is about 90% complete. The Intramural Field Lights will be ini- tiated July 1. The University received the professional cost estimate from the estimator on Squires last week. This project is on budget at this point in time. A major workshop with the ar- chitects, the users, and the Facilities Planning staff has been scheduled for next Saturday and Sunday (April 9-10) to go over all final details. The workshop will continue until all issues are resolved. The Division of Engineering and Buildings will also meet with the architects the following week. The Committee was informed that Squires will be closed on the day of commencement. The Special Purpose Housing project will be reviewed by the Art and Architecture Review Board this Friday (April 8). This project is on schedule. The schematics for the Vet Med Phase IV Planning have been completed and are being reviewed in Richmond. The Vet Med Classroom project and the Animal Isolation project are on hold, waiting for final budgeting issues to be settled. A meeting is being scheduled with the Dean. The University should break ground on the CRC Research II building at the end of this month. The Information Systems building will also break ground this month and is on schedule. Mr. Kark briefly reviewed the status of other projects that are not active at this time. L. Cross raised the question of the status of the Intramural Field Lights project. The University was directed that this project had to be approved by the Legislature. Authorization will come forward July 1 under the blanket authorization. 5. Future Capital Outlay Needs Dr Ford reported on future capital outlay needs, which are those projects listed on page eight of the Capital Projects handout. There may be other projects that will be added to that list. Dr. Ford reported that he had met with Dr. Torgersen and Mr. Ridenour to discuss the short session. Plans to submit capital projects in the short session were discussed. There have been no guidelines issued by the State. The University may be able to get funding for these projects for which planning funds were appropriated. Dr. Ford was given the charge to work with Mr. Ridenour and Mr. Kark, with the hope of bringing criteria to the next Building Committee meeting. The administration will be brought up-to-date with present or current guidelines so that the state guidelines on all academic space will be under- stood, and what action must be taken to set our priorities. Criteria for establishing priorities within the University were requested of the Committee. Through the ensuing discussion, the following items were sug- gested as criteria to be considered in setting priorities: Criteria for Identifying, Evaluating and Prioritizing Capital Outlay Projects A. Space Need Justification 1. Program viability and compatibility with Dept./College/University mission 2. Adequacy of existing space (quality, quantity, location) 3. Projections and trends (crystal ball effects) 4. Evolving teaching and research methodologies (space/function/relationship) 5. Changing technologies B. Space Standards 1. SCHEV Guidelines 2. Peer institution statistics 3. Programmed space needs 4. Accreditation organization standards 5. Self-Study recommendations C. Space Optimization Strategies 1. Development and implementation of Facilities Man- agement Data Base and Methodology 2. Improvement of net to gross space ratios through renovation (building efficiency) 3. Development of multi- disciplinary/interdisciplinary space 4. Implementation of "University space" concepts 5. Implementation of "charging for space" concepts 6. Consolidation of departmental and/or college units D. Funding Implications 1. State a. political climate b. resource availability c. funding priorities (renovation vs. new construction) d. funding appropriateness (instructional vs. research) 2. Local a. matching fund availability vs. project priority b. funding sources 1) general funds 2) public/private partnerships 3) federal funds 4) research overhead 5) local funds 6) private funds 7) bonds 8) private development E. Construction Cost Management 1) Life cycle cost analysis 2) Value engineering 3) Design/build 4) Construction management 5) Change order management Dr. Ford informed the Committee of a new legislative bill that provides for local municipalities to cooperate with in- stitutions in floating municipal bonds to build buildings on university land and for the institution to pay back the debt service. This may create a funding source but not money. Current lease funds may be a source that could be used for pay-back. The administration will study proposals of this type. 6. Proposed Campus Art Committee Dr. Ford distributed a "draft for discussion," for a proposed Campus Art Committee, which is proposed as a subcommittee of the University Building Committee. After discussion, W. Dugger moved and J. Ritchey seconded the motion to approve the "Draft for Discussion for Campus Art Committee" document, with the inclusion of a member of the faculty from the Interior Design Department to the suggested membership. Motion carried. W. Dugger moved and J. McLain-Kark seconded to adjourn the meeting. Motion carried. The meeting adjourned at 5:10 p.m.
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