Minutes
Campus Facilities Planning Committee
October 5, 2007

Present: Nancy Nusbaum, Mickey Autrey, Rick Bishop, Coyle Buhler, Elizabeth Blunk for Maria Canabal, Patrick Cassidy, Richard Cheatham, Kathy Ritchy for Carol Dochen, Ted Hindson, Ralph Meyer, Sandra Moody-West, Robert Olney, Robert Patton, Kim Porterfield, Bob Niemietz for Rosanne Proite, John Root, Ruth Welborn for Barbara Sanders, Tina Schultz, Chance Sparks, Chris Reynolds, Bogan Durr

Absent: Terry Dowdy, Ann Marie Ellis, Pat Fogarty, Derek Grice, Frank Gonzalez, Glenn Hanley, Mark Hughes, Stephen Marlow, Joe Meyer, Edna Rehbein, Donna Selcer, Alexis Dabney, Reagan Pugh

Guest: Nancy Wilson

Request for Alteration of Space - Roy F. Mitte Building, 1236-A, New Research Lab
The School of Engineering and Technology and the Department of Physics have requested installation of a wall between RFM 4231 and RFM 4232. The wall will be sound proofed and will require reinforcement to install a projector screen for visual demonstrations. Additional electrical circuits, data and phone lines will be added to accommodate 25 computers and an AV station for teaching purposes. Lighting will have to be readjusted and additional electrical circuits and control switches will be needed. The school and the department have $50,000 to cover the cost of the project. The cost estimate came in at $51,650. The Facilities Committee recommends approval of the work and funding of $1,650 from HEAF if needed. It should be noted that the $51,650 includes a contingency; therefore, the $1,650 from HEAF may not be required. This item will be presented to the President’s Cabinet for approval.

Request to Remove Counter in the Writing Center to Build Private Tutoring Spaces and Request for Funding
On behalf of the English Department and the Writing Center, Nancy Wilson presented a renovation request for an estimated $2,500 in Higher Education Assistance Funds to remove a heavy counter in the Writing Center. Removing the counter will facilitate the installation of partitions to create private tutoring spaces. Currently, 5 or 6 tutors at a time share an open area. The current arrangement is not conducive to individual tutoring because of noise. The English Department will pay for the partitions. Dr. Cheatham pointed out that the “student fee contingency” fund could jointly be used for this type of request. The Dean of Students (John Garrison) Office administers the student fee contingency fund. It was clarified that the Writing Center will not move to the Undergraduate Academic Center. The Facilities Committee endorsed the request. Ms. Nusbaum and Provost Moore can approve the renovation and funding request since under $5,000.

Undergraduate Academic Center Occupants
The following departments/offices will move to the Undergraduate Academic Center - Sociology, Political Science, Liberal Arts Advising, Undeclared Advising, Texas Success Initiative Program (TSIP), Student Learning Assistance Center (SLAC), and Athletic Advising Center. The new building will be located in the Evans Parking Lot and will contain “shell” space for the future South Chill Plant. Construction is scheduled to begin in early fall of 2008 with estimated completion in spring 2011.

Request to Update Old Main 106 and Request for Funding
The School of Journalism and Mass Communication requested permission to spend $1,000 for cosmetic changes to Old Main 106. This general face-lift includes removing counter tops, repairing/painting walls and moving a large display-case to the hallway. The finished space will be used as a student study area/lounge and the department is seeking Higher Education Assistance Funds. The Facilities Committee endorsed the request. Ms. Nusbaum and Provost Moore can approve the renovation and funding request since under $5,000.

Request to Renovate the University Marketing Office and Request for Funding
In August, the Facilities Committee recommended a cost estimate to renovate JCK 860 be developed as soon as possible and supported up to $75,000 for the renovation. Ms. Diana Harrell requested that their existing space in JCK be remodeled to accommodate five new positions. Funding for remodeling and for modular furniture was also requested. Four of the positions are already in the process of being filled; however, there is no space available to house the new employees. The new positions include a graphic /web designer, a project coordinator to facilitate the production calendar, 2 additional writers and a Director’s position. It is expected that all positions will be filled by December. The Office will be fully staffed and their current space in JCK 860 is expected to be their permanent space. The cost estimate totaled $77,860 ($28,335 for remodeling, $44,525 for furniture, and $5,000 for contingency). The Facilities Committee recommends approval of the project and funding from HEAF at the increased cost. Ms. Nusbaum will seek approval from the President’s Cabinet since over $25,000.

Request to remodel Agriculture Building, Room 206 and Request for Funding
The Department of Agriculture wants to remove a counter in room 206 and install it in room 208. The project is intended to improve the appearance and functionality of the room 206, the reception area. The estimated cost is $1,700. No funding source was specified in the request. Ms. Nusbaum will contact the Department of Agriculture to determine the funding source. If HEAF is requested, the Facilities Committee endorses the request. Ms. Nusbaum and Provost Moore can approve the renovation and funding request since under $5,000.

Request for Additional Work from Continuing Education and Request for Funding
The Continuing Education Department is asking for additional funds to expand the scope of work on a $6,700 renovation project which was already approved. The department wants to remove a wall to create a larger office for two people. The original scope of work created a 70 square foot, one person office. The staff member assigned to that office is medically diagnosed as “claustrophobic” and the additional work is needed to provide a reasonable accommodation. Tina Schultz, Director of Disability Services was not aware of this situation and will contact Continuing Education to “start the process” of determining a reasonable solution. The Facilities Committee recommended that Tina Schultz review the situation and provide her opinion. If Ms. Schultz determines the additional work is needed the Facilities Committee will endorse her recommendation. Ms. Nusbaum and Provost Moore can approve the renovation and funding request since under $5,000.

Allocation of Vacated Space in the Academic Services Building
Upon completion of the Undergraduate Academic Center, space vacated by the Undeclared Advising Center and the Texas Success Initiative Program (TSIP) will be available in the Academic Services Building for allocation. Dr. Ron Brown has requested allocation of the TSIP space ( 762.6 nasf) to University Seminar (they would relocate from the fourth floor to the first floor). He has also requested allocation of the Undeclared Advising offices (375.2 nasf) to provide office space for adjunct faculty hired to teach the GNST 4350 capstone course and for secure filing space. No other need was identified for the space. Space occupied by the Athletic Advising Center (3,885.5 nasf on the second floor) and University Seminar (655.5 nasf on the fourth floor) will be available as other campus needs arise. The Facilities Committee recommends allocation of the first floor space as requested by Dr. Brown. Ms. Nusbaum will present the recommendation to the President’s Cabinet for approval.

The allocation of space vacated by University Seminar and the Athletic Advising Center will be taken into consideration by the Facilities Committee. Chris Reynolds will provide floor plans with room net assignable square feet to the Committee to share with their respective departments.

Delay in Bond Sales
Ms. Nusbaum informed the committee that bond sales to fund master plan projects have been delayed. A motion will be presented to the Board of Regents in November requested approval to use $10 million from quasi-endowments to keep the projects moving forward while bonding issues are resolved.

Campus Master Plan Construction Activity
Ms. Nusbaum distributed a pamphlet to the Committee showing the active Campus Master Plan projects, total project costs and project renderings.

Brazos 104 is Available - Recommendation from Dr. Ellis on Use of the Space
Ms. Becky Prince freed up Brazos 104 since Keith Lauderdale will remain in his current space on the second floor of Commons. Dr. Ann Marie Ellis has requested that the available room be allocated to the Center for the Study of the Southwest and the Center for Texas Music History to accommodate the growing needs of the Texas Music History Center. No other need was identified for the space. The Facilities Committee recommends allocation of the room as requested to the President’s Cabinet.

Environment and Facilities Survey
Ms. Nusbaum asked for Committee volunteers to help with editing the Environment and Facilities Survey originally distributed in 2003. Another survey needs to be distributed in November 2007. Tina Schultz and Bogan Durr volunteered to assist. Ms. Nusbaum will also contact Dr. Ellis to see if she is willing to assist as well since she was on the original survey sub-committee.

Lampasas Hall
Ms. Nusbaum showed the Committee renderings for the exterior changes to Lampasas Hall.

Report from the City of San Marcos
Chance Sparks reported on the progress being made with the construction of the conference center and hotel. He also reported on the status of the San Marcos Downtown Campus Master Plan and that the Campus Edge Plan developed in collaboration with the City and the University will be receiving an award from the Texas Chapter of the American Planning Association.