Present: Maria Canabal, Richard Cheatham, Carol Dochen, Ann Marie Ellis, Don Hazelwood, Robert Patton, Micky Autrey, Rick Bishop, Glen Hanley, Nancy Nusbaum, Kim Porterfield, Chance Sparks for Carol Barrett, Coyle Buhler, Terry Dowdy, Pat Fogarty, Derek Grice, Frank Gonzalez, David Lemke, Stephen Marlow, Ralph Meyer, Kyle Morris, John Root, Bill Stone, Chris Reynolds, Donna Selcer

Absent: Robert Olney, Edna Rehbein, Barbara Sanders, Mark Hughes, Joe Meyer, Tina Schultz

Guest: Carla Bottorf, T. Cay Rowe, Paula Williamson, Janet Moseley, Daniel Vasquez

Requests for 1st floor space in JCK vacated by Mail Services
Two requests for the first floor space in JCK that will be vacated by Mail Services have been received.

The Graduate College requests the space to alleviate crowded work conditions for the staff and to accommodate files that are currently stored in Commons Hall. Paula Williamson and Janet Moseley attended the meeting representing the Graduate College. Ms. Williamson reiterated that lack of space is creating inefficiencies and potential hazards for their office. A major cause of this condition is storage of files used in the day-to-day operation of the office. The Graduate College must maintain the following files: active master’s, doctoral, certificate, certification, and non-degree seeking student files, scholarship and assistantship files, graduate faculty files, and curriculum files. The office is also required to maintain files for six years after a student’s last enrollment. Presently, the Graduate College occupies 3,768 square feet in JCK 280. This space houses the Graduate Dean, two Associate Deans, one Assistant Dean, sixteen additional staff, and twelve student employees. Efforts to utilize this space have resulted in adding partitions, enclosing part of the workroom for an office, and making the conference room into a shared space which includes a small office and storage. Ms. Williamson also said that the reconfiguration of the conference room has caused a lack of space to confidentially meet with students or accommodate large office meetings. Filing cabinets filled with active records have been added to every available space, which must accommodate the walkway required by code. In addition to cabinets, boxed files that must stay in JCK 280 have been added on top of five drawer lateral files for access. Lack of space has necessitated storing scholarship records, graduation records, and other files in Commons Halls. Presently, Graduate College staff must go monthly to retrieve files from Commons. In addition to the loss of work time and response time to student inquiries, there are a number of critical security issues.

Staff to be housed in the requested space would include an Associate Dean, Assistant Dean, Administrative Assistant, Systems Support Analyst, two graduate assistants, and one student worker. If the new space is approved, the Graduate College would be able to create a file room in JCK 280 which would resolve many of the current problems. Renovations to the 1st floor JCK space would include carpeting, painting, and the construction of some walls. One of the university’s highest priorities is to increase graduate enrollment. It is critical that the Graduate College Office operate in the most efficient manner possible by responding quickly to student and faculty needs. Additional space would improve efficiency and the work environment.

University Advancement is requesting additional space for the Office of Gifts Administration which will include the expansion of Advancement Services. T. Cay Rowe and Carla Bottorf attended the meeting to represent University Advancement. Ms. Rowe pointed out that the staff to be housed in the requested space will be the Director of Advancement Services, Assistant Director of Advancement Services, Coordinator of Advancement Services, an accountant for Advancement Services, four data entry operators and four student workers. Additionally, this space is needed for the storage of financial records for donations handled by Advancement Services. Records retention rules require their office to store ten years of records and there is no available space for storage in their current rooms. Ms. Rowe said that without the requested space, they will be required to rent climate controlled storage off campus. Off-site storage will result in an additional cost as well as security of and access to the records. The University Fund Drive and the Annual Fund also have storage needs. This includes boxes of forms necessary to run these programs as well as incentive gifts for donors. University Advancement will also be hiring additional staff during the next few years to assist with the Capital Campaign. Office space currently occupied by Advancement Services on the 4th floor will be needed for these positions. Additional staff is also being added to manage all accounting responsibilities currently being handled by the Athletics Office in relation to the receiving, recording, and receipting of Bobcat Athletic Foundation contributions and all general contributions to Athletics. Ms. Rowe pointed out that alteration of the current space is not needed as they will use the space as it is with purchased cubicles for the employees and students. Funds will be needed for the cubicles.

Ms. Nusbaum shared with the committee that the ID services space is still available on 3rd floor of JCK and would like to defer decision on this space and 1st floor mail services space until April. There has been a recommendation to the President and Cabinet for enlargement of the HR Office. The ID services area has been reserved for possible use for HR expansion but should also have additional space that may be allocated to one of the above requestors for additional file space. The committee agreed that the request should be revisited in April.

Status report from February 19, 2007 President’s Cabinet meeting
Ms. Nusbaum reported the Cabinet supported the Residence Life recommendations for residence hall work in summer 2007:
• Buckner Hall chairlift installation;
• College Inn conversion of pool deck to yard space;
• Tower replacement of heat exchanger;
• Blanco Hall replacement of floor in C wing;
• Bexar & San Saba upgrades to fire alarm systems;
• Elliott renovations to exterior walls and roof are on hold as the site is evaluated as a possible alternate site to construct the Undergraduate Academic Center.
• Mr. Reynolds is still working with UPD and Res. Life regarding Commons second floor renovations/changes.

Campus Christian Community Center
Ms. Nusbaum informed the Committee that the Campus Christian Community Center will not sell their building and land to the University.

Status report from the February 16, 2007 Board of Regents meeting
Mr. Buhler reported the design development documents for Phase 1 of Commons were approved by the Regents and work on Beretta Hall will begin this summer. The Speck Street Garage revised budget due to cost overages was also approved by the BOR. Ms. Nusbaum pointed out that this project has been resubmitted to the Coordinating Board because of the construction cost increases. It is hopeful that ground breaking will be started during spring break.

Status of Construction Projects
Ms. Nusbaum and Mr. Buhler reported the following updates:
• Due to the Pleasant Street Garage bid coming in at double what was originally budgeted, it has been determined and approved by the President to cancel this project and add the money allocated to the Matthew Street Garage project and expansion of a pedestrian walkway.
• Bus Loop project is going forward as a separate project. Construction should start in June with estimated completion by January 2008. The Pleasant Street Garage will be required to be closed approximately 6 months. Mr. Buhler has been working with Dr. Cheatham regarding timing of the garage closing.
• Speck Street Garage construction expected to start next week.
• Harris Plant renovations to begin in April.
• Mitte 5th floor work should start in April.
• Jowers bids should be received by March 9th and construction is expected to start in April.
• Commons Phase I work on Beretta Hall should begin in May.
• Student Recreation Addition should start this summer.
• Concho Green work should start in July.
• Construction Manager at Risk to be determined for the following projects:
Co-Gen Plant Expansion
Tomas Rivera Drive, Student Center Drive and Buckner Loop
North Campus Housing
Matthews Street Garage
Co-Gen Addition
Mr. Buhler shared with the committee that there are 13 active CMP projects with some form of activity to be started this year and 8 more CMP projects are in the works for next year. Additionally, the OFPDC has 106 other special projects in the works. Mr. Buhler passed out a Campus Master Plan Construction Activity Map for 2007. Ms. Nusbaum added that this map is also available on the web along with other updated construction information.

Feasibility Study for the Fine Arts and Communication Center
Mr. Buhler shared the conceptual renderings with the committee.

Classroom Improvements Committee Recommendations for Summer 2008
Ms. Nusbaum will be bring this item back to the committee in April.

Renovations for FCS
Ms. Nusbaum reported that renovations recommended from a recent efficiency study will cost approximately $75,000 and are supported by the Provost. Committee recommended allocating HEAF funds to start renovations this summer.

LEED Web Conference Deploying “Green” Residential Facilities
Mr. Buhler shared points learned during a recent webinar attended by OFPDC and Residence Life. The System Office has embraced the concept and made it a goal to consider LEED certification for campus buildings. Mr. Buhler shared that costs to convert or build buildings which would be certified LEED adds costs to the construction but costs would be saved in the future through the buildings’ energy efficiency.

Request for space in Brazos Hall
The space to be vacated by Risk Management has been partially allocated to CASETA. The Center for Texas Music History, Southwest Regional Humanities Center and Research Center for River Recreation and Tourism have requested the remaining three rooms vacated by Risk Managements’ move. The rooms have been requested as storage space for publications and additional workspace. The committee recommended that Ms. Nusbaum take the request to the President’s Cabinet for approval.

Swinney Guest House
Ms. Nusbaum pointed out that the Swinney Guest House located at the corner of North and Woods Street is the only empty space on campus. This house is approximately 834 sq. ft.

Fall 2006 Utilization of Instructional Space
Mr. Reynolds passed out copies of the report to the committee. A copy of the report is also located under Space Management on the VPFSS website. Ms. Nusbaum reported that classroom and class lab utilization is down considering data including RRHEC and without RRHEC. Mr. Reynolds has already started working on calculating fall 2007 utilization with information from the Registrar’s Office. Ms. Nusbaum also reported that conference and meeting rooms are currently being used for classrooms. These classes should be scheduled in classrooms or class lab rooms. The Provost recently presented his strategic plan for academic affairs. His presentation included increases in faculty, more research and increases in both doctoral and masters programs which will all need more space. If classrooms are not being fully utilized, some may be taken out for use as faculty and research office space.

Report from the City of San Marcos
Chance Sparks attended the meeting in place of Carol Barrett. Chance had no updates for the committee other than reporting that the Conference Center/Hotel is moving ahead.

Next meeting is scheduled for Friday, April 13th from 9:00 to 11:00 am in JCK 1100.