FACILITIES PLANNING COMMITTEE

MEETING MINUTES

TUESDAY, SEPTEMBER 13, 2011

MEMBERS PRESENT: Dr. Deborah Arfken, Dr. Richard Brown, Dr. John Delaney, Dr. Robert Dooley, Asst. VC Tom Ellis, Theresa Liedtka, VC Bob Lyon, Dr. Phil Oldham, Mike Royster (sitting in for Rick Hart), Dr. Mary Tanner

SUPPORT STAFF & GUESTS: Dr. Dee Dee Anderson, Cindee Pulliam, Jim Pulliam, Janet Spraker, Monty Wilson, Sandy Cole, Doug Silver

Vice Chancellor Brown opened the meeting by asking for approval of the June 29, 2010 minutes. Dean Liedtka made a motion to approve and was seconded by Dr. Mary Tanner. Minutes were approved.

CAMPUS MASTER PLAN 2011 UPDATE:

Ms. Spraker and Dr. Arfken briefed the committee on the consultant’s work to date. Several information gathering sessions were held over the spring.These were followed by campus and community sessions in July in which preliminary alternative concepts were presented for comment. The next sessions will be held in October to review updated alternative concepts for another round of campus and community input. Particular attention is being paid to the size, location, and timing of new campus housing.

Dr. Brown stated that this process is necessary to help us determine the best way to grow the campus in the next 10-15 years. In addition to academic space and student housing, all aspects of enrollment growth including parking, greenspace, recreation, athletics and student services are being addressed in this plan. Dr. Brown added that the Strategic Plan will inform the process as well. Once the plan is in its final form it must be approved by the UT Board, THEC and the State Building Commission.

CAPITAL UPDATE:

Ms. Spraker provided a handout showing the current capital projects status with the following highlights:

  • Student Recreation Center, Phase II is 100% complete
  • New Library Building is targeted for April 2013 completion
  • Boiler Replacement Phase II 98% completed
  • Metro Renovation, Phase II construction start February 2012
  • Stagmaier Hall Housing is out for bid with completion in July 2012
  • ADA Improvements, Phase III is awaiting additional funding
  • South Stadium Demolition is substantially complete.
  • Academic Math Mall was completed in July 2011
  • Patten House Exterior Repairs is to be completed October 2011
  • Fire Alarm Upgrades (Development House/Maclellan) to be completed December 2011
  • Window Replacements, last round (Hunter Hall) to be completed December 2011
  • Roof Replacements, final roof (Frist south) to be completed December 2011
  • Restroom Upgrades to be complete late September 2011
  • Bretske Hall Improvements being bid with an estimated completion of July 2012
  • Maclellan Gym Pool Improvements still under design
  • Campus Landscape Improvements, Phase II to get underway summer 2012

Dr. Brown suggested that members stop in and check out the new “Math Plaza” in the former lobby of Maclellan Gym. It is up and running with 102 computer stations for lower level math classes. He also gave an update on the South Stadium project. When site work is finished over the next few months there will be a center walkway with new pedestrian lights and trees.Dr. Delaney asked if there was a rendering that shows what is planned for this section of Oak Street. Mr. Ellis said he would provide the concept drawing, though final details need to be settled. VC Lyon asked a related question about the policy on memorial tree replacement. Mr. Silver said that the Campus Landscape Committee looks at these on a case-by-case basis, but that replacement trees will be a long-lived variety. This has not always been the case in the past. VC Lyon said that he would relay that information to those who ask.

Two projects were approved in July—the State funded renovation of Holt Hall at $7.45 million and an institutionally funded $3.5 million project to retrofit the Lupton Building after the library is moved. Designers have been appointed for both projects. The earliest the Lupton project could begin would be sometime in the summer of 2013. Dr. Brown asked for volunteers to serve on a committee that wouldrecommend the space utilization for the Lupton project. Dean Liedtka, Dr. Rutledge (appointed by Dean Tanner), Dr. Oldham, Jim Pulliam and Janet Spraker will serve on this ad-hoc committee. Dr. Delaney asked that student input be sought if administrative functions are considered.

Dr. Oldham stated that the Holt and the Lupton project must be mutually considered as his desire is to convert Holt to a building focusing on the life sciences. This would mean that several departments would need to relocate to the Lupton Building or elsewhere. He will work with Dean Burhenn, John Tucker and others to finalize the future space program for Holt Hall.

FY 2012-13 Capital Submittal:

Ms. Spraker provided a handout with the current capital submittal. Discussion ensued on the #1 capital outlay project, which is listed as a $31.5 million joint renovation to the Lupton Building and the Fine Arts Center. Dr. Brown stated that the previously discussed $3.5 million project was requested as a stop-gap solution to retrofit the building into useable space as we await capital outlay funding. There is, however, a possibility that the State will proceed with a bond issue for additional capital construction and renovation projects due to the current economic climate. Dr. Brown asked the group looking at the Lupton space to keep the long term needs in mind.

Project Related Moves:

Ms. Spraker said that that Metro Phase II design is nearly complete and will be bid as soon as fire marshal approval is in hand. She anticipates the required moves (Gear-Up, EOC & other CCCE programs in Metro, and ESL) need to happen after the end of the fall semester. Mr. Pulliam stated that due to deteriorating conditions in Metro Annex he strongly recommends relocating Gear-Up offices and ESL more quickly. Dr. Tanner stated that all programs under the CCCE umbrella need to be co-located in appropriate space, which includes the current functions in Frist Hall. Dr. Brown asked that a meeting be scheduled soon to discuss possible space allocation for this entire group in the Doctors Building.

Mr. Ellis stated that significant surge space has to be allocated to accomplish on-going capital projects. Most projects require completely vacating buildings to do the work, and the Holt renovation will be particularly challenging to accomplish due to the lab needs.

UPDATES/NEW ISSUES:

Moves out of Stagmaier:

Several moves had to be completed over the summer in order to start the housing restoration project in Stagmaier Hall. Summary of these moves are as follows:

  • Army ROTCis now occupying the former ADPi House at 601 Douglas Street. A motion was made by Dr. Oldham and seconded by Dr. Arfken to make this a permanent assignment. Motion carried.Ms. Spraker asked members to give this building a formal name. The consensus was to call it the “Military Science Building”.
  • Arts & Sciences/Administrative storage uses have been assigned space in the Doctors Building. The administrative storage (H.R./Graduate/Cress Gallery) should be temporary depending on future assignments.
  • TheMusic Departmentwill move Band Storage and studio space to the newly acquired former Art Accent property at 825 McCallie. A motion was made by Dr. Tanner to approve the assignment of this space and seconded by Dean Liedtka. Motion carried. Mr. Wilson stated that installation of the phone and alarm systems are in process. Mr. Pulliam said that exit signage and lighting is also required before we can occupy the building. Ms. Spraker asked the group to approve the naming as “Music Annex”. A motion was made by Dr. Oldham and seconded by Dr. Arfken. Motion carried.

Bretske Hall Art assignment – This building is being renovated to house various Art Department uses. The main floor will have drawing and painting classrooms, a few offices and a seminar room. The lower level is laid out for studios. Ms. Spraker showed members a rendering of the new Chamberlain frontage façade, which features a large two-story window wall. The renovation will also add new restrooms and an elevator. A motion was made by Dean Liedtka to formally approve this use seconded by Dr. Arfken. Motion carried.

Administrative Services Buildingassignment– A proposal was made to move Purchasing back to the Administrative Services Building in first floor space they once occupied, but most recently used for the IT Help Desk. Ms. Spraker commented that bidders have difficulty finding Purchasing in Race, and finding parking for bid events. They also do considerable work with Facilities so this would be a positive move. Safety & Risk Management is also proposed to occupy a portion of the space for their emergency management office growth, and Public Safety space for their storage and other needs. A motion was made by Dr. Oldham and seconded by Dr. Tanner. Motion carried. Dr. Brown asked Ms. Spraker to coordinate the space assignments and necessary renovations.

Race/Hooper Hall - Space has been temporarily assigned to the Records office and the Equity and Diversity office. The Records office needs will have to be addressed permanently once other departments move out of Race and Hooper.

Arena - Health and Human Performance has moved the Physical Activity Center from the Arena to Maclellan Gym in the north end of the auxiliary gym. Athletics has requested that the academic use of the Dance Studio be relocated also as they want to have permanent use of this room. Dr. Brown said thatArena Operations uses this room for most all events, especially because of adjoining kitchen.Any assignment would have to serve this need. The academic use of the Dance Studio (three sections of Theater dance classes) could possibly be accommodated in Maclellan classroom 207, but this could not take place until HHP moves to Metro after its renovation. Dr. Delaney stated that he has been approached about possible use of the ARC dance rooms, but they are heavily used. Hewill continue to see if something could be worked out temporarily and will follow up with Ms. Spraker. Formal action on this item was deferred, although the committee agreed in principal that Maclellan 207 could be converted for academic dance use at a later date as long as it serves other needs by HHP and Campus Rec.

PROPERTY ACQUISITION – PROPOSED ASSIGNMENTS:

Engel Stadium - The acquisition of the City/County property is now finalized. The additional railroad property is close to final. Dr. Brown said the intent is that the stadium itself will remain as-is with a private group working on raising money to repair and restore it. Mr. Ellis said that the adjoining administration building needs considerable work before it could be used.

551 Oak Street –This Victorian property will house the Provost and his Academic Affairs staff, bringing most of his Associate Provosts into one location for the first time. He also plans to bring Asst. VC Yancy Freeman to this location. Once the building has phone and network access these moves will be scheduled. Dr. Brown stated that this house is on the Historic Register so any renovations have to be carefully planned.

545 Oak Street – This building is proposed for International offices and ESL classrooms. Dr. Oldham asked Ms. Spraker to coordinate a space plan with Hugh Prevost. Network/phone access needs to be completed.

720 McCallie Avenue - It is proposed that Human Resources, the Office of Equity and Diversity and possibly Legal staff will occupy this recently acquired building. Dr. Brown stated that this high visibility location will be much more accessible to visitors, both campus customers and prospective employees. A motion was made by Dr. Delaney to approve this assignment and seconded by Dr. Arfken. Motion carried.

Red Cross Property – Dr. Brown said he is working on this possible acquisition. It could be used for short-term surge/storage space but would likely be demolished in the future for use as outlined in the Master Plan.

FUTURE OPEN SPACE:

Several spaces will be vacated by the moves approved for acquisitions and other project related moves. These include:

Founders Hall – space vacated by the Provost’s move to 551 Oak Street house.

Race/Hooper Halls – The first floor Associate Provost space and theentire 2ndfloor of Race will be vacant after Human Resources, OED, and Purchasing move to their respective assignments. The former Financial Aid space in Hooper 1st floor has not been assigned. Dr. Brown reminded the committee that he needs to relocate the Banner offices from Fletcher Hall officesto provide additional space for the College of Business.

Guerry Center- Space will be available after Art moves to Bretske in the fall of 2012.

Dr. Brown asked Ms. Spraker to send out floor plans of these areas and he would like the committee to meet in 30 days for further discussion on this space. Mr. Ellis reminded the committee again that we need to keep in mind the need vacate Holt Hall a minimum of 50% to accomplish that funded renovation.

Walk-on item: Dean Burhenn submitted arequest for Theater prop storage space in the Doctors Building. Dr. Tanner made a motion to defer this item until the next meeting seconded by Dean Liedtka. Motion carried.

Meeting adjourned by Dr. Brown.

Recording Secretary

Valerah Hodges