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UNIVERSITY OF WARWICK
Standing Group Responsible for the Maintenance and Refurbishment of
Centrally Timetabled Rooms
Notes from the meeting of the Group held on Monday13 May 2013
Present:Ms L Holland, Mrs K Jenkins, Mr P Jones, Dr E Melia (Chair), Mr J Owen,Ms E Spencer.
Apologies:Mr J Buckingham,Mrs V Hill,Mr D Mace, Mr C Singleton.
71/12-13Minutes
RESOLVED:
That the minutes of the meeting held on 15 April 2013 be approved.
72/12-13Refurb Group Meetings
REPORTED: (by the Chair)
That the Refurb Group meetings should be held every other month, given the level of business to be considered at each meeting.
RESOLVED:
That the Refurb Group meetings would now take place every other month, unless needed sooner.
73/12-13LIB1 and LIB2 Furniture Costs (minute 66/12-13 refers)
REPORTED: (by the Chair)
(a)That the Chair had contacted the Director of Estatesregarding over spend on the Refurb Group Budget and subsequently he had agreed to fund the replacement of furniture in LIB1 and LIB2.
(by the Furniture and Equipment Officer)
(b)That the orders for replacement furniture in LIB1 and LIB2 had been placed.
74/12-13Ramphal Building Projection Screens (minute 60/12-13 refers)
CONSIDERED:
An oral update from the Lead Technical Specialist regarding the two broken projection screens in the Ramphal Building.
REPORTED: (by the Lead Technical Specialist)
(a)ThatWarwick Conferences had paid for the replacement of the projector screen in R0.12.
(b)That the other projection screen was able to be repaired by IT Services.
(c)That, to avoid the projector screens being damaged in the future, the storage cupboard doors could be locked during conference season.
RESOLVED:
That the Lead Technical Specialist contact the Chair with an estimate of the costs of installing locks on the cupboards in the Ramphal Building CTTRs.
75/12-13Ramphal Building CTTRs (minute 38/12-13 refers)
REPORTED: (by the Conferences Senior Duty Manager)
(a)That he had not received a response from IATL regarding the difficulties posed by the trolleys forstoringtablesin the Ramphal Building CTTRs.
(b)That the trolleys should be removed from the Ramphal Building CTTRs.
RESOLVED:
That the Furniture and Equipment Officer contact IATL notifying them thatthe EstatesOffice would be removing the trolleys for storing tables from the Ramphal Building CTTRs.
76/12-13Windows 7 Migration (minute 68/12-13 refers)
CONSIDERED:
An oral update from the Lead Technical Specialist regarding the progress of the proposed roll-out of the Windows 7 migration.
REPORTED: (by the Lead Technical Specialist)
(a)That the Windows 7 migration trial in the RamphalBuilding CTTRshad been successful and they had received no complaints.
(b)That login times had been drastically improved with the migration to Windows 7.
(c)That all the PCs in CTTRs across campus would be replaced within 4-5 weeks.
RESOLVED:
That the Lead Technical Specialist contact Warwick Conferences regarding the schedule for Windows 7 migration and the subsequent updatesto the PCs.
77/12-13Engineering Foyer Art Work (minute 55/12-13 refers)
REPORTED:
That it was resolved at the March meeting of the Refurb Group that the Lead Technical Specialist was to investigate the digital link of the Engineering Foyer Art Work to the automated AV Services signage provision.
RESOLVED:
That the Lead Technical Specialist investigate the possibility of digitally linking the Engineering Foyer Art Work projection to the automated AV Services signage provision,so that the ambient sound could be turned off at appropriate times to prevent disruption of people taking exams in F107, F110, and F111.
78/12-13Workstations in the Science Concourse (minute 63/12-13 refers)
CONSIDERED:
An oral update from the Chair regarding the proposed PC workstations in the Science Concourse space.
REPORTED: (by the Chair)
(a)That CPARG had resolved that they would not support the installation of workstations in the Science Concourse as it was felt not to be a good location and their introduction may restrict space.
(b)That CPARG had, however, supported the provision of work zones that supported the use of mobile devices and subsequently requested that IT Services provide a report to a future meeting of CPARG on the strategy for work zones and potential space implications.
79/12-132012-13 Refurb Group Budget (minute 66/12-13 refers).
CONSIDERED:
A summary of the current budget position for the present academic year (CTTR.1/12-13(revised3).
REPORTED: (by the Chair)
(a)That the current budget positionwas unclear as Finance and Space Managements accounts differed.
(b)That shewas collating a paper to go to the Financial Plan Sub-Committee meeting on 4 June2013 thatwould ask for the RefurbGroup budget to be increased to around £200k for the next academic year.
(c)That an increased budgetwould enable the Refurb Group to take on medium sized refurbishment projects and a rolling programme of minor refurbishments.
(by the Furniture and Equipment Officer)
(d)That the RefurbGroup should submit a proposal to have a project manager assigned to the Group to manage larger refurbishments of CTTRs, if the increased budget is approved.
RESOLVED:
(a)That the Chair and the Space Management Assistant meet with the Estate Office Finance Manager, to clarify outstanding questions regarding the Refurb Group budget.
(b)That the Lead Technical Specialist provide the Chair with a list of costs for AV equipment, such as projector bulbs and screens, to inform the Financial Plan Sub-Committee paper requesting an increased Refurb Group budget.
80/12-13Lecture Capture Trial (minute 56/12-13 refers)
REPORTED: (by the Lead Technical Specialist)
(a)That IT Services had paid for the site licence for Camtasia Relay which would enablelecturers to record lectureson lectern PCs in CTTRs, their laptop, or their office PC or Mac.
(b)That the feedback from the Lecture Capture Trial with Chemistry was extremely positive, both with and without cameras.
(c)That IT Services would be rolling out a software version of Echo360 to all CTTR’s from October 2013 which would capture the PC desktop and audio from a built in microphone.
(d)That IT Services will need approximately£63k to install the Echo360 hardware capture appliance, camera and audio equipment in14 lecture theatres, at £4.5k per theatre.
RESOLVED:
(a)That the Lead Technical Specialist provide the Chair with information on the cost of installing Lecture Capture cameras in 14 lecture theatres.
(b)That the Chair include an appendix in the Financial Plan Sub-Committee paper requesting an increased Refurb Group budgetto cover the installation costsfor Lecture Capture cameras in the 14 lecture theatres suggested.
81/12-13Date of the Future Meetings
CONSIDERED:
The dates for future meetings of the Group.
RESOLVED:
That the Group meet from 10:00-12:00 on the following dates;
2012-13
Monday 15th July 2013
Monday 16th September 2013
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