Mr. Kolodij reviewed his meeting with OP staff in Elizabeth City. At this point, the legislative oversight committee is not fully staffed. Decisions are still needed on what can be charged against the 5% overhead that is being held by OP. Questions remain on whether or not universities can reallocate renovation funds to enlarge building footprints. All bids are the final test for possible reallocation of funds. Plans for Friday Hall should be drawn with and without expansion. He suggested that we forward specific questions to OP (Kevin McNaughton). He did report that the 5% overhead cost can not be shifted from campus to campus.

Committee had extensive discussion on the materials to be presented to the senior officers at the April 10th retreat. Among the items discussed were:

• Team approach in design and construction phases,
• Senior officers must take ownership for projects and Committee to serve to hold everyone's feet to the fire throughout the bond funded construction and renovation activities,
• Questions about the OC-25 process remain - Mr. Kolodij reported that original OC-25 process is no longer being used,
• Willingness to trade building footprint size to meet other building needs,
• Building budgets should be developed by teams composed of designer, user, division representative, technology representative, and others to be determined,
• Users need to be educated about how to define project objectives and not construction details, and
• There are two "pots" of funds to draw from during construction and renovation projects - bond funds and yearly operating budgets. VC's need to have building budgets in order to determine how much will be required from operating funds.

Ms. Farley suggested that team members attend an orientation that clarifies responsibilities, tasks, project timelines, and process and provides reference materials to be used throughout their involvement in the process.

Dr. Ragon cited a need to have university oversight for renovations in both owned and leased facilities. He also cited need to assign responsibility for communication flow. Suggestion was made to involve students in various stages of the process.

Mr. Russell asked that we look at costs for relocation sites and for moving offices and personnel. When do we make decisions about paying for moves, furnishing, etc. Standards need to be established for what will be provided at relocation sites.

This portion of the discussion ended with the development of a list of the Committee's expectations for the senior officers' retreat.

Ms. Farley discussed the current status of the University Union expansion project. External advisors have provided additional information on funding alternatives. Additional office and service moves have been reviewed. The university needs to develop a business plan for the union facility.

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Last Updated: 08/07/01