Attending: Sharon Boyd, Ed Davis, Carolyn Farley, Bob Fry, Jeff Hill, Paul Hosier, Bobby Miller, and Ty Rowell

Mr. Fry discussed the reasons for placing items on the agenda, specifically the problem generated by the revised university union construction and renovation schedule and the need to move the Financial Aid Imaging Center back to campus. Carolyn discussed the need to relocate existing University Union offices during the renovation project scheduled to begin in May 2004 and finish by January 2005. She is attempting to minimize renovating Burney for short-term use during the Union renovation project. Sharon and Carolyn have discussed using Wagoner Hall space to house Dean of Students staff. The Dean requires secure space for files and confidential conversation space for interactions with students. Ed suggested that Carolyn look at using meeting space in the new Union as temporary office space. Bob suggested that Dean of Students might move into the Student Media offices in Burney during the renovation period. Considering the projected schedule for beginning Burney work, Institutional Research staff, currently in that facility, will need to relocate prior to moving into permanent offices in Hoggard Hall. Work will begin on Burney in January 2005 while Hoggard renovations will not be completed until June 2005. Carolyn also noted that temporary space might be needed for International Programs if Westside Hall is not completed prior to the beginning of the Union renovation project. It was noted that there is currently some schedule slippage in the Union project. Ed asked that Carolyn provide complete written information on all relocation space needs prior to the next meeting so that the Committee will be better prepared to address her suggested moves. Bob and Carolyn will meet and prepare this information for distribution prior to the meeting.

Questions were raised about the need to move the Imaging Center to campus. Several possible reasons were presented. The Committee needs more detailed information to evaluate this request. Ed suggested that we formalize the process for requesting space moves and space renovations. He asked that we consider developing or adopting another institution’s form for this process. Items needed include: defining specific space needs, number of personnel involved in move, type of space needed, description of how space will be used, needed proximity to other spaces, traffic flows to space, signature and justification statement from senior officer, etc. This approach will help address some information and validity problems now being faced by the Committee. Ed and Sharon volunteered to bring to the next meeting samples of forms that are used in the space allocation and management at other campuses.

At an earlier meeting, the Committee discussed the possibility of moving some James Hall offices to Warwick Center. Ed noted that the James Hall renovation project might begin as early as December 2002 when the university begins considering architects. Any proposal to move forward with changing office locations must be considered now. It was noted that there are no funds to do any renovations in Warwick Center.

Note: Action items are underlined.