The Committee discussed actions taken at the last Board of Trustees meeting. The Swing Space has been sited behind Friday Hall on the service road. Mr. Rowell asks that this road be given a formal name (proposed that it continue as Cahill drive) since this and other facilities will be located on it. Mr. Davis reported that architects are to respond to a solicitation of interest by November 21st. The hope is that a local firm will handle this project. The review committee for this architect search has not been established. Committee also discussed the location of the Creative Arts and the ISOM/CSC classroom buildings. The final siting of this last facility will be recommended following discussion between John Jeffries and representatives from Boney Architects.

The Committee considered alternative locations for University Relations (UR) and IOPL when they are displaced from Westside Hall. Mr. Fry indicated that space may be available at New Centre Drive for IOPL but Mr. Lanier wants to keep the UR on campus. Considering the projected size of the Swing Space facility, it may be possible for UR to go to this facility for the period of time between the initiation of the Westside Hall renovation and the completion of the Hoggard Hall project.

The job description for a relocation manager was considered using as a starting point an outline that was prepared by Mr. Fry. This outline follows:

1. Identify components of relocation plan
2. Setup plan for moving personnel to and from Swing Space
3. Communicate plan to personnel who will be relocated
4. Setup check list of items to be done prior to and during relocation
5. Setup calendar and PERT for relocations
6. Schedule all services

Mr. Davis shared his experiences on relocating offices during renovation projects. He suggested that the university consider hiring the relocation manager as a consultant following the same process that is used to employ an architect. University may want to consider hiring on an event by event basis. Some architects have personnel who can provide these services at an additional cost. Furniture suppliers may also have similar personnel. It was also suggested that construction managers at risk could provide some help in this area. Professionals who provide services usually have a supervising coordinator and one or more individuals who do the detail work - tag furniture and boxes, inform personnel who work with individuals being moved - furniture location at new site, etc. He recommends that movers be contracted instead of depending on university's moving services. Volume of material precludes internal personnel completing this work in small windows of opportunity. A person in each department should be designated as the contact person and should handle all paperwork associated with moves - phone and data line relocations, phone book changes, mail deliveries, etc. There should be no less than one-month lead time on all moves. He noted that funds must be reserved to pay for moving. Windows of opportunity for moving offices are important. Weekends are probably sufficient for administrative offices while break periods (fall/spring break, holidays, etc.) are more appropriate for academic departments. If breaks are not possible, then at least one week must be made available for academic relocations. All moves must be well coordinated, advertised in advance and executed on time.

The Committee reviewed the proposed use of modular furniture in Hoggard Hall and other locations. The architect will meet with directors in the affected offices to determine the most effective and efficient office structure.

The Committee reviewed the proposed list of offices that will be relocating to Hoggard Hall. These are: Accounting, Internal Audit, Institutional Research, Academic Affairs Operations Management, Sponsored Programs, University Relations, and Financial Systems. Vice Chancellor Jordan requested that the Budget Office remain in Alderman Hall.

Concern was expressed about how we let architects know how much renovation money is available for structural changes in the existing facility.

Mr. Davis reviewed progress on several projects including the following:

1. Hiring parking consultant
2. Seat replacement and asbestos tile replacement in Kenan Auditorium. Lighting upgrade will not be possible without new transformer to serve facility. University is currently addressing a lighting control panel problem. Handicap ramp may be addressed during the first phase of the building renovation.
3. Alderman Portico project
4. Aerial photos of the campus will be taken during December.
5. Construction documents for new residence hall will be completed by January
6. Sports Medicine facility is currently on hold. Project funding will require downsizing and possible relocation of the facility.
7. University Union expansion project is on track.
8. Nixon Annex expansion should be completed by July 2002.
9. Warehouse foundation should be laid in December.
10. Electrical infrastructure documents are at State Construction.

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Last Updated: November 28, 2001