University Facilities
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University Facilities |
| Minutes of the June 25, 2001 Meeting | |
Attending: Boyd, Bemelmans, Dodd, Fry, Hosier, Ragon, and Rowell
Meeting began with discussion centered around projects that warrant the establishment of subproject protocols. Dr. Hosier and Mr. Bemelmans presented a proposal to move forward with replacing the seats and installing new stage lights in Kenan Auditorium. A significant number of seats in the facility are broken and lack of satisfactory stage lighting has prohibited the scheduling of this facility by outside companies. Rates for the use of the Auditorium have been increased recently. Customers have raised questions about what they are getting for this increased rate. A decision on whether or not funding will be available for an alternative performance venue will not be made until the end of the summer. Even if a new performance hall is built, it will not be available for 5 years. Seats and lighting are needed now to provide an acceptable venue for both on and off-campus groups. It was pointed out that the bond funds and the plan to use them have delayed some much-needed work in certain key facilities. Without the bonds, the university would probably be trying to address these problems at the present time.
Recommendation: Committee recommends that the Chancellor and Vice Chancellors approve the creation of a subproject for Kenan Auditorium that would include the installation of new seats and stage lighting. This project would be considered the first phase of the complete renovation project. Renovation could be completed during the summer of 2002. An architect would need to be hired to begin planning for the complete renovation of this facility.
Committee then focused on the needed upgrades to the Friday Hall HVAC system. Renovations to this building are now scheduled to begin in July 2007. Mr. Hack reported that the current HVAC system is beyond its useful life and is failing on a recurring basis. Replacement parts are still available at this time but it is anticipated that this may not be the case in the near future. Mr. Hack provided the committee several alternative solutions to this problem. He suggests that new compressor and chiller units, as proposed in the renovation plan, be install in the near future. This work would not affect the internal components of the building and would only affect service for relatively short periods of time. These new units would be designed to support the existing structure and any anticipated expansion.
Recommendation: The Committee recommends that the Chancellor and Vice Chancellors approve the creation of a subproject to install Friday Hall’s external HVAC equipment. This project would be compatible with the earlier identified renovation needs in this facility.
At its last meeting, the Committee heard a report from Dr. Dragna on the type and cost of modular facilities that could be used by his departments during the renovation to Westside Hall. The following information is taken from the minutes of the Committee’s June 20th meeting.
The Committee heard Dr. Dragna’s report on alternative facilities for housing Student Health Services and Student Counseling Services during Westside Hall renovation. Two vendors (GE Capital and MTI) who provide modular facilities have been contacted. One had provided services to NHRMC during construction. This facility (approximately 13,000 sq ft) is currently in the Raleigh area and could be transported back to Wilmington for the university to use. The second vendor would construct a facility (approximately 9,000 sq ft) to university specification. Approximate total cost of both these configurations on a three-year lease is about $225,000. Included in this cost for vendor one would be a $9,000/month rental charge while vendor two would have lower construction and installation charges but have higher monthly lease costs ($11,000). Both vendors would charge lower monthly rental for longer leases (> 3 years). Both proposals will be handicap accessible and will require infrastructure hookups (water, sewer, telecommunication, etc.) that would be done at the university’s expense by campus personnel or contractors. Dr. Dragna indicated that the SDC staff would like to be assured that they will be moved back into Westside Hall once renovations are completed and the temporary facilities would be close to their existing location. It was also noted that client parking will be required. These facilities should be able to be converted for use by other dislocated personnel during subsequent renovation projects.
In a previous meeting, the Committee asked Mr. Hack to suggest three potential sites for these modular facilities. The Committee will have these recommendations prior to the Senior Officer retreat so that a full discussion can take place and decisions reached on this crucial issue. This becomes even more crucial following Dr. Hosier’s discussion with Mr. Kolodij and the architects working of the Westside Hall project. It is now anticipated that renovation and expansion could begin as early as July 2002. This is approximately six months earlier than originally anticipated. Vendors supplying the campus with temporary space have indicated that ideal lead time is about one year although facilities can be delivered in as little as 30 days but at a significantly higher cost. Committee had some discussion about the possible erection of a steel walled building to use as swing space during the renovation process. Concern was expressed that this space would need to be located at the back of campus since this facility would not be removed once renovation projects are completed. Committee felt that modifying a permanent structure to accommodate various types of tenants would be costly and a back campus location would not serve the needs of the certain displaced groups.
Recommendation: The Committee recommends that the Chancellor and Vice Chancellors approve the concept of using modular facilities during the renovation of campus buildings. Once adopted, the process for selecting and contracting with a vendor will be handled by Business Affairs with input from the Facilities Committee and projected users of these facilities. (see ITEM - 6a)
Recommendation: The Committee recommends that the Chancellor and Vice Chancellors select a site for the installation of these facilities. Business Affairs will handle site preparation and connections of these facilities to water and sewer. Telecommunications connections will be handled by ITSD. (see ITEM - 6b)
Recommendation: The Committee recommends that the university negotiate a contract with the vendor that includes the cost of removing the modular facilities once they are no longer needed. This will insure that these facilities do not become a permanent campus fixture.
Recommendation: The Committee recommends that the Chancellor and Vice Chancellors approve the attached list of team members for Bond-funded construction and renovation projects. (See ITEM - 6e)
Members of the Committee have noted that discussions have continued after decisions have been reached by the Senior Officers and that some earlier decisions have been or may be changed. It was pointed out that the bond-funded projects are not discrete but are interrelated. A changed decision on one project will have an impact on one or more subsequent projects. After discussion, it was decided that the Committee should make the following recommendation.
Recommendation: In order to create a more formal process, the Committee recommends that the Chancellor and Vice Chancellor establish a decision log which contains each recommendation brought before or developed by the group, any subsequent modifications made by the group prior to adoption, its decision status, the date that action was taken, and the Chancellor’s signature. (see ITEM - 6c)
The Committee is currently working on the second phase of the sequencing plan. It is preparing a list of all building occupants and their anticipated relocation site during building renovations. This will be presented to the Chancellor and Vice Chancellors in the near future.
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Last Updated: 08/07/01