campus facilities planning committee - Office of Facilities Coordination

CAMPUS FACILITIES PLANNING COMMITTEEOctober 15, 2001228 Williams Administration Building - 2:00 pmMEMBERS PRESENT: Mr. Charles A. Sippial (Chair), Dr. Ronald Douglas, Dr. Bill Perry, Mr.Bill Krumm, Dr. Malon Southerland, Mr. Richard Creger, Dr. Robin Abrams, Ms. SchuylerHouser, Stephen Franklin (for Russell), Mr. James MasseyEX-OFFICIO MEMBERS PRESENT: Mr. Tim Donathen (Facilities Planning &Construction), Ms. Sabine Kuenzel (City of College Station), Mr. Richard Williams(Physical Plant Department), Mr. David Godbey (Physical Plant Department), Ms. MichelleEngelke (for Robinson-Treasury Services)MEMBERS NOT ATTENDING: Dr. Richard EwingPRESENTERS/GUEST PRESENT:Charles Backus Texas A&M University PressDeborah Wright Administrative Geographic Information SystemDennis Corrington Recreational Sports DepartmentTom Reber Recreational Sports DepartmentLinda Ravey Research ParkBob Gantt Health & Kinesiology-Challenge WorksCamille Bunting Health & Kinesiology-Outdoor Education InstituteFrank Thomas Health & KinesiologyTom Adair Physics DepartmentLewis Ford Physics DepartmentMark Lemon Physics DepartmentDuane Schlitter Wildlife & Fisheries ScienceKathy Eissinger Athletics DepartmentDoug Williams Parking, Traffic, & Transportation ServicesDavid Morrison Facilities CoordinationChairman Sippial called the meeting to order at 2:05 pm.1. Minutes from the meeting of July 16, 2001. – Approval was deferred until the next committeemeeting, planned for January 2002.2. Challenge Works Land Use – BuntingDr. Bunting requested that the committee recommend the designation of approximately 27acres, generally located west of the Freeman Arena and south of Gabbard Road for use as anOutdoor Training Laboratory. The laboratory is a program of the Health & KinesiologyDepartment and has been in use at this site since 1979. The department has invested over$83,000 in improvements on the property. There are multiple educational programs that aredependent upon the continued use of this property. The committee was told that there areapproximately 2,000 participants (360 student weeks) that use this facility. This designationis also needed as easement requests from the City of Bryan are being considered. GabbardRoad is planned to be a secondary entry to the planned Traditions development and willCampus Facilities Planning CommitteeOctober 15, 2001

potentially need to be widened to accommodate this use. One affect of such easementrequest will be the need to relocate the existing parking area. The committee was support ofthe request, encouraging the university to consider provisions of security fencing and othermeasures needed to protect the university’s interest in the area. Dr. Perry moved toapprove the request for designation of the property use. Student Body PresidentHouser seconded the motion which was approved unanimously.3. Closing the Gaps – PerryDr. Perry provided a briefing to the committee on the State’s CLOSING THE GAPSinitiative. Citing a July 27, 2002 memorandum from Dr. Don Brown, Commissioner ofHigher Education, he outlined the general components of the effort to enhance theparticipation, success, excellence and research efforts of students and higher educationinstitutions in the State. As part of this process, the Texas Higher Education CoordinatingBoard has modified the construction application to allow institutions to provide comment asto how proposed projects are supporting the initiative. Dr. Perry encouraged the committeeto be aware of this and to develop a process that the content of such comments will properlyportray the university’s efforts in this regard. The committee thanked Dr. Perry for hispresentation. There was no action taken.4. University Press Building Proposal – BackusDr. Backus provided an informational briefing on the current status of the University PressDepartment and its plans for future growth. The department was originally established in1975 and moved into its current facility in 1983. The growing department sells over 200,000units in year and anticipates this to increase. The primary need is for additional warehousespace. Until a permanent solution can be developed, the department has leased space offcampusto address their current needs. Dr. Backus indicated that an addition to their existingfacility would be an optimal solution. His estimates are that approximately $5.6 millionwould be needed for such an addition. He plans to highlight this need in future capitalcampaign projects. The committee thanked Dr. Backus for bringing his needs to theirattention. No action was taken.5. Remote Storage Building Proposal – PerryDr. Perry presented the need for a remote storage facility. Needs for such space are growingfor such units as the University Press, the Anthropology Department and the Evans Library.This sort of building will also address the efforts to promote the Records ManagementProgram of the University. The cost of such a facility will vary dependant upon the specificuses, configuration and site. Once scenario of placing a building at the Riverside Campus toaddress the outlined needs, would be on the order of $3 million. The specific project costhave not been confirmed. Dr. Perry asked that as the committee considers futureconstruction projects that the need for such a facility be given a priority consideration. Thecommittee took no action.6. Physics Observatory Plans & Site Proposal – Adair, Ford, & LemonDr. Ford told the committee of the need to upgrade the existing Observatory currently in useby the Physics Department and located generally south of the Easterwood Airport. Plans toaddress this need include razing the existing facility and constructing a new Observatorynear the current site. The existing telescope will be preserved and the new structure willinclude a robotic telescope, classroom, and restrooms. Plans are for the build to beCampus Facilities Planning CommitteeOctober 15, 2001

approximately 3,500 gross square feet in size and cost approximately $546,200. The fundingsource will be from Departmental monies. The site at a remote area, away from lights isnecessary for the proper operation of the telescope. Once approved it is anticipated that theproject would be complete by July 2002. The committee discussed the request, asking aboutthe proximity to the airport and the chances that future growth in the area would affect theoperations and the expected number of years the site would be viable for this sort ofoperation. Drs. Ford and Lemon indicated that they were not aware of any plans fordevelopment in the area. A motion to recommend approval of this project was made byDr. Southerland. The motion was seconded by Mr. Krumm and passed unanimouslyby the committee.7. Temporary Buildings at the University Services Building – SchlitterDr. Schlitter told the committee that his program needs two the space that would be providedby the placement of two temporary buildings adjacent to the University Services Building.The two 10’ x 20’ buildings would house Wildlife & Fisheries Sciences Departmental courseequipment used for field studies and specimen preparation. This work would be done inconjunction with the Texas Cooperative Wildlife Collection. Electrical power would berequired to one of the buildings. No other utilities would be necessary. The total estimatedcost of the buildings will be approximately $7,000. The College of Agriculture and LifeSciences would match funds available through the Instructional Enhancement fee. Dr.Schlitter indicated that a long-term use approval would be optimal. The committeediscussed the request. Discussion included such items as, the buildings would need to bepurchased and installed through a Physical Plant Work Order. To be consistent with othertemporary building approvals, there would need to be a fixed term on the approval. Mr.Krumm made a motion to approve the siting of the buildings contingent that they beremoved or replaced with permanent structures (as properly considered and approved)within 5 years and contingent upon acceptance of this term in writing from the Dean ofthe College of Agriculture & Life Sciences. The motion was seconded by Dr. Douglasand unanimously approved by the committee.8. Polo Barn/Stable Proposal – Corrington & ReberMr. Corrington requested the Committee’s support to construct a stable adjacent to the PoloTeam’s horse grazing field south of F&B Road. The club uses the approximately 30 acres tosupport their 25 horses. The existing barn is in poor condition and needs to be razed. Thenew structure will be an open, 36’ x 140’metal building that will contain 24 stalls, a tackroom, a concrete wash area and gravel parking lot. The project will require plumbing andelectrical utilities. The existing stable could be renovated to care for injured horses in needof special attention. The building would be constructed to ADA standards as needed. Therewill be no restrooms in the building. The estimated cost of the project is $170,000. Fundingis available from the Vice President for Student Affairs and the Department of RecreationalSports. Chairman Sippial was concerned about the condition of the existing barn andindicated that it appeared that it should be torn down. Dr. Douglas moved that the projectbe approved with the provision that the existing barn be evaluated and razed ifnecessary. Mr. Krumm seconded the motion which was unanimously approved.Campus Facilities Planning CommitteeOctober 15, 2001

9. Outdoor Archery Range – CorringtonMr. Corrington asked that committee recommend the construction of a berm and fence at theOutdoor Archery Range. The range is located on the west campus, generally west of ReedArena. In May of 2001, the Environmental Health and Safety Department (EHSD)conducted a review of the operation of the range. Specific to this request, the review stated:EHSD proposes that the archery range, including berms, be fenced to restrictaccess to authorized users only.This recommendation was necessary to mitigate the safety problems associated with adjacentland uses. The construction of a 8’-10’ berm with a 6’ width at the top will designed foreasy maintenance. The berm will be located on the north end of the Archery Range. A 6’-8’fence will be constructed around the perimeter of the range in phase II of the project. Theberm will provide a backdrop for the archers with a safety barrier for possible errant shots.The fence will provide safety for the range and security from pedestrian traffic as the westcampus develop. Currently the Health & Kinesiology Department does not use the facility.The approximate cost of the project would be $25,000. The committee discussed the needto reduce the liability for injuries in the busy area of campus. They also indicated that as thecampus grows that the range may need to be moved. Dr. Russell moved to approve therequest. Dr. Creger seconded the motion which was unanimously approved.10. Golf Course Shelters – CorringtonMr. Corrington asked that the committee support the request to construct two rest shelters onthe University’s Golf Course. He told the members that the warning provided by thelightning detection system can proceed the onset of a storm by 8-18 minutes. The averageperson can walk a mile in about 16 minutes. It has been determined that a reasonablestandard of “care” dictates that shelter should be placed every 1,500 feet. Given to thedesign and topology of the course this standard indicates a need for 2 free standing shelters.The shelters would be 12’ x 16’ covered areas with benches and water coolers. Thebuildings would be constructed with lightning protection features. The color of the materialsused would match existing features on the course. Dr. Russell made a motion to approvethe request. The committee unanimously approved the motion that had been secondedby Dr. Southerland.11. Use of the Grove for Temporary Buildings – SasseMr. Sasse updated the committee on the approved plans to place four portable buildings onthe Grove site. The buildings will temporarily house the offices of the Department ofResidence Life and a portion of the offices of the Department of Student Life while the YMCA is being renovated. Residence Life will move from the temporary buildings when thenew Residence Life Administration & Student Support Services Building is completed in theFall of 2004. The temporary buildings would be removed at that time. There will beapproximately 6,000 gross square feet added in the four buildings. The estimated cost willbe approximately $140,000. Funding for these structures will be from funds available to theDepartments of Residence Life & Student Life. The Committee voiced concerns over thefuture use of the Grove and the possibility of intrusion onto the site by a planned gradeseparation. Dr. Southerland moved that the committee confirm the use of the Grove forthe stated purpose with the restrictions that the buildings will be removed when the new& renovated facilities are available and that the site would be returned to its originalCampus Facilities Planning CommitteeOctober 15, 2001

condition unless subsequent land use decision dictate the need otherwise. He observedthat the current 5-year limit on temporary buildings should not be affected by thisproject, as it was anticipated that the new & renovated projects would be completedwithin 5 years or so. Dr. Russell seconded the motion, which was approvedunanimously by the committee.12. Temporary Laundry Facility – SasseMr. Sasse requested support for the placement of two portable laundry buildings on the siteof the former Special Services Building. He told the committee that the razing of theSpecial Services Building resulted in the loss of the primary campus walk-in laundryfacility. Lost were 20 washers & driers available to the 950 student residents in the adjacentresidence halls. The buildings will be approximately 15’ x 30’ in size and will house 10washers and intent is to remove the buildings once the permanent laundry replacement roomsare available in August 2002. The total estimated cost for this project is $15,000. Inresponse to a question from the committee he indicated that there will be ample lighting inthe area. Mr. Krumm moved to approve the request. President Houser seconded themotion, which was approved unanimously.13. Barbara Bush Arboretum – SippialChairman Sippial briefed the committee on the status of the development within thegreenway established by the TAMUS Board of Regents. The comprehensive project hasbeen put on hold. The Bush Foundation has a number of priority projects and wanted todefer the comprehensive development of the area until appropriate levels of funding could beacquired. A Rose Garden will be developed on 5 to 7 acreas of the area. Funding for theproject will be donated by the City of Brenham. The final plans will be developed afterpending maintenance agreements are finalized. There was no action taken on this statusreport.14. Campus Master Plan – SippialChairman Sippial told the committee that a Campus Master Plan project was beingdeveloped. Associate Vice President for Administration, Mary Miller will chair an oversightcommittee that will hiring of a consultant to accomplish the compilation of the plan. It isanticipated that consultant would be selected and the project would be underway by thesummer of 2002.15. Research Park Plans – EwingThis item was deferred to the next committee meeting, scheduled for January 2002.16. Campus Management Plans – SippialThe committee was given a Building Status Report (version 2.0) as compiled by the TAMUAdminstration. The report profiled buildings that were considered as needing to be razed,new buildings that would provide space for short/long term projects, restoration projects andother general space needs. He told the committee that space to support programs andprojects is currently at a premium. Identifying future needs and funding will be key todeveloping solutions for these needs.Campus Facilities Planning CommitteeOctober 15, 2001

17. Approved Project Status Report – SippialThe committee received a briefing from Chairman Sippial that listed the status of variouscurrent and planned projects.17a. TAMUS Capital Plan – MasseyMr. Massey presented an informational report to the committee. He gave a general overviewof the contents of the TAMU System Capital Plan, indicating that the report of capitalprojects, compiled for each institution and agency within the system is typically updatedtwice a year. A new feature contained in the plan is to list projects without firm fundingsources separately as “Other Projects Under Consideration”. This will allow for a moreaccurate funding plan and provide the information needed to manage future capital debt.The current version of the plan is the September 2001 update and he indicated that a copy ofthe plan is available from the web page of the TAMU Office of Facilities Coordination.18. AdjournThe meeting was adjourned at 4:25 pmCampus Facilities Planning CommitteeOctober 15, 2001