September 4, 2009 Space Management Committee Meeting notes as submitted by Bill Van Horn. There were two main topics of discussion: the progress of the Gaines Hall renovation project, including the announcement that the building should be completed by summer 2010, and the large lecture hall possibly before that (March was mentioned); and an update on the Animal Bioscience Building. There was also brief mention of the plans for the first and second floors of Hamilton Hall, which is currently being renovated. Gaines Hall took up most of the time, with some questions being raised about the increase in space being given to Earth Science.
July 24, 2009 The Space Management Committee met on July 24 at the Plant Bioscience Building. The agenda was dominated by discussion of the Animal Bioscience building and a presentation by the Dean of the College of Agriculture regarding planned use for both the new building and existing space currently used by the Ag college. We also toured the construction site, which is well along and should be finished on schedule. Craig Roloff asked for a report regarding space that might be freed by the anticipated staff moves, and it was agreed that a draft version might be presented to the committee for discussion at the September meeting. Given the late date of the July meeting, it was proposed (and later confirmed via e-mail) that there would be no August meeting. Report submitted by Bill Van Horn.
May 1, 2009 The Space Management Committee met on May 1. Our initial discussion centered on an updated list of space that would become available in other campus buildings once the Gaines Hall project was completed. There were some concerns expressed about the accuracy of the space data, some of which was over two years old. The timeline for the Gaines project remains more or less on track, with some moves anticipated for summer 2010 with the main lecture hall possibly opening in that spring. The second part of the meeting consisted of a tour of the Gaines project. Report submitted by Bill Van Horn.
November 7, 2008 The Space Management Committee met on November 7 at 10:00 AM. The first item on the agenda was a presentation by Jo Oudshoorn regarding progress with the implementation of the Ad Astra software package (a process that started roughly five years ago). There was much discussion regarding the impact of common course numbering on the implementation of the system and other issues related to space use. The registrar’s office continues to use the scheduling module of Banner with Ad Astra running as a mirror system. Victoria Drummond also presented samples of Ad Astra-generated space utilization reports for the Committee to examine. Oudshoorn will report back to the Committee in January with another progress update.The space management principles were again discussed and finally approved by the Committee with a handful of small modifications. It is anticipated that these will be published on the web.
Time constraints did not permit the discussion of the results of a utilization survey undertaken for Cheever Hall or campus signs. These items will be carried over to the next meeting.
September 5, 2008 Space Management Committee met on September 5 in the President’s Conference Room. The draft of the space management protocols was discussed, with changes suggested by a number of meeting participants. In the end it was agreed that the draft would go back for more revisions and future discussion.
The meeting then shifted to the Hamilton Hall renovations. Following up on a request from a Staff Senate committee representative, I asked about earthquake remediation in this renovation and was informed that they were planning on compliance with the 2006 code. The plan to shift the current ground floor occupants up to the old Admissions space was discussed, along with other issues relating to future space allocations. Renovations will begin with major structural work on the ground floor and proceed up as funds allow. Other minor issues were discussed, and the meeting adjourned.
August 20, 2008 (At Staff Senate meeting) Bill Van Horn reported that Romney Gym space has been reallocated to Architecture, and Health & Human Development. There remains no unallocated space in Hamilton Hall, and renovations are expected to run from January 2009 into 2013 (as funds become available). SMC is also working on guidelines for submitting requests for space.
August 1, 2008 Space Management Committee met in the President’s Conference Room in Montana Hall.
Discussion centered on the proposed occupancy plans for Romney Gym. Revised plans were submitted for HHD and two elements of the School of Architecture. The Committee recommended some slight changes to the plan based on code requirements and access needs for the spaces planned for HHD and the Integrated Lighting Lab. These modifications were sent back to the departments concerned. A modification submitted by the ILL went up for e-mail vote by the committee members, and results have not yet been announced.
The upcoming renovations to Hamilton Hall were also discussed, along with a draft of guidance for space requests and the overall philosophy of the Space Management Committee. The committee confirmed that there is no usable vacant space in Hamilton Hall, although some future allocations have been discussed, due to the demands of the floor-by-floor renovation plan. The draft items will be reviewed by Committee members and discussed at the next meeting.
There being no further business, the meeting was dismissed.
July 23, 2008 (at Staff Senate meeting) Bill Van Horn reported that SMC has been focusing mainly on Romney Gym and reallocated space there.
July 23, 2007 - Bob Friedrich reports: The Space Management Utilization Committee will reconvene under a new structure starting in the fall. At such time I will again participate and be providing you with minutes and information. We have not met since last Fall. I believe we will be having our first meeting in September or October.
August 4, 2006 - ATTENDEES: Walter Banziger, Robert Lashaway, Craig Roloff, Sheryl Dettmann, Sheldon McKamey, Tom McCoy, Robert Friedrich, Jim Rimpau, Kathy Brewer, Dave Dooley, Mike Dowling, Marina Little, Yves Idzerda, Mike Vogel, Brad Garnick, Jeff Shada, Russ Katherman.
ITEMS OF DISCUSSION:
Bob Lashaway commented that we might want to revisit the use of south windows in the lecture hall and whether they'd usually need to be blacked out for presentations and to avoid distractions from the nearby sidewalk. Walt Banziger felt there were many situations in which natural light would be an asset for the lecture hall.
It was noted that an additional section for Chemistry 101 will be needed, since the new lecture hall will have fewer seats than the existing lecture hall.
There will be ADA access to all levels of Gaines, after renovation.
Dave Dooley noted that the lecture preparation area on the ground floor is probably twice as big as is needed (around 600 sq. ft. in the current proposed plan).
Some programs have agreed to share space in order to make the required 4500 sq. ft. decrease in the building size. Modern Languages and the Center for Student Success will share meeting space. Earth Sciences will share a computer lab so that no separate IT lab will be needed. This computer lab will be controlled by the registrar but Earth Sciences will use it approximately 50% of the time. The current proposed plan shows 12 computer stations, but Dave Dooley thought 20-30 stations would be more appropriate given the room's square footage. Mike Dowling agreed that was likely the case.
Dave Dooley commented that the design should strive for general purpose science spaces that could be used for disciplines other than Earth Sciences.
Dave Dooley felt that the Building Committee should provide further justification for the common gathering/work spaces on the 2nd and 3rd floors. He would also like further justification for the Organic Chemistry computer lab (which could possibly be shared as will be the Earth Sciences computer lab), and for separate instructional support centers for Organic Chemistry and Physical Chemistry. He felt that one instructional support center might be sufficient. He also would like further justification for analytical space. One alternative would be to combine space for analytical and physical chemistry.
Craig Roloff asked whether we would be able to wrap up programmatic concerns with the building layout by the next meeting. It was agreed that might be reasonable and we might be able to sign off on the design in September.
Dave Dooley would like the SMC to direct the building committee to estimate and include a line item for non-fixed equipment, to make sure that the university has the resources to equip the new space as needed. Fixed equipment has been included in the construction budget, but there's currently only a minimal budget for non-fixed equipment and furniture. Bob Lashaway noted that we would need to determine the requirements for non-fixed equipment and then make tradeoffs in order to accommodate those items in the budget. The equipment needs are likely to be significant.
Jeff Shada and Brad Garnick proposed a solution where a ground-level, central surplus disposal site would be established to receive unwanted computing equipment from the departments. Equipment that could be reused would be cleansed of information and donated to an outside entity (such as K-12 school districts). If the equipment is not suitable for reuse, the hard drive will be removed and destroyed and it will be shipped to an approved, domestic, metals recycler. However, they will need additional space and manpower in order to accomplish this. This solution would garner goodwill for MSU (because of the computer donations) and would avoid the risk of public or political complaints about our use of a recycling company that sends e-waste overseas.
Craig Roloff asked Jeff Shada how the State of Montana handles this issue, but Jeff did not yet have this information. (It has been requested.) Bob Lashaway stated that he believes that UM sells their surplus computers and they may be ending up in the landfill.
MSU will be co-sponsoring a recycling event on October 21 and is trying to raise funds. They received a $10,000 grant two years ago and were able to recycle 44 tons of e-waste.
Craig Roloff stated that a proposed policy, procedure and business plan would need to be developed.
The Committee felt that the available spaces in Hamilton were too small to help much with Montana Hall decompression (at least until the SUB is renovated and additional Hamilton space is vacated). The Committee agreed that AFROTC should be allowed to use Room 204 and Rooms 212, 213, 213A could be used for Adjunct faculty, with the understanding that relocations will likely be necessary in the future when the building is renovated.
January 6, 2006 - minutes submitted by Bob Friedrich:
Members Present: Chair Roloff; Dooley; McCoy; Yarnell; Vogel; Dettmann; McKamey; Friedrich; Bancroft
Members Absent: Idzerda; Passmore; Brekke
Support Staff Present: Vaniman; Banziger; Lashaway; Rimpau; Ashley
Guests: Steen (Dean CLS and Chair Gaines Renovation Bldg Committee); Tuthill; Young; Sheehan; Dowling (Gaines Project Architect Consultant); Hedglin (Facilities Project Manager); Katherman (State A and E Div)
Dowling also explained that it would be cost-prohibitive to attempt to renovate the existing lecture hall to remedy code issues (ADA, seismic, etc) and meet capacity requirements (~330 seats). The A and E Division was successful in securing consent of the LRBP Committee Chair and others to pursue replacing the existing lecture hall with a new lecture space.
Dooley questioned whether the program for Modern Languages included consideration for expanded language instruction resulting from recent federal initiatives (relative to office and instructional spaces), and at what point might we expect the need to add a second language lab to the mix. Dowling confirmed that the programming discussions included consideration for additional instruction in Chinese, Russian, etc., and that the space program included some embedded expansion for some additional instructors. The Dean of CLS and the architect should re-confirm adequacy of the current request.
Dooley stressed that all of the proposed classrooms (including the proposed ITC Lab) should be designed to be flexible learning environments and not simply 'new' versions of obsolete teaching spaces.
Discussion ensued related to how the SMC desired to approach the residual space to be liberated by the various moves into a renovated Gaines Hall and the group reached consensus that it would be premature to begin to deal with those issues until the Legislature funds the renovation project. Facilities Planning will report the residual space and solicit SMC direction at that time.
The design team is moving toward having enough of the design development of the overall project completed in order to provide an informed project estimate by mid-March, which will form the basis for MSU's Long Range Building Program request in the 2007 Legislature.
The SMC reached consensus that the Project Building Committee should proceed on the basis of the current space program and that the marginal space deficit be solved within the area encompassed by the current building envelope + the proposed new lecture hall space, and that the Building Committee report final space resolution to the SMC in Spring06.
December 5, 2005 - official minutes submitted by Robert Friedrich:
MINUTES OF THE MEETING November 8, 2005 UNIVERSITY SPACE MANAGEMENT COMMITTEE
MEMBERS PRESENT: Roloff, Bancroft, Dooley, Friedrich, Idzerda, McCoy, Vogel, Yarnell
STAFF SUPPORT PRESENT: Banziger, Barrett, Brock, Lashaway, Rimpau, Vaniman
MEMBERS ABSENT: Brekke, Dettmann, Vogel
STAFF SUPPORT ABSENT: Morgan, Nelson
GUESTS: Robert Marley, Dean, College of Engineering
Jo Oudshoorn, Director, Divisional Planning and Coordination
Deepu Phillips, MSU Student
Jim Robison-Cox, Associate Professor, Department of Math
Mark Sheehan, Executive Director and CTO, ITC
Sara Jayne Steen, Dean, College of Letters and Science
George Tuthill, Associate Dean, College of Letters and Science
Meeting began at 11:35 am.
Roberts Room 111 and EPS Room 110 comprise 25% of the total current ITC lab space on campus. The current result of sharing EPS Room 110 has been 88% time occupancy by the Computer Science Department and 12% time for ITC open lab use. Marley has told M. Oudshoorn, Computer Science Department Chair, that some Computer Science lab hours will have to be moved to the evening in order to make for daytime hours available for ITC open lab use.
Motion by Roloff to approve the proposal with the condition that Rimpau and Marley will work out an agreement of computer lab time allocation, or return to this committee if agreement cannot be reached. Second by McCoy. Motion passed unanimously.
There being no further business, this meeting was adjourned at 1:37 p.m.
Next meeting: January 2006.
November 9, 2005 - official minutes submitted by Robert Friedrich
:
MINUTES OF THE MEETING September 9, 2005 UNIVERSITY SPACE MANAGEMENT COMMITTEE
MEMBERS PRESENT: Roloff, Bancroft, Dettman, Dooley, Friedrich, Idzerda, McCoy, Passmore, Vogel, Yarnell
STAFF SUPPORT PRESENT: Barrett, Lashaway, Rimpau, Vaniman
MEMBERS ABSENT: None
STAFF SUPPORT ABSENT: Morgan/Nelson
Meeting began at 10:00 a.m.
ITEM NO. 1- CONSTRUCTION PROJECTS UPDATE
Lashaway and Vaniman gave the following construction project updates:
ITEM NO. 2 - GAINES HALL - SPACE REALLOCATION PROCESS
Barrett noted that responses to the RFP that was issued by this committee are due 9/30/05, and that a holistic response from Sara Jayne Steen on behalf of the College of Letters and Science can be expected. Proposals from other deans are also anticipated. McCoy pointed out that the space availability in Gaines is an opportunity to decongest Leon Johnson Hall and create better teaching spaces for campus-wide use. Discussion regarding appropriate uses for the Gaines Hall space and use compatibilities, and what effect these might have on the evaluation of RFP responses ensued. It was agreed that the following four items would be considered in numerical order as primary concerns during evaluation of the RFPs:
Gaines Hall space reallocation will be the main item on the Space Management Committee agenda for the next meeting, October 7th, 2005.
ITEM NO. 3 - LEON JOHNSON HALL - SPACE REALLOCATION
Dooley distributed a handout showing the 2,334 nasf of space in Leon Johnson Hall that will be vacated as a result of the Chemistry Research Building construction, and noted that five of the seven subject rooms were recently renovated and should require little or no work prior to reoccupancy. No recommendation for backfilling these spaces was assembled yet, having been delayed until reductions in the construction contract scope on the Chemistry Building are completed, as these negotiations may affect moves into the new building. Discussion of possible reoccupancy scenarios ended in the agreement that the deans of L&S and Ag could negotiate and shift allocation of these rooms as deemed practical.
ITEM NO. 4 - CLASSROOM SCHEDULING SOFTWARE
Rimpau gave an update on behalf of the Classroom Scheduling Software RFP Evaluation Committee, stating that the responses received were all over budget, but noting also that the RFP had included requests for additional capabilities of the software and service for all four campuses. A survey into the likelihood of additional funding from the other campuses yielded little financial support. Rimpau stated that the RFP would be revised and reissued, possibly pared down to just the MSU-Bozeman OFS and Registrar needs only. An agenda item for Jo Oudshoorn, RFP Committee Chairperson, to present a status report was requested for the October meeting.
ITEM NO. 5 - SPACE REALLOCATION GUIDELINES
Barrett indicated a concern for the committee's ability to understand the campus-wide space needs when space reallocations are sometimes carried out at the dean and vice president' levels, without needing to come to the Space Management Committee. It was decided that the first item on future agendas would be an opportunity for committee members to report significant space reallocation activity underway on campus. (NOTE: Space reallocations need to be reported to Facilities Services so that the University Facilities Inventory can be updated.)
ITEM NO. 6 - OTHER BUSINESS -
The Space Management Committee calendar of meetings as posted on the website should be changed to reflect academic years, which will then match the terms of committee members. A copy of the schedule will be e-mailed to all committee members with these minutes.
A copy of the Gaines RFP will be e-mailed to all committee members with these minutes, as requested.
There being no further business, this meeting was adjourned at 11:38 a.m.
Respectfully submitted by Pamela J. Barrett, AIA Associate Planner, OFS SMC Secretary
January 7, 2005 - Rose Waldon submitted the following report:
Discussions were held regarding:
MATH GRADUATE STUDENTS RELOCATION - Dean Sara Jayne Steen presented a proposal to turn Wilson Hall Room 1-114 from a 70-seat Registrar-controlled classroom to a room dedicated to cubicles for Math graduate students.
It was agreed by consensus that Facilities Planning is to pursue answers to the following questions, for presentation at the February meeting, with hope for resolution on this subject at that time.
Questions:
November 5, 2004
Romney Pool/Locker Rooms: Craig Roloff reported that President Gamble approved decommissioning of the Romney pool and the Romney locker rooms, in conjunction with the project to renovate the H and PE building, with the conditions that a faculty member be on the H and PE design team and on the Student Facilities Enhancement Projects (SFEP) finance team, and that the SFEP finance team establishes an equitable fee structure for employees to reflect proportionate cost for their facility and maintenance.
HORIZON ISSUES: The meeting was devoted to initial consideration and chronological prioritization of each horizon issue. Pam Barrett is to provide this committee with an estimated timeline for each prioritized project. Bancroft noted that the items listed below represent the first time the Space Management Committee will be able to be proactive, making these projects an opportunity to establish processes that are inclusive, but not open-ended. Comments on each issue follow, listed in priority where applicable:
October 1, 2004 - Meeting began with the introduction of Elizabeth Brock, new Facilities Analyst.
Craig Roloff handed out a packet regarding the decommissioning of Romney Swimming Pool and Locker Rooms, noting that the President has signed both recommendations. It was decided that Lashaway should go to CEPAC and do any other necessary follow-up meetings after the decommissionings were announced publicly.
5-YEAR VISION STATEMENT – PHYSICAL INFRASTRUCTURE GOALS
Bob Lashaway presented and explained his assigned task of writing tactical plans to address the Physical Infrastructure Goals of the 5-Year Vision Statement, noting that they are to be submitted to Jim Rimpau in November 2004. The committee then reviewed and commented on Lashaway’s draft of tactical plans that pertain to space management. The tactical plans reviewed were: