Agenda

• Welcome

• Old Business
  • Approval of December 5, 2013 minutes
• New Business
  • General overview of Grounds Management, Plans for the Future and Some Focus on Trees: Sarah Ketchem, Rick Hilburn, Jeff Del Pinal, and Mark Davin from Facilities Division Grounds Management

Subcommittee Reports

• Campus Planning & Design and Campus Resource Conservation Subcommittee
  • 2014 Physical Master Plan Update: Tom Skolnicki
• Parking & Transportation Subcommittee
  • No report

Next Meeting: March 6, 2014

Location: Winslow Hall Conference Room

Minutes

Winslow Hall Conference Room

Chair Erin Champion called the meeting to order at 3:30 p.m. The following voting members attended the meeting: Aram Attarian, Ronald Baynes, Lucy Bradley, Erin Champion, Allen Emory, Barbara Fair, Rob Farrell, Matthew High, Susan Lisk, Steve Shannon, Alan Tonelli, and Chris Webster.

EX-OFFICO: Tom Skolnicki

GUESTS: Sarah Ketchem, Jeff DelPinal, Rick Hilburn, and Mark Davin from Facilities Division Grounds Management

OLD BUSINESS:
Erin Champion called for a motion to approve the minutes for the December 5, 2013 meeting. Before the motion was made, Alan Tonelli said that a correction was needed in the Parking and Transportation section. The words “and fees” should be added to the end of the sentence that reads, “Following the vote, Alan Tonelli commented about the lack of raises for the last number of years, and said if there are no raises, then a cap should be put on services.” Erin called for a revised motion that would add the correction. The motion was made and seconded and minutes were unanimously approved.

NEW BUSINESS:
Erin Champion asked Sarah Ketchem, director, Grounds Management, to present Grounds Management and Landscape Construction Services. Sarah introduced the other Grounds Management staff who accompanied her. They were Jeff DelPinal, grounds program manager, Rick Hilburn, landscape construction services manager, and Mark Davin, arborist.

Sarah said the mission of Grounds and Fleet Services is to deliver professional, innovative and quality-focused services through their:

• Commitment to excellent customer service
• Focus on collaboration
• Respect for the environment
• Engagement with the campus community
• Overall dedication to excellence

Jeff DelPinal talked about their maintenance services that include:

• Aesthetics – cleanliness/neatness
• Weed Control
• Outdoor Walkway Sites- Landfill and Recycling
• Debris Removal
• Mowing, Blowing, Edging, Trimming
• Litter Control
• Mulch
• Horticulture – Annuals, Perennials, Pruning
• Projects – Drainage/Erosion Control, Enhancements
• Stormwater Maintenance
• Inclement Weather Response
• Plant Pathology/Soil Testing

They also have specialty services. Brick masons maintain and install brick/stone walkways and walls, work on beautification and enhancement projects, and correct safety-trip hazards.

Another specialty program is their turf program that includes:

• Mow, Trim and Edge Turf areas
• Maintain University Recreation Playfields
• Fertilize, Weed Control, Overseed, Aerate, and Topdress
• Irrigation – maintenance and controls

He asked Mark Davin to talk about the other specialty program – tree protection. Mark listed the services:

• Maintain Tree Inventory
• Safety – #1 reason for tree removal
• Pruning
• Removals
• Reforestation – always try to replace trees that have to be removed
• Heritage Tree Program – given special attention
• Health – Feeding, Watering, Monitoring
• Tree Protection

Mark is presently a one-man crew and is working to bring on two more workers. Barbara Fair asked when that might happen. Mark responded that he is always looking for qualified candidates and will be conducting an interview this week. He added that it is difficult to find qualified candidates.

In response to a question from Ronald Baynes, Mark said that they do use contractors for larger jobs.

Rick Hilburn discussed Landscape Construction Services. He said they do it all on all three campuses:

• Design
• Site Enhancements
• Tree Planting
• Master Planning
• Landscape Installation- small to large projects
• Watering
• Quality Assurance: Plant Pathology, Soil Testing, Vendor Analysis, Material Analysis
• Hardscapes
• Grading/Drainage
• Stormwater Renewals

On new construction projects such as Wolf Ridge where they are presently working, they work closely with general contractors and the University project managers.

Landscape Construction Services was organized nine years ago as a result of the proliferation of landscape work done by subcontractors during the building boom. Subcontractors were doing bare minimum work to satisfy the contract, often times planting at the wrong time of year, and not guaranteeing their work. The University was forced to accept the work in order to gain occupancy to the building.

With Landscape Construction Services, the landscape contract is separate from the building contract. They plant at the appropriate times, do excellent work, and warranty the work they do.

Barbara Fair asked about self-receipt trust. It is the legal aspect of the trust that is used for paying bills to include state employees pay. It must always be a positive fund and must always break even with no more than a three percent profit.

Ronald Baynes asked about the watering program. A good deal of the water is trucked around campus from Lake Raleigh. Other water comes from the two 10,000 gallon tanks at Sullivan Building III and several cisterns throughout campus. During the spring and summer months, a five-man crew takes care of hand-watering.

Sarah discussed their training and professional development, adding that the Professional Grounds Management Society awarded them the 2013 Green Star Award for their work at The Point. They will host the East Coast Grounds Managers and Landscape Architects Conference next year.

Sarah is very pleased with their engagement of students and faculty. The Polk Hall “Heat Ventilation Garden on Stinson was one of many joint projects with faculty and students. The project received the Sir Walter Raleigh Award for Community Appearance.

She addressed current sustainability/conservation programs to include:

• Native and Drought Tolerant Plant Material
• Water Conservation/Irrigation Controls
• Mulch program – Collaborate with the Horticulture Field Laboratory (HFL)
• Lake Raleigh Clean-up
• Stormwater Best Management Practices (BMPs)
• Fuel Reduction Strategies
• Permeable Pavement

And future plans

• Decrease Chemical Use – Chemical Free Zone
• Decrease Equipment Use – Equipment Free Day
• Low Maintenance/Drought Tolerant
• Urban Farming/Edible Landscape (It is in the idea stage. First could be at Wood Hall.)
• Alternative Fuel Equipment/Vehicles

Aram Attarian said he has been on campus for 30 years and appreciates the work being done to beautify campus. Ronald Baynes who has been on campus for 20 years said he has seen a significant improvement in our campus. Sarah added that there is more focus on our campus edges and spaces between buildings due to the leadership of Kevin MacNaughton, associate vice chancellor for Facilities.

SUBCOMMITTEE REPORTS:
CAMPUS PLANNING AND DESIGN AND RESOURCE AND CONSERVATION SUBCOMMITTEE:
Tom Skolnicki presented the 2014 Physical Master Plan update that will be presented to the Board of Trustees Buildings and Property Committee at their February 25 meeting for their approval.

Task Forces highlights include:

• One Campus concept
• Focus on NC State brand
• Strengthen All Campus Paths
• Improve transit and travel to and from Centennial Campus
• People Mover alternative
• Improve pedestrian crossing at Western Boulevard
• Emphasis on Landmarks for way finding and identity
• Increase opportunities to collaborate

The Physical Master Plan is updated every seven years in-house. For other specific plans such as the Student Life Master Plan, Recreational Sports Master Plan, and the Bike & Pedestrian Plan, the University hires specialists. All master plans including specific street master plans inform the Physical Master Plan.

The 2014 plan has been reorganized as recommended by several designers. Principle changes are:

• Open with link to Strategic Plan
• Move Vision forward
• Move Precinct Plans forward
• Relocate History and Process to appendices
• Larger page size for more legible plans

The major areas that would be impacted by the “One Campus” unifying concept would be:

• Pullen Road extension across Western Boulevard and improvements
• Avent Ferry Road streetscape and Western Boulevard tunnel
• People Mover – first phase
• Hillsborough Street streetscape – working with the City
• Ligon Street and Blue Ridge Road – with the widening of I-440, Ligon Street will be widened to two lanes
• Trinity Road streetscape
• Precinct signs on which the words NC STATE UNIVERSITY predominate instead of the precinct name

Major changes in this update of the 2007 Plan include:

• Integration of Strategic Plan
• Reorganization of the Plan Book
• “One-Campus” concept
• Focus on branding
• Emphasis on streetscape character
• Strengthening connectivity between campus precincts
• Expansion of Sustainability

CAMPUS PARKING & TRANSPORTATION SUBCOMMITTEE:
The subcommittee had nothing to report.

OTHER NEW BUSINESS:
There was no other new business. The committee adjourned at 4:58 p.m.

The next meeting of the full PEC is scheduled for March 6 from 3:30-5:00 p.m. in Winslow Hall Conference Room.