Agenda

UNIVERSITY SPACE COMMITTEE MEETING
Monday, April 8, 2019
Holladay Hall Conference Room 18
2:00 PM – 3:30 PM

Approval of the Minutes – Arden

Consent Agenda (No Item(s)) – Arden (0 mins.)

Action Items

1. Athletics Rifle 3115 Western Blvd (former Army Reserve Center)
   Space Request #19-03 – Jones-Humienny (15 mins)

2. Office of Global Engagement Passport Acceptance Office Relocation
   Space Request #16-02 – Jones-Humienny (15 mins)

3. Space Principles Revisions
   (Info Item 19.01) – Jones-Humienny (10 mins)

Information / Discussion Items

1. Working Backfill Plan for Fitts-Woolard
   (Info Item 18.12) – Staff Support (5 mins.)
2. Integrative Sciences Building
   (Info Item 19.05) – Staff Support  (10 mins)

3. Plant Sciences Building Backfill Plan
   (Info Item 19.03) – Staff Support (15 mins)

4. Capital Projects Update
   (Info Item 17.03) – Smith (5 mins.)

Other Business
Next Meeting: Monday, May 6, 2019, 2:00 PM – 3:30 PM
Adjourn

Minutes

UNIVERSITY SPACE COMMITTEE MEETING
Monday, April 8, 2019
Holladay Hall Conference Room 18
2:00 PM – 3:30 PM

Members:  Warwick Arden; Mary Peloquin-Dodd; Jon Horowitz (representing Mladen Vouk)

Staff Support: Jeff Bandini; Lisa Johnson; Sumayya Jones-Humienny; Duane Larick; Liz Moore; Doug Morton; Margery Overton; Harlan Stafford

Guests: Rich Berlin; Lauren Joyner Cook; Bill Davis; Bob Erickson; David Hawley; Tim Hogan; Jeff Halliburton; Barbara Moses; Catherine Phillips; Lisa Van Roekel

Approval of the Minutes

The Committee approved the March 4, 2019 meeting minutes, which have been posted.

Consent Agenda

There were no consent agenda items.

Action Items

1. Athletics Rifle 3115 W estern Blvd, former Army Reserve Center (Space Request #19-03, related to #16-13): S. Jones-Humienny provided a brief overview of the Reynolds Coliseum renovation that displaced Athletics’ Rifle Team and the subsequent search for practice space on or proximate to campus. The team currently has practices in two locations: Air Rifle is temporarily located in Broughton, and Small Bore rents space at Wake Technical Community College. The 3115 Western Blvd facility has limited capabilities for use since it has low quality warehouse space with an HVAC system, toilet rooms, and circulation space that need improvements. At this time, the building and property are the best fit for the Rifle Team; however, Grounds Management, the current occupants, must be relocated to another site (ideally on Centennial Campus) before renovations and occupation can occur. The committee approved the space request for Athletics Rifle to start design for relocating to 3115 Western Blvd on the conditions that:
   1. Grounds Management procure a suitable site for their relocation
   2. When the University determines a higher and better use for the property and/or building, Rifle will vacate it, regardless of investments in, or improvements to, the building
   3. Athletics will cover all building maintenance and operation expenses while occupying the building.
      

2. Office of Global Engagement Passport Acceptance Office Relocation (Space Request #16-02): S. Jones-Humienny reviewed the original request from the Passport Office for space in Talley Student Union. When this request was first submitted in 2016, there was no available space in Talley; therefore, the Passport Office was allocated available space within Witherspoon Student Center. Due to accessibility and space restrictions for this growing campus and community service, the Passport Office again requests space within Talley Student Union to provide universal accessibility and additional space. T. Hogan stated that space can now be made available for the Passport Office in Talley by relocating State of the Art from Suite 2123 to the Bookstore. D. Hawley stated that there is currently one full-time staff member, but they have plans to increase to 1.5 FTE. Moving to Talley would allow for increasing the number of staff and extending operating hours to process more applications and reduce appointment wait time. Over the past year, the Passport Office processed approximately 4,000 applications in Witherspoon. The spring has the longest appointment wait time, approximately three months. The committee approved the space request for the Passport Acceptance Office to relocate to space on the main level (floor 2) of Talley Student Union on the conditions that:
   1. Campus Enterprises and the Office of Global Engagement stipulate mutually acceptable lease terms, including adequate time for Campus Enterprises to move State of the Art and renovate the space for the Passport Office.
      
   2. The Passport Office will offer regular and extended hours of service.
3. Space Principles Revisions (Info Item 19.01): S. Jones-Humienny stated that the Space Principles were last updated in 2013. She reviewed changes received from M. Peloquin-Dodd and J. Horowitz since the last USC meeting. Proposed revisions will include clarification of backfill plan approvals and early terminations of lease space. J. Bandini stated that University Real Estate & Development (URED) had additional comments. The committee directed staff to review further at Staff Support Meetings and bring recommended edits to a future USC meeting.

Information / Discussion Items

1. Backfill Plan for Fitts-W oolard (Info Item 18.12): L. Johnson stated that Staff Support had begun meeting with colleges and programs related to the working plan for Daniels and Page Halls. Initial meetings with all potential building occupants are expected to be complete prior to the May USC meeting.
2. Integrative Sciences Building (Info Item 05): L. Johnson provided a handout of the building summary, outlining proposed edits from Kevin Howell. Ongoing meetings with him and his Office of External Affairs, Partnerships, and Economic Development staff will produce additional modifications. The intent is to provide a one-page summary to guide all conversations regarding the building’s justification, scope and schedule. The loss of Harrelson Hall reduced the University’s space inventory, which constrained accommodating academic programs. The building will provide teaching, training, and research space to enhance the STEM mission of the University and it is critical to providing appropriate space for programs in poor-quality buildings.
3. Plant Sciences Building Backfill Plan (Info Item 19.03): The committee reviewed Launch Director for the Plant Sciences Initiative Steve Brigg’s response to its 2/27/2019 memo and L. Moore covered the key points in staff support’s summary of the letter. M. Overton noted that the Game-Changing Research Incentive Program for the Plant Sciences Initiative (GRIP4PSI) awarded initiatives are only potential occupants of the Plant Sciences Building and may not necessarily occupy the The committee directed Staff Support to determine identifiable key milestones by when the college is to provide additional information. Additionally, to present a possible process for identifying potential PSB occupants and therefore vacated space.
4. Capital Projects Status (Info Item 17.03): B. Davis reviewed projects and provided a handout.

Meeting Adjourned at 3:35 PM.