MEETING MINUTES

LOCAL OPERATIONS COMMITTEE (LOC)

CENTER FOR HIGHER EDUCATION AT UNIVERSITY PLACE IN IDAHO FALLS

Thursday, October 2, 2003

Present: Bob Stiger, Ann Howell, Carol Baldwin, Jennifer Fisher, Chuck Hatch

Absent: Mark Brainard, Leo Hermann, Susan Morris

Guests: Joy Fisher, Darrell Buffaloe, Greg Horton, Ray Hart, Lee Krehbiel, Dennis Allen, Connie Gomez, Carol Spain

Quorum Discussion – Bob Stiger brought up the issue of what constitutes a quorum for the LOC. Dennis Allen asked if institutional balance should be considered. After a brief discussion, consensus was that if people were worried about balance, they should attend the meeting. Jennifer Fisher moved that a simple majority (5) be considered a quorum. Ann Howell seconded. There was no discussion. Motion carried.

Approval of Minutes – Chuck Hatch moved that the September 4, 2003, minutes be approved. Carol Baldwin seconded. There was no discussion. Motion carried.

Call for Additional Agenda Items – Connie Gomez asked to make a presentation from the Parking Subcommittee.

Room Change Subcommittee Report – Carol Baldwin reported that she and Susan had met and that they decided on a couple of ways to address getting information out on room changes. 1) Each institution would have a person responsible for getting the room change information out to the students. 2) There would be a link on the web pages to room scheduling information. They are also looking at ways to use e-mail and telephone calls.

Permanent Building Fund Update – Bob Stiger asked Greg Horton to give an update on the Permanent Building Fund. Greg said we had requested 4 items: 1) Phase 2 of the mechanical system upgrade for the CHE Building, approx 130 K. Nothing has been upgraded from Phase 1 due to the state freeze on funds. That money is available now and we should have it bid within the month. It is important to get to contract status so the money can’t be taken back. 2) Funds for additional parking to replace that lost to the storm retention pond, approx. 169-170 K. This phase will be graded gravel on the north side along the railroad tracks. Phase 2 will be the curb and gutter and paving. 3) A card reader system to replace the one in the CHE to match the one Idaho State has, approx 100 K. 4) Emergency generator system to back up the emergency power. This is probably a low priority. President Bowen will present the list to the State Board of Education. Chuck Hatch asked that #4 be looked at differently due to the rapidly escalating research in Idaho Falls. Power outages set back programs and the ability to generate emergency power is important to the research mission. He doesn’t have a problem with the priority but it needs to be presented as an important need. Darrell Buffaloe said that based on past experience, he anticipates the first two would equal the set dollar limit and be funded this year and the next two the next fiscal year. Ann Howell said she didn’t realize that when the card reader was submitted that we asked for a whole system. She thought it was just the doors and it would be run out of the ISU system. She suggested reversing the priority of the emergency generator and the card reader. After discussion, no changes were made to the priority of the items. Bob Stiger noted one way to increase the CST floor space is not to have to buy a card reader. Both schools will have more equipment and more experiments going on so emergency power is also important. Bob recognized Darrell Buffaloe’s efforts in getting the items on the list for DPW.

Card Readers – Greg Horton reported Steve Chatterton received funding through a Homeland Security grant to put card readers on the door to the Chemistry Lab (Room 109 in the CHE building) and the supply closet inside the lab to protect against theft. Greg requested approval to proceed. Joy Fisher asked who would monitor the readers. Greg responded he and Dave Anderson would coordinate who had access to the lab and serve as back up to each other. The master key fits the CHE and the TAB buildings 100%. Greg, Ray and the maintenance crew have sub masters to the SUB. We do not have a master key system in the SUB. Ann Howell moved that we put a card reader on the Chemistry Lab and the storage room. Chuck Hatch asked if it was a teaching or research lab. It is teaching. Carol Baldwin seconded. Motion passed.

Student Marquee Sign – Bob Stiger said there had been concern at the UI regarding the sign and that he had notified them it had been approved previously. He doesn’t think there is a problem. Lee Krehbiel said he had discussed sign options from Sign Pro with the students. Since the student marquee will be close to the main entrance sign they decided they would like to use institutional athletic logos rather than University Place. He contacted UI Communications and ISU Advancement. UI has a new committee on External Standards and he is waiting to hear back from them. ISU has approved the design contingent on the monument sign being there. Greg said a temporary weatherproof University Place sign will be ready tomorrow and it will be placed at the entrance until the monument sign can be installed. Lee will e-mail LOC when he hears from UI.

Facilities Update Procedures – Greg Horton said groups have changed things with out the Facilities Department knowing about it. Since they are held accountable for changes to facilities at the Center they feel procedures are needed for things to go through them before changes are made. He gave three specific examples where Facilities had not been notified. Darrell Buffaloe said ISU has a standing policy that people do not make modifications without Facilities approval. Bob Stiger added the Facilities Manager is really a clearing house to coordinate changes. Various approaches were discussed. There was a general consensus that a policy or process needed to be in place and that it needed to be communicated to faculty, staff and students. Action Item: Greg will work with Carol Spain to develop a brochure. That information would also be placed on the website in addition to the current forms. Ray Hart asked for clarification on the staff’s role if they encounter a situation where work hasn’t been approved. The staff shouldn’t play the role of enforcer but work to resolve the issue. If there is a problem, it should be brought to Ann or Bob’s immediate attention.

CST Update – Bob Stiger reported we are at a point where we need to move forward with the design process and there needs to be a lease with the UI Foundation in place before the state will release the $4,900,000. Bob, Chuck Hatch and Brian Johnson will meet next week to discuss the internal process. Chuck said if we can confirm that the design money can be used whether or not the building is built immediately, we will move forward with the design by the end of this month. Bob added that ISU would be included in the design process. Jennifer Fisher asked where we were with NBBJ. Bob replied they are the architect of record. Jennifer said NBBJ is high quality and tends to customize which is more costly. She agrees quality and function are important but it needs to be affordable. Bob said there are a number of factors that would influence the cost. It is about 30% cheaper to build in Idaho Falls than in Moscow. His goal is to get as much as we can for our money that is useable, functional and durable.

Bus/Parking – Ann Howell said there is a second bus stop by Fred Meyer’s and it has lightened the parking load considerably. Bob Stiger had asked Tony three times for information on parking and had yet to receive it. It is critical information when considering event scheduling. Ann said the students handled the construction well and there were few complaints. Darrell Buffaloe asked if she had heard anything from the students who were moved out because of the buses. Ann said they agreed to refund their parking permits and about 50% have done that. Bob respectfully submitted that the LOC be involved beforehand if we are going to do things like that. Ann said the word had already gone out.

Parking Request – Connie Gomez presented a request from the Early Learning Center for a designated parking space (Attachment 1). The concern was raised in the Parking Committee that the LOC and the UI Foundation had never been approached officially for the bus to park at University Place. The bus has been parked in different places since the SUB opened. The Parking Committee is recommending approval of the request. Questions were raised about use of the loading zone and the number of staff at the ELC. Joy Fisher said she would like to see a map showing the loading zone in relation to the ELC and proposed parking space. The ELC is operated by ISU and doesn’t require a parking permit. Due to the expressed concern for daycare by students, Jennifer Fisher moved we allow them to have a parking spot. Joy Fisher didn’t feel that she had enough information. The request had not been provided to the Moscow participants in advance. She would like to have the information to share with the UI Foundation before making a decision. Action Item: Ray Hart will e-mail a current map and the submittal from Connie to Joy. Ann Howell seconded the motion by Jennifer. Discussion covered how immediate the need was for action on this issue and how critical the issue was. Lee Krehbiel said the critical need is that the ELC person gets off the bus to place the cones and that is illegal. He offered staff for a month to help out. Joy can address the issue with the UI Foundation on October 17^th. She said the Foundation is taking a greater interest in Idaho Falls. The motion was tabled until after October 17th.

Lee Krehbiel said the critical need is that the ELC person gets off the bus to place the cones and that is illegal. He offered staff for a month to help out.

Adjourn – Ann Howell moved the meeting adjourn. Carol Baldwin seconded. There was no discussion. Motion carried.

Minutes prepared by Carol Spain, Management Assistant, University of Idaho at Idaho Falls.

Attachment 1: