Members present:
Patric Leedom, Butch Kotcamp, Sam Coppoletti, Nancy Bentley, Elinda Boyles, Randy Warman, Keenan Perry, Mark Moore, Chuck Warner, Andrew Freight.

At 4:08 p.m. Patric Leedom called the meeting to order, and passed out a packet of papers which included: the revised agenda, overview of “saving energy at SSU with S3 sleep mode” and recommendations, e-mail from Kim Dickey regarding crosswalk safety, minutes of the November 5th meeting, and planning recommendations template. 

FIRST ITEM of business.  Chuck Warner reviewed his proposal in draft form that is contained within our packet.  He said that there are several proposals under consideration, but that this is the best one to date. It involves technicians and ways to implement policies within the network that could save SSU money.  The current XP open system has parameters that may be set so that the computers will be in one of several states from “S0-S5”.  These are listed on the handout for more detail.  The most common setting used on campus currently is SO settings, which means that all computers across the campus are at full power and idling.  Faculty and staff may change their settings individually.

A salient fact is that we are using 60 W per kilowatt hour with the computers in the current SO mode.  We can decrease costs by switching to the S3 mode or standby mode, which shuts down the main machine, but keeps the RAM powered on.  Computers need to be semi-operational since many network wide update send virus patches are continually operating behind the scenes and cannot be loaded when the computer is in a complete shutdown mode.  Testing has been done with the S3 mode and it is reliable, per Chuck.  The time limit of, 10, or up to 60 minutes before their computers will be switched to the S3 mode will need to be decided.  Most monitors will go to “sleep mode” after 60 minutes.  In the S3 mode, the computers will power off and then take five seconds to pop up, indicating they are fully operational again.

Total savings has been estimated at $22,000, using a formula given by Chuck in the handout, and several estimating assumptions.  For the administration offices, this may amount to about $12,000 per year savings.  If we switch to the S3 mode for labs, based on estimated four hours per day of on time, $9,000 per year in savings could be realized at a cost of 6 cents per kilowatt hour on average.  This is verified as a good after average by Butch K. Chuck hopes to complete a pilot study in the lab first to tweak the figures and also work out the logistics of Macintosh versus PC computer power usage.  The success center lab has the highest utilization currently, at about 50%.  Although we have no forced group policy at this time, this draft may form the basis for a future across-the-board rule that is set centrally and applicable to all PC computers.

Macintosh users don't have the same operational modes, and more faculty are moving towards using the Macintosh machines.  This may impact savings, since there is a difference in utilization and cost.  Chuck guesstimated an approximate 85% PC to 15%  MAC split in this regard, and control is more complex on the central basis.  Perhaps offering a “best practices” to Mac users so they can power down their machines an individual basis may be a good option.

When asked about the cost of the pilot (timing, cost, and extent) Chuck said that this would be part of his operational budget and would phase it in gradually.  The UTAC committee could suggest successful options and will be consulted on this, as they are responsible for the computer replacement list of procedures.

The question was asked about the group policy level [Note: This is a UIS in-house term]-Chuck commented this means implementing rules on the entire network by an administrator, considering the users’ active directory privileges, access etc..  Since this is a hierarchical system rules apply and certain active directory privileges may override this general group policy.  Lenovo has a good tool to help PC management on this central basis.

When asked about the details of the pilot, Chuck commented that he will try to identify a lab, monitor the usage on a weekly basis, and may start as early as next semester, and possibly run the pilot the entire semester, depending on the amount and type of data that is obtained.  Administrative machines may be more complex to monitor or control; whereas labs are much easier to monitor and control.  He will establish baseline lab measurements first and could use a facilities metering process to give more solid evidence about the actual usage, as his computer system can give only a close estimate.

Butch commented that the HVAC systems will be impacted if a lot of heat is generated in the areas and the HVAC may be reduced by powering down the computers.  This could help curb heating and cooling bills.  The plan is to propose a recommendation to UTAC, then go to the administration for approval.  Patric commented that he met with Dr. Morris.  She urged us to give the endorsement to this type of action, if at all possible.  UTAC will meet again that the start of the spring term.

SECOND ITEM of business.  Patric referred to the AEP raise in rates discussed at November’s meeting.  Patric commented that he had heard on NPR that the PUCO had not agreed to the increase, and asked Butch what he knew. Butch commented that the PUCO have not formally agreed to 16% increase, but AEP is leaning toward it.  Butch was asked if the PUCO has ever turned down any request.  Butch said that since the freeze on rates had been lifted, the PUCO had not turned down any requests.

THIRD ITEM  of business: Chuck was asked to comment on the “one card” system. [This is a system were students would be issued ‘one card’ which would serve as a meal card, library card, etc. “We are making technical progress.”  He stated he will meet with Black Board administration to help plan how to set up the test and the architecture, and get into more details soon, in order to fully  integrate the plan.  He has discussed this with the AQIP committee since this deals with services that are valuable to students. 

Elinda commented that it takes a lot of investment in this to make it work, and that it is a business transaction system, separate from the current Blackboard Course Management System.  It is a building block in that it is an add-on to the Blackboard system and would achieve one card access to several services across the campus.  “This is exciting, but we will have to be strategic, and must show a positive cost-benefit.”  She also commented that we have to weigh out the disruption of change from the current system.  To re-card the entire system, including employees will be a tremendous effort. 

Mark Moore commented that he was trained on the new card system and it is similar to the current card system.  Everything must be converted in this entire scenario, including equipment like copiers, food-service machines, bookstore vendors etc.  The timing will be difficult to discern, but the best estimate is that will happen within two years. Elinda asks, “Before we implement this system, are we ready to provide all those services?” Chuck: The effect on the UIS technical staff to keep all those systems going, as well as a subscription fee will be substantial.  There may be a great learning curve to this for everyone.  So discussion is ongoing and increasing, but waiting has opportunity costs as well since the subscription fee would be included in this analysis. 

THIRD ITEM  of business:  Keenan Perry presented three handouts to the group, which indicates the current usage of indoor sports facilities.  Some recommendations are included in the handout called “Additional Multipurpose Gymnasium”.  Keenan interviewed Dr. Steve Rader, and he, Dr. Rader,  stated that he and a committee will have to conduct a study of the usage of the facilities in  the spring, using it as a course project, and will ask students to apply the work I'm doing  The surveys. The Facilities committee will be an important player and will receive the input from this study.  Keenan interviewed the athletic director Mr. Jeff Hamilton-please see attached handout.  The numbers of intramural teams is increasing.  Jerry Barlow, Intramural Director, was interviewed regarding the estimated intramural activities and what could be offered if there is available space.  Some new possible sports are listed such as kickball, wiffleball, soccer, extreme Frisbee, and flag football.  Flag football was very popular here, but has ceased during recent years due to a lack of space.  The schedule was reviewed and indicated a very busy gym schedule from 3 p.m. to 8 p.m.  From nine o'clock till 11 o'clock the gym is open, but during the mornings, it is closed for cleaning or classes further tie it up.  Perhaps a flag football and other activities could be done in a temporary building or in a building that is in the future master plan.  The Athletic director commented that, whatever we are proposing may be a Band-Aid approach-such as a temporary building.  Butch commented about the Portsmouth High School and the use of their old gym is a possibility.  Recently he evaluated it and did notice a need renovation, in light of recreation use, but according to Mark Moore, Portsmouth High School they are going to keep control of the old gym.  Questions arose about renting or finding other places like the community center for the time being- information on cost and availability is uncertain. 

Questions arose about funding.  Did Butch Kotcamp have Capital Funds available?  No.  Does our Capital Campaign have funds available?  Poised For Tomorrow funds are already earmarked. Would the students be asked to pay for it?  No. The funding for a new building would be unknown.   Discussion shifted to how the University Center was going to be paid for.  The University Center is going to cost the students approximately $12.50 per credit hour up to a limit of $150 per semester, and  the fees may begin to be assessed in the fall of 2009 once food services are available in the new facility per Linda and Butch.

FOURTH ITEM  of business: Sam asked about the Kim Dickey’s request for a crosswalk in front of the Arts building.  Patric commented that Dr. Morris and Butch are  negotiating with the city Planning Council to do a traffic study to possibly place a traffic light at this high traffic area.

At exactly 5:00 PM Patric Leedom adjourned the meeting

Respectfully submitted Patric Leedom, Chair, with minutes by Sam Coppoletti

 Saving Energy at SSU with S3 Sleep

Overview

Beginning with Windows 98, Microsoft implemented a new standard for power management known as ACPI, or Advanced Configuration and Power Interface.  This standard allows Windows to control the power consumption of compliant hardware from within the operating system.  Thus, Windows is able to shut down certain aspects of a system to save power while keeping other components active to save data and speed start-up times.  This is commonly referred to as “sleep mode”.  There are six different levels of sleep mode built into Windows XP.

•  S0 – Working.  The computer is in the S0 state when it’s in use or sitting idle while fully powered.

•  S1 – The processor stops executing instructions but stays powered on. Any unnecessary devices are powered off.

• S2 – The processor is powered down, but other devices remain on.

• S3 – Standby.  All devices within the system are powered off except the RAM.

• S4 – Hibernate.  The content of the RAM is copied to the hard drive and all internal systems are powered off.

• S5 – Off.  The machine is shut down completely.

All computers on campus currently stay in the S0 (working) state at all times unless they are powered off completely by the user.  The current generation of Lenovo computers installed around campus consumes approximately 60 watts of power while idling in this state.  The vast majority of computers on campus are in this state 24 hours a day, 365 days a year.  When configured to enter the S3 sleep state, these computers consume only 2 watts of power.  Deploying this configuration across the entire campus could result in an 80% reduction in computer energy use, and significant cost savings for the university.

Going to Sleep

A computer can be configured to enter the S3 sleep state after a specified time of inactivity.  When there is no input from the keyboard or mouse, the computer begins internally counting down to the specified time.  If there is input from the keyboard, mouse, or other device, the counter will reset.  Therefore, there is no danger of the computer going to sleep while in use.  Once the inactivity time is reached, Windows XP briefly displays the message “Preparing to standby…”, then the screen goes black and all fans stop running.  When a computer is in the S3 sleep state, the only sound or light coming from the computer is from the power light, which blinks steadily.  In this state, the computer uses only 2 watts of power.  All monitors on campus are already configured to shut off after a 1-hour period of inactivity.

Waking Up

A computer that is in the S3 sleep state can be awakened by pressing any key on the keyboard, pressing any button on the mouse, pressing the power button on the tower, or sending a “wake-up” instruction from the network (a magic packet).  Waking up from the S3 sleep state takes approximately five seconds for the computer to be ready to accept input .  Comparatively, powering on the system from a shutdown state can take between one and two minutes to fully start up.  The ability to wake up almost instantly from this ultra-low power state is one of the strongest features of S3 sleep mode.  In addition, waking the system from the network will allow UIS to push out critical updates to the operating system and antivirus software at off-peak hours without needing to visit each system individually.

Energy Savings

Energy consumption is measured in kilowatt/hours (kWh).  The formula for calculating kWh is:

            (WATTS) * (HOURS) / 1000 = KILOWATT/HOURS

There are *477 workstations in academic/lab areas on campus.  Each of these machines currently consumes at least 60W at all times.  This consumption rate multiplied over the course of a year yields a total usage of 250,711 kWh per year.

Unfortunately, there are no usage statistics for how many hours a computer is in use on an average day, but let us use **4 hours as a yearly average for our calculation basis.  If the university implemented S3 sleep mode on these 477 workstations they would spend approximately 20 hours a day in the S3 sleep state consuming only 2W of power.  Combined with four hours of regular use, this consumption rate multiplied over the course of a year yields a total usage of only 48,749 kWh per year.

The energy savings of implementing the S3 sleep mode in academic/lab areas would be approximately 201,962 kWh per year.  According to facilities management the university currently pays an average of ***$0.06 per kWh for electricity.  The resulting monetary savings would be $12,118 per year.

However, there are also ****382 workstations in administrative/office areas on campus.  There is no reasonable barrier to implementing the S3 sleep mode on most of these machines as well.  If the S3 sleep mode were implemented on all 859 workstations across campus (and we use the same usage factor of 4 hours/day), the total energy savings would be 547,938 kWh per year, which represents an 80% reduction in computer energy use.  At $0.06 per kWh, this would reduce the university’s total energy costs by $21,822 per year.

Recommendation

UIS recommends implementing a pilot program for the S3 sleep mode in one computer lab.  There may be unforeseen bugs or configuration issues that would need to be addressed before applying any or all changes to the entire campus.  Upon the successful completion of the pilot program, a phased deployment of the S3 sleep mode to all workstations on campus would follow.  Computer users on campus should be notified of the changes in the behavior of their systems so they will know what to expect when they encounter a sleeping workstation.  Implementation of the S3 sleep mode is entirely reversible and can be undone if problems arise.  It can also be configured individually on different workstations if it is necessary to exclude certain machines or areas on a case-by-case basis.  The pilot program can begin immediately upon approval.

Assumptions

*The number of computers identified is based on the most recent computer replacement plan. This number includes both PC’s and Mac’s in campus labs. Mac computers do not encapsulate an equivalent level of administrative management, compared to a PC and may ultimately result in a reduction in total savings for the campus. There are an estimated 44 Mac lab machines on campus.

**This is an estimate only, for comparative purposes. The actual number may be greater or less than 4 hours, for both lab and office computers.

***This is an estimate only, for comparative purposes. The actual number of $0.06 per kWh may vary based on economic conditions.

**** The number of computers identified is based on the most recent computer replacement plan. This number includes both PC’s and Mac’s in campus offices. Mac computers do not encapsulate an equivalent level of administrative management, compared to a PC and may ultimately result in a reduction in total savings for the campus. There are an estimated 24 Mac office machines on campus.

Note: Next meeting will be Wednesday, December 3, at 4:00 PM Vern Riffe Conference Room

Members present:  Patric Leedom, Butch Kotcamp, Sam Coppoletti, Nancy Bentley, Tracy Conn, Keenan Perry, Elinda Boyles, Halea Hatten, Carl Daehler, and Randy Warman.

At 4:07 PM, Patric Leedom called the meeting to order, and passed out a packet of papers which included:
Agenda, emails focusing on the need for more indoor athletic intramural facilities, letter from AEP/Ohio Power Co. to SSU informing us of potential utility cost increases, plus two pages of examples, and minutes from Sept. 17th meeting.

FIRST ITEM of business was establishing/understanding the need for more facilities to support intramural athletic events as well as recreational needs. This item was first brought up at University Faculty Senate by Brenda Renfro of the Athletic and Intramural Committee. It was then brought to UWFC where both Carl Daehler and Keenan Perry had first hand experience with the situation. It appears that in recent years, SSU’s expanding sports programs have consumed most or all of the space in the Rhodes Athletic Center. For example, the gymnasium is not open for general usage until 8:00PM in the evenings, and many of the courses once taught in the Athletic Center—yoga, OT physical agility testing,--have relocated in the Vern Riffe Arts Center. Keenan gave several other examples such as outside of scheduled scorer games, soccer players may not use the SSU field—the gates are locked—and they must travel to West Portsmouth, John Conley Field for practice. Keenan also informed us that many “outdoor” sports use indoor facilities to practice, such as baseball, soft ball, and golf. There was discussion 1) that in the new 20 year Campus Master Plan, there is to be a new building dedicated to housing indoor sports. But that may not come to be for several more years. Then conversation shifted to negotiating with Portsmouth Public Schools to use/rent some of their athletic facilities.

It was decided to ask Keenan Perry and the Athletic Department to develop a recommendation which the UWFC could then send forward to the President. Patric will transmit the new UDO. This is planned to be a major item for the UEFC December meeting.


SECOND ITEM of business was the “One-Stop-Shop” concept slated to go in the existing Bookstore Building, when the Bookstore moves into the new University Facilities in the late summer. It turns out the concept of “One-Stop-Shop” is still under discussion in Executive Advisory Council—as to where it should be located and exactly what services should be included e.g. Admissions, Financial Aid, Cashier etc. So this item was tabled.

THIRD ITEM of business was discussion of increased use of the Massie Hall South Parking Lot for Faculty and Staff when the Construction, Planning, and Facilities Department moves into the ATC building. Butch Kotcamp indicated that at most, there would be five additional vehicles. The committee did not see that as a problem.


FOURTH ITEM of business was Energy Conservation, particularly in light of the coming increase in the cost of electricity. The committee was supplied with the letter from AEP and the two pages of examples of increases. Butch Kotcamp stated that SSU’s usage puts it in the 16% increase per year, compounded for the next three years. Our current budget for electricity is around $800,000. Patric calculated, with compounding, the new amount would be around $1,250,000, an increase of $450,000. And this at a time of declining state revenues and the requirement for Ohio colleges to show millions of dollars in savings. Patric brought up an earlier suggestion that campus computers be turned off at night. He also mentioned that UIS stated that it did system updates during the night, so turned off computers would complicate their job. It became obvious that we needed to meet with Chuck Warner. [He will be invited to our next meeting in December.] The topic shifted to doing Energy Audits of our campus, and identifying where the greatest electrical usage is. Butch said that several audits have already been done, so the costs are known. There was general commenting that faculty and others often exit classrooms leaving everything turned on including the overhead projectors—ceiling mounted and otherwise. One faculty member was reported to have said that he/she thought it was Security’s job to turn off lights.
Butch Kotcamp reported that House Bill 251 requires us to become 20% more efficient than the design by 2014

Butch pointed out that SSU, his dept. has been in the process of upgrading the lighting in each of the buildings, converting to electronic ballasts, which has saved us a lot of money. He commented that the lighting in the Vern Riffe Arts Center has not yet been converted, but that he has Capital Funds to accomplish it.


FIFTH ITEM of business was the renovation of the University Center. Patric had requested that Butch K. bring the blueprints of the renovation to our meeting so that all of the members could review the current design which is being implemented. Butch spread the blueprints out in the center of the table so all members, standing up and leaning over, could examine the details. Some of the comments focused on that there will be new entrances constructed, and the old entrances will go away. That there will be a new stairway system, and the old will go away. That the idea of an outdoor café has gone away, but there are still plans for a couple of cafes in addition to the regular dining room. There will be a nice new glass in-cased two-story atrium-type entrance on the North side. The concrete footers for it can be seen now. The digging outside the south entrance is not for a building but for moving utilities, and installing a new 21 inch sewer line.

What was of interest to Patric was that early on plans did not have a design for the second floor of the new building, above the dining room. But now there are several offices to be located there including Admissions and space for several rooms and offices to accommodate student organizations and government.

OLD
Butch K. reminded the committee that SSU is mandated to be 20% more efficient. The goal of each institution shall be to reduce on- and off-campus building energy consumption by at least 20 percent by the end of the fiscal year ended 2014 compared to fiscal (not calendar) year 2004 as the benchmark year. A secondary goal of each institution shall be to obtain, as best possible, a similar reduction of carbon dioxide emission levels.

SIXTH ITEM of business was Randy Warman reported that two new residences halls are breaking ground. Neil Hatcher has already purchased the land, and will raze the existing structures. One will be located at 3rd and Sinton, the other at 4th and Sinton. The halls will be ready for occupancy next Fall. He commented that under the normal plan, each hall will provide 48 beds. But that this year we have converted some large rooms into triple beds, and the students seem to like it. Plus it saves them around $400.00. As a side note, SSU currently has 16 residence buildings which house over 730 students. After our conversion to semesters, SSU no longer rents space from the Ramada Motel.

SEVENTH ITEM of business was Butch Kotcamp’s Report on Projects.

1. Tennis courts will be completed in the next few weeks.
2. The Facilities Dept. should relocate to ATC in the next 4-6 weeks.
3. The gymnasium renovation should be completed in the next two months
4. The Founders Plaza between Administration Building and Athletic Center will be renovated.
5. The “Administration Building” [composed of the old Commons and Business Annex] will be renovated and the Architectural selection process will start soon.
6. An architect for the Multi-purpose Field has been selected and programming and design will start very soon..

At exactly 5:00 PM Patric Leedom adjourned the meeting

Respectfully submitted Patric Leedom, Chair. with assistance from Halea Hatten
 

Members present:  Patric Leedom, Butch Kotcamp, Sam Coppoletti, Lori Perry, Nancy Bentley, Tracy Conn, Keenan Perry, Elinda Boyles, Seth Haynes, and Halea Hatten.

At 4:06 PM, Patric Leedom called the meeting to order. 

FIRST ITEM of business was to Welcome everyone back, and to make introductions. Halea Hatten, President of the Student Government Association, has joined us this year.

SECOND ITEM of business was election of a chair person. A motion was made to retain Patric Leedom as the chair. Motion was seconded. It was a unanimous vote. Discussion of Secretary. Patric made it clear that it was extremely difficult to both chair the meeting and take accurate notes. No one volunteered to be the official secretary. Halea Hatten graciously agreed to take minutes for this meeting. Discussion of meeting days and times. It turns out that Wednesdays at 4:00PM seems to work well, so we will continue meeting on Wednesdays.

THIRD ITEM of business was twelve page handout, containing: Agenda, End-of-the-Year Report for 2007-2008 including the UWFC Letter of Endorsement for the American College & University Presidents’ Climate Commitment, Dr. Morris DRAFT of a charge to the UWFC noting our roles in both the Climate Commitment and the USO projects, and a seven page excerpt of the President’s Climate Commitment, including actions that we might consider taking on campus.

FOURTH ITEM of business was further discussion of how we might help with the Climate Commitment.

FIFTH ITEM of business was presented by Elinda Boyles, who had prepared several handouts on projects that SSU is involved in both to meet the State of Ohio’s Mandate that we demonstrate savings of 3% of our budget--$993,459—and some to assist with the Climate Commitment. Elinda explained that this mandate came from Ohio House Bill 119 to identify efficiencies. Last year we were required to identify 1% savings--$300,000, and we met our goal. And last year the State accepted our report without an inspection to verify what we stated. This year, the State will conduct an inspection to prove those savings. Our report for this year—showing the savings of $993,459 is due on Monday, October 3, 2008.

Elinda explained that those savings can come from many sources; those could be individual department savings. The bulk of the savings have come from an all-Ohio schools joint purchasing plan, for items such as furniture.

Elinda then asked for the UWFC to take some time today for brain-storming ways that SSU could demonstrate more savings. She needs these ideas by next Monday, September 22nd.

Ideas that were mentioned or generated during our meeting were: new, more efficient HVAC systems; changed lighting to more energy efficient bulbs; using “French-Style” two-tiered flushing system to save water; electronic towel dispensers; using solar panels on our roofs; Dr. Morris’ new hybrid car; someone asked if SSU currently owns vans for field trips? No, SSU does not, but someone did donate an RV Bus to the Health Sciences Dept—it is a lab on wheels.

Another idea was to turn off lights when classrooms are not in use. Maybe SGA could help spread the word...So if the instructor forgets, the students could turn off the switches; Someone asked about the Recycling Program using the Blue Receptacles around campus. Butch K. commented that the current Rumpke recycling program does result in savings for SSU, but it does keep a lot of items out of the landfill. Butch further mentioned he is hoping that SSU can create its own recycling program. Lorry Perry brought up the topic of toner cartridges and asked if we could re-fill them right here on campus. Seth Haynes suggests shutting down computers when they are not in use, instead of leaving them on 24-7. [Patric will ask Chuck Warner about this.]

Keenan Perry reported that the Athletic Department is looking to cut back on the cost of travel to away games by combining two different sports teams who are going to the same general location. Patric asked about the Styrofoam dishes and cups being currently used in the dining hall. Elinda reported that this was a temporary situation, partially because there is not room for everyone inside the dining facility, so many students need to take their food and eat elsewhere—lobby, outside etc. Sodexho is looking at more eco-friendly material. They do report they tried some new material for the silverware, but found it melted when placed in hot liquids.

Attached to this biennial bill is $11,000,000 for the state’s share of instruction.

Butch K. reminded the committee that SSU is mandated to be 15% more efficient. The goal of each institution shall be to reduce on- and off-campus building energy consumption by at least 20 percent by the end of the fiscal year ended 2014 compared to fiscal (not calendar) year 2004 as the benchmark year. A secondary goal of each institution shall be to obtain, as best possible, a similar reduction of carbon dioxide emission levels. Patric brought up the issue of the importance of buying quality equipment and not necessarily the cheapest or lowest bid. Elinda assured the committee that quality is a top consideration when SSU makes purchases.

SIXTH ITEM of business was Butch Kotcamp’s Report on Projects.
1. University Center Renovation. We are more than doubling the square footage from 40,000 to 108,000; The cost will be around $ 17,000,000. We are struggling with moving the old utilities, from the former houses buried in the former Sinton Street which underlie the construction zone.
2. Very soon there will only be one entrance to UC.—west side. We have built temporary concrete walkways to provide access.
3. The Planning, Construction, and Facilities Department will be moving this fall—end of November?-- into the West Bay of the ATC Building. The space will house both the Facilities and Security Dept. There will also be an “Emergency Response Room”. And, eventually, all security cameras—over 70—will be monitored from one room.
4. A Chiller Plant is being built inside ATC in the old Plastics Room.
5. The old tennis courts on the west side of campus have been successfully converted to a parking lot.
6. Rhodes Hall Gymnasium—the floor replacement has been completed, and games are being played upon it; however, the locker rooms are still under renovation, and so the facility is not totally open.
7. The Plaza between the Administration Building and Rhodes Hall will be replaced.
8. The Public Address, which can be used either for voice speakers or a warning siren is up and running. During emergencies the National Weather Service will activate tornado warnings.
An architect will help us to identify tornado shelters—most likely the hallways.

Note: Next meeting will be Wednesday, November 12, at 4:00PM Vern Riffe Conference Room

At 5:05PM Patric Leedom adjourned the meeting

Respectfully submitted Patric Leedom, Chair.
 

Members present: Patric Leedom, Butch Kotcamp, Sam Coppoletti, Drew Feight, Lori Perry and Nancy Bentley

At 3:10 PM, Patric Leedom called the meeting to order.
 
FIRST ITEM of business was Patric did write the endorsement for the ACUPCC (climate change resolution), gained approval from FACCOM, and forwarded to Dr. Morris. A copy is attached to these minutes.

SECOND ITEM of business was the implementing of the new Campus Master Plan. Immediately work will begin to build the new tennis courts; they will be on the east side of campus, close to student housing. When the new tennis courts are completed and available for use, the old tennis courts will be turned into a much needed .parking lot.

THIRD ITEM of business was the relocating of utilities—piping, cables, junction boxes etc.—to make way for the several new construction projects. AEP, Verizon, and Time-Warner will be involved. For the construction of the new Tennis Courts, the Facilities Dept. will open bids tomorrow, April 30th. As part of the construction the old “overflow” parking lot near the Cedar House, will be incorporated into the new Tennis Courts. This Project is expected to be done sometime during the fall.

FOURTH ITEM of business was the recent power outage on campus which caused the Provost to cancel all afternoon and evening classes. Butch K. explained that the outage occurred as SSU was shifting the Chiller System from Winter mode to Summer Mode. This operation put an additional load on the Chillers which led to a bushing failing. causing the current to go into Single Phase which could damage electrical equipment on campus. SSU has a standard operating procedure for the maintenance staff to immediately go to each building sand shut down the power as a protective precaution. AEP just happened to be on campus working on an unrelated project. At that time AEP estimated that it would take about four hours to repair. However, after the classes cancelled and students started leaving, the problem was fixed—in an hour and a half. “We did lose a few electrical things.”

FIFTH ITEM of business was the recent theft of five “condensing units” from the Cedar House complex. The thieves just wanted the copper.
 
SIXTH ITEM of business was the University Center. SSU has advertised for bids on the construction. Our goal is to have the work for the new kitchen and dining facility to be done, up and running by August 2009. The rest of the renovation will continue until Winter 2010. This is the project that is being financed from student fees. The question was raised, “When will the students start being assessed the $150 per semester fee?” No one present knew. Patric will research.

SEVENTH ITEM of business was Butch Kotcamp’s Report on Projects. See attached.

At 3:50PM Patric Leedom adjourned the meeting
Respectfully submitted Patric Leedom, Chair.

Status of Projects through April 30, 2008
 
1. Facilities Office B IV 5% Occupancy/Accepted New offices for the Facilities and Security Departments to be developed.
Project Contracts being reviewed at Attorney General’s Office. Project scheduled
to begin early May, 2008.
2. University Center A/B III 95% Construction Construction documents complete. Design committee meets weekly to keep project on task. New transformer installed for kitchen and dining addition.
Bid opening scheduled for May 27, 2008.
3. Rhodes Rehabilitation B IV 85% Occupancy/Accepted Phase I under construction. Project scheduled for completion July 31, 2008.
Phase I
4. Rhodes Rehabilitation B IV 10% Occupancy/Accepted Abatement contractor building containment system. Project to be complete in
Abatement Project six to eight weeks.
5. Rhodes Rehabilitation B III 95% Construction Bids received. Scheduled for May 19, 2008, Controlling Board meeting.
Phase II
6. Plaza Concrete B/C/D II 10% Bid Documents Design has started. Survey and test borings scheduled the week after
Replacement graduation.
7. Multi Purpose Sports A I 95% Design Architectural firm selected. Contract being developed.
Field
8. Public Address System B II 10% Bid Documents New public address system to be installed in all campus buildings. Engineer selected. Contract being reviewed. Pre-design meeting held 4/25/08.
9. New Tennis Courts A/C/E III 95% Construction Project advertised. Bid opening held 4/30/08. Project to be complete by
August, 2008.
Capital Construction Codes
PROJECT TYPES PROJECT PHASES A-NEW CONSTRUCTION B-REMODELING I-PROGRAMMING II-DESIGN
C-SITEWORK/CIVIL D-LANDSCAPING III-BID DOCUMENTS IV-CONSTRUCTION
E-INTERNALLY FUNDED CAPITAL PROJECTS V-OCCUPANCY/ACCEPTED
F-CONSULTING
 

UWC-Facilities Committee Minutes
January 23, 2008

Members present: Patric Leedom, Butch Kotcamp, Sam Coppoletti, Drew Feight, Steve O’Rourke, Jennifer Bourne, Seth Haynes, Butch Ferguson, and Elinda Boyles.
At 4:10 PM, Patric Leedom called the meeting to order.

FIRST ITEM of business was discussion of proposed endorsement of Dr. Morris’ intention to sign the American College & University Presidents Climate Commitment, making SSU a partner in the ACUPCC. Patric had met with Dr. Morris the previous day and facilitated the discussion, bringing up some of Dr. Morris’ perspectives and some key points of the official commitment to consider before endorsing the signing:

●This document is not legally binding. If an institution who signs does not fulfill the commitment as agreed upon, that institution becomes “not in good standing” and that is so listed on the ACUPCC Website.
●There is provision in the contract for institutions to modify their Climate Action Plan as the institution’s circumstances change.
●According to Dr. Morris, we can, to some extent, pick and choose the targets we wish to pursue.
●In developing our CAP, we may include actions we have already taken in the last few years, e.g. to conserve energy, reduce the carbon footprint.
●While the contract does call for an institutional infrastructure to develop SSU’s plans and to oversee the implementation, Dr. Morris commented that she will utilize the existing committees, and not create a whole new committee.
●It was acknowledged that some groups do not agree that there is global warming and climate change. Dr. Morris remarked, “What would be the harm if SSU did pursue a plan to reduce our energy consumption and carbon footprint?”

After 25 minutes of discussion, Patric called for a motion for endorsement. Steve O’Rourke so moved; Sam Coppoletti seconded the motion. A vote was taken; it was unanimous in favor of Dr. Morris signing the ACUPCC. Patric will forward an endorsement to Dr. Morris.

SECOND ITEM of business was focusing upon a dangerous vehicular traffic situation on campus. At our last meeting, Dr. Morris shared her opinion that the Mill Street/service road pedestrian and vehicular traffic patterns were more of a safety hazard than those in crossing Third Street. Apropos of that comment, Patric was asked by fellow faculty to bring up a hazardous situation on campus. It concerns the exiting of the Massie Hall Parking Lot for Faculty and Staff. As cars exit through the gate, and drive down the alley toward Mill Street/Service Road, often there are vehicles parked right on the northeast corner adjacent to the maintenance building, which blocks the view of westward bound vehicles approaching from the east side. There were several reports of near collisions at this intersection.
Several remedies were discussed. One is not parking large—visually blocking vehicles—in those parking slots—only smaller cars. Another was to paint lines alerting vehicles to the need to pause or stop; another was installing a yellow blinking light; another was adding a large convex mirror up high to exiting cars could see if others were coming; another was to re-configure the organization of the parking lot, perhaps developing a safer exit. After 15 minutes of discussion, Patric suggested that we table this discussion until the next meeting, giving interested members time to develop ideas and share them with Butch Kotcamp.

THIRD ITEM of business was reports from Butch Kotcamp on the progress of current and future projects. Butch noted that several of UWFC members were present January 11th at the Ground Breaking Ceremony for the new University Center Renovation.

●Gym renovation. We are in Phase 1 where a completely new electrical system will be installed e.g. switch boxes, controllers, wiring, and an emergency generator. Remember from past discussions, this generator will be capable of running the boiler, lights, etc. to provide temporary shelter to students in case of a climate emergency like we had in February 2003.
●Plans for the construction of new Facilities Planning and Maintenance Department spaces in the ATC building have been re-bid. The first set of bids came in way over budget. After some adjustments to the plans, the new bids are within budget.
●Butch announced that engineering firms will be interviewed in the next few weeks to select the one to design/build the new multi-purpose athletic field. Patric asked if he could be included in those meetings. Butch said yes.
●SSU has installed a new automated communication system to alert all students and employees of emergencies. When there is an emergency, the system will automatically call all of the telephones registered by the students and employees, informing them of the situation. However, in order for it to work well, students and employees MUST go on line in My SSU, and register their phone numbers. Elinda Boyles asked the UWFC to help in publicizing this need to register.

At 5:01 PM, Patric requested a motion to adjourn. Motion was made and seconded. A vote was taken and it was unanimous to adjourn.

Respectfully submitted, the team of Jennifer Bourne, Secretary, and Patric Leedom, Chair.