Members present: Patric Leedom, Butch Kotcamp, Elinda Boyles, Chris Pitts, Mark Moore, Sam Coppoletti, Randy Warman, Lori Perry, Butch Ferguson, Tracy Conn, Carl Daehler, and Chuck Warner

At 4:06 p.m. Patric Leedom called the meeting to order.

FIRST ITEM of business. American Electric Power [AEP] Rate Hike.
Patric stated that AEP is now in negotiations with the Ohio PUCO for the purpose of raising rates charged to customers. That no final decision has yet to be made. Butch Kotcamp provided specificity: AEP is asking to raise the rates over a three-year period. They are asking for 9% for the first year—AND to make that retroactive to January 1, 2009, 8% for the second year, and 9% for the third year. Butch K. indicated that the PUCO was not favorable toward the retroactive request.
SSU’s current cost for electricity is approximately $800,000.

800,000
X .09
72,000 Additional for 2009

872,000
X .08
69,760 Additional for 2010

941,760
X .09
84,758 Additional for 2011

1,026,518 for SSU’s annual cost for electricity.

Patric commented that while the UWFC has been focusing on ways to conserve energy for many years, the need is now even more urgent.

SECOND ITEM of business. Saving money through reduced computer usage. During a fall UWFC meeting, Chuck Warner introduced an experimental study that UIS would conduct, to assess the best configurations to adopt during non-business hours—After 10:30 PM at night and on weekends—in order to reduce SSU’s consumption of electricity. Chuck came to today’s meeting with an eight page preliminary report. Highlights of Chuck’s report. “Beginning with Windows 98, Microsoft implemented a new standard for power management known as ACPI, or Advanced Configuration Interface….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’.

[Note: This entire study and report only refer to PC’s, not to
Mac Intosh’s]

Chuck shared several parameters that could be used with the S3 Sleep Mode. He indicated that UIS was considering doing further pilot studies on the Administrative Computer Lab, [Massie 030], then including the Success Center Computer Labs. He suggested that UIS could focus upon the non-business hours of 10:30 PM until 7:30 AM.

Chuck reported that an early estimate for the savings of these identified labs would be annually approximately $8,000; if we included all student labs, then $14,000, and if faculty computers were included then the savings would be $21,000. A question that UIS has posed is, “Is this [savings] good enough?” UIS is concerned about the impact upon SSU students and staff.

Chuck directed our attention to pages 6 & 7 of his handout where UIS has raised five Policy Issues for S3 Sleep Project:

1. Is the amount of savings valuable enough to implement the project in labs?

2. Is the amount of savings valuable enough to implement the project in offices as well?

3. When a computer goes to sleep in a lab, will it: log off, lock, or do nothing?

4. When a computer goes to sleep in an office, will it: log off, lock, or do nothing?

5. How many minutes should the computer wait before going to sleep?

There was a lively discussion about how to proceed with the pilot studies. Finally it was agreed that Chuck Warner would contact the persons in charge of the various computer labs [30+ computing areas] and consult with each of them

THIRD ITEM of business: Butch Kotcamp gave an update status report on several campus projects.

1. University Center Renovation Project. At Patric’s request, Butch brought pictures of U.C.’s progress, and also directed us to the SSU Homepage website which has a video tour of the University Center.
In discussing the progress, Butch directed our attention to “Ellipse” which is that two-story metal structure going up on the north side of UC. It will be the new grand entry way. Butch commented that work is proceeding at a prodigious rate—contractor is going to two shifts, including weekends—and that currently, we are on schedule to meet the July 16th deadline for completion of Phase One. This does include installing the new kitchen and dining room facility.

Phase Two will be going into the existing UC and renovating identified spaces. For example, the Bookstore will be moving into the current Internet Café space.

Elinda commented that we will be adding 49,000 square feet! The current structure is only 40,000 square feet. Butch Kotcamp stated that with the additional square footage, it will drive up the cost of operation for the U.C. Patric stated that we would need to hire an additional custodian to help care for the new space; that historically, when SSU has built new buildings, it has not always added to the workforce.

Discussion focused on the new heating/cooling system which utilizes the aquifer under the building. Butch K. commented that it is a great improvement and there are thoughts about using that ground-water system for several of the buildings.

Multipurpose Field. Butch reported that this project is on track. They expect to receive the new documents for building on May 14th. Patric after observing the drawings, asked Butch for confirmation that the Multipurpose Field will fit exactly inside the existing fenced-in area occupied by the soccer field. Butch said that was accurate. The Multipurpose field will have a new drainage system—an improvement over the current field, and that it will have artificial turf. Someone asked if there was room for a running track? The answer is no. Butch further commented that they are in negotiations with the City of Portsmouth to install a Storm Water Retention Tank—to protect the city during heavy rain storms. The multipurpose field should be completed by the latter part of August or earlier part of September.

Founders’ Plaza. This is the plaza between the Administration Building and the Sports Complex, where the ground has settled creating stumbling hazards. The construction of a new plaza went out for bid, but the bids coming in were too high. So it is going out again—for re-bid.

At 4:55 PM, Mark Moore made a motion to adjourn, and the committee agreed. Patric adjourned the meeting, noting it was an historical first to finish early!

Respectfully submitted Patric Leedom, Chair, and occasional secretary.

 

Members present: Patric Leedom, Butch Kotcamp, Elinda Boyles, Keenan Perry, Carl Priode, Lori Perry, and Butch Ferguson

At 4:06 p.m. Patric Leedom called the meeting to order.

FIRST ITEM of business. Relocating the Multi-purpose Athletic Field and the possible location of a future Athletic support building.

Following the completion of the latest updated Campus Master Plan, President Morris made a commitment to move forward on constructing the Multi-purpose athletic Field. The original budget for this project was approximately 1.2 million dollars. SSU sent out RFPs for Professional Design Services and a committee selected an architect. When the construction estimates were completed, they were in the range of 2.4 million dollars. Given the current economic climate, this was unacceptable to the President. She requested that the Vice President of Finance, Elinda Boyles and the Facilities Planning Office, Butch Kotcamp, obtain alternate plans. These alternate plans are:

If we move both the Multipurpose Field and the future (not yet funded) accompanying Athletic (Recreation Center) support building from their current Campus Master Plan location, and place them on and adjacent to the existing soccer field, they will fit in the newly proposed Master Plan. This change would allow the new multi-purpose field to be built where the existing soccer field is located and the project would stay within the original budget of approximately 1.2 million.

Here is explanation. In order to keep the Multipurpose Field and Building in the CMP location:
1. The current parking lot occupying that location would have to be demolished.
2. Contractors would need to dig deep, and this would possibly encounter several old house basements that are just below the surface, and that excavation would be expensive.
3. SSU has fiber optic cables routed through that area, which may have needed to be relocated, adding additional costs to the project.
4. Borings in the existing parking lot confirmed that much of it is built with ‘fill’ material.
5. The existing soccer field would need to be demolished and a parking lot constructed.
6. Borings in the existing soccer field indicated that less areas of “fill” were found in this location.

By moving the Multipurpose Field to the area of the existing soccer field and securing space for a future Recreation Center Building (which is currently not part of this project) in this area:
1. The items in 1-3 above would not become an expense.
2. Only the soccer field and adjacent ground would need to be excavated.

Further discussion. By moving to the soccer field and adjacent area, one planned softball/baseball field is not identified for the time being.

Carl Priode expressed concern that it would mean several of our sports team would still need to commute to the west side of town to practice and play games.

Discussion was held about potential future master plan changes to incorporate the two fields and the fact that the biggest issue is the need for SSU to purchase property for any future development in this area.

Elinda emphasized that SSU budget has allocated 1.2 million but there are no funding sources beyond that amount to cover the 2.4 million.
Butch K. reminds the committee that during the development of the latest Campus Master Plan, that several people were asking for recreation facilities.

Carl P. mentions that as the student population at SSU grows, we will need more student recreation areas. He is concerned about the proximity of housing units to the recreation facilities, so that young women do not have far to go, especially at night.

Keenan P. then raises the question about what kind of lighting would be available at the Multipurpose Field. Butch K. responds that there will definitely be security lighting, but most likely there will not be the large game-type lighting.

Keenan asked about the soccer schedule.
Butch K. states that if SSU approves the new plan, with the support of the UWFC, that construction could get started in June. If weather holds the proposed schedule is to have completed by September. This schedule has been discussed with the athletic department.

After further discussion—Lori Perry asks about a possible ice rink. Butch Ferguson wanted to know about restrooms for players and observers, and Keenan wanted to know where vehicles would park near the field.

After discussion, the UWFC came to a consensus that we should endorse the new plan.

Patric asked for a vote, such that he and Elinda Boyles would author a Letter of Endorsement expressing UWFC support for the new plan. The vote was unanimous to do it.

SECOND ITEM of business. Identifying a new and additional parking Lot for Faculty and Staff. SSU employs over 400 people. There has never been specific places for all of them to park. The Massie Hall South Lot holds 130 + parking spaces. The President has charged facilities to identify additional faculty/staff parking. After considerable review of the grounds, two locations were identified as being available and that could be converted with minimal cost and in a timely manner. The areas are: 1) Where the Office Annex is now and will shortly be demolished, and 2) A back section of the existing student parking lot nestled up to the flood wall, and U.S. Grant Bridge.

Possible configurations were provided for both sites. The committee discussed the Office Annex location first. With the heavy traffic coming off the bridge from Kentucky and down 3rd Street, as well as other eastbound traffic on Second, it didn’t take the committee long to realize that a gated lot right off of Third Street would be untenable. Further, there is a No Left Turn into that lot for westbound traffic on 3rd Street.
Butch K. shared some drawings that indicated that once the new Founders’ Plaza—between the Administration Bldg and the Rhodes Sports Complex—is completed, the Gold Parking Lot will no longer exist south of the main thoroughfare, but will take up part of the existing lot west of the Vern Riffe Arts Center.

So then the focus was on the back southwestern lot. There were two drawings with various configurations of gates. The committee selected Option 1 which has the Entrance Gate four rows into the lot—thus not tying up traffic on Front Street, and the Exit gate across from the Dental Lab. This configuration yields 27 parking spaces.

Elinda states that this option would require installing two gates – so costs are held to those expenditures – discussion was also held about this option appearing to provide the safest and least disruption to traffic. Patric asked for a ‘Sense of the Committee’ and everyone voted for Option 1. Patric also requested approval for him and Elinda to proceed and write a Letter of Endorsement on behalf of UWFC. Approval was granted.

THIRD ITEM of business: Butch Kotcamp gave an update status report on several campus projects.
1. The Founders’ Plaza. Advertisement went out on Monday March 9, 2009. The bid opening will be March 31. Butch commented that never before had a project generated as much interest among contractors.
He further commented that since Gay Street used to run right through the middle of the plaza, that when they go to excavate, they run the risk of hitting old house foundations and abandoned utilities.

2. Pot Holes in the asphalt parking lots and driveways—will they be repaired by resurfacing? Butch reported that for the moment SSU will use ‘cold patch’; that as part of a 6 year Capital Plan, resurfacing is included.

3. University Center Renovation Project. The concrete has been poured for the first and second floors, and the Air Handling Equipment will be lifted by crane to the roof tomorrow. SSU expects that the building will be ‘Turn Key’ finished by July 16th. Immediately after that, $800,000 worth of kitchen equipment will be installed in the new kitchen. The old kitchen will then be converted into the new Book Store. Butch projects that Phase 2 of the project will be completed by January 16th, 2010. Butch commented that probably we will see two shifts, possible three shifts at work as we get moving inside the U.C. extension.

At precisely 5:00 PM, Patric called for adjournment.

After adjournment, discussion was held about something fun to do when the Office Annex is finally—after being discussed for 16+ years—demolished? There was favorable response that we might indeed like to come up with some ideas that would involve staff.

Respectfully submitted Patric Leedom, Chair, and occasional secretary.
 

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.
 

Members present: Carl Daehler, Lori Perry, Patric Leedom, Butch Kotcamp, Keenan Perry, Sam Coppoletti, Drew Feight, Jennifer Bourne, Seth Haynes, Butch Ferguson, Nancy Bentley, Randy Warman, Mark Moore, Tracy Conn, Denise Brockett, and Elinda Boyles. Dr. Rita Morris was a guest presenter.

At 3:06 PM, Patric Leedom called the meeting to order. Thanks to everyone for being willing to meet at this earlier hour (due to accommodating the SGA representatives.) Patric Leedom introduced Dr. Morris, and reminded the committee that our charge (and all university-wide committees) is to deliberate upon assigned responsibilities and to send forward recommendations to the President.

FIRST ITEM of business was Dr. Morris’ discussion of two issues. The first was the recommendations UWFC had sent forward to her concerning pedestrian and vehicular traffic issues. Dr. Morris has requested that the City of Portsmouth do a traffic study focusing upon both Mill Street [the service road that runs along the flood levee] and Third Street in order to develop some benchmark data to support the needs for some improvements in safety. Dr. Morris suggested to the UWFC that we think of ways to heighten the awareness of our campus community to these safety issues. [We will contact the SSU Chronicle, My SSU, and SSU On Line]. Dr. Morris reported that the university will work closely with the city, but SSU has to work at the pace of the city. The proposed traffic study needs to include the impact on traffic patterns of the new multi-purpose field which will border on the south side of Third Street and will have fence along that border. [Dr. Morris suggested that the field would be completed in the next 18 to 20 months.] 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.

SECOND ITEM of business was Dr. Morris’ second issue--the American College and University Presidents’ Climate Commitment.
Website:www.presidentsclimatecommitment.org. This is an organization created to lessen the impact of global warming. Dr. Morris provided literature to each member. “…working together we have the capacity to solve the problem. One solution to this challenge is the ACUPCC…is a high-visibility effort to make campuses more sustainable and address global warming by garnering institutional commitments to reduce and ultimately neutralize greenhouse gas emissions on campus, while promoting education and research on the topic. Current Status: 376 institutions, 3 million students, 46 states as of September 11, 2007.” [See website for more particulars]. Dr. Morris described the ACUPCC document as a compromise document. Dr. Morris requested that UWFC examine this initiative, provide feedback to Dr. Morris, and begin/continue looking at ways to reduce resource consumption. Dr. Morris said she would not sign on to this commitment until she had the benefit of our committee’s responses. On that note, Patric Leedom negotiated the UWFC would schedule a meeting now for January in order to provide Dr. Morris with that feedback. Dr. Morris stated that SSU has done well so far, but needs to continue to searching for ways on campus to achieve ‘Climate Neutrality’…energy efficiencies.
With Dr. Morris in attendance, there was discussion about purchasing practices. Dr. Morris had mentioned in her presentation that one way to save money and resources was to have colleges and university band together to do group purchasing. Patric asked for further clarification. Dr. Morris then reported that SSU already does this practice.
Patric provided a brief historical review that over the past ten years or so, the UWFC has taken on the task of trying to reduce resource consumption, and save money, notably by reducing heat in many buildings in the winter, during nights and weekends, and reducing the amount of air-conditioning in the summer. Dr. Morris reported that while there are already state-initiated “energy efficient mandates” –Ohio House Bill 251--that in the future this will increase, one effect being to give universities more ability to pick and choose purchasing in order to obtain the most energy efficient equipment, which may not be the cheapest to purchase.
Dr. Morris departed from the UWFC meeting at 3:38 PM.

THIRD ITEM of business was the current plans for the renovation of the University Center. Butch Kotcamp took the lead; expressed that ‘we are still in the design phase. The Design Committee has taken tours of both Wright State’s and Wittenberg College’s new food service facilities. They were impressive. But discussed that the committee is considering a form of food court where several different foods---Asian, Mexican, Vegetarian, etc. are available. He passed around a design layout showing several food bars. He reported that the Design Committee will meet on December 13th, then after that create ‘focus groups’ for SSU students and others to help select some of the designs such as colors of paint to use.
Sam C. asked about the Bookstore having space in the new facility. Elinda Boyles responded that SSU is in discussions with the Bookstore corporation about moving into the new facility.
Jennifer Bourne asked when we might be doing ‘Ground Breaking’ for the new renovation. Butch Kotcamp thought that it might be done on the Friday that the SSU Board of Trustees meets in January…the 11th. Patric asked the SGA reps if they are getting the facilities they have wished for. Seth commented that meeting room space is a higher priority than storage space. Butch K. and Randy W. commented that there were several meeting rooms being planned, even one very large room that did not need room dividers, such as that needed for the SGA to meet—which currently has over 20 members and no place to meet other than the lobby of Michlethwaite. Patric asked if students would have priority for the use of those rooms. Yes, they would have priority, but other entities on campus would also have access to them.

FOURTH ITEM of business was the plans for renovating the gymnasium floor. When would it be done? How long will it take? What all is involved? Will the athletic faculty know ahead of time for re-scheduling their courses? Butch responded that they planned on doing the work over the summer; that there was a large abatement project that needed to be done—taking out all of the rubber sub-flooring which contains mercury.

FIFTH ITEM of business was a brief report from Butch Kotcamp on current projects: Electrical projects. Phase One will begin in the next few weeks, and we will be installing a new electrical-mechanical switching gear room in the athletic complex. Also, the transformer that sits out near the sidewalk by the book store will be moved to the southeast section of the existing UC bldg. The topic of emergency generators came up. There will be a new natural gas emergency generator installed in the athletic complex. A member asked if natural gas was a good source of fuel. Butch explained that natural gas is what you have in your homes in the stove. It is clean burning and reliable. For example, SSU has had a natural gas fired emergency generator in the Clark Library since 1990. There have been no failures. The new emergency generator was sized to provide emergency power to the PE Center and Natatorium. There is enough capacity to run the building heating plant in an emergency. The new design of the generator for the University Center will provide ‘Life Safety’ and selected equipment to make food service available during a long term outage.
Patric asked if we were going to run lines from the generator to other building, for example to operate the kitchen. No, there will be no lines running to other buildings. The new University Center renovation will include its own emergency generator. Butch mentioned that the new generator in the athletic complex runs on natural gas. A member questioned whether this was a good fuel. Butch replied yes, that if we used diesel, it would require a major earth moving project to bury a large gas tank; that the natural gas generator can be converted to use propane if necessary. Butch also mentioned that currently many of our buildings do contain emergency battery packs designed to keep lights on for an hour and a half to assist people in evacuating the buildings.

4:02 The chair, Patric Leedom, called for adjournment.

The next meeting is scheduled for Wednesday, January 23rd, at 4:00 PM in our usual Vern Riffe Conference Room.

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

From October 30, 2007:
FOURTH ITEM of business was a brief report from Butch Kotcamp on current projects:
· Gym renovation work is scheduled to begin in November. It will include electrical work, and the installation of an Emergency Generator. This generator would heat and light the gymnasium in the event Portsmouth had another severe ice storm as we did in 2003 and we had to provide for 600 residential students.
 

Members present:
Members present: Randy Warman, Carl Daehler, Lori Perry, Patric Leedom, Nancy Bentley, Butch Kotcamp, Carl Priode, and Sam Coppoletti. Guests: Elinda Boyles, Drew Feight.

FIRST ITEM of business was the election of a chair person and secretary. Patric Leedom was nominated to serve as chair (and secretary). A vote was taken and Patric was approved unanimously.

SECOND ITEM of business was to review the current conceptual drawings for the expansion and renovation of the University Center. Butch Kotcamp and Randy Warman shared the leadership in presenting the plans. A two page handout was provided to each committee member. It was stressed several times that these plans are in process, not finalized. A question came up about the administrative offices currently in the UC. Randy responded that they would stay where they are; that because it is student money that is paying for the expansion and renovation, there were not be money spent on fixing up admin office, other than maybe some paint. No new furniture; Dr. Settle is very protective of the students’ money.

THIRD ITEM of business was revisiting the SGA request for some type of public notice bulletin board to better advertise student activities. Patric asked if Butch had heard anything since our endorsement. Butch responded that he understood the SGA needed to get back to us with more specific details of what they wanted. Patric will contact the SGA.

FOURTH ITEM of business was pedestrian and vehicle safety issues. Three separate issues were aired. 1)Carl Daehler expressed a strong need for some type of crosswalk, warning light at Gay and Third Streets to assist patrons of the Vern Riffe Center for the Arts. Carl will write up a proposal which will be forwarded through the chain of command to the city officials.

FIFTH ITEM of business was the new financial efficiencies requested by the State: $330,000 this year and $1,000,000 next year. Patric stated publicly that the UWFC has supported saving for years and would like to pledge our support for assisting with current and future attempts to find ways to be more economically efficient

“The final Master Plan calls for the development of a multi- purpose (synthetic) sports field in the parking area east of the Library. This field will serve as an anchor for our residential areas of the campus. Additionally, the planning process identified a need for tennis courts near residential housing. Both projects will require parking replacement. Preliminary plans are for a new, artificial turf, multi-purpose field that will take the place of the existing sand-base soccer field and will allow a much more open schedule for intramurals, Physical Education classes, student activities, concerts, as well as men’s and women’s soccer. The new field will allow us to have soccer camps and activities associated with all of the summer camp programs that take place in our residence halls. Because we have secured a pledge for the building of new tennis courts, we would like to build them as soon as possible. As we begin to develop these projects we will pave the current soccer field to accommodate the loss of parking spaces.

We believe there may be some economic benefit by coordinating these projects with the University Center Expansion and Renovation Project. To begin this process, the President intends to include funds in the FY08 budget to support planning. We seek endorsement of the Facilities Committee for planning for these first steps in the Master Plan.”

Members present: Patric Leedom, Keenan Perry, Nancy Murray Bentley, Beth Bullock, Butch Kotcamp, Lori Perry, and Sam Coppoletti.

Members present: Patric Leedom, Sam Coppoletti, Butch Kotcamp, SGA representative Jennifer Bourne), Denise Brockett, Lori Perry, Carl Priode, Keenan Perry, Butch Ferguson and Nancy Murray Bentley.

Patric then arranged to meet with Dr. Morris to discuss this and several other Facilities-related issues, in January. The agenda for that meeting included the Tobacco Usage Policy, the Vehicle Parking Policy, update on the emergency response Plan, update on the University Center, and on the Campus Master Plan.

SECOND ITEM of business was: SSU’s Vehicle Parking Policy Effective April 1, 1999. Patric explained that it took several years for the Facilities Committee to write and publish the current policy, but now it is time to revisit the policy and bring it up to date. Dr. Morris has recommended that our committee consider what guiding principles and goals should be used in re-visioning this policy; that we should consult with Steve Donohue. Patric suggested he would contact Steve and invite him to our next facilities meeting. It was agreed.

THIRD ITEM of BUSINESS was the Emergency Response Plan. Background. In May, 2005 there was a combined cross-campus constituent meeting to focus on Safety and specifically on a plan to evacuate disabled students in case of a fire or other emergency. The Safety Committee was supposed to generate a plan. Dr. Morris explained that such an emergency plan was being created, with Joe Van Deusen as the leader of that effort; that Dr. Morris would express my interest and concerns to Joe. Butch Kotcamp reported that the plan was near completion. Several UWFC members discussed the need for emergency training on campus such as the heart attack defibrillators which are located in each of our buildings. Butch K. thought that could be arranged.

FOURTH ITEM of business was the renovation of the University Center. Butch K. reported that the February 9th Board of Trustees meeting would be approving the effort to issue bonds to raise the necessary funds. As soon as that happens, an architect will be hired and project will move forward. While initially plans (dreams) called for 22 million, the current plans call for about 13 million. It will be done in two phases. First, the new wing which will house the new kitchen and dining room will be built. Then the old kitchen and dining areas will be renovated for other uses. Butch explained that our current kitchen, which was built around 1992, was built to serve a non-residential population. Now that we have 600 residential students eating three meals a day, the kitchen is “worn out.” As part of the plans, there will be a webcam system set up so anyone can tune into the construction work and see what is going on. Also, there will be a website to keep everyone informed of the plans and progress.

Butch K. commented that there is a large electrical generator sitting outside the UC. Soon, this will be moved inside and prepared for instant operation. Its purpose is to provide emergency electrical power to support food and warmth for our residential students in case there is a disaster as there was in February 2004, and many communities lost power for a week or two or more. [Patric moved into his office for a few days.]

FOURTH ITEM of business was the status of the Campus Master Plan. The plan is nearing completion; currently we are using “Version “J”” but there are a few more changes pending. The Board of Trustees should be approving the plans at their April meeting, and then there are plans for some immediate implementation, such as the tennis courts—which would be equipped with lighting for evening games. There was a few minutes discussion about working toward sharing sports facilities with the Portsmouth City Schools. This lead to a discussion of how much physical space we are planning for, i.e. north to 4th street and east to Offnere. This then lead to a discussion of the usage of Spartan Stadium and adjacent sports facilities. It seems that now that Portsmouth City Schools has plans to build a new stadium closer to its property, Spartan Stadium will be abandon. Discussion proceeded on SSU acquiring the stadium, Branch Rickey Park, and adjacent sport areas. It was suggested that Patric approach Dr. Morris with this request. He will do so in the form of an official UWFC Recommendation next week.

This lead to discussion of adding swimming as a sport at SSU. However, no one was quite sure if our Natatorium Pool was of regulation size for that sport. Butch K. and Keenan Perry will check with Jim Arnzen. If is not regulation size, then probably we will not rebuild the pool at this time.

Patric called for adjournment at 5:00 PM. Jennifer Bourne is again to be thanked for her carefully note taking, making the Chair’s job more effective.

Respectfully Submitted, Patric Leedom, Chair, Jennifer Bourne, Secretary

Members present: Butch Kotcamp, Nancy Murray, Mark Moore, Steve O’Rourke, Randy Warman, Butch Ferguson, Patric Leedom

4:07 Meeting called to order. Three agenda items:

1. Update on Campus Master Planning

2. Recommendation of SGA Proposal for additional coin machines

3. Recommendation for putting a general-use computer lab in the Vern Riffe Arts Center

Patric gave a brief interim report on the Campus Master Planning. Jim Butz is still collecting ideas and data and has not yet formally published notes. Patric attended both Facilities sub committees, and agreed that, while there is some overlap, there is enough difference in areas of responsibility that two different subcommittees makes sense.

2. Recommendation of SGA. A concerns were raised a) where would we obtain coin change machines? The one in UC is the property of the games vendor, and b) how would we protect and secure the machines? Who would take the responsibility for maintaining and stocking the coin machines?

There was a lengthy discussion about SSU switching over to some type of multi-purpose “smart card” that could be used to: pay for meals, library books, entrance to dorms, use of copier machines, and use with washers and dryers. Randy Warman will do some research on this. One of the advantages of the new smart card, is that if a student reported his/hers lost, the appropriate office could de=activate that card immediately through the computer software.

The FACCOMM decided not to forward the SGA’s proposal until we could research the possibility of using smart cards, or other possible solutions.

3. Recommendation to install 24 hour computer lab in the Vern Riffe Arts Bldg. This topic sparked a lot of conversation, including a telephone call from Matt Cram, listing the difficulties that already exist in allowing a selected few art students access to their computer labs. There was a question of security. .who would person the lab to ensure there was no damage or thefts? How great is the need on campus for late night computing? It was pointed out that the Library stays open until midnight. And that all of the Campus View Apartments have a computer in the common living spaces.

The FACCOMM decided not to forward the computer lab proposal.

Note 1.: As the campus master planning process proceeds, attention will be given to creating a commuter student lounge (24 hours) maybe combined with an Internet Café arrangement. It is not clear at this time just where to install it. There was support within the FACCOMM for identifying some building to be available 24 hours.

Note 2.: As of this writing, there is the possibility that, with campus master planning in progress, that there perhaps, may be another FACCOMM meeting this academic year.

Respectfully Submitted, Patric Leedom, Chair

Facilities Committee Minutes
 March 6, 2006

Members present:  Patric Leedom, Sam Coppoletti, Butch Kotcamp, Beth Bullock, Steve O’Rourke, Kathy Kratzenberg, SGA representatives Terry W. Allen and Will Newby President) and Nancy Murray.

At 4:09 PM, Patric Leedom called the meeting to order. 

The first item of business was SSU’s Second Hand Smoke policy, officially known as USE OF TOBACCO PRODUCTS POLICY 5.08 Rev. Dr. Morris has sent forward for comment a revised policy that addresses both smoking and smokeless tobacco usage on campus. The revised policy specifically addresses smoking near building entrances, and once the new revised policy is approved by the Board of Trustees, the University-Wide Facilities Committee will be tasked with meeting with representatives from each building to negotiate which entrances, if any, will be designated for smokers. Other than those entrances, smoking will be prohibited within 25 feet of any building.

The FACCOMM basically approved of the policy, but asked that smokeless tobacco usage be specifically addressed, as the maintenance staff regularly has to clean out drinking fountain drains of tobacco residue, and the custodians have to clean up after the spittle cans and bottles, some of which spill onto the carpets. These suggestions have been forwarded back to Dr. Morris.

SECOND ITEM The SGA has sent forward to the University-Wide Facilities Committee a proposal to increase and protect the number of Change Machines on Campus. At present, there is only one—in the University Center and it is unreliable as a source. Sometimes it is out of money; sometimes it is unavailable due to UC being closed. A copy of the proposal is attached to these minutes. The FACCOMM agreed with the intent of the proposal and will forward it to Dr. Morris.

There was discussion about exactly who manages these change machines, e.g. the one now in UC? There was discussion about the difficulty of doing laundry on the Weekends when change is not available.

THIRD ITEM Butch Kotcamp reported upon his meeting with Portsmouth City Officials regarding parking in the lay down area adjacent to the Grant Bridge (which is scheduled to open in October). Butch reported that the city was amenable to SSU using the area for parking temporarily, but the city was not interested in selling it at this time (Conference Center??). And when we use it as a parking lot, it will not be exclusive to us.

FOURTH ITEM Campus Master Plan. Patric reported that following a meeting with Dr. Morris, there will be a two-tiered advising structure created. Tier one will be a large 30 person advisory group which will include the Facilities Committee, selected SSU administrators, and members from the Portsmouth business community and other community leaders. This group will meet two or three times during the planning process. Tier two will be a small 5-7 person advisory group which will include the Director of SSU’s Facilities Planning and Maintenance, the Associate Provost, the Chair of Facilities Committee, and few other stakeholders. This group will meet frequently to assist with the planning. The architect, Jim Butz, has been hired and is already on the job. These two groups will be meeting sometime in the next three to six weeks.

FIFTH ITEM Safety around the racket ball courts. Terry Allen brought up a concern about the need for nets or some other barrier such that racquet balls could not fly out of the open spaces above the courts where people walk and stop to watch the games in progress. Butch K. took that under advisement.

4:56 PM Adjournment.