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6.4.4 University Facilities Committee (J, U)

Approved by Academic Council on February 12, 1998; Administration April 24, 2002

Committee Charge

It is the charge of the Facilities Committee to oversee the physical assets of the University used and useful in the delivery and support of the institution’s mission and purpose.

As such the Committee’s scope of responsibility includes overseeing the development and maintenance of campus grounds and buildings on the three major campuses of the University and other University-owned facilities used in pursuit of its mission.

This includes facilities adjacent or near to the University’s campuses used to house students, to provide a buffer zone for the main campus, and to otherwise directly support the mission of the University.

It does not include real estate assets, land or buildings, owned by the University’s endowment solely for investment purposes. (The oversight of such property falls to the Endowment Subcommittee of the Finance Committee.)

Scope of Responsibilities

The responsibilities of the Facilities Committee are as follows:

  1. To oversee and regularly review the current condition and use of current campus buildings, grounds and utilities to ensure their adequacy to support the mission and priorities of the University.

    The Committee shall see that a comprehensive audit of University facilities is regularly completed which describes the University’s physical plant assets, including their current condition, space usage, and adequacy to support the University’s mission.

  2. To review the operating and capital budgets of the plant operation, maintenance, utilities and major repairs, and to make recommendations to the Finance Committee and the Board to ensure resources are adequate and appropriately allocated to support the needs of the University’s physical plant maintenance, repair, replacement, and operation.

    The Committee shall provide a review of the Univers ity’s proposed capital budget and advise the Finance Committee regarding the components of the University’s proposed physical facilities budget including annual (routine) maintenance and operations plant renewal (major) maintenance, and new plant construction. In addition, the Committee shall review estimated new operating costs associated with construction projects to ensure they are considered in operating budget development.

  3. To review regularly the status of routine and minor repairs and renovations (those whose projected costs $100,000 or less). Such review includes the budget status and progress of such projects, to ensure they are completed on time, within available resources, and according to the specifications of the project plan and concept.

    The Vice-President for Business and Finance and the Vice-President or Provost whose division is directly affected by the project must approve renovation and repair projects costing up to $50,000. In the absence of compelling circumstances approved by the President, such projects not done with in-house resources will be contracted out through a competitive bid process.

    The President must approve renovation and repair projects costing between $50,000 and $100,000. In the absence of compelling circumstances, such projects not done with in-house resources will be contracted out through a competitive bid process.

  4. To approve and review regularly the status of all new construction or major additions and all major repairs and renovations (those whose projected costs exceed $100,000).

    Such review includes approval of the process for architect and contractor selection and project administration, budget status and progress of such projects, to ensure they are completed on time, within available resources, and according to the specifications of the project plan and concept.

  5. To create and regularly update a campus facilities planning policy document in conjunction with the Campus Facility Planning Committee and the Administration for approval by the Board of Regents.

    Using the comprehensive facilities audit and analysis, the Committee working with a campus-based facility planning committee would develop a physical plant plan identifying goals and priorities of physical plant development that are consistent with the University’s strategic plan and priorities for enrollment, technology, and program development. The plan would include an identification of capital program needs including a projection of future requirements, deferred and major maintenance requirements, including compliance with health and safety, access and use for disabled, environmental and energy conservation, and other regulatory requirements.

    Committee Membership: The membership consists of the Vice President for Business and Finance; a member of the Regents’ Facilities Committee; a representative of the Council of Deans, nominated by Council; two faculty representatives, nominated by the Academic Council; a representative of McGeorge School of Law, nominated by the Dean; a representative of the School of Dentistry, nominated by the Dean; a representative of Student Life, nominated by the Vice President; a representative of Institutional Advancement, nominated by the Vice President; a representative of Athletics, nominated by the Athletic Director; and a student, nominated by the President of ASUOP. Members serve for three-year overlapping terms.