Space Committee

CONTACT INFORMATION

For the person completing this report.

Priscilla Carabajal

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INFORMATION ABOUT THE BOARD

Board Website (if applicable)

http://architect.nmsu.edu/space-committee-2/

Official Name of the Board

Space Committee

Effective date of establishment

05/2013

Authorized by

President

Board Reports To (if applicable)

President

Scope of Impact

Campus

Type of Board

Standing

Purpose

All University buildings and land belong to the University as a whole and are subject to assignment and reassignment to meet the institution's overall priorities and needs. The University Space Committee, which is co-chaired by representatives for the Office of the Provost and Executive Vice President and from Facilities and Services, approves all allocations of university space. Assignments are made after careful consideration of all relevant factors and consultation with the units involved.

The Space Committee is a University Board and the activities of the Committee will include:

-- Review annual space utilization statistics (All space classifications are defined by the
Postsecondary Education Facilities Inventory and Classification Manual (FICM)).
-- Analyze space utilization and establish space standards for all space categories.
-- Provide oversight and make recommendations to the President on specific space
change requests.
-- Assist in the development of systematic long range plans to prioritize and implement facility renovations, upgrades, and technology improvements.
-- Consult with various constituents regarding space allocations (Facilities and Services custodial and maintenance staff, Facilities and Services Project Development departmental staff, faculty, students and community college campus staff and faculty as appropriate).
-- Consult with the Campus Planning Committee, the President's Council and / or University Budget Committee as needed.

SPECIAL CHARGE FOR INITIAL TASKS
The first order of business for this committee shall be:
-- Establish an Executive Committee capable of making recommendations to the larger body.
-- Review and modify the membership list as needed for equitable representation.
-- Establish a rotation for the members so that 1/3 of the terms expire in any given year.
-- Develop operational procedures and exceptions in recognition of the fact that large areas of Auxiliary Space are connected to specific income streams and bond obligations and that many other facilities have requirements that will preclude oversight by this committee; these would include but not be limited to animal care, specialized research activities, foodservice and athletic event venues.

2015 NOTES:
The Office of Space Planning (Facilities & Services) prepared a Space Guidelines (standard), flow charts for space requests and other procedural standards and guidelines, which were presented to the full committee for its feedback and eventual adoption. The standards were accepted as a draft, with more work to be done by specific task forces formed from the committee. A space request procedure was formalized in March 2015, whereby all space changes (including moves, new personnel, new spaces, remodels, change of use, etc.) must be reviewed and approved by the Space Committee prior to any project to remodel or physical move can take place. This process has been working for several months now.

2016 NOTES:
The Chancellor asked the Space Committee, when revising space proposals, to consider a hold on all office and conference room proposals until such time as the budget reduction process is complete. Also, we are evaluating the demolition of Regents Row as an additional savings measure, and will need offices across campus.
The committee may still review requests for exceptions and present them if there is a very real need.
The Classroom Committee was closed this year and consolidated with the Space Committee. Standards for utilization will be a goal for 2017-2018.

2017 NOTES:
The past year Transforming NMSU into the 21st Century University driven moves for Team 4 (Finance Service) for the centralized finance shared service center model were shared with the Space Committee as information items and feedback. Subsequent moves for the English Department and Special Education & Communication Disorders (SPED) were required. Highlights from the year include the NMDA Management and Operational Efficiency space identified at Anderson Hall (PSL); Environmental Education Center relocation to Guthrie Hall; and Engineering Complex III, Suite 300 re purposed for the Learning Community of Engineers.

The space process begins with the submittal of a Space Request. Space Planning and the committee have continued to work towards all requests, beyond a simple move in the same administrative unit, follow this standard process.

The Classroom Committee has been consolidated within the Space Committee. Increasing the number of centrally scheduled classrooms/labs, and improving utilization rates will be a goal for 2018-2019.

Authority

Established by the Executive Vice President and Provost

MEMBERSHIP

What is the process for selecting a chair?

Co-chaired by representatives for the Office of the Provost and Executive Vice President and from Facilities and Services will always serve as co-chairs.

Chair for 2017-18 Academic Year

Name

Greg Fant

Email

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Co-Chair for 2017-18 Academic Year

Co-chair Name

Heather Watenpaugh

Co-chair Email

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Chair for 2018-19 Academic Year

Name

Greg Fant

Email

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Co-Chair for 2018-19 Academic Year

Co-chair Name

Heather Watenpaugh

Co-chair Email

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Additional Membership Details

Members are appointed by

By Position

Position appointment description

Committee members are selected on the basis of one or more of the following:
a. The specific responsibilities related to their position (ex officio);
b. Their particular expertise, knowledge, or interest relating to the responsibilities of the committee and/or the campus in general; or,
c. To represent the interests of a particular constituent group.

In recognition of the importance of NMSU's commitment to shared governance, participative governance processes actively solicit input, advice, and perspective from all campus constituencies to inform the institution's administrative leadership regarding campus issues, policies, and procedures that impact the direction of the institution.

Therefore, in addition to the active participation in committee activities by each member, the responsibilities of committee members who represent a constituent group, and particularly those who represent an NMSU governance body (e.g., Faculty Senate, ASNMSU), include regular, timely reports to their governance body and dissemination of appropriate and relevant information to their constituents, as well as reciprocal solicitation of constituent group input regarding issues before for the committee.

Is membership representative?

Yes

Please describe how the membership is representative.

Appointed Members:

The Provost appoints the Faculty Senate representative and College and Departmental representatives from nominees submitted from their respective organizations to three year terms with no limit on the number of terms.

Members are encouraged to send proxies when they unable to attend and these substitutes have voting privileges.

Ex Officio Members:

The ex officio members may choose to designate a regular representative to attend in their stead and exercise voting rights; however, the ex officio member may choose to attend any meeting in place of their designee, and may exercise their voting right. Each member shall have only one regular vote (i.e. by either ex officio or designee).

What university function/office is responsible for appointments?

Appointed Members:

The Provost appoints the Faculty Senate representative and College and Departmental representatives from nominees submitted from their respective organizations to three year terms with no limit on the number of terms.

Members are encouraged to send proxies when they unable to attend and these substitutes have voting privileges.

Ex Officio Members:

The ex officio members may choose to designate a regular representative to attend in their stead and exercise voting rights; however, the ex officio member may choose to attend any meeting in place of their designee, and may exercise their voting right. Each member shall have only one regular vote (i.e. by either ex officio or designee).

What are the terms of appointment?

Appointed members serve a three-year term, with no limit to the number of terms.

Are terms staggered?

No

Are members subject to reappointment?

No

What is the process for filling vacant positions?

Committee members are selected on the basis of one or more of the following:

a. The specific responsibilities related to their position (ex officio);
b. Their particular expertise, knowledge, or interest relating to the responsibilities of the committee and/or the campus in general; or,
c. To represent the interests of a particular constituent group.

Member List
Name Title Member Type
Greg Fant Associate VP & Deputy Provost Voting Member
Heather Watenpaugh University Architect Voting Member
Scott Eschenbrenner Special Advisor to the President Voting Member
Dave Keys Faculty Senate Voting Member
Steve Loring Associate Director Voting Member
James Murphy Associate Dean of Arts and Sciences Voting Member
Kathy Brook Professor Voting Member
Sonya Cooper Associate Dean of Engineering Voting Member
Jennifer Villa Director, Learning Research Center Voting Member
Alyce Kolenovsky Lead Academic Advisory, Nursing Voting Member
Elizabeth Titus Dean Voting Member
Dacia Sedillo Assoc Vice President/Enrollment Management Voting Member
Ophelia Watkins Director, Transport/Parking Services Voting Member
Glen Haubold Associate VP Facilities and Services Voting Member
Norma Grijalva Chief Information Officer Voting Member
Ross Justus Associate Controller Voting Member
Tina Byford Chief Operation Officer, Foundation Voting Member
Luis Vazquez Facilities Coordinator Voting Member
Kevin Boberg VP for Economic Development Voting Member
Anthony Parra Deputy Dir/Secretary of NMDA Voting Member
Herb Taylor Associate Athletic Director, Facilities Operations Voting Member
Scott Field Assistant General Counsel Voting Member
Joni Newcomer Manager, Environmental Policy & Sustainability Voting Member
Suzanne Montes Manager, Space Planning Non-voting Member
Priscilla Carbajal Senior Administrative Assistant Non-voting Member
MEETINGS & ADMINISTRATIVE SUPPORT

What university office/function provides administrative support to this board?

Facilities and Services / Senior Administrative Assistant

What are the requirements for the number of meetings to be held annually?

Meetings are scheduled for the second Monday of each month, when there are items for the agenda.

Was the requirement for the number of meetings met?

Yes

List of Meeting Dates

July 10, 2017
December 11, 2017
August 14, 2017
April 9, 2018
November 13, 2017
March 12, 2018

Major Accomplishments

Meetings have been held when there are agenda items to address. Fast track recommendations for approvals are sent out for a vote for time sensitive items between or in lieu of the committee meetings.

The past year Transforming NMSU into the 21st Century University driven moves for Team 4 (Finance Service) for the centralized finance shared service center model were shared with the Space Committee as information items and feedback. Subsequent moves for the English Department and Special Education & Communication Disorders (SPED) were required. Highlights from the year include the NMDA Management and Operational Efficiency space identified at Anderson Hall (PSL); Environmental Education Center relocation to Guthrie Hall; and Engineering Complex III, Suite 300 repurposed for the Learning Community of Engineers.

The space process begins with the submittal of a Space Request. Space Planning and the committee have continued to work towards all requests, beyond a simple move in the same administrative unit, follow this standard process.

The Classroom Committee has been consolidated within the Space Committee. Increasing the number of centrally scheduled classrooms/labs, and improving utilization rates will be a goal for 2018-2019.


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