MINUTES STEERING COMMITTEE CROSS TEAM MEETING #3
PEABODY AUDITORIUM
JANUARY 25, 2009
Committee Members Present: Bob Wilson, Mike Whitfield, Todd Shiver, Stephen Curry, Lorene Flanders, Richard Lou, Beth Rushing, Tom Toney, Martha Colvin, Bruce Harshbarger, Mark Pelton, Linda Irwin-Devitis, Jimmy Ishee, Mike Augustine, Jim Wolfgang, Pam Glover, Rick Ruark, Stan Aldridge, Ken Vance, Bob Haney, Neil Jones, Charles Martin, Mary Jane Phillips, Dale Young, Doris Moody, Harry Keim, Dorothy Leland, Kathy Fuller
Budget & Planning Committee Members Present: Jerry Fly
Board of Regents Representatives: Michael Miller (Architect & Program Manager with Office of Facilities), Alan Travis (Director of Planning with Office of Facilities), Peter Clark (Director of Real Estate Services for Office of Facilities), Mark Demynak (Director of Compliance, Office of Facilities), John Wolf (Assistant Vice Chancellor for Faculty Affairs), Tom Merritt (Assistant Vice Chancellor for OIIT)
Sasaki Team Present: Dick Galehouse and Greg Havens
Lord, Aeck, and Sargeant Member Present: Jon Buono
Dr. Bob Wilson greeted everyone in attendance and reminded them that this was the final meeting with Sasaki. Dr. Wilson thanked Sasaki for the titanic job that has been done. He also reminded Campus Planning Committee members of the important discussion meeting after the Sasaki presentation from 3:00 p.m. until 4:00 p.m. Dr. Wilson turned the meeting over to President Dorothy Leland.
President Leland introduced the Board of Regents guests to the meeting. She also said that Dr. Ray Luce, Commissioner of Department of Natural Resources had planned to attend the meeting but was "stuck" in Atlanta traffic.
President Leland gave the group a few reminders about what the process does and does not do:
Minutes
- This process will not result in determining all unassigned space on campus. Much of that will be based on institutional discretion, although the qualitative and quantitative findings about GCSU space are certainly eye-opening.
- The enrollment projections are just that. Physical Master Plan does not drive enrollment growth. There are many scenarios.
- The numbers of the main campus of GCSU are pretty accurate.
- The numbers for off site programs are still speculative.
- We will begin this process with minor revisions to this document that we feel are necessary.
President Leland thanked everyone for being here and turned the meeting over to Sasaki.
Greg Havens with Sasaki began Sasaki's part of the meeting by bringing everyone up-to-date on the planning process. Greg began the Power Point presentation (found at http://info.gcsu.edu/masterplan/) by reviewing the agenda. Greg stated that Sasaki is at the point of pulling everything together. He complimented everyone at GCSU for the great feedback that has been given to the Sasaki team since the December meeting and stated that Sasaki has tried to incorporate that feedback into the presentation.
Greg said that there is still time to make comments on some of the sections; a meeting this morning has led to changes being made. Greg continued the presentation by reviewing space needs findings.
Regarding the slide showing the Space Allocation Strategy table, Greg said that the figures shown in the table were based on 5,800 enrollment on the main campus. He continued the presentation by reviewing Space Allocation – Existing and Proposed Conditions. Dr. Wilson asked if there was a legend explaining the color coding. Greg said that there would be in the final report.
Jim Wolfgang expressed concern about having the visitor's center at the old courthouse because of the lack of parking.
Bruce Harshbarger asked where service groups located in Ennis Hall would go when the art department is moved there. Greg said that many of the houses owned by GCSU will become available for these offices.
Jim Wolfgang asked if there was a list of departments that will be moved from the main campus square. Greg said this issue was just discussed this morning. Dr. Leland said the concept of doing this is to create an academic forum that would bring faculty and programs in close proximity; Leland said that how this is accomplished is a matter of institutional discretion.
Greg continued the Presentation by reviewing Open Space and Landscape – Existing Conditions and Proposed Conditions and the Historic Landscape Assessment.
Dr. Tom Toney asked about the Russell Parking Lot. He asked when parking will be available at Russell Auditorium and noted that many people do not come to the activities at Russell due to lack of parking. Toney said this was a big issue with him. Greg said their plans suggest putting more green space in that area. Dr. Leland said that there are multiple solutions to this problem; she said that she has been at institutions where transportation is provided from parking lots to functions on the campus. President Leland said that was something that would have to be considered when deciding on green space. Kathy Fuller commented that during Dr. Leland's Inauguration, it was very convenient to park at the Irwin Street Parking Lot and take the shuttle to the Russell Auditorium.
Dr. Wilson asked about the Formal Presidential Garden extending out to Clark Street. Greg stated that would require a balancing act between parking needs, drop-off needs and green space needs.
Dale Young expressed concern about the service drop and the number of large trucks in the Parks Hall parking lot. Greg said that some of the Parks parking lot will remain; the challenge is to design an area with parking and landscaping and a special needs parking area. Greg suggested that deliveries be made during certain hours.
Mike Whitfield asked if there was some way to reconfigure some of the walkways within the campus. Greg said he thought there were a number of options available; the important thing is maintain access to the historical building. Dick Galehouse said the University needs, as a next step, a definitive landscape master plan to address all these issues.
Greg continued the presentation showing where additional housing might be located in the Centennial area.
Greg moved on to parking and circulation on the campus. Greg suggested removing parking from the perimeter of the college which will also address safety issues; visibility at most of the crosswalks is limited. Kathy Fuller added that one the most dangerous crossings on the campus, in her opinion, are on Montgomery Street. Jim Wolfgang said that another point of heavy pedestrian traffic is on McIntosh Street. Greg said landscape and streetscape improvements could be made by planting trees around the perimeter of the university creating the canopy that is discussed in the master plan.
Mark Pelton expressed concern about the plans to eliminate most of the parking from Parks Hall lot and on-street parking. He elaborated on his specific concerns about removing the parking spaces: 1 – It will have a negative impact on attendance at cultural events in Russell Auditorium; the shuttle system is not equipped to transport 900 people; 2 - Faculty, staff and students may find it necessary to park further into the business district and historical neighborhoods; 3 – There is no parking lot on the west side of campus and employees who work on that side of campus now park on the street; if the street parking spaces are removed, employees on that side of campus will have hardships in finding a parking place; 4 – It would kill the Continuing Education Program; parking is already a problem and eliminating those few spaces would be a disaster for the program.
Alan Travis with the BOR pointed out that there has been more talk about parking than about any other issue that has been discussed yet. Alan said that the recommendations Sasaki are making has caused everyone alarm because it is something that everyone uses everyday. Alan stated GCSU is not alone regarding parking issues; this plan will require some hard decisions and actions to be implemented to make this happen; the University may have to work with the City of Milledgeville and deal with the neighborhoods and find out how to prevent those students from parking on the street. Alan suggested that residents have a "Resident's Parking" sticker and students who park in the streets be cited by the city; Alan said this would not be easy. President Leland told the committee that these recommendations are conceptual; the details of it are details that only the institution can work out. President Leland said this was the first time she has seen these ideas; the Sasaki group was asked to do a certain kind of job and that is what they have done. President Leland's concern is the committee is focusing on all the problems as if this were a template for exactly the way it is going to be and that is not what it is – it is a conceptual template. President Leland explained that the concept involves GCSU controlling the parking so that faculty and staff have an assigned parking lot close to the buildings in which they work and find better ways to manage student parking. Jim Wolfgang said that he likes the idea of shuttles being used.
Stan Aldridge said that the Centennial Parking Lot has the five-day a week parking problem; the problem occurs when events are held at the Centennial Center with 5000 people attending and no parking available. Greg suggested that students be notified in ample time that cars need to be moved by a certain time on a certain day; this way parking becomes a management issue. Alan Travis suggested evolving into a more assigned approach by assigning a certain number of spaces to commuters and non-commuters. Alan said that this is something that can be built up over time; it is important to decide what the priorities are and decide how to achieve those priorities.
Greg continued the Power Point Presentation.
Tom Toney informed Greg that the Biology Department also uses Lake Laurel and the cabin was built for biology needs; at least six courses use the area. Tom was concerned because biology was not shown as using the Lake Laurel area. President Leland clarified that the "Red Cabin" in the presentation does not mean the cabin that was built for biology. She also said that there have been miscommunications that the lodge cannot be used for student gatherings and things like that – this is not the case.
Jon Buono with Lord, Aeck and Sargent summarized the Historic Preservation Plan, Archeology Report, and portions of the Building Use and Condition report. Jon reviewed the condition of the following buildings: Terrell Hall, Ennis Hall, Beeson Hall, Old Baldwin County Courthouse, and McIntosh House. Jon stated that all of these building were in poor condition; a recommendation for restoration on each house is included in the reports.
Dick Galehouse concluded Sasaki's portion of the meeting by saying that in Sasaki's 40 to 50 years in the business, Georgia College & State University is in the top 10 institutions because it is so special. Galehouse explained that some of their recommendations may seem a bit radical, but it is consistent with Sasaki's sense that GCSU is such a unique and precious environment from a Physical Planning view. The issues that should be addressed, Galehouse stated, is restoring this bundle of historic buildings and then addressing landscaping issues, both in the campus and community; the landscaping issues would include streets and parking. Galehouse stated there are values and choices that need to be made and reaffirmed President Leland's statement that the plan is one of ideas and principles; the final decisions will be made by GCSU.
Dale Young asked about the order of projects; he said his understanding was that preservation of historic structures and landscaping were the two big projects on which to focus. Galehouse said that it could be tackled however GCSU wants to. He said the idea of bundling the historic buildings together as one project is the best way to handle that project. As far as landscaping, Galehouse said that that should be a joint venture with GCSU, DOT and the community. Galehouse said he was not setting priorities, but just suggesting that those are the two big issues that need to be addressed.
President Leland stated that she had been considering for months the idea of bundling the historic buildings together as one project; otherwise renovations would take 25 years and some of those buildings need to be repaired now. President Leland said that the landscaping is a problem but there are also safety issues that need to be addressed, especially with pedestrians. She added that her inclination is to develop the landscape plan with consultants providing details and also focusing on safety issues.
Michael Miller thanked Dick Galehouse for the work Sasaki has done and agreed with him on GCSU being a special place. Miller said that this Facility Master Plan will be used as an example of Historic Preservation Planning that will aid in moving GCSU forward.
Alan Travis said that one thing that was not discussed today and should be mentioned is GCSU's relationship with the downtown area; it is as good and appropriate as any he has ever seen. Alan said that GCSU is being a leader in creating an environment that is more attractive and more functional with the downtown; at the same time, that combination puts GCSU front and center. Alan said it was important to keep an eye on that combination because downtown is an extension of the campus that cannot be controlled by the University. Alan added that the landscape work can be done in any order; once GCSU has the plan and decisions about species are made, the landscaping can be implemented one tree, one shrub at a time; landscaping does not have to have BOR approval either.
Mark Demynak asked if Lake Laurel and the dam at Lake Laurel needed to be looked at to be sure it is structurally sound since there are plans to add future programs there. President Leland stated that no buildings will be added at Lake Laurel, there will just be increased use of existing structures. President Leland said that a ropes course will be added. Mark said that funds may be available from the U.S. Fish and Wildlife Department for enhancing environments like Lake Laurel.
Jim Wolfgang asked about financial issues for the bundling project. President Leland said she believed GCSU is a few years off from getting the "bundled" project approved. She said that the financial issues are clear but even if GCSU were to get on the project list the next round, and that is an if, it would be way down on the list. President Leland explained that the way you move things up on the list is to bring money to the table. President Leland stated that it was asked how far GCSU was from a Capital Campaign. She said that a new Vice President for University Advancement has just been hired and with her help, GCSU will probably do a Scholarship Campaign first. Regarding a capital campaign, it will probably be two or three years before a capital campaign will begin. President Leland said that there may be opportunities with the Foundation and other kinds of opportunities to acquire capital for these projects.
Alan Travis explained how the capital project process works. He said that a project in the list of projects is approved. The length of time the project has been waiting to be funded is also considered. When the project and funding for the project is approved, several things need to be considered when determining a completion date: the length of time it takes to get the design, the length of time it takes to build the project; and the length of time it takes to have the project occupied. A traditional delivery time is approximately ten years from first request; if the project is expedited it might take eight to nine years. Alan stressed that capital projects take a long time.
President Leland stated that the Facility Master Plan process is important because it is the strongest argument in any form for preservation of these buildings and that is such a critical need of this campus. She said that the Facility Master Plan does two things: 1 – It solves GCSU's space needs and 2 - It preserves the historic significance of this town which is also of critical importance.
President Leland thanked Sasaki for their work and assured them that the controversy regarding parking will be solved by using the conceptual plans they have prepared.
Bob Wilson thanked Sasaki for the thorough job done on the Facility Master Plan and thanked representatives from the Board of Regents for attending the meeting. Dr. Wilson then reminded everyone of the discussion meeting that was to follow.
Lindy M. Ruark Robert Wilson
Recorder Committee Chair
