2. Approval of June 25, 2018 Agenda Motion to adopt agenda approved. Committee Chair Smith proposed to move Item 6a before Old Business.

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1 Page 1 of 6 1. Call to Order The meeting of the Facilities Committee (FC) was called to order by Committee Chair Dr. Rueben Smith at Ocean Campus, Multi Use Building, Room 140 at 10:04 am. FC Members/Alternates Present: Leilani Battiste (Member), Steven Brown (Co Chair, Member), Rebeca Chavez (Member), Aaron Holmberg (Alternate), Wynd Kaufmyn (Alternate), Wendy Miller (Alternate), Madeline Mueller (Member), Maria Salazar Colon (Alternate), Rueben Smith (Chair, Member), Cherisa Yarkin (Member) Guests Present: Yuen Chan, Alex Mullaney, Arturo Taboada, Linda Pearson, Malaika Finklestein, Farshid Samsami, Robert Fitch, Michael Adams, Jimmy Kirk, Leslie Simon, Carole Meagher Presenter: John Watkins (Kitchell) 2. Approval of June 25, 2018 Agenda Motion to adopt agenda approved. Committee Chair Smith proposed to move Item 6a before Old Business. 3. Public Comment on Items Not on Agenda a. Robert Fitch instructor and co Chair of the Non credit Issues Committee for DSPS commented on the concern of the changes for DSPS classes at John Adams Center and the importance of keeping the disabled community in the loop. b. Madeline Mueller commented on the June Board agenda items for John Whitehurst s consultant contract and the Five Year Capital Outlay Plan. She inquired if John Whitehurst will be presenting at a future FC meeting for Committee input and commented that there are items on the Five Year Capital Outlay plan that she has not seen before such as the Student Union building. 4. Vice Chancellor s Report Committee Chair Smith reported that Kitchell has started working on the space inventory update and a draft will be ready for Committee review in August or September. He noted that a list of summer Buildings & Grounds projects is in the June Board packet that Jimmy Kirk, the new superintendent, is working on these facilities repairs and improvements. Kitchell is working with TEF on a new contract for PAEC code changes to drawings for submission to the Division of the State Architect (DSA) to get project shovel ready. In the meantime, TEF will keep going with a small contract until a new contract goes to the Board in August. i. Committee Alternate Kaufmyn inquired when the PAEC project will be shovel ready and shovel in the ground. Committee Chair Smith responded that the outcome of a pre submission meeting in July with DSA will provide scope of work for TEF s new contract to get project shovel ready for design completion. The difference between shovel ready and shovel in the ground is $220M. ii. Committee Member Mueller expressed interest in a celebration for the re start of the PAEC project. Committee Chair Smith indicated that construction signage with a rendering of the project can be erected in the parking lot with a projected date of design completion. iii. Committee Member Mueller questioned the PAEC project being submitted as an IPP in the Five Year Construction Plan. Committee Chair Smith responded that it is not necessary to go through the submission process if not requesting funding from the State and if the project is locally funded. The item can be pulled as an IPP from the State before submittal to the Board of Governors.

2 iv. Page 2 of 6 Committee Alternate Holmberg inquired when a parking displacement plan as a result of the PAEC project will be developed. Committee Chair Smith responded that a consultant is currently working on a parking study that will inform a parking displacement plan. New Business Space Assignment and Move Management (Item 6a). Committee Chair Smith noted the recent concerns regarding a work order to move furniture to the John Adams campus. He noted there was misconception of the cancellation of the work order by the Center Dean and explained that Facilities had held the work order and delayed the move until a process is determined. More information is needed to develop and communicate a plan for the approval process for space changes. i. Committee Alternate Miller commented that there is no process for assignment of space for individuals for offices and other uses District wide, there is no rational use of space, and no process for assigning space when new employees are on boarded. It appears that it is up to the direct supervisor to find space for faculty, administrator and classified staff. She inquired about move management and assignment in conjunction with the updated space inventory and who owns this process. ii. Committee Chair Smith noted that a solution will be a District wide process with Facilities taking ownership. The need is to develop process and standards and to prevent the problem of individuals taking ownership. iii. Committee Alternate Miller inquired about the timeline for developing a plan and who will have input. Committee Chair Smith noted that a timeline will be determined after the space inventory is updated to see what spaces are available. He recommended putting a task force together to review a draft plan in the Fall for a potential roll out next summer. iv. Committee co Chair Brown noted that spaces are re assigned without any discussion or method and there appears to be no way to move furniture or offices effectively. There is a need to incorporate into the plan a process to budget for furniture acquisitions and moving services as departments don t have funds for office furniture and moves. v. Committee Chair Smith noted that a plan is not an immediate solution and will need Committee recommendation to justify budgeting money every year to replace hazardous furniture conditions and moving services. He continued that new spaces will be developed with reasonable standards. vi. Carole Meagher speaking for Committee Member Parenteau expressed concern to secure the JAD 109 DSPS class for the Fall semester with a date for the furniture move and that this issue is not lost with the need to develop a move management process. vii. Motion to extend time for ten minutes for this item approved. viii. Committee Chair Smith noted that he will meet in July with Dean Frost, Theresa Rowland and Muriel Parenteau to work out a plan for a room for the DSPS class for the Fall. ix. Carole Meagher repeated the need to secure a commitment for the scheduled DSPS class to be held in JAD 109 in the Fall as it is important to be located for the purpose that it was assigned and it affects a very vulnerable population. x. Committee Member Mueller noted she will locate documents for a process that was developed in the past by Terry Hall. xi. Committee co Chair Brown commented that the District promises programs but doesn t follow through with commitment and where programs are held.

3 xii. xiii. Page 3 of 6 Committee Alternate Kaufmyn wondered if there can be a solid commitment to Carole Meagher s question to keep the DSPS class in JAD 109 and go forward with the work order. Committee Chair Smith responded that he cannot commit at this time as more information is needed and will continue discussions with Dean Frost and VC Rowland including DSPS regarding changes. He is confident that there will be a solution that works for everyone. Committee Alternate Holmberg noted that the space assignment/relocation process and the furniture standard are two separate issues that should be discussed separately. Public Comment: i. Malaika Finkelstein, DSPS instructor, commented that the room location was specifically selected for students with disabilities as it is near an exit ramp on the first floor and it is often difficult to relocate students with significant disabilities. She continued that community members and students with disabilities have submitted written letters asking for DSPS classes to be kept in room 109 for lip reading and other DSPS classes and stay under control of DSPS. She commented that the Dean removed the DSPS room designation without notifying the DSPS Department Chair. Committee co Chair Brown added that this is a work condition and 10 plus 1 issue and a union issue that needs to be addressed along with the Academic Senate, Department Chairs, and Administration s point of view. ii. Carole Meagher commented on the need for a District wide process. The current process is to assign classrooms and offices to departments. If there needs to be a change, it should be communicated with the department and to honor the current process for Fall and have a different conversation for Spring. Committee Chair Smith commented that more information is needed regarding when the designation for the room was removed, if it was communicated and after further conversation will publish an update with details before the Fall. iii. Committee Chair Smith introduced Jimmy Kirk as the new Superintendent of Buildings & Ground. 5. Old Business a. Facilities Master Plan Balboa Reservoir Update. Committee Chair Smith presented the proposed site plan for the Balboa Reservoir Project and noted that he will be attending the next CAC meeting and will provide a future update to the Committee. Charmaine Curtis, Project Manager for the Balboa Reservoir Project, will be at the next Facilities Committee meeting to provide an update. The current proposal includes 1,100 units, housing dedicated to the College, student housing and a public parking garage. The current plan is to move forward with four buildings that are part of the draft FMP: PAEC, Student Development, Stem, Child Development and remodel of Cloud Hall. John Watkins of Kitchell reviewed the conceptual Ocean Campus FMP from the May 3 rd Board Study Session noting that Centers will be evaluated at a later date. The FMP final draft re engagement with the Facilities Committee and other constituents will occur in the Fall. A draft space inventory will be presented to the Facilities Committee before submission to the State on October 1. The plan is for public forums in November and a finalized FMP for Board review in Dec/Jan timeframe. The Scenario 1A option shows preferences captured as a starting point for discussion. He noted the major changes include Cloud Hall to be renovated instead of demolished, moving CDC to the north part of the site to the current location of the Project Frog portables, recommendation for locating the central utility plant (CUP) to handle cooling in the parking lot outside of Visual Arts, and potential parking as it is not confirmed until we have results from the parking study.

4 Page 4 of 6 i. Committee Alternate Holmberg inquired if the CUP takes the place of the boiler in Cloud and will there be one shut off location. John Watkins responded that one recommendation for the infrastructure plan is to replace the central boiler and provide onsite boilers for buildings currently served by the boiler in Cloud and best practice is to provide a single shut off location at points of connection. ii. Committee Alternate Miller questioned the decision to renovate Cloud Hall instead of demolition and that more study was needed for a cost benefit analysis. John Watkins noted that no decisions have been made and renovating Cloud Hall is being shown for discussion purposes. The decision will be driven and informed by data that the Kitchell team is collecting. Committee Alternate Miller commented that having taught in Cloud, the way the building is constructed makes it one of the least disability friendly buildings on campus. Committee Chair Smith is committed to the universal design concept to eliminate stairs, create meandering paths, and change the configuration of the building to maintain Cloud and that the interest to keep Cloud is based on comments received so far. iii. Committee Member Mueller commented that the PAEC design footprint shown is too big and future media and visual arts buildings are not shown. Committee Chair Smith noted that this is a conceptual plan and Doug Tom is working on the actual size of the PAEC for overlay onto the plan and seeking recommendations for the location of the media and visual arts programs. iv. Committee co Chair Brown commented that future drafts of the FMP should show removal of all bungalows. He also commented that the theater department and the union need real office spaces. Committee Chair Smith noted that bungalows are ideal for swing spaces and will be kept in the plan for that potential. v. Committee Alternate Miller commented that tbp s plan had no consideration for administration and District offices. She noted that appealing and accessible public meeting spaces need to be provided for in the administration building. Committee Chair Smith responded that programming items will be reviewed in the Fall. vi. Committee Alternate Holmberg commented that an access route is not shown to the potential parking on the East end. Committee Chair Smith responded that this current plan is an overlay onto the existing campus and once building locations have been nailed down, a site plan will be brought back showing the actual access route. vii. Committee Alternate Miller inquired if the new Student Development will include a Student Union. John Watkins responded that it is one of the options. viii. Committee Alternate Kaufmyn inquired about the plan for the location of the visual arts and broadcast media arts programs. John Watkins responded that the results of the space inventory will inform the space requirements of these programs and once building locations are locked in place program elements can be located. ix. Committee Alternate Miller commented that Science Hall should be labeled as District and Administrative functions and Renovate Cloud Hall labeled as Multiple Department Instructional Building. x. Committee Member Mueller inquired about the parking study being conducted by consultant Fehr & Peers and if the planned parking structures will accommodate current parking. Committee Chair Smith is basing parking demand on what is needed the first three weeks of every term and doing an assessment of how much parking we are using.

5 xi. xii. xiii. xiv. xv. xvi. Page 5 of 6 Committee Alternate Holmberg commented on the need to provide adequate parking to accommodate when Gough Street move to the Ocean Campus. Committee Alternate Miller commented that administrators at Ocean Campus and Centers are also in need of office space. Committee Chair Smith noted there will be an assessment of office needs District wide. Committee Member Battiste commented that Lee Avenue will divide the two sides. Committee Chair Smith noted that there will be some adjacencies and flow between the two sides that makes sense. Committee Chair Smith detailed the FMP re engagement campus review timeline. There will be small constituent forums starting soon and public forums in Fall around October. This will also be an opportunity to meet with departments to identify and address short term needs such as the Gough street move. Committee Member Yarkin inquired if the College will have input on design and standards for Avalon s proposed above ground public garage and housing around it. Committee Chair Smith clarified that student housing is being proposed to be developed and built by the developer for the College and that there will be a process for input. Committee Member Chavez inquired if the College will have exclusive use of the parking or will Avalon also have access to it. Committee co Chair Brown noted the proposed garage is market rate parking. Committee Alternate Kaufmyn commented that market rate parking is not accessible to students. No decisions have been made and more information will be provided. Public Comment: i. Chris Hanson commented on the College losing 1,000 parking spaces in the lower reservoir and inquired how did the College end up losing student parking and having the Reservoir Development build parking on College property. She commented that according to CEQA, the College have rights regarding maintaining existing parking for the school. She inquired who will be paying for the parking structure, who will get the revenue, and if there will be a study looking at parking needs of other performing arts centers. Committee Chair Smith noted that the Balboa Reservoir Development is proposing a 500 space parking structure and housing for the College and that the parking study will consider the needs of the PAEC and theater events. ii. Leslie Simon expressed concern if the parking study will take into consideration future enrollment and the path to 32,000 and inquired what is the sequencing of the parking plan. Committee Chair Smith responded that the parking plan is based on a ten year projection to a future enrollment FTE growth of 38,000. Charmaine Curtis will present at a future Facilities Committee meeting to provide an update and discuss more in detail the Balboa Reservoir Development plan. iii. Simon Hanson commented that as the Committee advocate for their interests, looking at where to locate buildings and moving major programs that provide income for the College, the principle that cannot be touched is if students are able to get to the classes especially impacted classes and asked the Committee for a commitment to make these interests secondary especially in light of budget impacts. iv. Mike Adams commented on the possibility of requesting from PUC to transfer ownership of the lower reservoir parking lot to the College as the land has not been declared surplus.

6 Page 6 of 6 Committee Chair Smith noted that we must operate in the current condition that we do not own the land. v. Committee Alternate Kaufmyn commented that the reservoir has been used for the past 50 years by the College and that the BOT should protect the College and ask the PUC to negotiate with them as a responsibility to the students and the College. Committee Chair Smith noted that the Board passed a resolution that the Balboa Reservoir Development does not affect the PAEC, consideration of parking loss, and ensure cohesiveness between the two properties. vi. Committee Member Mueller commented that there were documents with the PUC that the College will always have parking air rights. vii. David Horowitz inquired about options 2 and 3. Committee Chair Smith confirmed that those options are no longer on the table. b. Program Review Facilities Priorities (2015/2016) Work Group Update. Committee co Chair Brown reported that the work group met and reviewed the 39 projects on the list and will verify whether the projects are still viable. The next step is to reprioritize the projects with an updated version for presentation at the next meeting. Addition of Item 5c to Agenda c. Committee Goals Work Group Update. Committee Member Yarkin reported that the Work Group examined the Facilities Committee s Committee Description and Purpose document and recommend proposed changes to the Goal and Purpose and Responsibilities sections. i. Committee co Chair Brown motioned to add this item to the next meeting s agenda for recommendation to put forward changes to the PGC. (Brown/Kaufmyn) 6. New Business a. Space Assignment and Move Management Item 6a moved before Item 5 Old Business. b. Approval of May 14, 2018 Minutes Approved. (Brown/Miller) c. Proposed Fall 2018 Meeting Dates/Times i. Committee Alternate Kaufmyn will send out a Doodle Poll for proposed meeting times other than Mondays. Next meeting will be determined by results of Doodle Poll. 7. Future Business a. Future agenda items: i. Goals and Purpose statement. ii. Gough Street Relocation Plan. iii. Program Review Facilities Priorities. iv. Balboa Reservoir Project Update (Charmaine Curtis). v. Space Assignment and Move Management task force composition Steven Brown nominate Wendy Miller to chair Work Group. vi. Space inventory update. 8. Adjournment Meeting adjourned at 11:57 AM.