Committee on Campus Facilities Environment and Planning

Committee on Campus Facilities Environment and Planning
October 13, 2003

Mission Statement

The Presidents Committee on Campus Facilities, Environment and Planning is advisory on all matters pertaining to major renovations to existing university buildings, proposed new buildings, site selection, physical planning activities, landscape initiatives, historic fabric preservation, environmental issues and neighborhood/community issues involving development and/or redevelopment adjacent to the campus. All new building projects, major landscape action plans, proposed signage standards, significant exterior alterations to campus designated historical structures shall be reviewed and recommended for approval or disapproval by the committee with such review forwarded on to the President. The committee is not intended to review the overall University Capital Project Listing nor is it intended as a forum to comment upon an individual projects priority for funding, project scope or building program needs.

Objectives of Committee

The committee is intended to assure that current and future physical planning and construction will:
-enhance the prevailing character and feel of the campus
-provide a sense of campus place and orientation
-provide a comfortable, secure, and livable environment
-develop and maintain a coherent architectural campus character
-improve the visual organization of campus/reduce unattractive areas
-improve the visual organization of the campus site furnishings, buildings, open space, circulation, parking and transportation facilities
-provide a forum wherein all aspects of campus life can have a voice in the creation of the built environment.

Composition of Committee

The committee shall be comprised of ten members as follows:
-Provost
-Executive V.P. For Finance and Administration
-Executive V.P. for Health Affairs
-Faculty Senate Executive Committee Representative
-Staff Senate Executive Committee Representative
-Student Government Representative
-College of Arts and Sciences Representative
-College of Design Representative
-College of Engineering Representative
-Department of Landscape Architecture Representative

The committee shall also include ex officio members as follows:
- Associate V.P-Facilities
- University Architect
- First Lady

A few of the issues to be dealt with by this committee go beyond the Facility Group and involve various other campus operations and units and as such the appropriate VP, Associate VP and/or director must be included "at the table" as well in any discussions involving their operations.

Committee Staffing

The committee will be staffed by representatives of the Facilities Planning Group as overseen by the university architect. The Facilities Planning Group will:
-maintain membership records and provide meeting notice
-maintain committee records including materials presented, record of deliberations, recommendations made
-prepare staff reports on all projects for committee consideration

The Associate Vice President for Facilities will:
-develop meeting agendas
-prepare meeting materials for members review in advance of meeting
-submit committee recommendations on to President
-routinely inform members of project status/campus physical issues

Committee Function and Oversight Responsibilities

The committee functions and general oversight responsibility shall include:
-review of all major proposed capital projects on campus as well as on other university properties (with the exception of Coldstream Research Campus)
-review of feasibility studies addressing the built environment
-project site alternatives
-implementation oversight of campus physical development plan/updates/small area plans
-review of future campus master landscape plans
-review of significant landscaping initiatives (beyond annual or routine plantings)
-proposed new design standards that have a visual impact
-non conforming proposals (outside of adopted design standards)
-lighting
-exterior furnishings and related fixtures
-sidewalks/plazas/walls/fences/entryways/entryways
-signage
-shelters/gatehouses
-flagpoles
-general oversight of campus historic structures
-recommendations for additions to Board of Trustees adopted listing
-proposed major renovations and methods to be utilized
-review of interior designs for significant public spaces
-review of artwork proposed to be placed on campus public spaces
-review of proposed memorials to be located on campus
-review of building demolition requests
-review of proposed new surface parking lots
-monitoring of community physical issues adjacent to campus
-proposed development/redevelopment
-proposed roadway changes
-major changes in retail/open space
-College Town Plan implementation
-zoning requests
-land use changes
-additional projects outside of this listing may be added for committee review

Committee Procedural Rules

The Provost and Executive VP for Finance and Administration will serve as co chairs. Each will chair individual meetings on an alternating basis during the year. Members present will constitute a simple quorum for purposes of conducting business. The committee should be guided by a goal of maximum participation of members and regular meetings should be scheduled well in advance to assure attendance. Special call meetings shall likewise be set to assure a maximum level of review and attendance. An alternate for each standing member is permitted and the specific designee shall be named at the initial meeting or at such time as new members are named in the future. Only the standing member or named alternate designees are considered to be voting members of the committee.

Review Process for Projects

A major project (new construction and major renovations) is intended to be brought before the committee for review between the schematic and design development phase. Additional reviews may be requested by the committee depending on the nature of the project.

Common Meeting Agenda

Each meeting of the committee shall follow a common agenda as follows:
Call to Order
I) Information Updates on Ongoing projects
II) Project Proposals for Review
-concept
-project proposed location
-design/aesthetic issues
-report of ad hoc design committees
-Interior/exterior appearance
-public spaces
-color/materials/appearances
-landscape
-parking
-road networks
-pedestrian issues
-loading docks
-fire lanes
-Rooflines/profiles/ windows/entryways
-out buildings
-other
-proposed staging areas/ construction issues/concerns/needs
III) Proposed New or Revised Policies/Procedures for Review
IV) Committee Suggestions for Future Discussion/Action
Establishment of Next Meeting Date
Adjournment

Special Ad Hoc Design Review Committees

The University of Kentucky has a solid tradition of retaining nationally renowned architects for new construction and buildings. This committee is not intended to channel or impede creative efforts of these architects or firms. It is not the desire for this committee to impose it's own judgement on what constitutes appropriate design. A vibrant and alive campus requires new and significant additions. To assist, monitor, solicit input and critique a buildings design process the Associate Vice President for Facilities may create separate independent ad hoc design committees of internal and external professionals from time to time. These ad hoc committees would generally meet in advance of schematic design in the very early stages of a project. Reports from any ad hoc committees as are established will be shared with this Campus Committee for Facilities, Planning and Environment for information and review purposes.

Committee Meeting Schedule

The committee will meet at least quarterly and on an "as needed" basis so as to allow proposed projects to move forward in a timely manner.