3.
UNIVERSITY OF WARWICK
Standing Group Responsible for the Maintenance and Refurbishment of
Centrally Timetabled Rooms
There will be a meeting of the Group on Monday 9 May 2011 at 10:30am in room H2.46
1. Notes
TO CONSIDER:
2.
The notes of the meeting held on 14 March (copy attached).
Westwood Lecture Theatre Works Gez Hunter 10.30am
TO REPORT:
(a) That a meeting took place on 1st April with the Institute of Education to outline the scope of the works to the WLT;
(b) That the main issue raised by the Institute of Education was concerning temperature within the room which currently cannot be regulated;
(c) That the Institute of Education was informed that the replacement heating system would regulate temperature more efficiently;
(d)
(e)
(f)
That the Institute of Education was concerned with possible disruption to other classes within the building due to the noise generated from the WLT works;
That the total cost for AV equipment in the
TO RECEIVE:
WLT is £13,568.63.
An oral report from the Mechanical Services Design Engineer and Small Works
Manager on whether the design plans for the WLT have been finalised and approved, specifically whether the final design of the ramp at the front of the lecture theatre has been resolved.
TO CONSIDER:
(g) A paper detailing all the AV works for the WLT (paper CTTR.5/10-11, copy attached).
Matters Arising
(a) H0.56 Damp Issue (note 2b/10-11 refers)
TO RECEIVE:
An oral report from the Small Works Manager following discussions with the Head of
Estates Services regarding the damp problem in H0.56 and likely timescales for solutions.
(b) New Centrally Timetabled Rooms (P5.21) (note 28b/10-11 refers)
TO REPORT:
(i) That the Small Works Manager has confirmed that the lighting in room P5.21 is in a satisfactory condition;
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(c)
(d)
(e)
(ii) That push button access into room P5.21 would improve disability access into the room, it being noted that this option can be followed up and implemented after the initial refurbishment during the summer vacation.
TO RECEIVE:
An oral report from the Small Works Manager updating the Group on the final costs and works for room P5.21, it being noted that general re-decoration, making good the ceiling, and remedial works to the sliding partition have already been identified as necessary works.
Refurbishment works to L3, L4, L5 and B-rooms (note 28c/10-11 refers)
TO REPORT:
(i)
(ii)
That the cost for delivery and installation to replace the disabled seating at the back of L5 with fixed seating (and retaining the three pull up writing tablets
) would be £1034 (plus VAT), it being noted that this cost would be taken from the Furniture and Equipment Officer ’s budget and that the seats would be installed between 1 st and 3 rd June;
That exterior disabled access signs will be installed shortly;
(iii) That card access is yet to be installed.
TO RECEIVE:
(iv) An oral report from the Secretary updating the Group on the investigation into alternative options for the location of the Mead Gallery artwork on the
Science Concourse;
(v) An oral report from the Small Works Manager updating the Group on:
(A) Any further works to disabled access improvements for L3 and L4;
(B) Card access to L4 following discussions with the Access Systems
Administrator.
Wi-Fi Access Points (note 28d/10-11 refers)
TO RECEIVE:
(i) An oral report from the Lead Technical Specialist updating the Group on:
(A)
(B)
Wi-Fi access across 100+ capacity CTTRs;
The final cost of installation of Wi-Fi in the Zeeman building.
Signage (note 28e/10-11 refers)
TO REPORT:
That new signage in B0.41 and B0.43 has been installed.
TO RECEIVE:
An oral report from the Small Works Manager on the need for further signage improvements across campus.
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(f)
(g)
(i)
(h)
Clocks in CTTRs (note 28f/10-11 refers)
TO REPORT:
That the large radio controlled clocks were installed in H0.51 and H0.52.
F1.07, F1.10 & F1.11 (note 28g/10-11 refers)
TO REPORT:
(i) That Chair ’s action has been taken to approve the replacement of carpets in F1.07, F1.10
& F1.11, at a cost of
£5559.84 (including VAT);
(ii) That the new carpet was installed on the 26 th and 27 th April in rooms F1.10 and F1.11, it being noted that conferences and exams will delay installation of the carpet in F1.07 until the summer vacation;
(iii) That the cost for disabled access to rooms F1.07, F1.10 & F1.11 would be c.
£9k, it being noted that this cost was not included as part of the main project.
TO RECEIVE:
An oral report from the Small Works Manager on the recent refurbishment works to the F rooms, including an update on the ceiling leak reported by the School of Engineering.
TO CONSIDER:
Whether the c. £9k of disabled access works should be carried out.
Rooms MS.03, MS.04, MS.05 (note 28i/10-11 refers)
TO RECEIVE:
An oral report from the Chair to update the Group on discussions with Maths regarding the number of bookings that can be relocated from MS.03, MS.04 and MS.05 into
Maths’ locally timetabled rooms.
CTTR Projector Replacements (note 28j/10-11 refers)
TO REPORT:
That due to an instance of the projector failing in room R0.21:
(i) AV Services had purchased a loan stock visualiser to serve as an emergency back-up for any visualiser that fails in a CTTR;
(ii) The Chair had agreed to the purchase of a back-up projector for use when CTTR projectors fail.
TO RECEIVE:
(iii)
(iv)
An oral report from the Lead Technical Specialist on the cost of a new back-up projector;
An oral report from the Lead Technical Specialist on the date by which the list of CTTRs which require new projection facilities (and the attendant costs) could be produced.
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(l)
(j)
(k)
2009-10 Programme of Works
– CIF funds (note 18e/10-11 refers)
TO RECEIVE:
An oral report from the Secretary updating the Group on whether the final spend figure for the
CTTR 2009-
10 works (Summer ’09 & ’10) could be reduced, it being noted that this was pending a resolution on an outstanding invoice relating to the Summer 2010 works.
AV Guides (note 30/10-11 refers)
TO REPORT:
That in order to look more presentable, AV guides and contact information across
CTTRs would need A3 frames at the cost £19.95 (plus VAT) and £8.50 (plus VAT) for fitting, per frame.
TO CONSIDER:
Whether A3 frames can be purchased and installed, it being noted that the total cost for framing all AV guides and c ontact information would be £3,499.35 (plus VAT).
A023 (note 2/10-11 refers)
TO REPORT:
That the carpet in room A023 will be re-carpeted during three consecutive days, May
30 th , May 31 st and 1st June, it being noted that the cost will be taken from the
Furniture and Equipment Officer
’s budget.
4. 2010-11 Programme of Works
(a) Budget Position and Agreed/Pending Works
TO CONSIDER:
(i) A summary of the current budget position for University Funds (paper CTTR.1/10-
11 (revised 5), to be tabled);
(b)
(ii) A paper detailing the agreed and pending works to CTTRs for 10-11 (paper
CTTR. 2/10-11 (revised 2), copy attached).
H0.51 & H0.52
TO CONSIDER:
A paper detailing departmental comments on H0.51 and H0.52 (paper CTTR.6/10-11, copy attached).
TO REPORT:
(i)
(ii)
(iii)
That H0.51 and H0.52 have been provisionally booked for works between 10th and 23rd August, it being noted that some works costs will therefore come out of the 11/12 budget (hence that a document listing the 11/12 financial commitments will be provided at the next meeting of the Group);
That AV Services will need the room free for two weeks in order to complete the works;
That the total cost for replacement AV equipment in room H0.52 is £22,665.82 and for room H0.51 £33,709.42 (both including VAT);
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(iv) That a meeting of departmental colleagues to consult on the proposed works to
H0.51 and H0.52 took place on 27 th April, and the following concerns were raised:
(A) History of Art noted the need for good image quality as previously the projection did not have optimal clarity;
(B) The level of noise during the works would need to be kept to a minimum due to other classes taking place in nearby rooms;
(C) The air conditioning makes the room too cold and has discoloured various ceiling tiles;
(D)
(E)
TO RECEIVE:
The room is too dark;
A request for visualisers to be installed throughout Humanities.
(v) An oral report from the Small Works Manager informing the Group on the final costs for painting and tidying and on any costs relating to works requested by the
Disability Co-ordinator;
(vi) An oral report from the Lead Technical Specialist:
(A) To clarify whether the projectors for H0.52 and H0.51 have already been ordered;
(B) On the quality of the sound in H0.51, noting that a comment about the sound quality has recently been made by Film and Television Studies.
(e)
(c)
(d)
Lib 1 (note 29/10-11 refers)
TO REPORT:
That Lib 1 has been booked for the proposed works from 15th to 19th August.
TO RECEIVE:
(i) An oral report from the Small Works Manager on whether the DDA budget can cover the c.£3k cost for push button access to Lib 1, it being noted that the Head of Estates Services might include this cost on a general survey of disabled access throughout the campus;
(ii) An oral report from the Secretary on discussions with the Academic Advisory
Group on the new proposed tables for Lib1.
CTTR Audit Project
TO CONSIDER:
A paper detailing a list of refurbishment priorities for CTTR rooms following the CTTR audit (paper CTTR. 7/10-11, copy attached).
Departmental Comments on CTTRs from the Annual Accommodation Round Forms
TO CONSIDER:
(i)
(ii)
A paper detailing the departmental comments on the Annual Accommodation
Round forms on improvements needed to CTTRs (paper CTTR. 8/10-11, copy attached);
A paper detailing departmental comments on the 5 flexible CTTRs that have now been in operation for 2 terms (paper CTTR. 9/10-11, copy attached).
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5. Ad Hoc Departments Comments on CTTRs
(a) F1.07
TO REPORT:
That the Department of Engineering have raised a potential problem with the low temperature of room F1.07 during the autumn term.
TO RECEIVE:
An oral report from the Small Works Manager about whether the temperature issue in room
F1.07 was caused by the temporary building works in the Engineering building, or is an actual deficiency in the heating system.
(b) MS.01 & MS.02
TO REPORT:
That blackboard lighting in MS.01 and MS.02 was inadequate with four of the eight blackboard lights being non-functional, and complaints have been received by Statistics students largely through course feedback.
TO RECEIVE:
Oral reports from the Lead Technical Specialist and the Chair on the replacement of blackboard lights in MS.01 and MS.02.
(c) B101, B102, B103 & B104/5
TO REPORT:
That a complaint was received from the Institute of Maths regarding the quality of the blackboards and the lack of flexible board space in the Sciences Concourse B-Rooms.
TO RECEIVE:
An oral report from the Lead Technical Specialist/Furniture and Equipment Officer on the cost of replacing the B room blackboards.
TO CONSIDER:
The potential to install new blackboards in the Science Concourse B-Rooms.
(d) Ramphal Lecture Theatre
TO REPORT:
(i) That the Department of Statistics have reported that numerous writing tablets are broken and are in need of repair, and following inspection by the Furniture and Equipment Officer a number of additional issues have been noted in regard to the state of repair of the room, specifically that:
90% of the writing tablets have quite bad chips and dents in them; (A)
(B) 83 writing tablets are broken;
(C) 1 chair seat is totally off its hinges.
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6.
7.
(ii) That the total cost in 2009 for replacing all tablets and repairing some arm shrouds was
£5444 (plus VAT), it being noted that a survey would need to be carried out in order to get a more accurate quotation.
TO RECEIVE:
An oral report from the Furniture and Equipment officer on whether a more durable option other than writing tablets is available and, following a request by the Chair, whether the seating/writing surface set-up in the Ramphal Lecture Theatre needs to be significantly changed in the long-term.
H095c (New Hybrid Room – CTTR/Psychology)
TO REPORT:
(a) That H095c would become a hybrid CTTR/LTTR room from October 2011 onwards, being centrally timetabled on Mondays and Fridays (term time only, 9am-5pm),and locally managed at all other times including vacations and weekends;
(b)
(c)
That the capacity of the room would be 14 in boardroom layout;
That the Small Works Manager has proposed the following works in H095c which are due to take place on 20 th June 2011, it being noted that the cost would be covered by the
Refurbishment Group:
(A)
(B)
Sound proofing £520 (excluding VAT);
Decoration works £400 (excluding VAT).
(d) That the Furniture and Equipment Officer is awaiting delivery for the following, with installation expected to commence the week beginning 27 th June:
7 tilttop tables on castors (£1277.50 (including VAT));
(A)
(B)
(C)
15 Dream chairs as per other CTTRs (£975 (including VAT));
1800 x 1
200mm VES magnetic whiteboard (£116.50 (including VAT), not including fitting charge (£20).
TO RECEIVE:
(e) An oral report by the Lead Technical Specialist informing the Group:
(i) On the outcome of discussions held with Psychology regarding what additional
AV facilities are necessary, it being noted that currently the room has a projector and speakers;
(ii) On whether there is a possibility of protecting the current projector against theft.
(f) An oral report by the Small Works Manager informing the Group on progress regarding the installation of signage on the door from the stairwell to the ground floor, it being noted that the current sign was old and inappropriate and that Psychology have agreed to pay half of the cost towards the new sign.
CTTR Capacities
TO REPORT:
(a) That the Furniture and Equipment Officer has undertaken a review of the capacities of a number of CTTRs and has recorded the following amendments to capacities:
(i) MI.F25a: capacity be reduced to 26 (from 30);
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8.
9.
(b)
(ii)
(iii)
H4.02: capacity be reduced to 22 in boardroom layout (from 30);
WCE0.10: capacity be reduced to 48 (in rows), it being noted that the room was not practical for boardroom layout;
WA1.06: capacity be reduced to 18 in rows; (iv)
(v) P5128: capacity be reduced to 76.
The Furniture and Equipment Officer has confirmed that the following rooms have appropriate capacity:
(vi) MI.A1.28: (capacity 32);
(vii) H4.01: (capacity 15);
(viii) WE1.17: (capacity 36), noting that any crowding may be due to locally owned cupboards still existing around the edges of the room which will be taking up desk space;
(ix) B2.02: (capacity 60);
(x) B2.01: (capacity 40).
(c) That the reduced capacities will be incorporated into the 11/12 timetable.
Any other Business
Date of the Next Meeting
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