UNIVERSITY OF WARWICK
Standing Group Responsible for the Maintenance and Refurbishment of
Centrally Timetabled Rooms
Notes from the meeting of the Group on Wednesday 25 February 2015
Present:
Dr E Melia (Chair), Mr J Buckingham, Mrs V Hill (until item /14-15), Ms L Holland, Mrs
E Morrison, Mr P Jones, Mr R Rose, Mr H Rowles.
Apologies:
Ms R Burdick, Mr D Mace, Mr J Owen, Mr C Singleton.
53/14-15
Minutes
RESOLVED
That the minutes of the meeting held on 26 January 2015 be approved.
54/14-15
Replacement blinds for H0.44, Humanities (minute 42/14-15 referred)
REPORTED: (by the Interior Design, Furniture and Equipment Officer (Mrs V Hill))
That the blinds had been replaced and invoiced.
55/14-15
Repair to faulty blind in R1.13, Ramphal (minute 43/14-15 referred)
REPORTED: (by Interior Design, Furniture and Equipment Manager)
That the repairs had been completed.
56/14-15
Seating Modifications in H0.51/H0.52 (minute 46/14-15 referred)
REPORTED: (by the Conferences Senior Duty Manager)
That a date had not yet been arranged but it was planned for either the summer or the
last four weeks of term.
RESOLVED:
That the Conferences Senior Duty Manager would arrange a date with the Interior
Design, Furniture and Equipment Manager for the work to be carried out.
57/14-15
Installation of a clock in Lib 1, Library
REPORTED:
That the Chair had taken action on behalf of the Group to approve spend of under
£50 from the Refurb Group budget on the purchase and installation of a clock in Lib 1.
58/14-15
New Teaching & Learning Building
REPORTED: (by the Chair)
(a)
That the main users of Lib 1 over the past three years had been Student
Careers and Skills, WBS, Engineering, Economics, Philosophy, Sociology and
Psychology noting that there were also a lot of student bookings for the flat
floor space;
(b)
That the decommissioning of Lib 1 should be considered carefully;
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(c)
That she would meet with the Pro-Vice-Chancellor (Academic Planning &
Resources) to discuss decommissioning of CTTRs noting that H1.48 and
PS128 would be considered in these discussions;
(d)
That the completion was currently forecast for the end of August 2016 noting
that she had requested for a date in July to allow additional time to understand
the space before teaching began;
(e)
That the Service Owner (AV Services) had agreed to facilitate discussions with
academics outside IATL to discuss teaching requirements for the Teaching and
Learning building;
(by the Assistant Registrar (Space Management & Timetabling)
(f)
That the budget of £18.8 million for the project had been approved;
RESOLVED:
That the Chair would circulate a draft job description for the New Teaching & Learning
Building Manager role with the group.
59/14-15
Update on CTTR Refurbishment Plans (minute 44/14-15 refers)
REPORTED: (by the Estates Project Manager)
(a)
That an asbestos survey had been arranged for PLT;
(b)
That the consideration of a Planetarium would affect the type of lighting
installed in PLT and should be considered before plans were made;
(c)
That the work for PLT was due to take place from 25 May until 3 July;
(d)
That the new carpet in PLT would be installed by the contractor;
(e)
That the CTTRs in the Humanities building had been painted 2-3 years ago and
were probably due for a refresh;
(by the Chair)
(f)
That she had received comments from the departments regarding PLT noting
that Physics had also requested to use the space as a Planetarium and a
demonstration lecture theatre;
(g)
That PLT had previously been a demonstration lecture theatre but that it had
not been well used and this had been considered an old fashioned teaching
method;
(h)
That the Interior Design, Furniture and Equipment Officers had provided reports
on MS01 and MS02 noting that the refurbishment of carpets, seating and
surface ledges was estimated at £30k per room;
(i)
That Warwick Mathematics Institute should be provided a choice of themes;
(j)
That the Interior Design, Furniture and Equipment Officers had provided a
report on S0.17 noting that the estimated cost to replace furniture, carpet and
blinds would be £4,311.25+VAT;
(k)
That the top priorities for Life Sciences for improvement in GLT1 and GLT2
were heating, lighting and installation of whiteboards;
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(l)
That the following rooms should be considered for refurbishment: R3.25, B203,
H3.57, H3.58 and the Westwood Music Centre;
(by the Interior Design, Furniture and Equipment Manager)
(m)
That the refurbishment works for MS01 and MS02 would require at least a
week and should preferably be done consecutively;
(n)
That Fire was the only colour scheme with more than one colour and that a
contrasting colour could be added to the other schemes;
(o)
That the works for MS01 and MS02 should take place between July and midAugust;
(p)
That the standard furniture did not suit S0.28 due to the room’s shape and
capacity;
(q)
That furniture could be ordered in this financial year noting that the latest date
for ordering would be the second week of June;
(by the Interior Design, Furniture and Equipment Officer (Mrs V Hill))
(r)
That MS01 and MS02 should be booked for two weeks each with an overlap of
one week to allow for the works;
(by the Senior Audio Visual Services Technician)
(s)
That AV Services had bought some lecterns at a discounted rate noting that
there were more available if ordered quickly;
CONSIDERED:
(a)
A summary of the comments received from Chemistry, Engineering and
Physics regarding PLT, as set out in CTTR.6/14-15;
(b)
A survey detailing the current condition of CTTRs, as set out in CTTR.7/14-15;
(c)
A summary of comments received from Academic Departments from the AAR
forms, as set out in CTTR.8/14-15.
RESOLVED:
(a)
That the Estates Project Manager would provide the Senior Audio Visual
Services Technician with the elevations for PLT if possible;
(b)
That the Chair would speak to the Teaching and Learning Committee for
Chemistry;
(c)
That the Chair would confirm if PLT was available on 23 and 24 May to allow
seating to be removed before works started;
(d)
That the Interior Design, Furniture and Equipment Manager would provide
details of the carpet to be installed in PLT to the Estates Project Manager;
(e)
That the Estates Project Manager would provide a more detailed plan of works
for PLT for the next meeting;
(f)
That the Interior Design, Furniture and Equipment Manager would provide
details of the colour schemes to the Chair;
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60/14-15
(g)
That the Assistant Registrar (Space Management & Timetabling) would look for
a suitable time for the works to take place in MS01 and MS02;
(h)
That the Senior Audio Visual Services Technician would provide the Chair with
an estimate for replacing AV in S0.17;
(i)
That the Assistant Registrar (Space Management & Timetabling) would
investigate the capacity of S0.28;
(j)
That the Chair would investigate the capacities of H0.58 and H0.60;
(k)
That the Senior Audio Visual Services Technician would investigate the costs
of having visualisers installed in CTTRs in the Humanities building;
(l)
That the Estates Project Manager would investigate the issue of non-essential
fittings in Humanities rooms;
(m)
That the Estates Project Manager would ascertain the previous cost of
replacing the wooden floor in the Studio.
Arts Centre Cinema Seating
REPORTED: (by the Chair)
(a)
That the Arts Centre had requested new seat covers;
(b)
That the original costs had been agreed with the Group Finance Director and
had not covered a full refurbishment;
(c)
That the Arts Centre did not wish to close the Cinema;
(by the Interior Design, Furniture and Equipment Manager)
(d)
That she had ordered 266 slip covers the previous year which meant that there
should be some spare.
RESOLVED:
61/14-15
(a)
That the Chair would confirm what expenditure had been agreed;
(b)
That the Chair would find some appropriate slots for the work to take place.
Tables in S1.141, Social Sciences North & South
REPORTED: (by the Interior Design, Furniture and Equipment Manager)
62/14-15
(a)
That she was not sure how the furniture in this room was being damaged;
(b)
That there had been some issues with the trim on furniture in the Humanities
building but that considering the number of tables in the building it was not a
significant problem.
Student bookings in CTTRs
REPORTED: (by the Chair)
(a)
That the type and number of student bookings were beginning to have an
impact on the refurbishment of CTTRs and the teaching experience;
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(b)
That she wanted to bring together representatives from the Students’ Union,
IATL, Conferences, Sports, Chaplaincy, Music Centre and Arts Centre to
discuss the issue and the types of problems experienced noting that
representatives from the Refurb Group should also be present;
(c)
That long-term she would like there to be a single portal for booking flat floor
performance spaces;
(by the Conferences Senior Duty Manager)
(d)
63/14-15
That the Flexi-Grid, in Rootes, was available to book during term-time via
Conferences noting that there was no charge for this and the space was used.
Emergency Contact Information in CTTRs
REPORTED: (by Assistant Registrar (Space Management & Timetabling))
(a)
That he had received a report that a student was taken ill in a CTTR and the
lecturer was unaware of where to find an emergency number;
(b)
That rooms in WBS had phones which were pre-programmed with emergency
numbers and that Conferences provided cards on the lecterns with emergency
contact numbers;
(by the Conferences Senior Duty Manager)
(c)
That during staff induction everyone should be made aware that they should
contact Security in any emergency;
(by the Senior Audio Visual Services Technician)
(d)
That emergency contact numbers could be added to AV signs and on the help
panel on the lectern.
RESOLVED:
That as part of the signage redesign the Senior Audio Visual Services Technician
would look at including emergency contact numbers and including them on help
screens.
64/14-15
CTTRs on Science Concourse
REPORTED: (by the Interior Design, Furniture and Equipment Manager)
(a)
That the furniture had been replaced 3 years ago and remained in good
condition;
(b)
That the blinds had been removed due to issues with installation;
(by the Estates Project Manager)
(c)
That the rooms required new ceilings;
(by the Senior Audio Visual Services Technician)
(d)
65/14-15
That AV Services had some ceiling tiles replaced when they removed speakers
from the rooms as they presented a safety hazard.
AV Issues in CTTRs
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REPORTED: (by the Senior Audio Visual Services Technician)
(a)
That rooms with large glass windows caused issues for AV and that often the
blinds remained closed;
(b)
That as part of the recent purchase of projectors for CTTRs a 5 year deal had
been negotiated for replacement lamps but that this was not possible for any of
the lecture theatres;
(c)
That the AV provision in R2.41 and R3.41 is dated and the acoustics are suboptimal.
RESOLVED:
That the Senior Audio Visual Services Technician will provide costs to the Chair for
replacing projectors in lecture theatres and in R2.41 and R3.41.
66/14-15
2014-15 Refurb Group Budget
CONSIDERED:
A summary of the current budget position for the present academic year, as set out in
CTTR.2/14-15(revised3).
67/14-15
Dates of the Future Meetings
RESOLVED:
That the next meeting of the Group was on Tuesday 24 March 2015.
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