UNIVERSITY OF WARWICK
Standing Group Responsible for the Maintenance and Refurbishment of
Centrally Timetabled Rooms
Notes from the meeting of the Group on Wednesday 29 April 2015
Present:
Dr E Melia (Chair), Mr J Buckingham, Ms R Burdick, Mrs V Hill, Ms L Holland (from
item 86/14-15), Mrs E Morrison, Mr J Owen, Mr H Rowles, Mr C Singleton (from item
87/14-15).
Apologies:
Mr P Jones, Mr D Mace.
83/14-15
Minutes
RESOLVED:
That the minutes of the meeting held on 24 March 2015 be approved.
84/14-15
Seating Modifications in H0.51/H0.52 (minute 69/14-15 referred)
REPORTED: (by the Chair)
(a) That the Estates Project Manager was providing an estimate of costs for
installing a plinth to raise the back row of seating, removing the last two rows of
fixed seating and reinstalling them at the end of the booking;
(b) That none of the costs for the works were being funded by the Refurb Group;
(by the Interior Design, Furniture and Equipment Officer (Ms R Burdick))
(c) That she had received a revised quote from their contractor for £1,800 plus VAT;
(d) That carpet tiles could be used which would allow minimal replacement for any
damage caused by removing the seating;
(e) That the works had originally only involved furniture removal and therefore had
not been recorded on the Estates system;
(by the Estates Project Manager)
(f)
That he would have costs for the works by Friday 1 May 2015;
(g) That the work for H0.51/H0.52 had never been entered onto the Estates project
request system;
(by the Interior Design, Furniture and Equipment Officer (Mrs V Hill))
(h) That the removal of the seating would have implications for the carpet;
(i)
That she believed the seating was to be replaced as soon as the Open University
booking was completed;
(j)
That the plan for H0.51/H0.52 had originally been modelled on the work which
had taken place in L3, L4 and L5 but that the seating proportions were different
which meant that this solution was not suitable for H0.51/H0.52;
(k) That she had access to the Conferences booking system;
1
(by the Service Owner (AV Services)
(l)
That any works involving CTTRs should be entered onto the Estates project
request system to allow the Estates Project Manager to monitor works;
(m) That there was a tab in the Conferences booking system to view the costs of
bookings noting that Sonesh Patel would be the contact to gain access to the
system.
RESOLVED:
(a) That Conferences needed to confirm the bookings for H0.51/H0.52 to allow
sufficient time for the works to be carried out;
(b) That any works required by the Group to CTTRs would be entered onto the
Estates project request system by the Space Management Assistant;
(c) That the Conferences Senior Duty Manager should provide regular updates to
the Group regarding Conference bookings of CTTRs.
85/14-15
Update on CTTR Refurbishment Plans (minute 71/14-15 referred)
REPORTED: (by the Interior Design, Furniture and Equipment Officer (Ms R Burdick))
That there was concern using the Fire colour scheme because of the use of chalk in
MS01 & MS02 noting that the current colour scheme was grey/blue.
RESOLVED:
That the Earth colour scheme should be used for MS01 & MS02.
86/14-15
Emergency Contact Information in CTTRs (minute 73/14-15 referred)
REPORTED: (by the Service Owner (AV Services))
That there was no update currently on emergency contact information but that it was
likely to happen in the summer.
87/14-15
Minor Works in Humanities CTTRs (minute 76/14-15 referred)
REPORTED: (by the Estates Project Manager)
(a) That he had now completed his survey of all the rooms in Humanities noting that
only H4.03 did not require any work;
(b) That 33 rooms required works which included decoration, skirting, lighting repairs
and removal of unnecessary fittings;
(c) That he had budgeted for £47,500 for electrical work and £44,000 for building
work which totalled £91,000 plus VAT;
(d) That in order for all the works to be carried out the project would need to go out
to tender;
(e) That finding time to conduct the works around Conference bookings could create
challenges;
(f)
That the work could be split between two contractors noting that this would allow
more flexibility in completing the work but that it would increase the cost slightly;
2
(g) That he estimated there was no more than one day of work per room;
(h) That contractors were used to being flexible and that it should not cause an
issue;
(i)
That the costs for refurbishing H0.58 & H0.60 were included in his estimates
noting that this was approximately £20k per room;
(by the Chair)
(j)
That there may be some flexibility with the budget year;
(k) That Conferences used H0.58 & H0.60 to store unwanted furniture during the
summer vacation period;
(l)
That the Pro-Vice-Chancellor (Academic Planning and Resources) was
supportive of the works taking place;
(m) That the current Humanities building was planned to be in use for at least a
further 5 years.
RESOLVED:
(a) That the Estates Project Manager, along with the Conferences Senior Duty
Manager and the Conferences General Commercial Manager, would investigate
how much of the work to the Humanities rooms could be undertaken before the
start of term;
(b) That the Chair and the Conferences Senior Duty Manager would investigate the
possibility of storing furniture which was usually stored in H0.58 & H0.60
elsewhere to allow works to take place.
88/14-15
Furniture Issues in Humanities CTTRs (minute 77/14-15 referred)
REPORTED: (by the Interior Design, Furniture and Equipment Officer (Ms R Burdick))
(a) That only tables would need to be ordered for H0.58 & H0.60 as the chairs were
already in the new style;
(b) That as a large volume of tables was required for planned refurbishment to
CTTRs a discount could potentially be negotiated;
(by the Estates Project Manager)
(c) That there was work which fell under the jurisdiction of AV services which
needed to be carried out in the Humanities rooms;
(by the Service Owner (AV Services)
(d) That all AV equipment had to be surface mounted in Humanities because there
was no ceiling grid.
RESOLVED:
That the Service Owner (AV Services) would investigate the work that would be
required in Humanities to refurbish AV installations.
3
89/14-15
AV replacement in Humanities CTTRs (minute 78/14-15 referred)
REPORTED: (by the Service Owner (AV Services))
(a) That the costs for replacing AV in H0.58 & H0.60 would be approximately £30k
including VAT;
(b) That given that no other work to AV equipment would be occurring in the
Humanities building that the work should take place in H0.58 & H0.60;
(c) That the AV work could be timed with the refurbishment works noting that the
lecterns were the only item which required significant work;
(by the Chair)
(d) That she had spoken to the Estates Chief Finance Officer and that he had
indicated that, provided the Group stayed within the agreed budget, it was not a
significant issue if the expenditure occurred in one year rather than the
subsequent year;
(e) That there was no benefit in removing the old projection rooms in H0.58 & H0.60
as the capacity of the room would not be increased;
(f)
That the lights to indicate the lecture room was in use outside H0.58 & H0.60
could be removed;
(by the Estates Project Manager)
(g) That works taking place in H0.58 & H0.60 included an overhaul of the ventilation
system, replacing furniture and decoration;
(h) That the platforms at the front of the rooms would be removed;
(i)
90/14-15
That the works for H0.58 & H0.60 could be timed with the wider refurbishment
programme of CTTRs in Humanities.
Installation of Clocks in Humanities CTTRs (minute 79/14-15 referred)
REPORTED: (by the Chair)
That the cost of asbestos checks and the subsequent disappearance of clocks after
installation meant that the cost of installing new clocks outweighed the benefits.
RESOLVED:
That clocks would not be installed in the Humanities CTTRs.
91/14-15
2014-15 Refurb Group Budget (minute 80/14-15 referred)
REPORTED: (by the Chair)
(a) That the Space Management Assistant had produced a list of planned
expenditure noting that this brought the group close to the budget limit;
(by the Space Management Assistant)
(b) That there was currently a cost of around £25k assigned to the AV cost code
which she believed would be transferred to CIF2 as part of the £200k AV
refurbishment project;
4
(by the Estates Project Manager)
(c) That he was investigating the building costs for the teaching wall in PLT which he
estimated could be about £20k;
92/14-15
Additional Furniture in CTTRs (minute 81/14-15 referred)
REPORTED: (by the Interior Design, Furniture and Equipment Officer (Mrs V Hill))
(a) That she believed the lockers had been relocated from outside L3 and L4;
(b) That a notice had been displayed indicating that the lockers would be removed
on 1 June 2015 and that anyone who used the lockers should contact the
furniture team;
(by the Interior Design, Furniture and Equipment Officer (Ms R Burdick))
(c) That she had investigated who was currently using the lockers but that it
appeared they were not currently in use.
93/14-15
Replacement blinds for H1.07, Humanities
REPORTED:
That the Chair had taken action on behalf of the Group to approve spend of £470 plus
VAT from the Refurb Group budget on replacement blinds for H1.07.
94/14-15
Refurbishment of MS01 & MS02
REPORTED: (by the Chair)
(a) That the Pro-Vice-Chancellor (Academic Planning and Resources) was
concerned about the high level of expenditure planned for MS01 & MS02;
(by the Interior Design, Furniture and Equipment Officer (Ms R Burdick))
(b) That the majority of the costs for the refurbishment were for the seating and
ledges;
(c) That the walls were in generally good condition and that only minor work was
required which could be done through Estates maintenance;
(d) That the ledges do need to be replaced as often the broken pieces are left in the
room with exposed nails which causes a hazard;
(e) That the replacement of ledges are included in the costs with the refurbishment
of seating;
(f)
That she had planned to upgrade the carpets from what was currently installed to
extend carpet use but that this could be looked at to reduce costs;
(by the Interior Design, Furniture and Equipment Officer (Mrs V Hill))
(g) That it was not possible to refurbish the ledges and they must be replaced noting
that this adds to the cost of refurbishing MS01 & MS02;
(h) That it would be better to refurbish a whole room rather than making minor
refurbishments to both MS01 & MS02;
5
(by the Service Owner (AV Services))
(i)
That he would like to replace the lecterns currently in MS01 & MS02 in keeping
with the lectern which would be installed in PLT;
(j)
That the replacing of the carpet in MS01 & MS02 would damage the induction
loop currently installed on the floor and that this would incur additional costs.
RESOLVED:
That the Chair would speak with the Pro-Vice-Chancellor (Academic Planning and
Resources) before any decision on the work was confirmed.
95/14-15
2014-15 Refurb Group Budget
CONSIDERED:
A summary of the current budget position for the present academic year, as set out in
paper CTTR.2/14-15(revised5).
96/14-15
5 Year Refurbishment Schedule
REPORTED: (by the Chair)
(a) That the refurbishment of PLT will form the majority of costs for the next financial
year and that the Group needed to construct a 5 year schedule;
(b) That in assessing spaces for refurbishment additional costs and significant
maintenance issues were often discovered;
(c) That the Estates Chief Finance Officer could potentially correlate the 5 year
maintenance plan with the Group 5 year schedule;
(d) That a paper would be presented to the Capital, Space and Amenities Group
regarding the decommissioning of CTTRs;
(e) That she would be consulting with departments and Conferences to understand
issues relating to decommissioning CTTRs;
(f)
That rooms which were being considered included F107, F110, F111, Lib 1 and
Lib 2 noting that after decommissioning there needed to be an increase in the
number of CTTRs available when the New Teaching & Learning Building was
completed;
(g) That S0.11 to S0.21 needed to be considered for refurbishment in the next 5
years but that they could not form the whole plan;
(h) That there was ongoing discussion regarding the Gibbet Hill campus and that
any refurbishment in this area would need to be carefully considered;
(i)
That contingency planning was taking place for timetabling regarding the New
Teaching & Learning Building and that a variety of options were being
considered including Committee rooms and Conference centres;
(j)
That the case for Conferences using the New Teaching & Learning Building
would need to be negotiated and consideration should be given to courses which
start before the beginning of term and providing AV training for Academics before
the start of term;
6
(k) That timetabling could not justify maintaining control of all the rooms in the New
Teaching & Learning Building for 52 weeks of the year;
(l)
That the decommissioning of CTTRs and allocation of rooms in the New
Teaching & Learning Building to Conferences should provide some shift and
some additions to the existing room options held by Conferences;
(by the Estates Project Manager)
(m) That the costs for the refurbishment of PLT should be known by December 2015;
(by the Conferences General Commercial Manager)
(n) That Easter was not a popular Conference period because Conferences had
limited bedroom space available at this time.
97/14-15
Storage Space for Furniture
REPORTED: (by the Interior Design, Furniture and Equipment Manager)
(a) That she required a space to store furniture while she was renewing furniture
contracts over the summer noting that this would be a cluster of around 9 offices;
(by the Chair)
(b) That there was limited capacity in Graduate Studies as issues had been
identified with the building during refurbishment works noting that WE116 &
WE117 were currently closed;
(c) That there could be space available in mid-September when the Social Sciences
moves were taking place;
(d) That WA0.20 & WA0.21 could potentially be used as they were only closed due
to the current capacity restriction on the Avon building noting that the furniture
currently in these rooms would need to be returned.
98/14-15
Dates of the Future Meetings
RESOLVED:
That the next meeting of the Group was on Friday 22 May 2015.
7