UNIVERSITY OF WARWICK
Standing Group Responsible for the Maintenance and Refurbishment of
Centrally Timetabled Rooms
Notes from the meeting of the Group held on Thursday 23 June 2011
Present:
Ms B Lees (Chair), Mr J Buckingham, Mrs V Hill, Ms L Holland, Mr P Jones, Ms B Lambert, Mr D Mace, Mr J
Owen, Mr M Roberts.
Apologies:
Ms P Mealing.
42/10-11
Notes
CONSIDERED:
The notes of the meeting held on 9 May 2011.
RESOLVED:
That the minutes be approved.
43/10-11
Matters Arising
(a)
H0.56 Damp Issue (note 2b/10-11 refers)
REPORTED:
(i)
That the Maintenance Officer believed the damp issue in room H0.56 was caused by residual
damp from an old leak and would take time to dry out;
(ii)
That the room was redecorated on the 24th May 2011.
RECEIVED:
An oral report from the Small Works Manager noting that he was satisfied the damp problem in
room H0.56 had been resolved.
(b)
New Centrally Timetabled Rooms (P5.21) (note 34b/10-11 refers)
REPORTED:
(c)
(i)
That the final costs for the refurbishment works in room P5.21 were £3,395 (excluding
VAT), plus a £200 contingency sum, it being noted that this total excluded the cost for
servicing the sliding partition which would be £375 (excluding VAT);
(ii)
That the works were due to take place in July and would be covered by the 10-11
refurbishment budget, it being noted that the sliding partition would be funded by the 1112 budget.
Refurbishment works to L3, L4, L5 and B-rooms (note 34c/10-11 refers)
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RECEIVED:
An oral report from the Lead Technical Specialist noting that discussions were ongoing regarding
the most suitable location for the second Film Society Screen, noting that the Library could be a
potential site, and would be investigated in due course.
RESOLVED:
(d)
(i)
That the Lead Technical Specialist investigate the potential to locate the screen in the
library foyer;
Jon
(ii)
That the Secretary liaise with the Deputy Registrar and Librarian regarding the proposal to
locate the Film Society screen in the library.
Becs
Signage (note 34e/10-11 refers)
REPORTED:
That any further signage improvements across campus would be picked up via the Estates Small
Works signage survey which would be undertaken in Autumn 2011. David
(e)
Clocks in CTTRs (note 34f/10-11 refers)
REPORTED:
That following a campus survey of all CTTRs, there were 59 rooms without clocks, noting that:
(i)
The cost to replace all clocks was £741.09 (including delivery, batteries, and fitment) and
would be covered by an alternative budget;
(ii)
4 of the rooms (Lib 1, R0.21, S0.21, ACCR Conference Room) have a capacity of 75 or
above and would require radio controlled clocks (this additional cost is included in the
price quoted above);
(iii)
There were 6 rooms in which the clocks were not working (WT1.05, WLT, MS.01, S0.11,
B2.04/05, H3.05); the Estates Office has been informed and a docket raised.
RECEIVED:
An oral report from the Furniture and Equipment Officer noting that the clocks have been ordered
and would be installed as soon as possible.
Lisa
(f)
F1.07, F1.10 & F1.11 (note 34g/10-11 refers)
REPORTED:
That subsequent to the works in April in rooms F1.07, F1.10 and F1.11 there were some works
outstanding, noting it was expected that these items would be mostly resolved by 6th July, however
it was likely that new curtains for the rooms would not be installed until late summer.
RECEIVED:
An oral report from the Furniture and Equipment Officer noting that the carpet in F1.07 would be
installed on the 6th - 7th July.
(g)
Rooms B2.01, B2.02, B2.03 and B2.04/5 (note 34h/10-11 refers)
RECEIVED:
An oral report from the Lead Technical Specialist noting that the writing surface on the current
blackboards in B2.01, B2.03 and B2.04/5 was worn and not suitable to write on;
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REPORTED (By the Chair):
That the rooms would need to be suitable to accommodate Maths teaching bookings to justify the
expense of installing new blackboards.
RESOLVED:
That the Lead Technical Specialist would contact a Maths representative to outline the options for
blackboard surfaces in the B-rooms and update the Secretary on what the most suitable blackboard
option would be.
Jon
(h)
2009-10 Programme of Works – CIF funds (note 34j/10-11 refers)
REPORTED:
That the Small Works Manager would update the Secretary on the final outstanding invoice from
09-10 as soon as possible once the contractor has been in touch, it being noted that the contractor
has been given a deadline of 27th June to settle the final account.
David
RESOLVED:
That the Secretary confirm the implication of the final CIF spend on the available budget for 10-11.
Becs
(i)
AV Guides (note 34k/10-11 refers)
REPORTED:
That the frames for AV guides have been ordered and would be installed over the summer break,
noting that the installation would be complete before the start of next term, 11-12.
Lisa
(j)
H095c (New Hybrid Room – CTTR/Psychology) (note 37/10-11 refers)
REPORTED:
That the works to H095c were likely to go ahead at the end of July, it being noted that the Small
Works Manager would update the Secretary on the exact date once it is known.
REPORTED (By Mr J Buckingham):
That the small works to the new hybrid CTTR H095c will be completed this financial year.
RESOLVED:
That the Small Works Manager would update the Secretary by the end of next week regarding the
re-wording and installation date of the signage for H095c.
Dave/Jon B
(k)
Disabled Access Survey (note 39/10-11 refers)
REPORTED:
(i)
That the Assistant Secretary sent a list of all centrally timetabled teaching rooms to the
Small Works Manager;
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(ii)
That the development of a timetable for the Disabled Access Survey was underway noting
that the Small Works Manager would update the Group once the timetable was
completed.
David
REPORTED (By the Small Works Manager):
That the list of rooms intended for inspection was currently being prioritised.
(l)
Westwood Lecture Theatre Works (note 33/10-11 refers)
REPORTED:
(i)
That funding for the WLT works had been approved and works would begin on 20th June
2011;
(ii)
That the bulk of the noisy work would be undertaken in the first week of the programme
prior to the main session of the Teach First conference;
(iii)
That a separate access point into the WLT would be created to reduce the problems arising
from shared works and public access into the building through the main entrance;
(iv)
That the cost for AV installation (£13k) would be covered by the Refurbishment Group’s
10/11 budget;
(v)
That Teach First bookings in WLT would be accommodated in the Zeeman building.
REPORTED: (By the Furniture and Equipment Officer)
That the front row seats in the WLT do not afford as much leg-room as other rows, but this was not
expected to cause concern for central timetabling.
REPORTED (By the Lead Technical Specialist):
That the AV costs would be covered by AVS and goods receipted on the 24th June.
REPORTED (By the Small Works Manager):
(i)
That the Mechanical Services Design Engineer would liaise with the Disability Coordinator
regarding final approval for disabled access into the WLT;
(ii)
That additional works were required to the roof of the WLT, which would, if possible, be
undertaken as part of the lecture theatre refurbishment works noting that c.2 weeks would
be required for the works.
RESOLVED:
43/10-11
(i)
That the Small Works Manager and Furniture and Equipment Officer consider the best
option for the front row of seats, including how best these can be fixed in place;
Dave/Lisa
(ii)
That the Small Works Manager update the Secretary on the timetable for re-roofing, in
particular confirming the potential for the works to be undertaken before the 9 th
September.
Dave
2010-11 Programme of Works
(a)
Budget Position and Agreed/Pending Works
CONSIDERED:
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(i)
A summary of the current budget position for University Funds (paper
CTTR.1/10-11 (revised 6)), noting that colleagues should update the Secretary as
soon as possible on any invoices that may not be submitted by the end of the
financial year, 31st July 2011;
(ii)
A paper detailing the agreed and pending works to CTTRs for 10-11 (paper
CTTR.2/10-11(revised 3).
REPORTED (by the Chair):
That the Director of Estates had given permission for the Group’s 10/11 budget to
overspend by £40k.
REPORTED (By the Lead Technical Specialist):
That AV equipment could be purchased and invoiced up to a week before the end of the
financial year should additional funding become available.
RESOLVED:
(i)
(ii)
(b)
That members would send the Secretary any corrections and comments on the
budget (paper CTTR.1/10-11 (revised 6), noting that:
(A)
Rows highlighted in red were currently not on SAP;
(B)
Rows highlighted in blue would be funded from next year’s budget;
(C)
Rows highlighted in amber have been raised on SAP but not yet
invoiced.
Jon/David/Lisa
That the Group would send the Assistant Secretary updates on paper CTTR.2/1011(revised 3) so the ‘pending’, ‘approved’ and ‘completed’ sections are all up to
date and match the budget.
David/Lisa/Jon
CTTR Projector Replacements (note 34i/10-11 refers)
CONSIDERED:
Whether the projection facilities in the following CTTR seminar rooms can be financed this
year:
(i)
PLT (cost £12,000K including VAT);
(ii)
S0.21 (cost £12,000K including VAT);
(iii)
GLT2 (cost £6,000K including VAT);
(iv)
H0.58 (cost £2,000K including VAT);
RESOLVED:
(i)
That the purchase of two new projectors for R0.21 (at a cost of c. £20-22k) could
not be approved at this time, noting that the current projectors in the theatre
had failed on a number of occasions and that the boards would ideally need to be
replaced at the same time as the projectors;
(ii)
That the purchase of a new projector for H0.58 at £2k (including VAT) be
approved;
(iii)
That either the projector in room S0.21 or the PLT would be replaced (£12k),
noting the Lead Technical Specialist would visit the rooms to ascertain which
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projector is deemed in need of replacement and update the Secretary;
Jon
(iv)
(c)
That the replacement of the projector in GLT2 could not be prioritised at this
time.
H0.51 & H0.52 (note 35b/10-11 refers)
REPORTED:
(i)
That refurbishment costs were as follows:
(A)
H0.51 (£1966.00 (plus VAT));
(B)
H0.52 (£2206.00 (plus VAT));
(C)
Outside area of H0.51 and H0.52 (£781.00 (plus VAT)).
These costs would be funded by the Group’s 11/12 budget.
(ii)
That new and replacement AV equipment in H0.52 would cost approximately
£22,000, and in H0.51 £33,710 and would be funded by the Group’s 10/11
budget;
(iii)
That the column boards in H0.51 would need to be removed before the AV works
can begin in H0.51 (10th-16th August allocated to Estates and 17th-23rd August
allocated to AVS, vice versa for H0.52);
(iv)
That asbestos was discovered behind the blackboard in H0.51 and the
blackboard will therefore be removed by the end of July and replaced before the
start of the 11-12 academic year;
(v)
That the removal of the blackboard would cause minimal disruption to CTT and
Conference room bookings;
(vi)
That to redecorate and make good the wall after the blackboard has been
removed will cost c. £500 (plus VAT), and will be financed from the 10/11
budget;
(vii)
That following a request by the Institute of Maths to retain the facility of a
blackboard in H0.51, a hybrid chalk and whiteboard would be installed in H0.51,
noting that Maths were supportive of this proposal;
(viii)
That a docket has been raised for the air conditioning issue in rooms H0.51 and
H0.52;
(ix)
That H0.51 no longer needed to have 35mm projection facilities given that all
Film and Television bookings for 11/12 had been moved to Millburn House.
RECEIVED:
(x)
An oral report from the Secretary noting that the AV works in room H0.52 has
been approved, the provisional cost being c.£22,665 (including VAT);
(xi)
An oral report by the Lead Technical Specialist on H0.51 and H0.52, noting that:
(A)
The acoustic panelling originally featured in the list of works for H0.51
was no longer required;
(B)
The film projector in H0.51 may be transported to Milburn House
where it may be used more;
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(C)
AVS will install additional MOP video processors in H0.51 and H0.52,
noting this would have the same functionality as rooms L3, L4 and L5 (1
large screen but with the ability to split images, giving multiple
teaching wall layout options).
RESOLVED:
(d)
(i)
That the Lead Technical Specialist provide the final AV costs for rooms H0.51 and
H0.52 to the Secretary;
Jon
(ii)
That the Furniture and Equipment Officer check the cost for purchasing and
fitting a hand rail;
Lisa/Dave
(iii)
That the Small Works Manager contact the Disability Coordinator to confirm
approval of the refurbishment scheme (including the possibility to install
handrails in H0.52 and H0.51).
Dave
Lib 1 (note 29/10-11 refers)
REPORTED:
That the cost for refurbishing Lib1 will be c.£1176 (including VAT), noting that:
(i)
The works have been approved and would be funded by the Group’s 11/12
budget;
(ii)
Tilt top tables on castors would be ordered for Lib1.
REPORTED (By Senior Duty Manager):
That the works could be accommodated from 15th–19th August.
(e)
CTTR Audit Project (note 35d/10-11 refers)
RECEIVED:
(i)
(ii)
An oral report from the Small Works Manager on paper CTTR.7/10-11,
identifying that:
(A)
Dockets have been issued covering minor small works issues list in the
paper;
(B)
The Fire Officer would be contacted regarding fire related signage;
(C)
There was not a need to replace ‘no smoking’ and ‘no mobile phones’
signage, it being noted that missing ‘no eating or drinking’ signage
needed to be replaced;
(D)
Replacing old design signage could not be deemed a priority at
present;
(E)
The suggestion to install dimmer switches would be very costly at c.5-8k
per switch.
An oral report from the Lead Technical Specialist on paper CTTR.7/10-11,
identifying that:
(A)
All CTTRs on central campus with a laptop input plate will be fitted with
a fixed PC for the beginning of next academic year;
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(B)
(iii)
All old OHPs would be removed when visualisers are installed.
An oral report from the Furniture and Equipment Officer noting that due to time
constraints and the volume of work, only replacement blinds and capacity issues
can be attended to/investigated at the moment, it being noted that the works
would be reviewed in Autumn 2011.
Lisa
RESOLVED:
(f)
(i)
Updates to papers CTTR.7/10-11 & CTTR.8/10-11 would be emailed to the
Secretary as soon as possible;
Lisa/Jon/Dave
(ii)
That given the high cost the installation of dimming switches could not be
prioritised at present.
Departmental Comments on CTTRs from the Annual Accommodation Round Forms (note
35e/10-11 refers)
RECEIVED:
An oral report by the Lead Technical Specialist noting he would discuss the issues raised by
departments in paper CTTR.8/10-11 with the relevant administrative contacts.
44/10-11
Ad Hoc Departments Comments on CTTR
Ramphal Lecture Theatre (note 36d/10-11 refers)
REPORTED:
That in response to complaints about the quality of the writing tablets in R0.21, new hardwearing
arm tablets would be installed over the summer vacation.
RECEIVED:
An oral report from the Furniture and Equipment Officer noting that the best long-term
seating/writing surface option would be to fully replace all the seating, however this would be
costly, noting that the structure of the lecture theatre would prevent writing ledges being installed
even if new seating was installed.
RESOLVED:
That replacing all seating would be considered as part of a larger refurbishment of the Lecture
Theatre in due course.
45/10-11
PC Access in Central Campus CTTRs
REPORTED:
(a)
That, in response to demand from departments, all CTTRs (approximately 23) on central
campus with a laptop input plate would be fitted with a fixed PC for the beginning of the
next academic year, noting that the cost for the PCs will be covered by ITS;
(b)
That the costs for fixing and carrying out any ‘tidying works’ associated with the installation
of the PCs would be £445 (including VAT) per room (£10,235k in total) and be covered by
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the 11-12 refurbishment budget.
46/10-11
F25b - hybrid CTTR/LTTR
REPORTED:
(a)
That F25b in Milburn House would become a hybrid CTTR/LTTR room from October 2011
onwards, being centrally timetabled in term 1 (Monday to Friday, 9am to 5pm (4pm on a
Friday), and locally timetabled at all other times;
(b)
That the Department of the History of Art would clarify the conditions of use for the hybrid
room and discuss any additional issues with the Chair as appropriate;
(c)
That signage in the interior and exterior of Milburn House would be amended accordingly
during the summer vacation.
RECEIVED:
An oral report from the Lead Technical Specialist noting that AV equipment was consistent with
other CTTRs with the exception that a PC needs to be added, and would be supplied by AVS at no
cost to the Refurbishment Group.
Jon
47/10-11
A026 and A125 - hybrid CTTR/LTTRs
REPORTED:
(a)
That the room A026 in Milburn House would become a hybrid CTTR/LTTR room from
October 2011 onwards being centrally timetabled on Fridays only (CTT hours are 9am to
7pm) and locally timetabled at all other times;
(b)
That the room A125 in Milburn House would become a hybrid CTTR/LTTR room from
October 2011 onwards, being centrally timetabled on Mondays and Fridays (CTT hours are
9am to 7pm) and locally timetabled at all other times;
(c)
That to ensure the AV equipment and facilities were consistent with other CTTRs, lectern
modifications and PC installation would be covered by this year’s Refurbishment budget,
noting that any subsequent standard CTTR AV or refurbishment costs will be divided
between the Department and the CTTR budget according to the split in usage of the room;
(d)
That signage in the interior and exterior of Milburn House would be amended accordingly
during the summer vacation.
RECEIVED:
An oral report from the Chair noting that the Refurbishment Group budget would not cover
specialist AV equipment, and if a department who shares a CTTR room puts in a request for such
equipment, the costs are expected to be met by the department concerned.
48/10-11
CTT room allocation changes
REPORTED:
(a)
(b)
That the following CTTRs will be re-allocated:
(i)
H305 (CTTR) will move into H103 (currently FoA common room);
(ii)
H401 (CTTR) will move into H305 (CTTR), leaving H401 unallocated.
That replacing the carpet in H305 will not need to be undertaken;
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(c)
That moving AV from H401 to H103 will present no cost to the Group, noting that some
additional AV might be added.
RESOLVED:
(a)
49/10-11
That the Lead Technical Specialist and the Furniture and Equipment Officer will advise on
the feasibility (and/or necessity) and costs of the following:
(i)
Writing tablet chairs and whiteboards moving from H401 to H305;
(ii)
Chairs and tables moving from H305 to H103;
(iii)
Curtain hanging repair in H305;
(iv)
Installation of board pen holder in H305;
(v)
Installation of new whiteboards (on multiple walls) in H103;
(vi)
Deep clean carpet in H103;
(vii)
Removing current furniture from H103.
(b)
That the costs associated with the above room re-allocations will be given to the Chair as
soon as possible, noting that the whiteboards will be ordered this financial year;
Lisa
(c)
That the Assistant Secretary will contact Caroline Hall about the deep carpet clean in
H103.
Mark
IATL Teaching Space Event
RECEIVED:
An oral report from the Chair and the Secretary noting that:
(a)
Attendees of the IATL Teaching Space Event were asked what would be an ideal teaching
room and flexibility was considered the key feature of a good teaching room;
(b)
A report would be made available by the IATL team organising the event and would be
distributed at a future meeting of the Group.
RECEIVED:
An oral report from the Senior Duty Manager that the option to visually record conferences would
be beneficial, noting that the Lead Technical Specialist informed the Group that this requirement
would be met through the introduction of a ‘Lecture Capture Service’ starting in September 2011,
organised by AVS.
50/10-11
R0.21
REPORTED: (By the Lead Technical Specialist)
That AVS would replace the lectern in room R0.21 at no cost to the Refurbishment Group, to a new
height adjustable lectern.
51/10-11
Date of the Next Meeting
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RESOLVED:
That the next meeting of the Refurb Group would be arranged for mid-July.
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