The Committee met in the Upper Conference Room in Facilities Management at 3:00 p.m. Present were Committee Members Pete Anderson, Jeff Ertel, John Griffin, Peter Holloway, Mary Hughes, Jay Klingel, Susan McKinnon, Denis McNamara, Jim Murray, Will Rieley, William Sihler, Nancy Takahashi and Sara Wilson. Also attending were John Sauer, Steven Jacques, Jocelyn Kelley, and Bill Bohn of Facilities Management; Rich Kovatch of Business Operations; Candy Smith of Smith Garrett Architects; Al Whalley of Parking and Transportation; Ben Boggs from the Curry School of Education; and Charles Flammia from FP and C Health Sciences Center.

The minutes of the November 20^th meeting, as distributed for the first time by e-mail, were approved. It was agreed that from this point on, meeting minutes will be distributed via e-mail.

Spring 1999 Meeting Schedule was reviewed and adopted.

Jordan Hall Entrance Bill Bohn, Real Estate and Space Manager for Facilities Management, introduced this project which came about in response to the need for handicap access to the Jordan Hall and Health Sciences Library entrances off Jefferson Park Avenue. Architect Candy Smith presented preliminary design options that address improvements to the entry and view to the buildings, the challenging negotiation of an eight foot grade change that separates street level from the building doors, lighting and security, and the repair of decaying stair and sidewalk paving conditions along JPA. The aim of this presentation was to apprize the committee of design developments and seek approval for removal of existing shrubs. This project will be brought back to the Committee at a later date for comment.

One scheme was based on maintaining the current condition of two entry points off JPA sidewalk leading up to the building doors. Three other schemes were presented that unify the double entry condition into a single entry point. In these proposals, a new terrace with seating would be created at a mid-point along the slope. Mediating between the doors and the street, it would act as a gathering place for students and faculty and be a dispersal point for the two building entries. Plans call for the removal of two sizable Photinia shrubs (Photinia) and a smaller sweetbay magnolia (Magnolia virginiana) that obscure building views. Two Gingko street trees (Gingko biloba ) would remain.

COMMENTS:

-Mr. Ertel and Mr. Griffin supported removal of the photinias, but would like to relocate the sweetbay magnolia.

-Mr. Holloway asked about coordination of the plans with the other side of JPA where a major bus stop is located. He has observed that changing foot traffic flow and changes to building plans have downplayed this as a major entrance point. He views the significance of this place more as a gathering place for med student in between classes.

-Mr. Bohn suggested adding sculpture and other amenities out here.

-Mr. Anderson sees this as a place heavily used by the school. Expressing support for the unification of the double entries, he suggested an amalgam of Schemes A and B.

-Mr. Rieley commended the plans. He agrees with Mr. Anderson's comments on schemes A and B.

MOTION: Mr. Rieley's motion to remove the photinias and relocate the magnolia passed.

McCormick Road Dormitory Planting Plan Jocelyn Kelley reviewed this project for the redesign of the central quad between Emmet and Humphreys Dorms. The plans are part of a master plan that had been approved by the Committee in May 1997. She cited the problems of overall soil compaction in the area, the recent loss of major oak and sweetgum trees, and the need for better organized bike parking. The plaguing situation of the sweetgum trees (Liquidambar styraciflua) in the central quad was central to the study. These remaining six trees are now mature, but were planted originally too close to the building and drop seedballs that are messy and somewhat hazardous on sidewalks.

Rob McGinnis presented design development drawings that contain a new central lawn bordered by new walks and densely planted zones along the faces of the buildings. These zones contain canopy trees, small trees and shrubs (Quercus rubra, Amelanchier, Sarcococca, Fothergilla, winterberry and Prunus laurocerasus/cherry laurel hedges). Seating areas are provided at enlarged brick pads at the two main doors opening onto the quad and bench alcoves in the shrub/tree border. This proposed central lawn would be significantly narrower than the current green, redirecting active play to the more open green lawn to the north and the Dell. Bike would also be banished from this area with racks to be located at the north ends of Emmet and Humphreys buildings. The recommendation calls for the removal of the six sweetgum trees in the quad.

COMMENTS:

-- Mr. Holloway expressed concern for whether grass will grow in the shade of the trees. Mr. McGinnis felt it would, especially when trees are young.

-- Mr. Rieley raised concerns of security and creating hiding places within the shrub borders. Mr. McGinnis will review and select shrubs that are low and pulled away from walks.

-- Mr. Murray reminded the Committee that the six remaining sweetgum trees were to be left until they died.

-- Mr. Griffin expressed his preference to remove the trees now, fearing that postponed costs to remove the sweetgums with the new younger plants around them would be higher. He stressed the importance of improving this area of highly visibility to visiting families and perspective students to the school.

-- Mr McNamara presented the comments of students living in the dorm. They like the idea of the amphitheater sitting steps and expressed their preference to not have smokers' benches located right outside the main doors under the second floor dorm rooms. (Mr. McGinnis said that bollards and chains barriers are specified to protect the shrubs and that benches at doorways could be removed later if they are problematic.) He is worried that the proposed azaleas along the edge of the central lawn would be in jeopardy with students playing nearby. Students also expressed desires to improve exterior lighting which currently glares from fixtures into dorm windows. (Ms. Hughes commented that the new light fixtures with improved cutoff optics will used.)

-- Mr. McGinnis does not want amphitheater steps which he considers a hazard for students.

(In a follow- up site visit later, the following comments were elicited:)

-- Mr. Rieley advocated for retaining the sweetgums, which do not impact the ability to implement the proposed plan. He does not like the understory plantings, especially the black haw.

-- Mr. Murray offered a compromise to keep the sweetgums until the year 2005.

-- Mr. Ertel said if the sweetgums were to remain, there would be an immediate cost of approximately $3000 to prune them.

-- Ms. Hughes reiterated the students complaints about messy and hazardous sweetgum balls that hamper the use of the space.

MOTION: Mr. Ertel made a motion to approve the proposed plan with the removal of the existing sweetgum trees. Ms. Hughes' second to that motion was followed by an amendment from Mr. Murray to hold onto the sweetgums until the year 2003, with a second from Mr. Rieley. The amendment was voted down. The motion carried with two dissenting votes cast by Mr. Rieley and Mr. Murray.

Temporary Parking at Aquatics and Fitness Center and Ruffner/Physics Fields

Ms. Hughes and Mr. Kovatch, Assistant Vice President for Business Operations, presented an overview of this project which calls for the immediate needs to construct temporary parking lots this winter. The urgency to build lots is to make up for the temporary loss of Scott Stadium parking spaces during construction. In total, 365 spaces will be lost until the fall of 2000 when the 600 space parking deck is completed.

The two proposed temporary lots are as follows. Mr. Kovatch stressed that the lots are intended to be temporary only and that upon project completion these sites would be restored fully to their current condition.

AQUATICS AND FITNESS CENTER LAWN:

Mr. Jacques presented this 60-65 space lot in front of Aquatics and Fitness Center (AFC) which would be made of an eight inch stone base with asphalt top seal. This site is currently reflected on the landscape master plan for future building expansion and in the short term as volleyball court.

COMMENTS: There was little discussion on this proposal.

MOTION: Mr. Sihler, seconded by Ms. McKinnon moved to support the plan for a gravel and asphalt sealed surfaced lot for 60-65 cars. This surface will be removed at the time of Stadium parking lot completion. The vote was unanimous in favor.

PHYSICS AND RUFFNER HALL FIELD:

Mr. Jacques presented a proposal for new110-120 space lot in the open field between Ruffner Hall and the Physics Building. Made of a 6 inch crushed stone floor without a asphalt topping, this lot would be constructed immediately in between the two existing parking lots already on the north and west edges of the field.

Ms. Hughes is concerned about so called "temporary" lots, which have a history of being built ad hoc fashion only to remain permanently. The poor drainage design of the existing lot sitting on the north edge of the field above the Dell was cited as example. She feels a temporary ad hoc solution that might never be removed and would only worsen an already unacceptable drainage situation where excessive storm water runs across the field and down into the Dell. In the scenario for a temporary lot, she pointed out that the two poorly designed existing lots on the north and west edges of the site would be retained as is, even if and when the temporary lot is removed.

With these concerns laid out, Ms. Hughes then proposed an alternative solution calling for a new, well designed and permanent parking lot. It would eliminate and incorporate the space of the two existing lots. The design for this 130-car parking lot would utilize innovative storm water management techniques, an outcome of recommendations from the hydrology study currently being undertaken by the University. The plan leaves two areas open in grass -- one, on the west side of the Curry School around existing trees for community gathering. The second area, currently the parking lot on the north edge of the field, is a proposed building expansion area for Ruffner Hall. It would be converted to grass, improving the pedestrian conditions along the top of the Dell slope.

COMMENTS:

-Mr. McNamara feels the removal of this field would negatively impact ROTC activities and students who use this field for recreation, especially on the weekend.

-Mr. Murray urged opposition to both permanent and temporary plans to pave this field. He is especially opposed to "temporary lots" which he feels once paved, will never be removed.

-Mr. Sihler supported this location for a parking lot, noting that the surrounding buildings will shield the lots from view from the streets.

-Mr Anderson: The necessary grading to create a level lot will likely cause the lot to be cut and depressed into the ground, further lessening its visibility. He re-emphasized out how the current two lots, highly unattractive and poorly draining, would remain as is under the temporary lot scenario. He also feels as an open space on the Grounds, this field is not an important one.

-Mr Ertel does not want gravel lot surfaces which he explained are difficult to snow plow. He reinforced the point made about excess runoff across the field. He also reminded us that any plans for this area need to maintain turnaround capability for large trucks that service Physics Hall gas tanks.

-Ms. McKinnon appreciated how the permanent solution creates a lawn area next to the Curry School as a social gathering place for the school community.

-Mr. Boggs expressed the endorsement of the plans from the Curry School.

MOTION: Mr. Sihler's motion, seconded by Mr. Anderson, moved that the concept for a permanent, hydrologically improved lot be carried out replacing the two existing lots. This would begin constructed this summer for use by fall 1999 semester. The motion carried but with a dissenting vote from Mr. Murray.

MOTION: This second motion offered by Mr. Anderson and seconded by Mr. Sihler, would allow for a five-month temporary lot of gravel that would hold up to seventy cars. It would be removed as a part of the permanent lot construction approved in the first motion. Discussions pointed to the need to look at issues of safety along Bonnycastle Drive -- looking at the number of exit points from the lot and parallel parking along the street. The motion carried, but not unanimously. Mr. Rieley and Mr. Griffin voted against the motion and Mr. Murray abstained.

At 5:30 p.m., the Committee adjourned from the McCormick Road Dormitory site.

Respectfully submitted,

Nancy Takahashi, Chair