I. Proposals to Building and Grounds (B&G)

The B & G committee generally meets weekly for approximately 3 hours and is charged with considering all building projects and major capital projects affecting the physical facilities (including consideration of deferred maintenance expenditures, see IV.), landscaping, library collections, and major software projects (>$500,000).

Each week, the agenda contains several items. Some of these require an immediate decision, but most items get introduced and have to wait for additional information to be gathered. Space requests are often dependent on waiting for existing space to be “opened up”, or for new construction.

A Flow Chart for proposals to be considered by the B&G Committee follows. Individuals wishing to propose something to B&G should consult the membership list and determine who their ‘representative' is. It's important to note that many projects that B&G considers are posted to the Committee's agenda following traditional lines of authority (e.g. faculty to department head to dean to provost, or in non-academic units, department head to COO or CFO) following annual/semi-annual budget proposal exercises. However, the acute nature of some needs precludes this from being the only approach and the Flow Chart should be viewed as flexible rather than rigid. At the same time, it should be stressed that not all items necessarily require a hearing at B&G and that various units may be equipped to satisfy the need(s) brought forward by one or more of its constituent members.

II. B&G's Responsibilites

For each item presented on the agenda:

1. A decision will be made, or a committee member will be assigned the task of gathering additional information if necessary. A committee member will be designated by the meeting chair to formally communicate the decision/progress of the item with a copy to the co-chairs.
2. Communication
   1. All completed decisions will be posted to the B&G Website along with the general minutes of each meeting by staff in the office of the VP of Operations.
   2. Decisions that are likely to impact the broader University community will be announced via global email (e.g. loss/gain of parking space).
   3. Decisions that affect a particular group of the University will be communicated through traditional means (email/phone/memo to Deans, Division Heads etc)
   
   
3. The B&G will meet
   1. With the President of the UConn Foundation as necessary
   2. With the President or his/her designee as necessary
   3. Semi-annually with the Master Planning Advisory Committee
   4. Annually with the University Senate to provide a report
   5. Annually with the Deans to provide a report
   6. For particular projects or issues, as necessary, with appropriate constituencies.

III. Policy Guidelines

1. When a program/unit/department moves to a different location, the vacated space reverts automatically to the University; its disposition will be determined by the B&G Committee.


2. When a decision can be made regarding exchange of space within a unit, then there is no need for the matter to be considered by the B&G Committee.


3. Decisions are made based on a University view (ie. for the good of the institution as a whole).


4. Discretion, necessary for complete and candid discussion of proposal options by the membership should be respected.


5. Decisions are by consensus. When consensus is not possible, a vote will be taken. The ultimate decision lies with the Senior Administrative Group.


6. When a member is unable to attend a meeting, substitutes are not permitted.


7. The Building and Grounds Committee will consider proposals and requests for space on a temporary basis and on a permanent basis for the entire University. The Committee will meet at least twice each semester to review all request within the context of total availability of space on the campus. Therefore, decisions will not be made randomly throughout the year, but will always be placed in a format that considers availability and changes in space assignments throughout the entire University.

IV. Deferred Maintenance

The term “deferred maintenance” can be confusing to those unfamiliar with its intent. For purposes of clarity, deferred maintenance projects may include the following:

1. Ongoing minor capital repairs that are a function of the normal wear-and-tear to be expected on a University campus.
2. Projects occasioned by health, safety or regulatory events.
3. Renovations necessary to accommodate new faculty, or research initiatives
4. Significant renovations of buildings not named as specific 21st Century UConn projects
5. Significant renovations to residential facilities (e.g. sprinkler installation) where the additional work does not generate new revenue sufficient to support special obligation bond issuances.
6. Utility infrastructure.

In its deliberations, the B&G Committee assesses a number of issues before determining whether a request for deferred maintenance funds will be added to the list and in what priority. The following criteria are applied:

1. Emergencies
2. Health and Safety
3. Regulatory Requirements
4. Academic and Student Service
5. Revenue-raising Potential
6. Cost-effectiveness
7. Efficiency