UNIVERSITY OF VIRGINIA BOARD OF VISITORS MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE NOVEMBER 13, 2015

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1 UNIVERSITY OF VIRGINIA BOARD OF VISITORS MEETING OF THE BUILDINGS AND GROUNDS COMMITTEE NOVEMBER 13, 2015

2 BUILDINGS AND GROUNDS COMMITTEE Friday, November 13, :00-11:15 a.m. Auditorium of the Albert and Shirley Small Special Collections Library, Harrison Institute Committee Members Kevin J. Fay, Chair Mark T. Bowles Whittington W. Clement Barbara J. Fried Frank E. Genovese Bobbie G. Kilberg James V. Reyes William H. Goodwin Jr., Ex-officio Joe Garofalo, Faculty Member Daniel T. Judge, Student Member AGENDA PAGE I. REMARKS BY THE CHAIR 1 II. CONSENT AGENDA (Ms. Sheehy) Easement to the Rivanna Water and Sewer Authority 2 III. ACTION ITEMS (Ms. Sheehy) A. Addition to the Capital Program: Inn at Darden 4 Renovation B. Delegation of Authority to Grant and Accept 6 Easements and to Approve Minor Capital Projects IV. COMMITTEE DISCUSSION 8 Capital Project Planning and Approval Process (Ms. Sheehy to introduce Ms. Alice J. Raucher; Ms. Raucher to report) University Real Estate Holdings, (Ms. Sheehy) Strategic Physical Planning Efforts (Ms. Raucher) V. WRITTEN REPORTS A. Major Projects Status Report 10 B. Buildings and Grounds Committee 16 FY Work Plan

3 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2015 COMMITTEE: AGENDA ITEM: Buildings and Grounds I. Remarks by the Chair BACKGROUND: The Committee Chair will provide introductory remarks and review the Committee s work plan for FY (see written report). 1

4 UNIVERSITY OF VIRGINIA BOARD OF VISITORS CONSENT AGENDA II. EASEMENT GRANT TO THE RIVANNA WATER AND SEWER AUTHORITY FOR THE INSTALLATION OF WATER METERS AND ASSOCIATED INFRASTRUCTURE BACKGROUND: The Rivanna Water and Sewer Authority (RWSA) is planning a metering project with the Albemarle County Service Authority and the City of Charlottesville. The impetus for this project is part of a larger initiative that provided for the refurbishment of the Ragged Mountain Dam and Reservoir. The easement will allow the installation of meters and associated vaults and piping that will connect to existing water mains. One water line runs beneath Midmont Lane and the other runs beneath and crosses Hereford Drive. RWSA will use these meters to track the distribution of water between the University, the City of Charlottesville, and Albemarle County. Similar easements are being requested where water service lines cross the City/County line. Tracking the quantity of water through various meters will provide a better understanding of area water usage. DISCUSSION: As one of the area s larger consumers of water, cooperating with the RWSA to develop infrastructure, track usage, and improve service is consistent with the University s efforts to manage water resources more effectively. ACTION REQUIRED: Approval by the Buildings and Grounds Committee and by the Board of Visitors GRANT OF EASEMENT TO THE RIVANNA WATER AND SEWER AUTHORITY FOR THE INSTALLATION OF WATER METERS AND RELATED INFRASTRUCTURE ON WATER LINES IN THE VICINITY OF MIDMONT LANE AND HEREFORD DRIVE RESOLVED, the grant of an easement to the Rivanna Water and Sewer Authority to facilitate the installation of water meters and required related infrastructure is approved; and RESOLVED FURTHER, the Executive Vice President and Chief Operating Officer is authorized, on behalf of the University, to approve and execute a deed(s) of easement and related documents, to approve revisions to the plat (including, without limitation, revisions to change the location of the permanent easement), to incur reasonable and customary expenses, and to take such other actions as deemed necessary and appropriate to obtain such permanent easement; and 2

5 RESOLVED FURTHER, all prior acts performed by the Executive Vice President and Chief Operating Officer, and other officers and agents of the University, in connection with the request for, and acceptance of, such permanent easement, are in all respects approved, ratified, and confirmed. 3

6 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2015 COMMITTEE: AGENDA ITEM: Buildings and Grounds III.A. Addition to the Capital Program: Inn at Darden Renovation BACKGROUND: The Board of Visitors approves major capital projects with the update of the Major Capital Projects Program last approved in June When new projects are identified outside the annual update cycle, approval is required by the Buildings and Grounds and the Finance Committees. The Buildings and Grounds Committee reviews proposed projects for addition to the Major Capital Projects Program, and the Finance Committee reviews the financing plans. DISCUSSION: The University recommends the following addition to the multi-year capital program: Inn at Darden Renovation Debt $13.8 million The Inn at Darden occupies Sponsors Hall East (1979) and West (1997 and 2004), totaling nearly 78,000 GSF. Since 2013, the University has engaged in several studies to evaluate the condition of the Inn and develop recommendations to address building deficiencies and update the facilities to improve occupancy rates and market position. On October 22, 2015, the Darden School Foundation Board of Trustees approved a proposal to make repairs and remediate moisture infiltration issues; renovate existing guest rooms, bathrooms, and common areas; and replace furniture and finishes. In addition to renovating the Inn, Darden continues to look at its existing facilities as part of a master planning effort which could lead to additional major capital work. In the meantime, several smaller interior projects such as relocating Career Services and Admissions to the main level, reconfiguring the café, and converting an existing learning team room to a flat floor classroom will be undertaken. Major capital improvements identified by the master planning process will be discussed with the Committee prior to moving forward. ACTION REQUIRED: Approval by the Buildings and Grounds Committee and by the Board of Visitors 4

7 ADDITION TO THE MAJOR CAPITAL PROJECTS PROGRAM - INN AT DARDEN RENOVATION WHEREAS, the University recommends the renovation of the Inn at Darden to address building deficiencies and renew interior spaces; RESOLVED, the Board of Visitors approves the addition of the Inn at Darden Renovation to the Major Capital Projects Program. 5

8 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2015 COMMITTEE: AGENDA ITEM: Buildings and Grounds III.B. Delegation of Authority to Grant and Accept Easements and to Approve Minor Capital Projects BACKGROUND: The Board of Visitors has the authority to approve requests to accept or grant easements on behalf of the University. These requests are vetted thoroughly to ensure they are in the best interests of the University before being brought to the Board for approval. Under Restructuring, the Board of Visitors has delegated authority to approve all capital projects (acquisitions, capital leases, or new construction or renovation projects costing more than $2 million and impacting more than 5,000 gross square feet) funded with non-general funds. Each June as part of the annual operating budget, the University has presented to the Board a listing of renovation and infrastructure projects, each expected to cost between $2 million and $5 million, to be funded with non-general fund cash (no debt) and expected to be initiated within the next fiscal year. DISCUSSION: With the objective of streamlining the Board s work and given that easements are fairly routine matters usually occurring between the University and major utilities or with the County or City, we propose that approval of the granting or accepting of easements be delegated to the Executive Vice President and Chief Operating Officer. Minor capital projects costing up to $5 million, while few in number, have been presented to the Board for approval. In an effort to focus the attention of the Buildings and Grounds Committee on major capital projects and significant planning studies, we propose that minor projects with costs up to $5 million be approved by the Executive Vice President and Chief Operating Officer in consultation with the Chair of the Buildings and Grounds Committee. In addition to the cost threshold the project must be paid for with operating cash, cannot rely on debt to be issued, cannot require an increase in tuition or student fees, will not have an impact on the exterior 6

9 of any historic structure, and are consistent architecturally with the historic Grounds. ACTION REQUIRED: Approval by the Buildings and Grounds Committee and by the Board of Visitors DELEGATION OF AUTHORITY TO GRANT AND ACCEPT EASEMENTS AND TO APPROVE MINOR CAPITAL PROJECTS WHEREAS, the University recommends that the Board of Visitors delegates approval of the granting or accepting of easements and the approval of minor capital projects costing less than $5 million; RESOLVED, the Board of Visitors delegates authority to the Executive Vice President and Chief Operating Officer to approve granting and accepting easements on behalf of The Rector and Visitors of the University of Virginia and to take such other actions as deemed necessary and appropriate to effect those easements; and RESOLVED FURTHER, the Board of Visitors delegates authority to the Executive Vice President and Chief Operating Officer, with the concurrence of the Chair of the Buildings and Grounds Committee, to approve capital projects costing up to $5 million provided that those projects are funded by non-general fund operating cash, have no requirement for an increase in tuition or student fees, do not impact the exterior of historic structures, and are consistent architecturally with the historic Grounds. 7

10 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: November 13, 2015 COMMITTEE: AGENDA ITEM: ACTION REQUIRED: Buildings and Grounds IV. Committee Discussion None Capital Project Planning and Approval Process Ms. Sheehy will introduce Ms. Alice J. Raucher, Architect for the University, who will guide a discussion on the major capital planning and approval process. This discussion will include a review of the current process; criteria to be used for evaluating and prioritizing projects to ensure alignment with the Cornerstone Plan and institutional priorities; and plans for engagement of the Board of Visitors throughout the process. University Real Estate Holdings, Ms. Sheehy will review changes in the real estate holdings of the University of Virginia, the University of Virginia Foundation, and other related foundations over the last 20 years. This information, coupled with the September discussion on the growth of the Grounds, will form a base from which the Buildings and Grounds Committee will consider future real estate and land use planning. Strategic Physical Planning Efforts Ms. Raucher will guide a discussion on strategic physical planning efforts to address institutional priorities including updating the 2008 Grounds Plan, the Ivy Corridor Planning Study, and redevelopment opportunities in the Brandon Avenue area. 8

11 WRITTEN REPORTS Buildings and Grounds Committee University of Virginia November 13, 2015

12 10 UNIVERSITY OF VIRGINIA MAJOR PROJECTS STATUS REPORT OCTOBER 2015

13 11 MAJOR PROJECTS STATUS REPORT OCTOBER 2015

14 12 MAJOR PROJECTS STATUS REPORT OCTOBER 2015

15 13 MAJOR PROJECTS STATUS REPORT OCTOBER 2015

16 14 MAJOR PROJECTS STATUS REPORT OCTOBER 2015

17 15 MAJOR PROJECTS STATUS REPORT OCTOBER 2015

18 BUILDINGS AND GROUNDS COMMITTEE FY WORK PLAN 16

19 17 Major Goals for the Buildings and Grounds Committee to be Initiated in FY Revise major capital plan development process to engage Board members earlier. Conduct an effective planning process for the Emmet/Ivy Corner and the Ivy Corridor with appropriate timeline. Examine University policy and assess plans for upper class, on- Grounds housing to support the Cornerstone Plan and explore alternative financing options with the Finance Committee. Develop short- and long-term land acquisition plans. Review and assess University-wide space needs and expansion requests. 1

20 Key Buildings and Grounds Committee Agenda Items FY Meeting Action Items Reports* 18 September 2015 November 2015 February 2016 Easement request: City of Charlottesville for installation of electrical facilities Concept, site, and design for Blandy Experimental Farm (greenhouse replacement and residential housing) Easement request: Rivanna Water and Sewer Authority (tentative) Capital project approval: Inn at Darden renovation project Delegation of authority for easements and capital projects less than $5M Architect/engineer selection: Inn at Darden renovation project UVa-Wise campus plan update Sustainability Report University Building Official Report Growth around Grounds, Status of projects in construction, design, and planning Jeffersonian Grounds Initiative Pavilion occupancy status University real estate holdings, Major capital project planning and approval process Ivy corridor planning study Brandon Avenue planning study Evaluation of alternative financing methods for University construction Real estate discussion Ivy corridor planning study Deferred maintenance report June 2016 Multi-Year capital program update Ivy corridor planning study Jeffersonian Grounds Initiative 2 * The following are included as written reports for each meeting: (1) major projects status report; (2) architect/engineer selection report for capital projects less than $5 million (if applicable); (3) post-occupancy evaluations.