UNIVERSITY OF VIRGINIA
BOARD OF VISITORS
MEETING OF THE
BUILDINGS AND GROUNDS
COMMITTEE
NOVEMBER 13, 2015
BUILDINGS AND GROUNDS COMMITTEE
Friday, November 13, 2015
10:00 - 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
Renovation
B.
Delegation of Authority to Grant and Accept
Easements and to Approve Minor Capital Projects
IV.
COMMITTEE DISCUSSION
•
Capital Project Planning and Approval Process
(Ms. Sheehy to introduce Ms. Alice J. Raucher; Ms.
Raucher to report)
•
University Real Estate Holdings, 1995-2015
(Ms. Sheehy)
•
Strategic Physical Planning Efforts (Ms. Raucher)
V.
WRITTEN REPORTS
A.
Major Projects Status Report
B.
Buildings and Grounds Committee
FY 2015-2016 Work Plan
4
6
8
10
16
UNIVERSITY OF VIRGINIA
BOARD OF VISITORS AGENDA ITEM SUMMARY
BOARD MEETING:
November 13, 2015
COMMITTEE:
Buildings and Grounds
AGENDA ITEM:
I.
Remarks by the Chair
BACKGROUND: The Committee Chair will provide introductory
remarks and review the Committee’s work plan for FY 2015-2016
(see written report).
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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
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
UNIVERSITY OF VIRGINIA
BOARD OF VISITORS AGENDA ITEM SUMMARY
BOARD MEETING:
November 13, 2015
COMMITTEE:
Buildings and Grounds
AGENDA ITEM:
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 2015. 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
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
UNIVERSITY OF VIRGINIA
BOARD OF VISITORS AGENDA ITEM SUMMARY
BOARD MEETING:
November 13, 2015
COMMITTEE:
Buildings and Grounds
AGENDA ITEM:
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
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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
UNIVERSITY OF VIRGINIA
BOARD OF VISITORS AGENDA ITEM SUMMARY
BOARD MEETING:
November 13, 2015
COMMITTEE:
Buildings and Grounds
AGENDA ITEM:
IV.
ACTION REQUIRED:
None
Committee Discussion
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, 1995-2015
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
WRITTEN REPORTS
Buildings and Grounds Committee
University of Virginia
November 13, 2015
UNIVERSITY OF VIRGINIA
MAJOR PROJECTS STATUS REPORT
OCTOBER 2015
10
MAJOR PROJECTS STATUS REPORT
OCTOBER 2015
11
MAJOR PROJECTS STATUS REPORT
OCTOBER 2015
12
MAJOR PROJECTS STATUS REPORT
OCTOBER 2015
13
MAJOR PROJECTS STATUS REPORT
OCTOBER 2015
14
MAJOR PROJECTS STATUS REPORT
OCTOBER 2015
15
BUILDINGS AND GROUNDS COMMITTEE
FY 2015-2016 WORK PLAN
16
Major Goals for the Buildings and
Grounds Committee to be Initiated in
FY2015-16
• 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.
17
• Examine University policy and assess plans for upper class, onGrounds 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
Key Buildings and Grounds
Committee Agenda Items FY2015-16
Meeting
Action Items
September
2015
•
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
•
•
•
Evaluation of alternative financing
methods for University construction
Real estate discussion
Ivy corridor planning study
Deferred maintenance report
•
Multi-Year capital program update
•
•
Ivy corridor planning study
Jeffersonian Grounds Initiative
•
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November
2015
•
•
•
February
2016
June 2016
Reports*
•
•
•
•
•
2014-15 Sustainability Report
2014-15 University Building Official Report
Growth around Grounds, 1995-2015
Status of projects in construction, design,
and planning
Jeffersonian Grounds Initiative
Pavilion occupancy status
University real estate holdings, 1995-2015
Major capital project planning and
approval process
Ivy corridor planning study
Brandon Avenue planning study
* 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.
2