UNIVERSITY OF VIRGINIA
BOARD OF VISITORS
MEETING OF THE
BUILDINGS AND GROUNDS
COMMITTEE
SEPTEMBER 18, 2015
BUILDINGS AND GROUNDS COMMITTEE
Friday, September 18, 2015
10:00 - 11:00 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 AND INTRODUCTION OF MS. ALICE J.
RAUCHER, ARCHITECT FOR THE UNIVERSITY
II.
CONSENT AGENDA (Ms. Sheehy)
A.
Easement Request from the City of Charlottesville
for Installation of Electrical Facilities on 11th
Street
B.
Concept, Site, and Design: Blandy Experimental
Farm Greenhouse Replacement and Residential Housing
Expansion Project
1
3
III. COMMITTEE DISCUSSION
6

Highlights of the 2014-15 Sustainability Report
(Ms. Sheehy to introduce Mr. Mark A. White;
Mr. White to report)

Growth around Grounds, 1995-2015; Status of Projects
in Construction, Design, and Planning

Jeffersonian Grounds Initiative

Preview of topics for discussion in November
(Ms. Sheehy to introduce Ms. Alice J. Raucher;
Ms. Raucher to report)
IV.
MISCELLANEOUS BUILDINGS AND GROUNDS REPORTS
(Written Reports)
A.
Major Projects Status Report, Future Design Actions 8
and Planning Studies
B.
2014-15 University Building Official Annual Report 14
C.
Pavilion Occupancy Status
32
D.
Post-Occupancy Evaluations
(Lile-Maupin House, Shannon House, TuttleDunnington House)
33
UNIVERSITY OF VIRGINIA
BOARD OF VISITORS CONSENT AGENDA
II.A. Easement Request from the City of Charlottesville for
Installation of Electrical Facilities on 11th Street
BACKGROUND: The Clinical Laboratory (Core Lab) is the primary
pathological testing facility for the Medical Center, and
operates 24 hours per day testing and evaluating samples.
Pneumatic tubes, installed underground, transfer samples to and
from the U.Va. Hospital. Like many other facilities at the
University, back-up emergency power is critical for on-going
operations. The Core Lab is currently served by a back-up
generator, but due to new construction on an adjacent parcel by
an outside developer the Lab is at risk for generator exhaust
fumes entering through fresh air intakes located on the roof.
DISCUSSION: The preferred solution to prevent the intake of
generator fumes is to locate a replacement generator farther
down 11th Street at a site where a number of generators are
currently installed. The plan is to purchase a larger generator
that will serve not only the Core Lab but other facilities as
well. The relocation will require an easement from the City of
Charlottesville to provide for the installation of the various
wires and equipment to connect the generator to the Core Lab.
ACTION REQUIRED: Approval by the Buildings and Grounds
Committee and by the Board of Visitors
ACCEPTANCE OF AN EASEMENT FROM THE CITY OF CHARLOTTESVILLE FOR
THE INSTALLATION OF ELECTRICAL FACILITIES ON 11TH STREET
RESOLVED, the acceptance of an easement from the City of
Charlottesville to facilitate the installation of electrical
infrastructure required for the relocation of an emergency
generator is approved; and
1
RESOLVED FURTHER, that the Executive Vice President and
Chief Operating Officer is authorized, on behalf of the
University, to approve and execute a deed of easement and
related documents, to approve revisions to the route (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
RESOLVED FURTHER, that 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.
2
II.B. Concept, Site, and Design: Blandy Experimental Farm
Greenhouse Replacement and Residential Housing Expansion Project
PROJECT BUDGET:
$1,573,000
BACKGROUND: To meet current and future research needs, Blandy
Experimental Farm needs to replace an aging research greenhouse
and construct two additional residential cottages. Both
projects are consistent with Blandy’s 2011 Master Plan and
project design guidelines.
Greenhouse Replacement (project cost $923,000)
The existing greenhouse is in poor condition and inadequate
for current research needs. The proposed new greenhouse
facility will be a four bay 2,000 SF greenhouse with brick base
and a 500 square feet board and batten head house with standing
seam metal roof. The greenhouse is designed to provide another
four bay 2,000 square feet expansion in the future. The
department was recently awarded a $335,000 grant from the NSF to
partially support construction of the new greenhouse.
Residential Housing Expansion (project cost $650,000)
Additional residential cottages are needed to accommodate
visiting researchers to Blandy. The location for the two
proposed cottages is adjacent to two residential cottages that
were completed in 1998. The new cottages will be similar in
design to the existing cottages: each approximately 1,300 square
feet with board and batten siding, a standing seam metal roof,
two bedrooms, two baths, a kitchen, combined living and eating
area, and a large screened porch.
The design team, led by Train Architects, in collaboration
with the Office of the Architect has developed the concept,
site, and schematic design. The graphics and photos on the
following pages reflect the site and architecture of the new
buildings.
ACTION REQUIRED:
Committee
Approval by the Buildings and Grounds
CONCEPT, SITE, AND DESIGN FOR BLANDY EXPERIMENTAL FARM
GREENHOUSE REPLACEMENT AND RESIDENTIAL HOUSING EXPANSION PROJECT
RESOLVED, the concept, site, and design for the greenhouse
replacement and residential housing expansion at Blandy
Experimental Farm are approved for further development and
construction.
3
Location
Project Site Locations
4
Housing Site Plan
(proposed new cottages designed in same style and layout)
Greenhouse Site Plan
5
UNIVERSITY OF VIRGINIA
BOARD OF VISITORS AGENDA ITEM SUMMARY
BOARD MEETING:
September 18, 2015
COMMITTEE:
Buildings and Grounds
AGENDA ITEM:
III.
ACTION REQUIRED:
None
Committee Discussion
Highlights of the 2014-15 Sustainability Report
Ms. Sheehy will introduce Mr. Mark A. White, Associate
Professor of Commerce and Co-Chair of the Committee on
Sustainability, who will highlight major accomplishments during
2014-15 in advancing the University’s commitment to
sustainability. We shared with you a hard copy of the annual
report in advance of this mailing.
Growth around Grounds, 1995-2015; Status of Projects in
Construction, Design, and Planning
To help orient new committee members Ms. Sheehy will review
growth of the Grounds over the last 20 years and highlight
projects currently in construction, in design, and in planning.
This information forms a base from which the committee will
consider future land use planning and capital projects.
Jeffersonian Grounds Initiative (JGI)
Ms. Sheehy will review with the Committee the priorities
and objectives of the Jeffersonian Grounds Initiative (JGI) to
repair, restore, and renovate the buildings and Grounds of the
Academical Village; and provide an update on the current work
and progress made to date. Additional information on the JGI is
available at http://giving.virginia.edu/jgi/.
Preview of topics for discussion in November
Ms. Sheehy will introduce Ms. Alice J. Raucher, Architect
for the University, who will guide a discussion on potential
topics of interest for future meetings of the Buildings and
Grounds Committee.
6
MISCELLANEOUS REPORTS
Buildings and Grounds Committee
University of Virginia
September 18, 2015
8
MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES
AUGUST 2015
9
MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES
AUGUST 2015
10
MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES
AUGUST 2015
11
MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES
AUGUST 2015
12
MAJOR PROJECTS STATUS REPORT, FUTURE DESIGN ACTIONS AND PLANNING STUDIES
AUGUST 2015
13
University
Building Official
Annual Report
Annual Report
July 2014 – June 2015
Elaine B. Gall, P.E., CBO
University Building Official
14
INTRODUCTORY INFORMATION
The Office of the University Building Official (OUBO) consists of professional
engineers, licensed architects, and certified code officials dedicated to
ensuring that buildings at the University of Virginia are compliant with state
and federal regulations as well as the University’s Facility Design Guidelines.
OUBO utilizes highly trained staff to evaluate the complex structures required
by the University to achieve its mission. This includes modern health care
facilities and a teaching hospital, large places of assembly, student housing,
medical and engineering research, academic buildings, and historically
significant structures and grounds. Engineers who specialize in structures,
fire protection, electrical and mechanical systems are joined by architects
with expertise in both modern and historic construction materials and
methods.
OUBO staff reviews construction documents, issues building permits,
performs inspections, and provides knowledgeable technical assistance in
support of building construction and renovation. Reviews and inspections are
based on state regulations governing health and safety as well as federal
standards for accessibility and the UVA Facility Design Guidelines. The office
is led by University Building Official Elaine Gall.
The Office of the University Building Official was formed in 2006 as part of
the management agreement between the University and the Commonwealth
of Virginia under the Higher Education Restructuring Act. As such, the
University Building Official reports solely and directly to the University’s
Board of Visitors.
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REPORT SUMMARY
The following report details work performed and goals achieved by the Office
of the University Building Official from July 1, 2014 to June 30, 2015. The
report contains:
 Summaries of work including:
o Plans reviewed
o Building permits issued
o Major project inspections and completions
 Results of 2014-2015 Organizational Goals
 2015-2016 Organizational Goals
 Additional OUBO staff activities in support of the University
 OUBO staff biographies.
16
PLANS REVIEWED
The Office of the University Building Official reviewed 652 submittals in 20142015 which is an increase of nearly 20% over last year. Much of this growth
is related to the increase in numbers of small projects. In addition, there is a
growing trend for projects to have multiple addenda issued after a project
has gotten under way to allow changes to occur during construction. The
numbers of submittals break down amongst our major categories as follows:
Academic:
Athletics:
Health:
Housing:
UVa Wise:
Others:
365
5
217
22
5
38
The “Plans Reviewed” chart that follows illustrates data from six continuous
years. Only 2011-2012 had a comparably high number with those of this
reporting year. Despite the record number of submittals, OUBO successfully
met or beat desired turnaround times for 99% of all submittals. This is
largely due to new efficiencies that have been put into place in the last three
years.
Plans Reviewed
700
600
Others
500
Wise
400
Housing
300
Health
Athletics
Academic
200
100
0
17
This year marked a year of transition as Virginia adopted new codes in July
2014. The state allowed projects under construction or developed through
preliminary design to stay under previous codes while all others had to be
reviewed and inspected under the new code. In addition, Virginia now
requires all renovations to be handled under the Virginia Rehabilitation Code.
This new requirement resulted in a great deal of training and study by both
OUBO staff and our clients.
Staff also confirms that projects are built to meet the University’s Facility
Design Guidelines so that new buildings are of appropriate quality and energy
efficiency. To achieve these goals, OUBO staff reviews drawings, offers
technical expertise, and performs onsite inspections in order to verify that
designs and construction meet these standards. When compliance with such
requirements is infeasible, OUBO provides assistance in developing
alternatives.
18
BUILDING PERMITS
OUBO issued 280 building permits in the 2014-2015 fiscal year which
equates to an 18% increase. In addition to construction and renovations,
OUBO also issued permits for temporary stages, bleachers, and modular
structures such as the type used for the temporary Public Safety Substation
and for catering at Scott Stadium. Permits issued during 2014-2015
included:
Academic:
Athletics:
Health:
Housing:
UVa Wise:
Others:
142
8
82
16
0
32
The chart that follows shows how the number of permits issued this year
compares with that of previous years. Similar to plans reviewed, we issued
more permits in 2014-2015 than in any preceding year.
Once permits are issued, OUBO staff members are on the construction sites
regularly to confirm proper installation and operation of various engineered
systems. Staff performs such tasks as riding on top of elevators to inspect
elevator shafts, testing fire suppression and fire alarm systems, measuring
accessibility features, checking electrical systems and evaluating egress
components. OUBO also provides guidance and recommendations to project
teams based on past experiences and lessons learned.
Building Permits Issued
300
250
Others
Wise
Housing
Health
Athletics
Academic
200
150
100
50
0
19
PROJECTS COMPLETED:
OUBO performed numerous inspections leading up to the approval for
occupancy/reoccupancy of 97 projects. We also issued Temporary
Occupancy approvals for 15 buildings to be used as emergency evacuation
shelters during outdoor events. Major projects approved this year include:
Battle Building
Carruthers Data Center Upfit
Corner Building Renovations
Gooch-Dillard Renovations - Phase 1
Gross Anatomy Lab Renovations
Landers Lab
McLeod Hall Renewal - final phase and closeout
New Cabell Hall Renewal - final phase, courtyard, and closeout
O’Neil Hall Renewal
Old Jordan Hall Biomedical Research Lab
Public Safety Substation Mobile Unit
Radiology Department Renovations – final phase and closeout
Ruffner Hall Renewal
Winston-Ely Health and Wellness Center (Wise)
20
ADDITIONAL STAFF DUTIES AND OUTREACH
The newest Facility Design Guidelines were developed by OUBO and released
in November 2014. Rather than simply changing a few sections as needed,
we embarked on a complete rewrite and evaluation of every requirement to
determine if the requirement was still applicable and necessary. The result is
a document that is much improved and reduced in size by 45%. The next
major edit is planned to correspond with the adoption of new state codes in
2017. Until then, minor updates will be made as needed to reflect advances
in technology, materials, and construction methods.
OUBO also worked to proactively reach out to our customers and colleagues
this year. The purpose of some sessions were to provide education while
others were to dialog and gain insight on our customers’ needs.
Presentations were made to FM Directors, Business Operations, Facilities
Planning and Construction Spark Sessions, and Energy and Utilities staff.
OUBO also partnered with Facilities Management Project Services team to
visit with stakeholders on Grounds involved with construction and
renovations. The purpose of these meetings was to get to know University
representatives better and to gather information which can help us to further
improve our services.
During 2014-2015, OUBO staff members were involved in a number of
special committees and projects, providing expertise and active engagement
with UVa inter-departmental technical committees related to accessibility,
HVAC systems, sustainability, fire protection, and electrical safety. In
addition, staff frequently provides technical assistance to fire marshals for
both the Health System and Environmental Health and Safety. Staff
participated in a statewide adhoc committee to find more reasonable
approaches to research laboratories than the industrial standards currently
used by the state.
Mutually beneficial relationships with local and state officials have been
developed and maintained. The Charlottesville Fire Department is regularly
consulted to ensure that acceptable provisions are made for emergency
access to UVa buildings. We also maintain good working relationships with
building officials from Charlottesville, Albemarle County, Virginia Tech, and
members of the local Virginia Building and Code Officials Association.
Perhaps our most important achievement of the year was the attainment of
Certified Building Official (CBO) status by Benjamin Hays, Ronald Herfurth,
and Katherine Grove. This brings the total number of CBO certified
individuals to six, up from just one only 18 months ago. Scott Clough
achieved Electrical Plan Review certification as well. Certifications offer
OUBO flexibility in succession planning as well as cross-training which assists
us with continuation of services. All staff members have listed their
certifications in biographies at the end of this report.
21
FY2014-15 ORGANIZATIONAL GOALS RESULTS
Goal 1: Proactively Seek Customer Feedback through New Outreach
Surveys
Goal 1 is being achieved through a series of one-on-one meetings with our
customers. Originally our plan for achieving this goal involved the
development of surveys similar to those used in 2012. However, an
opportunity arose to partner with FM Project Services in a series of
Stakeholders’ Meetings to meet individually with each separate school and
business unit at UVa. These meetings have provided us the chance to
personally share information about OUBO services and tools available to
shorten the approval process. More importantly, the Stakeholders’ Meetings
have given us the opportunity to ask for feedback and areas for
improvements. By September 2015, we will have met with representatives
from all UVa stakeholders who utilize our services. Insight gained from
meetings we’ve held thus far has already served to inform current decisions
and future goals.
Goal 2: Extend Technical Outreach
The purpose of Goal 2 was to continue OUBO’s focus on being more proactive
in providing our customers with assistance, knowledge, and resources to
minimize urgent needs or avoidable mistakes. OUBO staff members are each
highly trained in construction, codes, and their individual areas of expertise.
Thus we were able to provide a variety of learning opportunities for our
clients, students, and other officials throughout the state. Programs
provided this year included:
1. Significant Code Changes - FM Facilities, Planning, and Construction
employees.
2. Mechanical and Plumbing Concerns to Look For During Inspections –
FM Building Maintenance Inspectors. Similarly, educational sessions
were also held regarding Structural Concerns and Electrical Concerns.
3. Rotunda Structural Systems – International Construction History
Conference. Also locally to visiting Johns Hopkins students and to
Rotunda contractors.
4. Applying New Codes to a Historical Structure at the Rotunda – Annual
State Meeting of the Virginia Building and Code Officials Association.
Also, Fire Extinguisher Requirements for New Buildings to the local
chapter of the Virginia Building and Code Officials Association.
5. Structural Design Analysis – two semesters providing classes to UVa
students as substitute for a professor on sabbatical from the UVa
School of Architecture.
22
Goal 2 also entailed ensuring that OUBO’s web page was kept up to date with
timely information provided which has been accomplished through
collaboration with the Facilities Management Webmaster.
Goal 3: Provide Specialized Technical Services
Goal 3 was listed as a “Stretch Goal” meaning that we knew it would be a
challenge but that we wanted to pursue it. Significant progress has recently
been made towards restructuring administrative duties and improving
administrative services to our clients. Through cooperation with FM Facilities
Planning and Construction, we have greatly expanded the administrative
services provided to us from an existing FP&C employee. This person is now
performing administrative functions previously performed by technical staff
including adding OUBO Approval Stamps to plans and preparing memoranda
documenting project closeout approvals. This person will also serve as our
primary customer service representative, initiating communication with
customers early in project development to inform them of resources and
contact persons. She is also being trained to serve as our Gatekeeper after
which she will check submittals to ensure all necessary information has been
submitted prior to delivery to reviewers. This will minimize delays caused by
incomplete submittals.
Staff has also worked to develop tools to assist clients with both simple and
highly technical tasks. This includes guidelines for filling out temporary stage
permits and how to apply the International Existing Building Code to small
projects.
In addition to providing formal educational programs described in Goal 2,
OUBO employees also lent their expertise to the University and the
community through participation on various committees including:
1. Green Building Standards Working Group
2. Environmental Stewardship Subcommittee to the UVa Committee on
Sustainability
3. UVa Water Reduction Goal Task Force
4. Student/Staff Water Working Group (staff member serves as co-chair)
5. UVa Fire and Life Safety Committee
6. UVa Accessibility Committee
23
Goal 4: Strive for Continued Process Simplification and
Organizational Excellence
Goal 4 is an ongoing process as OUBO continuously strives for ways to
improve our efficiency and the service provided to our customers throughout
the approval process.
OUBO continues to collect critical construction type and use group
information on existing buildings. This information saves both OUBO and our
clients time in development of projects and when filling out building permits.
While we have worked towards having a single location where clients can
submit plans, response comments, and building permits, this has been more
complicated than anticipated due to the need for plans to be submitted to the
FM Geospatial Resource Center. The University Building Official is actively
working with the FM Geospatial Manager to jointly seek out a program that
can permanently store required information as prescribed by the Virginia
Uniform Statewide Building Code with UVa’s permanent geospatial
information. This program can also be used to process and track building
permits.
Goal 5: Improve Professional Work Environment
OUBO’s office area is now an efficient and professional workspace with
upgrades completed in February 2015. With the ever increasing numbers of
submittals, new systems were needed for workflow and storage. Custom
cabinets were designed by staff to arrange for the unique storage challenges
of construction drawings. All staff members now have two computer
monitors to better serve the need for simultaneous study of documents and
codes. With an eye towards sustainability, improved monitors for the
purpose of reviewing small projects electronically dramatically reduced paper
printing for non-capital projects. One staff member is testing a new large
screen with high resolution with an eye towards going paperless for most if
not all future plan reviews.
24
FY2015-16 ORGANIZATIONAL GOALS
Goal
Desired Steps
To achieve Goal 1:
Goal 1: Proactively Seek Customer
Feedback Through Continued
Customer Outreach and Surveys
1. Continue Stakeholders' Meetings in Partnership with FM
Project Services.
2. Develop plan review customer feedback questionnaire.
3. Implement survey, and then analyze feedback received
for use in developing 2016-2017 Organizational Goals.
To achieve Goal 2:
Goal 2: Extend Outreach to Focus on
Proactive Customer Assistance and
Problem Solving
1. Identify at least 3 key areas where proactive education
will benefit clients. Develop and implement strategies to
address those areas.
2. Each OUBO staff member will develop and present at
least one educational program.
To achieve Goal 3:
Goal 3: Provide Specialized Technical
Services To More Fully Protect the
University's Resources and Heritage.
Utilize Unique Expertise to Assist
Other Departments and Resolve
Complex Issues.
1. Improve OUBO staff concentration on services not
related to plan review. Develop formal program to
increase employee time spent out of the office interacting
with customers and other UVA Departments
2. Utilize extensive in-house expertise to help protect the
University's unique resources. Support the primary
purpose of the University by being involved with
interdepartmental committees and proactively seeking
opportunities to exchange information with other
departments.
3. Participate in local, state, and national organizations and
conferences to stay abreast of changing technologies and
industry standards.
25
Goal 4: Strive for Continued Process
Simplification and Organizational
Excellence, Concentrating on
Improved Automation
To achieve Goal 4: 1. Consolidate location where clients
send plan review requests, response comments, and
building permit requests into a single email address.2.
Work in partnership with Jennifer Heckman to implement
a records repository that complies with the VUSBC and an
automated building permit system.
To achieve Goal 5:
Goal 5: Automation of Inspection
Requests and Tracking
1. Develop process for each reviewer to mark which
inspections they need for each project and to share this
information with client at the beginning of each project.
2. Automate inspections tracking.
26
UNIVERSITY BUILDING OFFICIAL STAFF
ELAINE GALL, PE, CBO, CFO
University Building Official
B.S. Mechanical Engineering, Virginia Tech
M.E. Fire Protection Engineering, University of Maryland
Elaine was appointed University Building Official in 2009. She joined the
University of Virginia in 2006, serving first as Senior Fire Protection Engineer.
Prior to joining UVa, Elaine served in the Virginia State Fire Marshal’s Office
as Regional Engineer for a 20 county area in Western and Central Virginia.
She also served as Building Commissioner for Roanoke County. Elaine has
30 years of professional experience in construction, code enforcement, and
fire protection engineering. She has been actively involved in code
development on both the state and national levels throughout her career.
Elaine’s current role involves the administration of Office of the University
Building Official, including the code compliance program for all construction
projects at UVa. This includes UVa College at Wise, Blandy Farm, and UVa’s
various other properties throughout the state. She is also actively involved
in inspections and provides technical guidance to staff and clients.
Elaine is a registered Professional Engineer and is a Certified Building Official.
She is also a Certified Fire Official and holds certifications in Mechanical,
Building, and Fire Code Plan Review and Inspections. She is a member of
the Virginia Building and Code Officials Association and the Virginia Fire
Prevention Association where she serves as First Vice-President and Chair of
the Education Committee. Elaine also served as a Governor-appointed
member of the Virginia Fire Services Board for four years and represented
that Board as a member of the Virginia Board of Housing and Community
Development for two years. Elaine currently participates on the Virginia
Building and Code Officials’ Building Code Committee and the Virginia Fire
Services Board Code Committee.
ROBERT WAITE, AIA, CBO
Review Unit Managing Architect
B.S. Architecture, University of Virginia
Bob joined OUBO as Senior Review Architect in December 2008. He has over
25 years of professional experience in architectural design, project
management and code compliance inspections. He has experience in all types
of building uses including health care facilities, residential and dining
facilities, athletic facilities and classroom and laboratory facilities.
27
At OUBO, Bob is responsible for the Review Unit. As such, he supervises
plan reviewers and coordinates all plan reviews, distributing comments and
subsequent assistance to customers. He coordinates with Project Managers
and helps them schedule the reviews for their projects. He also assigns the
processing of all building permits. He provides ADA compliance inspections
and expertise when needed and assists in reviews for architectural code
compliance, constructability, ADA compliance, and compliance with UVa’s
Facility Design Guidelines. Finally, he assists the University Building Official
on an as-needed basis and acts on her behalf when she is on leave.
Since serving with the US Army as a 1st Lieutenant with the 101st Airborne
Division in the Republic of Vietnam, Bob has become a registered
Professional Architect in Virginia and is a member of the American Institute
of Architects. He also holds certifications with the Virginia Department of
Housing and Community Development as a Residential Building Inspector
and a Combination Building Plans Examiner.
RONALD HERFURTH, PE, CBO
Senior Mechanical Engineer
B.S. Mechanical Engineering, Virginia Tech
Ron joined OUBO as Senior Mechanical Engineer in 1991. He joined the
University of Virginia in 1988. At OUBO he reviews mechanical and plumbing
plans and specifications and participates in inspections of mechanical and
plumbing systems. He also serves as in-house consultant for mechanical
systems and value management studies. He also serves as Chairman of the
interdepartmental Facilities Management HVAC Committee and is a member
of American Society of Heating Refrigeration and Air-Conditioning Engineers.
Ron is a registered Professional Engineer in Virginia and holds DHCD
certification as mechanical plans examiner, plumbing plans examiner,
commercial energy plans examiner, commercial mechanical inspector,
commercial plumbing inspector, and commercial energy inspector. Ron
obtained both energy certifications last year and is one of the first in Virginia
to have done so. This year Ron successfully completed International Code
Council (ICC) and Virginia Certification requirements to become a Certified
Building Official. He also attended the DHCD courses on 2012 Code Changes
and Nonpotable Water Systems.
28
BEN HAYS, PE, CBO, SE, LEED AP
Senior Civil/Structural Engineer
B.S. Civil Engineering, Virginia Tech
M.S. Civil Engineering, Virginia Tech
M.A. Theology, Fuller Seminary
M.A. Architectural History, University of Virginia
Ben joined OUBO as the Senior Civil / Structural Engineer in November 2011.
At OUBO he reviews plans and specifications and conducts inspections
related to civil and structural engineering. Additionally, he provides in-house
consultation for structural engineering related projects and participates in
large-project value management studies. Throughout the past year, he has
helped prepare repair plans for several buildings on the lawn, including the
colonnades and Old Cabell Hall.
Ben has over a dozen years of professional design, management, and review
experience and has worked as a civil and structural engineer on both the east
and west coasts. He holds licenses in both Virginia and California and is also
an ICC certified Commercial Plans Examiner, an ICC certified Commercial
Building Inspector, a LEED Accredited Professional and an ICC and Virginia
Certified Building Official. This last certification was earned over the past
year.
Ben is a member of several professional organizations, including an Associate
Member of the American Society of Civil Engineers (ASCE), a member of the
National Trust for Historic Preservation, a member of the Construction
History Society of America (CHSA) and a member of the Southeast Chapter
of the Society of Architectural Historians (SESAH). During the fall of 2014
and spring 2015, Ben taught the graduate and undergraduate structures
courses in the School of Architecture. Additionally, his ongoing research on
the Guastavino structures at UVa (namely the Rotunda dome and the vaults
in Old Cabell hall) recently won the second Guastavino Biennial. He will travel
to Catalonia Spain this fall to receive this international award.
KATHERINE GROVE, AIA, CBO, LEED AP
Senior Review Architect
B.S. Architecture with Minor in Architectural History, University of Virginia
M.A. Architecture, Syracuse University
Katherine joined OUBO as Senior Review Architect in April 2012. She
provides review, in-house consultation and value-management input for
architectural projects with regard to code and ADA compliance,
29
constructability, and compliance with UVa’s Facilities Design Guidelines. She
also conducts building inspections for code, ADA compliance, and occupancy.
Katherine is a member of UVa’s Environmental Impact Subcommittee where
she co-chairs the Water Working Group. She was also elected to the newly
formed FM Sustainability Council for a 2 year term and is part of the FM
Green Building Standards Working Group.
In 2014 Katherine received Virginia DHCD and ICC certification as a Certified
Building Official and completed training for the Virginia code change update
to VUSBC 2012. In 2015 she completed UVa’s Leadership Prep classes as
well as training in Hazardous Materials and Use of Control Areas. Katherine is
a registered Professional Architect in Virginia and also holds Virginia DHCD
and ICC certified Commercial Building Inspector and Commercial Building
Plans Examiner licenses. Katherine is a member of the American Institute of
Architects (AIA) and is a Leadership in Energy and Environmental Design
(LEED) Accredited Professional.
Katherine has 25 years of professional experience in architectural design
including 15 years as a Director/Project Manager specializing in sustainable
design/consulting and construction of institutional, mixed-use and residential
projects. She was Project Manager for multiple LEED certified Gold and
Platinum projects, has presented at the national AIA and Greenbuild
conventions, and maintains a licensed architectural practice specializing in
sustainable design.
SCOTT CLOUGH, PE, LEED AP
Senior Electrical Engineer
B.S. Electrical Engineering, Purdue University
Scott joined OUBO as Senior Electrical Engineer in January 2014. Prior to
joining UVa, he worked as a Senior Project Manager in Ohio. He has 16
years of engineering experience including consulting, peer review, standards,
and electrical design for education, healthcare, hospitality, and utility
projects. At OUBO, he reviews plans and specifications and participates in
inspections for electrical and fire alarm systems. He also serves as in-house
consultant for electrical systems, lighting, fire alarm, and value management
studies.
Scott is a member of UVa’s Electrical Safety Committee and the FM Green
Building Standards Working Group. He is also a Leadership in Energy and
Environmental Design (LEED) Accredited Professional and a member of the
Institute of Electrical and Electronics Engineers (IEEE).
Scott is a registered Professional Engineer in Virginia and 12 other states. He
is licensed by Virginia DHCD and ICC as a certified Electrical Plans Examiner
30
and Commercial Electrical Inspector. Scott recently completed training for
the Virginia code change update to VUSBC 2012.
DAVID COOPER, CBO
Senior Fire Protection Engineer
David joined OUBO as a Fire Protection Engineer in June 2014 bringing with
him a broad range of valuable code enforcement experience in all areas of
expertise. Prior to joining UVA he spent 10 years as the Building Official for
Fauquier County. He has 28 years of experience in the construction field as a
field inspector, plan reviewer and general code compliance reviewer. His
experience includes field inspections for all building trades, plan review and
oversight of all processes of a County Building Department. Additionally he
has spent several years with The State Fire Marshal’s Office where he
performed construction and general fire safety inspections for existing and
new construction of State owned universities and hospitals. At OUBO his
primary responsibility is plan review and consultation related to fire safety
provisions including fire suppression, egress and fire resistance rated
construction.
David provides valuable proficiency in many areas of code enforcement and
holds an astounding 14 certifications from Virginia Department of Housing
and Community Development including: Certified Building Official, Fire
Protection Plans Examiner, Commercial Plans Examiner, Commercial
Electrical Plans Examiner, Combination Commercial Inspector; which includes
Commercial Building, Electrical, Plumbing, and Mechanical Inspector
Certifications; Combination Residential Inspector; which includes Residential
Building, Electrical, Plumbing and Mechanical Inspector Certifications, Fire
Protection Inspector, Elevator Inspector, and Amusement Device Inspector.
Continuing education is an integral part of staying up to date with changing
codes and requirements and David has completed CEU training in fire
suppression from NFPA as well as training in other job related specialties.
During the past year David has also completed State mandated Building
Code update training for all disciplines to maintain his State of Virginia
certification status.
David is a member of the Virginia Building and Code Officials Association.
31
UNIVERSITY OF VIRGINIA
PAVILION OCCUPANCY STATUS
AS OF AUGUST 31, 2015
Pavilion
Occupants
Assigned
Summer
2015
I
Scott Beardsley
II
Office of the Board of Visitors
and the Office of the Architect
III
Vacant
IV
Larry J. Sabato
V & Annex
Patricia Lampkin
VI
Robert D. Sweeney
VII
Colonnade Club
VIII Upper
Apartment
Available
Summer
2020
Comments
Through the remainder of the
Rotunda renovation
October
2002
Spring
2018
Spring
2008
Fall
2007
August
2018
Fall
2017
John Colley
April
2011
May
2017
VIII Terrace
Apartment
Gerald Warburg
March
2012
March
2017
IX
Dorrie Fontaine
July
2011
July
2016
X
Ian Baucom
Montebello
Craig H. Benson
Sunnyside
Artificial Pancreas Project
Weedon House
Carl P. Zeithaml
Spring 2015 Spring 2020
32
July 2015
June 2020
April
2013
July
2011
December
2015
July
2016
Extended an additional five years in
November 2010, from Spring 2013 to
May 11, 2018
Occupied Pavilion III from Summer
2005 until Spring 2008
University of Virginia
POST OCCUPANCY EVALUATION
Office of the Architect for the University
Residence Halls - Phase III
Lile-Maupin, Shannon, and Tuttle-Dunnington Houses
University of Virginia Office of the Architect
Survey Team Members
Patricia (Trish) Romer
Director of Business and Facilities Services
Housing and Residence Life
Vicki Hawes
Assistant Director for Facilities Services
Housing and Residence Life
Countess Hughes
Assistant Director of Assignments
Housing and Residence Life
Connie Warnock
Assistant University Architect
Office of the University Architect
Jennifer Wise
Office of the University Architect
Linde Groover
Office of the University Architect
“I love the lounge! I think it is a
great space for everyone on the
hall to come together; it really
facilitates community.”
- Student Resident
Introduction
Post Occupancy Evaluations (POEs) are systematic and comprehensive
evaluations of buildings in use from the perspective of the people who use
them. They assess how well buildings match users’ needs and identify ways
to improve building design, performance, and fitness for purpose. The Building & Grounds Committee from the University of Virginia Board of Visitors
approved the implementation of the POE process in 2007 to ensure that
UVA’s building projects are meeting their programmatic and design intent.
The process also supports the University’s Leadership in Energy and Environmental Design (LEED) program by addressing the LEED credit regarding
thermal comfort satisfaction.
POEs provide a range of benefits, from fine tuning new buildings to improving design for future buildings. The “lessons learned” exercise allows for
efficient and cost-effective problem solving for current and future projects:
(1) very often, slight adjustments to building systems and the ways they are
used offer significant benefits; (2) with an understanding of how similar buildings perform in use, mistakes can be avoided and successful design features
capitalized upon when new facilities are designed; and (3) dysfunctional or
seldom-used building features can be eliminated or replaced. The solicitation
of direct, unmediated experiences of building users also provides invaluable
insight for project stakeholders and engenders more collaborative problem
solving from occupants as they define how buildings work for them.
Residence Halls:
Lile-Maupin, Shannon and Tuttle-Dunnington Houses
Lile-Maupin and Tuttle-Dunnington, five story residence halls located in the
Alderman Road Residence area, house 176 first year students and nine
resident staff members each. Shannon houses 192 First Year students.
Residential floors hold two wings of twelve double-occupancy rooms each
and communal bathrooms linked by a shared lounge space and quiet study
room. The first floors incorporate multi-purpose gathering spaces, a laundry
room and study/lounge spaces. Two resident staff are located on each floor
and a senior resident occupies an apartment on the first floor. Shannon’s
first floor also features three classrooms, a computer classroom and a mail
room. The classrooms contain a wide array of audio-visual features, such as
microphones suspended from the ceiling for use if a class is being conducted
online, and coordination between the screen, the projector and the lectern.
Shannon’s mail room serves residents of the Alderman Road housing area.
This new state-of-the-art housing replaced older, outdated and inefficient
residence halls built in the 1960’s with the goal of offering modern amenities and at the same time fostering intimate, secure, close-knit communities,
while accommodating growing numbers of students.
Overall Building Assessment
In the spring and summer of 2015, information for Lile-Maupin, Shannon and
University of Virginia Housing and Residence Life
33
Tuttle-Dunnington was gathered in three forms; a web-based survey was distributed to residents and resident staff in the three buildings. The survey was
issued to 369 current and former Lile-Maupin residents, 401 Shannon residents and 371 Tuttle-Dunnington residents (with 23%, 26% and 28% response
rates, respectively). An assessment by Facilities Management was conducted
and a post-survey focus group meeting was held with Housing Zone Maintenance staff. Survey statistics were compared to surveys for previous residence
hall projects in order to gauge progress. Components addressed include
functionality of bedrooms and common rooms, safety inside and outside the
building, use of outdoor space and common areas, thermal comfort, lighting,
sound privacy, and furniture. Overall the survey results indicated that the buildings were well received by occupants.
•
•
98.7% of Lile-Maupin respondents, 97% of Shannon respondents and
99% of Tuttle-Dunnington respondents have an overall positive impression of the building.
100% of Lile-Maupin qualitative questions have majority positive response rates, with 89% for Shannon and 92% for Tuttle-Dunnington.
These positive overall building satisfaction results have held strong over three
phases of residence hall construction, and include high satisfaction with the
individual function of bedrooms, lounge and study space, and building safety.
Other, smaller concerns center around fan coil units’ effect on thermal comfort,
sound privacy and elevators.
Housing projects differ from other construction projects in that they provide an
opportunity to compare like facilities and carry forward the knowledge gained
into the next projects. Housing and Residence Life and Facilities Planning
and Construction staff form a committed internal team that provides valuable consistency between projects, proactively setting building standards and
keeping them up to date. They track maintenance for each structure and have
developed a process that improves with every building, listening to complaints
as well as praise, and continuing to raise the bar for outstanding residence
facilities.
Summary of Evaluation Findings
This summary reviews reactions, challenges and recommendations for the
project goals’ key survey components. The appendices elaborate on the
survey findings (Appendix B-G) as well as provide data from LEED Certification and Thermal Comfort Questions (Appendix H) and Energy and Emissions
Results (Appendix I).
The vast majority of students surveyed are satisfied with their bedrooms, with
100% of Tuttle-Dunnington residents logging positive feedback. Similarly, a
majority of respondents gave a positive assessment of the lounge and study
areas. When asked about the frequency with which they used the common
spaces, 68-74% indicated that they use the commons, 79-82% use the study
rooms and 80-88% use the floor lounges. “The windows make it super loud,
but I still love (the Commons)! Love the natural light and the view. It’s a perfect
gathering space,” writes one Lile-Maupin resident. Students surveyed use the
outdoor space around the buildings for recreation and socializing as well as for
study.
Security does not appear to be an issue in this group of residence halls. The
clear majority of survey respondents feel safe inside the buildings and in
the grounds around them. Each building employs an electronic exterior lock
system; all doors have card readers for security and access control and the
exterior is well lit. All bedroom door locks are dual credential, requiring both
a swipe card and pin number for entry. These features are singled out by respondents among the reasons they feel safe.
FROM TOP: Ayer Saint Gross; University of Virginia Housing
and Residence Life; Ayer Saint Gross
34
Summary of Evaluation Findings, Cont’d
The air quality within the buildings received a majority of favorable or neutral
responses. However, bedrooms received both the highest negative response
rate and the lowest positive response rate for temperature and air quality. Students expressed dissatisfaction with temperature control with negative response ratings ranging from 18% to 23%. 27-29% of Lile-Maupin and
Shannon residents and 17% of Tuttle-Dunnington residents reported that the
temperature interfered with their use of the rooms, which are reported to be
excessively hot during the winter. 13-17% of Shannon and Tuttle-Dunnington
respondents and 26% of Lile-Maupin respondents were dissatisfied with the
air quality in their bedrooms; students responding negatively also indicate that
they want more flexibility of control. The HVAC system is intentionally set to
allow students to adjust thermostats within a few degrees for individual rooms
and is an important tool for energy conservation. Maintenance staff point to the
adjustability of the HVAC system as a positive aspect of the building. However,
comparison with past surveys indicates a downward trend in thermal comfort
satisfaction levels.
There is a suspected correlation between thermal dissatisfaction and persistent systematic problems with the fan coil units in all three buildings, which
appear unique to these residential projects and to previous systems by the
manufacturer, Trane. Trane is standing by the project, continuing to eliminate
potential causes in an ongoing effort to solve and fix the problem. The warranty has been extended while they work. RECOMMENDATION: The University
will continue working with Trane on the fan coil units until the issue is resolved.
Housing and Residence Life staff will continue to monitor satisfaction levels,
repeating thermal comfort surveys with residents until the problem is resolved
and thermal satisfaction feedback reflects its resolution.
The thermal comfort verification credit for the U.S. Green Building Council’s
(USGBC) LEED certification program stipulates that a corrective action plan
be developed if more than 20% of the occupants are dissatisfied with the
building’s thermal comfort. More than 20% of the Lile-Maupin House and
Shannon House student respondents indicate that they are dissatisfied with
the temperature and temperature control settings. Therefore Facilities Management is investigating and developing a written plan.
Acoustic privacy is a particular concern for students. 31.9% of Tuttle-Dunnington residents, 37.6% of Shannon residents and 42% of Lile-Maupin residents
are dissatisfied with sound privacy, reporting that noise from the hallways and
adjacent rooms carries into the bedrooms and study rooms. Sound is less
of an issue in floor lounges and common rooms. Multiple steps have been
taken by Housing and Residence Life and Facilities Planning and Construction to address sound privacy in newer residence halls, including insulation,
double gypsum board demising walls, running walls all the way up to the deck,
gaskets on doors, integral door sweeps and carpeted rooms and hallways. In
spite of these improvements, survey responses indicate a drop in satisfaction
with sound control from Phase I to Phase III construction. Housing and Residence Life staff has concluded that the acoustical problem may lie in the duct
thermal transfer system. Ducts for make-up air were installed directly opposite
each other in individual spaces in some cases, causing some amplification of
sound. RECOMMENDATION: Housing has addressed complaints of sound
problems by requesting that going forward, make-up air ducts should be offset
from each other. Some sound issues may also be occupant and behavior related and not unusual for a large group of college students living communally.
The design for Lile-Maupin includes large glazing areas, which brings in more
natural light. Energy efficient interior lighting technology is employed. Lights
FROM TOP: University of Virginia Housing and Residence Life;
Andrew Shurtleff - Daily Progress
35
Summary of Evaluation Findings, Cont’d
are controlled by motion sensors. While students were happy with the lighting itself, some expressed frustration with the
light occupancy sensors, particularly those located in their bedrooms. Bedroom lights are programmed not to respond to
the movement of students turning over, which would require students to climb down from lofted or bunked beds to turn
them off again. Students who are still in their beds are frustrated when their lights turn off while they’re reading, but this
setting is designed to prevent the lights from disturbing their sleep. One Lile-Maupin responded points out, however, that
“the lights that go off after a period of time annoyed me at first and took getting used to, but I like that they do go off in
case I forget when I leave. The fact that I get to choose which side of lights to turn on and the brightness is amazing – so
helpful in the mornings with roommates.”
The furniture, which was tested and selected by students at a vendor fair, received high positive ratings for bedrooms and
common areas. Says one respondent, “It’s simple, comfortable, and there’s plenty of it. Thumbs up.” RECOMMENDATION: Housing and Residence Life staff noted that students have difficulty plugging in cell phones, laptops or alarm clocks
in lofted beds, because the power outlets are too low for charge cords to reach them. In response, they have requested
that future projects include power outlets and USB ports coordinated with furniture and placed at adequate height.
While overall feedback from students was positive, the most common complaints to be found in survey are comments pertaining to the dearth of water fountains, which are located only on the first floor. However, a conscious decision was made
to limit water fountains to the first floor due to problems with improper use in other residence halls. Bottle filling stations
have been added to other floors, to address the issue.
Most deficiencies have been resolved from a maintenance perspective. Facilities Management Maintenance staff view
all three residence halls favorably, reporting that the general atmosphere of the buildings is positive and the mechanical
rooms are sizable and well laid out. They are not maintenance intensive. However, in addition to the fan coil units, problems persist with the elevators. Among the service people who also work on other elevators, the perception is that there
are service issues and complications with this manufacturer’s proprietary system. RECOMMENDATION: Facilities Management is conducting a study of all elevators on grounds, with diagnostics and analysis, to be completed by Fall of 2015.
Lile-Maupin, Shannon and Tuttle-Dunnington Houses were planned and designed to address student comfort, convenience and safety and to support the University’s sustainability goals. Achievement of these goals is evident in each phase
of new residence halls, as staff work to make every building a full, rich and satisfying living experience for its student
residents.
Andrew Shurtleff - Daily Progress
36
APPENDIX A: Distribution List
Doug DeMuth - Maintenance and Housekeeping Supervisor, Facilities Management
James Dowell - Elevator Maintenance Supervisor, Facilities Management
Elaine Gall- University Building Official, Office of the Board of Visitors
Cheryl Gomez - Director of Operations, Facilities Management
Linde Groover - Office of the University Architect
Vicki Hawes - Assistant Director for Facilities Services, Housing and Residence Life
Countess Hughes - Assistant Director of Assignments, Housing and Residence Life
Mary Hughes - University Landscape Architect, Office of the University Architect
Dean James - Trades Utility Senior Worker, Facilities Management
Richard Kovatch - Associate Vice President for Business Operations
Shaun McCready - Maintenance Programs Manager, Facilities Management
Michael Payne - Assistant Director for Maintenance, Facilities Management
Gay Perez - Associate Dean of Students, Executive Director of Housing and Residence Life
Patricia (Trish) Romer - Director of Business and Facilities Services, Housing and Residence Life
Anthony Santana - Housing Zone Superintendent, Facilities Management
Don Sundgren - Chief Facilities Officer, Facilities Management
Andrea Trimble - Sustainability Director, Facilities Management
Michael Vernon - Trades Utility Senior Worker, Facilities Management
Connie Warnock - Assistant University Architect, Office of the University Architect
D. Mark Webb - Associate Director for Work Management, Facilities Management
Jennifer Wise - Office of the University Architect
37