UTIA Space Committee Minutes December 4, 2012 301 Morgan Hall ...

UTIA Space Committee MinutesDecember 4, 2012301 Morgan HallAttendees: Steve Glafenhein, Chairman, Dr. Mike Davidson, Dr. Steve Oliver, Dr. John Stier, Dr. RobertBurns, Dr. Larry Wilson, Joe Cagle and Judy Bell.Mr. Glafenhein gave update on Animal / Food Sciences Building. Fire Marshall went through last weekand issued a temporary CO. The furniture is being delivered now.Update on Ellington programming. The consultants met with Chancellor Arrington and Deans to discuss,review and identify surge space. Programmers should have a document for review by the end ofJanuary or early February.Old Business:Discussed and agreed the Appeal by Dr. Beyl (Addendum 1) and the response by Dr. Arrington(Addendum 2) were to be entered into the minutes.New Business:1. Request from Dr. Beyl to add 203 Morgan Hall to 202 Morgan Hall for the Director of Advising.After discussion of this it was determined to table this request until after visiting with SteveSutton as 203 is in the State 4‐H suite.2. Request from Dr. Eric Drumm about space for 2 ORNL Research Engineers that will be in BESS.After discussion, the committee agreed to ask Dr. Drumm to the next meeting to give clarity tothis request.3. Request from Dr. Eric Drumm for Sean Schaeffer to be assigned to 208 PBB .After discussion, motion was made by Dr. Robert Burns to assign 208 PBB to Dr. Schaeffer 2 nd byDr. Steve Oliver and Motion was approved.4. Request from Dr. Auge to assign McCord 56 or 57 to Dr. Neal Stewart and assign PBB 203 andhalf of PBB 202 to new Molecular hire.Committee tabled this request to collect more information.5. Dr. Trigiano request Dr. Oliver’s Lab in McCord.Request was tabled.Committee had no further business meeting was adjourned.

Addendum 1November 2012Steve Glafenhein105 Morgan HallCAMPUSDear Mr. Glafenhein,We appreciate the opportunity to work with the Space Committee as per UTIA policy to locate andassign suitable office space to Brent Lamons, our new Director of Advising, beginning since well beforehis arrival in August. Currently, he is housed temporarily in Room 109 of Morgan Hall. As per policy, werequested office space for him with the following requirements:The office must be located in Morgan Hall to be close proximity with the rest of the dean’sstudent support staff and the dean’s office. It should also be a highly visible office so it caneasily be found by students and parentsThere be sufficient space for him to meet with students and parents of studentsThe office must have sufficient space to contain student records and filesThe office must be able to be secured to ensure that student records are kept privateIn spite of there being office areas that have been and currently are still vacant, such as the space in 227and 227B that are quite suitable, on 26 October the space committee assigned the office located inRoom 202 for Dr. Lamons. Dr. Lamon’s appointment, as are the rest of the CASNR dean’s full‐time staff,has priority 1b status as described in the UTIA space policy and procedures, page 3, paragraph 1. Thesmall size and irregular shape of the room inhibit reasonable accommodation for students and parentsand related needs such as student record storage. In addition, though the space may be suitable forshort‐term use by part‐time and/or temporary employees (e.g., graduate students), extensiverenovation would be needed to provide even minimally adequate ventilation before being suitable foruse by a full‐time, permanent resident employee.When Dr. Stier indicated to the committee that this solution was not adequate, suggestions were madethat we put Brent Lamons in either the office area used by Tammy Pass or Angie Berry and move one ofthem to the reception space in the entry for the dean’s office. This clearly violates their needs forsecure records as required by federal policy. Another suggestion was made that Leann McElhaney andall her financial records be moved to room 202, which is also not practical or feasible for the same

easons identified above. The committee then suggested that the CASNR ambassador space outside ofthe offices in Room 201 be used for Brent Lamons, but the need for privacy and adherence to FERPAguidelines during consultations with students needing assistance cannot be accommodated by thissuggestion and cohabitation of the space by both the Director of Advising and the 20+ agriculturalambassadors is neither practical nor feasible. CASNR has a resident student population ofapproximately 1200 students: the mission of, and the type of student support provided by, the Collegerequires adequate reception space for currently enrolled and potential students who have expectationsand needs for being properly accommodated.

Addendum 2