Facilities Planning, Standards, and Safety Team: Operational Policies and Procedures


I.  REPORTING LINE:  Team reports to the Vice President for Business and Finance

A.  When formal recommendations are made to the Vice President for Business and Finance, the Vice President will inform the team of his/her decision or reaction to the proposal within 60 days.  If the Vice President decides to take a course of action different from that recommended by the team, the Vice President will make him/herself available to explain to the team the reason for the contrary action.
B.  Reports to the AVP/Provost regarding academic implications of facilities planning, standards, and safety.

II. MEMBERSHIP

A.    Four administrative or staff representatives
B.    One representative from the School of Dentistry
C.    One representative from the School of Law
D.    Two representative from the Students
E.    One at-large representatives from the McNichols faculty
F.    One representative from the McNichols Faculty Assembly

III. ORGANIZATION

A. Chairperson – elected for a term of one year

1.    Calls meetings for the Team
2.    Presides over meetings for the Team
3.    Provides notification of a meeting at least ten days prior to the meeting
4.    Generates meeting agendas for e-mail distribution at least five days before the scheduled meeting
5.    Provides to the team issues identified by the Vice President for Business and Finance and/or AVP
6.    Provide recommendations and other actions according to timelines established by the Vice President for Business and Finance and/or AVP

B. Secretary – elected for a term of one year

1.  Takes extended minutes of Team meetings
2.  Abbreviate meeting minutes to one page for the University archives within one week of meeting
3.  Posts summary minutes and other documents online within one week of meeting (shared governance website)
4.  Reports Team activities to Campus Connections (UDM’s online newsletter) as appropriate
5.  Maintains roster of Team membership

IV. MEETINGS

A.  Meetings are held on the 4th Thursday of every month at 1pm beginning January 26,2006. Additional meetings may be scheduled if the team deems necessary.  Meeting locations will be announced at a later date
B.  A simple majority quorum of six people must be present for a meeting or vote to take place
C.  Meetings will operate under the principles of consensus unless a vote is needed
D.  Meetings will last not more than an hour and a half unless agreed to by a majority prior to the meeting date

V. DUTIES

A.    Establish, in consultation with the Vice President for Business and Finance and/or AVP, goals for the academic year
B.    Team will assume duties of Existing Emergency Response Planning Committee
1.     Setting emergency organizational strategies
2.     Assessing emergency management practices
C. Team will assume duties of Existing Facilities Planning and Standards Committee
1.   The team will work to develop Facility and Construction Standards
2.   Review, evaluate and make recommendations on construction, remodeling and renovation requisitions
D.  Handicap Accessibility Issues
E.  Campus Aesthetics Issues
F.  Campus Safety Issues
G. General implication of potential facility projects
H.  At the end of each academic year, the Team will evaluate its progress toward achievement of established goals in an annual report to the Vice President for Business and Finance and/or AVP
I.  Additional duties related to Planning, Standards and Safety could be assigned to the team by the Vice President of Business and Finance and or AVP as other University issues arise.



Revised and Approved
Shared Governance Task Force
May 2006