UNIVERSITY OF WARWICK

Standing Group Responsible for the Maintenance and Refurbishment of

Centrally Timetabled Rooms
Notes from the meeting of the Group held on Thursday 21 July 2011

Present:

Ms B Lees (Chair), Mr G Bennett, Mr J Buckingham, Mrs V Hill, Ms L Holland, Mr P Jones,

Ms B Lambert, Mr D Mace, Mr J Owen, Mr M Roberts.

Apologies:

Ms P Mealing.

52/10-11

Notes
CONSIDERED:
The notes of the meeting held on 23 June 2011.
RESOLVED:
That the minutes be approved.

53/10-11

Matters Arising
(a)

Refurbishment works to L3, L4, L5 and B-rooms (note 42c/10-11 refers)

REPORTED:
(i)

That the Film Society screen could be relocated in the library foyer
outside library caf at a cost of c.500 for small works required above
the ceiling;

(ii)

That the Lead Technical Specialist was investigating the potential to

replace the notice board with a small one under the screen;

(iii)

That the Deputy Registrar and Librarian were happy with the proposed
screen location, noting the Secretary would contact the Film Society
with details.

RECEIVED:
An oral report from the Secretary noting that the c.500 for the small works
above the
ceiling would be covered by the 11-12 refurbishment budget.
(b)

Clocks in CTTRs (note 42e/10-11 refers)

RECEIVED:
An oral report from the Furniture and Equipment Officer noting that the clocks
for WT1.05, WLT, MS.01, S0.11, B2.04/05, H3.05 have been delivered; however
before the clocks could be installed, an asbestos survey would need to be
carried out, meaning that it was likely that the clocks would not be installed
before the end of the summer vacation.
Lisa

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RESOLVED:

(c)

(i)

That the Furniture and Equipment Officer keep the Group updated on
progress.
Lisa

(ii)

That given the ongoing need for asbestos surveys to be carried out,
the Group should be aware that there would generally be a 6-8 weeks
lead time for works to CTTRs, and this should there be taken into
consideration when planning works.

F1.07, F1.10 & F1.11 (note 42f/10-11 refers)

RECEIVED:
(i)

An oral report from the Small Works Manager confirming that all the
outstanding works to rooms F1.07, F1.10 and F1.11 have been
completed;

(ii)

An oral report from the Furniture and Equipment Officer confirming that
the carpet in F1.07 has been installed; and noting that an asbestos
check would need to be completed before new curtains could be
installed in F1.07, and that due to the volume of work the curtains
would not be ordered until September 2011.

RESOLVED:
That the Furniture and Equipment Officer update the Group on the progress of
fitting new curtains in the F-rooms in due course.
Lisa
(d)

Rooms B2.01, B2.02, B2.03 and B2.04/5 (note 42g/10-11 refers)

REPORTED:
(i)

That the Maths department were supportive of installing standard full

width chalkboards in the B2.01, B2.03 and B204/5, noting that the
Secretary was awaiting confirmation that installation of full width green
boards would enable the re-location of Maths teaching to these rooms;

(ii)

The Maths Department was also supportive of installing a Visualizer in

each room as it would provide lecturers with an additional writing
surface, noting however that the Department acknowledged that
budget constraints may not permit this in the short term.

RESOLVED:

(e)

(i)

That the Lead Technical Specialist inform the Furniture and Equipment
Office the dimensions required for the new boards;
Jon

(ii)

That the Furniture and Equipment Officer provide a quote for the
replacement boards;
Lisa

(iii)

That the Secretary confirm with the Maths department that it would be
willing to re-locate bookings from Zeeman on installation of the new
boards.Becs

2009-10 Programme of Works CIF funds (note 42h/10-11 refers)

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RECEIVED:
An oral report from the Small Works Manager noting that there was an
underspend on CIF1 funding, leaving 8.5k to be utilised by the Group before
the end of the financial year.
RESOLVED:
That the Secretary ensure the additional 8.5k was spent by 31 July.
Becs
(f)

H095c (New Hybrid Room CTTR/Psychology) (note 42j/10-11 refers)

RECEIVED:
An oral report from the Graduate Building Surveyor noting that costing for the
signage for
H095c was still to be determined.
RESOLVED:
That the Graduate Building Surveyor confirm with the Department of
Psychology that the
wording on the signage was appropriate and confirm costs for the signage
installation.

(g)

Westwood Lecture Theatre Works (note 42l/10-11 refers)

RECEIVED:
(i)

An oral report from the Furniture and Equipment Officer noting that a
solution had been found to mitigate the reduced leg room for the front
row of seats without obscuring sight lines of these seats.

(ii)

An oral report from the Small Works Manager on the timetable for reroofing of the WLT, noting that it was the view of the Project Manager
that the type and scope of the re-roofing works could not fit into the
current programme of works, however there could be potential to
extend the works programme to cover this without disrupting lecture
bookings in the room.

REPORTED: (by the Furniture and Equipment Officer)

That the Disability Coordinator approved of the disabled access being
implemented in WLT.
RESOLVED:
(i)

That the Small Works Manager update the Group on Estates

investigations into the potential to undertake the re-roofing works
immediately following the conclusion of the current WLT works.
David

(ii)

That the Secretary confirm the date of the first booking in WLT.

Becs
(h)

CTTR Projector Replacements (note 34i/10-11 refers)

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REPORTED:
That the Lead Technical Specialist had purchased three projectors costing c.
14k, noting that the projectors would be installed in S0.21 (x2, for dual
projection) and PLT (x1, using one old projector to produce dual projection)
REPORTED: (by the Lead Technical Specialist)
(i)

That the projector in H0.58 would be replaced from stocks.

(ii)

That the old projector remaining in the PLT could be serviced for up to a
year if necessary, and replaced at a later date.

RESOLVED:

replacement
(i)

That the Group consider at a future meeting the need to purchase further
projectors.
H0.51 & H0.52 (note 43c/10-11 refers)
REPORTED:
That works to remove the blackboard have been delayed and would therefore
be funded from the 11/12 Refurbishment Group budget.
RECEIVED:
An oral report from the Furniture and Equipment officer noting that the costs
for purchasing and fitting a hand rail to H0.51 and H0.52 would be provided as
soon as possible, it being noted that the Disability Coordinator will be notified
about the handrail for approval prior to the installation.
Lisa
RESOLVED:
That the Small Works Manager would contact the Disability Coordinator for
approval of the refurbishment scheme.
David

(j)

CTTR Audit Project (note 35d/10-11 refers)

CONSIDERED:
Revised versions of papers CTTR.7a/10-11 and CTTR.8a/10-11.
RESOLVED:
That the Secretary cost up works needed to resolve the issues listed in papers
CTTR.7a/10-11 and CTTR.8a/10-11, and report back at the next meeting.
Becs

(k)

F25b - hybrid CTTR/LTTR (note 46/10-11 refers)

REPORTED:
That the Lead Technical Specialist had confirmed that the AV equipment in
F25b was consistent with CTTRs across campus, it being noted that a PC
would be installed in the room during the summer vacation.

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(l)

CTT room allocation changes (note 48/10-11 refers)

REPORTED:

place over the

That Caroline Hall has arranged for the deep carpet clean in H1.03 to take
summer vacation.
RECEIVED:
(i)

An oral report from the Furniture and Equipment Officer noting that the
costs for moving and re-installing chairs and tables as part of the CTTR
move would be funded from an alternative budget;

(ii)

An oral report from the Lead Technical Specialist that the attendant AV
costs would only be for moving and re-installing the equipment, and as
such minimal, noting that an asbestos survey would need to be
undertaken before any AV equipment could be moved.

RESOLVED:

54/10-11

(i)

That the Lead Technical Specialist supply the docket number for the
installation of the whiteboards to the Furniture and Equipment Officer,
and provide the Secretary with the cost.
Jon

(ii)

That the Assistant Secretary ensure that the timetable team are aware
of the CTTR changes.
Mark

2010-11 Programme of Works

(a) Budget Position and Agreed/Pending Works
CONSIDERED:
A summary of the current budget position for University Funds (paper CTTR.1/10-11
(revised 7)
RECEIVED
(i)

An oral report from the Lead Technical Specialist confirming the

remaining invoices for new AV equipment would be processed before
30th
July;

(ii)

An oral report from the Small Works Manager confirming that the 4k
for works to P5.21 will be processed by 30th July;

(iii)

An oral report from the Chair noting that the budget for 11-12 was yet
to be confirmed.

REPORTED: (by the Secretary)

That should all approved works be invoiced by 31st July, the 10-11 budget
would be fully
spent, including the 40k overspend approved by the Estates Office.

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RESOLVED:

55/10-11

(i)

That the Assistant Secretary and Secretary update paper CTTR.2/1011(revised 3) to reflect completed and ongoing works;

(ii)

That an update will be given on the 11-12 budget at the next meeting
of the Group, noting that there was a possibility that a portion of the
Student Experience and/or CIF2 fund could be allocated to the
Refurbishment Group.

IATL Teaching Space Event (note 49/10-11 refers)

CONSIDERED:
A report on the IATL Teaching Space Event which took place on 1 st June (paper
CTTR.9/10-11, copy attached);
REPORTED: (by the Senior Duty Manager)
That magnetic boards would be useful in teaching rooms.
REPORTED: (By the Secretary)
That Space Management and IATL were submitting a bid for CIF2 funding to refurbish
the Ramphal building teaching spaces to create a flagship space to heighten the
student experience, noting that depending on the amount allocated to the Group,
teaching space inside the Social Sciences building would also be refurbished.

56/10-11

Date of the Next Meeting

RESOLVED
That the next meeting of the Refurb Group would be arranged for early September.

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