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October 3, 2007
MEMORANDUM TO: Vice Presidents, Deans, Directors, and Department Chairs FROM: Michael R. Renfrow Assistant Vice President for Campus Planning and Facilities SUBJECT: CAPITAL REQUESTS As we get into the fall of the year, it is time for us to start thinking about capital planning. I have attached a copy of: A) Last years requests as prioritized by the Vice Presidential Facilities Planning Committee B) Capital Project Request Form C) Capital Project Request Summary D) Space Allocation Request For your convenience, you may also access the printable forms from our web site: http://www.bf.westga.edu/CPF/forms/ There will be a meeting on October 18, 2007 in room 210 of the UCC at 10:00am, so that our office might share information with you concerning the master plan update and capital project requests. · Copies of requests previously submitted will accompany information to your Dean and Vice President. Please review this information prior to the meeting scheduled for October 18, 2007. Please make EVERY effort to attend, as this is VERY important in helping you prepare your request. Please note that Capital Project Requests, per that calendar, are due to the Divisional Vice Presidents on November 21, 2007. After review and approval by the Divisional Vice President, the Capital Budget Requests should be submitted to the Vice President for Business and Finance by December 5, 2007. Conforming to these dates will allow the Planning office time to review the projects and make recommendations to the Facilities Planning Committee and the President’s Advisory Council for funding consideration. This process was designed by the Facilities Planning Committee to provide a mechanism for you to communicate your capital needs and connect your requests to the University’s annual budgeting process. The projects identified in your requests must be of a capital nature and be reflective of the goals outlined in your unit plan documents. Please complete the attached form for each unit request for renovation and remodeling of existing space, or for each request for new space. Specific guidelines are as follows: Capital Project Request Form Prioritize Each Project Number each of your requests in the order of importance relative to the unit mission and goals. Project Description Describe the project in detail. Be specific with regard to the work involved. Include all aspects of the project of which you are aware. You should consider each point in the checklist for existing condition of space and modifications required when describing your requested projects. (Note: Include only Capital projects: These are projects that include construction, repair, modification, renovation of buildings, or of equipment attached to buildings.) Project Justification Detail why the project is needed. You should reference which unit and University goals and objectives that the project will address and how it will do so. Funds Required Do not estimate required funding for remodeling and/or construction projects. Campus Planning and Development staff will estimate the project cost for projects, which are approved at the college or division level and recommended for funding to the President and the President’s Advisory Council. Colleges and Divisions should limit the number of approved projects to streamline the costing process. Approvals & Summary Capital Project Requests Managers with responsibility for more than one unit should develop a prioritized list of requests for all of his or her departments on the summary form to forward with the individual departmental lists to the next level by November 21, 2007. Vice Presidents and Executive Directors should provide all completed lists to the Vice President for Business and Finance before December 5, 2007 to allow sufficient time for Campus Planning staff to make cost estimates, and for the Facilities Planning Committee to develop and recommend a University wide list to the President’s Advisory Council for funding consideration.
Please remember that your request is not a ‘wish’ list. You should limit your list to projects for which there is genuine and pressing need, and which cannot be accomplished within the unit budget. Funded projects will follow the normal project development process. DO NOT assume that your project will be on the list. Your project will be subject for review once it has been received. If you have questions or need assistance myself and/or Mr. Lynn Agan will be happy to meet with you to discuss your needs and review last year’s requests. I look forward to receiving your completed requests. Should you have questions, comments, or suggestions about development of the capital projects request list, I am happy to respond.
Attachments
Cc: Dr. Beheruz Sethna
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