November 2, 1998

SUBJECT: Proposed replacement of policy E-2, Facilities Planning

That the Board consider, and adopt after any desired further amendments, the proposed replacement policy.

This topic was made a policy-development priority by Board vote in November 1997.

The current policy on facilities planning (E-2) was adopted prior to the restructuring of Board policies based on the policy-governance model, and is largely implementational in nature. However, it would be appropriate for the Board to adopt a statement of principles related to this important strategic area. The draft policy is based on the outline of facility-development principles presented at the April 1997 Board/staff retreat.

The current version has been revised in response to the discussion at the 10/19/98 Committee of the Whole meeting.

There is no direct impact on this year's budget. However, compliance with these principles would result in significant changes in historical ACC facilities patterns in several areas, and would probably result in the provision of more facilities than now exist. The costs, funding, and sequence of such changes would be decided in the context of the facilities-planning process the policy mandates.

Hunter Ellinger, Trustee

Proposed replacement policy E-2 (revised)
Current policy E-2

Proposed replacement policy -- for consideration at the 11/2/98 meeting:

[revisions in response to discussion at the 10/19/98 meeting shown in bold italic and strikeout]

The President, in the context of a multi-year facilities plan updated and submitted for Board approval annually as part of the integrated Master Plan called for in Policy E-1, shall ensure that facilities are provided and allocated so as to support effective instruction, reflect community needs and declared College priorities, and maximize long-term economic value.

[1] Facilities planning and allocation shall be driven by responsiveness to the educational needs of students and of College employees engaged in providing services to students, who shall be consulted extensively during planning for facilities they will use. In addition to full provision for needed classrooms, laboratories, and learning resources, adequate space shall be provided for faculty offices, student activities, and administrative functions. These needs include adequate space for student activities, learning resources, and faculty offices as well as for classrooms, laboratories, and administrative functions.

[2] Information shall be included in The facilities plan shall discuss the extent about the level of unsatisfied demand due to facilities limitations, especially when related to programs or functions previously identified as College priorities, and about any geographic demand/supply imbalances.

[3] Facilities shall be built and maintained so as to give good long-term economic value, with a preference for owned rather than leased space. Care shall be taken to avoid practices (e.g., short-lived components, undersized classrooms) in which reduced initial construction costs are more than offset by increased operational costs.

[4] The College shall develop analyses, based mainly on data from exemplary comparable institutions, to estimate the amount, type, and distribution of facilities appropriate for current and projected enrollments, program mix, and staffing levels.

[5] As part of the annual facilities plan, the Board shall be provided a report updating these analyses, comparing current College facilities usage with desired patterns, and recommending priorities for facilities development.

[6] The administration shall provide reasonable estimates, suitable for use in economic analyses of programs, of the typical annual costs of the various types of facility space used in College operations, including both operating costs and appropriate amortization of capital costs.

[7] College facilities-development activities shall be conducted so as to respect other community priorities, including environmental protection and alignment with preferred development patterns.

[8] Fundraising for facilities by the College and/or Foundation shall be for projects which have received Board approval.

CURRENT POLICY

[1] The President shall establish such procedures as to ensure the proper educational planning of physical facilities. These procedures will incorporate the advice of the College staff and faculty, representatives of the Texas Education Agency and Coordinating Board, Texas College and University System, and specialists in community college planning and academic and occupational programs.

[2] Consultants may be used to assist in the planning of the facilities of the College.

[3] The President will file with the Board of Trustees, prior to the submission of preliminary plans for new construction, written specifications based on the educational programs to be offered in the educational facility.

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By approval of the Board of Trustees: April 17, 1978, and as amended January 5, 1998