[Minor revision–posted 7/25/22 (replaces 2/19/21 edition)]
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Operating Policy and Procedure

OP 61.24: Facilities Allocation Council

DATE: July 25, 2022

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to outline the structure and operating policies of the Facilities Allocation Council (FAC).

REVIEW: This OP will be reviewed in June of even-numbered years by the Associate Vice President for Operations with substantive revisions forwarded to the Senior Vice President for Administration & Finance and Chief Financial Officer.

POLICY/PROCEDURE

1.  General

a.    The Facilities Allocation Council is tasked with the following charge:

(1)    Administer funding for minor and intermediate construction and renovation projects submitted through the Capital Improvement Project (CIP) process, which address classrooms, labs, ADA needs, or life safety. The focus for funding will be determined each year by the council or President.

(2)    Provide information to the council regarding new buildings, projects, or construction relevant to the council's charge.

(3)    Review and make recommendations for the use of campus grounds/buildings for antennas, satellite dishes, etc., or other visible equipment items. (Note: Use of campus grounds for other purposes is outlined in OP 61.02, Use of University Grounds, Facilities, and Amplification Equipment.)

(4)    Administer the university signage policies.

(5)    Review and make recommendations for campus standards concerning facilities and grounds issues. Also, refer to OP 61.19, Freestanding Exterior Signs for Projects under $2 Million, OP 61.20, Interior Signs on Buildings and Facilities, and OP 61.22, Exterior Signs on Buildings and Facilities.

(6)    Review and approve installation of temporary structures on campus.

(7)    Provide a consensus approach for allocating limited financial resources that can be used for facility improvements.

b.    The FAC is a committee comprised of university administrators and includes the following members:

(1)    Associate Vice President for Operations (committee chair) – voting member

(2)    Senior Vice President for Administration & Finance and Chief Financial Officer – voting member

(3)    Provost and Senior Vice President – voting member

(4)    Designee appointed by Facilities Planning & Construction – voting member

(5)    Senior Associate Vice President for Research – voting member

(6)    Chief Information Officer and Vice President for Information Technology – voting member

(7)    Assistant Vice President for Auxiliary Services – voting member

(8)    Assigned dean from a college (assigned in odd years) – voting member

(9)    Assigned dean from a college (assigned in even years) – voting member

(10)    Representative from Student Government Association (SGA) – voting member

(11)    Managing Director of Engineering Services – non-voting member

(12)    Managing Director of Planning and Administration – non-voting member

(13)    Designee appointed by the Associate Vice President for Operations (organizer) – non-voting member

(14)    Managing Director of Student Disability Services/Campus ADA Coordinator – ex officio member/non-voting

c.    Council members, except for rotating deans, will be recommended by the council to the Senior Vice President for Administration & Finance and Chief Financial Officer with appointment to continuous service by the President. The rotating deans will be recommended by the council through the Senior Vice President for Administration & Finance and Chief Financial Officer for a two-year service appointment by the President.

d.    The chair will disseminate approved meeting minutes and meeting materials. Voting approvals will be under a quorum of voting members of 50 percent of voting delegates plus one.

e.    The council will meet on a regular basis and all council members will be required to attend or to send a delegate/designee who shall have proxy voting authority. Excessive absences may result in a recommendation by the council to replace the sitting representative for that division.

2.  Facilities Allocation Council Procedures for Minor, Intermediate, and Major Projects

Annually, the FAC will receive a designated amount of funds to allocate for minor, intermediate, and major projects. Normally, funds are only available to address the minor projects. The allocations are usually initiated in November of each year. In preparation for the funding allocations, the following procedures are used to provide the FAC with the division/college areas' priority projects for their review and consideration:

a.    The CIP administrator will prepare and provide to the FAC a project book for each FAC member sorted by categories and grouped by division/college area identifier.

b.    The CIP administrator will prepare other designated project lists, as required, according to cost amounts, sorted and grouped by division/college area or priority.

c.    Depending on the amount of funds available, the FAC will identify and approve the individual projects based on the requested amount and annual project standards set by the council for funding priority. Requestors may be asked to present the project request to the council.

d.    The FAC will forward the approvals to the Operations Division for processing each approved project and assigning a project manager.

e.    The FAC will notify the requesting division/college area of the project approval or non-approval.

f.    If a request does not meet current Texas Tech University standards, the FAC will notify the requestor and attempt to reach a resolution. In the event a resolution is not obtained via the FAC and requestor, the request will be forwarded to the Provost, Vice President for Research & Innovation, and Chief Financial Officer for final review and resolution.

g.    The project manager will have the responsibility to contact the requesting division/college area, clarify project scope, and initiate design to develop a project estimate.

h.    The project will be returned to the FAC for further approval should the need arise for additional funding over and above that already approved or if the scope of the project significantly changes from that approved by the committee.

OP Categories

01 Chancellor
02 Development
04 Audit Services
10 President
30 Academic and Student Affairs – General
32 Academic Policies – Faculty
34 Academic Policies – Students
36 Academic Programs
40 Equal Opportunity and Affirmative Action
48 Communication Services
52 Information Technology
60 Environmental Health and Safety
61 Facilities Management
62 Financial and Accounting
63 General Services
64 Graduate Programs (Faculty and Students)
65 Research Accounting
66 Libraries
67 Mail Services
68 Communications and Marketing
69 Payroll and Tax Services
70 Human Resources
72 Purchasing, Contracting, and Payables
74 Research
76 Security
77 Student Services and Registrar
78 Traffic and Parking
79 Travel
80 Vehicles