MEETING MINUTES - University of California, Davis...2014/08/19 · Freeborn Hall/14044 August 19, 2014 Page 5 of 12 5 3.05 Group 4: KDVS Radio Station 08/19/14 Attendees: BCA, JC,

MEETING MINUTES

PROJECT: Freeborn Hall MEETING DATE: 08.19.2014, 11pm‐5pm

UC Davis (UCD) ISSUE DATE: 09.12.2014, Revised 10.20.2014

SUBJECT: User Group Interviews MEETING #: PD‐03, User Group Interviews

LOCATION : UCD Memorial Union, Special Events Rm. PROJECT #: 14044

PERSON ORGANIZATION INITIALS

ATTENDING: Basak Cakici‐Adams BAR Architects – Project Manager BCa BAR

Janice Corbett UCD – ASUCD Business Manager JC UCD Clayton Halliday UCD – Campus Architect CH UCD Ashley Hanson UCD – KDVS General Manager AH UCD Misbah Husain UCD – Associated Students Pantry Dir. MH UCD Krystal Inman UCD – ASUCD Entertainment Council Dir. KI UCD Skip Mezger UCD – Campus Landscape Architect SM UCD Alex Park UCD – Aggie TV Director AP UCD Muna Sadek UCD – CA Aggie Editor in Chief MS UCD Gary Schilling BAR Architects – Principal GSc BAR Greg Secor UCD – Project Manager, DCM GSe UCD Tara Storm UCD – Associated Students Pantry TS UCD COPIES TO: ALL ATTENDING

NEW ISSUES

ITEM / DATE

TOPIC ACTION BY:

3.01 Introduction 08/19/14 Greg and Gary opened the meeting with each group, explaining the goal of gathering information about

each organization and their programmatic needs for a renovated or new Freeborn Hall facility. Note: Photos of existing facilities follow the written notes. 3.02 Group 1: Associated Students‐UC Davis (ASUCD) Entertainment Council (EC) 08/19/14 Attendees: BCA, JC, KI, GSc, GSe

A. General Background

The EC organizes a variety of ticketed and free entertainment events across the campus, hosting artists, concerts (including the music festival), and casual quad shows.

Quad shows are leisurely and free to attract passers‐by. At concerts, audience members stand and experience music more intentionally.

They used to bring an artist every quarter. Due to budget cuts and additional fees to ticket sales, they now hold these events less frequently. The event size impacts the cost benefit ratio, too.

Freeborn Hall/14044 August 19, 2014

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B. Program Spaces 1. Assembly Space:

An assembly space is needed to host artists and concerts; other venues, such as the Mondavi Center, are too expensive for student‐sponsored events.

Good acoustical performance and a good sound system in the hall are important.

The ARC is not a good space for their events; the Ballroom is too small and the Conference Center has low ceilings and poor acoustics.

The Pavilion requires security at every door and the rental rate is expensive Also, the Fire Marshal limits the number of occupants at The Pavilion; consequently, the floor appears half full when the allowable maximum occupancy is met, a discouraging sight for artists and visitors.

The stadium is not a viable option for EC events.

Freeborn Hall has been the only appropriate interior venue for EC events.

GSe inquired about the optimal size of an assembly hall that would to attract most artists. JC will research and report back.

The ideal space would be large enough, not have a lot of security issues and is not cost prohibitive to rent. Standing room is fine, they don’t need removable seating.

2. Other Events:

The EC also screens films about three times per quarter.

Approximately 200 people see movies at the Science Lecture Hall (Room 123). 3. Office Space:

The EC group is currently not very visible or known to the student community. Better visibility is desirable, though they don’t necessarily need an 'inviting' space. Privacy and confidentiality are important for visiting artists who often use the EC office as a home base or Green Room.

Windows from corridors into the office area is not desirable as this would compromise privacy for visiting artists in the room. Solid doors with no glazing are desirable.

Offices could be located on any floor level.

Shared centralized meeting spaces at the new Freeborn could work well for meetings, but most groups need these spaces around the same time ‐ between 8pm and 2am. Who would assume responsibility for scheduling and maintaining the facilities?

Strong Wi‐Fi is very important. With a good signal, people can bring their laptops to their office space and minimize the number of desktop computers and reduce the space needed for desks and tabletop surfaces.

The office is used for volunteer meetings with up to about 12 staff members. The group typically meets in the evening.

Furniture should include a couple of tables, two couches and some chairs to seat about 12 people.

Students design graphics at computers; they don’t need a projection system.

Two computer stations would be adequate. (The existing room has three.)

They need a big tack board but no white boards.

A large wall‐mounted flat‐screen monitor would allow several people to view images at meetings but is not essential for their groups.

An audio system with good speakers is important.

Technology expenses come out of their budget, so the EC wants be cautious and use funds carefully. GSe noted that the infrastructure for their potential future needs can be provided even if the piece of equipment is not immediately purchased or installed.


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They currently have a refrigerator and a microwave. They only need a microwave oven in their new offices.

A small room (currently Room 013A) is used for conference calls.

They need storage for give‐aways, posters and paperwork as well. Lockers could meet this need.

They store their own sound equipment for Quad shows. An accessible path between the Quad and their office storage room is important. Provide adequately sized doorways (36” are fine), corridors and ramps or an elevator if the office is not at grade level.

Storage rooms should have durable flooring to withstand abuse by heavy equipment.

If rooms 013B and 013C (which are currently combined into one space) are claimed for another function next year, they will need another storage space of comparable area.

Ideally, the EC’s space could grow or shrink depending on programming needs.

The existing room is quite cold; improved temperature control is needed in the new or renovated Freeborn Hall.

The group has a table outside to promote the EC and its activities.

3.03 Group 1: Campus Architecture & Landscape Architecture 08/19/14 Attendees: BCA, CH, SM, GSc, GSe


Freeborn Hall is 'heroic' and muscular. The building has a culture and history in the UC Davis community.

B. Renovation/Addition Options

Keeping the main structural system and re‐purposing it with potential additions, or expansion at the first floor, could be options to consider.

CH noted that the team could consider an addition to the east end of Wickson Hall as one potential strategy to accommodate the program needs. SM noted that if this approach were considered, the site plan should include an open green space on the north side of Wickson, between the Enology Lab Building and the new addition.

GSc suggested that it may be possible to enclose Freeborn’s south overhang and convert the space into a lobby for the Auditorium. The Lobby could provide a covered path between the north MU courtyard and West Quad Avenue. A new structure to the south of Freeborn could continue the higher building slab of the MU. This approach would not improve fire truck access which is already less than idea. The team will review any proposed designs with the Fire Marshal.

GSe observed that Freeborn Hall’s structure is reminiscent of state fair pavilions and that this reference could be an inspiration for any new construction at or adjacent to the Freeborn site.

The program area and space requirements will be the driving force behind the decision to renovate/expand the building or demolishing Freeborn and building an all‐new facility.

C. Landscape Concerns

SM provided a list of items to consider as the program and design progress:

Consider trees and shading

Interesting paving patterns can be used to organize spaces

Consider movable furniture for outdoor spaces

Fountains can create focal points


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Bike parking is an important design concern for all UC Davis projects

Consider the arrival sequence from the Unitrans terminal

Consider views from the MU to the north

Activate outside walls with offices, retail, meeting rooms, etc., especially at plazas. 3.04 Group 3: The California Aggie 08/19/14 Attendees: BCA, JC, MS, GSc, GSe


The California Aggie was founded in 1915 and continues to serve the UC Davis community.

The paper has experienced significant financial challenges and transitions in recent years, going from four editions each week to two and in 2013, to an on‐line only news service.

The staff hopes to circulate a printed paper starting January 2015, in time for their centennial celebration.

The paper’s offices have been in Lower Freeborn since at least the 1970s. For many years, students visited Lower Freeborn, but today there are few groups on the lower level and little foot traffic.

At its peak there were over 100 people on staff; there are currently 50‐60 people involved.

MS is the editor in‐chief and works with the editorial board for UC Davis’ newspaper. Her involvement includes decisions regarding business, finances and editorial concepts.

They don’t currently have any common program elements or need for adjacency with Aggie TV. However, putting all the media groups in close proximity might be valuable.

B. Program Space

1. General Office/Work Area

The existing space is filled with a sense of history: wooden desks, layout tables, posters, archives, etc. The spaces is a like a time capsule, filled with history and tradition. The staff is emotionally attached to the space and wants to reuse furniture such as the desks which are part of the character of the place.

A new space should capture this sense of history, but it should be in a place with natural light; the lack of light takes a toll on the staff.

High visibility on campus is not needed; a roll‐up window or service counter, similar to their existing window, is adequate. Non‐staff members do not need to enter the newsroom and editing areas.

There are typically 20‐25 people in the space at any given time; it’s rare for all staff members to be in the space at once.

When preparing for publication, people may be working from 10 AM to 5 AM; this has not been a concern since the newspaper went on‐line.

The existing layout room is larger than needed.

Staff members do tabling outside to showcase the paper and their role in student life.

The staff will have a better assessment of space needs in the winter quarter.

2. Photographic Dark Room

The existing space includes a dark room accessed through a revolving light‐lock door (not accessible to persons in wheelchairs). It’s a very interesting space filled with old photography equipment, stainless steel tables/shelves and one really old couch.

The Darkroom is no longer used and should not be replaced. The group discussed using the space as a Darkroom Café or another creative use in the new facility.


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3.05 Group 4: KDVS Radio Station 08/19/14 Attendees: BCA, JC, AH, GSc, GSe


KDVS traces its roots back to 1963, acquiring the current call letters in 1967.

Approximately 200 people work at KDVS. 20‐30 people are the maximum number of occupants in their space at the same time.

KVDS must continue broadcasting throughout demolition and construction of a new space. The temporary space and transitions to both the temporary and final spaces must be carefully planned. In addition to the technology transitions, programmers must have access to the music collection throughout the process.

B. Program Space

1. Reception/Entry

An entry lobby has a reception desk and seating.

There are few accessible pathways within the space. The new space should be fully accessible.

2. Studios and Recording Area

Existing soundproofing at the Studios is inadequate. The new facility should have improved acoustical isolation.

The existing Dead Room is also not adequately isolated from other spaces; musicians with amplified sound can use the space only after 5 pm. The new acoustically‐isolated Dead Room should be larger to accommodate more musicians and audience members.

A studio (Studio B in the current space) should have direct visual access to the lounge/reception area in order to control security and buzz people in after hours when the front door is locked.

3. Lounge & General Use

Lounge space is used for staff meetings, volunteers and storage.

Every room is filled with posters on the walls and ceilings. Wall space is important.

Radio staff and visitors have a tradition of writing on the walls. The new space should presser this culture of interaction.

The Core Staff Room has staff desks and several cabinets/shelves to store bonus gifts (such as shirts, pins, etc.). Staff members usually spend time in the Lounge and little time at their desks.

4. Library/Storage

The collection of recordings is huge (reportedly the largest of any public institution in California) and continues to grow. Their current shelving areas are completely filled. To reduce storage space, KDVS is considering digitizing LPs and saving CDs as files on a server. As a first step in reducing storage space, they might store CDs in sleeves instead of jewel cases.

AH will quantify the types of storage as well as the linear footage of each type for the new spaces (LPs, CDs, Tapes, etc.). The program requirement should include some space for growth.

Consider compact storage shelving systems as a means to reduce space requirements.


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3.06 Group 5: Aggie TV 08/19/14 Attendees: BCA, JC, AP, GSc, GSe


Aggie TV is the premier video and media production studio at UC Davis.

Located in Lower Freeborn, Aggie TV has one room that functions as studio, workroom and post‐production area.

B. Program Space

1. Studio / Work Area

A studio‐like setting is desirable. The facility should be professional.

Aggie TV does not need a visible location; in fact, students seem to like being off the beaten path.

10‐15 people typically use the space.

The existing space is generous. A new space could be 20% smaller.

Windows are not desirable.

The new room could have fewer tables.

Students do not need a lounge area in the studio; they could share a lounge area with other groups.

A wall‐mounted whiteboard would be helpful.

Students have invested much effort in building the existing studio – installing a lighting grid, green curtain and other equipment – and are rightly proud of their accomplishments.

In a new facility, the green curtain should be replaced with a professional green wall system. The curtain does not stay flat and is problematic.

They have expensive equipment; their space must be secure.

Power must be adequate for equipment, computers and theatrical lighting fixtures.

The biggest challenges for Aggie TV are staying up‐to‐date with technology and having a network that can keep up with the demand.

Their existing internet connection is slow. The California Aggie, Aggie TV, Bookstore and KDVS all need faster streaming and strong wireless network connections.

Aggie TV needs to have a back‐up system for student projects. 3.07 Group 6: Associated Students Pantry 08/19/14 Attendees: BCA, JC, MH, TS, GSc, GSe


This group partners with a food bank and provides free non‐perishable food, fresh produce from the student farm and personal items such as basic toiletries to students in need. It’s a point‐based system: each student can spend up to three points a day. Produce doesn't count towards the daily point system to encourage students to eat healthy food. The structure is anonymous and the only card‐swiping they require is for keeping track of these points.

60 students per day (about 250 per week) use the Pantry during the school year.

There are four directors and a few interns for a total of nine people. There are usually four people on each shift.

The space needs to be adjacent to circulation for better access, but protected enough for privacy. Their current location works well, but a different interior layout is more desirable and functional.


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A discreet location is important, but a nicer space with better signage would make it more appealing and easier to find the Pantry.

The Pantry volunteers have outdoor tables at orientation, conduct fundraiser food drives, and use social media to promote the Pantry.

B. Program Space

1. Store Area

The space should be inviting, private, comfortable and safe for students.

The current layout is not optimal; the available items for the day are too far away from the counter window to be seen. A miniature ‘convenience store’ kind of layout where students could come into the space, stand at the counter, see what they need up close and interact with the staff behind the counter would be ideal.

This type of space would make the Pantry into a community space and students would not have to stand in the corridor where they are more visible and can feel “in the way.”

The store should include a few comfortable chairs

The Pantry has open wire shelving. Storage cabinets with doors for items that are not available that day would be helpful.

They need a large table for produce. The table must be outside of the pantry space per health code regulations.

2. Support &Storage Areas

An office for Directors at the back could include a consultation table computer and paperwork storage. The consultation table is used by students when filling out applications for programs like the CalFresh food stamps. A private space would be helpful as students often discuss confidential information when completing the forms.

The campus health director might allow the Pantry to have a freezer. They are not allowed to have a refrigerator.

Storage space is needed for cleaning supplies, boxes for produce, etc.

Include a sink.

Provide a designated area for trash. The Pantry has a zero‐waste policy. Volunteers compost and recycle everything; the student farm composts unpurchased produce.

A door to the service yard would be convenient for food delivery and compost pick‐up. 3.08 Next Steps GSe 08/19/14 Greg will continue to schedule interviews with the remaining group representatives. He will also

provide the floor plans for Memorial Union and ARC to BAR.

ALL:

After reviewing these minutes, if you have any comments or corrections, please contact BAR Architects within five days of receipt.

BY: BAR Architects Basak Cakici‐Adams Project Manager / Project Architect

encl: None path: Z:\14044 Freeborn Hall\1 ADMINISTRATION\1.10 Project Management\1.13 Meetings\140819‐M‐03‐FreebornHall PD.docx


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3.03 SITE PHOTOS 08/19/14 Photos of each interviewed Group’s space follow: Group 1 – ASUCD Entertainment Council


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Group 3 – CA Aggie


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Group 4 – KDVS


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Group 5 – Aggie TV


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Group 6 – Associated Students Pantry

Documents

MEETING MINUTES - University of California, Davis...2014/08/19 · Freeborn Hall/14044 August 19, 2014 Page 5 of 12 5 3.05 Group 4: KDVS Radio Station 08/19/14 Attendees: BCA, JC,