Thompson Hall

Space Allocation, Adaption and Renewal Committee (SAARC)


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Charter
The Space Allocation, Adaption and Renewal Committee (SAARC) is a standing advisory committee to the President of the University of New Hampshire. It oversees the development, assignment, and stewardship of all University buildings, grounds, roads, and related infrastructure.

Development of the Campus
SAARC oversees implementation of the approved campus master plan and approves the semi-annual Five Year Capital Project Plan update and the annual Capital Project Budget prior to their submission to the Systems Office. These plans incorporate all projects anticipated to cost in excess of $2 million regardless of fund source or purpose, show the funding source(s) and the relative campus priorities.

Space Assignment and Leasing
Space is a vital, high cost University asset. Assignment and reassignments of space contained within a functional unit, and any attendant costs, is ordinarily the responsibility of the administrator of that unit. SAARC approves all reassignment of space between RC Units and any changes in the functional use or repurposing of any space regardless of to whom the space is assigned or the funding source, if any, for such repurposing. Unless otherwise noted below, SAARC also reviews all proposals by any unit, to either out-lease existing University-owned space or in-lease space for University use regardless of purpose or fund source where the total expense or revenue of lease over the lease term exceeds $50,000. SAARC may reassign other existing space to meet University needs or may direct that excess space be reassigned from one unit to another in lieu of leasing. Leasing decisions are delegated to the following units:

Cooperative Extension for field offices
UNH Manchester
Facilities for Cell Phone systems

Stewardship
SAARC manages the annual Renewal and Adaption (R&A) fund and is responsible for the effective application of these funds to sustain and improve the E&G campus and the general campus infrastructure. SAARC is responsible to the President to insure that R&A funds are used for the purposes prescribed at BOT VI.A.2 .6 summarized as follows:
a. major repairs or replacements of systems and components to extend the life and/or restore systems to their intended function
b. compliance with externally imposed codes and requirements including life safety, building codes, ADA and environmental requirements;
c. adapt buildings and campus infrastructure to meet the institution’s evolving needs and standards including those that incorporate new technology or support new faculty/staff, classroom changes, or changes in disciplines or curricula.
d. preparation of master plans and similar studies
e. repayment of internal borrowing when authorized for a project that meets the criteria in a through d above.
f. new construction if approved by the Financial Affairs Committee of the Board of Trustees

SAARC is responsible for the annual submission to Trustees of a report summarizing R&A spending and the estimated deferred maintenance metrics and trends for the campus.

SAARC also has oversight responsibility for the stewardship of facilities managed by auxiliary enterprise units. These units self-fund major maintenance, repair and improvement projects. Annually, the VPFA and the VPSA or their designated representatives will submit to SAARC a summary of the condition of the auxiliary facilities for which they are responsible including the identified deferred maintenance and the major maintenance and repair projects planned for the upcoming year. Ordinary maintenance of buildings and related equipment is generally the responsibility of the Facilities Division.

Project Funding
Major Maintenance and Repair Projects & Strategic Improvements Projects. The AVP Facilities is responsible for preparation and updating of two sets of facility major maintenance, renewal and improvement needs:

Major Maintenance and Renewal: A listing of all identified major maintenance and renewal needs necessary to address deficiencies in existing E&G facilities, systems and infrastructure. Annually SAARC will assign R&A funds to address the highest priority needs identified.
Strategic Improvements: A list of upgrades, alterations or improvements to E&G facilities, systems and infrastructure that will enhance the built environment of the campus so as to better support the teaching, research and public outreach mission of the University. Annually, SAARC will review the list and may authorize the use of R&A funds to address high priority needs.

Targeted Investments: SAARC may target specific investment of R&A funds to achieve designated purposes and may delegate responsibility for managing such funds to the appropriate campus official. Examples include funds to address Environmental Health and Safety issues assigned to the EHS Director, funds to improve emergency preparedness assigned to the Campus Chief of Police/Executive Director of Public Safety and funds to address accessibility barriers assigned to the Director of the UNH Accessibility Office. Where such funds are assigned to specific purposes and management of those funds delegated to specific campus officials, those officials will insure the R&A funds so assigned are used for purposes consistent with Trustee policy noted above and will provide an annual report to SAARC summarizing investments made.

Unit Requests: E&G units may bring specific facility deficiency needs to SAARC via their respective VP for consideration and potential R&A funding. Such requests will first be reviewed by the AVP Facilities and the Facilities staff will assist the units by preparing supporting project scope development and cost estimates. All requests should be accompanied by a) a construction cost estimates, b) identified sources of funds, c) the amount of funds requested and d) linkage to the Campus Strategic Plan or Master Plan as may be appropriate. In addition, any incremental operating costs to be incurred, inclusive of energy, maintenance, grounds and or housekeeping, are also to be identified.

Committee Membership
Vice President for Finance and Administration (Chair)
Provost and Vice President for Academic Affairs
Senior Vice Provost for Research
Vice President for Student and Academic Services
UNH Foundation President & Vice President for Advancement
Chief of Staff, President's Office
Director of Athletics

Ex Officio Non-Voting
Faculty Senate Representative
Dean’s Council Representative
Student Senate Representative
Graduate Student Organization Representative
Associate Vice President for Facilities
Associate Vice President for Business Affairs

Reporting
In addition to the reports and plans noted above, SAARC will provide an annual summary of committee activities to the President after the close of each fiscal year.


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