AILG Facilities Committee Meeting 6/5/2019 8 am at FCI Office MIT Student Center W20-020

Attendees: Larry Stabile, Scott Klemm, Bob Ferrara, Brad Badgley, Pam Gannon, Tom Stohlman, Patrick McCabe, Dennis Collins, David Baumgartner (TC) and by phone Peter Cooper.

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Dennis Collins described how dorm facilities are managed.

There is a House Operations Manager for each building (12 managers for 21 buildings), also housekeepers and mechanics.

Each building closed once every 5 years (9 weeks over summer) for major maintenance: painting, carpets etc. Each year during 5 days when students leave: cleaning, shades, minor repairs. Fan Coils done during IAP. DoF handles core and shell, mechanical rooms, fire alarm, sprinklers, IS&T.

In October rooms are inspected for safety issues.

Back of door signage covers egress and how to call for repairs. Mechanics have IPhones. MIT's SAP work order system is used. MIT work order system sends emails and can send pictures.

Nights and weekends [phone number] 3-1500 forwards to night manager, mechanic, housekeeper.

Housing has its own outside contractors; competitively bid; open work orders, $2-400,000 [i.e., $200,000-$400,000] contracts. House manager signs off on work.

Constant struggle to close windows during cold weather. Sometimes uses DoF to secure building if a problem at night.

Dean on Call might call Scott Klemm or Tom Stohlman if necessary.

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Theta Chi Roof Deck Capacity reviewed and approved [by unanimous vote] at [a capacity of] 20. Recommendation to AILG Board for their approval. Based upon lesser of 753 sf area/25, occupancy permit residents of 28 and number of exits (2) x 10. TC has emergency egress agreement with adjacent building owner. It was suggested that they install a camera to monitor access from adjacent roof.

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BSF, Tom Stohlman, asked guidance on dealing with minor issues at inspection time. Sending image of completed item seems appropriate. Notification of issue should go to UGs and Alumni.

MIT requires summer residents to sign housing agreement. Some committee members asked to see sample agreement.

NEXT MEETING July 17, 2019

Notes by Peter Cooper
[Edits by L. Stabile]