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Charge:
To serve as a resource for space related needs of existing facilities for the University of Maryland Libraries. The team meets to review and recommend possible solutions related to the following:
Upcoming facilities projects.
Space issues with broad impact that might not fall under a particular department’s supervision (e.g.: storage, public study space, meeting and events rooms, labs, etc.)
Office and department issues that require moving to locations outside current space or facilities.
Space needs that may require offsite locations.
Establish quarterly meetings and as needed to maintain communication among various services and facilities.
Orient all members to the buildings’ physical makeup through floor plans, site visits, etc. as issues arise.
Recommend steps or direction for issues not under the team’s umbrella.
Develop a method to communicate issues, decisions and concerns to staff.
Develop guidelines and policy to determine need and approval process.
Establish a checklist for projects to be used as a guide and timetable to ensure all areas are covered.
Responsibilities to the Libraries:
Review new space issues and decide how to proceed.
Consider the need for additional resource people and invite them to a meeting for discussion.
Review options, establish needs and wants, cost estimates, etc. that will allow for the maximum benefit.
Forward recommendations to a decision-making authority:
If the team has not been designated as the authority:
Provide authority with written recommendations.
Be available to authority for assistance or clarification.
If team has been established as the authority:
Make the decision, initiate any documentation required to proceed on the project.
Designate a project manager or point of contact for the project to see that the project is carried out. This person will provide regular updates at meetings or via e-mail on the progress and problems that occur during the project's lifespan.
Report decision and progress to all appropriate parties.
Re-evaluate and update guidelines and checklists regularly.
Communicate project's progress to library staff and/or all interested parties.
