Capital Programs Management Group (CPM)

Effective: 6/1/1986

Revised: 11/7/2006

CPM 602: Operations—ASU Tempe Campus Public Art and Design Review Council

Purpose

To ensure a review of planning, design, and construction projects that have significant visual impact on the campus and to make recommendations to the executive vice president and provost of the university

Source

University policy

Applicability

All design and construction issues requiring ASU Public Art and Design Review Council action

Policy

All university design and construction projects that have significant visual impact on the exterior campus environment shall be reviewed by the ASU Public Art and Design Review Council. The council reviews design proposals and makes recommendations to the executive vice president and provost of the university through the minutes of council meetings. The executive vice president and provost of the university reviews the council minutes and advises the executive vice president and chief finance officer and the council chair of decisions on each recommendation. The Office of the University Architect (OUA) is responsible for implementing the executive vice president and provost of the university’s decisions.

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Membership

The chair and members of the ASU Public Art and Design Review Council (PADRC) are appointed at the sole discretion of the executive vice president and provost of the university and typically serve for a term of three years. Members may be reappointed to successive terms, or at the executive vice president and provost of the university’s discretion, may be replaced before their terms have expired. In certain circumstances, substitutes may be appointed by the executive vice president and provost of the university if council members cannot attend meetings (e.g., if a council member who is also an ASU faculty member goes on sabbatical leave for a semester during the term of appointment). The council chair advises the executive vice president and provost of the university regarding the status of council membership (e.g., if members’ terms of appointment are nearly concluded); makes recommendations for new council members, if requested; and advises the executive vice president and provost of the university if a substitute member needs to be appointed.

Council membership shall be composed of university faculty and staff appointees, with representatives from each campus, one university student, and one local architect (to be chosen by the executive vice president and provost of the university from a list of three recommended by the PADRC chair). The local architect shall not be allowed to bid on university projects coming before PADRC. Generally, members have backgrounds in design or visual art professions.

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Meetings

Scheduling

Regular council meetings are held, usually once a month, to provide the executive vice president and provost of the university with timely recommendations. Tentative meeting dates are scheduled by OUA up to twelve, but no less than two, months in advance.

Special Meetings

Special meetings may be called by the chair to address urgent items of business that require council action and cannot wait for action at a scheduled meeting. Because such meetings cannot be planned, short notice may be given to council members. It is anticipated that some off-campus members of the council may not be able to attend in these situations; there is not, however, a specified minimum attendance level required to form a quorum.

Guests

The following guests are, by receipt of a draft agenda, routinely invited to attend all or any part of a council meeting:

1. user representatives
2. the executive vice president and chief finance officer and/or designees
3. the executive vice president and provost of the university and/or designees
4. consultants

   and

5. the president.

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Agenda

Responsibility of University Architect Assigned to Council

The university architect shall distribute the agenda and such backup materials as may be appropriate to council members and others who routinely receive it. The campus planner will distinguish on the agenda between “action” items that call for a council recommendation and “information” items that do not require a recommendation, although they may prompt one.

Guideline for Council Review

The following guideline describes what shall be reviewed by the council:

The council shall review and make recommendations to the executive vice president and provost of the university regarding all proposed construction projects and/or campus improvements that have significant visual impact.

Timelines

For a case review to be meaningful, the review must be timely (i.e., it must occur at a time in the progress of a project so that the council’s recommendation, if accepted by the executive vice president and provost of the university, can still influence the project). Generally, a minimum of three reviews is required:

1. at conceptual phase (prior to design)
2. at schematic design

   and

3. at design development.

Principles to Guide the Development of the Campuses

The council shall follow the principles described in CPM 601, “Principles to Guide the Development of the Campuses of Arizona State University.”

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Minutes

Distribution

The university architect will forward copies of the meeting minutes to council members and project managers. The executive vice president and chief finance officer, and the vice presidents will receive copies of all council meeting minutes.

The council chair will forward to the executive vice president and provost of the university, as a record of the meeting and a statement of the council’s recommendations, the minutes of each meeting, together with whatever backup illustrations and documentation that may be necessary to support or interpret the minutes.

Executive Vice President and Provost of the University’s Response

The council meeting agenda and minutes become a means of placing current issues of campus design and aesthetics before the executive vice president and provost of the university for a decision at regular intervals. The executive vice president and provost of the university typically responds in writing to the chair and the executive vice president for Administration and Finance, addressing each recommendation individually.

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Follow-up

The university architect will work with the project managers to ensure follow-up on both the executive vice president and provost of the university’s decisions and the council’s requirements for staff support (e.g., the university architect will ensure that if an architect is requested to make revisions by a given date and report back for another review, the design project manager will see that the changes are made and that a return visit to the council is scheduled, if required by the council).

Cross-Reference

For related information, see the Purchasing and Business Services Policies and Procedures Manual—PUR 402–03, “Professional Design Services Costing More than $100,000 and Construction Services.”

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