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Closing TimeWhat to do when your
building is closing forever
Bill Zimmerman, Residence DirectorIndiana University of Pennsylvania
What is Residential Revival
• http://www.youtube.com/watch?v=ItdTOj4Q2SY
• Facts and figures– Began in January 2006– 12 Residential buildings demolished in 5 years– Completed in 4 phases– $270 Million in demolition and construction– Public/Private partnership with the Foundation
for IUP– Ended in August 2010
My Role
Closed 2 areasEsch Hall,
Closed 2008
Scranton & Lawrence Halls, Closed 2009
Opened 1 New area
Wallwork Hall, Opened in August 2009 on the site of Esch and Wallace Halls
Before the building closes
• Closing the office• Preventing Damages• Celebrate the building• Staffing issues
Closing the office
• Get organized– To do lists
• Recycling items – Games, equipment, office items, furniture, etc.
• Purging – what items can be disposed of
• Packing– Boxes or plastic storage
• Storage of items until a new building opens– Where are these items being stored– Coordinate with the future RD of the building
Preventing damages
• Holding them accountable– “But the building is coming down”– Room paining story
• Keep it in doubt–The economy and funding–Plans change
• Vigilance
Celebrate the Building
• Closing bashes– Our normal end of the year cookout with a twist
• T-shirts– FREE– Student designed
• Allow them to make their mark in a controlled way – The Block Party
Displaced Staff
• Live in staff being displaced– Living arrangements– Consider items such as laundry and meals– Storage of personal items
• Offices– Identify space to work while construction/demolition
occurs– Don’t forget about phone/computer access
• Student Staff– Make sure quality staff members are hired in other
areas
During move out and the week after
• Damage/theft control– Trash piled up– Thefts did happen
• Pack the office– Label boxes correctly (what it is, where it is going)– Have a staging area if you can– Remember you’re still open
• Identify storage areas in other buildings• Who is inheriting what items– Let your colleagues know what you have– Move items out early if you can
Prepare Apartment Moves
• Help to those who live in with moves– Facilities was great with trucks, vans, and furniture.
• Set dates and make sure all are aware:– Contractors – Maintenance– Staff– Bottom line… Communicate
• Quality of life– Food– Laundry
After you move to temporary spaces
• Remind all you have moved and where they can find you– Office– Apartment
• Plan for the Opening of your new building– Contact staff to update on progress– Take preview pictures for your staff– Create a to do list
• Office Set up• Signage• Consider new tasks you may have (i.e. common area spaces)
Opening
• Getting the keys – Labeling is important
• Testing items– Keys (do they work, do you have enough)– Plumbing (run sinks, toilets, etc.)– Lights (turn them on)– Swipe accesses (check the system, learn to encode)
• Punch lists– Sometimes it isn’t 100%
Staffing pattern
• Make initial plans early (during your selection process)– RA/CA numbers– Locations
• Office locations/layout– Business office– RD/ARD offices
• Re-evaluate in the future– You can add based upon needs and budget
Mr. Murphy
• A/C can fail• Access system issues– Programs not working well– Swipe locks can have issues
• Make sure your contractors and maintenance staff are there for support
Successes• Allow live-in staff input in the process
– Design (spaces, furniture, colors)– Staffing
• Save resources by recycling– Offices need start up supplies
• Eliminates clutter– We can become “pack-rats” use this as a time to cleanse
• Plan and be flexible– Make lists– Do things before you have the building (ex: condition forms)
• 501 C 3 donations– Organizations are appreciative and its less to dispose of
If we had to do it again we would…
• Communicate more effectively during demolition– Improved phase after phase
• Schedule a move during a schedule power outage– Logistical nightmare– 50 students impacted– Received a personal apology from the President and a
gift card• Starting under-staffed– Not idea but we made it work– Ratios are much better (60:1 vs. 90:1)
