FCS Advisory Committee Meeting Minutes 7/1/2026

Wednesday, July 1, 2026

Attendees: Isha Raheja, Aiden Kim, Eva Lee, Adrian Blanco, Erica Tyron, Chris Lucero, Ben McCoy, Marilyn Monterroso, Bob Robinson

Absent: Kloi Ogans, Nora Wilcox

Action Items

Isha Raheja: Share RFP and gather ASPC / Senate feedback

Share the coffee-service RFP/proposal with the ASPC senators and the Student Senate as soon as possible, solicit written feedback, and return collated comments to the Facilities team to help finalize the September distribution and vendor interview questions.

Bob Robinson: Coordinate furniture vendor options and follow-ups

Contact the furniture vendor to request alternative table shapes, stackable/boltable and tethering solutions, and accessibility-friendly options; collect vendor proposals and pass recommended options to the committee before the next meeting.

Bob Robinson: Distribute meeting minutes and schedule follow-up

Prepare and distribute minutes and the slide materials from this meeting to all participants, circulate additional information (dining RFP details, planting options, electrical feasibility notes), and schedule the next advisory committee meeting later this month (or in July/early September as available).

Overview

• Team reviewed conceptual designs for the Smith Campus Center (SCC) north and south patios and discussed phasing, furniture, and utilities; intent is to split work into two phases (pergola later).
• Key operational concerns: power & lighting for patio posts, furniture tethering/stacking for events, and accessibility for seating choices.
• Coffee vendor RFP timeline and dining policy (swipe / cooling-off) were discussed; proposed RFP feedback loop in September and a potential transition target around Dec 26 (subject to vendor availability).

SCC patio concepts (north & south)

• Presentation covered two primary zones: the Coop/front landing (north) and the south landing/grassed infill area with conceptual shading and seating strategies.
• North: proposals included grouped umbrellas, dining-height bar stools by windows, or communal picnic/teak/metal tables to support larger groups. Materials recommended to match existing context (aluminum + faux wood / teak).
• South: options emphasized more individual seating (Adirondacks / loungers) and a row of trees along the south edge to increase canopy/shade and activation.
• Design intent: provide diverse seating types for different use cases (solo study, small conversations, larger group dining) while preserving circulation and reservable zones for student groups.
• Next: team agreed to proceed with the conceptual layouts for both sides pending final tree species selection and furniture style decision.

Furniture options & logistics

• Two furnishing families shown per area: (A) aluminum/teak durable dining + picnic tables (fewer attachment points), and (B) more lounge/loose seating (Harpo lounges, Adirondacks).
• Operational constraints discussed: many existing pieces are currently permanently tethered/screwed (security), theft is a concern, and tether length creates trip hazards. Stacking/bolt-down/lockable solutions considered for flexibility.
• Accessibility concerns: bar-height stools may limit access for some users; ensure accessible seating and reachable outlets if adding high tables.
• Forward: further vendor input on table shapes (round vs square) and stackable/boltable options; discuss recommended configurations with furniture vendor before finalizing.

Trees, planting & ecology

• Initial tree choices: crape myrtles were proposed to match existing specimens for canopy size and predictability; alternatives recommended by students included Palo Verde and Arbutus (strawberry/Arbutus) for evergreen/low litter.
• Trade-offs noted: flowering trees (crape myrtles, Palo Verde) attract bees/pollinators which can create student concerns (allergies/avoidance); native species preferred to meet longer-term sustainability goals (2030 target: 100% native plant purchases).
• Forward: Ben/landscape team to evaluate native alternatives that meet canopy/shade needs and limit undesirable pollinator impacts; finalize species in follow-up conversations.

Power, lighting & nighttime use

• Desire to provide power outlets on umbrella/posts and add lighting under new canopies so spaces are usable for study after dark.
• Discussed low-impact lighting options (string lights / motion-sensor energy-saving lights) to balance usability and preserve nighttime ecology.
• Forward: electrical feasibility to be explored (power routing to posts is not trivial) and lighting approaches aligned to south-side solutions.

Reservations, circulation & events

• Proposal to relocate smaller tables from the front landing to the south side to create larger reservable tables inside for student groups; reservable areas were prioritized for organizational use and information tables.
• Concern: moving furniture must preserve main circulation and not block stairpaths or event flows (12:15–1:15 class movement noted as peak circulation).
• Forward: plan to test layouts that keep clear walkways and provide stackable/secure furniture to allow temporary reconfiguration for events.

Coffee service RFP (procurement discussion)

• Draft RFP for coffee service circulated for review; discussion covered contract timing, vendor certifications, and vendor labor/packaging practices.
• Timeline discussed: broad distribution and ASPC feedback in September, interviews through Oct/Nov, with transition/implementation potentially over winter break (historical target Dec 26), though vendor availability over holidays may limit accelerated schedules.
• Procurement criteria emphasized: verified certifications (Fair Trade, Organic, other credible 3rd-party verification), unionized labor/packaging practices, and maximizing ethical sourcing; some participants recommended weighting labor and sustainability strongly.
• Forward: include vendor availability (holiday work) and verifiable certification due diligence in the RFP questions; allow committees to question finalists during interviews.

Dining master plan & swipe policy (cooling-off)

• Dining master plan highlights included rethinking meal access controls and a proposed cooling-off period between swipes (currently 45 minutes discussed). Purpose: reduce waste, fraud, and cross-campus swiping that incurs costs to Pomona when other campuses accept external swipes.
• Data review showed rapid multiple-swipes are a very small fraction (approx 0.5% of swipe behavior flagged), but impacts (waste and cross-charge costs) are material when aggregated.
• Accessibility impact flagged: a fixed cooling-off window can harm students with constrained schedules or dietary restrictions who may need to visit multiple halls within short windows.
• Forward: committee will continue to refine cooling-off duration (discussion included potential reduction to 30 minutes) and evaluate mitigations (expanded menu options, better menu accuracy, clearer policy communications) before any policy change.

Coop renovation & next steps

• Initial interior design work has begun for a Coop renovation; focus in the coming fall semester will be broader student input and design refinement.
• Next steps agreed: gather broader ASPC/Senate feedback on RFP and patio concepts, confirm furniture vendor options, evaluate planting palette, and perform electrical/lighting feasibility.
• Committee scheduling: chair will distribute meeting minutes and follow-up materials and aim to convene another session in July / later this month (or early September for formal RFP distribution) to collect additional input and advance decisions.