February-18-19
Board of Regents Meeting»
February 18-19, 1999»
Baranof Hotel
Juneau, Alaska»
PUBLIC COMMENT INFORMATION
SPECIAL NOTE: »PUBLIC TESTIMONY WILL BE HEARD THURSDAY MORNING »& THURSDAY LATE AFTERNOON.» Testimony will be heard beginning at approximately 8:00 a.m. and again at approximately from 5:00. »Sign-up sheets will be available starting at 7:30 a.m.
Comments are limited to three minutes per individual. Written comments are accepted and will be distributed to the Board of Regents and President Hamilton following the meeting.
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MEETING SCHEDULE AND AGENDASFull agendas with references are sent to all University of Alaska campus libraries. For further information, please call the Board of Regents' Office at 474-7908 or e-mail SYBOR@alaska.edu.
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MEETING SCHEDULETimes for committee and full board meetings are subject to reordering or other modifications within the February 18-19, 1999 timeframe.
Thursday, February 18, 1999
8:00 a.m. - 10:00 a.m.»
Full Board will meet in the Treadwell Room to welcome and introduce new board members
and hear Public Testimony.
10:00 a.m. - 12:00 noon»
Academic and Student Affairs Committee will meet in the Treadwell Room.
12:00 noon - 2:00 p.m.»
Human Resources Committee will meet in the Treadwell Room.
10:00 a.m. - 2:00 p.m.»
Finance, Facilities, and Land Management Committee will meet in the A.J. Room.
2:00 p.m. - 5:00 p.m.»
Committee of the Whole will meet in the Treadwell Room.
5:00 p.m. - 6:00 p.m.»
The Full Board will hear additional Public Testimony.
6:30 p.m. - 8:30 p.m.»
Dinner hosted by Chancellor Lind and UAS Students for invited guests in the Lake Room,
Mourant Building, UAS Campus.
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Friday, February 19, 1999
7:00 a.m. - 8:00 a.m.»
Audit Committee will meet in the A.J. Room.
8:00 a.m. - 9:00 a.m.»
Full Board will meet with Alaska Science and Technology Foundation board members in
the Treadwell Room.
9:00 a.m. - 5:00 p.m.»
Full Board will meet in the Treadwell Room. An Executive Session is scheduled to be
held near the end of this meeting and is expected to last one hour.
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Messages can be left at the Baranof Hotel: 586-2660, fax: 586-8315. Messages should indicate that they are for participants in the Board of Regents' meeting.
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AGENDAS
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Agenda»
Board of Regents»
Academic and Student Affairs Committee»
Thursday, February 18, 1999; *10:00 p.m. - 12:00 noon
Treadwell Room, Baranof Hotel
Juneau, Alaska
Committee Members:»
Chancy Croft, Chair»
Annette M. Nelson-Wright»
Joe J. Thomas»
Michael J. Burns, President
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I. »»Call to Order
II. »»Adoption of Agenda
MOTION"The Academic and Student Affairs Committee adopts the agenda as presented.
I. Call to Order
II. Adoption of Agenda
III. Consent Agenda
A. » Approval of Regents' Policy 09.07 - Student OrganizationsIV. Ongoing Business
A. »Faculty Alliance Report on Proposals for a Course Level Definition System and Common Grade SystemV. New Business
VI. Future Agenda Items
VII. Adjourn
This motion is effective February 18, 1999."
III. »»Consent Agenda
A. »»Approval of Regents' Policy 09.07 - Student Organizations»(Reference 1)The proposed policy regarding student organizations received first and second readings at the August and October 1998 meetings. The subsequent draft submitted to governance for review reflected changes discussed with the board to:
» stress that affiliation of an organization with the university through registration does not imply an endorsement of the views, goals, or objectives of an organization, but rather reflects the university's commitment to a campus environment supportive of free expression through reasoned discourse (09.07.01; 09.07.03);
» ensure that student organizations recognize an obligation not to represent their views or actions as attributable to or endorsed by the university (09.07.03, 09.07.04.C.4) or student government (09.07.05.G); and
» streamline the process for amending student government bylaws (09.07.05.B).
These and other minor changes are indicated in the draft policy presented in Reference 1. This draft, except for non-substantive editing, was reviewed by faculty and student governance and approved as presented. A regulation that accompanied the draft policy is still under review by the administration.
A schedule for the further review and approval of student affairs policy and regulation is presented in the table on page 4 of this agenda.
Coalition of Student Leaders representatives Annette Nelson-Wright and Josh Horst will convey the concerns and comments of the Coalition of Student Leaders regarding the proposed policy during this discussion.
The President recommends that:
MOTION
"The Academic and Student Affairs Committee recommends that the Board of Regents approve Regents' Policy 09.07 - Student Organizations, as presented in Reference 1. This motion is effective February 18, 1999."
IV. »»Ongoing Issues
A. »»Faculty Alliance Report on Proposals for a Course Level Definition System and Common Grade SystemThe Faculty Alliance proposes the establishment of a course level definition system and common grade system. Lauren Bruce, Faculty Alliance Chair and UAA Faculty Senate President, Madeline Schatz, UAF Faculty Senate President, and Janet Dye, UAS Faculty Council Chair, will update the committee on these projects.
The purpose for undertaking these projects was to 1) facilitate distance education, student advising and transfer; 2) appropriately defin course levels; and 3) eliminate a Banner problem. These issues have also been ongoing concerns of the Systemwide Academic Council (SAC) and the Board of Regents.
The Alliance worked with the UAA Faculty Senate, the UAF Faculty Senate, and the UAS Faculty Council for the past two years to develop the proposals.
The proposal for the course level definition system has been forwarded to the President and SAC for administrative review and action. The common grade system awaits action by the UAS Faculty Council.
V. » »New Business
VI. »»Future Agenda Items
VII. »»Adjourn
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Agenda»
Board of Regents»
Finance, Facilities and Land Management Committee»
Thursday, February 18; *10:00 a.m. - 2:00 p.m.
A.J. Room, Baranof Hotel
Juneau, Alaska
Committee Members:»
Elsa Froehlich Demeksa, Chair»
Mary Jane Fate»
R. Danforth Ogg»
Michael J. Burns, President
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I. »»Call to Order
II. »»Adoption of Agenda
MOTION:"The Finance, Facilities, and Land Management Committee adopts the agenda as presented.
I. Call to Order
II. Adoption of Agenda
III. Consent Agenda
A. Schematic Design Stage Approval for UAF Poker Flat Research Range UpgradeB. Project Approval, UAF Toolik Field Station Upgrade
C. Approval of Reallocated Project Authorization Amounts for Mat-Su College FY99 Deferred Maintenance Projects and Approval of the Snodgrass Building and Kerttula Building Projects
D. Authorization for the Sale of General Revenue Bonds, 1999 Series J, Not to Exceed $15,000,000, for the Purposes of the Partial Refunding of Existing Debt and Costs of Issuance
E. Approval of Cooperative Agreement with the UA Foundation Regarding the Management of Gifts of Real Estate and Approval of Policy Changes Regarding the Acceptance and Transfer of Gifts
F. Approval of Annual Land Management Development Plan
IV. Ongoing Issues
A. Status Report on Construction in ProgressB. Status Report on Coal-Water Fuel Project
C. Status Report on Budget Request Unit Categories
V. New Business
VI. Future Agenda Items
VII. Adjourn
This motion is effective February 18, 1999."
III. »»Consent Agenda
A. »Schematic Design Stage Approval for UAF Poker Flat Research Range (PFRR) Upgrade»(References 2A-D)BACKGROUND:
PFRR has undergone extensive improvements to facilities and infrastructure during the past ten years under a comprehensive upgrade program. The PFRR Master Plan for Range Upgrade and Long-Term Improvements (1992) recommended a full replacement or improvement of virtually all facilities on range. Budgetary constraints limited the work to only the most urgent projects.
1. »»PROJECT DESCRIPTION - PFRR Backup Power Supply ProjectThe existing telemetry tracking operations on the upper range depend on a reliable power supply. Backup power is needed for uninterrupted satellite tracking and launch operations. Newer installations require backup power on the site.
CONSULTANT:
There is no independent design consultant for this project. UAF anticipates that the jurisdictional utility, GVEA, will purchase and install an approved backup generation system. This system will include the main backup generator and all requisite switchgear, wiring, and coordination for full interface to their 34.5 kV power line serving the Poker Flat Research Range.
FUNDING:
The funding for these facilities is through a contract between the US Government and the Geophysical Institute, University of Alaska Fairbanks for research and support facilities development.
PROJECT SCHEDULE:
BOR project approval: »August 1998
BOR schematic approval: »February 1999
Construction complete: »July 1999
PROJECT COST: $890,000
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2. »»PROJECT DESCRIPTION - PFRR, Range Administration Center
The Poker Flat Research Range Master Plan recommended complete replacement of the range office building, the Range Administrative Center (RAC) project will accomplish this goal. The range office building, in use for almost 20 years, was abandoned and sold for scrap in 1997. The administrative offices were relocated temporarily to Poker Inn.
This new single story building will be approximately 6,000 square feet and will provide offices for the range manager and the full-time operations staff. There will also be a communications technician repair shop, a conference room with kitchen/break area, office equipment room, a shipping/receiving garage area, storage, and other standard office building features. The building is located on the main road and it is the first permanent structure that the public will encounter when visiting the range. Although the structure is shown on the north side of the road in the schematic drawings, it will be relocated to the south side of the road. Frozen soils were encountered at the initial site. The soils are known to be thawed south of the road.
CONSULTANT:
C. B. Bettisworth and Company, Inc. was selected as the design consultant for this project.
FUNDING:
The funding for these facilities is through a contract between the US Government and the Geophysical Institute, University of Alaska Fairbanks for research and support facilities development.
PROJECT SCHEDULE:
BOR project approval: »August 21, 1998
BOR schematic approval: »February 19, 1999
Bid advertisement: »April 1999
Construction complete: »May 2000
PROJECT COST: $1,825,000
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3. »»PROJECT DESCRIPTION - PFRR Lidar Research Lab
The Lidar Research Laboratory is a very important scientific facility that was not built under the earlier upgrade program. Intended to be a multi-instrumented installation allowing simultaneous operation of up to six lidars, this facility will also be the cornerstone of a ten-year research collaboration with colleagues in Japan. A lidar (light detection and ranging) is a scientific instrument used for investigating the middle atmosphere. A lidar functions on a similar principle to radar though utilizing laser light instead of radio waves.
The new laboratory will replace the old Optics Facility at mid-range where current lidar research is conducted. The lidar laboratory is planned to be approximately 5,700 square feet comprising multiple independent operating lidars, and, in the future, utilizing a one-meter diameter steerable telescope through the roof. A separate control room will sit adjacent to the lidar lab rooms and the facility will have an electronics repair shop, a kitchen/break room, and a mechanical/heating room.
CONSULTANT:
C. B. Bettisworth and Company, Inc. was selected as the design consultant for this project.
FUNDING:
The funding for these facilities is through a contract between the US Government and the Geophysical Institute, University of Alaska Fairbanks for research and support facilities development.
PROJECT SCHEDULE:
BOR project approval: »August 21, 1998
BOR schematic approval: »February 19, 1999
Project design completion: »April 1999
Construction complete: »May 2000
PROJECT COST: $1,775,000
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4. »»PROJECT DESCRIPTION - PFRR, Upper Range Road Project
The road to the upper range will be re-routed to reduce the grade to a maximum of 10 percent. The existing road has grades up to 17 percent with poor sight distance. Safety for range personnel and visiting scientists and launch teams will be greatly improved through this project.
CONSULTANT:
PDC Consulting Engineers, Inc. is the design consultant for this project.
FUNDING:
The funding for these facilities is through a contract between the US Government and the Geophysical Institute, University of Alaska Fairbanks for research and support facilities development.
PROJECT SCHEDULE:
BOR project approval : August 1998
Award A/E design contract: »December 1998
BOR schematic approval: »February 1999
Project design completion: »April 1999
Construction complete: »July 1999
PROJECT COST $980,000
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the schematic design for the University of Alaska Fairbanks Poker Flat Research Range projects as presented, and authorize the university administration to bid and award contracts, as appropriate, not to exceed total individual project costs as follows:
1. Back-up Electrical Power - »$890,000
2. Range Administration Center - »$1,825,000
3. Lidar Laboratory Project - »$1,775,000
4. Upper Range Road Project - »$980,000
This motion is effective February 18, 1999."
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B. »»Project Approval for UAF Toolik Field Station Upgrade»(Reference 3)
BACKGROUND
The Toolik Field Station (TFS) is operated by the UAF Institute of Arctic Biology as a recharge center. The station is located on the southeast shore of Toolik Lake at milepost 284.5 on the Dalton Highway. This location affords access to three major physiographic provinces including the Brooks Range, the Arctic foothills, and the Arctic Coastal Plain, including a magnificent ecological transect from tundra to taiga, which stretches along the Dalton Highway from Prudhoe Bay to Fairbanks.
The station is situated on a former pipeline construction pad located within the boundaries of the protected area of the Toolik Resource Natural Area. The university leases the site on a long-term basis from the Bureau of Land Management and the North Slope Borough. All utilities are provided on site, and the current laboratories and support facilities are a mixture of new and old construction. Many of the improvements were funded by the National Science Foundation.
Over the last two decades the station has played a central role in terrestrial and aquatic research in the Arctic. Scientists and students from 39 states and 25 countries have benefited from this unique facility and, over the past 20 years, have produced more than 351 publications, two books, and 45 theses featuring work at the TFS.
PROJECT SCOPE
The National Science Foundation will be funding the following projects through the Polar Ice Coring Office (PICO) of the University of Nebraska-Lincoln (UNL). PICO will be designing, bidding and awarding the construction of the referenced facilities.
1. » Phase II of site drainage/gravel upgrade: In December 1996, a long-range plan was prepared for the Toolik Lake Drainage Project. Phase I of the plan was completed in 1998. NSF proposes to fund Phase II.Estimated cost: $250,000
Projected schedule:
Develop bid documents: »February - March 1999
Advertise bids: »April 1999
Contractor selected: »May 1999
Project completed September 1999
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2. » Upgrade electrical generation and distribution system: In December 1996, a long-range electrical plan was prepared for the TFS. Permission had been received from the Board of Regents to implement phase I of this project. To date this phase is still in process, but NSF has now proposed to fund the completion of the electrical plan.
Estimated cost: $500,000
(including generator hookup at $50,000 and
upgrade to electrical distribution system at $300,000)
Projected Schedule:
Generators and module delivered: »May 1999
Generator hookup to existing system: »May 1999
Develop bid doc. for electric distribution: »February - March 1999
Advertise bids: »April 1999
Contractor selected: »May 1999
Project completed: »September 1999
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3. » Upgrade Potable Water System: Current water system meets State of Alaska standards, but needs expansion to accommodate growth and expanded facilities.
Estimated cost: $95,000
Projected Schedule:
Develop bid doc: »February 1999
Advertise bids: »April 1999
Award bids: »May 1999
Project completed: »July 1999
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4. »Waste disposal system: Currently, all gray and black water is stored on site and transported by vacuum truck to Prudhoe Bay for processing approximately four times per year. NSF proposes to fund a project to improve the waste handling system and to handle the projected increase in volume.
Estimated cost: $175,000
Review alternatives: February - June 1999
Proposed construction: June 2000
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5. » New bathhouse facility: Currently a wash facility has a common area with a washer and dryer, and one utility sink with water and a shower, separate areas for personal cleanup are provided for men and for women with no running water. Three 2-story outhouses are available. NSF proposes to fund a new bathhouse that would have men and women bathrooms with lockers and toilets and sinks using running water. A common area would include washers and dryers and three individual locking changing rooms with showers.
Estimated cost: $110,000
Projected Schedule:
Develop bid documents: »February - March 1999
Advertise bids: »April 1999
Contractor selected: »May 1999
Project completed: »September 1999
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6. »»New 40 bed residence units: Currently TFS has four old ATCO trailers which house up to 40 people. Overflow is handled by placing cots in weather-ports and using private tents. NSF proposes to fund two residence units to accommodate 40 beds.
Estimated cost: $720,000
Projected Schedule:
Develop bid documents: »February - March 1999
Advertise bids: »April 1999
Contractor selected: »May 1999
Project completed: »September 1999
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7. » Erection of storage/shop facility: Storage is currently in the open or within weather-ports. No facility exists for storage/shop. Any work on vehicles, boats, snow machines, etc. must be done outside, frequently in freezing temperatures. This unit would provide space for TFS, science user storage, loading and unloading trucks under cover, warm space to work on equipment, space for drying tents and research gear. NSF proposes to fund this facility.
Estimated cost: $450,000
Projected Schedule:
Develop bid documents: »Feb - March 1999
Advertise bids: »April 1999
Contractor selected: »May 1999
Project completed : September 1999
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8. » Installation of four new laboratory modules: Currently the TFS has six old ATCO units used as laboratories. The NSF proposes to replace these labs with four new laboratory modules based on two designs already established by the science users.
Estimated cost: $1.9 million
Projected Schedule:
Develop bid documents: »February - March 1999
Advertise bids: »April 1999
Contractor selected: »May 1999
Project completed: »September 1999
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9. »Upgrade/replace existing kitchen/dining facility: The present TFS kitchen is an old ATCO unit attached to a stick-built dining room. Although the kitchen has consistently received high marks when inspected by DEC, the kitchen is old, small, and out of date. The current dining room is too small to handle the population peaks of up to 80 people in camp at one time. NSF proposes to fund a new dining and kitchen facility.
Estimated cost: $1.3 million
Review alternatives: February - June 1999
Proposed construction: June 2000
Total project cost is approximately $5.5 million.
FUNDING
Funding is provided by a grant from the National Science Foundation to the Polar Ice Coring Office of the University of Nebraska-Lincoln. The University of Nebraska-Lincoln will be responsible for the design, bidding and award of construction contracts.
RECOMMENDATION
Due to the unusual nature of this project and the special circumstances, where (1) total funding for the project is being provided by the National Science Foundation, (2) the project administration, including designing and bidding and awarding of contracts, is being conducted by the University of Nebraska-Lincoln, and (3) the time available to get these projects underway and completed during the short summer construction season is severely limited, the administration recommends that general requirements of Regents' Policy 05.12.04 regarding design approval and construction document and award requirements be waived and that the university's interim vice president for finance be authorized to enter into an agreement with the University of Nebraska-Lincoln for the upgrade of the Toolik Field Station.
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the upgrade project for the UAF Toolik Field Station as presented, waive the schematic design stage approval and construction document and contract award requirements of Policy 05.12.04, and authorize the interim vice president for finance to enter into an agreement(s), as may be approved by general counsel, with the University of Nebraska-Lincoln for the upgrade of the Toolik Field Station. This motion is effective February 18, 1999."
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C. »»Approval of Reallocated Project Authorization Amounts for Mat-Su College FY99 Deferred Maintenance Projects and Approval of the Snodgrass Building and Kerttula Building Projects»»(Reference 4)
1. » Approval of Reallocated Project Authorization Amounts:The allocation of funding for the Mat-Su College FY99 Deferred Maintenance appropriation and related project authorizations were approved by the Board of Regents on August 21, 1998. Since this approval was received, further design investigations have determined the need to reallocate these funds to better meet the scope of work for each project.
The Mat-Su College Snodgrass Building was originally built as an Agricultural Building. The elimination of the agricultural program has necessitated the reallocation of space in the facility to better meet the needs of the college. It has been determined that $750,000 is required for creating a west entry to the Snodgrass Building and for conversion of vacated space to a multi-media lecture hall. The original allocation of deferred maintenance funds to this project was $600,000.
When the campus has an opportunity to fully evaluate the alternatives for the Ortner Building, a recommendation on use of the deferred maintenance funds will be brought to the Board of Regents. The original allocation of deferred maintenance funds to this project was $235,000.
In the early summer of 1998 it was determined that the deterioration of the Kerttula Building Roof needed immediate attention. The deterioration had started to spread into the concrete block of the facility. To protect the building from further damage, Mat-Su College allocated FY98 operating maintenance and repair funds in the amount of $214,000 to initiate the design and the first phase of the roof repair, as approved. Further analysis of the project has determined that $348,000 is needed to complete this project.
REQUESTED FUNDING REALLOCATION
Snodgrass Building Original - »$600,000
Snodgrass Building Revised - $750,000
Ortner Building »Original - 235,000
Ortner Building Revised - 235,000
Kerttula Building Original - »698,800
Kerttula Building Revised - 348,000
Unallocated Original - »0
Unallocated Revised - 200,800
Total Original - »$1,533,800
Total Revised - $1,533,800
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2. » Approval of Schematic Design and the Authority to Bid and Award the Mat-Su College Snodgrass Building and Walkway Renovation
PROJECT DESCRIPTION
This project will renovate vacated space in the Snodgrass Building, enclose the west entrance at the walkway, and as funding allows, glazing, roof, and mechanical systems will be completed.
The Snodgrass Building at the Mat-Su College was originally designed for an agricultural program. With the elimination of this degree program, the mechanical and woodworking shops are no longer being utilized. The total square footage of both labs is 4200 square feet. The space was approximately 20 feet high. The depth of the structural bay made it very difficult to create general classrooms.
Coincidentally, over the years the college administration has been looking for ways to create a large multi-media space. This space is required for larger class sections, visiting lecturers, and special events. The facility will also fulfill an overall community need for such space in Mat-Su Valley.
While conducting a facility audit, Project Services staff determined that the most cost-effective way for the college to obtain the needed multi-media space would be to renovate the Snodgrass Building labs. This project will result in a 120-seat tiered lecture hall. It will be equipped with state-of-the-art media and have the capability of supporting distance education.
CONSULTANT
Architects Alaska
SCHEDULE
Bid Documents Complete: »March 29, 1999
Bid: »April 28, 1999
Construction Complete: »December 15, 1999
TOTAL PROJECT COST - »$750,000
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3. » Approval of Schematic Design and the Authority to Bid and Award for the Mat-Su College Repair/Replace Roofs
PROJECT DESCRIPTION
The Kerttula Building roof at Mat-Su College was constructed in 1972. The roof's original warranty/guaranty life expectance of 10 years has been exceeded by 16 years. The campus has experienced rapid deterioration of the pavers and roof liner in recent years necessitating prompt replacement. In 1997-98, Mat-Su College expended operating M&R funding to begin the Kerttula Building roofing project intended to ensure watertight integrity in areas, A1, A2, A3, B2, C2, and D2.
This project will remove the existing IRMA and light-guard systems, verify the liner integrity, remove ballast, insulation and debris, apply asphalt primer to the existing Kerttula phases, and hot mop .045 fleeceback EPDM membrane onto the existing membrane and flashing. It will replace the insulation and IRMA and light-guard insulation systems, and redesign and replace the masonry parapets, which have deteriorated beyond repair.
CONSULTANT
Tatum Architects
SCHEDULE
Bid Documents Complete: »March 29,1999
Bid: »April 27, 1999
Construction Complete: »October 15, 1999
TOTAL PROJECT COST »- $348,000
The President recommends that:
MOTION #1
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the reallocation of the Mat-Su College FY99 Deferred Maintenance projects, as presented:
Snodgrass Building Original - »$600,000»
Snodgrass Building Revised - $750,000»
Ortner Building »Original - 235,000»
Ortner Building Revised - 235,000»
Kerttula Building Original - »698,800»
Kerttula Building Revised - 348,000»
Unallocated Original - »0»
Unallocated Revised - 200,800»
Total Original - »$1,533,800»
Total Revised - $1,533,800This motion is effective February 18, 1999."
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MOTION #2
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the schematic design for the Snodgrass Building/Walkway Renovation Project and the Kerttula Building Roof Repair/Replacement Project as presented, and authorize the university administration to bid and award contracts, as appropriate, not to exceed total individual project costs as follows:
1. Snodgrass Building/Walkway Renovation $750,000»
2. Kerttula Building Roof Repair/Replacement $348,000This motion is effective February 18, 1999."
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D. »»Authorization for the Sale of General Revenue Bonds, 1999 Series J, Not to Exceed $15,000,000, for the Purposes of the Partial Refunding of Existing Debt and Costs of Issuance»»(Reference 5)
Since June 1998, the administration has considered various methods and the proper timing for a refunding (refinancing) of several previously issued debt instruments. Because current interest rates are very attractive, the bond sale is currently expected to produce an annual savings of approximately $ 75,000 per year, or $1.4 million in total over the life of the bonds.
The 1990 Certificates of Participation ("COPs") being refunded have a higher debt service reserve requirement than is currently required for the university's general revenue bonds. The anticipated $123,000 excess reserve funds will be transferred to the debt service fund, thus reducing UAA's payment requirement for October 1999. Technically, the refunding of the COPs is considered a "cost of acquiring a facility" as are the costs of issuance associated with the issue.
The anticipated Sources and Uses of Funds are noted on page 1 of Reference 5.
The administration currently plans on having a competitive bond sale in late March; however, if market stability becomes suspect prior to that time, a negotiated sale may be initiated as an alternative.
Detailed bond resolutions and related documents have been prepared by the university's bond counsel, Wohlforth, Vasser, Johnson & Brecht, and are presented in the separately bound reference.
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the bond resolution as presented in Reference 5 of the Finance, Facilities, and Land Management Committee agenda. This motion is effective February 18, 1999."
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E. »»Approval of Cooperative Agreement with UA Foundation Regarding the Management of Gifts of Real Property and Approval of Policy Changes Regarding the Acceptance and Transfer of Gifts»»(Reference 6A-C)
In the past, donors have made gifts of real estate to both the UA Foundation and to the University of Alaska. If the gift is to the foundation, the property is evaluated and managed by the university's land management office the same as if it were received by the university. However, holding real property in the name of the foundation is generally less beneficial that holding it in the name of the university, because the foundation incurs higher costs for property taxes and insurance than the university. The university is better positioned to hold and manage real property and the foundation is better positioned to hold and manage investable resources including proceeds from the sale or disposal of gifted real property.
Based on these circumstances, the administration is recommending that (1) the university hold title to gifted real estate until the property is sold or otherwise disposed of, and (2) that the net proceeds from the development, sale or disposal of gifted property be transferred to the foundation to be managed in accordance with the wishes of the donor. In addition, the administration is proposing that many of the foundation's current real property holdings be transferred to the university. Upon the sale or disposition of the subject property, the net proceeds will be transferred back to the foundation to be managed or distributed in accordance with the intent of the donor. Notwithstanding any agreement between the foundation and the university, any restriction by the donor will be followed in the administration of the property or gift and any eventual proceeds. A schedule of the foundation's real property holdings is included as Reference 6A.
This recommendation and a cooperative agreement describing the responsibilities of the university and the foundation were discussed with, and approved by the UA Foundation Board of Trustees. A draft of the Cooperative Agreement is included as Reference 6B. Upon execution of the agreement, the university president and the foundation president will determine which properties are advantageous or most appropriately transferred.
Implementation of this recommendation, if approved by the Board of Regents, will require several changes in the regents' policy on gifts. Reference 6C represents a draft of the proposed policy changes being recommended.
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents (1) authorize the university president to execute a cooperative agreement with the UA Foundation in substantially the form and content as the draft agreement presented in Reference 6b and (2) approve the proposed revisions to Regents' Policy 05.14.01 and 05.14.07 as presented in Reference 6c. This motion is effective February 18, 1999."
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F. »»Approval of Annual Land Management Development Plan»»(Reference 7A-B)
The Statewide Office of Land Management's Annual Report, which summarizes the university's land management activities for the past year is included as Reference 7B. The annual report includes information regarding revenues generated through land management activities, progress toward strategic goals, the 1999 land development plan, and brief summaries of all projects undertaken by the land management office.
A copy of the 1999 Land Development Plan (Reference 7A), along with a solicitation for comments, was sent to each member of the legislature and all borough and municipal governments across the state. Notices of availability of the plan were published in all major newspapers. No significant adverse comments regarding any of the projects or the plan were received in response to the notices or solicitation. One project was removed from the plan for further internal consideration. Board approval of the plan is being requested in accordance with Regents' Policy P05.11.05.A.2.b.
A detailed presentation to the Board of Regents on land management activities is scheduled for the August 1999 meeting. Interim Vice President Lynch will be available to answer questions regarding the annual report and land development plan.
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the 1999 Land Development Plan as presented in Reference 7A and authorize the administration to implement the plan to the extent practicable. This motion is effective February 18, 1999."
IV. »»Ongoing Issues
A. »»Status Report on Construction in Progress»»(Reference 8)A status report for all construction projects approved by the Board of Regents and in progress is included in Reference 8 for the convenience of the board.
This is an information item; no action is required.
B. »»Status Report on the Coal-Water Fuel Project
The Coal-Water Fuel Project is proceeding. The construction portion of the project is progressing as previously reported, but continues to experience cost increases in excess of initial expectations. Vice Chancellor Frank Williams will provide a report on the current status of the Coal-Water Fuel Project and the status of plans to control or otherwise minimize costs.
This is an information item; no action is required.
C. »»Status Report on Budget Request Unit Categories
The university administration will update the committee on recent efforts to develop budget request units (BRUs).
V. » »New Business
VI. »»Future Agenda Items
VII. »Adjourn
»
Agenda»
Board of Regents»
Human Resources Committee»
Thursday, February 18, 1999; *12:00 noon - 2:00 p.m.
Treadwell Room, Baranof Hotel»
Juneau, Alaska
»
Committee Members:»
Joe J. Thomas, Chair»
Chancy Croft»
Annette M. Nelson-Wright»
Michael J. Burns, President
I. »»»Call to Order
II. »»Adoption of Agenda
MOTION"The Human Resources Committee adopts the agenda as presented.
I. Call to Order
II. Adoption of Agenda
III. Consent Agenda
A. Approval of Temporary Re-Employment for FY99 Retirement Incentive Program ParticipantsIV. Ongoing Business
A. Labor Relations ReportB. 2nd Reading of Draft Grievance Policy
C. Health Benefits Update
V. New Business
VI. Future Agenda Items
VII. Adjourn
This motion is effective February 19, 1999."
III. »»Consent Agenda
A. »»Approval of Temporary Re-Employment for FY99 Retirement Incentive Program ParticipantsAlaska statutes governing the University of Alaska's Retirement Incentive Program (RIP) provide that, "the University of Alaska may enter into a personal services contract with an individual who was appointed to retirement under sections 22-35 of this act if the Board of Regents for the University of Alaska … determines that there is a compelling reason to do so because of the individual's specialized or extensive experience that relates to a particular program or project of the … university."
The President recommends that:
MOTION
"The Human Resources Committee recommends that the Board of Regents approve the appointment of Betty Hoch, Pat Shields, and Elaine Sunde to a temporary position or project contract, not to exceed 49 percent of their previous base salary. These appointments may not include retirement, health or leave benefits, except social security replacement if required by the IRS. This motion is effective February 18, 1999."
IV. »»Ongoing Business
A. »Labor Relations Report»» (Reference 9)Executive Director Kastelic will provide information on labor relations activities relating to the UACEA, ACCFT, United Academics, and United Academic-Adjuncts, and other labor relations issues.
B. »»2nd Reading of Draft Grievance Policy»»(Reference 10A-B)
Regents' Policy 04.08.08 - Grievance Procedure, is the employment-related dispute resolution process for approximately 2,100 UA employees who are not represented by a bargaining agent. University employees represented by bargaining agents are subject to the grievance processes in their collective bargaining agreement.
The current policy relating to dispute and grievance resolution was adopted in June 1993 subsequent to the passage of legislation that exempted the university from the administrative adjudicatory provisions of the Alaska Administrative Procedures Act (APA). Substantial changes are required to eliminate process ambiguities and inconsistencies that have become evident as a result of the university's experience during the past five years. The university was in the process of reviewing and amending this policy during the 1996-97 academic year. The policy reconsideration was suspended during the representation election periods for the United Academics and the UACEA classified unit.
It is in the mutual best interests of the University of Alaska administration and its employees to have an effective and efficient internal dispute resolution and grievance policy. This policy must provide a detailed process that avoids multiple proceedings relating to the same or similar issues, adequate due process for a wide variety of employment related disputes and create adequate written record of both the process and the University's actions and decisions.
The policy must be consistent with recent court decisions relating to public sector employment. During the past five years, the grievances that have been filed, while not numerous, have been extremely complicated and have in most instances involved legal representation for both grievants and respondents. This legal and procedural complexity make the objective of "prompt, fair and equitable resolution . . . at the earliest possible time" extremely difficult to meet given the current policy's procedures and use of grievance councils and hearing panels. Several cases have been remanded back to the university by the courts for hearing after the grievance council originally declined to hold a hearing or for other procedural fault.
The 1st Reading of this draft policy occurred at the Board of Regents' meeting in Anchorage on November 19, 1998. Since that time, substantial redrafting has occurred as a result of a thorough review by university staff attorneys and an employee workshop. The workshop teleconference, which took place on January 8, 1999, included representatives from governance, current and past MAU grievance councils, and other interested staff. The draft policy was also loaded to the Board of Regents' web site to ensure the widest possible access to the draft.
This 2nd draft, included in Reference 10B, continues to emphasize informal resolution and mediation processes while recommending the appointment of qualified hearing officers to conduct the evidentiary hearing and to make recommendation to the chancellor or president as appropriate when formal hearings are required. Grievants who are not satisfied with the decision of the chancellor may seek a discretionary review by the president as the University's final decision. While this most recent draft is longer in length, it more clearly specifies the detailed process and timelines required in an adversarial proceeding as a protection to all parties. A flow chart of the draft process is included in Reference 10A.
After board review and comment at this meeting, the next draft will be distributed broadly for employee comment. A final draft will be brought forward to the board at its April 1999 meeting.
A representative from the Staff Alliance will convey the concerns and comments of the Staff Alliance regarding the proposed policy during this discussion.
C. »»Health Benefits Update»(Reference 11)
Board of Regents' Policy and University Regulation 04.05.09 require that the University of Alaska (UA) provide a health insurance plan for benefit-eligible employees and their families. In 1997, the Board of Regents approved moving the funding of the health care plan to a defined contribution model. The university capped the maximum amount that it will pay on behalf of employees and their dependents towards the cost of the plan. Thus, if the health care plan's costs exceed the university's defined contribution rate for a given fiscal year ($414 per employee per month for FY98), all employees will collectively pay the difference between the university's cap and the actual cost of the health care plan in the next plan year. This is an information item; no action is requested at this meeting.
Calendar year 1999 is the first time employees have been required to make a contribution toward the cost of their own health care coverage. For this calendar year, all employees are paying an annual amount of $285 because the overall cost of the health care plan exceeded the university's cap in FY98. If the health care plan and/or the dependent charges are not modified, and claims costs increase at the predicted rate, employees may have to pay between $800 and $1,500 annually regardless of their own health care service needs or use by calendar year 2000.
Unfortunately, there are limited means to control health care cost inflation in the State of Alaska. The decision whether to charge all employees an equal share of increasing health care costs regardless of their need, use or family size, or to shift more of the first dollar costs to employees who use the benefits and have additional family members on the plan is basically a philosophical choice. On the other hand, a decision to forego the incentives created by differential reimbursement for network provider services will likely prove costly to all employees.
Over the past 18 months, discussions with employee task forces, the regional personnel directors, UA benefit consultants, William Mercer Inc. and the university's health care plan administrator, Blue Cross Blue Shield of Alaska, helped the University to create a plan design option for implementation on January 1, 2000. The proposed plan increases dependent charges and shifts more of the first dollar costs of health care services to employees who use the health care plan while maximizing the savings derived from a network of providers contracts. Additionally, since the UA plan has not been substantially revised for several years, there are administrative changes that will reduce plan administration complexity and cost.
Although the University is essentially self-insured, we are required to publicly bid the health care claims administration every five years. The current contract with Blue Cross Blue Shield will expire in December 1999. To ensure the most cost effective bid responses, President Hamilton must approve the proposed plan changes in advance of bid preparation in late March.
In advance of his decision, Statewide Human Resources staff has conducted nine group presentations at various locations in Juneau, Anchorage, and Fairbanks and two audio-conferences with extended campuses. The forums with University employees were organized to explain the proposed changes, answer employee questions and hear employee suggestions for plan redesign and other cost sharing methods. Many ideas were generated during lively question and answer sessions. The UA benefits consultant and Blue Cross have been asked to evaluate several of these ideas/options to determine potential savings and administrative feasibility. Employees who could not attend in person have opportunities to view a video of the presentation that has been distributed to the MAU's and extended campuses. The full text of the reports and the presentation material used at the meetings can be found on the University of Alaska's benefits web page.
Health care benefits are a mandatory subject of bargaining. By the time of this meeting, university labor relations staff and benefits administrators will have met in three day-long sessions with representatives from each union for the purpose of bargaining any health care plan changes.
Highlights of Proposed Changes:
1. Charge the same amount for dependent coverage as for employee coverage, up to a maximum of 4 dependents.2. Modify the basic health care plan in the following manner:
» Increase the individual deductible from $100 to $250.»
» Increase the family deductible from $300 to $500.»
» Increase the individual maximum out-of-pocket from $400 to $750.»
» Increase the family maximum out-of-pocket from $750 to $1250.»
» Implement a preferred provider organization provision that pays 80/20% for in-network services and 60/40% for out-of-network services.»
» Implement a $400 wellness benefit, not subject to the deductible.»
» Make all other health care charges subject to the deductible.»
» Change the pharmacy program from an 80/20% co-insurance to a plan where the employee pays either a $7 co-pay for a generic or a $10 co-pay for a name brand medication.»
» Implement a $25 annual deductible for non-preventive dental work.»
» Change the way dental procedures involving surgical procedures are handled under the plan so that they are processed as part of dental plan.»
» Modify the vision program by eliminating coverage for lenses, frames and contacts and allow an annual vision exam paid at 80%.3. Eliminate the Supplemental Health Care Plan option.
During the presentations/forums for employees, a number of common questions were asked. A flyer with answers to the most frequently asked questions was prepared and mailed to employees' homes. The flyer is included in Reference 11.
The university paid $18.8 million dollars in health care claims and administrative costs in FY98 on behalf of UA employees and dependents. To keep board members informed concerning this important employee benefit, Executive Director Patty Kastelic will make a presentation to the Human Resources Committee.
Representatives from University of Alaska collective bargaining units, Larry Weiss, United Academics, Michael Mayberry, UACEA and Dave Dau, ACCFT, and a representative from the Staff Alliance will comment on the changes in health benefits during this discussion.
V. »»New Business
VI. »»Future Agenda Items
VII. »»Adjourn
»
Agenda»
Board of Regents»
Committee of the Whole»
Thursday, February 18, 1999; *2:00 p.m. - 5:00 p.m.
Treadwell Room, Baranof Hotel»
Juneau, Alaska
I. » »Call to Order
II. »Adoption of Agenda
MOTION"The Committee of the Whole adopts the agenda as presented.
I. Call to Order
II. Adoption of Agenda
III. Presentation from Department of Labor
IV. Legislative Report
V. Consent Agenda
A. Approval of Corporate Authority ResolutionB. Approval of Industrial Security Resolution
C. Approval of Tuition Rates for AY2000 and AY2001
D. Approval of Spending Plan for Distribution of the Natural Resources Fund
E. Approval of Regents' Policy 02.05 - Crisis Planning and Response
VI. Ongoing Issues
A. Status Report on Year 2000 IssuesB. Report on Gartner Group
VII. New Business
A. Initial Discussion Regarding FY2001 Budget RequestVIII. Future Agenda Items
IX. Adjourn
This motion is effective February 18, 1999."
III. »»Presentation from Department of Labor
Neal Fried, Labor Economist with the Alaska Department of Labor, will make a presentation to the Board of Regents regarding Alaska demographics, job trends and job training needs.
IV. »»Legislative Issues
Wendy Redman, Vice President for University Relations, and Ann Ringstad, Director of Government Relations, will report on issues of concern regarding the current legislative session.
V. »»Consent Agenda
A. »»Approval of Corporate Authority Resolution»»(Reference 12)The Board of Regents regularly passes a resolution specifying certain university officers as being authorized to execute investment and banking transactions for the University of Alaska. Because of changes in officers of the Board of Regents and administrative staff, a current resolution is necessary in order to execute timely investment and banking transactions. Jim Lynch, interim vice president for finance, will be available to answer any questions regarding the resolution.
The President recommends that:
MOTION
"The Committee of the Whole recommends that the Board of Regents approve the Corporate Authority Resolution included in Reference 12, and authorizes the President and Secretary of the Board of Regents to sign the resolution. This motion is effective February 18, 1999."
»
B. »»Approval of Industrial Security Resolution»»(Reference 13)
The president and selected members of the university administration are routinely designated by the Board of Regents to handle any duties and responsibilities relating to classified information in connection with contracts with the Department of Defense and other federal agencies. These individuals are given an extensive security screening and are the only members of the administration, including the Board of Regents, to have access to classified information. The university has received similar security clearances since the mid-1950s. Execution of the resolution allows regents and other members of the administration to be exempted from security clearance procedures.
The resolution shown in Reference 13 is identical to resolutions previously passed except for a change in names of members of the Board of Regents and the appointment of Terry Vrabec, UAF police chief, as facility security officer.
Jim Lynch, interim vice president for Finance and Planning, will be available to answer any questions regarding the resolution.
The President recommends that:
MOTION
"The Committee of the Whole recommends that the Board of Regents approve the Industrial Security Resolution, Reference 13, as revised to reflect the change in members of the Board of Regents and the naming of a UAF facility security officer, and authorize the President and Secretary of the Board of Regents to sign the resolution. This motion is effective February 18, 1999."
»
C. »»Approval of Tuition Rates for AY2000 and AY2001»»(Reference 14)
At the October 1, 1998 board meeting, the Board of Regents and the administration discussed the need to approve tuition levels far enough in advance for the campuses to publish "approved" tuition rates for the coming year in the campus catalogs and for students to better plan their personal expenditure requirements. In response to that request, the administration is proposing that the Board of Regents approve tuition rates for both AY2000 and AY2001 with no increases, except for the Higher Education Price Index (HEPI) inflation adjustment as described in the current tuition policy. A HEPI average increase of 3.1 percent will be used to adjust tuition rates for both years.
The administration is also working on a redraft of the current tuition policy and regulation that will be presented for a first reading at the April 1999 board meeting. The amendments will include provisions for waivers of tuition for dependents of deceased police officers, fire fighters and military killed in the line of duty, as required by law, and for the earlier approval of tuition rates. The campus administration and governance groups will be provided discussion drafts for comment prior to the April meeting. Pending formal amendment of the tuition policy the administration will request suspension of those portions of the current policy, which are inconsistent or in conflict with the motion to establish tuition rate as presented below.
An estimate of the revenue impact of the proposed changes in tuition rates and comparisons of the University of Alaska tuition and fee charges relative to national and western state averages for 2-year and 4-year institutions is included in Reference 14.
President Mark Hamilton, Interim Vice President Jim Lynch, and Director Pat Pitney will be available to discuss the proposal with the Board. In addition, Coalition of Student Leaders representatives Annette Nelson-Wright and Josh Horst, USUAS President, will convey the concerns and comments of the Coalition of Student Leaders regarding the tuition proposal during this discussion.
A schedule of the HEPI adjusted tuition rates and the administration's proposal is as follows:
»
»Current Tuition Rates»
AY1999HEPI Adjusted»
Tuition Rates»
AY2000HEPI Adjusted»
Lower Division: » » » PWSCC
Tuition Rates»
AY2001$62
$64
$66
Kodiak$63
$65
$67
All Other$73
$75
$77
Upper Division$81
$84
$87
Graduate$162
$167
$172
Non-resident Surcharge$154
$159
$164
The President recommends that:
MOTION
"The Committee of the Whole recommends that the Board of Regents approve the following tuition rates, effective commencing with the summer session, for the academic year 2000 and 2001:
»»
HEPI Adjusted»
Tuition Rates»
AY2000HEPI Adjusted»
Lower Division: » » » PWSCC
Tuition Rates»
AY2001»
$64
$66
Kodiak»
$65
$67
All Other»
$75
$77
Upper Division»
$84
$87
Graduate»
$167
$172
Non-resident Surcharge»
$159
$164
This motion is effective February 18, 1999."
D. »»Approval of Spending Plan for Distribution of the Natural Resources Fund»»(Reference 15)
Regents' Policy indicates that the Natural Resources Fund (NRF) was established to ". . . provide a margin of support over and above what otherwise would be possible through traditional state, federal, and private sources, and used to provide funding to projects and programs necessary to establish or enhance the quality of the university's academic programs, research, or public service." Further, ". . . At least 40 percent of the undesignated funds . . . will be used for purposes related to fisheries, agriculture, forestry, mineral development, and education in areas related to natural resources" (Regents' Policy 05.07.01). The university president is directed by this policy to develop an annual budget, to consult with the Board of Regents in establishing priorities, and to seek its approval of the budget and list of projects and programs to be funded.
At the October and November 1998 Board of Regents' meetings, President Hamilton discussed the development of plans to offer a 4-year scholarship to each of the top 10 percent of the students in Alaska high school graduating classes. Because these scholarships would be funded from the NRF distribution, presentation of the spending plan was postponed to this meeting. The distribution to the NRF, which is available for expenditure, is $1.6 million.
The proposed budget and list of projects and programs selected for funding are presented in Reference 15.
The President recommends that:
MOTION
"The Committee of the Whole recommends that the Board of Regents approve the Natural Resources Fund budget and the list of projects and proposals to be funded as presented in Reference 15. This motion is effective February 18, 1999."
E. »»Approval of Regents' Policy 02.05 - Crisis Planning and Response»(Reference 16)
At the November 1998 meeting, a first draft of a crisis planning and response policy was reviewed by the committee of the whole. A final draft of this policy is included in Reference 16.
The President recommends that:
MOTION
"The Committee of the Whole recommends that the Board of Regents approve Regents' Policy 02.05 - Crisis Planning and Response. This motion is effective February 18, 1999."
VI. »»Ongoing Issues
A. »»Status Report on Year 2000 Issues»»(Reference 17)Steve Smith, Interim Chief Information Officer, will present a status report on the university's progress in resolving Year 2000 (Y2K) related computer issues. A list of related "Year 2000 Questions & Answers" is also provided as Reference 17. This report is for information purposes; no action is required by the Board.
B. »»Report on Gartner Group
The Gartner Group conducted an Information Technology Overview Analysis (ITOA) for the University of Alaska. It examined "back room" operations of the university's information technology (IT) infrastructure. The period of study covered fiscal year 1998.
This was a system wide overview, combining the IT functions of all campuses and the statewide IT unit to provide an overall view of IT operations for the university. While there have been studies of individual campuses and the statewide organization, there has never been a single system wide study of IT operations for the university. This analysis was undertaken by the Information Technology Re-engineering Task Force created by President Komisar in the spring of 1998.
The ITOA examined five areas. They included:
» Applications Development and Support»
» Centralized Systems and Servers»
» Distributed Computing»
» Wide Area Networks»
» Help DeskAlso included was a survey of IT management and key IT users.
The analysis did not include the following, except as supported by one of the five areas above:
» Classroom use of IT»
» Distance delivery»
» Use of student and faculty owned IT systems»
» Voice systemsThis analysis was a "health check" of the University of Alaska IT infrastructure. It was intended to provide a "stake in the ground" for future and regular measurement of IT performance. The university has not been regularly engaged in critical measurement of the cost of information technology. The ITOA has helped pinpoint areas where data collection and analysis has been sketchy or absent. The full value of this analysis becomes evident as the benchmarking process is undertaken in a regular and systematic way.
Information technology is no longer an activity that occurs on the fringes of the university's mission. It is an integral part of meeting that mission. Without a clear understanding of the cost, the impact, and the role IT plays within the University of Alaska, we cannot make informed plans for the future. This study represents a major step to identify costs, impacts and roles. The IT organizations at each campus and statewide are already working on ways to improve service based on the material that follows.
This report is for information purposes only; no action is required by the Board.
VII. »»New Business
A. »»Initial Discussion Regarding FY2001 Budget RequestPresident Hamilton will lead a discussion with the Board of Regents regarding budget planning for FY2001 and a process for development of themes and guiding principles. This is an information item; no action is required.
VIII. »»Future Agenda Items
IX. »»Adjourn
»
Agenda»
Board of Regents»
Audit Committee»
Friday, February 19; *7:00 a.m. - 8:00 a.m.»
A.J. Room, Baranof Hotel
Juneau, Alaska
»
Committee Members:»
Chancy Croft, Chair»
Mary Jane Fate»
Michael J. Burns, President
»
I. » »Call to Order
II. »»Adoption of Agenda
MOTION"The Audit Committee adopts the agenda as presented.
I. Call to Order
II. Adoption of Agenda
III. New Business
A. New Committee Member OrientationB. Comments from the Division of Legislative Audit
C. Annual Committee Meeting Schedule
IV. Ongoing Issues
A. Review of Recently Completed AuditsB. Status Report on FY98 External Financial Audit
C. Status Report on FY99 Annual Audit Plan
D. Evaluation of Internal Audit Staffing Level
V. Future Agenda Items
VI. Adjourn
This motion is effective February 19, 1999."
III. »»New Business
A. »»New Committee Member OrientationBen Shilling, director of Internal Audit, will review with the Audit Committee, Board Policy as it relates to the Internal Audit function. Regent Croft, committee chair, will discuss a training opportunity at the annual meeting of the Association of Governing Boards in Seattle.
This is an information item; no action is necessary.
B. »»Comments from the Division of Legislative Audit
Ms. Pat Davidson, Legislative Auditor, will discuss the legislative audit process as it applies to the university and any audit issues or concerns from the perspective of the Division of Legislative Audit.
This is an information item; no action is necessary.
C. »»Annual Committee Meeting Schedule
Ben Shilling will discuss with the committee the annual committee meeting schedule. The current proposal is to have at least three meetings scheduled with the regular full board meetings. The matrix for these meetings would include the normal status reports as well the following:
June: Approval and adoption of the next annual audit plan»
November: Annual meeting with the external auditors»
February: Presentation of final External Audit ReportsThis is an information item; no action is necessary.
IV. »»Ongoing Issues
A. »»Review of Recently Completed AuditsBen Shilling will review with the Audit Committee recently completed audits.
This is an information item; no action is necessary.
B. »»Status Report on FY98 External Financial Audit
Ben Shilling will review with the Audit Committee the status of the annual audit, the letter on conduct of the audit and the management letter received from KPMG Peat Marwick, as well as the administration's response.
This is an information item; no action is necessary.
C. »»Status Report on FY99 Annual Audit Plan
Ben Shilling will review the status of the FY99 annual internal audit plan as presented below.
This is an information item; no action is necessary.
D. »»Evaluation of Internal Audit Staffing Level
Ben Shilling will present to the committee an analysis of the current staffing level of the internal audit department.
This is an information item; no action is necessary.
V. »»New Business
VI. » »Future Agenda Items
VII. »»Adjourn
»
»
Agenda»
Board of Regents»
Meeting of the Full Board»
Thursday, February 18, 1999; *8:00 a.m. - 10:00 a.m.; 5:00 p.m. - 6:00 p.m.
Friday, February 19, 1999; *8:00 noon - 5:00 p.m.»
Treadwell Room, Baranof Hotel
Juneau, Alaska
»
Thursday, February 18, 1999
I. » Call to Order
II. » Adoption of Agenda
MOTION"The Board of Regents adopts the agenda as presented.
I. Call to Order
II. Adoption of Agenda
III. Approval of Minutes
IV. Welcome and Introduction of New Board Members
V. Public Testimony
VI. Joint Meeting with Alaska Science and Technology Foundation Board of Directors
VII. University President's Report
VIII. Consent Agenda
A. Academic and Student Affairs Committee1. Approval of Regents' Policy 09.07 - Student OrganizationsB. Finance, Facilities and Land Management Committee
1. Schematic Design Stage Approval for UAF Poker Flat Research Range Upgrade2. Project Approval, UAF Toolik Field Station Upgrade
3. Approval of Reallocated Project Authorization Amounts for Mat-Su College FY99 Deferred Maintenance Projects and Approval of the Snodgrass Building and Kerttula Building Projects
4. Authorization for the Sale of General Revenue Bonds, 1999 Series J, Not to Exceed $15,000,000, for the Purposes of the Partial Refunding of Existing Debt and Costs of Issuance
5. Approval of Cooperative Agreement with the UA Foundation Regarding the Management of Gifts of Real Estate and Approval of Policy Changes Regarding the Acceptance and Transfer of Gifts
6. Approval of Annual Land Management Development Plan
C. Committee of the Whole
1. Approval of Corporate Authority Resolution2. Approval of Industrial Security Resolution
3. Approval of Tuition Rates for AY2000 and AY2001
4. Approval of Spending Plan for Distribution of the Natural Resources Fund
5. Approval of Regents' Policy 02.05 - Crisis Planning and Response
D. Human Resources Committee
1. Approval of Temporary Re-Employment for FY99 Retirement Incentive Program ParticipantsIX. New Business and Committee Reports
A. Academic and Student Affairs CommitteeB. Audit Committee
C. Committee of the Whole
D. Finance, Facilities and Land Management Committee
E. Human Resources Committee
F. Labor Relations Committee
G. Planning and Development Committee
X. Review of Spring 1999 Commencement Schedule
XI. Future Agenda Items
XII. Alaska Commission on Postsecondary Education Report
XIII. Board of Regents' Comments
XIV. Executive Session
XV. Approval of Honorary Degree Recipient for the University of Alaska Anchorage
XVI. Adjourn
This motion is effective February 18, 1999."
»
III. »»Approval of Minutes
MOTION #1 - October 15, 1998
"The Board of Regents approves the minutes of its emergency meeting of October 15, 1998 as presented. This motion is effective February 18, 1999."
MOTION #2 - November 19-20, 1998
"The Board of Regents approves the minutes of its meeting of November 19-20, 1998 as presented. This motion is effective February 18, 1999."
»
IV. »»Welcome and Introduction of New Board Members
V. »»Public Testimony
Public testimony will be heard from 8:00 a.m. to 10:00 a.m. and 5:00 p.m. to 6:00 p.m. on Thursday, February 18, 1999.
Comments are limited to three minutes per individual. Written comments are accepted and will be distributed to the Board of Regents and President Hamilton by the Board of Regents' Officer following the meeting.
FRIDAY, FEBRUARY 19, 1999
VI. »»Joint Meeting with Alaska Science and Technology Foundation Board of Directors
Members of the Board of Regents and the Alaska Science and Technology Foundation board of directors will meet to discuss issues of mutual concern.
VII. »University President's Report
VIII. »»Consent Agenda
A. »»Academic and Student Affairs Committee1. »»Approval of Regents' Policy 09.07 - Student Organizations»(Reference 1)MOTION
"The Academic and Student Affairs Committee recommends that the Board of Regents approve Regents' Policy 09.07 - Student Organizations, as presented in Reference 1. This motion is effective February 18, 1999."
MOTION
"The Board of Regents approves the recommendations of the Academic and Student Affairs Committee as stated above. This motion is effective February 19, 1999."
B. »»Finance, Facilities and Land Management Committee
1. »»Schematic Design Stage Approval for UAF Poker Flat Research Range (PFRR) Upgrade»(References 2A-D)MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the schematic design for the University of Alaska Fairbanks Poker Flat Research Range projects as presented, and authorize the university administration to bid and award contracts, as appropriate, not to exceed total individual project costs as follows:
1. Back-up Electrical Power - »$890,000
2. Range Administration Center »- $1,825,000
3. Lidar Laboratory Project - »$1,775,000
4. Upper Range Road Project - »$980,000
This motion is effective February 18, 1999."
2. »»Project Approval for UAF Toolik Field Station Upgrade»»(Reference 3)
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the upgrade project for the UAF Toolik Field Station as presented, waive the schematic design stage approval and construction document and contract award requirements of Policy 05.12.04, and authorize the interim vice president for finance to enter into an agreement(s), as may be approved by general counsel, with the University of Nebraska-Lincoln for the upgrade of the Toolik Field Station. This motion is effective February 18, 1999.
3. »»Approval of Reallocated Project Authorization Amounts for Mat-Su College FY99 Deferred Maintenance Projects and Approval of the Snodgrass Building and Kerttula Building Projects»(Reference 4)
a. » MOTION #1"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the reallocation of the Mat-Su College FY99 Deferred Maintenance projects, as presented:
Snodgrass Building Original - »$600,000»
Snodgrass Building Revised - $750,000»
Ortner Building »Original - 235,000»
Ortner Building Revised - 235,000»
Kerttula Building Original - »698,800»
Kerttula Building Revised - 348,000»
Unallocated Original - »0»
Unallocated Revised - 200,800»
Total Original - »$1,533,800»
Total Revised - $1,533,800This motion is effective February 18, 1999."
b. » MOTION #2
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the schematic design for the Snodgrass Building/Walkway Renovation Project and the Kerttula Building Roof Repair/Replacement Project as presented, and authorize the university administration to bid and award contracts, as appropriate, not to exceed total individual project costs as follows:
1. Snodgrass Building/Walkway Renovation $750,000
2. Kerttula Building Roof Repair/Replacement $348,000
This motion is effective February 18, 1999."
4. »»Authorization for the Sale of General Revenue Bonds, 1999 Series J, Not to Exceed $15,000,000, for the Purposes of the Partial Refunding of Existing Debt and Costs of Issuance»(Reference 5)
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the bond resolution as presented in Reference 5 of the Finance, Facilities, and Land Management Committee agenda. This motion is effective February 18, 1999."
5. »»Approval of Cooperative Agreement with UA Foundation Regarding the Management of Gifts of Real Property and Approval of Policy Changes Regarding the Acceptance and Transfer of Gifts»(Reference 6A-C)
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents (1) authorize the university president to execute a cooperative agreement with the UA Foundation in substantially the form and content as the draft agreement presented in Reference 6b and (2) approve the proposed revisions to Regents' Policy 05.14.01 and 05.14.07 as presented in Reference 6c. This motion is effective February 18, 1999."
6. »»Approval of Annual Land Management Development Plan»»(Reference 7A-B)
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the 1999 Land Development Plan as presented in Reference 7A and authorize the administration to implement the plan to the extent practicable. This motion is effective February 18, 1999."
MOTION
"The Board of Regents approves the recommendations of the Finance, Facilities and Land Management Committee as stated above. This motion is effective February 19, 1999."
C. »»Committee of the Whole
1. »»Approval of Corporate Authority Resolution»(Reference 12)MOTION
"The Committee of the Whole recommends that the Board of Regents approve the Corporate Authority Resolution included in Reference 12, and authorizes the President and Secretary of the Board of Regents to sign the resolution. This motion is effective February 18, 1999."
2. »»Approval of Industrial Security Resolution»»(Reference 13)
MOTION
"The Committee of the Whole recommends that the Board of Regents approve the Industrial Security Resolution, Reference 13, as revised to reflect the change in members of the Board of Regents and the naming of a UAF facility security officer, and authorize the President and Secretary of the Board of Regents to sign the resolution. This motion is effective February 18, 1999."
3. »»Approval of Tuition Rates for AY2000 and AY2001»» (Reference 14)
MOTION
"The Committee of the Whole recommends that the Board of Regents approve the following tuition rates, effective commencing with the summer session, for the academic year 2000 and 2001:
»»
HEPI Adjusted»
Tuition Rates»
AY2000HEPI Adjusted»
Lower Division: » » » PWSCC
Tuition Rates»
AY2001»
$64
$66
Kodiak»
$65
$67
All Other»
$75
$77
Upper Division»
$84
$87
Graduate»
$167
$172
Non-resident Surcharge»
$159
$164
This motion is effective February 18, 1999."
4. »»Approval of Spending Plan for Distribution of the Natural Resources Fund»»(Reference 15)
MOTION
"The Committee of the Whole recommends that the Board of Regents approve the Natural Resources Fund budget and the list of projects and proposals to be funded as presented in Reference 15. This motion is effective February 18, 1999."
5. »»Approval of Regents' Policy 02.05 - Crisis Planning and Response»»(Reference 16)
MOTION
"The Committee of the Whole recommends that the Board of Regents approve Regents' Policy 02.05 - Crisis Planning and Response. This motion is effective February 18, 1999."
MOTION
"The Board of Regents approves the recommendations of the Committee of the Whole as stated above. This motion is effective February 19, 1999."
D. »»Human Resources Committee
1. »»Approval of Temporary Re-Employment for FY99 Retirement Incentive Program ParticipantsMOTION
"The Human Resources Committee recommends that the Board of Regents approve the appointment of Betty Hoch, Pat Shields, and Elaine Sunde to a temporary position or project contract, not to exceed 49 percent of their previous base salary. These appointments may not include retirement, health or leave benefits, except social security replacement if required by the IRS. This motion is effective February 18, 1999."
MOTION
"The Board of Regents approves the recommendations of the Human Resources Committee as stated above. This motion is effective February 19, 1999."
IX. »»New Business and Committee Reports
A. » Academic and Student Affairs CommitteeB. » Audit Committee
C. » Committee of the Whole
D. » Finance, Facilities and Land Management Committee
E. » Human Resources Committee
F. » Labor Relations Committee
G. » Planning and Development Committee
X. »»Review of Spring 1999 Commencement Schedule
A schedule of campus commencement exercises at the University of Alaska Anchorage, University of Alaska Fairbanks, and University of Alaska Southeast is printed below. Board members will discuss the schedule and select which commencements each member would like to attend, subject to final approval by President Burns. Coordination of attendance at each commencement will be through the Board of Regents' Office.
Kachemak Bay (Homer) - »Saturday, May 1Kuskokwim (Bethel) - »Saturday, May 1
Kenai Peninsula (Soldotna) - »Tuesday May 4
Sitka - »Thursday, May 6
UAS at Juneau - »Friday, May 7
Mat-Su (Palmer) - »Friday, May 7
Ketchikan - »Saturday, May 8
UAA at Anchorage - »Sunday, May 9
UAF at Fairbanks - »Sunday, May 9
Chukchi (Kotzebue) - »Wednesday, May 12
Northwest (Nome) - »Thursday, May 13
Prince William Sound (Valdez) - »Friday, May 14
Kodiak - »Friday, May 14
Ft. Yukon - »Friday, May 14
Bristol Bay (Dillingham) - »Saturday, May 15
XI. »»Future Agenda Items
XII. »»Alaska Commission on Postsecondary Education Report
XIII. »»Board of Regents' Comments
XIV. »»Executive Session
MOTION
"The Board of Regents goes into executive session at _________ A.S.T in accordance with the provisions of AS 44.62.310 to discuss matters the immediate knowledge of which would have an adverse effect on the finances of the university related to:
» Litigation
» Labor
» Negotiations with contracting parties relative to certain parties, including Toolik Field Station Upgrade and Clean Coal Power Generation
and matters which would affect the reputation or character of a person or persons including:
» Personnel Matters
» Honorary Degree Recipient
The session will include members of the Board of Regents, President Hamilton, General Counsel Parrish, and such other university staff members as the president may designate and will last approximately hour(s). Thus, the open session of the Board of Regents will resume in this room at approximately ____ A.S.T. This motion is effective February 19, 1999."
(To be announced at conclusion of executive session)
The Board of Regents concluded an executive session at _____ A.S.T. in accordance with AS 44.62.310 discussing matters the immediate knowledge of which would have an adverse effect on the finances of the university; and matters which would affect the reputation or character of a person or persons.. The session included members of the Board of Regents, President Hamilton, General Counsel Parrish, and other university staff members designated by the president and lasted approximately ___ hour(s).
XV. »»Approval of Honorary Degree Recipient for the University of Alaska Anchorage
A recommendation submitted by the University of Alaska for a recipient of an honorary degree was sent under separate cover for Board of Regents' review prior to the February 1999 board meeting.
The President recommends that:
MOTION
"The Board of Regents approves the nominee for an honorary doctoral degree, as proposed, for commencement exercises in the spring of 1999, and authorizes Chancellor Gorsuch to invite the approved nominee and announce his acceptance. This motion is effective February 19, 1999."
XVI. »»Adjourn