November-16-17
Board of Regents Meeting
November 16-17, 2000»
Butrovich Building, University of Alaska Fairbanks Campus
Fairbanks, Alaska
PUBLIC TESTIMONY WILL BE HEARD THURSDAY MORNING FROM APPROXIMATELY 10:00 a.m. TO 12:00 noon in Regents' Conference Room 109, Butrovich Building. »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.
»
AGENDA REFERENCESFull 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.
»
MEETING SCHEDULETimes for board meetings are subject to modification within the November 16-17, 2000 timeframe.
Wednesday, November 15, 2000
6:30 p.m. - 8:30 p.m.»
Reception for Regent Mary Jane Fate at the Gold Room, Westmark Fairbanks Hotel.
Thursday, November 16, 2000
8:30 a.m. - 10:00 a.m.»
Full Board will meet for President's Report.
10:00 a.m. - 12:00 noon»
The Full Board will meet to hear public testimony.
12:00 noon - 1:30 p.m.»
The Board of Regents will meet in Executive Session. Lunch will be served for those
participating in that session.
1:30 p.m. - 4:00 p.m.»
Academic and Student Affairs Committee will meet in Regents' Conference Room 109,
Butrovich Building.
2:00 p.m. - 5:00 p.m.»
Finance, Facilities, and Land Management Committee will meet in the Sherman Carter
Conference Room, Butrovich Building.
4:00 p.m. - 5:00 p.m.»
Human Resources Committee will meet in Regents' Conference Room 109.
Friday, November 17, 2000
7:30 a.m. - 9:00 a.m.»
Audit Committee will meet in the Sherman Carter Conference Room.
9:00 a.m. - 3:00 p.m.»
Committee of the Whole will meet in the Regents' Conference Room. Lunch will be served
during the session.
3:00 p.m. - 5:00 p.m.»
Full Board will meet in the Regents' Conference Room 109.
5:00 p.m. - Adjourn
Messages can be left at the Board of Regents' Office: phone 474-7908, FAX 474-6342. Messages should indicate that they are for participants in the Board of Regents' meeting.
»
MEETING SUMMARY
The following is a summary of actions, reports, and presentations before the Board of Regents at this meeting:
FULL BOARD ACTION ITEMS:
1. Approval of FY2002 Operating Budget Request (from FF&LM Meeting of November 9,
2000)
2. Approval of FY2002 Capital Budget Request (from FF&LM Meeting of November 9, 2000)
3. Approval of the UAS Allocation of FY01 Capital Appropriation for Facility Renewal,
and Approval of Related UAS Capital Projects (FF&LM)
4. Approval of the UAA Allocation of FY01 Capital Appropriation for Facility Renewal,
and Approval of Related UAA Capital Projects (FF&LM)
5. Approval of Temporary Re-Employment for FY99 Retirement Incentive Program Participant
(HR)
6. Approval of External Audit Contract (Audit)
7. Budget Approval for Natural Resources Fund Spending Allowance Distribution (COW)
8. Approval of Tuition Rate Adjustments for the Academic Year 2002 (COW)
9. Approval of the University of Alaska Value Statements (Full)
10. Approval of Naming of Road and Facilities at the University of Alaska Fairbanks
Campus (Full)
11. Approval of Board of Regents' Bylaws Revisions (Full)
12. Approval of Revisions to Regents' Bylaw regarding Annual Board Meeting (Full)
13. Approval of Revisions to Regents' Bylaw regarding Nominating Committee (Full)
14. Approval of Revisions to Regents' Bylaw regarding Planning and Development Committee
(Full)
15. Approval of Revisions to Regents' Bylaw regarding Human Resources Committee (Full)
16. Approval of Resolutions of Appreciation for Regents Mary Jane Fate and R. Danforth
Ogg (Full)
COMMITTEE ACTION ITEMS:
1. Approval of Schematic Design for UAF Rasmuson Library Renewal Project (FFLM)
2. Approval of Schematic Design for UAF Brooks Building Renewal Project (FFLM)
3. Approval of Schematic Design for UAF Physical Plant Renewal Phase I Project (FFLM)
4. Approval of Schematic Design for UAA Library Addition and Renovation Project (FFLM)
PRESENTATIONS:
1. Overview of Vocational Education Programs and UA Corporate Programs (A&SA)
2. "Alaska Renaissance Project" at the University of Alaska Fairbanks (A&SA)
3. Presentation on UA Electronic Student Services (A&SA)
4. Presentation of the FY00 Financial Statements (FF&LM)
5. Annual Report from the College of Rural Alaska Advisory Council (COW)
REPORTS/DISCUSSIONS/UPDATES:
1. President's Report (Full)
2. Annual Report on Educational Effectiveness (A&SA)
3. Status Report on UAA Accreditation Visit (A&SA)
4. Update on Regents' Scholarship (A&SA)
5. Review of Amendment to UAF's Poker Flat Research Range Master Plan and First Reading
of Plan for Land Acquisitions (FF&LM)
6. Status Report on Construction in Progress and Other Projects (FF&LM)
7. Human Resources Issues Update (HR)
8. FY2000 External Audit Report (Audit)
9. Review of Recently Completed Audits (Audit)
10. Audit Status Report (Audit)
11. Review of Audit Ratings (Audit)
12. First Reading of Revisions to Regents' Policy 05.10 - Tuition and Student Fees
(COW)
13. Update on Federal Issues (COW)
14. Update on Legislative Issues (COW)
15. Status Report on Academic Initiatives (COW)
16. Update on Distance Education (COW)
17. Report on Enrollment at the University of Alaska (COW)
18. Report on System and MAU Crisis Plans (COW)
OTHER:
1. Reception for Regent Mary Jane Fate (Wednesday evening)
»
AGENDAS
»
Agenda»
Board of Regents»
Academic and Student Affairs Committee»
Thursday, November 16, 2000; *1:30 p.m. - 4:00 p.m..
Regents' Conference Room 109, Butrovich Building»
University of Alaska Fairbanks Campus
Fairbanks, Alaska
Committee Members:»
Chancy Croft, Chair»
Joshua B. Horst»
R. Danforth Ogg»
Brian D. Rogers
Frances H. Rose
Michael J. Burns, Board Chair
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. Presentations
A. Overview of Vocational Education Programs and UA Corporate ProgramsIV. Ongoing Issues
B. "Alaska Renaissance Project" at the University of Alaska Fairbanks
C. Presentation on UA Electronic Student ServicesA. Annual Report on Educational EffectivenessV. Future Agenda Items
B. Status Report on UAA Accreditation Visit
C. Update on Regents' ScholarshipVI. Adjourn
This motion is effective November 16, 2000."
III.»Presentations
A.»Overview of Vocational Education Programs and UA Corporate ProgramsIV.»Ongoing IssuesWendy Redman, vice president for University Relations, and Joyce Helens, director of Corporate Programs, will present overviews of University of Alaska vocational education programs and the status of Corporate Programs.
B.»"Alaska Renaissance Project" at the University of Alaska Fairbanks
The University of Alaska Fairbanks Honors Program is currently sponsoring a program called the "Alaska Renaissance Project". The project consists of six students living and learning together for a full year. It is based on an alternative learning program, where the students are graded on the production of eight projects such as an amateur film, a musical album, or an educational video game for Alaska K-12 schools.
UAF students will make a brief presentation regarding this project and its status.
C.»Presentation on UA Electronic Student Services
Mike Sfraga, director, Statewide Office of Program Development, will present a status report on the University of Alaska's electronic student services now available via the World Wide Web. Director Sfraga will also discuss plans for additional services for students, faculty, staff, and Alumni. Saichi Oba, Statewide manager of Electronic Student Services, and Ann Tremarello, UAF Registrar, will provide a project overview and demonstration to include on-line access to unofficial transcripts, semester grade reports, and fee payment records.
A.»Annual Report on Educational EffectivenessRegents' Policy 10.06.01 requires each MAU to "regularly undertake studies of the impact of its academic programs on its students and graduates . . . to improve the effectiveness of its educational programs."
Representatives from the three MAUs will be present to review the current status of educational effectiveness on their respective campuses.
B.»Status Report on UAA Accreditation Visit
Dan Johnson, provost at the University of Alaska Anchorage, will give a status report on the recent accreditation visit.
C.»Update on Regents' Scholarship
In November 1999, the Board of Regents approved the following criteria for the establishment of a Regents' Scholarship:
Name: Regents' ScholarshipThe committee will discuss the funding and future awards from this scholarship.Eligibility: University of Alaska junior, senior or graduate students in good standing.
Criteria: Demonstrated commitment and involvement in leadership and civic or professional service activities, and recognized academic achievement.
Selection: Initial screening by UA Foundation staff. Selection by a committee of five former members of the Board of Regents appointed annually by the chair of the Academic and Student Affairs Committee with the approval of the entire committee.
Funding: Endowment in UA Foundation from private donations from current and former members of the Board of Regents, and other funds designated by the Board of Regents.
Awards: First awardees will be selected in Spring 2000 for use in Fall Semester 2000. The number and amount of awards is dependent on the amount of funding received.
V.»»Future Agenda Items
VI. »»Adjourn
»
Agenda»
Board of Regents»
Finance, Facilities and Land Management Committee»
Thursday, November 16, 2000; *2:00 p.m. - 5:00 p.m.
Sherman Carter Conference Room, Butrovich Building»
University of Alaska Fairbanks Campus
Fairbanks, Alaska
Committee Members:»
Elsa Froehlich Demeksa, Chair»
Mary Jane Fate»
Kevin O. Meyers
Joe J. Thomas
Joseph E. Usibelli, Jr.
Michael J. Burns, Board Chair
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. Full Board Consent Agenda
A. Approval of the UAS Allocation of FY01 Capital Appropriation for Facility Renewal, and Approval of Related UAS Capital ProjectsIV. Committee Consent Agenda
B. Approval of the UAA Allocation of FY01 Capital Appropriation for Facility Renewal, and Approval of Related UAA Capital ProjectsA. Approval of Schematic Design for UAF Rasmuson Library Renewal ProjectV. New Business
B. Approval of Schematic Design for UAF Brooks Building Renewal Project
C. Approval of Schematic Design for UAF Physical Plant Renewal Phase I Project
D. Approval of Schematic Design for UAA Library Addition and Renovation ProjectA. Review of Amendment to UAF's Poker Flat Research Range Master Plan and First Reading of Plan for Land AcquisitionsVI. Ongoing IssuesA. Presentation of the FY00 Financial StatementsVII. Future Agenda Items
B. Status Report on Construction in Progress and Other ProjectsA. Report on Land Management OperationsVIII. Adjourn
B. UAA Master Planning & CIP Development
C. UAF Master Planning & CIP DevelopmentThis motion is effective November 16, 2000."
III. »»Full Board Consent Agenda
A.»Approval of the UAS Allocation of FY01 Capital Appropriation for Facility Renewal, and Approval of Related UAS Capital ProjectsBACKGROUND
The FY01 capital appropriation for UAS facility renewal totaled $1,388,000.The UAS proposal for allocation of the FY01 funding is shown below. A short summary of each project proposed to receive an allocation follows:
Anderson Building Interior Renewal (Juneau) - $350,000
Anderson Building Exterior Renewal (Juneau) - $200,000
Paul Building Roof (Ketchikan) - $175,000
Sitka Campus Center - $110,000
Juneau Student Housing Renewal - $450,000
Juneau Student Housing Water System Replacement Design - $103,000
Total - $1,388,000Anderson Building Exterior Renewal (Juneau) - $200,000
This project will replace exterior siding and soffits with new materials, replace deteriorating exterior fire exit stairs and landing, repair site fencing, and relocate hazardous material storage away from building. Construction work is expected to be completed in the summer of 2001.Anderson Building Interior Renewal (Juneau) - $350,000
This project will renew floor, ceiling, and wall surfaces in laboratory and classroom spaces, remedy mechanical and electrical code deficiencies, enhance the saltwater distribution system in wet labs, and make modifications to plumbing and mechanical systems. Construction work is expected to be performed in phases between the summer of 2001 and the summer of 2002 to allow continued utilization of most spaces.Ketchikan College - Paul Building Roof - $175,000
This project will replace the membrane and ballasts on this 9,875 square foot roof. Construction work is expected to be completed by the end of 2001.Sitka Campus Center - $110,000
Provide exterior site lighting for parking area, pedestrian and vehicular access, and modify HVAC control system.Juneau Student Housing Renewal - $450,000
This project will replace roofs on housing apartment units, replace interior wall and floor surfaces on apartment units, and make repairs to concrete walkways and asphalt parking lots. Construction work is expected to be performed in phases to allow continued utilization of most housing units. Construction is expected to be accomplished principally during the summer of 2001 and the summer of 2002.Juneau Student Housing Water System Replacement Design - $103,000
This project will complete the design for the replacement of the Lee Street water facility that provides domestic and fire protection water to the student-housing complex on the Juneau campus. Construction funds for this project have been requested in the FY02 capital budget.In accordance with Regents' Policy, board approval of the Plan for the Allocation of Appropriations for Facility Renewal constitutes project approval of the projects presented. When the schematic designs of the various projects are developed, they will be approved by the administration or the chair of the Finance, Facilities, and Land Management Committee as required by Regents' Policy.
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the allocation of the $1.388 million FY01 Capital Appropriation, the UAS Capital Facility Investment Plan, and the individual construction projects as presented. This motion is effective November 16, 2000."
B.»Approval of the UAA Allocation of FY01 Capital Appropriation for Facility Renewal, and Approval of Related UAA Capital ProjectsBACKGROUND
The FY01 capital appropriation for UAA facility renewal (deferred maintenance, renewal and replacement, and code compliance) totaled $2,200,000.The UAA proposal for allocation of the FY01 funding is shown below. A short summary of each project proposed to receive an allocation follows. All projects are on the Anchorage campus.
Science Building Research Lab Deferred Maintenance/Renovation - $ 526,184
McDonald Building Deferred Maintenance/MajorRepair/Renovation - $ 764,500
Engineering Building Deferred Maintenance/Renovation - $ 90,000
College of Arts & Science IT Renovation Phase II - $ 643,000
Sports/Physical Education Facility Roof Repairs/Renovation - $ 176,316
Total - $2,200,000Science Building Research Lab Deferred Maintenance/Renovation - $526,184
The Science Building was constructed in 1974 as a Health Occupations Facility. It housed the School of Nursing, offices, science faculty offices, science classrooms, and general classrooms. Over time, the School of Nursing and science faculty offices were relocated to other facilities and as research grants in the sciences increased, space in this building was converted into research labs. This project will relocate research equipment located on the second level of the Science Building to Room 127. It will reconfigure and add casework and hoods required to meet the program needs and ventilation codes. Science Building Rooms 213 and 225 will be converted to research labs. The project will provide a proper tissue culture fume hood solution and relocation of the electron microscope, all casework, mechanical, and electrical systems to meet the needs of the researchers and comply with codes. Schematics for these items will be completed shortly with completion of construction expected in February 2001.McDonald Building Deferred Maintenance/Major Repair/Renovation - $764,500
The Beatrice McDonald Building was constructed in 1968 as a laboratory general classroom building. The existing labs are outdated. This project will upgrade mechanical systems, electrical systems, interior finishes, ceilings, and lighting in general classrooms and labs to meet the current needs of the sciences and to meet existing codes. This renovation will also increase the utilization of this facility. Schematics are anticipated to be available in January 2001; bid award in April 2001; and completion of construction is estimated for August 2001.Engineering Building Deferred Maintenance/Renovation - $90,000
This project is being scoped to reconfigure classrooms and add offices, including potential code upgrades, energy conservation improvements, HVAC and electrical upgrades, and repair and replacement of building systems including interior finishes, walls, ceilings, and lighting.College of Arts & Sciences IT Renovation Phase II - $643,000
In FY00, Phase I of the Information Technology Renovation was completed. The FY00 phase relocated the Information Technology ("IT") machine room to a windowless area in the College of Arts and Sciences (CAS) Building and upgraded deficient equipment. The space IT occupies was originally designed as general classrooms on each side of a ten-foot center corridor. As the department has gradually grown to occupy the whole southeastern pod of the first floor, such process did not maximize the utilization of the space or provide a customer friendly environment. The corridor that provided access to the general classrooms is no longer needed and wastes approximately 1,000 square feet of space. This project will design a space efficient plan, which meets the needs of the Information Technology Department and their customers. The plan will remove the existing corridor and incorporate this space in the open office plan. It will replace the unserviceable demountable 11'' walls with new gypsum wallboard walls, lower the ceiling, upgrade interior finishes, install new energy efficient lighting and ceiling systems, and upgrade the mechanical and electrical system as required. It will relocate a math classroom located in the center of the IT space. The new math classroom will have better access off the main CAS/library corridor. This relocation will limit traffic in the area of the machine room, therefore, increasing security. Schematics are anticipated later this month, with bid award in March 2001, and completion of construction in July 2001.Sports/Physical Education Facility Roof Repairs/Renovation - $176,316
The UAA Sports/Physical Education Facility was constructed in 1975. There is substantial leaking in the area of the roof parapets. Replacing the parapets, perimeter flashing, and overflow drain copings must be accomplished immediately to prevent additional damage to the facility. Construction work will upgrade these areas to meet current codes and remove any asbestos found in the parapets. The remainder of the roof will need to be replaced within the next five years. Schematics will be completed later this year, bid and award is expected in April 2001, and completion of construction is expected in October 2001.In accordance with Regents' Policy, board approval of the Plan for the Allocation of Appropriations for Facility Renewal constitutes project approval of the projects presented. When the schematic designs of the various projects are developed, they will be approved by the administration or the chair of the Finance, Facilities, and Land Management Committee as required by Regents' Policy.
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the allocation of the $2.2 million FY01 Capital Appropriation, the UAA Capital Facility Investment Plan, and the individual construction projects as presented. This motion is effective November 16, 2000."
IV.»Committee Consent Agenda
A.»Approval of Schematic Design for UAF Rasmuson Library Renewal Project»Reference 1PROJECT DESCRIPTION
The Elmer E. Rasmuson Library at the University of Alaska Fairbanks was constructed in 1970 concurrent with the construction of the Fine Arts Complex. A library addition was added in 1985 bringing the total space to 175,000 square feet. The Elmer E. Rasmuson Library is the largest library in the state, with more than 1.75 million volumes. The Rasmuson Library is a critical building for the mission of the university.The UAF Rasmuson Library Renewal Project received project approval from the Board of Regents on November 20, 1998 with a total project cost not to exceed $11,801,400. The investigation/scope definition phase identified additional needed repairs and renewal work in the library, and after much consideration, the total project budget was increased at the June 9, 2000 Board of Regents' meeting pending a funding plan. The funding plan was presented to the Finance, Facilities, and Land Management Committee on October 5, 2000.
With the exception of a roof replacement in 1991, there has been no major work done on the original facility in the last 30 years. This project will be implemented by scheduling construction a floor at a time, allowing the library to remain open throughout the construction project.
This project will address many basic needs of the facility. The project will provide a fully coordinated heating and ventilating system for the entire library. Lighting will be upgraded utilizing energy efficient fixtures. All wall, floor, and ceiling finishes will be addressed in the project. The data communications system will be upgraded to the campus standard, ADA and code issues will be addressed, and the security system will be improved. Schematic drawings are shown in Reference 1.
CONSULTANT
Design Alaska, Inc. was selected as the design consultant utilizing the formal UAF consultant selection process.FUNDING
The Rasmuson Library Deferred Maintenance Project will be funded from the FY99 capital appropriation for deferred maintenance and code corrections in the amount of $17,180,000 with supplemental funding in the amount of $1,450,000 from FY01 funding. The total project cost is $18,630,000. A one-page budget is presented in Reference 1.SCHEDULE»
Project approval - June 18, 1998
Project approval of additional funding - June 9, 2000
Schematic approval - November 17, 2000
Bid - April 2001
Construction complete - September 2003Regents' Policy 05.12.04.C authorizes the Finance, Facilities and Land Management Committee to approve schematic designs at this project size so long as the estimated total project cost does not exceed the previously approved budget by 20 percent.
The President recommends that:MOTION
"The Finance, Facilities, and Land Management Committee, as required by Regents' Policy 05.12.04.C, approves the schematic design for the UAF Rasmuson Library Renewal Project as presented, and authorizes the university administration to bid and award contracts not to exceed a total project cost of $18,630,000. This motion is effective November 16, 2000."
B.»Approval of Schematic Design for UAF Brooks Building Renewal Project»Reference 2
PROJECT DESCRIPTION
The Alfred Brooks Building (Brooks) is the fourth oldest building on the University of Alaska Fairbanks (UAF) campus. The 18,900 square foot building was designed in 1951 and constructed in 1952 as a 4-story concrete structure. The Brooks Building provides a workable floor layout and a sound, well-preserved structural skeleton with badly outdated and inefficient architectural, mechanical, and electrical systems. The interior and exterior finishes are badly deteriorated.The Brooks Building has received only minimal upgrades and has never been thoroughly rehabilitated or reconstructed to meet current Uniform Building Code, fire, plumbing, electrical code, ADA requirements, or building safety/regulatory requirements. It has been increasingly less serviceable and now has limited use.
Chancellor Marshall Lind endorsed a Master Planning Committee recommendation to house academic units that will serve the needs of rural Alaska and/or Native Alaskans and provide classrooms for general academic use. The historical origins of the Brooks Building and its long association with the mining industry and the School of Mines will be acknowledged.
The Brooks Building Renewal Project includes rehabilitating the building to modern standards for code compliance, ADA accessibility, building safety, and modernization of the heating, ventilation, and electrical systems.
The project will be accomplished in two phases. Phase I, exterior construction, is scheduled to begin in the spring/summer of 2001. Phase I will include adding an ADA access elevator, exterior rehabilitation, windows, and roofing. Phase II, interior construction, will begin in the fall/winter of 2001. Phase II will include modernization of the heating, ventilation, and electrical systems, and interior finishes.
Initial project approval was granted by the board at the June 18, 1998 meeting. Total project approval was granted by the board at the October 6, 2000 meeting. Schematic drawings will be hand-carried to the meeting.
CONSULTANT
Design Alaska, Inc. of Fairbanks, Alaska is the design consultant for this project.
FUNDING
The Brooks Building Renewal Project will be funded from the FY99 capital appropriation for deferred maintenance and code corrections in the amount of $4.65 million with supplemental funding in the amount of $1,000,000 from FY01 funding. The total project cost is $5,650,000. A one-page budget is presented in Reference 2.SCHEDULE
Design complete - May 1, 2001
Bid/Award - June 15, 2001
Construction Phase I complete - November 15, 2001
Construction Phase II complete - August 15, 2002
Regents' Policy 05.12.04.C authorizes the Finance, Facilities and Land Management Committee to approve schematic designs at this project size so long as the estimated total project cost does not exceed the previously approved budget by 20 percent.
The President recommends that:MOTION
"The Finance, Facilities, and Land Management Committee, as required by Regents' Policy 05.12.04.C, approves the schematic design for the University of Alaska Fairbanks Brooks Building Renewal Project as presented, and authorizes the university administration to bid and award contracts not to exceed a total project cost of $5,650,000. This motion is effective November 16, 2000."
C.»Approval of Schematic Design for UAF Physical Plant Renewal Phase I Project Reference 3
PROJECT DESCRIPTION
The original Physical Plant was constructed in 1963, with numerous additions and modifications made over the subsequent 37 years. Specifically, the paint spray booth and paint storage room were both added in 1965, an automatic sprinkler system was added in 1977, a warehouse addition was added on to the south end in 1981, an automatic sprinkler system was added to the new addition in 1990, and there were additional upgrades to the original building sprinkler system in 1991. In addition, there have been many minor revisions to the interior configuration of the building. In 1991, the State Fire Marshal's Office completed a Physical Plant Building inspection and cited numerous code violations.The organizational structure of the departments housed within the Physical Plant Building, Facilities Services, has also changed over time. While the primary goal of this project is to remedy all known code violations and deferred maintenance, it is also a goal of this project to configure maintenance shops and offices to accommodate all of the divisions of Facilities Services.
In addition to addressing deferred maintenance and code correction items, this project addresses the condition of the existing building and the growing/changing program needs through reconfiguration of the building and building systems. Deferred maintenance and code correction items include the rehabilitation of the heating, ventilation, and cooling systems, repairs of the electrical system, replacement of floor coverings, repair of the plumbing system and fire alarms, correction of deficiencies in fire rated wall assemblies, and construction to correct improper exiting. Items of work include improvements to structural, mechanical, electrical, exterior envelope systems, ADA upgrade for all existing spaces, upgrade of related mechanical/electrical systems, communication/technology upgrades, and the removal/management of hazardous materials present on site.
Phase I construction will renew five (5) maintenance shops along the eastern portion of the facility. The remainder of the facility will remain functional; housing the current administrative activities and the temporarily displaced shops while Phase II is designed.
The Board of Regents granted project approval at its October 6, 2000 meeting. Schematic drawings are shown in Reference 3.
CONSULTANT
Design Alaska, Inc. of Fairbanks, Alaska is the design consultant for this project.FUNDING
The Physical Plant Renewal Phase I project is funded from FY01 capital renewal funding in the amount of $3,750,000. Phase II is not funded, but estimated at $3,250,000 for a combined total project cost of $7,000,000. A 1-page budget is presented in Reference 3.SCHEDULE
Design Phase I complete - January 21, 2001
Bid/Award Phase I - March 15, 2001
Construction Phase I complete - December 15, 2001Regents' Policy 05.12.04.C authorizes the Finance, Facilities, and Land Management Committee to approve schematic designs at this project size so long as the estimated total project cost does not exceed the previously approved budget by 20 percent.
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee, as required by Regents' Policy 05.12.04.C, approves the schematic design for the University of Alaska Fairbanks Physical Plant Phase I Project as presented, and authorizes the university administration to bid and award contracts not to exceed a total project cost of $3,750,000. This motion is effective November 16, 2000."
D.»Approval of Schematic Design for UAA Library Addition and Renovation Project»Reference 4
UPDATE
At the June 2000 Board of Regents' meeting, the UAA Library project, including parking garage and pedestrian walkway, was approved at a total project cost not to exceed $43,980,000; the board authorized the administration to expend up to $9,268,000 total project cost for the parking garage/walkway. Bids were recently opened and award was made at the budgeted $7.3 million for construction. The project is on track.As of this writing, the president and the system office administration have not received nor had the opportunity to review the schematics design and related information for the UAA Library Project. If, by the time of the board meeting, an adequate due diligence review is not completed, the campus will make a presentation to the committee on the design, but the committee will be asked to defer action on the motion until such time as the administrative review can be completed.
BACKGROUND ON PROPOSED PROJECT
At its June 2000 meeting, the Board of Regents also authorized the administration to expend $600,000 for the schematic design of the library renovation and new addition. UAA finalized an amendment to RIM Architects (formerly know as Cash-Barner Architects) to complete this design. Schematic design is now complete and the campus is ready to move forward with the design development phase and ultimately the bidding/ construction documents for the new library addition and renovation to the existing library space.SCOPE OF WORK
With the final capital appropriation of $34 million now in place, this UAA project will include the construction of a new addition (approximately 109,000 sf) to the existing Consortium Library, as well as modest renovations to approximately 85,000 square feet of the existing 92,000 square foot, 3-story structure. Approximately 9 percent of the construction budget will be used toward renovation of the existing library space.The majority of the new library facility will support open stack space for print collections, documents, non-print materials and journals, in addition to the dedicated classroom, computer lab, reproduction center, multi-purpose room, and over 40 faculty/staff offices. At the glazed east elevation of each floor, several different types of reading/study areas will be incorporated to provide an important accommodation for students and faculty. Within the new 3-story addition will be space to accommodate the holdings of the Alaska Resources Library and Information Service (ARLIS) and minimum square footage for both the Institute of the North as well as the Alaska Moving Image Preservation Association (AMIPA).
The construction will also include minor roadway, intersection, and lighting work to improve the traffic circulation within the College of Arts and Sciences, the Library, and the Science Building areas. Work on the library expansion is scheduled to begin construction in April 2002, following completion of the Parking Garage and Pedestrian Walkway Project that is currently anticipating a start date of May 2001.
Available information is shown in Reference 4. Additional materials will be mailed separately.
FUNDING
This project will be funded through the approved FY98 Capital Expenditures Account 564110 for $9,530,000 and the FY01 Capital Expenditures Account 564154 for $34,712,000. A 1-page budget is presented in Reference 4.SCHEDULE
Schematic Design Approval, Auth. to Bid & Award Library Addition & Renovation - November. 2000
Begin Constr. of Parking Garage & Pedest. Walkway - May 2001
Compl. Design of Library Addit. & Renov. - September. 2001
Complete Internal Review Process of Design - November 2001
Compl. Constr. of Parking Garage & Pedest. Walkway - January 2002
Bid & Award Library Addition & Renovation - January 2002
Begin Construction of Library Addition - April 2002
Compl. Constr. of Library Addit. & Occupy New Space - September 2003
Begin Renovation of Existing Library Space - October 2003
Complete Renovation & Move-in Complete - August 2004Regents' Policy 05.12.04.C authorizes the Finance, Facilities, and Land Management Committee to approve schematic designs at this project size so long as the estimated total project cost does not exceed the previously approved budget by 20 percent. There has been no increase in the project budget since the project was last approved in June 2000.
The President recommends that:
MOTION
"The Finance, Facilities, and Land Management Committee, as required by Regents' Policy 05.12.04.C, approves the schematic design for the University of Alaska Anchorage Library Addition and Renovation Project as presented and authorizes the university administration to bid and award contracts not to exceed a total project cost of $34,712,000. This motion is effective November 16, 2000."
V.»New Business
A.»Review of Amendment to UAF's Poker Flat Research Range Master Plan and First Reading of Plan for Land Acquisitions»Reference 5VI.»Ongoing IssuesBACKGROUND
For the past several years, the operational facilities at Poker Flat Research Range (PFRR) have been upgraded to better support scientific and operational missions of the Geophysical Institute and NASA, its primary customer, following the master plan for range upgrade and long-term improvements published May 30, 1992. Many items identified in that plan have been accomplished. In the next 24 months, the Geophysical Institute is planning on hiring a consultant to help update this plan to look toward the next decade.However, in the interim, there is an area where the original plan is lacking. Particularly, the current plan does not thoroughly address the adverse impact that specific uses of neighboring property could have on the operations at PFRR. PFRR was an isolated location and eight years ago there was little fear of population growth around the complex. Tourism activities and the development of Fort Knox Mine have changed this. The proposed addendum attempts to address this shortcoming and provide direction to the university administration for protecting the university's investment in facilities and customer support at PFRR.
ISSUE
The full narrative of the proposed amendment contained in Reference 5 identifies all the lands that PFRR uses, some of which are university owned, some leased from the State of Alaska, and some that the State of Alaska has earmarked as Special Land Use Designation (SLUD) to protect our interests. There are several areas of private property that can significantly impact the university's ability to perform safe operations, protect site security, or, due to light pollution, acquire quality data from some of the PFRR optical instruments. Some of these private property regions of concern are land parcels in the high-risk/limitations launch protection area; others are in close proximity to the PFRR operations center and pose similar concerns.At the present time, only one of these three parcels poses operational restrictions on the range; its existence and occupancy during launch season restrict our allowed-winds for rocket flight operations. There is a proposal to subdivide another one of the parcels, a patented mining claim that has never been developed. The owner of the third parcel has died and the future of the land, currently used as a campground in the summer, may change if and when the estate settles.
Timely investments in land acquisitions will prolong the useful life of the PFRR. Regents' Policy 05.11.04.A.1 states that no real property may be acquired for campus development purposes unless acquired pursuant to an approved Campus Land Acquisition Plan or specifically approved by the board.
Vice Chancellor Williams will be available to discuss campus concerns. This is an information item; no action is required.
A.»Presentation of the FY00 Financial Statements»(Reference Bound Separately)VII. »Future Agenda ItemsController Randy Weaver will present an overview of the University of Alaska's annual financial statements for the year ended June 30, 2000. This is an information item; no action is required.
B.»Status Report on Construction in Progress and Other Projects»Reference 6
A status report on active construction projects approved by the Board of Regents is included in Reference 6. Joe Beedle, vice president for Finance, and representatives from each MAU will be available to address any questions of the committee. Frank Williams will update the committee on the status of the Lena Point Facility and Coal-Water Fuel projects. This is an information item; no action is required.
VIII. »AdjournA. »Report on Land Management Operations»
B. »UAA Master Planning & CIP Development
C. »UAF Master Planning & CIP Development
»
»
Agenda»
Board of Regents»
Human Resources Committee»
Thursday, November 16, 2000; *4:00 p.m. - 5:00 p.m.
Regents' Conference Room 109, Butrovich Building»
University of Alaska Fairbanks Campus»
Fairbanks, Alaska
Committee Members:»
Frances H. Rose, Chair»
Chancy Croft
Joshua B. Horst
R. Danforth Ogg
Brian D. Rogers»
Michael J. Burns, Board Chair
»
I. »»Call to Order
II. »Adoption of Agenda
MOTIONI. Call to Order
II. Adoption of Agenda
III. Full Board Consent Agenda
A. Approval of Temporary Re-Employment for FY99 Retirement Incentive Program ParticipantIV. Human Resource Issues UpdateV. Future Agenda Items
VI. Adjourn
This motion is effective November 16, 2000."
III. »»Full Board Consent Agenda
A.»Approval of Temporary Re-Employment for FY99 Retirement Incentive Program ParticipantIV.»Human Resources Issues UpdateAlaska statues 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 Katherine L. Seim (UAF) to a temporary position or project contract, not to exceed 49 percent of her previous base salary. This appointment may not include retirement, health or leave benefits, except social security replacement if required by the IRS. This motion is effective November 16, 2000."
The Human Resources issues update will include:
--UA 2000 - Performance and cost information on the health care plan
--Policy and Regulation Review - status update
--January Executive Management Meeting - overview
VI. »»Adjourn
»
Agenda»
Board of Regents
Audit Committee
Friday, November 16, 2000; *7:30 a.m. - 9:00 a.m.
Sherman Carter Conference Room, Butrovich Building
University of Alaska Fairbanks Campus
Fairbanks, Alaska
Committee Members:»
Brian D. Rogers, Chair»
Chancy Croft
Elsa Froehlich Demeksa
Mary Jane Fate
Joe J. Thomas
Michael J. Burns, Board Chair
»
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. Ongoing Issues
A. FY2000 External Audit Report
B. Review of Recently Completed Audits
C. Audit Status Report
D. Review of Audit Ratings
IV. Full Board Consent Agenda
A. Approval of External Audit Contract
V. Future Agenda Items
A. GASB 35 Presentation
VI. AdjournThis motion is effective November 17, 2000."
III. »Ongoing Issues
A.»»FY2000 External Audit ReportIV.»Full Board Consent AgendaDave McCambridge, KPMG partner, will review with the Audit Committee the FY2000 annual external audit and any potential management letter comments arising from the audit. This is an information item; no action is necessary.
B. »Review of Recently Completed Audits
Ben Shilling, Internal Audit director, will review with the Audit Committee recently completed audits and answer any questions members of the committee may have. This is an information item; no action is necessary.
C. »Audit Status Report
Italic items»- have been completed or are in progress.
* - Specific departments to be determined later.
FY2001 Annual Audit Plan
KPMG External Audit Support
Year-end cutoff
Inventory observation
Cash disbursements & bank transfers
Cash depositories
Auxiliary fund analysis
Unexpended plant fund additionsAudits and Projects
University of Alaska Fairbanks:
* Departmental Audit
Institute of Arctic Biology
Departmental Cash Receipts:
-Registrar's Office
-Geophysical Institute
-Wood Center
-Book Store
Warehouse Recharge Center
Grant and Contract Services
Kuskokwim Campus Business Office
Follow-up AuditsUniversity of Alaska Southeast:
* Departmental Audits - 2
Follow-up Audits
University of Alaska Anchorage:
* Departmental Audits - 2
* Departmental Cash Receipts
Procurement
Grant and Contract Services
Kenai Campus Business Office Review
Follow-up ReviewsEDP Reviews:
Program Change Control
Security
Data IntegrityFunction and System Reviews:
Banking Activities
TravelInternal Audit Reports & Activities
Final Reports Issued:
UAF Safety Services - July 2000
The organizational structure of the Safety Services Department needed improvement. The areas of responsibility and lines of reporting at the director level were not clearly defined. The administrative responsibilities between the three divisions of this department operated virtually independent of each other, which contributed to untimely, inaccurate, and inconsistent reporting and processing of financial transactions. We observed transactions that lacked adequate supervisory oversight, which resulted in violations of university rules, regulations, and state statutes. The most significant of these violations included payments by the university for personal travel, falsification of an employee's time sheet, and an ongoing conflict of interest between an employee and an outside organization.Subsequent to this audit, the vice chancellor for administrative services effected a reorganization of the Safety Services Department. The reorganization centralized the administrative functions of the department within the director's office and reassigned risk management personnel.
UAF Geophysical Institute - October 2000
The Geophysical Institute (GI) business office management and staff expressed difficulties and frustration as a result of the conversion from the former GI accounting system to the university accounting system (Banner) on July 1, 1999 due to inadequate planning and training. The difficulties were exacerbated by a concurrent turnover in key business office management and staff positions. Significant progress had been made toward successful completion of the conversion and use of the new system at the time of our fieldwork. Some less significant cleanup issues remain open and are being addressed as time permits. Although the crisis period had passed, the GI still required management attention in some areas with both operational and compliance issues. Areas needing operational attention were financial reporting needs, electronic draw down requests, journal entry verification, and procurement of physical examinations. Areas needing compliance attention were pay rate changes, use of compensatory time, travel documentation, account code changes, procurement card use, computer software licensing, and classification of restricted funds.UAF ProCard - October 2000
Overall, the ProCard process appeared to be functioning well, however, some attention needed to be given to users of the cards. Management attention was needed to reinforce proper reconciliation of card usage and timely review by supervisors, card usage only by authorized users, and proper tracking of card usage.Work in Progress:
UAA Voice Services
UAA Business Office
UAA Mat-Su
UAA Procurement
UAA Grant and Contract Services
UAF Athletics
UAF IAB
UAF Travel
UAS Business Office
UAS Housing
UAS Sitka Campus
SW Travel
SW Program Change ControlState Legislative Audit Reports & Activities:
Work in Progress
Legislative Audit is currently working on a review of the Wyoming, Alaska, Montana, and Idaho (WAMI) Regional Medical Education Program. This review is focused mainly on the University of Washington (UW) to determine the use of the funds that are paid to UW on behalf of Alaskan students participating in the WAMI program.Federal Audit Reports & Activities:
None
External Audit Reports & Activities:
Work in Progress
The annual audit of the university's financial statements is complete. Fieldwork for the federal A-133 reports and KUAC's reports is 90 percent complete and the reports are drafted. These reports are expected to be complete by the end of December.This is an information item; no action is necessary.
D.»Review of Committee Reporting and Audit Ratings
Ben Shilling, Internal Audit director, will present information to the committee regarding the current process for rating audit issues included in internal audit reports.
This is an information item; no action is necessary.
A.»Approval of External Audit ContractV.»Future Agenda ItemsBen Shilling, Internal Audit director, will discuss with the committee the effects of recently issued Governmental Accounting Standards Board (GASB) Statement Number 35, "Basic Financial Statements and Management's Discussion and Analysis for Public Colleges and Universities," on the university's accounting and reporting processes. These changes will take effect for FY 2002. Due to the magnitude of the required changes and the business risk associated with a major implementation combined with a potential turnover in external audit firms, the administration is supportive of a two-year extension of the current audit contract with KPMG.
The President recommends that:
MOTION
"The Audit Committee recommends that the Board of Regents approve a 2-year extension of the current audit contract with KPMG. This motion is effective November 17, 2000."
A. GASB 35 Presentation - June 2001
VI.»Adjourn
»
Agenda»
Board of Regents»
Committee of the Whole
Friday, November 17, 2000; *9:00 a.m. - 3:00 p.m.
Regents' Conference Room 109, Butrovich Building»
University of Alaska Fairbanks Campus
Fairbanks, 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. Full Board Consent Agenda
A. Budget Approval for Natural Resources Fund Spending Allowance DistributionIV. New Business
B. Approval of Tuition Rate Adjustments for the Academic Year 2002A. First Reading of Revisions to Regents' Policy 05.10 - Tuition and Student FeesV. Ongoing IssuesA. Annual Report from the College of Rural Alaska Advisory CouncilVI. Future Agenda Items
B. Update on Federal Issues
C. Update on Legislative Issues
D. Status Report on Academic Initiatives
E. Update on Distance Education
F. Report on Enrollment at the University of Alaska
G. Report on System and MAU Crisis PlansVII. Adjourn
»
»
»
»
This motion is effective November 17, 2000."
III. »Full Board Consent Agenda
A.»Budget Approval for Natural Resources Fund Spending Allowance Distribution Reference 7A&B
The Natural Resources Fund (NRF) was established to facilitate the distribution of the annual spending allowance from the university's land-grant trust funds. Board policy provides that distributions are intended 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." Board policy also provides that the university president develop an annual budget, consult with the Board of Regents in establishing priorities, and seek its approval of the budget and the list of projects and programs to be funded.
Reference 7A represents a proposed budget for the spending allowance distribution for FY01. The budget includes a provision of $298,957 to fund land management operating costs and $2,853,205 for support of university programs including natural resources-type projects and activities. Reference 7B is a schedule of the financial position for the Land-Grant Endowment Trust and related funds.
After the annual natural resources project proposal selection process is completed, a list of recommended awards will be submitted to the board at its March meeting for approval. At that time, the president will report on any commitments of the academic program support and competitive grants funding. A detailed schedule of outstanding commitments for the NRF and related expenditures will be included with the March agenda.
Jim Lynch, associate vice president for finance, and Jim Johnsen, chief of staff, will be available to answer questions regarding the Land-Grant Trust Funds or spending plan. The committee will be asked to recommend approval of the budget as presented in Reference 7A.
The President recommends that:
MOTION"The Committee of the Whole recommends that the Board of Regents approve the Natural Resources Fund budget as presented in Reference 7A. This motion is effective November 17, 2000."
B.»Approval of Tuition Rate Adjustments for the Academic Year 2002»Reference 8
Regents' Policy 05.10.01 provides that the administration will provide to the board, at its first regular meeting following September 1, notice of the proposed inflation-adjusted tuition rates for the following year. The inflation-adjusted rates become the approved rates, unless the board approves tuition at some other rate at its first regular meeting after January 15. The board also directed the administration to advance the setting of tuition rates by one year in order to allow publication of "official" rates in the campus academic catalogues and to allow students time to better plan for the cost of attendance at the university.
In accordance with this guidance from the board, the administration notified the board in October 1999 of the inflation-adjusted tuition rates that were scheduled to become effective for the tuition year (TY) 2002 (summer 01 through spring 02). Based on comments by the student leadership and President Hamilton, the board deferred any action on tuition for TY2002 until the Systemwide Academic Council (SAC) and the administration had an opportunity to review student fees and the process for approving and publishing such fees. Consistent with the prior year, at the October 6, 2000 meeting of the board, the administration provided notice of the inflation-adjusted rates for TY2003.
A schedule of the proposed inflation-adjusted tuition rates as previously noticed to the board and university community is as follows:
»Current»
TY2001Inflation-Adjusted Rates»
TY2002Inflation-Adjusted Rates»
Lower Division: » » » »»»»»PWSCC
TY2003$66$68$70»»»»»Kodiak$67$69$71»»»»»All Other$77$79$81Upper Division$87$90$92Graduate$172$178$182Nonresident Surcharge$164$169$173The tuition rates for TY2002 are based on an inflation factor equivalent to the 3-year average of the Higher Education Price Index (HEPI) applied to the TY2001 tuition rates. The estimated 3-year average inflation-adjustment was approximately 3.2 percent for TY2002 and 2.4 percent for TY2003. Because the HEPI index is no longer published, the administration used the 3-year average of the CPI increases adjusted for a historic HEPI differential to calculate the inflation-adjusted tuition rates for TY2003. These rates were presented for purposes of notice to the Board of Regents and the university community. In order to be more consistent with the normal academic year, the administration is recommending an effective date of the proposed inflation-adjusted rates for TY2002 for the fall semester 2001 rather than the summer semester as has been the practice at the university.
At the October 6, 2000 meeting, members of the board requested information on the annualized financial impact on the university of various changes in tuition including the following (impact based on fall opening enrollment):
Impact of a $1 increase in all tuition rates:
Lower division $310.0
Upper division $83.0
Graduate $24.0
Nonresident $20.0
Total $437.0Impact of implementing inflation-adjusted rates for TY02:
Lower division $620.0
Upper division $166.0
Graduate $144.0
Nonresident $100.0
Total $1,030.0Impact of changing lower division rates from the proposed TY02 rate of $79 to:
$65 ($4,340.0)
$70 ($2,790.0)
$77 ($620.0)
$78 ($310.0)With regard to student fees, the SAC has been reviewing course fees and processes for approval and continuing review of fees. The SAC has met with the student leadership to discuss student fees and related issues. President Hamilton has also met with the student leadership to discuss student fees and tuition issues. In general, the students indicated that their primary discontent with fees is the lack of information regarding what fees will be charged, what the proceeds will be used for, and what value is received by the student. They also indicated that it is the smaller fees with no clear purpose that are most problematic.
A set of proposed policies and regulations governing tuition and fees is included under a separate agenda item as Reference 9 for a first reading. The proposed regulations require that each MAU maintain a web site that contains up-to-date information regarding student fees including the amount, purpose, basis for calculation or assessment of the charge, and the use of the proceeds; that all fees be published in the semester course schedule, and special notations be included in the academic catalog to direct readers to the appropriate web site for current fee information; and that each chancellor establish processes for the approval of student fees and for the continuing or periodic review of student fees that will provide for comment and input of students, including notice to students of any course-related fees and their purpose at the beginning of each semester, and the inclusion of a request for the level of satisfaction with the value received for such fee, as part of the student's teacher/course evaluation.
With regard to tuition, the students acknowledged a need for inflation adjustments. They expressed concern that the UA lower division rates are higher than the published average rates for 2-year schools in the western states, particularly with regard to the community campuses. They also expressed concern for the need to sustain tuition revenue at the community campuses in order to maintain their current programs and services. The students also expressed a concern that tuition increases are generally considered in isolation from financial aid that is available to students.
The Coalition of Student Leaders at its October 7, 2000 meeting approved a resolution to support the FY02 proposed tuition increase subject to a freeze or reduction in lower division rates for FY03 (see Reference 8). The resolution also asked the board to work with the Coalition to investigate options for making education more affordable for all Alaskans.
President Hamilton has agreed to review the interrelationship between student aid and tuition and ways that education may be made more affordable for all Alaskans.
As indicated at the October 6, 2000 board meeting, tuition rates for tuition year TY2002 must be established or approved at this meeting in order to get the rates published in the annual campus academic catalogs. No action is required for TY2003 at this time. The normal process for tuition approval provides for the president to present a recommendation at the first meeting of the board subsequent to January 15 (effectively March 7, 2001). Because a revised tuition policy is currently being considered and because President Hamilton has agreed to review the interrelationship between student aid and tuition and to review ways that education may be made more affordable, the administration is recommending that no action regarding tuition for TY2003 be taken until the new tuition policy is adopted and the interrelationship between financial aid and tuition are properly considered.
Jim Lynch, associate vice president for Finance, will make a brief presentation on tuition and fee costs at the university and other institutions. Members of the Systemwide Academic Council and Mr. Lynch will be available to answer questions regarding the review of course fees and the status of the proposed tuition and fee policy and regulation and other tuition-related issues.
The President recommends that:
MOTION
"The Committee of the Whole recommends that the Board of Regents approve the inflation-adjusted tuition rates for the tuition year TY2002 as presented to be effective for the fall 2001 semester, and direct the administration to review the interrelationship between student aid and tuition and investigate ways that education may be made more affordable. This motion is effective November 17, 2000."
IV.»New Business
A.»First Reading of Revisions to Regents' Policy 05.10.01 - Tuition and Student Fees»Reference 9V.»Ongoing IssuesAs indicated at the October 6, 2000 meeting of the Board of Regents, the administration is in the process of developing revised tuition and fee policies and regulations that are more consistent with current practices of the university. Reference 9 represents preliminary drafts of the proposed policy and regulation on which the administration is seeking public comment and input.
Some of the more significant issues that need to be addressed by the board are:
1) What are the board objectives or goals in setting tuition and fee levels?
a) Providing essential support to instructional programs??
b) Making higher education more accessible to Alaskans??
c) Being cost competitive with other western states??
d) Other2) What tuition and fee charges should be approved by the board vs. the university president?
a) Special tuition - market-based tuition??
b) Special tuition - WAMI Medical Program, WUE, National Student Exchange, etc.??
c) Student government fees??
d) Other fees??3) Establishing automatic inflation-based tuition adjustment for inflation based on an inflation index and advanced notice to board and system governance??
Members of the board and the public may comment on the proposed policies and regulations or may provide comments by e-mail to Jim Lynch, associate vice president for Finance, at jim.lynch@alaska.edu. Mr. Lynch will be available to answer questions regarding the proposed policy and regulation.
This is an information item, no action is required.
A.»Annual Report from the College of Rural Alaska Advisory CouncilVI. »Future Agenda ItemsRalph Gabrielli, dean of the College of Rural Alaska, and members of the College of Rural Alaska Advisory Council, will report on activities of the past year and plans for the future.
B.»Update on Federal Issues»Reference 10
Martha Stewart, director of Federal Relations, will report on federal initiatives and legislation affecting the University of Alaska.
C.»Update on Legislative Issues
Wendy Redman, vice president for University Relations, and Ann Ringstad, director of Government Relations, will update the Board of Regents regarding the recent election results and possible legislation for the next legislative session.
D.»Status Report on Academic Initiatives
Pat Pitney, director of Budget Development and Institutional Research, will report on the progress of initiative programs funded through the FY01 operating budget appropriation, programs started from UA's initiative pool, and vocational education programs and equipment funded through distribution of SB289 funding.
E.»Update on Distance Education
Mike Sfraga, director of Statewide Office of Program Development, will provide an update on UA distance education to include student enrollment, course offerings, and statewide trends at each MAU. The presentation will be prefaced by an overview of national trends in distance education and will conclude with an outline of those measures currently underway to enhance our current efforts in this area.
F.»Report on Enrollment at the University of Alaska»Reference 11
Pat Pitney, director of Budget Development and Institutional Research, will provide an overview of recent enrollment changes.
Opening enrollment figures show UA has stopped the decline and is moving forward. Student headcount systemwide is up almost 2% and student credit hours are up 1.3%. Student tuition revenue is up 4.4%. Among the main campuses, Juneau has the strongest showing with student headcount and student credit hours up 4% and 1.4% respectively; Fairbanks' student headcount and student credit hours are also up 1.3% and 0.9% respectively; Anchorage, however, showed a decline in both student headcount and student credit hours of 2.1% and 1.0% respectively.
At the MAU level, all three MAUs showed an increase in student headcount. UAF has the strongest showing fueled by the College of Rural Alaska. UAF headcount is up 5.4% and SCH's are up 3.0%. UAS headcount was up 1.2% but SCH's were down 1.5%. This was due to a 20% decrease at Ketchikan Campus in both headcount and SCH's. Additionally, Sitka posted a 4% increase in student headcount but a corresponding decrease in student credit hours of 1.2%. UAA headcount is up 0.9% and SCHs are up 1%. UAA's enrollment increase is from strong increases at Kenai (6.8% increase in SCH's at the Soldotna campus and 30% increase at Kachemak Bay) and Kodiak (student headcount increase of 14% and a 38% increase in SCH's).
In addition to the overview, UA Scholars and first-time freshmen enrollment and retention will be covered along with enrollment in select academic initiative programs. Tables comparing fall 1999 and fall 2000 opening student enrollment statistics are included in Reference 11.
G.»Report on System and MAU Crisis Plans
Bob Miller, director of Public Affairs, will report on MAU and systemwide crisis plans.
VII. »»Adjourn
»
Agenda»
Board of Regents»
Meeting of the Full Board»
Thursday-Friday, November 16-17, 2000»
Butrovich Building, University of Alaska Fairbanks
Fairbanks, Alaska
»
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. President's Report
V. Approval of Resolutions of AppreciationA. Regent Mary Jane FateVI. Public Testimony
B. Regent R. Danforth Ogg
VII. Executive Session
VIII. Consent AgendaA. Finance, Facilities, and Land Management CommitteeIX. New Business and Committee Reports1. Approval of FY2002 Operating Budget Request (from FF&LM Meeting of November 9, 2000)B. Human Resources Committee
2. Approval of FY2002 Capital Budget Request (from FF&LM Meeting of November 9, 2000)
3. Approval of the UAS Allocation of FY01 Capital Appropriation for Facility Renewal, and Approval of Related UAS Capital Projects
4. Approval of the UAA Allocation of FY01 Capital Appropriation for Facility Renewal, and Approval of Related UAA Capital Projects1. Approval of Temporary Re-Employment for FY99 Retirement Incentive Program ParticipantC. Audit Committee1. Approval of External Audit ContractD. Committee of the Whole1. Budget Approval for Natural Resources Fund Spending Allowance Distribution
2. Approval of Tuition Rate Adjustments for the Academic Year 2002A. Academic and Student Affairs CommitteeX. Approval of Naming of Road and Facilities at the University of Alaska Fairbanks Campus
B. Audit Committee
C. Committee of the Whole
D. Finance, Facilities, and Land Management Committee
E. Human Resources Committee
F. Nominating Committee
G. Planning and Development Committee1. Approval of the University of Alaska Value Statements
XI. Approval of Board of Regents' Bylaws RevisionsA. Approval of Revisions to Regents' Bylaw regarding Annual Board MeetingXII. Alaska Commission on Postsecondary Education Report
B. Approval of Revisions to Regents' Bylaw regarding Nominating Committee
C. Approval of Revisions to Regents' Bylaw regarding Planning and Development Committee
D. Approval of Revisions to Regents' Bylaw regarding Human Resources Committee
XIII. UA Foundation Report
XIV. Future Agenda Items
XV. Board of Regents' Comments
XVI. Adjourn»
This motion is effective November 16, 2000."
III. »»Approval of Minutes
MOTION
"The Board of Regents approves the minutes of its regular meeting of October 5-6, 2000 as presented. This motion is effective November 16, 2000."
IV.»President's Report
V.»Resolutions of Appreciation
A. »Regent Mary Jane FateRegent Fate's resolution will be mailed separately.
MOTION
"The Board of Regents approves the resolution of appreciation for Regent Mary Jane Fate. This motion is effective November 16, 2000."
B. »Regent R. Danforth Ogg
WHEREAS, R. Danforth "Dan" Ogg has served with distinction as a member of the Board of Regents of the University of Alaska when he was appointed in 1993 for an 8-year term by Governor Walter J. Hickel; and
WHEREAS, Dan Ogg provided outstanding service on the Board of Regents, serving as Acting President in the Spring 1997, Vice President from 1996-98, Treasurer from 1994-96, Chair of the Audit Committee from 1994-96, member of the Planning and Development Committee, member of the Finance, Facilities, and Land Management Committee for all his tenure excepting his last meeting on the board, member of the Nominating Committee, member of the Audit Committee, member of the Human Resources Committee, and member of the Academic and Student Affairs Committee; and
WHEREAS, Dan Ogg, after graduating from the University of California with a degree in history, came to Alaska in 1973 and made his home in Kodiak where he engaged in commercial fishing, carpentry, and general contracting; and
WHEREAS, it was in Kodiak that Dan Ogg began his career in public service when he was appointed to the Kodiak Island Borough Planning and Zoning Commission; later he was elected to the Kodiak Island Borough Assembly and then elected to the position of Kodiak Island Borough Mayor in 1980-81; and
WHEREAS, Dan Ogg then attended the University of Idaho School of Law, graduated with a Juris Doctorate in 1985, and then passed the Alaska Bar and becoming a practicing attorney in Alaska;
WHEREAS, Dan Ogg has extended his interest in history, law, fisheries, and public service to the issues that came before the Board of Regents; and
WHEREAS, Dan Ogg's understanding of and commitment to strengthening Alaska's economy through the state's natural resources, both renewable and nonrenewable, have provided valuable insight on those issues considered by the Board; and
WHEREAS, Dan Ogg's dedication to public process, his fairness, and his persistent efforts have improved the inner workings of the Board of Regents; and
WHEREAS, Dan Ogg's emphasis on focusing the University of Alaska's future led to the reconstitution of the Board's Planning and Development Committee to the development of long-range planning and to annual retreats by the Board; and
WHEREAS, Regent Ogg, throughout his eight years of service on the Board of Regents, has been a fair-minded champion for the outlying campuses, ensuring that the community college mission of the University of Alaska remains strong during the long period of budget cuts in the 1990s; and
WHEREAS, Regent Ogg's enthusiasm for fisheries and ocean research has assisted the University of Alaska in enhancing its commitment to Alaska's fisheries as a Sea Grant institution; and
WHEREAS, Regent Ogg, through his exhibited deep understanding of the finances of the University of Alaska, guided the Board of Regents through tough financial times by ensuring important programs remain strong, buildings were maintained, and the backlog of deferred maintenance was substantially reduced; and
WHEREAS, Dan Ogg, because of personal commitment to provide quality postsecondary education for all Alaskans will be remembered for his thoughtful attention to the concerns of the University of Alaska system, its students, faculty, and staff;
NOW, THEREFORE BE IT RESOLVED that the Board of Regents of the University of Alaska officially recognizes R. Danforth Ogg's service and dedication and presents this statement of appreciation for his contributions to the development and preservation of higher education in the State of Alaska; and
BE IT FURTHER RESOLVED, that this resolution be appropriately conveyed to R. Danforth Ogg with a copy incorporated in the official minutes of the November 16-17, 2000 meeting of the Board of Regents.
MOTION
"The Board of Regents approves the resolution of appreciation for Regent R. Danforth "Dan" Ogg. This motion is effective November 16, 2000."
VI.»»Public Testimony»[Scheduled for approx. 10:00 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 by the Board of Regents' Officer following the meeting.
[RECESS until approximately 3:00 p.m. on Friday, November 17, 2000.]
VII.»»Executive Session»[Scheduled for approx. 12:00 noon]
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
» Land
» Contract Negotiations
and matters that would affect the reputation or character of a person or persons including:
» Personnel Matters
» Naming of a Street and Facilities at UAF
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
November 16, 2000."
(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 that 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).
FRIDAY, NOVEMBER 17, 2000
VIII. »Consent Agenda»[Will begin following committee meetings]
MOTION
"The Board of Regents approves the recommendations of its standing committees as stated below. This motion is effective November 17, 2000."
A. »Finance, Facilities, and Land Management CommitteeIX.»»New Business and Committee Reports1. »Approval of FY02 Operating Budget RequestB. »Human Resources Committee[From Finance, Facilities, and Land Management Committee of November 9, 2000.]
MOTION
"The Board of Regents approves completing the FY2002 operating budget request in accordance with the plan as presented. This motion is effective November 17, 2000."
2.»»Approval of FY02 Capital Budget Request
[From Finance, Facilities, and Land Management Committee of November 9, 2000.]
MOTION
"The Board of Regents approves completing the FY2002 capital budget request in accordance with the plan as presented. This motion is effective November 17, 2000."
3.»»Approval of the UAS Allocation of FY01 Capital Appropriation for Facility Renewal, and Approval of Related UAS Capital Projects
MOTION
"The Board of Regents approves the allocation of the $1.388 million FY01 Capital Appropriation, the UAS Capital Facility Investment Plan, and the individual construction projects as presented. This motion is effective November 17, 2000."
4. »Approval of the UAA Allocation of FY01 Capital Appropriation for Facility Renewal, and Approval of Related UAA Capital Projects
MOTION
"The Board of Regents approves the allocation of the $2.2 million FY01 Capital Appropriation, the UAA Capital Facility Investment Plan, and the individual construction projects as presented. This motion is effective November 17, 2000."
1.»»Approval of Temporary Re-Employment for FY99 Retirement Incentive Program ParticipantC. »Audit CommitteeMOTION
"The Board of Regents approves the appointment of Katherine L. Seim (UAF) to a temporary position or project contract, not to exceed 49 percent of her previous base salary. This appointment may not include retirement, health or leave benefits, except social security replacement if required by the IRS. This motion is effective November 17, 2000."
1. »Approval of External Audit ContractD.»Committee of the WholeMOTION
"The Board of Regents approves a 2-year extension of the current audit contract with KPMG. This motion is effective November 17, 2000."1.»»Budget Approval for Natural Resources Fund Spending Allowance Distribution Reference 7A&BMOTION
"The Board of Regents approves the Natural Resources Fund budget as presented in Reference 7A. This motion is effective November 17, 2000."
2. »Approval of Tuition Rate Adjustments for the Academic Year 2002»Reference 8
MOTION
"The Board of Regents approves the inflation-adjusted tuition rates for the tuition year TY2002 as presented to be effective for the fall 2001 semester, and directs the administration to review the interrelationship between student aid and tuition and investigate ways that education may be made more affordable. This motion is effective November 17, 2000."
A.»»Academic and Student Affairs Committee
B.»»Audit Committee
C.»»Committee of the Whole
D.»»Finance, Facilities, and Land Management Committee
E. »Human Resources Committee
F.»»Nominating Committee
G. »Planning and Development Committee
1.»»Approval of University of Alaska Value StatementsAt its October 2000 meeting, the Planning and Development Committee revised the value statements for the University of Alaska. The value statements revisions were then distributed to the university community for review and comment. As of the date this agenda went to print, no comments have been received regarding the revisions.
The University of Alaska values:
U»nity in promoting communication and collaboration.
A»ccountability to our students, faculty, staff, alumni, and the diverse peoples of Alaska.L»eadership for Alaska's people and institutions.
E»xcellence in our programs and services.
A»ccessibility for all Alaskans.
D»edication to serving community needs.
S»tewardship of our resources.MOTION
"The Board of Regents approves the value statements for the University of Alaska. This motion is effective November 17, 2000."
X. »Approval of Naming of Road and Facilities at the University of Alaska Fairbanks Campus
Chancellor Lind has forwarded three requests on behalf of the University of Alaska Fairbanks for approval of naming of a road, a building, and a sub-unit of a building located on the University of Alaska Fairbanks campus. A copy of his request and background material has been provided to members of the Board of Regents' prior to the meeting.
The President recommends that:
MOTION #1
"The Board of Regents approves the naming of the Loftus Road Extension the -----------------------------.
This motion is effective November 17, 2000."
MOTION #2
"The Board of Regents approves the renaming of the Wood Center Ballroom the ------------------------.
This motion is effective November 17, 2000."
MOTION #3
"The Board of Regents approves the naming of the fire department building the --------------------------.
This motion is effective November 17, 2000."
XI. »Approval of Board of Regents' Bylaws Revisions
The Board of Regents' Bylaws in Regents' Policy 01.01.01, Article XI state the following regarding amendment of bylaws:
Article XI. Amendment of Bylaws
These Bylaws may be amended by a majority vote of the Board at any regular or special meeting, but any proposed amendment must be filed with the secretary of the Board at least fourteen (14) days prior to the meeting at which the proposed Bylaw or amendment to these Bylaws will be acted upon, and a copy of the proposed Bylaw or amendment to these Bylaws shall immediately be transmitted by the secretary to each member of the Board. The filing and notice provisions of this Article may be waived by unanimous vote of the Board at any regular or special meeting thereof. (06-04-99)
In accordance with provisions regarding filing and notice, Secretary of the Board of Regents Mary Jane Fate, sent notice of proposed bylaw revisions from Regent Dan Ogg to all regents on October 24, 2000.
A. »Approval of Revisions to Regents' Bylaw regarding Annual Board MeetingXII. »Alaska Commission on Postsecondary Education ReportRequested Action:
Repeal existing language concerning annual board meeting and replace.Current Language:
Article V. - Meetings of the Board, Section 2. - Setting of Meetings
In addition to any regular, special, or emergency meetings of the Board, there shall be an annual meeting of the Board held in June, and a budget meeting of the Board held in September of each year.Proposed Language:
Article V. - Meetings of the Board, Section XX - Annual Board Meeting
The Annual Meeting of the Board shall be in January. The Board shall elect its officers at the annual meeting. At the annual meeting, the Board shall review its performance and set its goals for the upcoming year.MOTION
"The Board of Regents approves the amendment to Regents Bylaw contained in Regents' Policy 01.01.01, Article V., Section 2. regarding the Annual Meeting of the Board, and renames that section accordingly. This motion is effective November 17, 2000."
B. »Approval of Revisions to Regents' Bylaw regarding Nominating Committee
Requested Action:
Repeal the existing Nominating Committee bylaw and replace.Current Language:
Article IV. - Duties of the Board of Regents and its Committees; Section 2. - Standing Committees; E. Nominating Committee
The Nominating committee shall be responsible for submitting a proposed slate of officers to the Board at its annual meeting in advance of the election of officers and submitting such other nominations as may be necessary from time to time as determined by the chair of the Board. The committee shall be appointed no later than the end of January of each year. No member of the committee shall be precluded from being nominated for office by virtue of that member's service on the committee.Proposed Language:
Article IV. - Duties of the Board of Regents and its Committees; Section 2. - Standing Committees; E. Nominating Committee
The Chair of the Board, no later than September of each year, shall appoint five members of the Board to the Nominating Committee for the ensuing year. The Nominating Committee shall choose its own chair. The Chair of the board shall not be eligible for appointment to the Nominating Committee. No member of the Board who has been appointed to the Nominating Committee for two successive terms shall be eligible again for appointment until the lapse of one year. Said Nominating Committee shall nominate at the annual meeting a Chair and a Vice Chair of the Board, and a Chair and Vice Chair for each Standing Committee for the ensuing year and, upon approval by the Board, the members shall be deemed appointed to such offices.The Chair of the Board, after soliciting choices for committee assignments from Board members, shall appoint the remaining members of standing committees. From time to time as necessity demands, the Chair of the Board may appoint the chair and members of all special committees.
MOTION
"The Board of Regents approves the amendment to Regents Bylaw contained in Regents' Policy 01.01.01, Article IV, Section 2.E regarding the Nominating Committee. This motion is effective November 17, 2000."
C. »Approval of Revisions to Regents' Bylaw regarding Planning and Development Committee
Requested Action:
Repeal the existing Planning and Development Committee bylaw and replace.Current Language:
Article IV. - Duties of the Board of Regents and its Committees; Section 2. - Standing Committees; F. Planning and Development Committee
The Planning and Development committee shall be composed of the elected officers of the Board and the immediate past chair of the Board. The committee shall be responsible for ensuring that the Board fulfills its responsibilities, recommending direction for Board activities and initiatives, reviewing the performance of the president of the University and recommending goals and objectives for future performance, and recommending actions to promote the University to individuals and organizations external to the University.Proposed Language:
Article IV. - Duties of the Board of Regents and its Committees; Section 2. - Standing Committees; F. Planning and Development Committee
The Planning and Development Committee shall be responsible for strategic planning, ensuring that the long range plan of the university is annually reviewed and updated, monitor the progress on reaching the adopted goals contained in that plan, and shall report to the Board and recommend any changes to the plan to the full Board for approval. The committee shall review and recommend changes to the full Board on activities, programs, and external organizations concerning outside funding and development on behalf of the university.The Committee shall be responsible for the annual review of the performance of the president of the University.
MOTION
"The Board of Regents approves the amendment to Regents Bylaw contained in Regents' Policy 01.01.01, Article IV, Section 2.F regarding the Planning and Development Committee. This motion is effective November 17, 2000."
D. »Approval of Revisions to Regents' Bylaw regarding Human Resources Committee
Requested Action:
Repeal existing Human Resources Committee bylaw and replace.Current Language:
Article IV. - Duties of the Board of Regents and its Committees; Section 2. - Standing Committees; D. Human Resources Committee
The Human Resources committee shall be responsible for overseeing the policies, procedures, and practices of the University relating to University human resources. In addressing its responsibilities, the committee shall review issues concerning employee selection, promotion, retention, compensation, and employee relations.Proposed Language:
Article IV. - Duties of the Board of Regents and its Committees; Section 2. - Standing Committees; D. Labor Relations and Human Resources Committee
The Labor Relations and Human Resources Committee shall be responsible for overseeing the policies and practices of the University relating to University human resources. In addressing its responsibilities, the committee shall review issues concerning faculty and labor union contracts, employee selection, promotion, retention, compensation, and employee relations.MOTION
"The Board of Regents approves the amendment to Regents Bylaw contained in Regents' Policy 01.01.01, Article IV, Section 2.D regarding the Human Resources Committee, and renames this section accordingly. This motion is effective November 17, 2000."
A report will be given by members representing the Board of Regents on the Alaska Commission on Postsecondary Education.
XIII. »UA Foundation Report
A report will be given by members representing the Board of Regents on the UA Foundation Board of Trustees.
XIV.»»Future Agenda Topics
XV. »Board of Regents' Comments
XVI. »Adjourn