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BOARD OF TRUSTEES EXECUTIVE COMMITTEE UNIVERSITY OF VERMONT AND STATE AGRICULTURAL COLLEGE A meeting of the Executive Committee of the Board of Trustees of the University of Vermont and State Agricultural College was held on Monday, August 14, 2006 at 12:00 p.m., via conference call, in room 351 Waterman Building. MEMBERS PRESENT: Chair Carl Lisman, Vice Chair Martha Heath, Robert Cioffi*, Kathleen Hoyt*, Thomas Little, and Mark Young* REPRESENTATIVES PRESENT: Alumni Representative Janet Terp*, Faculty Representative Justin Joffe, and Staff Representative Eileen Hanerfeld ABSENT: Trustees Frank Cioffi and Robert Young and Student Representative Seth Bowden PERSONS ALSO PARTICIPATING: Acting President John Bramley, Provost John Hughes, Vice President and General Counsel Francine Bazluke, Vice President for State and Federal Relations Karen Meyer*, Vice President for Finance & Administration Michael Gower, Vice President for Campus and Student Life, Thomas Gustafson, Chief of Staff, Gary Derr and Dean of the Rubinstein School of Environment and Natural Resources, Donald DeHayes *By means of conference telephone. Chair Lisman called the meeting to order at 12: 06 p.m. Approval of Previous Meeting Minutes Chair Lisman entertained a motion to approve the minutes of the July 25, 2006 meeting minutes. The motion was seconded and it was voted to approve the minutes as presented. Action Items Chair Lisman presented the following resolutions for approval: Approval to amend the Faculty Senate Constitution and Bylaws to create the President- Elect and Immediate Past President positions RESOLVED, that the Board of Trustees approves amending the Faculty Senate Constitution and Bylaws to create the President-Elect and Immediate Past President positions as approved by the Provost on June 14, 2006 and by the President on June 16, 2006. Executive Committee, 8/14/06 Page 2 of 15 Approval to amend the Faculty Senate Constitution and Bylaws to establish the Educational and Research Technologies Committee RESOLVED, that the Board of Trustees approves amending the Faculty Senate Constitution and Bylaws to establish the Educational and Research Technologies Committee as approved by the Provost on June 14, 2006 and by the President on June 16, 2006. A motion was made, seconded and it was unanimously voted to approve the resolutions as presented. September Meeting Preparation Chair Lisman reported that he and Acting President John Bramley met last week to review the proposed meeting schedule and invited Committee Chairs to discuss routine and proposed agenda topics for their September meetings. Audit – Chair Mark Young reported that the Committee would receive status updates from KPMG on year end reports and the administration on outstanding audit observations and the management action plan as well as an update on the implementation of PeopleSoft. He also noted that discussion will occur with internal and external auditors at this meeting. Investment – Chair Robert Cioffi reported that the Committee will be ready to make a decision on the multi-strategy manager search at next month’s meeting. The Committee will receive an update from the Sudan Divestment workgroup regarding the implementation of the resolution approved by the Board at the last meeting. The Committee will receive reports from Cambridge Associates on asset allocation and performance and will review fixed income. The Committee will also receive a Treasurer’s report on operating funds performance. Debt Sub-Committee – Chair Kathy Hoyt reported that the subcommittee will continue discussions from the July 25 meeting regarding advance funding with commercial paper and locking in interest rates. It will also discuss capital assumptions within the Strategic Financial Plan and receive a Treasury Operations update. Additionally, the Committee will review capital projects financing resolutions that will be further reviewed by the Facilities and Technologies Committee and considered by the Finance and Budget Committee for recommendation to the full Board. Finance & Budget – Chair Kathy Hoyt reported that the Committee will receive an update on the FY 2007 budget and discuss budget planning for FY 2008. She will provide a report from the Debt SubCommittee and Vice President Gower will offer an update on the Strategic Financial Plan. As previously noted, the Committee will consider capital project resolutions which will have been reviewed by both the Debt SubCommittee and Facilities and Technologies Committee. The resolutions seek financing to replace the electrical distribution system and transformers on the Trinity campus and authorize a budget adjustment for the freezer depot and Colchester facility project. Executive Committee, 8/14/06 Page 3 of 15 Facilities and Technologies – Vice President Gower reported on behalf of Chair Young. The Committee will receive a preview on future capital projects including the renovations of the College of Medicine DeGoesbriand building, the Colchester Research Facility, and residence and dining halls. The Committee will be updated on modifications to the fit-up of Farrell Hall and will discuss assumptions for the November Strategic Capital Plan update. In addition to the two previously mentioned capital project resolutions, the Committee will consider a projects reallocation resolution granting the administration authority to make project budget transfers. The Committee will also receive an update on the implementation of PeopleSoft. Academic & Student Programs – Chair Martha Heath reported that, in addition to the routine reports by the Chairs of the Curricular Affairs Committee, Student Government Association, and Graduate Student Council, Provost Hughes will share his thoughts on academic strategic planning. The Committee will receive a status report on enrollment management and a brief report on the opening of fall semester 2006. Vice President Carr will offer her annual research report and the Committee will take action on a resolution authorizing the awarding of degrees. UVM Board – Chair Robert Cioffi reported that the majority of the meeting will be held in executive session and that the Board will accept the Wilbur Fund Trust report. Vermont Agricultural College Board – Chair Thomas Little reported that the Board will preview the 2007 legislative session and be updated on the Next Generation Study Commission. At the Board’s request, a briefing on the admissions process will be provided. Diversity – Chair Thomas Little reported that students will present to the Committee on “The Next Step” Student retreat on diversity and social justice. The Committee will receive a full report on the campus climate survey. Ad hoc Committee on Board Operations – Chair Robert Cioffi reported that the Committee will recommend proposed Committees’ restructuring for implementation at the November Board meeting. In addition, the Committee will recommend approval of the establishment of a Board Policies, Operations and Planning Manual; approval of a Public Comment Protocol; and approval of a Policy on Orientation, Training and Development for Trustees. The University Advancement and Health Education Committee agendas were not reviewed, as the Chairs of those Committees were unable to participate in today’s meeting. Chair Lisman encouraged members to contact him or Corinne Thompson, Trustee Coordinator, with any additional topics they would like considered at the September meeting. Capital Projects Update Vice President Gower provided a capital project progress report (see full report appended to the minutes). Executive Committee, 8/14/06 Page 4 of 15 Strategic Initiatives Update Provost John Hughes began by expressing his delight at being at the University of Vermont. He has spent his first few weeks meeting with people around campus and has found the community to be most welcoming. He noted that, from an outsider’s eyes, the University has an outstanding community of people. Provost Hughes next provided updates on the following searches: College of Medicine, Chair of Surgery – 51 candidates applied for this position and airport interviews have been conducted. Three of eight finalists have been invited for campus interviews. The search is expected to be completed by September 15. College of Medicine, Chair of Medicine –31 candidates applied. The search committee will meet this week to determine the list of finalists. College of Medicine Dean’s Search – Provost Hughes, Vice President Gower, and Chief of Staff Gary Derr met with John Issacson of the search firm of Issacson, Miller this past week. The Provost noted that this search firm has just completed the presidential searches for Association of American Medical Colleges and Miami University of Ohio. The College of Medicine is now electing members of its faculty to serve on the search Committee and Provost Hughes and Acting President Bramley will be appointing other search committee members. Provost Hughes will serve as Chair and expects the search to be completed within 9-18 months. Vice President for Enrollment Management – Provost Hughes continues to expedite this search and is in the process of retaining a search firm. He expects to have a firm identified in late August or early September. Vice Provost for Diversity and Multicultural Affairs – Provost Hughes remains aggressive in his efforts to appoint an interim Vice Provost and looks forward to engaging constituents when they return in the fall to learn how this position can most effectively handle the assigned responsibilities. U.S. Forest Service Aiken Research Facility/Spear Street Vice President Meyer informed the Committee of discussions with the U.S. Forest Service in regard to the U.S. Forest Service Aiken Research Facility, located on University land on Spear Street. Discussions were initiated by Donald DeHayes, Dean of the Rubenstein School of Environment and Natural Resources, with the U.S. Forest Services and the office of U.S. Senator Patrick Leahy. A mechanism has recently been identified to gift the facility to the University. University acquisition of the facility could yield valuable lab and office space. While the transaction could take months to finalize, the administration wanted the Board to be aware of the potential opportunity. Executive Committee, 8/14/06 Page 5 of 15 Vice President Gower offered an initial assessment of the facility as being in good shape with reasonable use for wet labs or swing space. He noted the facility has five distinct buildings with approximately 24,000 gross sf/16,000 net sf. Dean DeHayes added that, currently, 12-13 scientists with support staff work out of the facility. Other Business Acting President John Bramley provided a brief update on PeopleSoft. Overall, good progress has been made in the implementation of the software. One present glitch is its inability to process expenditures on grants. The administration is taking rapid and forthright steps to address this issue and expects to have it resolved within a week. Chair Lisman reported that the subcommittee for Presidential Evaluation was due to report to President Fogel the week he was hospitalized. The subcommittee will bring a recommendation to the full Board in September. At 12:50 p.m., the Chair entertained a motion to enter into executive session for the purpose of discussing personnel and contract matters. All meeting participants, with the exception of Provost Hughes, Vice Presidents Bazluke, Gower, Gustafson and Meyer and Chief of Staff Gary Derr were excused. The motion was made, seconded and it was voted to enter into executive session. Vice President Meyer subsequently left the call. The meeting was re-opened to the public at 1:25 p.m. Chair Lisman presented the following resolutions for approval: S. Prospect St. Property Parcel Resolution WHEREAS, the lot and house (172 S. Prospect St. – Rob Gray Homestead) to the south of Allen House and north of Wadhams House (Admissions) is being offered for sale by Dr. Stephanie Buck; and WHEREAS, this parcel has been identified as a desirable acquisition in the 2006 Campus Master Plan as approved by the Board of Trustees; and WHEREAS, it may be necessary to obtain internal or external interim financing, including the use of commercial paper, until bonds can be issued at the appropriate time for the Property Acquisition; NOW, THEREFORE, BE IT RESOLVED, that the President, Vice President for Finance and Administration and University Treasurer, or their successors or designees, are hereby authorized to enter into negotiations and related agreements to acquire the parcel and improvements designated as 172 S. Prospect Street from Dr. Stephanie Buck, and to Executive Committee, 8/14/06 Page 6 of 15 execute any and all contracts and documents that may be necessary to close on the property at a cost that, within the reasonable discretion of such University officials, is deemed reasonable based upon market appraisal and value to the University, in a manner consistent with the preliminary report and estimate presented by such officials on this date, plus appropriate closing and legal costs; BE IT FURTHER RESOLVED, that the President, Vice President for Finance and Administration and University Treasurer, or their successors or designees, are hereby authorized to obtain internal or external interim financing, including the use of commercial paper, until bonds can be issued for the Property Acquisition; and BE IT FURTHER RESOLVED, that the external interim financing, including the use of commercial paper, shall be in an amount commensurate with the standard herein stated, but in no event to exceed $375,000 plus appropriate closing and legal costs, included in which shall be Costs of Issuance, as that term is defined in the Resolution, in an amount not to exceed $25,000; and BE IT FINALLY RESOLVED, that the Secretary or Assistant Secretary will provide certificates of incumbency, as required, showing the names and signatures of those persons appointed to any of the positions heretofore mentioned, and further, that any officer of this corporation is hereby authorized to certify this resolution to whom it may concern; and WHEREAS, the University expects to pay certain expenditures (the “Reimbursement Expenditures”) in connection with the Property Acquisition before the issuance of indebtedness for the purpose of financing costs associated with the acquisition; and WHEREAS, the University reasonably expects that debt obligations in an amount that shall not exceed $400,000 plus appropriate closing and legal costs will be issued and that certain of the proceeds of such debt obligations will be used to reimburse the Reimbursement Expenditures; and WHEREAS, Section 1.150-2 of the Treasury Regulations requires the University to declare its reasonable official intent to reimburse prior expenditures for the Property Acquisition with proceeds of a subsequent borrowing; NOW, THEREFORE, the University of Vermont declares: Section 1. The University of Vermont finds and determines that the foregoing recitals are true and correct. Section 2. This declaration is made solely for purposes of establishing compliance with the requirements of Section 1.150-2 of the Treasury Regulations. This declaration does not bind the University to make any expenditure, incur any indebtedness, or proceed with the Property Acquisition. Executive Committee, 8/14/06 Page 7 of 15 Section 3. The University hereby declares its official intent to use proceeds of indebtedness to reimburse itself for Reimbursement Expenditures. Section 4. This declaration shall take effect from and after its adoption. Resolution regarding Subcommittee for Presidential Evaluation report BE IT RESOLVED, that the Executive Committee waives its prerogative to receive a report and recommendations from its Subcommittee for Presidential Evaluation on its work conducted during the past year; and BE IT FURTHER RESOLVED that the Committee directs that such report and recommendations be conveyed to the Board for action at its September 9, 2006 meeting. A motion was made, seconded and it was unanimously voted to approve the resolutions as presented. Adjournment There being no further business, the meeting was adjourned at 1:26 p.m. Respectfully submitted, Carl Lisman, Chair Executive Committee, 8/14/06 Page 8 of 15 Capital Project Progress Report August 14, 2006 Dudley H. Davis Student Center Architect: WTW Architects with Truex Cullins + Partners Construction Manager: WA Berry and Son, Inc. Est. Completion Date: Fall 2007 Size: 186,000 gross square feet Project Cost: $ 61 million Project Description: Construction of new Student Center. Status: Currently on schedule and on budget Project Update: A great deal of progress has taken place as structural concrete is 100% complete and concrete floor slabs are now 90% complete. Structural steel is complete. Pitched roofs are well underway and are all decked and slate is 25% complete. Stone masonry installation is well underway, as is the concrete block interior wall installation. Brick will begin by August 14th. Interior electrical, plumbing, and HVAC is 30% complete. Living & Learning Residence Complex Architect: Dore and Whittier Architects Construction Manager: Pizzagalli Construction Est. Completion Date: September 2007 Size: 166,000 gross square feet. Project Cost: $ 22.6 million Project Description: Renovation of all five residence hall buildings over the course of three different summers. Major components of the renovation include complete replacement of all windows, re-capturing balcony area into common living spaces, installation of sprinkler and fire alarm systems, and replacement of plumbing fixtures. Status: Currently on schedule and on budget. Project will be closed out with over 7% of the budget balance remaining due to the inability to complete the work in Building C because of the Child Care Center. Project Update: Renovation work is virtually complete in Building D and Building C. All five buildings are in the midst of CO detection installation with Buildings A,B, C, D & E already tested and approved by the Burlington Fire Dept. Repointing is completed on Buildings A, D, & E. Executive Committee, 8/14/06 Page 9 of 15 Major Deferred Maintenance Projects Project Cost: Varies While there are numerous projects being undertaken from the $5.0 million deferred maintenance budget, the following updates include the major share of those funds: • Ira Allen Chapel – staging installation and construction fencing is complete and the first phase of roof and exterior envelope repair is underway. • Bailey-Howe Library – staging is in-place for the total roof replacement and marble overhang repair. • 601 Main – roof replacement is complete, as well as repairs to the parapet wall and painting of the detailed wood along that wall, and cleaning of brick. Project is 98% complete. • Bittersweet House at the corner of Main and S. Prospect – foundation repairs and waterproofing. Project is on-going. • Rowell Building – sidewalk and exterior lighting replacement is complete. Only punchlist items remaining • Elevator replacements in Given, Aiken, and Cook buildings are all progressing • Mann Hall Auditorium and Delehanty Buildings at Trinity – roof replacement projects are underway. Nutrition and Food Sciences Addition Architect: John Anderson Studio Construction Manager: H.P. Cummings Construction Co. Inc. Est. Completion Date: December 2005 Size: 16,484 gross square feet Project Cost: $ 6.85 million Project Description: Construction of an addition to Marsh Life Sciences to accommodate the Food Sciences program from Carrigan Hall. Status: Building has been occupied and minor site work remains on-going. The budget is projected to be closed with a positive balance. Project Update: The final paving is completed and the landscaping will be complete by the end of the summer with the installation of an accessible ramp at the southwest corner of the exterior of the building. “Teaching gardens” were a part of this project to establish 5500 SF of planting beds to be planted and maintained by the Horticulture Club, and supervised by the faculty advisor, Mark Starrett with the Department of Plant & Soil Science. Executive Committee, 8/14/06 Page 10 of 15 PFG Athletic Turf Field Architect: Gossens Bachman Architects Construction Manager: Engelberth Construction Est. Completion Date: November 2005 Size: 81,400 gross square feet Project Cost: $ 2.55 million Project Description: Artificial turf lacrosse/field hockey field. Status: The project is complete and has been closed out within budget. Project Update: The field was dedicated on October 9th and has been utilized by the Athletic Department for several weeks. All sitework completed with the turf field and all items are now in their one year warranty period. Gutterson Parking Structure Architect: Desman Associates/Smith Alvarez Sienkiewycz Construction Manager: Barr & Barr Est. Completion Date: December 2005 Size: 254,100 gross square feet Project Cost: $ 12.5 million Project Description: The new parking structure will create 550 net new parking spaces over the existing surface parking lot at the PFG Athletics complex and improve the associated circulation infrastructure. Status: The structure is complete and site work is on-going. The budget is projected to be closed with a positive balance later this Fall. Project Update: Warranty work on the pavement joints has been performed to correct drainage problems. All of the associated infrastructure work with road widening, sidewalk installation and exterior road lighting installation will be completed by the end of summer. We are scheduling all of the final asphalt to be laid in September after the majority of the construction vehicles have been removed from the area. Student Residential Learning Complex Architect: Hanbury Evans Wright + Vlattas Architects Construction Manager: Pizzagalli Construction Company Est. Completion Date: August 2006 Size: 266,332 gross square feet Project Cost: $ 60.6 million Project Description: Construction of a new 800-bed residence hall complex. Executive Committee, 8/14/06 Page 11 of 15 Status: The buildings are on schedule and the site work will be on-going into the next Spring. The budget will be reviewed in executive session due to probable litigation proceedings. Project Update: On track with the south complex completion in August and the completion of the remaining items in the north complex, particularly the air conditioning elements and the commissioning activities. The exterior final coat of painting will be completed by occupancy on both complexes. Landscaping will continue beyond August for final completion Wing Davis Wilks (WDW) Residential Complex Architect: Smith Alvarez Sienkiewycz Architects Construction Manager: DEW Construction Corp. Est. Completion Date: August 2006 Size: 124,747 gross square feet Project Cost: $ 17.7 million Project Description: Renovations to the residential complex includes the installation of new sprinkler and fire alarm systems; rework of the lounges, kitchens, and bedrooms; new finishes throughout all spaces; expansion of bathrooms; replacement of electrical and lighting systems; and the installation of three new ADA compliant elevators. Status: Currently on schedule for opening in late August. Project will be closed out with approximately 3% of the budget remaining. Project Update: Remain on track for the completion of this entire complex at the end of this summer. Utilities Master Plan Implementation (Phase 1 & 2) Engineer/Architect: WM Group with Truex Cullins + Partners Construction Manager: WA Berry and Son, Inc. Est. Completion Date: May 2007 Project Cost: $ 19 million Project Description: Phase I: Cage Heat Plant addition, first chiller, and cooling tower pad; cost $10 million. Phase II: Additional utility underground infrastructure and deferred maintenance; cost $9 million. Status: Currently on schedule and on budget Project Update: The application for the Burlington Planning and Zoning permit is complete as well as the State Act 250. Infrastructure work, outside of the elements included with the permitting activity began on July 24 for installation of underground piping and vaults. Underground Executive Committee, 8/14/06 Page 12 of 15 utility relocation work was started in early August, with cooling tower construction anticipated to begin in September. The two 1400 ton chillers have been ordered and are scheduled to leave Texas on January 12, 2007. 438 College Street Architect: Black River Design General Contractor: Wright & Morrissey Est. Completion Date: July 2006 Size: 10,604 gross square feet Project Cost: $ 3.0 million Project Description: The renovation of 438 College Street will adapt this historic structure into the new home for the administrative offices of the Dean for the College of Arts and Sciences. The scope includes restoration work as well as upgrades to all mechanical and electrical systems, installation of telecommunications and the construction of an addition to house an accessible elevator. Status: While occupancy has been completed, some additional work remains to be performed beyond the original schedule. The budget currently is projected to be approximately 1.3% beyond the approved level. Project Update: The relocation of the Dean’s Office for the College of Arts & Sciences was performed on July 26th from Waterman. Ongoing work will include exterior painting, window reconstruction and commissioning activities for the mechanical systems. Given/Rowell Life Safety Systems Engineer: LN Consulting Construction Manager: H.P. Cummings Construction Co. Inc. Est. Completion Date: Fall 2006 Size: 294,718 gross square feet Project Cost: $ 2.9 million Project Description: The installation of new fire alarm and automatic sprinkler systems into the Given and Rowell Buildings. Status: Currently on schedule and on budget Project Update: Progress in the hazardous material removal has moved to 100% and the installation of both the fire alarm and sprinkler systems have progressed to 80% complete as work has now included all of the floors of both Given and Rowell. The anticipated completion is scheduled for the Fall of 2006. Executive Committee, 8/14/06 Page 13 of 15 Classroom Improvements Architect: Black River Design and SAS (for lecture halls only) Construction Manager: J.A. Morrissey Est. Completion Date: August 2007 Size: 110 Classrooms Project Cost: $ 3.0 million Project Description: The standardization and implementation of a plan to address the 110 general purpose classrooms throughout the campus. All of the media equipment, furniture and physical aspects of the classrooms will be reviewed in the overall scope of this project. Status: Currently on schedule for this phase with some pressure being realized on the budget. Will be reassessing impact on remaining classroom inventory following this summer. Project Update: Work continues on the classrooms having renovations and upgrades this summer. Includes three rooms in Lafayette, four in Angell, two in Torrey, two in Williams, three in Rowell, one in Votey, and one in Kalkin. Harris-Millis Dining Hall Architect: Truex Cullins + Partners Construction Manager: Breadloaf Corporation Est. Completion Date: August 2006 Size: 12,320 gross square feet Project Cost: $ 5.0 million Project Description: The expansion and renovation of the Harris-Millis Dining Facility will increase the seating capacity from 265 to 400. All of the existing area will be upgraded including the entrance, the staircase, the food service areas, and the food service equipment. Status: Currently on schedule and on budget Project Update: The steel framing is completed for the 3,000 square feet expansion with window installation underway. Framing and floor finish are nearing completion, as well as the installation of kitchen equipment including the dishwashing machine and pizza oven. It is scheduled to be complete August 28th. Carbon Monoxide Detection Systems Engineer/Architect: Various Construction Manager: Various Est. Completion Date: August 2008 Size: 15 residence hall complexes Executive Committee, 8/14/06 Page 14 of 15 Project Cost: Phase I $ 1.6 million Project Description: The installation of hardwired carbon monoxide detection systems in all of the residence halls (15 complexes) and rental housing facilities will occur over two phases. The first phase will include installation and tie-in for the fire alarm systems able to be adapted without significant modification. The second phase will incorporate the balance of the systems requiring modifications Status: Currently on schedule and on budget Project Update: Installation work in all four complexes of University Heights, Living/Learning, Wing/Davis/Wilks, and Mercy is on-schedule. Planning is also underway for the second phase of this project for determining the scope of all of the remaining residential complexes. The draft plan for all the residence halls will be completed this summer and presented to the Burlington Fire Marshall for his endorsement. We anticipate defining the remaining scope in November. Stormwater Management Engineer/Architect: Krebs and Lansing Construction Manager: Engelberth Est. Completion Date: October 2007 Size: Several Acres Project Cost: $ 2.5 million Project Description: The installation of expanded ponds at the Redstone area of campus. Status: Currently on schedule and on budget Project Update: SW Stormwater ponds are well underway with the anticipated excavation activities. The Centennial Field area is still in the design stage. Technology Park Engineer/Architect: Kirick Engineering & SAS Architects Construction Manager: ReArch Company Est. Completion Date: November 2006 Size: 4,000 gross square feet Project Cost: $ 4.4 million Project Description: The relocation of the key data centers of the University to an upgraded infrastructure with heightened security and a more reliable environment for redundancy systems. Status: Currently on schedule and on budget Executive Committee, 8/14/06 Page 15 of 15 Project Update: The project to fit-out the interior space is 40% complete. The work includes the installation of 1730 square feet of raised computer floor. If you have any questions concerning the Capital Projects, please contact Robert Vaughan, Director of Capital Planning and Management, at 802-656-1304 or by e-mail at Robert.Vaughan@uvm.edu.
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