Board of Regents

Board of Regents Meeting
November 18-19, 1999
University of Alaska Fairbanks Campus 
Fairbanks, Alaska

  PUBLIC COMMENT INFORMATION

PUBLIC TESTIMONY WILL BE HEARD THURSDAY MORNING.  Testimony will be heard beginning at approximately 10:00 a.m..  Sign-up sheets will be available starting at 8:00 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 following the meeting.

 

MEETING SCHEDULE AND AGENDAS

Full 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 SCHEDULE

Times for board meetings are subject to modification within the November 18-19, 1999 timeframe.

Thursday, November 18, 1999

7:30 a.m. - 9:00 a.m. 
3rd Annual UAF Scholarship Breakfast at Wood Center Pub.

9:00 a.m. - 10:00 a.m. 
Full Board will meet in the Regents' Conference Room 109 in Butrovich Building to hear the President's Report.

10:00 a.m. - 12:00 noon 
The Full Board will hear Public Testimony in the Regents' Conference Room, Butrovich Building.

12:00 noon - 12:30 p.m. 
The unveiling of the model for the expansion of the UA Museum will take place in the Regents' Conference Room. Lunch will be served after the unveiling.

12:30 p.m. - 3:00 p.m. 
Finance, Facilities, and Land Management Committee will meet in the Regents' Conference Room.

12:30 p.m. - 2:30 p.m. 
Academic and Student Affairs Committee will meet in the Sherman Carter Conference Room.

2:30 p.m. - 3:00 p.m. 
Human Resources Committee will meet in the Sherman Carter Conference Room.

3:00 p.m. - 4:00 p.m. 
Audit Committee will meet in the Sherman Carter Conference Room.

4:00 p.m. - 5:00 p.m. 
Full Board will meet in the Regents' Conference Room with Governor Knowles. 
NOTE: At time of print, this is still TENTATIVE.

Friday, November 19, 1999

7:30 a.m. - 9:00 a.m. 
Breakfast at Hutchison Career Center, hosted by the Tanana Valley Campus Advisory Council and Fairbanks North Star Borough Mayor Hank Hove.

9:00 a.m. - 9:45 a.m. 
Dedication of the Howard Cutler Student Apartment Complex in Hess Commons, Moore/Bartlett/Skarland Complex.

10:00 a.m. - 3:00 p.m. 
The Committee of the Whole will meet in the Regents' Conference Room.

3:00 p.m. - 5:00 p.m. 
The Full Board will meet in the Regents' Conference Room. An Executive Session is scheduled as one of the last items of business and is expected to last approximately one hour.

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.

 

AGENDAS

 

Agenda 
Board of Regents 
Academic and Student Affairs Committee 
Thursday, November 18, 1999; *12:30 p.m. - 2:30 p.m.
Sherman Carter Conference Room, Butrovich Building 
University of Alaska Fairbanks Campus
Fairbanks, Alaska

Committee Members
Chancy Croft, Chair 
Joshua B. Horst
Brian D. Rogers 
Frances H. Rose
Joe J. Thomas 
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. College of Rural Alaska Advisory Council

B. Educational Effectiveness

IV. Ongoing Issues

A. First Reading of Regents' Policy 09.11 - Student Health

B. First Reading of Regents' Policy on Information Resources

C. Continuing Discussion on the Feasibility of Instituting a 'Regents' Scholar' Program

D. Report on UAA Community Partnerships

E. Report on Service- and Community-Based Learning at UAA

F. Discussion Regarding Developmental Education Funding

V. New Business

VI. Future Agenda Items

A. Special Academic & Student Affairs Meeting in March 2000

VII. Adjourn

This motion is effective November 18, 1999."

III.   Presentations

A.   College of Rural Alaska Advisory Council

Ralph Gabrielli, Executive Dean of the College of Rural Alaska (CRA), and members of the CRA Advisory Council, will present a report regarding the past year's activities and goals for the future.

B.   Educational Effectiveness  Reference 1

Regents' 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. Summaries are provided in Reference 1.

IV.   Ongoing Issues

A.   First Reading of Regents' Policy 09.11 - Student Health   Reference 2

Current Regents' Policy regarding student health was written in 1979 and consists of one sentence: "It is the policy of the Board of Regents that the provisions for student health insurance and programs may vary in type and scope among the regions of the university."

The draft policy contained in Reference 2 was prepared following the review of policies and practices of other colleges and universities as well as discussions among numerous university personnel, including the senior student services officers, the directors of the student health centers at UAA and UAF, the General Counsel's office, and the chancellors and after reviewing. The draft policy covers three principal items: 1) mandatory immunization, 2) health and counseling services and fees, and 3) student health insurance.

Mandatory Immunization:

There are no common practices at the campuses regarding mandatory immunization. UAF has required written proof from a medical authority of immunity to measles, rubella, diphtheria, tetanus, and polio as well as a negative tuberculin skin test or chest x-ray since 1985 but no enforcement mechanism has been established. UAS has no immunization requirements. UAA requires students in residence halls to show proof of, or to receive, two Measles/Mumps/Rubella (MMR) vaccinations and a tuberculosis test and started enforcing those requirements this year. All of the campuses have miscellaneous programs for selected groups of students, e.g. student athletes and students enrolled or working in health care programs.

After considering the benefits and burdens of mandatory immunization programs, ranging from a program covering all (including part-time) students to no mandatory program, the policy was drafted to require mandatory MMR vaccinations or proof of immunity, diphtheria and tetanus vaccinations or proof of immunity, and a tuberculosis test for single students living in residence halls. The policy will not automatically affect occupants of family housing although it does make a more rigorous mandatory immunization program possible at the discretion of the president or chancellor, if designated by the president. All students, regardless of housing status, will be encouraged to get vaccinations recommended by public health agencies and the American College Health Association. In addition to the main campuses, the policy will also affect students in housing facilities at Prince William Sound Community College, UAS Sitka Campus, and UAF Kuskokwim Campus.

Finally, the policy requires that an enforcement mechanism be adopted, that information regarding the benefits of vaccinations be made available to students, and that there be procedures adopted to allow exceptions to mandatory immunizations for medical and religious reasons.

Health and Counseling Services and Fees / Health Insurance:

As with mandatory immunization, there are no common practices at the campuses regarding either health and counseling services and associated fees or student health insurance. As a general rule, the type and amount of services are tied to the needs and resources of the particular campus.

The three major campuses all charge mandatory health center fees, with the amount charged varying, depending on the number of credit hours being taken and with the amount of fees correlating to the level of service available and the cost of providing that service.

With respect to health insurance:

· UAF requires students carrying nine or more credit hours to purchase the student health insurance plan or sign a waiver stating that they have alternative coverage. Students taking between six and eight credit hours may also purchase health insurance through the UAF student insurance plan.

· UAA makes coverage similar to that offered at UAF available to students taking six or more credits.

· UAS makes available to its students the same policy as that offered at UAA.

· International students on "F" and "J" visas at all campuses must show written proof of specific insurance coverage as mandated by federal regulation.

The insurance offered through the campuses does a reasonably good job of first dollar coverage and also allows the campus health centers to get good referrals for the students. The price of the insurance ranges between $660 and $750 per student per year.

Because the scope of student health service and insurance programs varies according to the needs of the campuses, the draft policy authorizes the chancellor to determine the structure of these programs in accordance with campus needs, resources, and costs of the program and to set fees for the corresponding services. If this approach is approved, it will require changes in other portions of Regents' Policy that authorize the president to approve such fees.

B.   First Reading of Regents' Policy on Information Resources   Reference 3

At the June 1999 Committee of the Whole meeting, there was preliminary discussion concerning a draft of a new Information Resources policy at which time the matter was referred to the Academic and Student Affairs Committee for first reading. In response to that discussion, the policy has been substantially rewritten after extensive discussion with various governance groups and the university community. It is now being presented in Reference 3 for a first reading to the Academic and Student Affairs Committee.

This policy establishes a framework for defining in regulation who can use computers and the network, and how. The policy grants information resources personnel access to these resources, as well as the content of all files on them, for purposes of ensuring effective service. The policy sets standards and procedures relative to disclosure of evidence of employee misconduct discovered by information resources personnel in the course of their work.

The draft Information Resources policy expressly recognizes that employees may have a reasonable expectation of privacy in personal information contained in files on their computer or the network. The policy also defines the circumstances under which other administrators may review files in which employees have a reasonable expectation of privacy.

C.   Continuing Discussion on the Feasibility of Instituting a "Regents' Scholars" Program Reference 4

At the April 1999 board meeting, Regent Croft expressed interest in establishing a "Regents' Scholar" program. The Academic and Student Affairs Committee discussed the feasibility of such a program at the October 1999 meeting and requested that the chief academic and student service officers recommend criteria.

The following recommendation for a scholarship program emphasizes retention of UA students rather than recruitment, thus avoiding confusion or competition with the UA Scholars program as well as filling a need for upper division and graduate scholarships.

Name: Regents' Scholarship

Eligibility: University of Alaska junior, senior or graduate students in good standing.

Criteria: Demonstrated commitment and involvement in leadership and public service activities.

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.

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.

The application form for and listing of UA Foundation scholarships is included in Reference 4 as is a brochure entitled "Establishing a Scholarship at the University of Alaska Foundation" for informational purposes.

D.   Report on UAA Community Partnerships

University of Alaska Anchorage has been increasing its efforts in developing meaningful partnerships with business, industry, government, non-profit organizations, and health care institutions. The progress made in this regard is described in a recent report titled "UAA Partners in the Community" and will be presented and summarized by Provost Dan Johnson.

E.   Report on Service- and Community-Based Learning at UAA

For the past two years, the University of Alaska Anchorage has intensified its efforts to increase the quantity and quality of service-learning courses. This effort has been in response to the growing evidence of the efficacy of experiential education as a mode of learning.

As part of a campus-wide effort, the UAA Office of Academic Affairs conducted an inventory of current service-learning courses and estimated the economic impact on the Anchorage and outlying communities. While the inventory may not have included all service learning and community-based courses at UAA, it does provide a conservative estimate of the economic impact.

Provost Dan Johnson will summarize the report and describe future efforts.

F.   Discussion Regarding Developmental Education Funding

Wendy Redman, Vice President for University Relations, will lead a discussion regarding funding for developmental education offerings at the University of Alaska.

V.    New Business

VI.   Future Agenda Items

A.   Special Academic and Student Affairs Committee Meeting in March 2000

Members will discuss holding an Academic and Student Affairs Committee meeting in March 2000 on community-based education with R. Eugene Rice, director of the American Association of Higher Education's Forum on Faculty Roles and Rewards.

VII.   Adjourn

 

Agenda 
Board of Regents 
Finance, Facilities and Land Management Committee 
Thursday, November 18, 1999; *12:30 p.m. - 3:00 p.m.
Regents' Conference Room, Butrovich Building 
University of Alaska Fairbanks Campus
Fairbanks, Alaska

Committee Members
Elsa Froehlich Demeksa, Chair 
Mary Jane Fate 
Robert A. Malone
R. Danforth Ogg 
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 Annual Land Management Development Plan

B. Approval of UAA Energy Improvements Project #1 - Energy Performance Savings Contract

C. Approval of UAA Americans with Disabilities Act (ADA) Improvement Plan

IV. Ongoing Issues

A. Status Report on the Coal-Water Fuel Project

B. Status Report on Construction in Progress and Other Projects

C. Report on Plans for Improvements to Campus Signage

D. Status Report on Campus Entrance Designs

E. Presentation of the FY99 Financial Statements

V. New Business

VI. Future Agenda Items

VII. Adjourn

This motion is effective November 18, 1999."

III.   Full Board Consent Agenda

A.  Approval of the Year 2000 Land Management Development Plan  Reference 8

Mari Montgomery, director for the Statewide Office of Land Management (SOLM), will present the SOLM Annual Report that summarizes: (1) progress made toward the goals and objectives of the SOLM strategic plan; (2) the fiscal year 1999 financial report for the office; and (3) the status of projects covered in previous development plans and other activities undertaken by SOLM.

The Year 2000 Development Plan (Reference 8) has been advertised and circulated in accordance with Regents' Policy since mid-September. Director Montgomery will discuss any inquiries and comments received to date and any changes made in the previously circulated draft of the plan. Notice of the plan has been advertised in the principal newspapers of the state and distributed to all boroughs and municipal governments, legislators, and parties expressing an interest.

Approval of the annual development plan is required by Regents' Policy P05.11.05(A)(2). The policy does not require specific review and approval of individual projects prior to proceeding with development activities. However, in keeping with responsible management practices, before proceeding with construction activity or binding commitments for development for any project anticipated to result in receipts or disbursements in excess of $500,000, including those approved as part of a development plan, the administration will request approval from the Finance, Facilities, and Land Management Committee for approval a specific project plan. The plan will include a project budget and a feasibility analysis.

The President recommends that:

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the Year 2000 Land Management Development Plan as presented, and direct the administration to carry out the plan to the extent practicable and in accordance with Regents' Policy and the guidelines set forth above. This motion is effective November 18, 1999."

B.   Approval of UAA Energy Improvements Project #1 - Energy Performance Savings Contract  Reference 9

BACKGROUND:

Energy Savings Performance Contracting is a "contracting tool" where the contractor analyzes, designs, performs and implements the Energy Savings Contract. With the executed contract, there is a guarantee simply stating, "If during any 12-month period, verified cumulative energy savings are not adequate to cover the cumulative costs, the contractor (EMI), will pay 100% of any shortfalls," therefore assuming the energy savings risk.

On December 17, 1998 the University of Alaska chief procurement officer approved an intergovernmental agreement with the Municipality of Anchorage, Municipal Light & Power, Energy Masters Inc. (the contractor), and UAA to develop a comprehensive energy savings plan for the UAA campus and further, to identify those areas in which UAA could substantially reduce energy costs.

On March 12, 1999, UAA authorized Energy Masters Inc. to proceed with a comprehensive energy analysis of the UAA Physical Education Facility (PEF), the Campus Center (CC), and the College of Arts and Sciences (CAS), and to provide an energy savings plan which would be structured to provide financial returns to UAA through reduced energy and operational costs. Reference 9 provides an economic analysis and illustrates the energy savings for Energy Improvement Project #1.

On October 1, 1999, Associate Vice Chancellor Bob Hyde provided an informational briefing to the Finance, Facilities, and Land Management Committee concerning the newly established Energy Performance Savings Contract initiative and the results of the comprehensive energy analysis.

SCOPE OF WORK:

UAA has selected five energy savings projects to be included in this initial package called Energy Improvement Project #1. Project #1 consists of:

Estimated Cost

1. Lighting system retrofits at the Physical Education Facility (PEF), Campus Center (CC), and Energy Module #1 (EM-1) = $173,916

2. Replacement of electric motors in the HVAC air handlers in the PEF and College of Arts and Sciences (CAS) = 53,900

3. Installation of Variable Frequency Drive (VFD) motors in PEF, CAS & EM-1 = 79,834

4. Repair pool exhaust and recovery system = 9,316

5. Ice arena refrigerant pumping & ceiling modification = 155,258

Subtotal = 472,224

Administration and monitoring = 27,812

TOTAL = $500,036

FUNDING:

The contractor will provide financing of 100 percent of the construction cost at a rate of 6 percent over a 7-year period. Monthly savings from the UAA utilities bill will provide funds for monthly debt service payments. The interest rate offered is subject to change until an agreement is executed. As of this writing, the administration is reviewing the financing proposal and will hand-carry to the November 18, 1999 meeting a recommendation on a financing plan for the project. Favorable financing arrangements may also be available through local banks or other internal or external sources.

SCHEDULE

Project Approval - November 19, 1999 
Construction Completion - September 2000

The President recommends that:

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents:

(1) approve the UAA Energy Improvements Project No. 1, as presented; 
(2) authorize the administration to award contracts for completion of the projects at a construction cost not to exceed $501,000; and 
(3) authorize the vice president for finance to execute a financing agreement with the energy contractor, its designee, or another provider to fund the project for a term not to exceed seven years.

This project approval and authorization to proceed with the award of contracts is subject to execution of a financing agreement or commitment and a written determination by the vice president for finance that the financing arrangement is viable and in the best interest of the university. This motion is effective November 18, 1999."

C.   Approval of UAA Americans with Disabilities Act (ADA) Improvement Plan

BACKGROUND:

Under Title II and III of the Americans with Disabilities Act (ADA), programs offered through public entities are to be equally accessible to all people and existing barriers must be removed to accommodate the disabled. In December 1992, a comprehensive Survey and Analysis/ Transition Plan for all UAA buildings was prepared by the Facilities Planning & Construction Office and submitted to the state of Alaska. Projects were prioritized by the state and as money becomes available, state agencies receive funds for these projects. For FY00, the state has appropriated funds in the amount of $686,383 for accessibility improvements at the UAA campuses.

SCOPE OF WORK:

The project work will correct ADA deficiencies within six buildings on the Mat-Su College campus, four buildings on the Kenai Peninsula College campus, and four buildings on the Anchorage campus: Monserud Building, Campus Center, Building K, and Wendy Williamson Auditorium. The work will consist of corrections to public toilets, public telephones, drinking fountains, door hardware, interior signage, vehicle parking, and wheelchair accessibility.

FUNDING:

Funding for the project will be provided by the state of Alaska through a Reimbursable Services Agreement (RSA). The total RSA is currently scheduled at $686,383. A breakdown of the funding is as follows:

Campus Buildings Amount:

Mat-Su College 6 Buildings - $ 226,000 
Kenai Pen College 4 Buildings - 168,000 
Anchorage Campus W. Williamson Auditorium - 110,000 
Campus Center - 52,000 
Building K - 24,000 
Monserud Building - 106,383 
TOTAL $ 686,383

SCHEDULE:

The RSA expiration date is December 31, 2001. All of the deficiencies have been identified and itemized through a "2nd Look Audit" performed by an independent consultant approved by the state of Alaska; therefore, a formal design process will not be required. The corrective work will be performed by the term construction contractor already under contract, as well as limited in-house execution where feasible and cost effective.

Each of the individual projects is within the project approval authority of the campus. However, in aggregate, the upgrade program is a significant expenditure; thus, the ADA Improvement Plan is being presented to the Finance, Facilities, and Land Management Committee for approval. However, the administration is also requesting authorization to modify the plan to add or delete subprojects that are within its authority limits as defined in Regents' Policy 05.12.04. Stan Vaughn, acting vice chancellor for Administrative Services, and Bob Hyde, associate vice chancellor for Facilities & Campus Services, will be available to answer any questions that committee members may have regarding the project.

The President recommends that:

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents: (1) approve the UAA ADA Improvement Plan as presented; (2) authorize the administration to implement the plan; and (3) further authorize the administration to make changes to the plan that are within its level of authority as defined in Regents' Policy 05.12.04. This motion is effective November 18, 1999."

IV.   Ongoing Issues

A.   Status Report on the Coal-Water Fuel Project

Vice Chancellor Frank Williams will provide a report on the current status of the Coal-Water Fuel Project.

This is an information item; no action is required.

B.   Status Report on Construction in Progress and Other Projects  Reference 10

A status report for construction projects approved by the Board of Regents and in progress is included in Reference 10. Jim Lynch, interim vice president for Finance, and representatives from each MAU will be available to address any questions of the committee.

This is an information item; no action is required.

C.   Report on Plans for Improvements to Campus Signage

Bob Hyde, associate vice chancellor for Facilities & Campus Services at UAA; Kathleen Schedler, director for Facilities Services at UAF; and Carol Griffin, vice chancellor of Administrative Services at UAS, will provide an informational briefing on plans for improvements to campus signage.

This is an information item; no action is required.

D.   Status Report on Campus Entrance Designs

Jim Lynch, interim vice president for Finance; Bob Hyde, associate vice chancellor for Facilities & Campus Services at UAA; Kathleen Schedler, director of Facilities Services at UAF; and Carol Griffin, vice chancellor of Administrative Services at UAS, will provide an informational briefing on the campus entrance design completion and the status of any plans for implementation.

This is an information item; no action is required.

E.   Presentation of the FY99 Financial Statements  (Reference Bound Separately)

Jim Lynch, interim vice president for Finance, will present an overview of the University of Alaska's annual financial statements for the year ended June 30, 1999. This is an information item; no action is required.

V.    New Business

VI.   Future Agenda Items

A.   Presentation on the Advance College Tuition Payment Plan

VII. Adjourn

 

Agenda 
Board of Regents 
Human Resources Committee 
Thursday, November 18, 1999; *2:30 p.m. - 3:00 p.m.
Sherman Carter Conference Room, Butrovich Building
University of Alaska Fairbanks Campus
Fairbanks, Alaska

Committee Members
Joe J. Thomas, Chair 
Chancy Croft 
Joshua B. Horst
Brian D. Rogers 
Frances H. Rose
Michael J. Burns, Board Chair

I.   Call to Order

II.   Adoption of Agenda

MOTION

"The Human Resources Committee adopts the agenda as presented.

I. Call to Order

II. Adoption of Agenda

III. Full Board Consent Agenda

A. Approval of Renumbering and Retitling of Board of Regents' Policy Part IV - Human Resources

B. Approval of Revisions to Regents' Policy 04.01 - Uniform Personnel System

IV. Ongoing Issues

A. Annual Report on Grievances

V. New Business

VI. Future Agenda Items

VII. Adjourn

This motion is effective November 18, 1999."

III.   Full Board Consent Agenda

A.   Approval of Renumbering and Retitling of Board of Regents' Policy Part IV - Human Resources   Reference 5

A revised outline and timetable for review of Regents' Policy Part IV - Human Resources, was adopted at the August 1999 Board of Regents' meeting. Related action items appearing in the reference are:

Ø Summary of Changes

Ø Review/Adoption of further clarifications in the Part IV Policy Outline

The President recommends that:

MOTION

"The Human Resources Committee recommends that the Board of Regents approve the renumbering and retitling of Regents' Policy Part IV - Human Resources, as presented. This motion is effective November 18, 1999."

B.   Approval of Revisions to Regents' Policy 04.01 - Uniform Personnel System   Reference 6

At the August 1999 meeting, a schedule for review of Part IV was presented to the Board of Regents. Scheduled for review and revision at this meeting were Chapter I - Uniform Personnel System and Chapter VIII - Dispute and Grievance Resolution.

Reference 6 includes clean and edited versions of Chapter I. No revisions are being recommended for Chapter VIII at this time; it is also included in the reference for information purposes.

The President recommends that:

MOTION

"The Human Resources Committee recommends that the Board of Regents approve the revisions to Regents' Policy 04.01 - Uniform Personnel System, as presented. This motion is effective November 18, 1999."

IV.   Ongoing Issues

A.   Annual Report on Grievances   Reference 7

A report regarding grievances filed during the last year at University of Alaska campuses is included in Reference 7.

V.    New Business

VI.   Future Agenda Items

VII.  Adjourn

 

Agenda 
Board of Regents 
Audit Committee 
Thursday, November 18, 1999; *3:00 p.m. - 4:00 p.m.
Sherman Carter Conference Room, Butrovich Building
University of Alaska Fairbanks Campus
Fairbanks, Alaska

Committee Members
Chancy Croft, Chair 
Elsa Froehlich Demeksa
Mary Jane Fate
Robert A. Malone
Brian D. Rogers
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. New Business

A. Status Report on the FY1999 External Audit

B. Presentation on Internal Audit Policies

IV. Ongoing Issues

A. Review of Recently Completed Audits

B. Status Report on the FY2000 Annual Audit Plan

C. Status Report on Internal Audit Staffing and Resources

V. Future Agenda Items

VI. Adjourn

This motion is effective November 18, 1999."

III.   New Business

A.   Status Report on the FY1999 External Audit

Dave McCambridge, KPMG Peat Marwick partner, will review with the Audit Committee the status of the FY99 annual external audit and any potential management letter comments arising from the audit.

This is an information item; no action is necessary.

B.   Presentation on Internal Audit Policies

Ben Shilling, Internal Audit director, will present information to the committee regarding the policy for establishing the annual audit plan, requesting additional audit work, and requests for deferring audit work. The presentation will also cover the office policy regarding follow-up audits.

This is an information item; no action is necessary.

IV.   Ongoing Issues

A.   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.

B.   Status Report on the FY2000 Annual Audit Plan

Strike through items - have been removed from the plan. 
Italic items - have been completed or are in progress. 
* - Specific departments to be determined later.

KPMG Peat Marwick Audit Support 
Year-end cutoff 
Inventory observation 
Cash disbursements & bank transfers 
Cash depositories 
Auxiliary fund analysis 
Unexpended plant fund additions

Audits and Projects

University of Alaska Fairbanks: 
* Departmental Audits - 3 
* Recharge Center Audit 
Geophysical Institute Business Office Review 
Follow-up Audit

University of Alaska Anchorage: 
Consortium Library 
* Departmental Audits - 2 
* Recharge Center Audit 
Mat-Su Campus Business Office Review 
Follow-up Audit

University of Alaska Southeast: 
* Departmental Audits - 2 
Sitka Campus Business Office Review 
Follow-up Audit

EDP Reviews: 
Security 
Program Change Control

Function and System Reviews: 
Banking Activities 
Travel

This is an information item; no action is necessary.

C.   Status Report on Internal Audit Staffing and Resources

Following the June 1999 Board meeting, Internal Audit was given the authority to recruit for the vacant position of information systems audit manager. The department was unable to hire an individual with both the information systems background as well as the audit background.

Because of this, the needs of the office have been reevaluated, and recruitment will be for an entry-level auditor with the expectation of being able to develop the information system skills internally. This will return the Internal Audit office to a staff of four positions. The nonpersonal services operating budget for Internal Audit is currently $27,700.

Internal Audit staff are currently working with the accounting faculty at UAF to develop a student audit internship program. This is expected to be a part-time position that will allow a student to earn credit toward his/her degree.

This is an information item; no action is necessary.

V.   Future Agenda Items

VI.   Adjourn

 

 

Agenda 
Board of Regents 
Committee of the Whole
Friday, November 19, 1999; *10:00 a.m. - 3:00 p.m.
Regents' Conference Room, 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. Presentations

A. Partners in Science

B. Corporate Programs

C. Alaska Process Industry Careers Consortium

D. Insurance, Risk Management, and Campus Safety

IV. Full Board Consent Agenda

A. Budget Approval for Natural Resources Fund Spending Allowance Distribution

V. New Business

VI. Future Agenda Items

VII. Adjourn

This motion is effective November 19, 1999."

III.   Presentations

A.   Partners in Science   Reference 11

Partners in Science is a project that links K-12 students and teachers with practicing math and science professionals using networked technology, with the aim of increasing project/process-based math and science. A brochure describing the program is included as Reference 11.

Paul Reichardt, UAF Provost, and Nick Stayrook, Program Planning & Evaluation Director at the Fairbanks North Star Borough School District, will report on this partnership program between UAF and the local school district.

B.   Corporate Programs

The University of Alaska Corporate Programs provides a structure and process in which workforce training and education programs are brought together under one strategic umbrella and brokered to business and industry so that all levels of employees in Alaska business and industry can access the skills, knowledge and competencies needed to be successful not only in their current jobs, but in adapting to future job requirements as well.

Drivers instrumental in launching the UACP are as follows:

--To provide single point of contact for business/industry

--To systemize the workforce training function

--To maximize business/industry investment in education

--To develop employability of the workforce

Joyce Helens, director of Corporate Programs, will provide a report on the status of University of Alaska Corporate Programs.

C.   Alaska Process Industry Careers Consortium

Joyce Helens, director of Corporate Programs, and John Payne and Kitty Farnham, BP Amoco, will present an overview of the new Alaska Process Industry Careers Consortium.

D.   Insurance, Risk Management, and Campus Safety

Julie Peterson, manager for Risk Management, will present an informational briefing on the status of the university's insurance placement, claims administration, and risk financing program. Frank Williams, vice chancellor for Administrative Services, and his staff will present a briefing on campus safety and environmental health programs at UAF. UAA and UAS will report on campus safety and environmental issues at subsequent meetings of the Board.

IV.   Full Board Consent Agenda

A.   Budget Approval for Natural Resources Fund Spending Allowance Distribution References 12A&B

The Natural Resources Fund (NRF) was established to facilitate the distribution of spendable earnings 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 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 12A represents a proposed budget for the spending allowance distribution from FY99 earnings. The budget includes a provision of $457,008 to fund land management operating costs and $2,119,458 for support of university programs including natural resources-type projects and activities. Reference 12B is a schedule of the financial position for the Land-Grant Endowment Trust and related funds.

Jim Lynch, interim vice president for Finance, will be available to answer questions regarding the Land-Grant Trust Funds or spending plan. The committee will be asked to approve the budget as presented in Reference 12A. After the Natural Resources Fund proposal selection process is completed later this year, a list of recommended awards will be submitted to the Board of Regents for approval.

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 12A. This motion is effective November 19, 1999."

V.   New Business

VI.  Future Agenda Items

VII.   Adjourn

 

Agenda 
Board of Regents 
Meeting of the Full Board 
Thursday, November 18, 1999
Friday, November 19, 1999
Regents' Conference Room, Butrovich Building
University of Alaska Fairbanks Campus
Fairbanks, Alaska

 

I.    Call to Order   [Will begin at 9:00 a.m., Thursday, November 18]

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. Public Testimony

VI. Meeting with Governor Knowles

VII. Consent Agenda

A. Finance, Facilities, and Land Management Committee
1. Approval of FY2001 Operating and Capital Budget Requests (from FF&LM Meeting on November 5, 1999)

2. Approval of Annual Land Management Development Plan

3. Approval of UAA Energy Improvements Project #1 - Energy Performance Savings Contract

4. Approval of UAA Americans with Disabilities Act (ADA) Improvement Plan

B. Human Resources Committee

1. Approval of Renumbering and Retitling of Board of Regents' Policy Part IV - Human Resources

2. Approval of Revisions to Regents' Policy 04.01 - Uniform Personnel System

C. Committee of the Whole

1. Budget Approval for Natural Resources Fund Spending Allowance Distribution

VIII. New Business and Committee Reports

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. Labor Relations Committee

G. Nominating Committee

H. Planning and Development Committee

IX. Alaska Commission on Postsecondary Education Report

X. UA Foundation Report

XI. Future Agenda Items

XII. Executive Session

XIII. Approval of Honorary Degree and Meritorious Service Award Recipients

XIV. Board of Regents' Comments

XV. Adjourn

This motion is effective November 18, 1999."

III.   Approval of Minutes

MOTION

"The Board of Regents approves the minutes of its meeting of September 30, 1999 as presented. This motion is effective November 18, 1999."

IV.   President's Report

V.  Public Testimony

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.

VI.   Meeting with Governor Knowles - TENTATIVE [Scheduled for 4:00 p.m.]

 

FRIDAY, NOVEMBER 19, 1999

VII.  Consent Agenda  [Will begin following committee meetings]

A.   Finance, Facilities, and Land Management Committee
1.   Approval of FY2001 Operating and Capital Budget Requests

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve completing the FY2001 operating and capital budget requests in accordance with the plan and initiatives as presented. This motion is effective November 5, 1999."

2.  Approval of Annual Land Management Development Plan  Reference 8

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents approve the Year 2000 Land Management Development Plan as presented, and direct the administration to carry out the plan to the extent practicable and in accordance with Regents' Policy and the guidelines set forth above. This motion is effective November 18, 1999."

3.   Approval of UAA Energy Improvements Project #1 - Energy Performance Savings Contract   Reference 9

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents:

(1) approve the UAA Energy Improvements Project No. 1, as presented;

(2) authorize the administration to award contracts for completion of the projects at a construction cost not to exceed $501,000; and

(3) authorize the vice president for finance to execute a financing agreement with the energy contractor, its designee, or another provider to fund the project for a term not to exceed seven years.

This project approval and authorization to proceed with the award of contracts is subject to execution of a financing agreement or commitment and a written determination by the vice president for finance that the financing arrangement is viable and in the best interest of the university. This motion is effective November 18, 1999."

4.   Approval of UAA Americans with Disabilities Act (ADA) Improvement Plan

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents: (1) approve the UAA ADA Improvement Plan as presented; (2) authorize the administration to implement the plan; and (3) further authorize the administration to make changes to the plan that are within its level of authority as defined in Regents' Policy 05.12.04. This motion is effective November 18, 1999."

MOTION

"The Board of Regents approves the recommendations of the Finance, Facilities and Land Management Committee as stated above. This motion is effective November 19, 1999."

B.   Human Resources Committee

1.   Approval of Renumbering and Retitling of Board of Regents' Policy Part IV - Human Resources   Reference 5

MOTION

"The Human Resources Committee recommends that the Board of Regents approve the renumbering and retitling of Regents' Policy Part IV - Human Resources, as presented. This motion is effective November 18, 1999."

2.   Approval of Revisions to Regents' Policy 04.01 - Uniform Personnel System Reference 6

MOTION

"The Human Resources Committee recommends that the Board of Regents approve the revisions to Regents' Policy 04.01 - Uniform Personnel System, as presented. This motion is effective November 18, 1999."

MOTION

"The Board of Regents approves the recommendations of the Human Resources Committee as stated above. This motion is effective November 19, 1999."

C.   Committee of the Whole

1.   Budget Approval for Natural Resources Fund Spending Allowance Distribution Reference 12A&B

MOTION

"The Committee of the Whole recommends that the Board of Regents approve the Natural Resources Fund budget as presented in Reference 12A. This motion is effective November 19, 1999."

MOTION

"The Board of Regents approves the recommendations of the Committee of the Whole as stated above. This motion is effective November 19, 1999."

VIII.   New Business and Committee Reports

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. Labor Relations Committee

G. Nominating Committee

H. Planning and Development Committee

IX.   Alaska Commission on Postsecondary Education Report

A report will be given by members representing the Board of Regents on the Alaska Commission on Postsecondary Education

X.   UA Foundation Report

A report will be given by members representing the Board of Regents on the UA Foundation Board of Trustees.

XI.    Future Agenda Topics

XII.   Executive Session

MOTION

"The Board of Regents goes into executive session at _________ A.S.T in accordance with the provisions of AS 44.62.310 to discuss matters the immediate knowledge of which would have an adverse effect on the finances of the university related to:

· Litigation 
· Labor 
· Land 
· Contract Negotiations

and matters that would affect the reputation or character of a person or persons including:

· Personnel Matters 
· Honorary Degrees and Meritorious Service Awards

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 19, 1999."

(To be announced at conclusion of executive session)

The Board of Regents concluded an executive session at _____ A.S.T. in accordance with AS 44.62.310 discussing matters the immediate knowledge of which would have an adverse effect on the finances of the university; and matters 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).

XIII.   Approval of Honorary Degree and Meritorious Service Award Recipients

Recommendations submitted by the University of Alaska Anchorage for recipients of honorary degrees and meritorious service awards were sent under separate cover for Board of Regents' review prior to the November 18-19 board meeting.

The President recommends that:

MOTION

"The Board of Regents approves the list of nominees for honorary doctoral degrees and meritorious service awards, as proposed, for commencement exercises in the spring of 2000 and beyond at the University of Alaska Anchorage, and authorizes Chancellor Gorsuch to invite the approved nominees and announce their acceptance. This motion is effective November 19, 1999."

XIV.  Board of Regents' Comments

XV.    Adjourn


 
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