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II. REPORTS FROM COMMITTEES

A. Long-Range Planning Committee

  1. Report from Trustee Eskew

    Trustee Eskew began by reiterating the committee’s mission to look at long-term trends, needs, challenges and issues, and relate future university policies to them. He said the committee would also consider changes in the basic structure and organization of the university.

    He said the committee heard excellent presentations by Vice President Patrick O’Meara on Indiana University’s strategic plan for international relations, and by Vice President Ora Pescovitz on the research administration at IU.

B. Joint Meeting of the Facilities and Finance & Audit Committees

  1. Report from Trustee Shoulders

    Patrick Shoulders reported that trustees received an update on the IU Bloomington housing master plan from Vice President Clapacs, MaryFrances McCourt, Neil Theobald, and Roger Thompson on a housing master plan update.

Report of Action Item: Trustee Shoulders said that by unanimous vote, trustees at the joint meeting approved a motion that had been duly moved and seconded to approve the master plan.

C. Facilities Committee

  1. Report from Trustee Cast

    Trustee Cast said the committee began with a brief executive session before convening the public portion of the meeting.

  2. Action Item: Approval is requested for a resolution authorizing the Facilities Committee of the Board of Trustees to approve certain projects and easements on behalf of said trustees.

    Resolution of The Trustees of Indiana University
    Authorizing the Facilities Committee of said Trustees
    to Approve Certain Projects and Easements on behalf of said Trustees

    Whereas, The Trustees of Indiana University, a body politic organized and existing under the laws of the State of Indiana (the “Trustees”), is charged with operating the institution of higher education known as Indiana University (the “University”) and is authorized under the laws of the State of Indiana, particularly: IC 21-33-3-5, to construct buildings or facilities, and purchase or lease-purchase land, buildings, or facilities; IC 21-33-3-6, to engage in repair and rehabilitation projects; IC 21-33-3-7, to lease buildings or facilities; and IC 21-36-3-3, to sell or convey real estate title.

    Whereas, the Trustees intend to design, renovate, construct and otherwise accomplish projects on the Bloomington, Fort Wayne, Indianapolis, Kokomo, Northwest, Richmond, South Bend, and Southeast campuses; and

    Whereas, the Trustees have heretofore duly established and constituted the Facilities Committee to act on behalf of the Trustees to review and approve such projects and make recommendations to the Trustees; and

    Whereas, it may become necessary from time to time for the Facilities Committee to conduct the business of the University and approve such projects prior to a regularly scheduled meeting of the Trustees; and

    Whereas, the Trustees now desire to authorize the President or Vice President and Chief Administrative Officer to submit such projects as they may determine to be in the best interests of the University or as otherwise as may be required by applicable statute to the Facilities Committee; and

    Whereas, the Trustees now desire to authorize the Facilities Committee to approve such projects on behalf of the Trustees and in their full authority and stead.

    Now Therefore, Be it Resolved by The Trustees of Indiana University as follows:

    • 1. The President or Vice President and Chief Administrative Officer are hereby authorized to prepare and submit to the Facilities Committee of the Trustees such projects as they may determine require the approval of the Trustees pursuant to applicable statutes for consideration by the Facilities Committee.
    • 2. The Trustees hereby authorize the Facilities Committee to approve such projects as may come before them in a meeting duly called for such purpose in the same manner and with the same authority as the Trustees, for and on behalf of the Trustees. The authority granted to the Facilities Committee is based on the powers granted under the laws of the State of Indiana to the Trustees pursuant to: IC 21-33-3-5, to construct buildings or facilities, and purchase or lease-purchase land, buildings, or facilities; IC 21-33-3-6, to engage in a repair and rehabilitation project; IC 21-33-3-7, to lease buildings or facilities; and IC 21-36-3-3, to sell or convey real estate title.
    • 3. The Facilities Committee shall report all meetings at which it makes approvals for and on behalf of the Trustees as provided for herein at the next regularly scheduled meeting of the Trustees.
    • 4. It is the intention of the Trustees hereby to give the actions of the Facilities Committee, in the absence of a regular meeting of the Trustees, the same weight and authority as the Trustees and that such approval by the Facilities Committee shall be considered for all purposes as the approval of the Trustees.

    Approved and adopted this seventh day of December, 2007.

    Trustee Cast said the resolution was needed to handle items that come up between regular Board of Trustees meetings, given the reduction in the number of those meetings.

    Unanimously approved on a motion duly made and seconded.

  3. Project Approvals
    • IUB – Classroom Building

      Action item: Approval of the Board is requested to proceed with the design-build process and design for the construction of the new Classroom Building on the Bloomington Campus. The facility will be located at a site to be chosen on the south side of Third Street. The building will provide classroom and support space for International Studies and other academic programs. Appropriate State approvals will be requested.

      Unanimously approved on a motion duly made and seconded

    • IUPUI – Eugene and Marilyn Glick Eye Institute

      Action item: Approval of the Board is requested to proceed with the construction of the Eugene and Marilyn Glick Eye Institute on the IUPUI Campus. The new campus structure will be approximately 50% clinical facility and 50% research facility. The new space will accommodate patient exam, treatment and surgery suites as well as basic research, clinical research and teaching areas. It will also house all essential administrative and support functions necessary to support these programs. Funded by a gift from the Eugene and Marilyn Glick Foundation Corporation, the project is estimated to cost $20,000,000. Appropriate State approvals will be requested.

      Unanimously approved on a motion duly made and seconded

    • IUSB – Cancer Center - Addition to Raclin Carmichael Medical Education Center

      Action item: Approval of the Board is requested to proceed with the construction of a new cancer center on the South Bend campus. This facility will be a new building, of 55,000 gross square feet, attached on all levels to the existing Raclin-Carmichael Hall. The building will house cancer research programs for both the Indiana University School of Medicine at South Bend and the University of Notre Dame. The new addition will primarily accommodate research labs, lab support and related offices. The cancer center will have its own entrance, and the architectural character of the building will be consistent with the existing Raclin-Carmichael Hall. The project is estimated to cost $20,000,000 with $10,000,000 in funding from the Indiana University School of Medicine and $10,000,000 from the University of Notre Dame. Appropriate State approvals will be requested.

      Unanimously approved on a motion duly made and seconded

      • Consent Items

      • IUB – Forest Quadrangle, B Building – Building Systems Upgrade

        Action Item: Approval of the Board is requested to proceed with a project to complete the air conditioning and upgrade of several building systems for Forest Quadrangle’s B Building, located on the Bloomington Campus. In addition to completion of the air conditioning system, this work includes replacement of the domestic hot water system, and minor asbestos abatement. The project will also add a wireless network system for both Building B and Tower A. Estimated to cost $4,400,000, the project is funded by Residential Programs and Services Building Repair Reserves ($4,094,000) and University Information Technology Services Auxiliary Reserves ($306,000). Appropriate State approvals will be requested.

        Unanimously approved on a motion duly made and seconded

      • IUB - McNutt Student Access Card Project

        Action item: Approval of the Board is requested to update the present 44 year-old student room locks and hardware system to a state-of-the-art card access system at McNutt Quad. The project would allow students to use their student Identification card as a swipe card to gain access to certain parts of the building including their student room. The project includes the installation of security cameras in strategic areas and will provide optimal security for the building. Estimated to cost $1,500,000, the project is funded by Residential Programs and Services. Appropriate State Approvals will be requested.

        Unanimously approved on a motion duly made and seconded

      • IUB - Parking Lots and Other Upgrades

        Action item: Approval of the Board is requested to proceed with a project to upgrade various parking areas and complete other general work on the Bloomington Campus.

        4th Street Parking Lot Expansion – At the northeast corner of 4th and Dunn, a series of paved parking areas encompass the space between the alley to the north and commercial buildings to the east. These distinct areas will be combined into one lot providing better circulation and a net increase of 4-5 spaces. Existing vegetation will be eliminated and new deciduous shade trees will be introduced.

        Chilled Water Plant (West Lot & East Drainage) – This existing gravel lot will be paved and lighted. The drainage at the east end of the Chilled Water Plant will also be addressed with excavation, piping of existing runoff, reconstruction of failed pavement base, and repaving.

        Law Lane, Fee to Jordan – The curb in this area will be reconstructed and adequate drainage structures added.

        Fischers Court Reconstruction – A new concrete pavement profile will be installed in the cul-de-sac and drive area. New concrete curbs will also be constructed.

        Estimated to cost $956,449, the project is funded by Parking Operations.

        Unanimously approved on a motion duly made and seconded

  4. Real Estate

      Consent Item

    • IUS – Approve and authorize granting of gas line easement to provide natural gas service to Indiana University Southeast Student Housing Units

      Action Item: Approval is requested for the authority to grant an easement on the Indiana University Southeast campus to Indiana Gas Company, Inc., and Indiana Corporation d/b/a Vectren Energy Delivery of Indiana Inc. The easement is for installation, operation and maintenance of a natural gas pipeline line in support of the Student Housing Unit construction project on the Indiana University Southeast Campus in New Albany, Indiana.

      Unanimously approved on a motion duly made and seconded

Trustee Cast said the committee discussed two items: the condition of the IU Bloomington tree canopy, and the IUB bike path. He said the committee was shocked to learn the canopy had been endangered by disease and age. The board will receive a report on a new planting program to cover the entire campus. The committee will also receive a report on the bike path in the future.

C. Academic Affairs Committee

  1. Report from Trustee Talbot

    Trustee Talbot said the committee’s first order of business was an update on the Commitment to Excellence (CTE). She called the report “amazing,” and urged trustees to peruse the CTE documents that had been distributed. She said this was the final report the board would receive on CTE budgets and expenditures. The permanent allocations have been made and the faculty salaries and other ongoing expenditures have been integrated into the general fund budgets. No further reports on specific budgets or expenditures will be made, however, the return of our investment to the CTE program will continue, and the board will very likely hear more stories about the academic excellence that these programs have for Indiana University statewide.

  2. Action Item: Approval is requested for the following new degrees:

    • IUB – Ph.D. African American and African Diaspora Studies
    • IUK – B.A. in Fine Arts
    • IUPUI – Ph.D. Biostatistics
    • IUPUI – Ph.D. in Health and Rehabilitation Sciences
    • IUPUI – M.A. in Public Relations

    Unanimously approved on a motion duly made and seconded.

D. External Relations Committee

  1. Report from Trustee Shoulders

    Trustee Shoulders said the committee first heard an insightful presentation from Mark Bruhn and Kirk White on the IU Critical Incident Communications plan and the IU Notify Project. The mission of Critical Incident Communications planning is to protect life and property through timely and accurate communications and to protect the image, reputation and financial stability of IU. He said committee members were very comfortable with the scope of the plan.

    The committee also heard from Bill Stephan, who provided the committee with an overview of IU’s new strategy for engagement and economic development entitled “Innovate Indiana.” He said IU was well-positioned to implement Innovate Indiana thanks to developments such as the incubator project at IUB, the emergency technology center at IUPUI, collaborations with Purdue, and joint ventures with Clarian, to mention a few.

E. Finance and Audit Committee

  1. Report from Trustee Reilly

    The committee met today, all members present. Members received the financial report of the fiscal year presented by Kathleen McNeely and Joan Hagan of IU, and Jan Correll, who is retiring from the State Board of Accounts after many years. Reilly said the net assets of the organization had grown $175 million and that IU received an unqualified opinion. Ms. McNeely briefly noted three items that were discussed at the exit conference but for which IU did not receive a letter. They included hourly bonuses, which had been paid without an approved policy; non-compliance with a particular contract; and the university’s financial relationships with MPRI, the Midwest Proton Research Institute. The closing comments, which were part of Ms. Correll’s farewell, were a real tribute to our financial staff. Normally they are among one of the first to close. This year they were the first to close of all the universities which indicates they are on top of their books and she paid tribute to the fact that they utilize the most modern techniques and are quickest to adopt the new practices that are required by the standards boards. In all, that was a very positive report in all regards.

  2. Action Item: Approval is requested for the 2008-09 Housing Rates for IUPUI.

    Ball Residence Hall - 302 Beds





    per semester



    Room Type
    2007-08
    Current Rates

    2008-09
    Proposed Rates

    Semester
    Increase

    Proposed
    % Increase
    Single Room
    $1,575
    $1,800
    $225
    14.3%
    Double Room
    $1,350
    $1,550
    $200
    14.8%
    Double with Bath
    $1,750
    $2,000
    $250
    14.3%
    Triple Room
    $1,250
    $1,400
    $150
    12.0%

    Graduate Townhomes - 24 Beds





    per month



    Room Type
    2007-08
    Current Rates

    2008-09
    Proposed Rates

    Monthly
    Decrease

    Proposed
    % Decrease
    One Bedroom
    $775
    $650
    -($125)
    -16.1%
    Two Bedroom
    $895
    $625
    -($270)
    -30.2%

    Campus Apartments - 740 Beds





    per month



    Room Type
    2007-08
    Current Rates

    2008-09
    Proposed Rates

    Monthly
    Increase

    Proposed
    % Increase
    One Bedroom
    $845
    $865
    $20
    2.4%
    Two Bedroom
    $735
    $755
    $20
    2.7%
    Four Bedroom
    $625
    $640
    $15
    2.4%

    Trustee Reilly said that IUPUI Vice Chancellor Karen Whitney reported occupancy at 100% and that she was requesting an overall increase of 3.16% in the rates for the next fiscal year. They have a combination of regular dorm rooms, suites and apartments. A motion was made and unanimously passed to raise the housing rates overall by a 3.16% average rate increase and approval by the full board is recommended.

    Unanimously approved on a motion duly made and seconded.

Trustee Reilly said the final item of business in the open session was the presentation by Neil Theobald and Mary Frances McCourt and Kathleen McNeely on financial planning over the next five and 10 years. He said the process will incorporate financial capabilities, IU’s returns, its resolves and it will measure a number of things that are not normally noted in financial statements, such as student issues, tuitions, number of students and so forth. One of the goals is to identify the trends and model the finances of the institution as it prepares for a considerable expansion of its physical assets, as discussed by the president at his inauguration. At the present time we are a much more conservatively financed operation than most major state universities so that we are starting from a solid economic foundation. We then adjourned into executive session.

F. REPORT FROM STUDENT TRUSTEE

  1. Report from Trustee King

    A.D. King reminded everyone that final exams loomed large in the coming weeks and wished all students good luck.


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