Board of Regents Meeting Memorial Union, Kansas Room Thursday, 4/13/2017 4:00 - 6:00 PM CT I. Call to Order II. Roll Call Mr. Beck Mr. Boles Mr. Hoferer Mr. McGivern Mrs. Parks Mr. Sneed Mrs. Sourk Mrs. Van Etten Mr. Wolgast III. Approval of Minutes of Past Meeting(s) A. Approval of the Minutes of the February 2, 2017 Meeting February 2, 2017 Washburn Board of Regents Meeting Minutes - Page 4 IV. Officer Reports A. Chair's Report B. President's Report C. Committee Report(s) 1. Budget/Finance Committee - Jennifer Sourk D. Treasurer's Report 1. Liquidated Claims Approval - January 2017 - Jim Martin Liquidated Claims - January 2017 - Page 10 2. Liquidated Claims Approval - February 2017 - Jim Martin Liquidated Claims - February 2017 - Page 11 V. Old Business A. Concealed Weapons Policy - Marc Fried Concealed Weapons Policy item - Page 12 Concealed Weapons Proposed Board Policy - Page 13 VI. New Business A. Consent Agenda 1. Emeriti Faculty - JuliAnn Mazachek Emeriti Faculty - Page 15 2. Posthumous Degree - Arellano - JuliAnn Mazachek Posthumous Degree-Arellano - Page 16 3. Faculty/Staff Personnel Actions - Jim Martin Faculty Staff Personnel Actions - Page 17 Master Page # 1 of 61 - Board of Regents Meeting 4/13/2017 ________________________________________________________________________________
Transcript
Board of Regents Meeting Memorial Union, Kansas Room
Thursday, 4/13/2017 4:00 - 6:00 PM CT
I. Call to Order
II. Roll Call Mr. Beck Mr. Boles Mr. Hoferer Mr. McGivern Mrs. Parks Mr. Sneed Mrs. Sourk Mrs. Van EttenMr. Wolgast
III. Approval of Minutes of Past Meeting(s)
A. Approval of the Minutes of the February 2, 2017 Meeting
February 2, 2017 Washburn Board of Regents Meeting Minutes - Page 4
IV. Officer Reports
A. Chair's Report
B. President's Report
C. Committee Report(s)
1. Budget/Finance Committee - Jennifer Sourk
D. Treasurer's Report
1. Liquidated Claims Approval - January 2017 - Jim Martin
Liquidated Claims - January 2017 - Page 10
2. Liquidated Claims Approval - February 2017 - Jim Martin
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4. Eminentes Universitatis - Jim Martin
Eminentes - Page 18
B. Action Items
1. Election of OFficers and Special Officers
2. Capital Projects and Equipment from the Debt Retirement and Construction Fund - Jim Martin
Capital Projects Equipment Item - Page 19 Capital Projects.DRC Fund FY18 - Page 20 Capital Projects.FY18 Capital Requests - Page 21 Capital Projects.FY18 Technology Request - Page 23 Capital Projects.FY18 Other Equipment Requests - Page 24 Capital Projects.WIT FY18 Equip-Tech Funding - Page 25
3. Resolution for Authorization of Kansas Municipal Investment Pool Transactions - Jim Martin
Municipal Investment Pool Resolution - Page 26 Municipal Investment Pool Resolution Document - Page 27
4. Tenure and Promotion Recommendations - JuliAnn Mazachek
Promotion & Tenure - Page 29
5. Relocate the Bridge Program to the Washburn University Campus - Ichabod Ignite Program - JuliAnn Mazachek
Ichabod Ignite Program - Page 31
6. Commercial Truck Driving Program - JuliAnn Mazachek
1. Washburn University Student Government Association
2. Report of Purchases between $25,001 and $50,000
Purchases $25000-50000 - Page 60
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WASHBURN UNIVERSITY OF TOPEKA BOARD OF REGENTS
MINUTES February 2, 2017
_______________________________________________________________________________ I. Call to Order
Chairperson McGivern called the meeting to order at 4:05 p.m. in the Kansas Room of the Memorial Union on the Washburn University campus.
II. Roll Call
Present were: Mr. Beck, Mr. Boles, *Mr. Hoferer, Mr. McGivern, Mrs. Parks, Mr. Sneed, Mrs. Sourk, Mrs. Van Etten and Mr. Wolgast.
* Regent Hoferer participated via teleconference.
III. Approval of Minutes of the December 14, 2016 meeting
It was moved by Regent Sourk and seconded by Regent Boles to approve the Minutes of the December 14, 2016 meeting. Motion passed.
IV. Officer Reports
A. Chair’s Report
There was no Chair’s report. Chairperson McGivern thanked the Washburn community for their support during the passing of his niece.
B. President’s Report
President Farley said the Lincoln Lecture was last night.
Dr. Farley said that tomorrow and Monday is our Founder’s Day celebration, which celebrates the founding of Lincoln College in 1865.
President Farley said tonight the Washburn women’s and men’s basketball teams play. He said Coach Chipman earned his 800th win on January 14th, and Coach McHenry earned his 400th win the week before.
Dr. Farley said that Washburn lawyers can be sworn in at the Supreme Court in Washington, D. C. It’s a grand ceremony with strict rules to be in the audience and this will be coming up in a couple of weeks. He said Regents Hoferer and Sneed, and Regent Van Etten’s husband have been sworn in.
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He said this Saturday is the Boy Scout Merit Badge challenge being held on campus. They’ve held this event many years on campus, Dr. Keith Mazachek organizes this event from the Washburn side and Dr. Farley teaches a session.
President Farley said the Higher Learning Commission (HLC) has approved our Masters in Communication Leadership and Washburn Tech’s Cosmetology program. He said the last step needed for the Cosmetology program is Department of Education approval, then we can advertise widely and begin offering financial aid.
Dr. Farley said Higher Ed Day at the Statehouse was January 19th. He said Washburn was well represented. Washburn Tech had one of their patient mannequins and a front loader on display.
President Farley said February 16 Washburn Tech will hold their Letter of Intent Signing Day. He said this event has gained national attention, and it’s a great event, making students feel special.
Dr. Farley reported on the Washburn University Foundation Impact Program, saying there are various programs and ideas found on the Foundation website where you can make a donation to support specific programs. He said this is on the front edge in doing this across the country, very innovative.
President Farley talked about the University’s and City’s desire to offer education programming on the East side of Topeka. He said he will present to the Joint Economic Development Organization (JEDO) next week about creating a learning center in East Topeka. The proposal is for Go Topeka to purchase the property, demolish some buildings, build a new one, and give Washburn three years of money for start-up costs for Washburn Tech to start programs: Commercial Driver’s License (CDL), which should be a very popular program with good salaries; technical/building trades, GED program; and, nursing. We are committed and will be as long as people want us there.
Dr. Farley reported a coordinated joint dinner with the Kansas Board of Regents (KBoR) will be held February 15th in the Morgan Hall Welcome Center to discuss successes and things to do in the future.
V. New Business A. Consent Agenda
It was moved by Regent Beck and seconded by Regent Parks to approve the Consent Agenda. Regent Sneed abstained from voting on items as he’d not had an opportunity to review materials. Motion passed.
As approved by action of the Board: 1. Faculty/Staff Personnel Actions
Dina Bennett, Associate Director, Mulvane Art Museum, to move from .5 to 1.0 FTE effective February 6, 2017 with an increase in salary of $25,476; one-year phased
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retirement granted to Professor Kathy Menzie beginning August 2017; increase annual salary of Kimberly Daugherty, Adult Education Instruction at Washburn Tech from $30,000 to $35,000;
2. Emeriti Faculty
Professor Emeritus status granted to: Tom Averill, English; Frank Chorba, Mass Media; Iris Craver, Human Services; Barry Crawford, Religious Studies; Russ Jacobs, Philosophy; Diane McMillen, Human Services; Paul Prece, Theater; Tom Schmiedeler, Geography; Curtis Waugh, School of Law; Associate Professor Emeritus status to: Penelope Weiner, Theater; Lecturer Emeritus status to: Bill Gahnstrom, Mathematics & Statistics; Librarian Emeritus status to: Nancy Gray, School of Law Library; David Winchester, Mabee Library;
3. Academic Sabbaticals 2017-2018
Academic Sabbaticals granted to: Bob Beatty, Political Science, August-December 2017; Rachel Goossen, History, August-December 2017; Kim Morse, History, January-June 2018; Mary Sundal, Sociology & Anthropology, August-December 2017; Brian Thomas, Physics & Astronomy, August-December 2017; Kimberly Harrison, Social Work, August-December 2017; Aida Alaka, School of Law, July 2017-June 2018; David Pierce, School of Law, August 2017-June 2018; David Rubenstein, School of Law, January-June 2018; Crystal Stevens, School of Nursing, January-June 2018;
4. Honorary Degree Candidates
Honorary Degrees granted to: Ben Coates, College of Arts & Sciences, Doctor of Public Service; B. Kent Garlinghouse, School of Business, Doctor of Humane Letters; Kerry E. McQueen, School of Law, Doctor of Law; Grace Sawyer Jones, School of Applied Studies, Doctor of Humane Letters;
5. Eminentes Universitatis
Eminentes Universitatis status granted to: Mary Allen, Peter Bonnell, Alan Doolittle, Judy Liesmann, Marsha Madl; Becky Shaffer, Karen Simpson, Delene VanSickel, Lyle Waring and Alan Whitford.
6. Liquidated Claims Approval – November 2016 7. Liquidated Claims Approval – December 2016 B. Action Items Interim Vice President for Administration and Acting Treasurer, Jim Martin, introduced Jim Tagliareni, new Chief Information Officer
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1. Forensic Science Program Equipment
Interim Vice President for Administration and Acting Treasurer, Jim Martin, presented the item. Regent Parks asked to hear about the equipment being approved. John Mullican, Chair and Professor of Biology, said this will outfit the teaching labs, with expenses spread out over three years. Regent Boles asked if these expenses were planned. Dr. Mullican said yes. Dr. Mullican said the equipment will arrive mid-March, so he can move over to the KBI building from Stoffer. He invited Regents to come for another tour then. It was moved by Regent Van Etten and seconded by Regent Parks to approve the purchase. Motion passed with Regent Sneed abstaining.
2. Concealed Weapons Policy
Director of University Police, Captain Chris Enos, presented the item. He said University Counsel Marc Fried chaired the committee to develop University policy and held campus open forums to discuss the draft document. The committee considered language from KBoR policy, as well as other institutions. He said the committee sent the final version to President Farley and Executive Staff. The current policy restricts all firearms on campus and this restriction will remain in effect until June 30th. The proposed policy will allow possession of concealed firearms in campus buildings by people 21 years and older as required by law. The policy grants authority to the administration to enact regulations and procedures to implement the policy. The policy requires the firearm to be concealed unless it is being transferred to an approved storage area or being lawfully used for self-defense. The proposed regulations will contain language that restricts where concealed weapons may be stored, that weapons cannot be left overnight, how they should be carried, and situations where temporary restrictions may be set up in certain buildings. He said the next step is educating the campus community on the policy and regulations.
Regent Beck asked why the Regents hadn’t gotten any information on procedures. President Farley said the Regents can look at them at any time. Regent Beck said that in his view, the policy conforms to state law. Regent Boles asked about the state of proposed changes to the law. Captain Enos explained that the exemption is set to expire June 30.
Chair McGivern wanted to know if Mr. Enos is in favor of the law. Captain Enos said there’s always the potential for accidents when there are more guns but said the law is the law.
Regent Sourk asked what the financial implications are, saying the Board approved some enhancements last year. Captain Enos said at this point we do not anticipate additional funding will be needed. We would look to outside vendors if we want temporary adequate security measures. We plan to train in-house and have done some education already and have done open forums.
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Regent Beck asked the insurance impact. Insurance Manager Dorothy Hedman said we don’t anticipate any problems since all educational institutions will have to comply. Our current carrier plans to renew coverage in October.
Regent Wolgast asked about outdoor events. Captain Enos said the difference is concealed weapons are allowed both inside and outside buildings but open carry is only allowed outside.
Chair McGivern asked what impact this might have on enrollment. President Farley said the police officers and student life don’t support concealed carry. Most students don’t support it and some students may think twice where we have open carry. Statistics on students who say they won’t come to a state with open carry have not been tracked and we don’t know how we would determine this information. Dr. Farley said we have a very safe campus: trained law enforcement, surveillance cameras, emergency notification system, and less than a two minute response time for officers. We are working with these new requirements to make them as least intrusive as possible.
Chair McGivern asked what the “gut feeling” of the police department is on having guns on campus. Captain Enos said the officers say the campus is safe without guns now. He considers the risk versus the reward, and it raises the risk of accidents with more guns on campus; they are concerned about unsafe handling. He said it is a chore to carry a gun every day and hopes people take their responsibility seriously. Washburn will not train students how to use guns, they will be referred to resources in the community for training. We will educate students on how to carry a gun and follow the policy, and what to do if someone sees a gun. This policy will require considerable changes in response procedures. He said if you see a gun, it is still a cause for concern, since it is supposed to be concealed, so dispatchers will be trained and we will educate the campus. Cameras will be helpful.
Regent Parks asked if this also applies to Washburn Tech. Captain Enos said yes.
Regent Sourk asked if we will be coordinating with Residential Living for those students concerned about having a gun-free roommate. Captain Enos said we have conversed about how to address those requests and the Vice President for Student Life is working on we can accommodate those requests. The percentage of those over 21 living on campus is small, so it shouldn’t impact residence halls that much.
Regent Boles said he would like to read details prior to approval. He asked if there is any deadline for needing the policy approved. University Counsel Marc Fried said no, but that the exemption expires on June 30.
Regent Sneed agreed it is premature to approve the item without a cost analysis and also prior to legislative action, but feels we could go ahead with training. He moved and Regent Sourk seconded to defer the item to the April meeting. Motion carried.
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C. Information Item(s) 1. Report of Purchases between $25,001 and $50,000 2. Washburn Tech Town It was moved and seconded to adjourn. The meeting adjourned at 4:59 p.m.
______________________________ Cynthia Holthaus Assistant Secretary, Board of Regents
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Agenda Item No. IV. D. 1. Washburn University Board of Regents
SUBJECT: Liquidated Claims Approval – January 2017 DESCRIPTION: Attached is the list of claims processed for the month of January, 2017 by fund, and a summary of all claims by fund is detailed below. The payroll claims will be presented to the Board of Regents for review at the April 13, 2017 meeting through the Chairperson. To the best of my information and belief, I certify that the liquidated claims submitted in this transmittal are in compliance with all applicable laws and University policies. ___________________________________________________ Jim Martin, Interim Vice President for Administration & Treasurer WASHBURN UNIVERSITY Fund # Fund Name Total Claims
1. General Fund $ 9,597,827 2. Debt Retirement & Construction Fund -0- 3. Building and Construction Fund 449,225 4. Endowment Fund -0- 5. Student Loan Fund 100,017 7. Tort Claim Fund 14,413 8. Restricted and Agency Fund 204,441 9. Plant Fund -0-10. Smoothing Fund -0-12. Capital Improvement -0-13. Government and Research Fund 197,242
Sub-Total 10,563,165Payroll 2,421,554
Payroll Withholding ACH Transactions 2,540,220*Wire Transfers (Investments) -0-
Total $15,524,939 WASHBURN INSTITUTE OF TECHNOLOGY
1. General Fund $198,6383. Building and Construction Fund 40,720 5. Student Loan Fund -0- 8. Restricted and Agency Fund 7,11713. Government and Research Fund 70,216
Sub-Total 316,691Payroll 325,673
Payroll Withholding ACH Transactions 169,076Total $811,440
________________________ ____________________________________ Date Jerry B. Farley, President
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Agenda Item No. IV. D. 2. Washburn University Board of Regents
SUBJECT: Liquidated Claims Approval – February 2017 DESCRIPTION: Attached is the list of claims processed for the month of February, 2017 by fund, and a summary of all claims by fund is detailed below. The payroll claims will be presented to the Board of Regents for review at the April 13, 2017 meeting through the Chairperson. To the best of my information and belief, I certify that the liquidated claims submitted in this transmittal are in compliance with all applicable laws and University policies. ___________________________________________________ Jim Martin, Interim Vice President for Administration & Treasurer WASHBURN UNIVERSITY Fund # Fund Name Total Claims
1. General Fund $3,109,971 2. Debt Retirement & Construction Fund -0- 3. Building and Construction Fund 301,686 4. Endowment Fund -0- 5. Student Loan Fund 14,710 7. Tort Claim Fund 3,568 8. Restricted and Agency Fund 275,855 9. Plant Fund -0-10. Smoothing Fund -0-12. Capital Improvement -0-13. Government and Research Fund 106,501
Sub-Total 3,812,291Payroll 2,683,401
Payroll Withholding ACH Transactions 2,447,870*Wire Transfers (Investments) -0-
Total $8,943,562 WASHBURN INSTITUTE OF TECHNOLOGY
1. General Fund $204,4293. Building and Construction Fund 13,176 5. Student Loan Fund -0- 8. Restricted and Agency Fund 17,91013. Government and Research Fund 13,737
Sub-Total 249,252Payroll 333,868
Payroll Withholding ACH Transactions 173,124Total $756,244
________________________ ____________________________________ Date Jerry B. Farley, President
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Agenda Item No. V. A. Washburn University Board of Regents SUBJECT: Concealed Weapons Policy (attached) DESCRIPTION: The current section Y.4 of the Board Policy restricts the possession of all weapons on Washburn property and by Washburn employees. Kansas law now allows employees and all persons to carry concealed weapons on public property and in State and Municipal buildings. Currently, Washburn University, due to an exemption in the law, can and does restrict carrying concealed weapons inside University Buildings. However, this exemption is due to expire beginning July 1, 2017. The proposed changes in the policy are designed to bring our policy in compliance with current Kansas law. One section of the policy will not be effective until July 1, 2017, when the exemption expires, but by approving the language now, it will allow Washburn to begin training its students and employees now for the changes that will occur when the exemption expires. FINANCIAL IMPLICATIONS: The changes in the policy do not add any expenditures for the University. RECOMMENDATION: President Farley recommends adoption of the attached revisions to Section Y.4 of the Board Policy.
_______________________ __________________________ Date Jerry B. Farley, President
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Y. ~~
4. Firearms.
4.1 On University Property. The possession or use of firearms or other weapons of any kind on University owned or controlled property by anyone except University officers shall be prohibited except as otherwise permitted by law.
4.2 On University Business. The possession or use of firearms or other weapons of any kind by Employees, except University officers, engaged in the performance of their duties, shall be prohibited.
4.1 Purpose
4.1.1 Policy. This statement sets forth the policies applicable to open carrying of weapons or carrying concealed weapons on Campus. When a person is not on property owned or leased by Washburn University, carrying of open or concealed weapons will be controlled by applicable local, state and federal laws.
4.1.2 Establishment of Regulations. The Administration shall establish regulations and procedures governing the carrying and storing of concealed weapons on Campus or in Campus Buildings.
4.2 Open Carry of Weapons. Open carry of any firearms by any means is prohibited on Campus. Each entrance to each Building on Campus shall be conspicuously posted that openly carrying a firearm into that Building is prohibited. These postings shall be in accordance with Kansas law, more specifically, K.S.A. 75-7c24. 4.3 Definitions. For the purposes of this policy,
4.3.1 “Building” shall have the same meaning as the term “municipal building” is defined in K.S.A. 75-7c20.
4.3.3 “Campus” shall mean any property owned or leased by Washburn University and Washburn Institute of Technology.
4.3.4 “Concealed Carry” means the weapon is concealed on or about their person at all times.
4.3.4.1 If the concealed weapon becomes exposed because the weapon holder is either 1) using the weapon in lawful self-defense or defense of others as defined by Kansas Statutes; or 2) is transferring the weapon directly to an appropriate storage location, such exposure of the weapon shall not be considered a violation of this policy.
4.3.5 “Firearm” means any weapon designed or having the capacity to propel a
projectile by force of an explosion or combustion. K.S.A. 21-5111(m).
4.3.6 “Handgun” means:
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4.3.6.1 A pistol or revolver which is designed to be fired by the use of a single hand and which is designed to fire or capable of firing fixed cartridge ammunition; or
4.3.6.2 Any other weapon which will or is designed to expel a projectile by the action of an explosive and which is designed to be fired by the use of a single hand. K.S.A. 75-7c02(b) and 75-7b01(i).
4.3.7 “Policy” means this Weapons Policy.
4.4 Washburn University Police. Washburn University police officers shall be allowed to possess Firearms or other weapons at all times when engaged in the performance of their duties or as otherwise allowed by law. 4.5 Concealed Carry of Weapons. In accordance with The Personal and Family Protection Act, K.S.A. 75-7c01 et seq., concealed carry of Handguns shall be permitted on Campus but not in any Campus Building.
4.5.1 Campus Buildings after July 1, 2017. Beginning July 1, 2017, the general rule will be that concealed handguns may be carried into any Building on Campus. The Administration may restrict carrying of concealed weapons into Campus Buildings in accordance with Kansas law, more specifically K.S.A. 75-7c20.
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Agenda Item No. VI. A. 1. Washburn University Board of Regents SUBJECT: Emeriti Faculty DESCRIPTION: The emeritus title is intended to honor faculty members who have made a significant contribution to Washburn University through teaching, research or service. Individuals retiring after ten years of full-time service as members of the General Faculty immediately preceding their retirement are eligible for the designation. Faculty listed below have been nominated by their respective Deans, and have provided to the University outstanding teaching and/or service. The following are being recommended for Emeriti status. Sam Newland Dr. Newland has been a valued member of the Criminal Justice and Legal Studies Department since August 2007. During his time here he has made many contributions to the department, School of Applied Studies, and the university. Dr. Newland has worked as the Military Studies Program Coordinator for approximately the last four years. In that time he has chaired the Military Studies advisory Board, guided adjuncts in the area, and served as a valuable liaison for the department and the Reserve Officer Training Candidate {ROTC} School. He continually exhibits professionalism and expertise in his area of study and serves as a model for colleagues. Washburn University students, faculty, and the community have greatly benefited from the outstanding efforts of Dr. Sam Newland. Sam will be sorely missed on campus both from students and from colleagues. RECOMMENDATION: President Farley recommends the Board of Regents bestow the status of “Instructor Emeritus” to Dr. Sam Newland.
_____________________ _______________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. A. 2. Washburn University Board of Regents SUBJECT: Posthumous Degree -- Arellano DESCRIPTION: Brian Arellano was an undergraduate student earning his Bachelor of Science in Criminal Justice, majoring in Law Enforcement when he passed away in 2003 after a traffic accident in Lawrence, Kansas. Brian completed a total of 89 credit hours and was 3 semesters away from graduating, in good academic standing at the time of his death. A family member contacted the department inquiring about the possibility of a posthumous degree and indicated how much Brian enjoyed being a student at Washburn University. Based upon recommendations from the Chair of the Criminal Justice/Legal Studies department and the Dean of the School of Applied Studies, permission is requested to award Brian Arellano the Bachelor of Science in Criminal Justice degree posthumously. FINANCIAL IMPLICATIONS: None. RECOMMENDATION: President Farley recommends that the Board of Regents approve this Posthumous Degree request.
_____________________ _______________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. A. 3. Washburn University Board of Regents SUBJECT: Faculty/Staff Personnel Actions DESCRIPTION: The following routine adjustments to specific salary lines must either be reported to the Board or approved by the Board.
Name Position Change Financial Implications
Comments Action
Jan Crawford
Financial Accountant 001105
Manager, Payroll & Accountant. Effective Feb. 1, 2017. Increase Salary from $44,220 to $50,000
Funds available in existing FY 2017 budget
Change in title and increase in salary due to additional duties and responsibilities
Request approval
Catherine Hunt
Professor POSN 000898
Phased Retirement for two years beginning August 2017
Salary savings of $57,967.00 over FY 2018 and 2019
Will teach at 50% beginning Fall 2017, ending Spring 2019
Request approval
Jim Martin V.P. for Administra-tion and Treasurer POSN 000582 / Snyder Distinguished Lecturer POSN 000230
Effective May 1, 2017. Requests a one year leave of absence from position as Snyder Distinguished Lecturer of Business
Annual salary of $201,000; $179,000 available in FY 2017 Budget and $22,000 from 000230 Snyder Distinguished Lecturer position
Will retain faculty title/status in accordance with leave of absence policy; leave of absence for academic year 2017-2018
Request Approval
JuliAnn Mazachek
Vice President for Academic Affairs/ Associate Professor POSN 000575
Effective May 1, 2017
Annual salary of $208,000 available in FY 2017 Budget
Will resume faculty status and title, leave of absence will end upon return May 1, 2017
Request Approval
RECOMMENDATION: President Farley recommends approval of these personnel actions.
_____________________ _______________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. A. 4. Washburn University Board of Regents SUBJECT: Eminentes Universitatis DESCRIPTION: Washburn University awards the “Eminentes Universitatis” designation to long-term employees who meet the following requirements: employed as an administrative or classified employee for a period of ten years or more; retire in good standing; and service performed must be judged to have been meritorious. We have two employees meeting these requirements. Bob Chipman Coach Chipman just completed his 38th and final season at the helm of the Ichabods basketball team. Bob is the MIAA's all-time winningest coach with 569. His overall win total of 808 wins makes him 16th in all-time NCAA coaches at all levels. He has led the Ichabods to 12 MIAA regular season titles and five postseason MIAA tournament championships. He has made 12 NCAA National Tournament appearances. He is third in all-time coaching victories in active NCAA Division II coaches. He led the Ichabods to the NAIA National Championship in 1987 and an NCAA National finalist in 2001. Bob played for legendary coach Jack Hartman at Kansas State. He spent three seasons as an assistant coach at Washburn prior to becoming head coach for a total of 41 years at Washburn University. He was inducted into the Washburn Hall of Fame in 2004. Henry Williams Henry joined Washburn University in October of 2006 and most recently worked as a Custodian in Morgan Hall. He retired in March 2017. Henry is known to keep a smile on his face and a “fish story” at hand. He shared his biggest concerns with us on many occasions, which were fishing, fishing, and fishing. Henry’s work ethic and positive attitude made him a delight to work with. We wish him good weather and good fishing. FINANCIAL IMPLICATIONS: None RECOMMENDATION: President Farley recommends the Board of Regents bestow the status of “Eminentes Universitatis” to Bob Chipman and Henry Williams.
_____________________ ______________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. B. 2. Washburn University Board of Regents SUBJECT: Capital Projects and Equipment from the Debt Retirement and Construction Fund DESCRIPTION: Each year the Board approves the lists of proposed capital maintenance, other equipment, and technology equipment from the Debt Retirement and Construction (DR&C) Fund, which were discussed in detail at the April 6, 2017 Budget and Finance Committee meeting. This year’s lists are attached and will be funded from current year (FY17) DR&C Fund revenues. FINANCIAL IMPLICATIONS: A five-year history of the DR&C Fund and the projected financial results for the DR&C Fund showing the proposed expenditures for FY18 funded by revenues from FY17 is attached. RECOMMENDATION: The Budget/Finance Committee recommends approval of the capital projects and equipment for FY18 funded by the FY17 DR&C Fund and Washburn Tech revenues detailed in the attachments.
_____________________ ___________________________________ Date Jerry B. Farley, President Attachment 1 - WU DRC Schedule Attachment 2 - WU Capital Improvement Requests Attachment 3 - WU Technology Equipment Requests Attachment 4 - WU Other Equipment Requests Attachment 5 – Washburn Tech State Capital Outlay
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Athletics Petro Custodial Tables and chairs for Petro Facilities Community Connections 13,212$
Total Athletics 60,712$
TOTAL ORGANIZATION 405,200$
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Washburn Institute of TechnologyApr 2017
Revenue FY18Capital Outlay 164,138$
General Fund - Technology 219,500$ 383,638$
ExpendituresTechnology Replacement Cycle 219,500$
Parking Lot - Building K 140,000$
Misc Infratructure and Equipment 24,138$ 383,638$
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Agenda Item No. VI. B. 3. Washburn University Board of Regents
SUBJECT: Resolution for Authorization of Kansas Municipal Investment Pool Transactions DESCRIPTION: The University periodically utilizes the State of Kansas Municipal Investment Pool (MIP) as a temporary, high-quality, high-liquidity alternative to bank deposits. Deposits to and withdrawals from the University’s MIP account must be initiated and authorized by employees designated and approved by the Board. A Board resolution is needed to designate the employees who are authorized to initiate transactions with MIP. The attached resolution authorizes new Associate Vice President and Director of Finance, Bob Crutsinger, to initiate such transactions. FINANCIAL IMPLICATIONS: None RECOMMENDATION: President Farley recommends adoption of the attached resolution. _______________________ _____________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 4. Washburn University Board of Regents
SUBJECT: Tenure and Promotion Recommendations DESCRIPTION: After consultation with the appointed and elected committees and the respective deans, the following people are recommended for tenure: Seid Adem Chemistry College of Arts and Sciences Melanie Burdick English College of Arts and Sciences Kelly Erby History College of Arts and Sciences Michael Hager Art College of Arts and Sciences Rodrigo Mercader Biology College of Arts and Sciences Ian Smith Philosophy College of Arts and Sciences Vanessa Steinroetter English College of Arts and Sciences Ryan Alexander Criminal Justice & Legal Studies School of Applied Studies Patricia Dahl Criminal Justice & Legal Studies School of Applied Studies Thomas Hickman Marketing School of Business Joseph Mastrosimone School of Law Frederic Sourgens School of Law Roberta Mansfield School of Nursing
The following are recommended for promotion to noted ranks: Seid Adem Chemistry/CAS Promotion to Associate Professor Melanie Burdick English/CAS Promotion to Associate Professor Kelly Erby History/CAS Promotion to Associate Professor Michael Hager Art/CAS Promotion to Associate Professor Rodrigo Mercader Biology/CAS Promotion to Associate Professor Michael Russell Psychology/CAS Promotion to Professor Ian Smith Philosophy/CAS Promotion to Associate Professor Vanessa Steinroetter English/CAS Promotion to Associate Professor Jennifer Wagner Mathematics and Statistics/CAS Promotion to Professor Ryan Alexander Criminal Justice/SAS Promotion to Associate Professor Patricia Dahl Criminal Justice/SAS Promotion to Associate Professor Thomas Hickman Marketing/SB Promotion to Associate Professor Joseph Mastrosimone School of Law Promotion to Professor Frederic Sourgens School of Law Promotion to Professor Roberta Mansfield School of Nursing Promotion to Professor Promotion and tenure petitions and recommendations are on file in the Academic Affairs Office and available to the Board.
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FINANCIAL IMPLICATIONS: Additional salaries for promotional increases totaling $60,000 will be included in the fiscal year 2017-2018 budget. RECOMMENDATION: President Farley recommends approval of awarding promotion and tenure to the faculty listed above. ______________________ _________________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. B. 5. Washburn University Board of Regents SUBJECT: Relocate the Bridge Program to the Washburn University Campus— Ichabod Ignite Program DESCRIPTION: When Washburn University adopted new admissions criteria for incoming first-year students, it was decided to create the Bridge Program and locate it on the Washburn Tech campus because of the opportunity to provide students with a less expensive entry into postsecondary studies. This also provided students with different, traditional and technical education pathways. The Bridge Program was developed in 2010-2011 to enhance the transition of the academically least prepared students into collegiate studies. RATIONALE: Washburn University recognized creating the Bridge Program meant a slight decrease in the first-year student enrollment on the Washburn Campus. Students involved in the Bridge Program met some difficulties with financial aid and their academic success rates have been poor. It is therefore accurate to argue that the Bridge Program has not worked as intended. The proposal is to move the Bridge Program to the Washburn campus from Washburn Tech which will provide a new opportunity to help our academically most disadvantaged first-year students by immersing them in a broader success environment, while offering the institution positive fiscal benefits. It is suggested that a new name be given to the program (Ichabod Ignite) to clearly identify the goal of the program. Admissions staff have asserted if the program is moved back to the Washburn campus there are at the current time 20 students ready to enter into the program. They also anticipate another 20 before the fall semester starts. A conservative simple four year revenue plan shows the potential revenue impact. Operating the Ichabod Ignite program requires relatively minimal new fiscal investments because of the ability that we have to take advantage of the existing services within the Center for Student Success and Retention. However, two new personnel positions are needed beginning July 1, 2017 and operating expenses paid for from new tuition revenue are required. Proposed Effective Date: Immediately, to afford the opportunity to have a hiring process prior to July 1, 2017.
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FINANCIAL IMPLICATIONS: $103,600 (includes salary and benefits + operating expenses) will be funded through increased revenues from the projected new students in the program for the Learning Specialist and the Social Worker positions. RECOMMENDATION: President Farley recommends the Board of Regents approve the request for the move to the 17th Street campus the Ichabod Ignite Program.
_____________________ _______________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. B. 6. Washburn University Board of Regents
SUBJECT: Commercial Truck Driving Program DESCRIPTION: The Commercial Truck Driving program is 240 hours of instruction plus on-the-job training upon successful completion of the required hours. The first four days involve a Department of Transportation physical, drug screen, and study/testing for instructional permits. The remainder of the program consists of 2-4 hours of classroom study each day and 2-4 hours of driving. The driving training will include inspections, range driving, defensive driving, basic road skills, and backing skills. The classroom training includes learning the regulations required of federal motor carriers, accurately keeping daily logs, and becoming familiar with the equipment of the trade. Presentations will be offered by several industry professionals, including placement presentations with major trucking companies. Washburn University Board of Regents approval of the Commercial Truck Driving program as a 16-credit hour technical certificate will allow Washburn Tech to submit the program to the Kansas Board of Regents, the Higher Learning Commission, and the U.S. Department of Education for consideration of federal financial aid. FINANCIAL IMPLICATIONS: Three full-time instructor positions were included in the FY17 budget. The program is designed to attract both post-secondary students as well as seniors in high school. SB 155 pays $351 per credit hour for Commercial Truck Driving courses. If needed, additional operating costs could be supported with Carl D. Perkins program improvement funds, the general fund, and student tuition. Washburn Tech will continue to seek competitive grants and business investments as well. No additional funds are requested. RECOMMENDATION: President Farley recommends Board of Regents approval of the Commercial Truck Driving Program. _____________________ _____________________________ Date Jerry B. Farley, President
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Commercial Truck Driving - Technical Certificate
Technical Education Courses Credits CHC 201
Commercial Truck Driving I 7
CHC 202 CHC 212
Commercial Truck Driving II CDL: Advanced Operating Practices
8 1
Technical Certificate – 16 credits Specific Program Objectives for the Proposed Program
1. Follow established procedures for pre-trip inspections. 2. Control and safely maneuver the vehicle in various traffic situations. 3. Back an articulated combination into and through various obstacles. 4. Couple and uncouple a tractor/trailer unit. 5. Apply proper logbook procedures and rules. 6. Calculate axle weight and adjust according to state and federal laws. 7. Recognize, avoid, or solve potential hazardous situations related to truck driving.
Course Descriptions CHC 201 Commercial Truck Driving I 7 credits The curriculum standards of this course incorporate the curricular recommendations of the U. S. Department of Transportation’s Federal Highway Administration’s former Office of Motor Carriers Model Curriculum. The curriculum standards represent the minimum training elements that a commercial motor vehicle driver-training course should contain, and against which any such course may be judged. Taken together with CHC 202 Commercial Truck Driving II, The curriculum standards represent the minimum curriculum judged by the Professional Truck Driver Institute, Inc. (PTDI) to be necessary in order to provide training in how to operate a Commercial Motor Vehicle. CHC 202 Commercial Truck Driving II 8 credits The curriculum standards of this course incorporate the curricular recommendations of the U. S. Department of Transportation’s Federal Highway Administration’s former Office of Motor Carriers Model Curriculum. The curriculum standards represent the minimum training elements that a commercial motor vehicle driver-training course should contain, and against which any such course may be judged. Taken together with CHC 201 Commercial Truck Driving I, the curriculum standards represent the minimum curriculum judged by the Professional Truck Driver Institute, Inc. (PTDI) to be necessary in order to provide training in how to operate a Commercial Motor Vehicle. CHC 212 CDL: Advanced Operating Practices 1 credit This course is designed to enhance specific skills related to Commercial Truck Driving and to teach skills that are necessary for entry-level employment in the industry. In this course, the workplace is considered the classroom. A student successful in this course will be able to use skills learned to apply and qualify for jobs needing experience in the student’s chosen career.
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Agenda Item No. VI. B. 7. Washburn University Board of Regents SUBJECT: Academic Performance Solutions Decision Platform DESCRIPTION: Academic Performance Solutions is a decision support platform developed by EAB and is focused on tracking key performance indicators and information academic decision makers need and use to make operating decisions on a daily basis. This product will allow Washburn to provide this type of information to department chairs, deans, program directors, and executive leaders on their desktop in a timely manner to support our decision making. It will assist Washburn in creating a culture of data-informed decision making by providing ready access to information to link resource allocation decisions with institutional strategy, provide program review with related analytics, address information needs surrounding ongoing decisions involving faculty, students, costs, and capacity utilization, among others. Academic Performance Solutions Analytics Platform includes leadership dashboards, dynamic unit-level drill-downs into information and benchmarking. Washburn University has the opportunity to participate as part of the third cohort of universities in a national collaborative focused on enhancing operational decision making of academic units across the country. There are nearly 100 universities involved at this time. While EAB requests a three year commitment, Washburn successfully negotiated to allow us the option to cancel the agreement after one year. RATIONALE: Washburn personnel have been working diligently to create the reports and platform to provide this type of information to our managers and leaders. While we have made great progress, there is still much work to be completed to have the information needed. By partnering with EAB and implementing this program, Washburn will be in a position to have this information much sooner than would otherwise be possible. It is estimated we will have this type of information available by next spring if we are able to join the cohort that begins its work in April 2017. Proposed Effective Date: Immediately FINANCIAL IMPLICATIONS: This is a commitment to a three-year contract and the cost of this partnership, $249,175, will be paid through salary savings currently available in the budget. RECOMMENDATION: President Farley recommends the Board of Regents ratify Chair McGivern’s approval of the award of a three-year contract (with option to cancel after year one) to EAB for the acquisition of Academic Performance Solutions Analytics Platform in the amount of $249,175.
_____________________ _______________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. B. 8. Washburn University Board of Regents
SUBJECT: Redesign/Update of University Website DESCRIPTION: This project is designed to update the University’s website and improve its performance as a recruiting tool. The website last underwent a major redesign and update five years ago – ages ago in terms of digital presence. While the site has been constantly maintained and incrementally improved by the web team consisting of members of the ITS staff acting along with University Relations, usage patterns and our own analytics clearly show that it is time to refresh it. In addition when the last redesign was done, search engine optimization (SEO) was not as advanced nor nearly as important as it is today so SEO improvements need to be done on the site. Studies have shown that websites are among the most important tools in enrollment management. The “E-Expectations” report sponsored by College Week Live, OmniUpdate, Ruffalo Noel Levitz, and conducted by the National Research Center for College and University Admissions, tells us that:
More than half of all seniors and nearly three quarters of juniors rely on websites to answer their questions when researching colleges.
Nearly 80 percent of both groups say that college websites make a difference in their perception of the institution.
Nearly 90 percent are finding college websites using search engines. Students are searching for information about admissions and aid along with academics.
So pages need to have easy pathways back to the admissions and financial aid materials. We will be looking to match our online presence with our current branding and graphic look to create a more contemporary presence while better guiding prospective students through the process online. In preparation for this project, our internal team has already been doing a great deal of clean-up of old files and adaptation to make the site fully compliant with ADA and other accessibility requirements. We will be testing the proposed designs and workflows on a variety of student groups as we proceed through this process. The deadline for completion of the redesign is April 2018 with implementation in time for the 2018-2019 admissions cycle. We have created a detailed timeline for this process using a mix of internal resources and resources from our advertising agency of record – The Frank Agency. The University’s marketing committee will provide primary oversight of the process, both to ensure the best possible results and to keep the project on its timeline.
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Vendor Quote: Since we have a contractual relationship with The Frank Agency, we sought a quote from them for this project. The quote includes all phases of the project and is presented to the Board of Regents as a “not to exceed” amount for the project. FINANCIAL IMPLICATIONS: An expenditure of $95,220 from private funding provided through the Washburn University Foundation. No public or tuition money will be used for this project. RECOMMENDATION: President Farley recommends the Board of Regents approve the project including the “not to exceed” amount of $95,220 for the redesign and improvement of the main Washburn University website. _______________________ ______________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 9. Washburn University Board of Regents
SUBJECT: Washburn USW Local 307L-4 Memorandum of Agreement DESCRIPTION: The current Memorandum of Agreement (MOA) between Washburn University and the United Steelworkers (USW) Local 307L-04, effective April 22, 2016 contains a wage opener for salaries beginning in 2017. Representatives of the University and USW met several times between November, 2016 and February, 2017 to negotiate salaries and discuss adding clarifying language for specific articles within the MOA. The attached revisions to the MOA were voted on and ratified by the membership of USW 307L-4 on February 7, 2017. The salary changes are to be retroactive to January 29, 2017 and will continue until the next wage opener. The parties agree there will be no wage opener until January 29, 2019, which will be the time the current agreement expires. There were a few proposed changes made in the MOA, Article 1, with the reclassification of the Laborer position to Gardener I and the reclassification of the Gardener I position to Gardener II. Clarifying language concerning the Heat Plant operations and scheduling has been proposed to Article 5. Article 25.1.6 has been updated to include a copy of documented verbal or written warnings be provided to the Unit President. The other substantive changes are in Appendix A. Recognizing that our wage rates have been below local market for most bargaining unit positions, we agreed to a structure which would raise the rates of pay to be more in line with the market. Several positions, some of which had multiple incumbents, were identified as needing a higher percent rate increase in order to be closer to market. Due to the overall rate increase exceeding the current year’s budget, we agreed to a two year pay schedule. FINANCIAL IMPLICATIONS: Funds for the rate adjustments to current bargaining unit members were set aside from the current year’s budget based on an average 1.8% pay increase for FY17. The average bargaining unit negotiated pay increase was 4.1%, which is to remain in effect for two years. The additional funding needed for the remainder of FY17 is approximately $13,333 ($31,514/annualized). RECOMMENDATION: The proposed changes to the MOA is presented by the management bargaining team for Board of Regents consideration and ratification. _____________________ _____________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 10. Washburn University Board of Regents SUBJECT: Prepaid Expense Card for the Washburn University Athletic Department DESCRIPTION: The Athletic Department is requesting the Board authorize the application for a prepaid expense card with Commerce Bank. This agreement would last for a period of 1 year, beginning with the next fiscal year, which begins July 1, 2017. This agreement will not renew if any of the University’s current banking services offer this prepaid expense card service. Approval by the Board is necessary for the authorization of a prepaid expense card. This card would be used by Washburn University coaches when traveling, either with their respective teams or for recruiting purposes. This would allow the coaches to avoid carrying large amounts of cash and would also provide documentation for each purchase that is made. The card would also be used in case of emergency, or when other unexpected events occur while traveling. FINANCIAL IMPLICATIONS: None RECOMMENDATION: President Farley recommends the Board authorize the application for a prepaid expense card by the Athletic Department for University coaching staff.
_____________________ ____________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. a. Washburn University Board of Regents
SUBJECT: Parking Lot Repairs and Reconstruction Lot R DESCRIPTION: The University continues to make necessary repairs and upgrades to the campus parking system to keep the lots in good condition. Over the past several years extensive work has been done to create additional parking areas on campus, most notably the parking areas adjacent to Lincoln Hall, across from KTWU, and the area east of the Softball Field. Concurrently, significant repair and restoration work has been done in Lots 6, 9 & 11 and Lot D that serve the Law School, Student Recreation, and Washburn Village, along with caulking and sealing efforts in Lot 5 south of the tennis courts. This year’s efforts will be focused on Lot R, which is located on the south side of Henderson. Bartlett & West provided design services and acted as Engineer of Record for this project. The project bid documents for the repairs to Lot R were sent to local excavation and concrete contractors in the Topeka area. The bids received are as follows: BIDDER BID Conroy Contractors $233,122 Bettis Asphalt $279,505 Dinkel Construction $243,821 Conroy Contractors will serve as the General Contractor for this project. FINANCIAL IMPLICATIONS: An expenditure of $233.122 from FY18 Capital Program for construction costs for Lot R. Total project costs of $250,000 to include design services, testing, and construction activities were included in the FY18 Capital Improvement approval for this project. RECOMMENDATION: President Farley recommends the Board of Regents approve award of the contract to Conroy Contractors in the amount of $233,122 for the Parking Lot R Repair Project. ____________________ ____________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. b. Washburn University Board of Regents
SUBJECT: Computer System Purchases DESCRIPTION: Information Technology Services is requesting approval to purchase desktop and notebook computer systems for various departments of the Washburn University and Washburn Institute of Technology campus. These purchases are part of our annual computer replacement cycle to keep desktop and laptop systems current and operational. The following is the purchase amount for the order from CDW-G: Washburn University $ 138,992
CDW-G was selected through an RFP process for FY 2017. Equipment pricing through CDW-G has remained consistent with the exception of model upgrades, therefore, it is recommended we remain with CDW-G for another year of the purchase process. FINANCIAL IMPLICATIONS: The Washburn University purchase of $138,992 will be funded through approved FY 2018 Capital Technology funds and the Washburn Institute of Technology purchase of $107,933 will be funded through budgeted General funds. RECOMMENDATION: President Farley recommends the Board of Regents approve the purchase of computer equipment for Washburn Institute of Technology in the amount of $107,933 and for Washburn University in the amount of $138,992 through CDW-G. _______________________ ______________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. c. Washburn University Board of Regents
SUBJECT: Barracuda Backup Server DESCRIPTION:
Information Technology Services is requesting approval to purchase the Barracuda Backup 1091 Server. The Barracuda Backup 1091 comes with 112TB in local cache, 3-year energize updates, 3-year instant replacement and 3-year unlimited cloud storage subscription. Data is the lifeblood of every organization and protecting it from loss is vital to maintaining operations. The Barracuda backup 1091 is an efficient and cost-effective way to ensure data protection and disaster recovery while addressing regulatory requirements.
Barracuda Backup 1091Server $49,920
Barracuda 3-year unlimited cloud storage $34,320
This purchase will be awarded to World Wide Technologies utilizing the State of Missouri awarded bids and contracts, contract number C211034001. (The State of Missouri authorizes governmental entities of neighboring states to access the State of Missouri contract). FINANCIAL IMPLICATIONS: An expenditure of $84,240 from the FY17 KanREN rebate. RECOMMENDATION: President Farley recommends the Board of Regents ratify Chair McGivern’s approval of the award of a contract to World Wide Technology in the amount of $84,240 for the purchase of Barracuda Backup server and services. _______________________ ______________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. d. Washburn University Board of Regents
SUBJECT: Facilities Services HVAC Improvement Project DESCRIPTION: This project will provide for two new rooftop HVAC Units to serve the heating and cooling needs for the Facilities Services Building. Integral to the project will be the removal of this building from the central heating plant system to allow it to function as a stand-alone enterprise. This will provide closer control of interior space heating and cooling needs, which will produce ongoing energy efficiencies. The new system will also provide an integrated code compliant ventilation system that will increase the quality of air in the interior spaces.
FINANCIAL IMPLICATIONS: An expenditure, not to exceed $83,000, from FY 2018 Capital Funds to McElroy’s Mechanical Contractors. The University will access the State of Kansas, Department of Administration, Mechanical contract #11889A for this installation. This project is of a “Design/Build” project delivery model. By accessing the State Contract we are able to utilize McElroy’s design capabilities from design through final commissioning which will provide a fully integrated repair/replacement product. RECOMMENDATION: President Farley recommends the Board of Regents approve award of a contract, for an expenditure not to exceed $83,000, to McElroy’s Mechanical Contractors for the repair of the HVAC System for the Facilities Services Building. _____________________ _____________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. e. Washburn University Board of Regents
SUBJECT: Resurface Tennis Court and Net Post Replacement Project DESCRIPTION: This project will provide for the replacement of the Tennis Court playing surfaces and the installation of new NCAA compliant net posts for all six courts. Several small localized maintenance projects have been done to extend the life of the playing surfaces and improve the surfacing over the past decade. The surface has continued to become degraded and is now at a point where resurfacing the entire playing surface is warranted. The University will utilize The Interlocal Purchasing System (TIPS) which is a purchasing consortium that competitively bids a variety of goods and services in order to pre-qualify and pre-select qualified vendors for public entities including higher education institutions. The University uses TIPS to purchase uncommon and infrequent purchases such as the tennis court resurfacing project. TIPS uses an RFP process to select qualified vendors for various types of projects. They currently have a list of over fifty vendors they use for sports field, courts, and tracks, making them substantially more qualified to evaluate and recommend vendor qualifications. McConnell & Associates from North Kansas City, Missouri, who has met all of the necessary requirements, has been selected to provide all of the materials and installation to do this project. They are a member in good standing of the TIPS Consortium. McConnell & Associates has worked on our campus previously and provided good workmanship and a quality end product. FINANCIAL IMPLICATIONS: An expenditure not to exceed $76,000 from the Fiscal Year 2018 Capital Program will be used to fund this expenditure. RECOMMENDATION: President Farley recommends the Board of Regents approve the award of a contract to McConnell & Associates, not to exceed $76,000, for the Tennis Court Resurfacing and Net Post Replacement Project. _______________________ _____________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. f. Washburn University Board of Regents
SUBJECT: Football and Baseball Locker Rooms Renovation Project
- C13009, C17015, C14052 DESCRIPTION: The University over the course of the past several years has been systematically upgrading the locker room facilities in Petro and Whiting. The last major locker room upgrade project occurred in the summer of 2016 when the locker rooms for men’s and women’s track and field/cross country were done. This summer the locker rooms for Football and Baseball will be addressed. The main emphasis will be new shower rooms and restroom fixtures and finishes. Plumbing upgrades will be made to accommodate new partition walls and new plumbing fixtures. The existing lockers are more than sufficient to meet programming needs and will be retained. New floor finishes and the installation of ceramic wall tile will be integral to the project. Plans and specifications were developed by the Schwerdt Design Group and sent out to the local contracting community in March. Bids were received from the following contractors:
BIDDER BASE BID INCLUDING ALL ALTERNATES Kelley Construction $128,600 Senne Company $134,290 Mohan Construction $152,900 Bob Florence Contractors $176,176 FINANCIAL IMPLICATIONS: An expenditure of $128,600 from FY18 Capital Program for construction costs for locker room renovation. Total project costs of $160,000 to include design services, construction activities, and contingency from Capital Projects C13009, C14053, and C17015. Design services from Schwerdt Design Group are being billed on an hourly basis. RECOMMENDATION: President Farley recommends the Board of Regents approve award of a contract to Kelley Construction in the amount of $128,600 for the Football and Baseball Locker Room Renovation Project. _______________________ _____________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. g. Washburn University Board of Regents
SUBJECT: Kuehne Hall Stairway Restoration Project DESCRIPTION: The stairways and landings of Kuehne Hall have been exposed to the elements for almost 40 years and have served us well. This project will provide for the restoration of the deteriorated and corroded exterior structural steel framework and stair risers that serve the three floors of the building. In addition to the steel repair the restoration of the spalled and deficient concrete on the landings and stair treads will be replaced as specified. Upon completion of this project many more years of service will be forthcoming from the restored steps and landings. Bartlett & West has provided assessment and design services for the project. Due to the complexity of the restoration process, bid documents were distributed to three pre-selected contractors that Bartlett & West has previously worked with on similar restoration projects. The bids received are as follows:
CONTRACTOR BID Jacor Contracting Inc., Kansas City, MO $57.930 Western Specialty Contractors, Kansas City, MO $63,480 FINANCIAL IMPLICATIONS: An expenditure of $57,930 from FY18 Kuehne Hall Stairway Restoration Capital Project. Total project costs of $80,000 to include Bartlett & West design services were included in the FY18 Capital Improvement approval for this project. RECOMMENDATION: President Farley recommends the Board of Regents approve award of a contract to Jacor Contracting Inc. in the amount of $57,930. _______________________ _____________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. h. Washburn University Board of Regents
SUBJECT: Law School Library Roof Replacement Project DESCRIPTION: The roof on the Law Library was installed in 1989 and while it has served the building well it is now time for replacement. This roofing system has become increasingly problematic as the roofing felts and materials are becoming brittle and succumbing to age and the outdoor elements. Maintenance costs to extend the life of the roof have been increasing. The last annual roofing inspection identified this roof replacement as a priority. Architect 1 developed the required replacement plans and specifications which were then made available for bid in early March. The plans and specifications were posted in the Topeka Blue Print Plan Rooms and local area roofers were contacted to inform them of the posting. Bids were received from the following contractors:
FINANCIAL IMPLICATIONS: An expenditure of $119,790 from FY18 Capital Program for roof replacement. Total project costs of $135,000 to include architect services were included in the FY18 Capital Improvement approval for this project. RECOMMENDATION: President Farley recommends the Board of Regents approve award of a contract to JB Turner Roofing in the amount of $ 119,790 for the Law School Library Roof Replacement project. _______________________ _____________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. i. Washburn University Board of Regents
SUBJECT: Washburn Village Refresh Program - Phase 1 DESCRIPTION:
Washburn Village has served the residential housing needs of Washburn students for the past 13 academic years and the interior spaces and finishes are showing their age. The University will be embarking on a systematic approach to refresh the interior spaces along with upgrading kitchen and restroom areas beginning in building 4 this summer. It is anticipated that this project will continue during the next four summer break periods, or until each of the 4 buildings have new interior finishes. Central to the completion of Phase 1 of the refresh program will be new countertops, flooring, carpeting, new sinks and faucets, and repainting of the apartment interiors.
Facilities Services will function as a general contractor for the refresh program and will utilize Facilities Services personnel to perform some of the work along with issuing several contracts for the installation and purchase of flooring and the new countertops. FINANCIAL IMPLICATIONS: An expenditure not to exceed $150,000 from the Washburn Village Capital Project fund for the Washburn Village Refresh Program. RECOMMENDATION: President Farley recommends the Board of Regents approve moving forward with the Washburn Village Refresh Program – Phase 1, with total expenditures not to exceed $150,000 and individual contracts to the various contractors not to exceed $50,000. _______________________ _____________________________
Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. j. Washburn University Board of Regents
SUBJECT: Mabee Library Restroom Upgrade – Phase 2 C17007 DESCRIPTION: As part of the Fiscal Year 2017 Capital Program, Phase 1 of this project was undertaken and completed. Phase 1 provided an enhanced ventilation system and new ceilings along with energy efficient lighting. Phase 2 will provide for all new interior finishes and fixtures, along with new restroom partitions for both sets of restrooms in the Library. Schwerdt Design Group (SDG) provided design services along with the preparation of the required plans and specifications. Bidding document were sent to Topeka Blue Print and local area general contractors were notified. The bids received were as follows: BIDDER BASE BID INCLUDING ALL ALTERNATES
Kelley Construction $146,400 Bob Florence Construction $150,935 Mohan Construction $199,700 Senne Construction $200,491
Kelley Construction will serve as General Contractor for this project. FINANCIAL IMPLICATIONS: An expenditure of $146,400 from the FY 17 and FY 18 Capital Project Program for construction. Total project costs of $168,900 were included in the FY17 and FY18 Capital Improvement requests for SDG design services and general construction activities for this project. RECOMMENDATION: President Farley recommends the Board of Regents approve award of a contract to Kelley Construction in the amount of $146,400 for the Mabee Library Restroom Upgrade – Phase 2. _______________________ __________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. B. 11. k. Washburn University Board of Regents
SUBJECT: Design Consultant for Electrical Distribution System Master Plan
- Project #C17019 DESCRIPTION: The 2013 Campus Master Plan identified several critical infrastructure needs to be addressed to meet the projected growth and ongoing operations of the Washburn campus. Integral to the day to day campus operations is a reliable and efficient electrical power distribution system. A key component for orderly expansion and sustainable electrical service to University buildings is a comprehensive electrical system master plan. The north, or 17th Street, feed has served the University well for the past 5 decades and has seen significant growth since its original installation purpose of providing high voltage electrical service to the Memorial Union, Garvey, Henderson, Petro, Mabee Library, Law School and other buildings of the same or older vintage. It is rapidly approaching the end of its serviceable life. With the fairly recent additions of the Welcome Center/Morgan Hall Upgrade, Stoffer Science, The Living Learning Center, and most recently the Lincoln Hall Residence and Dining Facility Project, the ability to grow the system further is very limited. The electrical switchgear that feeds many of the older buildings is also approaching obsolescence and will need to be replaced in the near future. Compounding this issue is that a significant amount of the buried high voltage distribution cables are approaching 80 years of age with insulation that is becoming brittle and degraded. A comprehensive assessment and master plan for the entire high voltage distribution system needs to be conducted to evaluate the system and determine the most prudent course of action. In February an RFQ for assessment and design services was developed and sent out to three engineering firms in the Topeka area. Two of the firms have extensive in-depth knowledge of the Washburn campus and the other firm has performed similar type work on both the KU and DOD campuses. The firms that participated in the interviews were:
On campus interviews were held on March 14th and 15th with members of the Facilities Services Department. Bartlett & West was selected for their strengths in the following related criteria:
Past successful experience on similar projects Organization and approach to the proposed project Ability to accomplish the work within the established schedule A significant role in the 2013 WU Master Plan
Master Page # 56 of 61 - Board of Regents Meeting 4/13/2017________________________________________________________________________________
FINANCIAL IMPLICATIONS: Initial master planning and design development will lead to a more definitive scope of work and associated costs for the actual construction activities that will need to occur in the future. Phase 1 planning and design costs not to exceed $200,000. RECOMMENDATION: President Farley recommends the Board of Regents approve the selection of Bartlett & West to perform an Electrical Distribution System Master Plan for the Washburn Campus. _______________________ _______________________________
Date Jerry B. Farley, President
Master Page # 57 of 61 - Board of Regents Meeting 4/13/2017________________________________________________________________________________
Agenda Item No. VI. B. 11. l. Washburn University Board of Regents
SUBJECT: LLC Vent Piping Replacement Project DESCRIPTION: Over the past several years the LLC has experienced periods of unpleasant odors in the south wing of the building. The odors were transient in nature in which they would manifest themselves and then abate for some fairly lengthy periods of time. Several remedies were employed to solve this dilemma with little or no effect. An assessment and study of the issue was undertaken to determine the cause of the odor along with the development of a systematic plan to address the issue. After extensive evaluation it was determined that the vent piping that served the restrooms in the entire south wing had been compromised by an acidic condition that had damaged the vent pipe, causing it to fail and allowing odors to permeate the interior spaces of the South Wing. The easily accessible pipe in the lower level mechanical spaces has been replaced along with the piping in the attic areas of the South Wing with epoxy lined cast iron piping. The next phase of the project will be to replace the piping that serves the suite restrooms. This will necessitate taking a bank of suites from the lower level through the fourth floor off line and installing the new epoxy lined vent piping. Bartlett & West has provided assessment and design services for the project. Due to the complexity of the replacement process and the narrow time frame that the project needs to be accomplished in, the university has selected McElroy’s for the pipe replacement component utilizing State of Kansas Mechanical Contract #11889A and Bob Florence Construction to restore interior finishes after the plumbing work has been completed. Competitive pricing was requested from both Kendall Construction and Bob Florence Construction on a per suite basis.
FINANCIAL IMPLICATIONS: An expenditure of $85,000 from the Fiscal Year 2018 Capital Project for Bartlett & West design services and to McElroy’s and Bob Florence Construction to complete the next phase of the replacement process. After the first bank of restrooms are done a much more definitive projection of associated costs and time out of service can be determined for the remaining restrooms in the LLC South Wing. RECOMMENDATION: President Farley recommends the Board of Regents approve moving forward with the LLC Vent Piping Replacement Project at a cost of $85,000. _______________________ _____________________________
Date Jerry B. Farley, President
Master Page # 58 of 61 - Board of Regents Meeting 4/13/2017________________________________________________________________________________
Agenda Item No. VI. B. 12. Washburn University Board of Regents SUBJECT: Audience Generation and Adult Learning Recruitment for RN-BSN DESCRIPTION: Audience Generation and Adult Learning Recruitment is a marketing service of EAB and Royall Company. This marketing service is a data-driven approach to recruitment and marketing campaign development, management, and optimization with a proven history of generating enhanced results. This proprietary approach is characterized by its unique utilization of affinity modeling for identifying potential students and then the associated insights gained from this approach which inform and make possible a very personalized marketing message for each student. In addition the firm uses real-time monitoring and optimization of marketing activities allowing for quick response to feedback and performance of marketing strategies. Importantly, Royall has decades of higher education marketing experience. These approaches and experience together have produced increased engagement of prospective students and higher rates of conversion of these students into enrolled students for many universities. RATIONALE: The partnership with EAB and Royall Company on this Audience Generation and Adult Learning Recruitment service is a new opportunity for Washburn University to support the recruitment of prospective students to the RN-BSN program. This partnership includes a comprehensive set of enrollment management services that combine multichannel communications, recruitment and marketing campaign management, an EAB web application including landing pages and the development, hosting and management of the online application, and a yield optimization survey campaign to ensure maximum conversion of prospects to enrollees. The data-driven support includes data integration, student profile reporting, and identification of high affinity prospect audiences and segmentation of audiences. This is a unique opportunity for Washburn University as these services and tools would usually be available only for larger academic programs. We believe this partnership creates the best opportunity to achieve and potentially surpass our goals for growth in the RN to BSN program. Proposed Effective Date: Immediately FINANCIAL IMPLICATIONS: An expenditure of $381,139 over a three year period are expenses already included as part of the board-approved budget for this program. RECOMMENDATION: President Farley recommends the Board of Regents approve the award of a three-year contract to EAB/Royall for the acquisition of Audience Generation and Adult Learning Recruitment Services in the amount of $381,139.
_____________________ _______________________________ Date Jerry B. Farley, President
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Agenda Item No. VI. C. 2. Washburn University Board of Regents
SUBJECT: Report of Purchases between $25,001 and $50,000 BACKGROUND: At the March 8, 2001 Board of Regents Budget and Finance Committee meeting, the administration presented an item for discussion to increase the Board expenditure approval limit from $25,000 to $50,000. The increase was approved by the Board of Regents at its May 9, 2001 meeting. DESCRIPTION: In compliance with that approval and to ensure the Board fully complies with its fiduciary responsibilities, the Board of Regents requested all items approved by the administration between $25,001 and $50,000 be listed each month and included for information. FINANCIAL IMPLICATIONS: These expenditures are in line with current year budgets. ______________________ ___________________________________ Date Jerry B. Farley, President
Master Page # 60 of 61 - Board of Regents Meeting 4/13/2017________________________________________________________________________________
Report of Purchases between $25,000 and $50,000 January 11, 2017 through March 20, 2017
