Agenda Item No. V. B. 5.
Washburn University Board of Regents
SUBJECT: Washburn Endowment Association Office Space
The Washburn Endowment Association was formed as a separate corporate entity in 1987 to serve Washburn University through asset management, fund development and engage in related activities furthering the mission of the University. Washburn University is responsible for providing appropriate office space for WEA. WEA has expanded staff in recent years into areas of the Brad Thompson Alumni Center (BTC) which are less than ideal for WEA and which consume Alumni Center space originally intended for Alumni and donor special event programming.
The WEA Executive Committee has requested the University work with WEA to provide the additional space needed by WEA to fulfill its mission and support University fund raising efforts. As a result of this request, the University formed a Building Committee to develop a program statement and further identify the needs of WEA.
A program statement for the project was completed by the Building Committee in the summer of 2003 and it is attached.
In the intervening time, the University acquired property in August 2004 in the 1700 block of MacVicar which can, with improvement and implementation of the program statement, accommodate the physical facility needs of the entire WEA operation in an attractive, functional and prestigious location. The plan is to implement the program statement at the MacVicar location.
By relocating WEA to the MacVicar site, Washburn University will restore the Forum Room in the BTC to special event use. Additionally, this move will allow the University to develop a plan to effectively use the office space vacated by WEA to the most appropriate university advantage. That plan will be developed so that the ripple effect on campus will have a positive impact on faculty offices and classrooms as some inevitable shifting occurs.
We anticipate a 4000 square foot addition can be unobtrusively added on the back of the existing property which should be able to accommodate the current staff with the potential to expand in periods of intensified capital fundraising campaigns. The space will include the following:
_ Preservation and appropriate restoration of the historic home for use as:
o A reception area to serve as the main entrance for donors with seating area for waiting and informal conversation.
o Meeting room/training room spaces for meetings with donors, board members and vendors as well as meetings within the organization.
o Private office spaces for executive and management level employees conducive to confidential conversations and meetings with donors, board members and employees.
_ Semi-private office spaces for development staff.
_ Cubicles for support functions.
_ Phonathon room for calling donors and alumni with the capacity for 12-15 callers.
The assistance of an architect is needed to find the best option and to develop the best design incorporating as many of the priorities listed in the attached program statement as possible within the financial parameters.
While fund raising for this project could occur, WEA fund raising efforts should focus on projects related to academic and student life projects. The recommendation is that the cost of this project should be provided from university reserves not to exceed $1.2 million.
10% Design Contingency $90,000
5% Construction Contingency $45,000
Professional Fees @ 8% $72,000
In accordance with the University=s Memorandum of Understanding with the Washburn Endowment Association, the University is to provide space for WEA. Funding for the project is to come from University reserves.
President Farley recommends the Board of Regents approve the project and authorize the University to hire architects for the final design of the project through the board approved process for selection of architects. A recommendation to bid the project will return to the January meeting. Approval of the bids will likely occur by phone meeting at the earliest appropriate date along with authorization to proceed with construction.
Date Jerry B. Farley, President
Washburn Endowment Association
Project: WEA Office Space
Mission Statement: To have outstanding facilities for the WEA meeting the needs of the association, the alumni, current and future donors thus reflecting a positive image of the university.
Objective: To create office space that supports the current and future fund-raising efforts of the university.
WEA=s fundraising efforts have increased to respond to the expanded needs and priorities of the university. As a result, the limited space currently occupied by WEA and/or available in the Bradbury Thompson Center is insufficient and has required WEA to occupy intended for donor and alumni special event use.
As part of the Memorandum of understanding between WEA and Washburn University, the university provides office space for WEA at the Bradbury Thompson Center. While many additional space needs are evident across campus, other campus needs should be considered in the analysis and the following possible options explored:
_ New Building B on or contiguous to campus
_ Addition to Current Campus Building B (single-use)
_ Addition to Current Campus Building B (multi-use)
Introduction: The Washburn Endowment Association=s mission is to serve Washburn University through asset management and external fund development furthering the mission of the university.
WEA works in partnership with the university in identifying and providing financial resources for priority projects of the institution and by facilitating the giving interests of our donors. These projects and giving interests focus on a variety of needs: new construction and facility renovation, program support, endowed chairs and professorships and endowed scholarships.
In 1987, the Washburn Endowment Association was formed as a separate corporate entity. WEA currently manages over 90 million dollars in endowed funds through professional fund managers with national investment firms and through the leadership of the finance committee of our board of trustees.
Fund development is an on-going process with various components: annual funds, major gifts, planned and estate gifts, corporate and foundation giving. Working together, our development, gift processing, information system and financial personnel combine their individual and collective skills to raise funds for the university.
Washburn is fortunate to have a superior history of supportive alumni and friends who have given gifts in support of campus initiatives that reflect the interests of the respective donors.
As the university has become more active in the fund raising area, the staff of WEA has expanded to support these fundraising initiatives.
Description: The facility can be an add-on to current facilities or a stand alone building that would meet the following needs:
_ Proximity - The facility should be located on or contiguous to campus to facilitate and strengthen the communication and relationships with campus partners.
_ Flexibility of Space B The facility design should provide sufficient flexibility to make changes in the layout and configuration of offices and work space to respond to the dynamic needs and goals of the organization over time.
_ Sufficiency of Space B The facility design should include space sufficient for all aspects of the fund-raising, reporting, and asset management functions of the organization. To include private offices, semi-private offices, cubicles, conference room(s), and phone room.
_ Quality of Space B The facility should include public reception and meeting areas that reflect a positive image of the university, create a comfortable and embracing feeling for current and potential donors, and meet the operating needs of the organization and the Board of Trustees.
_ Separateness of Space B The facility design should provide a visitor entrance into an appropriate reception area that is separate from the regular traffic flow of students and other university personnel.
_ Accessibility B The facility design should include consideration for the ability of alumni, donors and board members to Aconveniently@ access and stop by the office during regular business hours. Parking and disabled access should be carefully considered.
Specific Requirements: The facility should accommodate the current staff of thirty-one permanent employees with the potential to expand in periods of intensified capital fundraising campaigns. The space will include the following:
1. Private Office Spaces - for executive and management level offices that are conducive to confidential conversations and meetings with donors, board members and employees.
2. Reception Area B main entrance for donors with seating area for waiting and informal conversation
3. Semi-Private Office Spaces - for Development Staff
4. Cubicles - for Support Functions
5. Meeting Room/Training Room Space(s) B for both meetings with donors, board members and vendors and meetings within the organization. The amount of space and number of rooms will be determined by site and availability of alternative facilities.
6. Phonathon Room B for calling of donors and alumni with the capacity for 12-15 callers.
The assistance of an architect is needed to find the best location and to develop the best design incorporating as many of the above listed priorities as possible within the financial parameters.
Project Date: Completion of project for formal Fall 2005 opening.
Budget Projection: Estimated at $1,307,000, but will depend on option chosen warranting future revision of the budget.