Agenda Item No. V. B. 5.
Washburn University Board
of Regents
SUBJECT: Washburn Endowment Association Office Space
BACKGROUND:
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.
DESCRIPTION:
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.
FINANCIAL
IMPLICATIONS:
Renovation/construction $900,000
10% Design
Contingency $90,000
5% Construction
Contingency $45,000
Professional
Fees @ 8% $72,000
Landscaping/Fence 100,000
$1,307,000
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.
RECOMMENDATION:
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
Office Space
Program Statement
July 2003
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.