WASHBURN UNIVERSITY OF TOPEKA BOARD OF REGENTS A G E N D A ____________________________________________________________ DATE: July 22, 1998 Kansas Room, BUSINESS MEETING: - 4:00 p.m. Memorial Union Bldg ____________________________________________________________ I. Call to Order Vice Chairperson Engel II. Roll Call Mr. Blair Mrs. Parks Mr. Craig Mr. Roth Mr. Dick Mrs. Wagnon Mr. Engel Dr. Ybarra Mr. Ferrell III. Approval of Minutes of July 8, 1998 meeting as circulated. IV. PUBLIC BUDGET HEARING V. New Business A. Action Items: 1. Expenditures over $25,000 a. Annual PBS National Program Service Assessment for FY 1999 b. Purchase IBM RS6000 SP2 Computer System c. Purchase of PC Computers for CIS Lab and SOB Lab d. Purchase of Network Computer Terminals 2. Policies a. Revisions to Business and Financial Affairs Handbook for Winter Holiday Closing 3. Architect Selection Process -- Housing Project B. Consent Agenda: 1. Faculty Personnel 2. Depository Security Transactions 3. Public Fund Investments 4. Liquidated Claims Agenda Item No. IV. Washburn University Board of Regents SUBJECT: 1998-99 Budget and Public Hearing DESCRIPTION: The 1998-99 Budget Notice was published in the July 11, 1998 issue of the Capital-Journal as required by Law. The budget law K.S.A.79-2925 to K.S.A.79-2936 requires that the governing body of each taxing or political subdivision shall meet for the purpose of answering and hearing objections of taxpayers relating to the proposed budget and for the purpose of considering amendments to such proposed budget. The 1998-99 Budget tentatively approved, revised, and published is attached. The Board of Regents must: Hold Public Hearing on the 1998-99 Budget; After the hearing is closed, approve the 1998-99 Budget (with revision); and Authorize the Treasurer to file the approved 1998-99 Budget documents with the Shawnee County Clerk. FINANCIAL IMPLICATIONS: After Public Hearing, the Board of Regents approval of the 1998-99 Budget and the filing with the Shawnee County Clerk maximum expenditure limits for the 1998-99 Budget will be established. RECOMMENDATION: President Farley recommends Board of Regents approval of the 1998-99 Budget and authorization to file the approved budget with the Shawnee County Clerk. _________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. A. 1. a. Washburn University Board of Regents SUBJECT: Annual PBS National Program Service Assessment for FY 1999 DESCRIPTION: The 1999 PBS National Program Service Assessment is a one-time annual expense providing KTWU with the basic full program offerings of PBS through June 30, 1999. FINANCIAL IMPLICATIONS: 1999 National PBS Program Service Assessment $243,187 Less Discount of $3,648 if payment is postmarked by July 31, 1998 <3,648> Total amount due payable from KTWU 1999 Budget Account 40028 $239,539 RECOMMENDATION: President Farley recommends Board of Regents approval of the Annual PBS National Program Assessment for FY 1999. _________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. A. 1. b. Washburn University Board of Regents SUBJECT: Purchase IBM RS6000 SP2 Computer System DESCRIPTION: The Board of Regents at their May 15, 1998 meeting approved the submittal of a grant request to the Kansas Department of Education for the purchase and installation of an IBM computer and related components. The Kansas Department of Education awarded a grant for this purchase on June 9, 1998. The IBM RS6000 SP2 Computer System has been developed by IBM and uses the same AIX operating system currently in use by the Academic Computer Center. The SP2 NUMA architecture has four 332 MHz processors per node, and can be configured with up to 16 nodes. The proposed purchase includes two nodes with the ability to add more nodes, as needs increase. The SP2 will be an excellent platform to run Web servers in support of distance education. The RS6000 SP2 is only available from IBM. Since it uses the same operating system, as the fifteen RS6000 servers currently in use, the ACC will be able to bring the SP2 online sooner, and save $15,400 in installation costs. In addition, the academic discount offered by IBM will reduce the overall cost by $54,888. The Non-Uniform Memory Architecture (NUMA) is also being developed by Sun Computers and Sequent, but either of these systems would require the staff of the ACC to learn a new operating system, and neither system would be compatible with the current servers already in place. FINANCIAL IMPLICATIONS: The Kansas Department of Education has provided funding. The funds are a part of the $210,000 State Grant, to be matched with $105,000 in University funds. The State Technology Grant account number is 13-06589. RECOMMENDATION: President Farley recommends the purchase of an IBM RS6000 SP2 computer from IBM in the amount of $169,459.00. _________________ __________________________ (Date) Jerry B. Farley, President Agenda Item No. V. A. 1. c. Washburn University Board of Regents SUBJECT: Purchase of PC Computers for CIS Lab and SOB Lab DESCRIPTION: Computer Information Science was awarded a grant from the New Program Initiatives to purchase a server, client PCs, and printers to replace the old PCs in Morgan 19. The School of Business was awarded funds in the Capital Improvement Budget to replace the PCs in the student lab in Henderson 108. Bids were solicited to purchase forty-six client PCs, one server PC and twelve color inkjet printers. The low bid from SGL was unacceptable because full technical details were not provided and we were unable to determine from the web site provided what equipment SGL was proposing. The next lower bid from Micron was rejected when it was determined in a test that they did not provide technical support over the phone. Gateway 2000 is the low acceptable bid. System administrators in both departments are familiar with and are satisfied with the technical support available from Gateway 2000. The University has purchased many PCs from Gateway 2000 over the past several years. FINANCIAL IMPLICATIONS: Funds are available in the New Program Initiatives, 08-80953, and in the Capital Improvements budget, 03- 00301 to purchase the PCs and printers for the student labs. RECOMMENDATION: President Farley recommends the purchase of 46 client PCs, 1 instructor PC, and twelve color inkjet printers from Gateway 2000 in the amount of $58,320.00 ________________ ___________________________ (date) Jerry B. Farley, President Agenda Item No. V. A. 1. d. Washburn University Board of Regents SUBJECT: Purchase of Network Computer Terminals DESCRIPTION: The Academic Computer Center (ACC) is the primary computing facility used by faculty, staff and students. For several years, the management of the ACC with the endorsement of the University's Electronic Technology Committee has found it to be more cost effective to connect netstations to the University's RS6000 and NT Servers operated by ACC. The current netstation of choice has been manufactured by Tektronix. The Tektronic netstation was selected on the basis of a proposal accepted by the University several years ago. Since that time, their prices have decreased and the netstations have been improved. The Tektronic netstation has proven to be an excellent choice and has provided the University with benefits such as: The quality of the Tektronic netstation has been excellent. Tektronic has provided the University with a 15% academic discount plus a charitable contribution of 35%, making a total discount of 50% on the purchase price of Tektronic equipment. The staff of ACC has developed a great deal of knowledge about operating the Tektronic equipment. This is very important as the "boot up" process for a netstation is very complicated and a thorough working knowledge is essential to better serve our faculty, staff , and students. The University had previously purchased a Tektronic video server, and the key to delivering video from the server to the desktop or classroom is for the netstation to have a MPEG video decoder card. The Tektronic netstations can be equiped with this video card and will facilitate the overall plan to deliver video to the desktop and classroom via the campus network. This purchase has been endorsed by the University's Electronic Technology Committee (ETC). The ETC allocated funds to the ACC for the purchase of additional netstations with parallel ports, 3.5" floppy disk drives, and video cards. The allocation from the ETC's Capital Equipment budget will fund the purchase of an additional 69 netstations. These netstations will be used to: Continue the replacement of obsolete character based LINX terminals. Expand the campus network to faculty and staff who have not previously had access. Provide more state of the art workstations for our students in several of our computer labs. FINANCIAL IMPLICATIONS: Expenditure of $91,279.80 from account 03-00301 (Building And Construction, Capital Equipment). RECOMMENDATION: President Farley recommends the purchase of 69 NC217 computer terminals and keyboards from Tektronix in the amount of $91,279.80. __________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. A. 2. a. Washburn University Board of Regents SUBJECT: Revisions to Business and Financial Affairs Handbook for Winter Holiday Closing DESCRIPTION: At the June Regents meeting, a policy issue relating to closing of the university between Christmas and New Years was presented and approved. Subsequent to that policy change, revisions to Business and Financial Affairs Handbook were begun. For the sake of clarity, it is appropriate to provide a more definitive schedule of our winter holiday closing. The Business and Financial Affairs Handbook is a Board approved document and the revised pages, as attached, provide the specific winter holiday closing schedule for the next ten years.. FINANCIAL IMPLICATIONS: None RECOMMENDATION: President Farley recommends that the Board approve these changes to the Business and Financial Affairs Handbook. _________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. A. 3. Washburn University Board of Regents SUBJECT: Architect Selection Process - Housing Project DESCRIPTION: Architect selection is a key step in moving the housing project to successful fruition. The University has developed the following plan for architect selection which is designed to: 1) identify the highest quality professional services from a firm that can design a building that meets the university's needs, do it on time and within budget; 2) employ a selection process that is fair and enjoys the highest degree of integrity attainable. Throughout the process the university will employ the AIA (American Institute of Architects) guidelines for evaluating and selecting architects. Following is the recommended selection process: July 7, 1998 Letters of qualification due from interested firms. Area firms were contacted and given an opportunity to express an interest in being considered. July 20-24 Preliminary review of firms. This review of application materials submitted by interested firms will be by a sub-committee of the building committee that shall include Washburn University Physical Plant staff architects and senior staff members of the committee. July 28 Sub-committee meets to screen down to five. The sub-committee will have individually reviewed each of the interested firms and will gather to refine the pool of applying firms to the five best who will be asked to make presentations. July 28-Aug 17 Five finalists prepare for interview. The five finalist firms will be notified and have this period of time to prepare for presentation to the University. August 18 Five finalists interviewed. The entire Housing Building Committee, and the President's Executive Staff will participate in presentations made by each firm. Regents members and other interested university staff are invited to hear the presentations. Each interview will be 45 minutes. August 18-21 Comment period. Committee receives input on architect selection. August 21 Housing Building Committee makes recommendations. This recommendation will be made to the President with detailed reasons following the criteria outlined. August 21-22 Board Retreat. (pending) Project update with review of the draft of the program statement. August 21-25 President's review. President reviews recommendations of the committee and forwards his recommendation to the Board of Regents for their approval. August 25 Agenda Item Prepared on selection. September 9 Board of Regents approval. Action will be to both approve the program statement and the architect selection. FINANCIAL IMPLICATIONS: The Board of Regents has previously authorized spending for the architect's services through the preliminary design phase. RECOMMENDATION: President Farley recommends that the Board approve this process and schedule for the selection of an architect on the housing project. _________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. B. 1. Washburn University Board of Regents SUBJECT: Faculty Personnel DESCRIPTION: Hire Dr. Darryl Miller as Associate Dean/Assistant Professor in the School of Business effective August 1, 1998. Dr. Miller is presently an Assistant Professor in the School of Business. FINANCIAL IMPLICATIONS: Miller's annual academic salary will be $75, 876. Miller's new budget line #32000-32-1 contains funds needed to pay him from August 1, 1998 thru June 30, 1999 which is $69,553. RECOMMENDATION: President Farley recommends that the Board approve the above faculty personnel changes. ___________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. B. 2. Washburn University Board of Regents SUBJECT: Depository Security Transactions DESCRIPTION: Following is a list of the depository security transactions that have occurred. With Mercantile Bank: Released 7-6-98 313389PD4 5.215 FHDR 94-98 DG Maturity Date 7-8-98 $280,000 FINANCIAL IMPLICATIONS: The Treasurer believes the University deposits are properly secured. See note on 9-15-82 agenda item VI.J. RECOMMENDATION: President Farley recommends approval by the Board of Regents of the Treasurer's Report that the University funds are properly secured. __________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. B. 3. Washburn University Board of Regents SUBJECT: Public Fund Investments DESCRIPTION: The Treasurer reports the following public fund investments: Amount Investmen t Period Public Fund Rates T-Bill Rate Successful Bidder Rate $850,000 101 days 5.38 % 4.995% UMB Bank 5.26% $150,000 318 days 5.46 % 5.055% UMB Bank 5.28% $300,000 180 days 5.46 % 5.055% MIP's 5.46% Bids for investment of the University's public funds are solicited from area financial institutions in accordance with University policy and in conformance with State law regarding public fund investment (K.S.A. 9-1401 et. seq.) FINANCIAL IMPLICATIONS: This investment will generate the following interest income at maturity: General Fund $25,909.61 Debt Retirement Fund 6,900.16 Total $32,809.77 RECOMMENDATION: President Farley recommends approval by the Board of Regents of the Public Fund Investments reported in the description above. _________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. B. 4. Washburn University Board of Regents SUBJECT: Liquidated Claims Approval June 1998 DESCRIPTION: Attached is the list of claims processed for the month of June, 1998 by fund. Following is a summary of all claims by fund. The payroll claims will be presented to the Board of Regents for review at the July 22, 1998 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. _______________________________ JOHN A. MOORE, JR. Date Fund # Fund Name Total Claims 1. General Fund $ 2,467,050.14 2. Debt Retirement & Construction Fund 928.00 3. Building and Construction Fund ($1,200,000 in public fund investments via wire transfer)* 105,400.08 4. Endowment Fund 107,202.15 5. Student Loan Fund ($205,000 in public fund investments via wire transfer)* 1,300.00 6. Employee Benefit Contribution Fund 3,012,070.86 7. Liability Expense Fund ($925,000 in public fund investments via wire transfer)* 4,741.48 8. Restricted and Agency Fund ($260,000 in public fund investments via wire transfer)* 419,001.09 9. Plant Fund -0- 10. Development Fund -0- 13. Government and Research Fund 304,797.96 Sub-Total 6,422,491.76 Payroll 3,015,005.15 Payroll Withholding ACH Transactions 1,066,200.11 *Wire Transfers (Investments) 2,590,000.00 **Wire Transfers (Bond Payment to State) -0 - Total $13,093,697.02 __________________ _____________________ (date) Jerry B. Farley, President