Present: Bob Stiger, Ann Meikle-Howell, Leo Herrman, Jennifer Fisher, Mark Brainard, Sharon Montgomery, Carol Baldwin

Guests: Lee Krehbiel, Greg Horton, Ray Hart, Darrell Buffalo, Dennis Allen, Joanne Reese, Carol Spain

The meeting was called to order at 10:30 a.m. MDT.

Bob asked if there were other items to be included on the agenda. Jennifer suggested we address items that need to be presented to the Presidents Council. It was decided to gather input at this meeting and forward it to the Executive Committee.

ITEM # 1: Meeting Minutes - The September 12 minutes were approved.

ITEM # 2. a.: Redraft of "Financial Operation of the Idaho Falls Center for Higher Education—Joint Facilities Operations Organization" Document - Leo reported that the Financial committee met but only discussed this in terms of the facilities budget which is Agenda Item #6. They did not work on a redraft because they didn't know that was the charge. He hasn't seen the corrections made at the last meeting. Bob said there were significant comments on the organization budget but not on the chart. He asked the Financial Committee to address the document for the next meeting. Greg said that Joanne had faithfully reproduced the changes and that there was only one change. Joanne said the change was regarding CHE. Leo said the Financial Committee did not discuss the printed piece and talked budget only. Joanne said Mark was absent at that meeting and she is not sure what Leo and Mark discussed. Ann said she believes everything is correct except the one minor comment on CHE. Everything else is current. Bob said he hasn't seen a signed copy. Jennifer doesn't remember signing it. Joanne said Glenn indicated he had reviewed and signed it and the next stop was the Presidents Council in November. She assumed it had been distributed to ISU. Bob asked how we can bring this to closure. The redraft with supporting documents will be on the web site today. Jennifer said if suggested revisions were made today, the Executive Committee could incorporate them and get the document finished in the next couple of days. Bob agreed and reminded everyone to get the comments in soon. Joanne will provide an electronic copy for distribution today after the meeting.

ITEM #2. b.: Maintenance Craftsman Senior/Custodial Lead Position - Dennis said that the Maintenance Craftsperson Senior position is on the HRS web site. The Custodial Leadworker position was revised from Team Cleaning Specialist and was sent to Glenn. Action: Check on status of the position description (Dennis).

ITEM #2. c.: Lawn and Snow Removal Equipment - Jennifer clarified this topic was covered in the last meeting and is included in the minutes. It was remanded to the newly formed Budget Committee. Lee said the committee decided to address the snow equipment but put off the rest until spring. The three buildings would share the $9000 cost. Bob said Ray had 3 bids. Ray said he had given the information to Moscow and they are handling it. Dennis said that since the cost is over $2,500 it needs committee approval. Jennifer moved approval of the expenditures for the equipment. Motion was seconded by Ann and carried. It was pointed out that the purchasing process has already begun and Jennifer moved to change her motion from "approval" to "ratification." Motion was seconded by Ann and carried.

ITEM #3: Membership and Chair of the Financial Subcommittee - Bob addressed the issue of membership on the Financial Subcommittee. He said he believes we made an error. It is appropriate for Mark, Leo, Joy and Lee to be members but it would be a conflict of interest for Greg. Leo suggested that Greg remain as a non-voting member. Carol Baldwin moved to modify the membership of the Financial Subcommittee to consist of Mark Brainard, Leo Herrman, Joy Fisher, and Lee Krehbeil and one ex-officio member, the Manager of the Local Facilities Operations, to serve in a non-voting capacity. Motion was seconded by Sharon. Motion carried.

ITEM #4: Filling Positions in the Facilities Management Organization - Bob said the committee needs to formally address who will fill the positions. Ann said this needs to go before the Presidents Council. Dennis asked if it should accompany the change to the agreement. Bob said when the two papers are solidified it will be covered. Filling the positions is a separate item. Lee asked which positions are involved. Ray responded the custodial, maintenance and grounds positions. Bob asked how we could make the administrator's position formal. Jennifer responded that the position appears to be an upgrade and expansion of responsibilities of Greg's current position. Joanne said there needs to be an analysis of the fiscal impact. Jennifer said we should have this ready as an agenda item for the Presidents Council in November. Bob asked who makes the decision. Jennifer said it is a joint position. Leo stated that this position is basically a promotion for Greg and when he retires or leaves, the committee would fill the position. Jennifer said ISU believes that Greg best fits the position. Ann said since the position is through ISU, the upgrade needs to be approved through ISU Human Resources. Bob asked if the Human Resources process would get people in the appropriate categories as the organization chart is populated with people. Dennis said that if a position is new it is advertised, but if it is a promotion it is not advertised. He suggested the position be a promotion. Jennifer said that is what is being done. Ray suggested that the administrators write up the positions and present them to LOC. Ann said that LOC has never hired anyone. It is not our mission. Bob said we have an organization chart and all we need to do is determine a process to populate it. He requested a motion. Leo moved that Greg Horton's position be upgraded to Facilities Administrator and that Greg and Ray Hart populate the remaining positions. Ann seconded the motion. Motion carried.

ITEM #5: Parking Fees Discussion - Mark Brainard stated this item was requested to start a conversation about parking fees. There are compelling needs to explore revenue streams for facility issues such as snow removal, grounds and maintenance. Ray said this has been a hot topic with existing faculty and staff and will not be an easy sell. Jennifer said the e-mail from students and faculty has been all over the map. Most expressed concerns over any fees at all and 10% worry about the distance to walk in unsafe conditions. What concerns do we have for safety? With more students how can we not do something. Joanne said that safety is a key persuasive issue. Both Moscow and Pocatello have used it effectively and it could be used here. Jennifer added that no one is ever happy over parking fees but she doesn’t know of another revenue stream to meet the needs. Initially it would be best to keep the fees low. Liability and negligence make it important to move forward. Joanne said she and Mark agreed. Ann suggested creating a parking committee to make recommendations. Darrell said ISU has a Parking Advisory Committee with a broad base including students. Joanne added the UI has broad-based Parking Task Force that includes different groups. Having different groups represented would give them ownership. Dennis said Bechtel and the City should be represented on the committee due to the shared parking. This is not an isolated campus. Carol Baldwin said it should have student and faculty representatives. Jennifer asked about establishing a time line. Dennis said the timeline should also take into consideration the more partners and interests that need to be represented. Darrell added the expectation is that additional parking will be added on the other side of the tracks when the CTS is built and the new parking is to include space for the ISU commuter bus system but he isn't sure how close we are on that. Joanne said construction is expected to begin in the next 2-2.5 years. It is dependent on getting the settlement money and it may be sooner. She and Darrell could suggest steps and stages to Greg and the administrators. The process could be discussed in the November meeting. Jennifer said we should report where we are to the Presidents Council so they can see progress. Joanne said that is appropriate and we should expect to present a firm parking fee proposal by spring. She suggested a motion that she, Darrell, and Greg form a subcommittee of three, with others at Greg’s discretion, to define a parking fee process and key milestones for that process through the course of this academic year so that we can begin formulating a task force, assigning a charge to the task force, and getting on with some recommendations. Leo so moved. Jennifer seconded. Bob suggested the motion be simplified to read that a subcommittee of Darrell, Joanne and Greg be formed to devise a process to address the problem of parking fees. Joanne accepted the change. The subcommittee will make a report in November on what the process will include.

ITEM #6: Facility Budget - Bob asked the Financial Subcommittee to elect a chair by next meeting and have someone report back on the subcommittee. Greg reported that common, split costs were the primary items of discussion. Exterior costs on the shared areas are split equally between CHE, UP, and SUB. These are non-personnel costs. Maintenance personnel costs are split 50% CHE, 25% UP, and 25% SUB. Greg said Joy Fisher suggested the manpower split take effect October 1 or the closest pay period thereto. Jennifer asked if there was a written report. Greg said no but he could put one together. Jennifer said it would be important to have one if it is to be carried to the Presidents Council. Greg said the maintenance manpower consists of Ray Hart, Brian Thompson and the new maintenance position. Dennis asked for clarification on the Security Officer. Greg said it would be the same as other personnel costs: 50-25-25. He continued that the other manpower issue discussed was the 4 custodial positions that could be split 50-50 between CHE and UP. This does not include the SUB. Joy Fisher also suggested those positions be lumped as one budget. Another recommendation by Greg and Ray was to change the local accounts to University Place rather than ISU or UI. Either university would honor the accounts as long as correct accounts are used. Both Mark and Leo agreed there was no problem. Bob recommended committing the basis of the budget to paper. Leo said he had done that and had sent it to the UI but he hasn't heard anything more about it. Ann asked if Greg would write up what he reported and that could be taken to the Presidents. Jennifer suggested putting the highlights identified by Greg in the report and ask for Presidential approval. She commended the people who have worked on it. Bob said the UI needs to complete their part of the budget and requested a time frame. Dennis suggested moving the manpower split from October 1 to October 15 so it would correspond with the beginning of a pay period. He asked for a clarification on where nonpermanent (casual and IH) personnel were. Leo said all personnel would be on the 50-25-25 split. Greg will write up a report as the committee discussed.

Bob asked if the budget could be finalized and go to Greg by this weekend. Mark said the larger portion could be done. The larger group needs to realize there are gaps. It is a long way from being an adequate budget. We can proceed with the change effective the next pay period but further discussion is needed on the security and grounds maintenance positions. Bob noted the difference between the budget we have and requested additional funds. He said we need an operating budget. Leo said that what is on the sheet is reality except for the Security Officer. It is what they have. Nothing is changed in the budget except who is paying. Greg and Ray know the total dollars they have for maintenance. Ann summarized everything is the same as the existing budgets except the Security Officer. Dennis asked if the effective date is October 15. Leo said the intent is that the personnel split would take effect the next pay period in October. Bob said he is concerned about authorizing funds to Ray without budget approval. It can't be authorized until it is done. Leo said the Security Officer is a separate proposal if approved. Dennis asked where the Security Officer for IFPD fits in. Leo responded 50-25-25. Jennifer said to indicate the Security Officer is needed but that it is a separate proposal when the budget is presented to the Presidents Council. Make sure the funding gap is clear in Greg's document. Show what is needed on the budget but it would be in deficit if included. Bob said that was on track. The Presidents Council can be asked to approve this organization. It doesn't exist until the Presidents Council approves it. We can say here is the budget we are operating under and here is the amount we are short to do other things. Greg's budget has to be constrained to what we have in hand. They are two different pages. Leo said when it is done the document will be a road map for Greg. Jennifer summarized the items to take to the Presidents Council: 1) Organization approval; 2) Split approval; and 3) New personnel asked for separately. Leo said the only new personnel is the Security Officer. Bob said we need agreement before that is put on the budget. Leo said he will take the Security Officer off the budget sheet. The institutions pay the same but it is just paid by different folks. Bob said we just need the Presidents Council agreement before Greg spends any money. We need a budget and what we are asking for. Greg added that as far as personnel, we qualify by state guidelines for one more groundskeeper (one/21 acres) and UP and CHE qualify for 1 more custodian. Those plus the Security Guard should be listed. Leo said that until those come through the committee as the Security Officer did, he wouldn't list them. Greg agreed. Jennifer suggested considering the groundskeeper and custodian for the next Presidents Council and ask for funding for the Security Officer and the promotion for Greg for this one. Bob asked if Ray's position was affected. Dennis responded that it was not. Bob said that the only action needed from the subcommittee was to finish the budget.

ITEM #7: Student Fee Proposal - Leo introduced the proposal and explained he had put it together because UI students should pay for SUB facilities and activities within the facility. It also addresses what benefits students get. He is putting it out for discussion. Bob said full-time students are on the top of the sheet and part-time are on the bottom. He asked for clarification on the building fees Leo said they were for the building itself--construction of the building. Bob asked if there was a bond. Leo said yes. Student fees support the bond. Bob asked about the items listed. Leo said childcare is mostly self-supported but the fee would subsidize childcare. Lee asked if lower usage was expected by the UI since fees were lower than ISU for Student Union operations. Leo responded it is per full-time student and other subsidized activities were not included, i.e. the craft shop. Lee said that was legitimate. Mark compared this to the parking fee and said we need to discuss and make decisions and Glenn needs to be engaged in fee issues. He doesn't expect any decisions until additional information is gathered. This discussion is to get started so at some point a decision can be made on what fees UI students should pay. Jennifer asked and received verification that the fees proposed were just for UIIF and not all of UI students.

Bob said to complicate the issue he and Ann had met with the City of Idaho Falls Recreation Building Committee. They are looking for support, how much we want to participate, and what can be made available to students. Both UI and ISU have on campus facilities. The fees charged for on campus would not cut it here--50 cents. Jennifer said we should support anything that provides IF students recreational opportunities. The City has been supportive of us. We could take it to the Presidents Council as a discussion on how to proceed. Bob suggested he and Ann draft something that would ask for the advice and counsel of the Presidents Council on the City's proposal. No commitments have been made. Ann said that ISU offers 10-15 activity classes at the YMCA that could use the new facility and perhaps the costs would be more reasonable. The closer location would be good. Bob said that student access to activities and possible intramural sports were discussed. Ann said students and staff expressed interest in a workout facility. Leo asked about fees. Bob said they hadn't gotten that far and referred to the UI on campus student fees. Leo said to keep in mind that the Recreation Fee is only for operations and the building side is under Facilities Fees. Joanne said that when the UI Student Recreation Center opens the fees would be $82.00/semester. Bob doesn't feel comfortable making a decision without further study. Mark agreed that we do need to study and keep it on the agenda so eventually we can come to a decision on what is a fair and equitable share for UI students.

Bob said it would help him to see a budget for the SUB on operations and debt retirement. Lee said he didn't have the debt retirement but he does have the operating budget. Bob said there are some things that are unique to the SUB, i.e. the credit union, the computer center for ISU students only, and food service. Bob asked about the food providers. Lee said the food providers have a blanket contract and remuneration is through the contract. Hopefully there will be some return but there is none now. Leo said the net budget consisting of all personnel costs less rent, etc. accounts for the revenue stream. Bob said a breakdown would help. Leo said OK. Jennifer asked about a timeline and if this was an issue for the Presidents to discuss. Leo said it would happen in this year's budget. Leo said he didn't know of anything in writing, but he knew back in the initial discussion about building the building itself ISU said they would do the bonding and build the building and when UI students participated in the use of the building they would help support the operations of the building. That is where all this originally started. Lee said an element of UI student fees were built into the SUB operating budget and it is needed. Jennifer asked if making recommendations could be looked at early in the year. Bob said he didn't know when Glenn would is due back but we could certainly look at that. Bob said he needs time to study the proposal and doesn't know where funds would come from. Mark responded UI's magic hat is empty. Jennifer responded ISU's magic pool is also empty.

ITEM #8: Printing the Spring Schedule - Carol Baldwin asked if the Spring Time Schedule needs to be approved by the committee. Ann said it has been discussed but not approved in the past. Sharon said the Student Handbook is ready to print and that she is waiting for printing estimates. The number ordered at this time will depend on the costs. It will be good through all of 2001. Jennifer said she would like to review the handbook before it is printed. She asked if Glenn had reviewed it and if the cover letter was current.. Sharon said there is no cover letter. Important phone numbers are on the inside front cover and a list of degrees offered is on the back cover. It was decided that Sharon would e-mail the Handbook to Jennifer, Bob and Glenn for review.

ITEM #9: Items for the November Presidents Council - The next Oversight Committee meeting is in Lewiston on November 15. Jennifer will call this afternoon to set up the Executive Committee meeting to decide which items should go before the Presidents Council. Items carried forward from today's meeting are: 1) Security; 2) recreational facilities; 3) Facility Management Organization; and 4) parking fees.

Bob called for other business. There was none.

Ann moved to adjourn. Leo seconded. Motion carried.

Meeting adjourned at 11:58 a.m.