Present: , Carol Baldwin, Mark Brainard, Leo Herrman, Ann Meikle-Howell, Sharon Montgomery, Bob Stiger, and Glenn Wilde

Guests: Dennis Allen, Darrell Buffaloe, Joy Fisher, Connie Gomez, Greg Horton, Lee Krehbiel, Joanne Reese, and Carol Spain

The meeting was called to order at 10:00 a.m. MST/9:00 a.m. PST.

ITEM 1: Approval of minutes from the last meeting - Leo requested Item 7 be changed for clarification to read "Lee asked if lower usage was expected by the UI since fees were lower than ISU for Student Union operations." Carol Baldwin moved the minutes be approved with the change. Ann seconded. Motion carried.

ITEM 2: Call for additional agenda items - Bob asked if there were additional items for the agenda. Glenn’s request to report on budget preparation processes was added.

ITEM 3: Student Union Playground - Lee said this item was put on the agenda for input and information as to where we are in the process. Bob referred everyone to the memo from Joanne Reece. Lee said the area was designed to handle water runoff from only that specific grassy area and did not include any other areas. He and Ray were concerned that the water would run into the building and that is why the grounds people swaled it to drain away from the building and into the subsurface. Leo asked if there were utility issues. Lee responded he didn't remember what was there but he was sure there were no power lines but that Ray thought there might be a water line. Bob asked Darrell what problem that poses. Darrel said he thought Joanne’s concern was if something happened to the utilities, the playground equipment would have to be moved. He will double check on the utilities issue. It doesn’t pose a safety issue. Bob asked about the pea gravel issue. Lee said it is a softer surface for children to land on and most elementary schools in the area use it. Bob asked if there was an ADA issue. Greg said the pea gravel certainly would not be ADA accessible for wheel chairs. The possibility of gravel in the grass does present an issue for mowing. Glenn asked if the Daycare Center intended to handle students with disabilities. Darrell said that if the playground equipment were not accessible and there were children with disabilities, they would be accommodated through other activities. Joy asked if there is more than the one piece of playground equipment. Lee answered that the plans are for the Schooner now and smaller pieces will be added as the budget allows. It is a legitimate consideration that as it is done at least some of the equipment be as accessible as possible for wheel chair students. Joanne’s memo also raised the issue of landscaping and we should make sure there is access in the area around the equipment. Glenn said his concern revolves around potential lawsuits over disabled or handicap access which is a major issue on the main UI campus. Lee said the Student Union facilities are quite accessible. The playground and the surrounding outside grassy area may be an issue. This piece of equipment is not accessible but they will address the issue. The soft barrier landing is necessary. Joy asked if someone would check with the engineers to make sure the area would not become a swimming pool with runoff. Lee said they had checked with ISU's and he will check with the engineering firm and Greg will check with Karst. Greg said there is 18" of gravel drainage and if it is decided there isn’t sufficient drainage after this winter, Scott Campbell, an ISU landscape architect, will design a French drain that won’t take much excavation. We can continue to improve and take care of any future problems if needed. Bob said there are two issues to be addressed: 1) the lease which he assumes Joy is working with Lee on and 2) the safety and surface issue. Lee said that Darrell pointed out the piece of equipment is accessible if it is over an a accessible surface. A single path added to it might solve the issue although it could be a minor safety problem. Joy asked if research could be done on the ADA access and a transition surface from the grass to the gravel. Lee said it could. The plans call for a 6" cedar beam for transition between the grass and gravel. Kids could still throw the gravel. Action Item: Greg will check on the underground utilities in the area and report back at the December meeting. Bob said if there was a plot plan it would take care of questions from this meeting. He asked Lee if there was any reason for haste since winter has arrived. Lee said they wanted to get the fence in so the kids could play outside. It is difficult to put equipment in once the fence is up. Glenn asked if they had considered Joanne's recommendations for a slatted fence. Lee said they had and that Chris Johnson is working on bids. Bob asked if there was any reason for further action items for the next meeting. Lee requested permission to work with Joy to move ahead and report back at the next meeting. After discussion it was decided a subcommittee could work on these issues. Sharon moved that a subcommittee of Darrell, Joanne, Joy, Bob and Ann be formed to look at the process for ADA, safety and utility issues for the playground area. Glenn seconded. Motion carried. Action Item: The new subcommittee of Darrell, Joanne, Joy Bob and Ann will report back on these issues at the next meeting.

ITEM 4: Campus Calendar- Greg suggested an activity calendar was needed to inform security of events and activities in all the buildings. Dennis said the calendar would need to be fluid so last minute changes in facility rentals could be noted. The calendar would need to be on-line. Greg agreed. He said we need to decide who will maintain the calendar. It will need to be accessed on a daily basis. Ann said it would be nice for all of us not just security. Sharon said she often reads about events scheduled here in the newspaper before she has any information on them. They also use the Student Services phone number for information on advertisements and Student Services has no knowledge of the event. Greg asked about creating a web site. Dennis said it would have to be set up so both UI and ISU could access it. Greg said there is not a University Place web page. Bob suggested using the UPOC/LOC page. Greg said it would still have to go through the UIIF site. Carol Baldwin suggested a direct link from the ISU site. Greg said the link would be the easiest way to deal with a campus calendar. It would need to be accessed daily to update it. Dennis said it needed to be coded so only certain people could make changes. Bob asked who would make a formal proposal. Action Item: Greg will work with Dave Anderson and Dennis to develop a formal proposal for the December meeting.

ITEM 5: Move to the Student Union Update - Greg reported the move was scheduled to take place on the afternoon of the 17th, all day on the 18th, and the remainder on the 19th and 20th. Phone service will be operational on Monday the 20^th. The timetable is dependent on arrival of the furniture. Connie said she had talked with Ralph Mortensen with Correctional Industries this morning. He was going to check on it and call her but she has not heard back from him.

ITEM 6: Report on Renovations - Darrell said the SUB dining area renovation is underway and will be complete December 28 so it will be open for Spring Semester. The plans for renovation of CHE are complete. He sent a copy of the plans to Joanne. There will be a walk through this Thursday at 10:00 a.m. and bids are scheduled to be opened November 16 at 2:00 p.m. Due to the changes in room 203, the plans still need approval from the Presidents' Oversight Council. The concept was approved previously but the rooms were changed. Glenn said that we need to make certain everyone receives the communication so everyone can be on the same page. Internally as a local operating committee, we need to communicate through our system. Darrel said Idaho Falls received the plans the same day they did.

ITEM 7: Presidents' Council Agenda - Bob said neither he nor Ann had seen the upgraded agenda but they would try to reconstruct it from memory. Ann listed the proposals for approval as the Management Organization Plan; Financial Support of the Budget Process, the Facilities Administrator, Security Proposal, Security Plan, Parking Update; Marketing Update, Renovation Plans for 209 and 207, and the Library Update. Glenn said he didn’t think fiscal would be discussed at this time. Bob asked Darrell to provide a simple drawing for the renovation plans. Lee asked if the recreation issue was to be included. Ann said it was an information item. Bob restated the items for approval by the Presidents' Council: the Management Organization; the financial split, Greg’s position; the Security Proposal, and construction. The others are information items.

ITEM 8: Security Plan - Ann said the Security Plan was developed but she doesn't think it was ever approved in LOC. It was seen as a draft and discussed. The draft needs to be reviewed and changes made before it goes to the Presidents' Council. Glenn said it was discussed in the August meeting. At that time, Mark and Joy raised the issue that it needed to go through Risk Management. Darrell said it had gone through ISU. Glenn said he wasn't sure if Joanne had done that. He wasn't sure who it needed to go to now that Carol Grupp is gone but it should go to Jerry Wallace's office. Mark said it needs review due to liability issues. Glenn said he would get it to Jerry Wallace’s office today. Ann said we had better pull it off the Presidents' Council agenda and have it ready for their next meeting. Action Item: Glenn will review and report on the status of the Security Plan at the LOC December meeting for possible action by the committee.

ITEM 9: Budget Preparation - Glenn said he, Leo, Jennifer, Mark and Ken Prolo met yesterday and he wanted to report what was discussed. They looked at the long-term issues affecting centers and those issues that would develop as other centers, i.e. Twin Falls, are built. The concern is there needs to be a process so overhead issues of infrastructure, services and support are funded. The Security Plan is an example. It takes at least 18-24 months to get into the institutions revenue streams but the need is immediate. We need to focus on items, bring them to LOC, and discuss what the item is, what the cost is, and how to get it into the process for institutional budgets. Before the next Presidents’ Oversight Council next March or April, we need requests to be on the table by January for the next fiscal year from each institution. This includes both programmatic and overhead requests. Glenn asked Leo if that covered their discussion. Leo said it did. Glenn said it is incumbent that we begin working to identify areas, particularly infrastructure. Then we need to work with the Provosts and Presidents to get on line for types of funding. An example is the Security Plan which will cost an additional $40,000.00 this next year if approved. We need to anticipate others in the next 18 months. We need to begin to look at facilities and articulate the need for classrooms. Both Mark and Leo agreed yesterday on some of the processes for getting those into the institutions requests for University Place. Labs, telecommunications, library, and student services are part of a whole range of overhead support services for programs at University Place. Bob asked about the size of the budget. Glenn said they would have to look at specific requests and would prioritize requests. Operations is one area to look at to support infrastructure. Bob asked if each institution on this campus would put in a budget. Glenn said generally funds are made available to the institutions and not to University Place. It is a policy decision by the presidents. We aren't prepared to move forward any agenda on that even though it may be a policy. We have to work under existing conditions. Bob explained UI is working with Responsibility Centers. If we do a Unit Action Plan and the UIIF is a Responsibility Center, it follows we need a budget ready by next July. Glenn said that was right. Each center is a Responsibility Center and each has different needs and constraints. It will work in the center’s favor. Mark agreed. Bob asked when the budgets need to be ready. Mark said the Unit Action Plans are due in January. Glenn said they are due by January 10-11 but they are due to his office December 18. Bob said we need to decide and get our requests rolled into the UI budget by January. Glenn agreed. He said it is not much time. We just recently got into the issues. The issues will grow regarding parking and parking management. All need to be brought into a comprehensive plan. They are overhead issues. Bob asked Greg about dates for the budget and if that would work for ISU. Greg said Leo is working on that. Leo said there are two things he is looking at: The programmatic issues are university specific and the infrastructure (buildings, maintenance, and parking) is shared. The biggest problem is what will jump up next. Once we know issues, we can put dollars to them. We already have allocation of costs for each institution. We need more information on the front end rather than dollars to drive it. Greg said he could get an educated guess by January. Bob said that unfortunately in this case an educated guess is cast in concrete. Greg said he recognizes that and will give the best estimate. Glenn asked what record we have and if there was a report on how funding was spent and where it goes for both institutions. Leo said one is sent out monthly. Mark said he received it. Glenn said he needed to look at and it and he assumes it gives a history of what we have. Ann asked Leo if he was putting together a budget. Leo said he was working on a cumulative budget. He put together a spreadsheet and forwarded it to UI for their piece for University Place. Bob said that we need to move on those things that aren't run of the mill if we are to act by January. We need to have Greg look at the budget for the maintenance organization. He, Glenn, Ann, Jennifer, and anyone who is interested can get together and talk about items coming up. Glenn said that this year the budget would have to be done institution by institution because of time limits. In the longer term we need to look at plans carefully to make sure commitments can be met. Joy thought as it was left in the subcommittee that Greg was to let her know what her piece of the maintenance budget is and she will adjust accordingly. She could spend more but she was waiting for the budget so she could adjust building specific items accordingly. Has this changed? Bob said he didn't think so. We are asking Greg to do the first step. The expenditures meeting resources has to happen over a period of time. Leo said the only piece missing in the overall maintenance budget is what is budgeted for this building. All of the common areas are covered in the spreadsheet. Joy said how much is budgeted for that building isn't part of the equation. It is how much she has to contribute to the overall maintenance. She needs to know her share of the supplies. Greg said we have the information for the CHE and common areas. We don’t have University Place and that’s what we need from Joy or Dennis. Joy said if what is needed was what has been spent historically on janitorial supplies, etc., she can supply that. Glenn said the historical data can be used to project the increase. Greg said the only thing that changes from the historical data is if we are adding to a building. Glenn said Ann, Bob and Dennis should look at the uses of the Foundation Building to see if changed usage may alter the formula so we have some projection or estimate for fiscal ’02.

Ann asked to go back to the Security Plan. She doesn't want to take the budget without the plan. She said if it doesn’t go to this Presidents' meeting now we will have to wait until March for security. She asked for tentative approval from LOC today pending UI Risk Management approval. Mark asked if we had firm numbers on cost and where liabilities are addressed. Do we have UI and ISU’s shares? Ann answered yes. Leo said that position is indicated as pending on the other spreadsheet. Glenn asked if it wasn’t nearly $90,000. Ann said it was $70,000. Glenn said he had no problem with it as a discussion item rather than for approval. Ann said that provided no advantage over waiting for March. Glenn said it would alert them there is a need for funding. Ann responded that they were alerted at their meeting last March. She asked if it was O.K. with LOC to wait until March to do something with security. Mark said he thought it was O.K. to take forward. It is important the presidents understand issues are being addressed and that this is a tentative proposal with unfunded options. The sooner they get all this the better it will be. Dennis said he talks nightly with Royce Clements of IFPD. He has a lot of people who would like to work here. Would LOC consider adding an IF policeman at $15/hr. while the security issue is being discussed. We can beef up security right now. Ann said ISU has people who are willing to come if security were the only issue. The issue is to get approval from the presidents to increase security and get funding. Leo said we need to take both forward at the same time. One doesn't make sense without the other. Ann said they both need to go forward at the same time. If UI would be comfortable, LOC could approve it today pending approval of UI Risk Management and move forward with it next week. Glenn said he thought they were in concurrence with that. Bob asked if the presidents would be informed it was unfunded. Ann said sure. Glenn said it is important to stress it is not funded but it is a recommendation of a committee from both institutions. Bob asked for a motion. Glenn moved to forward the Security Plan to the Presidents' Oversight Committee pending review and approval by UI Risk Management. Joy said the security split is the same percentages as maintenance but the funding sources are different. Leo said each institution should work it out. Dennis said that the I.F. police costs are split in thirds. Leo said that has been changed to 50-25-25.

OTHER ITEMS Bob asked if there were additional items to discuss. Greg asked to give an update on the parking issue. He, Joanne and Darrell were charged with looking at this issue in the last meeting. They met and came up with the following process: 1) Identify issues; 2) Look at parking plans at each campus and merge those into one document for this campus; 3) form a committee of faculty, students and staff to advise LOC about a comprehensive parking plan which hopefully could be presented to the Presidents' Oversight Committee in March.

Bob gave an update on the Center for Science and Technology. The November 5 Jerry Brady editorial in the Post Register was very nice. He gave us credit for being part of the undersurface initiative at the INEEL and he recommended the Governor sign the proposal. Bob will contact him to thank him. Brad Eldredge told Bob he has about struck with the Boyer Co. regarding the entrance road on the south side of EROB. We may be forced to go back to the more expensive northern route. Bob said he would like to find out what is happening with the CST Proposal. Glenn said he has a meeting with President Hoover tomorrow morning and will try to find out.

ITEM 10: Next Meeting Date and Time - Bob asked if the first Tuesday of every month was still good for everyone. It was. The next meeting was set for Tuesday, December 5 at 10:00 a.m. MST and 9:00 a.m. PST.

Ann moved the meeting adjourn. Sharon seconded. Motion carried.