MEETING MINUTES

LOCAL OPERATIONS COMMITTEE (LOC)

CENTER FOR HIGHER EDUCATION AT UNIVERSITY PLACE IN IDAHO FALLS

Thursday, April 4, 2002

Present: Carol Baldwin, Robert Stiger, Sharon Montgomery, Ann Meikle Howell, Leo Herrman, Jennifer

Guests: Carol Spain, Kathy Lowry, Dennis Allen, David Anderson, Rob Spear, Joy Fisher, Jim Fullerton, Greg Horton

ITEM 1: Approval of Minutes –Sharon Montgomery moved the March 7, 2002, minutes be approved. Ann Meikle-Howell seconded. Motion carried. There was no discussion.

ITEM 2: Call for Additional Agenda Items – Ann Meikle-Howell asked that an update on signage of the buildings be included in the agenda.

Bob Stiger distributed a memo from Joanne Reese and stated that no discussion was necessary (Attachment 1).

ITEM 3: Vendor Request – Jim Fullerton brought to the attention of the Committee the request from SAM’S Club to participate in the ASISU “Stress Relief” program during finals week (Attachment 2). Jim pointed out that the policy adopted and approved by the LOC stipulates that solicitation lasting over 2 days has to be approved by the LOC. This request was for four days.. The vendor fee typically charged to a group of this nature might be waived in that Sam’s would be providing a product to the students as well as staff support. Questions arose as to whether or not Chartwell’s was in agreement with the proposal since they are afforded first right of refusal. Chartwell’s had expressed no problems with SAM’s club being present. Jim Fullerton recommended approval of the proposal. Ann moved that we approve the proposal from SAM’S club to allow them to come in. Sharon Montgomery seconded. There was no discussion. Motion was approved and carried.

ITEM 4: Title Changes in the Agreement – Bob Stiger noted that LOC members are referred to by title only in the agreement and not by name. The titles for Bob and Larry Branen are referred to incorrectly in the present agreement. Bob asked for discussion and determination as to whether the wording should be left as is or be changed. Ann suggested that an amendment to the agreement could be drafted to make the necessary changes. This would need to go forward to the University Place Oversight Committee. Carol Spain will check on the date for the next UPOC meeting so the amendment can included on the agenda. Action Item: Bob will prepare a few sentences for approval by the University Place Oversight Committee.

There was discussion concerning the use of the word “campus” in general and it was reiterated that University Place is not a campus but a “Higher Education Center”. This determines the method of accreditation.

ITEM 5: Center IT Plan – Bob Stiger brought up a Center IT Plan as an information item. He will take it to the next full Executive Committee meeting. The Center Master Plan is just about done and under final review. Bob ran some ideas past several people in Moscow prior to this meeting and needs to do the same at ISU. An issue that is not addressed in the Master Plan but is constantly being questioned is that of Information Technology. Bob suggested that the committee

embark on a project over the next few months to generate a plan. He suggested an open meeting with all the stakeholders (ISU, UI, INEEL, INRA, City of Idaho Falls) after which a requirements committee could be formed to generate an IT plan. He identified the following three issues:

a. gather a group to generate requirements

b. get technical people identified and involved to see what technology is available to meet requirements

c. form a third group to look at the business plan and determine how to pay for it

Bob spoke to Joanne Reese, Glenn Wilde, UI Informational Technology people, and UI Planning people before he brought it to the attention of the LOC. It is important to get started as soon as possible in order to determine what goes into the trenches before digging begins.

ITEM 6: Card Reader System Update – Dave Anderson provided a memorandum (Attachment 3) which explains where things are at present regarding the Card Reader System. Some of the members indicated that they had not received a copy of the memorandum. Bob Stiger suggested that discussion be tabled until everyone has had the opportunity to review the memo. Bob pointed out to Joy and Rob that the memo explains what has been going on and how we were planning on handling the card readers. There has been substantial discussion regarding the issue. Dave said the memo is a status report on the ongoing discussion and suggested that everyone review the document and see if there is anything further that needs to be addressed. Greg Horton said that Jim Fullerton and Dennis will be giving input as building managers of their respective buildings.

ITEM 7: Signage Update – Ann Meikle-Howell requested this item to get an update of where we are. Bob indicated University Place will probably have to develop its own policy. On the Moscow campus the signs are consistent however there is no written policy in place. There was discussion as to how we should proceed and Bob asked if a subcommittee should be formed to make recommendations to the LOC. Sharon pointed out that money is sometimes an issue when new buildings are being built and named. Bob asked Joy Fisher if there were UI Foundation rules regarding naming buildings. Joy stated that the State Board rules on how buildings are named and that any suggestion for such has to be approved by the State Board under a recently adopted ruling. It is required that we go to the State Board with our recommendations as to why an individual’s name be placed on a building. This is true for all universities and colleges in the state. Ann added that signage has been one of the goals of the Idaho Falls Higher Education Advisory Council PR Committee. They had requested an update and she will report back to them. She said they will continue to work on a policy.

ITEM 8: Meeting Adjourned – Ann Meikle Howell made a motion that the meeting be adjourned. Carol Baldwin seconded. Motion carried.

CERTIFICATION: Motions are verbatim. Other aspects of the minutes are not verbatim. To the best of my knowledge, they constitute an accurate record of the proceedings of the meeting. Minutes recorded by Kathy Lowry, Administrative Assistant, University of Idaho in Idaho Falls.

ATTACHMENT 1

ATTACHMENT 2

ATTACHMENT 3

M E M O R A N D U M

TO: Local Operations Committee

FROM: David Anderson, Steve Chatterton, Greg Horton, Ray Hart

SUBJECT: Security Document

DATE: April 2, 2002

CC:

Idaho State University and the University of Idaho recognize the importance of security for our students, faculty, staff, and facilities at University Place. To better insure that security and safety are delivered to all, we propose that electronic security systems and devices be consolidated into an agreement to control such.

Security is a concern on the weekends as there are no public safety officers on site Saturday from 8am-12noon and Sunday from 11am to 7pm. During these times facilities are open for students but also the general public. The potential for harm or injury to students or staff is a concern. By limiting access during these and other times through the use of the card readers, only authorized individuals can enter the center buildings thereby reducing the potential for incidents. It also provides a record of who entered the buildings should this knowledge be necessary.

A single card reader system is best suited for the center. Multiple systems create unnecessary security concerns. A Griffin-Diebold system like that currently used in Moscow and Pocatello should be installed. Steve Chatterton has agreed to work with Griffin-Diebold to develop a system that will allow the use of the cards from the two main campuses and the new system on this campus. It is recommended that the ISU card reader system be installed at this center to capture its advantages. These include the ability to tie into the current registration system and the expertise of the ISU Public Safety staff. Utilizing the registration system allows us to have all current students already in the system rather than having to be input individually. The current card reader system does not have this ability. Also, cards for both universities can be issued on site through the Photo ID center in the Student Union.

Control of the security system should reside at University Place. Those who best know the needs of the center should make decisions for access and locations of readers. The system will be administered by the current system administrator (David Anderson). The Facilities Administrator would approve personnel access and facility opening times. The system will be set up so that Idaho Falls cannot inadvertently change patrons, schedules, doors or reports associated with Pocatello. Conversely, Pocatello cannot inadvertently change patrons, schedules, doors or reports associated with Idaho Falls. Unusual access into the Student Union and the UP Administration Building would not be granted without first consulting the respective building manager. The respective center directors and/or the Local Operations Committee would approve additions or changes to the system. Public Safety in Pocatello will provide the training and software necessary for the Idaho Falls Center to administer and monitor the access system. This software needs to be provided at the same time the first readers are installed.

Changeover to the new system should be delayed until the end of the Spring, 2002 semester so as to not disrupt the students currently using the card reader system for after-hours access. Details for installation of the new readers and the governing system will be worked out prior to the end of the semester.

Security monitoring cameras are also needed throughout the Center for Higher Education to expand public safety’s ability to monitor the center during times when no officers are on site. These cameras should be governed by the same procedures noted above. Funding for cameras and card readers will be through grants and existing budgets.

It is generally accepted that eventually the security systems for this center should be wholly centered at this campus. In addition, it is agreed that when a new system is purchased for this center that all existing equipment installed on this campus for the Griffin-Diebold system will remain and will be switched over to the new center system.