MEETING MINUTES

LOCAL OPERATIONS COMMITTEE (LOC)

CENTER FOR HIGHER EDUCATION AT UNIVERSITY PLACE IN IDAHO FALLS

Thursday, July 17, 2003

Present: Bob Stiger, Ann Meikle Howell, Carol Baldwin, Susan Morris, Jennifer Fisher, Chuck Hatch

Absent: Mark Brainard, Leo Hermann

Guests: Joy Fisher, Rob Spear, Lee Krehbiel, Dennis Allen, Connie Gomez, Carol Spain

ITEM 1: Approval of Minutes – Carol Baldwin moved that the June 9, 2003, minutes be approved. Ann Meikle-Howell seconded. There was no discussion. Motion carried.

ITEM 2 Call for Additional Agenda Items – Ann Meikle-Howell requested that the Emergency Action Plan be added to the agenda.

ITEM 3 Shirt Logo for the Bennion Student Union Staff – Lee Krehbiel said they would be using the University Place logo and would like to incorporate lettering for the Bennion Student Union. He asked if they could be creative with the logo or if they would have to get clearance from both University Relations and presented different designs. Jennifer Fisher and Bob Stiger thought University Relations would like to know. Bob thought the LOC would probably go with whatever University Relations would approve. Action Item: Lee will contact Bob Hieronymus and Kent Tingey and bring the design back to the LOC.

ITEM 4 Facility Use Policy Draft – Lee Krehbiel. presented the draft on behalf of Jim Fullerton. Other members of the committee were Greg Horton and Dennis Allen. Jennifer Fisher asked about the rate sheets. Dennis Allen explained they were rate sheets for the rental charges for individual buildings. Dennis asked for a correction to the last paragraph. It should include a statement that there are no exceptions for the University Place Auditorium. Everyone who uses it pays rent. Jennifer asked if the policy needed to be taken forward to the Oversight Committee. Dennis said it is an internal document and that it doesn't need to be published. The general consensus was that it didn't need to go further. Ann said the reason for the policy was due to the addition of a third building, different pricing policies, and how to deal with individual questions. Jennifer asked if there was a way to defer the rent for entities that the institutions work with to sponsor events. Lee said the events listed as exempt had requested it from President Bowen. Dennis added that the exemption did not pertain to the UP Auditorium. Jennifer moved that we accept the Facility Use Policy with the addition of Dennis' wording to clarify the exemption policy. Second by Carol Baldwin. No Discussion. Motion carried. Action Item: Carol Spain will prepare and distribute the final document. Lee brought up a procedural question. If an exemption is granted by a University President, does it need to be approved by the LOC? Bob and Jennifer indicated that they would not oppose a President's decision. The LOC only needs to be informed of the exemption.

ITEM 5 Emergency Action Plan – Ann Meikle-Howell presented laminated and non-laminated examples of the plan. Ann asked if the main campuses had anything like this. Rob Spear said the UI requires each department to have an emergency plan but they aren't posted in the rooms. Bob Stiger said the nature of non-permanent faculty made it difficult to train and this was our attempt to fulfill the need without the training. Ann said it was hard to tell where the costs were. Connie Gomez said the maps were not yet included. Jennifer Fisher asked that faculty be notified the plans are in each room via letter at the beginning of fall semester. Carol Baldwin indicated the UI Faculty would be informed at the Fall meeting. It was decided to proceed with the non-laminated version with a cover that said "Emergency Procedures" and that includes maps. After discussion, it was decided that Public Safety be the only contact phone number listed and that they have a list of contact numbers for Bob, Ann, and Greg.

ITEM 6 Summer BBQ -- Dennis Allen asked if we were going to have annual summer barbeque. August 6 was chosen as the best date. Location is to be determined between the BSUB patio or the lawn behind the TAB.

There will not be a LOC meeting in August.

ITEM 7 Adjourn – Ann Meikle Howell moved the meeting adjourn. Jennifer Fisher seconded. There was no discussion. Motion carried.

Minutes prepared by Carol Spain, Management Assistant, University of Idaho at Idaho Falls.