Board of Regents

Finance Committee Minutes - February 2012

BOARD OF REGENTS

BUSINESS, FINANCE, AND AUDIT COMMITTEE MEETING

FEBRUARY 9, 2012

1920 VAN HISE HALL

Joint Meeting of the Capital Planning and Budget Committee and the Business, Finance, and Audit Committee (Room 1920, Van Hise Hall)

The Joint Meeting of the Capital Planning and Budget Committee and the Business, Finance, and Audit Committee was called to order at 12:30 pm by Regent Michael Falbo.† Regents Jeffrey Bartell, Edmund Manydeeds, John Drew, Gary Roberts, David Walsh, Mark Bradley, Charles Pruitt, Troy Sherven, and Gerald Whitburn were present.† Regent Katherine Pointer was absent.

UW† Colleges:† Report on City and County Financial Support

Chancellor Ray Cross, UW-Colleges and Extension, introduced the Dean of UW-Marathon Keith Montgomery, Marathon County Administrator Grant Carter, and Steve Wildeck, Vice Chancellor for Administrative and Financial Services at UW-Colleges and Extension.†

Vice Chancellor Wildeck offered a brief historical perspective of the framework and development of the financial relationship between UW Colleges, the Board of Regents, and counties and cities throughout the state of Wisconsin.† Mr. Wildeck also highlighted the fact that Marathon County was the first county in the state to engage in this joint effort process.

UW-Marathon Dean Montgomery commented on the strategic planning process the college and county work within.† He said the college and county work together to recommend and approve a six (6) year capital and facility plan for the campus, and then need to gain approval from the Board of Regents.† Dean Montgomery stated that since 1996, the county alone has made an $18 million investment in UW-Marathon and currently the campus has an insured value of $61.1 million, the largest insured value of all UW Colleges.† He continued with an overview of what transpired on the campus grounds between 1968 and 2007.† These projects included updating and redevelopment of the campus core building, residence halls, art buildings, field house, and the science building (South Hall) being completely redesigned and rebuilt.† In the 2007 six (6) year planning process, UW-Marathon found itself faced with a number of big issues.† These issues included increasing enrollments, limited theatre-auditorium space, growing demand for civic involvement, residence hall development, and the campus being landlocked by city homes and a nearby park.†

Marathon County Administrator Brad Grant then outlined the circumstances, options, and ultimately the direction taken to successfully move UW-Marathon, the county, and city to create and support the strategic plan for the area. †Mr. Grant stated the one thing that made this process a success was the partnerships with all the individuals involved.† It was vital for the residents and the community as a whole to understand why the university is important to them and the difference it can make it their lives.† Mr. Grant commented that the community could not be happier with the outcome.†† The relocated residents were satisfied with their new homes, the community has a fantastic theater which is being used as prescribed by supporting civic and community involvement, and a new entrance and parking space was created for the park thus lending itself to an improved environment for the green space.†

Dean Montgomery concluded by stating UW-Marathon still has room to grow due to the long-term vision of the city and county, and he values the strong relationships built during this strategic planning process.† Regent Falbo thanked the city and county partners, and noted how their work and success is valued and appreciated.† President Reilly emphasized the unique partnership involving UW Colleges and UW-Extension and their communities, and said this is the real positive legacy of the Wisconsin Idea and how it still plays out in venues like Marathon County.†

a.† Regent Policy Document Review

1.RPD 13-1:† General Contract Signature Authority, Approval, and Reporting (Resolution I.2.a.1.)

Debbie Durcan, Vice President of Finance, said as part of the Regent policy document review process, this resolution is to clean up, consolidate, and clarify several Regent policies relating to signature authority.† Ms. Durcan outlined the process currently followed.† This resolution streamlines the process by providing individual personnel with delegated authority to sign documents by allowing the UW System President to delegate approval of authorized signors to institution Chancellors rather than having Chancellors recommend changes for the UW System Presidentís approval.

Upon the motion of Regent Bartell and the second of Regent Bradley, the Committee unanimously approved Resolution I.2.a.1.

[Resolution I.2.a.1.]

That, upon the recommendation of the President of the University of Wisconsin System, the Board of Regents approves the attached revised Regent Policy Document 13-1 General Contract Signature Authority, Approval, and Reporting. This action repeals existing Regent Policy Document 13-3, Authorization to Sign Documents and Regent Policy Document 13-4, Delegation of Responsibilities to the Vice President for Finance, the subject matter of which will now be covered under this consolidated and renumbered policy regarding general contract signature authority.

2.† RPD 13-2:† Real Property and Construction Contract Signature Authority and Contract Approval

(Resolution I.2.a.2.)

Ms. Durcan continued by explaining the second item:† Real Property and Construction Contract Signature Authority.† This action will consolidate parts of four different policies and bring them in-line with existing laws and regulations.† This policy aligns Board policy with current rules and clarifies responsibilities.† Authority for these actions is maintained with the Board and, in most cases, also requires the approval of the State Building Commission or, in the case of leases, the State Department of Administration.

Upon the motion of Regent Bradley and the second of Regent Bartell, the Committee unanimously approved Resolution I.2.a.2.

[Resolution I.2.a.2.]

That, upon the recommendation of the President of the University of Wisconsin System, the Board of Regents approves the attached revised Regent Policy Document 13-2 Real Property and Construction Contract Signature Authority and Approval. This action repeals existing Regent Policy Document 13-1, Authorization to Sign Construction Contracts and Change Orders, Regent Policy Document 13-4, Delegation of Responsibilities to the Vice President for Finance, and Regent Policy Document 19-13, Acquisition of Property within Approved Campus Development Plan Boundaries the subject matter of which will now be covered under this consolidated and renumbered policy.

The joint meeting was adjourned at 1:10 pm.