ࡱ> JLIb[ Nbjbj jjIlJJJ^8Hd\^ r( qqqqqqq$s uJqJ"q% q%%%8J q%q%%)i2J]q  4 ^e6m:]q,q0 rmv v  v]q%^^Agenda Board of Regents Finance and Audit Committee Thursday, February 17, 2005; *10:30 a.m. 12:00 noon Room 113 Egan Classroom Building University of Alaska Southeast Juneau, Alaska *Times for meetings are subject to modification within the February 16-17, 2005 timeframe. Committee Members: Joseph E. Usibelli, Jr., Committee Chair Mary K. Hughes Carl Marrs, Jr. Robert R. Martin, Jr. Frances H. Rose Brian D. Rogers, Board Chair I. Call to Order II. Adoption of Agenda MOTION "The Finance and Audit Committee adopts the agenda as presented. I. Call to Order II. Adoption of Agenda Executive Session Audit Full Board Consent Agenda Approval of IT Investment Policy/IT Report UAA ANSEP Building Interim Debt Approval New Business Health Benefits Administration Audit Aurora Warehouse/Office Building Acquisition in Fairbanks Administrative and Programmatic Efficiencies and Cost Savings Measures (ACAS) Ongoing Issues A. UA Debt Capacity Planned July 2005 Bond Sale Future Agenda Items A. Finance Expert on Audit Committee VIII. Adjourn This motion is effective February 17, 2005." Executive Session Audit MOTION "The Finance and Audit Committee of the Board of Regents goes into executive session at _________ Alaska Time in accordance with the provisions of AS 44.62.310 to discuss matters the immediate knowledge of which would have an adverse effect on the finances of the university. The session will include members of the Board of Regents, Interim General Counsel Greene, and such other university staff members as the Audit Chair may designate and will last approximately ____ hour(s). Thus, the open session of the Finance and Audit Committee of the Board of Regents will resume in this room at approximately ____ Alaska Time. This motion is effective February 17, 2005." (To be announced at conclusion of executive session) The Finance and Audit Committee of the Board of Regents concluded an executive session at _____ Alaska Time in accordance with AS 44.62.310 discussing matters the immediate knowledge of which would have an adverse effect on the finances of the university. The session included members of the Board of Regents, President Hamilton, Interim General Counsel Greene, and other university staff members designated by the president and lasted approximately ______ hour(s). Full Board Consent Agenda A. Approval of IT Investment Policy/IT Report Reference 5 The draft IT Investment policy language was distributed to Faculty Alliance, Staff Alliance, Coalition of Student Leaders, and the following systemwide councils for consideration: Business Council Systemwide Academic Council HR Council Student Services Council Information Technology Council All of these groups considered the draft policy language. CITO Smith participated in discussions as schedules permitted. The Business Council, Information Technology Council and Staff Alliance endorsed the draft as written. The Faculty Alliance approved the draft with two minor suggestions on wording. The HR Council had some questions concerning process once the policy is in effect. I believe these can be addressed at the appropriate time. The Coalition of Student Leaders reviewed the draft but had no comments. The Student Services Council had one question on final authority for decisions but otherwise no comment. The Systemwide Academic Council reviewed the draft and found it satisfactory. No negative comments on the draft have been received. CITO Smith recommends consideration of the wording changes suggested by the Faculty Alliance and approval by the Board of Regents to add this language to the existing Chief Information Technology Officer policy (see Reference 5). The draft policy language with Faculty Alliance suggested changes in bold is below. "The CITO shall make sure procedures are in place at the appropriate level for suitable review and approval of investments in information systems and contracts for information and telecommunications services to ensure that investments are aligned with board approved strategic plans. The CITO shall ensure Rreview and approval is should be balanced with reasonable latitude for information technology acquisitions to meet unique research and academic needs." The President recommends that: MOTION "The Finance and Audit Committee recommends that the Board of Regents approve revisions to Regents' Policy 02.02.07 as presented. This motion is effective February 17, 2005." B. UAA ANSEP Building Interim Debt Approval BACKGROUND The original program concept study was prepared by Kuskokwim Architects and Engineers in September 2002 for the ANSEP/CIL Long House facility. Since that time, the project budget and scope have changed significantly. In Spring 2003, a second program concept study was prepared by Kumin and Associates for the facility with several proposed sites in close proximity to the Student Union and Engineering Buildings. In April 2003, UAA administration presented an information item to the Facilities and Land Management Committee on the ANSEP program and facility planning as part of the UAA Status Report on University Investments in Capital Facilities, Construction in Progress, and Other Projects. In September 2003, the Board of Regents authorized the administration to proceed with design development at a total planning cost not to exceed $500,000, with formal project approval and approval of the schematic design to be accomplished in accordance with Regents' Policy. In December 2003, the design firm of RIM First People was hired to begin design of the ANSEP/CIL facility. At the same time, Chancellor Gorsuch appointed a 12-member ANSEP Design Advisory Committee to provide advice and guidance to UAA faculty, staff, and the design team. This committee includes Alaska Native community leaders, as well as ANSEP students, and has been instrumental in identifying critical design features and program elements for the building. At the June 9-10, 2004, meeting of the Board of Regents, UAA administration presented the ANSEP/CIL project for formal project and schematic approval. The design presented changed from the original concept of a long house to resemble a canoe. The board approved the project as presented and authorized the university administration to proceed through construction documents not to exceed a Total Project Cost of $4.955 million provided all funding is secured. From June 2004 to September 2004, the design team proceeded with design development. Internal reviews of the documents, including review by AVP Schointuch, were supplemented by independent constructability reviews and an independent cost estimate. PROJECT DESCRIPTION The building will be a 2-story structure designed with a large gathering space, a collaborative learning lab, quiet rooms for recitations, a small kitchen, and associated support space and storage. Total building size is currently estimated at approximately 12,000 gsf. SITE The site selected for this project is slightly under an acre in area, located adjacent to the Student Union, and in close proximity to Chester Creek. The proposed site is consistent with the academic campus core zoning identified in the UAA master plan. FUNDING Funding in hand/committed: Denali Commission $ 250,000 Rasmuson Foundation $2,000,000 UA Foundation $ 500,000 Department of Education grant* $ 920,000 Subtotal: $3,670,000 Additional funding requested: FY06 Capital funding request** (included in Governors budget) $ 500,000 Bridge financing/additional funding needed $ 785,000 Subtotal: $1,285,000 * Alaska Native Educational Equity, Support and Assistance Act ** $4,445,000 in non-general fund receipt authority is also requested in FY06 SCHEDULE Construction Documents February 2005 Bid Opening April 2005 Award May 2005 Start Construction June 2005 Completion Mid-Spring 2006 PRE-BID DUE DILIGENCE Bring construction project manager on early 3 independent estimates - 2 estimating consultants, 1 general contractor Constructability review with exempt general contractor Design to $3M gives us $400K cushion Design real bid alternates Market the project/construction documents AVPF participates in design reviews at 65% CDs, copies of plans at 95% CDs UAA project management more involved in keeping A&E on track PROJECT BUDGET The total project budget is $4,955,000, as approved by the Board of Regents in June 2004. See next page.  The President recommends that: MOTION The Finance and Audit Committee recommends that the Board of Regents (1) authorize the vice president for finance to arrange for and execute all documents necessary to secure a 12-month line of credit at variable short term rates with a renewable term of up to 24 months total as presented in an amount sufficient to fund the Project Scenario authorized by the Board of Regents on this date, (2) authorize the vice president for finance to utilize working capital to the extent he deems appropriate, (3) direct the vice president for finance to execute the IRS notice of intent to issue reimbursement bonds so as to not preclude longer term solutions presented including future university general revenue bonds, and (4) direct the university president to present to the regents at a time deemed appropriate by the university president a formal long term plan for funding the Project Scenario authorized by the Board of Regents on this date and for funding the completion of the facility. This motion is effective February 17, 2005. New Business A. Heath Benefits Administration Audit Dave Read, director of Internal Audit, will review with Finance and Audit Committee, the recently completed audit report of health benefits administration (see separately attached reference) and answer any questions committee members may have. This is an information item; no action is necessary. B. Aurora Warehouse/Office Building Acquisition in Fairbanks Reference 6 In April 2005, university administration will seek debt financing approval to acquire this property for UAF. ֱleases a 44,632 square warehouse/office building (7,860 SF office space, 34,372 SF warehouse space, and 2,400 freezer space) on 4.4 acres of land at 950 Aurora Avenue in Fairbanks, Alaska (Aurora Building). The lease, executed in March 2001, is scheduled to expire in February 2006, and may be extended for five years. ֱcurrently pays $228,619 per year in rent plus approximately $84,324 in utility costs. The lease is subject to annual CPI adjustments. ֱoccupies about half the space for Central Receiving, Parking Services, and the Post Office. The balance is occupied by ֱdepartments for long- and short-term storage. Additionally, Central Receiving stores a significant amount of surplus equipment outside for the bi-annual surplus auction. The owner of the Aurora Building recently put the property up for sale at an asking price of $1,850,000. Land Management secured an appraisal which valued the property at $1,950,000 with an adjustment, due to the universitys favorable lease rate, of $285,000, for a leased fee value of $1,665,000. Given the low maintenance and overhead expenses of the Aurora Building and the positive cash flow to the owner, the owner is anticipating continued appreciation in value and is not willing to negotiate on price. The cost of ֱto replace this space on campus, or on other university land near campus, is estimated between $6M to $8M by ֱand approximately $7.5M by a private sector contractor. Importantly, ֱwishes to retain its limited on-campus building sites for other core campus needs. Land Management, Risk Management, and Facilities Services have conducted preliminary due diligence on the Aurora Building and, to date, have not identified any material concerns. Most significantly, Facilities Services has determined that a portion of the roof will need replacement or repair within 2-3 years and, that the fireproofing material on several of the ceiling beams and the joint compound on the sheetrock contain asbestos that will need to be abated or contained in the event of future renovation or major repair. The Aurora Building is located in a light industrial area with area-wide potential for low-level groundwater contamination. The Aurora Building meets an important current and long-term need for off campus space by UAF. The price is reasonable and ownership will protect the university from the uncertainty of paying significantly higher rents when the lease expires. Ownership also provides an advantage to ֱfor its continued investment in modifying and upgrading the space to be more efficient and suitable to current and future ֱuses. To pay for the Aurora Building, ֱwill redirect existing rent and utility expenses to pay off the debt service and cover maintenance and operating expenses. Land Management has executed an Option to Purchase the Aurora Building and has until April 18, 2005, after the next Board of Regents meeting, to exercise the option. University administration intends to return for Board of Regents approval in April 2005 after resolving debt capacity issues. C. Administrative and Programmatic Efficiencies and Cost Savings Measures Reference 7 Vice President Beedle will discussion using the attached references and answer any questions. Ongoing Issues A. Debt Capacity and Planned July 2005 Bond Sale Reference 8 Vice President Beedle will review current UA debt levels, bond ratings, capacity, and policy utilizing the attached references, discuss the process for issuing the universitys tax exempt general revenue bonds and answer questions. Management will be advising the board of intentions to seek approval in April or June 2005 to issue bonds in the range of $40 million to $60 million depending on the success of legislative capital budget appropriations and based further on the documented need, preparation and affordability of several time sensitive projects. President Hamilton indicated during the August 16, 2004 briefing that more information about debt capacity and bond-related issues would be available for discussion at the September 2004 board meeting. During the September 14, 2004 meeting, the Planning and Development Committee (sitting as a committee of the whole) were provided a report on the status of university debt (Reference 8). At that September meeting while reviewing the initial capital budget items, management was instructed to further break down capital projects anticipated to be paid from university receipts vs. state appropriations and provide a separate schedule for projects anticipated to be financed by university debt. AVP Pitney and VP Beedle provided such a breakdown at the November 1, 2005 board meeting (Reference 8). In addition to the capital budget breakdown by receipt fund source, the board sought additional information from management on best management practices at other public universities. VP Beedle provided policy documents from four peer institutions and concluded that UAs debt policy was similar to and provided the same protection as other institutions. At the December 9, 2004 meeting, the board was provided an in-depth review of the university's financial position when the controller, internal auditor and external auditor reviewed the FY04 financial statements and included comments on the increasing financial health by almost every measure. The re-investment in capital assets was also discussed in some detail. Given the favorable interest rate market, UAs strong financial position, the identified need for continued investment in capital infrastructure to support program, market demand and state needs, and the university's ability to service the debt, management will commence the necessary due diligence and engagement of financial advisors and bond counsel, in accordance with Regents' Policy and seek approval for formal action on specific and defined capital project financings. As indicated during university debt capacity presentations in February 2002, July 2002, August 2003 and November 2003, the universitys rapidly growing research activity, the growth in associated indirect cost recovery receipts, the growth of university fees and other receipts that can be pledged, and the growing diversity of the universitys sources of total unrestricted revenues provide the university with capacity for additional borrowings without impacting the universitys credit rating (S&P = AA-; Moodys = A-1 stable). UAs outstanding long-term debt is approximately $113 million. Annual debt service is $9.1 million; 2.47% of unrestricted revenues. The majority of that debt has been issued under statutory authority granted to the board to sell revenue bonds to finance projects where annual debt service is expected to be less than $1 million. This typically finances $10 million in construction, but can finance as much as $14 million depending upon term, interest rates, relative amount of variable rate debt, and capitalize interest. The legislature has specifically authorized three larger issues, and further authorizing the legislature to reimburse the universitys debt service costs on those projects or providing reduced interest through Alaska Housing Finance Corporation. Preliminary analysis indicates that the university has additional strategic debt capacity of $60 million in bonds, without threatening its current S&Ps AA- rating or Moodys A1 rating, and that that capacity will continue to grow. The December 15, 2003 rating review by Moodys resulted in affirmation of the university general revenue bond rating of A1 with Stable outlook. Full text of ratings are shown in Reference 8. Moodys rating specifically indicated that it saw no issue in the event that the university issued $25 million in new bonds over the next 12-18 months. Subsequent to that rating, informal discussions with Moodys led the administration to believe that the university could experience a rating upgrade if the states fiscal uncertainty stabilized. The large debt capacity depicts continuing growth in and diversification of unrestricted revenues, the relative strength of UAs debt payments to total operating expenses, the revenue enhancing activities that have been associated with past projects, and a projects strategic importance. While the university has incurred indirect debt since the early 1960s, it has been an active borrower in its own right since 1990, entering the market ten times since then. This maturation process results in a lessening in emphasis on pledged revenues (university receipts) and a greater emphasis on unrestricted revenues during the rating process. The bonds clearly pledge only university receipts for the repayment of the bonds. This is an information item only; no action is required. Future Agenda Items A. 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G $3,400,500;;;;;;;;2 !  $3,255,000;;;;;;;;H2 +Other Contractors (Voice/Data Installation)T!;4'N;;!'44!;'.'T;!44!T4!4';.!4!!4!!;;'2 $10,0008;;;;;;2 `$50,0008;;;;;;+2 S Construction ContingencyN;;.!';4!!;;N;;!!;;4;49 2 S 10%;;a2 S (was 5%)'T4.;a'2 S $340,052;;;;;;;2 S %$174,864;;;;;;; 2 ArtT'! 2 S1%;a2 $34,0004;;;;;;2 `$32,5504;;;;;;@2 &Connection to primary power (was LEED)N;;;44!!;;!;;'!Y4'9;;T4''T4.GGGT'2  $150,000;;;;;;;2 %$300,000;;;;;;;-'2 Construction Subtotal N;;.!';4!!;;A;;!;!4!-2 G $3,934,552;;;;;;;;2  $3,812,414;;;;;;;;-62  Construction Cost per GSFN;;.!';4!!;;N;.!;4'TAA- 2 m$328;;;; 2 $318;;;;- 2 MC.T-2 MEquipment and FurnishingseNAA!A`4A';AAGA4A!.A!A;.-2  Equipment G;;!;Y4;!2  $100,000;;;;;;;2 %$100,000;;;;;;;2  FurnishingsnA;';!.;!;;.2  $135,000;;;;;;;2 %$135,000;;;;;;;"2 Make Ready/Move Inh4;4N44;9!h;;4';2  $15,0000;;;;;;2 `$15,0000;;;;;;-:2 "Equipment and Furnishings SubtotalG;;!;Y4;!4;;A;';!.;!;;.A;;!;!4!-2  $250,000;;;;;;;2 %$250,000;;;;;;;- 2 JD.T%2 JAdministrative CostsTA`!A!.'4;'!;4T;.'.-2 Advance PlanningT;;4;44A!4;;!;;2  $29,0000;;;;;;2 `$29,0180;;;;;;2 Misc. Expensesh!.4G;;4;.4.2  $37,2000;;;;;;2 `$37,5000;;;;;;"2 Project ManagementA'; 44!h4;4;4Y4;! 2 S6%;a2  (was 10%)e'T4.;;a'2  $204,030;;;;;;;2 %$325,850;;;;;;;-32 Administrative Costs SubtotalST;Y!;!.!'4!!;4N;.!.A;;!;!4!-2  $270,230;;;;;;;2 %$392,368;;;;;;;-(2 GE. Total Project CostNN;';!G4;'44'T;.'-2 GG $4,955,000;;;;;;;;2 G $4,955,000;;;;;;;;-62  Total Project Cost per GSFG;!4!A'; 44!N;.!;4'TAA 2 m$413;;;;- 2 $413;;;;-.2 yF. Total Appropriation(s)GN;';!TAA4;A4!;'!;A'.'- 2 y$0;; 2 yi$0;;---'-- U 42 \Total GSF Affected by Project:G;!4!TAAT''44!4;;9A'; 44!!--'-- --'-- -  -C- @ !;-Q- @ !Q-  -Q- @ !Q-  -Q- @ !Q-  -Q- - @ !+Q-  -Y- @ !Y-  -- @ !-  -- @ !-  -- - @ !+-  - @ !* -$ } - @ !Y$ -  - @ !' - E - @ ! -M B - @ !M -  -hh- @ !h-  -J ? - @ !J -h?h- @ !.h-G  - @ !G - q - @ ! -  -- @ ! -- @ !A-  -y   - @ !y -  -Ghh- @ !Gh-- @ ! @ ! @ ! @ !+ @ !; @ ! @ ! @ !w @ !-Q- Q- @ ! 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