UW Baraboo Sauk County Campus Commission

ccmins082015_official.pdf (156 KB)

Members present:         Phil Wedekind, Andrea Lombard, Cheryl Giese, Tom Geimer, Brentt Michalek, Scott VonAsten, Tom Kolb

Members Absent:         None

Others Present:            Mike Palm, Dean Tracy White, David Armstrong, Ed Geick, Marty Krueger, Todd Liebman, Tim Stieve, Mike Conner

Certification of compliance with the open meeting law. Wedekind called the meeting to order at 8:00am

Motion by Kolb second by Geimer, to adopt the agenda. Motion carried.   

Motion by Kolb, second by Lombard to approve the minutes of the prior meeting.  Motion carried.

Public Comment  None

Communications  None

Consideration of Science Facility Change Orders.

Stieve – Spoke on the change orders he identified that some numbers may change a bit, gave an example of the greenhouse  heating changes, and the Statz & Harrop  drywall changes.  Motion by Kolb, second by Geimer to exceed the $5,000 on the drywall. Motion carried.

Facilities and Maintenance Report(s)   Armstrong $1,300 cost for the lenses on lighting they are old and need replacing.  Talked about hiring a landscape architect to work towards an overall campus plan rather that the random filling of space with various trees and shrubs.  This would give the campus something to work toward.  Discussion continued on the hiring of a landscape architect and what the cost would be each year.  Geise, VonAsten, and Wedekind contributed to the conversation.  Armstrong stated that the UW would pay for the plan; he just wanted the commission’s commitment to a plan. 

Geick mention the issues with the fire alarms.  Armstrong identified that we do not have 24/7 fire alarm system monitoring.  Stieve reported that this monitoring was part of the code.  Armstrong stated that the monitoring was part of the UW responsibility.  Steive/Liebman identified that even though the service provider required indemnification we may have to sign with them because of their server and sprinkler equipment was use.   Liebman identified that the company gave a take it or leave it attitude.  Anderson will work on addressing the issues, Stieve and Liebman offered assistance.  Discussions will continue in September.

Anderson presented the reimbursements for the month at $2,459.80

Financial Report and Bills  Giese presented the highlights of the report and a list of bills.  Armstrong detailed the campus bills for the month.   Motion by Kolb, second by VonAsten to pay the bills in the amount of $2459.80; and current bills for the Science facility to date of  $876,651.56.  Motion carried. 

Update on Student Housing- Lombard presented her update on the student housing noting that about 10% Alliance Abroad left without paying their bills with no possibility of receiving funds from them.  Housing is on target for the fall with the next meeting set for Sept 9.  Currently 73% of the housing is occupied, and they expect 80% by the fall.  Lombard mentioned because of the issue this summer they are requesting a meeting with Bluffstone for the September meeting. 

Liebman talked about some of the legal issues and the possibility of picketers for the fall.  Questions were asked about the litigation, Liebman responded with no news to date.  He will investigate and report in September.

Discussion on to the 2016 budget  Wedekind presented the budget for 2016,  Armstrong mention that the cost for fire and safety would be closer to $1,800 to monitor 6 panels at $300 per panel.   Conversation continued on the amount of the budget and the possibility of raising and lowering the budget totals. 

VonAsten asked that with the addition of another building he is concerned that we may fall short on these budget numbers.  Gieck asked Giese on how we are to date on the budget.  Giese mention that there is over $100,000 left in the budget, with some big ticket items on the horizon.  Kolb mentioned that we should at least look at the costs in more detail going forward.  Stieve mention that he is more concerned with who is going to be monitoring the facilities because the less you monitor the more you will have issues with them.

Armstrong stated that we do the best we can to monitor the campus and even with a healthy budget we do have some issues that need to be maintained.   There are some big ticket items that will need to be addressed soon.  Students make choices based on the quality of the campus.  Discussion continued regarding the facilities and need to use fund balances to maintain the campus.  Wedekind felt that we can do this work within the current budget and contingency fund balance; he went on to mention projects on the horizon.  Krueger identified the need to maintain public buildings he brought forth the county’s example of the parks and the need to update 28 roofs within our parks.

Giese stated that the cost for Insurance will be closer to $18,000 instead of $24,000.  Conversation continued on the need for a 10 year capital improvement plan with projections.   Consideration of a ten year plan for capital improvements also included the possibility of a ten year master plan.    Motion by Lombard/VonAsten to create a ten year capital improvement master plan for campus and the formalize it with the presentation and adoption by the commission.  Motion carried. Discussion continued on various repairs that are needed for campus.   

Motion by Kolb, second by VonAsten to approve the 2016 budget of $180,000.  Motion carried.

Deans Report  - Tracy White, Dean.  Stated that the projected campus numbers are looking accurate for the year, we are not down in registration.   White identified that there is some changes in the campus system with the introduction of the regional dean system.  White is busy reassessing her own goals.  One goal is to meet the needs of the UW Baraboo campus; she is meeting with staff weekly for informing the employees to help ease the transition period.   Also her goal will be to inform the new regional dean on campus issues.  She would like to talk with the campus commission members and express any issues they may have to the regional dean when that position is hired.

Next regular meeting date:  Sept 17, 2015, 8:00 a.m. 

Motion by Wedekind, second by Kolb to adjourn.  Motion carried.

Respectfully submitted;

Brentt P. Michalek

Interim Administrative Coordinator