Full Board Open Session - Board of Visitors

Transcription

BOARD OF VISITORS
MEETING
August 28-29, 2016
Virginia Polytechnic Institute and State University
(As of 8/23/16)
For Internal Use Only
Board of Visitors Meeting Schedule
August 28-29, 2016
Sunday, August 28:
11:45-1:15 p.m.
Executive Committee meets in Closed Session at The Inn, 1872 Salon.
(Chapman, Kazmi, Petrine, Quillen, Ryan, Sanghani, Treacy)
1:30-3:30 p.m.
Information Session for the Full Board, The Inn, Solitude Room
3:45-5:00 p.m.
Research Committee (Chapman, Kazmi, Sturgis, Valeiras, Veatch) meets at The Inn,
Duck Pond Room. All Board members are encouraged to attend.
6:00 p.m.
Faculty-Staff Awards Dinner/Ceremony with the Board of Visitors
The Inn – Latham Ballroom
Monday, August 29: All meetings on Monday morning will be held at The Inn unless otherwise noted.
7:15 a.m.
Academic Affairs Committee has breakfast meeting in Open Session, Old Guard Salon.
7:25 a.m.
Buildings & Grounds Committee meets in lobby of The Inn to leave for tour of New River
Regional 911 Emergency Communications Center and the Classroom Building, departing by
bus at 7:30 a.m.
7:30 a.m.
Finance & Audit Committee meets in Closed Session in the 1872 Salon.
8:00 a.m.
Student Affairs & Athletics Committee meets in Open Session in the Smithfield Room
8:30 a.m.
Academic Affairs Committee meets in Closed Session in the Drillfield Room followed
by Open Session at 9:00 a.m.
8:30 a.m.
Finance & Audit Committee meets in Open Session in the Duck Pond Room.
9:30 a.m.
Buildings & Grounds and Student Affairs & Athletics Committees meet jointly in Open
Session in the Solitude Room.
10:00 a.m.
Buildings & Grounds Committee meets in Open Session in the Solitude Room.
11:15 a.m.
Buildings & Grounds and Finance & Audit Committees meet jointly in Open Session in
the Duck Pond Room.
11:45 a.m.
Group and individual photos to be taken at The Inn, Alumni Center Library.
12:00 noon
Lunch for the Board at The Inn, Latham Ballroom D/E/F
1:00 p.m.
Bus departs promptly from the front of The Inn
(If unaccompanied by spouse, check out of hotel room before lunch.)
1:15 p.m.
Full Board Meeting in Torgersen Hall Board Room (2100)
4:00 p.m.
(time approximate) Meeting concludes/depart Blacksburg
INDEX - Board of Visitors Meeting – August 28-29, 2016
Cover
Cover, Index, Membership Listing, Committee Assignments
Tab A
Information Session – Sunday, August 28, 2016
Tab B
Open Session Agenda – Monday, August 29, 2016
Tab C
Full Board Meeting – Announcements
 Introduction of New Board Members, Faculty and Staff Senate Presidents, and Student Representatives
 Announcement of 2017 Meeting Dates
Tab D
Approval of Minutes
 Approval of Minutes from June 6, 2016 Meeting
Tab E
Report of Academic Affairs Committee - Agenda/Briefing Report
Tab F
Academic Affairs Agenda Items for Board Approval
 General Report – Monday, August 29, 2016 Meeting
 Resolution for Approval of the Intent to Acquire and Integrate the Virginia Tech Carilion School of Medicine
(VTCSOM) into Virginia Polytechnic Institute and State University
 Resolution for Ratification of Changes to the 2016-17 Faculty Handbook
Tab G
Report of Buildings and Grounds Committee - Agenda/Briefing Report
Tab H
Buildings and Grounds Agenda Items for Board Approval
 Resolution for Approval for the Multi-Modal Transit Facility Easement
 Resolution for Approval of the Demolition of University Building - Monteith Hall
 Resolution for Approval of the Demolition of University Building - Thomas Hall
 Resolution for Approval of the Demolition of University Building - Oil Storage Pump House
 *Resolution for Approval for the Capital Project for Construction of Baseball Improvements
 *Resolution for Approval for the Capital Project for an Early Site Package for Rector Field House
Improvements
 *Resolution for Approval for the Capital Lease for the Virginia Tech Transportation Institute
Tab I
Report of Finance and Audit Committee – Agenda/Briefing Report
Tab J
Finance and Audit Agenda Items for Board Approval
 Resolution for Approval of Year-to-Date Financial Performance Report (July 1, 2015-June 30, 2016)
 *Resolution for Approval for the Capital Project for Construction of Baseball Improvements
 *Resolution for Approval for the Capital Project for an Early Site Package for Rector Field House
Improvements
 *Resolution for Approval for Capital Lease for the Virginia Tech Transportation Institute
Tab K
Report of the Research Committee – Agenda/Briefing Report
Tab L
Research Committee Agenda Items for Board Approval
 General Report – Sunday, August 28, 2016 Meeting
 Resolution for Approval for Exclusion of Certain Officers/Directors
Tab M
Report of Student Affairs and Athletics Committee - Agenda/Briefing Report
Tab N
Student Affairs and Athletics Agenda Items for Board Approval
 Resolution for Approval of Changes to the Hokie Handbook: Revision and Expansion of the Statement of
Self-Reporting and Bystander Intervention for Student Code of Conduct
 Resolution for Approval of Changes to the Hokie Handbook: Expansion of the Drug Policy for Student
Code of Conduct
Tab O
Open Session President’s Report Items for Board Approval and Information
 Resolution of Appreciation Honoring Nancy V. Dye
 Resolution of Appreciation Honoring Bill Fairchild
 Resolution of Appreciation Honoring B. K. Fulton
 Atlantic Coast Conference (ACC) Governing Board Annual Certification
 Report of Research and Development Disclosures (no action required)
Tab P
Motion to Begin Closed Session
Tab Q
Closed Session Agenda – Monday, August 29, 2016
Tab R
Closed Session President’s Report Items for Board Approval and Information
 Resolutions on Naming University Facilities (2)
Tab S
Closed Session Salary and Personnel Actions for Board Approval
 Resolutions for Approval of Emeritus Requests (8)
 Resolution for Approval of Honorary Title
 Resolutions for Approval of Endowed Chairs, Professorships, or Fellowships (7)
 Resolution for Approval of Faculty Research Leave (1)
 **Resolution for Approval of the 2016-17 National Distinction Salary Adjustments
 **Resolution for Ratification of the Personnel Changes Report
Tab T
Litigation Report – (Not for approval)
Tab U
Motion to Return to Open Session
*These items have been reviewed by the Building and Grounds Committee and Finance and Audit
Committee of the Board of Visitors.
**These items have been reviewed by the Academic Affairs Committee and the Finance and Audit
Committee of the Board of Visitors.
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY
CURRENT MEMBERS OF THE BOARD OF VISITORS:
Mr. James L. Chapman, IV, Rector
Mr. Greta J. Harris
Mr. Charles T. Hill
Mr. Mehmood S. Kazmi
Ms. Deborah Leigh Martin Petrine
Mr. Michael J. Quillen
Mr. L. Chris Petersen
Rev. Wayne H. Robinson
Dr. J. Thomas Ryan
Mr. Mehul P. Sanghani
Mr. Steve Sturgis
Mr. Dennis H. Treacy, Vice-Rector
Mr. Horacio A. Valeiras
Mr. Jeff E. Veatch
Undergraduate Student Representative: Mr. Gabe Cohen
Graduate Student Representative: Ms. Tara Reel
Staff Senate Representative: Mr. Alex Parrish
Faculty Senate Representative: Dr. Monty Abbas
ADMINISTRATIVE STAFF:
Dr. Timothy D. Sands: President
Dr. Thanassis Rikakis: Executive Vice President and Provost
Dr. Karen DePauw: Vice President and Dean for Graduate Education
Dr. Michael J. Friedlander, Vice President for Health Sciences and Technology
Dr. Guru Ghosh: Vice President for Outreach and International Affairs
Dr. Theresa S. Mayer: Vice President for Research and Innovation
Dr. Steven H. McKnight: Vice President for the National Capital Region
Dr. Scott F. Midkiff: Vice President for Information Technology & Chief Information Officer
Dr. Patricia A. Perillo: Vice President for Student Affairs
Mr. Charles D. Phlegar: Vice President for Advancement
Dr. Menah Pratt-Clarke, Vice Provost for Inclusion and Diversity & Vice President for
Strategic Affairs
Mr. M. Dwight Shelton: Vice President for Finance and Chief Financial Officer
Dr. Sherwood Wilson: Vice President for Administration
Ms. Kay K. Heidbreder: University Legal Counsel
Ms. Kim T. O'Rourke: Chief of Staff to the President & Secretary to the Board
Mr. Christopher J. Yianilos: Executive Director of Government Relations
BOARD OF VISITORS
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY
Committee Assignments for 2016-17
Academic Affairs Committee
Tom Ryan, Committee Chair
Deborah Petrine
Greta Harris
Tara Reel, Graduate Student Representative
Buildings and Grounds Committee
Mike Quillen, Committee Chair
Steve Sturgis
Jeff Veatch
Finance and Audit Committee
Dennis Treacy, Committee Chair
C. T. Hill
Wayne Robinson
Horacio Valeiras
Research Committee
Mehmood Kazmi, Committee Chair
Steve Sturgis
Horacio Valeiras
Jeff Veatch
Student Affairs and Athletics Committee
Mehul Sanghani, Committee Chair
Mehmood Kazmi
Chris Petersen
Gabe Cohen, Undergraduate Student Representative
Executive Committee (6 members)
Jim Chapman, Rector
Dennis Treacy, Vice Rector, Finance & Audit Committee Chair
Tom Ryan, Academic Affairs Committee Chair
Mike Quillen, Buildings & Grounds Committee Chair
Mehmood Kazmi, Research Committee Chair
Mehul Sanghani, Student Affairs & Athletics Committee Chair
Deborah Petrine, Immediate Past Rector will serve as a non-voting advisor
The Rector is an ex officio member of all standing committees.
Faculty Senate President, Dr. Monty Abbas, and Staff Senate President,
Mr. Alex Parrish, will sit in on the committee meetings of their choice.
Virginia Tech Board of Visitors Meeting
Information Session
Sunday, August 28, 2016
1:30 - 3:30 p.m.
The Inn—Solitude Room
Virginia Tech Campus
1:30 – 2:15 p.m.
The Health Sciences and Technology Innovation District
 Dr. Timothy D. Sands, President
 Dr. Mike J. Friedlander, VP for Health Sciences and Technology
 Dr. Thanassis Rikakis, Executive Vice President and Provost
2:15 – 3:00 p.m.
The New Incentive-Based Budget Model
 Dr. Thanassis Rikakis, Executive Vice President and Provost
 Mr. Tim Hodge, Assistant VP for Budget and Financial Planning
 Mr. Ken Smith, Vice Provost, Resource Management and Institutional
Effectiveness
3:00 – 3:10 p.m.
U.S. Department of Labor: Changes to the Fair Labor Standards Act
 Ms. Kay Heidbreder, University Legal Counsel
 Mr. Kirk Wehner, Director, Compensation and Performance
Management
3:10-3:30 p.m.
Constituent Reports – (No action required)
 Mr. Gabe Cohen, Undergraduate Student Representative to the Board
 Ms. Tara Reel, Graduate Student Representative to the Board
 Mr. Alex Parrish, Staff Representative to the Board
 Dr. Monty Abbas, Faculty Representative to the Board
Board of Visitors
2016-2017
Biographies of New Members and Constituents
Board Members
Ms. Greta J. Harris of Richmond, Virginia, is President and CEO of the Better Housing Coalition.
Before joining BHC, she was vice president for the Local Initiatives Support Corporation (LISC),
a national non-profit community and economic development corporation. Prior to that role, she
was the senior program director for Virginia LISC, based in Richmond, which supported local
organizations in developing more than $250 million in real estate in Central Virginia. Ms. Harris
was appointed to the Virginia Tech Foundation Board in 2016 and also serves on the Board of
the Virginia Housing Alliance. She has served on the boards of the City of Richmond’s Economic
Development Authority, the Federal Reserve Bank’s Board of Governors’ Consumer Advisory
Council, the Virginia Housing Coalition, the Richmond Community Development Alliance, and
Seven Hills Boys Middle School. Ms. Harris is a member of Leadership Metro Richmond’s Class
of 1995. She was named the Virginia Tech Black Alumni Association’s 2016 Philanthropist of
the Year and was recognized as a 2014 Outstanding Virginian by Equality Virginia. Ms. Harris
earned her bachelor’s degree in Architecture from Virginia Tech and holds a master’s degree in
Architecture and Urban Design from Columbia University.
Mr. L. Chris Petersen of McLean, Virginia, is a partner in the law firm of Morris, Manning &
Martin, LLP. His practice concentrates in legal and compliance services relating to the Patient
Protection and Affordable Care Act (“ACA”), privacy, state small-group and individual insurance
reform regulation and the interaction between state and federal law. Mr. Petersen also advises
clients on legal matters pertaining to minimum standards for supplemental and individual
insurance products, association business, managed care, as well as other compliance issues.
He also assists his clients before state insurance departments and provides representation
before the National Association of Insurance Commissioners (“NAIC”), Congress and federal
agencies. Mr. Petersen chairs the firm’s privacy group. He previously served as the Vice
President of the State Affairs/Legal Department of the Health Insurance Association of America.
Mr. Petersen has spoken extensively on insurance reform matters and also has testified before
Congress on insurance reform and privacy issues. Mr. Petersen is a member of the Virginia Bar
Association, a member of the Board of Directors of the Professional Insurance Marketing
Association (“PIMA”) and received their President's Distinguished Service Award. He served on
Governor-elect McAuliffe’s transition team and presently serves as the treasurer of Common
Good VA, Governor McAuliffe’s political action committee. He is also presently serving as the
president of Northam for Governor, Inc. Mr. Petersen earned his bachelor’s degree from
Washington University and holds a juris doctor degree from Georgetown University.
Mr. Jeffrey (Jeff) E. Veatch of Alexandria, Virginia, is a successful entrepreneur, businessman,
community leader, and philanthropist. Mr. Veatch co-founded Apex Systems, what is now a
billion-dollar business primarily in the field of IT staff augmentation. Apex Systems has more
than a 1200 full time employees, with over 60 offices, employs close to 30,000 IT consultants a
year, and is now a division of the largest publicly traded IT Staffing and Services firm in America.
Over the course of his career, Mr. Veatch has been recognized as the Entrepreneur of the Year
by Ernst and Young, selected to the Philanthropic 50 by Washington Life magazine, is a member
of the Board for On Assignment (ASGN), served as a founding member of the effort to bring the
Olympics to the Washington DC region, and holds board positions with Inova Health System as
well as other leadership and board positions throughout the community. As an active
philanthropic investor, he formed the Veatch Charitable Fund which focuses on education,
healthcare, and the community. Just recently, he, along with the other Apex Systems founders,
established the Apex Systems Center for Innovation and Entrepreneurship at Virginia Tech’s
Pamplin College of Business (Apex CIE). He earned a bachelor’s degree in Finance from
Virginia Tech in 1993.
Board Constituents
Dr. Montasir (Monty) Abbas is an Associate Professor in the Transportation Infrastructure and
Systems Engineering Program in the Via Department of Civil & Environmental Engineering. He
holds a Ph.D. in Civil Engineering, with a specialization in transportation systems from Purdue
University (2001). Dr. Abbas has wide experience as a practicing transportation engineer and a
researcher. Before joining Virginia Tech, he served as the Corridor Management Team Leader
at the Texas Transportation Institute (TTI). Dr. Abbas developed and implemented more than
ten systems in the areas of transportation modeling, management, and control. He has served
as a member of the Transportation Research Board (TRB)Traffic Signal Systems Committee,
the Artificial Intelligence and Advanced Computing Applications Committee, and the Joint
Subcommittee on Intersections. Dr. Abbas has been the PI or Co-PI for more than 20 research
projects totaling more than $4 million and has authored/co-authored more than 135 peerreviewed journal and conference publications. He is a recipient of the G. V. Loganathan Faculty
Achievement Award for Excellence in Civil Engineering Education and the TTI/Trinity New
Researcher Award for his significant contributions to the field of Intelligent Transportation
Systems and Traffic Operations.
Mr. Alex Parrish is the Marketing Team Lead for the Department of the Biomedical Engineering
and Mechanics and the Virginia Tech – Wake Forest School of Biomedical Engineering and
Sciences. Mr. Parrish has been a part of the Virginia Tech family since 2008. He has been
involved in community theater, serving for several years on the board of New River Stage. He
and his wife, Heather, are active in Community Life Church in Radford and also active in raising
their daughter, Willow.
Mr. Gabriel (Gabe) Cohen is a senior mechanical engineering major from Atlanta, Georgia. He
is a consumer sector analyst for SEED, the equity investment group, and will pursue his senior
design project as a member of the hybrid-electric vehicle team. Mr. Cohen was also the treasurer
of the Alpha Epsilon Pi fraternity and one of the first members of the Student Communication
Advisory Board through the Division of Student Affairs. Outside of school, he has spent two
summers in Seattle, Washington, hiking, camping, and enjoying the city as an intern for Boeing.
After graduation, Mr. Cohen is looking to pursue a career in management consulting. He is
looking forward to the challenges and opportunities as the undergraduate representative and
hopes to create a more informed student body as well as to help foster communication between
current students and alumni.
Ms. Tara Reel of Virginia Beach, Virginia, is a master’s degree student in both Urban and
Regional Planning (MURP) and Public Administration (MPA) in the School of Public and
International Affairs (SPIA). A native of West Virginia, Ms. Reel received an undergraduate
degree in Political Science from Davis and Elkins College. Prior to attending Virginia Tech, she
worked in local government for the City of Virginia Beach, serving as the assistant to the
legislative liaison for intergovernmental relations working with government at the local, state and
federal levels. At Virginia Tech, Ms. Reel has served as vice president of the Graduate Student
Assembly (GSA), president and founder of the Virginia Tech student chapter of Women in
Transportation Seminar (WTS) International, a field reporter for the award-winning “Save Our
Towns” video series, and a research assistant at the Virginia Tech Transportation Institute
(VTTI).
Board of Visitors
Meeting Dates for 2017
April 2-3, 2017
June 4-5, 2017
Sept. 10-11, 2017
Nov. 5-6, 2017
Unapproved
MINUTES
June 6, 2016
The Board of Visitors of Virginia Polytechnic Institute and State University met on
Monday, June 6, 2016, at 1:15 p.m. in Torgersen Boardroom (Room 2100), Virginia
Tech Campus, Blacksburg, Virginia.
Present
Mr. James L. Chapman, IV (Vice-Rector)
Dr. Nancy V. Dye
Mr. William D. Fairchild, III
Mr. B. Keith Fulton
Mr. Charles T. Hill
Ms. Deborah Leigh Martin Petrine (Rector)
Mr. Michael J. Quillen
Mr. Wayne H. Robinson
Dr. J. Thomas Ryan
Mr. Steve Sturgis
Mr. Dennis H. Treacy
Absent
Constituent Representatives:
Dr. Rami Dalloul, Faculty Representative
Mr. Walter D. Cook III (Dan), Staff Representative
Mr. Mohammed Seyam, Graduate Student Representative
Ms. Morgan Sykes, Undergraduate Student Representative
Also present were the following: President Timothy Sands, Dr. Montasir Abbas, Mr.
Robert Broyden, Mr. Brock Burroughs, Mr. Ralph Byers, Ms. D’Elia Chandler, Ms. Vickie
Chiocca, Mr. Gabe Cohen, Ms. Shelia Collins, Mr. Al Cooper, Mr. John Cusimano, Mr.
Brian Daniels, Ms. Wanda Dean, Dr. Karen DePauw, Dr. John Dooley, Mr. Corey
Earles, Dr. Jack Finney, Dr. Lance Franklin, Ms. Rachel Gabriele, Dr. Guru Ghosh, Ms.
Kay Heidbreder, Mr. Tim Hodge, Dr. Rachel Holloway, Ms. Elizabeth Hooper, Ms.
Angela Kates, Dr. Chris Kiwus, Dr. Paul Knox, Ms. Sharon Kurek, Ms. Sara Lane, Dr.
Theresa Mayer, Ms. Nancy Meacham, Dr. Scott Midkiff, Ms. April Myers, Ms. Kim
O’Rourke, Mr. Mark Owczarski, Mr. Alex Parrish, Dr. Patty Perillo, Mr. Charles Phlegar,
Dr. Ellen Plummer, Dr. Menah Pratt-Clarke, Mr. Chris Rahmes, Dr. Scot Ransbottom,
Dr. Thanassis Rikakis, Ms. Savita Sharma, Mr. Dwight Shelton, Ms. Tracy Vosburgh,
Dr. Sherwood Wilson, Mr. Chris Yianilos, faculty, staff, students, guests, and reporters.
*****
1
Unapproved
Rector Petrine welcomed everyone to the meeting and asked for a moment of silence to
remember Virginia Tech President Emeritus T. Marshall Hahn, Jr., who passed away on
May 29.
*****
Rector Petrine asked for a motion to approve the minutes of the March 21, 2016,
meeting as distributed. The motion was made by Mr. Chapman and seconded by Mr.
Fairchild. The minutes were approved unanimously.
**********
REPORT OF THE ACADEMIC AFFAIRS COMMITTEE
Rector Petrine called on Dr. Ryan for the report of the Academic Affairs Committee.
(Copy filed with the permanent minutes and marked Attachment A.)
*****
As part of the Academic Affairs Committee report, approval of the following resolution
was moved by Dr. Ryan, seconded by Mr. Chapman, and approved unanimously.
Resolution for Approval of the Collegiate Professor Series for
Non-Tenure-Track Instructional Faculty Members
That the resolution to approve collegiate professor series for nontenure-track instructional faculty members be approved. (Copy filed
with the permanent minutes and marked Attachment B.)
*****
As part of the Academic Affairs Committee report, approval of the following resolution
was moved by Dr. Ryan, seconded by Mr. Chapman, and approved unanimously.
Resolution to Establish an Honors College at Virginia Tech
That the resolution to create the new Honors College be approved,
effective July 1, 2016. (Copy filed with the permanent minutes and
marked Attachment C.)
**********
2
Unapproved
REPORT OF THE BUILDINGS AND GROUNDS COMMITTEE
Rector Petrine called on Mr. Fairchild for the report of the Buildings and Grounds
Committee. (Copy filed with the permanent minutes and marked Attachment D.)
*****
As part of the Buildings and Grounds Committee report, approval of the following
resolution was moved by Mr. Fairchild, seconded by Mr. Quillen, and approved
unanimously.
Resolution for Approval to Reappoint the University’s Representative to the
New River Valley Regional Water Authority
That the resolution reappointing Sherwood G. Wilson, Vice President
for Administration, as the university’s representative to the New
River Valley Regional Water Authority through June 30, 2020, be
approved.
(Copy filed with the permanent minutes and marked
Attachment E.)
*****
As part of the Buildings and Grounds Committee report, approval of the following
resolution was moved by Mr. Fairchild, seconded by Mr. Quillen, and approved
unanimously.
Resolution to Approve the Construction Procurement Approval Process for
Capital Project Delivery
That the resolution approving the Construction Procurement
Approval Process for Capital Project Delivery be approved. (Copy
filed with the permanent minutes and marked Attachment F.)
**********
REPORT OF THE FINANCE AND AUDIT COMMITTEE
Rector Petrine called on Mr. Chapman for the report of the Finance and Audit
Committee. (Copy filed with the permanent minutes and marked Attachment G.)
*****
3
Unapproved
As part of the Finance and Audit Committee report, approval of the following resolution
was moved by Mr. Chapman, seconded by Mr. Treacy, and approved unanimously.
Resolution for Approval of the 2016-2017 Staff Merit Process
That the university implement the staff compensation process as a
merit process, consistent with state authorization, effective
November 10, 2016, and subject to achievement of the revenue target
established by the state. (Copy filed with the permanent minutes and
marked Attachment H)
*****
was moved by Mr. Chapman, seconded by Mr. Robinson, and approved unanimously.
Resolution for Approval of the 2016-17 Faculty Compensation Plan
That the proposed 2016-17 Faculty Compensation Plan be approved.
(Copy filed with the permanent minutes and marked Attachment I.)
*****
was moved by Mr. Chapman, seconded by Mr. Valeiras, and approved unanimously.
Resolution for Approval of the Year-to-Date Financial Performance Report
(July 1, 2015 – March 31, 2016)
That the report of income and expenditures for the University
Division and the Cooperative Extension/Agricultural Experiment
Station Division for the period of July 1, 2015 through December 31,
2016, and the Capital Outlay report be accepted. (Copy filed with the
permanent minutes and marked Attachment J.)
*****
4
Unapproved
was moved by Mr. Chapman, seconded by Mr. Sanghani, and approved unanimously.
Resolution for Approval to Review and Approve Revisions to the
2016-2022 Six-Year Plan
That the revisions to the 2016-2022 six-year plan be approved. (Copy
filed with the permanent minutes and marked Attachment K.)
*****
Resolutions for Approval of the 2016-2017 University Budgets
a. Operating and Capital Budgets
That the proposed 2016-2017 operating and capital budgets, as
displayed on Schedules 1, 2, and 3, be approved.
b. Hotel Roanoke Conference Center Commission Budget
That the budget for The Hotel Roanoke Conference Center
Commission for 2016-2017 be approved.
was moved by Mr. Chapman, seconded by Mr. Valeiras, and approved unanimously.
c. Virginia Tech-Wake Forest University School of Biomedical Engineering
and Sciences Budget
That the 2016-2017 budget for the Virginia Tech-Wake Forest
University School of Biomedical Engineering and Sciences be
approved.
(Copies filed with the permanent minutes and marked Attachment L.)
*****
5
Unapproved
As part of the Finance and Audit Committee report, approval of the following resolutions
as a group was moved by Mr. Chapman, seconded by Mr. Hill, and approved
unanimously.
Resolution for Approval of the 2016-2017 Auxiliary Systems Budgets
a.
Dormitory and Dining Hall System Budget
b.
Electric Service System Budget
c.
University Services System Budget
d.
Athletic Facilities System Budget
That the recommended budget for fiscal year July 1, 2016, to June 30, 2017,
for the operation of the Dormitory and Dining System, Electric Service
Utility System, University Services System, and Athletic Facility System be
approved.
(Copies filed with the permanent minutes and marked Attachment M.)
*****
As part of the Finance and Audit Committee report by Mr. Chapman and with the
endorsement of the Academic Affairs Committee, the following resolution was moved by
Mr. Chapman, seconded by Dr. Ryan, and approved unanimously.
Resolution for Approval of the 2016-2017 Pratt Fund Budgets
That the proposed 2016-2017 allocation and use of Pratt Funds be
approved.
(Copy filed with the permanent minutes and marked
Attachment N.)
*****
As part of the Finance and Audit Committee report by Mr. Chapman, the following
resolution was moved by Mr. Chapman, seconded by Mr. Treacy, and approved
unanimously.
Resolution to Reappoint the University Commissioner to the
Hotel Roanoke Conference Center Commission
That the resolution for the appointment of the Vice President for
Finance and Chief Financial Officer as the university’s representative
on the Hotel Roanoke Conference Center Commission be approved.
(Copy filed with the permanent minutes and marked Attachment O.)
6
Unapproved
*****
As part of the Finance and Audit Committee report by Mr. Chapman, the following
resolution was moved by Mr. Chapman, seconded by Mr. Valeiras, and approved
unanimously.
Resolution for Approval of Revisions to and Renewal of
Related Corporation Affiliation Agreements
• Virginia Tech Alumni Association, Inc.
• Virginia Tech Athletic Fund, Inc.
• Virginia Tech Corps of Cadets Alumni, Inc.
• Virginia Tech Foundation, Inc.
• Virginia Tech Intellectual Properties, Inc.
• Virginia Tech Services, Inc.
• Virginia Tech Applied Research Corporation, Inc.
• Virginia Tech Innovation Corporation, Inc. (formerly VT
Technology Services and Operations Corporation)
That the affiliation agreements listed above be revised according to
the attached template and extended for a four-year period,
terminating on June 30, 2020. (Copy filed with the permanent minutes
and marked Attachment P.)
*****
As part of the Finance and Audit Committee report by Mr. Chapman and with the
endorsement of the Buildings and Grounds Committee, the following resolution was
moved by Mr. Chapman, seconded by Mr. Fairchild, and approved unanimously.
Resolution for Approval to Plan Renovations of
Undergraduate Science Laboratories
That the resolution authorizing Virginia Tech to plan the Renovations
of Undergraduate Science Laboratories be approved. (Copy filed with
the permanent minutes and marked Attachment Q.)
**********
REPORT OF THE RESEARCH COMMITTEE
Rector Petrine called on Mr. Treacy for the report of the Research Committee. Mr.
Treacy reported that due to the BOV Information Session exceeding the allotted time on
Sunday, June 5, 2016, the Research Committee was unable to meet as scheduled. The
agenda items will be carried over to the August 2016 meeting.
7
Unapproved
Recounting the presentations and tours for the Board on Sunday at the Virginia Tech
Carilion School of Medicine and Research Institute, Mr. Treacy commented that they
epitomized the concept of the “VT-shaped student” and the Board was very impressed.
Mr. Treacy represented the Board on a trip to Ethiopia in December 2015 with a group
of researchers from Virginia Tech and partner universities. He commended the
research teams at Virginia Tech on their amazing work, in this case on integrated pest
management in Africa and Asia. Rector Petrine thanked Mr. Treacy for representing the
Board on the trip.
**********
REPORT OF THE STUDENT AFFAIRS AND ATHLETICS COMMITTEE
Rector Petrine called on Mr. Robinson for the report of the Student Affairs and Athletics
Committee. (Copy filed with the permanent minutes and marked Attachment R.)
Mr. Sturgis provided copies of Virginia Agriculture, 2016-2017: VA Agriculture Facts and
Figures, and brief information sheet entitled, “An Initiative to Upgrade Field and
Laboratory Equipment and Develop Smart Technologies at Agricultural Research and
Extension Centers (AREC) to Enhance the Economic Impacts of Virginia’s Agricultural
Industry.” Agriculture is Virginia’s largest private industry and has an economic impact
of $52 billion annually and provides nearly 311,000 jobs in the Commonwealth. The
industries of agriculture and forestry together have a total economic impact of $70 billion
and provide nearly 415,000 jobs in Virginia’s economy. There is a need for ARECs in
the state. An independent external review of ARECs in November 2014, conducted by
an expert group of six faculty and administrators from four states indicated that our
“…ARECs are the gems of agriculture in Virginia, but infrastructure may not be keeping
up with the times” and that “…lack of state-of-the-art technology and poor facilities are
hampering our ability to meet the needs of the stackholders.”
Dr. Rikakis reported that he is engaged in discussions with the deans of the three
colleges having 229 funding--Virginia-Maryland Regional College of Veterinary
Medicine, College of Agriculture and Life Sciences, and College of Natural Resources
and Environment--who are heading up an effort along with several BOV members and
Dwight Shelton to develop a strategic plan for moving the Cooperative Extension/
Agricultural Experiment Station Division into the 21st century.
***********
PRESIDENT’S REPORT
President Sands informed the Board that there were no Research and Development
Disclosures to report.
*****
8
Unapproved
A copy of President Sands’ remarks to the Board of Visitors is filed with the
permanent minutes and marked Attachment S.
*****
President Sands introduced the video, “Black Alumni Reunion – Pioneering First
Women,” and called on Mr. Robinson to comment on the Black Alumni Reunion that
was held in April; it was attended by more than 430 alumni spanning six decades.
*****
As part of the president’s report by President Sands, the following resolution was
moved by Mr. Chapman, seconded by Dr. Ryan, and approved unanimously.
Resolution to Revise the University Policy on Commemorative Tributes
(Policy #12005)
That the resolution adopting Revision 5 of the University Policy on
Commemorative Tributes (Policy #12005) be approved, effective
immediately. (Copy filed with the permanent minutes and marked
Attachment T.)
**********
Constituent Reports (no action required)
Undergraduate Student Representative to the Board – Ms. Morgan Sykes
Graduate Student Representative to the Board – Mr. Mohammed Seyam
Staff Representative to the Board – Mr. Dan Cook
Faculty Representative to the Board – Dr. Rami Dalloul
(Copies filed with the permanent minutes and marked Attachment U.)
Following each report, Rector Petrine presented each representative with a certificate of
appreciation.
**********
9
Unapproved
Motion to Begin Closed Session
Mr. Chapman moved that the Board convene in a closed meeting, pursuant to § 2.23711, Code of Virginia, as amended, for the purposes of discussing:
1. Appointment of faculty to Emeritus status, the consideration of individual salaries of
faculty, consideration of Endowed Professors, review of departments where specific
individuals’ performance will be discussed, and consideration of personnel changes
including appointments, resignations, tenure, and salary adjustments of specific
employees and faculty leave approvals.
2. The status of current litigation and briefing on actual or probable litigation.
3. Special Awards.
all pursuant to the following subparts of 2.2-3711 (A), Code of Virginia, as amended,
.1, .7, and .10
The motion was seconded by Mr. Robinson and passed unanimously.
10
Unapproved
Motion to Return to Open Session
Following the Closed Session, members of the media, students, and the public were
invited to return to the meeting. Rector Petrine called the meeting to order and asked
Mr. Chapman to make the motion to return to open session.
Mr. Chapman made the following motion:
WHEREAS, the Board of Visitors of Virginia Polytechnic Institute and
State University has convened a closed meeting on this date pursuant to
an affirmative recorded vote and in accordance with the provision of The
Virginia Freedom of Information Act; and
WHEREAS, Section 2.2-3712 of the Code of Virginia requires a
certification by the Board of Visitors that such closed meeting was
conducted in conformity with Virginia law;
NOW, THEREFORE, BE IT RESOLVED that the Board of Visitors of
Virginia Polytechnic Institute and State University hereby certifies that, to
the best of each member's knowledge: (i) only public business matters
lawfully exempted from open meeting requirements by Virginia law were
discussed in the closed meeting to which this certification resolution
applies, and (ii) only such public business matters as were identified in the
motion convening the closed meeting were heard, discussed, or
considered by the Board of Visitors.
The motion was seconded by Mr. Sturgis and passed unanimously.
******
Upon motion by Mr. Chapman and second by Mr. Quillen, approval was given to the
resolution to Name a University Facility as considered in Closed Session. (Copy filed
with the permanent minutes and marked Attachment V.)
*****
Upon motion by Dr. Ryan and second by Mr. Quillen, approval was given to the
resolutions for approval of Emeritus status (7) as considered in Closed Session.
(Copies filed with the permanent minutes and marked Attachment W.)
*****
Upon motion by Dr. Ryan and second by Mr. Valeiras, approval was given to the
resolutions for appointments to Endowed Chairs, Professorships, and Fellowships
(12) as considered in Closed Session. (Copies filed with the permanent minutes and
marked Attachment X.)
11
Unapproved
*****
Upon motion by Dr. Ryan and second by Mr. Quillen, approval was given to the
resolution for approval of the 2016-2017 Promotion, Tenure, and Continued
Appointment Program (86) as considered in Closed Session. This item was reviewed
by the Finance & Audit and Academic Affairs Committees. (Copy filed with the
permanent minutes and marked Attachment Y.)
*****
Upon motion by Mr. Chapman and second by Mr. Valeiras, approval was given to the
resolution for ratification of the Personnel Changes Report as considered in Closed
Session. This item was reviewed by the Finance & Audit and Academic Affairs
Committees. (Copy filed with the permanent minutes and marked Attachment Z.)
*****
Litigation Report
No Action Required
*****
Election of Officers for 2016-2017
Rector Petrine thanked Nancy Dye, William Fairchild, and B. K. Fulton for their service
on the Board as their terms come to an end.
She then called on Mr. Hill for a report of the Nominating Committee for officers of the
Board. On behalf of the Nominating Committee, which Mr. Hill chaired and which also
included Dr. Ryan and Mr. Sanghani, Mr. Hill presented the following nominees:
Rector:
Mr. James L. Chapman, IV
Vice Rector: Mr. Dennis H. Treacy
Secretary:
Ms. Kim O’Rourke
Additional nominations were invited from the floor. There being no additional
nominations, a motion was made to close nominations; the motion was seconded and
passed. Mr. Ryan made a motion for approval of the nominees presented. The motion
was seconded by Mr. Quillen and passed.
12
Unapproved
*****
Rector Petrine expressed her gratitude for the opportunity to serve as Rector of the
Board for the past two years. She was humbled by the honor and looks forward to
continuing to serve on the Board for three more years. On behalf of the university,
President Sands thanked Rector Petrine for her service and presented the gavel to her.
*****
President Sands then shared some remembrances of President Emeritus Hahn.
Following a motion by Mr. Chapman and second by Mr. Fairchild, the meeting was
adjourned at 3:49 p.m.
*****
The date of the next regular meeting is August 28-29, 2016, in Blacksburg, Virginia.
________________________
Deborah Petrine, Rector
________________________
Kim O'Rourke, Secretary
13
Closed Session Agenda
ACADEMIC AFFAIRS COMMITTEE
Closed Session
Inn at Virginia Tech and Skelton Conference Center
Drillfield Conference Room
8:30 – 9:00 a.m.
August 29, 2016
Closed Session
Reporting Responsibility
1.
Motion to begin Closed Session
*2.
Resolutions to Approve Appointments to Emeritus Status (8)
J. Finney
*3.
Resolution to Approve Honorary Title (1)
J. Finney
*4.
Resolutions to Approve Appointments to Endowed Chairs,
Professorships, or Fellowships (7)
J. Finney
*5.
Resolution to Approve Faculty Research Leave (1)
J. Finney
*6.
Resolution to Approve National Distinction Salary Adjustments
J. Finney
*7.
Ratification of Faculty Personnel Changes Report
J. Finney
8.
Motion to return to Open Session
________________________
*Requires Full Board Approval
T. Ryan
T. Ryan
Closed Session Briefing Report
August 29, 2016
Closed Session
1.
Motion to begin Closed Session
*2.
Resolutions to Approve Appointments to Emeritus Status (8)
T. Ryan
J. Finney
The committee will consider eight resolutions for appointments to
emeritus status.
*3.
Resolutions to Approve Honorary Title (1)
J. Finney
The committee will consider a resolution to confer honorary founding
dean title on an emeritus faculty.
*4.
Resolutions to Approve Appointments to Endowed Chairs,
Professorships, or Fellowships (7)
J. Finney
The committee will consider seven resolutions for appointments to
endowed professorships.
*5.
Resolution to Approve Faculty Research Leave (1)
J. Finney
The committee will consider a resolution to approve one request for
faculty research leave.
*6.
Resolution to Approve National Distinction Salary Adjustments
J. Finney
The committee will consider a resolution to approve salary
adjustments for faculty with demonstrated national distinction and
exceptional performance in their role.
*7.
Ratification of Faculty Personnel Changes Report
J. Finney
The Faculty Personnel Changes Report is a joint report of the
Academic Affairs and Finance and Audit committees. The report
includes new appointments and adjustments in salaries for faculty
through the quarter ending June 30, 2016.
8.
Motion to return to Open Session
_______________________
T. Ryan
Open Session Agenda
Committee Breakfast
Old Guard Room at Preston’s
The Inn at Virginia Tech and Skelton Conference Center
7:15 – 8:15 a.m.
Inn at Virginia Tech and Skelton Conference Center
Drillfield Conference Room
9:00 – 11:30 a.m.
August 29, 2016
Open Session
1.
Welcome and Introductory Remarks
T. Ryan
2.
Review of 2015-16 Academic Affairs Committee
Accomplishments
T. Ryan
3.
Approval of the June 6, 2016 Minutes
T. Ryan
4.
Report of Closed Session Action Items
T. Ryan
5.
Provost’s Update
6.
Academic Administration
*a) Resolution of Intent to Acquire and Integrate the
Virginia Tech Carilion School of Medicine
b) Report of Endowed Chairs, Professorships,
or Fellowships Reappointments (3)
*c) Resolution to Ratify 2016-17 Faculty Handbook
7.
T. Rikakis
M. Friedlander
J. Finney
J. Finney
Academic Affairs
a) Update on Bachelor of Science Degree in Computational
Modeling and Data Analytics
b) Update on Bachelor of Science Degree in Neuroscience
_______________________
M. Embree
H. Sontheimer
Open Session Briefing Report
August 29, 2016
Open Session
1.
Welcome and Introductory Remarks
T. Ryan
Tom Ryan, chair of the academic affairs committee, will provide
opening remarks.
2.
Review of 2015-16 Academic Affairs Committee
Accomplishments
T. Ryan
Each fall, the committee reviews its accomplishments from the
previous year and discusses priorities for the upcoming year.
3.
Approval of the June 6, 2016 Minutes
T. Ryan
The committee will consider approval of the minutes of its June 6,
2016 meeting.
4.
Report of Closed Session Action Items
T. Ryan
Tom Ryan will report on actions taken during the Closed Session of
the Academic Affairs committee meeting including eight appointments
to emeritus status, 7 appointments to endowed professorships, one
faculty research leave, and the ratification of the faculty personnel
changes report.
5.
Provost’s Update
T. Rikakis
Thanassis Rikakis, executive vice president and provost, will update
the committee on matters pertaining to academic affairs.
6.
Academic Administration
*a) Resolution of Intent to Acquire and Integrate the
Virginia Tech Carilion School of Medicine
M. Friedlander
Michael Friedlander, vice president for health sciences and
technology, will present a resolution expressing intent to acquire
and integrate the Virginia Tech Carilion School of Medicine into
Virginia Tech.
b) Report of Endowed Chairs, Professorships,
or Fellowships Reappointments (3)
J. Finney
The committee will be updated on three reappointments to
endowed professorships during the quarter ending June 30,
2016.
*c) Resolution to Ratify 2016-17 Faculty Handbook
J. Finney
Jack Finney, vice provost for faculty affairs, will present to the
committee a resolution to ratify the 2016-2017 Faculty Handbook.
7.
Academic Affairs
a) Update on Bachelor of Science Degree in Computational
Modeling and Data Analytics
M. Embree
Dr. Mark Embree, professor of mathematics and leader of the
Computational Modeling and Data Analytics division, will report
on the progress of the undergraduate B.S. degree in
computational modeling and data analytics approved by the
board in 2014.
b) Update on Bachelor of Science Degree in Neuroscience
H. Sontheimer
Dr. Harald Sontheimer, executive director of the School of
Neuroscience, will report on the progress of the undergraduate
B.S. degree in neuroscience approved by the board in 2014.
________________________
Academic Affairs General Report
of August 29, 2016
will be presented at
Monday’s meeting of the Board
RESOLUTION EXPRESSING THE INTENT TO ACQUIRE AND INTEGRATE THE
VIRGINIA TECH CARILION SCHOOL OF MEDICINE INTO VIRGINIA POLYTECHNIC
INSTITUTE AND STATE UNIVERSITY
WHEREAS, Virginia Polytechnic Institute and State University (“Virginia Tech”) and
Carilion Clinic have a long history of collaborative research and the development of
programs that are beneficial to both parties, as well as a history of strengthening the
state, local and surrounding Southwest Virginia economies with increased research
funding and private investment, and
WHEREAS, as part of Virginia Tech and Carilion Clinic’s collaborative work, the parties
entered into a public-private partnership detailed in an agreement memorialized in
writing effective May 8, 2008, and updated June 22, 2011, and
WHEREAS, pursuant to that agreement, the parties established a medical school titled
the Virginia Tech Carilion School of Medicine, to assist in the alleviation of the shortage
of physician specialists in the Southwest Virginia region, and
WHEREAS, as part of said agreement the parties agreed to the creation of a biomedical
research institute titled the Virginia Tech Carilion Research Institute, and
WHEREAS, the parties determined that the affiliated medical school and research
institute would strengthen the state, local and surrounding Southwest Virginia
economies with increased research funding, private investment, enhanced medical
education opportunities, and improved patient care to our communities, and
WHEREAS, consistent with the Virginia Tech Plan for a New Horizon, biomedical
education and research are areas of special interest for the continued growth of Virginia
Tech, and
WHEREAS, the next evolution in strengthening the medical school and enhancing the
ability of the Virginia Tech Carilion Research Institute to work with talented medical
students in common research problems is to incorporate the Virginia Tech Carilion
School of Medicine into Virginia Tech, and
WHEREAS, Carilion Clinic leadership has expressed strong interest in the incorporation
of the Virginia Tech Carilion School of Medicine into Virginia Tech; and
WHEREAS, the future incorporation of the Virginia Tech Carilion School of Medicine
into Virginia Tech will require notification, review, and approval by the Southern
Association of Colleges and Schools Commission on Colleges (SACSCOC), the State
Council on Higher Education in Virginia (SCHEV), the Virginia Tech Board of Visitors,
the Carilion Clinic Board of Directors, and the Virginia Tech Carilion School of Medicine
Board of Directors, and other accrediting or regulatory bodies, as required;
NOW, THEREFORE, be it resolved that, subject to the concurrence of the Virginia Tech
Carilion School of Medicine Board and the Carilion Clinic Board, the Virginia Tech
Board of Visitors expresses its desire to acquire and integrate the Virginia Tech Carilion
School of Medicine into Virginia Tech consistent with the policies and procedures of
SACSCOC and other accrediting and regulatory bodies.
RECOMMENDATION:
That the resolution expressing the intent to acquire and integrate the Virginia Tech
Carilion School of Medicine into Virginia Tech be approved.
August 29, 2016
RESOLUTION TO RATIFY THE 2016-17 FACULTY HANDBOOK
Documents included:
1. Resolution to ratify the 2016-17 faculty handbook.
2. Table of revisions made to faculty handbook.
3. Redlined version of changes to faculty handbook.
RESOLUTION TO RATIFY THE 2016-17 FACULTY HANDBOOK
WHEREAS, the Faculty Handbook is the record for policies pertaining to all types of
faculty employees; and
WHEREAS, the oversight of policies governing all types of faculty employees at the
university is the responsibility of the Board of Visitors; and
WHEREAS, the Faculty Handbook is revised annually to incorporate editorial updates,
new or amended policies; and
WHEREAS, to ensure that the Faculty Handbook reflects the policies passed by the
board and that any changes to the handbook are appropriate and accurate, the board
annually reviews and ratifies a revised edition of the Faculty Handbook;
NOW, THEREFORE, BE IT RESOLVED that the Virginia Tech Board of Visitors hereby
ratifies the August 29, 2016 version of the Faculty Handbook that incorporates the
revisions summarized in the attachment.
RECOMMENDATION:
That the 2016-17 Faculty Handbook be ratified.
August 29, 2016
2016 - 2017 Faculty Handbook Revisions
Global Changes
COVER PAGE
Section No.
Cover Page
Section Name
1. Department of HR is now Human Resources.
2. Purchasing is now Procurement.
3. Office for Equity and Access has become Office of Equity and Accessibility.
4. Vice President for Administrative Services has become Vice President for Administration.
1. To reflect departmental name change
4. To reflect title change
Revision
1. New EO/AA statement
Source
1. Per resolution approved by BOV, 11/09/15
2. New language replaces, “Anyone having concerns . . .,”
CHAPTER ONE: MISSION AND GOVERNANCE OF THE UNIVERSITY
Section No.
Section Name
Revision
Governance Structure
1.2.1
1. Table updated.
Board of Visitors
1.2.2
1. Changes made to second paragraph
University Committees
1. Honor System Review Board became Honor Council.
Source
1. For clarity and consistency.
1. For consistency with BOV Bylaws, Article I,
Section 5.
1.3.4
1.3.5
Graduate Student Assembly
Faculty Senate
2. University Curriculum Committee for Liberal Education became University Curriculum
Committee for General Education.
1. Revisions to the functions of GSA.
1. Added, “collegiate professor series.”
2. Per resolution approved by University
Council 10/5/15.
1. Per GSA constitution revised 4/7/16.
1.4.1
President
1. Updates to functions
1.4.2
Executive Vice President and
Provost
1.5.4
Dean of Honors College
1.5.5
Director of Virginia Cooperative
Extension
1.2.7
1. To be consistent with BOV Bylaws, Article
II, Section 1.
2. Added, “The director of internal audit has a dual reporting line to the president and the Board of V2. Consistent with President’s organizational
chart, and included at the request of the
President’s Office.
1. Revised list of those who report to provost.
1. Per Provost organizational chart
2. Change executive director of Virginia Tech Carilion Research Institute to “vice president of
2. To reflect title change
health sciences and technology and executive director of the Virginia Tech Carilion Research
Institute”
1. New section added
1. Per resolution establishing Honors College
approved by BOV, 6/6/16
1. Section number changed.
1. Updated to account for new section 1.5.4
being added.
1
CHAPTER TWO: EMPLOYMENT POLICIES AND PROCEDURES FOR ALL FACULTY
Section No.
Section Name
Revision
Faculty Definitions
2.2
1. “Collegiate” faculty becomes “college” faculty.
2.3.1
The Collegiate College Faculty
Source
1. To avoid confusion with new collegiate
professor series approved by BOV, 3/21/16
2. Added collegiate professor series to paragraph on non-tenure instructional ranks.
2. Per resolution establishing collegiate
2. Added collegiate professor ranks.
2.3.2
University Libraries Faculty
2.3.3
Virginia Cooperative Extension
Faculty
2.3.4
Administrative and Professional
Faculty
1. “Collegiate” faculty becomes “college” faculty
2.3.7.1
Leadership of the Faculty of Health
1. New title and job responsibilities for associate vice provost of health sciences.
Sciences
Types of Appointments to the Faculty 1. “Associate provost for health sciences” changed to “vice president for health sciences and
of Health Sciences
technology”.
1. To reflect change to title and
responsibilities.
2. To reflect change to title
2.5
General Procedures for Searches
1. Updated with new EO/AA statement
2.5.1
Faculty Search Procedures
1. For consistency with language in Chapter
3.
2.5.7
Conviction and Driving Record
Investigation
Faculty Credentialing Guidelines
1. Language added: “The provost must approve any offer with tenure. Refer to chapter three,
‘Procedures for Faculty
Appointments with Tenure.’”
1. Replaced “criminal background” with “conviction,” replace “checks” with “investigations.”
1. Updated credential guidelines as they appear on the provost’s faculty credentials website.
2.3.7.2
2.5.10
1. For consistency with Policy 4060
2.6.6
University-Sponsored Applications
for Permanent Residency
1. Added collegiate professor ranks.
2.7.4
Campus and Workplace Violence
Prevention
1. Text added
2.7.7
Policy on Anti-Discrimination and
Harassment Prevention
1. New EO/AA statement.
1. For consistency with “Weapons on
Campus Regulation” approved by the BOV
on 3/26/12.
2.7.9.1
Privacy of Electronic
Communications
2.9
Leave
2. Updates to language.
1. Edited and added language.
1. “Collegiate” faculty becomes “college” faculty
2. Per Policy 1025 revised 11/09/15
1. For clarity and consistency with Policy
7035 (revised 1/9/15) and Policy 7010
(revised 3/14/16)
2
2.12.2
Reduction in Force
1. “Collegiate” faculties becomes “college” faculties.
2.14.1
Consulting Activities
1. Added references to fourth bullet: “university resources and facilities are not involved (except as 1. For clarity
described in University Policy 5000 . . . and in chapter two, ‘Use of University Facilities’).
2.16.4.1
Disclosure of External Activities
1. Changes to third paragraph.
2.16.4.2
Disclosure of Potential Conflicts of
Interest
Virginia Statement of Economic
Interest
1. Revisions to language.
2.16.4.4
Management of Potential Conflicts
2.16.5
Compliance
2.16.7
Definitions
1. Language throughout Policy 13010 uses “university” conflict of interest officer rather than
“designated” conflict of interest officer.
2.19
Use of University Facilities
2.16.4.3
2.19.1
Required Use of Continuing and
Professional Education Program
2. Associate vice president for facilities services has become associate vice president and chief
facilities officer.
3. Revision to departments.
1. For consistency with Policy 13010, revised
8/31/15.
8/31/15.
8/31/15.
8/31/15.
8/31/15.
8/31/15.
1. For consistency with Policy 6362.
2.To reflect title change
3.For consistency with Policy 5000 revised
7/30/15
1. For consistency with Policy 6362.
3
CHAPTER THREE: EMPLOYMENT POLICIES AND PROCEDURES FOR TENURED AND TENURE-TRACK FACULTY
Section No.
Section Name
Revision
University Distinguished Professor
3.2.3
1. At the same time they may freely decide to teach . . .” changed to “At the same time they are
encouraged to teach . . .”
Promotion Consideration and
3.4.5.4
Decision
3.5.5
Periodic Review
1. Added dean of the Honors College to section title and text.
3.7.2
The Formal Grievance Procedure
3.8
3.9
Study-Research Leave
Research Assignment
1. Added “dean, department head”
1. Added “dean, department head”
Source
1. For consistency with UDP appointment
letter language.
1. For consistency with procedures.
1. For consistency with procedures.
4
CHAPTER FOUR: EMPLOYMENT POLICIES AND PROCEDURES FOR FACULTY WITH CONTINUED APPOINTMENT OR ON CONTINUED-APPOINTMENT TRACK
Section No.
Section Name
Revision
Source
University Libraries Faculty
4.1
4.2
Virginia Cooperative Extension
Faculty
4.5.4
Evaluation Procedures for Promotion 1. “Collegiate” faculty becomes “college” faculty.
and Continued Appointment
4.6.5
Periodic Review
1. Added “dean of the Honors College” to section title and text.
4.12
Consulting Activities for Virginia
Cooperative Extension Faculty
1. Added language.
1. For consistency with section 2.16.4.2
CHAPTER FIVE: EMPLOYMENT POLICIES AND PROCEDURES FOR NON-TENURE-TRACK INSTRUCTIONAL FACULTY
Section No.
Section Name
Revision
Clinical Faculty Ranks
5.1.5
5.1.6
Collegiate Professor Ranks
1. New series of faculty effective 7/01/16.
5.1.7
Instructor Faculty Ranks
1. Section number changed.
5.2.4
Promotion Guidelines for NonTenure-Track Faculty Appointments
1. Paragraph 5: added “associate and full collegiate professors.”
5.4
Participation in Governance
1. Paragraph 2: added “collegiate professor.”
5.7.2
The Formal Grievance Procedure
Source
1. Per resolution approved by BOV 6/6/16
1. To account for addition of section to
chapter.
5
CHAPTER SIX: EMPLOYMENT POLICIES AND PROCEDURES FOR RESEARCH FACULTY
Section No.
Section Name
Revision
Merit and Special Adjustments
6.12
1. Paragraph 1: added “in the case of regular research faculty members.”
2. Paragraph 2: added “the support of”
6.13
Reappointment
6.16
Instructional Responsibilities for
Research Faculty Members
1. Paragraph 2: Removed “are typically reappointed on a cycle coinciding with the merit
adjustment. Reappointments may be for one or more years. Since faculty members on regular
appointments “
1. Added final paragraph, which is a reference to the faculty credentialing guidelines.
CHAPTER SEVEN: EMPLOYMENT POLICIES AND PROCEDURES FOR ADMINISTRATIVE AND PROFESSIONAL FACULTY
Section No.
Section Name
Revision
Standard Faculty Rank
7.1.2
1. Change “collegiate or extra collegiate faculty” to “college” faculty.
7.6.5
Imposition of Sanctions Other Than
Dismissal
1. Reformatted text into numbered list.
CHAPTER EIGHT: EMPLOYMENT POLICIES AND PROCEDURES FOR GRADUATE ASSISTANTS
Section No.
Section Name
Revision
NO REVISIONS TO THIS CHAPTER
Source
1. For clarity and consistency with
procedures.
procedures.
procedures.
1. For consistency.
Source
1. For clarity
Source
6
CHAPTER NINE: INSTRUCTION-RELATED POLICIES
Section No.
Section Name
Revision
Independent Study and
9.1.2
1. Revision to language.
9.3.1
Undergraduate Research
Drop-Add Period
1. Removed “of the part of the term”, changed “second” to “first”, and removed “part of”
9.5
9.6.6
Grading Systems
Grade Adjustments for
Undergraduate Honor Suspects
1. Revised to add “by the instructor”
9.8
The Undergraduate Honor System
9.8.1
Undergraduate Offenses and Honor
Code Sanctions
9.8.2
Definitions of Academic Misconduct
9.8.3
Faculty Participation
9.8.4
The Honor Code Pledge
9.8.5
Course Syllabi
9.15
Faculty Awards
1. Research and outreach added those to the title and text.
2. Addition of “Academy of Faculty Leadership”
Source
1. Per CUSP resolution 2015-16O, approved
by University Council on 5/02/16
1. For clarity and consistency with current
policy.
1. For consistency with Section 9.6.7.
1. For consistency with resolution to adopt a
new undergraduate honor code, approved by
the BOV on 3/21/16.
the BOV on 3/21/16.
the BOV on 3/21/16.
the BOV on 3/21/16.
the BOV on 3/21/16.
the BOV on 3/21/16.
the BOV on 3/21/16.
2. Per resolution approved by University
Council 12/7/16
7
CHAPTER TEN: RESEARCH, CREATIVE, AND SCHOLARLY ACTIVITES
Section No.
Section Name
Revision
Sponsored Research
10.1.3
1. Added, “dean’s office. . .”
Research Involving Human Subjects, 1. 45CFR46 replaced with “Code of Federal Regulations title 45, part 46” (copy in supporting
10.1.7
Animal Subjects, and Biohazardous documents); NIH replaced with “National Institutes of Health”; APHIS replaced with “Agriculture,
Agents
Animal, and Plant Health Inspection Service”
Activities Covered
10.2.2
1. Paragraph 1 revisions to language.
CHAPTER ELEVEN: FACULTY BENEFITS PROGRAM
Section No.
Section Name
Revision
Group Life Insurance
11.1.1
11.1.3
Faculty Retirement
11.1.3.1
The Virginia Retirement System
11.1.3.3
Virginia Retirement System
Retirement Plans 1 and 2
1. Removed section.
11.2.3
Health Insurance
11.2.11
Legal Resources
11.2.13
Aflac
CHAPTER TWELVE: FACULTY PREPAREDNESS
Section No.
Section Name
Revision
NO REVISIONS TO THIS CHAPTER
Source
1. For clarity and consistency with federal
policy and regulations.
1. For consistency with Policy 13020
revised 8/16/15 and approved by the Board of
Visitors.
Source
1. For consistency with federal and state
policies and regulations.
Source
8
Joint Open Session Agenda
STUDENT AFFAIRS AND ATHLETICS COMMITTEE
AND BUILDINGS AND GROUNDS COMMITTEE
Solitude Room, The Inn at Virginia Tech and Skelton Conference Center
9:30 a.m.
August 29, 2016
Agenda Item
1. Welcome and Introductions
2. Long-Range Planning for Student Affairs
Learning Environments
Reporting
Responsibility
Mr. Mehul Sanghani
Mr. Chris Wise
Briefing Report
August 29, 2016
Joint Open Session
1. Welcome and Introductions: Mr. Mehul Sanghani, chair of the student affairs and athletics
committee, will offer a brief welcome to the building and grounds committee and allow for
introductions.
2. Long-Range Planning for Student Affairs Learning Environments: Mr. Chris Wise,
assistant vice president for student affairs, will offer a continuation on the prior student affairs
facility inventory presentation with information on the division’s long-range planning and
progress towards quality learning environments.
1
Open Session Agenda
BUILDINGS AND GROUNDS COMMITTEE
7:30 a.m. Bus departs from the Inn for the Tour
(meet in lobby 5 minutes before departure)
Solitude Room, The Inn at Virginia Tech
10:00 a.m. – 11:15 a.m.
August 29, 2016
Agenda Item
Reporting
Responsibility
1.
Tour of the New River Valley Regional 911 Emergency
Communications Center and the Classroom Building
2.
Opening Remarks and Approval of Minutes of the June 6,
2016 Meeting
Mr. Mike Quillen
* 3.
Resolution for Multi-Modal Transit Facility Easement
Dr. Chris Kiwus
* 4.
Resolution on Demolition of University Building - Monteith
Hall
Mr. Jason Soileau
* 5.
Resolution on Demolition of University Building - Thomas
Hall
Mr. Jason Soileau
* 6.
Resolution on Demolition of University Building - Oil
Storage Pump House
Mr. Jason Soileau
7.
Design Preview for O’Shaughnessy Hall Renovation and
Addition
Mr. Jason Soileau
8.
Design Preview for Baseball Facilities Improvements
Mr. Jason Soileau
9.
Capital Project Status Report
Dr. Chris Kiwus
* Requires full Board approval.
Briefing Report
BUILDINGS AND GROUNDS COMMITTEE
August 29, 2016
Open Session
1. Tour of the New River Valley Regional 911 Emergency Communications Center
and the Classroom Building: The Committee will tour the New River Valley
Regional 911 Emergency Communications Center and the Classroom Building.
2. Opening Remarks and Approval of Minutes of the June 6, 2016 Meeting: The
Committee will review for approval the minutes of the June 6, 2016 meeting.
* 3. Resolution for Multi-Modal Transit Facility Easement: The Committee will review
for approval a resolution authorizing the university to execute a Deed of Easement to
the Town of Blacksburg to allow for the development of a new Multi-Modal Transit
Facility that will encompass approximately 6.282 acres on Perry Street in front of, and
adjacent to, the Perry Street Parking Garage on the main campus of the university.
* 4. Resolution on Demolition of University Building – Monteith Hall: The Committee
will review for approval a resolution authorizing the demolition of Monteith Hall,
Building Number 0008, which is a 35,960 gross square foot (GSF) residence hall on
university property located in the Upper Quad district. The building was previously
used as a student residence hall, and will be unoccupied upon completion and
opening of the replacement Brodie Hall residence facility. The building is in generally
poor condition and is uneconomical to repair.
* 5. Resolution on Demolition of University Building – Thomas Hall: The Committee
will review for approval a resolution authorizing the demolition of Thomas Hall,
Building Number 0012, which is a 37,775 gross square foot (GSF) residence hall on
university property located in the Upper Quad district. The building was previously
used as a student residence hall, and will be unoccupied upon completion and
opening of the replacement Brodie Hall residence facility. The building is in generally
poor condition and is uneconomical to repair.
* 6. Resolution on Demolition of University Building – Oil Storage Pump House:
The Committee will review for approval a resolution authorizing the demolition of the
Oil Storage Pump House, Building Number 0205, which is a 566 gross square foot
(GSF) structure located on university property along Stanger Street near the Power
Plant in Blacksburg, Virginia. This building is currently used to house pumping
equipment connected to underground fuel storage tanks. The building needs to be
demolished to facilitate removal of the underground fuel storage tanks beneath the
building, which are slated for demolition and replacement.
1
7. Design Preview for O’Shaughnessy Hall Renovation and Addition: The
Committee will preview for approval the design graphics for the renovation and
addition of O’Shaughnessy Residence Hall. Built in 1969, the 69,211 gross square
foot (GSF) residence hall is a traditional dormitory with 175 double occupancy rooms
and community (hall) bathrooms. Renovation and conversion will reduce the total
number of beds by 15 to 335 beds. The renovation will also upgrade and refurbish
student rooms, bathrooms, and common spaces throughout the hall, and will upgrade
building systems including the installation of air conditioning. The transformation of
the ground floor will convert the traditional residence hall into a living-learning
community, including a core public area and north wing community spaces. To create
an open and light-filled entry lobby, the existing front stair will be removed and a new
glass enclosed stair will be constructed on the courtyard side. On each floor, this
glass enclosed stair addition will replace a dorm room and will open onto a
collaborative commons on each floor.
8. Design Preview for Baseball Facilities Improvements: The Committee will
preview for approval the design graphics for the renovation and expansion of the
Union Park and English Field baseball facilities. The existing press box/concession
building and grandstand seating will be demolished and a new 38,760 gross square
foot (GSF) ball park facility will be constructed, and will connect to the existing English
Field and the existing left field terrace seating. Primary functions in the ball park
building will include a ground level hospitality concourse with merchandizing and
food/beverage concessions, a 1,226-seat covered grandstand, three terraced
hospitality decks with flexible covered seating, and an open picnic area flanking right
field. The ball park building’s upper level will include a hospitality concourse linking
spaces for press, coaches, scorers and statisticians, as well as four VIP Suites that
can also be combined into one suite. A partial lower level beneath the hospitality
decks will provide an umpire’s dressing room and field equipment storage space.
9. Capital Project Status Report: The Committee will receive an update on the status
of all capital projects.
*Requires full Board approval.
2
Open Joint Session Agenda
FINANCE AND AUDIT COMMITTEE
Duck Pond Room, The Inn at Virginia Tech
11:15 a.m. – 11:30 a.m.
August 29, 2016
Agenda Item
Reporting
Responsibility
* 1.
Approval of Resolution for Capital Project for Construction
of Baseball Improvements
Mr. Dwight Shelton
Dr. Sherwood Wilson
* 2.
Approval of Resolution for Capital Project for an Early Site
Package for Rector Field House Improvements
Mr. Dwight Shelton
Dr. Sherwood Wilson
* 3.
Approval of Resolution for Capital Lease for the Virginia
Tech Transportation Institute
Mr. Dwight Shelton
Dr. Sherwood Wilson
Briefing Report
JOINT FINANCE AND AUDIT COMMITTEE
August 29, 2016
Joint Open Session
*
1. Approval
of Resolution for Capital Project for Construction of Baseball
Improvements: The Committees will review for approval a resolution for construction of
baseball improvements. The Board of Visitors approved a $3.5 million blanket planning
project in November 2015 for Athletic facilities improvements for baseball, softball, field
throwing events, nutrition, and tennis. Under this blanket planning authorization,
improvements for each program are being planned independently. At such time as
Athletics is ready to move forward with construction of a specific component, the
university will bring forward a supplemental request for funding with a firm scope, cost,
and schedule for a specific component.
Planning work for a modernized and expanded baseball stadium to meet the needs and
expectations of players, fans, and coaches has been underway. The proposed project
will modernize and expand all aspects of the baseball stadium including demolishing and
replacing the existing press box, restrooms, and concessions; enhancing seating with
four new suites, premium seating areas, a rooftop canopy, and canopy wings; and other
major improvements for new entrances, a scoreboard, clubhouse, and locker rooms. At
this time Athletics is ready to move forward with improvements for the Baseball program.
The supplemental project costs to complete the Baseball improvements is $18 million for
a total project cost of $18.5 million, inclusive of $500 thousand of planning work already
completed.
This request is for approval of an $18 million supplement authorization for construction of
the Baseball Improvements project. As with all self-supporting projects, the university has
developed a financing plan to support the supplemental $18 million of construction and
equipment costs for the Baseball Improvements.
*
2. Approval of Resolution for Capital Project for an Early Site Package for Rector
Field House Improvements: The Committees will review for approval a resolution for
capital project for an early site package for Rector Field House improvements. The Board
of Visitors approved a $3.5 million blanket planning project in November 2015 for Athletic
facilities improvements for baseball, softball, track, field throwing events, nutrition, and
tennis. Under this blanket planning authorization, improvements for each program are
being planned independently. At such time as Athletics is ready to move forward with
construction of a specific component, the university will bring forward a supplemental
request for funding with a firm scope, cost, and schedule for a specific component.
1
Planning work for improvements and expansions of Rector Field House to meet the
practice and training needs of the softball program, track program, and field throwing
events program has been underway. Planning for the overall building improvements are
in the preliminary design phase and designs for the grading and utilities are complete.
The project scope includes approximately 44,130 gross square feet of building additions
to Rector Field House and improvements to the existing facility including a new roof,
restrooms, fire suppression, and mechanical systems. To meet the needs and
expectations of the athletes and coaches, the new and improved space must be ready for
occupancy by fall 2018. The university has developed a strategy to meet the desired
schedule by issuing an early site package that would begin in fall 2016 followed
afterwards by a building construction package.
In accordance with the strategy, Athletics and the university are requesting a $2.4 million
authorization to move forward with an early site package for Rector Field House
improvements. The package will provide the necessary site work including grading and
utilities to support construction of the building additions and the new mechanical systems
for the existing facility.
The estimated total project costs to improve and expand Rector Field House for the
softball program, track program, and field throwing events are $18.6 million, inclusive of
$2.6 million of planning work, $2.4 million for the early site package, and $13.6 million for
the remaining building construction package.
This request is for approval of $2.4 million for an early site package for Rector Field
House improvements. As with all self-supporting projects, the university has developed a
financing plan to support the $2.4 million early site package for the Rector Field House
project.
*
3. Approval of Resolution for Capital Lease for the Virginia Tech Transportation
Institute: The Committees will review for approval a resolution for capital lease for the
Virginia Tech Transportation Institute. The Virginia Tech Transportation Institute (VTTI)
has effected significant change in public policies for driver, passenger, and pedestrian
safety and is advancing the design of vehicles and infrastructure to increase safety and
reduce environmental impact. VTTI is conducting more than 300 active sponsored
research projects totaling approximately $40 million of annual sponsored research
expenditures.
To expand VTTI’s strategic initiative of research and development in the connected- and
automated-vehicle projects, the institute is developing enhanced research opportunities
through the creation of the Virginia Automation Park (Park), a road testing facility that will
allow for a more comprehensive range of testing scenarios. The Park will tie directly into
the existing Smart Road facilities and will include a myriad of features to provide VTTI
2
with a full range of testing scenarios currently not available, including continuous and
seamless driving; autonomous merging with roundabouts and multi-lane roads; lowspeed active safety with parking aids, warnings, and indirect visual systems; multi-lane
intersections with long approaches, straight approaches, and crossing paths; complex
urban areas with pedestrian crossings, bike lanes, and signalized intersections; four-way
stops; and multi-vehicle and person complexity scenarios.
Given the need to build upon the existing Smart Road facilities infrastructure, equipment,
and personnel, the proposed location for the Park is on approximately seven (7) acres of
land located adjacent to the existing VTTI and Smart Road facilities, which is currently
leased by Virginia Tech from ExpandTran, LLC, a limited liability company founded by the
Virginia Tech Foundation, Inc. Virginia Tech will also have use of approximately twentyone (21) acres of land located contiguous to the Smart Road facilities through an
easement ExpandTran, LLC is acquiring from TORC Robotics, Inc., and will also
construct roadways on this land to expand research capabilities by capitalizing on the
site’s diverse terrain. The estimated cost for the project is approximately $3 million, and
the university has worked with VTTI to develop a nongeneral fund resource plan sufficient
to cover the entire costs of the improvements. The opportunity to address VTTI’s needs
by modifying the existing lease with ExpandTran, LLC meets the capital lease definition
and requires a capital authorization. This request is for authorization to modify the
existing land lease with ExpandTran, LLC to a capital lease in order to construct the
required roadways and infrastructure to create the Virginia Automation Park.
3
Buildings and Grounds General Report
of August 29, 2016
RESOLUTION FOR MULTI-MODAL TRANSIT FACILITY EASEMENT
The university is seeking authorization from the Board of Visitors for the creation of an
easement to the Town of Blacksburg to allow for the development of a new Multi-Modal
Transit Facility that will encompass approximately 6.282 acres on Perry Street in front of,
and adjacent to, the Perry Street Parking Garage on the main campus of the university.
RESOLUTION FOR MULTI-MODAL TRANSIT FACILITY EASEMENT
WHEREAS, by a Memorandum of Understanding dated August 14, 2012, and a MultiModal Transit Facility (“MMTF”) Design Memorandum of Agreement dated October 27,
2014, by and between the Town of Blacksburg (“TOB”) and Virginia Polytechnic Institute
and State University (“Virginia Tech”), the parties agreed to develop a new MMTF to be
designed, constructed, maintained, and operated on the Virginia Tech campus; and
WHEREAS, the new MMTF will improve transit and alternative transportation (bike share,
bike repair, and pedestrian) services, and the safety of those services, provided to Virginia
Tech students, faculty, staff, and the community; and
WHEREAS, the MMTF will encompass approximately 6.282 acres on Perry Street in front
of, and adjacent to, the Perry Street Parking Garage, and which approximate site and
easement configuration is identified on the survey entitled “Compiled Boundary Exhibit
BT Multi-Modal Transit Facility VPI Property,” dated January 9, 2015 and signed on April
29, 2015, and made by Draper Aden Associates (Exhibit A) (the “MMTF Easement Area”);
and
WHEREAS, the TOB will receive Federal Transit Administration (“FTA”) Grants totaling
approximately thirty-four million dollars ($34,000,000.00) to pay for the majority of the cost
of the construction of the MMTF, and will operate the MMTF through its Town department,
Blacksburg Transit (“BT”); and
WHEREAS, the FTA Grants require a match of funds up to twenty percent (20%) of the
Grants, which shall be shared between the Commonwealth of Virginia and the TOB,
based upon a percentage to be determined by the Commonwealth of Virginia; and
WHEREAS, Virginia Tech has agreed to fully fund the TOB portion of the FTA Grants
local match requirement, since the fair market value of the easement may be counted as
the funding for the local match requirement; and
WHEREAS, the six million dollars ($6,000,000.00) appraised value of the proposed
easement has been reviewed and approved by the FTA, the Commonwealth of Virginia’s
Department of Rail and Public Transportation (“DRPT”), and the TOB; and
WHEREAS, Virginia Tech has further agreed to fund project and future operating costs
not covered through funding provided by DRPT that support the enhanced energy and
sustainability costs associated with receiving LEED Platinum Certification; and
WHEREAS, Virginia Tech will limit the term of the MMTF Easement to ten (10) years
relative to the West and East Bus Hub areas (Parcels “A” and “C” respectively on Exhibit
A), including ingress and egress to and from West Campus Drive and Stanger Street, and
to limit the MMTF building area (Parcel “B” on Exhibit A), including the MMTF building
and any applicable parking, walkways, and bike paths located in that area, to forty (40)
years all in keeping with the life expectancy of the MMTF improvements to be constructed
as set forth in the FTA guidelines and as approved by the FTA and DRPT; and
WHEREAS, the easement to be created by Virginia Tech to the TOB will be contingent,
in part, on available funding in an amount sufficient to complete the MMTF as envisioned
by the TOB and Virginia Tech; and
WHEREAS, an access road to Stanger Street by Goodwin Hall and a roundabout on
Stanger Street that adjoin the MMTF Easement Area will be required for the project, and
the construction of which will be paid for by the FTA grants, but will not be part of the
MMTF Easement Area per the direction of the FTA;
NOW, THEREFORE, BE IT RESOLVED that the Vice President for Administration, his
successors and/or assigns, be authorized to execute a Deed of Easement to the TOB, as
well as any and all other documents necessary to affect the creation, establishment, and
implementation of the new MMTF, all in accordance with the applicable university policies
and procedures and the statutes of the Code of Virginia (1950), as amended, and FTA
guidelines and requirements.
RECOMMENDATION:
That the above resolution authorizing the Vice President for Administration, his
successors and/or assigns, to execute a Deed of Easement, and any and all other
documents necessary to affect the creation and implementation of the Multi-Modal Transit
Facility be approved.
August 29, 2016
RESOLUTION ON DEMOLITION OF UNIVERSITY BUILDING – MONTEITH HALL
The university requests approval to demolish Monteith Hall, Building Number 0008, which
is a 35,960 gross square foot (GSF) residence hall on university property located in the
Upper Quad district. The building was previously used as a student residence hall, and
will be unoccupied upon completion and opening of the replacement Brodie Hall
residence facility. The building is in generally poor condition and is uneconomical to
repair.
RESOLUTION ON DEMOLITION OF UNIVERSITY BUILDING – MONTEITH HALL
WHEREAS, under the 2006 Management Agreement between the Commonwealth of
Virginia and the university, the Board of Visitors has the authority to approve the
disposition of any building; and
WHEREAS, Monteith Hall, a residence hall with Building Number 0008, located in
Blacksburg is in poor condition, is deteriorated, and is uneconomical to repair; and
WHEREAS, the university will obtain the approvals of the Art and Architecture Review
Board and the Department of Historic Resources for the demolition of this building prior
to demolition;
NOW, THEREFORE, BE IT RESOLVED, that the Board of Visitors approve the
demolition of Building Number 0008 located in Blacksburg, in accordance with the
applicable statues of the Code of Virginia (1950), as amended.
RECOMMENDATION:
That the above resolution authorizing the demolition of Building Number 0008 be
approved.
August 29, 2016
RESOLUTION ON DEMOLITION OF UNIVERSITY BUILDING – THOMAS HALL
The university requests approval to demolish Thomas Hall, Building Number 0012, which
is a 37,775 gross square foot (GSF) residence hall on university property located in the
Upper Quad district. The building was previously used as a student residence hall, and
will be unoccupied upon completion and opening of the replacement Brodie Hall
residence facility. The building is in generally poor condition and is uneconomical to
repair.
RESOLUTION ON DEMOLITION OF UNIVERSITY BUILDING – THOMAS HALL
WHEREAS, Thomas Hall, a residence hall with Building Number 0012, located in
Blacksburg is in poor condition, is deteriorated, and is uneconomical to repair; and
to demolition;
RECOMMENDATION:
approved.
August 29, 2016
RESOLUTION ON DEMOLITION OF UNIVERSITY BUILDING –
OIL STORAGE PUMP HOUSE
The university requests approval to demolish the Oil Storage Pump House, Building
Number 0205, which is a 566 gross square foot (GSF) structure located on university
property along Stanger Street near the Power Plant in Blacksburg, Virginia. This building
is currently used to house pumping equipment connected to underground fuel storage
tanks. The building needs to be demolished to facilitate removal of the underground fuel
storage tanks beneath the building, which are slated for demolition and replacement.
RESOLUTION ON DEMOLITION OF UNIVERSITY BUILDING –
OLD STORAGE PUMP HOUSE
WHEREAS, the Oil Storage Pump House, a structure with Building Number 0205, located
in Blacksburg is in poor condition, is deteriorated, and is uneconomical to repair; and
to demolition;
RECOMMENDATION:
approved.
August 29, 2016
Capital Project for Construction of Baseball Improvements
July 23, 2016
The Board of Visitors approved a $3.5 million blanket planning project in November 2015 for
Athletic facilities improvements for baseball, softball, track, field throwing events, nutrition, and
tennis. Under this blanket planning authorization, improvements for each program are being
planned independently. At such time as Athletics is ready to move forward with construction of a
specific component, the university will bring forward a supplemental request for funding with a firm
scope, cost, and schedule for a specific component.
Planning work to improve the baseball stadium to meet the needs and expectations of players,
fans, and coaches has been underway. The proposed project will modernize and expand all
aspects of the baseball stadium including demolishing and replacing the existing press box,
restrooms, and concessions; enhancing seating with four new suites, premium seating areas, a
rooftop canopy, and canopy wings; and other major improvements for new entrances, clubhouse,
and locker rooms. A design-build delivery method will be used for the baseball stadium project
and designs and specifications are sufficiently developed to enter a design-build agreement. At
this time Athletics is ready to move forward with improvements for the Baseball program. The
supplemental project costs to complete the Baseball improvements is $18 million for a total project
cost of $18.5 million, inclusive of $500 thousand of planning work already completed.
As with all self-supporting projects, the university has developed a financing plan to support the
supplemental $18 million of construction and equipment costs for the Baseball Improvements. The
funding plan calls for a combination of private gifts and athletics self-generated revenue. The
university will arrange internal financing to carry the timing of pledge payments and redirected
revenue streams previously committed to debt that has been retired. With the scope, schedule,
cost, and funding plan established, the university is ready to move forward with the construction of
a Baseball Improvements project.
Under the 2006 Management Agreement between the Commonwealth of Virginia and the
university, the Board of Visitors has the authority to approve the budget, size, scope, and overall
funding of nongeneral fund capital outlay projects. This request is for approval of an $18 million
supplement authorization for construction of the Baseball Improvements project.
1
Presentation Date: August 29, 2016
RESOLUTION ON CAPITAL PROJECT FOR
CONSTRUCTION OF BASEBALL IMPROVEMENTS
WHEREAS, an Athletics master plan has identified improvements to the Baseball facilities as a top
priority; and,
WHEREAS, plans and specifications have been developed sufficient to enter into a design-build
agreement for a modernized and expanded baseball stadium to meet the needs and expectations
of players, fans, and coaches; and,
WHEREAS, the scope of the project includes replacing the existing press box, restrooms, and
concessions; enhancing seating with four new suites, premium seating areas, a rooftop canopy,
and canopy wings; and new entrances, a scoreboard, clubhouse, and locker rooms.
WHEREAS, the supplemental cost to complete the project is $18 million for a total cost of $18.5
million inclusive of $500 thousand of planning work that is complete; and,
WHEREAS, the university has developed a 100 percent nongeneral fund resource plan to support
the $18 million of supplemental costs to complete the project; and,
WHEREAS, under the 2006 Management Agreement between the Commonwealth of Virginia and
the university, the Board of Visitors has authority to approve the budget, size, scope, debt
issuance, and overall funding of nongeneral funded major capital outlay projects; and,
NOW, THEREFORE BE IT RESOLVED, that the university be authorized to move forward with an
$18 million supplement to complete the Baseball Improvements project and a not-to-exceed total
project cost of $18.5 million.
RECOMMENDATION:
That the resolution authorizing Virginia Tech move forward with the construction of Baseball
Improvements project be approved.
August 29, 2016
Capital Project for an Early Site Package for Rector Field House Improvements
July 28, 2016
Planning work for improvements and expansions of Rector Field House to meet the practice and
training needs of the softball program, track program, and field throwing events program is
underway. Planning for the overall building improvements are in the preliminary design phase and
designs for the grading and utilities are complete. The project scope includes approximately
44,130 gross square feet of building additions to Rector Field House and improvements to the
existing facility including a new roof, restrooms, fire suppression, and mechanical systems. To
meet the needs and expectations of the athletes and coaches, the new and improved space must
be ready for occupancy by fall 2018. The university has developed a strategy to meet the desired
schedule by issuing an early site package that would begin in fall 2016 followed afterwards by a
building construction package.
authorization to move forward with an early site package for Rector Field House improvements.
The package will provide the necessary site work including grading and utilities to support
construction of the building additions and the new mechanical systems for the existing facility. A
subsequent request for the remainder of the project construction and costs may be submitted in
November 2016 as the building designs are completed.
The estimated total project costs to improve and expand Rector Field House for the softball
program, track program, and field throwing events are $18.6 million, inclusive of $2.6 million of
planning work, $2.4 million for the early site package, and $13.6 million for the remaining building
construction package.
$2.4 million early site package for the Rector Field House project. This funding plan calls for the
use of internal cash resources derived from Athletics auxiliary revenues. With the scope, schedule,
cost, and funding plan established, the university is ready to move forward with the early site
package for Rector Field House Improvements.
funding of nongeneral fund capital outlay projects. This request is for approval of a $2.4 million
authorization for an early site package for improvements to Rector Field House. Subsequent
requests for the remainder of construction funding may be submitted after designs for the building
component are complete.
1
RESOLUTION ON CAPITAL PROJECT FOR AN
EARLY SITE PACKAGE FOR RECTOR FIELD HOUSE IMPROVEMENTS
WHEREAS, an Athletics master plan has identified improvements for the softball program, track
program, and field throwing events program as top priorities; and,
WHEREAS, plans and specifications are under development to expand and improve Rector Field
House to meet the needs and expectations of players and coaches; and,
WHEREAS, the university has developed a phased implementation strategy to deliver the project
with an early site package followed by a building construction package; and,
WHEREAS, the designs of the early site package are complete and include the necessary grading
and utilities to support an expansion of Rector Field House and new mechanical systems for the
existing facility; and,
WHEREAS, the costs of the early site package are $2.4 million and the university has worked
conjointly with Athletics to develop a 100 percent nongeneral fund resource plan to support the
costs; and,
WHEREAS, Athletics and the university are ready to move forward with the early site package and
will request a subsequent authorization in the future for a building construction package to
complete the project; and,
NOW, THEREFORE BE IT RESOLVED, that the university be authorized to move forward with a
$2.4 million early site package for Rector Field House Improvements.
RECOMMENDATION:
That the resolution authorizing Virginia Tech to move forward with an early site package for
improvements to Rector Field House be approved.
August 29, 2016
Capital Project Resolution for the Virginia Tech Transportation Institute
August 9, 2016
The Virginia Tech Transportation Institute (VTTI) is a critical research engine for Virginia
Tech, conducting research to save lives, time, and money, and also protect the environment.
As one of seven research institutes created by Virginia Tech, VTTI has effected significant
change in public policies for driver, passenger, and pedestrian safety and is advancing the
design of vehicles and infrastructure to increase safety and reduce environmental impact.
VTTI is conducting more than 300 active sponsored research projects totaling approximately
$40 million of annual sponsored research expenditures.
For more than a decade, VTTI has been conducting connected- and automated-vehicle
projects. Expanding research and development in this area is a strategic initiative for the
future. To advance this initiative, VTTI is developing enhanced research opportunities through
the creation of the Virginia Automation Park (Park), a road testing facility that will allow for
a more comprehensive range of testing scenarios. The Park will tie directly into the existing
Smart Road facilities and will include a myriad of features to provide VTTI with a full range of
testing scenarios currently not available, including continuous and seamless driving;
autonomous merging with roundabouts and multi-lane roads; low-speed active safety with
parking aids, warnings, and indirect visual systems; multi-lane intersections with long
approaches, straight approaches, and crossing paths; complex urban areas with pedestrian
crossings, bike lanes, and signalized intersections; four-way stops; and multi-vehicle and
person complexity scenarios.
Given the need to build upon the existing Smart Road facilities infrastructure, equipment, and
personnel, the proposed location for the Park is on approximately seven (7) acres of land
located adjacent to the existing VTTI and Smart Road facilities, which is currently leased by
Virginia Tech from ExpandTran, LLC, a limited liability company founded by the Virginia Tech
Foundation, Inc. Virginia Tech will also have use of approximately twenty-one (21) acres of
land located contiguous to the Smart Road facilities through an easement ExpandTran, LLC
is acquiring from TORC Robotics, Inc., and will also construct roadways on this land to
expand research capabilities by capitalizing on the site’s diverse terrain. The estimated cost
for the project is approximately $3 million, and the university has worked with VTTI to develop
a nongeneral fund resource plan sufficient to cover the entire costs of the improvements.
The opportunity to address VTTI’s needs by modifying the existing lease with ExpandTran,
LLC meets the capital lease definition and requires a capital authorization. Under the 2006
Management Agreement between the Commonwealth of Virginia and Virginia Tech, the
Board of Visitors has the authority to approve the budget, size, scope, and overall funding of
capital outlay projects, including capital leases. This request is for authorization to modify the
existing land lease with ExpandTran, LLC to a capital lease in order to construct the required
roadways and infrastructure to create the Virginia Automation Park.
1
RESOLUTION OF A CAPITAL LEASE FOR VIRGINIA TECH TRANSPORTATION
INSTITUTE
WHEREAS, Virginia Tech’s vision to expand research and development under the Virginia
Tech Transportation Institute (“VTTI”) is a strategic initiative for the future of the institution;
and,
WHEREAS, VTTI is developing a specialized connected- and automated-vehicle research
initiative known as the Virginia Automation Park (“Park”) to support fulfilling this goal; and,
WHEREAS, VTTI requires approximately twenty-eight (28) acres of land to accommodate
connected- and automated-vehicle research; and,
WHEREAS, the proposed facility solution for the Park is to develop approximately seven (7)
acres of land currently leased by Virginia Tech from ExpandTran, LLC and an additional
twenty-one (21) acres of land Virginia Tech will have use of through an easement between
ExpandTran, LLC and TORC Robotics, Inc. for a total of twenty-eight (28) acres of land for
research and testing; and,
WHEREAS, VTTI has reviewed the land specifications and lease specifications and
determined it will meet the needs of the Park; and
WHEREAS, Virginia Tech has developed a nongeneral fund resource plan sufficient to
support the full costs of the lease; and
WHEREAS, under the 2006 Management Agreement between the Commonwealth of Virginia
and Virginia Tech, the Board of Visitors has authority to approve the budget, size, scope,
debt issuance, and overall funding of nongeneral funded major capital outlay projects,
including capital leases; and,
NOW, THEREFORE, BE IT RESOLVED, that Virginia Tech be authorized to enter into a
capital lease with ExpandTran, LLC for the development of approximately twenty-eight (28)
acres of land through a capital lease with ExpandTran, LLC and an easement between
ExpandTran, LLC and TORC Robotics, Inc. to house the Virginia Automation Park.
RECOMMENDATION:
That the above resolution authorizing Virginia Tech to enter into a capital lease agreement
with ExpandTran, LLC to house the Virginia Automation Park be approved.
August 29, 2016
Audit Closed Session Agenda
1872 Salon, The Inn at Virginia Tech
7:30 a.m. – 8:30 a.m.
August 29, 2016
Agenda Item
Reporting
Responsibility
1.
Update on Fraud, Waste, and Abuse Cases
Ms. Kurek
2.
Review and Acceptance of the Report on the External
Quality Assessment of the University’s Internal Audit
Function
Ms. Rose Tagle
3.
Annual Performance Review of the Director of University
Internal Audit
Mr. Treacy
4.
Discussion with the Director of University Internal Audit
Ms. Kurek
Briefing Report
August 29, 2016
Audit Closed Session
1. Update on Fraud, Waste, and Abuse Cases: The Committee will receive an
update on outstanding fraud, waste, and abuse cases.
2. Review and Acceptance of the Report on the External Quality Assessment
of the University’s Internal Audit Function: The Committee will review the
report on the external quality assessment of the university’s internal audit
function. The external assessment team, led by consultant Baker Tilly,
completed their onsite visit during May 2016. The university provided full support
to the review team during the course of the assessment.
Results indicated that the internal audit function “generally conforms” with the IIA
Standards, which is the highest rating. Overall, it was determined that University
Internal Audit has established a strong foundation of alignment to the Standards
and has a history of solid work performed. This report is being presented in the
Closed session due to discussion of performance of University Internal Audit
department employees.
3. Director of Internal Audit Performance Review: The Committee will provide an
annual performance review to the Director of Internal Audit.
4. Discussion with the Director of Internal Audit: The Director of Internal Audit
will discuss audits of specific departments and units where individual employees
were identified.
1
Finance Closed Session Agenda
1872 Salon, The Inn at Virginia Tech
7:30 a.m. – 8:30 a.m.
August 29, 2016
Agenda Item
1. Motion for Closed Session
Reporting
Responsibility
Mr. Hill
* 2. Ratification of Personnel Changes Report
Mr. Shelton
* 3. Approval of the 2016-17 National Distinction Program
Mr. Shelton
4. Update on VT-Applied Research Corporation
Mr. Shelton
Briefing Report
August 29, 2016
Finance Closed Session
1. Motion for Closed Session: Motion to begin closed session.
*
2. Ratification of Personnel Changes Report: The Committee will review and take
action on the quarterly personnel changes report.
*
3. Approval of the 2016-17 National Distinction Program: The Committee will
review and take action on the 2016-17 National Distinction Program. The National
Distinction Program, approved by the Board in June 2016, was established to
provide opportunity to recognize faculty with demonstrated national distinction and
exceptional performance.
4. Update on VT-Applied Research Corporation: The Committee will receive an
update on VT-Applied Research Corporation. This report is being presented in
closed session due to discussion of personnel related matters.
Audit Open Session Agenda
8:30 a.m. – 11:15 a.m.
August 29, 2016
Agenda Item
Reporting
Responsibility
1.
Opening Remarks and Approval of Minutes of the
June 6, 2016 Meeting
Mr. Treacy
2.
Review and Acceptance of University’s Update of Responses
to all Previously Issued Internal Audit Reports
Mr. Shelton
Mr. Broyden
3.
Presentation, Discussion, and Acceptance of University
Internal Audit’s Annual Status Report for the Fiscal Year
Ended June 30, 2016
Ms. Kurek
4.
Review and Approval of the Fiscal Year 2016-17 Internal
Audit Plan
Ms. Kurek
5.
Review and Acceptance of the following Reports Issued by
University Internal Audit:
Ms. Kurek
a. Athletics NCAA Compliance
b. Human Resources: Leave Accounting
c. Graduate Admissions Application System
d. Institute for Society, Culture, and Environment
e. Interdisciplinary Center for Applied Mathematics
f. Office of the Executive Vice President and Provost
6.
Discussion of the Current Status of the June 30, 2016 Audit of
the University’s Financial Statements
Mr. Shelton
Mr. Miller
7.
Update on the Department of Education Onsite Student
Financial Aid Review
Mr. Shelton
Mr. Miller
Briefing Report
August 29, 2016
Audit Open Session
1. Opening Remarks and Approval of Minutes of the June 6, 2016 Meeting:
The Committee will review and approve the minutes of the June 6, 2016 meeting.
2. Review and Acceptance of University’s Update of Responses to all
Previously Issued Internal Audit Reports: The Committee will review the
university’s update of responses to all previously issued internal audit reports. As
of March 31, 2016, the university had 24 open recommendations. Six audit
comments have been issued during the fourth quarter of this fiscal year. As of
June 30, 2016, the university has addressed 16 comments, leaving 14 open
recommendations in progress. Through August 2016, Internal Audit has closed
one of the 14 open recommendations. The Committee will receive a briefing at
the meeting that will review the status of the outstanding comments, including the
comments that have been addressed since June 30, 2016.
3. Presentation, Discussion, and Acceptance of University Internal Audit’s
Annual Status Report for the Fiscal Year Ended June 30, 2016: The
Committee will review University Internal Audit’s Annual Status Report as of June
30, 2016. This report documents the Committee’s review of the effectiveness of
the internal audit function, including staffing resources, financial budget, training,
objectivity, and reporting relationships as required by the Committee's Audit
Charter. In addition to conducting scheduled audits, compliance reviews, and
advisory services, the department participated in annual audit activities, fraud
investigations, and professional development activities.
Twenty-nine audit
projects, or 91 percent of the audits on the fiscal year 2015-16 audit plan, have
been completed. Three risk-based audits were underway at fiscal year-end and
will be carried forward to fiscal year 2016-17. The Committee will also receive an
overview of cost containment recommendations, recurring audit issues, and
survey results for evaluating University Internal Audit services.
4. Review and Approval of the Fiscal Year 2016-17 Internal Audit Plan: The
Committee will review the proposed audits for the approval of the fiscal year 20161
17 annual audit plan. University Internal Audit conducted the annual risk
assessment after reviewing financial and operational data and seeking input from
senior management. In addition, a university-wide information technology risk
assessment and audit plan were created in accordance with industry standards.
For fiscal year 2016-17, approximately 30 audit projects are proposed, with 74
percent of available resources committed to the completion of planned projects.
Audits not completed in the fiscal year scheduled will be carried forward to the
next fiscal year.
5. Review and Acceptance of the following Reports Issued by University
Internal Audit:
a. Athletics NCAA Compliance: The audit received a rating of improvements are
recommended. An audit recommendation was issued to management where
opportunities for further improvement were noted in the area of conflict of
interest. A low-priority recommendation was noted where opportunities for
improvement were identified with regard to rules education.
b. Human Resources: Leave Accounting: The audit received a rating of
improvements are recommended. An audit recommendation was issued to
management where opportunities for further improvement were noted in the
area of manual processes. Additionally, low-priority recommendations of a
less significant nature were noted where opportunities for improvement were
identified with regard to retention of employee records, improper calculation of
prior state service, and improper leave accrual.
c. Graduate Admissions Application System: The audit received a rating of
significant improvements are needed. Audit recommendations were issued to
management where opportunities for further improvement were noted in the
areas of security over personally identifying information (PII), audit trails,
system access, and reconciliation of fee revenue. Additionally, low-priority
recommendations of a less significant nature were noted where opportunities
for improvement were identified with regard to the Graduate School
admissions process and the documentation of fee waivers.
d. Institute for Society, Culture, and Environment: The audit received a rating of
effective.
e. Interdisciplinary Center for Applied Mathematics: The audit received a rating
of effective. A low-priority recommendation was issued to management
2
where opportunities for improvement were identified with regard to timeliness
of effort reporting.
f. Office of the Executive Vice President and Provost: The compliance review
received a rating of effective. A recommendation for central administration
was noted in the area of conflict of interest. Additionally, a low priority
recommendation was issued to management where opportunities for further
improvement were noted in the area of funds handling.
6. Discussion of the Current Status of the June 30, 2016 Audit of the
University’s Financial Statements: The Committee will receive a report on the
current status of the audit of the university’s financial statements for 2015-16.
7. Update on the Department of Education Onsite Student Financial Aid
Review: The Committee will receive an update on the U.S Department of
Education’s (DOE) onsite program review of the university’s Student Financial
Aid Programs. The focus of the review was to determine Virginia Tech’s
compliance with the statutes and federal regulations as they pertain to the
institution's administration of Title IV programs. Title IV programs are federal
student aid programs authorized under Title IV of the Higher Education Act
(HEA) and include federal grants, loans and work-study programs. The review
consisted of, but was not limited to, an examination of Virginia Tech’s policies
and procedures regarding institutional and student eligibility, individual student
financial aid and academic files, attendance records, student account ledgers,
and consumer information requirements.
DOE issued a preliminary program review report listing initial findings of the
review on June 28, 2016. The university is actively reviewing and developing
responses to the initial findings. The university has 60 days to respond and
provide any supporting documentation for DOE’s consideration after which the
DOE will issue its final findings in a subsequent Final Program Review
Determination (FPRD) letter.
* Requires full Board approval.
3
Finance Open Session Agenda
8:30 a.m. – 11:15 a.m.
August 29, 2016
Agenda Item
Reporting
Responsibility
1.
Motion to Reconvene in Open Session
Mr. Robinson
2.
Approval of Items Discussed in Closed Session
Mr. Treacy
3.
Opening Remarks and Approval of Minutes of the
June 6, 2016 Meeting
Mr. Treacy
4.
Update on JLARC Study on Higher Education
Mr. Shelton
Ms. Helmick
5.
Report on Higher Education Restructuring Institutional
Performance Standards
Mr. Shelton
6.
Report on the Development of Cost Containment
Opportunities
Mr. Shelton
Mr. Broyden
7.
Overview of University Related Corporations
Mr. Shelton
8.
Update on VT- Applied Research Corporation
Mr. Shelton
Approval of Year-to-Date Financial Performance Report
(July 1, 2015 – June 30, 2016)
Mr. Shelton
Mr. Hodge
* 9.
Briefing Report
August 29, 2016
Finance Open Session
1. Motion to Reconvene in Open Session: Motion to begin open session.
2. Approval of Items Discussed in Closed Session: The Committee will review and
take action on items discussed in closed session.
3. Opening Remarks and Approval of Minutes of the June 6, 2016 Meeting: The
Committee will review and approve the minutes of the June 6, 2016 meeting.
4. Update on JLARC Study on Higher Education: The Committee will receive a
report on the current implementation status of JLARC recommendations to be
addressed by the Board of Visitors. The reports issued by the Joint Legislative Audit
and Review Commission (JLARC) as part of the two-year study on higher education
cost efficiency included recommendations to address the cost of public higher
education in Virginia. The approved budget passed by the General Assembly in
March 2015, included language recommending seven of the 17 JLARC
recommendations which they believe should be addressed by the Board of Visitors,
to the extent practicable. As of June 2016, the university has implemented four of
the seven recommendations. This report will provide an update on the
implementation status of the recommendations.
5. Report on Higher Education Restructuring Institutional Performance
Standards: The Committee will receive a report on the Higher Education
Restructuring Institutional Performance Standards (IPS), focusing on finance and
administrative performance results for fiscal year 2015. Until fiscal year 2010, the
university reported on the IPS measures to the state and provided a report to the
committee annually. In May, 2011 SCHEV certified all institutions as meeting IPS
standards for 2011-12 to 2013-14 period.
The Higher Education Opportunity Act passed in 2011 suspended the assessment
of IPS measures until the Higher Education Advisory Council completed its review
of the IPS measures and recommended a new set of reporting measures. The 2013
General Assembly passed the recommended changes to the IPS measures. The
number of measures were significantly reduced, and the assessment period
changed from an annual reporting period to a biennial reporting period. The
1
changes to the IPS measures were mainly for the academic measures; no
significant changes were made to the finance and administrative measures. In July
2016, the university reported on the performance of the finance and administrative
measures for fiscal year 2015 to the Secretaries of Finance, Administration, and
Education in July 2016. The assessment of the academic measures is conducted by
State Council for Higher Education of Virginia (SCHEV). This report will provide
information on the 17 finance and administrative measures and the university’s
performance for each of those measures. The report will also provide information on
SCHEV’s assessment of the academic measures.
6. Report on the Development of Cost Containment Opportunities: The Committee
has expressed interest in understanding the current and future cost management
strategies to continue the effective management of the university within an
environment of increasingly constrained resources and also understanding the
trends in costs in operating units within the university. In November 2014, the
Committee requested the university to review the institution’s cost structure and
trends in operating costs as well as to consider opportunities for further
improvement. In response to the request, the university provided a high level review
of university’s cost structure, current status of cost management strategies and
related outcomes, and future action plans at the June 2015 meeting. This report is
the second in an integrated series of reports that will provide additional analyses on
university costs by academic college.
7.
Overview of University Related Corporations: During the June, 2016 Board
meeting, the Committee requested information regarding university related
corporations. In response to the request, this report will provide an overview of the
university related organizations, organizational reporting structure, and key activities
of certain major related organizations.
8.
Update on VT-Applied Research Corporation: The Committee will receive an
update on the current financial and operational status of VT-Applied Research
Corporation.
* 9.
Approval of Year-to-Date Financial Performance Report (July 1, 2015 – June 30,
2016):
The Committee will review for approval the Year-to-Date Financial
Performance Report for July 1, 2015 – June 30, 2016. For the fourth quarter, budget
adjustments were made to reflect revisions to projected revenues and expenditures.
During the fourth quarter, tuition and fee revenues slightly exceeded the revised
budget. Federal revenue budget in the Cooperative Extension/Agricultural
Experiment Station Division was decreased by $3.4 million due to the timing of the
receipt of federal drawdowns.
2
The university successfully closed its fiscal year in accordance with guidance and
requirements of the Commonwealth, with a balanced budget for its Educational and
General operations, while fully utilizing its General Fund appropriations in the
university division. The auxiliary enterprises achieved the annual revenue budget,
while expenditures were lower than projected due to the timing of operating
expenditures and projects that were initiated but incomplete at year-end.
For the quarter ending June 30, 2016, $41.9 million has been expended for
Educational and General capital projects, and $49.4 million has been expended for
Auxiliary Enterprises capital projects. Total capital outlay expenditures for the quarter
ending June 30, 2016 was $91.3 million.
3
Open Joint Session Agenda
11:15 a.m. – 11:30 a.m.
August 29, 2016
Agenda Item
Reporting
Responsibility
* 1.
Approval of Resolution for Capital Project for Construction
of Baseball Improvements
Mr. Dwight Shelton
Dr. Sherwood Wilson
* 2.
Approval of Resolution for Capital Project for an Early Site
Package for Rector Field House Improvements
Mr. Dwight Shelton
Dr. Sherwood Wilson
* 3.
Approval of Resolution for Capital Lease for the Virginia
Tech Transportation Institute
Mr. Dwight Shelton
Dr. Sherwood Wilson
Briefing Report
August 29, 2016
Joint Open Session
*
1. Approval
of Resolution for Capital Project for Construction of Baseball
Improvements: The Committees will review for approval a resolution for construction of
baseball improvements. The Board of Visitors approved a $3.5 million blanket planning
project in November 2015 for Athletic facilities improvements for baseball, softball, field
throwing events, nutrition, and tennis. Under this blanket planning authorization,
improvements for each program are being planned independently. At such time as
Athletics is ready to move forward with construction of a specific component, the
university will bring forward a supplemental request for funding with a firm scope, cost,
and schedule for a specific component.
Planning work for a modernized and expanded baseball stadium to meet the needs and
expectations of players, fans, and coaches has been underway. The proposed project
will modernize and expand all aspects of the baseball stadium including demolishing and
replacing the existing press box, restrooms, and concessions; enhancing seating with
four new suites, premium seating areas, a rooftop canopy, and canopy wings; and other
major improvements for new entrances, a scoreboard, clubhouse, and locker rooms. At
this time Athletics is ready to move forward with improvements for the Baseball program.
The supplemental project costs to complete the Baseball improvements is $18 million for
a total project cost of $18.5 million, inclusive of $500 thousand of planning work already
completed.
This request is for approval of an $18 million supplement authorization for construction of
the Baseball Improvements project. As with all self-supporting projects, the university has
developed a financing plan to support the supplemental $18 million of construction and
equipment costs for the Baseball Improvements.
*
2. Approval of Resolution for Capital Project for an Early Site Package for Rector
Field House Improvements: The Committees will review for approval a resolution for
capital project for an early site package for Rector Field House improvements. The Board
of Visitors approved a $3.5 million blanket planning project in November 2015 for Athletic
facilities improvements for baseball, softball, track, field throwing events, nutrition, and
tennis. Under this blanket planning authorization, improvements for each program are
being planned independently. At such time as Athletics is ready to move forward with
construction of a specific component, the university will bring forward a supplemental
request for funding with a firm scope, cost, and schedule for a specific component.
1
Planning work for improvements and expansions of Rector Field House to meet the
practice and training needs of the softball program, track program, and field throwing
events program has been underway. Planning for the overall building improvements are
in the preliminary design phase and designs for the grading and utilities are complete.
The project scope includes approximately 44,130 gross square feet of building additions
to Rector Field House and improvements to the existing facility including a new roof,
restrooms, fire suppression, and mechanical systems. To meet the needs and
expectations of the athletes and coaches, the new and improved space must be ready for
occupancy by fall 2018. The university has developed a strategy to meet the desired
schedule by issuing an early site package that would begin in fall 2016 followed
afterwards by a building construction package.
authorization to move forward with an early site package for Rector Field House
improvements. The package will provide the necessary site work including grading and
utilities to support construction of the building additions and the new mechanical systems
for the existing facility.
The estimated total project costs to improve and expand Rector Field House for the
softball program, track program, and field throwing events are $18.6 million, inclusive of
$2.6 million of planning work, $2.4 million for the early site package, and $13.6 million for
the remaining building construction package.
This request is for approval of $2.4 million for an early site package for Rector Field
House improvements. As with all self-supporting projects, the university has developed a
financing plan to support the $2.4 million early site package for the Rector Field House
project.
*
3. Approval of Resolution for Capital Lease for the Virginia Tech Transportation
Institute: The Committees will review for approval a resolution for capital lease for the
Virginia Tech Transportation Institute. The Virginia Tech Transportation Institute (VTTI)
has effected significant change in public policies for driver, passenger, and pedestrian
safety and is advancing the design of vehicles and infrastructure to increase safety and
reduce environmental impact. VTTI is conducting more than 300 active sponsored
research projects totaling approximately $40 million of annual sponsored research
expenditures.
To expand VTTI’s strategic initiative of research and development in the connected- and
automated-vehicle projects, the institute is developing enhanced research opportunities
through the creation of the Virginia Automation Park (Park), a road testing facility that will
allow for a more comprehensive range of testing scenarios. The Park will tie directly into
the existing Smart Road facilities and will include a myriad of features to provide VTTI
2
with a full range of testing scenarios currently not available, including continuous and
seamless driving; autonomous merging with roundabouts and multi-lane roads; lowspeed active safety with parking aids, warnings, and indirect visual systems; multi-lane
intersections with long approaches, straight approaches, and crossing paths; complex
urban areas with pedestrian crossings, bike lanes, and signalized intersections; four-way
stops; and multi-vehicle and person complexity scenarios.
Given the need to build upon the existing Smart Road facilities infrastructure, equipment,
and personnel, the proposed location for the Park is on approximately seven (7) acres of
land located adjacent to the existing VTTI and Smart Road facilities, which is currently
leased by Virginia Tech from ExpandTran, LLC, a limited liability company founded by the
Virginia Tech Foundation, Inc. Virginia Tech will also have use of approximately twentyone (21) acres of land located contiguous to the Smart Road facilities through an
easement ExpandTran, LLC is acquiring from TORC Robotics, Inc., and will also
construct roadways on this land to expand research capabilities by capitalizing on the
site’s diverse terrain. The estimated cost for the project is approximately $3 million, and
the university has worked with VTTI to develop a nongeneral fund resource plan sufficient
to cover the entire costs of the improvements. The opportunity to address VTTI’s needs
by modifying the existing lease with ExpandTran, LLC meets the capital lease definition
and requires a capital authorization. This request is for authorization to modify the
existing land lease with ExpandTran, LLC to a capital lease in order to construct the
required roadways and infrastructure to create the Virginia Automation Park.
3
Finance and Audit General Report
of August 29, 2016
Financial Performance Report - Operating and Capital
July 1, 2015 to June 30, 2016
The Financial Performance Report of income and expenditures is prepared from two
sources: actual accounting data as recorded at Virginia Tech and the annual budgets
which are also recorded in the university accounting system. The actual accounting data
reflect the modified accrual basis of accounting, which recognizes revenues when
received rather than when earned and commitments to buy goods and services as
encumbrances when obligated and as an expenditure when paid. The Original Budget
was approved by the Board of Visitors at the June meeting. The Adjusted Budget
reflects adjustments to incorporate actual experience or changes made during the fiscal
year. These changes are presented for review and approval by the Finance and Audit
Committee and the Board of Visitors through this report. Where adjustments impact
appropriations at the state level, the university coordinates with the Department of
Planning and Budget to ensure appropriations are reflected accurately.
The July to June 2015-16 budget (year-to-date) is prepared from historical data which
reflects trends in expenditures from previous years as well as known changes in timing.
Differences between the actual income and expenditures and the year-to-date budget
may occur for a variety of reasons, such as an accelerated or delayed flow of documents
through the accounting system, a change in spending patterns at the college level, or
increases in revenues for a particular area.
Quarterly budget estimates are prepared to provide an intermediate measure of income
and expenditures. Actual revenues and expenditures may vary from the budget
estimates. The projected year-end budgets are, however, the final measure of budgetary
performance.
1
OPERATING BUDGET
2015-16
Dollars in Thousands
Annual Budget for 2015-16
July 1, 2015 to June 30, 2016
Actual
Budget
Change
Original
Adjusted
Change
$153,815
462,890
40,797
$153,815
462,241
41,687
$0
649
-890
$153,336
445,747
40,333
$153,816
462,241
41,687
$480 (10)
$16,494 (11)
$1,354 (12)
$657,502
$657,744
$-241
$639,416
$657,744
$18,328
$-409,035
-248,449
$-406,264
-251,480
$-2,771 (1)
3,031 (2)
$-403,330
-236,086
$-406,264
-251,480
$-2,934
-15,394
$-657,483
$-657,744
$260
$-639,416
$-657,744
$19
$0
$19 (3)
$0
$0
$68,487
13,700
1,230
$68,487
17,176
1,220
$0
-3,476 (4)
10
$68,509
15,643
892
$68,487
17,176
1,220
$83,417
$86,883
$85,044
$86,883
$1,839
$-79,729
-6,478
$-79,976
-6,907
$247
429 (5)
$-78,105
-6,939
$-79,976
-6,907
-1,871
32
$-86,207
$-86,883
$676
$-85,044
$-86,883
$-2,790
$0
$-2,790 (6)
$0
$0
$317,673
-320,777
3,104
$316,842
-341,135
24,293
$831 (7)
20,358 (7)
-21,189 (7)
$308,818
-303,366
-5,452
$316,842
-341,135
24,293
$0
$0
$0
$0
$0
$307,947
-277,971
-29,976
$337,972
-337,972
0
$337,972
-337,972
0
$337,972
-337,972
0
$0
0
0
$0
$0
$0
$0
$0
$0
$21,663
-21,664
1
$21,842
-21,852
10
$-179
188
-9
$20,517
-20,517
0
$21,842
-21,852
10
$0
$0
$0
$0
$0
$7,606
-5,124
-2,482
$7,492
-7,474
-18
$7,941
-7,941
0
$7,492
-7,474
-18
$0
$0
$0
$0
$0
$0
$1,395,808
-1,369,226
-29,353
$1,428,775
-1,453,060
24,285
$-32,966
83,833
-53,638
$1,399,708
-1,394,256
-5,452
$1,428,775
-1,453,060
24,285
$29,067
-58,804
29,737
$-2,771
$0
$-2,771
$0
$0
$0
Educational and General Programs
University Division
Revenues
General Fund
Tuition and Fees
All Other Income
Total Revenues
Expenses
Academic Programs
Support Programs
Total Expenses
NET
$-18,328 (10,11,12)
$0
CE/AES Division
Revenues
General Fund
Federal Appropriation
All Other Income
Total Revenues
$-3,466
$-22 (13)
1,533 (14)
328 (15)
Expenses
Academic Programs
Support Programs
Total Expenses
NET
$-1,839 (13,14,15)
$0
Auxiliary Enterprises
Revenues
Expenses
Reserve Drawdown (Deposit)
NET
$0
$8,024 (7)
-37,769 (7)
29,745 (7)
Sponsored Programs
Revenues
Expenses
NET
$-30,025 (8)
60,001 (8)
-29,976
Student Financial Assistance
Revenues
Expenses
Reserve Drawdown
NET
$1,325 (16)
-1,335 (16)
10 (16)
$0
All Other Programs *
Revenue
Expenses
NET
$114
2,350 (9)
-2,464
$-449 (17)
467 (17)
-18 (17)
Total University
Revenues
Expenses
NET
* All Other Programs include federal work study, alumni affairs, surplus property, and unique military activities.
2
OPERATING BUDGET
1. Academic Program expenditures exceed projections due to higher than projected activity in Continuing Education
programs.
2. Support Program expenditures are lower than projected due to the timing of library serial payments, utility savings
and timing of one-time physical plant projects.
3. While the Commonwealth requires that revenue and expenses be balanced for Educational and General
Programs, year-end balances are possible for continuing education programs.
4. The budget for federal revenue is established to match projected allotments from the federal government that are
expected to be drawn down during the state fiscal year. All expenses in federal programs are covered by
drawdowns of federal revenue up to allotted amounts. Federal revenue in the Cooperative Extension/Agriculture
Experiment Station Division was less than the projected budget due to the timing of receipt of federal drawdowns.
5. Support program expenditures are lower than historical projections due to timing of operating expenses.
6. While the Commonwealth requires that revenue and expenses be balanced for Educational and General
Programs, variances in federal funds are possible due to the timing differences between drawdowns and
expenses.
7. Quarterly and projected annual variances are explained in the Auxiliary Enterprises section of this report.
8. Historical patterns have been used to develop a measure of the revenue and expenditure activity for Sponsored
Programs. Actual revenues and expenses may vary from the budget estimates because projects are initiated and
concluded on an individual basis without regard to fiscal year. The annual budget was based on a 12-15% growth
over the prior year. Total sponsored research revenues and expenses are less than budgeted, yet total
sponsored research revenues are 2.3% greater than 2014-15 levels while expenditures are 4.7% below June 30,
2015 mainly due to extraordinary facilty projects expenditures in 2014-15.
9. Expenses for All Other Programs were less than projected due to timing of Surplus Property expense activity and
timing of projects.
10. The General Fund revenue budget has been increased $806,483 for the 2015-16 central appropriation distribution
and $31,116 for the Virginia Interlibrary Loan Program. It has been decreased $65,069 for a supplemental
adjustment to the central appropriation distribution and $293,456 for finalization of the state budget. The
corresponding expenditure budgets have been adjusted accordingly.
11. The annual budget for Tuition and Fees has been decreased $418,980 for the finalization of the budgets for
tuition and E&G fees. It was increased $12.4 million for strong fall enrollment and $4.5 million for stronger than
projected spring retention, earmarked fee revenue and nongeneral fund financial aid activity. The corresponding
expenditure budgets have been adjusted accordingly.
12. The All Other Income revenue budget for the University Division has been decreased $15,000 for budget
finalizations and increased $700,000 for stronger than projected Veterninary Teaching Hospital revenues,
$16,000 for higher than projected activity in the Child Development Lab. $400,000 for stronger than projected
acitivity in the Equine Medical Center, $176,000 for miscellaneous fees & other income, and $77,391 for VA
Racing Revenue. The corresponding expenditure budgets have been adjusted accordingly.
13. The General Fund revenue budget was decreased $21,785 for adjustments to the state central fund distribution.
The corresponding expenditure budgets have been adjusted accordingly.
14. The Federal revenue budget in the Cooperative Extension/Agricultural Experiement Station Division has been
increased $1.5 million for the carryover of unexpended federal funds and revised calculation of federal formula
funds.
15. The All Other Income revenue budget was increased by $29,000 for HABB1 cell tower revenue and $298,500 for
greater than projected self generated revenues. The corresponding expendidture budgets have been adjusted
accordingly.
16. The projected year-end revenue and expense budgets for Student Financial Assistance were increased $404,000
for the two-year College Transfer Grant, $72,210 for the VA Military Survivors and Dependent Program, $849,000
for a technical accounting change, and $9,895 for balances from the prior year.
17. The projected annual budgets for All Other Programs were increased $284,341 to finalize budgets and decreased
for a realignment of financial aid. The expense budget was increased $655,019 for outstanding 2014-15
commitments that were initiated but not completed before June 30, 2015.
3
Presentation Date August 29, 2016
UNIVERSITY DIVISION
AUXILIARY ENTERPRISES
Annual Budget for 2015-16
July 1, 2015 to June 30, 2016
Actual
Budget
$115,755
-121,855
6,100
$114,590
-128,711
14,121
$0
$0
$12,359
-12,764
405
$13,297
-14,411
1,114
$0
$0
$20,309
-20,264
-45
$0
$20,632
-22,304
1,672
$0
$44,229
-41,018
-3,211
$43,629
-44,181
552
$0
$0
$67,366
-71,859
4,493
$67,449
-73,059
5,610
$0
$0
$35,057
-33,837
-1,220
$35,176
-36,070
894
$0
$0
$11,692
-11,400
-292
$11,574
-11,684
110
$0
$0
$10,906
-7,780
-3,126
$10,495
-10,715
220
$0
$0
$317,673
-320,777
3,104
$0
Change
Original
Adjusted
Change
Residence and Dining Halls *
Revenues
Expenses
Net
Parking and Transportation
Revenues
Expenses
Net
$112,712
-109,647
-3,065
$114,590
-128,711
14,121
$0
$0
$13,353
-13,595
242
$13,297
-14,411
1,114
$0
$0
$-323
2,040 (3)
-1,717 (3)
$0
$19,110
-18,977
-133
$0
$20,632
-22,304
1,672
$0
$1,522 (12)
-3,327 (10,12)
1,805 (10,12)
$0
$600 (4)
3,163 (4)
-3,763 (4)
$43,489
-42,571
-918
$43,629
-44,181
552
$140 (13)
-1,610 (10,13)
1,470 (10,13)
$0
$0
$60,659
-58,320
-2,339
$67,449
-73,059
5,610
$0
$0
$37,962
-39,790
1,828
$35,176
-36,070
894
$0
$0
$11,249
-11,205
-44
$11,574
-11,684
110
$0
$0
$10,284
-9,261
-1,023
$10,495
-10,715
220
$0
$0
$0
$0
$316,842
-341,135
24,293
$831
20,358
-21,189
$308,818
-303,366
-5,452
$316,842
-341,135
24,293
$8,024
-37,769
29,745
$0
$0
$0
$0
$0
$1,165 (1)
6,856 (1)
-8,021 (1)
$0
$-938 (2)
1,647 (2)
-709
$0
$1,878 (9)
-19,064 (9,10)
17,186 (9,10)
$0
$-56 (11)
-816 (10,11)
872 (10,11)
$0
Telecommunications Services
Revenues
Expenses
Net
University Services * **
Revenues
Expenses
Net
$0
$0
Intercollegiate Athletics *
Revenues
Expenses
Net
$-83
1,200 (5)
-1,117 (5)
$0
$6,790 (14)
-14,739 (10,14)
7,949 (10,14)
$0
Electric Service *
Revenues
Expenses
Net
$-119
2,233 (6)
-2,114 (6)
$0
$-2,786 (15)
3,720 (10,15)
-934 (10,15)
$0
Inn at Virginia Tech/Skelton Conf. Center
Revenues
Expenses
Net
$118 (7)
284 (7)
-402 (7)
$0
$325 (16)
-479 (10,16)
154 (10,16)
$0
Other Enterprise Functions ***
Revenues
Expenses
Net
$411 (8)
2,935 (8)
-3,346 (8)
$211 (17)
-1,454 (10,17)
1,243 (10,17)
TOTAL AUXILIARIES
Revenues
Expenses
Net
* University Systems include Dormitory and Dining Hall System, University Services System, Intercollegiate Athletics System, and Electric Service System. The Systems were created to provide assurance to bond holders that system
revenues are pledged for the payment of debt service and to allow for dedicated repair and replacement that are not subject to liens of any creditor of the university.
** University Services System includes Career Services, Center for the Arts, Health Services, Recreational Sports, Student Centers & Activities, Student Organizations, and the VT Rescue Squad.
*** Other Enterprise Functions include Golf Course, Hokie Passport, Library Café, Library Photocopy, Licensing & Trademark, Little Hokie Hangout, New Student and Family Programs, Pouring Rights, Printing Services, Software Sales,
Student Athlete Academic Support Services (SAASS) and Tailor Shop.
4
AUXILIARY ENTERPRISE BUDGET
1.
Revenues in Residence and Dining Halls are higher than projected due to greater than anticipated housing occupancy, summer
conferences, and Dining self-generated revenue. Expenses in Residence and Dining Halls are lower than projected due to timing of
operating expenses, one-time facility improvement projects, and replacement of furniture and equipment normally scheduled during
the summer months.
2.
Revenues and expenses in Parking and Transportation Services are lower than projected due to lower than forecasted Fleet Services
business volume.
3.
Expenses in Telecommunications Services are lower than projected due to the timing of special projects related to campus
telecommunication projects.
4.
Revenues for the University Services System are higher than projected due to higher than budgeted student enrollment. Expenses
are lower than projected due to the timing of operating expenses and union facility projects scheduled for summer months.
5.
Expenses for Intercollegiate Athletics are lower than projected due to the timing of operating expenses and one-time sports facility
projects.
6.
Expenses for Electric Service are also lower due to lower than forecasted total cost of purchased electricity as well as the timing of
items ordered but not yet received thus not paid at fiscal year-end.
7.
Revenue for the Inn at Virginia Tech and Skelton Conference Center are higher than projected due to higher than forecasted business
volume. Expenses are lower than projected due to the timing of one-time facility projects in progress.
8.
Revenues for Other Enterprise Functions are higher than projected due to higher than forecasted business volume in New Student
and Family Progams, Licensing and Trademark, and Software Sales. Expenses are lower than projected due to timing of operating
expenses and lower than anticipated Printing Services business volume.
9.
The projected annual revenue, expense, and reserve budgets for Residence and Dining Halls were increased for dining business
volume, student enrollment revenue, state compensation actions (high-turnover), expanded dining facility hours, increased dining
wage rates, facility planning, residential mail services support, $2.5 million for East Eggleston renovation project, $7.7 million for
residence halls electronic door access project, the receipt of $468,317 from a dining vendor settlement, and Residence Hall projects.
10. The projected annual expense budget for Auxiliary Enterprises was increased for $10.5 million in outstanding 2014-15 commitments
and projects that were initiated but not completed before June 30, 2015. This amount includes $926,873 for Athletics, $3.1 million for
Residence Halls, and $2.2 million in Dining Hall commitments and projects. The remainder is spread across the other auxiliary
programs.
11. The projected annual revenue for Parking and Transportation were decreased for business volume in Parking Services. The expense
and reserve budgets for Parking and Transportation were increased for pakring gate software, snow removal costs, and project
management costs.
12. The projected annual revenue, expense, and reserve budgets for Telecommunications Services were increased for project business
volume and equipment refreshment. Annual expense and reserve budgets were increased $824,000 to supplant a portion of the
previously authorized external debt with internal financing for the Unified Communications project.
13. The projected annual revenue, expense, and reserve budgets for the University Services System were increased for student
enrollment revenues, state compensation actions (high-turnover), health services counselor, health services general practitioner,
increased student organizations funding, professional development for health services personnel, Recreational Sports field equipment,
and project planning for Smith Career Center.
14. The projected annual revenue budget for Intercollegiate Athletics was adjusted $6.8 million to accommodate additional revenue of
$2.0 million from football ticket sales, $215,000 from private gifts, $180,000 from basketball courtside seat sales, $167,000 for
basketball tickets, $100,000 from basketball receivable guarantees, $18,000 from licensing, $95,000 from merchandise activities,
$200,000 for student enrollment, $1.0 million from the football team’s participation in the Independence Bowl, and $2.8 million for
Indoor Practice Facility capital project fundraising. These increases were partially offset by decreased revenue of $293,000 from men’s
basketball season ticket sales. Annual expense and reserve draw budgets were increased $13.8 million to accommodate $3.8 million
for primarily one-time football coaching staff transition costs, $2.8 million for privately funded Indoor Practice Facility capital project
expenses, $1.7 million for Independence Bowl expenses, $3.0 million for capital project planning associated with facility
improvements, $350,000 for Cassell Coliseum arena renovation, $141,000 for men and women’s basketball payable guarantees,
$300,000 for travel, $180,000 for sports equipment, $208,000 for game officials, $150,000 for medical service provider, $225,000 for
athlete food and dietary supplies, $200,000 for moving expenses, $200,000 for service equipment agreement, and $551,000 for
ongoing operational needs.
15. The projected annual revenue and expense budgets for the Electric Services auxiliary were decreased for reduced 2015-16 cost of
wholesale electricity and the associated reduction in customers' rates. Annual expense and reserve budgets were increased for onetime equipment purchases and planned reserve restoration.
16. The projected annual revenue, expense, and reserve budgets for the Inn at Virginia Tech and Skelton Conference Center were
increased for business volume.
17. The projected annual revenue, expense, and reserve budgets for Other Enterprise Functions were adjusted for increased business
volume in New Student Programs, licensing contracts in Software Sales, scholarship awards, equipment and professional
development in Student Athlete Academic Services Support, increased scholarship expenses in Licensing and Trademark, scholarship
transfer, and Hokie Passport Services smart card conversion.
5
CAPITAL OUTLAY PROJECTS
AUTHORIZED AS OF JUNE 30, 2016
ORIGINAL
ANNUAL
BUDGET
CURRENT YEAR
REVISED
ANNUAL
YTD
BUDGET
EXPENSES
TOTAL PROJECT BUDGET
STATE
SUPPORT
GENERAL
OBLIGATION
BOND
NONGENERAL
FUND
REVENUE
BOND
TOTAL
BUDGET
CUMULATIVE
EXPENSES
Educational and General Projects
Educational and General Maintenance Reserve
Maintenance Reserve
9,038
10,040
10,029
17,728
0
0
0
17,728
Design Phase
Academic Buildings Renewal
BI Data Center Expansion
Improve Kentland Facilities
Planning: Corps Leadership & Military Science Building
Planning: Eastern Shore AREC Storage Building
Planning: Renovate Undergraduate Science Laboratories
6,750
0
1,020
0
0
0
2,500
500
1,000
500
20
0
1,073
325
473
725
0
0
27,389
0
8,618
0
0
0
0
0
0
0
0
0
0
5,900
0
2,100
46
600
0
0
0
0
0
0
27,389
5,900
8,618
2,100
46
600
2,140
24,000
2,140
24,000
1,335
22,341
4,891
42,652
0
0
0
0
0
0
4,891
42,652
2,026 (8)
32,010 (9)
209
1,261
2,300
340
3,393
533
1,748
2,297
332
4,502
520
1,689
1,980
281
1,115
53,759
0
0
32,003
47,609
0
0
0
0
0
0
4,750
2,800
0
18,650
0
0
0
0
28,959
53,759
4,750
2,800
32,003
95,218
53,746
4,691
2,483
31,952
91,832
50,451
50,112
41,887
234,649
0
34,846
28,959
298,454
239,090
Construction Phase
Address Fire Alarm Systems and Access
Classroom Building
Close-Out
Human & Agricultural Biosciences Building I
Marching Virginians Practice Facility
McBryde 100 Classroom Renovation
Renovate Davidson Hall, Phase I
Signature Engineering Building
TOTAL
6
16,187 (1)
2,430
325
682
725
0
0
(2)
(3)
(4)
(5)
(6)
(7)
(10)
(11)
(12)
(13)
(14)
CAPITAL OUTLAY BUDGET
Educational and General Projects
1.
The current year and total project budget amounts reflect the balance of maintenance reserve appropriation carried forward from
fiscal year 2015 and the state’s fiscal year 2016 allocation of $8.531 million of Maintenance Reserve funds. The annual budget
was adjusted in the fourth quarter to reflect full appropriation allotments. The amount of cumulative expenditures exceeds the
state required 85 percent performance requirement.
2.
This project is for the renovation of three academic buildings located in the core of main campus bordering the Drillfield:
Davidson Hall-Front Section, Sandy Hall, and the Liberal Arts Building. The state authorized design funding effective July 2013
and construction funding effective July 2015. The $27.389 million amount reflects the total project less equipment funding which
is allocated separately after the start of construction. The project was hard bid in May 2016 and the low bid reflects a $4.4 million
cost overrun above the authorized budget. The university is working with the Commonwealth to obtain a General Fund
supplement to advance the project to construction.
3.
This project will establish a new high performance data center within the existing Biocomplexity Institute’s facilities. The DesignBuild contract has been signed and construction is anticipated to begin in August with the data center ready for use by March
2017. The annual budget was established in the first quarter to reflect the project’s approval to move forward at the August 2015
Board of Visitors meeting.
4.
This project is to provide a metabolism research laboratory, an applied reproduction facility, and a building for animal
demonstration, handling, and holding spaces. The state authorized design funding effective July 2013 and construction funding
effective July 2015. The $8.618 million amount reflects the total project less equipment funding which is allocated separately
after the start of construction. Working Drawings are under review with an anticipated start of construction in late fall 2016. An
early site package for the Applied Reproduction Facility has been halted because of contractor performance.
5.
This project is to plan a new 60,500 gross square foot Corps Leadership and Military Science Building that will be located in the
northern portion of the existing Upper Quad near Lane Hall. The facility would provide a centralized and consolidated home to
the wide range of Corps of Cadets and ROTC programs currently dispersed around the northern area of campus. Preliminary
Design is under review. Year-to-date expenditures exceeded the annual budget because expenses expected in fiscal year 2017
were invoiced in fiscal year 2016. Resources were sufficient to cover the accelerated cash outflow and the project remains within
the total authorized budget.
6.
This project is to plan a new storage building for the Eastern Shore Agriculture Research and Extension Center (AREC). The
facility’s program provides space to store and secure modern research equipment on-site. Preliminary Designs are underway
with pricing expected in early fall 2016. The annual budget was established in the third quarter to reflect the project’s approval to
move forward at the March 2016 Board of Visitors meeting.
7.
This project is to plan for the renovations of up to ten undergraduate laboratories within Derring and Hahn Halls that are needed
to accommodate the increased demand for introductory undergraduate science laboratory classes in biology, chemistry, physics,
and micro-biology. The project was approved to move forward at the June 2016 Board of Visitors meeting.
8.
This project will support progress on fire alarm systems and accessibility improvements for several E&G buildings. The
implementation plan calls for improvements to be executed in multiple packages, and construction funding will be released on a
package-by-package basis. The State has appropriated $4.89 million of General Fund resources for the total project budget of
which $4.26 million has been committed to the following projects underway or completed: Food Science and Technology
Building, Architecture Annex, Wallace Annex, War Memorial Hall, Lane Hall, Whittemore Hall, Patton Hall, and Randolph Hall.
9.
This project is for a 73,400 gross square foot classroom building to meet the university’s instructional classroom and laboratory
needs. Construction is underway with occupancy scheduled for fall semester 2016.
10.
The project was closed in June 2016 with $13,152 of unspent budget returned to the General Fund.
11.
The project was closed in June 2016 with $58,602 of unspent budget returned to the program.
12.
The project was closed in March 2016 with $316,973 of unspent budget returned to the central budget.
13.
The project was closed in November 2015 with $50,733 of unspent budget returned to the General Fund.
14.
The project was closed in June 2016 with $14,765 of unspent budget returned to the General Fund and $3.3 million returned to
the central budget.
7
Capital Outlay Projects Authorized as of June 30, 2016 (Continued)
ORIGINAL
ANNUAL
BUDGET
CURRENT YEAR
REVISED
ANNUAL
YTD
BUDGET
EXPENSES
TOTAL PROJECT BUDGET
STATE
SUPPORT
GENERAL
OBLIGATION
BOND
NONGENERAL
FUND
REVENUE
BOND
TOTAL
BUDGET
CUMULATIVE
EXPENSES
Auxiliary Enterprises Projects
Auxiliary Maintenance Reserve
Maintenance Reserve
7,000
7,000
6,033
0
0
Design Phase
Planning: Student Wellness Services
Lane Substation Expansion
Planning: Athletic Facilities Improvements
Planning: O'Shaughnessy Renovation
1,100
2,000
490
0
200
500
800
30
103
437
723
2
0
0
0
0
0
0
0
0
Construction Phase
Residential Door Access Improvements
Unified Communications & Network Renewal
Upper Quad Residential Facilities
0
1,500
46,753
1,000
900
26,000
3,383
1,682
28,832
0
0
0
Close-Out
Airport Hangar
East Eggleston Renovation
Indoor Athletic Training Facility
Residential Connectivity
South Recreation Field Surface Replacement
2,000
0
1,181
1,691
276
2,000
2,500
1,901
644
1,814
1,737
2,196
1,837
644
1,812
0
0
0
0
0
0
63,991
45,289
On Hold and Not Funded
New Residence Hall II
Parking Blanket Authorizations Balance
Phase IV of Oak Lane Community (Houses 2 - 5)
TOTAL
GRAND TOTAL
$ 114,442
$
95,401
$
0
20,739
0
2,000
3,500
1,750
3,071
4,500
0
0
3,071
6,500
3,500
1,750
210
437
723
2
0
0
0
7,735
9,564
28,620
0
6,944
62,380
7,735
16,508
91,000
3,383 (6)
13,903 (7)
64,532 (8)
0
0
0
0
0
0
0
0
0
0
2,520
2,500
21,300
4,000
0
0
0
3,700
0
4,600
2,520
2,500
25,000
4,000
4,600
1,743
2,196
20,336
2,953
3,242
0
0
0
0
0
0
0
0
0
0
0
0
27,000
16,547
17,518
27,000
16,547
17,518
49,422
0
0
104,229
146,260
250,489
91,309
$ 234,649
139,075
$ 175,219
$ 548,942
$
-
$
$
20,739
RECOMMENDATION:
That the report of income and expenditures for the University Division and the Cooperative Extension/Agricultural Experiment Station Division for the period of
July 1, 2015 through June 30, 2016 and the Capital Outlay report be accepted.
August 29, 2016
8
6,033 (1)
(2)
(3)
(4)
(5)
(9)
(10)
(11)
(12)
(13)
182 (14)
0 (15)
0 (16)
119,876
$
358,966
CAPITAL OUTLAY BUDGET (Continued)
Auxiliary Enterprises Projects
1.
Projects are scheduled and funded by the auxiliary enterprises during the annual Auxiliary Enterprise budgeting process. The
units prepare five-year plans that outline their highest priority deferred maintenance needs. The annual budget reflects the
spending plans of the auxiliary units on scheduled maintenance reserve work for fiscal year 2016. The outstanding balance is
committed to a five year forward looking maintenance plan to ensure sufficient resources are available for major maintenance
repairs. The auxiliary maintenance reserve program covers 104 assets with a total replacement value of $1.1 billion.
2.
This project, as authorized at the March 2016, Board of Visitors meeting, is to explore alternatives and prepare design
documents for an expanded, comprehensive student wellness services solution to meet student expectations.
3.
This project will expand the Lane Substation on Innovation Drive. The project includes the purchase and installation of two
28,000 kilovolt-amps (kVA) transformers, two circuit switchers, six distribution reclosers with space for an additional four
reclosers, a control house and associated relay, and control equipment. Specifications for the transformers are being developed
and equipment is being ordered. The entire project should be complete in late 2017 with an expected total cost of $6.5 million.
4.
This planning project includes design work for four high priority Athletic facility improvements: Rector Field House, Baseball
Facilities, athletic nutrition center, and Tennis Facilities. Construction for Rector Field House site work and foundations is
expected in summer 2016 and construction for Baseball Facilities is expected to begin early winter 2016. Feasibility studies are
underway for an athletic nutrition center and Tennis Facilities improvements.
5.
This project will plan updates to O’Shaughnessy Hall’s interior; mechanical, electrical, and plumbing systems; elevators; address
other deferred maintenance items as needed; and installing air conditioning. Improvements include converting O’Shaughnessy
into a living-learning community to modernize the residential program within the building.
6.
This project will install electronic door access locks on approximately 4,520 student rooms in the existing residential system and
improve access control to approximately 1,551 non-student doors. Installation is underway for the first half of the residence halls.
The remaining half will be completed in the summer of 2017. The total cost is expected to be $7.735 million. Year-to-date
expenses exceeded the annual budget because expenses expected in fiscal year 2017 were invoiced in fiscal year 2016.
Resources were available and sufficient to cover the additional cash outflow and the project remains within the total authorized
budget.
7.
This project includes improvements to four complementary communication infrastructure components. The four components
include a unified communications system, upgrading the Internet Protocol (IP) Network, upgrading the cable plant, and upgrading
equipment rooms in various facilities. This project is being implemented in phases and is anticipated to be complete in spring
2017. The total expected costs are $16.5 million. Year-to-date expenses exceeded the annual budget because expenses
expected in fiscal year 2017 were invoiced in fiscal year 2016. Resources were available and sufficient to cover the additional
cash outflow and the project remains within the total authorized budget.
8.
This project replaces Rasche and Brodie with two new residential facilities and razes Thomas and Monteith, effectively
modernizing 1,000 beds in the residential inventory. Construction is underway. The first building, Pearson Hall, was occupied in
November 2015. The second hall was originally scheduled to be occupied by fall 2016 and is behind schedule with anticipated
substantial completion by spring 2017. Year-to-date expenses exceeded the annual budget because expenses expected in fiscal
year 2017 were invoiced in fiscal year 2016. Resources were sufficient to cover the additional cash outflow and the project
remains within the total authorized budget.
9.
This project is substantially complete and was occupied in April 2016. The total cost is expected to be $2.3 million. The project
may be closed and financial accounts terminated when completion of the authorized scope has been verified by the Chief
Facilities Officer and all expenses moved to the capital project.
10.
This project is complete and was occupied in August 2015. The total cost is expected to be $2.5 million. The project may be
closed and financial accounts terminated when completion of the authorized scope has been verified by the Chief Facilities
Officer and all expenses moved to the capital project.
11.
The project was closed June 30, 2016. The total cost was $20.336 million and the authorization was underspent.
12.
The project is closed and financial accounts have been terminated. The total cost was $2.953 million and the authorization was
underspent.
13.
This project was closed June 30, 2016. The total cost was $2.953 million and the authorization was underspent.
14.
This project envisioned a new residence hall of approximately 250 beds. Cost estimates exceed the project budget and the
project is on hold while the university explores alternatives. Funding for the project may be considered pending a program plan
and financial plan.
15.
The purpose of this unfunded parking blanket authorization balance is to complete future improvements and repair projects for
the parking system as specific needs are identified and as funding becomes available.
16.
This is the remaining unallocated authorization of the original $23.5 million Oak Lane Community, Phase IV project. The
outstanding Oak Lane Community expansion, houses two through five and their necessary site improvements, may be
constructed as organizations come forward with program and financing plans.
9
Attachment A
CAPITAL PROGRAM ANNUAL PERFORMANCE
Cumulative Monthly Expenditures
Fiscal Year 2015 and YTD Fiscal Year 2016
$140,000
$120,000
FY16 Original Annual Budget ($114,442)
$ in Thousands
$100,000
FY16 Revised Annual Budget ($95,401)
Cumulative
Expenses
FY15
$80,000
$60,000
Cumulative
Expenses
FY16
$40,000
$20,000
$0
10
Attachment B
CAPITAL PROGRAM PROJECTS
Total Number of Active Capital Projects
Fiscal Year 1990 - Fiscal Year 2016
50
Total Number
of Projects
Excluding
Maintenance
Reserve
Number of Projects
45
40
35
E&G Excluding
Maintenance
Reserve
30
25
20
15
Aux Excluding
Maintenance
Reserve
10
5
0
11
Attachment C
CAPITAL PROGRAM EXPENDITURE TREND
Total Annual Expenditures for Active Capital Projects
$200,000
$ in Thousands
$180,000
Total YTD
Expenses
$160,000
$140,000
$120,000
E&G
$100,000
$80,000
Aux
$60,000
$40,000
$20,000
$0
12
Attachment D
CAPITAL PROGRAM TOTAL BUDGET
Total Budget Level of Active Projects
$800,000
$ in Thousands
$700,000
$600,000
$500,000
$400,000
Total
$300,000
E&G
$200,000
Aux
$100,000
$0
13
Capital Project for Construction of Baseball Improvements
July 23, 2016
Planning work to improve the baseball stadium to meet the needs and expectations of players,
fans, and coaches has been underway. The proposed project will modernize and expand all
aspects of the baseball stadium including demolishing and replacing the existing press box,
restrooms, and concessions; enhancing seating with four new suites, premium seating areas, a
rooftop canopy, and canopy wings; and other major improvements for new entrances, clubhouse,
and locker rooms. A design-build delivery method will be used for the baseball stadium project
and designs and specifications are sufficiently developed to enter a design-build agreement. At
this time Athletics is ready to move forward with improvements for the Baseball program. The
supplemental project costs to complete the Baseball improvements is $18 million for a total project
cost of $18.5 million, inclusive of $500 thousand of planning work already completed.
supplemental $18 million of construction and equipment costs for the Baseball Improvements. The
funding plan calls for a combination of private gifts and athletics self-generated revenue. The
university will arrange internal financing to carry the timing of pledge payments and redirected
revenue streams previously committed to debt that has been retired. With the scope, schedule,
cost, and funding plan established, the university is ready to move forward with the construction of
a Baseball Improvements project.
funding of nongeneral fund capital outlay projects. This request is for approval of an $18 million
supplement authorization for construction of the Baseball Improvements project.
1
RESOLUTION ON CAPITAL PROJECT FOR
CONSTRUCTION OF BASEBALL IMPROVEMENTS
WHEREAS, an Athletics master plan has identified improvements to the Baseball facilities as a top
priority; and,
WHEREAS, plans and specifications have been developed sufficient to enter into a design-build
agreement for a modernized and expanded baseball stadium to meet the needs and expectations
of players, fans, and coaches; and,
WHEREAS, the scope of the project includes replacing the existing press box, restrooms, and
concessions; enhancing seating with four new suites, premium seating areas, a rooftop canopy,
and canopy wings; and new entrances, a scoreboard, clubhouse, and locker rooms.
WHEREAS, the supplemental cost to complete the project is $18 million for a total cost of $18.5
million inclusive of $500 thousand of planning work that is complete; and,
WHEREAS, the university has developed a 100 percent nongeneral fund resource plan to support
the $18 million of supplemental costs to complete the project; and,
NOW, THEREFORE BE IT RESOLVED, that the university be authorized to move forward with an
$18 million supplement to complete the Baseball Improvements project and a not-to-exceed total
project cost of $18.5 million.
RECOMMENDATION:
That the resolution authorizing Virginia Tech move forward with the construction of Baseball
Improvements project be approved.
August 29, 2016
Capital Project for an Early Site Package for Rector Field House Improvements
July 28, 2016
Planning work for improvements and expansions of Rector Field House to meet the practice and
training needs of the softball program, track program, and field throwing events program is
underway. Planning for the overall building improvements are in the preliminary design phase and
designs for the grading and utilities are complete. The project scope includes approximately
44,130 gross square feet of building additions to Rector Field House and improvements to the
existing facility including a new roof, restrooms, fire suppression, and mechanical systems. To
meet the needs and expectations of the athletes and coaches, the new and improved space must
be ready for occupancy by fall 2018. The university has developed a strategy to meet the desired
schedule by issuing an early site package that would begin in fall 2016 followed afterwards by a
building construction package.
authorization to move forward with an early site package for Rector Field House improvements.
The package will provide the necessary site work including grading and utilities to support
construction of the building additions and the new mechanical systems for the existing facility. A
subsequent request for the remainder of the project construction and costs may be submitted in
November 2016 as the building designs are completed.
The estimated total project costs to improve and expand Rector Field House for the softball
program, track program, and field throwing events are $18.6 million, inclusive of $2.6 million of
planning work, $2.4 million for the early site package, and $13.6 million for the remaining building
construction package.
$2.4 million early site package for the Rector Field House project. This funding plan calls for the
use of internal cash resources derived from Athletics auxiliary revenues. With the scope, schedule,
cost, and funding plan established, the university is ready to move forward with the early site
package for Rector Field House Improvements.
funding of nongeneral fund capital outlay projects. This request is for approval of a $2.4 million
authorization for an early site package for improvements to Rector Field House. Subsequent
requests for the remainder of construction funding may be submitted after designs for the building
component are complete.
1
RESOLUTION ON CAPITAL PROJECT FOR AN
EARLY SITE PACKAGE FOR RECTOR FIELD HOUSE IMPROVEMENTS
WHEREAS, an Athletics master plan has identified improvements for the softball program, track
program, and field throwing events program as top priorities; and,
WHEREAS, plans and specifications are under development to expand and improve Rector Field
House to meet the needs and expectations of players and coaches; and,
WHEREAS, the university has developed a phased implementation strategy to deliver the project
with an early site package followed by a building construction package; and,
WHEREAS, the designs of the early site package are complete and include the necessary grading
and utilities to support an expansion of Rector Field House and new mechanical systems for the
existing facility; and,
WHEREAS, the costs of the early site package are $2.4 million and the university has worked
conjointly with Athletics to develop a 100 percent nongeneral fund resource plan to support the
costs; and,
WHEREAS, Athletics and the university are ready to move forward with the early site package and
will request a subsequent authorization in the future for a building construction package to
complete the project; and,
NOW, THEREFORE BE IT RESOLVED, that the university be authorized to move forward with a
$2.4 million early site package for Rector Field House Improvements.
RECOMMENDATION:
That the resolution authorizing Virginia Tech to move forward with an early site package for
improvements to Rector Field House be approved.
August 29, 2016
Capital Project Resolution for the Virginia Tech Transportation Institute
August 9, 2016
The Virginia Tech Transportation Institute (VTTI) is a critical research engine for Virginia
Tech, conducting research to save lives, time, and money, and also protect the environment.
As one of seven research institutes created by Virginia Tech, VTTI has effected significant
change in public policies for driver, passenger, and pedestrian safety and is advancing the
design of vehicles and infrastructure to increase safety and reduce environmental impact.
VTTI is conducting more than 300 active sponsored research projects totaling approximately
$40 million of annual sponsored research expenditures.
For more than a decade, VTTI has been conducting connected- and automated-vehicle
projects. Expanding research and development in this area is a strategic initiative for the
future. To advance this initiative, VTTI is developing enhanced research opportunities through
the creation of the Virginia Automation Park (Park), a road testing facility that will allow for
a more comprehensive range of testing scenarios. The Park will tie directly into the existing
Smart Road facilities and will include a myriad of features to provide VTTI with a full range of
testing scenarios currently not available, including continuous and seamless driving;
autonomous merging with roundabouts and multi-lane roads; low-speed active safety with
parking aids, warnings, and indirect visual systems; multi-lane intersections with long
approaches, straight approaches, and crossing paths; complex urban areas with pedestrian
crossings, bike lanes, and signalized intersections; four-way stops; and multi-vehicle and
person complexity scenarios.
Given the need to build upon the existing Smart Road facilities infrastructure, equipment, and
personnel, the proposed location for the Park is on approximately seven (7) acres of land
located adjacent to the existing VTTI and Smart Road facilities, which is currently leased by
Virginia Tech from ExpandTran, LLC, a limited liability company founded by the Virginia Tech
Foundation, Inc. Virginia Tech will also have use of approximately twenty-one (21) acres of
land located contiguous to the Smart Road facilities through an easement ExpandTran, LLC
is acquiring from TORC Robotics, Inc., and will also construct roadways on this land to
expand research capabilities by capitalizing on the site’s diverse terrain. The estimated cost
for the project is approximately $3 million, and the university has worked with VTTI to develop
a nongeneral fund resource plan sufficient to cover the entire costs of the improvements.
The opportunity to address VTTI’s needs by modifying the existing lease with ExpandTran,
LLC meets the capital lease definition and requires a capital authorization. Under the 2006
Management Agreement between the Commonwealth of Virginia and Virginia Tech, the
Board of Visitors has the authority to approve the budget, size, scope, and overall funding of
capital outlay projects, including capital leases. This request is for authorization to modify the
existing land lease with ExpandTran, LLC to a capital lease in order to construct the required
roadways and infrastructure to create the Virginia Automation Park.
1
RESOLUTION OF A CAPITAL LEASE FOR VIRGINIA TECH TRANSPORTATION
INSTITUTE
WHEREAS, Virginia Tech’s vision to expand research and development under the Virginia
Tech Transportation Institute (“VTTI”) is a strategic initiative for the future of the institution;
and,
WHEREAS, VTTI is developing a specialized connected- and automated-vehicle research
initiative known as the Virginia Automation Park (“Park”) to support fulfilling this goal; and,
WHEREAS, VTTI requires approximately twenty-eight (28) acres of land to accommodate
connected- and automated-vehicle research; and,
WHEREAS, the proposed facility solution for the Park is to develop approximately seven (7)
acres of land currently leased by Virginia Tech from ExpandTran, LLC and an additional
twenty-one (21) acres of land Virginia Tech will have use of through an easement between
ExpandTran, LLC and TORC Robotics, Inc. for a total of twenty-eight (28) acres of land for
research and testing; and,
WHEREAS, VTTI has reviewed the land specifications and lease specifications and
determined it will meet the needs of the Park; and
WHEREAS, Virginia Tech has developed a nongeneral fund resource plan sufficient to
support the full costs of the lease; and
WHEREAS, under the 2006 Management Agreement between the Commonwealth of Virginia
and Virginia Tech, the Board of Visitors has authority to approve the budget, size, scope,
debt issuance, and overall funding of nongeneral funded major capital outlay projects,
including capital leases; and,
NOW, THEREFORE, BE IT RESOLVED, that Virginia Tech be authorized to enter into a
capital lease with ExpandTran, LLC for the development of approximately twenty-eight (28)
acres of land through a capital lease with ExpandTran, LLC and an easement between
ExpandTran, LLC and TORC Robotics, Inc. to house the Virginia Automation Park.
RECOMMENDATION:
That the above resolution authorizing Virginia Tech to enter into a capital lease agreement
with ExpandTran, LLC to house the Virginia Automation Park be approved.
August 29, 2016
Agenda
RESEARCH COMMITTEE
Duck Pond Room
The Inn at Virginia Tech and Skelton Conference Center
3:45 - 5:00 p.m.
August 28, 2016
Agenda Item
Reporting
Responsibility
1.
Opening Remarks and Approval of March 20, 2016
Research Committee Minutes
Chair
2.
Remarks from the President
Dr. Timothy Sands
*3.
Resolution for Exclusion of Certain Officers/Directors
Dr. Theresa Mayer
4.
Global Profile for Research
Dr. Theresa Mayer
5.
Research Highlight: The Science of All Data
Dr. Sallie Keller
Briefing Report
RESEARCH COMMITTEE OF THE BOARD OF VISITORS
August 28, 2016
1.
Opening remarks and approval of March 20, 2016 minutes: The chair will
make opening remarks and a motion for the approval of the March 20, 2016
minutes.
2.
Remarks from President Sands: Dr. Sands will provide comments.
*3.
Resolution for Exclusion of Certain Officers/Directors: Dr. Mayer will review
the resolution for approval.
4.
Global Profile for Research: Dr. Mayer will present on indicators for an
enhanced global reputation for research. The university’s academic and research
reputations are critical factors in attracting and retaining talent, as well as
developing relationships with sponsors.
5.
Research Highlight: The Science of All Data: Dr. Keller will provide an
overview of the work of the Social and Decision Analytics Laboratory (SDAL) of
the Biocomplexity Institute. The SDAL brings together statisticians and social and
behavioral scientists to embrace today’s data revolution, developing evidencebased research and quantitative methods to inform policy decision-making.
1
Research General Report
of August 28, 2016
RESOLUTION FOR EXCLUSION OF CERTAIN OFFICERS/DIRECTORS
WHEREAS, Virginia Polytechnic Institute and State University (“Virginia Tech”) was
determined by the Department of Defense (DoD) to be a facility authorized to be eligible
for access to classified information or award of classified contracts in 1960 and years
following, with the most recent authorization in 2011, and
WHEREAS, in accordance with the National Industry Security Program Operating
Manual (NISPOM), Cognizant Security Agencies (CSAs) require certain principal
officers, directors, partners, regents, or trustees, and those occupying similar positions
at institutions of higher education meet the personnel security clearance requirements
established for the level of the institution’s facility security clearance or be formally
excluded; and
WHEREAS, t h e NISPOM permits the exclusion from the personnel clearance
requirements of said principal officers et al. on the basis that these cited individuals
shall not require, shall not have, and can be effectively excluded from access to all
classified information disclosed to Virginia Tech, and do not occupy positions that would
enable them to affect adversely corporate policies or practices in the performance of
classified contracts, as determined by a CSA.
NOW THEREFORE BE IT DECLARED, that the Board of Visitors hereby formally
appoints a managerial group with the authority and responsibility for the negotiation,
execution, and administration of classified contracts (“Key Management Personnel”),
consisting of the following principal officers within Virginia Tech: President, University
Legal Counsel, Chief Contracting Officer, Vice President for Research and
Innovat ion, Senior Research Compliance Officer, Senior Contracts Officer, and
Facility Security Officer (specified by name in Attachment A).
BE IT RESOLVED, that the President and the said managerial group at the present
time do possess, the required security clearance, with the exception of the Vice President
for Research and Innovation, who is in the process of acquiring clearance; and
BE IT RESOLVED FURTHER, that in the future, when a CSA determines that
additional Virginia Tech officials must be added to said managerial group and be
granted personnel clearances or excluded from classified access pursuant to the
NISPOM, such requirements shall be made and approved by the Key Management
Personnel, and not the Board of Visitors, unless approval by the Board of Visitors is
formally required by the CSA, and
BE IT RESOLVED FURTHER, that the appended list of all members of the Board of
Visitors (specified by name in Attachment B) shall not require, shall not have, and can
be effectively excluded from access to all classified information in the possession of
Virginia Tech, and do not occupy a position that would enable them to affect adversely
Virginia Tech policies or practices in the performance of classified contracts. A copy of
this resolution shall be provided to CSAs as required by the NISPOM.
RECOMMENDATION:
That this resolution be adopted.
August 29, 2016
ATTACHMENT A: List of Key Management Personnel by name who must be
granted personnel clearances or excluded from classified access pursuant to the
NISPOM per Board of Visitors Resolution, August 29, 2016
President
Legal Counsel
Chief Contracting Officer
Vice President for Research & Innovation
Senior Research Compliance Officer
Senior Contracts Officer
Facility Security Officer
Dr. Timothy Sands
Kay K. Heidbreder, Esq.
M. Dwight Shelton, Jr.
Dr. Theresa Mayer
Linda R. Bucy
John C. Rudd Jr
David A. Brady
ATTACHMENT B: List of Board of Visitors Members to be excluded per Board of
Visitors Resolution, August 29, 2016
Mr. James “Jim” L. Chapman, IV (Rector)
Ms. Greta J. Harris
Mr. Charles T. (C.T.) Hill
Mr. L. Chris “Chris” Petersen
Ms. Deborah “Debbie” Leigh Martin Petrine
Mr. Michael “Mike” J. Quillen
Rev. Wayne H. Robinson
J. Thomas “Tom” Ryan, M.D.
Mr. Steve Sturgis
Mr. Dennis H. Treacy (Vice-Rector)
Mr. Jeff E. Veatch
Open Session Agenda
Smithfield Room, The Inn at Virginia Tech
8:00 a.m.
August 29, 2016
Agenda Item
1.
Introductions, Opening Remarks, and Approval of
June 6, 2016 Minutes
2.
Updates from the Division of Student Affairs
Reporting
Responsibility
Mr. Mehul Sanghani
Dr. Patty Perillo
* 3.
Resolution CSA 2015-16C: Resolution for
Revision and Expansion of the Statement of SelfReporting and Bystander Intervention for Student
Code of Conduct
Mr. Rohsaan Settle
* 4.
Resolution CSA 2015-16D: Resolution for the
Expansion of the Drug Policy for Student Code of
Conduct
Mr. Rohsaan Settle
5.
2016-2017 Annual Plans and Objectives for SGA,
GSA, and CSA
Ms. Alexa Parsley
Ms. Chelsea Corkins
Mr. Brett Netto
Ms. Alex Hyler
Mr. Matt Chan
6.
Intercollegiate Athletics Report
Mr. Whit Babcock
Mr. Tom Gabbard
Briefing Report
August 29, 2016
Open Session
1. Introductions, Opening Remarks, and Approval of June 6, 2016 Minutes: Mr. Mehul
Sanghani, committee chair, will offer introductions, provide opening remarks, and present the
minutes of the June 6, 2016, Student Affairs and Athletics Committee meeting to the
committee for review and approval.
2. Updates from the Division of Student Affairs: Dr. Patty Perillo, vice president for student
affairs, will provide a quarterly update on the Division of Student Affairs.
3. *Resolution for Revision and Expansion of the Statement of Self-Reporting and
Bystander Intervention for Student Code of Conduct: Mr. Rohsaan Settle, director of
student conduct, will present Resolution CSA 2015-16C for board approval.
4. *Resolution for the Expansion of the Drug Policy for Student Code of Conduct: Mr.
Rohsaan Settle, director of student conduct, will present Resolution CSA 2015-16D for board
approval.
5. 2016-2017 Annual Plans and Objectives for SGA, GSA, and CSA: Ms. Alexa Parsley,
president of the Student Government Association (SGA), Ms. Chelsea Corkins, president of
the Graduate Student Assembly (GSA) along with Mr. Brett Netto (vice president of
membership) and Mr. Alex Hyler (director of programs), and Mr. Matt Chan, chair of the
Commission on Student Affairs (CSA) will each present their organization’s plans and
objectives for the next academic year.
6. Intercollegiate Athletics Report: Mr. Whit Babcock, director of Athletics, will offer a quarterly
report on intercollegiate athletics. Mr. Tom Gabbard, senior associate athletic director for
facilities and operations, will review facility renovation plans for the Merryman Center, the
Bowman Room, and Rector Fieldhouse.
1
Joint Open Session Agenda
STUDENT AFFAIRS AND ATHLETICS and BUILDING AND GROUNDS COMMITTEES
Solitude Room, The Inn at Virginia Tech and Skelton Conference Center
9:30 a.m.
August 29, 2016
Agenda Item
1. Welcome and Introductions
2. Long-Range Planning for Student Affairs
Learning Environments
Reporting
Responsibility
Mr. Mehul Sanghani
Mr. Chris Wise
Briefing Report
STUDENT AFFAIRS AND ATHLETICS and BUILDING AND GROUNDS COMMITTEES
August 29, 2016
Joint Open Session
1. Welcome and Introductions: Mr. Mehul Sanghani, chair of the student affairs and athletics
committee, will offer a brief welcome to the building and grounds committee and allow for
introductions.
2. Long-Range Planning for Student Affairs Learning Environments: Mr. Chris Wise,
assistant vice president for student affairs, will offer a continuation on the prior student affairs
facility inventory presentation with information on the division’s long-range planning and
progress towards quality learning environments.
1
Student Affairs and Athletics
General Report of August 29, 2016
Resolutions for Changes to the Hokie Handbook (www.hokiehandbook.vt.edu)
Modifications to the Statement on Self-Reporting and Bystander Intervention for
Student Code of Conduct
WHEREAS, The University Student Conduct System “plays a key role in educating
students, faculty, staff, and other stakeholders about community expectations and
values”, and
WHEREAS, the mission of Student Conduct at Virginia Tech is “to partner with Virginia
Tech community members to address a student’s conduct inconsistent with university
expectations”, and
WHEREAS, the University Student Conduct System strives to guide students toward
healthier lifestyle choices and connect them to resources and opportunities to assist
them in creating healthier choices, and
WHEREAS, the University Student Conduct System has a Statement on Self-Reporting
and Bystander Intervention to encourage students to seek medical assistance for
themselves or others who are significantly intoxicated as a result of alcohol or other
substances, and
WHEREAS, the current policy (contained in the Hokie Handbook) describes that in
appropriate cases of self-reporting and bystander intervention, Student Conduct will not
pursue conduct charges against the reporting party, and
WHEREAS, the current policy does not extend to the party experiencing a medical
emergency in cases of bystander intervention, and
WHEREAS, Student Conduct recognizes that bystanders may be discouraged from
reporting a medical emergency due to possible conduct charges for the party
experiencing the emergency, and
WHEREAS, Student Conduct prioritizes student safety and wants to be clear when
encouraging all students to seek medical assistance in an emergency, therefore let it be
NOW, THEREFORE LET IT BE RESOLVED, that Policy # 8300, Student Code of
Conduct – Statement on Self-Reporting and Bystander Intervention be amended as
follows:
Virginia Tech has a Statement on Self-Reporting and Bystander Intervention which is
very similar to traditional “Good Samaritan” and “Medical Amnesty” policies. Being an
active bystander, as well as student health and safety are primary concerns at Virginia
Tech. This statement affirms our collective desire for students to seek medical
assistance for themselves or others who are significantly intoxicated as a result of
alcohol or other substances.
In an effort to avoid confusion around the terms of “Good Samaritan” and “amnesty,”
which could imply no follow-up, consequence, or outcome, Virginia Tech created a
statement to convey our response to when community members seek medical
assistance for themselves or others in a medical emergency as a result of alcohol or
drug use. We do not want students to feel as though they are choosing between
conduct consequences and seeking assistance. If someone requires assistance, we
want them to seek assistance for their health and safety. If medical assistance is
sought, Student Conduct will not pursue conduct charges against the individual or
organization who sought assistance, or the individual in need of assistance.
Actively assisting requires that an individual:
 Call the rescue squad or the police or seek other individuals qualified to assess
the student’s condition, such as a professional or student staff member in
Housing and Residence Life.
 Stay with the intoxicated student until help arrives.
Egregious alcohol/illegal drug violations, violations having a significant individual or
community impact, and prior violations that demonstrate an actual, potential, or
perceived pattern of behavior are not likely to have outcomes that are mitigated and are
not likely to be protected under this policy. Those behaviors not covered under this
statement include:

Violations of the Code of Conduct other than the alcohol/drugs policy. For
example:
 Abusive conduct (i.e. assault, battery, harassment, stalking,
recording/distributing images without consent)
 Sexual and gender-based violence
 Hazing
 Damage to property
 Fake ID
 Disorderly or disruptive conduct (i.e. behavior that interferes with the
duties of a public/civil official, the rights and/or activities of others, or the
orderly functioning of the university and/or the performance of the duties of
university personnel)
 Endangering others through use, possession, or providing alcohol or the
controlled substance
 Providing alcohol/ drugs to minors under the age of 18 years of age
 Providing alcohol/ drugs in bulk
 Bias related incidents
 Distribution or possession with the intent to distribute drugs
 Students who have prior alcohol/ drug related conduct history or have
engaged in high-risk alcohol/ substance use before
 Action by police or other law enforcement personnel
Actions to be taken by Student Conduct:
 The assistance seeker and the individual in need of assistance will be
required to meet with a member of Student Conduct if they met any of the
current criteria for a violation of the alcohol beverage and/ or illegal drug
policies
 Those persons will likely be issued educational requirements that may
include, but are not limited to, alcohol and/or drug education, counseling,
and/or a substance abuse assessment
 Document the actions taken by the student and the office
 Failure to complete the educational assignments or treatment
recommendations will typically result in further conduct action
RECOMMENDATION:
That the above resolution for changes to University Policies for Student Life:
Modifications to the Statement on Self-Reporting and Bystander Intervention for Student
Code of Conduct
August 29, 2016
Resolutions for Changes to the Hokie Handbook (www.hokiehandbook.vt.edu)
Expansion of the Drug Policy for Student Code of Conduct
Effective Date: Immediately upon approval by the Board of Visitors
WHEREAS, The University Student Conduct System “plays a key role in educating
students, faculty, staff, and other stakeholders about community expectations and
values,” and
WHEREAS, the mission of Student Conduct at Virginia Tech is “to partner with Virginia
Tech
community members to address a student’s conduct inconsistent with university
expectations,” and
WHEREAS, the University Student Conduct System strives to guide students toward
healthier lifestyle choices and connect them to resources and opportunities to assist
them in creating healthier choices, and
WHEREAS, the Food and Drug Administration (FDA) has shared that the prevalence of
abuse, misuse, and diversion from approved medical uses of prescription medications is
concerning, and
WHEREAS, the Substance Abuse and Mental Health Services Administration
(SAMHSA) reports that over 52 million persons in the United States age 12 or older had
used prescription drugs non-medically at least once in their lifetime, and
WHEREAS, the Student Code of Conduct specifically states that “Virginia Tech does
not condone the misuse or abuse of controlled substances,” and
WHEREAS, currently stated in the Student Code of Conduct, “misuse and abuse of
illegal drugs is in direct conflict with the goals and objectives of any educational
institution,” and
WHEREAS, the current illegal drug policy (contained in the Student Code of Conduct)
addresses the illegal use, possession, manufacturing, distribution, and selling of illegal
drugs, and
WHEREAS, current policy noticeably has “misuse” and “abuse” missing from the illegal
drug policy, and
WHEREAS, similar to the alcohol beverage policy, students can legally consume a
substance and be in violation of the Student Code of Conduct if the substance is
misused or abused,
NOW, THEREFORE LET IT BE RESOLVED, that Policy #8300, Student Code of
Conduct – “Drug” Policy be amended as follows:
Student Code of Conduct – Controlled Substances
The illegal use or possession of any controlled substance is strictly prohibited by the
university. The illegal use of controlled substances is incompatible with the goals of the
academic community. Students found responsible for illegally possessing, using,
manufacturing, possessing with intent to manufacture, selling, dispensing, or distributing
any illegal drug or substance controlled under state or federal law is prohibited.
Possession of used or unused drug paraphernalia is also prohibited (unless there is a
documented medical need). Additionally, misusing and abusing drugs, including overthe-counter and prescription drugs, is prohibited. Students can be suspended or
dismissed from the university for a first offense. Students who are also university
employees are also subject to disciplinary job action.
RECOMMENDATION:
That the above resolution for changes to University Policies for Student Life:
Modifications to the Expansion of the Drug Policy for Student Code of Conduct be
approved.
August 29, 2016
RESOLUTION OF APPRECIATION HONORING DR. NANCY V. DYE
WHEREAS, Dr. Nancy V. Dye was appointed by Governor Bob McDonnell to Virginia
Polytechnic and State University’s Board of Visitors on July 1, 2012; and,
WHEREAS, Dr. Dye has been a valuable contributor to the university during her term on
the board; and,
WHEREAS, Dr. Dye has served on numerous committees, including the Research
Committee, the Student Affairs and Athletics Committee, and the Academic Affairs
Committee; and,
WHEREAS, Dr. Dye’s experience and knowledge as a physician leader has been
especially valuable to the board as the university sought to advance its involvement in
health-related education and research; and,
WHEREAS, Dr. Dye has distinguished herself as an advocate for higher education in the
region, serving on the Ferrum College Board of Trustees and the Hargrave Military
Academy Board of Trustees; and,
WHEREAS, with a focus on access to and affordability of higher education for Virginia
students, Dr. Dye provides noteworthy support to her community, including service on the
Juvenile Diabetes Foundation Board of Directors, the Mill Mountain Advisory Committee,
and the Military Family Support Center Board of Directors;
WHEREAS, the members of the Board have thoroughly enjoyed getting to know Nancy
and her husband, Kevin, and have enjoyed their company at Board meetings, football
games, and other university events;
NOW, THEREFORE, BE IT RESOLVED that the members of the Board of Visitors of
Virginia Polytechnic Institute and State University do hereby extend their sincere
appreciation to Dr. Nancy V. Dye for her outstanding loyalty and devoted service, and for
her faithful dedication to the university and its missions.
RECOMMENDATION:
That the above resolution recognizing Dr. Nancy V. Dye for her service as a member of
the Board of Visitors be approved.
August 29, 2016
RESOLUTION OF APPRECIATION HONORING WILLIAM D. FAIRCHILD
WHEREAS, Mr. William D. Fairchild was appointed by Governor Bob McDonnell to
Virginia Polytechnic and State University’s Board of Visitors on July 1, 2012; and,
WHEREAS, Mr. Fairchild is a Virginia Tech alumnus, having earned a bachelor’s degree
in Building Construction; and,
WHEREAS, Mr. Fairchild has made valuable contributions to the board include serving
as chair of the Building and Grounds Committee, and serving on the Executive
Committee; and,
WHEREAS, Mr. Fairchild, having retired as Chairman of R.W. Murray Company with 30
years’ experience in the construction industry, has contributed considerable wisdom and
insight toward the university’s advancements in construction and smart infrastructure;
and,
WHEREAS, Mr. Fairchild supports the university’s mission by serving on the board of the
Meyers-Lawson School of Construction; and,
WHEREAS, Mr. Fairchild generously gives his time to numerous organizations supporting
education and construction, and notably served as national chairman of Associated
Builders and Contractors.
WHEREAS, the members of the Board have thoroughly enjoyed getting to know Bill and
his wife, Anita, and have enjoyed their company at Board meetings, football games, and
other university events;
appreciation to William D. Fairchild for his outstanding loyalty and devoted service, and
for his faithful dedication to the university and its missions.
RECOMMENDATION:
That the above resolution recognizing William D. Fairchild for his service as a member of
the Board of Visitors be approved.
August 29, 2016
RESOLUTION OF APPRECIATION HONORING B.K. FULTON
WHEREAS, Mr. B.K. Fulton was appointed by Governor Bob McDonnell to Virginia
Polytechnic and State University’s Board of Visitors on July 1, 2012; and,
WHEREAS, Mr. Fulton is an alumnus of the Class of 1980; and,
WHEREAS, Mr. Fulton’s valuable contributions to the board include service on the
Academic Affairs Committee, the Research Committee, the Finance and Audit
Committee, and the Building and Grounds Committee; and,
WHEREAS, Mr. Fulton’s expertise in public policy and public affairs, which he developed
as vice president of the Mid-Atlantic Region for Verizon Communications, has been
exceptionally valuable to the board; and,
WHEREAS, Mr. Fulton has devoted a great deal of his time to support the wellbeing of
the Commonwealth and its communities, serving on the board of the Virginia Chamber of
Commerce, the Governor’s Advisory Council on Revenue Estimates, the World Affairs
Council of Greater Richmond, and Venture Richmond; and,
WHEREAS, Mr. Fulton is a committed supporter of education and ongoing development
of students, serving on the board of the Jobs for Virginia Graduates program, the
Jefferson Institute, and as a member of the Dean’s Council of the New School’s Milano
Graduate School of Management and Urban Policy.
WHEREAS, the members of the Board have thoroughly enjoyed getting to know B.K. and
his wife, Jackie Stone, and have enjoyed their company at Board meetings, football
games, and other university events;
appreciation to B. K. Fulton for his outstanding loyalty and devoted service, and for his
faithful dedication to the university and its missions.
RECOMMENDATION:
That the above resolution recognizing B.K. Fulton for his service as a member of the
Board of Visitors be approved.
August 29, 2016
Atlantic Coast Conference
Governing Board Certification Form
Academic Year 2016-17
As Chairman of the Governing Board at Virginia Polytechnic
Institute & State University, I attest that:
1) Responsibility for the administration of the athletics
program has been delegated to the Chief Executive
Officer of the Institution.
2) The Chief Executive Officer has the mandate and support
of the board to operate a program of integrity in full
compliance with NCAA, Conference and all other
relevant rules and regulations.
3) The Chief Executive Officer, in consultation with the
Faculty Athletics Representative and the Athletics
Director, determines how the institutional vote shall be
cast on issues of athletics policy presented to the NCAA
and the Conference.
Date Presented to the Governing Board: ________________________
Signed: __________________________________________________
(Chairman of the Governing Board)
Signed: __________________________________________________
(CEO of Member Institution)
Please return completed form before October 21, 2016 to:
Commissioner John D. Swofford
Atlantic Coast Conference
4512 Weybridge Lane
Greensboro, NC 27407

Full Board Open Session - Board of Visitors

Transcription

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