DOCKET
BOARD OF VISITORS
June 14, 1997

1. CONSENT ITEMS

a. APPROVAL OF EASEMENT (Virginia Power) Health Sciences Center Parking Garage for 600 Vehicles

The President will propose the adoption of the following resolution:

RESOLVED that the granting of a permanent easement, dated June 13, 1997, to Virginia Power to permit the relocation of utilities in support of the Health Sciences Center Parking Garage for 600 Vehicles project across property owned by The Rector and Visitors of the University of Virginia, is approved;

RESOLVED FURTHER that appropriate officers of the University are authorized to execute said dedication and easement.


b. APPROVAL OF EASEMENT (City of Charlottesville) Health Sciences Center Parking Garage for 600 Vehicles

The President will propose the adoption of the following resolution:

RESOLVED that the granting of a permanent easement, dated June 13, 1997, to the City of Charlottesville to permit the relocation of utilities in support of the Health Sciences Center Parking Garage for 600 Vehicles project across property owned by The Rector and Visitors of the University of Virginia, is approved;

RESOLVED FURTHER that appropriate officers of the University are authorized to execute said dedication and easement.


c. APPROVAL OF EASEMENT (City of Charlottesville Gas Division) Chancellor Street-University Avenue Intersection

The President will propose the adoption of the following resolution:

RESOLVED that the granting of a permanent easement, dated June 13, 1997, to the City of Charlottesville Gas Division to permit the extension of a gas transmission line at the Chancellor Street-University Avenue intersection across property owned by The Rector and Visitors of the University of Virginia, is approved;

RESOLVED FURTHER that appropriate officers of the University are authorized to execute said dedication and easement.

d. APPROVAL OF EASEMENT (CFW Wireless) Fan Mountain

The President will propose the adoption of the following resolution:

RESOLVED that the granting of a permanent easement, dated June 13, 1997, to the CFW Wireless to permit access to their Fan Mountain installation across property owned by The Rector and Visitors of the University of Virginia, is approved;

RESOLVED FURTHER that appropriate officers of the University are authorized to execute said dedication and easement.


e. APPROVAL OF UNIVERSITY REPRESENTATIVE TO THE ART AND ARCHITECTURAL REVIEW BOARD

The President will propose the adoption of the following resolution:

WHEREAS, pursuant to Section 2.1-488.1 of the Code of Virginia, the Governor appoints five citizen members to the Art and Architectural Review Board; and

WHEREAS, the Code provides that one member be appointed from a list of persons nominated by the governing board of the University of Virginia;

RESOLVED that the Board of Visitors nominates Judith A. Kinnard, Associate Professor in the School of Architecture, to serve as a citizen member of the Art and Architectural Review Board.


f. APPROVAL OF POLICY REVISION: BUILDINGS AND GROUNDS DESIGN REVIEW

The President will propose the adoption of the following resolution:

WHEREAS, the original Procedure for Involvement by the Buildings and Grounds Committee in Design Review of Capital Projects policy was approved by the Board of Visitors on December 7, 1991; and

WHEREAS, the Ad Hoc Committee on Policy Reform has examined the existing Procedure for Involvement by the Buildings and Grounds Committee in Design Review of Capital Projects policy for accuracy and applicability and has determined that it requires substantive changes; and

WHEREAS, on April 12, 1997, the Ad Hoc Committee on Policy Reform referred the policy to the Buildings and Grounds Committee for review and revision; and

WHEREAS, the number of design review stages has been reduced from four to three and the need for the Buildings and Grounds Committee to meet every other month no longer exists;

RESOLVED that the Procedure for Involvement by the Buildings and Grounds Committee in Design Review of Capital Projects policy, dated December 7, 1991, be updated and superseded as shown:

  1. The Buildings and Grounds Committee shall meet as required with the Architect for the University to review, at the Committee's discretion, any or all of the building projects currently underway, at each of the three stages of design identified by the Board of Visitors in its procedures.

  2. A quorum of the Buildings and Grounds Committee will have the authority to grant approval to projects at all stages of their development with the understanding that projects identified by the Chair as being major and/or particularly sensitive will be brought to the Committee for its review and approval during a regular meeting of the Board of Visitors.

  3. The Buildings and Grounds Committee will report all of its actions to the Board of Visitors at its next regular meeting; and the Buildings and Grounds Committee may instruct the Chair that it desires to review particular projects only at regular meetings of the Board.

  4. Projects failing to win approval at any stage of design from the Buildings and Grounds Committee will be referred back to the Architect for the University for further development.


g. APPROVAL OF POLICY REVISION: USE OF THE ROTUNDA


The President will propose the adoption of the following resolution:

WHEREAS, the original Use of the Rotunda policy was approved by the Board of Visitors on October 3, 1986; and

WHEREAS, the Ad Hoc Committee on Policy Reform has examined the existing Use of the Rotunda policy for accuracy and applicability and has determined that it requires substantive changes; and

WHEREAS, on April 12, 1997, the Ad Hoc Committee on Policy Reform referred the policy to the Buildings and Grounds Committee for review and revision; and

WHEREAS, current practice differs from the Boards policy;

RESOLVED that the Use of the Rotunda policy dated October 3, 1986, be updated and superseded as shown.



h. REPORT ON ACTION TAKEN BY THE BUILDINGS AND GROUNDS COMMITTEE ON APRIL 21, 1997

Mr. Albert Small, Chair of the Buildings and Grounds Committee, will report on the action taken by the Committee on April 21, relating to the Six-Year Capital Outlay Plan.


i. APPROVAL OF POLICY REVISION: RESCINDING RESOLUTION ON CLASSIFIED INFORMATION:

The President will propose the adoption of the following resolution:

WHEREAS, the Resolution on Classified Information was approved by the Board of Visitors on April 2, 1977; and

WHEREAS, the Ad Hoc Committee on Policy Reform has examined the existing Resolution on Classified Information for accuracy and applicability; and

WHEREAS, on February 9, 1997, the Board of Visitors on the advice of the Ad Hoc Committee on Policy Reform referred this resolution to the Educational Policy Committee for review and revision; and

WHEREAS, the Resolution on Classified Information relates to a kind of research in which the University no longer engages;

RESOLVED that the Resolution on Classified Information approved on April 2, 1977, be rescinded.


j. APPROVAL OF POLICY REVISION: RESCINDING POLICY ON THE PROTECTION OF HUMAN SUBJECTS IN MEDICAL RESEARCH

The President will propose the adoption of the following resolution:

WHEREAS, a Policy on the Protection of Human Subjects in Medical Research was approved by the Board of Visitors on June 2, 1972; and

WHEREAS, the Ad Hoc Committee on Policy Reform has examined the Policy on the Protection of Human Subjects for accuracy and applicability; and

WHEREAS, on February 9, 1997, the Board of Visitors on the advice of the Ad Hoc Committee on Policy Reform referred this resolution to the Educational Policy Committee for review and revision; and

WHEREAS, a new Policy on the Protection of Human Subjects was adopted by the Board on October 9, 1992, but the old Policy was not rescinded; and

WHEREAS, the new Policy on the Protection of Human Subjects adopted on October 9, 1992, remains appropriate;

RESOLVED that the Policy on the Protection of Human Subjects adopted on June 2, 1972, be rescinded.


k. APPROVAL OF POLICY REVISION: POLICY ON COMPENSATION FOR SUMMER EMPLOYMENT

The President will propose the adoption of the following resolution:

WHEREAS, the Policy on Compensation for Summer Employment was approved by the Board of Visitors on October 7, 1988; and

WHEREAS, the Ad Hoc Committee on Policy Reform has examined the Policy on Compensation for Summer Employment for accuracy and applicability; and

WHEREAS, on February 9, 1997, the Board of Visitors on the advice of the Ad Hoc Committee on Policy Reform referred this resolution to the Educational Policy Committee for review and revision; and

WHEREAS, the Policy on Compensation for Summer Employment requires updating in order to comply with the lag pay plan adopted by the General Assembly; and

WHEREAS, a temporary policy must be adopted for the summer of 1997 in order to provide for transition to the new lag pay employment dates;

RESOLVED that the Policy on Compensation for Summer Employment adopted on October 7, 1988, be rescinded; and

RESOLVED that the following Policy on Compensation for Summer Employment be established effective July 1, 1997: Faculty members employed on an academic year basis are salaried for a nine-month period. For 1997 only, such faculty may enter into additional employment agreements with the University for instruction and research purposes during the summer that provides for one week of overlap with the beginning of the salaried period for the fall semester.

Beginning in the summer of 1998, the summer period will be defined for faculty employment purposes as the three months between the end of the spring semester and the beginning of the fall semester. The maximum compensation for full-time employment during the summer period shall not exceed 33% of the faculty members academic year salary.


l. APPROVAL OF POLICY REVISION: UNIVERSITY OF VIRGINIA PROXY VOTING POLICY

The President will propose the adoption of the following resolution:

WHEREAS, the original Proxy Voting Policy was approved by the Board of Visitors on June 5, 1982;

WHEREAS, the Ad Hoc Committee on Policy Reform has examined the existing Proxy Voting Policy for accuracy and applicability and has determined that it requires substantive changes;

WHEREAS, on April 12, 1997, the Ad Hoc Committee on Policy Reform referred the Policy to the Finance Committee for review and revision; and

WHEREAS, the majority of the Policy relates to actions taken by the Proxy Advisory Committee, and the Proxy Advisory Committee no longer exists;

RESOLVED that the Proxy Voting Policy dated June 5, 1982 be updated and superseded as follows:

UNIVERSITY OF VIRGINIA PROXY VOTING POLICY

  1. The Finance Committee, acting for the Board of Visitors, will normally vote on all proxy resolutions in the manner recommended by company management.

  2. The Finance Committee delegates to the Executive Vice President and Chief Financial Officer the authority to implement this Policy on its behalf.

  3. From time to time, a University investment manager may recommend voting against company management on a specific resolution. Under such circumstances, the Executive Vice President and Chief Financial Officer has the authority to accept such a recommendation and vote accordingly, if it is deemed to be in the best interests of the University's endowment.


m. APPROVAL OF POLICY REVISION: POLICY ON REFUND TUITION, FEES AND ROOM AND BOARD CHARGES

The President will propose the adoption of the following resolution:

WHEREAS, the original Policy on Refund Tuition, Fees and Room and Board Charges was approved by the Board of Visitors on June 5, 1981;

WHEREAS, a policy revision was approved on June 5, 1993;

WHEREAS, the Ad Hoc Committee on Policy Reform has examined the above-mentioned Policy on Refund Tuition, Fees and Room and Board Charges mentioned above for accuracy and applicability and has determined that it requires substantive changes;

WHEREAS, on April 12, 1997, the Ad Hoc Committee on Policy Reform referred the policy to the Finance Committee for review and revision; and

WHEREAS, the current Policy on Refund Tuition, Fees and Room and Board Charges does not include federal regulations passed in 1993;

RESOLVED that the current Policy on Refund Tuition, Fees and Room and Board Charges be updated and superseded as shown.


n. APPROVAL OF POLICY REVISION: REGULATIONS GOVERNING PAYMENT OF TUITION, FEES AND ROOM RENT ON A DEFERRED PAYMENT PLAN

The President will propose the adoption of the following resolution:

WHEREAS, the original Policy on Regulations Governing Payment of Tuition, Fees and Room Rent on a Deferred Payment Plan was approved by the Board of Visitors on October 26, 1973;

WHEREAS, the Ad Hoc Committee on Policy Reform has examined the above-mentioned Policy on Regulations Governing Payment of Tuition, Fees and Room Rent on a Deferred Payment Plan for accuracy and applicability and has determined that current practice deviates substantially from the terms outlined in the policy;

WHEREAS, on April 12, 1997, the Ad Hoc Committee on Policy Reform referred the policy to the Finance Committee for review and revision; and

WHEREAS, the University Treasurer no longer administers a payment delay program; and the University Bursar presently administers a payment delay program restricted to graduate assistants and veterans.

RESOLVED that the policy entitled "Regulations Governing Payment of Tuition, Fees, and Room Rent on a Deferred Payment Plan" be rescinded and the attached Graduate Assistant and Veteran Payment Plan be adopted.

UNIVERSITY OF VIRGINIA
Graduate Assistant and Veteran Payment Plan

Graduate assistants (teaching and research assistants) and veterans are eligible for a special payment arrangement each semester. Eligibility for the program is subject to verification of status by and approval of the appropriate Deans office in each of the schools.

Eligible graduate assistants and veterans may sign an agreement with the University permitting payment of tuition, fees and room rent charges on the following schedule:

Fall semester: 1/3 of charges for the semester are due on or before Wednesday of the first full week of October, one-third are due on or before Wednesday of the first full week of November, and one-third (final) payment must be made by Wednesday of the first full week of December.

Spring semester: 1/3 of the semester charges are due on or before Wednesday of the first full week of February, one-third are due on or before Wednesday of the first full week of March, and one-third (final) payment must be made by Wednesday of the first full week of April.

The penalty for failing to make a payment by the due date is $10.00 per installment that is overdue. Late payments can result in other actions for past due balances, including a hold on the students official academic transcript. Actions for late or non-payment of amounts owed the University are outlined in the Graduate and Undergraduate Record.


o. APPROVAL OF THE 1997-98 BUDGET OF FUNDS FROM THE PRATT ESTATE FOR THE SCHOOL OF MEDICINE AND SPECIFIC DEPARTMENTS IN THE COLLEGE OF ARTS AND SCIENCES

The President will propose the adoption of the following resolution:

RESOLVED that the budget for the expenditure of funds from the Estate of John Lee Pratt be approved to supplement appropriations made by the Commonwealth of Virginia for the School of Medicine and Departments of Biology, Chemistry, Mathematics and Physics in the College of Arts and Sciences in an amount not to exceed $2.6 million for 1997-98, as suggested by the department chairs, as recommended by the deans of each school, and as approved by the Vice President and Provost, the Vice President and Provost for Health Sciences, the President and the Finance Committee. To the extent the annual income from the endowment is not adequate to meet the recommended distribution, the principal of the endowment will be divested to provide funds for the approved budgets.


p. APPROVAL OF POLICY REVISION: RESOLUTION ON RESCINDING STUDENT PARTICIPATION POLICY

The President will propose the adoption of the following resolution:

WHEREAS, the Resolution, "Directing the Continuation of Student Participation as Outlined in Resolutions of May 28, 1976, and October 14, 1976," adopted by the Board of Visitors on April 2, 1977, outlines procedures for student participation which are obsolete; and

WHEREAS, the Board of Visitors supports firmly the principle of the importance of student participation in the governance of the University; and

WHEREAS, the President and the Vice President for Student Affairs, with the concurrence of the Chairman of the Student Affairs and Athletics Committee will review agenda items prior to each Board meeting and will identify the items which have a direct effect on students;

RESOLVED the Resolution, "Directing the Continuation of Student Participation as Outlined in Resolutions of May 28, 1976, and October 14, 1976," is hereby rescinded.


q. APPROVAL OF POLICY REVISION: APPROVAL OF STANDING POLICY ON ADMINISTRATION OF ATHLETICS AND THE ADVISORY COUNCIL ON ATHLETICS

The President will propose the adoption of the following resolution:

WHEREAS, current administrative practices in the Department of Athletics are not consistent with those outlined in the resolution, "Revision and Reenactment of Standing Policy on Administration of Athletics and the Advisory Council on Athletics," adopted by the Board of Visitors on December 4, 1970;

RESOLVED that the resolution of December 4, 1970, is hereby rescinded and that the following policy governing the control of the Department of Athletics be adopted:

  1. The responsibility for administration of the Department of Athletics shall be placed on a Director of University Athletics Programs, who shall be responsible to the President of the University through the Executive Vice President.

  2. The faculty shall, as heretofore, have the responsibility of setting the standards required for the maintenance of acceptable academic standing for students in general. That students who maintain such standards shall be eligible to represent the University in athletic competition, subject to such regulations as may be established by the administrative authorities of the University, including the Board of Visitors, regarding eligibility in respects other than that of acceptable academic standing. The policy of the University concerning scholarships which may be awarded to students who participate in intercollegiate athletics is reserved for decision by the Board of Visitors, which may act with the benefit of recommendations from the administration and the Advisory Council hereinafter mentioned.

  3. An Advisory Council on Athletics be established, consisting of representatives selected by the President of the University from the Faculty, the Alumni Association, and the student body. One of the student members shall be the President of the Captains Council. The Chair of the Advisory Council on Athletics shall be designated by the President of the University.

  4. That the administration of the Department of Athletics shall be under the supervision of the President and administrative authorities of the University, and that decision on all questions involved in its operation shall, as in other phases of the University's activities, be subject to review and final determination by the Board of Visitors.


r. APPROVAL OF THE FACULTY RETIREMENT PLAN

The President will propose the adoption of the following resolution:

WHEREAS, at the November 9, 1996 meeting, the Board of Visitors and the Finance Committee authorized the Executive Vice President and Chief Financial Officer to amend the faculty defined contribution retirement plan to create a trust to hold funds in the plan to ensure compliance with IRS regulations; and

WHEREAS, at the November 9, 1996 meeting, the Board of Visitors and the Finance Committee appointed the Investment Subcommittee as the Trustee of the faculty defined contribution retirement plan trust; and

WHEREAS, the University is named Plan Administrator of the faculty defined contribution retirement plan, with responsibility for day-to-day operations delegated to the Chief Human Resources Officer;

RESOLVED that the November 9, 1996 resolution is hereby amended removing the Investment Subcommittee as the trustee of the faculty 401(a) defined contribution retirement plan (the Plan) trust; the Investment Subcommittee is hereby delegated the authority to monitor the administration of the Plan on behalf of the Board of Visitors, including reviewing the fund families and the funds included in the Plan;

RESOLVED FURTHER that the University is Plan Sponsor, Plan Administrator and Named Fiduciary of the plan;

RESOLVED FURTHER that the Executive Vice President and Chief Financial Officer is authorized and directed to contract for the services of a corporate trustee or trustees in accordance with the provisions of this resolution; the Executive Vice President and Chief Financial Officer is further authorized to (1) form an administrative committee to assist the Investment Subcommittee in carrying out the duties above, and (2) engage outside consultants as needed to assist with the University's responsibilities as Plan Administrator and Named Fiduciary;

RESOLVED FURTHER that the resolution delegating authority to the Chief Human Resources Officer to oversee and administer the Plan is hereby affirmed, with responsibility for the day-to-day operations of the Plan, including recordkeeping.



s. APPROVAL OF GUIDELINES FOR UNIVERSITY ENDOWMENT LOANS FOR THE UNIVERSITY OF VIRGINIA FOUNDATION

The President will propose the adoption of the following resolution:

RESOLVED that the Guidelines for University Endowment Loans for the University of Virginia Foundation (Attachment B) be approved.


2. ACTION ITEMS

a. APPROVAL OF AUDIT SCHEDULE FOR FISCAL YEAR 1997-1998

The President will propose the adoption of the following resolution:

RESOLVED that the Audit Schedule for Fiscal Year 1997-1998, is approved as recommended by the Audit Committee.


b. APPROVAL OF PRELIMINARY DESIGN FOR CONSTRUCTION OF THE HEALTH SCIENCES LIBRARY BASEMENT DEVELOPMENT AND RENOVATION

The President will propose the adoption of the following resolution:

RESOLVED that the preliminary design for the Health Sciences Library Basement Development and Renovation as illustrated on drawings titled:

  1. Lower Level Floor Plan
  2. First Floor Plan
  3. Second Floor Plan

dated June 13, 1997, and prepared by Ayers/Saint/Gross of Baltimore, Maryland, is approved for further development and construction.


c. APPROVAL OF SCHEMATIC AND PRELIMINARY DESIGN FOR CONSTRUCTION OF THE STUDENT HEALTH CENTER ADDITION AND RENOVATIONS

The President will propose the adoption of the following resolution:

RESOLVED that the schematic and preliminary design for the Student Health Center Addition and Renovations as illustrated on drawings titled:

  1. C1-2 Site Plan - New Work
  2. A1-1 Ground Floor Plan - New Work
  3. A1-2 First Floor Plan - New Work
  4. A1-3 Second Floor Plan - Mechanical Room
  5. A4-1 Building Elevations
  6. A4-2 Building Elevations
  7. A5-1 Building Sections

dated May 16, 1997, and prepared by Tobey + Davis of Reston, Virginia, is approved for further development and construction.

d. APPROVAL OF SCHEMATIC DESIGN FOR CONSTRUCTION OF THE CAMPBELL HALL ADDITION

The President will propose the adoption of the following resolution:

RESOLVED that the schematic design for the Campbell Hall Addition as illustrated on drawings titled:

  1. Landscape Schematic Plan
  2. Mechanical Level
  3. Courtyard Entry Level
  4. Cafe Entry Level
  5. Arcade Entry Level

dated June 13, 1997, and prepared by Stephen Holl Architects of New York, New York, and Michael Van Valkenburgh Associates of Cambridge, Massachusetts, is approved.

RESOLVED FURTHER that the project shall be presented for review at the preliminary design level of development.


e. APPROVAL OF PLANNED GIFT ACCEPTANCE POLICY

The President will propose the adoption of the following resolution:

RESOLVED that the Planned Gift Acceptance Policy be approved.


f. APPROVAL OF THE 1997-98 BUDGET FOR THE ACADEMIC DIVISION

The President will propose the adoption of the following resolution:

RESOLVED that the 1997-98 Budget for the Academic Division be approved, as recommended by the President and the Comptroller, and as approved by the Finance Committee.


g. APPROVAL OF THE 1997-98 BUDGET FOR CLINCH VALLEY COLLEGE

The President will propose the adoption of the following resolution:

RESOLVED that the 1997-98 Budget for Clinch Valley College be approved, as recommended by the President and the Comptroller, and as approved by the Finance Committee.


h. APPROVAL OF THE 1997-98 BUDGET FOR THE UNIVERSITY OF VIRGINIA MEDICAL CENTER

The President will propose the adoption of the following resolution:

WHEREAS, on June 10, 1995, the Board of Visitors delegated authority to the Executive Vice President and Chief Financial Officer to approve capital expenditures from the Medical Centers capital fund in amounts of up to $1 million;

RESOLVED that such authority of the Executive Vice President and Chief Financial Officer to approve capital expenditures from the Medical Centers capital fund be increased to amounts of up to $2 million, effective July 1, 1997;

RESOLVED FURTHER that the 1997-98 Budget for the University of Virginia Medical Center, which includes a hospital room and ancillary service rate increase of 4.0 percent, be approved, as recommended by the President and the Comptroller, and as approved by the Finance Committee.


i. ELECTION OF THE EXECUTIVE COMMITTEE

As required by Section 23-75 of the Code of Virginia, 1950, as amended, and as provided in Section 3.1 of the Manual of the Board of Visitors, 1991, it will be necessary to elect five members to the Executive Committee of the Board to serve until the Annual Meeting in June 1997.


j. APPOINTMENT OF STANDING COMMITTEES

The Rector will announce his appointments to the Standing Committees to serve until the Annual Meeting in June 1998.


k. GIFTS, GRANTS AND CONTRACTS

The President will report on Gifts, Grants and Contracts.


l. REPORT ON ACTIONS OF THE EXECUTIVE COMMITTEE

The Rector will report on the following actions taken by the Executive Committee at its meeting on May 2, 1997, and on May 27, 1997:

RESOLUTION ON PAVILION I

WHEREAS, part of the gallery of Pavilion I collapsed shortly before the start of the Commencement Exercises on May 18, 1997; and

WHEREAS, spectators on and near the gallery were injured, one spectator subsequently dying of injuries sustained in this tragic accident; and

WHEREAS, bystanders, members of local rescue squads, firefighters, police officers, and University staff responded instantly to this calamity, tending to the injured with skill and compassion;

RESOLVED, The Board of Visitors expresses its profound sorrow and sympathy to the victims, and the families of the victims, of this disaster, and expresses deep gratitude to all those who cared for the injured.


APPROVAL TO INVEST AN ADDITIONAL $1,908,200 IN BLUE RIDGE HEALTH ALLIANCE, INC.

WHEREAS, The Rector and Visitors has received a request for an additional contribution of capital from Blue Ridge Health Alliance, Inc., shareholders in order to maintain required reserve levels, as specified in the Blue Ridge Health Alliance, Inc. Board of Directors resolution dated April 17, 1997;

RESOLVED that the Executive Vice President and Chief Financial Officer is authorized to invest up to an additional $1,908,200 in Blue Ridge Health Alliance, Inc., to be matched proportionately by other current shareholders, per their equity interest in Blue Ridge Health Alliance, Inc.

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