Minutes

Emergency Meeting

Concord University Board of Governors

Wednesday, May 30, 2007

10:00 a.m. teleconference

The Concord Room 201A Marsh Hall

Members attending: Dr. Deborah Akers, Mr. Jim Brown, Mr. Joe Long, Dr. Darrin Martin, Mr. Wayne Meisel, Mrs. Amy Pitzer, Mr. Ted Rogers

Members not attending: Mr. Lane Bailey, Mr. Jesse Call, Mr. Gene Fife, Mrs. Margaret

Sayre

Others attending: Dr. Jerry Beasley, Mr. Michael Curry, Mr. Rick Dillon, Mrs. Sharon Manzo, Mrs. Anita Moody, Dr. Bill O’Brien, Mr. Greg Quick, Dr. John David Smith, Dr. Dean Turner, Ms. Loretta Young

A quorum being present, Chairman Rogers called the meeting to order. An action item recommending approval of a $750,000 expenditure for dormitory furniture had been e-mailed to board members on May 25 (attachment).

Dr. Beasley said funds for the purchase are available in our housing account. Board approval is required because the expenditure is in excess of $250,000. The urgency is due to needing to place the order in time for the furniture to be made and installed prior to the Fall 2007 semester.

Dr. John David Smith, Vice President for Student Affairs, summarized the background information that was previously e-mailed to board members.

Dr. Akers referred to an e-mail board members received May 11, 2007, from a vendor who is not being considered. She asked if additional information is available. Dr. Smith said the furniture was put out for bid and five were received. Two of these did not meet specification. The vendor who sent the e-mail to the board was one of these. We notified all bidders stating we are accepting a bid of a vendor who meets the qualifications of the State and Federal government.

Mrs. Pitzer asked if the vendor we chose is one of the three remaining of the five bidders, and if this firm is on the state and federal list. Dr. Smith confirmed both. She then asked how we intend to dispose of the current furniture. Dr. Smith said we have three options-- sell it, give it away, or throw it away. We are currently seeking sources who may want to take the furniture. Mrs. Pitzer mentioned a committee is considering performance contracting for renovations of the Towers, and, if these renovations take place, she asked if the furniture could be damaged. Mr. Dillon stated the projected renovations are such that furniture can be moved and, therefore, not in jeopardy.

Mrs. Pitzer asked what the balance in the housing account would be after this expenditure. Dr. Smith said he was unsure at present partly because we don’t know what performance contracting will entail.

Dr. Beasley said the university is required to install the sprinkler system by 2009.

Mr. Brown moved the following:

RESOLVED, the Concord University Board of Governors approves the proposed $750,000 expenditure for dormitory furniture including installation and delivery. This resolution is requested to give Housing enough time to order and receive furniture this summer

Dr. Martin seconded. Motion passed.

Mr. Rogers reminded the board of the next meeting to be held June 19, 2007, 10:00 a.m. teleconference.

Respectfully submitted,

___________________________ ________________________

R. T. “Ted” Rogers Margaret Sayre

Chari Secretary

:sm

Attachment

Concord University Board of Governors

Special Meeting

ITEM: Approval of $750,000 expenditure for dormitory

furniture.

COMMITTEE: Finance and Facilities

RECOMMENDED RESOLUTION: Resolved, the Concord University Board of Governors approves the proposed $750,000 expenditure for dormitory furniture including installation and delivery. This resolution is requested to give Housing enough time to order and receive furniture this summer.

STAFF MEMBER: John David Smith

Vice President for Student Affairs

BACKGROUND:

The furniture in the towers complex is approximately 40 years old and in varying degrees of disrepair. The towers complex includes: 2 towers, 16 floors, 10 suites and 1 single room per floor, 2 rooms per suite, and usually 4 students per suite. One and one-half (1 ½) floors have had furniture replaced and the replaced furniture has been used as spare parts for the other floors. The Student Government Association and Residence Life personnel have requested replacement of the furniture as part of the improvement plan for the residence halls. Most similarly situated universities and colleges have recently renovated or built new residence halls as a part of their recruitment and retention efforts. Therefore, we request the funds be made available to replace the furniture in the towers complex based upon the age and disrepair of the existing furniture, the request of students/residents, the professional opinion of the Residence Life personnel, and the competitive housing market.

If approved, the furniture needs to be in place by August 1, 2007, prior to the arrival of students for the fall semester. The process for the furniture to be in place includes, ordering the new furniture that then has to be made and in turn, removing and disposing of the old furniture, while working around the university’s summer conferencing schedule.