(Vol. xxviii, No. 17)

I. Call to order by James Tidwell at 2:00 p.m. (Conference Room, Booth Library)

Present: J. Allison, J. Best, J. Coons, P. Fewell, G. Foster, N. Furumo, R. Gholson, B. Irwin, G. Lockart, N. Marlow, J. Tidwell, M. Toosi, L. Walker, A. Zahlan. Guests: J. Cooley, J. Cross, M. McMahon, H. Nordin, G. Richard, S. Skala, T. Weidner.

II. Approval of the minutes of January 26, 1999.

Motion (Irwin/Gholson) to approve the minutes of January 26, 1999.

Yes: Allison, Best, Coons, Foster, Furumo, Gholson, Irwin, Marlow, Tidwell, Toosi, Zahlan. Abstentions: Fewell, Lockart, Walker.

III. Communications

A. Minutes of Council on Academic Affairs-January 21, 1999

B. Minutes of Library Advisory Board-December 2, 1998

C. Minutes of Council on Graduate Studies-January 19, 1999

D. E-mail from Shirley Stewart acknowledging the Faculty Senate appointment of L. Gosselin to the Search Committee for the Director of Campus Recreation

E. List of eight possible questions from J. Allison for T. Weidner.

F. Request from Nominations Committee for a faculty member to serve as a one-semester replacement on the Apportionment Board. The Apportionment Board meets every second Thursday at 6:30 P.M. All faculty members interested in serving as a one-semester replacement on the Apportionment Board should Contact Lankford Walker in the School of Business. Potential candidates should be able to meet the second Thursday at 6:30 p.m.

IV. Old Business

A. Old Main Centennial Committee. Allison/Gholson moved that Faculty Senate forward the names of Ron Gholson (Secondary Education and Foundations), William Russell (Physical Education), and Anne Zahlan (English) to VPAA Abebe.

Yes: Allison, Best, Coons, Fewell, Foster, Furumo, Irwin, Lockart, Marlow, Tidwell, Toosi, Walker, Zahlan. Abstentions: Gholson.

V. New Business

A. Ted Weidner: "Charge Backs" Issue. The Facilities Planning and Management consists of facilities administration, operations and maintenance, utilities, design and construction, and business services. Weidner explained the differences between maintenance and renovation (as defined by the IBHE). One of the big issues is preventive maintenance. Remodeling is funded from a limited number of sources-local projects account, state money, dean or departmental funds, private funds. Funding for remodeling is on a per project basis. If the funds are not available, employees are not hired. Renovation and alteration employees are status civil service employees; this means FPM also has the costs of the tools, vehicles, fuel, training, estimating, as well as the standard employee benefits. This results in a 40% markup on the direct hourly costs. FPM does not attempt to make a profit-just break even. FPM has generally been able to prove that an outside contractor cannot do the work they can on time, quality, and price. Deferred maintenance at EIU is more than $80 per square foot. Other campuses are less than $20. The total (1998) is more than $120 million and grows about $3.75 million every year. EIU is spending only $1 million. EIU is not funding even half of the deferred maintenance recommended by the State. The budget for FPM has declined from 17% of the University's budget in 1982 to about 13% in 1998. Information about FPM can be found at www.eiu.edu/~physplnt. In response to Senate questions, the following points were made:

The typical markup for construction commodities is about 4%. A private contractor will charge 10-15%.

FPM specifies the quality of work done by outside contractors. The client specifies the time frame, and the contractor determines the costs. Purchasing handles the entire bidding process. FPM does not have leverage in determining who the outside contractors are.

White chalk is provided in the classrooms at no cost to the academic departments. Other office supplies have about a 15% mark-up. They use a just-in-time inventory system.

The office supplies contract is statewide; state agencies may elect to participate or not.

FPM does not double-charge. If a renovation project is done, they have to hire civil service employees who get the standard civil service wages and benefits. If there is not work, they have to be laid off.

Construction is often inconvenient. FPM has to schedule much of the work in the summer. Some work cannot be done because the labor pool is not available.

FPM has about 170 employees funded through appropriated accounts. About 50 positions are available for renovations and alternations. Not all those positions have employees all the time.

FPM is able to do as much as it does because they have dedicated employees that are keeping things working that would not be under other circumstances because they are too old.

Mark-ups (charge backs) are to cover direct costs-not to create a fund for deferred maintenance.

Associate VPAA Cross noted that for the next fiscal year with the student tuition restructure, $916,000 in new money should be generated. $400,000 of that is earmarked for improving instructional spaces. In a sense this is adding $400,000 to the local projects fund. In the long run this will also help out with deferred maintenance because the projects taken care of now do not become deferred maintenance. This will be a permanent addition to that budget.

The longer deferred maintenance is deferred, the more expensive it becomes. If EIU's entire budget was used to address our deferred maintenance, it still could not do the job. Deferred maintenance accounts for about 42% of the University's physical plant.

B. Campus Master Plan-Gail Richard and Ted Weidner. Each department directly affected had ample opportunity to react with the campus architect. Consistently, department chairs were in attendance at the meetings. Some departments brought in additional faculty. The preliminary meetings were number crunching. None of this is final. This was a very objective process, driven by the data. Now some of the personality and personal space issues will come in. Senators questioned why Coleman Hall was not considered in the plan. Data were collected on all campus buildings. The nine departments identified were those already in the pipeline. This is also timely because the city of Charleston is also in the planning process. Jill Nilsen serves on both planning committees. The parking issue took a great deal of time. They are working toward a campus that does not have a lot of traffic through it. In addition, a basic operating principle is that no lot will be closed until there is already in place the replacement for that lot. There will be some minor inconveniences relative to distances for parking as the plan is put into play.


VI. The meeting adjourned at 4:00 when quorum was lost.

Next week's agenda:

A. Report from the Ad hoc Committee on Senate Procedures

B. Spring Forum

C. Status Report on Intensive English Language Program

D. Follow-up Discussion on Charge Backs and Overcharges

Respectfully submitted,

Nancy D. Marlow, Recorder