Special Meeting of the Executive Committee - Packet 07_12_2019

University of California, Hastings College of the Law UC Hastings Scholarship Repository 2019 Board of Directors Agenda and Materials Board of Directors Agenda and Materials 7-12-2019 Special Meeting of the Executive Committee Packet 07/12/2019 UC Hastings Board of Directors Follow this and additional works at: https://repository.uchastings.edu/board_materials_2019 Recommended Citation UC Hastings Board of Directors, Special Meeting of the Executive Committee - Packet 07/12/2019 (2019) Available at: https://repository.uchastings.edu/board_materials_2019/43 This Executive Committee is brought to you for free and open access by the Board of Directors Agenda and Materials at UC Hastings Scholarship Repository It has been accepted for inclusion in 2019 Board of Directors Agenda and Materials by an authorized administrator of UC Hastings Scholarship Repository For more information, please contact wangangela@uchastings.edu HASTINGS COLLEGE OF THE LAW SPECIAL MEETING BOARD OF DIRECTORS EXECUTIVE COMMITTEE JULY 12, 2019 NOTICE OF MEETING The Board of Directors of the University of California Hastings College of the Law Board of Directors will hold a Special Meeting of the Executive Committee on July 12, 2019 A Closed Session will convene immediately following the Open Session (pursuant to Education Code Section 92032(b)(5) and (6) and Government Code 11126(c)(7) and (e)(1)) EVENT: Special Meeting of the UC Hastings Board of Directors Executive Committee DATE: Friday, July 12, 2019 PLACE: UC Hastings College of the Law Office of the General Counsel A Frank Bray Board Room 198 McAllister Street, Room M-115 San Francisco, CA 94102 STARTING TIME: Open Meeting: 9:00 a.m Closed Session to immediately follow AGENDA: See Attached This notice is available at the following University of California Hastings College of the Law website address: http://www.uchastings.edu/board For further information please contact John K DiPaolo, Secretary to the Board of Directors, 200 McAllister Street, San Francisco, CA 94102, (415) 565-4850 You are encouraged to inform Mr DiPaolo of your intent to speak during the public comment period 72 hours in advance of the meeting The University of California Hastings College of the Law complies with the Americans with Disabilities Act Please contact the Secretary’s Office 72 hours in advance of the meeting for accommodations UNIVERSITY OF CALIFORNIA HASTINGS COLLEGE OF THE LAW SPEACIAL MEETING OF THE BOARD OF DIRECTORS EXECUTIVE COMMITTEE OPEN SESSION AGENDA July 12, 2019 — 9:00 a.m UC Hastings College of the Law Office of the General Counsel A Frank Bray Board Room 198 McAllister Street, Room M-115 San Francisco, CA 94102 ROLL CALL Executive Committee: Director Chip Robertson, Chair Director Simona Agnolucci, Vice Chair Director Tom Gede Director Courtney Power PUBLIC COMMENT PERIOD REPORT OF THE CHIEF FINANCIAL OFFICER *3.1 (Oral) State Contracts in Excess of $50,000 *3.1.1 *3.1.2 *3.1.3 *3.1.4 *3.1.5 Instructional Technology – Kane Hall – One Work Place (Written) Construction Services – Kane Hall – Roebuck Construction (Written) Site Agreement – UC Davis Graduate School of Business (Written) Digital Marketing - LLM and MSL Programs - MF Digital (Written) Digital Marketing - JD Program - EAB Global, Inc (Written) *3.2 Budget Preauthorization – Kane Hall 1st Floor Project (Written) 3.3 Hastings Campus Housing Authority – Update (Written) *4 ADJOURNMENT (Oral) Agenda Item: Special Meeting Executive Committee July 12, 2019 SPECIAL MEETING – EXECUTIVE COMMITTEE ROLL CALL Friday, July 12, 2019 Meeting Start Time: : Present Call-In Absent □ □ □ Simona Agnolucci Board Vice Chair & Committee Chair Educational Policy Thomas Gede Committee Chair Finance □ Courtney Power Committee Chair Advancement and Communications □ □ □ □ □ □ □ □ Chip Robertson Board Chair Agenda Item: Special Meeting Executive Committee Jul 12, 2019 SPECIAL MEETING – EXECUTIVE COMMITTEE PUBLIC COMMENT PERIOD This item is reserved for members of the public to comment on non-agenda and agenda items Agenda Item: *3.1 Special Meeting Executive Committee June 12, 2019 ACTION ITEM REPORT BY: Chief Financial Officer David Seward SUBJECT: State Contracts and Grants in Excess of $50,000 RECOMMENDATIONS: That the Executive Committee authorize award of the 2019-20 state contracts described in this report subject to ratification at the September 2019 meeting of the Board of Directors _ Item: 3.1.1 Title: Vendor Name: Cost: Term of Contract: Instructional Technology – Kane Hall 6th Floor Diversified U.S $654,820 One-time contract Description: Requested is authority contract with Diversified U.S for the Kane Hall 6th Floor Audio Visual project A formal public bid process was administered for this work and an Invitation to Bid posted on the internet and emailed to interested bidders The College received three bids, each was responsive The lowest responsive and responsible bid was submitted by Diversified Results are detailed below: Company Bid Amount Diversified $654,819.67 AVI SPL $736,938.13 PCD $746,225.36 _ Item: 3.1.2 Title: Vendor Name: Cost: Term of Contract: Construction Services – Kane Hall 1st Floor Classrooms Roebuck Construction $4,250,000 One-time contract Description: Authority is requested to contract with Roebuck Construction for the Kane Hall 1st Floor Tenant Improvement (Classrooms) project construction A formal public bid process was administered for this work The invitation to bid was posted on the internet and emailed to interested bidders The college received two bids, each bid was responsive The lowest responsive and responsible bid was submitted by Roebuck Construction The results are detailed in the table below: Company Bid Amount Roebuck Construction $4,250,000 Mar Con Co $4,620,417 The scope of work includes: • Classrooms: two new lecture hall facilities with approximately 70-seat capacity per classroom on the first floor • Admissions and Enrollment Management: new office with co-location with Financial Aid and Fiscal Services • Copy Center and Mail Room: Relocation to the shipping receiving and storage area • Campus Amenities: the addition improving campus “flow” and interaction including improved way finding • An All Gender restroom to increase fixture count to support additional occupancy • Kitchen Exhaust: A code-compliant duct to support the Law Café _ Item: 3.1.3 Title: Vendor Name: Revenue: Term of Contract: Site Agreement – UC Davis Graduate School of Business UC Davis $130,000 (Preliminary) One-time agreement Description: Authority is requested to renew the site license agreement for the UC Davis Graduate School of Business As part of the Academic Village, UC Hastings is hosting its masters of business analytics program The program is expanding for Fall 2019 with enrollment increasing from 45 to 100 students The revenue is preliminary as the figure is still be negotiated Item: 3.1.4 Title: Vendor Name: Cost: Term of Contract: Digital Marketing - LLM and MSL Programs MF Digital $146,043 One-time agreement Description: Authority is requested to enter into a contract with MF Digital for administering digital campaigns for MSL and LLM programs The MSL and LLM campaigns would include digital demand generation, demand capture, and demand nurture (personalized emails and personalized webpages strategically sent out by MF – in addition to our in house outreach) _ Item: 3.1.5 Title: Vendor Name: Cost: Term of Contract: Digital Marketing - JD Program EAB Global, Inc $149,400 Two-year agreement Description: Authority is requested to enter into an agreement for professional services related to a digital campaign for the JD program Services include marketplace assessments, providing audience targeting recommendations, trend analysis, marketing strategy development, multi-channel campaign management, data-driven reporting and ongoing program assessments Contract pricing for year one is $149,400 Year two is estimated to be $159,900 _ PROPOSED RESOLUTION: Resolved, that the Executive Committee approve award of the contracts listed below *3.1.1 *3.1.2 *3.1.3 *3.1.4 *3.1.5 Instructional Technology – Kane Hall - Diversified U.S $654,820 Kane Hall 1st Floor Classrooms - Roebuck Construction $4,250,000 Site Agreement – UC Davis Graduate School of Business $130,000 (Revenue – Preliminary) Digital Marketing - LLM and MSL Programs - MF Digital $146,043 Digital Marketing - JD Program - EAB Global, Inc $149,400 Be it further resolved, that these awards are subject to ratification at the September 2019 meeting of the Board of Directors Agenda Item: *3.2 Special Meeting Executive Committee July 12, 2019 ACTION ITEM REPORT BY: Chief Financial Officer David Seward SUBJECT: Budget Pre-authorizations for 2019-20 RECOMMENDATION: That the Executive Committee authorizes the budget and expenditure activities as described in this report prior to the Board’s adoption of the annual 2019-20 budget at its September 2019 meeting Further, that this action be ratified at the September 2019 meeting BACKGROUND: The College’s budget for 2019-20 is presented to the Board of Directors at its September 2019 meeting The projects and activities described below require the expenditure of funds prior to the September meeting to permit the timely attainment of project deliverables and high priority activities Long Range Campus Plan - Kane Hall Budget authority is requested for two contracts related to Kane Hall space improvements Funding for these items are displayed in the attached summary showing Sources and Uses for activities related to the 333 Golden Gate Avenue and Kane Hall projects The $6.5 million allocation is programmed in the Five Year Budget Plan and $1.6 million is carry-forward from previous allocations made for work in Kane Hall Taken together with an additional $1.6 million (a figure which includes an anticipated $1 million gift) in pledges received, results in $9.7 million available for allocation Per the Five Year Budget Plan, the $6.5 million is to be drawn from McAllister Tower reserves PROPOSED RESOLUTION: Resolved, that the Executive Committee authorize the following budget allocations: A Kane Hall – First Floor Improvements B Kane Hall – Sixth Floor Instructional Technology $4,250,000 $654,820 Be it further resolved, these actions are subject to ratification at the September 2019 meeting of the Board of Directors NOTES: Anticipated Pledges Pledges as of July 5, 2019 $ $ $ Pledge Balance Available for Allocation $ Net III Furniture, Fixtures & Equipment A Offices, Classrooms & Common Areas B Art & Donor Signage C Hastings Legacy Display D Moving Expense E Relocation Moveable Shelving 198 to Garage F PG&E Payment for 333GG Power Supply Total Uses II Tenant Improvement Projects A Phase -Base Award - Classrooms (2), Admissions, Restroom Financial Aid/Fiscal, Mailroom & Business Center B Phase - Lobby Improvements C Phase - Coffee Shop (Warm Shell) D Exterior Camera Security Replacement I Instructional Technology A Equipment - 1st Floor - 6th Floor B Network/Telco Gear USES: Reserves Programmed in Year Budget Plan - Aux Enterprises Budgeted 2018-19 Kane Hall (Projected Balance @ 5-22-19) Private Donations & Pledge Fulfillment State Appropriations Total Sources SOURCES: Item/Project Long Range Campus Plan - Fiscal Summary 333 Golden Gate and Kane Hall 462,000 1,000,000 1,462,000 1,929,275 3,391,275 (1,087,628) 2,303,647 (1,969,448) $ (724,448) $ Recent Major Pledges Outstanding Cash Needed to Repay $3M Advance (1,250,000) $ 1,250,000 $ 475,000 775,000 - 2,639,000 200,000 654,820 546,000 6,500,000 1,579,725 2,303,647 1,000,000 11,383,372 Total 789,000 $ (1,185,448) 4,250,000 475,000 775,000 50,000 50,000 2,179,000 350,000 150,000 300,000 29,220 12,035 211,000 $ 12,568,820 161,000 1,000,000 1,000,000 200 McAllister Street - Lower State Deferred Priority Maintenance 4,089,000 2,179,000 350,000 150,000 300,000 29,220 12,035 $ 11,107,820 $ 2,639,000 200,000 654,820 546,000 10,383,372 6,500,000 1,579,725 2,303,647 - SUB-TOTAL Dean's Discretionary - Walkup 50% Building Hastings - Anticipated Gift 1,203,745 $ 541,000 100,000 150,000 50,000 5,852,820 4,089,000 200,000 654,820 68,000 3,883,372 1,579,725 2,303,647 - 200 McAllister Street - High Priority 250,000 29,220 12,035 5,296,255 $ 1,638,000 250,000 478,000 2,639,000 6,500,000 6,500,000 333 Golden Gate Ave LRCP - Project Cost Summary 7-9-2019 7/9/2019 Agenda Item: 3.3 Special Meeting Executive Committee July 12, 2019 REPORT ITEM REPORT BY: Chief Financial Officer David Seward SUBJECT: Hastings Campus Housing Authority Update REPORT: At its meeting of July 2, 2019, the California Public Finance Authority (Cal PFA) approved establishment of a Joint Powers Authority (JPA) The JPA is named the Hastings Campus Housing Authority This JPA has a broad mandate to operate, construct and finance the mixed-use project at 198 McAllister Street/50 Hyde Street and other activities undertaken in furtherance of the Long Range Campus Plan and its vision of an Academic Village Next Steps • At its meeting of May 2019, the Board of Directors approved the formation of the JPA and its bylaws The governance structure is a board comprising seven members appointed by the Board of Directors, including the Chancellor and Dean, the General Counsel and Secretary to the Board, and the Chief Financial Officer, or such other individuals as the Board may specify To maintain the Project Financing Schedule, the Board of Directors would need to make actual appointments at its September 2019 meeting Agenda Item: *4 Special Meeting Executive Committee July 12, 2019 SPECIAL MEETING – EXECUTIVE COMMITTEE ACTION ITEM: *4 ADJOURNMENT The meeting was adjourned at : _ (Oral) ... COLLEGE OF THE LAW SPECIAL MEETING BOARD OF DIRECTORS EXECUTIVE COMMITTEE JULY 12, 2019 NOTICE OF MEETING The Board of Directors of the University of California Hastings College of the Law Board of. .. advance of the meeting The University of California Hastings College of the Law complies with the Americans with Disabilities Act Please contact the Secretary’s Office 72 hours in advance of the meeting. .. UNIVERSITY OF CALIFORNIA HASTINGS COLLEGE OF THE LAW SPEACIAL MEETING OF THE BOARD OF DIRECTORS EXECUTIVE COMMITTEE OPEN SESSION AGENDA July 12, 2019 — 9:00 a.m UC Hastings College of the Law Office of