The official minutes of the University of South Carolina Board of Trustees are maintained by the Secretary of the Board. Certified copies of minutes may be requested by contacting the Board of Trustees’ Office. Electronic or other copies of original minutes are not official Board of Trustees' documents.

The Buildings and Grounds Committee of the University of South Carolina Board of Trustees met on Friday, November 14, 2003, at 1:45 p.m. at the Carolina Plaza.

Members present were: Mr. Miles Loadholt, Chairman; Mr. James Bradley; Mr. Mark W. Buyck, Jr.; Mr. Samuel R. Foster, II; Mrs. Helen C. Harvey; Mr. William C. Hubbard; Mr. Toney J. Lister; Mr. Robert N. McLellan; Mr. Mack I. Whittle, Jr., Board Chairman; and Mr. Herbert C. Adams, Board Vice Chairman. Other Trustees present were: Mr. James A. Shuford, III; Mr. Wayne Staton; Mr. Eugene P. Warr, Jr.; and Mr. Othniel H. Wienges, Jr.

Others present were: President Andrew A. Sorensen; Secretary Thomas L. Stepp; Executive Vice President for Academic Affairs and Provost Jerome D. Odom; Vice President for Human Resources Jane M. Jameson; Vice President for Student Affairs Dennis A. Pruitt; Vice President and Chief Financial Officer Richard W. Kelly; Vice President for Information Technology and Chief Information Officer William F. Hogue; General Counsel Walter (Terry) H. Parham; University Architect and Director of Facilities Planning and Construction Charles G. Jeffcoat; Director for Planning Services, Facilities Planning and Construction, Donna Collins; Director of Facilities Services, Division of Business and Finance, James D. Demarest; Assistant to the Vice President, Office of Business and Finance, Ken Corbett; Vice President for University Advancement T.W. Hudson Akin; Vice Provost and Executive Dean for Regional Campuses and Continuing Education Chris P. Plyler; Chancellor of USC Spartanburg John C. Stockwell; Dean of USC Lancaster John Catalano; Wife of Trustee Toney Lister, Cynthia Lister; Public Information Coordinator, Media Relations, Karen Petit; and members of the media.

Chairman Loadholt welcomed everyone and invited Board members to introduce themselves. Ms. Petit introduced members of the media who were in attendance.
Chairman Loadholt stated that the agenda had been posted and the press had been notified as required by the Freedom of Information Act; the agenda and supporting materials had been circulated to Committee members; and a quorum was present to conduct business.

Open Session

1. Previously Approved Projects - Status Report: Mr. Kelly stated that effective today he would begin a new process and reformat his presentations to the Committee, giving status reports on a meeting by meeting basis on all projects that had been approved. The majority of the projects being discussed today had been presented to this Committee, and to the Executive Committee at USC Spartanburg in October. The following three projects had received approval and were ready to move forward.
   
   
   1. Koger Center Repairs: Mr. Kelly stated that the A&E process was underway and had been advertised in the South Carolina Business and Opportunities bulletin and was before the Budget and Control Board for final approval.
   2. Energy Performance Contract: Mr. Kelly stated that an RFP had been issued and a mandatory pre-bid conference was held November 6. Nine firms were represented at the conference. Their bids must be submitted by November 20. By November 24th, two firms would have been selected and those two firms would be asked to conduct an energy performance audit of the campus. One firm would be awarded an implementation contract; the University had agreed to provide up to $100,000 of documented costs associated with the audit by the losing bidder for the contract. In addition, the University would own the audit once the firm received the $100,000.
   3. New Parking Structure: Mr. Kelly stated that the A&E selection process had begun on this project and resumes were due by November 24th. Mr. Buyck had agreed to serve on the A&E selection committee and an architect would be selected in December.
      Mr. Kelly stated that these projects would continue to be updated and a balance sheet approach would be used to give the committee an accounting of all the projects in future meetings.
      

      Chairman Loadholt stated that this report was received for information.

2. Exterior Replacement and Repair Projects: Mr. Kelly stated that the approach to the multitude of projects expected to be funded over the next three years came with some unique desires. Efforts had been made to balance the most critical projects that needed to be accomplished with sensitivity to campus disruptions and to package multiple projects in one building together to get the best economies of scale. This project would provide repairs to a multitude of facilities and work would include window replacements, exterior caulking, exterior painting, and correction of water infiltration. Mr. Kelly called on Mr. Jeffcoat to give detailed descriptions of three projects.
   

   Mr. Jeffcoat reported on the following three projects and requested board approval: 1) The McKissick Museum Windows Replacement - this project would replace the steel windows of the facility that had deteriorated. The windows would be replaced with a similar type window; 2) The Law Center Exterior Repairs - this project was an external repair project which would include caulking, and cleaning the exterior; and 3) Gambrell Hall-Exterior Repairs - this project required repairs similar to the others and would include the replacement of joints that had deteriorated. The project budgets were $575,000, $250,000, and $200,000 respectively.
   

   Mr. McLellan made an inquiry about the estimated cost to renovate the McKissick Museum in order to accommodate the Visitors Center. Mr. Kelly stated that $250,000 would be requested to upgrade the elevator, the access area into the facility and the reception area.
   

   Mr. Hubbard moved approval to establish a project to address exterior repairs to multiple facilities on the Columbia Campus. Repairs would consist of McKissick Museum Window Replacement with a project budget of $575,000; Law Center Exterior Repairs with a project budget of $250,000 and Gambrell Hall Exterior Repairs with a budget of $200,000. The total project budget for one year was $1,025,000 to be funded with University Funds as presented in the Three Year Capital Plan. Mr. Bradley seconded the motion. A vote was taken and the motion carried.

3. Roofs - Repair and Replacement Projects: Mr. Kelly reported that there were multiple facilities on the Columbia campus that needed roof replacement and that the most critical projects would receive priority. Funding of some of the facilities would be shared with the Housing Department because the buildings shared both educational space and housing. Mr. Kelly presented the Board with a Letter of Certification and stated the letter would be incorporated in all future roof replacement contracts. The letter consisted of the following items: the name of the facility, age of the roof, and information pertaining to the roof warranty as it existed at the time of the roof replacement.
   

   Mr. Kelly stated that the majority of the roofs on the facilities being discussed were between 20 and 30 years old. There were no warranties remaining. Roof warranties were somewhat complicated. For example, single ply roofing usually had a 10-year warranty, asphalt roofing or metal roofing had a 20-year warranty and a slate roof had a longer warranties. Usually such warranties were for materials only and did not include labor. Some contracts contained a clause to the effect that if a leakage occurred as the result of faulty materials or workmanship within a two to three year period, the contractor would be required to replace or restore the roof. The roof projects presented for approval today specified a 20-year materials warranty and a three year workmanship warranty.
   

   Mr. Jeffcoat presented as information the following six roof projects which were less than $250,000: 1) Taylor House (the Old Columbia Museum of Art); 2) Capstone Cafeteria - the Food Service upgrade project would fund the renovation of the cafeteria; 3) Booker T. Washington Auditorium; 4) Bates House Cafeteria; 5) Harper/Elliott College; and 6) LeGare/Pinckney Colleges.
   

   Mr. Jeffcoat requested approval of the following three roof projects which exceeded $250,000: 1) DeSaussure College (College of Social Work); 2) Rutledge College; and 3) the Russell House.
   

   Mr. Foster moved approval to establish a project for roof replacements with a project budget of $325,000 for DeSaussure College; $280,000 for Rutledge College and $478,500 for the Russell House. The total project budget for one year was $2,012,000 to be funded with University Funds as presented in the Three Year Capital Plan. Mr. McLellan seconded the motion. The vote was taken, and the motion carried.

4. Interior Renovation/Elevator Upgrades: Mr. Kelly stated that the interior of various facilities would be studied; renovations would include carpet replacement and general interior repairs. Four projects (Humanities Classroom Elevator Upgrades, Humanities Classroom Interior Refurbishment, Humanities Office Building Interior Refurbishment and Gambrell Hall Interior Refurbishment) were under $250,000 and one project exceeded that amount and required specific approval.
   
   Mr. Jeffcoat stated that in the Humanities Classroom building, the elevators would be upgraded at a cost of approximately $160,000. Three interior refurbishment projects in Gambrell Hall, Humanities Office Building, and Humanities Classroom Building would include painting existing walls and doors and repairing base and ceiling finishes.
   

   Mr. Loadholt stated that the report was received as information.

   Mr. Jeffcoat requested approval of the Gambrell Hall Elevator Project with a project budget of $435,000.
   

   Mr. Buyck inquired about routine elevator inspections for safety. Mr. Jeffcoat stated that the University had an elevator contractor maintenance company on site and available 24-hours per day for service calls; routine maintenance was conducted to ensure that elevators were safe.
   

   In addition, Mr. Kelly stated that the S.C. Department of Labor, Licensing and Regulation licensed and inspected elevators on an annual basis and the University had to provide them with certification at that time.
   

   Mr. Hubbard moved approval to establish the Gambrell Hall Elevator Project with a project budget of $435,000 to be funded with University Funds as presented in the Three Year Capital Plan. Mr. Foster seconded the motion. A vote was taken and the motion carried.

5. 816 Henderson Street - Preservation and Renovations: Mr. Kelly stated that the house at 816 Henderson Street house was approximately 9300 square feet and was located in the Columbia Historic District. Currently, the house was vacant; however, it had been used for various functions in the past and was most recently used for housing. Renovations would include exterior and interior repairs/modifications and mechanical and electrical system replacements. Mr. Kelly stated that the University would like to renovate the house and use it as a location for University 101. The estimated project cost would be $1.3 million.
   

   Mr. McLellan made inquiry as to the current appraised value of the property. Mr. Kelly stated he was unsure of the value, however, the two parking lots on Pendleton Street were valued at approximately $206,000 each and had street access and no houses on them. Mr. Jeffcoat stated that the replacement cost was different from the appraised value and the State Insurance Reserve Office had a replacement value on the house for $448,000.
   

   Mr. Adams inquired if the house could be sold and another building constructed. Mr. Kelly responded that the University could investigate that possibility. He said when the University considered moving the Kirkland Apartments from the 1600 block of Pendleton Street, USC had to locate a vacant lot in downtown Columbia that would accommodate the house and, beyond that, it would have been unreasonable to move it, given that a house of that magnitude would have to be cut in half or possibly into thirds or quarters in addition to the cost of moving power lines. Mr. Lister stated that a couple of years ago, an attempt had been made to move a brick house about a half mile in Spartanburg and the house was approximately two-thirds the size of the house on Henderson Street and was in much better condition; the cost to move it was between $300,000 and $400,000.
   

   Mr. Hubbard inquired whether there were any funds available from agencies that had designated the structures as historic and could that possibly help with the maintenance and upkeep?
   

   Mr. Kelly stated that there were possibly some funding sources available; however, funding had not been tracked for these two houses. He had searched for funds to help support the moving of the cottage on Pendleton Street and the Kirkland Apartments. The Federal funds for that preservation program had "dried up" because there were no matching State funds.
   

   Mrs. Harvey inquired if University 101 would use the building for classroom space, and, in the future, could the facility be used for some other purposes? Mr. Kelly responded that the space would be generic and could be used for other purposes; details were still in the planning process. Currently for University 101, there were meeting spaces, a graduate students' work area, and administrative offices. Dr. Odom responded that University 101 was one part of an entire operation that was called the "Freshman Year Experience." University 101 was housed in a cottage on Pendleton Street and provided outreach and hosted a national meeting each year. That staff was currently located on College Street. This project would give the University an opportunity to house everything together.
   

   Mr. Lister moved approval to establish a project to renovate the building located on 816 Henderson Street. The project budget was $1.3 million to be funded with University Funds as presented in the Three Year Capital Plan. Mr. McLellan seconded the motion. A vote was taken, and the motion carried. Mr. Buyck voted in opposition.
   

   Discussion ensued as to the possibility of the University's selling and moving the building (versus renovating it at a cost of $1.3 million) and whether there were any outside funding sources that could assist in the maintenance of structures that had been designated as historic. Mr. Kelly responded by highlighting some of the issues that would be involved in moving and selling the building. Specifically, the University would have to go to the City of Columbia and the historical groups before construction of a replacement building could be pursued.

6. Critical Building Energy System Needs - "Critical Utility Infrastructure Repairs": Mr. Kelly stated that throughout the campus there were critical needs for utility infrastructure repairs. A great deal of replacement was needed to achieve a more reliable distribution system. Renovations would include replacement of electrical feed cables underground, primary electrical gear switches, and steam line distribution facilities. Five weeks ago, the University had a power failure for approximately 36-hours at the Bates House and the South Tower because one of the main lines underground had corroded. There were a total of seven distribution circuit lines around campus of which four needed to be replaced.
   

   Mr. Kelly called on Mr. Jeffcoat to give a detailed report on the projects with budgets under $250,000 and the projects over $250,000.
   

   Electrical Service for Recreational Field Lighting - Mr. Jeffcoat reported that this project was one of the remaining recreational fields next to the PE Center and the lighting and wiring had deteriorated and the transformers required replacement. The project budget was $50,000.
   

   Electrical Distribution System - Mr. Jeffcoat reported that switches and cabling and some replacements were required at the Horseshoe. These cables and switches on circuit #7 had a project budget of $75,000.
   

   Steam Lines Project - Mr. Jeffcoat stated this would provide repairs to steam lines which ran to Currell College and Legare/Pinckney Colleges and the project budget was $170,000.
   

   Russell House - The replacement of lines to the Russell House had a project budget of $85,000.
   

   Mr. Jeffcoat stated that this was a partial list of the types of projects required; there were numerous other, similar projects.
   

   Mr. Loadholt stated that the report was received as information.
   

   Mr. Jeffcoat requested approval for the following projects: primary feed cables on Circuit #4, Circuit #2 and Circuit #1, with project budgets of $525,000, $250,000 and $500,000, respectively. These projects were critical to make the University=s Energy System more reliable and to eliminate failures.
   

   Mr. Foster moved approval to establish a project to address critical risk energy related maintenance projects and infrastructure needs throughout the Columbia campus. Work included replacement of primary feed cables on circuit #4 with a project budget of $525,000; primary feed cable on circuit #2 with a project budget of $250,000 and replace cable and switches on circuit #1 with a project budget of $500,000. The budgets for Year 1 would be $1,730,000 to be funded with University Funds as presented in the Three Year Capital Plan. Mr. McLellan seconded the motion. A vote was taken and the motion carried.

7. Russell House Continuous Improvement: Mr. Kelly stated that work had been continued on the Russell House to ensure a quality student activity facility. The food service and bookstore areas of the Russell House had been completed; however, other areas needed to be addressed for appearance and functionality of the student union. Renovations would include improvements to the north area access to the building including modifications to the ramp, exterior improvements, window replacements and updating the fire and mechanical systems at a project budget of $1.2 million.
   

   Mrs. Harvey inquired as to whether these improvements would complete the Russell House project and if not, what was the expected cost to complete the project. Mr. Kelly responded, "no", there were several other major issues that would come forth in the future. One in particular was the front entrance of the Russell House which would require replacement or reconstruction. Mr. Kelly stated he did not have a figure but estimated an additional $3 million to $5 million to complete renovations to the Russell House.
   

   Mr. Hubbard moved approval to establish a project to continue renovations of the Russell House. Work would include modifications to the ramp on the north side of the building, exterior site improvements, facade repairs, window replacement and replacement of outdated fire and mechanical systems. The project budget was $1.2 million and would be funded with University Funds as presented in the Three Year Capital Plan. Mr. McLellan seconded the motion. A vote was taken and the motion carried.

8. Visitors Center Relocation to McKissick: Mr. Kelly stated that the Carolina Visitors Center would be relocated to the first floor of the McKissick Museum. Improvements to the ramps and other interior modifications would be necessary. The project budget was $250,000.
   

   Mr. Whittle inquired about parking. Mr. Kelly stated that in an effort to accommodate the parking needs for visitors, President Sorensen had authorized and directed them to consider the parking area in front of the Osbourne Building located directly to the north side of McKissick. President Sorensen had proposed that all of the administrators give up their reserved parking spaces in front of the Osborne building and that he would also lead by example. Those spaces could then be used for the Visitors Center parking.
   

   Mr. Hubbard made a motion for approval to establish a project to relocate the Visitors Center from its current location in the Carolina Plaza to McKissick Museum. Modifications to the existing building would consist of upgrades to the existing elevator, public toilet facilities, areas for visitors welcome, tour check-in and staging, and other specialized functions of the Center. The project budget was $250,000 to be funded with University Funds as presented in the Three Year Capital Plan.

   Mr. Lister seconded the motion. A vote was taken and the motion carried.

9. Food Service Projects: Mr. Kelly referenced the three year master finance sheet and stated that Food Service projects would be continued over the next two to three years. This year, Sodexho would invest an additional $3 million into our food service facilities. Improvements had been planned for two projects - the Preston dining facility at the Russell House and the Sidewalk Café. The University=s portion of the project would be $750,000.
   

   Mr. Hubbard moved approval to increase the existing project for Food Service Facilities Renovation/Expansion project by $750,000. The increase would be funded with University Funds as presented in the Three Year Capital Plan and would result in a total project budget of $5,744,905. Mr. Lister seconded the motion.

   A vote was taken and the motion carried.

10. USC Spartanburg-Request reallocation of State CIB=s from Information Resource Center to Health Education Center: Mr. Kelly stated that USC Spartanburg had asked Board approval to go before the Joint Bond Review Committee to request reallocation of $5 million in Capital Improvement Bonds (CIB) from the Information Resources Center to the Health Education Complex. The bonds had been received in 2000. The project under construction in the USC Spartanburg Health Education Center, had been presented to the Buildings and Grounds Committee on October 2, 2003 and to the full Board of Trustees on October 17, 2003. The complex would house and relocate the School of Nursing, School of Education and related programs. Approval for the first phase of the project which included hiring consultants, refining programming requirements, and developing of detailed project estimates was being requested. Due to the pressing need for academic space on the Spartanburg campus, their priorities had shifted to the academic side of the equation.
    

    Dr. Stockwell stated that USC Spartanburg had the highest instructional space utilization rate of any campus and the lowest square footage per FTE. In terms of the history of CIB funding over the past 35 years, USC Spartanburg had received the least of any of the comprehensive universities.
    

    Dr. Stockwell stated that he did not foresee a bond bill on the horizon for the next year or two; therefore, he would like to shift $5 million into the development of the Health Education Complex. Additionally, he reminded the Committee of the priority for additional CIB funding for the completion of the library project in the future.
    President Sorensen stated that he had reviewed the proposal carefully and discussed it with Dr. Stockwell and the architects and he endorsed it wholeheartedly.
    Mr. Lister moved approval to authorize USC Spartanburg to request the reallocation of $5 million in Capital Improvement Bonds (CIB) from the Information Resources Center to the Health Education Complex. Mr. Buyck seconded the motion. A vote was taken and the motion carried.

11. Sumwalt College NanoCenter Renovation - Administrative Budget Increase: Mr. Kelly stated that there was a $1.8 million NanoCenter Renovation project near completion. President Sorensen had approved a $24,000 budget increase to begin planning for immediately forthcoming needs by preparing the laboratory facilities to meet a major professor's specifications. This administrative budget increase was reported to the committee as information.
    Mr. Loadholt stated that this report was received for information.
    
    
12. South Campus Housing Phase III (West Quadrangle) - Funding Adjustment: Mr. Kelly stated that prior to the construction of the South Campus Housing Phase III project it was necessary to clear the site of all existing facilities. The University Police Department had been housed in a building on the site of the new dormitory project. Because funding for a new facility for the Police Department was not available, an alternate and temporary location for the department had to be considered. The existing facilities on the former Columbia Museum of Art were surveyed and determined to be adequate in size to accommodate the Police Department and its headquarters department, Law Enforcement and Safety. Since Law Enforcement and Safety required relocation from the Byrnes facility to free up space for functions moving from the leased facility at 900 Assembly Street, it was decided to combine both law enforcement units into the existing Taylor House and adjoining facilities. Minimum modifications and repairs had been made to the existing facilities to facilitate the operation of Law Enforcement and Safety and the University Police Department. The cost of this relocation and facilities modifications totaled $500,000. Initially, the project was funded with Housing funds allocated to the South Campus Housing Phase III project. It was now necessary to reimburse the housing project for those extra-ordinary expenditures. The source of funding would be Excess Debt Service Funds.

    Mr. Hubbard made a motion to approve the reimbursement of $500,000 in expenditures for the relocation of the University Police Department and Law Enforcement and Safety to the Taylor House and adjoining facilities (formerly the Columbia Museum of Art). The reimbursement would be funded with Excess Debt Service Funds. This action would, in effect, increase the project budget for the housing project and add an additional funding source. The resulting project budget would be $31,400,000 funded with $29,300,000 housing funds, $1,600,000 ICPF funds and $500,000 Excess Debt Service funds. Mr. Bradley seconded the motion. A vote was taken and the motion carried.
    

    Mr. Hubbard asked what current landscaping projects were underway or in the planning stages. Mr. Kelly responded that the University had identified approximately $3.5 million for landscaping. A landscape architect had been contacted to help with the redevelopment of Wheat Street, Greene Street in front of the Sumwalt facility, and Sumter Street. He planned to bring these projects to the Committee sometime in the future. The plan was to finish West Quad III first.
    Mr. Whittle asked if the University had a joint venture with the City of Columbia where they would do some of the perimeter landscaping and beautification, and if so, what was the status? Also, he requested an update on the Presidents's House renovations and the green space behind the President's House.
    

    Mr. Kelly stated that the President was residing in the house but still unpacking. The garden area behind the President's House was still being worked on as well as well as the landscaping of the President's Green area directly behind that. The street was being poured, the brick walkways were completed around the Smokestack and hopefully the work would be completed by Thanksgiving. A major steam pipe renovation was being done and this would delay work in some of the areas near the old Public Health facility.
    

    Dr. Sorensen and Mr. Hubbard had met with the City of Columbia and Department of Transportation regarding enhancement funds. If funds could be secured from the State they could assist with enhancing some of the areas on Assembly Street, in particular, the area in front of the Koger Center down to Blossom Street, as well as near the Greek Villages and the Colonial Center parking areas.
    

    Dr. Sorensen commended Mr. Kelly and his staff for the extraordinary job in completing the President's House; he looked forward to entertaining there soon.

13. Other Matters: Mr. Adams inquired if the University had the responsibility of maintaining the pavement in front of the School of Business on College Street. Mr. Kelly stated that it was a city street. Mr. Adams requested that the University work with the City of Columbia in getting that area resurfaced, if possible.
    Mr. Bradley stated that he felt the Committee had reluctantly approved the Henderson Street project and that he was concerned about spending $1.3 million on the project; it was "unrealistic to spend that kind of money on that property." He asked Mr. Jeffcoat to reconsider the project to see if the University could spend $400,000 instead and make the house reasonably usable over the next 20 or 30 years. Several committee members concurred.
    

    Mr. Jeffcoat responded that he would honor this request. Currently there was an architect during some preliminary planning on that project. Mr. Jeffcoat would give a report at the next Committee meeting which would include the feasibility of moving the house.
    

    Mr. Whittle inquired about the historical significance of the house.

    Mr. Jeffcoat stated that the house was located in an area which the community designated as "Historical Columbia," therefore it had a local designation and not a federal designation. The architect, Kirk Davis and Associates, had put together a tremendous amount of history on the house and he would share it with the Committee at the next meeting.
    

    Mr. Buyck made a motion to enter executive session to discuss a contractual matter. Mrs. Harvey seconded the motion. A vote was taken and the motion carried. Persons present were asked to remain.

Return to Open Session

Since there were no other matters to come before the Committee, Chairman Loadholt declared the meeting adjourned at 3:10 p.m.

Respectfully submitted,
Thomas L. Stepp
Secretary