Board of Visitors minutes :: November 7, 1997 :: University of Virginia Library

Action Text: RESOLVED by The Finance Committee of the Board of Visitors of the University of Virginia that the President's Entertainment Fund shall be and it is hereby increased to $8,000 annually, effective July 1, 1975.

Adopted By: Finance Committee

Authorization:

Delegation(s) To:

Recommended By:

Supersedes:

Notes: Category B

- Recommend abolition of this policy. The budget for this account is set during the normal University budget process. The Board of Visitors approves the budget annually at its June meeting, so a separate policy is unnecessary.

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Alumni Association

Memoranda of Understanding

Policy Location: Finance Committee Minutes, July 25, 1989, with Attachment

Title: Memoranda of Understanding with the University of Virginia Alumni Association

Action Text: RESOLVED that the Vice President for Business and Finance be and he is hereby authorized to enter into memoranda of understanding with the Alumni Association consistent with the 1989-90 budget as approved by the Board of Visitors.

Attachment: This Memorandum of Agreement is made this 26th day of July, 1989, by and between the University of Virginia (hereinafter "University) and the University of Virginia Alumni Association (hereinafter "Alumni Association.).

In accordance with this Agreement, the University shall pay the sums as defined and set forth below for the specific purposes stated. The University and the Alumni Association hereby agree upon all the terms and conditions of the following payments to be made by the University to the Alumni Association.

1. Annual appropriation in general support of the activities of the Alumni Association in the amount of $25,000.

2. Payments for Services:

a. To reimburse the Alumni Association for the incremental cost of sending specified issues of the Alumni News magazine to the following individuals:

(1) All alumni who graduated more than five years from the issue date who are not members of the Alumni Association will be sent the May/June and November/December issues.

(2) All non-alumni parents of currently enrolled, full-time undergraduate students will be sent the September/October and May/June issues.

(3) All graduates who are not members of the Alumni Association will be sent all issues for the first five years after their graduation.

Incremental cost is defined as all variable printing costs including the cost of printing machine usage, paper, and postage and handling costs.

The calculation for payment due will be made as follows: total incremental costs of the magazine are divided by the number of issues printed to determine per copy cost, and this result is multiplied by the number of additional issues sent according to the parameters listed above. The total estimated annual incremental cost to send all issues according to this Agreement is $80,000.

b. A fixed annual fee of 50% of the annual salary cost of one mutually agreed upon Alumni Association professional staff member.

c. A fixed annual fee of $20,000 will be paid to assist with the cost of maintaining the computerized records of the Alumni Association. This fee will be re-negotiated annually with the Vice President for Business and Finance and the Vice President for Development based on increases in cost of maintaining computerized records.

Actual payment to the Alumni Association of all of the above referenced fees for services will be made on a quarterly basis commencing October 1, 1989 with a final payment due June 30. 1990. Payment will be subject to the University's receipt of an invoice, generated by the Alumni Association, which will be delivered to the University at least fifteen (15) days prior to the payment due date.

3. As approved by the Board of Visitors resolution dated March 26, 1946 and as amended June 5, 1981, commissions shall be paid on vending services at a rate of five percent (5%) of gross sales of food and drink machines located in academic and administrative buildings with the exception of Newcomb Hall and the University of Virginia Health Science Center. Direct payment will be made quarterly by the Assistant Vice President for Auxiliary Services of the University. Estimated commission for the fiscal year ending June 30, 1990 totals $35,000. (See Agreement Attached)

4. The following payments will be made to support the Jefferson Scholars Program:

a. Income earned by the Jefferson Scholars endowment will be distributed annually to the Alumni Association by the University's Investment Office, which manages the endowment, to be applied to support the Jefferson Scholars program in accordance with donor designations. Estimated income for the fiscal year ending June 30, 1990 totals $390,000.

b. A total of $50,000 will be paid for the fiscal year 1989-90 from budgeted University funds.

5. The University has designated the University of Virginia Alumni Association as the agency authorized to enter into an agreement with the Virginia Department of Motor Vehicles for participation in DMV's College Plate Program. A report of royalties received under the Department of Motor Vehicle College Plate program and how they are to be expended will be provided to the Vice President for Business and Finance.

6. By separate agreement (attached) the University will pay the Alumni Association 6% of gross sales for events catered at Alumni Hall by Dining Services (ARA). Such payments will be made by the Assistant Vice President of Auxiliary Services on a quarterly basis.

7. The University will pay to the Alumni Association the difference between actual Alumni Association unrestricted annual 1990, and $500,000. This payment, if required, will be made within thirty (30) days of the University's fiscal year end, June 30, 1990, on the basis of a statement from the Alumni Association. The Alumni Association will base its request on verifiable records and reports which are to be made available to the Vice President for Business and Finance for his review.

8. The University will remit to the Alumni Association 50% of the royalties received from sales by the Alumni Association of the University of Virginia licensed goods and materials.

This agreement is subject to annual review and revision prior to July 1st of each year.

Adopted By: Finance Committee

Authorization:

Delegation(s) To:

Recommended By:

Supersedes:

Notes: Category B - This Board policy has been replaced by an administrative agreement between the University and the Alumni Association to reimburse the Alumni Association for certain services that it provides to the University.

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Alumni Association

Professional Schools Membership

Policy Location: Finance Committee Minutes, May 30, 1975

Title: Alumni Association Membership Program

Text: The Finance Committee approved the following program.

Action Text: The University agrees to pay the General Alumni Association $1.00 per year for each member of each of the professional school alumni associations if the General Alumni Association will agree to the following:

1. That the Alumni Association will list such individuals as members with the designation (P) after their names.

2. Such membership will not entitle Professional School alumni to receive all issues of the Alumni News.

3. Professional School alumni will be welcomed at Alumni Hall as members of the Alumni Association.

4. The Alumni Association will discontinue soliciting funds from members of the professional schools alumni associations; and further will not attempt to persuade professional school alumni to join the General Alumni Association other than by Life Membership ads regularly appearing in the Alumni News.

Adopted By:Finance Committee

Authorization:

Delegation(s) To:

Recommended By:

Supersedes:

Notes: Category B - This policy never went into effect and is therefore obsolete.

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Real Estate

Delegation

Policy Location: Finance Committee Minutes, June 3, 1971

Title: Authorization for the Comptroller To Purchase Property

Action Text: RESOLVED by the Finance Committee that the Comptroller be and he is hereby authorized to commit the University to the purchase of real estate with the approval of any one member of the Finance Committee.

Adopted By: Finance Committee

Authorization:

Delegation(s) To: Comptroller

Delegated Authority: See above Action Text

Recommended By:

Supersedes:

Notes: Category B - This policy on authorizing the purchase of real property is not present practice.

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Real Estate

Acquisition and Disposition

Policy Location: Board Minutes, Oct. 4, 1980 with Attachment

Title: Procedure for Acquisition and Disposition of Real Estate as Endowment Assets

Action Text: RESOLVED that the procedures for Acquisition and Disposition of Real Estate as Endowment Assets be and they are hereby adopted.

Attachment:

ACQUISITION OF REAL PROPERTY FOR THE ENDOWMENT*

l. By gift:

a. Before accepting a gift or real estate, the Vice President for Business and Finance will:

(1) Obtain two appraisals of the property,

(2) Decide whether the property should be placed in the endowment, accepted for other purposes or rejected.

(3) Develop a written plan for retention or disposition of the property, which plan, as it may be revised from time to time, will accompany the recommendations that follow.

b. The recommendation of the Vice President for Business and Finance, with the advice of the Legal Adviser, will be submitted to the President for approval.

c. The President's recommendation will be submitted to the Finance Committee of the Board for its review and recommendation to the Board of Visitors for approval.

d. The Board of Visitors' decision, if to accept the gift, will be submitted to the Division of Engineering and Buildings for its review, and for approval by the Governor or his delegate under Section 2.1-507 of the Code of Virginia

2. By devise:

a. After receiving a devise of real estate, the Vice President for Business and Finance will: (1) Obtain two appraisals of the property; (2) Decide whether the property should be placed in the endowment or retained for other purposes; (3) Develop a written plan for retention or disposition of the property, which plan, as it may be revised from time to time, will accompany the recommendations that follow.

b. The recommendation of the Vice President for Business and Finance, with the advice of the Legal Adviser' will be submitted to the President for approval.

c. The President's recommendation will be submitted to the Finance Committee of the Board for its review and recommendation to the Board of Visitors for approval.

d. The Board of Visitors' decision, if to retain the devise, will be submitted to the Division of Engineering and Buildings for its review, and if the Governor so directs, the devise will be disclaimed pursuant to the appropriate statutes.

3. By purchase:

a. Before purchasing real estate as endowment assets, the Vice President for Business and Finance will:

(1) Obtain expert advice as to whether the real estate should be acquired and to assist in the University's development of a written plan for management of the property. The plan, as it may be revised from time to time, will accompany the recommendations that follow.

(2) Obtain two appraisals of the property.

b. The recommendation of the Vice President for Business and Finance, with the advice of the Legal Adviser, will be submitted to the President for approval.

c. The President's recommendation will be submitted to the Finance Committee of the Board for its review and recommendation to the Board of Visitors for approval.

d. The Board of Visitors' decision, if to purchase the property, will be submitted to the Division of Engineering and Buildings for its review, and for approval by the Governor or his delegate under Section 2 1-507 of the Code of Virginia.

II. DISPOSITION OF REAL PROPERTY IN THE ENDOWMENT

1. Before disposing of real property, two appraisals will be obtained and the University will obtain expert advice as to whether the property should be disposed of, and for assistance in the University's development of a. written plan for disposition of the property. This plan will examine different alternatives (including, end, sealed bids, public auction, listing with realtors, and negotiation) and their suitability for the proposed disposition. The plan, as it may be revised from time to time, will accompany the recommendations that follow.

2. The recommendation of the Vice President for Business and Finance, with the advice of the Legal Adviser, will be submitted to the President for approval

3. The President's recommendation, if to dispose of the property, will be submitted to the Finance Committee of the Board for its review and recommendation to the Board of Visitors for approval.

4. The University's acceptance of any offer for the purchase of the property shall be contingent upon review by the Division of Engineering and Buildings and approval by the Governor. Any offer which the University accepts for the purchase of the property shall be reviewed by the Division of Engineering and Buildings and approved by the Governor. Any deed executed by the University shall be submitted for review by the Division of Engineering and Buildings and for approval by the Governor, pursuant to Section 23-77.1 of the Code of Virginia.

Adopted By: Full board

Authorization:

Delegation(s) To:

Recommended By:

Supersedes:

Notes: Category B - Citations to laws and titles are outdated. In addition, State law and regulations govern the procedures for acquiring and disposing of real estate, so a board policy is unnecessary.

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Students

Commerce School

Special Fee

Policy Location: Finance Committee Minutes, June l, 1972

Title: Establishment of Special Fee in School of Commerce

Action Text: RESOLVED by the Finance Committee of the Board of Visitors of the University of Virginia that we recommend to the full Board the adoption of the following resolution: RESOLVED by The Rector and Visitors of the University of Virginia that there is hereby established for students in the School of Commerce, a special fee of $5.00 per session to provide the Commerce School Council with funds to be used on behalf of students in the School.

Adopted By: ????

Authorization:

Delegation(s) To:

Recommended By: Finance Committee

Supersedes:

Notes: Category B - Special fees are approved by the Board in the annual tuition-setting process.

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Students

Domicile

Virginia Status

Policy Location: Finance Committee Minutes, April 6, 1973

Title: Delegation of Powers to the President Relative to Decisions Regarding Domicile

Text: WHEREAS no procedure for appeal from decisions of the University Committee on Virginia Status of University Students to the Rector and Visitors of the University of Virginia has been established; and WHEREAS decisions by this Committee are now being contested upon constitutional and other grounds likely to lead to litigation in which the Rector and Visitors will be a party; and WHEREAS appeals from these decisions may be numerous and will involve issues of law and fact concerning which the President of the University may make final administrative determinations on behalf of the Rector and Visitors; RESOLVED that the President be and he is hereby authorized to hear and finally determine for the Rector and Visitors appeals from decisions of the University Committee on Virginia Status of University Students and make final dispositions thereof; FURTHER RESOLVED that the President is required to report his dispositions of all appeals to the Finance Committee at the next regular meeting of the Rector and Visitors following his determinations.

Adopted By: ????

Authorization:

Delegation(s) To: President

Delegated Authority: See italics in Text above

Recommended By: Finance Committee

Supersedes:

Notes: Category B - This policy has been pre-empted by State law which requires the implementation of an administrative appeals procedure. An appeals procedure is in effect which authorizes the President to hear appeals from the Committee on Virginia Status.

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Students

Law School

Special Fee

Policy Location: Finance Committee Minutes, April 6, 1973

Title: Special Fee in the School of Law for the Barrister.

Action Text: RESOLVED by the Finance Committee of the Board of Visitors of the University of Virginia that we recommend to the full Board the adoption of the following resolution: RESOLVED by The Rector and Visitors of the University of Virginia that there is hereby established for students in the School of Law a special fee of $5.00 per session to be used for the publication and distribution of the yearbook, The Barrister, to every student in the Law School, effective for the 1973-74 session and thereafter.

Adopted By: ????

Authorization:

Delegation(s) To:

Recommended By: Finance Committee

Supersedes:

Notes: Category B - Special fees are approved by the Board in the annual tuition-setting process.

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Students

University Affiliated Organizations

Tax Exempt Status

Policy Location: Finance Committee Minutes, June 2, 1978

Title: Report on University Affiliated Organizations

Text: The Finance Committee "determined that it had no objection" to the following procedure.

Attachment: [In part] During recent months the University has become increasingly concerned about the use by student organizations of the University's tax exempt status for income tax, charitable gift, and state sales tax purposes. Several recent audits of local businesses by the State Division of Taxation indicate that many student groups and organizations rely on their unofficial relationship with the University of Virginia as a basis of exemption from the state sales tax. Contributors to such groups and organizations treat their gifts as tax-deductible, even though they are not made payable to the University of Virginia. Various organizations have sponsored activities which involve the sale of goods and services without ever acquiring the necessary licenses, filing the required tax forms, or paying income tax. These problems have necessitated that the University establish a policy regarding which groups and organizations may continue to use their relationship to the University as a basis for tax exempt status. As of July 1, 1978 only those student groups and organizations which have become University Affiliated Organizations (UAO) will be included on the University's official list of organizations permitted to rely upon the University of Virginia's tax exempt status. No separately incorporated organization will be eligible to qualify as a University Affiliated Organization...

Student organizations may: qualify provided such organizations receive student activity fund support and also meet... educational purpose criterion.... This memorandum does not change the requirements or procedures for the allocation of student fee funds. Consequently, student activity fund allocations will continue to be handled in the same manner as in the past.

Any unincorporated student group or organization which feels that it meets these requirements may apply to become a UAO by submitting a request to the University Comptroller on the appropriate form. These forms may be obtained at the Office of the University Comptroller or at Garrett Hall. A copy of the group's constitution, and a copy of its most recently approved itemized annual budget should be attached with the request. If the University Comptroller determines that the group meets the requirements mentioned above, a Memorandum of Understanding will be sent to the group to be reviewed and accepted. The group will be included on the University's official list of University Affiliated Organizations upon receipt by the University Comptroller of the executed Memorandum.

Student groups which are included on the University's official list of University Affiliated Organizations will be required to confirm their status annually and to provide an itemized annual budget and the names and local addresses of all the new constitutional officers. Details pertaining to the renewal procedure will be provided to University Affiliated Organizations in March of each year beginning in 1979.

Adopted By:

Authorization:

Delegation(s) To:

Recommended By:

Supersedes:

Notes: Category B - This relationship with student organizations is no longer used. The University now has a contractual relationship with student groups which is reflected in the Contracted Independent Organization (CIO) agreement.