University of Virginia Library

The Board met on this date in special session, pursuant
to call of the Rector. There were present Rector Irvine and
Visitors Hatton, Michie, Norton, Robertson and Bryan.

Mr. John Stewart Bryan of Richmond, appointed by the
Governor a Visitor of the University for the term of four
years, beginning February 28, 1918, which appointment was duly
confirmed by the State Senate, presented certificate of qualification.

The minutes of the meeting of March 27, 1918, were read and
approved.

The special matter for consideration was that of entering
into a contract with the War Department to train Army Motor-truck
Drivers and Mechanics. Prof. J. L. Newcomb, who had been
charged with the preliminary arrangement for the proposed
undertaking, appeared before the meeting and stated that the
War Department was ready to enter into a contract whereby a
certain number of students would be sent here for a definite
period of training; that to accommodate the school, barracks,
machine shops and such other buildings as would be necessary
would have to be erected, costing approximately $40,000.; and
that the City Council had adopted a resolution in which it agreed
to guarantee the University against loss in the undertaking, under
certain conditions as set forth in the agreement, to the extent
of $20,000., and that this action on the part of the City Council
had been guaranteed by responsible citizens of the City and
community in legal form.

A full discussion of the matter was had, and the following
resolution adopted:

THE UNITED STATES OF AMERICA, having this day submitted a contract
in writing, providing the terms and conditions under which
it desires the Rector and Visitors of the University of Virginia
to undertake the instruction of Motor Truck Drivers and Chauffeurs
to meet the needs of the U. S. Government at this time, and the
Rector and Visitors desiring to render to the Unived States
Government all possible service in the present emergency,

THEREFORE, BE IT RESOLVED: That the Rector is hereby authorized

to execute and deliver the said contract in the name and behalf
of the Rector and Visitors of the University of Virginia.
Said contract to be entered on the minutes of this meeting in
full.

RESOLVED, FURTHER: That the resolution of the Board of Aldermen
and Common Council of the City of Charlottesville, adopted April
3, 1918, a copy of which is ordered to be filed, and the indemnity
thereby provided is hereby accepted.

RESOLVED, FURTHER: That the indemnity provided by the obligation
of sundry citizens, firms and corporations of Charlottesville
and vicinity, embodied in two certain papers dated April 5th, 1918,
copies of which are ordered to be filed, is hereby accepted.

RESOLVED, FURTHER: That the Rector is hereby authorized to execute
deliver and have discounted, and from time to time renew, all note
or notes necessary to provide the money to carry into effect the
said contract with the United States of America.

RESOLVED, FURTHER: That all contracts, estimates and records of
every kind pertaining to the subject matter of this resolution,
be filed with the Bursar.

RESOLVED, FURTHER, That a committee consisting of Mr. Michie,
Chairman of the Executive Committee of this Board, and Prof. Newcomb
be and they are hereby appointed to negotiate and enter into
all contracts, and to purchase all materials and do all other
things necessary to the carrying out of the foregoing resolution;
the said contracts to be signed by Mr. Michie for and on behalf
of the Rector and Visitors of the University of Va.

THIS AGREEMENT MADE THIS 5th day of April in the year 1918,
by and between the United States of America, represented by the
War Department Committee on Education and Special Training,
appointed pursuant to General Orders, No. 15-1918, (hereinafter
called the War Department) and the Rector and Visitors of the
University of Virginia, a corporation of the State of Virginia,
having its principal place of business at University in said
State, hereinafter called the Institution.

WITNESSETH:

FIRST: The Institution agrees to furnish trade and
technical instruction for a period of six month, beginning about
May 15, 1918, to men of the United States Army who may be assigned
to it for such instruction by the War Department, in the course
of training classified below. It is contemplated that the
total number of men under instruction at any one time will be
approximately 600, distributed in three shifts of two months
each, making a total of 1800 men, all to be instructed in the cours
for Motor-Truck Drivers and Chauffeurs.

SECOND: The Institution further agrees,

• (a) To conduct the courses as far as possible in conformity
  with the syllabi, manuals and instructions
  governing these courses to be issued by the War
  Department or by the Federal Board for Vocational
  Education, acting for this purpose as an agent of
  the War Department.

• (b) To furnish or cause to be furnished such suitable
  workroom and classroom space and equipment, including
  heat, light and such working tools, materials,
  supplies and appliances as may be necessary
  for the instruction above referred to; it being
  understood that the War Department will provide
  trucks for instruction in driving. All equipment
  which may be delivered to the Institution by the
  War Department for use in instructions shall be receipted
  for by the Institution, which shall assume
  responsibility therefor.

• (c) To procure the services of competent instructors
  for these courses in the approximate proportion of
  one instructor to 20 men, the number of instructors
  to be based on the number of men to be trained as
  above set forth; all instructors for these courses
  to be appointed subject to the approval of the War
  Department, and to be withdrawn from this duty upon
  request to this effect from the War Department.

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• (d) To provide such administrative supervision of
  the instructors and men as is customary in conducting
  courses of this type; to keep such records
  of attendance and progress as may be later prescribed;
  to exclude from the courses all persons not
  assigned thereto by the War Department or its
  authorized representative.

• (e) So far as reasonably possible, to provide or secure
  grounds and facilities for the training of
  the men in drill and tactics.

• (f) To co-operate closely with the War Department
  and its authorized representatives in all measures
  they may take for supervision, inspection and development
  of methods of training, including visits
  to class-rooms and work-rooms, personal conferences
  with and direction of instructors, frequent meetings
  of groups of instructors, and the like; and to cooperate
  closely with officers of the Army in all
  measures they may take for the military training,
  discipline and general welfare of the men.

• (g) To prepare monthly a report in form prescribed by
  the War Department, covering all operations of the
  month preceding, and to mail this report, if possible
  on or before the 10th of each month to the War
  Department.

THIRD: That the Institution further agrees to provide or
procure meals for such men of a quantity and quality equivalent
army rations during the period of the training.

FOURTH: That the Institution further agrees to provide or
procure suitable lodging, bath and toilet facilities for such men
during the period of their training, provided that the War
Department shall furnish the following: Necessary cots, blankets
and bed-sacks.

FIFTH: That the War Department, IN CONSIDERATION OF THE
FOREGOING, agrees to pay to the Institution promptly after the
close of each month, in accordance with the following sliding
scales: The sum of One Dollar and Seventy-five cents ($1.75)
per day for each man for subsistence and quarters, if the average
daily attendance for the month is 600 or more. The sum of
One Dollar and Eighty Cents ($1.80) per day for each man for
subsistence and quarters, if the average daily attendance during
the month is between 575 and 599. The sum of One Dollar and
Eighty-six Cents ($1.86) per day for each man for subsistence
and quarters, if the average daily attendance during the month
is between 550 and 574. The sum of One Dollar and Ninety-three
Cents ($1.93) per day for each man for subsistence and quarters

if the average daily attendance during the month is between
525 and 549. The sum of Two Dollars and no Cents ($2.00)
per day for each man for subsistence and quarters, if the
average daily attendance during the month is fewer than 525.

FOR THE UNITED STATES.

WITNESS:

F. W. Kunnewell
for Committee.

Grenville Clark, Major W. S. R.
Secretary, Committee on Education and
Special Training.

WITNESS:
R. C. Pforer.

FOR THE RECTOR AND VISITORS OF THE UNIVERSITY
OF VIRGINIA

By R. T. Irvine, Rector.

The following, offered by Mr. Hatton, were adopted:

RESOLVED: That the Superintendent of Grounds and Buildings
be requested to report to the Board at its next meeting, when and
at what intervals, and by whom inspection of the fire-plugs is
made, and also whether all the University buildings are properly
protected by fire-plugs, especially the Hospital.

RESOLVED: That the Attorney for the Rector and Visitors is hereby
requested to compile and submit in proper form all the Acts of
the General Assembly now in force, and relating directly to the
University.

On motion the Board adjourned.