2.3 Property and Facilities

  1. Capital Plans, Requests and Reports
    1. Duties and Responsibilities of the Board of Regents include:
      1. Review of campus master plans.
      2. Approval of the Annual Facilities Report, which includes the:
        • Five-Year Capital Plans for State Funds
        • Facilities Governance Report
        • Institutional Roads Program
      3. Approval of financing of capital projects.
      4. Review of facility stewardship.
    2. Campus Master Plans
      1. Each university shall present an updated campus master plan to the Property and Facilities Committee or the Board as requested. The plan should indicate past, present, and anticipated development and note any significant changes from plans previously presented to the Board or Committee.
      2. The campus master plan should relate directly to the university’s mission and strategic plans.
    3. Annual Facilities Report
      Submitted annually to the Board for approval, the Annual Facilities Report is a comprehensive summary of Board of Regents’ facilities that is presented to the Property and Facilities Committee
      1. Five-Year Capital Plans, include three sections:
        • State-Funded Five-Year Capital Plan, including the next fiscal year’s capital appropriation requests,
        • University of Iowa Hospitals and Clinics Five-Year Capital Plan and the
        • Other Funds Five-Year Capital Plan.
         
        1. State-Funded Five-Year Capital Plan

Annually, the State-Funded Five-Year Capital Plan shall be submitted to the Board Office and presented to the Board. It includes all projects to be funded by state appropriations. After Board approval, the Board Office submits it to the Department of Management, who subsequently submits it to the General Assembly for their consideration.

  1. University of Iowa Hospitals and Clinics Five-Year Capital Plan

Annually, the University of Iowa Five-Year Capital Plan shall be submitted to the Board Office. It includes projects to be funded by the University of Iowa Hospitals and Clinics.

  1. Other-Funds Five-Year Capital Plan

Annually, the Other-Funds Five-Year Capital Plan shall be submitted to the Board. It includes projects to be funded by sources other than state funds and University of Iowa Hospitals and Clinics funds.

  1. Facilities Governance Report

Annually, the institutions shall prepare a facilities governance report in a format provided by the Board Office. The report include information size, age, all funds spent on facilities, facility replacement values, fire and environmental safety and deferred maintenance.

  1. Size, Age and Value of Facilities

Institutions shall report on their facilities in a format provided by the Board Office.

  1. All Funds Spent

Institutions shall report on all funds used in project budgets over $250,000 in a format provided by the Board Office.

  1. Classroom Utilization

Institutions shall report on updates to classroom and instructional technology improvements in a format provided by the Board Office.

  1. Interinstitutional Collaboration

Institutions shall report on interinstitutional collaboration in a format provided by the Board Office.

  1. Fire and Environmental Safety

Institutions shall report on fire and environmental safety projects/improvements in a format provided by the Board Office. These needs should be integrated into the annual Five-Year Capital Plans.

  1. Each year the institutions shall submit reports to the Board Office indicating the results of the latest State Fire Marshal’s inspection, the results of environmental safety inspections, and programs completed or underway to correct deficiencies. The report shall indicate the financial resources needed to correct outstanding deficiencies.
  2. Institutions should immediately notify the Board Office, if any facilities within their jurisdictions have been cited for violations of federal, state or local laws or regulations or have been decertified or notified of the threat of decertification from compliance with any state, federal or other nationally recognized certification or accreditation agency or organization.
  1. Deferred Maintenance

Institutions shall report on deferred maintenance projects/improvements in a format provided by the Board Office. These needs should be integrated into the annual Five-Year Capital Plans.

  1. Institutional Roads Program 

Annually, the institutions shall prepare their Institutional Road Program report in a format provided by the Board Office.

  1. Projects administered by the Iowa Department of Transportation (DOT) will proceed according to DOT rules and regulations, after a Project Description and Budget have been approved by the institution, Board Office or Board according to requirements of this chapter.  Projects administered by the Board of Regents institutions will follow Board policies as outlined in this chapter.
  2. On certain projects a university may be responsible for the preliminary engineering, design, administration, contract letting, construction engineering, and inspection of a programmed institutional road construction project. The DOT shall be informed, consulted and concur in the various phases of the project as determined by a formal agreement between the Board and the DOT. The DOT shall reimburse the university for the actual design and construction costs of the project, as detailed in the formal agreement.
  3. The DOT shall enter into maintenance agreements with the Regent institutions. Agreements shall set institutional road mileage to be maintained by each institution and specify the routine maintenance categories for which each institution shall be reimbursed.
  1. Energy Conservation
    1. The institutions shall develop energy conservation plans.
    2. Design Professionals should emphasize energy conservation and life cycle costs in new construction and remodeling projects, consistent with Iowa Code.
       
  2. Facility Stewardship

    1. Institutional capital campaigns for private contributions are to include donor options for supporting annual operating costs and future capital renewal, as well as program initiatives that, when funded with private support, enable the university more readily to meet its educational mission by protecting the general fund and the core costs of facility stewardship, including operating costs and capital renewal.

    2. Annual operating costs of all major additions and new buildings shall include:

      1. Definitions and cost benchmarks established.

      2. Preliminary cost and source of funds identified with the Permission to Proceed with Project Planning stage of Board consideration.

      3. Revenue sources for annual operating cost support linked directly to uses of the facility and identified in the Board’s budgeting process.

    3. Future capital renewal amount determined for each new major addition or building project for which the project budget has not yet been approved by the Board.

      1. Annual investment to be approximately 1.0% of replacement value to meet future capital renewal needs.

      2. Amount and intended sources of future capital renewal funding to be included in submittals when the project budget is presented for Board action. For example:

    • For a bonded enterprise, future funding for renewal could be obtained either through incremental increases in the “improvement funds” for the enterprise or through planned additional debt capital to be issued as the need arises.

    • For General Fund supported facilities, increments to the overall General Education Fund “building renewal (repair)” budget may be necessary to reflect the additional square footage (net of any facilities being taken off line or razed) within this category.

    • For historic or iconic facilities, private resources may be a source of future capital renewal either through a current or a future capital campaign.