xt7dbr8mdb4w https://exploreuk.uky.edu/dips/xt7dbr8mdb4w/data/mets.xml Lexington, Kentucky University of Kentucky 19611020 minutes English University of Kentucky Contact the Special Collections Research Center for information regarding rights and use of this collection. Minutes of the University of Kentucky Board of Trustees Minutes of the University of Kentucky Board of Trustees, 1961-10-oct20-ec. text Minutes of the University of Kentucky Board of Trustees, 1961-10-oct20-ec. 1961 2011 true xt7dbr8mdb4w section xt7dbr8mdb4w
Minutes of the Meeting of the Executive Committee of the Board of
Trustees, October 20, 1961.
The Executive Committee of the University of Kentucky met in the
President's Office on the campus of the University at 1:30 p.m. EST, Friday,
October 20, 1961, with the following members present: Harper Gatton, Robert
H. Hillenmeyer and J. Stephen Watkins. Absent were: Dr. Ralph J. Angelucci
and Smith D. Broadbent. Also present were President Frank G. Dickey and
Secretary Frank D. Peterson.
A. Election of Chairman.
President Dickey stated that the Executive Committee was without a
chairman and suggested that the members present select one of the members
to preside: whereupon, on motion, seconded and carried, Mr. Harper Gatton
was elected to preside as chairman.
B. Press Welcomed.
Mr. Gatton assumed the chair, expressed a welcome to members of
the press, and proceeded with the agenda.
C. Financial Report.
The Vice President, Business Administration, presented financial
report for the three months ended September 30, 1961. The report contained
a balance sheet and related financial statements which presented a complete
financial picture for all funds of the University. He read the balance sheet and
members, having received the financial report several days in advance of the
Committee meeting, made a motionwhichwasduly seconded and carried, that
the financial report be received and filed.
D. Requisitions and Purchase Orders Approved.
Mr. Peterson presented a list of requisitions and purchase orders as
revealed in the following letter and recommended that same be ratified and
approved.
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October 7, 1961
President Frank G. Dickey
University of Kentucky
Dear President Dickey:
From July 1, 1961 through September 30, 1961 the following
requisitions and orders were processed for the purchase of
merchandise, supplies, materials and other items for the use
and benefit of the University of Kentucky:
S.D. Orders ... I.........
State Requisitions ..........
Emergencies, State .........
Special Orders .............
Job Order Vouchers ........
Stores Vouchers ............
Vouchers ................
Order by Letters ..........
Athletic Orders ...........
Emergency Purchase Orders .
Stores Material Requisitions..
Food Storage Orders ......
Requests for Quotations.....
Inclusive
Inclusive
Inclusive
Inclu sive
Inclusive
Inclusive
Inclusive
Inclusive
Inclusive
1 -422
1 -732
1 -178
9203-11, 000;1-950
14..900-15-506
3,380-4,900
1-6, 371
1-342
1-50
Inclusive: Lilly 1-463
Burnett 1-135
Pratt 1-345
Bolin 1-323
Hawkins 1-296
Sexton 1-354
Inclusive 18, 585-23,241
Inclusive 2, 393-2, 730
Inclusive 1-419
The requisitions, emergency requisitions, special orders, vouchers
and other documents are made a part of this letter and are available
to the Board of Trustees for inspection. All purchases have been
made in accordance with approved policy of the Board of Trustees,
and I respectfully request confirmation and approval of the purchases
as listed conforming to the Statutes requiring action by the Board of
Trustees.
Very truly yours,
(Signed) Frank D. Peterson
Vice President
Business Administration
Members of the Committee being advised, upon motion duly made, seconded
and carried, the purchase documents referred to in the letter above were ratified,
approved and ordered placed of record.
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E. Contracts with Pepsi-Cola Bottling Company and Coca-Cola Bottling
Works of Evansville Appioved.
Mr. Peterson presented Agreements between the Pepsi-Cola Bottling
Company of Evansville, Indiana, and the University of Kentucky, and between
the Coca-Cola Bottling Works of Evansville and the University of Kentucky for
automatic vending of beverages at the University of Kentucky Henderson Center.
He stated that the Agreements merely provide that the companies will furnish
vending machines and merchandise at the places indicated for a continuing
period subject to cancellation by either party upon thirty days written notice
prior to the expiration of any contract year. The Agreements provide that the
University will be paid a percentage on all merchandise sold through vending
operations. Mr. Peterson said that these contracts were similar to others
that had been approved and were in existence and recommended that they be
authorized.
Upon motion duly made, seconded and carried, the contracts with
Pepsi-Cola Bottling Company and Coca-Cola Bottling Works of Evansville were
approved and authorized executed.
F. Timber Sale Contract, Robinson Forest, Approved.
Mr. Peterson submitted a timber sale contract between the University
of Kentucky and Jack Stewart, owner of Stewart Lumber Company, Pineville, Ky.
The contract provides that the Company deposit a check for $1, 000.00 as per-
formance bond and that it pay a total of $14, 222. 00 for 741, 605 board feet stand-
ing lumber of various species, trees to be designated by the owner. The
contract provides conditions under which the trees are to be cut and how the
tree branches are to be disposed of and the area cleaned of all limbs and debris.
M'4r. Peterson advised the Committee that the contract amply protects the Uni-
versity and the contractor had made an advance payment of $3, 222. 00 upon
acceptance of the contract. He recommended its approval.
Upon motion duly made, seconded and carried, the contract was approved
and ordered executed.
G. Agreement for Academic Instruction with Fort George G. Meade,
Maryland.
Mr. Peterson presented Basic Agreement No. DA-18-102 AII-6524,
dated August 30, 1961 which covers instruction of military personnel of the United
States Army who wish to take courses of the University of Kentucky for the period
September 1, 1961 to August 31, 1962. He stated that the Basic Agreement
provides for regular fee payment, and recommended that the contract be approved
and authorized.
4
Upon motion duly made, seconded and carried, the contract was approved
and authorized executed.
H. Contract between the University of Kentucky and the Delta Gamma
House Corporation.
Mr. Peterson submitted Agreement between the University of Kentucky
and the Delta Gamma House Corporation representing a sorority at the Uni-
versity whereby the House Corporation has caused to be paid to the University
of Kentucky the sum of $32, 500. 00 representing the purchase price of two
adjoining lots 50' x 150' each, known as 401 and 405 Columbia Avenue. The
University also agrees to construct a residence unit (small dormitory) at a cost
not to exceed $150, 000. 00, the funds to be secured through issuance of revenue
bonds. The contract stipulates provisions under which the Agreement is
executed and binds both parties to such stipulations as may be necessary for
the University or the House Corporation to comply with its provisions. He
recommended approval of the Agreement.
Upon motion duly made, seconded and carried, the Agreement was
authorized approved and executed,
I. Delta Gamma Sorority Bond Issue of the University of Kentucky
Authorized.
A RESOLUTION OF THE EXECUTIVE COMMITTEE OF THE BOARD
OF TRUSTEES OF THE UNIVERSITY OF KENTUCKY AUTHORIZING
CONTRACTUAL COMMITMENTS WITH DELTA GAMMA FRATERNITY
REGARDING THE CONSTRUC TION, FINANCING AND LEASING OF
A SMALL DORMITORY FOR ACCOMMODATION OF ITS MEMBERS
(AND OTHER STUDENTS OF THE UNIVERSITY IN THE EVENT
OF DEFAULT).
WHEREAS. Delta Gamma Fraternity is a sorority which has recently
established a chapter at the University of Kentucky in Lexington, Kentucky,
and has requested that the Board of Trustees finance and construct a fraternity
house estimated to cost approximately One Hundred Fifty Thousand Dollars
($150, 000. 00); and
WHEREAS, it has been, and now is, the policy of the University to
accommodate student living groups such as fraternities and sororities by con-
structing and financing for them the usual and customary housing and dining
facilities, with necessary appurtenances, providing that the fraternity or sorority,
as the case may be, enters into a firm contract with the University for the
leasing of the building, with provision that in the event of default on the part of
the lessee the University may have the privilege of housing in such premises
students which may or may not be members of such fraternity or sorority; and
WHEREAS the Dean of the College of Law of the University has pre-
pared and submitted a draft of a contract designed to accomplish such purposes
in conformity with the policies of the University, and providing for the con-
struction and financing of a building for educational purposes upon the Campus
of the University at Lexington, Kentucky, containing conditions and provisions
consistent with the policies heretofore established by the Board of Trustees,
NOW, THEREFORE, IT IS HEREBY RESOLVED BY THE EXECUTIVE
COMMITTEE OF THE BOARD OF TRUSTEES OF THE UNIVERSITY OF KEN-
TUCKY, as follows:
Section 1. An undertaking on the part of the Board of Trustees of the
University is hereby authorized, in order to provide for the construction and
financing of a small dormitory, with dining facilities and incidental appurtenances,
upon the Campus of the University, identified as No.
Avenue, Lexington, Kentucky, and the firm of
I__ ___ ___ ___ ___ ___ __ ___ Kentucky, is hereby
authorized to be employed for the purpose of preparing the plans and specifications,
and to supervise the construction of said project.
Section 2. The draft of the contract or agreement relating to said
project as submitted by W. L. Matthews, Jr. , Dean of the College of Law of
the University, is hereby approved, and execution thereof by the proper officers
of the Board of Trustees of the University is hereby authorized.
Section 3. This Resolution shall be in full force and effect from and
after its adoption.
(SEAL) Presiding Officer
ATTEST:
Sec retary
CERTIFICATION
I; Frank D. Peterson, Secretary of the Board of Trustees of the
University of Kentucky, and also Secretary of the Executive Committee of said
Board, hereby certify that the foregoing is a true copy of a Resolution duly
adopted by such Executive Committee at a properly convened meetingheld on the
day of , 1961, at which a quorum was present and voting; all as
shown by the official records., in my custody and under my control.
6
WITNESS my hand and the Seal of said University, this
day of , 1961.
Secretary of the Executive Committee
of the Board of Trustees of the Uni-
versity of Kentucky
(SEAL)
Upon motion duly made, seconded and carried, the following members
voted in favor of adopting the above Resolution: Aye, Robert H. Hillenmeyer,
J. Stephen Watkins and Harper Gatton; Nay. None
J. Salary Schedule, Medical Technologists, Approved.
President Dickey submitted a proposed salary schedule for medical
technologists. He gave each member of the Committee a copy of the schedule.
He stated that the schedule had been worked out by Mr. Sproull and personnel
of the Medical Center and had the approval of Mr. Peterson. He stated that
it had been checked with other people on the campus employing personnel in
similar positions and that no objection had been offered. He therefore recom-
mended that the schedule be adopted and made effective by November 1.
Upon motion duly made, seconded and carried, the salary schedule
for medical technologists was approved and authorized made effective, with
the understanding that employment and administration of the schedule be
supervised by the Division of Personnel of the Business Department of the
Unive rsity.
K. Salary Schedule for University Dietitians Approved.
President Dickey submitted a proposed Salary Schedule for Dietitians
at the University of Kentucky, including the Medical Center. He stated that the
schedule had been worked up by Mr. Sproull, personnel of the Medical Center
and representatives of the University Business Office. He stated that the schedule
had Mr. Peterson's approval, that it had been checked with other people concerned
and that no objections had been indicated. He recommended that the schedule be
adopted and made effective as the various divisions deemed appropriate.
7
Upon motion duly made, seconded and carried, the salary schedule
for dietitians of the University was approved and authorized supervised by the
Division of Personnel under the Business Office of the University.
L. Policy Governing Vacation Leave for Employees of the University.
President Dickey stated that the Personnel Policy Committee had sub-
mitted a proposed personnel policy and procedure for vacation leave at the
University to be effective November 1, 1961. He stated that the proposal was
being submitted in two parts, one covering full-time clerical and office personnel
currently employed, and another policy governing vacation leave for administrative,
professional, office and clerical, service and maintenance, food service, etc.,
personnel, effective November 1, 1961. He stated that the University had.
recently, in many departments established a five-day work week, and that the
Personnel Policy Committee felt certain changes should be made and that
clear interpretation might oe advantageous. He read to members of the Execu-
tive Committee the proposals relating to currently employed personnel and
personnel to be employed on and after November 1, 1961.
PROPOSAL 10/11/ 61
Personnel Policy and Procedure
Bulletin # Vacation Leave
Vacation leave provides mutual benefit to employee and
employer. It provides the employee an opportunity for the proper
pursuit of rest, recreation, and respite from the cares and
problems of work to return with fresh and renewed energy to ac-
complish the assigned tasks in the coming year. To the employer
it builds greater organizational morale, develops a stronger staff
in terms of loyalty and conscientious service, and enables staff
members to return to work rested and able to provide more
vigorous service in achieving greater productivity.
It is the policy of the University to grant vacations with
pay to all staff members (budgeted and non-budgeted) who are con-
sidered to be employed in positions of a permanent nature. Vacation
allowance is considered as an earned right while rendering service
to the University. The staff member begins to accumulate his annual
allowance from the initial date of employment.
8
A. Annual allowances for the various employment categories
are as outlined in the schedule below:
1. Administrative Personnel
Supervisory and Managerial Personnel
1. Four (4) weeks vacation with pay shall be granted after
each year of service.
II. Professional Personnel
1. Three (3) weeks vacation with pay shall be granted
after each of the first nine (9) years of continuous service.
2. Four (4) weeks vacation with pay shall be granted each
year after ten (10) years of continuous employment.
III. Office and Clerical - Technical, Scientific Personnel
1. Two (2) weeks vacation with pay shall be granted after
each of the first three (3) years of continuous employment.
2. Three (3) weeks vacation with pay shall be granted each
year after four (4) years of continuous employment.
3. Four (4) weeks vacation with pay shall be granted each
year after ten (10) years of continuous employment.
IV. Service and Maintenance - Food Service -
Agricultural Service and Maintenance - Laboratory - Non-
technical Personnel
1. Two (2) weeks vacation with pay shall be granted after
each of the first ten (10) years of continuous employment.
2. Three (3) weeks vacation with pay shall be granted each
year after eleven (11) years of continuous employment.
3. Four (4) weeks vacation with pay shall be granted each year
after twenty(20) years of continuous employment.
B. The vacation allowance period is based on a fiscal year basis
(July 1 to June 30).
C. As a general policy, vacations should be scheduled on a calendar
week basis. Vacation time granted will be computed according
to the number of days in the employee's normal work week. Vaca-
tion leave must be taken within the fourteen (14) months period
following the close of the fiscal year (June 30) in which it accrues.
The total vacation (with pay) taken during any two months period
shall not exceed the annual allowance for the appropriate employment
category.
D. No vacations of any length shall be granted until six (6) months
of continuous employment.
E. Vacation allowance credits are computed from the date of employ-
ment. Upon conclusion of the first six months of continuous
employment, the credits to that point shall be considered as
earned and available.
9
F. Only the amount of vacation accrued may be taken at the time the
vacation is scheduled.
G. Vacations are to be scheduled at times that are most convenient
to the Department, but the staff members' preference will also
be given due consideration. Vacation schedules in each department
shall be so arranged as to provide an adequate staff and to meet
the work loads of the Department. A Department Head, Dean or
other administrative officer may, in the best interests of the
University, specify a period or periods during which staff members
of his unit may not take vacations.
H. No "extra pay" in lieu of the vacation period will be paid.
I. When a staff member transfers from one department to another,
the amount of vacation credit earnedwill carryover into the new
department.
J. Staff members who are employed on a regular, continuous half-time
basis or more shall receive vacation allowance in accordance with
the policies governing full-time employees, on a pro rata basis.
Staff members employed on a less than one-half time basis will
not receive vacation privileges.
K. In computing vacation allowance earned, the employment must begin
on or before the 10th day of the month to be considered as a complete
month.
L. Should a recognized University holiday occur during an authorized
vacation period, the holiday will not be charged as a day of vacation
time, except that no holiday shall be recognized during terminal
vacation.
M. Authorized leaves of absence, with or without pay, to a maximum
of three months may be counted as part of the period of service in
determining vacation allowances. Any leave of absence longer than
three months shall be deducted in its entirety from the year of
service.
N. If a staff member separates in good standing, he shall be granted
the unused vacation accrual, subject to the maximum equivalent
of the annual allowance in accordance with the provisions of the
terminal leave policy.
If the termination of employment results from dismissal for
cause, there shall be no terminal vacation granted!
The day of separation shall be the last day for which vacation
leave is paid.
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0. Vacation requests must he approved by the Department Head
who is responsible to see that the employee is eligible for the
amount of vacation requested before it can be taken.
P. The Director of Personnel shall be responsible for interpretations
in connection with these policies and procedures and will maintain
the official records that are necessary in order to maintain an
equitable leave system.
Recording Procedure:
The annual vacation allowance shall be accrued on the basis of one
twelfth of the annual allowance for each month of service. A system of
crediting each individual's vacation account with points as they are earned
and accrued, and deducted as they are used, is employed to enable anyone
to quickly and easily determine their vacation balance, and to follow the
vacation period to conform with the 5 day work week.
Two weeks annual allowance accrues at the rate of ten (10)
points per month.
Three weeks annual allowance accrues at the rate of fifteen
(15) points per month.
Four weeks annual allowance accrues at the rate of twenty
(20) points per month.
For each working day of vacation used, twelve (1.2) credits
are deducted from the credited balance.
Example:
John Jones - vacation allowance, 2 weeks.
John Jones has worked 12 months, and taken no vacation as yet.
Vacation credit - 12 months at 10 points a month = 120 points
accrued.
John Jones takes one week of vacation - 5 days at 12 points a day
deducted = 60 points deducted.
Vacation balance - 60 points. which is equivalent to 5 days or 1 week.
Reporting Procedure:
When vacation leave is taken, the vacation leave absence must be
reported on the Monthly Absence Report, which is forwarded to the Personnel
Division.
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Payroll Procedure:
1. Vacation pay cannot be advanced for the vacation period. Payment
will be made from the regular payroll voucher, the same as if the
staff member were at work.
2. When the date of separation occurs other than at the end of a regular
pay period, final payment will be made on the next pay day following
the separation date.
Te rminal Vacation
Vacation allowance earned at the time of resignation may be granted
to those employees who have continuous employment of at least one year
and are in good standing at the time of separation. To be separated in
good standing requires that the employee give sufficient notice to his
supervisor of his intent to leave (normally one pay period).
Eligible employees separated in good standing shall be granted
terminal vacation pay in an amount equal to the amount of vacation for
which they are eligi.ale at the time of separation; however, in no case
may the total terminal vacation allowance exceed the annual allowance
to which the employee would ordinarily be entitled.
Vacation allowance is not permitted to be taken at the time of sep-
aration, if the employee is dismissed for cause or if it is necessary for
the University to request resignation because of unsatisfactory conduct or
service.
The effective date of separation from the payroll shall be the last
day for which vacation leave is paid.
Holidays occurring during a terminal vacation period shall be
considered as working days for computing terminal pay allowances.
In the event of death of an employee the final salary payment will
include payment for earned vacation computed on the same basis as
above.
12
10/11/61
PROPOSAL
Memorandum
Subject: Vacation and Vacation Credit Computation in Relation to
Working Schedules for Full-Time Clerical and Office
Personnel Currently Employed.
I. In the light of the recent changes in Working Week Schedules for
Clerical and Office Personnel on the campus, the following
interpretation is suggested to provide a solution for
(a) Adjusting the basic vacation schedule to be in proper
relationship to the assigned working days in the week.
(b) Providing an equitable means of reporting such vacation
leave when it is taken.
A. The present vacation policy of 26 working days is interpreted as
meaning four (4) weeks plus two (2) days which is equivalent
to one calendar month.
1. This is consistent with the recommendation of the
Personnel Policy Committee regarding its proposal
regarding revision of the Vacation Policy.
2. This vacation allowance schedule will only apply
to currently employed personnel who have been
employed under the former 26 day vacation provision.
B. This approach merely means that vacation time taken will
be calculated according to the number of days in the employee's
normal work week. In this manner
1. Employees who are on a five-day work week schedule
will be eligible for 20 working days (4, five-day weeks,
which is equivalent to one working month) plus 2 days
each year. This compensates, and does not cause
the employee to suffer a loss in vacation for the fact
that his working week schedule does not require him
to be present for duty on Saturdays.
(a) Employees assigned this work week schedule
will not, when taking vacation leave, have Saturdays
computed as a day of vacation in as much as it is
not a regularly assigned work day.
13
2. Employees who are on a five and one-half day work week
schedule will be eligible for 24 working days (4, five and
one-half day weeks, which is equivalent to one working
month) plus 2 days each year. This will permit these
employees to retain the present privilege of 26 days vaca-
tion per year based on their remaining on the former
University wide work week schedule.
(a) Employees assigned this work week schedule will,
when taking vacation leave, have Saturdays computed as
a full day of vacation due to the fact that Saturday is
considered a regularly assigned work day.
Some discussion ensued. Upon motion duly made, seconded and car-
ried, the vacation leave, as proposed by the two documents copied above, was
approved and adopted, the policy affecting new personnel to become effective
November 1, 1961, and the policy affecting currently employed personnel, as
interpreted by the Proposal dated October 11, 1961 , to remain in force.
M. Injuries.
Mr. Peterson reported the following injuries:
1. Carl Banks, an employee of the Agricultural Experiment Station.
Mr. Banks was injured on August 15, 1961. While changing a
side mower on a tractor at Coldstream Farm, the mower slipped
and fell on Mr. Banks' right foot, mashing the foot and breaking the
little toe. He was treated at the University Health Service and
referred to the Good Samaritan Hospital for X-rays. A prescrip-
tion for drugs was also given Mr. Banks by the doctor in attendance.
The following bills have been submitted and are recommended for
payment:
Good Samaritan Hospital, Lexington, Kentucky $15. 00
8/16/61 X-ray $ 7. 50
9/17/61 X-ray 7. 50
$ 00
Cassell's Pharmacy, Lexington, Kentucky $15. 00
8/15/61 Drugs $15. 00
2. John B. Gilvin, an employee of Maintenance and Operations
Division
Mr, Gilvin was injiured on August 22, 1961. Mr. Gilvin is a
carpenter and while working with an electric drill the drill jerked
and twisted his right index finger. He reported to the University
14
Health Service and was sent to the Good Samaritan Hospital for
X-ray. The following charge has been nade and is recommended
for payment:
Good Samaritan Hospital, Lexington, Kentucky $7. 50
8 /22/61 X-ray $7. 50
3. Kenneth Hollon, an employee of Agricultural Experiment Station
Farm.
MrHcllon was assisting with the inoculation of sheep with a
culture of Vibrio fetus, an organism having potential for infecting
man. He later became ill and it was suspected that he had contracted
the infection. He was sent by a member of the staff to the University
Health Service for examination and laboratorv tests, Fortunately,
the tests were negative. The following charges have been made
by the University Health Service and are recommended for payment:
University Health Service $11. 00
9/1/61 Chest X-ray $4 00
9/1/61 Blood Count &
Febrile
Agglutination 7. 00
$11.00
4. Henry Tudor, an employee of Maintenance and Operations
Division,
Mr. Tudor was injured on September 7, 1961. While working
on Stoll Field Parking Lot a twig stuck under his eyelid, leaving
bark embedded. The University Health Service gave medication and
referred Mr. Tudor to Dr. Trapp for emergency treatment, The
following bill has been submitted by Dr, Trapp and is recommended
for payment:
Dr. Claude Wilkes Trapp, Lexington, Kentucky $10. 00
9/7/61 Removal foreign body $10, 00
D, James H, Long, an employee of Maintenance and Operations
Division,
Mr. Long was injured on September 11, 1961. While working
on the roof of the Stock Pavilion removing an old gutter, the wind
blew dirt and rust in right eye, He reported to the University
Health Service and was referred to Dr. Trapp for treatment, The
following charge has been made by Dr. Trapp and is recommended
for payment:
Dr. Claude Wilkes Trapp, Lexington, Kentucky $7. 00
9/11/ 61 Removal foreign body $7. 00
15
Mr. Peterson recommended approval and payment of the invoices
referred to. Upon motion duly made, seconded and carried, the invoices in
connection with Carl Banks, John B. Gilvin, Kenneth Hollon, Henry Tudor and
James H. Long were approved and authorized paid, with the expressed under-
standing that the University does not admit liability in connection with each and
all of these accidents and neither does it establish a precedent by paying the
claims herein referred to.
N. Surplus Property.
Mr. Peterson recommended that a large electric furnace located in
the Metallurgical Laboratory, surplus to the needs of the College of Engineering,
be authorized disposed of. Upon motion duly made, seconded and carried, the
Vice President, Business Administration, was authorized to sell the surplus
property at the most advantageous price possible.
0. Consultative Services Approved.
President Dickey reported that he had approved Dr. John T. Bryans
of the Department of Animal Pathology to serve as consultant to the Jensen-
Salsbery Laboratories, Kansas City, Missouri. He stated that the services
would not require more than three visits to the Laboratory per year and that
Doctor Bryans' re