Agenda

University Housing Advisory Committee – RESCHEDULED FROM SEPTEMBER 13, 2018

Thursday, September 27, 2018

4:00 PM – 5:00 PM

Room 3210, Talley Student Union

The charge of the University Housing Advisory Committee is to 1) in consultation with the Director of Housing, advise the Vice Chancellor and Dean of Academic and Student Affairs, 2) evaluate policies and programs pertaining to University Housing, 3) review changes in policies and programs as recommended by University Housing staff members, Inter-Residence Council and other members of the University community, 4) propose new directions for University Housing (The committee is advisory to the Vice Chancellor and Dean for Academic and Student Affairs), and 5) consult with the Faculty Senate’s Resources and Environment Committee for consideration of matters pertaining to the academic mission of the university.

Preparation for Meeting

1. Please read attached 2017-2018 UHAC Annual Report

Agenda

1. Call to Order – Andy DeRoin, Chair
2. Welcome and Introductions
3. Review of Charge
4. Business Items
   1. 2019-2020 Budget Review
   2. Brief Report from Housing Director
      1. Priorities for the Committee for 2018-2019
   3. Brief Report from Inter-Residence Council
      1. Priorities for the Committee for 2018-2019
      2. Updates on IRC priorities
   4. Policy/Procedure Updates from 2017-2018
      1. First year live-on requirement
      2. STAR REZ implementation
      3. Unlocking bathrooms in residence halls
      4. Emotional Support Animal implementation
   5. Program Updates from 2017-2018
      1. “Experience & Engage” with learning goals:
         1. Sense of Community
         2. Diversity
         3. Personal Development
      2. “Let’s Talk About It” Series
      3. Update – focus groups with students of color and LGBT students
   6. Recommended Changes Proposed by:
      1. University Housing Staff
      2. Inter-Residence Council
      3. Members of the University Community
   7. Proposed New Directions for University Housing
   8. Consultation with the Faculty Senate’s Resources and Environment Committee
5. Other Business/Additions to Agenda
6. Action Items for Next Meeting
7. Next Meeting: TBD
8. Adjourn

Agenda prepared by – Andy DeRoin, Chair, on 9/6/2018

Minutes

Minutes

1. Call to Order
   1. It was determined a quorum was present, and the meeting could conduct business. The meeting was called to order at 4:02PM.
2. Welcome and Introductions
   1. Members Present
      1. Susan Grant (NV)
      2. Sydney Thompson (voting)
      3. April Hammonds (voting)
      4. Bob Pond (voting)
      5. Tonya Washing (NV)
      6. Elizabeth Worsham (voting)
      7. Zack Lewis (voting)
      8. Melissa Ramirez (Voting)
      9. Andy DeRoin (Voting)
      10. Chad Butts (NV)
   2. Non-Members Present
      1. Pete Fraccaroli, Director of Facilities Planning and Management
3. Review of Charge
   1. The charge of the committee was read by Andy DeRoin.
4. Business Items
   1. Review of 2019-2020 Budget
      1. Susan Grant and Pete Fraccaroli supplied the committee members with three packets for university housing budgetary documents (Residence Halls, Wolf Village, and Wolf Ridge Apartments; Western Manor; and E.S. King Village). Susan Grant and Pete Fraccaroli reviewed each budget and explained University Housing and Facilities staff collaborated to create this budget.
         1. Residence halls, Wolf Village, and Wolf Ridge Apartments
            1. Rates for 2018-2019 and 2019-2020 were compared. There will be no rate increase for 2019-2020. Anticipated expenditures for FY19 and FY20 were compared and a slight deficit was shown. Zack Lewis asked for clarification on the decrease of personnel which was provided by Pete Fraccaroli.
         2. E.S King Village
            1. Rates will not increase for FY20. E.S. King Village is undergoing extensive renovations (peaked roofs, AC, sewer replacement). University Housing covers moving expenses for residents. Revenue was not provided in writing for E.S. King, so Pete Fraccaroli explained the expenditures would be covered with other revenue.
         3. Western Manor
            1. Rates will not increase for FY20. Revenue covers expenditures for 2019-2020.
      2. Upon motion duly made by Zack Lewis, seconded by Sydney Thompson and carried, it was resolved that the University Housing Advisory Committee approves the proposed budget and rate maintenance.
   2. Report from Housing Director
      1. Susan Grant, University Housing Director, presented her priorities for the committee for 2018-2019.
         1. University Housing is in its second iteration of the First Year Live-On Requirement. University Towers, a non-university owned apartment complex, is continuing to rent floors to University Housing in order to accommodate all residents. The future nature of this partnership is being explored by University Housing.
         2. StarRez, a new residence management system, is being implemented by University Housing. This software will have the ability to track program experiences and will assist in program evaluation. E.S. King and Western Manor are not currently input into StarRez. There is future hope that Conference Services will also be input into StarRez.
         3. Residents will be allowed to remain in the suite and hall-style residence halls during Thanksgiving break for 2018-2019. Similar Spring Break and Winter Break procedures are being explored.
         4. Hall-style restrooms have been unlocked in Tucker, Owen, Turlington, and Alexander Residence Halls.
            1. Chat Butts, IRC President, reported that he heard Turlington Hall was unlocked, but not the other TOTA buildings. Susan Grant will confirm at a future committee meeting.
         5. Emotional Support Animals (ESAs) being allowed in residence halls is in its second year of implementation. Roommate selection and ESA pre-move-in registration with University Housing continue to be concerns in regards to this implementation.
         6. Experience and Engage, the resident curriculum, is in its second iteration to ensure residents are engaging with Resident Assistants and Community Directors. Pack Chats (1:1 meetings between RAs and residents) are continuing and are instrumental in identifying students of concern for whom CARES and BAT (Behavioral Assessment Team) reports have been submitted.
         7. Spring Connect (deferred enrollment) is in its second year of implementation, which means a second wave of new students on campus and in residence halls for Spring 2019. University Housing and Admissions work closely to ensure there are adequate resources to accommodate these new students.
   3. Report from Inter-Residence Council
      1. Chad Butts, Inter-Residence Council President, presented his priorities for the committee for 2018-2019.
         1. Updates on IRC Priorities
            1. IRC is hosting the South Atlantic Affiliate of College and University Residence Halls (SAACURH) regional conference from October 19-20. IRC needs volunteers and will reach out if they need help recruiting them.
            2. IRC’s priorities for 2018-2019 are to make accrued money more accessible for hall and area councils, to fund sustainable initiatives, to move IRC model toward advocacy with increased resident input on projects, hosting town halls, etc.
   4. Proposed New Directions for University Housing / UHAC
      1. A Housing and Dining Study is being done to complement the NC State study that informs the next 40 years of the university. The report is due back in February 2019 and can be a future UHAC meeting presentation. IRC was part of a focus group team for the study, and other stakeholders have been engaged in the process.
      2. UHAC committee members suggested inviting University Housing staff to the next UHAC meeting to review the residential curriculum and assessment, with particular discussion around how IRC events, residential curriculum events, and other campus events interact.
      3. Melissa Ramirez asked that the University Housing Advisory Committee discuss the food scarcity study and access to housing during academic breaks.
      4. Zack Lewis asked for a review of the procedures applicable to University Housing.
      5. Elizabeth Worsham asked for a review of the communications practices regarding leasing and other information applicable to residents.
   5. Consultation with the Faculty Senate’s Resources and Environment Committee
      1. Josh Boyer, the Faculty Senate representative, will be emailed by the UHAC Chair.
5. Calendar Next Meeting
   1. The Chair will poll the committee members to determine the time and date of the next meeting.
6. Adjourn
   1. There was no further business and the meeting was adjourned at 5:04 PM.

Minutes prepared by Andy DeRoin, Chair, on 11/12/2018