Management Services

UM Business Services

Recommendations to the Board of Curators

Real Estate Items for Board Approval

Board approval is required for all purchases and sales of real estate, all leases for more than $100,000 per year, or leases for a duration of more than 5 years, and for easements granted to anyone other than a utility company or governmental entity. See the Collected Rules and Regulations, Section 70.050.

UM Business Services assists the Real Estate Coordinators (RECs) and the Associate Vice President for Management Services (AVP) in preparing the documents necessary for Board approval. These recommendations are presented to the Board through the Physical Facilities and Management Services Committee of the Board.

Board approval is required for consulting contracts over $250,000. Business Services will assist with the contract and Board preparations. See the Collected Rules and Regulations, Section 70.060.

Board approval is also required for award of certain Procurement contracts. Contact Procurement Services for assistance.

A Board Document Preparation Manual as prepared by Management Services for items on the Board Physical Facilities and Management Services Committee includes more detail, templates, and a calendar. It is found at http://www.umsystem.edu/ums/departments/fa/PF&MSDocumentPreparationManual.pdf.

Board Document Preparations

• Board Paper (an email recommendation from the Chancellor/CEO)
  This is a brief statement of support by the Chancellor/CEO, sent to the Vice President for Finance and Administration. It identifies the item, cost, and funding source.
   
• Briefing Materials
  The AVP presents the item at the Board meeting. To prepare him, information is provided to UM Business Services by the requesting department, about the recommended item, including history, funding, appraisals, proposed use of property (purchase) or funds (sale) and justification. UM Business Services will provide templates, examples of similar briefing materials, and will work with the REC to finalize the materials before they are provided to the AVP.
   
• Board Action
  This is a brief statement of the recommendation the Board is being asked to approve. It is prepared by Management Services staff with the guidance of UM Business Services, and it is included in the mailing to the Board.
   
• Supplemental Materials
  These materials, such as appraisals, surveys, environmental assessments and business plans are used primarily to inform the AVP, and are rarely sent to the Board.
   
• Maps
  These are prepared by Management Services staff with the assistance of UM Business Services and the REC, and are sent to the Board.
   
• Board Summary
  This is a brief explanation of the recommendation, including history and justification. This is prepared by UM Business Services and is included in the mailing to the Board.

Board Meeting Schedule

The Board meets approximately six times a year. The current meeting schedule may be found at http://www.umsystem.edu/ums/curators/meetings/index.shtml#dates.

Board Materials Submission Schedule