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Caption: Board of Trustees Minutes - 1976
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68 BOARD OF TRUSTEES [September 18 tions received, was sent to each member of the Board in advance of the meeting, and a copy is being filed with the Secretary of the Board for record. On motion of Mr. Swain, the recommendation was approved, with the understanding that these purchases are subject to confirmation by the bidder as to price, by the following vote: Aye, Mr. Forsyth, Mr. Hahn, Mr. Howard, Mr. Hughes, Mr. Livingston, Mr. Neal, Mrs. Rader, Mr. Steger, Mr. Swain; no, none; absent, Dr. Bakalis, Governor Walker. Policy Governing Fertilizer Purchases (33) The operations of the College of Agriculture and the Operation and Maintenance Division at Urbana have been impeded because fertilizers have been available only on an allotment basis, at prevailing market prices, based upon an immediate acceptance of offers. The formal bidding processes and the turn-around time for approval procedures have resulted either in no bids being submitted or lack of response to advertisements for fertilizers. Thus, fertilizers have not been available on a timely, seasonal basis within available budgets. It is anticipated that the market conditions relating to availability and price structures for fertilizers will be unstable for several years. In order to satisfy the operational requirements for fertilizers in the College of Agriculture and Operation and Maintenance Division, current purchasing and approval procedures can be accelerated. T h e General Rules Concerning University Organization and Procedure provide: Purchases amounting to $10,000 or more shall be submitted to the Board of Trustees or to its Executive Committee, unless, in the opinion of the President of the University, necessity requires immediate action, in which case the President shall act and report promptly to the Board. This provision shall not apply to the purchase of food products, grain, livestock, or to any other commodities which the Board from time to time may exempt. In order to deal with the problem identified, it is now recommended that a special exemption be authorized to permit consummation of fertilizer purchases without prior approval of the Board of Trustees, in short, to treat fertilizer as a commodity in the purchasing process. Acquisition procedures will in every other particular be consistent with the University's Regulations Governing Procurement and Bidding. Any exceptions to the basic procedures necessary to make acquisitions in current unstable market conditions will be handled consistent with the published procedures. Appropriate records will be maintained in the Purchasing Division for adequate operational and audit controls. The Vice President for Planning and Allocation, based on recommendations of appropriate administrative officers, has recommended that fertilizers be specifically exempted from prior approval of the Board of Trustees. I concur. On motion of Mr. Swain, this recommendation was approved. Purchases (34) The President submitted, with his concurrence, a list of purchases recommended by the Directors of Purchases and the Vice President for Planning and Allocation; also a purchase authorized by the President. The list of purchases was presented in two categories: purchases from appropriated funds (i.e., from State appropriations to the University) and purchases from
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