1. Student Residence '99 - Award of Contract
The Property and Finance Committee approved the award of the contract for the new Student Residence '99 to Bradscot (MCL) Limited in the amount of $15,373,000, plus GST.
On January 29, 1998, the Board of Governors approved the project budget and design of the new residence. The total project budget was approved at $20 million.
Bids were invited from eleven pre-qualified contractors. Eight bids were received on May 8, 1998, but one was incomplete. The seven bids reviewed ranged from a low of $15,373,000 (Bradscot) to a high of $16,687,900. Tenders on the furnishings have been received and the costs are within the proposed budget. Based on the bids and the need to carry contingency funds, the total project budget has been increased by $500,000 to $20.5 million. This adjustment results from the addition of the Housing offices and increased requirements to accommodate the academic counselling activities which were not included in the original budget. Note, however, that the original budget was based on 400 bed spaces and the current design provides 411 beds. The increased revenue from the additional beds will help to offset the additional costs. Completion of the project is scheduled for July 1999.
Policy: For a project with a total estimated budget of over $5,000,000, Policy 2.15 - Approval Authorities for Construction and Maintenance Projects - required Board approval of the new residence project, design, and total estimated budget. The Property & Finance Committee may appoint architects and consultants, call for tenders, and award contracts. When the costs of a project exceed the approved total budget, the Vice-President (Administration) may approve an overrun up to $500,000. An overrun in excess of $500,000 requires approval by the Property & Finance Committee.
The University has contracted with Boom-Ad Advertising Systems Ltd., for the sale of commercial advertising space on parking gate entry and exit arms. Advertising "sleeves" displaying readily recognized corporate messages will be produced by Boom-Ad and installed on all existing parking gates. All messages will be of reputable character and appearance. To avert possible conflict relating to exclusivity arrangements with existing University partners, Boom-Ad will disclose the identity of forthcoming advertisers to UWO on a quarterly basis. UWO will receive 30% of gross rental revenues generated from the sale of advertising space (estimated by Boom-Ad at $20,000 per annum). Duration of the contract is three years, with option for renewal.
UWO has commissioned a limited number of sleeves for use as public service announcements during key traffic periods (e.g., Convocation, Orientation, etc.).
This proposal was approved by the University's Advertising Committee and vetted by General Counsel.
3. Report on Environmental Incidents and/or Safety
Fire Incident - Chemistry Building
On April 16, 1998, a small fire occurred in the Chemistry Building in Room 018. The room is a small Caretaking storeroom that contained only a battery-operated mini-scrubber. The cause of the fire was an apparent malfunction of the recharging system. The alarm was activated by a detector located within the room. A significant amount of black smoke was generated from the melting of the plastic that housed the scrubber.
The fire was extinguished by the London Fire Department using a UWO fire extinguisher. The building remained vacant for approximately forty minutes while the smoke from the fire cleared.
The UWO Fire Prevention Section sent the three-year-old mini-scrubber to a CSA testing laboratory to determine the cause of the malfunction. UWO currently owns two other scrubbers of the same make and model, which are currently being checked out by the manufacturer's representatives to determine if any problems exist with those units. The value of the scrubber is approximately $3,250.
Lead Survey - Alumni Hall
The small arms firing range was recently removed from Alumni Hall and the space was cleaned and converted to office use. The firing range, which had been in operation since the construction of Alumni Hall, had been served by an exhaust ventilation unit that was removed during the renovation project. At this time, Physical Plant became aware of the possibility that lead dust collected by the exhaust system may have contaminated the mechanical room housing the exhaust system, as well as adjacent ventilation equipment. An Environmental Consultant was retained to evaluate the extent of potential contamination and to offer recommendations for any necessary abatement work. Considerable testing was performed to give answers to the following questions:
1) What is the level of residual lead contamination in the basement mechanical room, both on surfaces in the mechanical room and inside the equipment that supplies air to the occupied areas of the building?
2) Was there an elevated level of lead in the dust in the ductwork of the air supply systems?
3) Was there an elevated airborne lead level in the air being supplied to the building?
4) Were commonly accessible areas of the building, such as window sills, tops of filing cabinets, etc., contaminated with excess amounts of lead?
It should be noted that some level of lead contamination will be found in any building that was standing during the period when leaded gasoline was in use. At that time, airborne dust in urban environments often contained lead, which would settle and collect in ductwork, on tops of ceilings, and in all other locations where dust can accumulate. In order to answer some of the above questions, especially those concerning whether the amount of lead contamination detected in Alumni Hall was "typical" or not, it was necessary to determine the current level of lead dust in the mechanical equipment and ductwork in other buildings on campus of an age comparable to Alumni Hall.
In Alumni Hall, measurements for airborne lead were made at the discharge point of four supply air systems and in four ducts on the occupied floors. Many measurements of surface lead concentration were made on a variety of surfaces in Alumni Hall and in various other buildings.
The air monitoring results demonstrate that the lead dust residue inside the ducts and mechanical equipment is not becoming airborne in any significant amount, as airborne concentrations are less than 1% of the current occupational exposure limit.
The surface concentrations are more difficult to interpret with respect to the likely risk to general occupants. There are no Canadian standards for acceptable levels of lead contamination on surfaces, and the U.S. standards are set to protect young children who would have exposure through hand-to-mouth contact with dust transferred from floors, windows, etc. The risk to consider for the general occupants in Alumni Hall is related to how much lead contamination they may wipe off surfaces and how much of that skin contamination is transferred to the mouth.
To put this risk into perspective, it is useful to compare the relative risk of breathing in airborne lead dust, versus the amount that would have to be ingested by contact with dirty surfaces. In order for a general occupant of Alumni Hall to consume as much lead as is permitted by the current occupational airborne limit (assuming 150 g/ft2 and a typical volume breathed per shift is eight cubic metres), the occupant would have to lick, or otherwise ingest, the dust on a surface area of twelve square feet. Since this degree of transfer is very improbable, we would consider it unlikely that a typical occupant could receive any significant lead exposure from this source. In summary, general occupants are not at significant risk of lead exposure in Alumni Hall, either by inhalation or by ingestion.
The potential for maintenance or construction workers to be exposed to significant lead from the settled dust is considerably different than for general occupants. As lead levels inside ductwork and air handling units are above those on common-touch surfaces, these workers might receive significant exposures. Controls will be put in place to control the potential for exposure, and further investigation during typical maintenance work will occur. The University will offer voluntary blood lead testing to the Trades personnel who are working in these areas of potential exposure to determine if there is currently a significant uptake of lead. This information would be helpful in deciding on the level of precautions required for maintenance work and will be incorporated into the University's Designated Substance Control Program for Lead. Notes regarding the presence of lead-contaminated dust will be included in the Designated Substance Reports given during the pre-construction period of any upcoming renovations.
The University will perform an abatement of the Alumni Hall mechanical room and the exhaust and supply plenums. The abatement project will be a combination of cleaning and the application of a long-term sealant. A Lead Maintenance Control Program for maintenance work that may generate contact with settled lead dust will be developed.
Accidental Release of Freon - North Chiller Plant
This report is to indicate that an accidental release of Freon from a chiller in the North Chiller Plant occurred prior to the first of May, 1998.
Some months ago, the University entered into a contract to have a chiller in the North Chiller Plant replaced. The replacement of this chiller involved its removal, the installation of a new chiller, as well as the installation of the ductwork associated with the new chiller. It is believed that, at some point during the installation process, a small copper tube was damaged on another existing chiller within the North Chiller Plant.
During the week of April 27, 1998, a contracted chiller service company was in the process of starting up the older chiller and, during the process, discovered the damage to the copper tube, which was part of the Freon system within the chiller. The tube was repaired and startup procedures continued, at which point it was determined that there had been a significant loss of Freon from the chiller.
Upon learning of the loss of the Freon, the Ministry of the Environment was advised and an investigator visited the site on Friday, May 1, 1998. The investigation, with respect to this incident, is continuing and the Property and Finance Committee will be advised of the results of the investigation when it is completed
4. Report on Scholarships
See items 1 and 2 of Annex 1 (below) SCHOLARSHIPS/AWARDS/PRIZES
1. Scholarship/Bursary/Award Conditions
On behalf of the Board of Governors, the Property and Finance Committee has approved the following Terms of Reference for new scholarships, bursaries and awards:
Dr. Gordon Nikiforuk Bursary (Faculty of Medicine and Dentistry [Dentistry])
Awarded to a first year student in the DDS program who has entered the School of Dentistry with a minimum B+ average and demonstrates financial need. This bursary was established by Colgate Palmolive Canada Inc. and Colgate Oral Pharmaceutical Inc. in honor of Dr. Gordon Nikiforuk, Dean of the Faculty of Dentistry at the University of Toronto from 1970 to 1997.
Effective: May 1998
2. Scholarship/Prize/Award Revisions
On behalf of the Board of Governors, the Property and Finance Committee has approved the following changes in existing scholarships, awards and bursaries:
E. Stanley and Nadine M. Beacock Bursary (Faculty of Graduate Studies, Social Science Division, Library and Information Science)
Change in title and number to: E. Stanley and Nadine Beacock Bursaries (3)
Change in terms from: Available to full-time mature students applying to or registered in the Graduate School of Library and Information Science and full-time mature applicants upgrading their qualifications at The University of Western Ontario for admission to the School. Applicants for the bursary must have been in the workforce a minimum of three years and be in need of financial assistance. Applications are available at the Graduate School of Library and Information Science.
To: Available to full-time mature students applying to or registered in a graduate program in Library and Information Science and full-time mature applicants upgrading their qualifications at The University of Western Ontario for admission to the program. Applicants for the bursary must have been in the workforce a minimum of three years and be in need of financial assistance. Applications are available at the Faculty of Information and Media Studies. One bursary will be granted per term. These bursaries were established by E. Stanley and Nadine M. Beacock through Foundation Western.
Georges Lachapelle Scholarship in Family Medicine (Faculty of Graduate Studies, Biosciences Division, Medicine & Dentistry [Family Medicine])
Change in terms from: Awarded to a francophone Quebec student studying at the graduate or postgraduate level in the Department of Family Medicine at The University of Western Ontario, as selected by the Department of Family Medicine.
To: Awarded to a francophone Quebec student studying full-time or part-time at the graduate or postgraduate level in Family Medicine at The University of Western Ontario, as selected by the Department of Family Medicine. This scholarship was established through Foundation Western by Dr. Georges Lachapelle (MD '45).
*the graduate program is moving to part-time status
Peter Newby Awards in Audiology (2) (Faculty of Health Sciences [Communication Sciences and Disorders - Preparatory Year])
Change in value from: $500 each
To: $500 each ($1,000 can be awarded if only one eligible recipient is found)
Pioneer Jamie Smibert Award (Faculty of Social Science [History])
Change in criteria from: Awarded to a student registered in History with a minimum 'B' average who demonstrates financial need.
To: Awarded annually to a full-time undergraduate student in an Honors History program who is enrolled in at least one Canadian History course and has achieved an overall academic average of at least 80%. Candidates must also demonstrate financial need. Application forms are available in the Office of the Registrar and must be completed and returned by October 31. Selection of the recipient will be made by the Student Awards Office. This award was established through Foundation Western by H. Marie Smibert (HBA '40).
Strachan Memorial Award (Faculty of Health Sciences)
Change in value from: $100
Effective: May 1998
Milton and Helen Walker Scholarships in Mathematics Education (Faculty of Education)
Change in effective date from: May 1998
To: May 1997
Milton and Helen Walker Scholarships in Science Education (Faculty of Education)
Change in effective date from: May 1998
To: May 1997
Tudor-Roberts Bursary in Health Promotion (Faculty of Health Sciences [Nursing])
Change in value from: $500
Effective: May 1998
Change in value from: $700
Effective: May 1999
Dr. Glen S. Wither Memorial Award (Faculty of Medicine and Dentistry)
Change in value from: $1,100
Effective: May 1998
Dr. Glen S. Wither Award for Research Training (Faculty of Medicine and Dentistry)
Change in value from: $300
Effective: May 1998
The Harrypersad-Tewari Western Scholar Award (Any Faculty)
Change of Name to: Harrypersad-Tewari Scholarship in Science (Faculty of Science)
Change in wording from: Available to any student with high academic standing (80-84.9%) who will be
taking a full year's work as described by the program and does not qualify for any other admission scholarship. (Students enrolled at the affiliated colleges are not eligible.)
To: Awarded to a full time student in the Honors BSc Biology program in the Faculty of Science, who is entering year three, has achieved a minimum 80% average in year two and has made the greatest improvement in the overall academic average from year one to year two based on a full course load. Final selection will be made by the Faculty of Science. This scholarship was established through the generosity of Vidya and Narine Harrypersad in honor of their fathers.
Dr. David Meltzer Undergraduate Award in Haematology (Faculty of Medicine and Dentistry)
Change of wording from: Awarded to a student who completes clinical work in Haematology and submits
an essay in that field by March 31 each year as selected by the Chair of the Department of Medicine, the Chair of the Undergraduate Education Committee of the Department of Medicine and the Chair of the Division of Hematology. This award was established by a generous donation from Mr. Milton Harris in honor of Dr. Meltzer.
To: Awarded to a student who completes clinical work in Haematology and submits an essay in that field by March 31 each year as selected by the Chair of the Department of Medicine, the Chair of the Undergraduate Education Committee of the Department of Medicine and the Chair of the Division of Haematology. This award was established by a generous donation from Mr. Milton Harris in honor of Dr. Meltzer.
Dr. David McCourtie Memorial Award in Allergy and Immunology (Faculty of Medicine and Dentistry)
Change in wording from: Awarded to a student in the graduating class who has (1) shown keen interest/aptitude in allergy/immunology (2) completed allergy/immunology at UWO during phase IV (3) submits an essay on a topic in allergy/immunology of student's choice 1000 - 1500 words long which is judged as best in scholarly thought by a selection commitee composed of members of the division of allergy/immunology. Deadline for essay submission is April 30th.
To: Awarded to a student enrolled in Medicine in the graduating class who has shown keen interest and/or aptitude in allergy/immunology, has completed a clinic rotation in allergy/immunology at UWO during phase III or phase IV, submits an essay on a topic in allergy/immunology of the student's own choosing (1000-1500 words) which is judged to be the best in scholarly thought by a selection committee composed of members of the Division of Allergy and Immunology. Deadline for essay submissions is March 30th. This award was created by memorial donations in honor of Dr. McCourtie through the St. Joseph's Health Centre Foundation.
Thomas M. Staunton Memorial Admission Scholarships (Any Faculty)
This fund was established by a bequest from Thomas M. Staunton to the University and has been augmented over the years by several additional gifts from the estate. The terms of the bequest gave the University the right to decide how it would use the money. In 1969 Senate chose to create admission scholarships in memory of Mr. Staunton. The decision was made not to endow the funds but to allow the fund to be gradually depleted. The fund now shows a balance of $66,000. If allowed to continue to deplete, it will run out in 14 years. If the money is endowed, the fund will support (3) scholarships at $1,000 for the 1998-99 academic year. The capital of endowment will gradually increase so that the original level of four (4) scholarships at $1,000 will be resumed.
In the interest of making these scholarships available to Western students in perpetuity, and creating a lasting memorial to the donor, the following changes will be made:
Change in fund type from: Diminishing fund (expendable)
Change in number from: 4