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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS EXECUTIVE COMMITTEE SPECIAL CALLED MEETING

*** Meeting Will be Conducted by Teleconference Wednesday, August 17, 2022 3:00 PM EDT

Board of Regents Room Julian M. Carroll Academic Services Building, 2nd Floor Frankfort, Kentucky 40601 (Primary Physical Location)

Zoom Link: https://kysu.zoom.us/j/98073432300 Webinar ID: 98073432300 One Tap Mobile: US: +13017158592,,98073432300# or +13092053325,,98073432300#

AGENDA

1. Call to Order Regent Dr. Gerald Patton Board & Committee Chair
2. Roll Call Chair Patton
3. Approval of the Agenda Chair Patton
4. Finance and Administration Action Items Dr. Gerald Shields VP of Finance and Administration/CFO
5. A.Approval of Hotel Contract
6. B.Approval of Personnel Actions
5. Adjournment Chair Patton

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

ACTION ITEM:

Approval of Hotel Contract.

FACTS:

Kentucky State University is partnering with Stone Bridge Hospitality, LLC to provide supplemental student housing for Fall 2022. Stone Bridge Hospitality, LLC is a Frankfort, Kentucky, business that owns several hotels within four (4) miles or less of the University's main campus. The University will provide shuttle service to/from the hotels and campus for students. Each hotel will provide Wi-Fi to each room to support student learning.

Supplemental Student Housing for Fall 2022 Semester

➢ 131 rooms, single and double occupancy

Total Contract Amount Not to Exceed: $824,665.00, August 23 – December 16, 2022 (115 days)

BUDGETARY IMPLICATIONS:

Kentucky State University's Budget Office has approved the expenditure.

RECOMMENDATION:

Interim President Ronald A. Johnson recommends that the Executive Committee of the Kentucky State University Board of Regents approve this contract.

MOTION:

Approve Pending Contract.

Stone Bridge Hospitality, LLC

Organization: Kentucky State University Contact: Karen D. Brown Address: 400 E. Main St City: Frankfort

Group Name: KSU Housing Contact Phone: (502) 597-6043 Email: karend.brown@kysu.edu State/Zip: Frankfort, KY 40601

Fall Semester Housing for Kentucky State University students Arrival: August 23, 2022 Departure: December 16, 2022

Various properties

Total Rooms = 131 Rooms

Room Rate = various rates depending on property, single or double occupancy

Total contract amount: $824,665 (based on 131 rooms for 115 days)

The parties agree that Stone Bridge Hospitality, LLC properties will bill Kentucky State University on the 10th day of each month by submitting its invoice to accounts.payable@kysu.edu. Kentucky State University will make payment upon receipt of an approved invoice. Payment terms are net thirty (30) days.

Kentucky State University agrees that it will house at least one Resident Hall Assistant (RA) to live on each floor housing KSU students. The KSU RA will be responsible for monitoring those KSU students.

All rooms provided will be non-smoking. All rooms provided will have Wi-Fi access. Kentucky State University will inspect each room prior to the student's arrival/departure. Any damages will be the financial responsibility of Kentucky State University.

Stone Bridge Hospitality, LLC properties are operating as a hotel, and students will be expected to refrain from activity that would negatively impact the hotel and/or KSU while on hotel premises. Parties and excessive noise will not be allowed. Kentucky State University Security will be utilized for any student issues.

If Kentucky State University must close due to any national or local health concern, Stone Bridge Hospitality, LLC will release Kentucky State University from any obligation to make additional payments under the terms of this contract as soon as the student has vacated the room, including taking all personal belongings.

Vacuum cleaners and cleaning products will be available at the front desk. Onsite maintenance is available until 11 pm and on call for any emergencies. The indoor pool, if open, is available to students residing at the hotel from 7am–11pm, and all pool rules will be followed, or privileges will be revoked. There will be no offset of room rental in the event of pool closure.

This contract is subject to the terms and conditions stated herein. By affixing signatures below, the parties verify that they are authorized to enter into this contract and that they accept and consent to be bound by the terms and conditions stated herein. In addition, the parties agree that (i) electronic approval may serve as electronic signatures, and (ii) this contract may be executed in any number of counterparts, each of which when executed and delivered shall constitute a duplicate original, but all counterparts together shall constitute a single contract.

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

ACTION ITEM: Approval of Personnel Actions.

FACTS:

House Bill 250 (hereinafter “HB250”), an act relating to Kentucky State University (hereinafter “KSU”), was signed into law on April 8, 2022. The Bill requires that the Council approve all KSU expenditures over $5,000. To carry out this responsibility, the Council adopted a KSU Expenditure Approval Policy, which required all personnel actions to be approved by the KSU Board of Regents or designated Committee before resulting expenditures will be approved.

BUDGETARY IMPLICATIONS:

Kentucky State University Budget Office has approved all proposed positions and salary ranges.

RECOMMENDATION:

Interim President Ronald A. Johnson recommends that the Executive Committee of the Kentucky State Board of Regents approve personnel actions.

MOTION:

Approve Personnel Actions.