MINUTES OF THE MEETING OF THE
FINANCE AND BUDGET COMMITTEE
UNIVERSITY OF LOUISVILLE ATHLETIC ASSOCIATION, INC.

In Open Session

The Finance & Budget Committee of the Board of Directors of the University of Louisville Athletic Association, Inc. met on April 15, 2003 in the Jefferson Room of Grawemeyer Hall with members present and absent as follows:

Present:          
Mr. Bob Benson, Jr., Chairman
Mr. Joseph Beyel
Mr. Ulysses L. Bridgeman, Jr.
Dr. Richard Miller
Mr. Larry Owsley
Professor Robert Stenger
Mr. Michael Sticklen
Professor Paul Weber

Absent:           
Dr. Richard Feldhoff
Mr. Sam Rechter
Professor Elaine Wise

Directors
Present:          
Ms. Blanche Kitchen Brewer
Mr. Richard Emmett
Mr. Tom Jurich
Dr. William Pierce
Dr. James Ramsey
Mr. T. W. Samuels, Jr.
Mr. Michael Seebert
Dr. Shirley Willihnganz

From the
University:     
Mr. Kevin Miller
Mr. Kenny Klein
Ms. Angela D. Koshewa
Mr. Gary Friedman
Ms. Terri Rutledge
Mr. Terry Veleta
Ms. Alicia Clark
Mr. Eric Crawford
Mr. Mike Curtin
Ms. Rae Goldsmith
Ms. Kathleen Smith
Ms. Debbie Dougherty

I.          Convene Meeting                                                                               

Having determined a quorum present, Chair Benson called the meeting to order at 3:05 p.m.

• Minutes of previous meeting held January 31, 2003                          

Professor Weber made a motion, which Professor Stenger seconded, to approve the minutes of January 31, 2003.  The motion passed unanimously.

II.         Action Item:  Approval of Repairs to Bass-Rudd Tennis Center       

Mr. Miller reported that since the Bass-Rudd Tennis Center opened in July 1995, the ceiling inside the Bass-Rudd Tennis Center needs replacement.  Damage resulted from normal wear and tennis balls hitting the ceiling. Insulation has fallen onto the court. Planning, Design and Construction (Ken Dietz) reviewed the Center and solicited an engineer to recommend a product that will best suit the Center’s needs.  He noted the Athletics Department has paid the initial engineering fees of $8,500.

Mr. Miller noted that funding will come from a quasi-endowment account setup when the Tennis Center was opened. Athletics has funds totaling $161K (market value $257K) on deposit with UL Foundation to be used for repair and replacement purposes at Bass-Rudd Tennis Center. 

Professor Stenger made a motion, which Mr. Beyel seconded, to approve the

Athletic Director’s recommendation that the Board of Directors approve approximately $100K to repair of the Bass-Rudd Tennis Center Ceiling.

The motion passed unanimously.

III.       Action Item:  Approval of Renovation of Court Number Four In Intramurals                                                            
Mr. Miller reported that Men’s and Women’s Basketball and Volleyball share the same floor for practice in Cardinal Arena. Volleyball also uses this court for home contests. Demand on this floor has created scheduling issues that need to be addressed.

Mr. Miller stated that Athletics has worked closely with Intramurals to develop a schedule that will eliminate the pressure of scheduling SAC for practice and competition. Renovation of court number four in Intramurals primarily will serve Women’s Volleyball because the length of the floor is 84’ as opposed to NCAA standard 94’ for basketball. The men’s and women’s basketball programs will use court number four for individual drills that occur early in the mornings.

Mr. Miller indicated the renovation plans include (1) a movable wall that will be used to enclose the court and limit sounds on other Intramural Courts and (2) the replacement of permanent basketball goals with goals that can be removed from the court.  He reported that our Title IX consultant has reviewed the plans and the court facility and believes this will positively improve existing scheduling issues.    Mr. Miller noted that funding of this project will come from the Athletic Reserve Fund.  In response to Professor Weber’s inquiry regarding any negative impact to Intramurals, Mr. Miller said Athletics worked around Intramurals’ schedule so no negative effect results. Professor Stenger noted this plan provides a solution to the long-standing problem addressed in the gender equity report.  Professor Stenger made a motion, which Mr. Owsley seconded, to approve the

Athletic Director’s recommendation that the Board of Directors approve approximately $150K to renovate court number four in the Intramurals Gym. The renovation will provide an alternative practice site for volleyball, men’s and women’s basketball.

            The motion passed unanimously.

IV.       Action Item:  Approval of Purchase of A New Football Video System                                                                     
Mr. Miller reported that the current video system Football uses was purchased approximately five years ago. Technology has improved considerably since this purchase. Coach Petrino and Dave Spina, football video coordinator, reviewed available systems and selected one based on (1) cost of product and (2) technology provided.  Based on Coach Petrino’s background with the NFL and Auburn, he has assured that this is the best cost-efficient system available. The cost includes installation, training and the first year of maintenance.

Mr. Miller stated that each coach will use a laptop computer that interacts with the main system where the video coordinator will “dice specialized areas of the game.”  Coaches in turn will run their own queries to build a game plan or scouting reports for their area. A combined video will be prepared analyzing strength and weaknesses of the opposition.  Mr. Miller reported that a quasi-endowment account, Football Operations, set up in the early 1990’s from revenue received from CFA will fund this project.  Mr. Owsley made a motion, which Professor Weber seconded, to approve the

Athletic Director’s recommendation that the Board of Directors approve approximately $250K to purchase a new football video system.

            The motion passed unanimously.

V.        Action Item:  Approval of Purchase of a Ticket/Donor Software                                                      
Mr. Miller reported that ULAA began an upgrade of the existing system in 2000. Athletics allocated funds totaling $225K to purchase a system that would replace the VAX System with a Client Server System. Disagreement arose between UL Athletics and the vendor providing programming, which affected purchase and delivery.

Mr. Miller confirmed that to move forward without jeopardizing a breakdown with the existing system, ULAA has researched with other schools and found a system developed by TicketMaster. TicketMaster and ULAA currently have a working relationship/ agreement through the ticket office operations. ULAA is working with Purchasing to amend the existing agreement to allow the purchase of this software.  He verified that two donors have provided funding for this project.  As a member of the development board, Mr. Benson recognized the need for this software and endorsed its approval.  Mr. Friedman shared his enthusiasm to obtain this system, noting the many capabilities it will provide in interfacing donor information, emailing donors, allowing donors to renew season tickets via email, as well as other functions not available with the current system to better service the donors and fans.  Mr. Friedman said that Athletics had looked at several systems and concluded this would best suit Athletics’ needs.  He also attested to the advantage of this system working with the system already in place at Freedom Hall.  This new system will automatically utilize some ticket readers at Freedom Hall.   In response to Mr. Beyel’s question concerning recurring costs for maintenance upgrades, Mr. Friedman noted that in year 2, a maintenance fee would cost $15,000; to have the online program is a $10,000 fee.  Mr. Friedman said that Athletics has solidified the money to cover such expenses.   Mr. Beyel said with the current system there is a monthly download of information of Athletic donations to the Foundation’s computing system, and inquired how that may continue with this new system.  Mr. Friedman said this system provides many more options than the current system in use, but could not provide specific comments about the technological way that will work.  Professor Weber made a motion, which Mr. Beyel seconded, to approve the

Athletic Director’s recommendation that the Board of Directors approve approximately $60K to acquire a software package that will enhance the ULAA Ticket/Donor system.

            The motion passed unanimously.

VI.       Information Item:  Quarterly Financial Statements                 

Chairman Benson noted that the Committee will review the budget in more detail in June.  Mr. Miller thoroughly reviewed the source of funds and expense analysis as of March 31, 2003 (attached).   Estimated revenue has exceeded the projected budget, and expenses are being maintained at this time.  

VII.      Adjournment

Professor Stenger made a motion, which Professor Weber seconded, to adjourn the meeting at 3::30 p.m.  The motion passed unanimously.