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MINUTES

 

REGULAR BOARD MEETING

Board of Regents of Oklahoma Colleges

October 24, 2003

 

Southwestern Oklahoma State University

Conference Center, Redbud Room

Weatherford, Oklahoma

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TABLE OF CONTENTS

 

 

 

Agenda of October 24, 2003...................................................................................... 1-22

Minutes of October 24, 2003.................................................................................... 23-38

Attachments to Minutes.......................................................................................... 39-114

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MINUTES

 

Friday, October 24, 2003, 9:00 a.m.

Southwestern Oklahoma State University

Conference Center, Redbud Room

Weatherford, Oklahoma

 

I.          ANNOUNCEMENT OF FILING MEETING NOTICE AND POSTING OF THE AGENDA IN ACCORDANCE WITH THE OPEN MEETING ACT

 

            The Board of Regents of Oklahoma Colleges met in regular session at 9:06 a.m., October 24, 2003, Southwestern Oklahoma State University, Conference Center, Redbud Room, Weatherford, Oklahoma.  Notice of the meeting had been properly filed with the Secretary of State November 14, 2002, and a copy of the Agenda posted by 9:00 a.m., October 23, 2003 in compliance with the Open Meeting Act.

 

II.         CALL TO ORDER AND REGENTS’ ROLL CALL

 

            Board Chair Ryerson called the meeting to order.  Roll call established the presence of a quorum with eight Regents present.

 

            Richard Ryerson, Chair, Position 6

            Steve Poag, Vice Chair, Position 1

            Belva Howard, Regent, Position 2

            Marseda Garrison, Regent, Position 3

Jan Gordon, Regent, Position 4

            Ann Holloway, Regent, Position 7

            Mark Stansberry, Regent, Position 8

            Sandy Garrett, Regent, Position 9

 

            R. #50 – EXCUSE ABSENT REGENT

 

            Regent Garrison made the motion, seconded by Regent Howard, to excuse Regent Mickey Thompson, Position 5.

II.         CALL TO ORDER AND REGENTS’ ROLL CALL  (Continued)

 

R. #50

 

Voting for the motion:  Regents Garrison, Howard, Poag, Gordon, Holloway, Stansberry, Garrett, Ryerson

 

            Voting against the motion:  None

 

GUESTS

 

      Edward Neparko, Oklahoma Conference American Association of University

                                   Professors (AAUP), Weatherford, Oklahoma

                        Ann Marcy, Weatherford News, Weatherford, Oklahoma

      Jim Howard, Vice President for Business & Development, Northeastern State

                                             University, Tahlequah, Oklahoma

         Jim Waites, Director of Development and Alumni Services, Southwestern

                  Oklahoma State University Foundation, Weatherford, Oklahoma

        H.F. Timmons, President, Southwestern Pharmacy Alumni Foundation, Inc.,

                                                     Weatherford, Oklahoma

            David Ralph, Financial Administrator, Southwestern Pharmacy Alumni

                                      Foundation, Inc., Weatherford, Oklahoma

     Thomas Fagan, Vice President for Administration and Finance, Southwestern

                             Oklahoma State University, Weatherford, Oklahoma

      Bettie Becker, Provost and Vice President for Academic Affairs and Student

          Affairs, Southwestern Oklahoma State University, Weatherford, Oklahoma

         Brian Adler, Director of Public Information, Southwestern Oklahoma State

                                           University, Weatherford, Oklahoma

             David Gwinn, Director of Instructional Media and Conference Center,

                Southwestern Oklahoma State University, Weatherford, Oklahoma

   Jim R. James, Dean, College of Associate and Applied Programs, Southwestern

                                  Oklahoma State University, Sayre, Oklahoma                               

David Bergman, Dean, College of Pharmacy, Southwestern Oklahoma State,

  Weatherford, Oklahoma

          Vilas A. Prabhu, Associate Provost for Academic and Student Services,

                Southwestern Oklahoma State University, Weatherford, Oklahoma

      Radwan Al-Jarrah, Interim Dean, College of Arts and Sciences, Southwestern

                             Oklahoma State University, Weatherford, Oklahoma

    Ken Rose, Dean, College of Professional and Graduate Studies, Southwestern

                             Oklahoma State University, Weatherford, Oklahoma

       Marvin Hankins, Director, Center for Economic and Business Development,

                Southwestern Oklahoma State University, Weatherford, Oklahoma

       Randy Beutler, Office of Institutional Advancement, Southwestern Oklahoma

                                      State University, Weatherford, Oklahoma

OTHERS PRESENT  (Continued)

 

            University Presidents

 

            Bill Cole, President, East Central University, Ada, Oklahoma

            Larry Williams, President, Northeastern State University, Tahlequah,

  Oklahoma

Paul Beran, President, Northwestern Oklahoma State University, Alva,

  Oklahoma

Glen Johnson, President, Southeastern Oklahoma State University, Durant,

  Oklahoma

John Hays, President, Southwestern Oklahoma State University,

  Weatherford, Oklahoma

Roger Webb, President, University of Central Oklahoma, Edmond, Oklahoma

 

Board Administrative Staff

 

Bette Leone, Executive Director

Sheridan McCaffree, General Counsel

Pat Shiflett, Administrative Secretary

 

III.        MINUTES OF PREVIOUS MEETING

 

            R. #51– MINUTES OF SEPTEMBER 26, 2003

 

            Regent Garrison made the motion, seconded by Regent Howard, to approve the minutes of the September 26, 2003 regular meeting.

 

            Voting for the motion:  Regents Garrison, Howard, Poag, Gordon, Holloway, Stansberry, Garrett, Ryerson

 

            Voting against the motion:  None

 

IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS

 

A.         ACADEMIC AFFAIRS COMMITTEE REPORT – Chair Jan Gordon  (Attachment A, Pages 39-44)

 

                        Informational Item

 

            1.         Southwestern Oklahoma State University 

 

Informational Item – Program Modification

 

Master of Music Education to include an addition of an emphasis in Piano Pedagogy

IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

 

B.        BUILDING COMMITTEE REPORT – Chair Ann Holloway (Attachment B, Pages 45-63)

 

                        1.         Southwestern Oklahoma State University 

 

                                    Informational Item

 

                                     Tom Fagan, Vice President for Administration and Finance, presented the following updates on the status and future plans for new construction and renovation at Southwestern Oklahoma State University:

 

a.         Wellness Center – Project #6650016 – Award of contract to Landmark Construction, Oklahoma City, Oklahoma, in the amount of $5,885,556 for construction of Phase I, II and III.  The interior of Phase III will not be finished until a later date.  (Board approved the solicitation of bids and award of contract on June 20, 2003, R. #228) 

 

Architectural drawings of the regional field house were presented to the committee.  The field house should be completed within 1 to 1 ˝ years.

 

b.         Baseball and softball fields are complete.

 

c.          Student Union Renovation – Project #6650023 - Asbestos removal to begin during the semester break – estimates for the asbestos removal to be presented at the November Board meeting. 

 

d.         Chemistry, Pharmacy and Physics North Wing Renovation – Project #6650021 – in the process of architectural planning.

 

e.         Parker Hall Renovation – Project #6650035 – After reviewing several plans it is not economically feasible at this time to renovate Parker Hall.  The building is being used for storage at this time.

IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

 

            B.        BUILDING COMMITTEE REPORT

 

2.         Northeastern State University 

 

R. #52 – BROKEN ARROW CAMPUS – PHASE II – PROJECT #4850057

 

Regent Holloway made the motion, seconded by Regent Howard, to approve the selection of an architect and bidding the construction project for Phase II of the Broken Arrow campus.  The Tulsa County Vision 2025 election will provide $26 million to initiate the project.  (Board approval dates: April 19, 2000, R. #142, $6.4 million; May 17, 2002, R. #191, increase total project from $6.4 million to $8.4 million; May 9, 2003, R. #183, increase total project from $8.4 to $32 million)

 

Voting for the motion:  Regents Holloway, Howard, Poag, Garrison, Gordon, Stansberry, Garrett, Ryerson

 

                        Voting against the motion:  None

 

3.         Northwestern Oklahoma State University 

 

                        R. #53 – MODIFICATION OF HVAC – PROJECT #5050004

 

Regent Holloway made the motion, seconded by Regent Stansberry, to approve the modification of HVAC in the amount of $110,000 to include replacement of a chiller in Herod Hall auditorium and condensing units for the museum and other areas of Jesse Dunn.  (Section 13 and New College Funds)

 

Voting for the motion:  Holloway, Stansberry, Poag, Howard, Garrison, Gordon, Garrett, Ryerson

 

Voting against the motion:  None

IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

 

            B.        BUILDING COMMITTEE REPORT

 

4.         University of Central Oklahoma 

 

                                    a.         Projects  

 

Regent Holloway made the motion, seconded by Regent Howard, to approved the following projects submitted by the University of Central Oklahoma:

 

1)        R. #54 - EAST HALL DEMOLITION - PROJECT #1201003

 

Final completion of the East Hall Demolition Project contract with Mid-West Wrecking, as completed on September 12, 2003.  The total cost of the contract is $138,544.92. (Board approved award of the contract April 4, 2003 – R. #145) (Auxiliary, State, and Federal Funds).

 

2)        R. #55 - WANTLAND STADIUM IMPROVEMENTS - TURF - PROJECT #1200032

 

Final completion of the Wantland Stadium Improvements Turf contract to United Golf, LLC, as completed on October 9, 2003.  The total cost of the contract is $1,979,851.94.  (Board approved of contract April 4, 2003 – R. #147) (Student Facility Fees).

 

3)        R. #56 - TUCKPOINTING & WATERPROOFING REPAIR LIBERAL ARTS BUILDING, THATCHER HALL AND WANTLAND HALL - PROJECT #1200027

 

           Award the contract to Mid-Continental Restoration, Inc. for Base Bid, Alternate One and Two in the amount of $84,621.00 for the Tuckpointing & Waterproofing Repair Liberal Arts Building, Thatcher Hall and Wantland Hall.  (Board approved the project on September 26, 2003, R. #31 for a cost of $100,000.00)  (Physical Plant & Section 13)

IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

 

            B.        BUILDING COMMITTEE REPORT

 

4.         University of Central Oklahoma 

 

                                    a.         Projects  

 

4)        R. #57 - INTRAMURAL PLAYING FIELD - PROJECT #1200013

 

Approval of project and preparation of plans and authorization to bid.  Project includes shaping, sod and irrigation for the Intramural Playing Field.  Cost is $30,000.00.  (Section 13 Funds)

 

Voting for the motion:  Regents Holloway, Howard, Garrison, Poag, Gordon, Stansberry, Garrett, Ryerson

 

Voting against the motion:  None

 

                                    b.         Change Order Approval

 

                                                 Regent Holloway made the motion, seconded by Regent Poag, to approve the following change orders submitted by the University of Central Oklahoma:

 

1)         R. #58 - NIGH UNIVERSITY CENTER MISCELLANEOUS RENOVATION AND IMPROVEMENTS - INTERNATIONAL STUDENT OFFICE AREA - PROJECT #1201010 - JL WALKER CONSTRUCTION, INC.

 

Change Order #1 - increase in the amount of $967.00 for removal of existing vinyl composition tile (VCT) flooring within the project area. Also install new suspended ceiling grid. (E&G & Section 13 Funds)

IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

 

            B.        BUILDING COMMITTEE REPORT

 

4.         University of Central Oklahoma 

 

                                    b.         Change Order Approval

 

2)        R. #59 - WANTLAND STADIUM IMPROVEMENTS - TURF PROJECT #1200032 - UNITED GOLF, LLC

 

Change Order #6 - increase in the amount of $44,652.19.  The purpose is: 1) to add 400 ft. 2 inches conduit from the base of the score board to the NW corner of the field and SW corner of the field; 2) haul off the old scoreboard and dispose of it; 3) extend the fencing and gates; install additional conduits from scoreboard to the north end of the field to the stadium bleachers and to cell tower; 4) provide and install conduit from power supply to booster pump for irrigation system; 5) additional fence post sleeves in concrete, remediate old bury pit in field, additional concrete flatwork, relocate scoreboard electric service and re-install the flagpole;  6) adjust the grades and handrails on the south stairs, change the paint on the goal posts and replace the speakers;  7) build two concrete vault lids to cover electric vaults under the new sidewalk; and 8) extend completion time (15) fifteen days and deduct seven days of liquidated damages at $250.00 per day. (Student Facility Fees)

 

3)        R. #60 - EAST HALL DEMOLITION - PROJECT #1201003 - MIDWEST WRECKING CO.

 

Change Order #2 - increase in the amount of $5,704.92.  This is to cover the costs of the chain link security fence rental extended by the contractor during the asbestos removal service. (Auxiliary, State and Federal Funds)


IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

 

            B.        BUILDING COMMITTEE REPORT

 

4.         University of Central Oklahoma 

 

                                    b.         Change Order Approval

 

Voting for the motion:  Regents Holloway, Poag, Howard, Garrison, Gordon, Stansberry, Garrett, Ryerson

 

Voting against the motion:  None

 

5.        East Central University 

 

Regent Holloway made the motion, seconded by Regent Gordon, to approve the following change orders submitted by East Central University:

 

R. #61 - DOROTHY SUMMERS AUDITORIUM - PROJECT #2300009 - Change Order #2 - Unbolt and remove balcony seating; patch and refinish balcony floors. Increase $3,947.00.  (Section 13/New College, Auxiliary and Activity Facility Fee Funds)

 

R. #62 - DOROTHY SUMMERS AUDITORIUM - PROJECT #2300009   - Change Order #3 - Provide additional framing, drywall and revision to fire sprinkler line and mechanical under balcony. Increase $3,593.00.  (Section 13/New College, Auxiliary and Activity Facility Fee Funds)

 

R. # 63 - DOROTHY SUMMERS AUDITORIUM - PROJECT #2300009 - Change Order #4 - Balcony carpet changes. Increase $718.00.  (Section 13/New College, Auxiliary and Activity Facility Fee Funds)

 

Voting for the motion:  Regents Holloway, Gordon, Poag, Howard, Garrison, Stansberry, Garrett, Ryerson

 

Voting against the motion:  None

IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

 

            B.        BUILDING COMMITTEE REPORT

 

6.        Southeastern Oklahoma State University 

 

           R. #64 - $8 MILLION STUDENT UNION REVENUE BONDS, SERIES 2003

 

Regent Holloway made the motion, seconded by Regent Stansberry, for approval to enter into permitted investments as defined in the Bond Resolution.  This transaction will maximize the University’s investment opportunity and provide immediate cash benefits to the University.

 

Voting for the motion:  Holloway, Stansberry, Poag, Howard, Garrison, Gordon, Garrett, Ryerson

 

Voting against the motion:  None

 

V.         PRESIDENTS’ RECOMMENDATIONS

 

            A.        R. #65 – NSU RECOMMENDATIONS APPROVED

 

            Regent Gordon made the motion, seconded by Regent Poag, for approval of the President’s Recommendations for Northeastern State University as presented by President Williams.  (Attachment C, Pages 64-69)

 

Voting for the motion:  Regents Gordon, Poag, Howard, Garrison, Holloway, Stansberry, Garrett, Ryerson

 

Voting against the motion:  None

 

            B.        R. #66 – NWOSU RECOMMENDATIONS APPROVED

 

Regent Poag made the motion, seconded by Regent Gordon, for approval of the President’s Recommendations for Northwestern Oklahoma State University as presented by President Beran.   (Attachment D, Pages 70-72)

 

Voting for the motion:  Regents Poag, Gordon, Howard, Garrison, Holloway, Stansberry, Garrett, Ryerson

 

Voting against the motion:  None

V.        PRESIDENTS’ RECOMMENDATIONS  (Continued)

 

            C.        R. #67 – UCO RECOMMENDATIONS APPROVED

 

             Regent Gordon made the motion, seconded by Regent Stansberry, for approval of the President’s Recommendations for the University of Central Oklahoma as presented by President Webb.  (Attachment E, Pages 73-77)

 

Voting for the motion:  Regents Gordon, Stansberry, Poag, Howard, Garrison, Holloway, Garrett, Ryerson

 

Voting against the motion:  None

 

            D.        R. #68 – ECU RECOMMENDATIONS APPROVED

 

Regent Garrison made the motion, seconded by Regent Gordon, for approval of the President’s Recommendations for East Central University as presented by President Cole.  (Attachment F, Pages 78-79)

 

Voting for the motion:  Regents Garrison, Gordon, Poag, Howard, Holloway, Stansberry, Garrett, Ryerson

 

Voting against the motion:  None

 

E.        R. #69 - SEOSU RECOMMENDATIONS APPROVED

 

Regent Stansberry made the motion, seconded by Regent Garrett, for approval of the President's Recommendations for Southeastern Oklahoma State University as presented by President Johnson.  (Attachment G, Pages 80-85)

 

Voting for the motion:  Regents Stansberry, Garrett, Poag, Howard, Garrison, Gordon, Holloway, Ryerson

 

Voting against the motion:  None

 

            F.        R. #70 – SWOSU RECOMMENDATIONS APPROVED

 

Regent Garrison made the motion, seconded by Regent Gordon, for approval of the President’s Recommendations for Southwestern Oklahoma State University as presented by President Hays. (Attachment H, Pages 86-94)


V.        PRESIDENTS’ RECOMMENDATIONS  (Continued)

 

            F.         R. #70

 

Voting for the motion:  Regents Garrison, Gordon, Poag, Howard, Holloway, Stansberry, Garrett, Ryerson

 

                        Voting against the motion:  None

 

                         The Board Chair declared a break at 9:30 a.m.  The meeting reconvened at 9:45 a.m.

 

VI.        PRESIDENTS’ COUNCIL REPORT

 

            President Hays requested that President Johnson report to the Board on the following item:

 

            President Johnson informed the Board that the Presidents received a discussion paper from Chancellor Risser regarding a potential change in the higher education funding formula for the institutions.  The Presidents’ Council will keep the Board advised concerning this matter.

 

VII.      SOUTHWESTERN OKLAHOMA STATE UNIVERSITY FOUNDATION REPORTS

 

            Mr. Jim Waites, Director of Development and Alumni Services, presented the Southwestern Oklahoma State University Foundation report for the period ending December 31, 2002.  (Attachment I, Page 95)

 

            President Hays introduced Dr. H.F. Timmons, President, Southwestern Pharmacy Alumni Foundation, Inc. and Mr. David Ralph who provides liaison between the School of Pharmacy and the Foundation.  Dr. Timmons presented the following information to the Board:

 

·                    The Foundation has been in operation for over forty years and was established for the purpose of providing financing to the School of Pharmacy. 

 

·                    Income for the Foundation is derived from alumni and friend contributions, investments and various services that are rendered. 

 

·                    Current assets totaling $2 million including CD’s, mutual funds, bonds and equities.

 

VII.      SOUTHWESTERN OKLAHOMA STATE UNIVERSITY FOUNDATION REPORTS  (Continued)

 

·                    Assets are divided into restricted and unrestricted assets.  The restricted assets primarily provide for prescribed benefits by the donors. 

 

·                    Primary expenditures are scholarships and continuing education for pharmacists. Expenditures for scholarships in 2002 totaled $57,000. Other expenditures include faculty development, equipment, workshops, etc.