MINUTES
Board of Regents of Oklahoma
Colleges
Northwestern
Herod Hall
Jack Annis Regents’ Room
TABLE
OF CONTENTS
Agenda of
Minutes of
Attachments to Minutes.......................................................................................... 63-211
MINUTES
Northwestern
Herod Hall
Jack Annis Regents’ Room
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
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 nine 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
Mickey Thompson, Regent, Position 5
Ann Holloway, Regent, Position 7
Mark Stansberry, Regent, Position 8
Sandy Garrett, Regent, Position 9
GUESTS
Edward
Professors (AAUP),
Helen Barrett, Alva
Review-Courier,
Rick A. Smith, Municipal
Finance Services,
Worley Aitken, Municipal Finance
Services,
Jim Howard, Vice President for Business & Development, Northeastern State
University,
Jane McDermott, Executive Director,
Northwestern
University Foundation,
Janet Cunningham, Executive Vice
President, Northwestern
University,
Steve Valencia, Executive Assistant to the President/Director of Public
Relations, Northwestern
Patti Wilber, Director of the Center for Business Development, Northwestern
OTHERS PRESENT
University Presidents
Bill Cole,
President,
Larry Williams,
President, Northeastern
Paul Beran, President, Northwestern
Glen Johnson, President,
Southeastern
John Hays, President, Southwestern
Roger Webb,
President,
Board Administrative Staff
Bette Leone, Executive Director
Pat Shiflett, Administrative Secretary
III. MINUTES OF PREVIOUS MEETING
R. #26– MINUTES OF
Regent Poag made
the motion, seconded by Regent Garrison, to approve the minutes of the
Voting for the
motion: Regents Poag, Garrison,
Howard, Gordon, Thompson, 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 63-101)
Informational Items
1. Southwestern
Informational
Item - Program Modifications
Bachelor of Science in Computer Science - Computer Science Emphasis
Bachelor of Science in Computer Science - Information
Science Emphasis
Bachelor of Arts in English -
Literature Emphasis
Bachelor of Arts in English -
Writing Emphasis
Bachelor of Arts in English
Education
Master of Education in Art
Education
Master of Education in English
Education
Master of Education in
Mathematics Education
Master of Education in Natural
Science Education
Master of Education in Social
Science Education
Master of Education in
Technology Education
2. Northwestern
Informational Item – Program Deletion
Bachelor of Arts in Library and Information Science
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
A. ACADEMIC
AFFAIRS COMMITTEE REPORT
3. Southeastern
Informational
Item – Program Addition
Bachelor of Arts in Spanish
degree program
The B.A. degree in Spanish is currently
offered at
The proposed program will not require any
additional resources or funding.
Southeastern already has a strong Spanish education program with an
excellent faculty. These same faculty
members will teach the Spanish language courses to both Spanish education and
B.A. Spanish majors. The flexibility of
a Spanish major will greatly extend opportunities to students whose career
goals lie outside the field of education.
B. BUILDING
COMMITTEE REPORT – Chair Ann Holloway (Attachment B, Pages 102-117)
1. Southwestern
R. #27 –
CHEMISTRY, PHARMACY AND PHYSICS NORTH WING RENOVATION - PROJECT NUMBER 6650021
Regent
Holloway made the motion, seconded by Regent Stansberry, to ratify the
emergency approval granted by Board Chair Richard Ryerson September 20, 2003,
regarding the following resolution that would allow for the reimbursement of
pharmacy laboratory equipment of
approximately $98,000 from the Oklahoma State Regents for Higher Education
Master Lease Purchase Program. This
equipment is the first purchase involved in the renovation of the north wing of
Chemistry, Pharmacy and
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
1. Southwestern
R.
#27
Under federal guidelines, a reimbursement allocation is a designated use of bond proceeds to pay an expenditure which was previously paid from sources other than bond proceeds. According to Internal Revenue Code, Section 1.150-2, certain preliminary original expenditures related to capital projects may be reimbursed from bond proceeds if the Board declares the intent to do so in a formal resolution. This item will serve as the formal resolution for reimbursement of core operating funds expended on purchase approved for the Master Lease Purchase Program.
Voting
for the motion: Regents Holloway, Stansberry,
Poag, Howard, Garrison, Gordon, Thompson, Garrett, Ryerson
Voting against the motion:
None
2. Southeastern
R. #28 – REVENUE BONDS, SERIES 2003 –
STUDENT UNION PROJECT
Regent Holloway made the motion, seconded by
Regent Howard, to approve the following items regarding the Board of Regents of
Oklahoma Colleges (Southeastern Oklahoma State University) Revenue Bonds,
Series 2003, Student Union Project, in the amount of $8 million for a term of
twenty-five years, pledged revenues are student facility fees.
a) Authorize and approve the issuance of the Board of
Regents of Oklahoma Colleges (
b) Authorize and approve a Bond Resolution dated as of this
date, authorizing the form of the financing documents, including but not
limited to the Bond Resolution, Bond Purchase Agreement, Official Statement and
Trust Agreement.
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
2. Southeastern
R. #28
c) Approve and authorize the award of the sale of the Bonds
by the Regional University System of Oklahoma, based on the final
recommendations of the finance team and as approved by the State Bond Advisor
and in the best interest of Southeastern Oklahoma State University.
d) Authorize the officers of
e) Authorize the officers of
Voting
for the motion: Regents Holloway,
Howard, Poag, Garrison, Gordon, Thompson, Stansberry, Garrett, Ryerson
Voting against the motion:
None
3.
a. Projects
1) R.
#29 - WANTLAND STADIUM IMPROVEMENTS - SPORTS COMPLEX – PROJECT #1200032
Regent
Holloway made the motion, seconded by Regent Stansberry, for approval to enter
into contract negotiations to provide professional architectural services,
professional engineering services and sports facilities consultants including
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
3.
a. Projects
1) R.
#29
feasibility studies, programming, schematic
design, design development, construction documents, and construction
administration for the Sports Complex Improvements Project. The interview committee recommends the
following five firms in order of preference: (Board approved solicitation of proposals
a) CDFM2
Architecture Inc./Hornbeek Larsson Blatt Architects
b)
LWPB Architects & Planners
/ DLR Group
c) Allen
Brown Architects / Moody/Nolan Sports
d) Architects
in Partnership, P.C. / Ellerbe Becket
e) Glover-Smith-Bode,
Inc. / Sports Plan Studio
Voting
for the motion: Regents Holloway,
Stansberry, Poag, Howard, Garrison, Gordon, Thompson, Garrett, Ryerson
Voting against the
motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
3.
a. Projects
Regent Garrett made the motion, seconded by
Regent Garrison, to approve the following projects submitted by the
2) R.
#30 - PARKING, SIDEWALKS, LIGHTS AND LANDSCAPING -
PROJECT #1200013
Final completion of the Parking, Sidewalks,
Lights, and Landscaping-Broncho
3) R. #31 - TUCKPOINTING &
WATERPROOFING
Approval of project
and preparation of plans and authorization to bid. Project includes exterior joint sealant and
mortar repairs to Liberal Arts, Thatcher Hall and Wantland Hall. Cost is
$100,000.00. (Section 13 & Physical Plant
Funds)
Voting for the motion: Regents Garrett, Garrison, Poag, Howard, Gordon, Thompson, Holloway, Stansberry, Ryerson
Voting against the
motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
3.
a. Projects
4) R. #32 – UNIVERSITY CENTER
MISCELLANEOUS RENOVATIONS & IMPROVEMENTS -
Regent Holloway made the
motion, seconded by Regent Garrison, to approve the project, preparation of the
plans and solicitation of bids. The project includes replacement of
deteriorated stair nosing and surface repairs for the
Voting
for the motion: Regents Holloway,
Garrison, Poag, Howard, Gordon, Thompson, Stansberry, Garrett, Ryerson
Voting against the motion:
None
b.
Change Order Approval
Regent
Stansberry made the motion, seconded by Regent Howard, to approve the following
change orders submitted by the
1) R. #33 - WANTLAND STADIUM
IMPROVEMENTS - UNITED GOLF LLC - TURF PROJECT #1200032
Change order
#3 in the amount of $8,395.00, change order #4 in the amount of $3,379.75 and
change order #5 in the amount of $15,301.00.
The total Change Order amount is $27,075.75. This is for an additional
brick ledge footing at existing west field wall; to create an additional
concrete walk to fill the area under the new scoreboard and
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
3.
b. Change
Order Approval
1) R. #33
move and re-install
existing flag pole 20 ft.; move location of power and data panels of legs of
scoreboard opposite sides of I beams; add trench and two each 2 inch empty
conduit from the scoreboard data panel to the east Radio tower area;
replace existing goal posts with PGA Posts and installation material and
replace 2 each sound system speakers and extend completion time (27)
twenty-seven days. (Student Facility Fees)
2) R. #34 - PARKING, SIDEWALKS,
LIGHTS AND LANDSCAPING -
Change Order #1 –
increase in the amount of $5,317.00 for additional materials used to
restructure the water feature and additional rocks to enhance the cascade
effect of the water, locate the extra stone, stone cutting and placement hours, irrigation sleeve,
foam sealant, installation and the "manifold" and
extend completion time (32) thirty-two days. (Alumni Association and
Cola Funds).
3) R. #35 - EAST HALL DEMOLITION -
Change
Order #1 - Time extension of (10) ten days.
This is for changes in the scope of work to leave existing sidewalks and
trees on site and increase fill material quantities. (Auxiliary, State, and Federal Funds)
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
3.
b. Change
Order Approval
3) R. #35
Voting
for the motion: Regents Stansberry,
Howard, Poag, Garrison, Gordon, Thompson, Holloway, Garrett, Ryerson
Voting against the motion:
None
4.
a) R. #36 - WOMEN'S ATHLETIC LOCKER AND DRESSING
FACILITY
Regent Holloway made the motion,
seconded by Regent Poag, to approve the solicitation of bids to construct a Women's
Athletic Locker and Dressing Facility and to accept the lowest and best bid.
This facility will house soccer, softball and women's cross country. Estimated
cost is $750,000. The
selection of the architectural firm was reported in the
Voting
for the motion: Regents Holloway,
Poag, Howard, Garrison, Gordon, Thompson, Stansberry, Garrett, Ryerson
Voting
against the motion: None
b) R. #37 - DOROTHY SUMMERS AUDITORIUM - RENOVATION
SCIENCE HALL – RFD CONSTRUCTION -PROJECT
# 2300009
Regent Holloway made the
motion, seconded by Regent Garrett, to approve the change order increase in the
amount of $302.00 to furnish and install conduit and boxes for future speakers
in the new seating area under the balcony.
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
4.
b) R. #37
Voting
for the motion: Regents Holloway, Garrett,
Poag, Howard, Garrison, Gordon, Thompson, Stansberry, Ryerson
Voting against the motion:
None
C. PERSONNEL COMMITTEE REPORT – Chair Mickey Thompson (Attachment C, Pages 118-119)
1. Informational Items
a. Mr. Robert Ford has
been appointed as Staff Auditor for the Regional University System of Oklahoma
replacing Mr. Jason Harjo. His
employment began
b. Mrs. Misti Cullison has
been appointed as Receptionist/Secretary in the Board of Regents of Oklahoma
Colleges Administration Office for three-quarter time at an annual salary of
$23,400 plus employee benefits, effective
2. Board of Regents
of Oklahoma Colleges Presidential Evaluation Process
R. #38 –
SYSTEMATIC PROCESS FOR PRESIDENTIAL EVALUATIONS
Regent
Thompson made the motion, seconded by Regent Stansberry, to recommence a
systematic process for presidential evaluations during the 2003-2004 academic
year.
Voting
for the motion: Regents Thompson,
Stansberry, Howard, Poag, Garrison, Gordon, Holloway, Garrett, Ryerson
Voting against the motion:
None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
C. PERSONNEL COMMITTEE REPORT
Committee Chair Thompson stated that the spirit of this effort is to be more supportive to the presidents.
2. Board of Regents of Oklahoma Colleges Presidential Evaluation Process (Continued)
R. #39 –
INFORMAL PROCESS FOR PRESIDENTIAL EVALUATIONS
Regent
Thompson made the motion, seconded by Regent Holloway, to approve the ongoing
efforts of the Personnel Committee and the Presidents’ Council regarding the
development of an informal process for presidential evaluations to include:
·
Annual presentation of institutional data
trends
·
Annual presentation of presidential goals and
accomplishments
·
Biennial assessment of strengths and
weaknesses
Voting
for the motion: Regents Thompson,
Holloway, Poag, Howard, Garrison, Gordon, Stansberry, Garrett, Ryerson
Voting against the motion:
None
R. #40
– ROTATION SCHEDULE OF EVALUATIONS
Regent
Thompson made the motion, seconded by Regent Garrison, to approve, in concept, a
rotation schedule of evaluations. The Personnel Committee will coordinate with
the Policy & Procedures Committee regarding any necessary changes to the
Regional University System of Oklahoma Policy Manual with respect to formal
presidential evaluations.
Voting
for the motion: Regents Thompson,
Garrison, Poag, Howard, Gordon, Holloway, Stansberry, Garrett, Ryerson
Voting against the motion:
None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
D. POLICY & PROCEDURES COMMITTEE REPORT – Chair Belva Howard (Attachment D, Pages 120-123)
R. #41 - 5.4.2
TIAA RETIREMENT ANNUITY
Regent
Howard made the motion, seconded by Regent Garrison, to amend policy 5.4.2 as
indicated effective immediately with the understanding that the implementation
of this amendment will not result in a loss of compensation (salary and
benefits) for current employees.
RUSO POLICY MANUAL – CHAPTER 5 –
GENERAL POLICIES
5.4.2
TIAA RETIREMENT ANNUITY For an eligible, full-time
employee who is enrolled in the Oklahoma Teachers' Retirement System and who
has attained twenty-three (23) years of age, subject to a one-year
vesting requirement, the employing
university shall employer may contribute to the Teachers
Insurance and Annuity Association (TIAA) an amount not less than two and one-half percent (2 ˝%) of the
employee's annual base salary. to be
vested immediately in the employee's account if hired prior to July 1,
2001. Those employees hired after