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MINUTES

 

REGULAR BOARD MEETING

Board of Regents of Oklahoma Colleges

September 26, 2003

 

Northwestern Oklahoma State University

Herod Hall

Jack Annis Regents’ Room

Alva, Oklahoma


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TABLE OF CONTENTS

 

 

 

Agenda of September 26, 2003................................................................................ 1-39

Minutes of September 26, 2003.............................................................................. 40-62

Attachments to Minutes.......................................................................................... 63-211

 

 

 

 

 

 

 

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

MINUTES

 

Friday, September 26, 2003, 9:00 a.m.

Northwestern Oklahoma State University

Herod Hall

Jack Annis Regents’ Room

Alva, 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 9:00 a.m., September 26, 2003, Northwestern Oklahoma State University, Herod Hall, Jack Annis Regents’ Room, Alva, 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., September 25, 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 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 Neparko, Oklahoma Conference American Association of University

                                   Professors (AAUP), Weatherford, Oklahoma

                           Helen Barrett, Alva Review-Courier, Alva, Oklahoma

                 Rick A. Smith, Municipal Finance Services, Edmond, Oklahoma

                 Worley Aitken, Municipal Finance Services, Edmond, Oklahoma

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

                                             University, Tahlequah, Oklahoma

            Jane McDermott, Executive Director, Northwestern Oklahoma State

              University Foundation, Alva, Oklahoma

      Janet Cunningham, Executive Vice President, Northwestern Oklahoma State

                                                  University, Alva, Oklahoma

            Steve Valencia, Executive Assistant to the President/Director of Public

               Relations, Northwestern Oklahoma State University, Alva, Oklahoma

       Patti Wilber, Director of the Center for Business Development, Northwestern

                                    Oklahoma State University, Alva, Oklahoma

 

            OTHERS PRESENT

 

            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. #26– MINUTES OF JULY 25, 2003

 

            Regent Poag made the motion, seconded by Regent Garrison, to approve the minutes of the July 25, 2003 regular meeting.

 

            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 Oklahoma State University 

 

            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 Oklahoma State University 

 

                                    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 Oklahoma State University 

 

                                    Informational Item – Program Addition

 

Bachelor of Arts in Spanish degree program

 

The B.A. degree in Spanish is currently offered at Northeastern  State University, the University of Central Oklahoma, and Northwestern Oklahoma State University.  East Central University, our nearest sister institution, offers only a minor in modern languages. 

 

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 Oklahoma State University 

 

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 Physics Building.


IV.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

 

            B.        BUILDING COMMITTEE REPORT

 

1.         Southwestern Oklahoma State University 

 

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 Oklahoma State University 

 

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 (Southeastern Oklahoma State University) Revenue Bonds, Series 2003.

 

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 Oklahoma State University 

 

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 Southeastern Oklahoma State University to consummate the transaction including, but not limited to, execution and delivery of any and all closing documents.

 

e)         Authorize the officers of Southeastern Oklahoma State University to execute any closing document required by Bond Counsel to complete the transaction.

 

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

 

Voting against the motion:  None

 

                        3.         University of Central Oklahoma 

 

                                    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.         University of Central Oklahoma 

 

                                    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 April 4, 2003 - R#149) (Student Facility Fees, Private Funds, Rental Revenue)

           

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.         University of Central Oklahoma 

 

                                    a.         Projects

 

Regent Garrett made the motion, seconded by Regent Garrison, to approve the following projects submitted by the University of Central Oklahoma:

 

2)         R. #30 - PARKING, SIDEWALKS, LIGHTS AND LANDSCAPING - BRONCHO LAKE IMPROVEMENTS WATERFALL

PROJECT #1200013

 

Final completion of the Parking, Sidewalks, Lights, and Landscaping-Broncho Lake Improvements Waterfall as completed on September 8, 2003.  The total cost of the contract is $58,317.60. (Board approved the award of the contract to Robert James Construction May 9, 2003 - R#177) (Alumni Association and Cola Funds)

 

3)         R. #31 - TUCKPOINTING & WATERPROOFING REPAIR LIBERAL ARTS BUILDING, THATCHER HALL AND WANTLAND HALL -  PROJECT #1200027

 

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.         University of Central Oklahoma 

 

                                    a.         Projects

 

4)        R. #32 – UNIVERSITY CENTER MISCELLANEOUS RENOVATIONS & IMPROVEMENTS - UNIVERSITY CENTER WEST STAIR REPAIR - PROJECT #1201010

 

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 University Center West Stair at a cost of $100,000.  (Board approved the project on June 20, 2003, R. #219) (Physical Plant & Section 13)

 

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 University of Central Oklahoma:

 

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.         University of Central Oklahoma 

 

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 - BRONCHO LAKE IMPROVEMENTS WATERFALL -  ROBERT JAMES CONSTRUCTION -  PROJECT #1200013

 

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 - MIDWEST WRECKING - PROJECT #1201003

 

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.         University of Central Oklahoma 

 

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.         East Central University 

 

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 July 25, 2003 Board meeting. (Board approved project May 9, 2003 – R. #197) (Student Activity Facility Fees)

 

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.         East Central University

 

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 September 8, 2003 for an annual salary of $35,000 plus employee benefits, to serve at the will of the Board.

 

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 September 1, 2003, to serve at the will of the Board.

 

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