MINUTES
Board of Regents of Oklahoma
Colleges
Administrative Office
TABLE
OF CONTENTS
Minutes of
MINUTES
Board of Regents of Oklahoma Colleges
Administrative Office
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 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
Mickey Thompson, Regent, Position 5
Mark Stansberry, Regent, Position 8
Sandy Garrett, Regent, Position 9
Regent Holloway
arrived at
II. CALL TO ORDER AND REGENTS’ ROLL CALL (Continued)
GUESTS
Edward
Professors (AAUP),
OTHERS PRESENT
University Presidents
Paul Beran, President, Northwestern
Roger Webb, President,
Bill Cole, President,
John Hays, President, Southwestern
Larry Williams, President,
Northeastern
Glen Johnson, President,
Southeastern
Board Administrative Staff
Kathleen Shannonhouse, Director of Internal Auditing
Lynn Griswold, Administrative Assistant
Pat Shiflett, Administrative Secretary
III. MINUTES OF PREVIOUS MEETING
R. #106– MINUTES OF
Regent Thompson
made the motion, seconded by Regent Howard, to approve the minutes of the
Voting for the
motion: Regents Thompson, Howard,
Poag, Garrison, Gordon, Holloway, Stansberry, Garrett, Ryerson
Voting against
the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
A. ACADEMIC AFFAIRS
COMMITTEE REPORT – Chair Jan Gordon
Informational Items
1. Southwestern
a. Oklahoma
Board of Nursing survey visit report of the University’s nursing program.
b. Commission
on Accreditation in Physical Therapy Education - continued accreditation of the
physical therapist assistant education program at SWOSU/Caddo-Kiowa Technology Center.
c. Program
modification of the Bachelor of Science in Recreation Leadership to include a
change in the name of the degree and changes in course requirements.
d. Program
deletions of the following programs that are offered on the Sayre campus: (1)
Technology – AAS; (2) Criminal Justice – AAS; and, (3) Computer Information
System – AAS.
2. Northeastern
a. Modification of the Master of Education in
b. Modification of the Master of Science in Library Media and
Information Technology
c. Modification of the Bachelor of Science in Science
Education with a Physics Emphasis
d. New Program Request for Master of Education in Mathematics
Education
e. New Program Request for Master of Education in Science
Education
f. New Program Request for School Library Media Specialist
Certificate
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
A. ACADEMIC AFFAIRS
COMMITTEE REPORT
Informational
Items
2. Northeastern
g. Program Suspensions
1) Athletic Training, B.S.
2) Psychometrist Certificate
3) School Psychologist Certificate
3. Northwestern
a. New Program Request for Bachelor of Arts
in General Studies.
b. Program
Modification for Bachelor of Science in Mass Communications.
c. Program Modification for Bachelor of Science in
Nursing.
4.
The Council on
Social Work Education has approved the reaccreditation of the baccalaureate
social work program. The next
accreditation visit is 2011.
B. BUILDING
COMMITTEE REPORT – Chair Ann Holloway
1. Southwestern
Regent
Holloway made the motion, seconded by Regent Gordon, to approve the following
items submitted by
a. R. #107 - REVISED CAMPUS MASTER PLAN
b. R. #108 -
CHEMISTRY, PHARMACY AND PHYSICS RENOVATION - PROJECT #6650021
1) Authority to finance a maximum of $1,000,000
of this project with the OSRHE Master Lease program. Funds for the repayment of this amount
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
1. Southwestern
b. R. #108
1) will come from utility savings from the E&G I Budget,
S-13/New College Funds and/or other sources that may become available for such
use.
2) Bond Purchase Program Reimbursement Resolution allowing
This item will serve as the formal
resolution for reimbursement of core operating funds expended on the projects
approved for the Bond Program.
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, Gordon, Poag, Howard, Garrison, Thompson, Stansberry,
Garrett, Ryerson
Voting
against the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
2.
Regent
Holloway made the motion, seconded by Regent Poag, to approve the following
items submitted by the
a. Project Approval
R. #109 -
UNIVERSITY STORAGE FACILITY PROJECT #1200060
Project approval and
preparation of plans and authorization to bid the project. The project is to
help alleviate storage problems on campus, including adding a storage rack
system. Cost is $125,000. (Board approved the
project on the Campus Master Plan at the
b. Change Order
R. #110 - LIBERAL ARTS BUILDING - THATCHER HALL AND
WANTLAND HALL TUCKPOINTING & WATERPROOFING REPAIR - MID-CONTINENTAL
RESTORATION CO. INC. - PROJECT #1200027
Change Order #1 -
increase in the amount of $12,300.00. This is
for necessary tuckpointing repairs that need to be addressed at all elevations
of Thatcher Hall of approximately 2,941 linear feet of joint repair. Also cut
existing mortar to a sufficient depth, install backer rod and seal and patch
steps and concrete. Extend completion
time (30) thirty days. (Section 13 & Physical Plant Funds)
Voting for the motion: Regents Holloway, Poag, Howard, Garrison, Gordon, Thompson, Stansberry, Garrett, Ryerson
Voting
against the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
3.
Regent
Holloway made the motion, seconded by Regent Stansberry, to approve the following
change order submitted by
a. Change Order Approval
R. #111 - DOROTHY SUMMERS AUDITORIUM RENOVATION - RFD CONSTRUCTION - PROJECT #2300009
Change Order #6 – increase in the amount of $232.00. Furnish and install smoke seals on doors 201A and 201B required to complete the fire rating of the doors separating the main corridor and the theater lobby. (Section 13/New College and Auxiliary Funds and Student Activity Facility Fees)
Voting for the motion:
Regents Holloway, Stansberry, Poag, Howard, Garrison, Gordon, Thompson,
Garrett, Ryerson
Voting
against the motion: None
Regent
Holloway made the motion, seconded by Regent Howard, to approve ratification of
the following projects submitted by
b. Ratification of Emergency Approval
1) R. #112 - NEW STUDENT HOUSING - PROJECT #2300044
Contract awarded for $2,826,700.00 to the low bidder - Fenix
Constructors, Inc.,
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. BUILDING
COMMITTEE REPORT
3.
b. Ratification
of Emergency Approval
2) R. #113 - PONTOTOC RESIDENCE HALL RENOVATION - PROJECT #2300044
Contract awarded for $2,143,000.00 to the low bidder - Fenix
Constructors, Inc.,
Voting for the motion:
Regents Holloway, Howard, Poag, Garrison, Gordon, Thompson, Stansberry,
Garrett, Ryerson
Voting against the motion: None
C. AUDIT
& FINANCE COMMITTEE REPORT – Chair Marseda Garrison
R. #114 - EXTERNAL AUDIT FIRM ENGAGED
Regent
Garrison made the motion, seconded by Regent Thompson, to award the external
auditing contract, subsequent to the approval by the General Counsel, for a
total sum of $1,016,000.00 which includes performing services related to the
preparation of form 990-T, the arbitrage calculation and the SEC continuing
disclosure reports (not to exceed $121,000.00), for the six regional
universities and the Regional University System of Oklahoma Administrative
Office to Havern, Behrens, and Heim, Oklahoma City, Oklahoma, for fiscal years
2004-2008.
Voting
for the motion: Regents Garrison,
Thompson, Poag, Howard, Gordon, Holloway, Stansberry, Garrett, Ryerson
Voting
against the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
D. PERSONNEL
COMMITTEE REPORT – Chair Mickey Thompson
R. #115 – PRESIDENTIAL EVALUATIONS
Regent Thompson made the motion, seconded by Regent Stansberry, to
approve the following:
1. Reschedule
the three informal presidential evaluations as follows: April 2004 Board
meeting—President Johnson, May 2004 Board meeting—President Hays, and July 2004
Board meeting—President Beran.
2. Omit
the presentation of the 5-year comparison of statistical institutional data
trends as a component of the informal evaluations.
3. All
presidents will provide a list of institutional goals, objectives,
accomplishments and challenges, both from a short-term and long-term
perspective, at the February 2004 Board meeting.
4. Presidents
to be evaluated in 2004 to present their vision in the following six core
areas:
·
Academic Leadership
·
Fiscal Leadership
·
Administrative Leadership
·
Student Matters
·
External Affairs
·
Board Relations
Voting
for the motion: Regents Thompson,
Stansberry, Poag, Howard, Garrison, Gordon, Holloway, Garrett, Ryerson
Voting against the
motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
E. POLICY
& PROCEDURES COMMITTEE – Chair Belva Howard
R. #116 – Regional University System of Oklahoma POLICY ACADEMIC
FREEDOM, ACADEMIC RESPONSIBILITY, TENURE AND DISMISSAL OF FACULTY
Regent
Howard made the motion, seconded by Regent Stansberry, to approve the following
change to the Regional University System of Oklahoma Policy Manual:
3.3.5
Procedure for Granting Tenure and Reviewing of Tenured Faculty.
c) The academic and professional
performances of each tenured faculty member at each institution must be
reviewed at least every three (3) years.
When the review results in a finding that a tenured faculty member’s
academic and professional performance is unsatisfactory, the faculty member
shall be notified of the deficiencies in performance and must be reviewed again
within one (1) year. The results of each
review will be placed in the personnel record of the tenured faculty
member. The tenured faculty member
should be given a copy of the review and an opportunity to respond. Two
consecutive unsatisfactory reviews will may be
grounds for dismissal or suspension based on incompetence or
on an act or acts which demonstrate unfitness to be a member of the faculty
the causes for dismissal or suspension of tenured faculty delineated in
subsections d, e, f, and g below.
Voting
for the motion: Regents Howard,
Stansberry, Poag, Garrison, Gordon, Thompson, Holloway, Garrett, Ryerson
Voting against the
motion: None
V. PRESIDENTS’ RECOMMENDATIONS
A. R.
#117 – NWOSU RECOMMENDATIONS APPROVED
Regent
Poag made the motion, seconded by Regent Garrison, for approval of the
President’s Recommendations for
Voting
for the motion: Regents Poag,
Garrison, Howard, Gordon, Thompson, Holloway, Stansberry, Garrett, Ryerson
V. PRESIDENTS’ RECOMMENDATIONS
A. R. #117
Voting against the motion:
None
B. R.
#118 – UCO RECOMMENDATIONS APPROVED
Regent Gordon made the motion, seconded by
Regent Thompson, for approval of the President’s Recommendations for the
Voting
for the motion: Regents Gordon,
Thompson, Poag, Howard, Garrison, Holloway, Stansberry, Garrett, Ryerson
Voting against the motion: None
President Webb informed the Board that the
C. R. #119 – ECU RECOMMENDATIONS APPROVED
Regent
Gordon made the motion, seconded by Regent Garrett, for approval of the
President’s Recommendations for
Voting
for the motion: Regents Gordon,
Garrett, Poag, Howard, Garrison, Thompson, Holloway, Stansberry, Ryerson
Voting against the motion: None
D. R. #120 – SWOSU RECOMMENDATIONS APPROVED
Regent
Gordon made the motion, seconded by Regent Garrett, for approval of the
President’s Recommendations for
Voting
for the motion: Regents Gordon, Garrett,
Poag, Howard, Garrison, Thompson, Holloway, Stansberry, Ryerson
Voting against the motion: None
President Hays reported to the Board that the University
received a donation of $250,000 from Winneola Berrong to establish the Ed and
Winneola Berrong Endowed Chair for Music.
V. PRESIDENTS’ RECOMMENDATIONS (Continued)
E. R. #121 – NSU RECOMMENDATIONS APPROVED
Regent
Garrison made the motion, seconded by Regent Stansberry, for approval of the
President’s Recommendations for
Voting
for the motion: Regents Garrison,
Stansberry, Poag, Howard, Gordon, Thompson, Holloway, Garrett, Ryerson
Voting against the motion: None
F. R. #122 - SEOSU
RECOMMENDATIONS APPROVED
Regent Thompson made the motion, seconded by
Regent Garrett, for approval of the President's Recommendations for
Voting
for the motion: Regents Thompson,
Garrett, Poag, Howard, Garrison, Gordon, Holloway, Stansberry, Ryerson
Voting against the motion: None
VI. PRESIDENTS’ COUNCIL REPORT
President Hays stated
that at the November meeting the Board modified the Board of Regents of
Oklahoma Colleges Supplemental Retirement Plan For Active Employees With A Date
Of Employment Prior To
VII. NEW BUSINESS
None
VIII. EXECUTIVE DIRECTOR’S REPORT
Sheridan McCaffree, Interim Executive Director, presented the following items to the Board:
A. R. #123 – Regional University System of Oklahoma ADMINISTRATIVE OFFICE – LEASE RENEWAL
Regent
Garrison made the motion, seconded by Regent Thompson, to approve the Board of
Regents of Oklahoma Colleges Administrative Office lease renewal for office and
storage space.
Voting
for the motion: Regents Garrison,
Thompson, Poag, Howard, Gordon, Holloway, Stansberry, Garrett, Ryerson
Voting against the motion: None
Board
Chair Ryerson requested that the Building Committee explore other lease options
for office space for the administrative office, stating that the current
lessor,
B. R. #124 – EXECUTIVE DIRECTOR’S RETIREMENT DATE
Regent
Gordon made the motion, seconded by Regent Garrett, to ratify the emergency
approval, granted by Board Chair Ryerson on
Voting
for the motion: Regents Gordon,
Garrett, Poag, Howard, Garrison, Thompson, Holloway, Stansberry, Ryerson
Voting against the motion: None
C. R. #125 – COMMEMORATION FOR FORMER REGENT
Regent
Garrison made the motion, seconded by Regent Howard, to approve the
Commemoration for Sherry
Voting
for the motion: Regents Garrison,
Howard, Poag, Gordon, Thompson, Holloway, Stansberry, Garrett, Ryerson
Voting against the motion: None
VIII. EXECUTIVE DIRECTOR’S REPORT
Informational Items
D. Association of
Governing Boards of Universities and Colleges National Conference on
Trusteeship,
E. Out-of-State Travel Reports
F. Status Report on Administrative Office
Sheridan McCaffree, Interim Executive Director, reported that she met with the administrative staff regarding their responsibilities and asked for their ideas for increasing efficiency, services to the Regents and the universities, enthusiasm and being appropriately challenged.
She presented the following plan to improve cohesiveness, increase services, and streamline paperwork:
· Timely review of tentative agenda materials with staff in order to give the universities ample time to submit additional information and increase communication and collaboration with presidents’ staff.
· Working closely with the auditing staff to meet their goals
· Expand the RUSO Website to include the policy manual, make data more searchable for the administrative staff and the universities and update with current information about the RUSO.
IX. REGENTS’ COMMENTS
None
The
Board Chair declared a break at
X. R. #126 – EXECUTIVE SESSION
At
A. Pursuant to 25 O.S. § 307 (B) (1), discuss
the employment of an Executive Director.
X. R. #126 – EXECUTIVE SESSION (Continued)
B. Pursuant to 25 O.S. § 307 (B) (4), confidential communications with General Counsel concerning pending litigation.
Voting
for the motion: Regents Howard,
Garrett, Poag, Garrison, Gordon, Thompson, Holloway, Stansberry, Ryerson