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
Voting against the motion: None
XI. ANNOUNCEMENT TO RECONVENE IN PUBLIC SESSION
The Board reconvened in public session at
R. #127 – EXECUTIVE DIRECTOR SEARCH
Regent Thompson made the motion, seconded by Regent Garrison, to: 1) commence the search for an Executive Director immediately; 2) search to be completed no later than the April 2004 Board meeting; and 3) compensation to be held within the existing Board budget.
Voting for the motion: Regents Thompson, Garrison, Poag, Howard, Gordon, Holloway, Stansberry, Garrett, Ryerson
Voting against the motion: None
R. #128 – POLICY AND PROCEDURES AMENDMENT
Regent Thompson made the motion, seconded by Regent Garrett, to amend the Board of Regents of Oklahoma Colleges policies and procedures and the organizational chart to require the General Counsel and Director of Internal Auditing to report and be responsible to the Executive Director.
Voting for the motion: Regents Thompson, Garrett, Poag, Howard, Holloway, Stansberry, Ryerson
Voting against the motion: Regents Garrison and Gordon
R. #129 – ASSISTANT FOR THE OFFICE OF GENERAL COUNSEL
Regent Thompson made the motion, seconded by Regent Garrett, to take immediate action to hire an assistant for the office of the General Counsel, to be employed on a one-half time basis.
XI. ANNOUNCEMENT TO RECONVENE IN PUBLIC SESSION (Continued)
R. #129
Voting for the motion: Regents Thompson, Garrett, Poag, Howard, Garrison, Gordon, Holloway, Stansberry, Ryerson
Voting against the motion: None
R. #130 – LEGISLATIVE LIAISON
Regent Thompson made the motion, seconded by Regent Garrett, to expand the Board of Regents of Oklahoma Colleges budget for the current year, using non-appropriated funds, to hire a legislative liaison for the current legislative session. The Board authorizes the Personnel Committee members (Regents Thompson, Stansberry and Poag), Regent Sandy Garrett and President Glen Johnson, to make the selection.
Voting for the motion: Regents Thompson, Garrett, Poag, Howard, Garrison, Gordon, Holloway, Stansberry, Ryerson
Voting against the motion: None
XII. R. #131 – ADJOURNMENT
Regent Holloway made the motion, seconded by Regent Thompson, to adjourn the meeting at
Voting for the motion: Regents Holloway, Thompson, Poag, Howard, Garrison, Gordon, Stansberry, Garrett, Ryerson
Voting against the motion: None
Submitted by:
_______________________________ ________________________________
Richard
Board Chair Secretary
Minutes approved by the Regional University System of Oklahoma this day of ___________, ______.
The next regular meeting of the Regional University System of Oklahoma is scheduled for