OKLAHOMA COLLEGES
MINUTES
Northwestern
Herod Hall, Jack Annis
Regents’ Room
TABLE
OF CONTENTS
Agenda of November 12, 2004.................................................................................... 1-8
Minutes of November 12, 2004.................................................................................. 9-25
Attachments to Minutes........................................................................................... 26-136
MINUTES
Friday, November 12, 9:00 a.m.
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 9:00 a.m., November 12, 2004,
II. CALL TO ORDER AND REGENTS’ ROLL CALL
Board Chair Poag called the meeting to order. Roll call established the presence of a quorum with six Regents present.
Steve Poag, Chair, Position 1
Belva Howard, Regent, Position 2
Joe Anna Hibler, Regent, Position 3
Richard Ryerson, Regent, Position 6
Ann Holloway, Regent, Position 7
Mark Stansberry, Regent, Position 8
R. #85 –
EXCUSE ABSENT REGENTS
Regent Howard
made the motion, seconded by Regent Ryerson, to excuse
Voting for the motion:
Regents Howard, Ryerson, Hibler, Holloway, Stansberry, Poag
II. CALL TO ORDER AND REGENTS’ ROLL CALL (Continued)
R. #85
Voting against
the motion: None
GUESTS
Edward
Professors (AAUP),
Grant Gibson, Alva Review-Courier,
Brian Mantzey, First National Bank,
Wayne Sramek, Century Development,
Jeff Watson,
John Orfield, BOKA Powell,
Jane McDermott, Director, Northwestern
Janet Cunningham, Executive Vice President,
Northwestern
University,
Steve Lohmann, Vice President for Academic
Affairs,
Steve Valencia, Director of Public
Relations, Northwestern
University,
Vanessa Gregory, President, Student
Government Association, Northwestern
Tom Fagan, Vice President for Administration
and Finance, Southwestern
Ross Walkup, Vice President for Business
Services,
Ron Bussert, Vice President for Fiscal
Affairs,
Duane Anderson, Vice President for Academic
Affairs,
OTHERS PRESENT
University Presidents
Bill Cole, President,
Larry Williams,
President, Northeastern
Paul Beran, President, Northwestern
Glen Johnson, President,
Southeastern
OTHERS PRESENT (Continued)
University Presidents
John Hays, President, Southwestern
Roger Webb, President,
Board Administrative Staff
Kathleen Burns, Director of Internal Auditing
Pat Shiflett, Administrative Assistant
III. MINUTES OF PREVIOUS MEETING
R. #86 – MINUTES OF OCTOBER 15, 2004
Regent Stansberry
made the motion, seconded by Regent Ryerson, to approve the minutes of the October 15, 2004 regular
meeting.
Voting for the
motion: Regents Stansberry, Ryerson,
Howard, Hibler, Holloway, Poag
Voting against
the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
A. AUDIT AND FINANCE COMMITTEE REPORT – Regent Mark
Stansberry (Attachment A, Pages 26-29)
R.
#87 - EXTERNAL AUDIT REPORTS
Regent Stansberry made the motion, seconded by Regent Ryerson, to accept the External Audit Reports for the year ended June 30, 2004, submitted by Havern, Behrens and Heim, CPA’s, for the six regional universities and the administrative office.
Voting
for the motion: Regents Stansberry,
Ryerson, Howard, Hibler, Holloway, Poag
Voting
against the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS (Continued)
B. POLICY AND PROCEDURES COMMITTEE REPORT – Regent Joe Anna
Hibler
Regent Hibler reported on the Policy and
Procedures Committee’s conference call on Wednesday, October 27, 2004.
·
The
committee reviewed reports currently being provided by the universities or
staff that are required or have been requested by Regents. The committee’s intent is to eliminate any
reports that are no longer needed or can be secured from another source.
Regent Hibler provided copies of the index available
on the Oklahoma State Regents for Higher Education website regarding Studies
and Reports, in particular, the Student Data Report. In many cases these reports duplicate what
the presidents and staff are now providing.
·
The
committee plans to provide recommendations to the Regents in December regarding
the reports in order to give the Regents an opportunity to decide whether they want to continue
receiving the individual reports or discontinue them.
·
The
committee will collaborate with the Academic Affairs Committee in order to
avoid duplication of effort.
C. ACADEMIC AFFAIRS
COMMITTEE REPORT – Chair Mark Stansberry
(Attachment B, Pages 30-48)
Regent Stansberry stated that the committee will continue to develop the top three (3) priorities regarding streamlining efforts and developing a vision as they relate to the agenda and committee structure and will report to the Board at the January 2005 meeting.
President Beran reported on recommendations from the Presidents’ Council, including wording amendments, regarding the three (3) top RUSO system priorities for strategic advancement:
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
(Continued)
C. ACADEMIC AFFAIRS COMMITTEE REPORT
·
Establish collaborative alternative delivery,
on-line learning/e-business, and technology training processes and seek grant
opportunities to support this collaboration.
· Develop stronger collaborations/partnerships for sharing academic programs and seek grant opportunities to support this collaboration.
·
Develop a plan to coordinate semester start and
end dates and specific time blocks in the daily academic calendar that would be
consistent across all six institutions for the purpose of synchronous sharing
of programs and faculty via interactive television (ITV).
1. R. #88 – RUSO SYSTEM PRIORITIES FOR STRATEGIC ADVANCEMENT
Regent Stansberry made the motion, seconded
by Regent Howard, to adopt the three (3) top RUSO system priorities for
strategic advancement including the amendments as recommended by the
Presidents’ Council.
Voting
for the motion: Regents Stansberry,
Howard, Hibler, Ryerson, Holloway, Poag
Voting
against the motion: None
Regent Stansberry stated that the committee
is continuing to study other policy governance models in addition to the John
Carver policy governance model.
2. R.
#89 – SWOSU PROGRAM MODIFICATIONS
Regent
Stansberry made the motion, seconded by Regent Ryerson, to approve the
following program modifications submitted by
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
(Continued)
C. ACADEMIC AFFAIRS COMMITTEE REPORT
2. R.
#89
a. Program
Modification for course requirement changes to the Bachelor of Music Education
degree program.
b. Program Modification for course requirement changes to
the Bachelor of Music degree program.
Voting
for the motion: Regents Stansberry, Ryerson,
Howard, Hibler, Holloway, Poag
Voting
against the motion: None
3. Northwestern
Regent Stansberry congratulated
D. BUILDING COMMITTEE
REPORT – Chair Ann Holloway
(Attachment C, Pages 49-57)
1.
R.# 90 -
PROJECT #1200064
Regent Holloway made the motion, seconded by Regent Howard, to approve
the Training Room and Football Locker Room Improvements: Add to Campus Capital
Master Plan, fund, design, bid and award
contract(s) to the lowest responsible bidder(s), including possible
in-kind donations of materials and services for improvements to the Training
room and Football Locker room. The
Project Budget is $120,000. (Private Funds)
Voting
for the motion: Regents Holloway, Howard,
Hibler, Ryerson, Stansberry, Poag
Voting
against the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
(Continued)
D. BUILDING COMMITTEE REPORT
1.
R.
#91 - PARKING, SIDEWALKS, LIGHTS & LANDSCAPING
PROJECT #1200013
Regent Holloway made the motion, seconded by Regent Hibler, to approve the Campus Sidewalk Entry Control Gates: fund, design, bid and award contract to the lowest responsible bidder for Campus Sidewalk Entry Control Gates. The Project Budget is $150,000. (Sec. 13 Offset Funds).
Voting
for the motion: Regents Holloway,
Hibler, Howard, Ryerson, Stansberry, Poag
Voting against the motion: None
2. Southwestern
R. #92 –
GROUND LEASE FOR APARTMENT COMPLEX
Regent Holloway made the motion, seconded by Regent Ryerson, to
authorize Southwestern Oklahoma State University to proceed with leasing a 3 ½
acre site which borders the campus to a private entity for the purpose of
building an apartment complex for students.
Voting
for the motion: Regents Holloway,
Ryerson, Hibler, Howard, Stansberry, Poag
Voting against the motion: None
R. #93 – OFFICE OF JUVENILE
AFFAIRS SITE PROJECT
Regent
Holloway made the motion, seconded by Regent Stansberry, to delegate the
authority to President Hays to proceed with this project subject to General
Counsel’s approval of contracts with the Town of
Voting
for the motion: Regents Holloway,
Stansberry, Ryerson, Hibler, Howard, Poag
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
(Continued)
D. BUILDING COMMITTEE REPORT
2. Southwestern
R. #93
Voting against the motion: None
3. Southeastern
a. R. #94 –
APARTMENT-STYLE STUDENT HOUSING COMPLEX
Regent Holloway made
the motion, seconded by Regent Ryerson, to authorize the President to execute
the land lease and management sub-lease agreements with a 501(c)3 established
through the Southeastern Foundation subject to General Counsel approval for the
construction of a 300-bed (approximate) apartment-style student housing
complex. This project will be completed at no cost to
the University.
Voting
for the motion: Regents Holloway, Ryerson,
Howard, Hibler, Stansberry, Poag
Voting
against the motion: None
b. R. #95 – ROOF
REPLACEMENTS
Regent Holloway made
the motion, seconded by Regent Stansberry, to approve the solicitation of bids and
to award a contract for the replacement of roofs on the Visual Arts Building,
Bloomer Sullivan Gymnasium, Visual & Performing Arts Center, Occupational
Safety and Health, and Fine Arts Building.
Cost not to exceed $500,000. (Section 13 and New College Funds)
Voting
for the motion: Regents Holloway,
Stansberry, Howard, Hibler, Ryerson, Poag
Voting
against the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
(Continued)
D. BUILDING COMMITTEE REPORT
4. Northwestern
R.
#96 –
Regent Holloway made the motion, seconded
by Regent Ryerson, to approve the purchase of asphalt for the
Voting
for the motion: Regents Holloway,
Ryerson, Howard, Hibler, Stansberry, Poag
Voting
against the motion: None
5.
a. R. #97 - STUDENT HOUSING
CONSTRUCTION RENOVATION-PROJECT #2300044 - PONTOTOC RESIDENCE HALL RENOVATION
Regent
Holloway made the motion, seconded by Regent Howard, to accept the final
completion of the Pontotoc Hall renovation for a total cost of $2,334,667,
including change orders totaling $191,667. Students occupied the facility at the start
of the 2004 fall semester and all punch list items have been completed. (Revenue Bonds and Section 13/New
College Funds)
Voting
for the motion: Regents Holloway,
Howard, Hibler, Ryerson, Stansberry, Poag
Voting against the motion:
None
b. FINE
ARTS CENTER UPDATE AND PRESENTATION-INFORMATIONAL ITEM-PROJECT #2300038
INFORMATIONAL ITEM
President
Cole provided the Board copies of the Schematic Design Report of the
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
(Continued)
D. BUILDING COMMITTEE REPORT
5.
c. PURCHASE
OF PROPERTY- PROJECT #2300031 INFORMATIONAL ITEM
ECU has purchased
property known as 902 East 10 which is adjacent to the campus. The legal
description is: All of Lot 10, Block 6, Donaghey Addition,
d. WOMEN'S ATHLETIC FACILITY- PROJECT
#2300046 INFORMATIONAL ITEM
Update on the Women's Athletic Facility includes: ECU has contracted with the Department of Central Services Construction and Properties Division to manage the architect selection and bid process at a cost of $41,800. (Student Activity Facility Fees Funds)
E. PERSONNEL COMMITTEE REPORT – Chair
Richard Ryerson
R. #98 –
SCHEDULE FOR PRESIDENTS’ INFORMAL EVALUATIONS
(Attachment
D, Pages 58-59)
Regent Ryerson made the motion, seconded by Regent Hibler, to approve
the following schedule for the three (3) presidential evaluations in 2005:
February 2005 Meeting
–
April
2005 –
May 2005 Meeting –
Voting
for the motion: Regents Ryerson,
Hibler, Howard, Holloway, Stansberry, Poag
Voting against
the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
(Continued)
E. PERSONNEL COMMITTEE REPORT
R. #99 –
PROCEDURES FOR PRESIDENTS’ INFORMAL EVALUATIONS
Regent
Ryerson made the motion, seconded by Regent Stansberry, to approve the
following procedures regarding the three (3) presidential evaluations in 2005:
1. Each of the three presidents will update their written summary of evaluation materials which was previously provided to the Board. The summary will include a discussion of goals to be accomplished in 5 to 10 years in addition to short range goals. The summary should be submitted to Regents and the Administrative Office thirty (30) days prior to the evaluation.
2. The format of the evaluation meeting will be a twenty (20) minute informal presentation from the president highlighting but not repeating his written materials. Presidents may make their presentation in any format they choose. The presentation will be followed by a 20-30 minute question and answer period with the Board, followed by feedback from the Board to the President for 15 minutes.
3. At the conclusion of the meeting, Regents will submit their written notes to the Executive Director who will prepare a written evaluation and timely distribute it to each president. Each President will have the opportunity to submit a written rebuttal to the evaluation.
4. The Executive Director will write a letter to each of the presidents to be evaluated delineating the evaluation procedures which have been approved by the Board.
Voting
for the motion: Regents Ryerson,
Stansberry, Howard, Hibler, Holloway, Poag
Voting
against the motion: None
IV. REPORT OF BOARD COMMITTEE PROCEEDINGS
(Continued)
E. PERSONNEL COMMITTEE REPORT
R. #100 –
EMPLOYMENT OF STAFF AUDITOR
Regent
Ryerson made the motion, seconded by Regent Hibler, to approve the employment
of Lou Ann Porter in the position of staff
auditor for the Board effective November 15, 2004 at an annual salary of
$31,000.00 plus benefits, to serve at the will of the Board.
Voting
for the motion: Regents Ryerson,
Hibler, Howard, Holloway, Stansberry, Poag
Voting
against the motion: None
V. PRESIDENTS’
RECOMMENDATIONS
A. R. #101 -
Regent
Hibler made the motion, seconded by Regent Howard, for approval of the
President’s Recommendations for
(Attachment E, Pages 60-63)
Voting
for the motion: Regents Hibler,
Howard, Ryerson, Holloway, Stansberry,
Poag
Voting
against the motion: None
B. R. #102 –
Regent
Stansberry made the motion, seconded by Regent Howard, for approval of the
President’s Recommendations for the
Voting
for the motion: Regents Stansberry,
Howard, Hibler, Ryerson, Holloway, Poag
Voting against the motion:
None
V. PRESIDENTS’
RECOMMENDATIONS (Continued)
C. R. #103 – SOUTHWESTERN
Regent
Ryerson made the motion, seconded by Regent Holloway, for approval of the
President’s Recommendations for
Voting for
the motion: Regents Ryerson,
Holloway, Howard, Hibler, Stansberry, Poag
Voting against the motion:
None
President Hays stated that an
Economic Development Sales Tax Proposal consisting of three elements, one which
included scholarship funds for Southwestern Oklahoma State University of
approximately $729,000.00 over a period of 5 ½ years, was authorized by the
City of Weatherford and received a resounding approval from the people of
Weatherford. With the passage of this
sales tax initiative, the City of
D. R. #104 – SOUTHEASTERN
Regent
Stansberry made the motion, seconded by Regent Hibler, for approval of the
President’s Recommendations for
Voting
for the motion: Regents Stansberry,
Hibler, Howard, Ryerson, Holloway, Poag
Voting against the motion:
None
E. R. #105 – NORTHEASTERN
Regent Howard made the motion,
seconded by Regent Ryerson, for approval of the President’s Recommendations for
Voting
for the motion: Regents Howard,
Ryerson, Hibler, Holloway, Stansberry, Poag
Voting against the motion:
None
V. PRESIDENTS’
RECOMMENDATIONS (Continued)
F. R. #106 – NORTHWESTERN
Regent Ryerson made the motion, seconded
by Regent Hibler, for approval of the President’s Recommendations for
(Attachment J, Pages 134-136)
Voting
for the motion: Regents Ryerson,
Hibler, Howard, Holloway, Stansberry, Poag
Voting
against the motion: None
Regent
Stansberry left the meeting at 10:25 a.m.
VI. PRESIDENTS’ COUNCIL REPORT –
President Beran provided the Board with the
following informational articles:
1. To Use Graduation Rates
to Measure Excellence, You Have to Do Your Homework, The Chronicle of Higher
Education, October 22, 2004
2. Graduation Rates Called
a Poor Measure of Colleges, The Chronicle of Higher Education, April 2,
2004
3. High Schools Fail to Prepare Many Students for College, The Chronicle of Higher Education, March 21, 2003
4. How Can Colleges Prove They’re Doing Their Jobs? The Chronicle Review, November 11, 2004
5. E-Learning: Myths and Lessons, NCHEMS News, October 2004
6. Not a First Lady, The Chronicle of Higher Education, November 5, 2004
President Johnson stated that the priorities of the Presidents’ Council legislative agenda for the upcoming year are:
1. Approval of the $500 million higher education capital bond issue.
2. Increasing allocations.
3. Identifying a permanent funding source for the Oklahoma Higher Learning Access Program (OHLAP) scholarships.
The order of the agenda changed to Item XI.
XI. CHAIR’S REPORT AND REGENTS’ COMMENTS
Board Chair Poag expressed appreciation to President Johnson for presenting information regarding the regional universities’ marketing materials that are being compiled. The materials will be useful talking points when the Regents talk with legislators, and helpful information for the legislative liaison and the regional institutions.
Regent Poag provided the Board with the results of the E-Survey that he sent to the Regents. He stated that as the Board continues to develop a marketing plan the information from the survey will be taken into consideration.
The order of the agenda resumed.
VII. NORTHWESTERN
Vanessa Gregory, President, Student Government Association, stated that Northwestern has many of the same activities as are found at other campuses, i.e., homecoming, football, basketball, and school newspapers. She shared a brief overview of the activities that are more specific to Northwestern.
· The International Student Organization Spanish Club is sponsoring a World Dinner in November to promote cultural diversity in the community and with students on the campus.
· The NWOSU Art Society, a new organization sponsored by Presidential Partners, showcased faculty and students’ paintings, crafts and quilts in the library.
· The theatre program has increased in participation and there has been great improvement in the areas of set design and lighting.
· The music department continues to grow; the chorale and band programs both have good participation.
· The science department participates in a CD Challenge that is sponsored by Presidential Partners. The students are given 10 CDs to build a tower, bridge and ramp and the winner is awarded book store bucks.
·
Through a partnership with the
· The Student Government Association sponsors the following activities:
Ø Howdy Week – held the first week of classes in the fall, opportunity for students to get acquainted, play games, and win prizes.
Ø Haunted House – five campus organizations participate, opportunity for the organizations to raise money, and provides entertainment for the community.
VII. NORTHWESTERN
Ø Headliners and Students – provides student contact with university leaders.
Ø Clash of the Talents – open to NWOSU students only, creates opportunity for talented students to shine and win prize money.
Ø Bahama Breakaway – spring activity held downtown with the Chamber of Commerce providing the food, a time for students to relax, have fun, and win prizes.
· The Enid and Woodward campuses have started student organizations, through ITV the three campuses can meet so no one is left out. All the campuses participate in homecoming activities.
Board Chair Steve Poag thanked Ms. Gregory for her time and providing the Board with useful information.
VIII. NORTHWESTERN
Jane McDermott, Director, presented the Northwestern Oklahoma State University Foundation report for the one-year period ending June 30, 2004.
· Assets total approximately $13.5 million
·
Endowment investments total $7.7 million
·
Interest
earning assets in excess of $14 million
·
Total giving
last year approximately $1.1 million
·
University
support in excess of $1.2 million last year
·
New
scholarship endowments total $128,273
·
Custodial
gifts total $600,503
·
New
endowed chair funds total $341,312
·
Restricted
specified funds total $6,863
·
Restricted
unspecified funds total $25,993
·
Restricted
operating capital total $4,275
IX. NEW BUSINESS
None
X. EXECUTIVE
DIRECTOR’S REPORT
XI. CHAIR’S
REPORT AND REGENTS’ COMMENTS
Item
XI follows item VI on the agenda.
XII. R. # 107 – ADJOURNMENT
Regent Ryerson
made the motion, seconded by Regent Howard, to adjourn the meeting at 10:45
a.m.
Voting
for the motion: Regents Ryerson,
Howard, Hibler, Holloway, Poag
Voting
against the motion: None
Submitted by:
_______________________________ ________________________________
Stephen A. Poag Mark A. Stansberry
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
9:00 a.m., January 21, 2005, Regional University System of Oklahoma
Administrative Office,