Regional University System of Oklahoma June 2005 Minutes

TABLE OF CONTENTS

Agenda of June 16, 2005........................................................................................... 1-13

Minutes of June 16, 2005......................................................................................... 14-33

Attachments to Minutes.......................................................................................... 34-148

MINUTES

Thursday, June 16, 2005, 11:00 a.m.

University of Central Oklahoma

Evans Hall, Great Room

Edmond, 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 11:00 A.M., June 16, 2005, University of Central Oklahoma, Evans Hall, Great Room, Edmond, Oklahoma. Notice of the meeting had been properly filed with the Secretary of State June 6, 2005, and a copy of the Agenda posted by 11:00 a.m., June 15, 2005 in compliance with the Open Meeting Act.

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 five Regents present.

Steve Poag, Chair, Position 1

Ann Holloway, Vice Chair, Position 7

Mark Stansberry, Secretary, Position 8

Belva Howard, Regent, Position 2

Richard Ryerson, Chair, Position 6

Regent Gordon arrived at 11:55 a.m.

III. CALL TO ORDER AND REGENTS’ ROLL CALL (Continued)

R. #279 – EXCUSE ABSENT REGENTS

Regent Stansberry made the motion, seconded by Regent Howard, to excuse Regents Joe Anna Hibler, Position 3, Mickey Thompson, Position 5 and Sandy Garrett, Position 9.

Voting for the motion: Regents Stansberry, Howard, Ryerson, Holloway, Poag

Voting against the motion: None

GUESTS

Beth Gollob, Daily Oklahoman, Oklahoma City, Oklahoma

Blair Bradley, Reporter, KCSU TV, University of Central Oklahoma,

Edmond, Oklahoma

Steve Kreidler, Executive Vice President for Administration, University

of Central Oklahoma, Edmond, Oklahoma

David Koehn, Comptroller, University of Central Oklahoma, Edmond,

Oklahoma

Jean Benson, Associate Director of Financial Services, Budget Office,

University of Central Oklahoma, Edmond, Oklahoma

Cynthia E. Rolfe, Assistant to the President/Vice President of Information

Technology, University of Central Oklahoma, Edmond, Oklahoma

Jeff Harp, Director, Department of Public Safety, University of Central

Oklahoma, Edmond, Oklahoma

Charlie Johnson, News Bureau Director, University of Central Oklahoma,

Edmond, Oklahoma

Myron Pope, Vice President of Enrollment Management, University of

Central Oklahoma, Edmond, Oklahoma

Patricia LaGrow, Assistant Vice President of Academic Affairs, University

of Central Oklahoma, Edmond, Oklahoma

Kristen Ford, Executive Administrative Assistant, University of Central

Oklahoma, Edmond, Oklahoma

Ron Bussert, Vice President for Fiscal Affairs, East Central University,

Ada, Oklahoma

Duane Anderson, Vice President for Academic Affairs, East Central

University, Ada, Oklahoma

C.J. Vires, Director of Grants/Research Information Center, East Central

University, Ada, Oklahoma

Kim Cherry, Vice President for Administration, Northeastern State

University, Tahlequah, Oklahoma

III. CALL TO ORDER AND REGENTS’ ROLL CALL (Continued)

GUESTS

Janet Cunningham, Executive Vice President, Northwestern Oklahoma

State University, Alva, Oklahoma

Steve Lohmann, Vice President for Academic Affairs, Northwestern

Oklahoma State University, Alva, Oklahoma

Steve Valencia, Director of Public Relations, Northwestern Oklahoma

State University, Alva, Oklahoma

Jesse Snowden, Vice President for Academic Affairs, Southeastern

Oklahoma State University, Durant, Oklahoma

Ross Walkup, Vice President for Business Services, Southeastern

Oklahoma State University, Durant, Oklahoma

Sharon Berish, Vice President for Student Services, Southeastern

Oklahoma State University, Durant, Oklahoma

Jeff Hale, Assistant Vice President for Enrollment Management and

Marketing, Southeastern Oklahoma State University, Durant, Oklahoma

Debbie Smarr, Assistant to the President, Southeastern Oklahoma State

University, Durant, Oklahoma

Tom Fagan, Vice President for Administration and Finance, Southwestern

Oklahoma State University, Weatherford, Oklahoma

Blake Sonobe, Chairman, Chemistry Department, Southwestern

Oklahoma State University, Weatherford, Oklahoma

OTHERS PRESENT

University Presidents

Roger Webb, President, University of Central Oklahoma, Edmond,

Oklahoma

Bill Cole, President, East Central University, Ada, Oklahoma

Paul Beran, President, Northwestern Oklahoma State University, Alva,

Oklahoma

Larry Williams, President, Northeastern State University, Tahlequah,

Oklahoma

Glen Johnson, President, Southeastern Oklahoma State University,

Durant, Oklahoma

John Hays, President, Southwestern Oklahoma State University,

Weatherford, Oklahoma

III. CALL TO ORDER AND REGENTS’ ROLL CALL (Continued)

OTHERS PRESENT

Board Administrative Staff

Sheridan A. McCaffree, Executive Director

Charlie Babb, General Counsel

Kathleen Shannonhouse, Director of Internal Auditing

Pat Shiflett, Administrative Assistant

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS

A. UNIVERSITY OF CENTRAL OKLAHOMA UNIVERSITY

(Attachment A, Pages 34-52)

1. R. #280 – BUDGET REVIEW

Regent Ryerson made the motion, seconded by Regent Stansberry, to approve the FY-2006 Budget for the University of Central Oklahoma as presented by President Webb. President Webb was assisted with the presentation of the budget by Steve Kreidler, Executive Vice President for Administration.

Voting for the motion: Regents Ryerson, Stansberry, Howard, Holloway, Poag

Voting against the motion: None

2. R. #281 - PRESIDENT’S RECOMMENDATIONS

Regent Howard made the motion, seconded by Regent Ryerson, to approve the President’s Recommendations for the University of Central Oklahoma as presented by President Webb.

Voting for the motion: Regents Howard, Ryerson, Holloway, Stansberry, Poag

Voting against the motion: None

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

A. UNIVERSITY OF CENTRAL OKLAHOMA UNIVERSITY

3. BUILDING COMMITTEE

Regent Holloway made the motion, seconded by Regent Ryerson, to approve the following Building Committee items submitted by the University of Central Oklahoma:

a. R. # 282 - RENEWAL OF CONTRACTS-ON CALL CONSULTANTS-SMALL PROJECT DESIGN AND CONSTRUCTION DOCUMENTATION.

Renew contracts with On-Call Consultants to provide professional services based upon hourly rates that will be jointly established and to perform professional services with an annual limit not to exceed $50,000 for each design consultant during one year per current State Statutes. The terms of the contracts will be one year with options to renew for up to two additional years (third of five-year term). Consultants will perform work on an as needed basis and will not generate fee costs unless authorized in advance, in writing and with the approval of the Vice President for Administration. Board approved the selection July 25, 2003 (R#12)

b. R. #283 - CAMPUS CAPITAL MASTER – DESIGN SERVICES - PROJECT #1200057

In accordance with the State Consultant Selection procedure, twenty five firms submitted proposals to provide campus master plan services. The Selection Committee met, reviewed the documents provided by the State and submitted by the firms and conducted interviews with five firms. Those firms were Rees Associates, Inc., Beck Design, ADG Architectural Design Group, Inc., Allen Brown Architects, LLC/SASAKI, Matrix Architects Engineers Planners, Inc.

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

A. UNIVERSITY OF CENTRAL OKLAHOMA UNIVERSITY

3. BUILDING COMMITTEE

b. R. #283

Enter into a contract with Rees Associates. Inc. Board approved solicitation of proposals January 21, 2005. (R#126) (Section 13/Offset and E&G Funds)

c. R. #284 - HEALTH AND SAFETY PROJECTS PROJECT #1200060

Fund, design, bid and award contract to lowest responsible bidder for the Art Building modifications and HVAC improvements for Jewelry, Ceramics and Photography areas. Project budget is $100,000. (Section 13/Offset Funds)

d. R. #285 - HEALTH AND SAFETY PROJECTS PROJECT #1200060

Fund, design, bid and award contract to lowest responsible bidder(s) for safety improvements to Wantland Hall for the Art Department metal working area. Project budget is $50,000. (Section 13/Offset Funds)

e. R. #286 - HEALTH AND SAFETY PROJECTS PROJECT #1200060

Fund, design, bid and award contract to lowest responsible bidder for dust collection, safety improvements and voice notification alarm system to Mitchell Hall. Project budget is $100,000. (Section 13/Offset Funds)

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

A. UNIVERSITY OF CENTRAL OKLAHOMA UNIVERSITY

3. BUILDING COMMITTEE

f. R. #287 - HEALTH AND SAFETY PROJECTS PROJECT #1200060

Fund, design, bid and award contract(s) to lowest responsible bidder for Asbestos Abatement and Pipe Re-installation. Project budget is $50,000. (Section 13/Offset Funds, E&G Funds)

g. R. #288 - ROOF REPAIR AND REPLACEMENT- PROJECT #1200043

Fund, design, bid and award contract to lowest responsible bidder for Business Building and Hamilton Field House Roof repairs. Project budget is $200,000. (Section 13/Offset Funds)

h. R. #289 - PARKING, SIDEWALKS, LIGHTS AND LANDSCAPING PROJECT #1200013

Fund, design, bid and award Campus Landscaping and Irrigation project(s), Phase III. Project budget is $50,000. (Section 13/Offset Funds)

i. R. #290 - MAJOR REPAIRS AND DEFERRED MAINTENANCE PROJECT #1200027

Fund, design, bid and award contract to lowest responsible bidder for Communications Building Tuckpointing. Project Budget is $60,000. (E&G Funds)

j. R. #291 - HOWELL HALL RENOVATION

PROJECT #1200019

Fund, design, bid and award project(s) to lowest responsible bidder for Howell Hall Rooms 118 and 318. Project Budget is $60,000. (Section 13/Offset Funds)

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

A. UNIVERSITY OF CENTRAL OKLAHOMA UNIVERSITY

3. BUILDING COMMITTEE

Voting for the motion: Regents Holloway, Ryerson, Howard, Stansberry, Poag

Voting against the motion: None

The Board Chair declared a break at 11:55 a.m. The meeting reconvened at 12:25 p.m.

B. EAST CENTRAL UNIVERSITY (Attachment B, Pages 53-60)

1. R. #292 – BUDGET REVIEW

Regent Gordon made the motion, seconded by Regent Howard, to approve the FY-2006 Budget for East Central University as presented by President Cole. President Cole was assisted with the presentation of the budget by Ron Bussert, Vice President for Fiscal Affairs, Duane Anderson, Vice President for Academic Affairs, and C.J. Vires, Director of Grants/Research Information Center.

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

Voting against the motion: None

2. R. #293 – PRESIDENT’S RECOMMENDATIONS

Regent Ryerson made the motion, seconded by Regent Gordon, to approve the President’s Recommendations for East Central University as presented by President Cole.

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

Voting against the motion: None

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

B. EAST CENTRAL UNIVERSITY

3. BUILDING COMMITTEE

Regent Holloway made the motion, seconded by Regent Stansberry, to approve the following Building Committee items submitted by East Central University:

a. R. #294 - FINE ARTS CENTER

PROJECT #2300038

Bond Purchase Program Reimbursement Resolution allowing East Central University to proceed with the Fine Arts Center project prior to the availability of funds. (Private Funds, Revenue Bond Proceeds, Statewide Higher Education Bond Issue 2005, Federal Funds)

b. R. #295 - CRIMINAL JUSTICE SKILLS CENTER PROJECT #2300048

Bond Purchase Program Reimbursement Resolution allowing East Central University to proceed with the Criminal Justice Skills Center project prior to the availability of funds. (Private Funds, Revenue Bond Proceeds, Statewide Higher Education Bond Issue 2005, Federal Funds)

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 projects approved for the statewide Higher Education Bond Issue of 2005.

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

B. EAST CENTRAL UNIVERSITY

3. BUILDING COMMITTEE

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

Voting against the motion: None

C. NORTHEASTERN STATE UNIVERSITY

(Attachment C, Pages 61-78)

1. R. #296 - BUDGET REVIEW

Regent Holloway made the motion, seconded by Regent Howard, to approve the FY-2006 Budget for Northeastern State University as presented by President Williams. President Williams was assisted with the presentation of the budget by Kim Cherry, Vice President for Administration.

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

Voting against the motion: None

2. R. #297 – PRESIDENT’S RECOMMENDATIONS

Regent Gordon made the motion, seconded by Regent Stansberry, to approve the President’s Recommendations for Northeastern State University as presented by President Williams.

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

Voting against the motion: None

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

D. NORTHWESTERN OKLAHOMA STATE UNIVERSITY (Attachment D, Pages 79-95)

1. R. #298 - BUDGET REVIEW

Regent Gordon made the motion, seconded by Regent Holloway, to approve the FY-2006 Budget for Northwestern Oklahoma State University as presented by President Beran. President Beran was assisted with the presentation of the budget by Janet Cunningham, Executive Vice President, Steve Lohmann, Vice President for Academic Affairs, and Steve Valencia, Director of Public Relations.

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

Voting against the motion: None

2. R. #299 - PRESIDENT’S RECOMMENDATIONS

Regent Gordon made the motion, seconded by Regent Howard, to approve the President’s Recommendations for Northwestern Oklahoma State University as presented by President Beran.

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

Voting against the motion: None

3. BUILDING COMMITTEE

Regent Holloway made the motion, seconded by Regent Gordon, to approve the following Building Committee items submitted by Northwestern Oklahoma State University:

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

D. NORTHWESTERN OKLAHOMA STATE UNIVERSITY

3. BUILDING COMMITTEE

a. R. #300 - REMOVAL OF OKLAHOMA HALL

PROJECT #5050022

Fund, design, bid, and award a contract to the lowest responsible bidder for the Demolition of Oklahoma Hall project. The project cost is $250,000. (State Appropriation)

b. R. #301 - ALLOCATION AND ALLOTMENT FROM SECTION 13 AND NEW COLLEGE FUNDS

Physical Plant

Modification of HVAC.....................................................................$182,000

(includes equipment and master lease payments)

Major repairs and renovation for various campus buildings....... 20,300

________

TOTAL $202,300

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

Voting against the motion: None

The Board Chair declared a break at 2:40 p.m. The meeting reconvened at 2:55 p.m.

E. SOUTHEASTERN OKLAHOMA STATE UNIVERSITY

(Attachment E, Pages 96-110)

1. R. #302 - BUDGET REVIEW

Regent Ryerson made the motion, seconded by Regent Howard, to approve the FY-2006 Budget for Southeastern Oklahoma State University as presented by President Johnson.

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

E. SOUTHEASTERN OKLAHOMA STATE UNIVERSITY

1. R. #302

President Johnson was assisted with the presentation of the budget by Jesse Snowden, Vice President for Academic Affairs, Ross Walkup, Vice President for Business Services, Sharon Berish, Vice President for Student Services, Jeff Hale, Assistant Vice President for Enrollment Management and Marketing, and Debbie Smarr, Assistant to the President.

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

Voting against the motion: None

2. R. #303 - PRESIDENT’S RECOMMENDATIONS

Regent Gordon made the motion, seconded by Regent Stansberry, to approve the President’s Recommendations for Southeastern Oklahoma State University as presented by President Johnson.

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

Voting against the motion: None

The Board Chair declared a break at 3:45 p.m. The meeting reconvened at 4:00 p.m.

F. SOUTHWESTERN OKLAHOMA STATE UNIVERSITY

(Attachment F, Pages 111-130)

1. R. #304 - BUDGET REVIEW

Regent Ryerson made the motion, seconded by Regent Gordon, to approve the FY-2006 Budget for Southwestern Oklahoma State University as presented by President Hays. President Hays was assisted with the presentation of the budget by Tom Fagan, Vice President for Administration and Finance.

IV. BUDGET HEARINGS, PRESIDENTS’ RECOMMENDATIONS, AND COMMITTEE REQUESTS (Continued)

F. SOUTHWESTERN OKLAHOMA STATE UNIVERSITY

1. R. #304

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

Voting against the motion: None

2. R. #305 -PRESIDENT’S RECOMMENDATIONS

Regent Gordon made the motion, seconded by Regent Stansberry, to approve the President’s Recommendations for Southwestern Oklahoma State University as presented by President Hays.

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

Voting against the motion: None

3. BUILDING COMMITTEE

Regent Holloway made the motion, seconded by Regent Ryerson, to approve the following Building Committee items submitted by Southwestern Oklahoma State University:

a. R. #306 - MEMORIAL STUDENT UNION

PROJECT #6650023

Bids awarded to:

1) Window Wall Replacement awarded to C

BOARD OF REGENTS

OF

REGULAR BOARD MEETING

June 16, 2005