OKLAHOMA COLLEGES
MINUTES
Marriott Waterford Hotel
TABLE
OF CONTENTS
Minutes of September 25-26, 2005............................................................................... 1-
MINUTES
Sunday, September 25, 2005, 12:00 p.m.
Monday, September 26, 2005, 8:00 a.m.
Waterford Marriott Hotel
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 12:00 p.m., September 25, 2005
and 8:00 a.m., September 26, 2005, Waterford Marriott Hotel,
II. CALL TO ORDER AND REGENTS’ ROLL CALL
Board Chair Holloway called the meeting to order. Roll call established the presence of a quorum with five Regents present.
Ann Holloway, Chair, Position 7
Steve Poag, Regent, Position 1
Richard Ryerson, Regent, Position 6
Mark Stansberry, Regent, Position 8
Sandy Garrett, Regent, Position 9
II. CALL TO ORDER AND REGENTS’ ROLL CALL (Continued)
A. R. #34 – EXCUSE ABSENT REGENT
Regent
Stansberry made the motion, seconded by Regent Garrett, to excuse Regents Belva
Howard, Position 2, Joe Anna Hibler, Position 3, Jan Gordon, Position 4 and
Mickey Thompson, Position 5.
Voting
for the motion: Regents Stansberry,
Garrett, Poag, Ryerson, Holloway
Voting against the motion:
None
Regent Howard arrived at 3:00 p.m.
Regent Gordon arrived at 3:50 p.m.
B. INTRODUCTION
OF GUESTS
Dr. Trower was very highly
recommended to us. She has worked with many, many governing boards in
higher education and her work has been a catalyst for changing how regents and
presidents think and how they govern.
Dr. Trower earned a doctorate in Higher
Education Administration at the
GUESTS
Dr. Cathy Trower, Retreat Facilitator
II. CALL TO ORDER
AND REGENTS’ ROLL CALL
(Continued)
OTHERS PRESENT
University Presidents
Bill Cole, President,
Larry Williams, President,
Northeastern
Paul Beran, President, Northwestern
Glen Johnson, President,
Southeastern
John Hays, President, Southwestern
Roger Webb, President,
Board Administrative Staff
Pat Shiflett, Executive Assistant
III. GOVERNANCE AS LEADERSHIP – Dr. Cathy
Trower, Facilitator
§ Why Do Some Boards Under-perform?
Dr. Trower stated that some of the symptoms of underperformance by a board are disengagement, micro-management, dysfunctional dynamics, and confusion over roles and responsibilities. The retreat participants submitted a response as to why they thought non-profit boards under-perform which was used as a backdrop for the retreat.
§ Governance Modes: Fiduciary, Strategic and Generative
Dr. Trower presented the following information on the three modes of governance:
1. Fiduciary
· Board’s central purpose is stewardship of tangible assets
· Board’s principle role is sentinel
III. GOVERNANCE AS LEADERSHIP (Continued)
§ Governance Modes: Fiduciary, Strategic and Generative
1. Fiduciary Mode
· Board’s core work is a) ensure efficient and appropriate use of resources, b) ensure legal compliance and fiscal responsibility, c) oversee operations, and d) select and evaluate CEO.
2. Strategic Mode
· Board’s central purpose is strategic partnership with senior management
· Board’s principle role is strategist
· Board’s core work is a) scan internal and external environments, b) resolve priorities, c) review and modify strategic plan, and d) monitor performance.
3. Generative Mode
· Board’s central purpose is a source of leadership for the organization
· Board’s principle role is sense maker
· Board’s core work is a) discern issues, b) direct organizational attention, and c) reconcile value propositions.
§ Mutual Expectations
The Regents and Presidents divided into separate groups and discussed the following questions:
· What specifically could (or does) the other group do that would enable you to fulfill your responsibilities even more effectively?
· What is the most difficult aspect of the other group’s role?
· What makes for great leadership, presidential or board?
· For what are you most grateful with respect to the other group?
Each group summarized key points and reported on similarities, differences, and practical implications.
III. GOVERNANCE AS LEADERSHIP (Continued)
The Board Chair declared a break at 2:20 p.m. The meeting
reconvened at 2:35 p.m.
§ Creating Cohesion
Regents and presidents engaged in several interactive exercises to identify the hallmark characteristics of units that work well together, and considered how to apply this knowledge as they work together.
The Board recessed at 6:00 p.m.
CONTINUED MEETING
September 26, 2005, 8:00 a.m.
IV. CALL TO ORDER AND REGENTS’ ROLL CALL
Board Chair Holloway called the meeting to order. Roll call established the presence of a quorum with eight Regents present.
Ann Holloway, Chair, Position 7
Steve Poag, Regent, Position 1
Belva Howard, Regent, Position 2
Joe Anna Hibler, Regent, Position 3
Jan Gordon, Regent, Position 4
Richard Ryerson, Regent, Position 6
Mark Stansberry, Regent, Position 8
Sandy Garrett, Regent, Position 9
GUESTS
Edward
Professors (AAUP),
Steve Kreidler, Executive Vice President for
Administration
OTHERS PRESENT
University Presidents
Bill Cole, President,
Larry Williams, President,
Northeastern
Paul Beran, President, Northwestern
IV. CALL TO ORDER
AND REGENTS’ ROLL CALL
(Continued)
OTHERS PRESENT
University Presidents
John Hays, President, Southwestern
Steve Kreidler, Executive Vice President for Administration, University of
Central Oklahoma,
Board Administrative Staff
Pat Shiflett, Executive Assistant
V. MINUTES OF PREVIOUS MEETING
R. #35 – MINUTES OF JULY 29, 2005
Regent Poag made
the motion, seconded by Regent Ryerson, to approve the minutes of the July 29, 2005 regular
meeting.
Voting for the
motion: Regents Poag, Ryerson,
Howard, Hibler, Gordon, Stansberry, Garrett, Holloway
Voting against
the motion: None
VI. REPORT
OF BOARD COMMITTEE PROCEEDINGS
A. ACADEMIC
AFFAIRS COMMITTEE REPORT – Chair Steve Poag
(Attachment A, Pages 30-31)
Regent Poag made the motion, seconded by Regent Howard,
to approve the following academic affairs committee items submitted by
submitted by
1. Northwestern
R. #36 – INTERLOCAL
COOPERATIVE AGREEMENT
Enter into an Interlocal Cooperative
Agreement between the Oklahoma Department of Corrections and
VI. REPORT
OF BOARD COMMITTEE PROCEEDINGS
A. ACADEMIC AFFAIRS COMMITTEE REPORT
R.
#36
treatment services at the
2.
R. #37 – MASTER OF SCIENCE IN ATHLETIC
TRAINING
Submission
of a new program proposal for the Master of Science in Athletic Training. The program was developed by the Department
of Kinesiology and Health Studies and has been reviewed through appropriate
channels at the university including the college, Academic Affairs, and the
President. The proposal has gone through
the Letter of Intent process with the OSRHE for the
B. BUILDING COMMITTEE
REPORT – Chair Richard Ryerson
(Attachment B, Pages 32-51)
Regent Ryerson
made the motion, seconded by Regent Gordon, to approve the following building committee
items submitted by Northwestern Oklahoma State University, Northeastern State
University, Southeastern Oklahoma State University, Southwestern Oklahoma State
University, East Central University and the University of Central Oklahoma:
1. Northwestern
R. #38 – REAL PROPERTY LEASE AGREEMENT
Lease
agreement with
VI. REPORT
OF BOARD COMMITTEE PROCEEDINGS
(Continued)
B. BUILDING COMMITTEE REPORT
2. Northeastern
a. R. #39 – AMENDMENT TO BROKEN ARROW LEASE AGREEMENT
Ratification of Amendment to Lease Agreement between the City of
2. Northeastern
b. R. #40 -
PERFORMANCE ENERGY CONTRACT SEMPRA ENERGY SERVICES - PROJECT #4850010
Change Order #1 – Increase in the
amount of $126,326 to purchase and install an exterior boiler for the existing
3. Southeastern
a. R. #41 – REAL
PROPERTY LEASE
Authorize the President to execute the Real Property Lease by and
between the University and the Southeastern Foundation, Inc., subject to
approval by the Regional University System of Oklahoma General Counsel, for
approximately 79.5 acres adjacent to the softball complex located on
VI. REPORT
OF BOARD COMMITTEE PROCEEDINGS
(Continued)
B. BUILDING COMMITTEE REPORT
3. Southeastern
b. R. #42 – POLICY
WAIVER
Waive policy 5.10.1 - Policies on
President Johnson requested
that the information regarding naming the center the
4. Southwestern
a. R. #43 - MEMORIAL STUDENT UNION
PROJECT #6650023
Bids
awarded since the last Board meeting:
Bid
18 – Terrazzo Flooring-Southwest Terrazo, Inc.
Bid
21 – Elevator-Thyessenkrupp Elevator
Bid
51 – Lighting Equipment-Emsco Electric Supply
Bid
53 – Carpet-Commercial Floors Direct
b. R. #44 – DECLARATION OF EASEMENT
Declaration
of Easement between
VI. REPORT
OF BOARD COMMITTEE PROCEEDINGS
(Continued)
B. BUILDING COMMITTEE REPORT
4. Southwestern
c. R. #45 –
Bid
and award the
5.
a. R. #46 -
Solicit bids for the construction of the
b. R.
#47 – MICKEY MCBRIDE GYMNASIUM ROOF
REPAIRS - PROJECT #2300013
Contract award to Coates Roofing Company, Inc. of Seminole,
VI. REPORT
OF BOARD COMMITTEE PROCEEDINGS
(Continued)
B. BUILDING COMMITTEE REPORT
5.
c. R.
#48 - ATHLETIC FACILITIES MASTER PLAN
PROJECT
#2300024
After
approval was given at the January 21, 2005 meeting and following established
guidelines and procedures, ECU received ten letters of interest and selected
three architect firms to interview. The three firms interviewed were
6.
a. Projects
R. #49 - Roof Repair and Replacement
Project #1200043
Final Completion of the Broncho III (IV) Roof Replacement project
with Metro Roofing, Inc. as completed on August 19, 2005. The total cost of the contract is $21,525. The Board approved the project
1) R. #50 - WANTLAND STADIUM IMPROVEMENTS-SPORTS
COMPLEX FLINTCO, INC. - PROJECT #1200032
Change Order # 3
in the amount of $59,287 for rerouting primary electric in conjunction with
VI. REPORT
OF BOARD COMMITTEE PROCEEDINGS
(Continued)
B. BUILDING COMMITTEE REPORT
6.
b. Change Orders
2) R. #51 - WANTLAND STADIUM IMPROVEMENTS-SPORTS
COMPLEX FLINTCO, INC. - PROJECT #1200032
Change Order #4 in the amount
of $138,083 for east side curb and gutter, additional upper deck seating,
revisions to grading at west and south areas, add secondary roofing to
concourse, and additional concourse
level roof hatches. Board approved the project June 2003. (R#219) (Student Facility Fees, Private
Funds, Rental Revenue)
3) R. #52 - WANTLAND STADIUM IMPROVEMENTS SPORTS
COMPLEX FLINTCO, INC. - PROJECT #1200032
Change
Order #5 in the amount of $129,975 for stadium signage and graphics, revisions
to west field drainage systems, modify plaza configuration and modify
scoreboard speaker platform. Board approved the project June 2003. (R#219) (Student Facility Fees, Private
Funds, Rental Revenue)
4) R. #53 - WANTLAND STADIUM
IMPROVEMENTS-SPORTS COMPLEX UTILITIES PROJECT
FLINTCO, INC.
PROJECT #1200032
Change
Order #1 in the amount of $49,486 for water meter pit changes, water line size
increases and to extend the sanitary sewer line and manhole locations to meet
requirements of City of Edmond. Board approved the project June 2003.
(R#219) (Student Facility Fees, Private Funds, Rental Revenue)
VI. REPORT
OF BOARD COMMITTEE PROCEEDINGS
(Continued)
B. BUILDING COMMITTEE REPORT
6.
b. Change Orders
5) R. #54 - WANTLAND STADIUM
IMPROVEMENTS-SPORTS COMPLEX
UTILITIES
PROJECT - FLINTCO, INC. PROJECT #1200032
Change Order #2 in the amount
of $12,704 for costs associated with line conflicts, extended boring length of
sanitary sewer and storm line on east. Board approved the project June
2003. (R#219) (Student Facility Fees,
Private Funds, Rental Revenue)
6) R. #55 - HOWELL HALL SCIENCE LABORATORIES - J.L.
PROJECT #1200010
Change Order #1 in the amount
of $14,344 for extensions to water, gas and vent lines to meet existing
connections not installed per record drawings.
Board approved the project February 2005. (R#163) (Private Gift and
E&G Funds)
7) R. #56 - PARKING, SIDEWALKS, LIGHTS & LANDSCAPING DIVERSIFIED
CONSTRUCTION PROJECT #1200013
Change
Order #1 which includes three items.
Item 1 is acceptance of Bid additive Alternate Number Eight in the
amount of $6,750 for sidewalks and gravel.
This increases the project Base Contract amount to $134,346. Item 2 and 3 are in the amount of $5,168 and
provide overtime labor for early completion of the project and for a cast stone
sign to read “
VII. PRESIDENTS’
RECOMMENDATIONS
A. R.
#57 - NORTHWESTERN
Regent
Gordon made the motion, seconded by Regent Ryerson, for approval of the
President’s Recommendations for
Voting
for the motion: Regents Gordon,
Ryerson, Poag, Howard, Hibler, Stansberry, Garrett, Holloway
Voting
against the motion: None
B. R. #58 -
Regent Poag made the motion,
seconded by Regent Garrett, for approval of the President’s Recommendations for
Voting
for the motion: Regents Poag,
Garrett, Howard, Hibler, Gordon, Ryerson, Stansberry, Holloway
Voting
against the motion: None
C. R. #59 -
Regent
Hibler made the motion, seconded by Regent Garrett, for approval of the
President’s Recommendations for the
Voting
for the motion: Regents Hibler,
Garrett, Poag, Howard, Gordon, Ryerson, Stansberry, Holloway
Voting
against the motion: None
D. R. #60 - SOUTHWESTERN
Regent Stansberry
made the motion, seconded by Regent Howard, for approval of the President’s
Recommendations for
VII. PRESIDENTS’ RECOMMENDATIONS (Continued)
D. R.
#60
Voting
for the motion: Regents Stansberry,
Howard, Poag, Hibler, Gordon, Ryerson, Garrett, Holloway
Voting
against the motion: None
E. R. #61 - NORTHEASTERN
Regent Ryerson made the
motion, seconded by Regent Stansberry, for approval of the President’s
Recommendations for
Voting
for the motion: Regents Ryerson,
Stansberry, Poag, Howard, Hibler, Gordon, Garrett, Holloway
Voting
against the motion: None
F. R. #62 - 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, Poag, Howard, Gordon, Ryerson, Garrett, Holloway
Voting
against the motion: None
R. #63 –
RESOLUTION
Regent Garrett made the motion, seconded by Regent
Poag, to approve a resolution from the Board, to be presented to Grady
Pennington upon the dedication of and naming of the
Voting
for the motion: Regents Garrett,
Poag, Howard, Hibler, Gordon, Ryerson, Stansberry, Holloway
Voting against
the motion: None
VII. PRESIDENTS’ RECOMMENDATIONS (Continued)
F. SOUTHEASTERN
President Johnson requested that the Board
prepare a resolution for Grady Pennington, to be presented at the dedication of
the
He also requested that the information regarding naming
the center the
VIII. PRESIDENTS’ COUNCIL REPORT –
No report
IX. EXECUTIVE
DIRECTOR’S REPORT
Sheridan
McCaffree stated that the administrative office now has direct phone
lines. She also stated that if anyone
would like to have the CD,
X. CHAIR’S REPORT
§
Regent
Holloway stated that three Regents and the Executive Director attended the
Regents’ Education Program held on September 21, 2005.
§
Regent
Holloway congratulated Dr. Cole on being inducted into the Oklahoma Educator’s
Hall of Fame.
§
Regent
Holloway stated she would like to change the date of the October Board meeting
and committee meetings to Thursday, October 13, 2005. The Friday, October 14, 2005 meeting date is
in conflict with the first Oklahoma Women in Higher Education Conference that
several of the women would like to attend. The consensus of the Board was to reschedule
the Board meeting and committee meetings for Thursday, October 13, 2005.
XI. REGENTS’ COMMENTS AND ANNOUNCEMENTS
None
XII. NEW BUSINESS
None
The Board Chair declared a break at 8:35 a.m. The meeting reconvened at 8:45 a.m.
XIII. CONTINUED GOVERNANCE AS LEADERSHIP
Each retreat participant answered the question: “What is the single most important question/issue that the Board and the Presidents will need to answer/work on together in the next 12-18 Months?” The response to the question was in the form of a question.
Each group reached a consensus on the key issue and answered the following questions:
§ What would be the single most persuasive evidence of success?
§ What does the Board of Regents need to do to help ensure this success?
§ What do the Presidents need to do to ensure success?
Each group was assigned one of the strategic priorities identified in an earlier session and asked to answer the following questions:
§ What are the key policy questions and strategic decisions presented by this issue or challenge?
§ Is the board currently well-organized to deal with the strategic priority?
§ If so, who should do what? If not, how might the board be better organized?
· What changes, if any, should be made in the board’s standing committee structure and the use of ad hoc groups?
· How should the work of these groups be coordinated with one another and with the strategic priorities?
· When and how should the ‘shelf life’ of committees and work groups be reviewed?
· What, if anything, is needed from the presidents?
Reports were given by each group on key policy questions and strategic decisions.
XIV. ADJOURNMENT
The meeting adjourned at 1:05 p.m.
Submitted by:
_______________________________ ________________________________
Ann Holloway Belva Howard
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 1:00 p.m., October 13, 2005,