MINUTES

 

Thursday, May 17, 2007,8:30 a.m.

University of Central Oklahoma

Robert S. Kerr Room, Nigh University Center, Room 301

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 the Regional University System of Oklahoma met in regular session at 8:30 a.m., May 17, 2007, Robert S. Kerr Room, Nigh University Center, Room 301, University of Central Oklahoma, Edmond, Oklahoma.  Notice of the meeting had been properly filed with the Secretary of State, September 25, 2006, and a copy of the Agenda posted by 8:30 a.m., May 16, 2007 in compliance with the Open Meeting Act.

 

    II.               CALL TO ORDER AND REGENTS’ ROLL CALL

 

Chairman Stansberry called the meeting to order.  Roll call established the presence of a quorum with all Regents present.

 

Mark Stansberry, Chair, Position 8

Belva Howard, Vice Chair, Position 2

Joe Anna Hibler, Secretary, Position 3

Harold Jackson, Regent, Position 1

Jan Gordon, Regent, Position 4

Mickey Thompson, Regent, Position 5

Richard Ryerson, Regent, Position 6

Ann Holloway, Regent, Position 7

Sandy Garrett, Regent, Position 9

 

Chairman Stansberry asked President Webb to discuss the Robert S. Kerr Room.  President Webb said that the Kerr Foundation and the UCO Foundation worked together to honor Robert S. Kerr by designating a room at the Nigh University Center in his name which commemorates some of his many achievements.  Robert S. Kerr came from an impoverished rural background and rose to prominence as the founder of Kerr McGee Corporation and as Governor of Oklahoma.  One of his campaign slogans claimed, “I’m just like you - only I struck oil.”  Robert Kerr was elected to the U.S. Senate in 1948 and was called “The Uncrowned King of the Senate” by the Saturday Evening Post.  Robert S. Kerr was a great Oklahoman who often stressed the importance of public service and giving back to your community and your country.

 

GUESTS

 

Vice Chair Belva Howard recognized those in attendance:

 

University Presidents

 

Richard Rafes, President, East Central University, Ada, Oklahoma

Janet Cunningham, President, Northwestern Oklahoma State University, Alva, Oklahoma

Jessie Snowden, Interim President, Southeastern Oklahoma State University, Durant, Oklahoma

John Hays, President, Southwestern Oklahoma State University, Weatherford, Oklahoma

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

Kim Cherry, Acting President, Northeastern State University, Tahlequah, Oklahoma

 

Regional University System of Oklahoma Administrative Staff

 

Sheridan A. McCaffree, Executive Director

Charlie Babb, General Counsel

Kathleen Shannonhouse, Chief Audit Executive

Lynn Griswold, Finance Officer

Amy Briley, Executive Assistant

 

Others in Attendance

 

Duane Anderson, Provost and Vice President for Academic Affairs, East Central University

Diane Berty, Vice President for Student Development, East Central University

Tom Fagan, Vice President for Administration and Finance, Southwestern Oklahoma State University, Weatherford, Oklahoma

Mike Gibson, Cole and Reed

Anne Holzberlein, President, University of Central Oklahoma Foundation

Steve Kelley, Legislative Liaison, Kelley and Associates

Steve Kreidler, Vice President for Administration and Finance, University of Central Oklahoma, Edmond, Oklahoma

David Pecha, Vice President for Administration, Northwestern Oklahoma State University, Alva, Oklahoma

Myron Pope, Vice President of Enrollment Management and Assistant Vice President of Student Affairs, University of Central Oklahoma

Dr. Bill Radke, Provost and Vice President for Academic Affairs, University of Central Oklahoma

Cynthia Rolfe, Vice President of Information Technology, University of Central Oklahoma

Steve Turner, Interim Vice President for Administration, East Central University

Ross Walkup, Vice President for Business Services, Southeastern Oklahoma State University, Durant, Oklahoma

Neal Weaver, Vice President for University Relations, Northeastern State University

 

  III.               CONSENT DOCKET

 

Regent Ryerson made the motion, seconded by Regent Hibler, to approve the following items listed on the consent docket:

 

Voting for the motion:  Regents Jackson, Howard, Hibler, Gordon, Thompson, Ryerson, Holloway, Stansberry, Garrett

 

Voting against the motion:  None

 

A.                MINUTES OF PREVIOUS MEETINGS

 

R. #241 MINUTES OF MARCH 15, 2007

 

R. #242 MINUTES OF MARCH 31, 2007

 

R. #243 MINUTES OF APRIL 14, 2007

 

B.                ACADEMIC AFFAIRS COMMITTEE REPORT
Chair Sandy Garrett
(Attachment A, Pages 44-114)

 

1.                  R. #244 University of Central Oklahoma 

 

Add Bachelors of Arts in Dance Education.  This is a response to needs and increases within the public education system.

 

2.                  R. #245 East Central University

Renaming of Academic Schools

 

We recommend that the School of Education and Psychology, School of Humanities and Social Sciences, and School of Mathematics and Sciences should be renamed as College of Education and Psychology, College of Liberal Arts and Social Sciences, and College of Health and Sciences.

 

3.                  R. #246 Southeastern Oklahoma State University  

 

We are seeking approval of the following program modifications:

 

A.                Bachelor of Science in Occupational Safety and Health (058)

 

We request a change in the total credit hours from 58 to 56-58 and a degree program requirement change to allow Occupational Safety and Health students to take chemistry courses created for degree programs not requiring CHEM 1114 and 1214 beyond in place of CHEM 1315 and 1415. 

 

B.               Bachelor of Science in Recreation (041)

 

We request a change in total credit hours from 38 to 40 requiring HPER 3142, 3242, 4363, and 3852 as required coursework and changing elective hours from 10 to 3.

 

C.               Master of Education in Elementary Education – Reading Option (072)

 

We request a change in name to Reading Specialist, a change in Professional Education from 12 to 3 hours, a change in specialization component from 18 to 30 hours, and a change in program admission standards to meet International Reading Association standards and requirements for accreditation. 

 

4.                  R. #247 Southwestern Oklahoma State University 

 

A.                 A new Program Proposal for a Master of Science in Management.

 

B.                A new Program Proposal for an Associate of Applied Science in Criminal Justice.

 

C.                A Program Modification Request for other degree program modifications for the Bachelor of Science in Nursing.

 

D.                A Program Modification Request for a program suspension of the Bachelor of Arts in Education -- Social Science Education.

 

5.                  R. #248 Northeastern State University 

 

Program Modifications:

 

A.               Collegiate Scholarship and Services, M.S.

 

B.              Masters in Business Administration, M.B.A.

 

C.              Political Science, B.A.

 

D.              Speech, B.A.

 

E.               Accounting and Financial Analysis, M.S.

 

IV.               REPORT OF RUSO COMMITTEE PROCEEDINGS

 

A.                AUDIT AND FINANCE COMMITTEE REPORT

 

Report of the Audit and Finance Committee, Wednesday, May 16, 2007, 2:00 p.m., Nigh University Center, Room 423, University of Central Oklahoma.  (Attachment B, Pages 115-129)

 

1.                  R. #249 CO-SOURCING OF INTERNAL AUDIT STAFF RESOURCES FOR THE REMAINDER OF FISCAL YEAR 2007

 

Regent Hibler made the motion, seconded by Regent Ryerson, to contract with Cole & Reed to provide audit staff resources for the remainder of this fiscal year at the rate of $75 an hour, with a maximum fee of $18,750, which would provide 250 hours to help with the internal audits scheduled at ECU, NSU, NWOSU, and UCO.

 

Voting for the motion:  Regents Jackson, Howard, Hibler, Gordon, Thompson, Ryerson, Holloway, Stansberry, Garrett

 

Voting against the motion:  None

 

2.                  R. #250 REPLACEMENT OF STAFF AUDITOR RESOURCES FOR FISCAL YEAR 2008

 

Regent Hibler made the motion, seconded by Regent Holloway, to contract with Cole & Reed to provide internal audit staff resources for fiscal year 2008 at the rate of $75 an hour, with a maximum fee of $47,749

 

Voting for the motion:  Regents Jackson, Howard, Hibler, Gordon, Thompson, Ryerson, Holloway, Stansberry, Garrett

 

Voting against the motion:  None

 

3.                  ECU Personnel and Payroll Audit

 

The committee met with President Rafes and representatives from the ECU campus in response to the audit.  President Rafes presented an update on several items they are implementing, all of which will be in place by the first of September.  Internal Audit will do a follow up in November.

 

4.                  Training Session on SAS 112 – Mike Gibson, Cole & Reed

 

Mr. Gibson discussed the Statement on Auditing Standards (SAS) 112 which establishes standards for auditors concerning communicating internal control matters identified in an audit.  SAS 112 is effective for the RUSO institutions for June 30, 2007, year-end audits. 

 

Mr. Gibson stated that the new standard changes the bar for what could be reported as an internal control deficiency that the auditors will be required to report.  Findings that may not have been previously reportable may now be considered reportable.  One of the biggest differences is that SAS 112 identifies what constitutes a significant deficiency in internal controls.  If, in the auditor’s judgment, the management of the institution does not have the ability to prepare its financial statements in accordance with Generally Accepted Accounting Principles (GAAP), (including footnotes and cash flow statements and a lot of things that auditors have historically provided some assistance to their clients) then that is by definition at least a significant deficiency in internal controls.  It could rise to the level of a material weakness if the auditors propose significant adjustments to get the financial statements to be in compliance with GAAP. There is a higher likelihood that one of the institutions that has not had a significant deficiency or reportable condition or identified deficiency in its internal controls in the past may have one this year.

 

B.                BUILDING COMMITTEE REPORT – Chair Richard Ryerson

 

Report of the Building Committee, Wednesday, May 16, 2007, 4:00 p.m., Nigh University Center, Room 300, University of Central Oklahoma.  (Attachment C, Pages 130-164)

 

Regent Ryerson made the motion, seconded by Regent Howard, to approve the items presented by the building committee.

 

Voting for the motion:  Regents Jackson, Howard, Hibler, Gordon, Thompson, Ryerson, Holloway, Stansberry, Garrett

 

Voting against the motion:  None

 

 

1.                 East Central University

 

R. #251Campus Master Plan

 

2.                 Northwestern Oklahoma State University

 

R. #252 Campus Master Plan

 

3.                 Southeastern Oklahoma State University

 

a.                  R. #253 Request approval for the Fiscal Year 2008 Campus Master Plan for Capital Improvements Projects for forwarding to the Oklahoma State Regents for Higher Education for approval and forwarding to the State Long Range Planning Commission.

 

b.                R. #254 Request approval for Change Order No. 1 on Occupational Safety & Health Bldg. (Project No. 6600346) in the amount of $98,979.56 (includes $9,186.70 bonus) to Lloyd Plyler Construction, LLP.

 

1)                  Relocation of faculty offices and storage         $34,760.14

2)                 Voice and Data Cabling and Hardware             $41,072.56

3)                 Re-feed electrical under slab                                $  8,726.16

4)                 Replace entrance doors                                        $  5,233.00

5)                 Bonus 1.5% of base bid                                        $  9,186.70

 

Regent Ryerson commended Southeastern on offering the bonus for completion of work on the Occupational Safety & Health Building so that the building was ready in time to be used for spring semester classes.

 

c.                 R. #255 Request approval on selection of the firm under the Design/Build Services concept for the Tennis Court Complex (Project No. 660-0107).  Approval to initiate a Request for Proposal (RFP) was received at the January 2007 Board meeting

 

4.                  University of Central Oklahoma

 

a.                 Request approval for funds for projects as follows:

 

1)                R. #256 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 $100,000 for each design consultant during one year per current State Statutes.  The term of the contract will be one year with options to renew for up to five years (This is renewal year five of five).  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 Executive Vice President.  Board approved the selection July 25, 2003 (R#12).

 

2)                  R. #257 Annual Campus Capital Master Plan

Approve the Fiscal Year 2008 Campus Master Plan for Capital Improvements Projects for forwarding to the Oklahoma State Regents for Higher Education for approval and forwarding to the State Long Range Planning Commission.

 

3)                R. #258 Howell Hall Science Laboratories -Project #120-0010

Modify the approved project for Howell Hall Rooms 152, 165 and 167 to include Room 158 and an Addition to the LAB building to house materials stored in containers of alcohol in order to provide proper facilities for code compliance and increase Board approval $125,000 for the project.  The revised project budget is $575,000.  The Board approved $450,000 June 15, 2006.  (R#369) (Private Funds, E&G Funds and Section 13 Offset Funds) 

4)                  R. #259 University Center Roof Replacement Project

Fund, design and bid the partial roof replacement at the Nigh University Center.  The project budget is $450,000. (Auxiliary Funds)

Award of contract to the lowest responsible bidder is subject to Board approval.

5)                R. #260 Parking, Sidewalks, Lights and Landscaping

Fund, design and bid the parking lot improvements to leased property.  The project budget is $140,000.  (Auxiliary Funds)

Award of contract to the lowest responsible bidder is subject to Board approval.

 

6)     R. #261 Sports Complex Improvements Project 120-0032

Fund and perform as a Design Build project by the UCO Foundation for the Oklahoma Riverfront Boathouse project.  The project budget is $1,500,000.  (Private Gifts)

Regent Ryerson commended UCO for its role in arranging the funding of the Sports Complex Improvement Project 120-0032 through the UCO foundation.

b.                Change Orders:

 

R. #262 Howell Hall Science Laboratories – Project #120-0010

J.L. Walker Construction, Inc.

Change Order #1 in the amount of $2,569 for Science Laboratory Phase II, Room 302, for work required per the Oklahoma State Fire Marshal.  Board approved the project May 25, 2006.  (R#340) (E&G Funds)

 

5.                  Southwestern Oklahoma State University

 

a.                 R. #263 List and sell the President’s residence at 1203 North Indiana Street contingent on the Board’s approval of our request to modify the President’s employment contract.

 

SWOSU will commission three independent appraisals of the property, and the net sale price shall be not less than 95% of the average of all three appraisals.

 

Regent Ryerson commented that the sale of the President’s house is primarily because the structure is multi-level, not ADA compliant, nor conducive to entertaining.

 

b.                R. #264 Music Performance Hall and Offices – Project #6650059

 

We request permission to engage professional consultants for assistance in designing enhanced sound insulation for the Music Building offices and other areas as required.

 

We request permission to bid and award repair work to enhance the sound insulation for Music Building offices and other areas to be funded from Section 13 funds at an estimated cost of $50,000.

 

c.                 R. #265 Field House Renovations – Project #6650050

 

We request permission to engage professional consultants for assistance in upgrading and repairing the University swimming pool and associated areas.

 

We request permission to bid and award the repair of the University swimming pool and associated areas at an estimated cost of $100,000 to be funded from Section 13 funds.

 

We request permission to bid and award the replacement of the practice gym flooring at an estimated cost of $100,000 to be funded from E&G funds.

 

d.                R. #266 Athletic Complex Improvements  - Project #6650043

 

We request permission to proceed with design and fundraising efforts to replace our animal stall and support buildings at the rodeo team grounds.

 

e.                 R. #267 Wellness Center West Wing Completion – Project #6650016 – We request approval of the following change orders for this renovation project:

 

1)                  SGS Incorporated – Change order number 7 – increase in the amount of $299 for line voltage change.

 

2)                  SGS Incorporated – Change order number 8 – increase in the amount of $7,198 to modify air pattern circulation for building.

 

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