I. Call to Order
Chairperson Roth called the meeting of the Board of Regents to order at 4:13 p.m. in the Kansas Room of the Memorial Union.
II. Roll Call
Present were: Mr. Blair, Mr. Engel, Mr. Ferguson, Mrs. Paul, Mr. Roth and Mrs. Warren.
III. Approval of Minutes of December 10, 2003 meeting as mailed.
It was moved and seconded to approve the December 10, 2003 Minutes as mailed. Motion passed unanimously.
IV. Officer Reports
A. Chair's Report
Chairperson Roth reminded the Board there had been consideration given to having a retreat for the purpose of evaluating the Board to improve ourselves. He said President Farley had talked with an individual who is engaged in providing this service to governing bodies. The problem is, he said, the person is so good that he has a very limited schedule. He reported the individual would be able to do the retreat on February 20 and 21 beginning at Noon on February 20 and ending following dinner that evening and a Saturday morning session from 8:00 a.m. to approximately Noon. He said there is not much flexibility in the schedule. Mr. Roth said that President Farley has copies of a questionnaire from the individual for all the members of the Board to complete. He asked that Board members complete the questionnaire and return it to President Farley's office so it can be organized and sent to the consultant. He said the meeting would occur here in Topeka.
* Regents Lee and Parks joined the meeting via telephone conference call at 4:16 p.m.
Mr. Roth said there have been so many letters received by the University and members of the Board of Regents concerning the chapel building recently moved from the Menninger campus. He said we obviously want the structure to be not only pleasing to us but to everyone as it is a real addition to the University and he hoped that all would be as happy with the structure as we are now that we have it. He said he is asking President Farley to meet with persons who have expressed their concerns to see if there might be something that we can determine which would be acceptable to all and to report back to the full Board at the next meeting with his thoughts, ideas and recommendations.
In response to concerns expressed by Regents Parks and Lee about contacting every person who has sent a communication about the building, Mr. Roth said he didn't anticipate President Farley would talk with every person who has sent a communication, but with those he thought would be instrumental in coming to some initially acceptable position. Mr. Roth said asking Dr. Farley to report at the next meeting of the Board will not delay the project in any way as the inside work and stone work is at least two months away.
B. Committee Report(s)
Regent Paul advised the Board that the Audit Committee met with Brad Koehn of Berberich Trahan Tuesday to get an update on the progress of the audit work. She said the committee expected a good draft of the audit next week. She reported that the audit of KTWU is complete and the report has been supplied to the regulatory agencies for initial review and there was nothing unusual or out of the ordinary with respect to it.
She reported the reason for the delay in the annual audit report has been, among other things, the conversion of the University's accounting system to a new computing system with one-half of the year done one way and the other half done the new way and for changes in reporting under GASB 34 and 35 regarding fixed assets, depreciation, etc. She said the staff members have done a tremendous job in getting all the information required under these new reporting requirements. She said the financial statement will include information from related entities such as the Washburn Endowment Association and KTWU and that there also will be a management discussion and analysis. She said the next meeting of the Audit Committee will be Tuesday, February 24 at 4:00 p.m. She said Mr. Koehn of Berberich Trahan will make a presentation of the audit at that time.
She said the Audit Committee also talked about the internal control assessment, reporting that the University had received three proposals from 27 firms to whom the RFP had been sent. She said the low and best proposal was from BKD with a price ranging from $17,000-$19,500. She said they have received a proposed engagement letter from BKD and the work should be complete by late April.
C. President's Report
President Farley noted that Governor Sebelius in her State-of-the-State message and her budget had included a recommendation for an increase for state funding of $455,000.
Dr. Farley noted that this is the second week of classes and that enrollment went exceptionally well. He said the enrollment for Spring 2004 is an all-time record for a spring semester and that the number of student credit hours for this Spring is the second highest of any semester at the University with the highest being last Fall. He said that at the end of the five week period we anticipate that the student credit hours will be in the 73,000 hour range and that the head count of students will be between 6,700 and 6,750.
President Farley reported that the financial aid module of the SCT Banner system went live last week and that things seem to be going fine with that. He said that we should be ready for spring enrollment for the Fall semester April 5.
Lastly, Dr. Farley said the Regents should have received notice of faculty discussion dinners being held this spring which is the next component of the academic program planning regarding the general education requirements. He said this is a complex issue.
D. Treasurer's Report
It was moved and seconded to receive the Treasurer's Report, and approve agenda items 1. Depository Security Transactions, 2. Liquidated Claims Approval - December, 2003, and 3. Public Fund Investments - December, 2003. Motion passed unanimously.
V. Old Business
A. Policy for Naming Facilities
It was moved and seconded to take the item from the table. Motion passed unanimously.
It was moved and seconded to approve the Naming Policy as circulated in the agenda for the meeting.
It was moved and seconded to amend the motion by revising item 4. under "Procedure" to have the dependent clause read "upon its own motion or on the recommendation of the President..." Motion passed unanimously. Upon vote upon the motion as amended, motion passed with Regent Ferguson voting no.
VI. New Business
A. Consent Agenda:
With the consent of the Board, items 3.a. and 4. were removed for separate consideration.
a. Learning Laboratory and Mobile Clinic Project, School of Nursing
In response to a question from Regent Engel whether the project described in agenda item 3.a. could be funded from the current budget, Dr. Farley indicated that it could. It was moved and seconded to authorize the administration to proceed with bidding for the Learning Laboratory and Mobile Clinic Project in the School of Nursing with funding to come from the current budget.
4. Report of Purchases between $25,001 and $50,000
On item 4, Regent Warren reported that she would need to recuse herself from consideration of the item. It was moved and seconded to approve the award to Choice Solutions LLC in the amount of $34,474.93 for computer file storage equipment and software; Samco Inc. in the amount of $27,765.00 for hot water heaters + installation in Petro laundry room; and, Marley Cooling Technologies c/o Jordan-Riscoe Associates in the amount of $30,824.00 for new cooling tower replacement for Henderson Learning Center as outlined in the agenda item. Motion passed with Regent Warren abstaining.
It was moved and seconded to approve the Consent Agenda expressed in VI.A.1. 2.a. through c., 3.b. and d. Motion passed unanimously.
As approved by action of the Board of Regents:
1. Adoption of 2004 Topeka Neighborhood Revitalization Plan
adoption of the 2004 Neighborhood Revitalization Plan as outlined in the agenda item;
a. Faculty Personnel
revise Kimberly Hoffman's contract from one-half time to three-quarter time lecturer/coordinator in Education Department in the College of Arts and Sciences for the Spring 2004 semester only; granting of military leave of absence to Charles Heller for the Spring 2004 semester; granting of military leave of absence to Michael Manske for the Spring and Fall 2004 semesters; grant a two-year leave of absence extension to JuliAnn Mazachek for the 2004-05 and 2005-06 academic years;
b. Honorary Degree Candidates
approval of Honorary Degrees to be awarded at May 2004 Commencement as follows: Honorary Doctor of Law to the Honorable Paul L. Brady; Honorary Doctor of Humane Letters to Ms. Pamela Hollie; and Honorary Doctor of Commerce to James S. Maag;
c. Academic Sabbaticals - Fall '04/Spring '05
granting of academic sabbaticals to: Assoc. Professor Barbara Bowman for Spring 2005; Professor Barry Crawford for Spring 2005; Assoc. Professor Shiao-Li Ding for Fall 2004; Proessor Myrl Duncan for Fall 2004 and Spring 2005; Professor Chris Hamilton for Fall 2004; Assoc. Professor Diane McMillen for Fall 2004; Professor Kirt Saville for Fall 2004;
c. Classroom Furniture
award of a contract to KI c/o Southern & Associates in the amount of $74,558.52 for the purchase of replacement furniture for eleven classrooms;
d. Purchase of Sleeping Room Furniture for Transitional Housing
award of a contract to Southwest Contract of Temple, TX in the amount of $162,802 for the purchase of sleeping room furniture for the Transitional Housing project;
B. Action Items:
1. Pilot Year KBOR Performance Agreements
President Farley indicated the Regents will probably recall that as a result of Senate Bill 645 related to the Higher Education Coordination Act the Kansas Board of Regents (KBoR) is required to have each institution adopt a performance agreement. He said the KBoR has been working on this program for approximately a year and a half and that Regent Engel participated with the task force of the KBoR on the project. He said the KBoR has adopted some state-wide goals and that institutions are to develop goals to accomplish two of the three specific KBoR goals.
Dr. Farley said as Washburn was looking at development of the performance agreement that the projects in which the institution has been actively engaged over the past several years were used to develop the institution-specific goals. He said if approved the items would be sent to the KBoR. He said this performance agreement is for a short period of time from January to July 1 of this year, thereafter there would be a new performance agreement developed.
Vice President for Academic Affairs, Ron Wasserstein, added that in the future there will be more of a chance to discuss the institutional goals with the Board and the faculty farther out in advance of submission to the KBoR. He said the problem this year was the short period of time in which to develop the performance agreement for the first six months of this year.
It was moved and seconded to authorize the President to submit the Pilot Year Performance Agreement as drafted to the KBoR. Motion passed unanimously.
Regent Ferguson noted that the performance agreement issue has been a tortuous process for the KBoR to develop and commended Regent Engel for his work with the KBoR task force and Dr. Farley as well. He said he thought these are excellent goals for this university and hoped everyone else affected by the performance agreement requirement do as well. Regent Ferguson also noted that the effect on funding for institutions who do not fulfill their performance agreement will be the loss of increased state funding for the year to the next ensuing fiscal year.
2. Administrative Information System (AIS) Project
President Farley said he would be very brief, noting the institution's made good progress in the implementation of the SCT Banner system. He said there will be a continuing long-term relationship with SCT and that there will be upgrades and new versions of the software. He noted there has been, in fact, a new version of SCT Banner released. He said the purpose of the item is to give the institution the ability to engage consultant's over the next three-year period for the implementation of the new version. It was moved and seconded to approve the allocation of fiscal 2004 one-time allocation funds in the amount of $356,040 to purchase 2,000 consulting and training hours from SCT. Motion passed unanimously.
* Mayor McClinton arrived at 4:55 p.m.
VII. EXECUTIVE SESSION
It was moved and seconded to recess to Executive Session for the purpose of consulting with the University's lawyers concerning a legal matter and to reconvene in open session not later than 5:30 p.m. in the Kansas Room of the Memorial Union. The Board recessed to Executive Session at 5:00 p.m.
At 5:20 p.m. the Board reconvened in Open Session. Chairperson Roth noted the Board had been in Executive Session for the purpose of consulting with its lawyers on a legal matter and that no action had been taken.
It was moved and seconded to adjourn. The Board of Regents adjourned its meeting at 5:21 p.m.
Kenneth P. Hackler
Secretary, Board of Regents