WASHBURN UNIVERSITY OF TOPEKA

BOARD OF REGENTS

MINUTES

March 12, 2003

_________________________________________________________________________________



I. Call to Order



Chairperson Engel called the meeting to order at 7:12 p.m. in Washburn B of the Memorial Union.



II. Roll Call



Present were: Mr. Blair, Mr. Dick, Mr. Engel, Mr. Etzel, Mr. Felker, *Mrs. Lee, Mrs. Parks and Mr. Roth.



* Participated via telephone conference call.



It was moved and seconded to recess to Executive Session for the purpose of consulting with legal counsel and to reconvene in open session in Washburn B at 7:35 p.m. Motion passed unanimously. The Board recessed to Executive Session at 7:13 p.m.



At 7:34 p.m. the Board reconvened in open session. It was moved and seconded to recess to Executive Session for the purpose of continuing consultation with legal counsel and to reconvene in open session at 7:50 p.m. in Washburn B of the Memorial Union. Motion passed unanimously. The Board recessed to Executive Session at 7:35 p.m.



At 7:50 p.m. the Board reconvened in open session in Washburn B of the Memorial Union. Chairperson Engel announced the Board had been in Executive Session for the purpose of consultation with legal counsel and no action had been taken. He then declared the meeting in recess for a period of five minutes.



At 7:55 p.m. the Board reconvened in session.

III. Approval of Minutes of January 15, 2003 meeting as mailed.



It was moved and seconded to approve the Minutes of the January 15, 2003 meeting as mailed. Motion passed unanimously.



IV. Officer Reports



A. Chair's Report



Chairperson Engel noted he had placed at each member's seat some draft Regents' system goals developed by the Kansas Board of Regents Task Force working on developing criteria for performance agreements with the various institutions. He said he has spent the better parts of two different days working with task force members on developing these goals for assessing performance of institutions. He said these six had been pared down from approximately 24 with which the task force began. He said the present concept is that each institution will set goals by its governing board first and then will pick two to three others from the list which are within their respective missions and positions.



Regent Dick noted that were a matrix approach to be taken there would be a high degree of confluence of the goals already established by Washburn along one axis compared with the Regents' system goals along on another axis.



B. Committee Report(s)



1. Finance Committee



Regent Etzel, as Chair of the Budget/Finance Committee, circulated a copy of the most recent minutes from the Budget/Finance Committee which met March 6, 2003. He directed the Regents attention to a motion acted upon at the meeting indicating the University "could move forward to construct the transitional housing project as outlined in the report given to the Board of Regents at the January Regents meeting." Regent Etzel said he recommends the Board hold a special meeting for purposes of discussing the transitional housing project and that the Board not spend a lot of time on that topic tonight.



It was moved and seconded that, between now and the April Board of Regents meeting, the Board meet to address the issues concerning construction of the transitional housing project. Motion passed unanimously. Members were encouraged to look at the transitional housing project report and ask of the administration any questions which might occur. Regent Dick asked that as questions were posed that the questions and responses be circulated among the other Regents.



Regent Etzel also circulated a letter he had recently received from a former student very complimentary of the University.



C. President's Report



President Farley first circulated a handout prepared by the Vice President for Student Life, Denise Ottinger, which outlines the 2003-2004 Room Rates and Room & Board Schedule of Payments.



Dr. Farley noted the men's and women's basketball teams have done remarkably well this year. He said both finished the season as conference champions and both appeared in the finals at the MIAA tournament held recently in Kansas City. He noted the women won that championship as well. He said both teams are now participating in regional NCAA tournaments: the men are traveling to Stephenville, TX, which is about two hours southwest of Fort Worth, while the women's basketball team are playing here at Washburn, as we are host institution, on Friday, Saturday and, hopefully, in the regional championship Monday evening.



He said the University student athletes have also done remarkably well, noting that approximately one-half of the approximately 200 student athletes have a GPA of greater than 3.0; one-fourth of them have a GPA of 3.5 or better; and that 10 percent of them have a GPA of 4.0. He reminded the Regents that the athletics program has championship titles currently in four of the nine programs offered at Washburn. The softball team won the conference championship last spring, the volleyball team won its conference last fall, and the men's and women's teams won this spring. He said Washburn has good teams with people we can be proud of who have represented us well.



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He noted Regents have recently received information concerning the spring enrollment. He said this is another great spring with record student credit hours. He said these are the most student credit hours the institution has ever had, exceeding the next highest level of student credit hours which occurred some 17 years ago. He noted the headcount enrollment was down only 27 students from the enrollment of fall which is far less than the normal five to ten percent slippage from fall to spring semester.



President Farley noted that a couple of months ago the architecture and design of the Living/Learning Center were recognized nationally. He said we now have learned that another project on the campus has been recognized for its design. He said the Lee Arena addition on the second floor recently has been selected for a national award.



In response to a question from Chairperson Engel concerning a number of fall graduates, the Dean of Enrollment Management, Al Dickes, noted there were 300+ who graduated and that student credit hour enrollment this year is 11 percent higher than it was a year ago at the same time.



In response to a question from Regent Blair whether the spring record enrollment places a strain on faculty or on facilities, President Farley noted the strain actually was felt last fall. He said the Dean of the College of Arts and Sciences, Gordon McQuere, is beginning to look at offering afternoon classes, those at 2:00, 3:00 or 4:00, where we have more space available.



Regent Dick said six to six and a half years ago the goal was to fill classes. He said we are now at the point in time where if we are not at capacity we are very close to it. He said he thinks this raises the issue of whether we need to now look at the challenge of not being bigger, but of being better. He noted the problems of growth are certainly better than those of the problems of contraction.



President Farley reported he had received information from the Vice President of Student Life, Denise Ottinger, concerning the number of housing contracts which have been returned for residential living. He said the contracts began being sent out two weeks ago and we've had a "remarkable response" with 230 contracts returned. He said of those 230, 97 are for returning students.



D. Treasurer's Report



It was moved and seconded to approve 1. Depository Security Transactions, 2. Liquidated Claims Approval - December 2002, 3. Liquidated Claims Approval - January 2003, and 4. Quarterly Financial Report for Period Ending December 31, 2002. Motion passed unanimously.



Regent Dick inquired whether it might be possible for the administration to "seasonalize our budget" so the Board can better track the quarterly report information with the budget.



Vice President for Administration and Treasurer, Wanda Hill, made a brief update report on the Moore Bowl renovation project, concluding the contractor is anticipating it is still on schedule for the contracted for completion date.





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V. New Business



A. Consent Agenda:



It was moved and seconded to approve the Consent Agenda. Motion passed unanimously.



Approved by action of the Board of Regents:



1. Personnel

a. Faculty Personnel - J. Mazachek

extension of leave of absence for Dr. JuliAnn Mazachek from the School of Business for the 2003-2004 academic year;

b. Faculty Personnel - J. Hunter

a fifth leave of absence extension for John Hunter from the Theatre Department for the 2003-2004 academic year;

c. Faculty Personnel - Emeritus

Emeritus status to be granted to James Wendell Bayles, School of Law; Dr. Kennett Cott, History Department in the College of Arts & Sciences; Dr. Barbara Clark, School of Nursing; Dr. Janice Dunwell, School of Nursing; and Dr. Barbara Burgess, Mass Media Department in the College of Arts and Sciences;

d. Tenure and Promotion Recommendations

award of tenure to: Kevin Charlwood, Mathematics & Statistics; Miguel Gonzalez-Abellas, Modern Languages; Vic Landrum, Biology; Sam Leung, Chemistry; Bruce Mactavish, History; Thomas Prasch, History; Michelle Shipley, Allied Health; and Mihail Stoica, School of Business; and,

award of promotion to: Joanne Altmanto Professor in Psychology; Gerald Bayens to Associate Professor in Criminal Justice; Kevin Charlwood to Associate Professor in Mathematics & Statistics; Cheryl Childers to Associate Professor in Sociology & Anthropology; Reinhild Janzen to Associate Professor in Art; Teresita Leyell to Professor in the School of Business; Michael Rettig to Professor in Education; Tom Schmiedeler to Associate Professor in Political Science; and Mihail Stoica to Professor in the School of Business;

e. Eminentes Universitatis

Eminentes Universitatis status awarded to Sally Dyke, Art Johnson, Carol Shipman, and Donna Winslow;

f. Personnel Action - Administrative Staff (Eisenbarth)

appointment of Melissa Eisenbarth as Accountant I at an annual salary of $31,500;

g. Personnel Action - Administrative Staff (Werst)

appointment of Carrie Werst as Nurse Practitioner in Student Health services at an annual salary of $52,000;

* h. Personnel Action - Administrative Staff (Bennett)

appointment of Margann Bennett as Director of Career Services in the School of Law at an annual salary of $65,004;

* Item added at the meeting with the consent of the Board.







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2. Revision to 2002-2003 Classified Compensation Schedule

revision to the 2002-2003 Classified Compensation Schedule to add new classification of Temporary/Seasonal Worker with a proposed entry rate of $5.15/hour, maximum of $7.36/hour; and,



3. Report of Purchases between $25,001 and $50,000

award of contracts to: Florence General Contractor in the amount of $49,900 for renovation of School of Business Phase II; Kansas Building Systems in the amount of $28,964 for restroom remodel for ADA requirements in Henderson Learning Center; MBS Textbook Exchange in the amount of $35,134 for MBS Software for AS/400 for the Bookstore; Software Plus in the amount of $38,763.40 for Microsoft Campus Agreement Licensing; and, Thales Broadcast & Multimedia in the amount of $31,950 for PSIP Generator for KTWU.



B. Action Items:



1. Policies

a. Withdrawal Policy



It was moved and seconded to approve proposed changes to the University's Withdrawal Policy as noted in the agenda item. Motion passed unanimously.



b. Membership Changes - Committee on Undergraduate Probation and Reinstatement



It was moved and seconded to approve proposed changes to the Faculty Handbook, Section One, VI.B.5. as noted in the agenda item. Motion passed unanimously.



c. HIPAA Compliance



It was moved and seconded to designate the University's health plan as the health care component for compliance with HIPAA and to approve the HIPAA Policy attached to the agenda item. Motion passed unanimously.



2. Change Orders - Moore Bowl Stadium Renovation Project



Vice President for Administration and Treasurer, Wanda Hill, highlighted the items under PR #8 and #10 of Change Order CO-01 noting while the soil remediation is necessary at this location it is not of the same type of difficulty as that of the soil remediation in the Gym South location. It was moved and seconded to approve Change Order CO-01 set forth in the agenda item. Motion passed unanimously.



3. Transitional Housing



*Item was withdrawn from the Agenda.











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4. Expenditures over $50,000

a. Sound System for Bianchino Pavilion Project



It was moved and seconded to award a contract to Smith Audio Visual Inc. in the amount of $79,454 for a sound system for the Moore Bowl Addition/Renovation Project. Motion passed unanimously.



b. Gym South Soil Remediation



Vice President for Administration and Treasurer, Wanda Hill, reviewed the need for the soil remediation at the former Gym South location, noting the bid price received does not include the removal of any hazardous materials should any be discovered in the course of the project. She said, however, it is not expected that any hazardous materials will be uncovered.



It was moved and seconded to approve the award of a contract to Herrman's Excavating in the amount of $127,720 for the Gym South soil remediation project. Motion passed unanimously.



c. Award of contract for construction of the Student Recreation and Wellness Center (SRWC)



Vice President for Administration and Treasurer, Wanda Hill, reported the administration has completed the analysis of the various bids received last month for the Student Recreation and Wellness Center and the administration recommends the award of a contract to Murray and Sons Construction.



It was moved and seconded to approve the award of a contract to Murray and Sons Construction in the amount of $4,506,150 for construction of the Student Recreation and Wellness Center. Motion passed unanimously.



Vice President Hill, in response to a question from Regent Blair, noted the construction timeframe is for 14 months.



5. Creation of a Certificate Program in Entrepreneurship;

6. Changes in Department of Education Programs; and

7. Creation of a Minor in Women's Studies



President Farley noted the academic programs outlined in agenda items V.B.5, 6. and 7. have all undergone the academic processes leading to the recommendation to the Board. He noted these originated in the department through, where appropriate, divisions within the school to the Dean then to the University Council and finally acted upon by the General Faculty. He said two of these, the Certificate Program in Entrepreneurship and Creation of a Minor in Women's Studies, involved the the organization of existing courses into a cogent program similar to a Minor.











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Regent Dick inquired of the Interim Dean for the School for the School of Business, Dr. Russ Smith, whether additional courses would be added as a result of the creation of this certificate program. Dr. Smith indicated that two new ones are on the books and others may be added from other areas.



Regent Dick noted that one has to determine where the funding for these additional courses might come. He said the issue he wants to raise is much broader than the issue of the three academic items presented for action by the Board this evening. He said he is not calling into question the academic perspective but noting the Board has the additional layer of responsibility for the University related to fiscal responsibility.



He noted there are presently a series of conversations with faculty concerning the development of a series of academic programs for the institution. He said we are currently selling the donuts for less than it costs to make the donuts and if we want to keep from diluting our academic strengths through greater use of adjuncts, the only real alternative we have for funding these programs is from additional state resources of sales tax, neither of which are growing. He said if we approve new programs which requires the addition of courses we either have to acquire additional revenue to support those additions or to strip away something we currently are doing, reallocating financial resources. He noted these three programs are the first in the hopper. He asked whether we take these on a first-in/first-out basis or create a process to fill the hopper, then to look for the cream. Thirdly, he said, there isn't currently a way of tracking the number of courses and sessions, noting each additional class adds cost. He said we need some way of tracking student credit hour growth, courses, additional certificate programs and what those are doing in terms of total number of courses taught and costs. He said it's his personal view that we've placed these in the hopper now and we need to create a process for evaluating programs all placed in the hopper to pick the best ones and that we need to develop a process for tracking the number of courses and sections taught.



Regent Etzel noted he could not disagree with what Regent Dick said and said one possible course this evening is to table the approval of these programs until a proforma budget is presented.



Regent Dick noted it's greater than the need for a proforma budget but there must be a "hopper" and a process to evaluate programs in the hopper.



Regent Blair indicated he thought the comments made were very appropriate, but said he is not in favor of tabling the items this evening as in the full scope of things these will not have a negative impact. However, he said in going forward there is a need to have such a process and noted Regent Dick is on the right track.



Regent Dick said he hoped in the future the financial impact of items being provided to the Board that the faculty and administration work with the Board for developing appropriate budgeting applications for courses and projected costs and there be developed measures for tracking and monitoring in light of the limited resources available.







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It was moved and seconded to approve IV.B.5., 6. and 7. Motion passed unanimously.



Chairperson Engel noted the next meeting of the Board of Regents is April 16 and there would be a meeting between now and then to take up the transitional housing project. Regent Blair inquired whether that would be a special meeting at which action could be taken. It was the consensus that it would be.



There being no further business to come before the Board, Chairperson Engel declared the meeting adjourned at 9:08 p.m.





_______________________

Kenneth P. Hackler

Secretary, Board of Regents





















































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