WASHBURN UNIVERSITY OF TOPEKA

BOARD OF REGENTS

MINUTES

May 14, 2004

_____________________________________________________________________________________



I. Call to Order



Chairperson Roth called the meeting of the Board of Regents to order at 2:38 p.m. in the Kansas Room of the Memorial Union.



II. Roll Call



Present were: Mr. Engel, Mrs. Lee, Mrs. Parks, Mrs. Paul, Mr. Roth and Mrs. Warren.

III. Approval of Minutes of April 21, 2004 meeting as mailed.



It was moved and seconded to approve the Minutes of the April 21, 2004 meeting as mailed. Motion passed unanimously.



IV. Officer Reports



A. Chair's Report



Chairperson Roth noted that he has appointed a nominating committee to develop a slate of officers for the ensuing fiscal year. He said he has asked Regents Warren and Paul to serve in that capacity.



He said that following the next meeting of the Board of Regents in June there will be a Committee of the Whole for the purpose of conducting an evaluation of President Farley. He noted that last year the evaluation and the discussion of a pay increase occurred at the same meeting. He said the matter of pay would not be taken up at the June meeting, just the evaluation. He said he expected President Farley would be sending a letter outlining his thoughts concerning the past year. He said the meeting will last as long as it takes.



B. Committee Report(s)



1. Finance Committee



Vice President for Administration and Treasurer, Wanda Hill, reported the committee last met on April 28. Among the matters considered were: the five-year capital improvement plan; the priority recommendations for funding from fiscal '04 Debt Retirement and Construction Funds for fiscal year '05; the sales tax receipts as of February, which she reported were strong, much better than the same time last year; and, the budget planning calendar for fiscal '05. She reported the Finance Committee is recommending the approval of the capital improvement request for fiscal year 2004 and the funding from FY '04 DRC funds for FY '05 be approved. It was so moved and seconded. Motion passed unanimously.



2. Audit Committee



Regent Paul reported the Audit Committee considered a request from Berberich Trahan concerning an increase in pay for the audit just completed an account of additional work caused by GASB 34 and 35 as well as the conversion to the new Banner software. She said the committee considered the matter and approved a recommendation that the firm be paid an additional $25,000 for the audit just completed. She said they also reviewed the proposed engagement letter for the fiscal year '05 which the committee also recommends approval. She said the Audit Committee also heard from representatives of BKD which recently submitted a draft report of its finding from the internal control assessment. She said BKD found no major weaknesses, none of the recommendations appeared to be major and the final report should be forthcoming within the next couple weeks. She said staff is to be commended for the Herculean hours of effort they've expended in making the transition to the new software and having in place good internal controls. She said the chief accountant at BKD reported that the staff cooperation in this effort was wonderful and it's clear they take an internal control system extremely serious. It was moved and seconded to approve the payment of an additional $25,000 to Berberich Trahan and to approve the engagement letter for the ensuing fiscal year audit. Motion passed unanimously.



C. President's Report



President Farley said he'd like to add to what Regent Paul had said, saying "this was as thorough an assessment I've seen" of internal controls. He said there are only two other institutions of which he's aware which have taken this step. He said he is impressed with the result and that we'll be implementing their recommendations. He said there are two areas which will almost always be mentioned by someone reviewing internal controls and they are separation of duties and better documentation.



President Farley said this is a time of year when there are all sorts of activities and said he'd like to highlight a few things. First he said the selection of Sibberson Award nominees this year identified seven students, evidencing a very high level of scholarship. He noted the Sibberson Award is awarded to the top student at each graduation ceremony. He said the committee will have a very difficult time in identifying the top student.



He noted the national honorary society, Phi Kappa Phi, inducted its new members this past week. He said the society is only for the top 5% of seniors and 7.5% of the juniors. He said the banquet for the induction was elegant and very nice.



He reported the forensics team has done "exceptionally well" noting the team finished either first through third in almost every competition entered in the past school year. He said the team has won numerous individual awards as well.



Dr. Farley reported that a Washburn student, Tulora Roeckers, was the only Kansas student invited to participate nationally in the Council on Undergraduate Research. He said her topic was "The Effects of Hair Length, Hair Color and Facial Symmetry on Perceptions of Attractiveness." Dr. Farley said 80 students from 32 states were selected to participate in the annual event.



Regent Ferguson arrived at 2:58 p.m.



President Farley reported that housing is practically 70% occupied for Fall 2004, noting there are only 180 beds left. He said Washburn Village is proving to be very popular with 142 of 192 spaces already reserved.



D. Treasurer's Report



It was moved and seconded to accept the Treasurer's report as presented in agenda items IV.D. 1. Depository Security Transactions, 2. Liquidated Claims Approval - April, 2004, and 3. Public Fund Investments - April 2004. Motion passed unanimously.



C. Information Items:

1. Washburn Student Government Association



Chairperson Roth then recognized Dennis Bohm, former president of the Washburn Student Government Association.



Mr. Bohm said he appreciated the opportunity to serve as president of the Washburn Student Government Association and said that it's been an interesting year. He said he was present to introduce the new president and vice president of WSGA who were going to make a presentation concerning a survey conducted of students and College Hill residents concerning what they would like to see at that area. He thanked the Board of Regents, indicating that "it's been an honor and a privilege to work with you." He then introduced Ashley McMillan, president of WSGA, and Matt Sinovic, vice president. Mr. Sinovic presented a PowerPoint presentation on the College Hill survey. He said the student government intends to continue the projects it has participated in in the past several years and that students are going to take an active interest in improvement of the College Hill area.



V. New Business



A. Consent Agenda:



It was moved and seconded to approve agenda items A.1 through 4, 6 and 7 of the Consent Agenda. Motion passed unanimously.



As approved by action of the Board:



1. Capital Projects from the Debt Retirement and Construction Fund

approval of projects and equipment for FY 2005 funded by FY 2004 DRC revenues as detailed in the agenda item;

2. Mobile Health Van for the School of Nursing

award of contract to LifeLine Shelter Systems, Inc. in the amount of $169,417.00 for a mobile health van, to include cab-chassis, clinic rooms and equipment, casework, desks and chairs, utility areas, storage, lavatories and other amenities, for the School of Nursing;

3. Simulation Equipment for the School of Nursing Learning Laboratory

award of contract to Laerdal in the amount of $72,440.97 for the purchase of simulated manikin dolls as outlined in the agenda item;

4. Telecommunication Equipment for Washburn Village

award of contract to Alexander Open Systems in the amount of $65,866.54 for the purchase of various telecommunications equipment for Washburn Village;

6. Personnel

a. Appointment of Associate Vice President for Academic Affairs

appointment of Dr. Nancy Tate as Associate Vice President for Academic Affairs effective July 1, 2004 on a 12-month contract at an annual salary $97,000;

b. Administrative Staff

appointment of C. J. Crawford as Manager, Academic and Community Events Scheduling effective June 1, 2004 at an annual salary of $36,000; and,

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

approval of purchase from Krueger International, Inc. of beds, including headboard, footboard and mattress support) for Washburn Village, in the amount of $37,400.43.



It was moved and seconded to approve agenda item A.5. Motion passed with Regent Warren abstaining.



As approved by action of the Board:



5. Renovate Restroom at International House

award of contract to Bob Florence Contractor, Inc. in the total amount of $70,672.00 for the renovation of the restroom at the International House;



C. Information Items:



2. Athletics NCAA Compliance Review



Washburn Athletics Director, Loren Ferré, reported the University recently completed an NCAA compliance review conducted by representatives from the NCAA. Mr. Ferré indicated that Washburn was one of the few institutions which had the compliance review conducted by the NCAA rather than hiring outside consultants. He noted the staff from the NCAA were here not for enforcement purposes but to assist us in ensuring we are in compliance with the rules. He said the compliance review is one that's mandated by the athletics conference and we'll have to do it every five years. He said the four major areas the compliance staff looked at were student rules, department policies, compliance procedures and the institutional self study. He said the NCAA staff "really were quite impressed" and had issued a 41 page report. He said there were no major or secondary violations found. He said we probably are the only institution in the conference, indicating one institution had 15 violations identified and one institution 45 miles south of Washburn reportedly has 12. He said the credit goes to the coaches for understanding the rules and noted that part of the coaches meeting once a month is devoted to rules compliance.



President Farley said the Athletic Director is being quite modest. He noted that we really do have a solid athletic program. He said he's "very pleased with the result of the compliance review."



3. PLAN Distance Education Update



Dean of Enrollment Management, Al Dickes, made a PowerPoint presentation on the PLAN 2+2 program.



4. Washburn Endowment Association Update



President of the Washburn Endowment Association, JuliAnn Mazachek, reported that the fund raising data for the year to date indicates total fund raising for the University of $8 million, which is the goal for the fiscal year ending June 30. She said at the end of March the total endowment was $100 million. She said this puts us 35th in the nation on the basis of endowment per FTE, only KU in the state of Kansas is higher ranked at 19th. She then made a PowerPoint presentation on the Washburn Endowment Association.



It was moved and seconded to adjourn. The meeting adjourned at 4:05 p.m.



_______________________

Kenneth P. Hackler

Secretary, Board of Regents


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