I. Call to Order
Chairperson Roth called the meeting to order at 4:08 p.m. in the Kansas Room of the Memorial Union.
II. Roll Call
Present were: Mr. Blair, Mr. Dick, Mr. Engel, Mr. Felker, Mrs. Lee, Mrs. Parks, Mr. Roth and Mrs. Warren.
III. Approval of Minutes of June 18 and July 2, 2003 meetings.
It was moved and seconded to approve the Minutes of the June 18 and July 2, 2003 meetings. Motion passed unanimously.
IV. FY 2004 PUBLIC BUDGET HEARING
Chairperson Roth declared the floor open for the public hearing on the University's proposed budget for fiscal year 2004 and asked whether there was anyone present wishing to be heard on the proposed public budget. No one asked to be recognized. Thereafter, Chairperson Roth declared the hearing closed.
It was moved and seconded to approve the public budget of the University as presented in the attachments to the agenda item. Motion passed unanimously.
V. Officer Reports
A. Chair's Report
1. FY 2004 Meeting Schedule
Chairperson Roth said that in the packet of materials sent to each Regent there is a proposed meeting schedule which contemplates a starting time of 4:00 p.m. to be over at 6:00 p.m. Following the meeting there would then be a dinner for the Regents followed by a two hour Committee of the Whole meeting so that persons could plan on being gone by 8:00 p.m. in the evening. He said he would encourage anyone having any questions about any agenda items presented in future meetings to call Tom Ellis, the Special Assistant to the President, so issues could be clarified. He said Mr. Ellis would be sending e-mail to all the Regents of responses provided. He said that although he would like for persons to feel free to ask their questions in advance of the meeting, he certainly didn't want to suggest that questions could not be asked at the meeting, rather that he thought asking questions in advance might facilitate the meetings.
He said any Regent who wished to be appointed to the Finance Committee should let him know following the meeting so he could appoint them to it. He noted the committee is presently chaired by Regent Blair and that Regents Felker and Engel are also on the committee. He said he would be participating by phone every month and that anyone wishing to likewise attend the meeting by telephone to hear what's going on certainly could do so.
He said at a recent meeting with members of the Kansas Board of Regents, the Kansas Board has asked our Regents to attend a dinner meeting with them following our September meeting. He said the dinner would be held at the Topeka Country Club at 6:30 p.m. He said it is a Regents only function and is intended to serve as an opportunity to get to know one another better.
He said notwithstanding the proposed schedule mentioned earlier does not indicate an August meeting, there may have to be an August meeting. If so, members of the Board of Regents will be notified in the next week or so as to the time and place.
B. Committee Report(s)
1. Budget and Finance Committee
The Chairperson of the Budget/Finance Committee, Regent Blair, said the Finance Committee last met July 17, 2003 and discussed, among other things, the sales tax collections. He noted that a copy of the minutes of the last meeting of the Finance Committee circulated to the Board at this evening's meeting includes three attachments. He said although members had been provided the information previously, he wanted it included in case anyone had any questions.
He said the Committee discussed the budget for the moving of the Nunemaker building to the University's campus. He mentioned the gift of the building includes the donation of an $80,000 endowment fund for the maintenance of the building which would be transferred to our endowment. He said since the Regents last meeting there's been an increase of the estimates to move, place and do some remodeling of the building. He said the estimate now is $437,000. He noted the administration asks the Board consider allowing receipt of gifts in kind for the project. He indicated the Finance Committee had taken action on that matter and moved and seconded that.
"the Board authorize the administration 1) to proceed with acceptance of in-kind gifts for the chapel, rather than bidding the work on the project; 2) to keep the maximum budget for the project, excluding in-kind gifts, to $350,000; and 3) to authorize the administration to spend up to $100,000 in University funds, to be repaid by fundraising, to expedite the project."
Chairperson Roth recognized the president of the Washburn Student Government Association, Dennis Bohm, who said that input provided him by students is they don't want it sited at the location in the lawn south of the Memorial Union.
Mr. Bohm said their rationale is that this is an area used by students for picnics, art fairs, activities and various student events. He said that location is an ideal space for those kinds of activities because of the shade from trees. He said they also object to cluttering the campus at this location as the building will block the views of the International House, Benton Hall and Henderson Learning Resources Center. He said it's the location of the building which is turbulent and not the building itself. He said the students are generally recommending an area at 17th and Washburn as that would fill an empty area and could be integrated with the waterscape proposed for that spot. He said there's also more parking opportunities and there are some landscaping opportunities to make it more attractive. He said students view that as the ideal location. He said the students would also use the Memorial Union more than they would an annex as they tend to centralize events rather than having events in two different locations.
In response to a question from the Chair, President Farley said there is no set time by which the building must be moved. Dr. Farley said the administration is working with the architect to develop plans for a site and remodeling.
Regent Dick indicated there are really two subjects being discussed. One is the motion made by the Chair of the Finance Committee, the other is the discussion of the student concerns about the location, and suggested the Board proceed with the motion.
On vote on the motion, motion passed unanimously.
Chairperson Roth noted that the Board of Regents has already acted once on a location for the Nunemaker building, but said he wanted to be sure that students have an opportunity to speak on the matter.
In response to a question from Regent Blair, Mr. Bohm indicated that no other sites had been particularly identified by the students other than the 17th and Washburn site, indicating the two locations, the south Union lawn and 17th and Washburn, had previously been identified as two prime locations. He said the students believed the ideal location is the 17th and Washburn as they would like to see a building placed where it's not blocking any other buildings and that the utilization of the south Union lawn by students be preserved. He said he's had input from some 50-100 students, noting this is a time when students are not generally present on campus and the student senate is comprised of 32 representatives for some 5,500 students.
Regent Dick said there appear to be two paths the Board could follow. One is it could decide there has been sufficient information provided to warrant revisiting the issue with the architect or that there hasn't been enough provided to cause them to want to take a different course of action than that previously taken.
Regent Engel said that means it would either be a motion to reconsider or that the Board do essentially nothing. To change, he said, takes an affirmative motion.
It was moved and seconded to reconsider the action previously taken on the location of the Nunemaker facility and to authorize the Chair to appoint a committee to work with the architect and students on location of the building. On motion, it was passed with Regent Engel voting no.
C. President's Report
President Farley said he wanted the Regents to hear about an exciting project which has been undertaken by the private sector for the past several months known as the Citizens for Higher Education. He introduced Bill Hall of the Citizens for Higher Education who summarized a report made recently to the Kansas Board of Regents on the activities of the CHE. He introduced Bill Musgrave and Juli Berger who accompanied him to this evening's meeting.
Mr. Hall said the CHE began with three basic issues which were on page 2 of the handout: has public financial support for the state's higher education declined since 1990 to a level below national averages; are Kansas state appropriations for higher education low relative to the other big 12 states; and, are faculty salaries lagging? He said that without going into any detail on any of those the answer to all is in the negative. He noted that the appropriations for students in Kansas is lower than the national average and is the second lowest in the big 12 states. He said the lowest is Colorado, which has made a conscientious decision to set relatively high tuition levels because of their location as people are attracted to the mountains. With respect to faculty salaries, those lag behind the national average for faculty in similar institutions and the high and average salaries in states around Kansas such as Oklahoma, Nebraska and Iowa. He did say there is an anomaly in the materials, noting that Washburn salaries appear to be better than some of the other schools but noted that is because of the Law School which is located here. He said the present makeup of the Citizens for Higher Education is a 15 member group. He said they anticipate expanding that number to some 200 persons to ensure there is a voice in every corner of the state speaking on the issue of the need for improving Kansas higher education. He said they will be visiting editorial boards and rotary clubs to get the word out. He said they did not intend to lobby the Legislature directly as they are a 501(c)(3) corporation.
President Farley commended the CHE for its efforts in being a voice for higher education in the state of Kansas.
President Farley noted that this year is the centennial year for the Law School and the Washburn Endowment Association has been asked to assist in seeking private donations for the school for use as scholarships and chairs and other things. He said the Washburn Endowment Association is being assisted by some prominent volunteers including Bill Bunten, Bernie Bianchino, Stewart Entz, Winton Hinkle, B. Jane Chandler Holt and Laura Ice. He said there would be a further report on the fundraising activities for the Law School centennial year at the September Board of Regents meeting.
a. FY 2004 Budget Guidelines
Chairperson Roth noted the FY 2004 Budget Guidelines had been overlooked following discussion of the location for the Nunemaker facility and asked that a motion be made. It was moved and seconded to approve the FY 2004 Budget Guidelines as presented in the agenda item. Motion passed unanimously.
D. Treasurer's Report
It was moved and seconded to approve the Treasurer's Report as shown in agenda items 1. Depository Security Transactions, 2. Liquidated Claims Approval - June, 2003, and 3. Public Fund Investments - June, 2003. Motion passed unanimously.
VI. New Business
A. Consent Agenda:
It was moved and seconded to approve the Consent Agenda. Motion passed unanimously.
As approved by action of the Board:
a. Faculty Personnel - O'Neil
second extension of leave of absence for Associate Professor Jalen O'Neil for the 2003-2004 academic year;
2. Report of Purchases Between $25,001 and $50,000
award of contract to: D. L. Smith Communications for communications cabling the Student Recreation & Wellness Center and Facilities Services in the amount of $30,475; Micro Warehouse Inc. for 36 LaserJet printers in the amount of $46,084.68; Dell Marketing LP for 71 CPUs in the amount of $49,842; Dell Marketing LP for 20 CPUs, 23 monitors and 2 servers in the amount of $46,685; Source One Inc. for upgrade of Tivoli Storage Manager network backup in the amount of $32,569; JSTOR for archive license agreement for Mabee Library in the amount of $31,333;
3. Revision to Business and Financial Affairs Handbook: Petty Cash Funds, Change Funds and Other Cash Collections
addition of new policy Section IV. 21 Petty Cash Funds, Change Funds and Other Cash Collections to the Business and Financial Affairs Handbook;
4. Change Order - Transitional Housing Project
PR #1 - REVISED WATER MAIN AND SANITARY SEWER LINES:
1. Upon review of the construction drawings, City of Topeka's Engineering Office concluded the alignment of the Sanitary Sewer line was unacceptable. It was to go south from the housing complex to connect to the main on 21st street. This alignment placed it beneath the berm at the NW corner of 21st and Jewell Ave. The realignment suggested by the City, located on the opposite side of Jewell, requires additional piping, a manhole, trenching and repair of the street and other appurtenances for the extension of the pipe sanitary sewer line.
2. The second item was an increase in a segment of the sanitary sewer pipe from an 8" to a 10" to allow for expansion of the campus sewer system in the future.
The total Contract Revision proposed by CO-01 is as follows:
Construction Cost Increase - $10,109.00
Construction Schedule Increase - NO IMPACT
Original Construction Contingency: $350,892. The commitment from contingency is $10,109, leaving a $340,783 contingency balance.
5. Change Order - Moore Bowl Stadium Renovation Project
PR #25 - MISCELLANEOUS STEEL BRACING: Accent lighting placed on the rooftop of the main pavilion and the NW entry pavilion required special mounting brackets. Additionally, the rooftop mounted flagpoles required additional bracing for stability. Also, unsupported half walls at the media areas and suite beverage rails required additional steel bracing. The lighting, flagpoles and pony wall bracing have been installed. It has been determined that this item has an impact on the critical path of the schedule.
$1,975.00 -Add one (1) day
PR #26 - ADDED WALLS: The data and communications designers requested their equipment be housed in separate rooms from the sound room. Walls were added in the sound equipment room, the press level utility room and the souvenir shop at the NW entry pavilion. Other walls added at the University's request divided the press level electrical / storage room into a separate electrical room and storage room. A short end wall was added to the end of the counter and cabinets at the press lounge. Necessary portions of this work are being completed in order to maintain the construction schedule. It has been determined that this item has no impact on the critical path of the schedule.
COR #6 - REWIRE AND REVISE BATHROOM EXHAUST FAN: The exhaust ran was rewired and revised to provide for ease of operations. This work has been completed and is in place in order to maintain the construction schedule. It has been determined that this item has an impact on the critical path of the schedule.
$3,791.00 - Add one (1) day
COR #7 - CHANGE CEILING GRID COLOR AT ROOMS WITH GREY CEILING TILE: The ceiling grid color was changed to match the ceiling tile color in the second floor hospitality suite, dining room and the private suites. This material is on order and has been purchased in order to maintain the construction schedule. It has been determined that this item has no impact on the critical path of the schedule.
COR #8 - ADDITIONAL STEEL FOR STRUCTURAL SUPPORT AT STAIR TOWERS: Additional steel was added at the stair landings and the corner windows to support the metal stud framing. This work has been installed in order to maintain the construction schedule. It has been determined that this item has an impact on the critical path of the schedule.
$2,283.00 - Add one (1) day
COR #9 - STEEL MODIFICATIONS AT NW ENTRY CANOPY ROOF DRAINS: Steel modifications were made in order to completely enclose roof drain leaders in the NW Entry canopy roof. This work was completed in order to maintain the construction schedule. It has been determined that this item has no impact on the critical path of the schedule.
The total Contract Revision proposed by CO-03 to date is as follows:
Construction Cost Increase - $16,340.00
Construction Schedule Increase - 3 days
Substantial Completion - August 21, 2003
The commitment from the contingency is $73,623, leaving a $141,377 contingency balance.
6. KTWU - FY 2004 Membership Fees
FY 2004 Membership Fees not to exceed $443,000 as follows: Member Service Assessment in the amount of $101,000 (discount if paid by 9/30/03), Station Independence Program membership in the amount of $32,000 and PBS Assessment in the amount of $310,000 (discount if paid before 7/31/03);
7. Benefit Plan Changes - Alternate Supplemental Retirement Annuity Providers
the addition of ING Aetna, Lincoln National and Security Benefit as providers of supplemental retirement annuities for Washburn University employees; and,
8. Revisions to Classified Compensation Schedule
a 3% increase (approximate financial implication $25,000) in entry wages for wage and hour employees outside the bargaining unit effective October 12, 2003.
B. Action Items:
1. Kansas Board of Regents Performance Indicators
Vice President for Academic Affairs, Dr. Ron Wasserstein, noted the University first adopted performance indicators in 2001 following the adoption of the Kansas Higher Education Coordination Act. He said, as contemplated in the Act, institutions would be eligible to receive an additional two percent of their base state funding based upon meeting performance indicators. He noted, however, there has never been any funding available for performance funding and the use of performance indicators will be replaced soon by the adoption of performance agreements for individual institutions as required by amendments to the Kansas Higher Education Act in Senate Bill 647 in the 2002 Kansas Legislature. He noted the University is doing very well in meeting the performance indicators adopted. In response to questions concerning non-credit continuing education for core indicator 3, this has been caused largely by a reduction in available funding for the state and private corporation given the economy and with the reduction in available funding for state government and private sector training, this particular market has declined. He noted the indicator is for non-credit continuing education and the Continuing Education division works to meet demand in all areas of continuing education as available. With respect to a goal indicator in co-indicator 4 related to the alumni giving rate, Vice President Wasserstein indicated there are two factors in not fully meeting this goal. First is when the goal was initially developed all variable factors in meeting such a goal had not been fully weighed, such as defining who is an alumni for purposes of satisfying the goal and that the economy has been in decline for the past several years since the adoption of the indicator. It was moved and seconded to approve the performance indicators. Motion passed unanimously.
2. Bachelor of Science Degree in Forensic Chemical Science
Vice President for Academic Affairs, Dr. Ron Wasserstein, said the degree program presented here is not one that is provided elsewhere in the state of Kansas and there is only one such program in the region. He said the program involves no new activities other than the addition of an internship course and represents a redirection of resources in this multi-disciplinary approach. He said there is no new faculty required and there is presently some capacity in all other areas than in the very lowest of courses. He said this will help the institution meet its mission to the community. It was moved and seconded to approve the Bachelor of Science Degree in Forensic Chemical Science. Motion passed unanimously.
C. Information Items:
1. Summary of Program Review Activities during Academic Year 2002-2003
Vice President for Academic Affairs, Dr. Wasserstein, noted the University has been conducting the annual program reviews for the past 11 years and is presently in the third cycle of reviewing the various academic and administrative departments. He said in the past year the program review committee reviewed eight academic departments and two administrative areas.
He said with the exception of one graduate program all were evaluated to be operating at an acceptable level. He noted the grade of "operating at an acceptable level" is a good grade in the view of the committee. Dr. Wasserstein said, in response to a question concerning ratings by previous program review committees, he can't discern any measurable difference between programs and has to conclude the committee is comprised of hard graders.
Regent Dick said he would like to encourage the University to ask the question "what are those programs in which we want the University to be truly outstanding" involving input from not only the Board of Regents but also from faculty and to then think "how do we get there."
2. Update on Academic Initiatives
Vice President Wasserstein reported since his last update to the Board of Regents a draft plan has been presented to the Deans of the major academic units at a retreat. Based upon input from faculty at seminars and at dinners which included Regents, he said that within a couple of weeks he hopes the group will be able to put together a new draft plan. He said it will be ambitious, comprehensive and multi-faceted to help the University provide better education for its students and to enhance its reputation. He said it will be a five-year plan which happily coincides with the next on-site campus visit by the North Central Association's review team. He said the draft plan will be circulated to members of the faculty for input and the members of the Board of Regents will see that report at the same time it goes to the faculty.
Arlene Clayton asked to be recognized. She presented three letters from the Kansas Board of Regents, one of which was signed by presidents of their institution, one by Richard D. Ellis, Professor of Human Services at Washburn and one involving white collar crime. She made a reference to having the privilege of knowing several of the code talkers from World War II.
VII. It was moved and seconded to recess to Executive Session for the purpose of discussing employer/employee negotiations and to reconvene in open session at 5:35 p.m. in the Kansas Room of the Memorial Union. Motion passed unanimously. The Board recessed to Executive Session in the Cottonwood Room at 5:30 p.m.
At 5:33 p.m. the Board reconvened in Open Session in the Kansas Room of the Memorial Union.
It was moved and seconded to ratify the new Memorandum of Agreement with USWA Local 307L-4. Motion passed unanimously.
It was moved and seconded to adjourn. The meeting adjourned at 5:35 p.m.
Kenneth P. Hackler
Secretary, Board of Regents