WASHBURN UNIVERSITY OF TOPEKA

BOARD OF REGENTS

MINUTES

September 9-10, 2005

________________________________________________________________________________________



I. Call to Order



Chairperson Paul called the meeting to order at 4:08 p.m. in the Washburn B Room of the Memorial Union.



II. Roll Call



Present were: Mr. Blair, Mr. Bunten, Mr. Ferguson, Mrs. Lee, Mrs. Parks, Mrs. Paul, Mr. Roth, Mr. Storey, and Mrs. Warren.



III. Approval of Minutes of July 29, 2005 meeting as mailed.



It was moved and seconded to approve the Minutes of the July 29, 2005 meeting as mailed. Motion passed unanimously.



IV. Officer Reports



A. Chair's Report



There was no Chair's report.



B. Committee Report(s)



There were no committee report.



C. President's Report



President Farley noted that everyone has been hearing about Hurricane Katrina. He said the University has been quite involved in providing relief efforts, noting that a giant semi-trailer had been on campus earlier to be used for transporting supplies gathered by students from the School of Nursing and the Physical Therapy Assistant Program. The University has also helped the American Red Cross set up telephone banks and is working with the United Way to coordinate volunteers. He said the University also has offered to accept students from the Gulf Coast region.



Dr. Farley said the University's Innovative Grant Program will be soliciting proposals from faculty in the coming week. He said the program is to solicit ideas for projects which would make a significant difference on the campus. He said the DART program is one such program funded through the Innovative Grant Program which is designed to assist faculty in the implementation of technology in teaching.



Dr. Farley said the University is working on developing a proposal from Vice President Wasserstein in which students will be asked to nominate a high school teacher who has made a significant impact in their lives. He said the students will be asked to submit essays and a committee will select one to be recognized at the commencement in the Spring. He said the University would pay the expenses for the honoree to attend the commencement and also a small stipend. He said there likely also would be a scholarship in their name. He said we'll try to implement the program this academic year.



President Farley said the Washburn University School of Law Law Clinic is celebrating its 35th anniversary this weekend with an event on Saturday evening. He said the Washburn Law School Law Clinic was one of the first in the nation.



Finally, he said the Washburn Endowment Association will be hosting an event for its Whiting Society members at an ice cream social to be held in the Carole Chapel on Sunday.



D. Treasurer's Report



Vice President for Administration and Treasurer, Wanda Hill, presented the 1. Liquidated Claims Approval - July 2005, 2. Liquidated Claims Approval - August 2005, and 3. Depository Security Transactions agenda items. It was moved and seconded to accept the Treasurer's Report. Motion passed.



V. New Business



A. Consent Agenda:



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



As approved by action of the Board:



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

award of contract to: Restoration & Waterproofing for Morgan Hall exterior cleaning in the amount of $39,500.00; ThyssenKrupp Elevator in the amount of $29,674.00 to replace hydraulic cylinder jack tube in Garvey passenger elevator; Design Business Interiors for systems furniture for the Admissions Office in the amount of $27,779.64; Trabue Industrial Systems in the amount of $49,925.00 for replacement of de-aerator tank for Facilities Heat Plant; Dell Marketing in the amount of $31,874.82 for computers for various departments; and, license renewal to WebCT, Inc. for WebCT in the amount of $28,500.00;



2. Personnel

a. Voluntary Phased Retirement: Dr. William Wagnon

Voluntary Phased Retirement for Dr. William Wagnon at 50% for academic years 2006-07 and 2007-08 effective August 1, 2006;

b. Designate David L. Ryan Professor Emeritus

bestow the title of Professor Emeritus to David L. Ryan; and,

c. Faculty Personnel Actions

hire: Kimberly Harrison, Lecturer at an annual salary of $43,800; Scott Robson, Lecturer at an annual salary of $30,000; Don Willson, Lecturer at an annual salary of $30,000; Christopher White, Lecturer at an annual salary of $22,500; and Susan Zuber-Chall, Lecturer at an annual salary of $16,000.



B. Action Items



1. Expenditures over $50,000



Chairperson Paul reported the classroom renovation projects have been withdrawn.



a. Trash Storage & Recycle Yard



It was moved and seconded to approve the award of a contract to Dinkel Construction Company in the amount of $67,665 for construction/relocation of the trash storage and recycle yard. Motion passed.



2. Insurance Renewal



a. University Health Plan Renewal



President Farley reminded the Board that the University's health plan is a self-funded program under which the University pays the first $100,000 of claims for an employee in a year and that anything above the $100,000 in claims is covered by insurance through Blue Cross Blue Shield of Kansas. Blue Cross Blue Shield also helps the University in coordination of the program. Dr. Farley said there are two minor changes in the coverage this year. One is to increase the lifetime maximum from $2 million to $5 mi8llion and to increase the amount covered for employees for out-patient lab and x-ray costs from $300 to $500. There is no increase in the current premium rates.



Regent Roth requested the administration provide information to the Board about the health insurance plan for the state educational institutions.



It was moved and seconded to renew the University's health plan. Motion carried.



b. Renewal of Insurance Policies



Vice President for Administration and Treasurer, Wanda Hill, reviewed for the Board the insurance policies which were recommended be renewed. She noted the casualty insurance provides coverage for replacement costs and the value had increased $11.9 million from the preceding year. She also noted the University has a risk consultant from Travelers who periodically reviewed the campus. Additionally, she said IMA and United Educators also provide training programs for personnel on campus.



It was moved and seconded to purchase insurance policies as shown on the schedule. Motion passed unanimously.



3. Washburn Endowment Association Office Space



President Farley noted the University is obligated by the terms of its Memorandum of Agreement with the Washburn Endowment Association to provide office space for the organization and that the WEA is outgrowing its office space in the Bradbury Thompson Center. He summarized the history of the project to date, noting that William Sheahan and Associates has been working with the building committee to develop the schematic design for the project. The costs for the project range from $1.4 million to $1.59 million. President Farley and Mr. Sheahan presented drawings of the proposed project including floor plan and elevations.



In response to a query from Regent Warren whether the costs of the project included the cost of acquiring the building originally, Vice President Hill reported that it did not and that the original acquisition was approximately $220,000.



It was moved and seconded to approve the schematic design and to authorize the architect to begin design, development and construction documents phase of the project. Motion passed.



4. Approval of Schematic Design Package for Stoffer Hall, Building Renovation Project



Chairperson Paul recognized Steve Clark of Gould, Evans Associates, the architects for the Stoffer building renovation project. Mr. Clark in turn introduced Doug Doering of Gould Evans and Tom Harvath and George Nikolaiovich of Cannon Design who is working with Gould Evans on the project. Mr. Harvath said Stoffer Hall was built in the late 1950s and has not been renovated in any significant fashion in its 45 year history. He said the task for the architects was to add critical function spaces for the building and to increase safety, functionality and appeal to students and faculty. There's also an image issue with respect to the building and they're looking for ways to improve the exterior image. The project as proposed is for renovation of approximately 61,000 sq. ft. of existing space and to add approximately 18,000 sq. ft. in a new addition. He said the project would include an aggressive course in renovation providing all new mechanical, all new plumbing and they've developed a plan for keeping existing laboratory casework. He said their program is looking to keep down costs which is inviolable. Mr. Harvath and Mr. Nikolaiovich presented a PowerPoint presentation highlighting the features in the renovated and new addition which includes glass on the addition to the North and a turf roof on the new addition.



In response to a query concerning the effect of Hurricane Katrina on construction costs affecting the project, Mr. Nikolaiovich said that is an issue they've addressed. He reported it is their impression the best minds in the business feel there will be a spike in costs late summer and early fall, carrying over into winter. He said the spike would probably last no more than about four months.



President Farley noted the projected total project cost is $14,651,000 with $12 million of that coming from reserves and the remaining $2 million from fund raising by Washburn Endowment Association. The President of the WEA, Dr. JuliAnn Mazachek, reported her organization is beginning to work on the fund raising for the project and they anticipate they will achieve their goal.



Regent Warren expressed caution about the project, saying the Board really needs to think about meeting the project costs.



It was moved and seconded to approve the schematic design; to authorize the architects to begin design, development and construction documents phase of the project; and, to approve the plan update entitled "Master Plan 2005 Update." Motion passed.



VI. INFORMATION - Employee Wellness Committee Report



President Farley circulated a report from Dr. Roy Wohl, Chair of the Employee Wellness Committee, to chair the Benefits Committee. Regent Roth asked that the administration share what other schools and corporations are doing in the context of employee wellness and to send it to the members of the Board before the next meeting.



President Farley said there are two other quick report items. One is that the fall semester is now three weeks old and there have been a number of adds and drops. He said the enrollment appears to be level with enrollment of a year ago with approximately 7,300 students. However, he noted there is an increase in the full-time equivalency with the number of credit hours being taken. He said the average course load across the student body is 11.5 SCH.



The second item has to do with the residence hall. He reported the occupancy is a bit under target. Current occupancy is approximately 88% and the budget is built on 92% goal. He said the residential living folks will adjust expenses to handle the impact of a loss of about $60,000 in revenue.



VII. EXECUTIVE SESSION



It was moved and seconded to recess to Executive Session for discussion of a personnel matter related to non-elected personnel and to reconvene in Open Session at 6:00 p.m. in the Washburn B Room of the Memorial Union. Motion passed. At 5:52 p.m. the Board recessed to Executive Session in Washburn B.



At 5:58 p.m. the Board reconvened in Open Session in the Washburn B Room. It was moved and seconded to recess to Executive Session for the purpose of discussing a legal matter and to reconvene in Open Session at or before 6:10 p.m. in the Washburn B Room. Motion passed.



At 6:10 p.m. the Board reconvened in Open Session in the Washburn B Room.



It was moved and seconded to approve a contract for President Farley as presented. Motion passed.



It was moved and seconded to adjourn. Motion passed. The meeting adjourned at 6:10 p.m.



_______________________________

Kenneth P. Hackler

Secretary, Board of Regents



WASHBURN UNIVERSITY OF TOPEKA

BOARD OF REGENTS

COMMITTEE OF THE WHOLE MINUTES

September 9-10, 2005

________________________________________________________________________________________



Chairperson Paul called the meeting to order at 8:40 a.m. in the "W" Room of the Memorial Union.



Present were: Mr. Blair, Mrs. Lee, Mrs. Parks and Mrs. Paul.



President Farley reviewed the pamphlet "Mission, Values, Goals and Strategic Planning" with the Board, noting the document reflects the strategic initiatives of the University and our mission. He referenced the AGB self-study survey assessment the Board members completed a little more than a year ago which inquired about the Regents' impressions on how well they understand the institution in areas such as the mission, strategic planning, risk management and financial support. He directed their attention to the two sentence mission vision statement found on page 2 of the document, noting the statement had been drawn up by members of the Board of Regents at a retreat some five years ago following an extensive review of the complete mission statement.



Dr. Farley said the Board, through its various meetings of the Board as a whole, and through the Budget/Finance Committee and Audit Committee meetings, had been fully apprised of the institutional budget process and funding sources. He said that today he wanted the Board to become more aware of the financial support provided the institution by the Washburn Endowment Association. He said many universities have foundations providing support to their institution and there have been a number of questions arising across the country with respect to those foundations. Many of the issues have surrounded the question of open records, typically dealing with the identity of donors and their resources. Also, there have been instances in which information has been sought dealing with foundation payment directly to employees of the institution such as the president or the athletics director.



Dr. Farley turned the floor over to the President of the Washburn Endowment Association, Dr. JuliAnn Mazachek, who made a PowerPoint presentation regarding the support the WEA provides the institution. Dr. Mazachek also provided members of the Board with a packet which included the annual report of the Washburn Endowment Association, a brochure on the Whiting Society, a publication entitled "Providing for Excellence," along with information regarding its holdings and current year gift income and new pledges.



After reviewing the financial information, Dr. Mazachek said, in response to a question, that the WEA is happy with the cost to perform fund raising for the institution. She said the costs associated with fund raising are approximately $.22 for each dollar raised. She said that for an institution this size that is a very good number. She said that larger institutions such as the KU Endowment Association typically incur costs of $.15-$.18 per dollar raised.



The University's Director of Athletics, Loren Ferré, made an oral presentation concerning the University's athletic programs, identifying the ten sports the University provides for student athletes. He also described generally the distinction between Division I and Division II of the National Collegiate Athletic Conference. He noted that a number of Division II schools, like us, contemplating moving to Division I, notwithstanding the higher institutional costs associated with such programs. He indicated the University's athletic representatives are the director of athletics, its senior women's administrator and the faculty athletic representative. He said the institution has developed its own compliance manual to ensure compliance with the rules of the NCAA.



Next, the University Director of Equal Opportunity, Carol Vogel, made an oral presentation concerning the University's compliance efforts with respect to Title IX which prohibits discrimination on the basis of sex. She emphasized that Title IX applies not just to athletics, which is its usual context, but across the spectrum of the institution. She said the University regularly and routinely conducts a Title IX compliance review to ensure the institution is meeting the mandate of Title IX. She reviewed the three pronged test employed by the Office of Civil Rights and Department of Education to ascertain whether instutitions are in compliance, noting the institution just recently added women's soccer following a review indicating strong interest and abilities on the part of the under-represented gender who participate in that sport. She also described the use of a survey instrument the University developed in conjunction with the Office of Civil Rights several years ago, noting that the Office of Civil Rights just recently has modified its rules to permit institutions to claim safe harbor through the administration of an interest and abilities survey to their students. She said the survey instrument developed by the Office of Civil Rights for its safe harbor test is very much like the one developed by Washburn. She noted the survey administered by Washburn is administered to all students enrolled into a lifetime wellness class at the time the survey is taken. She said the survey is administered every two years. She said the Title IX review committee will be established this year in order to conduct the survey during the year and complete its report in the summer of 2006.



The meeting adjourned at 10:30 a.m.



_______________________________

Kenneth P. Hackler

Secretary, Board of Regents


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