WASHBURN UNIVERSITY OF TOPEKA BOARD OF REGENTS A G E N D A ____________________________________________________________________________ DATE: March 18, 1998 Memorial Union: BUSINESS MEETING: - 6:00 p.m. Newsroom ____________________________________________________________________________ I. Call to Order Chairperson Parks II. Roll Call Mr. Craig Mrs. Porter Mr. Dick Mr. Roth Mr. Engel Mrs. Wagnon Mr. Ferrell Dr. Ybarra Mrs. Parks III. Approval of Minutes of February 16 and 18, 1998 meetings as circulated. IV. President's Report V. New Business A. Action Items: 1. Expenditures over $25,000 a. Mabee library Carpet Replacement b. Purchase of 25 Network Computer Terminals 2. Personnel a. Tenure and Promotion Recommendations b. Dale Anderson for Professor Emeritus c. Dr. Lawrence McKibbin for Professor Emeritus d. Lyle Baker for Associate Professor Emeritus e. Designation of Eminentes Universitatis for Beth E. Myers 3. Honorary Degree Candidates 4. NCAA/Washburn Scholarship Policy B. Consent Agenda: 1. Bylaw Amendments - 2nd Reading/Approval a. Revision to the University TIAA-CREF Retirement Program b. Library Faculty Representation on University Council 2. Depository Security Transactions 3. Liquidated Claims Approval - January 1998 4. Liquidated Claims Approval - February 1998 5. Public Fund Investments C. Information Items: 1. Recruitment Plan 1998 to 2003 NOTICE President Farley has extended an invitation to members of the Washburn University Board of Regents for dinner in the Washburn Memorial Union "Newsroom" immediately following the Board of Regents meeting on March 18, 1998. Notice is being provided of this social gathering to ensure compliance with the Kansas Open Meetings Act. Agenda Item No. V. A. 1. a. Washburn University Board of Regents SUBJECT: Mabee Library Carpet Replacement DESCRIPTION: Replacement of all carpet on the 1st Floor of Mabee Library. This project was included as part of the approved FY 98 capital improvement budget and is to replace the carpet that was originally installed in 1977 and is worn out. Three bids were solicited and two bids were received. One bid was for $30,474.00 from Carpet One and the other bid was for $31,688.00 from Conner Tile. Bob Florence declined to bid. FINANCIAL IMPLICATIONS: $30,474.00 from account number 03- 00302 (Capital Improvements). RECOMMENDATION: President Farley recommends award of a contract to Carpet One to install new carpeting on the 1st floor of Mabee Library. _______________________ _____________________________ (date) Jerry B. Farley, President Agenda Item No. V. A. 1. b. Washburn University Board of Regents SUBJECT: Purchase of 25 Network Computer Terminals DESCRIPTION: The Academic Computer Center (ACC) is the primary computing facility used by faculty, staff and students. It has been determined by the Electronic Technology Committee to be more cost effective to connect x-terminals to RS6000 and NT Servers operated by ACC, than to purchase individual Personal Computers. In July, 1995, bids were solicited from Tektronix, NCD, and IBM to become the supplier of x-terminals for the University. Each manufacturer of x-terminals uses a different software base, so it was important to pick a supplier that could support the University's needs both at that time and for the future. It was determined that it would make for a more homogeneous environment if the faculty and students were working with the same type of network device both in the office and in the labs. Tektronix was the low bid at that time, and was awarded the contract. In the subsequent two years, the prices have not increased. On July 15, 1997, Tektronix introduced an upgraded x-terminal, the NC217. This unit is twice as fast and has greater graphical capability, as well as video and sound capability. There is no additional cost for the software upgrade because the ACC has kept the software used on the older XP217 on maintenance. The cost of the NC217 is less than the older XP217 the University had been purchasing, but with greater capability. The 25 NC217 terminals will be used partly for replacement of the character based LINX terminals which will soon be inoperable within the network, but the majority will be used for expansion of the network to faculty who have previously not had access in their offices to the network. FINANCIAL IMPLICATIONS: Expend sum of $40, 175 from account 03- 00301 (Building And Construction, Capital Equipment). RECOMMENDATION: President Farley recommends the purchase of 25 NC217 computer terminals and keyboards as per attached quotation #VP 84414 from Tektronix in the amount of $40,175. ______________________ ________________________________ (date) Jerry B. Farley, President Agenda Item No. V. A. 2. a. Washburn University Board of Regents SUBJECT: TENURE AND PROMOTION RECOMMENDATIONS DESCRIPTION: After consultation with the appointed and elected committees and the respective deans, the following people are recommended for tenure: Stephen Angel Chemistry College of Arts and Sciences Shiao-Li Ding Music College of Arts and Sciences Judith McConnell Education College of Arts and Sciences Anthony Serino Biology College of Arts and Sciences Richard Ellis Human Services School of Applied Studies Juliann Mazachek School of Business Kanalis Ockree School of Business The following are recommended for promotion to noted ranks: Thomas Morgan Music to Associate Professor Margaret Stewart English to Professor Richard Ellis Human Services to Associate Professor Juliann Mazachek Business to Associate Professor Kanalis Ockree Business to Associate Professor Robert Boncella Computer/Info Sciences to Professor FINANCIAL IMPLICATIONS: Additional salaries of $6,720 to be met by internal reallocation. RECOMMENDATION: President Farley recommends approval of the awarding of the above faculty promotion and tenure. ________________ ______________________ (date) Jerry B. Farley, President AGENDA ITEM BOARD OF REGENTS DATE: March 4, 1998 NUMBER: V. A. 2. b. SUBJECT: Dale Anderson for Professor Emeritus DESCRIPTION: I would like to nominate Dale Anderson for Professor Emeritus. Dale has served the University faithfully the past 31 years. (See attachment) FINANCIAL IMPLICATIONS: None. REQUESTED ACTION: President Farley recommends approval awarding Professor Emeritus. ORIGINATED BY: Wayne M. Sheley PRESIDENT'S APPROVAL: AGENDA ITEM BOARD OF REGENTS DATE: March 4, 1998 NUMBER: V. A. 2. c. SUBJECT: Dr. Lawrence McKibbin for Professor Emeritus DESCRIPTION: I would like to nominate Dr. Larry McKibbin for Professor Emeritus. Dr. McKibbin has served the University faithfully the past seven years as Dean and Professor of the School of Business. His leadership and character have made a positive, lasting impact on the School of Business. FINANCIAL IMPLICATIONS: None. REQUESTED ACTION: President Farley recommends approval awarding Professor Emeritus. ORIGINATED BY: Wayne M. Sheley PRESIDENT'S APPROVAL: AGENDA ITEM BOARD OF REGENTS DATE: March 4, 1998 NUMBER: V. A. 2. d. SUBJECT: Lyle Baker for Associate Professor Emeritus DESCRIPTION: I would like to nominate Lyle Baker for Associate Professor Emeritus. Lyle has served the University faithfully the past 12 years. (See attachment) FINANCIAL IMPLICATIONS: None. REQUESTED ACTION: President Farley recommends approval awarding Associate Professor Emeritus. ORIGINATED BY: Wayne M. Sheley PRESIDENT'S APPROVAL: Agenda Item No. V. A. 2. e. Washburn University Board of Regents SUBJECT: Designation of Eminentes Universitatis for Beth E. Myers DESCRIPTION: In June, 1997, Beth E. Myers retired from Washburn University. She began her career at the University in June, 1976, as a Secretary II in the Student Health Services Office and continued in the same office for the next 21 years. Beth was a true asset to the Student Health Services Office with her many skills, pleasant attitude, and her obvious and continued pride in Washburn. In his nomination letter, Dean Meredith Kidd, stated, "Beth's past service to Washburn University is meritorious, consistently above reproach, and greatly appreciated." She "deserves to be recognized by the University with the title Eminentes Universitatis." FINANCIAL IMPLICATIONS: None RECOMMENDATION: President Farley recommends that Beth E. Myers be recognized by the University with the title of Eminentes Universitatis. (date) Jerry B. Farley, President AGENDA ITEM BOARD OF REGENTS DATE: March 4, 1998 NUMBER: V. A. 3. SUBJECT: HONORARY DEGREE CANDIDATES DESCRIPTION: Approval of the following candidates to receive Honorary Degrees at the 1998 Commencement ceremony: Joan Foth - Doctor of Fine Arts Lou Falley - Doctor of Commerce (See attachment) FINANCIAL IMPLICATIONS: None. REQUESTED ACTION: President Farley recommends approval awarding these two Honorary Degrees. ORIGINATED BY: Wayne M. Sheley PRESIDENT'S APPROVAL: Agenda Item No. V. A. 4. Washburn University Board of Regents SUBJECT: NCAA/Washburn Scholarship Policy DESCRIPTION: Washburn University athletics has as its primary task the development of students as scholars and athletes in a competitive environment. This is a strength and tradition of intercollegiate athletics. Washburn competes in the NCAA Division II, Mid-America Intercollegiate Athletic Association. As part of a continuing review of the rules and regulations we found that NCAA policies and Washburn policies with respect to the awarding of scholarships differ placing Washburn at a competitive disadvantage. The operative language comparison is below: Washburn: Athletic grants-in-aid shall not be decreased because of a student-athlete's ability. NCAA: Where a student's athletics ability is taken into consideration in any degree in awarding financial aid, such aid shall not be awarded in excess of one academic year. Washburn should move to the NCAA language. However, this change in policy requires that safeguards be in place to protect both the university and student athletes. Those safeguards include: 1. Student athletes who are injured through athletic performance or training shall continue to receive athletic grants-in-aid so long as the student athlete rehabilitates to playing condition. 2. Student athletes who have career ending injuries, as medically, determined shall continue grant awards. This proposal received the approval of the Faculty/Athletic Committee and the Student/Athlete Advisory Committee. The Student/Athlete Advisory Committee supported the change because this policy change will strengthen teams which rely on the active contribution of each member to demonstrate success as a group. FINANCIAL IMPLICATIONS: None RECOMMENDATION: President Farley recommends that the Board approve changes in the Washburn Athletics Department Policies and Procedure Manual to match the NCAA policy as attached. ____________________ _________________________ (date) Jerry B. Farley, President Agenda Item No. V. B. 1. a. Washburn University Board of Regents SUBJECT: Revision to the University TIAA-CREF Retirement Program Present University policy, found in Article VI of the University Bylaws and in I.3.5.1. of the Business and Financial Affairs Handbook restricts entry into the University's TIAA-CREF retirement program to three specific times in a year following the completion of the one year waiting period. The administration proposes making the entry date the first pay period following completion of the one year waiting period. The proposed change also would permit one to make up to four (4) salary reduction agreements per calendar year rather than just one. The current policy also precludes persons in the one year waiting period to participate in a salary reduction agreement for elective deferral of his/her income to a TIAA-CREF. The administration proposes that all eligible employees be authorized to participate in a salary reduction agreement. University contributions towards one's retirement program, however, would only be made after completion of the one year period. To effect these changes in the University retirement policy, which also will require a change in the University's Retirement Plan Document, the administration proposes the following amendments to the Bylaws and Business And Financial Affairs Handbook. Bylaws Revisions Article VI §2 revised as follows: As a condition of employment, the University requires participation in the University's retirement plan by eligible employees on the beginning of the pay period following completion of one year of service. Article VI, §6 revised as follows: The entry date for all employees shall be the first day of the pay period in which she or he becomes eligible for participation. Business And Financial Affairs Handbook Revisions I.3.5.1. SECTION 2 as follows: As a condition of employment, the University requires participation in the University's retirement plan by eligible employees on the beginning of the pay period following completion of one year of service. I.3.5.1 SECTION 3 as follows: The entry date for all employees shall be the first day of the pay period in which she or he becomes eligible for participation. I.3.5.1 SECTION 6 as follows: The Board of Regents, effective July 1, 1963, authorized a voluntary program of tax deferment on compensation applied to the TIAA-CREF Annuity Program. Effective March 1, 1998 any employee in the TIAA- CREF Program has the option of electing a modification of salary contract by voluntarily reducing the salary by an amount not in excess of the maximum elective deferral which the employee is eligible to elect under the Internal Revenue Code. OASI and Medicare deductions apply to gross wages and not the net deferred wages. No more than four (4) Election of Retirement Program Options agreements may be made in a calendar year. I. 3.5.1. SECTION 7 to amend the first paragraph thereof as follows: (changes appear only in the first paragraph of the section, the last 3 paragraphs are omitted from this item) The Board of Regents, at its February 27, 1974 meeting, approved a plan for a Supplemental Retirement Annuities Program as established by TIAA- CREF. The Board of Regents authorized a modification to the policy at the September 22, 1976 meeting to allow participants to take advantage of possible larger amounts for deferments. The cashable annuity contract - the Supplemental Retirement Annuity (SRA) - has been available from TIAA- CREF for use under the annuity option (tax deferred annuity) program since July 1, 1974. This has given eligible faculty and staff members a choice of the type of annuity contract available for accumulating tax-deferred annuity funds over and above the Washburn basic TIAA-CREF Retirement Plan. An employee is eligible to enter the SRA Program if employed in a benefit eligible position requiring 1,000 or more hours of work per year. Entrance into the SRA Program is limited to no more than four salary reduction agreements per calendar year, and must be mutually approved by the employee and the University. FINANCIAL IMPLICATIONS: Fiscal impact over period July 1, 1994 to June 30, 1996, if policy had been in effect: approximately $33,418. Future fiscal impact dependent upon hire dates, salary and current vesting of new employees. There is no fiscal impact on University for permitting elective deferral to TIAA- CREF during one year waiting period. RECOMMENDATION: President Farley recommends approval of proposed revisions to the Bylaws and of the amendments to policy regarding elective deferral for employees effective February 19, 1998. _____________________ _____________________________ (Date) Jerry B. Farley, President Agenda Item No. V. B. 1. b. Washburn University Board of Regents SUBJECT: Library Faculty Representation on University Council DESCRIPTION: The changes to the Faculty Handbook and the University ByLaws indicated on the attached pages were approved by the General Faculty on January 29, 1998. FINANCIAL IMPLICATIONS: None RECOMMENDATION: President Farley recommends approval of proposed revisions to the Bylaws and the Faculty Handbook. ____________________ __________________________ (date) Jerry B. Farley, President Proposed change to Section I, part VI.A.2 of the Faculty Handbook: 2. Membership of the University Council shall be: *Five faculty members from the College of Arts and Sciences, each elected by a different Division of the College. *One faculty member elected by the School of Law. *One faculty member elected by the School of Applied Studies *One faculty member elected by the School of Nursing. *One faculty member elected by the School of Business. *One faculty member elected by the University Libraries *The President of the University (ex officio). *The Vice President for Academic Affairs (ex officio). *The Vice President for Administration (ex officio) *The Chief Student Affairs Officer (ex officio) *The President of the Washburn Student Association (ex officio) *The senior elected Faculty Representative to the Board of Regents Elected members serve two-year terms unless otherwise stipulated. All elected and all ex officio members are alike voting members of the Council. Proposed change to Section I, part VI.A.3 of the Faculty Handbook: 3. Non-voting representatives to the University Council shall be: a. The Deans of the Major Academic Units b. Three students selected by the Student Association, and one by the Student Bar Association c. The junior elected Faculty Representative to the Board of Regents d. The Director of the University Library Proposed change to Article V, Section 10, paragraph b, subparagraph 1 of the Bylaws b. 1. Membership of the University Council shall be: Five faculty members from the College of Arts and Sciences, each elected by a different Division of the College; One faculty member elected by the School of Law; One faculty member elected by the School of Applied Studies; One faculty member elected by the School of Nursing; One faculty member elected by the School of Business; One faculty member elected by the University Libraries; The senior elected Faculty Representative to the Board of Regents; The President of the University (ex-officio); The Vice President for Academic Affairs (ex-officio); The Vice President for Administration (ex-officio); The Chief Student Affairs Officer (ex-officio); The President of the Student Association (ex-officio). Elected members serve two-year terms unless otherwise stipulated. All elected and all ex-officio members are alike voting members of the Council. Proposed change to Article V, Section 10, paragraph b, subparagraph 2 of the Bylaws 2. Non-voting representatives to the University Council shall be: (i) The Deans of the Major Academic Units; (ii) Three students selected by the Student Association, and one by the Student Bar Association; (iii) The junior elected Faculty Representative to the Board of Regents. (iv) The Director of the University Library Agenda Item No. V. B. 2. Washburn University Board of Regents SUBJECT: Depository Security Transactions DESCRIPTION: Following is a list of the depository security transactions that have occured. With Kaw Valley Bank Added 1-31-98 3134A1VE7 FHLMC 7.12% Maturity: 6-24-04 $750,000 With Mercantile Bank Added 1-28-98 312915PA3 FHLM Maturity: 12-15-00 $2,000,000 Added 1-28-98 312915G54 FHLMR Maturity: 8-15-98 $1,500,000 Added 2-13-98 31282UFZ5 6.0 FGPC Maturity: 6-1-98 $1,500,000 Released 2-13-98 31331NMJO 7.51 FCBD 98AB Maturity: 2-13-98 $500,000 With UMB Bank Kansas Added 1-26-98 31364FPS4 5.42 FNNT A 01/01 Maturity: 1-23-01 $2,500,000 FINANCIAL IMPLICATIONS: The Treasurer believes the University deposits are properly secured. See note on 9-15-82 agenda item VI.J. RECOMMENDATION: President Farley recommends approval by the Board of Regents of the Treasurer's Report that the University funds are properly secured. _____________________ __________________________ (date) Jerry B. Farley, President Agenda Item No. V. B. 3. Washburn University Board of Regents SUBJECT: Liquidated Claims Approval - January 1998 DESCRIPTION: Attached is the list of claims processed for the month of January, 1998 by fund. Following is a capsheet of all claims by fund. The payroll claims will be presented to the Board of Regents for review at the March 18, 1998 meeting through the Chairperson. To the best of my information and belief, I certify that the liquidated claims submitted in this transmittal are in compliance with all applicable laws and University policies. ______________________ _____________ JOHN A. MOORE, JR. DATE Fund # Fund Name Total Claims (1) General Fund ($8,800,000 in public fund investments via wire transfers)* $ 5,760,612.19 (2) Debt Retirement and Construction Fund ($1,039,955 in public fund investments via wire transfers)* ($379,944.75 in bond payments to State via wire transfers)** None (3) Building and Construction Fund ($150,000 in public fund investments via wire transfers)* $ 106,115.26 (4) Endowment Fund None (5) Student Loan Fund $ 3,530.00 (6) Employee Benefit Construction Fund ($3,110,000 in public fund investments via wire transfers)* None (7) Liability Expense Fund ($100,000 in public fund investments via wire transfers)* $ 108,163.00 (8) Restricted and Agency Fund ($1,000,000 in public fund investments via wire transfers)* $ 474,497.78 (9) Plant Fund None (11) Development Fund $ 68,628.85 (13) Government and Research Fund $ 57,415.20 Sub-Total $ 6,578,962.28 Payroll $ 1,858,776.99 Payroll Withholding ACH Transactions $ 634,896.51 *Wire Transfers (Investments) $14,199,955.00 **Wire Transfers (Bond Payment to State) $ 379,944.75 Total $23,652,535.53 _____________________ ________________________ (date) Jerry B. Farley, President Agenda Item No. V. B. 4. Washburn University Board of Regents SUBJECT: Liquidated Claims Approval - February 1998 DESCRIPTION: Attached is the list of claims processed for the month of February, 1998 by fund. Following is a capsheet of all claims by fund. The payroll claims will be presented to the Board of Regents for review at the March 18, 1998 meeting through the Chairperson. To the best of my information and belief, I certify that the liquidated claims submitted in this transmittal are in compliance with all applicable laws and University policies. _________________________ _____________ JOHN A. MOORE, JR. DATE Fund # Fund Name Total Claims (1) General Fund ($1,200,000.00 in public fund investments via wire transfers)* $2,909,726.82 (2) Debt Retirement and Construction Fund None (3) Building and Construction Fund $ 96,650.64 (4) Endowment Fund None (5) Student Loan Fund $ 1,000.00 (6) Employee Benefit Construction Fund None (7) Liability Expense Fund None (8) Restricted and Agency Fund ($100,000.00 in public fund investments via wire transfers)* $ 909,975.24 (9) Plant Fund None (11) Development Fund $ 6,024.67 (13) Government and Research Fund $1,241,745.42 Sub-Total $5,165,122.79 Payroll $1,966,708.60 Payroll Withholding ACH Transactions $ 566,324.85 *Wire Transfers (Investments) $1,300,000.00 **Wire Transfers (Bond Payment to State) None Total $8,998,156.24 __________________ _________________________ (date) Jerry B. Farley, President Agenda Item No. V. B. 5. Washburn University Board of Regents SUBJECT: Public Fund Investments DESCRIPTION: The Treasurer reports the following public fund investments: Amount Investment Period Public Fund Rates Wall Street Journal Rates T-Bill Rate Successful Bidder Rate $1,300,000 276 days 5.27% 5.52% 5.09% Kaw Valley 5.40% Bids for investment of the University's public funds are solicited from area financial institutions in accordance with University policy and in conformance with State law regarding public fund investment (K.S.A.9-1401 et.seq. and 12- 675 et.seq.) FINANCIAL IMPLICATIONS: This investment will generate $53,082.74 for the General Fund at maturity. RECOMMENDATION: President Farley recommends approval by the Board of Regents of the Public Fund Investments reported in the description above. ___________________ ________________________ (date) Jerry B. Farley, President Agenda Item No. V. C. 1. Washburn University Board of Regents SUBJECT: RECRUITMENT PLAN 1998 TO 2003 DESCRIPTION: The recruitment plan emphasizes the identification of, contact with and enrollment of achievement oriented students with a record of academic success and personal achievement. The plan is not exclusionary. Open-access continues and broad opportunity exists for Kansans to pursue their educational objectives. However, the units of Enrollment Management will actively recruit those who have the demonstrated ability and academic and personal characteristics that will enable them to flourish at Washburn and contribute to the Washburn community. The Message: Focus: Academic Program Technology Class Size Faculty International Study Intimacy of Campus Community Opportunities Financial Aid Affordable High School Market: Goal - Enrollment Growth 4%/year in traditional direct from high school population. Goal - Market Share Increase market share in all high school markets Goal - Increase size of market Target - selected out-of-state high school markets Community College Market: Goal - Enrollment Growth 4.5%/year of students with potential to succeed. Focus on community college honor students. Develop true 2+2 programs. Increase visibility. Local Adult Population: Goal - Maintain stability in enrollment Develop network of employers. Direct mail contact Utilize faculty, students and alumni in process. FINANCIAL IMPLICATIONS: Possible additional marketing and recruitment expenditures. RECOMMENDATION: Information only. ____________________ _________________________ (date) Jerry B. Farley, President