WASHBURN UNIVERSITY OF TOPEKA BOARD OF REGENTS A G E N D A _____________________________________________________________________ DATE: December 17, 1997 BUSINESS MEETING: - 6:00 p.m. Kansas Room _____________________________________________________________________ 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 November 14, 1997 meeting as circulated. IV. President's Report V. New Business A. Action Items: 1. Vice President for Administration and Treasurer Appointment Dr. Farley 2. Documents Necessary for Vice President for Administration & Treasurer Transition Dr. Farley 3. Expenditures over $25,000 a. Television Transmitter Purchase Dr. Farley B. Consent Agenda: 1. Insurance Policy Renewals/Cancellations Effective January 1, 1998 Dr. Farley 2. KTWU Audit Report for the Year Ended June 30, 1997 Dr. Farley 3. Depository Security Transactions Dr. Farley 4. Public Fund Investments Dr. Farley 5. Liquidated Claims Approval Dr. Farley NOTICE President and Mrs. Farley have extended an invitation to members of the Washburn University Board of Regents and their spouses/guests for dinner at 3130 Shadow Lane following the Board of Regents meeting December 17, 1997. Notice is being provided of this social gathering to ensure compliance with the Kansas Open Meetings Act. Agenda Item No. V.A.1. Washburn University Board of Regents SUBJECT: Vice President for Administration and Treasurer Appointment DESCRIPTION: A national search was conducted for the Vice President for Administration and Treasurer to fill the position being vacated by the retirement of Louis E. Mosiman. This search has been thorough and exhaustive. A search committee chaired by the Vice President for Academic Affairs and members from the Academic Deans, Faculty, Administration and Community screened applications and made recommendations as to the candidates who were to be interviewed. Four candidates were brought to campus for interviews lasting approximately 1 1/2 days each. During the interview process candidates met with groups consisting of Regents, Deans, Faculty, Executive Staff, Direct Reports of the VP Administration, Administrators and the VP's office staff. All those who met the candidates were invited to provide feedback to the President about the candidates. That input was key to identifying the candidate who is the best fit for Washburn University. FINANCIAL IMPLICATIONS: RECOMMENDATION: At an executive session to discuss personnel matters, the President will bring forward a specific recommendation. ________________________ _______________________________________ (date) Jerry B. Farley, President Agenda Item No. V.A.2. Washburn University Board of Regents SUBJECT: Documents Necessary for Vice President for Administration and Treasurer (VPA&T) Transition DESCRIPTION: Current plans are to interview certain candidates for the VPA&T position December 1 through December 15. An appointment recommendation will be presented to the Board of Regents on December 17, 1997. There is not a regularly scheduled Regents meeting until January 21, 1998. After the appointment is made and accepted an effective date will be set for the person to assume the responsibilities of the position. There are a number of resolutions which the Regents must approve prior to the effective date of the appointment. The forms/resolutions are attached. The effective date and the name of the VPA&T will be added following Board approval of the appointment. These documents are: 1. Certificate of Authority - Capital City Bank 2. Corporate Authorization Resolution - Central National Bank 3. Corporate Authorization Resolution - Mercantile Bank 4. Certificate of Corporate Authorization to Transfer - General Authorization FINANCIAL IMPLICATIONS: RECOMMENDATION: President Farley recommends Board of Regents approval of the four corporate authorizations designating the persons authorized and an effective date. ________________________ _______________________________________ (date) Jerry B. Farley, President Agenda Item No. V.A.3.a. Washburn University Board of Regents SUBJECT: Television Transmitter Purchase DESCRIPTION: KTWU- TV received a matching grant from the United States Department of Commerce, National Telecommunications and Information Administration to replace the 19 year old transmitter with a solid state transmitter capable of being upgraded to Digital TV. Bids were solicited from Harris Corporation, Comark Communications, Inc., and LDL Communications. As part of the bid document, the "Award of Contract" clause states the following: Contract will be awarded as soon as possible to the responsible Bidder submitting the lowest acceptable bid (i.e., combination of Base Bid and accepted alternates, with due consideration to unit prices, as well as the projected cost of modifications, i.e., air intake and exhaust systems, electrical connections, etc., to the transmitter building necessary to install proposed transmitter) KTWU Engineering, in consultation with Mr. Ken Brown of Hoss an Brown Engineers, has determined the lowest installed transmitter is the one bid by LDL Communications, Inc., a Larcan TTP44MH Parallel High Band Television Transmitter. The cost of the transmitter and spare parts as bid is $510,515.00 Mr. Ken Brown has estimated that the cost of modifications to the transmitter building for additional ventilation and electrical service will be $90,400.00. Bids will be solicited from mechanical and electrical contractors to make the modifications to the building. FINANCIAL IMPLICATIONS: The funding sources for this project are as follows: NTIA Equipment grant, not to exceed $332,718.00 State of Kansas Equipment Grant $316,000.00 RECOMMENDATION: President Jerry B. Farley recommends the purchase of one Larcan TTP44MH Television Transmitter and spare parts as bid, from LDL Communications, in the amount of $510,515.00 ________________________ _______________________________________ (date) Jerry B. Farley, President Agenda Item No. V.B.1. Washburn University Board of Regents SUBJECT: Insurance Policy Renewals/Cancellations Effective January 1, 1998 DESCRIPTION: The University has used the Independent Insurance Agents of Kansas to help determine risks, insurance coverages, and insurance companies each year. The University's lead agency (AON) tests the insurance market to obtain the best price and value for the University. Washburn was notified in October that AON would not continue its relationship with the Independent Insurance Agents of Topeka, Inc. Because the University was well into the process of 1998 renewals it was decided to continue with the AON Agency for 1998. The Administration's intent is to study the insurance procurement process and make a recommendation to the Board of Regents prior to June 1998 for the 1999 insurance procurement. Most of the 1998 insurance policy procurement will be with the AON Agency. Most of the University's insurance policies are on a January 1 renewal date. Attached is a brief summary sheet which lists the policies, coverages, deductibles, and premiums (with comparison). We are waiting on premium costs for the School Board Legal Liability and the Student Professional Liability policies. This information should be available by the Regents December meeting. If it isn't the Administration requests authority to issue contracts for the two policies. FINANCIAL IMPLICATIONS: See Attached RECOMMENDATION: President Farley recommends Board of Regent approval to order the insurance policies outlined on the attached summary sheet. ________________________ _______________________________________ (date) Jerry B. Farley, President Agenda Item No. V.B.2. Washburn University Board of Regents SUBJECT: KTWU Audit Report for the Year Ended June 30, 1997 DESCRIPTION: The Corporation for Public Broadcasting (CPB) requires the submission of an annual financial report and an audit performed by an independent auditor. A copy of the Annual Financial Report and Audit Report as performed by Berberich Trahan & Co., P.A. are attached for the period ended June 30, 1997. The financial reports reflect the KTWU General Fund information previously provided to the Board of Regents. The KTWU 1997 Support and Revenues were down from 1996, primarily due to decreases in public support. However, Fund Balances were slightly up for 1997 primarily due to increases in the "Property Funds." President Clinton signed a bill enacting $300 million for CPB in Fiscal Year 2000. This represents an increase of $50 million over FY 1999 appropriations, an encouraging sign for PBS stations. FINANCIAL IMPLICATIONS: KTWU will need to continue to be vigilant related to their revenue sources and possible changes in the mix and amounts. RECOMMENDATION: President Farley recommends Board of Regent approval of the Financial Report and Audit Report as submitted. ________________________ _______________________________________ (date) Jerry B. Farley, President Agenda Item No. V.B.3. Washburn University Board of Regents SUBJECT: Depository Security Transactions DESCRIPTION: Following is a list of the depository security transactions that have occured. With Capital City Bank 752535CH5 Randolph County IL USD#140 Maturity Date 12-1-97 Released 11-13-97 $ 50,000 With Mercantile Bank 31331NLG7 7.75% FCBD Maturity Date 12-9-97 Released 11-18-97 $1,000,000 313586YK9 9.55 FNSM 97G Maturity Date 12-10-97 Released 11-18-97 $ 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.4. 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 $700,000 196 days 5.54% 5.60% 5.13% MIP 5.54% $280,000 224 days 5.54% 5.60% 5.13% MIP 5.54% $450,000 365 days 5.59% 5.62% 5.165% MIP 5.49% 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: 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.B.5. Washburn University Board of Regents SUBJECT: Liquidated Claims Approval DESCRIPTION: Attached is the list of claims processed for the month of October 1997 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 December 17, 1997 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. _________________________ _____________ LOUIS E. MOSIMAN DATE Fund # Fund Name Total Claims (1) General Fund $1,587,457.53 (2) Debt Retirement and Construction Fund ($350,000 wire transfers for investments)* $ 11,400.00 (3) Building and Construction Fund ($100,000 wire transfers for investments)* $ 202,725.09 (4) Endowment Fund None (5) Student Loan Fund $ 2,400.00 (6) Employee Benefit Construction Fund None (7) Liability Expense Fund None (8) Restricted and Agency Fund $ 718,941.39 (9) Plant Fund None (11) Development Fund None (13) Government and Research Fund $1,168,884.57 Sub-Total $3,691,808.58 Payroll $1,999,150.45 *Wire Transfers (Investments) $ 450,000.00 Total $6,140,959.03 RECOMMENDATION: ________________________ _______________________________________ (date) Jerry B. Farley, President