WASHBURN UNIVERSITY OF TOPEKA BOARD OF REGENTS MINUTES January 19, 1994 ___________________________________________________________________ _______________________ I. Chairperson Ferrell called the meeting to order in the Kansas Room of the Memorial Union at 5:07 p.m. Present were: Mr. Ferrell, Mr. Felker, Mrs. Hines, Mr. Kimbrough, Mrs. Parks and Mr. Roth. Chairperson Ferrell noted that the first portion of the meeting was devoted to a Regents Retreat and turned the floor over to President Thompson. President Thompson said that the Board and administration had been talking about program reviews and priorities and said he had asked the staff to come forth with some of the criteria we would be using or applying to any program in an evaluation. He said the management indicators, or indices, have been prepared for presentation to the Board and would be incorporated into the programmatic review process. * Mr. Hodges arrived at 5:14 p.m. A presentation on the management indicators was made by the Executive Director of Planning, Dr. Sheldon Cohen. He circulated a handout captioned "Washburn University Management Indicators." Dr. Cohen began his presentation by noting that the numbers, in terms of evaluating programs, are very important but indicated that the administration has to exercise its judgment in the application or meaning of those numbers. He said that there are seven key indices that the administration uses in its evaluation of programs. The first of these was on Table I of the handout which is the cost per student credit hour in each department or major academic unit. He said the "flag" in taking a closer look at a program has been established at about ten percent above the university average student cost per credit hour. The second major indicator, reflected on Table II of the handout, is the ratio of student credit hour and FTE faculty. According to Dr. Cohen, the "flag" which would cause closer look being given to a program is 420 on that ratio, which works out to an average class size of 18. The third key indicator, reflected on Table III of the handout, is the ratio of FTE students to FTE faculty. Dr. Cohen noted that there is no established "flag" in looking at these figures and noted that the most prestigious private liberal arts institutions probably have an FTE student to FTE faculty of about 12 to 1 while the national average for those is about 20 to 1. He also noted that some programs require a lower FTE student to FTE faculty by nature of the program. The next major indicator identified by Dr. Cohen appears on Table IV which is the number of FTE majors. He said that the "flag" in determining whether a closer look needs to be given to a program is when the FTE majors drops to 10 or less. The next major indicator highlighted by Dr. Cohen was the number of degrees granted in an academic year which is shown on Table V of the handout. Another major indicator also reflected on this table is the number of majors in a program. He said the "flag" in number of degrees granted is 5 per year, while the number of majors is 30. The last major index highlighted was the percentage change in enrollments and percentage change in instructional expenditures which are shown on Table VI. Dr. Cohen said that the "flag" in this instance is any negative number. He explained that the percentage change in expenditures reflects a higher percentage change than does the higher education price index. He noted, however, that this is due in part to the fact that in years preceding the baseline year, when the HEPI was much greater, the increase in salaries lagged far behind that rate. He also explained some of the negative numbers appearing in the percentage change in student credit hours, noting for instance that the high negative number in history was due to, in his opinion, the retirement of two popular faculty members and the high negative number in speech is attributable to some discord in the former communications arts department. President Thompson asked of the Board how often they would want to have this type of information presented to them. It appeared to be the consensus of the members of the Board of Regents that it should be presented at least annually in the fall semester following analysis of the data and again in the second semester in the event there is some startling news. Faculty representative, Dr. Gary Schmidt, said that there was an enormous amount of data presented in the materials and that he as a representative of the faculty put together a statement reflecting, he hoped, their interests based upon conversations with faculty members with whom he spoke. He then read the following statement: "As stewards of the university, it is important for us to get a complete picture of the University and to take account of the long range ramifications of the decisions that will be made. One problem faced by any governing body is that some factors are easily reduced to numbers while others are not. Head count is a number, program quality is not easily quantified. Full time equivalent faculty members can be easily calculated; their contribution to knowledge and their service to the community can not. The pressures of a current year's budget decisions and the University's near term aspirations tend to hide one's view of long-range consequences. All involved should attempt to overcome these pressures; they should include in their deliberations all those things that have made and will continue to make this University excellent, even if those things cannot easily be reduced to numbers. A reputations for institutional quality that is achieved through hard work over many years can be quickly lost by a few hasty decisions." Regent Hodges noted the importance of viewing the information presented to determine what the trends are and said that once we see a negative trend we ought to examine it and its cause and work at resolution. He said we ought to also review our mission statement more regularly as we look to the future. Chairperson Ferrell extended congratulations to Dr. Cohen and the University's Director of Institutional Research, Mr. Al Dickes, for their work on gathering and preparing the data and report. The Board of Regents stood in recess for supper at 6:06 p.m and recessed to the Lincoln Room. Mayor Felker departed due to the press of other business. At 7:03 p.m. the Board reconvened in the Kansas Room of the Memorial Union. It was moved and seconded to recess to Executive Session for a period not to exceed 30 minutes for discussion of a legal matter with University Counsel. Motion passed. The Board recessed to Executive Session in the Kansas Room at 7:03 p.m. At 7:33 p.m. the Board reconvened in open session in the Kansas Room of the Memorial Union. It was moved and seconded to recess to Executive Session for a period not to exceed 5 minutes for the purpose of discussion of a legal matter with University Counsel. Motion passed. The Board recessed to Executive Session at 7:34 p.m. in the Kansas Room of the Memorial Union. At 7:38 p.m. the Board reconvened in open session in the Kansas Room of the Memorial Union. III. Approval of Minutes It was moved and seconded to approve the minutes of the November 17, 1993 meeting as circulated. Motion passed unanimously. IV. New Business A. Revised F'95 Budget Guidelines It was moved and seconded to approve the FY 1995 Revised Budget Guidelines as set forth in agenda item IV.A. Motion passed unanimously. B. Contracts for Goods and Services 1. Agreement with FryeAllen Advertising Inc. It was moved and seconded to approve the contract with FryeAllen Advertising Inc. as set forth in the agenda item. Motion passed unanimously. President Thompson recognized the principal of the FryeAllen Advertising Inc., Dana Rulon Frye, and introduced her to the Board. Ms. Frye expressed her appreciation for being selected and indicated she looked forward to working with the University. 2. Chiller Replacement for Stoffer Hall; 3. Insurance Renewals for 1994; 4. Confirmation of Purchased Items; 5. Purchase of Equipment for Media Center; 7. Continuing Education Budget Transfer; 8. Rack Equipment for KTWU; 9. KTWU Master TV Audio & Video Master Control & Routing Switching System; 10. KTWU Equipment Purchase for New Building Project; 11. Purchase of Videocassette & Associated Equipment for KTWU; and 12. Contract Administrative Functions of Charitable Remainder Trust It was moved and seconded to approve the contracts for goods and services as set forth in agenda items IV. B. 2 through 5 and 7 through 12. Motion passed unanimously. Items approved by this action include: #2. award of a contract to Young's Inc. in the amount of $101,813 for Chiller Replacement in Stoffer Hall; #3. premium payments for the following insurance policies 1) All Risk-Package Policy with Hartford Fire Insurance Company in the amount of $110,908, 2) Excess Indemnity Policy (Umbrella) with the Hartford Accident and Indemnity Company in the amount of $14,800, 3) Auto Liability/Comprehensive/Collision policy with the Hartford Casualty Company in the amount of $16,419, 4) Non-Owned Aircraft Liability policy with AIG- National Union in the amount of $2,100, 5) Boiler Machinery Policy with Hartford Steam Boiler in the amount of $5,918, 6) Worker's Compensation policy with U.S.F.& G. in the amount of $190,858, 7) Fine Arts Floater policy with the St. Paul Insurance Co. in the amount of $4,329, 8) Employee Benefit Liability also with the St. Paul Co. in the amount of $375, 9) School Board Legal Liability policy with Crum & Forester in the amount of $15,470, 10) Student Professional Liability Policy with the St. Paul Co. in the amount of $20,253, and 11) Business Equipment Protection (All Systems Go) policy with the Hartford in the amount of $1,229; #4. ratification of the purchase of construction materials and labor in conjunction with general construction for the Garvey Fine Arts Center and the Service Area-Mail Service, previously approved by Chairman Ferrell, as follows: J.F. McGivern $25,000, SAMCO $14,970, ACE Electric $6,350 and Pitney Bowes $12,165; #5. approval of the purchase of Time Base Correctors, Waveform Monitor and Vectorscope from Mission Electronics in the amount of $13,020; #7. the transfer of $103,967 from the University's contingency account to continuing education; #8. the purchase of equipment racks from Amco Engineering Co. in the amount of $10,470.30; #9. the purchase of master control and routing switches for KTWU from Grass Valley Group in the amount of $102,861.55; #10. the purchase of a television stereo system and channel generator from Atlantic Marketing Services in the amount of $19,665 and the purchase of a transmitter remote control from Northeast Broadcast Lab Inc. in the amount of $20,898; #11. the purchase of video cassette and associated equipment for KTWU as follows: audio distribution amplifiers (10), frame with power supply (1), redundant power supply (1), and 1 extender board from Electronic Video Systems in the amount of $2,994 as well as 10 video distribution amplifiers, 1 frame with power supply, 1 redundant power supply and 1 extender board in the amount of $3,252, the purchase from Video Masters Inc. for subcarrier distribution amplifiers and 1 frame with power supply in the amount of $1,002, 2 genlockable sync generators, 2 blackburst timing systems, 1 sync changeover panel, 1 remote control panel and 1 module extender in the amount of $7,218, and 4 programmable user stations, 1 system interface w/rack, 1 source assign panel, 1 power supply, 1 user station, 5 portable user stations, 2 portable user stations IFB, 10 dual headsets and 2 IFB headsets in the amount of $7,832, the purchase from Video Service of America of monochrome monitors (7 pr) and 4 color monitors in the amount of $9,009.25, and purchase from Kent Audio Visual in the amount of $111,737.10 of 4 playback videocassettes, 1 VC w/dynamic tracking, 2 VCR w/edit, 1 editing system, 1 audio mixer w/cable mxp, 1 extended video switcher, 2 dockable field recorders, 4 Nicad rechargeable batteries and 1 battery charger; and, #12. the award of a contract to Commerce Bank & Trust in the estimated amount of $3,208 to administer four existing charitable remainder unit trusts. 6. Communication Cabling for KTWU Building Project It was moved and seconded to award the contract for communication cabling for the KTWU building project to Valu-Line Company in the amount of $22,353.11. Motion passed with Mr. Roth abstaining. Mr. Ferrell extended congratulations to the General Manager of KTWU-TV, Dr. Dale Anderson, for his and his staff's work on the KTWU building and equipment project. C. CPB Annual Financial Report for KTWU and KTWU Audit It was moved and seconded to approve the KTWU financial report and the KTWU audit report set forth in the agenda item. Motion passed unanimously. D. Proposed 1994-95 Classified Employee Compensation Schedules It was moved and seconded to approve the proposed 1994-95 Classified Compensation Schedule A attached with the agenda item. Motion passed unanimously. E. Policies 1. Proposal to Raise Administrative Purchasing Limits from $10,000 to $25,000 It was moved and seconded to approve on first reading a proposed amendment to the University Bylaws and to amend the Business and Financial Affairs Handbook to increase the level at which Board approval is required prior to expenditure from $10,000 to $25,000. Motion passed unanimously. (The Board will hear the proposed amendment to University Bylaws Article III. Section 1. f on second reading at its March 16, 1994 meeting.) 2. Proposed Policy Change to Student Financial Aid Policy; 3. Proposed Change to Disciplinary Code; and, 4. Proposed Change to Disciplinary Code. It was moved and seconded to approve the recommended amendments to the Student Financial Aid Policy and Disciplinary Code as set forth in the agenda items IV.E.2 through 4. Motion passed unanimously. As approved by the Board, Section 5, 5.1, number 7 of the Washburn Scholarship/Grant/Loan Policies, Procedures and Regulations, reads as follows: "Students on disciplinary probation may, at the discretion of the disciplinary officers or the disciplinary appeal board, have institutional financial aid suspended during the time of their probation". Amendment to Section III, Item (2) in the Washburn University Disciplinary Code to read as follows: "Disciplinary Probation. Formal action specifying the conditions under which a student may continue to be a student at the university including limitation of specified activities, movement, presence on the Washburn campus, or eligibility to receive institutional financial aid. The conditions specified may be in effect for a period of time or for the duration of the student's attendance at the university.". Amendment to Section II, Item (e) of the Washburn University Disciplinary Code to read as follows: "Attempting to obtain, or knowingly obtaining, using, buying, selling, transporting or soliciting, in whole or in part, the contents of an unreleased test or information about an unreleased test."; and, Section II, Item (12) of the Washburn University Disciplinary Code as follows: "Unauthorized entry upon the property of the university or into a university facility or any portion thereof, including a computer file, which has been reserved, restricted in use, or placed off limits; unauthorized presence in any university facility after closing hours; or unauthorized possession or use of a key to any university facility." F. 1993 NACUBO Endowment Study - Preliminary Report Vice President Mosiman presented for information only a report prepared by Mr. Lee Benson of the Washburn Endowment Association which highlights the performance of the Washburn Endowment Association's funds, including Washburn University endowment funds placed with WEA for the years ended June 30, 1993. G. Administrative Items 1. Personnel It was moved and seconded to approve the personnel items stated in agenda items IV.G.1.a through d. Motion passed unanimously. Among the personnel actions approved by action of the Board of Regents were: a. the appointment of Tony DeMeo, Head Football Coach in Athletics, effective December 28, 1993 at an annual basic salary of $40,020; b. the establishment of the position of Art Museum Education Coordinator and the appointment of Kathleen R. Hughes to the position effective January 1, 1994 at an annual basic salary of $21,500; c. the acceptance of resignations of Jung-Woo Kim effective January 18, 1994, and Jane Adams and Carol Schrader effective December 22, 1993; and, d. the appointment of Thomas L. Underwood as Coordinator of Government Programs in the Division of Continuing Education effective February 7, 1994 at an annual basic salary $32,500. 3. Idle Fund Investments; 4. Depository Security Transactions; 5. Liquidated Claims Approval - October, 1993; 6. Liquidated Claims Approval - November, 1993; 7. Quarterly Endowment Fund Report; and, 8. Quarterly Grant Report It was moved and seconded to approve the Idle Fund Investments, Depository Security Transactions, Liquidated Claims Approval, Quarterly Endowment Fund Report and Quarterly Grant Report as set forth in the agenda items IV.G. 3 through 8. Motion passed unanimously. * H. Honorary Degree Awards It was moved and seconded to approve the award of honorary degrees to the following persons: Richard K. Davidson, Chairman/CEO Union Pacific Railroad, Doctor of Commerce; David L. Nelson, Chief of Immunophysiology Section National Cancer Institute, Doctor of Science; Walter. Broadnax, Deputy Secretary U.S.Department of Health & Human Services, Doctor of Humane Letters; and, Grant Cushinberry, Doctor of Humanities. * I. A. Role of the Regents, and B. Board of Regents Representative Areas of Expertise President Thompson presented for information at this meeting proposed statements on the role of the regents and the representatives area of expertise for the Board of Regents and requested that the statements be submitted for approval at the March, 1994 Regents meeting after input and revisions based upon input from Board members have been made. * J. Election Under K.S.A. 75-4321 It was moved and seconded that the Board of Regents make the election provided for by K.S.A. 75-4321. Motion passed. * Miscellaneous It was moved and seconded that the Board of Regents commend President Thompson for his efforts in assuring that the University is heading in the right direction as its administration and faculty prepare to enter the 21st Century and for his leadership in the review, revision and adoption of a mission statement providing guidance for programs and facilities to serve the residents of Topeka and the state of Kansas now and in the future. Motion passed. * Items added to the agenda at the meeting with the consent of the Board. The meeting of the Board of Regents adjourned at 8:27 p.m. _________________________________ Kenneth P. Hackler Secretary, Board of Regents