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MINUTES

REGULAR BOARD MEETING
Regional University System of Oklahoma

July 23, 2004

Northeastern State University

Gene Branscum Alumni Center

Tahlequah, Oklahoma

MINUTES

Friday, July 23, 2004, 9:00 a.m.

Northeastern State University

Gene Branscum Alumni Center

Tahlequah, Oklahoma

I.          ANNOUNCEMENT OF FILING MEETING NOTICE AND POSTING OF THE AGENDA IN ACCORDANCE WITH THE OPEN MEETING ACT

            The Board of Regents of Oklahoma Colleges met in regular session at 9:00 a.m., July 23, 2004, Northeastern State University, Gene Branscum Center, Tahlequah, Oklahoma.  Notice of the meeting had been properly filed with the Secretary of State December 11, 2003, and a copy of the Agenda posted by 9:00 a.m., July 22, 2004 in compliance with the Open Meeting Act.

II.         CALL TO ORDER AND REGENTS’ ROLL CALL

            Board Chair Poag called the meeting to order.  Roll call established the presence of a quorum with eight Regents present.

            Steve Poag, Chair, Position 1

            Belva Howard, Regent, Position 2

            Joe Anna Hibler, Regent, Position 3

Jan Gordon, Regent, Position 4

Mickey Thompson, Regent, Position 5

            Richard Ryerson, Regent, Position 6

            Ann Holloway, Regent, Position 7

            Mark Stansberry, Regent, Position 8

            R. #1 – EXCUSE ABSENT REGENT

            Regent Howard made the motion, seconded by Regent Stansberry, to excuse Regent Sandy Garrett, Position 9.

II.         CALL TO ORDER AND REGENTS’ ROLL CALL  (Continued)

            R. #1

Voting for the motion:  Regents Howard, Stansberry, Hibler, Gordon, Thompson, Ryerson, Holloway, Poag

            Voting against the motion:  None

GUESTS

      Jim Pate, Vice President for Academic Affairs, Northeastern State University,

  Tahlequah, Oklahoma

Kim Cherry, Vice President for Administration, Northeastern State

  University, Tahlequah, Oklahoma

          Neal Weaver, Director of Public Relations, Northeastern State University,

                                                       Tahlequah, Oklahoma

           Ralph Manning, Director of Development, Northeastern State University,

                                                      Tahlequah, Oklahoma

Anita Thompson, Director of Alumni Relations, Northeastern State University,

  Tahlequah, Oklahoma

Chrissi Nimmo, Assistant Director of Development, Northeastern State

  University, Tahlequah, Oklahoma

Sean Kennedy, University Photographer, Northeastern State University,

  Tahlequah, Oklahoma

OTHERS PRESENT 

            University Presidents

Glen Johnson, President, Southeastern Oklahoma State University, Durant,

  Oklahoma

Larry Williams, President, Northeastern State University, Tahlequah,

  Oklahoma

Paul Beran, President, Northwestern Oklahoma State University, Alva,

  Oklahoma

Bill Cole, President, East Central University, Ada, Oklahoma

Roger Webb, President, University of Central Oklahoma, Edmond, Oklahoma

John Hays, President, Southwestern Oklahoma State University, Weatherford,

  Oklahoma

Board Administrative Staff

Sheridan McCaffree, Executive Director/General Counsel

Kathleen Burns, Director of Internal Auditing

Pat Shiflett, Administrative Assistant

III.        R. #2 – EXECUTIVE SESSION

At 9:03 a.m. Regent Stansberry made the motion, seconded by Regent Ryerson, to go into Executive Session pursuant to 25 O.S. §307 )B) (1) to discuss:

A.        Continued evaluation of President Johnson and Board response.

B.        Continued evaluation of President Hays and Board response.

Voting for the motion:  Regents Stansberry, Ryerson, Howard, Hibler, Gordon, Thompson, Holloway, Poag

            Voting against the motion:  None

IV.       ANNOUNCEMENT TO RECONVENE IN PUBLIC SESSION

            The Board reconvened in public session at 9:40 a.m.

V.        MINUTES OF PREVIOUS MEETING

            R. #3 – MINUTES OF JUNE 17-18, 2004

            Regent Holloway made the motion, seconded by Regent Gordon, to approve the minutes of the June 17-18, 2004 regular meeting.

            Voting for the motion:  Regents Holloway, Gordon, Howard, Hibler, Thompson, Ryerson, Stansberry, Poag

            Voting against the motion:  None

VI.       REPORT OF BOARD COMMITTEE PROCEEDINGS

A.         ACADEMIC AFFAIRS COMMITTEE REPORT – Chair Mark Stansberry 

            (Attachment A, Pages 42-57)

            Informational Items

1.         Southeastern Oklahoma State University 

                                    Informational Item

Program modification for the Bachelor of Science in Aviation Management, (002) degree program.

VI.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

A.        ACADEMIC AFFAIRS COMMITTEE REPORT

                        Informational Items

                        2.         Southwestern Oklahoma State University 

a.          The Accreditation Council for Pharmacy Education continued accreditation of the Doctor of Pharmacy program.

b.         The Accreditation Council for Occupational Therapy Education continued accreditation of the Occupational Therapy Assistant program.

                        3.         East Central University 

                                    Program modification – BS in Accounting

            B.        BUILDING COMMITTEE REPORT – Chair Ann Holloway 

(Attachment B, Pages 58-74)

1.        Southeastern Oklahoma State University

Regent Holloway made the motion, seconded by Regent Howard, to approve the following items submitted by Southeastern Oklahoma State University:

a.         R. #4 – REPLACEMENT OF HVAC UNITS

Solicit bids and award a contract for the replacement of twenty-one (21) HVAC units.  Cost not to exceed $180,000.  (Section 13 and New College Funds)

                                    b.         R. #5 – CAMPUS MASTER PLAN

Updated Fiscal Years 2006-2010 Campus Master Plan. 

Voting for the motion:  Regents Holloway, Howard, Hibler, Gordon, Thompson, Ryerson, Stansberry, Poag

                                    Voting against the motion:  None

VI.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

B.        BUILDING COMMITTEE REPORT

                        2.         East Central University 

                                    Regent Holloway made the motion, seconded by Regent Ryerson, to approve the following items submitted by East Central University:

a.         R. #6 - DOROTHY SUMMERS AUDITORIUM – RFD CONSTRUCTION - PROJECT #2300009

             Change Order #7 - Furnish and install two extra downspouts at the new gutters. Increase $404.00. (Section 13/New College, Auxiliary and Student Activity Facility Fees)

b.         R. #7 - DOROTHY SUMMERS AUDITORIUM – RFD CONSTRUCTION - PROJECT #2300009

             Change Order #8 - Complete the electrical work deleted by addendum #1 from original heater work and added back in this portion of the contract. Increase $3,351.00.  (Section 13/New College, Auxiliary and Student Activity Facility Fees)

c.          R. #8 - DOROTHY SUMMERS AUDITORIUM – RFD CONSTRUCTION - PROJECT #2300009

Change Order #9 - Installation of sprinkler system in third floor offices. Increase $2,686.00.  (Section 13/New College, Auxiliary and Student Activity Facility Fees)

Voting for the motion:  Regents Holloway, Ryerson, Howard, Hibler, Gordon, Thompson, Stansberry, Poag

                                    Voting against the motion:  None

VI.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

B.        BUILDING COMMITTEE REPORT

3.        University of Central Oklahoma 

                                    Informational Item

Renewal of Contracts – On-Call Consultants – Small Project Design and Construction Documentation

Renew contracts with On-call Consultants to provide professional services based upon hourly rates that will be jointly established and to perform professional services with an annual limit not to exceed $50,000.00 for each design consultant during one year per current State Statutes.  The terms of the contracts will be one year with options to renew for up to three additional years (second of five-year term).  Consultants will perform work on an as needed basis and will not generate fee costs unless authorized in advance, in writing and with the approval of the Vice President for Administration.  Board approved the selection July 25, 2003  (R#12).

Regent Holloway made the motion, seconded by Regent Ryerson, to approve the following items submitted by the University of Central Oklahoma:

a.         Projects

1)         R. #9 - UNIVERSITY STORAGE FACILITY

PROJECT #1200060

Fund, design, bid and award contract to the lowest responsible bidder for work to help alleviate storage problems on campus, including adding a storage rack system.  Project cost is $125,000.  (R#109)  (Section 13 Funds).

2)        R. #10 - CAMPUS MASTER PLAN

Request approval of the FY2005 Campus Master Plan to be submitted to the State Regents for Higher Education for incorporation into the State Capital Master Plan. 

VI.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

B.        BUILDING COMMITTEE REPORT

3.         University of Central Oklahoma 

            a.         Projects

3)        R. #11 – MAX CHAMBERS LIBRARY

In accordance with the Regional University System of Oklahoma policy - 2.5.1 – Supplies, Materials, Services and Equipment - Exceptions to c and d, and Annex A, 61 O.S. §130 – Emergencies (D and E).

Ratification of verbal emergency notice given to Board Chair, Steve Poag and Executive Director, Sheridan McCaffree on June 22, 2004, to clean up and repair equipment destroyed by an electrical explosion near the Max Chambers Library on June 22, 2004.  The identified cost of the project to date is $275,800; another $25,000 may be required before repairs are complete.  (E&G Funds)

Voting for the motion:  Regents Holloway, Ryerson, Howard, Hibler, Gordon, Thompson, Stansberry, Poag

                                    Voting against the motion:  None

4)         Final Completion

R. #12 - PARKING, SIDEWALKS, LIGHTS & LANDSCAPING - S9, FS9 AND FS5 PARKING LOTS - PROJECT #1200013 CONNELLY PAVING

Regent Holloway made the motion, seconded by Regent Howard, to approve the final completion of S9, FS9 and FS5 Parking Lots as completed on July 21, 2004 by Connelly Paving.  The total cost of the contract is $177,870.00.  Board approved the project on November 21, 2003.  (R# 84)  (Auxiliary Funds)

VI.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

B.        BUILDING COMMITTEE REPORT

3.         University of Central Oklahoma 

            a.         Projects

4)         Final Completion

R. #12

Voting for the motion:  Regents Holloway, Howard, Hibler, Gordon, Thompson, Ryerson, Stansberry, Poag

                                                Voting against the motion:  None

b.         Change Order Approval

             Regent Holloway made the motion, seconded by Regent Howard, to approve the following change orders submitted by the University of Central Oklahoma:

1)         R. #13 - MAX CHAMBERS LIBRARY RENOVATION

PROJECT #1200047 – WEAVER CONTRACTING, INC. 

Change Order #3 – increase in the amount of $12,237 for the revised sidewalk layout to include lifting a sign, excavating and backfilling, forming and pouring concrete plus relocate supply and return ductwork due to conflicts with existing hidden utilities, and a 14-day time extension.  Board approved the project April 4, 2003 (R#143) (Library Facility Fees and Private Funds)

2)        R. #14 - PARKING, SIDEWALKS, LIGHTS & LANDSCAPING - S9, FS9 AND FS5 PARKING LOTS  PROJECT  #1200013 CONNELLY PAVING

Change Order #1  - increase in the amount of $1,470.00 for removal of three existing concrete sidewalk curbs and construct three handicapped

VI.       REPORT OF BOARD COMMITTEE PROCEEDINGS  (Continued)

B.        BUILDING COMMITTEE REPORT

3.         University of Central Oklahoma 

            a.         Projects

2)         R. #14

ramps and construct one concrete pad at the new sidewalk  at S9 Parking Lot.   Board approved the project November 21, 2003.  (R# 84) (Auxiliary Funds)

C.        AUDIT & FINANCE COMMITTEE REPORT – Chair Mickey Thompson

            (Attachment C, Pages 75-76)        

1.         R. #15 – ACADEMIC CREDENTIALS

Regent Thompson made the motion, seconded by Regent Ryerson, to 1) direct the presidents of the six regional universities to conduct an investigation to verify the academic credentials of their current faculty and professional staff and to report to the Board by December 31, 2004; and 2) to add to the Regional University System of Oklahoma FY 2005-2006 Audit Plan an audit of university policies and procedures for verifying academic credentials of university faculty and professional staff.

Voting for the motion:  Regents Thompson, Ryerson, Howard, Hibler, Gordon, Holloway, Stansberry, Poag

                                    Voting against the motion:  None

2.         R. #16 – FY 2004 EXTERNAL QUALITY ASSURANCE REVIEW

Regent Thompson made the motion, seconded by Regent Ryerson, for approval to solicit requests for proposals in order to engage a firm to perform the FY 2004 External Quality Assurance Review of Internal Audit for the period ended June 30, 2004.

Voting for the motion:  Regents Thompson, Ryerson, Howard, Hibler, Gordon, Holloway, Stansberry, Poag

                                    Voting against the motion:  None

VII.      PRESIDENTS’ RECOMMENDATIONS  (Continued)

A.        R. #17 – SOUTHEASTERN OKLAHOMA STATE UNIVERSITY

             Regent Gordon made the motion, seconded by Regent Hibler, for approval of the President’s Recommendations for Southeastern Oklahoma State University as presented by President Johnson.  (Attachment D, Pages 77-91)

Voting for the motion:  Regents Gordon, Hibler, Howard, Thompson, Ryerson, Holloway, Stansberry, Poag

                        Voting against the motion:  None

B.        R. #18 – NORTHEASTERN STATE UNIVERSITY

            Regent Gordon made the motion, seconded by Regent Stansberry, for approval of the President’s Recommendations for Northeastern State University as presented by President Williams.  (Attachment E, Pages 92-102)

Voting for the motion:  Regents Gordon, Stansberry, Howard, Hibler, Thompson, Ryerson, Holloway, Poag

Voting against the motion:  None

C.        R. #19 – NORTHWESTERN OKLAHOMA STATE UNIVERSITY

            Regent Stansberry made the motion, seconded by Regent Gordon, for approval of the President’s Recommendations for Northwestern Oklahoma State University as presented by President Beran.

(Attachment F, Pages 103-107)

Voting for the motion:  Regents Stansberry, Gordon, Howard, Hibler, Thompson, Ryerson, Holloway, Poag

Voting against the motion:  None

D.        R. #20 - EAST CENTRAL UNIVERSITY

                         Regent Gordon made the motion, seconded by Regent Ryerson, for approval of the President’s Recommendations for East Central University as presented by President Cole. 

(Attachment G, Pages 108-114)

VII.       PRESIDENTS’ RECOMMENDATIONS  (Continued)

D.         R. #20

Voting for the motion:  Regents Gordon, Ryerson, Howard, Hibler, Thompson, Holloway, Stansberry, Poag

Voting against the motion:  None

E.        R. #21 – UNIVERSITY OF CENTRAL OKLAHOMA

                         Regent Howard made the motion, seconded by Regent Stansberry, for approval of the President’s Recommendations for the University of Central Oklahoma as presented by President Webb.  (Attachment H, Pages 115-123)

Voting for the motion:  Regents Howard, Stansberry, Hibler, Gordon, Thompson, Ryerson, Holloway, Poag

Voting against the motion:  None

F.         R. #22 – SOUTHWESTERN OKLAHOMA STATE UNIVERSITY

                         Regent Ryerson made the motion, seconded by Regent Hibler, for approval of the President’s Recommendations for Southwestern Oklahoma State University as presented by President Hays.  (Attachment I, Pages 124-132)

Voting for the motion:  Regents Ryerson, Hibler, Howard, Gordon, Thompson, Holloway, Stansberry, Poag

Voting against the motion:  None

The Board Chair declared a break at 10:25 a.m.  The meeting reconvened at 10:35 a.m.

VIII.     PRESIDENTS’ COUNCIL REPORT – President Paul Beran

No report

IX.       NORTHEASTERN STATE UNIVERSITY FOUNDATION REPORT

Mr. Ralph Manning, Director of Development, presented the Northeastern State University Foundation report and stated that the foundation has:

·                    Assets totaling $ 11,175,324.00 as of June 30, 2004.

·                    Allocations of 65.1% in equities and 34.9% in fixed income and cash.

·                    Awarded 560 scholarships totaling $260,582.00.

·                    Endowments totaling $9,013,590.00.

·                     Additional goals for the coming year include:

Ø                                                                                      Grow the number of individual donors to the foundation

Ø              Increase the amount of unrestricted dollars available for University projects

Ø              Develop a donor relations and recognition program for annual and non-annual gifts and pledges to the foundation

X.         NEW BUSINESS

            None

XI.       EXECUTIVE DIRECTOR’S REPORT

            A.        Status Report on Administrative Office

·                   The Executive Director, legislative liaison, Steve Kelley, and President Glen Johnson are preparing questions to survey the legislature to deternine their perception of higher education and particularly the RUSO institutions.  They plan to have responses and demographic information available at the RUSO retreat scheduled for September 2004.

·                   An entrance conference was held on Tuesday, July 20, 2004 with the external auditors.

·                   The Executive Director is serving on the Statewide Regents Education Program Advisory Committee and would like to have any input from the Regents regarding content of the program offerings.

            B.        Out-of-State Travel Reports (Attachment J, Pages 133-141)

XI.       EXECUTIVE DIRECTOR’S REPORT  (Continued)

C.        R. #23 – RUSO WEBSITE

Regent Thompson made the motion, seconded by Regent Stansberry, to approve the Executive Director, working with the Board Chair, to investigate and upgrade the RUSO website and purchase a server, retain website hosting and hire a consultant to update, evaluate, and redesign the website.

Voting for the motion:  Regents Thompson, Stansberry, Howard, Hibler, Gordon, Ryerson, Holloway, Poag

Voting against the motion:  None

Regent Ryerson requested that prior to final decisions being made regarding the website that the Executive Director request input from President Beran, Chair of the Presidents’ Council.

Board Chair Poag stated that Presidents Hays and Beran offered the services of university employees and/or interns to aid in developing the website.

XII.       CHAIR’S REPORT AND REGENTS’ COMMENTS

            Board Chair Poag expressed his appreciation for the opportunity and looks forward to serving as Chair of the Board this year.  He expressed his thanks to Regent Ryerson for his leadership as Chair the past year, in reaching his goals, completing a successful year, and also working with the Personnel Committee to develop a format for presidential evaluations. 

            He stated that one of his goals for the upcoming year is Board evaluation, education and assessment and that he hopes that through the upcoming retreat the Board will take the opportunity to sharpen their vision, review goals and lay a foundation that can be built on in the future.

            Board Chair appointed the following Board members to serve on an executive committee:

            Regent Richard Ryerson, immediate past Chair

            Ann Holloway, Vice Chair

            Mark Stansberry, Secretary

XIII.      R. #24 - EXECUTIVE SESSION

            At  11:00 a.m. Regent Thompson made the motion, seconded by Regent Holloway, to go into Executive Session pursuant to 25 O.S. § 307 (B) (1), to discuss:

A.        Discuss the compensation of the presidents of the six regional universities.

Voting for the motion:  Regents Thompson, Holloway, Howard, Hibler, Gordon, Ryerson, Stansberry, Poag

Voting against the motion:  None

XIV.     ANNOUNCEMENT TO RECONVENE IN PUBLIC SESSION

The Board reconvened in public session at 12:45 p.m.

            R. #25 – PRESIDENTS’ COMPENSATION

            Regent Thompson made the motion, seconded by Regent Howard, to adopt salary equity adjustments for the presidents of the six regional universities and adjust the base salaries, which includes the TIAA/CREF retirement annuity for Southeastern Oklahoma State University, as follows beginning July 1, 2004 to June 30, 2005:

*Base salary includes the employer’s contribution to the Teachers Insurance and Annuity Association (TIAA) retirement annuity provided in Board policy 5.4.2.

Voting for the motion:  Regents Thompson, Howard, Hibler, Gordon, Ryerson, Holloway, Stansberry, Poag

Voting against the motion:  None

Regent Thompson left the meeting at 1:00 p.m.

            Regent Ryerson, Chair of the Personnel Committee, stated that the Personnel Committee will begin the process of developing presidential evaluation criteria for salary increases based on merit and requested the Regents’ input during the process.

            The Board Chair declared a break at 12:50 p.m.  The meeting reconvened at 1:05 p.m.

R. #26 - EXECUTIVE SESSION

            At  1:05 p.m. Regent Hibler made the motion, seconded by Regent Howard, to go into Executive Session pursuant to 25 O.S. § 307 (B) (1), to discuss:

B.        Discuss and evaluate applicants for General Counsel.

C.        Conduct employment evaluation of the President of Northwestern Oklahoma State University.

Voting for the motion:  Regents Hibler, Howard, Gordon, Ryerson, Holloway, Stansberry, Poag

Voting against the motion:  None

ANNOUNCEMENT TO RECONVENE IN PUBLIC SESSION

The Board reconvened in public session at 2:50 p.m.

            R. #27 – GENERAL COUNSEL POSITION

            Regent Holloway made the motion, seconded by Regent Ryerson, to proceed as discussed in Executive Session.

Voting for the motion:  Regents Holloway, Ryerson, Howard, Gordon, Holloway, Stansberry, Poag

Voting against the motion:  None

XV.      R. # 28 – ADJOURNMENT

            Regent Ryerson made the motion, seconded by Regent Holloway, to adjourn the meeting at 2:55 p.m.

Voting for the motion:  Regents Ryerson, Holloway, Howard, Hibler, Gordon, Stansberry, Poag

Voting against the motion:  None

Submitted by:           

_______________________________              ________________________________

Stephen A. Poag                                                      Mark A. Stansberry

Board Chair                                                               Secretary

Minutes approved by the Regional University System of Oklahoma this                 day of ___________, ______.

The next regular meeting of the Regional University System of Oklahoma is scheduled for 9:00 a.m., September 15, 2004, Harrison House, Guthrie, Oklahoma.