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Meeting Minutes - August 30, 2002 BOARD OF VISITORS MINUTES The Rector called the meeting to order at 9:00 a.m. Roll Call indicated that the following Board of Visitors were in attendance and that a quorum was present. Board Members Present: Board Members Absent: Student Representative Present: Members of the NSU Staff Present: 1. Invocation Dr. Bryant asked Mr. Gibson to give the invocation. 2. Approval of Minutes Ms. Archer motioned, seconded by Mrs. Carrington and unanimously voted by the Board to approve the minutes of the May 10, 2002 and June 25, 2002 Board meetings. 3. Standing Committee Reports AD-HOC — GOVERNMENTAL RELATIONS - Mr. Brown gave an update on the General Obligation Bond (GOB). He stated NSU was selected as one of four sites to host the Governor's GOB Campaign Kickoff. The event is scheduled for Thursday, September 5, 2002 in the L. Douglas Wilder Performing Arts Center at 1:00 p.m. Guest speakers include: Governor Warner, Lt. Governor Kaine, Attorney General Kilgore, Secretary of Education Wheelan and Secretary of Natural Resources Murphy. Others that are scheduled to attend include: alumni, students, faculty, staff and university presidents from Christopher Newport, William & Mary, Eastern Shore Community College, Old Dominion, Thomas Nelson and Tidewater Community, as well as business and community leaders. Representatives from the Jamestown-Yorktown Foundation and Foundation 2002 are also scheduled to attend. City and state government officials have been invited, friends of higher education and representatives from parks, historic sites and museums. Local cities have been asked to sign a resolution of support. Two city mayors have confirmed their attendance to date. Mr. Brown provided the Board with information that included the invitation to the GOB Kickoff, talking points, frequently asked questions and an explanation of how the state is able to afford the debt service and the operating cost for new buildings associated with the bond. NSU's projects include the RISE Center, handicap accessibility, upgrade on campus heating, air conditioning and ventilation systems for a total of $21.3 M. Mr. Brown stated that a bookmark has been created that gives a brief synopsis of the Bond (how it relates to NSU and how the language would appear on the ballot). Anyone needing additional bookmarks should contact Mrs. Karla Johnson. Mr. Brown stated that it is important that people register and vote. The referendum is important to all public institutions in Virginia. Mr. Gibson stated that the National Alumni Association is scheduled to meet this weekend and would consider plans to aid the GOB. Mrs. Johnson stated that this week she and the President had a conference call with the alumni chapter presidents and that they are actively involved in the campaign. She stated that the student government association has also agreed to provide support. The SGA President, Ms. Carter, will speak at the program. Mrs. Johnson stated that Dr. McDemmond and President Runte (ODU) are scheduled to speak on three talk shows about the bond. Mrs. Johnson stated that GOB information can be found on NSU's website and that Board members planning to attend one of the other three GOB Kickoffs sites should contact her. Mrs. Johnson will submit name(s) for VIP seating. She stated that Ms. Archer plans to attend the GOB Kickoff in Richmond. Dr. McDemmond stated that NSU has paid $20,000 ($10,000 from the NSU Foundation and $10,000 from the E2F Foundation) to the Virginia Business Higher Education Council (VBHEC) for lobbying/advertising in support of the bond bill. No state funds can be or have been contributed to the campaign. Dr. McDemmond stated that VBHEC asked for $40,000 and that some of the other institutions have paid more. Dr. Bryant asked Board members to make a donation to this effort with a check made payable to the NSU Foundation. Mr. Gibson stated that he would ask the National Alumni Association for contributions to the campaign. Mr. Brown stated that the bond bill would not increase taxes. There was a general discussion on the Transportation Bill and the effects it may have on the outcome of the other referenda on the ballot especially during this "non-contested" election. Mr. Brown stated that he and Dr. McDemmond met with Governor Warner on September 24, 2002 on funding issues. He stated that he followed-up with a letter to the Governor. Mr. Brown stated that he sent another letter to the Governor on August 27 requesting a second meeting on the impending reductions. The Governor's scheduler is expected to contact Mr. Brown with a meeting date. Dr. McDemmond stated that the Governor anticipates cutting budgets and has asked universities to submit plans for 7%, 11% and 15% reductions by September 20. She stated the current OCR funding is supposed to be exempt from the reduction. Dr. McDemmond stated that she and President Moore (VSU) in a conference call with the Secretary of Education have asked to exempt previous OCR funding. This information has also been provided to the Attorney General's Office. No decision has been made yet. Cpt. Garner stated that he and Dr. McDemmond met with Delegate Wardrup and Delegate Welch and were encouraged by the meetings. ACADEMIC AFFAIRS — Ms. Archer asked Dr. Barnes to give a presentation on writing competencies. Dr. Barnes listed the six competencies: writing, technology, oral communication, quantitative reasoning, scientific reasoning and critical thinking. She gave an in-depth look at the writing competencies test and how the results were presented on the State Council of Higher Education’s Report of Institutional Effectiveness (ROIE) website (handouts provided). Of particular important is the definition and measurement by which NSU’s writing competencies was assessed: Definition - Competent writing produces text appropriate for its purposes and audiences as reflected in form, organization, content development, and language usage and style (syntax, vocabulary, grammar, and mechanics). Measurement - Writing samples are assessed using a modified holistic scoring rubric with a four-point scale (high = 4, low = 1) for each of four areas: form, organization, content, and usage/style. Writing samples must receive a rating of "3" or above in all four areas to receive an overall rating of satisfactory. Dr. Barnes presented the following comparison based on the three approaches to compute the pass rate:
*NSU used this method to compute %. Dr. Barnes stated that workshops are being held to teach faculty across all disciplines how to score writing and to improve students’ weaknesses. The Board thanked Dr. Barnes for the presentation and commended her for the rigorous method/standard by which she chose to measure and calculate the writing competency. Ms. Archer presented one action item for Board approval. Dr. Harris motioned, seconded by Mr. Ezzell and unanimously voted by the Board to approve the Office of Civil Rights (OCR) Academic Programs and the establishment of a Department of Engineering. Audit – Dr. Harris stated that the Audit Committee reviewed the annual audit report and an audit report on Auxiliary Enterprises. He stated that he asked the Internal Auditor to periodically review "Time and Effort" reports to ensure that the reports are kept up-to-date. Dr. Harris offered two recommendations for Board approval. Dr. Harris motioned, seconded by Cpt. Garner and unanimously voted by the Board that the Internal Audit Plan be revised to include the annual review of travel and related expenses by high level administrators and the Board. Dr. Harris stated that any irregularities should be reviewed. Dr. Harris motioned, seconded by Mr. Ezzell and unanimously voted by the Board that any travel and related expenses by Board members outside of normal Board meetings is to be approved in writing by the President and the Rector prior to travel. Building & Grounds – Mr. Robertson stated that Mr. Jolley gave a report on campus renovations. He stated that new furniture was purchased for Mid-Rise and a new student information system would be installed to activate keyless entry into the dorms. Mr. Robertson stated that Mr. Jolley also gave a briefing on the use of performance contracts and actions by the General Assembly. Mr. Robertson presented three action items for Board approval. Mr. Robertson motioned, seconded by Mrs. Madison-Foreman and unanimously voted by the Board to approve the Resolution for the Establishment of a Public/Private Partnership for Residential Housing (Attachment I). Mr. Robertson motioned, seconded by Mr. Brown and unanimously voted by the Board to approve the sewer line easement for the construction of the band room (Attachment II). Mr. Robertson motioned, seconded by Cpt. Garner and unanimously voted by the Board to approve the language for the New Student Center. Finance – Dr. Harris stated that the NSUAEOP President gave a good report on the Association’s accomplishments. He stated that Mr. Jolley reported on write-offs for the university. Dr. Harris stated that he asked Mr. Jolley to present the write-offs in a bar graph form with previous years comparison in the future. He stated that the university has plans to establish a licensing program. Dr. Harris presented two action items for Board approval. Dr. Harris stated that the Finance Committee did not approve the university’s establishment of an E2F bank account as outlined. Dr. Harris motioned, seconded by Mrs. Madison-Foreman and unanimously voted by the Board that the President and the appropriate E2F officials should enter into an agreement with the bank to establish the account. Dr. Harris stated that the President should have the latitude and flexibility to adjust the budget in light of pending budget reductions. Dr. Harris motioned, seconded by Mrs. Madison-Foreman and unanimously voted by the Board to authorize the President to take action as necessary and as prescribed by the state with regard to the budget. Student Affairs – No action items were presented in this Committee. Ms. Archer gave a report on behalf of Mrs. Carrington. She stated that Mr. Curtis updated the Committee on Admissions and Housing. The new coaches were introduced. Mr. Curtis stated that Mrs. Terricita Sass, Director of Institutional Research, gave a report on the decline in FTE. He stated that she would provide definitive numbers to the Board in December. Mr. Curtis stated that the "per credit charge" and students on reduced programs through ACCESS might have impacted the numbers. Mr. Curtis stated that all students in contingency housing have been moved to the dorms. There are 928 freshman and 1006 transfers. He stated that the average GPA is 2.6 and the average SAT is 873. Mr. Curtis stated that the ACCESS department has extended its operating hours from 8:00 a.m. to 8:00 p.m. Monday through Thursday. He announced that P. Diddy (AKA Sean Puffy Combs) would be in concert on campus Labor Day. He stated that P. Diddy announced on the MTV Awards that he would be in concert at NSU. Ms. Carter gave an update on SGA activities that included:
Dr. Bryant welcomed Ms. Carter to the Board as the Board’s appointed student representative. The Board took a recess at 10:45 a.m. and reconvened at 10:55 a.m. Research & Technology – No action items were presented in this Committee. Mr. Ezzell stated that Research and Technology is continuing its work to build a solid infrastructure and to provide the necessary technologies for faculty, staff, students and administrators. He stated that the university is continuing efforts to improve computer security, provide firewalls and is also reviewing wireless initiatives. Mr. Ezzell stated that Sponsored Programs had the highest number of grants and contracts ever recorded. He stated that goals are set even higher for this year. Mr. Ezzell stated that NASA is posed to announce the winner of the Aerospace proposal next Tuesday. He stated that he asked Dr. Oladipupo to prepare a press release just in case our team wins. Dr. Oladipupo stated that the team, as well as the HBCUs, have prepared press releases and it was suggested that individual universities should have one prepared as well. The President’s Office will notify the Board of the results. Dr. Oladipupo stated that he would visit ODU on "lessons learned" from Datatel. Dr. Bryant asked Mr. Wall if faculty are technology proficient? Mr. Wall stated that OIT has done a good job of providing the necessary training and computers for faculty. He stated that there are always a few who resist change as long as possible. Dr. Harris stated that some faculty have never used a computer. He suggested smaller, beginner classes for these individuals. University Advancement – Mr. Gibson gave a brief overview of the Policy on University-Related Foundations and Affiliated Groups and presented one action item for Board approval. Mr. Gibson motioned, seconded by Mr. Ball and unanimously approved by the Board to approve the Resolution to Amend the Board Policy on University-Related Foundations and Affiliated Groups (Attachment III). Mr. Gibson stated that the Athletics Foundation and the National Alumni Association are currently working on Memorandums of Understandings. He stated that there is no Board representation in these organizations. Dr. McDemmond stated that the National Alumni Association established its own 501(3)(c) and wanted to operate separately from the university. The Board discussed whether it was necessary to have Board representation on the National Alumni Association. Mr. Kelly, Mr. Brown, Mr. Gibson and Dr. McDemmond will meet to discuss the issue. Mr. Gibson stated that recommendations for Board appointments to these organizations, if deemed necessary, would be brought to the Board in December. Mr. Gibson stated that alumni giving has improved from 3% to 7%. He stated that this is a significant accomplishment. Mr. Shelton stated that the success of the campaign was due to:
Mr. Gibson stated that the Major Gifts Campaign Consultant’s Feasibility Report would be discussed at a Special Meeting of the Board of Visitors to be scheduled for October 9, 2002. Mr. Gibson provided copies to Board members and asked them to review for the October meeting. The consultant, Conan Louis of Betz Whaley Flessner, will be on hand to discuss the report on that date. Mr. Gibson stated that the university did a superior job arranging the Mardi Gras reception for the annual fund celebration. He stated that it was the best he had ever seen. Mr. Gibson thanked the Board for their full participation in the fund drive. He gave special thanks to Mr. Ezzell, Dr. Harris and Mrs. Carrington who brought additional contributors to the fund. Mr. Shelton lauded Mr. Gibson’s leadership for heading the most successful fund campaign in the history of NSU. Dr. Bryant stated that the university should continue to aim high. Executive Committee – Dr. Bryant stated that he appointed a Nominating Committee consisting of Mrs. Carrington as Chair and Ms. Archer and Mr. Robertson as committee members. Dr. Bryant presented two action items for Board approval. He read the first action item in its entirety. Mr. Ezzell motioned, seconded by Ms. Archer and unanimously voted by the Board to approve the Resolution Reaffirming University and State Reimbursement Policy (Attachment IV). Dr. Harris asked that a signed copy of this Resolution be sent to each Board member. He stated that new Board members should receive a copy during orientation. Dr. Harris motioned, seconded by Mrs. Madison-Foreman and unanimously voted by the Board, to approve the President’s Informal Evaluation Report as prepared by the Ad-Hoc Committee with two changes, as agreed upon, to be reflected in the final document for signature. Dr. Bryant stated that the Executive Committee voted to hold a Special Board meeting on Wednesday, October 9, 2002 at 2:00 p.m. with the following agenda items:
4. Other Business No other business was brought before the Board. 5. Adjournment There being no further business the meeting was adjourned at 12:05 p.m.
Attachments NORFOLK STATE UNIVERSITYBOARD OF VISITORSAUTHORIZING ASSESSMENT AND RECOMMENDATIONWHEREAS , the University and the NSU Foundation (hereinafter the "Foundation") own property adjacent to each other at the Phyllis Wheatley dormitory location (hereinafter "Phyllis Wheatley"); andWHEREAS, between the University and the Foundation there exists sufficient real estate at the Phyllis Wheatley location for the construction of additional student housing; and WHEREAS, additional student housing is needed for the benefit of the University’s students. NOW, THEREFORE, BE IT RESOLVED, that the Vice President for Finance and Business and the Vice President for Student Affairs, with guidance from the President, be authorized to review and assess the University’s need for additional student housing; and BE IT FURTHER RESOLVED, that the Vice President for Finance and Business provide assessment and analysis for the utilization of real property under the University’s direct or indirect control for this activity; and BE IT FURTHER RESOLVED, that the President, based on recommendation from the Vice President for Finance and Business be authorized to negotiate the required operating agreements to develop and construct additional student housing and present such agreements to the Board of Visitors for approval; and BE IT FURTHER RESOLVED, that the Vice President for Finance and Business report to the Building and Grounds Committee on alternatives for construction or beneficial use that are fiscally responsible and practically feasible for the University to consider with regard to increasing its student housing.
NORFOLK STATE UNIVERSITYBOARD OF VISITORSResolution Approving Sewer EasementWhereas, during the course of excavation work on the Band Room addition project an unrecorded Hampton Roads Sanitation Department (HRSD) active sanitary sewer was discovered; and Whereas, the aforesaid unrecorded sewer must be relocated in order to complete the ongoing construction effort; and Whereas, there have been discussions between the administration and HRSD officials concerning such relocation. NOW, THEREFORE, Be It Resolved THAT the University proceed with the relocation of the HRSD sanitary sewer line; and Be It Further Resolved THAT the Board approves the granting of the appropriate easement to HRSD of sufficient University real estate for that purpose, pursuant to the appropriate state process.
NORFOLK STATE UNIVERSITYBOARD OF VISITORSRESOLUTION AMENDING BOARD POLICY ON
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| The forgoing Resolution was moved, seconded and passed on this 30th day of August 2002, at a regular meeting of the Board of Visitors. | |
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| _______________________________ | |
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RECTOR |
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| ATTEST: | |
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SECRETARY |
WHEREAS, the Board of Visitors recognizes its responsibility and the responsibility of each of its members individually to follow University and State fiscal policies.
NOW, THEREFORE, Be It Resolved that the Board reaffirms its commitment and obligation to follow University and State policies, specifically fiscal policies dealing with reimbursement for expenses incurred by the Board and each of its members for out-of-pocket expenses directly related to University and/or Board business.
| The forgoing Resolution was moved, seconded and passed on this 30th day of August 2002, at a regular meeting of the Board of Visitors. | |
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| _______________________________ | |
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RECTOR |
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| ATTEST: | |
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SECRETARY |
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