REGULAR MEETING OF THE BOARD OF TRUSTEES OF WESTERN CAROLINA UNIVERSITY
Room 510, H.F. Robinson Building
December 3, 2008
The Board of Trustees of Western Carolina University met in regular session on December 3, 2008 in Room 510 of the H. F. Robinson Administration Building. The meeting was called to order at 9:40 a.m.
ATTENDANCE
The following members of the Board were present: Mrs. MacNeill, Mr. Warren, Mrs.
Burda, Mr. Phillips, Mr. Metcalf, Mr. Kiser, Mr. Worley, Mr. Little, Mr. Frixen and
Dr. Siegel.
The following members of the Board were absent: Mrs. Wyche, Mr. Carlisle, and Mrs. Williams.
Others present: Chancellor Bardo; Dr. Carter, Provost and Senior Vice Chancellor; Vice Chancellors Metcalf, Miller and Wooten; Mrs. Lynch, Chief of Staff; Mr. Kucharski, Legal Counsel; Mr. Smith, Athletic Director; Dr. Beam, Faculty Senate Chair; Mr. Tate, Staff Forum Chair; Mr. Studenc, Senior Director of News Services; Mrs. Ashe, Administrative Assistant; Ms. Welch, Assistant Secretary to the Board.
SWEARING-IN OF BOARD MEMBER
Dr. Siegel, newly appointed member of the Board of Trustees, was sworn in by Ms. Welch.
ETHICS STATEMENT
Mrs. MacNeill read the following: “As Chair of the Board of Trustees, it is my responsibility
to remind all members of the Board of their duty under the State Government Ethics
Act to avoid conflicts of interest and appearances of conflict of interest as required
by this Act. Each member has received the agenda and related information for this
Board of Trustees’ meeting. If any Board member knows of any conflict of interest
or appearance of conflict with respect to any matter coming before the Board of Trustees
at this meeting, the conflict or appearance of conflict should be identified at this
time.”
There were no conflicts disclosed.
APPROVAL OF MINUTES
Mr. Warren moved that the minutes of the September 5, 2008 regular meeting be approved
as distributed. Mr. Worley seconded the motion, and it was approved unanimously.
CLOSED SESSION
Mr. Warren moved that the Board go into closed session to prevent the premature disclosure
of an honorary degree, scholarship, prize or similar award and to establish or instruct
the staff or agent concerning the negotiation of the price and terms of a contract
concerning the acquisition of real property. Mr. Kiser seconded the motion, and it
was approved unanimously. Dr. Bardo asked that Mr. Wooten stay for the closed session.
RETURN TO OPEN SESSION
Mr. Warren moved that the Board return to open session. Mr. Kiser seconded the motion,
and it was approved unanimously.
REPORT OF THE ACADEMIC AFFAIRS AND PERSONNEL COMMITTEE
Mr. Worley reported that there were several notifications of appointments: two athletic
appointments, six administrative appointments, three Professor Emeritus status appointments.
He also reported that faculty appointments were as follows: College of Business –
one, College of Health and Human Sciences – four, Kimmel School of Construction Management
and Technology – one, and four staff appointments.
Mr. Worley shared the UNC Tomorrow Report with the Board members and discussed Phase
II. He explained that Academic Affairs has been responding to reports and incentives.
Mr. Worley also informed the Board members about the hold placed on the Doctor of
Physical Therapy degree and the Bachelor of Science and Engineering. He stated that
a decision should be made no later than by the end of spring.
Mr. Worley explained that the promotion and tenure document has been revised. He further
explained the modifications that were made. Mr. Worley stated that the most important
change to be noted is that a sentence was added to the document stating that Western
has adopted the Boyer Model. Mr. Worley stated that editorial changes were also made
and that the Executive Committee will have the opportunity to approve the revised
promotion and tenure document in the near future.
REPORT OF THE ADMINISTRATION, FINANCE AND AUDIT COMMITTEE
Mr. Kiser reported that the committee had a great deal of discussion yesterday regarding
the tuition and fees proposal. Mr. Kiser moved to approve the proposed tuition and
fees schedule for fiscal year 2009-2010. The motion was approved unanimously. Mr.
Frixen stated that several student groups had seen and approved of the tuition and
fees schedule. (TUITION AND FEES PROPOSAL ON FILE WITH MINUTES MATERIALS IN TAB D)
Mr. Kiser stated that a report of audit activities was provided. He also stated that the Internal Audit personnel have completed a review of the University EMS service and financial operations in the Provost’s Office. Mr. Kiser further stated that an update was also provided on the recently completed Information Technology audit conducted by the Office of State Auditor.
Mr. Kiser mentioned that the committee was updated on the status of 2000 Higher Education bond projects and other capital projects. He reported that the final inspection for the Forsyth Building is scheduled for December 10th and occupants will begin moving back into that building on December 15th. Mr. Kiser also mentioned that the Forsyth project is the last project of the 2000 bond bill projects. He further mentioned that the new dining facility is behind schedule.
Mr. Kiser stated that the committee was updated on a performance contracting project that would identify energy savings projects that could be accomplished by using the savings from actual energy costs. He also stated that currently, an RFP has been issued for energy saving companies for projects related to McKee, Hoey, Hunter, Ramsey and Coulter buildings. Mr. Kiser asked Mr. Wooten to expound. Mr. Wooten explained that performance contracting allows you to complete and pay for projects with the savings that you realize in utilities. He also explained that the University will end up borrowing money, but the money will be paid back with the savings. Mr. Wooten stated that it is a very detailed process whereby they have to demonstrate and document through a third party that the savings are there and there has to be enough to cover the debt or the contractor is obligated to pay that debt. He also stated that we see this as a way to get a number of our energy efficiency projects completed without having to take R&R dollars, especially critical this year since our R&R dollars were frozen. Mr. Wooten mentioned that we think there are some great opportunities for realization of significant savings through energy. He further mentioned that we do have a third party consultant working with us to try to guide us through the process.
Mr. Kiser reported that Western received $213,652 in recurring funds and $330,294 in non-recurring from the campus safety allocation approved by the NC General Assembly. He also reported that these funds will be used to provide additional staffing in the counseling and police departments as well as provide funds for much needed campus safety equipment and campus notification systems.
REPORT OF THE ALUMNI, HONORS AND EXTERNAL AFFAIRS COMMITTEE
Mr. Phillips reported that the Western Carolina University Foundation Board of Directors
has transferred to the University four in-kind gifts of equipment valued at $58,800.
Mr. Phillips mentioned that a Confidentiality Policy and Agreement has been introduced
that all division staff members have signed. The purpose of the agreement is to ensure
the privacy of confidential records of WCU donors, prospective donors, board members,
alumni, friends, faculty, staff and students. Mr. Phillips stated that a disclosure
of confidential or sensitive information to unauthorized persons (unless ordered to
do so by a court or otherwise required to do so by law) violates the policy and may
result in disciplinary action, up to and including dismissal.
Mr. Phillips reported that the committee discussed with division staff various options for transitioning the Campaign for Western to a new phase in the present, unpredictable economy. He stated that it was the consensus of the committee that efforts should be focused on identification and cultivation of donor prospects until the economic climate improves and shows greater promise of success.
REPORT OF THE STUDENT AND ATHLETIC AFFAIRS COMMITTEE
Mr. Warren reported that the soccer team finished second in the regular season, won
the Southern Conference Tournament for the second time in four years, and participated
in the NCAA Tournament. Mr. Warren stated that the football team finished the season
with 3-9. He also stated that two student athletes were named to the All Southern
Conference team and four student athletes were named to the All Conference Freshman
Team. Mr. Warren mentioned that both the men’s and women’s cross country teams finished
seventh at the Southern Conference Championships.
Mr. Warren stated that the Catamount Club has continued to focus on stewardship and improving its member services. He also stated that they are continuing to emphasize donations to the general athletic scholarship fund. Mr. Warren reported that the Catamount Club’s move to the “Purple Zone’ for pre-game hospitality was a success and may be expanded in the future. He also reported that the Club’s current balance of donations to scholarships is $163,000, with a 2008-2009 goal of $400,000.
Mr. Warren stated that Academic Progress Rate (APR) is a measure of academic success
and retention of student-athletes to the university. He also stated that there were
five teams (Men’s Golf, Women’s Basketball, Women’s Cross Country, Women’s Golf, and
Women’s Indoor Track) that earned perfect 1000 scores for 2007-2008 (all student-athletes
from the previous year were academically eligible and returned to WCU).
Mr. Warren reported that football was below the 925 baseline level which could result
in penalty of reduced scholarships. He also reported that we have submitted an appeal
to the NCAA for relief of scholarship reduction penalties.
Mr. Warren mentioned that last academic year, the Wellness Council and University Health Center administered the American College Health Association’s National College Health Assessment survey to 583 students. He reported that the survey results indicate that on most critical student wellness measures, WCU is making progress on enhancing student health and empowering students to make healthy choices in their lifestyles. Mr. Warren stated that for example, the survey results indicate that the frequency and quantity of alcohol and drug use by WCU students appears to be moderately decreasing. He also stated that compared to other colleges in the survey, WCU students appear to consume alcohol with a similar frequency and slightly less intensity, but report practicing risk reduction behaviors more often and thus suffering fewer consequences.
Mr. Warren mentioned that last academic year, Student Government approved a new WCU Community Creed and the Department of Student Judicial Affairs was reorganized and renamed the Department of Student Community Ethics. Mr. Warren explained that a committee began working last spring semester to revise the Code of Student Conduct to ensure full compliance with the UNC System policies and procedures. Mr. Warren further explained that the new Code will be completed and ready to implement during the spring term.
Mr. Warren asked Mr. Frixen to report on behalf of the Student Government Association. Mr. Frixen stated that the SGA is happy to report that WCU students are having a good semester and, as a whole, seem to be generally content. School spirit is at its highest level in years, and this is being reflected by attendance at Catamount athletic events, both at home and on the road. Mr. Frixen stated that a quick walk anywhere on campus will reveal many students proudly wearing Western clothing instead of the usual App State or Carolina merchandise. He reported that participation in student and organizational activities is up. Mr. Frixen also stated that professors, furthermore, report an increased fervor in their students, particularly with the new freshmen class. Mr. Frixen commented that it seems that the increased level of student engagement and spirit is accompanied by an equally matched commitment to academics.
Mr. Frixen stated that this semester, however, has not been without its challenges. He mentioned that the unprecedented presidential election evoked some heated emotions from all sides. He stated that when the dead bear covered with political signs was carelessly and thoughtlessly placed at the entrance to campus, the student body as a whole acted with complete outrage, and not without reason. Mr. Frixen mentioned that both the faculty senate and the student senate issued resolutions condemning the bear incident. He also mentioned that to help the campus recover, the History and Political Science departments organized a panel discussion about the relationship between violence and politics. Student attendance at this discussion demonstrated the concern of students and the pride of their university. Mr. Frixen reported that when the chancellor directly addressed the campus following the incident, students turned out in large numbers. He also reported that later, following the election, SGA organized a “United We Stand, Divided We Fall” campaign to help mend the political divides that manifested not just at Western, but throughout all of society. Mr. Frixen explained that through these initiatives, SGA and other groups on campus have begun to bring the campus back together. Such actions will be vital in the continued movement to unify and strengthen the student body.
Mr. Frixen mentioned that the SGA has continued to reach out and concern itself with other matters affecting students. He also mentioned that the SGA has members that work in close association with the police department, the bookstore committee, the faculty senate, the student media board, the multicultural center, Greek life, academic advising, residential living, student affairs, and many more.
COMMENTS FROM CHAIRMAN MACNEILL
Mrs. MacNeill stated that the Board is scheduled for a self-assessment the morning
of March 12. This process is required by the Board of Governors. She also stated
that the Board of Governors meeting held on Western’s campus in October was outstanding.
Mrs. MacNeill thanked Western’s staff and administrators for all of their work in
hosting this meeting. She mentioned that last night’s performance is an indication
of the talent we have on this campus. Mrs. MacNeill reported that the Scholarship
luncheon combining donors with scholarship recipients went very well.
COMMENTS FROM CHANCELLOR BARDO AND PROGRESS REPORT ON ENROLLMENT
Dr. Bardo stated that we are planning for an 8% budget cut, even though that is not
what we will probably be asked to cut. He also stated that he has asked the Provost
to meet with the deans and the vice chancellors to talk to the directors and ask them
what it would mean to them if we had to set priorities. Dr. Bardo further stated
that everyone is working on this plan and that it is an important process.
Dr. Bardo mentioned that the enrollment report is phenomenal. He reported that we are working with Royall as a contractor. He further stated that they are telling us what is happening nationally. Dr. Bardo explained that we are one of a few public institutions who use Royall. He also explained that last year our total number of applications was 7,450. Dr. Bardo reported that as of last Wednesday, we had 8,482. He also reported that we are seeing more deposits. Dr. Bardo mentioned that the SAT’s are higher, GPA’s are higher on admitted students. He stated that we anticipate a pretty good-sized freshman class. He further stated that he would guess between 1400-1500 freshmen next year.
Dr. Bardo explained that we are dealing with major budget issues and are trying to be judicious users of the State’s resources. He also explained that any time we can modify our administrative organization, save money and increase effectiveness we want to take that opportunity. Dr. Bardo asked the Board to look at establishing an Office of Institutional Effectiveness to be implemented upon approval of the Board of Governors. He recommended that the two offices be combined into one office called the Office of Institutional Effectiveness and that the current Director of Assessment, Melissa Wargo, become the head of that office. Dr. Bardo further recommended that the Office of Institutional Effectiveness have a dual report to the Provost and the Chancellor to allow them to do what they need to in their roles. He stated that Provost Kyle Carter will be responsible for the day-to day management, with the understanding that at any given moment in time, the Chancellor’s requests take priority and demand immediate attention. Mr. Worley moved to institute the reorganization and combination of the IR and Assessment offices into one office called the Office of Institutional Effectiveness. Mr. Warren seconded the motion and it was approved unanimously. (PROPOSAL ON FILE WITH MINUTES MATERIALS IN TAB G-1)
Dr. Bardo explained that the bear incident was a very difficult incident in many ways. He stated that based on all evidence we believe that this was a prank and was gross and disgusting in many ways. Dr. Bardo also stated that we turned this over to the district attorney who filed charges of disorderly conduct and possession of a game animal without a license against two individuals. Dr. Bardo noted that we have to act on evidence and on the rule of law. Dr. Miller mentioned that there were similar incidents on many other campuses. Mr. Warren stated that he appreciated the way the Chancellor handled the bear incident. Mrs. MacNeill echoed that sentiment.
COMMENTS FROM THE FACULTY CHAIR
Dr. Beam reported that the Faculty Senate has approved a revised policy on Dual degrees
allowing students to complete two degrees without a specific, mandatory number of
additional hours taken.
Dr. Beam announced that the Senate has endorsed some changes in Graduate School policies at the request of the Graduate School. He also stated that the Senate has passed a resolution supporting the printing of majors on diplomas. Dr. Beam mentioned that the Senate supported the recommendations of the Provost regarding Western’s UNC Tomorrow Phase II response related to low productivity programs.
COMMENTS FROM THE STAFF FORUM CHAIR
Mr. Tate stated that this is a challenging time with the budget situation. He also
stated that there are a lot of concerned and frightened staff right now. Mr. Tate
thanked the Chancellor and the Chief of Staff for their communication with the staff.
He mentioned that the Forum is in the early stages of developing an emergency assistance
fund for staff. Mr. Tate also mentioned that the Forum is looking at how staff can
be involved in service projects. He reported that there are two new University awards
for staff. Mr. Tate stated that the scholarship fund has grown to a point that they
can double the amount of the award or award two scholarships. Dr. Siegel asked about
the Forum’s efforts and accomplishments in the area of diversity. Mr. Tate replied
that the UNC Staff Assembly has two Western staff members serving on the committee
on diversity. He stated that he hopes to stay very involved with diversity. Mrs.
MacNeill thanked Mr. Tate for his report and reiterated the addressing of their concerns.
Dr. Siegel thanked everyone for being so welcoming to her. She noted that it is a joy to see the integration of so many activities around a common vision. Dr. Siegel stated that in two days she has seen an extraordinary alignment of people involved in this vision. She mentioned that the programs are timely and relevant to today’s needs. Dr. Siegel said that she is grateful for this experience. Mrs. MacNeill thanked her for her comments. Mrs. MacNeill further noted that Dr. Siegel will have a very unique perspective, since it will be like coming back home for her.
ADJOURNMENT
There being no further business, Mr. Phillips moved to adjourn the meeting. Mr. Kiser
seconded the motion and the meeting was adjourned at 11:20 a.m.