REGULAR MEETING OF THE BOARD OF TRUSTEES OF WESTERN CAROLINA UNIVERSITY
Room 510, H.F. Robinson Building June 6, 2008
The Board of Trustees of Western Carolina University met in regular session on June 6, 2008 in Room 510 of the H.F. Robinson Administration Building. The meeting was called to order at 9:30 a.m. by Chairman MacNeill.
ATTENDANCE
The following members of the Board were present: Mrs. MacNeill, Mr. Warren, Mr. Worley,
Mrs. Burda, Mr. Phillips, Mrs. Williams, Mr. Frixen, and Mr. Metcalf.
The following members of the Board were absent: Mrs. Wyche, Mr. Carlisle, Mr. Kiser, and Mr. Little. Mr. Burgin has resigned from the Board.
Others present: Chancellor Bardo; Dr. Carter, Provost and Senior Vice Chancellor; Vice Chancellors Metcalf, Miller and Wooten; Dr. Beam, Faculty Senate Chair; Mr. Tate, Staff Forum Chair; Mr. Cantler, Senior Associate Athletic Director; Mr. Studenc, Senior Director of News Services; Mr. Kucharski, Legal Counsel; Mrs. Ashe, Administrative Assistant; and Ms. Welch, Assistant Secretary to the Board.
SWEARING-IN OF BOARD MEMBER
Mr. Frixen, 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 March 14, 2008 regular meeting and the minutes
of the May 2, 2008 telephone meeting of the Executive Committee 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 and to consider the qualifications, competence,
performance, condition of appointment of a public officer or employee or prospective
public officer or employee. Mr. Metcalf seconded the motion, and it was approved
unanimously. Dr. Bardo asked that Mr. Wooten stay for the closed session.
RETURN TO OPEN SESSION
Mr. Worley moved that the Board return to open session. Mr. Warren seconded the motion,
and it was approved unanimously.
REPORT OF THE ACADEMIC AFFAIRS AND PERSONNEL COMMITTEE
Mr. Worley made a motion on behalf of the committee that tenure be granted to Dr.
John Q. Hodges, Department Head for the Department of Social Work, College of Health
and Human Sciences and to Mr. Thomas M. Salzman, Department Head for the Department
of Stage and Screen, College of Fine and Performing Arts. Mr. Worley stated that it
was the opinion of the committee that the resumes of these faculty members are outstanding
and that they are continuing the tradition of teaching excellence. The motion was
approved unanimously. (CURRICULUM VITAES ON FILE WITH MINUTES MATERIALS IN TABS C-2
AND C-3)
Mr. Worley mentioned that there are other notifications of appointments and personnel issues which are in the notebooks for information. He also mentioned that the appointments require no action on the part of the Board.
Mr. Worley asked Dr. Carter to report on the delegation that visited China. Dr. Carter stated that his experience of China and that of the delegation was very positive. He also stated that they found the people of China to be very happy, proud of their children and families and proud of their government. Dr. Carter further stated that the people are excited to be hosting the 2008 Olympics and were very welcoming to visitors. He added that many experiences of the delegation did not fit with pre-conceived notions of communist China. He also reported that the delegation saw many expensive cars, a well-built infrastructure and highway system and Chinese people of different economic strata. Dr. Carter mentioned that the downside of the great economic growth is the pollution and that factories, high-rise apartment building, schools and businesses are fueled by burning coal. Dr. Carter added that the delegation experienced collaboration on a number of items with the intense meeting schedule described in the itinerary. He also mentioned that the expectation is a rise in international students from China. Dr. Carter stated that some members of the delegation are still in China continuing with meetings.
REPORT OF THE ADMINISTRATION, FINANCE AND AUDIT COMMITTEE
Mrs. Burda reported that Donna Allen, a representative from the State Auditor’s Office,
presented a review of the FY 06-07 audit and the two audit comments. Mrs. Burda asked
Mr. Wooten to comment on the audit. Mr. Wooten stated that these comments were focused
on two areas considered to be significant deficiencies yet overall viewed as minor
comments. He further reported that the comments focused on two areas: (1) inappropriate
system access and (2) physical inventory of machinery and equipment. He stated that
the University management does not dispute these findings and they have submitted
responses describing actions that will be taken to resolve these deficiencies. Mr.
Wooten also stated that the University Internal Auditor must conduct an audit of these
specific areas within 90 days and will submit findings to the Chancellor and UNC-General
Administration. He further stated that the Committee is satisfied that the University
has taken appropriate steps to resolve the identified deficiencies. Overall, the
report issued by the NC State Auditor is identical with the annual financial report
received at the last meeting in March 2008. He reported that this is the first time
we have had comments in many years. Mr. Wooten further reported that we pride ourselves
on having clean audits. He stated that the standards are changing. Mr. Wooten also
stated that things in the past that have been minor are making their way up to reports.
He further stated that internal controls are receiving a lot of attention and that
every campus who brought Banner live has received comments. He assured the Board
that we will do everything in our power to avoid comments in the future and to strengthen
procedures. Mrs. Burda stated that she felt better after the State Auditor made comments
about the other campuses. She also stated that the representative from the State
Auditor’s office was not overly concerned. Mrs. Burda made a motion on behalf of
the Administration, Finance and Audit Committee that the Board accept the audit report
for fiscal year 2006-2007 and endorse the responses to the audit comments as submitted
by the University. The motion was approved unanimously. (AUDIT REPORT ON FILE WITH
MINUTES MATERIALS)
Mrs. Burda stated that the internal auditor reported on audits completed during the last quarter that focused on lab safety and security and student travel. She also stated that reports of findings and corrective action had been provided to each committee member. Mrs. Burda further stated that the internal auditor is completing reviews of police operations, academic affairs budget procedures, and the follow up review for audit comments related to the FY 06-07 audit.
Mrs. Burda asked Mr. Wooten to report on construction projects. Mr. Wooten mentioned that, unfortunately, the renovation of Forsyth Building and the construction of a central quad area have been delayed. He further mentioned that the Forsyth Building will not be available until January 2009 and the quad construction will now take place in summer 2009. Mr. Wooten reported that the student recreation center, residence hall project, and dining hall project are moving forward. He also reported that additional archeological work will be required for the new health building site; however, the design project continues to move forward.
Mrs. Burda stated that a report on the town center project and the health neighborhood development was received. Dr. Bardo added that the University’s only cost is the cost of putting together the RFP and doing the preliminary work. From there, 100% of the funding will be private. Dr. Bardo mentioned that the key to this issue will be for restaurants to have the ability to serve alcohol. He further mentioned that the University is confident that the Board of Governors will back us and a bill will be in next year’s legislature for minor modifications to the ABC law to allow us to have restaurants that serve alcohol.
Mrs. MacNeill thanked Mr. Wooten and his staff for their work on the audit and for making the necessary tough choices. Mrs. MacNeill stated that Board chairs had met with President Bowles and that auditing was a focus of that meeting.
REPORT OF THE ALUMNI, HONORS AND EXTERNAL AFFAIRS COMMITTEE
Mr. Phillips reported that, pursuant to the Board of Trustees’ directive at the March
2008 meeting, persons nominated for election to the Western Carolina University Foundation
Board of Directors’ Class of 2011 have been contacted to determine their interest
in serving in that capacity. He stated that all contacted expressed sincere appreciation
for their nomination and strong interest in serving. Mr. Phillips made a motion on
behalf of the committee that:
(1) James Beatty, Rocky Johnson and Jim Moore be reelected to another three-year term
on the Foundation Board, and that
(2) Robert (Brad) Bradshaw of Nashville, Tenn.; Geraldine (Gerri) Wright Garrett of
Charlotte; Pat Kaemmerling of Norcross, Ga.; Charlie Kimmel of Asheville; Brenda Wellmon
of Charlotte; and Kevin Vasquez of Dublin, Ohio, be elected for a three-year term.
The terms begin July 1, 2008, and conclude on June 30, 2011. The motion was approved
unanimously.
Mr. Phillips stated that the Committee is pleased to report that the Foundation has
awarded merit-based scholarships to eight (8) outstanding members of the freshman
class who will enter Western in August of this year. He also stated that the awards
include the Foundation’s first merit-based scholarships from private sources and are
renewable annually on condition that the recipients remain in good standing with the
university and maintain a designated minimum grade point average. Mr. Phillips further
stated that six of the awards – for $10,333 each -- will enable the recipients to
attend Western with expenses paid for tuition and required fees, books, meals, and
on-campus housing while two of the awards will enable recipients to attend Western
for four years with half of those expenses paid. Mr. Phillips also mentioned that
all the students are North Carolina residents, and, based on their high school scores
and grade point averages, all receiving “full-rides” are Honors College level students.
Mr. Phillips commented that fund-raising commitments to the Campaign for Western now
total $46.6 million in pledges and receipts with another $736,931 in various stages
of closing, bringing totals in commitments and anticipated gifts to $47.3 million.
He also commented that the campus campaign is approaching $585,000 with support from
faculty and staff going to more than 85 different programs across the campus.
Mr. Phillips stated that potential institutional and athletic images evolved in the university’s branding campaign were presented for review.
REPORT OF THE STUDENT AND ATHLETIC AFFAIRS COMMITTEE
Mr. Warren reported the following:
• Placed 34 on the Southern Conference's Spring Academic All-Conference team and a
total of 70 on this team for the academic year;
• 163 Student-Athletes had a GPA of 3.0 or better;
• Eighty-five student-athletes are eligible for the Dean’s List for the Spring 2008
semester;
• Sixteen student-athletes earned a 4 .0 of the spring semester;
• Semester and cumulative team grade point averages for all WCU student-athletes were
above 3.0 for the spring semester;
• Women’s basketball team had the highest GPA of all sports at 3.6;
• Football had its highest semester GPA since such records have been kept in Fall
2000.
Mr. Warren added that WCU student-athletes performed 4,620 hours of community service for the 2007-2008 academic year. He stated that this averaged 16 hours per person. Mr. Warren also stated that softball led all teams with 30 hours per person for a total of 454 community service hours.
Mr. Warren reported that the football program held the 1st annual Spring Game “Taste of Tailgating.” He further reported that the event drew several local restaurants which gave away free samples of their menu items. Mr. Warren also stated that the attendance for the game was estimated at 2,000
Mr. Warren mentioned that the women’s basketball team was honored as the Female Team of the Year by the Mountain Athletic Club of Asheville. Mr. Warren added that men’s golf placed third in the Southern Conference Championship. He stated that Matt Cook was medalist of the event of the second straight year. He further stated that the team earned its first-ever invitation to the NCAA Regionals.
Mr. Warren reported that women’s track won the 2008 Outdoor Southern Conference Track and Field Meet held at Western Carolina University, the men finished second. He also reported that combined, the two teams qualified 13 members for the NCAA Regionals. Mr. Warren further reported that of those, six student-athletes and the 4X100M relay team have qualified for the NCAA Nationals on June 11-14 in Des Moines, IA.
Mr. Warren stated that following a comprehensive review of the University’s existing alcohol policies, the existing policies are being updated and replaced by three new policy statements:
o Policy #81 General Campus Policy for Alcoholic Beverages Policy
Changes in this policy statement are minor and focus upon clarifying certain procedures.
This document is the primary policy statement for the institution and is supplemented
by the UC BYOB and Tailgating policies.
o Policy #102 University Center BYOB Alcohol Service Policy
Again most of the changes in this document clarify procedures, but there is one substantive
change. This policy expands the locations available to conduct supervised BYOB events
to include the Cats Den facility.
o Policy #103 Tailgating Policy
The Tailgating Policy presents a major change in our practice and procedures. Efforts
have been underway to address concerns about tailgating for roughly a year and a half,
including the implementation of several new practices for the 2007 football season.
Based on the months of discussion and review, the lessons learned from the 2007 football
season, a draft policy was developed and discussed with student leaders and organizations
throughout the 2008 spring semester.
This new policy creates a framework to make progress on three priorities: it builds a positive foundation for the growth of tailgating in the future; it reminds our students of their responsibilities during tailgating activities; and most importantly, it enhances the safety of tailgating for our students. The major changes focus on student tailgating and create a permitting process for the student tailgating parking lot and will hold individuals with permits responsible for the activities in their tailgating area. Student feedback has not been positive. Many students are concerned that the University will limit the opportunity to have fun and celebrate during tailgating activities.
Mr. Warren stated that money for the permits will be used to hire private security.
He also stated that the policies will be on the web for a ten-day, university-wide
comment period. Mr. Warren further stated that we want a tailgating culture, but
we want to do it in a responsible way. He added that a telephone conference of the
full Board will be held to approve these policies, so they will be in place by football
season.
Mr. Warren asked Mr. Frixen to report on behalf of the Student Government Association. Mr. Frixen mentioned that the policy for this year includes a lot more outreach with the campus community. He also mentioned that the SGA has been more inner-focused than in past years. Mr. Frixen further mentioned that the SGA is changing its executive staff, creating a better website, and doing more marketing and public relations. He stated that the allocation of Senate seats have changed with specific duties and titles. He added that the SGA will hit the ground running in the fall. Mrs. MacNeill welcomed Mr. Frixen to the Board. Mrs. Williams mentioned that the committee was proud to hear his report. She also mentioned that Mr. Frixen’s leadership shows a forward vision. Mrs. Williams added that Mr. Frixen is what we hope for on this campus.
COMMENTS FROM CHAIRMAN MACNEILL
Mrs. MacNeill thanked Mr. Burgin for his six years of service and said that his voice
will be missed. However, everyone understands his decision to resign as a Board member.
Mrs. MacNeill thanked the Board members present. She stated that “to volunteer is a tremendous gift.” Mrs. MacNeill added that the “students are what it is all about. They are why we are here.”
Mrs. MacNeill mentioned that the book “Three Cups of Tea” was a part of the freshman summer reading program and that she has read the book. She also mentioned that it is a perfect selection for Western because it is about one person’s mission to change a part of the world.
Mrs. MacNeill stated that the dates for the 2009 meetings have been identified and that members should put them in their schedules now. She also reminded everyone that the December dates have been changed.
Mrs. MacNeill reported that it is time for Chancellor’s comprehensive, campus-wide review. She also reported that we are working on getting a consultant to come in the fall and do the review. Mrs. MacNeill further reported that she will appoint a committee of the Trustees to help with that review.
COMMENTS FROM CHANCELLOR BARDO AND PROGRESS REPORT ON ENROLLMENT
Dr. Bardo reported that because of economic concerns that families have, our class
is not solidifying as rapidly as we thought it would. He also reported that most
other schools in the system are having problems because of the economy. Dr. Bardo
stated that Western is estimating the freshman class at 1300. He also stated that
the 2008 spring graduation was so large that we broke it into two sections. Dr. Bardo
further stated that 1140 graduated in May. He added that the gross enrollment will
probably be flat; however, the quality will be dramatically different. Dr. Bardo
mentioned that we think transfers and graduate enrollment will be up. He also mentioned
that the Honors College enrollment is the highest ever.
Dr. Bardo stated that in regards to the town center, there is a group of faculty attempting to see if Cullowhee can be incorporated.
Dr. Bardo mentioned that the branding project is ongoing and asked for feedback from the Trustees.
Dr. Bardo reported that the Catamount Club has been shifted to Athletics in order to keep it separated from fund-raising.
Dr. Bardo commented that there will be audit comments from time to time. He also stated that we will make sure that Administration and Finance has enough staff to be able to function properly. Dr. Bardo further stated that we are not happy with the audit comments and will make sure that we minimize the comments in an era where comments are the norm.
Dr. Bardo mentioned that the Senate is going to act possibly this weekend on the education budget. He asked Board members to phone senators and ask them: 1) to leave planning money for the education building alone. 2) to hold the full $500,000 that the House put in for forensics. 3) to understand that we do need enrollment funding. Without this funding, Western would lose one million dollars. 4) for full funding for the endowed professorship trust fund. Dr. Bardo added that we need appropriated money, not COPS money.
Dr. Bardo stated that the trip to China was an academic trip to build relations between our Academic Affairs operation and Chinese Universities.
COMMENTS FROM THE STAFF FORUM CHAIR
Mr. Tate reported that the Staff Forum has awarded its scholarship for the year. He
mentioned that both parents of the recipient are staff members at Western. The name
of the recipient is Brittany Haskett. He stated that Brittany wants to major in construction
management and be the first female contractor in her home town. Mr. Tate further stated
that Brittany wants to work her way up to be a project manager. He mentioned that
elections for Staff Forum officers are next month.
COMMENTS FROM THE FACULTY CHAIR
Dr. Beam reported that since the last meeting Faculty Senate has:
1. Passed a resolution to be forwarded to the UNC Faculty Assembly expressing our antipathy to the proposed revised process for academic program planning which was being circulated in draft form from the Board of Governors.
2. Passed a resolution adopting an electronic voting process for Senate meetings to insure anonymity in voting.
3. Passed a resolution approving the use of the grade of “A+,” with the provision that it would be counted as the same as an “A” in determining the GPA, but could be used to indicate truly superior performance by students.
4. Passed a resolution requesting that, in campus planning, land be set aside for use by faculty for research, demonstrations and classroom use to enhance educational, aesthetic and recruitment purposes.
5. Passed a resolution endorsing a revised Student Class Attendance Policy which establishes a clearer procedure for “University Excused Absences,” while preserving the right of faculty members, under most circumstances, to establish their own course-related attendance policies.
6. Formed a Task Force (working with the Provost), at the request of the Chancellor, to develop policy recommendations regarding the relationship between academic freedom and the solicitation of grants, gifts, etc.
Dr. Beam stated that Spring elections were held and that he was re-elected as Chair of Faculty.
ADJOURNMENT
There being no further business, Mr. Warren moved to adjourn the meeting. Mr. Worley
seconded the motion and the meeting was adjourned at 11:40 p.m.