REGULAR MEETING OF THE BOARD OF TRUSTEES OF WESTERN CAROLINA UNIVERSITY
H.F.R. Room 510 September 2, 2005
The Board of Trustees of Western Carolina University met in regular session on September 2, 2005 in Room 510 of the H.F. Robinson Administration Building. The meeting was called to order at 9:45 a.m. by Chancellor Bardo.
ATTENDANCE
The following members of the Board were present: Mr. Warren, Mrs. MacNeill, Mr. Worley,
Mrs. Wyche, Mr. Carlisle, Mr. Kiser, Mr. Burgin, Mr. Phillips, Mrs. Hyde, Mrs. Little,
Mr. Metcalf, and Mr. Grasty.
The following members of the board were absent: Mrs. Burda.
Others present included: Chancellor Bardo; Vice Chancellors Metcalf, Wooten and Carter; Dr. Haggard, Associate Vice Chancellor for Student Affairs; Mrs. Lynch, Chief of Staff; Dr. Smith, Chair of the Faculty; Mr. Kucharski, Legal Counsel; Mr. Studenc, Associate Director of Public Information; Mr. Smith, Director of Athletics; Mr. Riouff, Chair of the Staff Forum; Dr. Alvin Proffit, Chair of the University Advisory Council; Mrs. Ashe, Administrative Assistant; and Ms. Welch, Assistant Secretary to the Board of Trustees.
SWEARING-IN OF NEW BOARD MEMBERS
Mrs. Little and Mr. Metcalf, newly appointed members of the Board of Trustees, were
sworn in by Judge Danny Davis.
ELECTION OF OFFICERS
Dr. Bardo called for nominations for Chairman of the Board. Mr. Kiser nominated Mr.
Warren; Mr. Burgin seconded the nomination. Mr. Worley moved that the nominations
be closed; Mrs. MacNeill seconded the motion. The motion to close the nominations
was approved unanimously. Mr. Steve Warren was unanimously elected Chairman of the
Board.
Mr. Warren called for nominations for the Vice Chairman of the Board. Mr. Kiser nominated Mrs. MacNeill; Mr. Worley seconded the nomination. Mrs. Hyde moved that the nominations be closed; Mr. Kiser seconded the motion. The motion to close the nominations was approved unanimously. Mrs. Joan MacNeill was unanimously elected Vice Chairman of the Board.
Mr. Warren called for nominations for the Secretary of the Board. Mr. Kiser nominated Mrs. Burda; Mrs. Wyche seconded the nomination. Mr. Worley moved that the nominations be closed. Mr. Kiser seconded the motion. The motion to close the nominations was approved unanimously. Mrs. Genevieve Burda was unanimously elected Secretary of the Board.
Mr. Warren thanked everyone for the highest honor he had received in his life.
APPROVAL OF MINUTES
Mrs. MacNeill moved that the minutes of the June 3, 2005 regular meeting and the minutes
of the June 28, 2005 telephone meeting of the Executive Committee be approved as mailed.
Mr. Worley seconded the motion and both sets of minutes were approved unanimously.
ELECTION OF ENDOWMENT BOARD MEMBERS
Mr. Warren stated that he is now an ex officio member of the Endowment Board, since
he has been elected Chairman of the Board of Trustees. This leaves two vacant positions
on the Endowment Board to be filled. Mr. Warren nominated Mr. Kiser to complete Mr.
Warren’s term and Mr. Carlisle to serve a full three-year term. Mr. Worley seconded
the motion, and it was approved unanimously.
CLOSED SESSION
Mr. Warren moved that the Board go into closed session to consider the qualifications,
competence, performance, condition of appointment of a public officer or employee
or prospective public officer or employee. Mr. Worley seconded the motion, and it
was approved unanimously. Dr. Bardo asked that Dr. Carter stay for the closed session.
RETURN TO OPEN SESSION
Mr. Burgin moved that the Board return to open session. Mrs. Hyde seconded the motion,
and it was approved unanimously.
REPORT OF THE ACADEMIC AFFAIRS AND PERSONNEL COMMITTEE
Mrs. Hyde moved that the Board approve the extension of a contract for a two year
period for Distinguished Professor Tom Hatley. Mr. Worley seconded the motion, and
it was approved unanimously. (RECOMMENDATION OF FACULTY APPOINTMENT ON FILE WITH
MINUTES MATERIALS IN TAB C-1)
Mrs. Hyde moved that the Board approve the extension of an employment contract until January 2007 for head football coach Kent Briggs. Mr. Phillips seconded the motion, and it was approved unanimously. (EMPLOYMENT AGREEMENT ON FILE WITH MINUTES MATERIALS IN TAB C-2)
Mrs. Hyde asked Dr. Carter to report on items of interest. Dr. Carter stated that the University has formed an enrollment management committee to break down silos on the campus. Dr. Carter further stated that the University has purchased a software system that will enable scheduling of classes much more efficiently.
Dr. Carter explained that a study of the current configuration of the academic colleges will be taking place. Dr. Carter discussed reasons for the reorganization. He stated that reorganization would promote synergies between like groups, make sure that important programs are highly visible, and cut down on bureaucracy.
Mrs. Hyde stated that retention is still a problem. Why do students leave? She further stated that we need more scholarships. Dr. Bardo said that no matter what we do, twenty percent of freshmen will leave anyway. Dr. Bardo stated that the reason students leave universities is that we do not connect with them. Mrs. Hyde mentioned that Outward Bound can serve a campus because it provides bonding;
REPORT OF THE ADMINISTRATION AND FINANCE COMMITTEE
Mr. Carlisle reported that Western Carolina University currently has three leases
with cell phone companies. Verizon has requested a second lease to install a service
pod on the roof of Harrill Residence Hall. The proposed terms and conditions are
consistent with our other leases. Mr. Carlisle made a motion to approve the request
for a lease between Verizon and the State of North Carolina for the installation of
a cell phone pod on the roof of Harrill Residence hall and to submit this request
to the Office of State Property for negotiation of the lease terms and conditions.
Mr. Kiser seconded the motion, discussion followed, and it was approved unanimously.
Mr. Carlisle further reported that as a means of better managing the parking facilities on campus, the administration proposes the adoption and implementation of a wheel lock policy. Presently, the campus has designated areas for resident students, commuter students and faculty/staff. Under this policy University Police would be authorized to attach a wheel lock device to a vehicle that is parked illegally. The vehicle owner would be required to contact the University Police department and pay a $50 fee for the removal of the device. The policy would also be used to immobilize a habitual parking offender which is currently defined as someone who has received five or more citations during the current semester. The policy does include an appeal process for those who believe they have not violated the parking regulations. Prior to the implementation of this policy, if approved, the University Police Department will conduct a thorough public relations campaign to inform the campus about the new policy and the plans for implementation. Mr. Carlisle moved to approve the proposed wheel lock policy as submitted. Mr. Grasty seconded the motion, and it was approved unanimously. (WHEEL LOCK POLICY ON FILE WITH MINUTES MATERIALS IN TAB D, ATTACHMENT 6)
Mr. Carlisle asked Mr. Wooten to explain the Facilities Use License Agreement between Western Carolina University and the Tuckaseigee Water and Sewer Authority. Mr. Wooten stated that presently, the Tuckaseigee Water and Sewer Authority has several off campus collection lines that connect to the University collection system. In an attempt to manage this flow and to ensure that the campus system is not negatively impacted by this flow, a license agreement is proposed that establishes a ceiling flow amount that the University is willing to accept into our collection system. The local sewer authority has replaced a failed line that previously flowed into our system and we commend them for that action. This agreement would provide some excess capacity beyond normal flow (approximately 27,000 gallons a day) that they could sell to their customers to recover their investment in this new line. Finally, the policy as written provides the University with the ability to cancel the agreement if the off campus flow has a negative impact on the campus capacity. The local Tuckaseigee Water and Sewer Authority Board has approved this agreement. Mr. Carlisle moved to approve the Facilities License Agreement between Western Carolina University and the Tuckaseigee Water and Sewer Authority. Mr. Metcalf seconded the motion, and it was approved unanimously. (FACILITIES USE LICENSE AGREEMENT ON FILE WITH MINUTES MATERIALS IN TAB D, ATTACHMENT 7)
Mr. Carlisle asked Mr. Wooten to report on informational items. Mr. Wooten reported that the legislature approved a budget favorable to Western. Mr. Wooten further reported that enrollment growth has driven our increase in funds. This has enabled Western to fill 71 new faculty positions. Mr. Wooten mentioned that Western is making progress on the capital improvements. He further mentioned students will be occupying the Norton Road Residence Hall tomorrow. Mr. Wooten reported that the soccer and tennis complex and women’s softball facility is now completed. He further reported that the renovation of Stillwell is still happening. Mr. Wooten stated that Stillwell will be complete approximately a year from now. He further stated that a large portion of the road relocation has been completed.
Mr. Wooten mentioned Amendment No. 1 to Collocation Agreement with ERC. He stated that the Administration and Finance Committee serves as audit committee for the University and invites the internal auditor to appear before that committee to present any concerns or to update the committee on his activities. He further stated that the state auditors are on site now to complete their annual audit process. (AMENDMENT NO. 1 COLLOCATION AGREEMENT ON FILE WITH MINUTES MATERIALS IN TAB D, ATTACHMENT 5)
Mr. Warren asked Mr. Wooten to comment about renovations to the Board Room. Mr. Wooten explained that the Department of Insurance has reviewed this project and has concerns regarding accessibility. He further explained that Western hopes to get bids soon and hopefully the space will be renovated soon. Mr. Wooten mentioned that the room will be larger with more technology.
REPORT OF THE ALUMNI, HONORS, AND EXTERNAL AFFAIRS COMMITTEE
Mr. Phillips moved that one of the four box seating areas in the Fine and Performing
Arts Center be named The Chancellor’s Box in honor of the 10 persons who have led
Western Carolina University as its President or Chancellor and that those names be
suitably affixed to the designated box in an appropriate manner, along with the name
of the donor if the donor so wishes.
Nancyann and Robert Failing, MD, longtime supporters of Western Carolina University
have proposed to contribute $25,000 – payable over a four-year period -- to the Foundation
for the right to name the box as specified above and in compliance with the University’s
naming policy. Dr. Failing is a member of the Foundation Board of Directors. This
would constitute the first naming of space in the Fine and Performing Arts Center.
Mr. Kiser seconded the motion, and it was approved unanimously.
Mr. Phillips moved that the Chancellor be authorized to approve temporary, functional
names for University facilities and spaces, as necessary, to facilitate their identification
and reflect their customary use pending approval by the Board of Trustees of permanent
names selected in compliance with the Board’s Policy on Naming Opportunities.
Examples of such facilities include, Norton Road Residence Hall, the Catamount Athletic
Complex (the University’s track and field, tennis, and soccer complex), and the Catamount
Softball Stadium. With the rapid growth of University facilities and spaces, there
is an increasing need for temporary, functional names to identify those facilities
and spaces until requirements have been completed for permanent naming. Mr. Worley
seconded the motion and it was approved unanimously.
Mr. Phillips reported that the University, through the Foundation, received $1,800,000.00
for Distinguished Professorships during the month of August. He further reported
that this completes full funding for four (4) new Distinguished Professorships; one
at the $1 million level and three at the $500,000 level; plus private funding for
two additional professorships at the $500,000 level. Mr. Phillips mentioned that
a state match of $250,000 is expected for one of the latter two within the next month;
the state match for the second is expected during the next fiscal year. Western has
now completed funding and has qualified for twelve distinguished professorship endowments
and has received the private match for its thirteenth and fourteenth distinguished
professorship endowments.
Mr. Phillips reported that the campaign for Western is proceeding as planned, and
volunteers are currently being recruited for leadership roles.
Mr. Phillips mentioned that the Committee has taken under review existing guidelines
for naming opportunities and proposed guidelines for naming academic units and will
bring proposals to the Board at a later date.
Mr. Phillips further mentioned that the Committee received a report on and has seen
samples of materials used in the University’s extensive new Promotions and Marketing
campaign designed to promote student recruitment and awareness of the University’s
educational excellence. He further stated that there is an advertisement featuring
Western on page 55 of the current edition of U.S. News and World Report.
REPORT OF THE STUDENT AND ATHLETIC AFFAIRS COMMITTEE
Mrs. MacNeill reported that Dr. Caruso and Dr. Bardo have made offers to students
displaced by hurricanes in Louisiana and Mississippi to attend Western. We have had
one student accept the offer so far.
Mrs. MacNeill asked Mr. Grasty to give a report from the Student Government Association. Mr. Grasty stated that the SGA constitution is out of date and the association will bring a revised constitution to the Board in December for approval. He further stated that the SGA budget is now in the black. Mr. Grasty mentioned that the association has had elections of senators and currently has fifteen staff members. Mr. Grasty mentioned some current event issues, specifically, financial aid, food and parking being the three major issues this year. Mr. Grasty further mentioned that the current Cat Trans are too small and that they are looking into getting bigger buses to expand the service. Mrs. MacNeill stated that she appreciates hearing the students’ voice. Dr. Bardo asked Dr. Carter to address the financial aid problem at next meeting.
Mrs. MacNeill reported that the move-in went well and that the change in traffic pattern helped the move go well. She further reported that the groundbreaking for the new student activity center and the ribbon cutting for the new Norton Hall residence will take place on Homecoming Day. Mrs. MacNeill stated that the mentoring program is going well.
Mrs. MacNeill reported that the five-year building program in athletics is almost complete and now we have to set the next five-year plan. Mrs. MacNeill further reported that Emily Pierce has been named to the NCAA student athlete advisory committee, representing the Southern Conference. Miss Pierce is the only athlete representing the Southern Conference on this committee. Mrs. MacNeill mentioned that the Catamount Sports Network now has broader reach.
REORGANIZATION OF CENTER FOR REGIONAL DEVELOPMENT
Dr. Bardo explained about the need for reorganization in the Center for Regional Development.
Mr. Worley moved that the Board approve the renaming and general reorganization of
the Center for Regional Development (CRD) to the Institute for the Economy and the
Future. Mrs. Hyde seconded the motion, and it was approved unanimously. (MEMO ON
FILE WITH MINUTES MATERIALS IN TAB G)
COMMENTS FROM CHAIRMAN WARREN
Chairman Warren commented that one of the reasons for the University’s success is
that our people are working hard to make Western successful. The leadership is “hands-on.”
COMMENTS FROM CHANCELLOR BARDO AND PROGRESS REPORT ON ENROLLMENT
Dr. Bardo stated that enrollment is up about 2 1/2% which is not as large as we anticipated
it being. He further stated that we are a different institution than we were ten
years ago. Dr. Bardo mentioned that we have consultants to help with our enrollment
and our marketing. He further mentioned that our enrollment is still at a record
high with the Honors College at about 900 students. The opening of fall semester
went very smoothly. Dr. Bardo thanked everyone who helped with the legislature this
year; they were very good to Western. Western proposed a modification of the Umstead
Act and it was passed by the legislature. Western’s master planning is underway and
a proposal for the millennium campus will come to the Board in December. Western
must go to the Board of Governors with a proposal for the millennium campus. Dr.
Bardo mentioned that we have a strong strategic planning review underway. He further
mentioned that SACS accreditation is underway and it will be all-consuming which puts
the onus on our institution to prove that we deserve accreditation. Dr. Bardo stated
that Western’s faculty has adopted engagement as the theme by which we will receive
accreditation. Dr. Bardo commented that he is very concerned about compensation levels
at the institution. He said that salaries for the lower-level employees are not keeping
up with inflation and that the fringe benefit package is not good. He further commented
that we are losing people because of the poor fringe benefit package.
Mr. Warren introduced Alvin Proffit, chair of the University Advisory Council, and asked Dr. Proffit to explain his role in this capacity. Dr. Proffit explained that he is a faculty member here at the University. Dr. Proffit further explained that the UAC is concerned with four areas: faculty, staff, administration and students. Dr. Proffit stated that the UAC takes up items that impact at least two or more of these groups. He further stated that one of the first items of interest the UAC will be looking at is salary issues. Dr. Proffit mentioned that the UAC will be initiating a new process to see how students feel regarding the teaching that takes place in our classrooms.
REPORT FROM THE CHAIR OF THE FACULTY
Dr. Smith reported that the University is at the cusp of a major transition. He stated
that one major problem this year is that we have no clear identity with the state.
Dr. Smith further stated that to solidify the direction we are headed in, we will
have to debate and bring to the Board three important plans. They are the strategic
plan, SACS and a master plan. Dr. Smith also reported the Faculty Senate will be
committing more effort toward sponsored research. He further reported that the Faculty
Senate is planning to reshape the computer requirements so that students have to pass
a computer competency test when they get here.
REPORT FROM THE CHAIR OF THE STAFF FORUM
Mr. Riouff reported that salary issues are a concern with the Staff Forum. He further
reported that the Staff Forum is getting the word to staff that the administration
and the Board are trying to solve the salary issue. Mr. Riouff mentioned that the
Staff Forum has received a $2,000.00 anonymous donation from a staff member for its
scholarship fund. Mr. Riouff stated that the Staff Forum will set up a suggestion
box at the 2005 Employee Appreciation Day. Mr. Riouff stated that he will start a
push for voter registration, so that staff can participate in the political process.
Mr. Riouff reported that there are concerns regarding compensation for gas costs from
people in shops who are called in after hours. Mr. Riouff reiterated that employees
are leaving Western for better employment opportunities. Mr. Riouff thanked the Board
for its continued support and efforts.
FINAL COMMENTS BY CHAIRMAN WARREN
Mr. Warren stated that the Board had talked about a two-day retreat and wanted to
make sure that the Board still wants to do this. The Board discussed the dates of
November 3 and 4; however, several Trustees could not make this date. The Board is
in favor of a two-day retreat, and it will look at other dates as an option.
Mr. Warren mentioned that travel forms are available to Trustees for any Board travel. Mr. Warren further mentioned that he will be contacting Trustees regarding various committee assignments. Mr. Warren stated that he is excited that Teena Little and Steve Metcalf are onboard. Mrs. Little said she was delighted to be here and hoped that she can contribute.
ADJOURNMENT
There being no further business, Mr. Warren adjourned the meeting at 12:00 p.m.