January 16, 2004

MINUTES OF THE BOARD OF GOVERNORS
SOUTHWEST MISSOURI STATE UNIVERSITY
JANUARY 16, 2004

1. Roll Call
   
   Present
   
   Dr. Barbara Burns, President of the Board
   Mr. Thomas Carlson, Governor
   Mr. Michael Duggan, Governor
   Mr. Michael Franks, Vice President of the Board
   Ms. Mary Sheid, Governor
   Ms. Kelli Wolf, Student Governor
   
   Absent
   
   Mr. William Darr, Governor
   Ms. Phyllis Washington, Governor
   
   Also Present
   
   John Keiser, President
   Bruno Schmidt, Vice President for Academic Affairs
   Kent Thomas, Chancellor of the West Plains Campus
   Don Aripoli, Vice President for Student Affairs
   Kent Kay, Associate Vice President for Finance
   Gregory P. Onstot, Vice President for University Advancement
   Greg Burris, Vice President for Administration & Finance
   John F. Black, General Counsel
   John W. McAlear, Secretary of the Board
   

2. Presiding --- The presiding officer for the meeting was Dr. Barbara Burns, President of the Board of Governors. She called the meeting to order at 9:00 a.m. in the Parliamentary Room of the Plaster Student Union on the campus of Southwest Missouri State University in Springfield, Missouri.
   

3. Minutes --- Dr. Burns noted that the first item of business on the agenda was the approval of the minutes submitted by the Secretary for the open meeting of December 19, 2003. Ms. Sheid moved to approve the minutes as presented. Mr. Duggan seconded the motion.
   
   Motion passed 5-0.
   

4. Educational:

   1. Faculty Senate Report --- Dr. Jim Giglio, Chairperson for the Faculty Senate, reported that the Senate endorsed the restructuring of IDS 100 in yesterday's meeting. However, the Senate failed to endorse a resolution coming from the SGA discontinuing 6:30 a.m. final exams. He also reported that the Senate passed a resolution on student fees, the essence of which is that the Board should wait until 75 percent of Missouri's other four regional state universities announce their fees. The Board should make every effort to restore SMSU's hourly student fees in 2004-2005 to their traditional ranking of second highest among Missouri's five regional state universities, and sixth-highest among Missouri's 13 public four-year institutions. Ms. Kelli Wolf, Student Governor, commented that she has visited with many students about discontinuing the 6:30 a.m. final exams and they are very passionate about getting this done. She added that she was hoping this could be accomplished.
      

   2. Report from Vice President for Academic Affairs --- Dr. Bruno Schmidt, Vice President for Academic Affairs, commented that SGA has worked for three years to discontinue the 6:30 a.m. finals and that he has endorsed their efforts. He next reported that his office began a focused effort on faculty productivity this past semester and they are in the process of gathering precise data on overall work assignments. This information will be in terms of teaching. They are also looking at ways to quantify the other efforts of faculty in terms of scholarship and service. There will probably be some reassignments that could be made that would enhance the overall productivity of faculty at the University. Mr. Franks commented that we needed to look at this productivity project as "continuous improvement." There is always room for improvement. The University has to get better continually.

5. West Plains Campus:
   1. Report from the West Plains Campus --- Mr. Kent Thomas, Chancellor of the West Plains Campus, reported their Houston campus is operational. He added that they have started the renovation at their Mountain Grove campus. He then presented the following resolutions for the Board's consideration:
      
      Approval of actions concerning non-academic employees of the West Plains Campus (West Plains Personnel No. 207-04).
      
      Approval of actions concerning academic employees of the West Plains Campus (West Plains Personnel No. 208-04).
      
      Moved by Ms. Sheid. Seconded by Mr. Duggan.
      
      Motion passed 5-0.
      
6. Student Affairs:

   1. Report from Vice President for Student Affairs-- Dr. Don Aripoli, Vice President for Student Affairs, presented a resolution (Student Policies No. 71-04) approving the Expressive Activity Policy. He added that this is a product of many months of work. He commented that there is no way to write a policy that will address every case that might arise. However, this policy gives us a sound legal and philosophic position to make judgments. Moved by Mr. Duggan and seconded by Mr. Carlson.
      
      Motion passed 5-0.
      
      Dr. Aripoli next presented a resolution (Student Policies No. 72-04) implementing the Ellis Matching Recruitment Scholarship Program. We have been approached by The Ellis Foundation to become one of their funded sites, on the condition that we match their awards, up to a maximum of ten scholarships. Moved by Mr. Franks and seconded by Mr. Duggan.
      
      Motion passed 5-0.
      
      Dr. Aripoli next reported that later in today's meeting, the Board would be presented a resolution regarding the room & board rates in our residence halls. He explained that, in setting rates, they try to address normal operating costs and emergency situations. For example, last fall a chiller went out and it cost about $60,000 to rent a chiller and then $250,000 to purchase a permanent replacement. The proposal is asking for an 8.8% average increase – about $375. The Residence Hall Association has approved this increase to make needed enhancements. This year, our room & board rates are third from the bottom when compared to other Missouri public four-year institutions. With the proposed increase, we would only bypass one institution and that assumes that institution doesn't raise rates. If every other institution has a 5% increase, we would still be third from the bottom.
      
      For the second segment on enrollment management regarding diversity, Dr. Aripoli first asked Ms. Charlotte Hardin, Director of the Office of Multicultural Student Services to give a report on the Office of Multicultural Student Services. She reported that their mission is to support the efforts of the Student Affairs Division to meet the diverse needs of the SMSU student population. They focus on: minority student recruitment, minority student retention, multicultural education, multicultural programming, and community outreach/partnerships. Our fall minority student enrollment totaled 1,070 -- 5.7% of our total enrollment. In 1993, the minority enrollment was 870 -- 4.7% of total enrollment. A large part of our growth this year came from an increasing number of Hispanic students.
      
      Dr. Aripoli then had Ms. Jan Swan, Director of International Student Services, give a report on the Office of International Student Services. Ms. Swan reported that their office functions are recruitment, admission, federal compliance, and retention. Ms. Swan reported that the international student population has grown significantly since 1995. Our goal is 800 international students. We have processed a record number of applications for Fall 2003 and Spring 2004. However, security issues since September 11, 2001 are preventing many students from obtaining visas. Our Fall 2003 enrollment declined from 520 to 480. To meet this difficult challenge, in recruiting international students, we have targeted countries where the United States is more willing to give visas. Federal compliance is the most important and daunting task that they have because of the immigration regulations that must be complied with. The Patriot Act of 2001 requires that all schools use a new system called SEVIS (The Student Exchange Visitor Information System) to help collect, maintain, and track information on international students.
      

   2. Report from Student Body President --- Mr. Rafiel Warfield, President of the Student Body, reported that the SGA vote to discontinue 6:30 a.m. final exams was very close to unanimous. He next commented that at the Faculty Senate meeting yesterday during the discussion on their resolution regarding student fees, nothing was mentioned about students – the discussion was all about money. He added that the discussion about revamping the IDS 110 course to make it a more effective program for students was not about whether it was going to be an improved program for students, but was how they were to be compensated adequately. Mr. Warfield remarked that their resolution on fees actually passed by a very slim margin. This shows some individuals are focused on doing what's right for our university campus – not just about hiking up more fees and making more money. He next reported that the summit held on our campus last week with the student body presidents of the other Missouri public institutions was a great success. This type of summit, hopefully, will be an annual event rotated among the universities.
      

7. Staff Senate Report --- Mr. Phil Nichols, Chairperson of the Staff Senate, reported that at their January meeting, Ms. Diane Garland was elected Chair-Elect and Ms. Tami Sutton was elected Secretary. He reported that at a special meeting in December concerning parking fee increases to help fund a second intermodal transfer facility, the Senate voted to support up to a 20% parking fee increase only if it could be collected on a pre-tax basis.
   

8. Report from the President --- Dr. John Keiser first presented a resolution (Curriculum No. 266-04) approving the establishment of the Ozarks Environmental and Water Resources Institute. This action brings together, through an institute, a host of research activities that we are doing right now. Water supply and quality in the multi-state Ozarks region is an important issue. Any successful federal funding in this area would be funneled through this institute. Moved by Ms. Sheid. Seconded by Mr. Franks.
   
   Motion passed 5-0.
   
   He next distributed a resolution (Policies & Procedures No. 94–04) approving amendments to the University's Political Activities Policy. Mr. John Black, General Counsel, explained that the major change to the policy is that previously, an employee had to take a leave from the University upon filing in a primary. The primary filing period begins in February so that could be a long period of time through the general election in November. The revised policy allows the employee to continue to work until the end of the primary period, which would be the primary election. If the employee received the nomination, the employee would need to take leave until the general election. This revised policy has also been forwarded to the Missouri Ethics Commission for their review. Motion made by Mr. Franks. Seconded by Mr. Duggan.
   
   Motion passed 5-0.
   
   Dr. Keiser next distributed an agreement between SMSU and John Q. Hammons for the use of his baseball stadium for the upcoming year. Mr. Black summarized some of the terms of the agreement – SMSU will pay $100,000 for the year; SMSU will play its home games in the stadium and will get to use the practice facility the entire year; and the MVC conference tournament will be played there in May. Mr. Greg Onstot, Vice President for University Advancement, next added that Mr. Hammons will receive 25% of all ticket sales over $100,000; will retain all suite revenue; will retain all concession sales; and will retain all parking revenue. Moved by Mr. Duggan and seconded by Ms. Sheid. Mr. Carlson noted that since the City of Springfield has been involved in financing and helping Mr. Hammons assemble his land he wanted to make sure it would not be a conflict for him to vote on this motion. Mr. Black responded that since this stadium is a value for both the City and the University, he could see no reason why Mr. Carlson could have a conflict of interest.
   
   Motion passed 5-0.
   
   Dr. Keiser ended his report by reminding the Board that our number one capital project request is the Ozarks Public Health Institute. The plans have the top floor of the Institute housing a Greene County Health Lab and a forensics lab. The election in February includes a tax increase that supports the forensics lab. He will be writing a letter showing his support for the project.
   

9. Financial:

   1. Development Report --- Mr. Greg Onstot, Vice President for University Advancement, presented the Development Report for the six-month period ending December 31, 2003. Total gift numbers are up about 1,250 gifts and $800,000.
      

   2. Financial Report --- Mr. Kent Kay, Associate Vice President for Finance, reported that due to the holiday break, he would wait until the February meeting to review the financial statement for the first six months of the fiscal year.
      

   3. Approval of 2004-2005 Room & Board Fee Schedule --- Mr. Kay then presented a resolution (Fees No. 119-04) approving the room and board rates for the 2004-2005 academic year that Dr. Aripoli summarized earlier today. Moved by Mr. Franks. Seconded by Ms. Sheid.
      
      Motion passed 5-0.
      

   4. Purchases and Contracts – Mr. Kay next presented the following resolution for the Board's consideration:
      
      Purchases exceeding $25,000 from January 5, 2004 through January 15, 2004 (Purchasing Activity Report No. 234-04).
      
      Moved by Mr. Duggan and seconded by Mr. Carlson. Mr. Franks noted that the groups bidding on the office furniture bid are not groups that his company has a business relationship with so he can vote on the motion.
      
      Motion passed 5-0.
      
      Mr. Greg Burris, Vice President for Administration & Finance, explained that the resolution in the agenda having to do with selecting a contractor for the purposes of formulating a guaranteed energy cost savings contract will be presented at a later meeting. He then presented a resolution (Agreement No. 117-04) approving an extension of an agreement with the Missouri Department of Conservation. We own a tower that is located on land in Taney County that is owned by the Department of Conservation. This is a twenty-year extension. Moved by Ms. Sheid and seconded by Mr. Duggan.
      
      Motion passed 5-0.
      

10. Facilities and Equipment --- Mr. Greg Burris next presented the following resolutions for the Board's consideration:
    
    Approving the January 5, 2004 Building Report (Building Report No. 130-04)Approving the Activity Report for the month of December 2003 (Activity Report No. 133-04).
    
    Steam trap replacement at McDonald Arena (Bids & Quotations No. 1102–04); WMC Mechanical, low bid of $25,130.48; total project budget established at $32,000.
    
    Approval to increase the project budget for the modifications to Apartment #201 in Sunvilla Tower (Bids & Quotations No. 1103-04). The $2,500 increase raises the project to $12,500.
    
    Geotechnical and construction materials testing services in conjunction with the new multi-purpose barn at the William H. Darr Agriculture Center (Architects & Engineers No. 576-04); Palmerton & Parrish, Inc, for $5,999 plus reimbursable expenses. Additional services of up to $1,500 as described in this agreement may be authorized and approved as necessary.
    
    Moved by Mr. Franks. Seconded by Mr. Duggan.
    
    Motion passed 5-0.
    

11. Human Resources ---Mr. Burris next presented the following resolutions
    
    Actions concerning academic employees (Human Resources No. 1119-04).
    
    Actions concerning non-academic employees (Human Resources No. 1120-04).
    Moved by Ms. Sheid. Seconded by Mr. Duggan.
    
    Motion passed 5-0.
    
    Mr. Burris next commented that we have heard from some of the Board members that they might like to have some board materials available electronically. We will evaluate what we are able to provide and we are looking at some technical and legal issues associated with this. He asked the board members to communicate to Mr. John McAlear what types of materials and services they would like to receive electronically.
    

12. New Business --- Mr. Franks next brought the Board up to date on the status of the Presidential search planning. He had hoped to be able to present something today but he missed a week due to being ill. He will provide a report to Mr. McAlear next week and he can forward the materials on to the entire Board.
    

13. Date of Next Meeting --- The date of the next regularly scheduled meeting was set for February 20, 2004.
    

14. Adjournment --- Dr. Burns adjourned the meeting at 11:20 a.m. on the motion of Mr. Duggan, the second of Mr. Franks, and the unanimous vote of the Board.

John W. McAlear
Secretary