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doc12990 January_11_2023_Board_Book.pdf
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"text": "D. The Governing Board Equity in Student Success Project Update"
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"text": "A. Approval to Purchase Compact Track Loader and Mulching Head for the Environmental Education and Research Center (EERC)"
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"text": "The quick brown fox jumps over the lazy dog."
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Page 5
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nSPECIAL CALLED MEETING\n*** Meeting Was Conducted in Person and by Teleconference ***\nTuesday, October 11, 2022\n8:30 a.m. EDT\nHarold R. Benson Research and Demonstration Farm\n1525 Mills Lane\nFrankfort, Kentucky 40601\n(Primary Physical Location)",
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"text": "Move the Committee to approve the agenda of the October 11, 2022, Special Called Meeting of the Board of Regents."
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"text": "Dr. James Lyons, Sr., Senior Consultant with the Association of Governing Boards, presented the training session “Foundational Aspects of Trusteeship.” Dr. Lyons asked Board members to share their personal interpretations and experiences regarding the first three principles of trusteeship he presented (Understand Governance, Lead by Example, and Think Strategically), and a discussion then ensued."
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"text": "Interim President Johnson and Dr. Daarel Burnette, Interim Chief of Staff, presented “Plotting a Pathway Forward for KSU.” President Johnson began by establishing a four-part agenda for the afternoon session and then provided an overview and framework for moving KSU forward (Agenda Item I). Dr. Burnette continued with Agenda Item II: Current Steps to Address Pressing Challenges. President Johnson presented Agenda Item III: Envision a Future State for KSU’s Business Model (An Intended Future), in which he engaged the Regents in a collaborative exercise to create KSU Distinction Narratives (also referred to as the KSU Value Proposition). President Johnson stated that it was a level-setting activity and the first step to envisioning a future for KSU, as the value proposition sits at the heart of the business model."
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"text": "President Johnson concluded the presentation with Part IV: Identify Actionable Milestones to the Envisioned Future of KSU. He then recommended next steps and invited questions and comments."
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"text": "As Regent Moyer began to ask a question, a technical difficulty occurred that lasted nearly nine minutes. When the meeting resumed, Board members shared comments as they reflected on President Johnson and Dr. Burnette's report."
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"text": "Regent Fields asked President Johnson how the Board would be involved in his recommendation for an RFP to find a vendor to help KSU develop the strategic direction and plan."
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"text": "Regent Walston inquired if the RFP would include some of the types of initiatives President Johnson mentioned in his previous comments. Attorney Lang asked President Johnson to clarify the purpose of the RFP."
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"text": "Chair Patton also requested from President Johnson a distilled version of the complex business model that he presented—approximately 5 to 7 pages in length—that could not only help the Board members understand and more succinctly articulate what the Board and Institution intend to do (namely, that the new business model is structured on sustainability rather than being a stop-gap measure for putting out fires), but that could also be shared with various bodies interested in the direction of the Institution."
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"text": "Chair Patton thanked President Johnson and Dr. Lyons for their presentations and perspectives."
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"text": "MOTION made by Regent Briggs:"
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"text": "Move the Board to adjourn."
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"text": "___ Approved with no corrections"
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nQUARTERLY MEETING\n*** Meeting Was Conducted in Person and by Teleconference ***\nWednesday, October 12, 2022\n10:00 a.m. EDT\nBoard of Regents Room\nJulian M. Carroll Academic Services Building, 2nd Floor\n400 East Main Street\nFrankfort, Kentucky 40601\n(Primary Physical Location)",
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"text": "MINUTES"
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"text": "The Board's Chair, Regent Gerald Patton, called the meeting to order at 10:07 a.m."
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"text": "Chair Patton requested recommendations for the Board Secretary position. Hearing none, Chair Patton recommended and appointed Zach Atwell, Board Liaison and Staff Attorney, to the Board Secretary position."
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"text": "Regent Gerald Patton, PhD\nPresent\nRegent Herman Walston, EdD\nPresent\nRegent Michael Adams, Jr.\nPresent\nRegent Tammi Dukes\nPresent\nRegent Edward Fields\nPresent\nRegent Ernie Fletcher, MD\nNot Present\nRegent Edward Hatchett, Esq.\nPresent\nRegent Jason Moseley\nPresent\nRegent Charles Moyer, PhD\nPresent\nRegent Robert Ramsey, Sr.\nPresent\nRegent Savion Briggs\nPresent"
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"text": "Prior to the Board approving the agenda for the October 12, 2022, meeting, Ms. Lisa Lang, General Counsel, noted that the agenda had been amended to remove agenda item 11(A), Faculty Evaluations, and"
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"text": "that Board members would be moving to adopt the amended agenda. Attorney Lang stated that Faculty Evaluations would be presented at a future Board meeting."
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"text": "Move the Board to approve the amended agenda of the October 12, 2022, Quarterly Meeting of the Board of Regents."
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"text": "Regent Hatchett commented that he has lodged three concerns as to the July 15, 2022, meeting, and the discussion and resolution of those issues presented at that meeting. Regent Hatchett asked Attorney Lang to clarify the status of the discussions and resolutions. Attorney Lang responded that it was appropriate for Regent Hatchett to raise his concerns to the full Board."
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"text": "Regent Hatchett’s first concern was that he thought there may be a clerical error with the action the Board had taken at that meeting to appoint a Chair, when it should have been to appoint a Secretary. Attorney Lang responded that this is an administrative error that needs to be corrected in the minutes. [28:45]."
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"text": "Next, Regent Hatchett queried if the Board had accomplished the objective of requiring dual signatories on our financial investments. Attorney Lang responded that for the purposes of the Minutes, the Secretary can only transcribe or summarize exactly what was stated at the Board meeting. Therefore, Attorney Lang acknowledge that there may be some confusion in the minutes as to how the dual signatory issue was resolved."
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"text": "Attorney Lang reminded everyone that the issue to which Regent Hatchett was referring was a problem that arose regarding dual signatories because the signature document only contained space for one signature. Therefore, after much discussion, the Board adopted a Resolution Order, signed by Chair Patton, stating that “By Order of the Board of Regents, Kentucky State University’s Vice President of Finance and Administration, Dr. Gerald Shields, shall serve as authorized signatory for Kentucky State University’s endowment account.” The Resolution Order further added that “Dr. Shields shall not engage in any expenditure or activity of the Kentucky State University’s endowment account funds without the express written approval of Interim President Ronald A. Johnson.” Attorney Lang stated that the Resolution was signed by the Board Chair based on the discussions at the meeting and that the form would be submitted with the one signature, but with a certification that it was known and understood by the University that President Johnson would be required to provide an explicit written statement saying that particular funds could be accessed."
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"text": "Attorney Lang suggested that if Regent Hatchett and the rest of the Board agree that it is appropriate, the Resolution Order could be attached to the minutes to clarify this issue. Regent Hatchett said that would satisfy his concerns. Attorney Lang suggested that when approving"
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"text": "Regent Hatchett then stated that his third area of concern was that he, Regent Fletcher, and Regent Briggs had all posed several questions at the July 15th meeting that were responded to and discussed during that meeting. However, the official language of the minutes, in his view, were not specific enough to document the due diligence that they pursued during discussion of those issues. Regent Hatchett asked if the minutes could fully document questions posed by the Regents rather than using a simple skeletal format."
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"text": "Attorney Lang responded that it was possible for Regents’ questions to be included in the minutes and requested that any Regent who wants to have their questions included to please identify them to the Board Secretary at the time of the discussion by stating, “For the record, please include these questions.” Attorney Lang also reminded the Board that the written minutes are supplemented by video recordings of each meeting."
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"text": "Attorney Lang suggested to Regent Hatchett that if he would like to have his questions from the July 15th and September 16th meetings incorporated into those particular meeting minutes, the Board may need to table the approval of those minutes in order to provide the Secretary with an opportunity to redo them."
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"text": "This agenda item was tabled as discussed above."
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"text": "ii) September 16, 2022, Quarterly Meeting"
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"text": "This agenda item was tabled as discussed above."
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"text": "VI. Title IX Training",
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"text": "A. Safeguarding Our Communities From Sexual Predators: What College Presidents and Trustees Should Ask",
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"text": "Mr. Brandon Williams, the University of Kentucky's Deputy ADA Coordinator and Technical Compliance Analyst, and Attorney Lang presented this training session. Their presentation is incorporated into these minutes by reference."
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"text": "Mr. Williams began with an overview of Title IX, prohibited conduct, and a discussion of the investigation and appeal process."
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"text": "Chair Patton inquired how prevalent it is for appeals to come to a governing board on Title IX matters occurring on college campuses."
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"text": "Regent Moyer queried whether a complainant who goes through the University process has the option of making his or her complaint a criminal matter if he or she is not satisfied with the outcome at the administrative level."
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"text": "Regent Hatchett asked if Mr. Williams had previously made this presentation to KSU's Board of Regents and inquired how often the Board should be receiving this sort of an update."
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"text": "Regent Briggs requested clarification regarding the timeline for a student who chooses to submit an appeal and wondered if the Board would need to hold an emergency meeting to hear an appeal since it only meets so often. Mr. Williams and Chair Patton discussed the possibility of having a Board Committee that handles appeals."
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"text": "Regent Walston asked Mr. Williams if he would provide any assistance to the Board if they required information or guidance regarding a specific situation."
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"text": "Chair Patton asked Regent Briggs if he knew whether students were aware of the process of reporting any of these infractions relative to Title IX. Regent Briggs responded that that was going to be his next question and inquired whether a short slideshow or video could be created to present students with this information. Regent Dukes asked if any standard materials were already available that could be presented to the student body."
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"text": "Attorney Lang concluded the presentation by discussing an EduRisk handout provided in the Regents' Board Book titled “Safeguarding Our Communities From Sexual Predators: What College Presidents and Trustees Should Ask”."
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"text": "Dr. Keith McCutchen, Faculty Senate President, summarized his written report regarding the Faculty Senate Update. His report is incorporated by reference."
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"text": "Ms. Ja'Meeca Alexander, Staff Senate President, presented the Staff Senate Update. Her report is incorporated by reference."
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"text": "Regent Savion Briggs, Student Body President, presented the Student Government Update. His report is incorporated by reference."
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"text": "Following the Faculty, Senate, and Staff Updates, Regent Adams asked how changes made by the Board are communicated to those affected by the change. President Johnson explained a variety of resources and methods used to disseminate information."
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"text": "As to Ms. Alexander’s presentation and her concerns regarding low morale among staff and the high level of attrition, Regent Adams asked if there is a faculty/staff retention plan. Chair Patton noted that as to the issue of the high level of staffing shortages and attrition, the Board had made several iterations of approving personnel positions and providing resources in an ongoing effort to increase hiring and staffing. Chair Patton then asked President Johnson if"
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"text": "this had been effective in getting KSU to a staffing level that is workable to President Johnson and the Institution."
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"text": "Regent Fields asked if there was a timeline as to the compensation studies that President Johnson discussed in his response to Chair Patton's question."
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"text": "Dr. Gerald Shields, Chief Financial Officer and Vice President for Finance and Administration, presented the Finance and Administration Update. His report is incorporated by reference."
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"text": "During the beginning of his report, Dr. Shields stated that data for the presentation was drawn from the Registration Report prepared by Institutional Research as of September 26, 2022, and as such, data will change as accounts are rectified. Regent Hatchett asked Dr. Shields about this disclaimer, inquiring how frequently the official report changes. Regent Hatchett also asked if Dr. Shields was required either by University policy or CPE to have a final date report."
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"text": "As to the slide “Continued Trends in Financial Aid FY23 TD,” Regent Dukes asked Dr. Shields if the amount received from students was typical for that time period. Regent Moyer inquired if the numbers reported include the additional $7 million that KSU drew down from the State. Dr. Shields responded by asking Regent Moyer if he meant $23 million, to which Regent Moyer clarified that KSU took $16 million and then received another $7 million. Dr. Shields replied that it is not part of the funding incorporated into that specific slide and noted that the drawdown occurred in the previous fiscal year. Regent Moyer asked what uncommitted cash balance the University began the year with. Regent Hatchett inquired about the asterisked information (*165 fewer award records) on the “Continued Trends in Financial Aid–FY 23 TD” slide, asking precisely how those records are characterized."
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"text": "As to the slide titled “2022 Undergraduate Student Outstanding Balances by Classification and Account,” Regent Hatchett asked Dr. Shields how he evaluates the policy that he alluded to in a previous meeting, which states that a student cannot enroll if he or she does not comport with KSU’s financial requirements."
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"text": "As to the University’s handling of accounts receivable and aging accounts, Regent Hatchett asked Dr. Shields if he employs anything that looks remotely like writing off a debt after a certain period of time, and if so, how that is approached. Dr. Shields replied that there are several methods that can be used; as he discussed write-offs using the “straight line” method, Regent Dukes queried if that would be realistic."
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"text": "Regent Moseley inquired whether students who had outstanding bills were permitted to come onto campus and then sent back home after a certain period, or if they were informed prior to coming on campus that they have an outstanding balance and will not allowed back on campus until their balance is paid. A robust discussion followed regarding past and present student debt and financial aid policies and practices."
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"text": "Regent Adams queried if (in cases of disgruntled students) there is an escalation policy in place if a situation gets out of control. Regent Walston asked if Financial Aid has a relationship with campus police relative to these potential issues. Attorney Lang stated that currently, the University does not have a policy to prevent individuals from coming on campus, though it is"
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"text": "needed if people refuse to take no for an answer (as to remaining on campus with an unpaid student debt)."
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"text": "As Dr. Shields continued the presentation, he discussed “2022 Graduate Student Outstanding Balances by Type and Amount (as of 9/26/22),” as well as various aspects of outstanding student debt, including actions taken to address and mitigate outstanding student balances. An unidentified Regent asked, as to the “Budget Enrollment Headcount as of 9/30/22” slide in the Fall Enrollment portion of the presentation, what the current trend is when compared to what was projected at the beginning of the semester."
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"text": "As to the New Residence Hall Update, Regent Walston asked if there had been anything budgeted for the maintenance of the washers and dryers. An unidentified Regent asked whether the washers and dryers in the current dorms were operable."
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"text": "Following Dr. Shields’ discussion of the “FY 2023 E&G Sources of Revenue” slide, Regent Dukes asked if he could re-explain the amount of cash on hand and how it relates to the quarterly monies received from the State. President Johnson interjected that he believes the question relates to the actual drawdown. He then stated that as far as he understands, the State allocates on a quarterly basis the amounts to the institution, and KSU’s use of those funds are as prescribed in the budget. However, the drawdown of the funds are based on cash that KSU already has, and if KSU does not need to draw the cash down at that time, it can use cash that it already has in its account. He further noted that over the course of the year, KSU would be drawing down all those funds. Dr. Shields concurred."
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"text": "As to the “FY 2023 Key Program Expenditures” slide, Regent Adams asked, relative to the asset preservation fund, if the asset management plan (which is required to receive funding) is already underway. Dr. Shields responded in the affirmative. Regent Adams asked if KSU will receive that money if it submits the plan. Dr. Shields replied in the affirmative. Regent Adams then asked when the asset management plan was due."
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"text": "Next, Dr. Shields presented “Days of Cash on Hand (Unrestricted Funds August 2022),” and an unidentified Regent asked if there was a goal for number of days of cash on hand."
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"text": "Moving through the July and August 2022 ARGI Investment Statements, Dr. Shields then called for questions."
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"text": "Regent Fields asked what the plan was for moving students into the new residence hall once it opened in January 2023."
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"text": "Regent Walston asked if, prior to the opening of the new residence hall, information would be shared with students who are currently on campus who might want to live in the new dorm so they may choose to live in the new dormitory."
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"text": "Regent Dukes asked how students who are currently staying in the hotel would be factored into the process and further inquired if KSU would continue to have students staying at the hotel even after the new residence hall opened. Dr. Shields replied that some students would continue to live in the hotel. Regent Dukes followed up by inquiring whether students living in the hotel should receive the first choice regarding new residence hall assignments and asked"
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"text": "how their applications were to be managed as opposed to the applications of students who already have housing."
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"text": "Regent Adams asked how long student accounts receivables are allowed to continue before being considered uncollectable."
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"text": "Regarding asset management and deferred maintenance, Chair Patton inquired if the Board has been apprised of the priorities of the buildings that will be utilizing the $8 million."
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"text": "Hearing no further questions, Chair Patton thanked Dr. Shields for his report and then invited a motion to take a ten-minute recess."
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"text": "Move the Board to take a ten-minute recess."
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"text": "After the meeting reconvened, Chair Patton asked Dr. Leroy Hamilton Jr., Provost and Vice President for Academic Affairs, to present the Academic Affairs Update."
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"text": "Chair Patton invited questions following the conclusion of this report. Regent Hatchett asked Provost Hamilton if KSU has received any good publicity, either locally or statewide, concerning all the good things happening within Academic Affairs and the University as a whole."
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"text": "Mr. Powell provided all individuals present at the meeting with a copy of an email sent to the Regents the previous evening, which contained the Management Improvement Plan (“MIP”). He then introduced Dr. Stephanie Mayberry, Senior Director for KSU Relations. His presentation is incorporated by reference."
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"text": "Mr. Powell proceeded with an outline of the Management Improvement Plan, which was due to be submitted to the General Assembly on November 1, 2022."
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"text": "Mr. Powell paused and invited questions and comments. Chair Patton noted that he did not have a copy of the Management and Improvement Plan that was distributed during the meeting and asked that Regent Fletcher, who was not present, also received a copy. Mr. Powell replied that he had previously emailed a copy to all the Regents. He asked Chair Patton to advise Mr. Atwell, the Board’s Secretary, if he were unable to find a copy in his electronic mailbox."
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"text": "Regent Hatchett asked how long it would be before the Board would receive the spreadsheet that Mr. Powell was currently developing for the MIP—incorporating not only all bullet points in the MIP, but also detailing each objective, including benchmarks for each objective, due dates for each objective, and deliverables for each objective. Mr. Powell replied that he hoped to provide the Regents with a copy of the spreadsheet by the end of the following week."
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"text": "As Mr. Powell continued his presentation, Regent Fields asked if the MIP and spreadsheet would include metrics and not just items to “check off the list.”"
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"text": "At this time, the Board moved into a closed session to discuss pending and possible litigation, pursuant to KRS 61.810(1)(c)."
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"text": "As the Board reconvened from the closed session, Chair Patton announced that the Board was now entering an open session, further stating that the closed session had been informational and that no action was taken at that time."
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"text": "As stated by Attorney Lang at the beginning of the meeting, this Agenda item was tabled for a future meeting."
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"text": "Chair Patton requested Dr. Bridgett Golman, Interim Vice President of Student Engagement and Campus Life, to present this Agenda item."
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"text": "Regent Walston asked if most of the new positions shown in the new Student Affairs Organizational Chart would be grant-funded. Dr. Golman responded that the middle arm of the organizational chart (AVP for Student Success and the areas falling beneath it) would be grant-funded. Regent Walston asked which grants would be used to fund these positions."
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"text": "Regent Fields asked Dr. Golman to clarify her statement that some of the roles would be consolidated to reduce salary expenses but that new employees might be hired as well. Chair Patton asked Dr. Golman how many positions within the new organizational chart would be new positions and how many would be positions that she is moving from other places or refocusing in the proposed reorganization."
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"text": "Regent Moseley asked Dr. Golman to revisit Regent Dukes’ earlier question regarding dorms, relative to the students currently housed in the hotel, and issues relating to re-housing them in the new residence hall opening in January 2023. Regent Dukes asked how many students were currently housed at Capitol Plaza."
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"text": "from students who would be required to pay for their housing increase or from those of the 160 students who are currently living in the hotel. Regent Briggs also asked if students currently living in the hotel could be given the first opportunity to say “yes” or “no” to new residence hall housing assignments before opening the application process to everyone else."
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"text": "Regent Walston asked Dr. Golman if she would be considering vendors that KSU had previously used. Attorney Lang interjected, stating that this is a competitive procurement process, so it is not appropriate for the Board to discuss specific vendors. Attorney Lang informed Dr. Golman that she needs to work with the division of Purchasing to put together an RFP with a specific scope. Once that is completed, Purchasing can then send out an email to any vendors KSU has used before and any other vendors that may be interested, letting them know that the University has put out an RFP for bid."
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"text": "Regent Fields asked for clarification about the time period that was being considered for this Agenda item."
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"text": "President Johnson stressed the importance of using funds to create incentives and not a culture of dependency. Regent Hatchett asked if HEERF funds were for institutions and not for individual students. President Johnson replied that HEERF funds were both for students and the institution."
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"text": "Regent Hatchett encouraged the Board to ensure that using funds in the manner proposed is legal and that other similar institutions have already done so; that way, the Board won’t make a mistake and run into problems later. Dr. Burnette clarified that the proposed use of funds is permissible."
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"text": "Regent Moyer asked if students with outstanding balances would be identified and then given funds to pay off their debt balances. Dr. Burnette replied that the funds would be used to reduce student debt to bring students into good standing for enrollment. Regent Moyer asked if this would reduce KSU’s accounts receivable by that amount. Dr. Burnette responded that it would."
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"text": "Chair Patton asked for a Motion to approve the 2022 Program for Student Enrollment Support."
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"text": "Dr. Burnette stated that KSU already released an RFP and that two accounting firms have expressed an interest. Attorney Lang then cautioned Dr. Burnette to not say too much about the proposals being evaluated, as KSU is in the middle of the process. However, she agreed that it was important to let the Board know what the institution is doing."
},
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"text": "Regent Adams inquired if the time frame for the internal auditor was limited, or if the RFP was for permanent ongoing internal audit services."
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"text": "Regent Walston asked if the internal auditor would still report to the Board even though they were coming from outside the University."
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"text": "Chair Patton asked for a Motion to approve the internal auditor contract."
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"text": "Move the Board to approve the internal auditor contract."
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"text": "Regent Fields requested that the firm ultimately chosen have experience in the use of Banner. Regent Fields also asked if the accounting consulting firm would be located on KSU's campus full-time."
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"text": "MOTION by Regent Briggs:\nMove the Board to approve the competitive bid process to the secure services of an accounting consulting firm.\nSeconded by Regent Dukes and passed without dissent."
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"text": "H. Approval of Declaration of Emergency Relating to Facilities, Maintenance, and Custodial Services, Pursuant to KRS 45.095(1)(a)",
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"text": "Chair Patton asked Dr. Burnette to present this Agenda item."
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"text": "Dr. Burnette began with a Facilities Program Assessment, which had been provided to him free of charge by an outside consulting firm. The assessment was requested following an August 25, 2022, campus tour taken by Regent Fletcher, Regent Hatchett, President Johnson, and Dr. Burnette."
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"text": "Attorney Lang interjected and recommended that Dr. Burnette not use the actual visual presentation of that assessment, but instead just discuss what had been observed during the campus tour."
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"text": "As Dr. Burnette continued the presentation, Regent Moseley asked why Regents could not view the presentation. Attorney Lang responded that they could see pictures, but that the purpose of the meeting was to decide whether to declare an emergency as it relates to the condition of KSU’s facilities; additionally, she noted that she had not realized prior to the presentation that more than just pictures would be shown. Attorney Lang stated that the Board could not proceed to the next step of viewing photos and commentary without first declaring an emergency."
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Page 19
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"text": "Regent Walston asked how soon after declaring an emergency could the University begin taking steps to correct the issues. Attorney Lang responded that if an emergency is declared the University could begin immediately; otherwise, the University would have to go through a competitive procurement process."
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"text": "President Johnson interjected that the problem is that the University is required to do things in particular steps, and he concurred with Attorney Lang that an emergency had to be declared first. President Johnson asked if some of the presentation slides could be adjusted by removing commentary so that only the pictures could be viewed. Attorney Lang agreed to proceed with the pictures only, and all slides containing commentary were removed from the presentation."
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"text": "MOHON by Regent Moyer.\nMove the Board to declare a state of emergency related to facilities, maintenance, and custodial services, pursuant to KRS 45.095 (1)(a).\nSeconded by Regent Hatchett and passed without dissent."
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"text": "I. Approval of the Use of USDA Grant Funds to Partially Replace the HVAC System in the Fish Nutrition Laboratory",
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"text": "Attorney Lang clarified that the item on the table was not to approve the CPE Management Improvement Plan that been presented earlier. Rather, the item on the table concerned whether Board members would want to participate at the CPE meeting and vote symbolically to endorse the MIP."
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"text": "Regent Dukes requested that Travis Powell’s MIP spreadsheet also include a column next to each objective indicating how each objective is to be funded, noting that some of the objectives (such as the online learning platform) will require large sums of money and resources that KSU currently does not have. Regent Dukes further requested that the proposed funding column should include sources of funding to implement, configure, and maintain each objective."
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"text": "Regent Gerald Patton, PhD\nPresent\nRegent Herman Walston, EdD\nPresent\nRegent Michael Adams, Jr.\nPresent\nRegent Tammi Dukes\nPresent\nRegent Edward Fields\nPresent\nRegent Ernie Fletcher, MD\nPresent\nRegent Edward Hatchett, Esq.\nPresent\nRegent Jason Moseley\nNot Present\nRegent Charles Moyer, PhD\nPresent\nRegent Robert Ramsey, Sr.\nPresent\nRegent Savion Briggs\nPresent"
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"text": "Chair Patton asked Interim President Johnson to present this agenda item. President Johnson's report, “Proposed Plan for Restoring KSU’s Purpose and Financial Viability,” is incorporated by reference."
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"text": "Regent Fields asked Dr. Burnette if the dorm room keypads that he had mentioned in his presentation would increase the total cost of the residence hall project. Regent Briggs queried if the dorm room keypad codes could be changed as needed."
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"text": "Regent Walston asked several questions regarding the washers and dryers (renting versus purchasing, who is providing the appliances, and what is the expected longevity of said appliances), pointing out that the lowest bid may not be the best deal overall."
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"text": "Regent Hatchett requested an update as to the status of systems that were not included in the original contract—requiring Board approval after the fact—and queried whether those items were"
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"text": "holding up the occupancy of the building in any way. Dr. Burnette referred to the question to the Chief Information Officer, Dr. Wendy Dixie. She replied that the fiber optics cables which would allow access to the network, security cameras, and internet has not yet been installed in the building, though they had been purchased and are on campus. Regent Hatchett asked if the fiber optics installation would be a major process and could create issues that would delay the scheduled completion date."
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"text": "This agenda item was originally scheduled to be presented by Dr. Andrew K. Koch, CEO of the John N. Gardner Institute; Dr. Monica Flippin Wynn, Associate Vice President of the John N. Gardiner Institute; and Mr. Ed Willis, Resident Fellow of the John N. Gardner Institute."
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"text": "Mr. Willis began the presentation by stating that Dr. Koch would not be present and then introduced Dr. Monica Flippin Wynn. Their report covered The Governing Board Equity and Student Success Project. Mr. Willis commented that there is no financial cost for this program; the only cost is that KSU must agree to actively participate and remain committed."
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"text": "Regent Hatchett asked whether the survey results included in the presentation contained responses from KSU people."
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"text": "Regent Fields asked what participation steps would follow KSU's designation of two individuals to serve as point persons between the University and the John N. Gardner Institute."
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"text": "Mr. Darryl Thompson, Director of Government Relations, provided the Exum Center Update. During his presentation, Mr. Thompson discussed a proposed collaboration between KSU, the YMCA, the city of Frankfort, and the Franklin County community."
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"text": "Chair Patton inquired as to the specifics of the financial commitment between the parties to the proposed collaboration. Chair Patton also asked where KSU needs to go from here. More specifically, he asked whether a physical audit of the building had been conducted, what kinds of resources have been presently committed, and what is really needed to bring that facility back up and strengthen its vitality to the Institution."
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"text": "Regent Walston asked how KSU will sustain funding for the Center beyond the initial collaborative agreement."
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"text": "Regent Hatchett stated that when he first heard about the potential collaboration between KSU and the community regarding Exum, it was primarily couched around the swimming pool, and he asked whether the pool still held a priority place in all of this. Regent Hatchett further inquired if the Board had been given the MOU yet. Mr. Thompson replied that the MOU would be given to the Board shortly."
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"text": "As noted in Section III, this agenda item was tabled until a future meeting."
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"text": "Regent Walston asked where Protiviti stood in all of this. Regent Walston further inquired why KSU did not continue working with Protiviti if it can provide this service. Dr. Burnette advised as to the services that Your Part-Time Controller will provide that Protiviti currently does not provide to KSU."
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"text": "Regent Fields first queried how KSU would be able to afford this. Additionally, Regent Fields asked if there was any clause in the contract that would prevent KSU from later hiring individuals from the company (to work at KSU). Ms. Shuo Han, Interim General Counsel, clarified to Regent Fields that the motion before the Board today was to approve the entry into a contract, but that currently there is no actual contract in place with Your Part-Time Controller; as such, the ability to hire individuals could be negotiated."
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"text": "Move the Board to approve the entry into a contract with Your Part-Time Controller. Seconded by Regent Adams and passed without dissent."
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"text": "Chair Patton asked Dr. Bridgett Golman, Vice President for Campus Life, to present this agenda item."
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"text": "Regent Walston asked whether the University would be expected to pay for any rooms under the contract that it is not able to fill. Dr. Golman clarified that the University is only asking for contract approval for one month, plus a nine or ten-day buffer."
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"text": "Regent Walston asked if the Board could go into closed session to discuss this personnel issue. Attorney Han replied that the Board could not go into closed session to discuss this item."
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"text": "Regent Fields asked if the monthly housing allowance is typical, especially given the state of KSU's financial situation. After some discussion, Regent Fields stated that he still had issues with the housing allowance and asked if it could be a separate motion. Attorney Han said the Board could only address the motion as stated, but that it could conduct a roll-call vote."
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"text": "The motion carried, and the Board approved the appointment of Dr. Daarel Burnette as Interim Executive Vice President, Finance and Business Affairs, and Chief of Staff."
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"text": "Move the Board to approve the resolution to provide Dr. Burnette with signatory authority for the Fifth Third bank account."
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"text": "Regent Patton asked President Johnson to present this agenda item. President Johnson clarified that there would be two signatories on this account—himself and Dr. Burnette."
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"text": "Though it was unclear as to which Regent seconded the Motion, it was unanimously approved by the Board and passed without dissent."
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"text": "Regent Patton asked Ms. Candace Raglin, Director of Human Resources, to present this agenda item."
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"text": "Regent Walston asked, relative to the slide titled “Grant-Funded Position Vacancy Authorization,” why there was a salary range versus a salary indicated for the Grant Fund Administrator position, and where that person would be housed. Regent Walston further queried as to how the nursing positions fit into the land grant initiative."
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"t": 458.16,
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"text": "Move the Board to approve the pending personnel actions."
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"text": "Chair Patton asked Provost Hamilton and Director Thompson to present this agenda item."
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"text": "Regent Walston asked if this expenditure was within the scope of Title III guidelines."
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"type": "heading",
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"t": 332.4,
"r": 257.52,
"b": 320.64
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"t": 319.332,
"r": 415.579,
"b": 293.707
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"text": "Move the Board to approve the Blazer Library flooring renovations."
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"text": "Chair Patton asked Provost Hamilton to present this agenda item. Provost Hamilton stated that the division of Academic Affairs was requesting approval to use Title III funds for this expenditure."
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"text": "Regent Moyer inquired as to why KSU still has any print resources and noted the benefits of going to only online resources."
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"text": "Attorney Han introduced Ms. Sheila Stuckey, Library Director, who further addressed the aforementioned questions."
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"text": "Page 6 of 8",
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Page 28
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2 · TEXT
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7 · HEADING
8 · TEXT
9 · HEADING
10 · TEXT
11 · HEADING
12 · TEXT
13 · HEADING
14 · TEXT
15 · HEADING
16 · TEXT
17 · HEADING
18 · TEXT
19 · TEXT
20 · HEADING
21 · TEXT
22 · TEXT
23 · HEADING
24 · TEXT
25 · TEXT
26 · HEADING
27 · TEXT
28 · FOOTER
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"text": "Chair Patton asked Provost Hamilton to present this agenda item."
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"text": "Move the Board to approve the purchase of furniture for Hunter Hall. Seconded by Regent Dukes and passed without dissent."
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"type": "heading",
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"text": "K. Approval to Purchase Network Switches for Hunter Hall",
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"level": 3
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"text": "Chair Patton asked Provost Hamilton to present this agenda item."
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"text": "Move the Board to approve the purchase of network switches for Hunter Hall. Seconded by Regent Dukes and passed without dissent."
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"text": "L. Approval to Dispose of Mobile Satellite Uplink System as Surplus Property",
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"text": "Chair Patton asked Provost Hamilton to present this agenda item."
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"t": 481.92,
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"text": "Move the Board to approve the disposal of the mobile satellite uplink system as surplus property. Seconded by Regent Dukes and passed without dissent."
},
{
"id": "p28.13",
"order": 13,
"type": "heading",
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"t": 447.6,
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"text": "M. Approval to Dispose of 2005 Ford E-350 Box Truck as Surplus Property",
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"level": 3
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"id": "p28.14",
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"type": "text",
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"t": 425.52,
"r": 407.76,
"b": 413.28
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"text": "Chair Patton asked Provost Hamilton to present this agenda item."
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"t": 405.12,
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"b": 392.64
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"text": "MOTION by Regent Adams:",
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"level": 3
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"text": "Move the Board to approve the disposal of the 2005 Ford E 350 Box Truck as surplus property. Seconded by Regent Dukes and passed without dissent."
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"type": "heading",
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"text": "N. Approval to Enter into Stakeholder Agreement With the Kentucky Small Business Development Center",
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"id": "p28.18",
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"t": 321.6,
"r": 408,
"b": 309.36
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"text": "Chair Patton asked Provost Hamilton to present this agenda item."
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"order": 19,
"type": "text",
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"text": "Regent Adams noted that this would be the second year of entering the agreement, and inquired what benefits were reaped during the first year of this partnership."
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"id": "p28.20",
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"type": "heading",
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"t": 266.16,
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"text": "Move the Board to approve entering into a stakeholder agreement with the Kentucky Small Business Development Center."
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"level": 3
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"text": "Chair Patton asked President Johnson to present this Agenda item."
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"text": "Chair Patton asked whether the Board would be presented with several options at the conclusion of the process that President Johnson described. President Johnson stated that it would."
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"text": "Move the Board to approve the submission of an RFP to secure the services of a consulting firm for the development and implementation of the Inclusive Innovation Project."
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Page 29
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"text": "VI. Closing Remarks",
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"text": "Move the Board to adjourn."
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"text": "Regent Gerald Patton, PhD\nPresent\nRegent Herman Walston, EdD\nPresent\nRegent Michael Adams, Jr.\nPresent\nRegent Tammi Dukes\nPresent\nRegent Edward Fields\nPresent\nRegent Ernie Fletcher, MD\nPresent\nRegent Edward Hatchett, Esq.\nPresent\nRegent Jason Moseley\nPresent\nRegent Charles Moyer, PhD\nPresent\nRegent Robert Ramsey Sr.\nPresent\nRegent Savion Briggs\nNot Present"
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"text": "Regent Gerald Patton, PhD\nRegent Herman Walston, EdD\nRegent Michael Adams, Jr.\nRegent Tammi Dukes\nRegent Edward Fields\nRegent Edward Hatchett, Esq.\nRegent Jason Moseley\nRegent Charles Moyer, PhD\nRegent Savion Briggs",
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"text": "V. Budget for Fiscal Year 2023",
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"text": "Chair Hatchett asked Dr. Gerald Shields, VP for Finance & Administration and CFO, to present an update on the budget for Fiscal Year 2023. Dr. Shields noted that the report he was presenting would also be submitted to the full Board before its meeting on June 27, 2022."
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"text": "Regent Moyer asked a question regarding student receivables. Chair Hatchett inquired as to what KSU is currently doing differently that will improve the picture on accounts receivable. Chair Hatchett also asked a question regarding KERS and the number of employees KSU is paying for in the state retirement system."
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"text": "For the benefit of new Committee members, Chair Hatchett asked Dr. Shields to provide some information regarding the Asset Preservation Fund. Chair Hatchett asked Dr. Shields how many credit cards KSU has. Chair Hatchett inquired how many interest-bearing accounts were feeding into interest income as a source of revenue. Regent Ramsey asked Dr. Shields how and where he was going to make up for a $3 million shortfall. Dr. Shield explained that it was not actually a shortfall."
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"text": "Chair Hatchett asked Dr. Shields what he attributed to an overage in expenditures by Athletics. Regent Moyer asked where Career Services would appear in the Expenditures by Unit chart and how many people were employed in Career Services. Dr. Shields replied that he did not know but that he would get that information. Regent Moyer asked Dr. Shields to also get additional background/history on that information, too. Regent Moyer asked Dr. Shields what he believed the probability was that KSU would actually achieve $41 million as total sources of revenue in the proposed FY 2022/23 Budget, and what he thought the probability was that the actual total sources of revenue number will be less than $41 million. Regent Moyer inquired as to the status of next year's admissions, including new admissions and expected returning admissions."
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"text": "Chair Hatchett asked Dr. Shields about specific information (regarding a $7 million contraction) presented during a previous Board meeting and where such contraction appeared within the current presentation. Chair Hatchett wondered how KSU was accounting for the $23 million non-interest-bearing loan from the people of Kentucky, inquiring how KSU was accounting for that liability in its system and where it appears. He noted that this information is important so that the Committee can keep an eye on the loan and ensure that it is paid back in a timely manner."
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"text": "Regent Moyer noted that, in comparing the 2022-23 budget Dr. Shields presented during the instant meeting and the budget which he provided two weeks earlier, there appeared to be a discrepancy in the Tuition and Fees number and asked for clarification. Regent Moyer also had questions regarding the projection of tuition in general, and queried if higher education is facing a demographic cliff regarding the size of the pool of people who are coming of age for college and if projecting forward based on current enrollment numbers is appropriate. Regent Fields asked if there was a plan for ensuring that Asset Preservation is not used for Operations. Regent Fields also asked if there was a plan or funding in addition to Asset Preservation to improve the housing situation."
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"text": "This agenda item was incorporated into Mr. Rush's Budget Workshop presentation (See Agenda Item IX)."
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"text": "___ Approved with no corrections"
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nINSTITUTIONAL ADVANCEMENT COMMITTEE\nSPECIAL CALLED MEETING",
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"text": "Chair Moseley asked the Committee members to identify KSU's donors and where the data is kept. Chair Moseley queried if there is a database of donors, and if so, what the database looks like. Mr. DeCourcy replied that every gift KSU receives is recorded via Raiser's Edge software, which is produced by the Blackbaud platform. Additionally, he noted that every alum that updates his or her contact"
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"text": "information is also placed into the Kaiser’s Edge platform. Mr. DeCourcy then defined “alumni,” and discussed the number of alumni in the database. Mr. DeCourcy further stated that the University’s license for the software is coming up for renewal, and a decision would need to be made as to whether to renew it or look for another platform."
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"text": "Regent Adams asked Mr. DeCourcy to explain the current fundraising processes. Regent Adams asked Mr. DeCourcy if he deals primarily with unrestricted funding."
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"text": "Mr. DeCourcy stated that Chair Moseley had requested some unofficial donation numbers. He noted that yearly donation numbers would be closed out likely within the next four to five weeks, as the University receives final numbers from the KSU Foundation. At that time, however, non-alumni donors were at $1.885 million, and alumni giving for the previous year was $226,593. Mr. DeCourcy expected those preliminary numbers to increase before final numbers are closed out."
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"text": "Regent Adams asked about the approximately 20,000 profiles in the Raiser’s Edge platform. Specifically, he asked how those individuals and organizations were being uploaded into the database, and if the database allows KSU to market specifically to certain individuals listed in the database. Mr. DeCourcy replied that such capability would be an add-on and would be a future conversation and priority."
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"text": "Chair Moseley commented that a priority of the Committee should be to determine if KSU needs more than one staff member dedicated to running Institutional Advancement’s day-to-day operations to be successful. Chair Moseley wondered if this issue (namely, how to staff Institutional Advancement, and what that structure should look like) should be taken to the Board at the next meeting."
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"text": "Regent Adams had several requests for the next meeting’s agenda, including a full explanation of how fundraising at KSU works and more information about Raiser’s Edge. Regent Adams further noted that understanding the capabilities of Raiser’s Edge is crucial because the University needs to know if an add-on or additional leverage is needed to make it easier to contact alumni, or if the University needs to explore using a different database altogether."
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"text": "efficiency and make any needed adjustments. Regent Adams requested clarification as to whether this was the gameplan."
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"text": "Zach Atwell\nRegent Jason Moseley"
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"text": "___ Approved with no corrections"
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nACADEMIC AFFAIRS COMMITTEE\nSPECIAL CALLED MEETING",
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"text": "Four Committee members were present, so a quorum was established. Ms. Keese was not present during the roll call but appeared prior to Mr. Powell's presentation. Chair Moyer further noted the presence of Mr. Travis Powell from the Council on Postsecondary Education (CPE), Provost Hamilton, and Interim President Johnson."
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"text": "Dr. Wicker asked for a clarification regarding his role and scope of work as to his level of participation and contribution on the Committee, and the scope and framework of the Committee. Chair Moyer responded that these were great questions and probably in the minds of other Committee members since this is the first meeting of the Academic Affairs Committee. Chair Moyer stated that Dr. Wicker should consider himself a full member of the Committee and ask questions whenever he has them. Chair Moyer informed Committee members that he is looking for creativity and new ideas from everyone on the Committee, including ways to be more effective and efficient that are above and beyond the immediate requirements of HB 250. Attorney Han echoed Chair Moyer's response and clarified Committee member duties based on the Gold Book."
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"text": "Mr. Powell resumed the presentation with a summary of the 2022 Analysis of Focus Areas and Student Academic Progress and Results. Interim President Johnson inquired as to the accuracy of several graduation and retention rates set forth in the report. Mr. Powell replied that he would look into that. Regent Walston asked, when considering graduation rate versus retention, where students such as those in the Project Graduate Program were accounted for. Mr. Powell replied that as long as they were within that 6-year cohort they would be included, regardless of how many times a student left or came back."
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"text": "Following Mr. Powell’s presentation, Chair Moyer offered closing remarks, shared his vision for the Committee’s approach to solution-finding, and stated that everyone at KSU needs to have a common shared vision as to what greatness for the institution really is. Chair Moyer asked, “When we say that this is a great university, what do we mean by that? What are the dimensions of greatness?” Chair Moyer asked Committee members to spend some time before the next meeting defining greatness for Kentucky State University."
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"text": "Secretary, Board of Regents"
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"text": "Kentucky State University"
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"text": "___ Approved with no corrections"
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"text": "___ Approved with corrections"
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"text": "Regent Charles Moyer, PhD\nChair, Academic Affairs Committee\nBoard of Regents\nKentucky State University",
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Page 48
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nEXECUTIVE COMMITTEE\nSPECIAL CALLED MEETING",
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"text": "*** Meeting Was Conducted in Person and by Teleconference ***\nWednesday, July 27, 2022\n1:00 p.m. EDT"
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Page 49
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"text": "Regent Dukes asked how the agreement compares to FY 22. Dr. Wendy Dixie, Chief Information Officer, responded that new equipment was purchased during the year which added to the University's inventory, so the agreement's price is a little higher. However, she noted that the increase was budgeted for."
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"text": "Regent Dukes asked what the cost was over FY 22. Dr. Dixie responded that the cost has increased slightly compared to FY 22. Regent Moyer asked the nature of the relationship with Eastern Kentucky University as to this agreement. Dr. Dixie replied that Eastern Kentucky University has a purchasing cooperative with HS1, and KSU is using that cooperative agreement to receive the same price as Eastern Kentucky University. Regent Dukes asked if there were other schools under that agreement as well."
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"text": "Zach Atwell\nSecretary, Board of Regents\nKentucky State University"
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"text": "Five Committee members were present during the roll call; a quorum was therefore established. Regent Dukes was not present at roll call but appeared shortly thereafter."
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"text": "III. Approval of the Agenda",
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"text": "MOTION by Regent Moyer:",
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"text": "Move the Committee to approve the agenda of the September 7, 2022, Special Called Meeting of the Finance and Administration Committee."
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"text": "Seconded by Regent Ramsey and passed without dissent."
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"text": "IV. Preparation of Auditable Financial Statements for Years 2020 and 2021",
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"text": "Dr. Shields, Vice President for Finance & Administration and CFO, shared a presentation relating to the preparation of auditable financial statements for years 2020 and 2021. As to the first slide under the Balance Sheet tab, “Statements of Net Position,” Chair Hatchett asked what was included in the Allowance for Doubtful Accounts and how it was calculated. Chair Hatchett asked if Dr. Shields could define more precisely the meanings of “Grant Receivable” and “Other Receivables”."
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"text": "Chair Hatchett inquired why the prepaid expenses category was empty and asked if it is typical to not see a number there. Chair Hatchett asked Dr. Shields to characterize the completeness of the financial information at this point in time. Dr. Shields replied that from his understanding, the information for the current year was just about 100% complete, and from what he has been told, the only outstanding action was for the University to put in final journal entries. Regent Dukes asked for clarification as to what the final journal entries were."
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"text": "As Dr. Shields continued the presentation, Chair Hatchett asked how the decrease in deferred outflows/pension and the increase in deferred outflows/other postemployment benefits might be explained. Chair Hatchett further inquired as to total assets and deferred outflows and what the relationship is (in the non-current assets category) between gross and accumulated equipment."
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"text": "As Dr. Shields discussed liabilities, Regent Moyer asked what the monthly payroll was at KSU and how the accrued payroll number shown in the presentation compares to the monthly payroll amount."
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"text": "Chair Hatchett asked if the $5 million line of credit was through Fifth Third Bank. He further queried why the accrued employee benefits entry was left blank and if there were accounts that needed to populate that category."
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"text": "Regent Dukes asked for clarification as to long-term accrued payroll and payroll taxes, specifically asking for the definition of “long-term,” and why these entries are the exact same amount year over year. Chair Hatchett echoed Regent Dukes’ question."
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"text": "Chair Hatchett asked if the long-term debt could have been caused by bonded indebtedness."
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"text": "Regent Moyer inquired whether KSU’s pension plan is a defined benefit plan or a defined contribution plan, stating that he assumed that it is a defined benefit plan. As a follow up, Regent Moyer asked if the defined benefit plan was somehow rolled into the State pension plan. Ms. Raglin, Director of Human Resources, replied that Teacher’s Retirement is KSU’s defined benefit plan and is rolled into the State plan. Regent Moyer asked why KSU has a separate liability for shortfalls in its defined benefit plan if it is rolled into the State plan. Dr. Shields replied that KSU is liable for any portion of the benefit plan that KSU owes, according to regulation. Regent Moyer asked for the balance of KSU’s pension assets. Dr. Shields stated that the net pension liability as of FY 2021 is $70,310,517. Regent Moyer asked if that amount is the shortfall between what is owed and what is funded. Dr. Shields replied in the affirmative."
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"text": "Chair Hatchett stated that on a related note, he was aware that the General Assembly had been working to change the nature of retirement plans in state government as a whole. He then asked if new hires at KSU should be subjected to those changes or if they will continue to be enrolled in a defined benefit plan instead of a defined contribution plan going forward. Ms. Raglin responded that it would depend on the new employee's position. Chair Hatchett asked how that would typically fall out, and wondered what new employees seem to be choosing. Regent Moyer requested an update or overview as to how KSU's retirement works for a future meeting. Ms. Raglin agreed to gather that information."
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"text": "Moving to the Income Statement tab, Dr. Shields continued his presentation. Chair Hatchett asked Dr. Shields to define the “Other Revenues” subcategory. Regent Moyer asked, regarding the “Student Tuition and Fees, Net of Allowance” category, if that was a net of allowance for doubtful accounts. Dr. Shields confirmed that the number had nothing to do with doubtful accounts. Chair Hatchett requested Dr. Shields to speak to the significant change in the bookstore numbers. Chair Hatchett asked if there were any other questions regarding operating revenues."
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"text": "Proceeding to Operating Expenses, Chair Hatchett requested the definition of “institutional support.” Dr. Burnette, Interim Chief of Staff, provided the definitions of “institutional support” and “operations and management.”"
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"text": "Regent Dukes inquired why the “academic support” expense has almost doubled from 2020 to 2021. Dr. Burnette explained that COVID had a tremendous impact on the delivery of instruction and much of the expense could be related to the online hybrid delivery of instruction. Dr. Burnette suggested that this area be examined more thoroughly to see why that cost doubled. Regent Dukes asked for a follow-up on this issue."
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"text": "Regent Moyer queried why institutional support increased by approximately 45%. Chair Hatchett asked Dr. Shields to define the “Auxiliary Enterprises” sub-category titled “Other.” Dr. Burnette inquired if athletic programs were included in the “Other” sub-category of Auxiliary Enterprises."
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"text": "Regent Dukes requested clarification that the net loss number in the “Non-Operating Expenses” category was not actually a loss but was, in fact, a gain. Interim President Johnson clarified that it was a gain."
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"text": "Regent Dukes noted a significant increase in investment income year over year and asked what precipitated the change. Dr. Burnette asked if the investment income was coming from the Foundation or the State. Dr. Shields replied that it came from both. Chair Hatchett asked where the Foundation shows up in the financial statements and whether the Foundation’s information is recorded separately since it is a separate entity. Dr. Shields replied that the Foundation was not separated out in the financial statements. Chair Hatchett asked for clarification that the Foundation was not separated out “at all.” Dr. Shields responded that Chair Hatchett was correct. Chair Hatchett asked if investment income meant operating investments and if it had nothing to do with the Foundation’s money."
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"text": "Dr. Tidwell reflected that it would be a reasonable request to ask for a more detailed breakdown of what is captured in the overall group of “investment income,” as it appears that a number of things feed into this category. President Johnson agreed that this investment income category needed to be sorted out."
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"text": "Chair Hatchett called for any other questions regarding the unaudited statements of revenues, expenses, and changes in net position."
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"text": "Hearing no further questions, Dr. Shields proceeded to the Statement of Cash Flows, noting an increase of nearly $10 million of net cash used in operating activities. Chair Hatchett asked about the big change in the bookstore’s numbers and also asked what was represented by the category “Loans to Employees.” Dr. Shields asked Ms. Raglin if she knew of any type of loans available to employees and she advised that she was not aware of any. Chair Hatchett again requested clarification regarding the bookstore’s numbers. Dr. Shields replied that he would further look into those numbers. Chair Hatchett asked if anyone present had a perspective on bonded indebtedness."
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"text": "Chair Hatchett also asked about the category “Proceeds From Sales and Maturities of Investments” and inquired if that included mostly maturities and not sales."
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"text": "Regent Moyer asked how KSU went from this statement of cash flow to needing $23 million in one year. Dr. Shields replied that the $23 million calculation came from CPE and Mr. Greg Rush, so he wasn’t sure how that came about; however, he noted that a number of things were taken into consideration. Regent Moyer asked if the liabilities from an accumulation of years should have shown up on the audited balance sheet and further commented that there would be a continuing question of how KSU arrived at its current situation."
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"text": "Dr. Tidwell requested that Mr. Rush and Mr. Travis Powell speak to the Committee sometime in the near future to explain how they arrived at the $23 million number. President Johnson commented that the administration actually does have that breakdown—down to the penny—and wondered why the Committee members did not have that information in their possession. Dr. Shields stated that while he does have that information and would send it out, he did not include it in this presentation as it was not represented in FY 2021."
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"text": "Chair Hatchett asked Dr. Shields if he would be presenting the task list upon which he had collaborated with CPE. Dr. Shields replied that the task list was not yet completed. Dr. Burnette elaborated on the status of the task list, noting that it is actually a preliminary list. Dr. Burnette asked Mr. Zach Atwell, Board Liaison and Staff Attorney, to pull up the spreadsheet containing the preliminary task list."
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"text": "As Dr. Burnette explained the 18 tasks listed, Chair Hatchett asked if there was a projected date related to Task 4, “Complete draft financial statements including notes, and all audit prep for FY 2021.” Chair Hatchett inquired how Protiviti was doing with regard to all this work. Dr. Burnette asked how often Dr. Shields was meeting with Protiviti."
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"text": "Relative to Task 5, “Posting all payroll information to Banner,” Regent Dukes asked if there was a way to automatically upload payroll figures and calculations into Banner to remove the element of human intervention, thereby preserving the integrity of the information and ensuring that it is coming directly from the system. Regent Dukes also requested Dr. Shields to elaborate on the issues that KSU had experienced with ADP."
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"text": "Chair Hatchett asked Dr. Burnette if he had any additional comments regarding the task list. Dr. Burnette replied that he would like to make the list a part of future presentations to keep the Committee apprised of the progress toward improving KSU's financial health and viability."
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"text": "Dr. Shields shared that part of the reconciliation process involved meeting weekly with Payroll, Human Resources, and the Budget Director to make sure that information from each of these three areas matched up with the budget. He further noted that the reconciliations and communications between Payroll, Human Resources, and the Budget Director have minimized some challenges. Chair Hatchett asked how far along the reconciliation was at this point and further requested that the reconciliation be finalized as soon as possible."
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"text": "Chair Hatchett asked Dr. Shields how he proposed to address this agenda item. Dr. Shields asked to table this agenda item for at least another 30 days in order to get the first quarter completed, which would provide a more accurate picture of the fall enrollment numbers. Chair Hatchett asked if anyone present had a current enrollment number."
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"text": "Dr. Shields stated that he had a presentation he would like to move forward that would hopefully answer some of the questions relating to enrollment and the budget. Chair Hatchett asked if the presentation would also cover student debt collection. Dr. Shields stated that he could speak on student debt collection, but that it was something that he and his team would not be initiating until at least 60 days after September 9, 2022, the conclusion of enrollment."
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"text": "Chair Hatchett opined that Dr. Shields would continue to see this item come up repeatedly until the Committee receives the complete information that it needs and trusted that the next time the Committee meets with Dr. Shields, the members would hear more about student debt collection. Dr. Shields responded"
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"text": "that he would have a much clearer picture at that time as to student debt collection and the initial amount that will be sent forward."
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"text": "Dr. Shields proceeded with a Financial Update presentation. Dr. Burnette asked Dr. Shields to provide a definition of “financially cleared” as it pertains to budgeted enrollment headcounts and to explain the protocol for uploading that information and populating that number into Banner. Regent Ramsey queried how the Debt Forgiveness Plan proposed by President Biden would impact the numbers of students not financially cleared if it came to fruition. Regent Moyer inquired if students who are in their final semester and who complete their academic responsibilities are allowed to graduate if they still owe an outstanding debt to the Institution."
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"text": "As Dr. Shields continued the presentation and discussed three major roofing projects, Dr. Burnette asked who would be financing the cost of the roofing projects."
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"text": "Chair Hatchett asked for the current total number of Business Office (Finance & Administration) personnel and additionally requested some context as to the 158 requests regarding the FY 2021 audit."
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"text": "This agenda item was tabled for future discussion."
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nEXECUTIVE COMMITTEE\nSPECIAL CALLED MEETING\n*** Meeting Was Conducted in Person and by Teleconference ***\nThursday, November 17, 2022\n1:00 p.m. EST\nBoard of Regents Room\nJulian M. Carroll Academic Services Building, 2nd Floor\n400 East Main Street\nFrankfort, Kentucky 40601\n(Primary Physical Location)",
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"text": "MINUTES",
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"text": "*****"
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"text": "Regent Tammi Dukes, Audit Committee Chair, called the Audit Committee meeting to order at 9:03 a.m."
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"text": "Regent Tammi Dukes Present"
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"text": "Regent Michael Adams, Jr. Present"
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"text": "Four Committee members were present during the roll call; a quorum was therefore established. Dr. James Obielodan was not present during the roll call, but he appeared shortly thereafter."
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"text": "Move the Committee to approve the agenda of the December 6, 2022, Special Called Joint Meeting of the Audit Committee and Finance and Administration Committee.\nSeconded by Regent Fletcher and passed without dissent."
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"text": "Chair Dukes introduced Mr. Frank Campagna, Managing Director of CBIZ Inc., and asked him to speak about his firm and the services that CBIZ would be providing KSU. Mr. Campagna introduced his co-presenter, Mr. Brian Dziak."
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"text": "As Mr. Campagna and Dziak began the presentation, Chair Dukes asked whether CBIZ would be assisting with elements of CPE’s Management Improvement Plan (“MIP”) that focused on internal controls."
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"text": "Regent Fields asked whether the internal audit will be strictly financial in focus, or if it will also include a comprehensive review of the entire University."
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"text": "Dr. Obielodan requested that the risk assessment also look at how KSU is strategically investing its resources to ensure student success."
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"text": "Next, Chair Dukes introduced Mr. R. Allen Norvell, Director of Blue & Co., who introduced his team and presented and overviewed the services his firm will be providing KSU."
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"text": "At the conclusion of Mr. Norvell’s presentation, Dr. Burnette stated that Protiviti was the third leg of the audit collaboration team, and he then introduced Protiviti leaders Mr. Zach Unger, Ms. Emmily Hu, and Mr. Charles Dong. Dr. Burnette asked this team to present an update as to Protiviti’s progress in getting KSU’s 2021 and 2022 financials ready for the external audit."
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"text": "As Mr. Unger began the presentation titled “KSU Support Update,” Regent Hatchett asked whether Mr. Unger had any comments regarding the FY 21 journal entries."
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"text": "Relative to the “Challenges Observed” slide, Regent Hatchett asked if the items were listed in order of priority or if they were all of equal weight; Regent Hatchett further queried which of these items Mr. Unger would suggest that the Board focus on."
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"text": "Chair Dukes asked Ms. Farrah Petter, Assistant State Auditor, Auditor of Public Accounts, and Mr. Jon Grate, Chief of Staff, Auditor of Public Accounts, to present this Agenda item."
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"text": "Chair Edward Hatchett, Esq. Present\nRegent Robert Ramsey, Sr. Present\nRegent Charles Moyer, PhD Present\nRegent Tammi Dukes Present\nDr. James Tidwell Present\nMs. Christina Jones Present"
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"text": "Next, Dr. Burnette discussed the Finance & Administration Department’s personnel profile, noting that 19 of the 67 budgeted positions were vacant."
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"text": "Chair Hatchett asked Dr. Burnette to present this agenda item."
},
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"text": "Following Dr. Burnette’s presentation, Chair Hatchett requested that Dr. Burnette and Interim President Johnson keep the Board apprised of the situation and to let the Board know if a point is reached where the budget needs to be amended."
},
{
"id": "p65.11",
"order": 11,
"type": "text",
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"text": "Regent Moyer inquired as to the aggregate amount of student accounts receivable and asked how the current number compares to that of a year ago."
},
{
"id": "p65.12",
"order": 12,
"type": "text",
"bbox": {
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"text": "Regent Adams asked for the timespan regarding the collection of former student debt."
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"order": 13,
"type": "text",
"bbox": {
"l": 123.12,
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"text": "Regent Adams further asked if KSU had ever worked with a debt collector or sold off the debt in the past."
},
{
"id": "p65.14",
"order": 14,
"type": "text",
"bbox": {
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"text": "Regent Fletcher inquired into the policy regarding student payments and how payments are managed to prevent long-aging accounts receivable."
},
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"id": "p65.15",
"order": 15,
"type": "heading",
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"text": "XII. Discussion of the University's Endowment, Gift Processing, and the Role of the KSU Foundation, Inc.",
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"text": "Interim President Ronald Johnson, Dr. Don Lyons, Secretary of the KSU Foundation (“Foundation”), and Mr. Michael DeCourcy, Executive Director of Institutional Advancement, presented this agenda item."
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"order": 17,
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"text": "Dr. Lyons began by sharing the history and function of the Foundation, explaining that the KSU Endowment is a separate entity."
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"text": "Chair Hatchett inquired whether the relationship between KSU and the Foundation was entirely governed by the 2019 Memorandum of Understanding (“MOU”). When Dr. Lyons responded affirmatively, Chair Hatchett asked what governed the relationship (which dates back to 1968) prior to the 2019 MOU."
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"text": "Page 4 of 8",
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Page 66
16 item(s)
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Page 66 JSON
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"text": "Chair Hatchett asked Dr. Lyons to discuss the sources of monies received by the Foundation and how the Foundation manages those financial resources."
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"text": "Chair Hatchett asked Dr. Lyons to describe the mechanics of the Foundation's investment-making decisions."
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"text": "Relative to the Tri-Annual Report Dr. Lyons provided to Committee members, Chair Hatchett asked Dr. Lyons to explain the variation between certain lines in the statement and the financial position from year to year."
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"text": "Regent Moyer queried, as to monies invested in the Foundation’s endowment accounts, what basis is being used on the payout to make distributions from those accounts on an annual basis. Is it based on the current year’s balance in the account and a particular rate of return? Or is it a three-year rolling average?"
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"text": "Regent Moyer also asked if payouts were made from endowment accounts if an account’s balance was less than the initial endowment."
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"text": "Regent Moyer further inquired what the payout rate is that the Foundation averages on its endowment on an annual basis."
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"text": "Regent Moyer asked, assuming that in the previous year the account had a balance equal to the initial endowment, how the amount to be paid out is determined in subsequent years. Is it based on the single-year performance? Is it based on a three-year rolling average performance? Or is it based on some longer-term rolling average performance?"
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"text": "Regent Moyer asked what it costs the Foundation for Baird to manage the endowment, and requested that Dr. Lyons provide the Committee with last year's monthly reports from Baird."
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"text": "Dr. Tidwell asked if there were other uses for Foundation funds above and beyond the direct support of KSU students."
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"text": "Relative to the Foundation’s most recent external audit, Regent Fletcher asked if there were any findings and if so, were they addressed."
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"text": "Chair Hatchett asked Dr. Lyons for his perspective on the University’s fundraising, and queried whether the Foundation is involved those activities."
},
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"type": "text",
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"text": "Chair Hatchett asked Dr. Lyons if he was aware of distributions being made to students as graduation gifts and if so, what source of funds was used to make those distributions. Dr. Lyons described several sources of funds."
},
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"id": "p66.13",
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"type": "text",
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"text": "Following Dr. Lyons’ reply, Chair Hatchett and Regent Dukes each asked Dr. Lyons to clarify his assertion that CARES Act funding had been among the funding sources used to make graduation gifts to students. Regent Dukes asked how the Foundation had received CARES Act funds."
},
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"text": "At this point, Attorney Han interjected, stating that this discussion was within the scope of the agenda, as it also pertained to agenda item XIII."
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"text": "Chair Hatchett then invited Mr. DeCourcy to comment. Mr. DeCourcy stated that he wanted to be clear that as to the disbursement request in question, Attorney Han and the Office of General Counsel would provide documentation to determine exactly where a graduation gift came from; however, it did not come from CARES Act or HEERF funding. Mr. Decourcy further noted that Dr. Lyons had stated that he was not 100% sure that the graduation gifts came from HEERF."
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"text": "Page 5 of 8",
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Page 67
17 item(s)
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13 · TEXT
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Page 67 JSON
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"text": "funds or CARES Act money, and that they could have come from other funding sources Dr. Lyons had mentioned."
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"text": "Dr. Lyons stated that Mr. DeCourcy was correct. He further clarified that soon after the Foundation used the CARES money for gifts, the Foundation and University realized the error. The CARES money was returned and other funding was used to provide graduation gifts."
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"text": "Regent Fletcher asked Dr. Lyons if the Foundation had ever received requests that they believed were questionable and if so, how those requests were handled."
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"text": "Dr. Tidwell asked if the discussion of the University’s Endowment was going to be a separate discussion, or if the University’s Endowment was only being discussed within the context of how it relates to the KSU Foundation."
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"text": "Chair Hatchett noted that the MOU contains a provision stating that the Foundation has the right to assess administrative fees to support its operation, but that such fees are not to exceed 35% annually. He then asked Dr. Lyons to discuss the Foundation’s administrative fees and how this MOU provision is applied."
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"text": "Chair Hatchett asked whether administrative fees applied to everything handled by the Foundation, including for the handling of CARES Act funds. Chair Hatchett further inquired whether the Foundation had sought legal counsel before taking a fee to handle CARES Act funds."
},
{
"id": "p67.7",
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"type": "text",
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"text": "Dr. Tidwell asked Mr. DeCourcy to provide an overview of the KSU Endowment, unrelated to the Foundation."
},
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"type": "text",
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"text": "Dr. Tidwell asked if policies and procedures will be instituted as part of CPE's Management Improvement Plan to address how Endowment funds are to be accessed for offering scholarships."
},
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"text": "Dr. Tidwell asked if he was correct in understanding that in the past there had not been any policies as to how to access Endowment funds for scholarship purposes. Mr. DeCourcy replied that the Endowment had an investment policy and spending policy, but those were the only documents he was aware of."
},
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"text": "Regent Moyer asked what the ARGI fee was on an annual basis. Mr. DeCourcy stated that he would get this information for the Board."
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"text": "XIII. Discussion of CARES Act Funding: Management and Disbursement",
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"text": "This agenda item was presented by Interim President Johnson, Ms. Russelle Keese, Executive Director of Financial Aid, Ms. Danyel Tolbert, Bursar, and Interim General Counsel Shuo Han."
},
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"text": "President Johnson began by stating that none of the individuals present today had been involved in the events described in the previous discussion of CARES Act funds."
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"text": "Regent Dukes asked Ms. Keese to clarify that CARES Act funds were distributed to students who were Pell-eligible as opposed to some other requirement."
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"text": "Chair Hatchett inquired as to the amounts of money that were distributed among students."
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"text": "Chair Hatchett asked Ms. Keese if she knew whether counsel had been received from the U.S. Department of Education regarding the ways in which the University was calculating which students were entitled to receive money and the amounts they were entitled to receive."
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"text": "Page 6 of 8",
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Page 68
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Page 68 JSON
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"text": "Regent Moyer noted that Dr. Lyons had commented that the Foundation had received a fee for handling CARES Act Funds that were distributed to students, and asked Ms. Keese if she knew what happened to that fee."
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{
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"text": "Regent Moyer asked what the time period was between the money coming into the Foundation and checks being disbursed."
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"text": "Regent Fields observed that the people who really have the answers to the questions being asked are no longer at KSU, and inquired whether the Committee could request those former employees to provide answers at another meeting."
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"text": "Chair Hatchett asked Attorney Han whether the Office of General Counsel had any records regarding any sorts of discussions or decisions, or if the opinion of the OCG had already been requested regarding this matter."
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"text": "Attorney Han replied that there were no opinions issued by the Office of General Counsel contemporaneous to the disbursement of CARES funding, nor thereafter; the issue had never been brought up to KSU's General Counsel, as far as she was aware."
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"text": "Attorney Han further stated that, as to any records the OGC may have, respective Committee members are in receipt of those in conjunction with a records request from Ms. Tiffany Welch of the APA. Attorney Han noted that she believes Ms. Welch also sent a letter to Dr. Lyons, who responded that he had already retrieved the disbursement records of the CARES Act and HEERF money and had already submitted them to the Office of General Counsel. Attorney Han stated that this occurred during a week when former KSU General Counsel Lisa Lang was out of the office, so Attorney Han retrieved those records and immediately forwarded them to Ms. Welch. Attorney Han concluded that she believes these are the records that Dr. Lyons is speaking of, and that they are the records that Committee members currently have received as part of its preparation materials for the meeting."
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"text": "XIV. Adjournment",
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"text": "Chair Hatchett entertained a motion to adjourn the Finance & Administration Committee meeting."
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"text": "MOTION made by Regent Dukes:"
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"text": "Move the Finance & Administration Committee meeting to adjourn."
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"text": "Seconded by Regent Fletcher and passed without dissent."
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"text": "The meeting was adjourned at 12:46 p.m."
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"text": "Chair Dukes entertained a motion to adjourn the Audit Committee meeting."
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"text": "MOTION made by Regent Fletcher:"
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"text": "Move the Audit Committee to adjourn."
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"text": "Seconded by Regent Adams and passed without dissent."
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nQUARTERLY MEETING\n*** Meeting Was Conducted in Person and by Teleconference ***\nFriday, July 15, 2022\n12:00 p.m. EDT\nBoard of Regents Room\nJulian M. Carroll Academic Services Building, 2nd Floor\n400 East Main Street\nFrankfort, Kentucky 40601\n(Primary Physical Location)",
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"text": "Interim President Johnson noted that, upon approval of the position by the Board, a new Board Liaison would be employed who would then also serve as Board Secretary."
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"text": "Chair Patton gave his approval for the procedure and then asked for any other questions on the topic, of which there were none."
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"text": "Chair Patton appointed Regent Moyer and Regent Dukes as members of the Executive Committee, of which he would serve as Chair pursuant to § 9.4 of The Gold Book: Bylaws of the Kentucky State University Board of Regents."
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"text": "Before a vote was taken, Vice Chair Walston inquired as to whether faculty would be able to review the timetable for the evaluation process and provide comments on it. Provost Hamilton informed that an opening session would occur during the second week of August, at which time he intended to deliver a presentation to returning faculty."
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"text": "General Counsel Lang noted that Regent Adams' motion would also include the adoption of a new faculty review process and staff review process."
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"text": "Regent Fields commented that one of the issues with staff evaluations in the past was that they were not tied to merit and then asked whether merit-based staff evaluations have been seriously considered. Interim President Johnson replied that according to the requirements of House Bill 250, there must be a process for determining career paths and a process for determining compensation. He further noted that once it is understood what the ranges, positions, and career paths will be, the University can then"
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"text": "Director Raglin requested approval to use grant funding for employee positions. She noted that some of the positions listed in the Board Book would need to be tabled until the Chief Financial Officer, Dr. Gerald Shields, and Interim President Johnson could articulate the mechanics and roles of such positions."
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"text": "Chair Patton observed that the Board acted to appoint Dr. Ronald A. Johnson as Interim President of Kentucky State University, effective July 1, 2022. Chair Patton then noted that the Board had the opportunity to review and approve The Registry's service agreement."
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"text": "Chair Patton asked how long it would take for the position to be filled. Interim President Johnson replied that The Registry tends to work quickly when filling needed positions."
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"text": "Regent Fletcher observed that Interim President Johnson would perhaps need the Board to approve a contract for the position at its next meeting, which could slow down the hiring process. General Counsel Lang responded that Regent Fletcher was correct that the Board would need to approve the contract; however, she noted that if the Board approves the contract as to its budgetary implications, then the candidate could begin working before the full contract is approved by the Board."
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"text": "Move the Board to approve engagement with The Registry to provide an Interim Vice President for Student Engagement."
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"text": "Before the motion was seconded, Regent Briggs asked for assurances that students’ needs would be met while the position was vacant. Interim President Johnson stated that he had not yet spoken with the Provost regarding that topic, but he noted that the University could exercise a great deal of flexibility in addressing students’ needs while the position is vacant."
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"text": "Chief Financial Officer Shields gave the opening remarks, stating that the University would need to enter into a master agreement with Johnson Controls to ensure that purchases related to the action item do not exceed an amount of approximately seventy-seven thousand dollars. He stated that the funding will come from the annual facilities budget and that fire alarm monitoring and suppression will be an annual expense."
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"text": "Regent Dukes asked whether the services relating to the action item had been sought using a competitive bid process or if the University intended to hire Johnson Controls because it was an entity with an existing relationship with the University. CFO Shields responded that the University was using an existing relationship with Johnson Controls. General Counsel Lang noted that under Kentucky procurement law, the institution does not need to go through a formal procurement process to secure a vendor if the vendor has already gone through a process with the State."
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"text": "Move the Board to approve fire alarm monitoring and suppression."
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"text": "Approval of Minutes of Prior Meetings"
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"text": "April 27, 2022, Special Called Meeting",
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"text": "May 9, 2022, Special Called Meeting",
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"text": "Approval of Expenditure — AFX17 Hyperspectral Mounting Camera",
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"text": "Approval of Expenditure — Trinity F90 Drone",
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"text": "Approval of Resolution — Aquaculture Mobile Classroom",
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"text": "Chair Patton asked the Regents if they had any questions regarding the items associated with the consent agenda."
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"text": "Regent Hatchett asked whether Agenda items 9(O) and 9(P) were subject to a competitive bid process. Dr. Pomper replied that these items had been put out to bid. Regent Hatchett requested that moving forward, Agenda action items indicate whether the item in question had been put out to bid."
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"text": "Regent Briggs requested further information regarding the Jackson Hall renovation (Agenda item 9F)."
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"text": "Regent Dukes asked how the Jackson Hall renovations would be funded."
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"text": "Regent Hatchett asked, as to Agenda Item 9(G) (Approval of Contract—ADP Renewal), if the existing contract was working properly and further inquired whether anyone could explain the Biometrics Indemnity provision to the Board. Attorney Lang replied that she had requested that language be changed, but that ADP would not agree to do so. Regent Hatchett queried how this dilemma could be resolved. Attorney Lang explained the legal argument she would raise in court if the issue ever arose."
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"text": "Regent Fletcher requested that Board members receive meeting materials well in advance of meetings in order to have ample time to review them prior to the Board convening. In concurrence with Regent Fletcher, Chair Patton noted that the Board Book for this meeting was 358 pages long. Subsequently, Chair Patton asked Interim President Johnson whether future Board materials could be streamlined, allowing for increased efficiency in having them delivered to Board members while making them more readable."
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"text": "Move the Board to approve the consent agenda items as listed."
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"text": "A. Provost Quarterly Report (Information Item)"
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"text": "Provost Hamilton presented his quarterly report."
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"text": "Provost Hamilton gave a presentation that explained what Anthology is and its purpose. Provost Hamilton emphasized the importance of the Anthology applications for reviewing student feedback, preparing Kentucky State University for its periodic accreditation, and supporting co-curricular activities."
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"text": "Regent Dukes, Regent Fields, and Regent Fletcher asked whether all the software under the contract will be new to the University, whether the institution is using all the software modules described under the contract, and whether there is any data showing the efficacy of using Anthology software, respectively."
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"text": "Regent Dukes further inquired whether Anthology training and support also would be offered."
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"text": "Move the Board to approve the Anthology Contract Renewal. The motion was seconded and passed without dissent."
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"text": "A. BREDs of the Quarter Recognition"
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"text": "Mr. Michael DeCourcy, Acting VP of Brand Identity and University Relations, recognized the BREDs of the quarter."
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"text": "A. CFO Quarterly Report (Information Item)"
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"text": "CFO Shields presented his quarterly report."
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"text": "Regent Moyer asked for clarification regarding the different types of enrollments."
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"text": "Regent Fletcher asked whether enrollment is separated into categories such as full-time, part-time, and other."
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"text": "Vice Chair Walston asked CFO Shields whether employees within the Registrar's Office will work with him on inputting and reviewing data in Banner."
},
{
"id": "p79.12",
"order": 12,
"type": "text",
"bbox": {
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"t": 385.68,
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"text": "Regent Hatchett asked whether more historical enrollment data is available."
},
{
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"order": 13,
"type": "heading",
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"t": 359.04,
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"text": "B. Staff Holiday Calendar Update (Information Item)",
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"block_label": "paragraph_title"
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"level": 3
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"order": 14,
"type": "text",
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"text": "Ms. Candace Raglin, Director of Human Resources, noted that the University had reduced the number of holidays from 31 to 26."
},
{
"id": "p79.15",
"order": 15,
"type": "text",
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"t": 292.08,
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"text": "C. Internal Auditor Contract Update (Information Item)"
},
{
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"order": 16,
"type": "text",
"bbox": {
"l": 105.36,
"t": 265.2,
"r": 541.68,
"b": 238.8
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"text": "CFO Shields stated that the University is in the process of evaluating internal auditor proposals it received in response to its request for proposal (RFP)."
},
{
"id": "p79.17",
"order": 17,
"type": "text",
"bbox": {
"l": 105.84,
"t": 225.36,
"r": 482.88,
"b": 212.16
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"text": "Regent Dukes asked for clarification regarding the scope of the internal auditor's duties."
},
{
"id": "p79.18",
"order": 18,
"type": "text",
"bbox": {
"l": 105.36,
"t": 198.96,
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"text": "Regent Fields asked whether the internal auditor would review each University department and ensure that the departments are complying with applicable policies. CFO Shields responded in the affirmative."
},
{
"id": "p79.19",
"order": 19,
"type": "text",
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"text": "D. Student Housing and Facilities Update (Information Item)"
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"order": 20,
"type": "text",
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"text": "Mr. Paul Cable, the Director of Capital Projects and Facilities Management, gave an update on the projects, including their estimated completion dates."
},
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"order": 21,
"type": "footer",
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"text": "Page 9 of 14",
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Page 80 JSON
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"text": "Regent Dukes asked whether the new student housing facility will be in use by the beginning of the 2023 spring semester and if there will be any parking."
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"text": "Regent Briggs also inquired about parking for the facility. Director Cable stated that any work on the parking lots will not be completed until the end of the 2023 spring semester."
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"text": "Vice Chair Walston asked about the mortgage on the facility."
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"text": "Regent Moseley requested an update on the roof repair project for the Exum Center. Director Cable replied that the contractor will start work soon and that the project will cost approximately $2,000,000."
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"text": "Regent Moseley also asked about the new gym floor that was purchased to replace the old floor. He noted that the new floor had not been installed and asked whether there are any plans to use it. Director Cable responded that the floor was bought by a previous administration and that there are no current plans to install it. However, he assured the Board that the new floor is properly stored so that it can be used in the future."
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"text": "Regent Fletcher noted that the occupancy rate is approximately 13.2 percent. He asked whether the University would consider closing dorms for repairs given the low occupancy rate. CFO Shields clarified that the occupancy rate of 13.2 percent pertains to summer enrollment and is not a reflection of the occupancy rate for the upcoming fall semester. Regent Fletcher then asked for historic occupancy rates. CFO Shields and Director Cable stated that they could not provide such rates at that time."
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"text": "Interim President Johnson identified numerous issues with housing and restraints on the University's ability to address said issues."
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"text": "Regent Briggs asked what had been done with existing campus housing to prepare for students arriving for the fall semester. Regent Briggs further stated that housing must be a priority and asked why more progress has not been made on dorm repairs. Director Cable assured Regent Briggs that he and his department are doing all they can to address housing issues and noted that there have been several constraints on their ability to begin and complete projects."
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"text": "Interim President Johnson stated that he would speak with the campus community to determine what can be done to increase progress concerning housing."
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"order": 11,
"type": "text",
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"text": "Regent Moseley emphasized the importance of maintaining campus cleanliness instead of only cleaning in anticipation of important events, such as move-in."
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{
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"order": 12,
"type": "heading",
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"text": "E. Approval of Expenditure - Research Properties (Action Item)",
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"text": "CFO Shields provided an overview of the Land Grant Program and the requested expenditure. Dr. Kirk Pomper, Director of Land Grant Programs, gave a detailed description of the properties that Land Grant would like to purchase, as well as an explanation of how the properties would be used. Director Pomper noted that the properties would be purchased using federal funds and that those funds would have to be returned to the federal government if not used before the end of September."
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"text": "Vice Chair Walston asked how Land Grant selected the requested properties and expressed concern about the distance between KSU's campus and the property. Land Grant would like to purchase in Jackson County. Director Pomper provided an explanation of the selection process and why the Jackson County property would benefit the University."
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"text": "Regent Fields echoed Vice Chair Walston's concerns over the Jackson County property, stating that he knows it can be difficult to access remote areas in eastern Kentucky."
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"text": "Regent Hatchett asked how Land Grant would have used the remaining $2,000,000 in its budget if Covid-19 had not hampered its operations. Director Pomper noted that the University received federal funds earlier than anticipated and informed the Board that Land Grant intends to hire approximately 35 more employees using the funds. Regent Hatchett then asked for clarification on whether Land Grant normally prioritizes purchasing land over hiring more employees. Director Pomper replied that it has been difficult to hire qualified individuals."
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"text": "Regent Dukes asked if there was a risk of losing the funds. Director Pomper affirmed that the funds would have to be relinquished if not used before the end of September 2022."
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"text": "Move the Board to approve the purchase of the research properties."
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"text": "The motion was seconded. However, before a vote could occur, Kegent Fletcher asked if there was money allotted for the maintenance of the properties. Director Pomper assured that money had been set aside for that purpose."
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"text": "A vote was then taken, and the motion passed without dissent."
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"text": "CFO Shields provided an overview of the requested expenditure. He noted that the total cost for the network equipment and exterior security cameras would be approximately $548,000."
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"text": "Regent Hatchett asked why the issue was being addressed so late in the construction process. CFO Shields stated his belief that it was a failure on the part of Kentucky State University when it was negotiating the contract. He noted that he was not at the University during the negotiations of the contract, so he has limited knowledge of what transpired."
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"text": "General Counsel Lang stated that at the time the contract was first negotiated, the most important University officials were not included."
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{
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"text": "Regent Dukes asked about the action item's budgetary implications. Interim President Johnson stated that the University would be able to allocate funding to finance installation of the equipment."
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"order": 14,
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"text": "MOTION by Regent Fields:",
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"text": "Move the Board to approve the network equipment contract."
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"text": "The motion was seconded by Regent Briggs and passed without dissent."
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"text": "CFO Shields provided an overview of the requested expenditure. He noted that the security cameras would be for the interiors of the residence hall and that a quoted price had not yet been provided."
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"text": "Regent Hatchett expressed concern about voting on something for which he does not know the final cost."
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"text": "CFO Shields then corrected himself, noting that the cost for the cameras would be approximately $146,000. Dr. Wendy Dixie clarified that the quoted price covers the cost of installation for the interior and exterior cameras."
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"text": "Move to approve the expenditure for new residence hall security cameras."
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"text": "The motion was seconded by Vice Chair Walston and passed without dissent."
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"text": "H. Approval of Resolution - Kentucky River Thorobred (Action Item).",
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"text": "CFO Shields provided an overview of the resolution, including background information on the Kentucky River Thorobred vessel. He advised that the resolution seeks to dispose of the original vessel and replace it with a smaller vessel that will be used for research purposes."
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"text": "Regent Fields asked Director Pomper to confirm that the larger boat would be replaced by a new, smaller boat."
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"text": "Vice Chair Walston asked if Land Grant had already sought approval from the USDA. Director Pomper stated that is the first step once the Board approves the resolution."
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"text": "Motion to approve the Kentucky River Thorobred resolution."
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"text": "CFO Shields provided an overview of the building. He advised that because the University lacked the funds necessary to repair and maintain the building, the resolution sought approval to sell the building."
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"text": "Chair Patton expressed his belief that the resolution should be tabled until the language is amended. General Counsel Lang opined that because the resolution was being discussed at a regularly scheduled meeting, the Board could elect to amend the language of the resolution during the meeting."
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"text": "Vice Chair Walston stated that the University would have to inform the federal government and explain why the University cannot retain the building."
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"text": "Regent Robert Ramsey, Sr."
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"text": "Regent Savion Briggs"
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"text": "Regent Gerald Patton, PhD"
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"text": "Eight Regents were present during roll call; a quorum was therefore established."
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"text": "Regent Fletcher and Regent Moyer joined the meeting after the roll was called."
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"text": "III. Approval of the Agenda",
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"text": "MOTION by Regent Dukes:",
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"text": "Move the Board to approve the agenda of the September 16, 2022, Special Called Meeting. The motion was seconded by Regent Walston and passed without dissent."
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"text": "IV. Action Items",
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"text": "A. Approval to Enter into an Agreement With an External Auditor"
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"text": "Chair Patton asked Dr. Gerald Shields, Vice President for Finance & Administration and CFO, to present this agenda item."
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"text": "Page 1 of 4",
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"text": "Regent Ramsey inquired why Crowe did not perform an audit for FY 2021. Regent Walston asked if Crowe was paid during that time period."
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"text": "Regent Hatchett asked Dr. Shields how likely it was that KSU would be able to find an external auditor to step in."
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"text": "Regent Fletcher asked Regent Dukes, Audit Committee Chair, for the status of Audit Committee meetings. Regent Dukes replied that she had been asked to refrain from holding meetings while the current auditors were performing the internal audit but that committee meetings would resume following the completion of that process."
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"text": "Move the Board to approve entry into an agreement with an external auditor. The motion was seconded by Regent Fields and passed without dissent."
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"text": "Chair Patton asked Dr. Shields to present this agenda item. Dr. Shields turned the presentation over to Ms. Candace Raglin, Director of Human Resources."
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"text": "Regent Hatchett inquired whether someone in administration could describe the process that is undertaken when determining how to justify a position at the University."
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"text": "Regent Fletcher noted that the salaries presented appeared to be low and wondered how the outcome of a future compensation study might impact these salaries. Additionally, Regent Fletcher questioned the possibility of HR returning to the Board at some point in the future to request altered salaries based on the findings of such a study."
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"text": "Regent Walston asked why seemingly similar positions offered different salaries and questioned why approval was being sought for the top end of salary ranges rather than somewhere in the middle of the salary range."
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"text": "As a follow-up to Regent Fletcher’s comments, Chair Patton asked if Ms. Raglin could state whether the proposed salary ranges were competitive with those of comparable institutions in the state of Kentucky."
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"text": "Chair Patton also asked if the University was interested in moving toward the high end of competitive salary ranges in order to attract quality candidates. Ms. Raglin responded affirmatively, stating that this is a goal of the Management Improvement Plan."
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"text": "Regent Fields asked Interim President Johnson if there was a strategy or plan in place to provide additional help to some of the greatly understaffed areas within the University."
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"text": "Regent Walston requested an increase in administrative support services for academic departments."
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"text": "Regent Moyer queried why most of the positions sought for approval did not offer salary ranges. Regent Moyer further noted that a hiring officer’s ability to operate within a salary range versus offering a set salary amount may provide increased negotiating opportunities in attracting desirable job candidates."
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"text": "Regent Hatchett commented on a tension existing in higher education between offering the most economical instruction possible while fulfilling a duty to expose students to highly talented and"
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"text": "Page 2 of 4",
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"text": "educated faculty. Noting the large list of adjunct faculty whose positions the Board was being asked to approve, Regent Hatchett queried how the Board would ensure that KSU students would receive the best instruction possible while remaining economical regarding costs."
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"text": "Regent Fletcher asked President Johnson if the personnel requests presented gave him the flexibility and authorization to take any steps needed to increase staffing to a level that would allow him to move KSU forward."
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"text": "Move the Board to approve the personnel actions, with the understanding that management and the President have the flexibility within the aggregate budget indicated to adjust salaries in order to attract quality candidates."
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"text": "Chair Patton called for a discussion of Regent Fletcher’s motion. Hearing none, he asked for a second. The motion, as expressed by Regent Fletcher, was seconded by Regent Fields and passed without dissent."
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"text": "Prior to the Board entering into closed session, Regent Fletcher shared his observations regarding his tour of KSU's campus and facilities. President Johnson, Chair Patton, and Dr. Daarel Burnette, Interim Chief of Staff, echoed Regent Fletcher's comments and sentiments."
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"text": "Move the Board to enter closed session to discuss pending litigation pursuant to KRS 61.810(1)(c). The motion was seconded by Regent Moyer and passed without dissent."
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"text": "Chair Patton stated that the Board completed its review of pending litigation matters."
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"text": "Chair Patton then requested a motion to approve the settlement of Franklin Circuit Court case No. 19-CI-135."
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"text": "Move the Board to approve the settlement agreement."
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"text": "Chair Patton gave his closing remarks."
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Page 116
79 item(s)
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1 · FIGURE
2 · HEADER
3 · HEADER
4 · FIGURE
5 · TEXT
6 · TABLE
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79 · FOOTER
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Page 117
33 item(s)
JSON
figure (2)
footer (1)
heading (1)
table (1)
table_cell (27)
title (1)
1 · FIGURE
2 · FIGURE
3 · TITLE
4 · HEADING
5 · TABLE
6
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8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
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33 · FOOTER
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Page 118
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"text": "Interim President Ronald A. Johnson recommends that the Board of Regents approves the use of USDA funds for the purchase of a new Chevrolet Silverado 4WD work truck for use at the Harold R. Benson Research and Demonstration Farm."
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Page 122 JSON
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Page 124
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1 · FIGURE
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4 · TABLE
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r2c1 (17%): “Wheelbase, 165" (419.1 cm), 84" CA (Requires (FOC) 49" axle…”
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Page 125
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1 · FIGURE
2 · HEADER
3 · HEADER
4 · TEXT
5 · TABLE
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61 · FOOTNOTE
62 · FOOTER
63 · FOOTER
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"text": "This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region. Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer's input is subject to the accuracy of the input provided.\nData Version: 17848. Data Updated: Oct 31, 2022 6:49:00 PM PDT.",
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46 item(s)
JSON
caption (2)
figure (1)
footer (3)
footnote (1)
header (1)
heading (1)
table (2)
table_cell (35)
1 · FIGURE
2 · HEADER
3 · HEADING
4 · CAPTION
5 · TABLE
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21 · CAPTION
22 · TABLE
23
24
25
26
27
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43 · FOOTNOTE
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46 · FOOTER
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1 · FIGURE
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4 · TABLE
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21 · CAPTION
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Table integrity:
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r3c1 (17%): “Windows, power with driver express up and down and express …”
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Page 131
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Page 131 JSON
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