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doc15120 May-30-2023-Minutes.pdf
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"text": "KENTUCKY STATE UNIVERSITY BOARD OF REGENTS\nSPECIAL CALLED MEETING\n*** Meeting Was Conducted in Person and by Teleconference ***\nTuesday, May 30, 2023\n11:00 a.m. EDT\nBoard of Regents Room\nJulian M. Carroll Academic Services Building, 2nd Floor\nFrankfort, Kentucky 40601\n(Primary Physical Location)",
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"text": "MINUTES",
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"text": "*****"
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"text": "I. Call To Order",
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"text": "The Board's Chair, Regent Tammi Dukes, called the meeting to order at 11:16 a.m."
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"text": "The Board's Secretary, Zach Atwell, called the roll:"
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"text": "Chair Tammi Dukes\nRegent Herman Walston, EdD\nRegent Michael Adams, Jr.\nRegent Edward Fields\nRegent Ernie Fletcher, MD\nRegent Edward Hatchett, Esq.\nRegent Jason Moseley\nRegent Charles Moyer, PhD\nRegent Robert Ramsey, Sr.",
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"text": "Regent Savion Briggs Not Present"
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"text": "At least six (6) Regents were in attendance and present during roll call; therefore, a quorum was established."
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"text": "Note: Regent Briggs joined the meeting following roll call."
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"text": "III. Approval of the Agenda",
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"text": "MOTION by Regent Hatchett:",
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"text": "Move the Board of Regents to approve the agenda of the May 30, 2023, Special Called Meeting of the Board of Regents."
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"text": "Seconded by Regent Walston and passed without dissent."
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"text": "A. Faculty Evaluation Update",
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"text": "Dr. Michael Dailey, Interim Provost, and Dr. Scott Wicker, Interim Vice Provost, presented this agenda item. Dr. Dailey began by explaining that HB 250 requires KSU to conduct a performance evaluation of all employees. Dr. Dailey noted that a two-tier review was conducted, though one was not required by HB 250. He then shared the combined Dean and Chair ratings as well as professional growth opportunities within the division of Academic Affairs."
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"text": "Provost Dailey and Vice Provost Wicker presented this agenda item. Dr. Wicker began the presentation by discussing the fall 2023 enrollment projections and noted that to date, 65% of the total undergraduate fall 2023 target enrollment had been attained."
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"text": "Next, Provost Dailey and Vice Provost Wicker presented the SACSCOC Update. Dr. Dailey explained that the purpose of the response was based on self-reporting, as Interim President Johnson had proactively sent a letter to SACSCOC regarding the APA report to ensure that they were aware of it. SACSCOC is required to review or consider anything that may be related to the accreditation status of an institution. SACSCOC replied with a letter requiring KSU to provide a response covering three core requirements and roughly thirteen standards. Dr. Dailey shared that a response team was formed, and members were assigned to cover all core requirements and standards. The response was to be submitted later that week. After submission of the response, a team will travel to SASCOC in Dallas for their summer session and to learn the outcome of the review."
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"text": "Regent Hatchett said this is the first he's heard of this as a Regent, and asked several questions as to the way in which KSU interacts with SASCOC. Specifically, Regent Hatchett queried whether SACSCOC had officially reacted to the audit report in writing to KSU, or if the University proactively sent them its response to the existence of the audit without being asked to do so. If so, Regent Hatchett also asked whether SACSCOC provided anything in writing acknowledging KSU's situation."
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"text": "Interim President Johnson and Dr. Daarel Burnette, Interim Chief of Staff and Interim EVP, Finance and Business Affairs, presented this agenda item. Dr. Johnson began by recapping how some of the $5 million in unexpected expenses were handled."
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"text": "Dr. Burnette continued by discussing the external audit, including where Blue and Co. is in wrapping up their audit and how it meshes with SASCOC."
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"text": "Dr. Burnette then introduced Mr. Allen Norvell of Blue and Co. Mr. Norvell explained what had been accomplished with the financial and compliance audits and the next steps to be taken. Mr. Norvell further noted significant issues that had been identified and discussed KSU staff cooperation and engagement with Blue and Co. auditors. Finally, Mr. Norvell provided an auditor"
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"text": "schedule of activities and 2023 external audit schedule for FYEs June 30, 2021, June 30, 2022, and June 30, 2023."
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"text": "Chair Dukes asked whether all constituents and stakeholders are aware of the completion dates and timing of the 2021 and 2022 audits."
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"text": "Next, Dr. Burnette provided a cash position update as of April 30, 2023, stating that KSU had 35 days of cash on hand given current expenditures. Dr. Burnette anticipated that KSU will end the fiscal year with roughly $5 million."
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"text": "Dr. Burnette also shared the upcoming activities of the budget office occurring over the next three months."
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"text": "Regent Hatchett asked how the draft of “Budget to Actual Future Report” was being generated, and queried whether Banner was being used to its optimal capacity."
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"text": "Regent Moyer inquired whether the unit or activity based budget reports reflect imputed revenue generated by each unit, especially academic units."
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"text": "Regent Moseley asked whether the recently discovered unpaid invoices from vendors had PO's attached to them, and how vendors who are not registered with KSU can be prevented from providing goods and services to the University moving forward."
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"text": "Regent Hatchett inquired why he did not receive this financial information in advance of the meeting, in compliance with Gold Book requirements."
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"text": "E. FY 24 Budget Review",
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"text": "This agenda item was presented by Interim President Johnson and VP Burnette. Dr. Johnson stated that the update would cover 3 segments—expenses, revenues, and a combination of the two. Dr. Johnson then presented a FY 2024 expense forecast."
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"text": "Chair Dukes asked several questions regarding Banner relative to the $300,000 cost to transition from ADP to Banner. Chair Dukes also queried how long KSU has been using Banner, and inquired into ongoing costs should Banner be used for payroll."
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"text": "Moving ahead to projected revenues, Dr. Burnette reported that the projected total revenue for this time period is $49.2M. Dr. Burnette noted that tuition and mandatory fees, as projected, are based on a headcount of 1,442/1298 FTEs and that the numbers for dining and non-mandatory fee categories are based on FY 2023 actual collections for on-campus students. Dr. Burnette stressed that the enrollment target must be reached in order to realize these revenue numbers."
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"text": "Regent Hatchett commented that there appeared to be a big difference in the numbers being presented that day and the numbers that were provided in the Board Book, and requested that this not happen again."
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"text": "VP Burnette and AVP Glynn Edwards presented the APA Response Update. AVP Edwards began by sharing the progress that had been made on the report’s 20 findings and 90 recommendations. AVP Edwards stated that KSU’s formal report was submitted to the APA on May 19, then discussed the issue tracker tool being developed."
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"text": "Dr. Burnette reported that the third contact relates to funding associated with HEERF, and remarked that KSU is requesting a total of $2.5 million for the upcoming year for student relief and classroom upgrades. Due to the APA audit, KSU must obtain the DoE’s permission before drawing down the funds, and a request has been submitted."
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"text": "Chair Dukes inquired when a response to that request will be received."
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"text": "The Management Improvement Plan Update was presented by Mr. Travis Powell, VP and General Counsel, Council of Postsecondary Education."
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"text": "Mr. Powell stated that quarterly reports are underway but are not complete since the quarter has not yet concluded; therefore, information being shared that day was preliminary. Moss Adams is an independent third-party evaluator, and CPE is happy with the MIP process since Moss Adams became involved. CPE is still in the process of verifying that the monthly deliverables have been completed. Though the quarterly objectives are not due yet, some have been completed. Mr. Powell then reported on deliverables that had been completed, and commented on the status of others."
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"text": "Following Mr. Powell's presentation, the Board took a 5–7 minute break."
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"text": "Move the Board to approve the use of federal extension grant funds to lease space for the West regional office."
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"text": "Move the Board to approve the use of USDA facility grant funds to renovate Hunter Hall. Seconded by Regent Moyer, and passed without dissent."
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