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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS SPECIAL CALLED MEETING *** Meeting Was Conducted in Person and by Teleconference *** Tuesday, June 27, 2023 2:00 p.m. EDT Board of Regents Room Julian M. Carroll Academic Services Building, 2nd Floor Frankfort, Kentucky 40601 (Primary Physical Location)

MINUTES

*****

I. Call To Order

The Board's Chair, Regent Tammi Dukes, called the meeting to order at 2:04 p.m.

II. Roll Call

The Board's Secretary, Zach Atwell, called the roll:

Regent Herman Walston, EdD Present

Regent Michael Adams, Jr. Present

Chair Tammi Dukes Present

Regent Edward Fields Present

Regent Ernie Fletcher, MD Present

Regent Edward Hatchett, Esq. Present

Regent Jason Moseley Not Present

Regent Charles Moyer, PhD Present

Regent Robert Ramsey, Sr. Present

Regent Savion Briggs Present

At least six (6) Regents were in attendance and present during roll call; therefore, a quorum was established.

Note: Regent Moseley joined the meeting shortly after the roll call

III. Approval of the Agenda

MOTION by Regent Hatchett:

Move the Board of Regents to approve the agenda of the June 27, 2023, Special Called Meeting of the Board of Regents.

Seconded by Regent Moyer and passed without dissent.

IV. Information Items

A. Academic Affairs Report

Chair Dukes requested that Dr. Scott Wicker, Acting Provost and VPAA, present this agenda item.

i. FY 2024 Academic Calendar

Dr. Wicker began by sharing highlights of the fall 2023 and spring 2024 semester calendars, adding that the goal is to move towards long-range planning.

Regent Briggs queried whether every student would have class on Friday.

Regent Moyer asked for a definition of “encampment,” and who that would involve.

ii. Enrollment Update

Next, Dr. Wicker presented the 2024 enrollment projections and updates, including the Fall 2023 total registration yearly trend analysis. Currently, the undergraduate target enrollment is 1250 and is 78% attained. To date, 60% of the graduate student enrollment target has been attained. Dr. Wicker also presented the fall 2023 first-time freshman enrollment process status.

iii. Short-Term Contract

Dr. Wicker reported that the Division of Student Engagement and Campus Life requires assistance with providing crucial academic advising services. The short-term personal services contract (“PSC”) with Mr. Travis Haskins will provide much-needed assistance to the Division. Dr. Wicker reviewed the duties enumerated in the personal service contract.

Regent Walston inquired whether the contract in the Board Book was for the contractor that Dr. Wicker was discussing, and wondered why the contract term would not be longer.

Regent Briggs also queried whether the contract could be slightly extended by a few weeks.

Regent Hatchett inquired into the nature of Mr. Haskins' job responsibilities/duties when he was previously employed by KSU.

Regent Moyer asked how many different graduate degrees KSU offers.

Acting President Dailey offered additional remarks regarding the overall Academic Affairs update.

Regent Walston inquired into the status of the Public Administration program, and whether accreditation would be sought as that program is revamped.

B. Kentucky Approving Agency for Veteran Education's Notice of Thirty-Day Suspension

This agenda item was presented by Acting Provost Wicker.

Chair Dukes clarified that the Board had been unaware that a request for information had been made but was not responded to, and asked Dr. Dailey how he became aware of this issue.

Dr. Dailey explained the timeline and circumstances preceding and surrounding the suspension. Chair Dukes asked who at KSU had received the initial request for information.

Regent Walston inquired where Veteran Affairs is currently housed at KSU, and how many students benefit from the program.

Regent Hatchett noted the gravity of this failure and expressed his displeasure, stating that having the suspension removed should be a very important priority for the University.

Dr. Dailey and Dr. Wicker also discussed steps needed to remove the University from suspension and be reinstated, and provided dates by which those tasks would be accomplished.

Chair Dukes asked whether this was a typical request or a remnant of the APA audit.

Regent Walston queried whether KSU will be able to fulfill this type of request moving forward and have appropriate personnel in place so this does not happen again.

C. FY 2024 Holiday Schedule

Next, Ms. Candace Raglin, Acting AVP, Finance & Business Affairs, presented the FY 2024 holiday schedule. Ms. Raglin reported that Good Friday will no longer be included in the holiday calendar and has been replaced by Presidents Day. The Governor’s Inauguration Day was also added this year.

Chair Dukes sought clarification as to the removal of the Good Friday holiday, and asked the Regents for their thoughts on this issue.

Regent Fields stated that he did not like to lose Good Friday. Chair Dukes asked whether there was room to amend the holiday calendar. Ms. Raglin replied affirmatively, but it would require President Akakpo's approval. Chair Dukes requested that the issue be brought to his attention to see if Good Friday can be added back into the holiday calendar. Regent Adams concurred.

Regent Moyer and Regent Adams asked whether eliminating Good Friday would mean that classes would now be held on that day.

D. New Residence Hall Report

Acting Provost Wicker and Ms. Jennifer Linton, Sodexo Project Manager, presented this agenda item.

Dr. Wicker introduced Ms. Linton and Dr. Stephanie Mayberry. Ms. Linton provided an update as to the status of the new residence hall, stating that the full certificate of occupancy should be received no later than June 28. She also identified several outstanding items, and reported that they are working with the owner and University to ensure a smooth transition once students begin to occupy the space.

Dr. Mayberry continued the presentation, noting that a recent tour of the new facility was very well received by students and their families. Dr. Mayberry stated that an overwhelming number of students applied to live in the new residence hall following the tour, and feels confident that the space will be filled for the fall semester.

Chair Dukes asked whether the building would be ready on June 28 for students to begin moving in. Ms. Linton clarified the tentative move-in schedule.

Regent Walston asked which student classifications would be allowed to occupy the building.

Regent Ramsey queried why students needed to wait until August to move into the new residence hall when it would actually be ready in June, and whether the furnishings would be inventoried prior to move-in.

Regent Briggs inquired who the point person has been over Housing, whether the application and tentative move-in schedule had been communicated to students, and whether work had been performed on any other dorms over the summer.

Regent Dukes asked how many students could be accommodated in the new residence hall.

Regent Briggs asked whether there was a GPA requirement for students to live in the new residence hall, and further queried whether RAs living in the new facility would receive free housing or some other type of benefit/incentive.

Regent Hatchett asked whether applicants were being checked to see if they had outstanding balances in their student accounts prior to being granted the opportunity to live in the new quarters. Dr. Wicker responded by describing the application review process.

Regent Moseley inquired into the status of completing the new residence hall's dining area.

Regent Fields inquired into the timeline for students to learn which room they were being assigned to.

Chair Dukes thanked Acting President Dailey for his presentation.

E. Renewal of Earth Tools PSC

Mr. Michael DeCourcy, Acting Chief of Staff, presented this agenda item and invited Dr. Pomper to join the presentation. Mr. Decourcy reported that agenda item (E) was for the renewal of a previously approved contract and that the contract would provide a fully federally funded feasibility study to see what can be accomplished regarding solar power generation at KSU's land grant program facilities. Dr. Pomper explained that the contract would provide an exciting opportunity for the University to enter into some renewable energy sources.

Chair Dukes queried what the benefits would be to the University.

Regent Walston asked Dr. Pomper if any of KSU's sister HBCUss were engaged in any similar projects.

Regent Walston requested clarification as to the cost of the contract renewal.

Regent Adams asked Dr. Pomper when he expected to receive a complete proposal, and further queried whether the grant would also cover the cost to install the solar panels.

Chair Dukes thanked Mr. Decourcy and Dr. Pomper for their update.

F. Endowment and Policies Update

Next, Mr. DeCourcy and Ms. Tonya Walker, Controller, presented the Endowment and Policies Update.

Mr. Decourcy discussed each of three new interim policies that will likely come to the Board for permanent approval at a later time.

Regent Fields sought clarification regarding the Interim Policy on Internal Endowment Agreements.

Regent Walston inquired as to the difference between the documents used to govern the University's scholarships and funds and those used by the Foundation.

Regent Dukes asked how many internal endowment agreements would need to be established. Mr. Decourcy replied that documents would need to be established for over 80% of the University’s funds.

Regent Moyer asked how the funds are invested, and what the investment policy is behind that.

Regent Moyer asked whether KSU has any investments, individual gifts, or endowment gifts that are underwater or have a value less than the original gift.

Mr. Decourcy then turned the presentation over to Ms. Walker, who reported on the status of MIP deliverables from an accounting perspective.

V. Action Items

A. Approval of FY 2024 Recommended Budget

Acting VP, Dr. Wendy Dixie, and Ms. Tonya Walker, Controller, presented this agenda item.

AVP Dixie explained that the budget being presented was a high-level budget, and a revised budget would be presented in September after actual enrollment numbers are known.

Regent Fletcher inquired whether any metrics were available that would allow a comparison between KSU and other institutions to determine how efficiently the University is operating. Regent Fletcher also asked what the indirect negotiated rate was prior to its expiration.

Regent Hatchett requested Dr. Dixie to elaborate on the other sources category and whether it included investment income.

Regent Moyer asked where gifts would appear in the budget, and queried whether it would be included in the revenue/other sources category. Regent Dukes echoed the question.

Regent Fletcher inquired into the amount of the state appropriation by the General Assembly.

As the presentation continued to expenditures, Regent Walston asked whether the Sodexo contract would continue after December and if so, how that expenditure would be accounted for in the budget.

Regent Hatchett asked Ms. Walker how the shortfall amount was arrived upon, sharing his concern that the shortfall may actually be greater than indicated. He also asked where the unbudgeted 2023 items were reflected in the educational and general expenditures.

Chair Dukes asked Ms. Walker for the budget line items reflecting the inclusion of the unexpected/unbudgeted 2023 expenditures, and requested supporting details for each line item.

Regent Moyer queried if he was correct in thinking that the 2023 year ended with an approximately $3 million deficit, and requested clarification that the deficit would not be carried forward heading into FY 2024. Regent Moyer also asked whether there was a surplus in auxiliary enterprises for FY 2023, or if the amount being used to cover or reduce the deficit in this year's budget would be taken from CPE funds.

MOTION by Regent Hatchett:

Move the Board to approve the FY 2024 recommended budget conditioned on the expectation that they will have presented to them in three months a revised budget. Seconded by Regent Fields, and passed without dissent.

B. Approval of Annual Insurance Renewals

Acting VP Dixie presented this agenda item.

MOTION by Regent Walston: Move the Board to approve the annual insurance renewals. Seconded by Regent Moyer, and passed without dissent.

Following the vote, Regent Moyer asked whether the insurance renewal costs were reflected in the budget that was just approved. Dr. Dixie responded affirmatively.

C. Approval to Renew Microsoft Campus Agreement

This agenda item was presented by Acting VP Dixie.

MOTION by Regent Fields:

Move the Board to approve the renewal of the Microsoft Campus agreement. Seconded by Regent Walston, and passed without dissent.

D. Approval to Renew CBIZ PSC

Acting VP Dixie and Controller Walker presented this agenda item.

MOTION by Regent Briggs:

Move the Board to approve the CBIZ PSC renewal. Seconded by Regent Hatchett, and passed without dissent.

E. Approval to Renew Blue & Co. PSC

Acting VP Dixie and Controller Walker presented this agenda item.

Chair Dukes asked for clarification as to the contract dates.

MOTION by Regent Moyer:

Move the Board to approve the Blue & Co. PSC renewal. Seconded by Regent Walston, and passed without dissent.

F. Approval to Renew McCarthy Strategic Solutions PSC

Acting Chief of Staff DeCourcy presented this agenda item.

Regent Hatchett asked who from McCarthy represents KSU on the General Assembly floor.

Regent Walston queried who the on-campus McCarthy point of contact is.

MOTION by Regent Hatchett:

MOITION by Regent Hatchett: Move the Board to approve the McCarthy Strategic Solutions PSC renewal. Seconded by Regent Moyer, and passed without dissent.

G. Approval of Magellan Learning Solutions PSC

Acting President Dailey, and Acting Provost Wicker presented this agenda item.

Regent Walston asked who would cover the travel costs in years two and three, since CPE covered that cost the first year.

Regent Moyer asked whether there were any revenue generation goals associated with this contract, and whether any of the payments were contingent upon revenue generation.

Regent Fields requested confirmation that the $2 million that CPE is covering is for the entire year.

Regent Hatchett asked Regent Moyer if it was a typical practice in Magellan’s industry that there are not incentives written into such contracts that incentivize them to do a better job of helping the client.

Regent Moyer queried whether tuition being charged for online classes be the same as the in-person rate, and also inquired into the anticipated incremental salary costs per course.

MOTION by Regent Moyer:

Move the Board to approve the Magellan Learning Solutions PSC. Seconded by Regent Walston, and passed without dissent.

H. Approval to Renew Johnson, Bowman & Branco PSC

Mr. Zach Atwell, Acting General Counsel, presented this agenda item.

MOTION by Regent Hatchett:

Move the Board to approve the Johnson Bowman & Branco PSC renewal. Seconded by Regent Fields, and passed without dissent.

I. Approval to Purchase a Dual Channel Ion Chromatograph

Dr. Kirk Pomper, Dean of the College of Agriculture, Community, and the Sciences, presented this agenda item.

MOTION by Regent Fields:

Move the Board to approve the purchase of a dual channel ion chromatograph. Seconded by Regent Moseley, and passed without dissent.

J. Approval of FY 2024 Tuition and Fees

Acting Provost Wicker and Acting VP Dixie presented this agenda item.

Regent Adams inquired whether the homecoming fee covered the full cost of Homecoming, and queried how KSU's homecoming fee compares to those charged by other universities.

Regent Moseley and Regent Briggs asked whether the homecoming fee could be raised prior to approving the FY 2024 fall tuition and fee schedule.

Regent Hatchett asked Dr. Wicker how much latitude the Board had to change fees, considering that KSU is under the supervision of CPE.

A robust discussion ensued regarding the Homecoming fee for this year.

MOTION by Regent Adams:

Move the Board to approve the KY 2024 tuition and fees.

Seconded by Regent Fields, and passed without dissent.

K. Approval to Restructure the Divisions of Academic Affairs and Student Affairs

Acting Provost Wicker and Acting President Dailey presented this agenda item.

Regent Walston asked whether/how the Education program would be incorporated into the proposed changes, where it would be housed, and sought clarification regarding the Honor’s Colloquium.

Regent Fields inquired into the possibility of moving the Financial Aid office back to Finance and increasing their staffing.

Regent Hatchett asked Dr. Dailey to elaborate on the budgetary impact of the proposed changes. Regent Hatchett also asked whether the suggested changes would take effect before or after the arrival of the new president, wondering how Dr. Akakpo felt about the proposed restructuring.

Regent Briggs asked for clarification on who would be filling the vacant positions, and whether Dr. Akakpo would make that determination. Regent Briggs further queried whether faculty and staff would be compensated for additional jobs and workload that they were undertaking.

MOTION by Regent Adams:

Move the Board to approve the restructuring of the divisions of Academic Affairs and Student Affairs.

Seconded by Regent Fletcher, and passed without dissent.

L. Approval to Eliminate Positions

Acting President Dailey presented this agenda item.

Regents Walston and Briggs inquired into the number positions under consideration for elimination.

Attorney Atwell advised the Board that the only position under consideration for elimination as to this agenda item was the Government Relations position.

Regent Adams asked Dr. Dailey to distinguish the value or benefit the Government Relations position brought to the University from that offered by a lobbyist.

MOTION by Regent Fletcher:

Move the Board to approve the elimination of the Government Relations position.

Seconded by Regent Moyer, and passed without dissent.

M. Approval of Regular Meeting Dates for FY 2024

Chair Dukes presented this agenda item, proposing several options for regularly scheduled quarterly meetings and additional regularly scheduled monthly meetings between quarterly meetings. Chair Dukes further suggested that the committees meet during the week of the quarterly meeting so Committee reports could be presented at the quarterly full Board meetings.

As a discussion unfolded, Board members agreed to quarterly meeting dates of July 21, 2023; September 28, 2023; January 26, 2024; and April 19, 2024. Board members further agreed to meet during the afternoon on the second Tuesday of each month between quarterly meetings.

MOTION by Regent Fields:

Move the Board to approve the quarterly Board meeting dates for FY 2024 (7/21/23, 9/28/23, 1/26/24, and 4/19/24), with a regular monthly meeting held on the second Tuesday of each off-month.

Seconded by Regent Ramsey, and passed without dissent.

Following the vote, Regent Hatchett sought clarification that there would be no meeting on the second Tuesday of July. Chair Dukes responded affirmatively.

VI. Closed Session

Next, the Board moved into closed session, pursuant to KRS 61.810(1)(f), to discuss individual personnel matters and pending litigation (KRS 61.810(1)(c)).

MOTION by Regent Hatchett:

Move the Board to enter a closed session.

Seconded by Regent Walston, and passed without dissent.

At this time, the Board entered a closed session.

VII. Public Actions

When the Board reconvened, Chair Dukes stated that the Board had completed its discussion and no action was taken and called for a motion to enter an open session again.

MOTION by Regent Adams:

Move the Board to enter into an open session.

Seconded by Regent Hatchett, and passed without dissent.

VIII. Closing Remarks

Chair Dukes did not offer any closing remarks, instead proceeding directly to Agenda item IX, Adjournment.

IX. Adjournment

MOTION by Regent Adams:

Move the Board to adjourn.

Seconded by Regent Hatchett, and passed without dissent.

The meeting was adjourned at 8:41 p.m.

Submitted by:

Zach Atwell, Board Secretary

Kentucky State University

Board of Regents Board of Regents

Regent Tammi Dukes, Chair

Kentucky State University

√ Approved with no corrections

___ Approved with corrections