Rebuilt HTML — PaddleOCR-VL (Baidu)

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS SPECIAL CALLED MEETING *** Meeting Was Conducted in Person and by Teleconference *** Tuesday, May 30, 2023 11:00 a.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 11:16 a.m.

II. Roll Call

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

Regent Savion Briggs Not Present

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

Note: Regent Briggs joined the meeting following roll call.

III. Approval of the Agenda

MOTION by Regent Hatchett:

Move the Board of Regents to approve the agenda of the May 30, 2023, Special Called Meeting of the Board of Regents.

Seconded by Regent Walston and passed without dissent.

IV. Information Items

A. Faculty Evaluation Update

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.

Regent Hatchett and Chair Dukes inquired into the total case size. Dr. Dailey replied that 94 total cases were reviewed.

Regent Hatchett asked why some of the ratings were broken out between the College of Humanities, Business and Society, and the College of Agriculture, Community and Sciences, while others were not.

Regent Moyer queried whether there were any relationships observed between teaching effectiveness and student enrollment numbers.

Regent Walston inquired whether specific academic programs were looked at or compared in association with faculty performance evaluation outcomes.

Next, Dr. Wicker continued the presentation with a discussion of professional development opportunities. Dr. Dailey followed, addressing unsatisfactory results, noting that seven faculty members received an unsatisfactory rating in all categories.

Chair Dukes asked what the plan was for individuals who had received an unsatisfactory rating in any of the three categories.

Dr. Walston inquired whether faculty members who were informed that they had not provided required evidence were able to appeal that part of the decision.

Regent Fields asked Dr. Dailey how receptive KSU faculty had been to the performance evaluation process.

Regent Hatchett queried how the performance ratings under HB 250 compared with the traditional review process used prior to the implementation of HB 250.

Regent Fletcher asked Dr. Dailey and Interim President Johnson whether the process for measuring performance had been looked at and improved. Regent Fletcher also asked whether the Board should be looking into this and into the validation of the instrument that was used.

B. 2024 Enrollment Projections

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.

Regent Moyer inquired how the percent attainment number from this time last year compared to that number a year ago. Regent Moyer also asked whether there were differences between the tuition charged to students by academic division, college, or program.

Regent Moyer further queried whether the Board had considered, within any program, a tuition system allowing students to retain the tuition rate without increase for the rate they signed up for when first entering that program.

Next, Dr. Dailey and Dr. Wicker discussed the fall 2023 total registration yearly trend analysis, noting that KSU is currently ahead of previous fiscal years.

Regent Adams asked whether individuals who were assisting students with enrollment are actual academic advisors, and also inquired who would be advising students over the summer.

Regent Hatchett asked how outreach is being handled in order to encourage more students to come to KSU.

C. SACSCOC Response Update

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.

Next, Dr. Wicker explained how the report was being compiled in the Compliance Assist module of Anthology.

Chair Dukes queried how close the response is to completion and submission.

Interim President Johnson stated that KSU was not in compliance with two of the three core requirements due to the previous administration, and discussed how that should be addressed in the response.

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.

Regent Fields inquired as to who is on the team going to Dallas.

D. FY 23 Budget Update

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.

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.

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

schedule of activities and 2023 external audit schedule for FYEs June 30, 2021, June 30, 2022, and June 30, 2023.

Chair Dukes asked whether all constituents and stakeholders are aware of the completion dates and timing of the 2021 and 2022 audits.

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.

Dr. Burnette also shared the upcoming activities of the budget office occurring over the next three months.

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.

Regent Moyer inquired whether the unit or activity based budget reports reflect imputed revenue generated by each unit, especially academic units.

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.

Regent Hatchett inquired why he did not receive this financial information in advance of the meeting, in compliance with Gold Book requirements.

E. FY 24 Budget Review

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.

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.

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.

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.

F. APA Response Update

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.

Chair Dukes asked whether the APA audit recommendations/findings had been cross-referenced with the MIP in the issue tracker.

G. Department of Education Response Update

This agenda item was presented by Interim President Johnson. Dr. Johnson stated that KSU has three points of contact with the DoE and has had different responses from these three areas. Dr. Johnson then invited Dr. Burnette to share additional information regarding the three points of contact.

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.

Chair Dukes inquired when a response to that request will be received.

Next, Dr. Johnson discussed several issues related to Title III, and stated that to the best of his understanding, additional restrictions have not been imposed on KSU's use of funds.

H. Management Improvement Plan Update

The Management Improvement Plan Update was presented by Mr. Travis Powell, VP and General Counsel, Council of Postsecondary Education.

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.

23. Mr. Powell also detailed the status of the $5 million provided by HB 250 that was allocated for FY 23. Moreover, $10 million will be allocated during the next fiscal year through HB 250 for incentives relative to progress on the MIP.

Following Mr. Powell's presentation, the Board took a 5–7 minute break.

V. Action Items

A. Approval to Use USDA Grant Funds to Purchase a John Deere 5090E Tractor

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

Regent Walston sought clarification as to the tractor's attachments.

MOTION by Regent Moyer:

Move the Board to approve the use of USDA funds to purchase a John Deere 5090E tractor. Seconded by Regent Hatchett, and passed without dissent.

B. Approval to Use Federal Extension Grant Funds to Lease Space for West Regional Office

Dean Pomper presented this agenda item.

Regent Walston queried whether this was an extension of the facility or just a continuation of the extension office/program.

MOTION by Regent Fields:

Move the Board to approve the use of federal extension grant funds to lease space for the West regional office.

Seconded by Regent Walston, and passed without dissent.

C. Approval to Use USDA Grant Funds to Purchase New Fuel Tanks

Dean Pomper presented this agenda item.

Regent Fields asked whether the new tanks would replace the existing 250-gallon tanks.

Regent Walston inquired whether the fuel tanks were underground.

MOTION by Regent Walston:

Move the Board to approve the use of USDA grant funds to purchase new fuel tanks. Seconded by Regent Moyer, and passed without dissent.

D. Approval to Use USDA Facility Grant Funds to Renovate Hunter Hall

Dean Pomper presented this agenda item.

MOTION by Regent Fields:

Move the Board to approve the use of USDA facility grant funds to renovate Hunter Hall. Seconded by Regent Moyer, and passed without dissent.

E. Approval to Use USDA Grant Funds to Purchase a John Deere 320G Skid Steer

Dean Pomper presented this agenda item.

Regent Fletcher inquired whether ongoing maintenance costs would be paid for by federal funds.

Chair Dukes asked how these purchases would be tagged and inventoried.

MOTION by Regent Fletcher:

Move the Board to approve the use of USDA grant funds to purchase a John Deere 320G Skid Steer.

Seconded by Regent Fields, and passed without dissent.

F. Pending Personnel Actions

Ms. Candace Raglan, Director of Human Resources, presented this agenda item.

Regent Walston queried whether the peer-training student conduct coordinator is a student position.

MOTION by Regent Fields:

Move the Board to approve the pending personnel actions.

Seconded by Regent Walston, and passed without dissent.

VI. Closed Session

Pursuant to KRS 61.810(1)(f), the Board entered a closed session to discuss individual personnel matters.

MOTION by Regent Moyer:

Move the Board to enter into a closed session.

Seconded by Regent Fields, and passed without dissent.

VII. Public Action

When the Board reconvened from closed session, Chair Dukes announced that no action had been taken. She then 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 Fields, and passed without dissent.

Chair Dukes stated that during the closed session, the Board completed its final deliberations regarding the three presidential candidates and that the Board was ready to take action. Chair Dukes then requested that a roll-call vote be conducted to select the next permanent President of Kentucky State University.

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

Following the vote, Chair Dukes announced that in the final tally, Dr. Akakpo had six votes, and Dr. Mock had four votes. Chair Dukes then called for a motion to accept the vote as presented:

MOTION by Regent Walston:

Move the Board to accept the vote as presented, with Dr. Akakpo as the next President of Kentucky State University, by acclamation.

Second by Regent Moyer, and passed without dissent.

Thus, Chair Dukes announced Dr. Koffi Akakpo as the next President of Kentucky State University.

VIII. Closing Remarks

Chair Dukes thanked all who had participated in the search process for their commitment and dedication.

IX. Adjournment

MOTION by Regent Walston:

Move the Board to adjourn.

Seconded by Regent Hatchett and passed without dissent.

The meeting was adjourned at 5:04 p.m.

Submitted by:

Zach Atwell, Board Secretary Kentucky State University Board of Regents

Regent Tammi Dukes, Chair Kentucky State University Board of Regents

Approved with no corrections

Approved with corrections