Rebuilt HTML — PaddleOCR-VL (Baidu)

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS QUARTERLY MEETING

*** Meeting Was Conducted in Person and by Teleconference *** July 21, 2023 1:00 p.m. EDT

Board of Regents Room Julian M. Carroll Academic Services Building, 2nd Floor 400 East Main Street Frankfort, Kentucky 40601 (Primary Physical Location)

MINUTES *****

I. Call To Order

The Board's Chair, Regent Tammi Dukes, called the meeting to order at 1:09 p.m.

II. Swearing-in of Student Regent

Regent Savion Briggs was sworn in by Mr. Zach Atwell, Board Secretary and Acting General Counsel.

III. Roll Call

Secretary Atwell called the roll:

Regent Tammi Dukes, Chair Present Regent Herman Walston, Ed.D., Vice Chair Present Regent Michael Adams Present Regent Edward Fields Not Present Regent Ernie Fletcher, MD Present Regent Edward Hatchett, Esq. Present Regent Jason Moseley Not Present Regent Charles Moyer, Ph.D. Present Regent Robert Ramsey Present Regent Savion Briggs Present

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

IV. Approval of the Agenda

MOTION by Regent Walston:

Move the Board to approve the agenda of the July 21, 2023, quarterly meeting of the Board of Regents.

Seconded by Regent Moyer and passed without dissent.

V. Ratification of Dr. Akakpo's Contract

MOTION by Regent Walston: Move the Board to ratify Dr. Akakpo’s contract. Seconded by Regent Briggs and passed without dissent.

VI. Elections of Chair and Vice Chair

Chair Dukes stated that pursuant to Section 7.1 of the Gold Book, the Board shall elect its Chair and Vice Chair annually at the first meeting of each year. Chair Dukes then called for nominations for the Board's Chair.

Regent Adams nominated Chair Dukes. The nomination was seconded by Regent Walston. No other Regents were nominated.

MOTION by Regent Hatchett:

Move the Board to elect Chair Dukes as the Board's Chair by acclamation.

Seconded by Regent Fletcher and passed without dissent.

Next, Chair Dukes called for nominations for the Board's Vice Chair. Regent Ramsey nominated Regent Adams. No other nominations were offered.

MOTION by Chair Dukes:

Move the Board to elect Regent Adams as the Board’s Vice Chair by acclamation. Seconded by Regent Fletcher and passed without dissent.

Regent Hatchett and Chair Dukes expressed appreciation and thanks to Regent Walston for his service as Vice Chair.

VII. Information Items

Before the Board addressed the information items, Chair Dukes asked each presenter to conclude their respective presentations within seven minutes; she further requested that the Regents limit themselves to one question each for items A, B, C, D, and E.

A. Finance and Administration Update

Dr. Wendy Dixie, Acting VP, Finance & Business Affairs, presented this agenda item.

Dr. Dixie began by discussing the closing of FY 2023, noting that the fiscal year closing was able to occur a few days earlier than expected. While the goal was to not have any fiscal year 2023 invoices go into FY 2024, $5,542 worth of invoices from FY 2023 will be paid in FY 2024. Though this number was better than expected, President Akakpo and Dr. Dixie agreed that the amount may increase over the next 90 days.

Chair Dukes and Regent Moyer sought clarification as to the dollar amount of the FY 2023 invoices.

Regent Hatchett asked what the FY 2023 invoices were for.

Vice Chair Adams queried whether there was a cap on the amount expected for these FY 2023 invoices.

Regent Walston requested that the Board be provided with additional information regarding the outstanding FY 2023 invoices at the next meeting.

Dr. Dixie reported that she plans to present the financial position for the end of FY 2023 at the next Board or Finance Committee meeting. She also discussed the opening of FY 2024, the status of the external audits, and the boiler issue in The Halls.

B. Insurance Premiums Update

Acting VP Dixie presented this agenda item.

Dr. Dixie informed the Board that the good faith estimate for the Excess Side A D&O renewal premium increased significantly due to the carrier's discovery of the APA's audit findings. Though lower estimates were sought and received, those quotes did not extend the same level of coverage as the University's existing policy. Therefore, the decision was made to continue with the existing insurance carrier at the increased rate in order to receive the same level of coverage.

C. Academic Affairs Update

This agenda item was presented by Dr. Scott Wicker, Interim Vice-Provost.

Dr. Wicker shared highlights of the Strategic Agenda (including Academic Affairs contracts, electronic catalogues, and the proposed five-year plan), as well as other updates germane to the Fall 2023 semester (e.g., the Faculty Institute, student return to campus schedule, and enrollment).

Dr. Wicker further reported that the Veteran’s Education Notice of Suspension was rescinded several days after the last Board meeting. He noted that KSU was not the only institution that was suspended. Dr. Wicker thanked everyone who provided resources and assistance in completing the University’s plan of action for having the suspension removed.

Regent Walston asked whether KSU will, moving forward, have a dedicated person in the Veterans Affairs office to prevent this situation from reoccurring.

Regent Hatchett thanked Dr. Wicker for quickly resolving the Veterans Affairs issue for the University.

Dr. Wicker also conveyed that the International Studies program was approved that week for J-1 visas, which is a first for KSU.

As to the five-year strategic plan, President Akakpo requested that the Mission and Vision sections be shortened to a concise statement expressing to the public exactly what KSU stands for.

Regent Walston requested an update as to the projected numbers of new students, particularly freshmen, based on attendance at the new student orientation events that have already occurred.

Dr. Wicker stated that as to enrollment target goals, KSU is at approximately 92% attainment overall and has reached 118% attainment for the incoming freshman class.

Chair Dukes inquired what the typical expectation is for additional enrollment between July 20 and August 15.

Regarding the personal services contract for a part-time advisor that the Board extended for a month and a half, Regent Walston asked if Dr. Wicker foresees expanding that contract or bringing additional people into that area. President Akakpo responded that three new advisors would be hired using Title III funding, as well as two new transfer advisors.

Regent Fletcher queried whether the $2.3–$2.5 million that the Board allocated to set up online courses was included in the strategic plan.

Next, Dr. Dailey presented the IRB-HRPP Policy Update. There was no discussion following his presentation.

D. Veterans Affairs Update

This agenda item was included in the presentation for agenda item 7C.

E. IRB/HRPP Policy Update

This agenda item was included in the presentation for agenda item 7C.

F. Management Improvement Plan Update

Travis Powell, VP and General Counsel for the Council on Postsecondary Education (CPE), presented this agenda item.

Regent Hatchett sought clarification as to why the report he received prior to the Board meeting stated that only sixteen of the 134 objectives were met, which he noted was significantly different from the progress that Mr. Powell reported. Mr. Powell provided clarification regarding his previous remarks. He noted that the 134 objectives were for set for the entirety of the Management Improvement Plan (MIP), not just the quarterly report/update.

President Akakpo assured Regent Hatchett that it is his utmost priority to meet MIP deliverables.

G. Gold Book Revisions Discussion

Chair Dukes advised that opportunities to improve the Gold Book are being sought, and she then requested the Regents' input as to suggested changes. Chair Dukes suggested changes to section 2 and section 9.4 (clarifying that the Board must approve the creation and abolishment of positions) and section 2(p) (increasing the threshold expenditure amount requiring Board approval from $50,000 to $100,000).

Regent Hatchett queried whether the change to the threshold amount listed in section 2(p) would comport with the requirements of HB 250. Travis Powell replied that HB 250 would not prohibit this change. He further noted that CPE is still required to approve any expenses of $5,000 or above.

Chair Dukes proposed that Article 9 be amended as well, in accordance with agenda item H.

Hearing no further requests or discussion, Chair Dukes proceeded to agenda item H.

H. Committee Compositions

Chair Dukes stated that changes to the existing Board committees are appropriate because there are currently more committees than are necessary. Therefore, she recommended that the Audit and F&A Committees be combined to create a new Audit and Finance committee. Regent Hatchett proposed that “Finance” and “Audit” be transposed so that the committee’s name would be the Finance and Audit Committee. Chair Dukes concurred.

Chair Dukes also endorsed combining the newly approved Investment Committee and Institutional Advancement Committee to create a new Investment and Advancement Committee. Finally, she recommended that the Executive Committee now be composed of members who are

the chairs of each committee. Chair Dukes noted that should the new committees be approved as described, the Board’s committees would consist of the Executive Committee, the Finance and Audit Committee, the Investment and Advancement Committee, the Academic Affairs Committee, and the Student Engagement and Campus Life Committee (also referred to as the Student Affairs Committee).

Secretary Atwell advised that the Board should approve the new standing committees before discussing committee membership.

Chair Dukes called for a motion to approve the new committees. MOTION by Vice Chair Adams: Move the Board to approve the formation of the Finance and Audit Committee and Investment and Advancement Committee. Second by Regent Moyer, and passed without dissent.

Next, Chair Dukes shared the composition of each committee:

Academic Affairs Committee: Regent Walston (Chair), Regent Moyer (Co-Chair), Regent Briggs, and Regent Fletcher. The Provost or Vice-Provost for Academic Affairs will be required to attend each meeting.

Investment and Advancement Committee: Regent Moyer (Chair), Regent Adams (Co-Chair), Regent Ramsey, Regent Hatchett, and Regent Moseley. The VP for Finance & Business Affairs will be required to attend each meeting.

Vice Chair Adams requested that Regent Fletcher also serve on this committee. Regent Fletcher agreed to serve.

Regent Moyer queried whether there is currently a Vice President for University Advancement, and he requested that that individual also attend each meeting. The other Regents agreed with Regent Moyer’s suggestion. President Akakpo noted that Acting Chief of Staff Michael DeCourcy’s permanent position is Vice President for Advancement.

Student Affairs Committee: Regent Fields (Chair), Regent Moseley (Co-Chair), Regent Adams, Regent Briggs. The Vice-Provost for Student Affairs will be required to attend each meeting.

Finance and Audit Committee: Regent Hatchett (Chair), Regent Fletcher (Co-Chair), Regent Dukes, Regent Ramsey. The Controller will be required to attend each meeting.

Executive Committee: Regent Dukes (Chair), Regent Adams (Vice Chair), Regent Walston, Regent Fields, Regent Moyer, and Regent Hatchett. President Akakpo will be required to attend each meeting.

Any standing committees listed under Section 9.1 of the Gold Book that are no longer necessary will be removed when the Gold Book is revised.

Chair Dukes requested that each committee meet three to five days prior to each quarterly Board meeting so a summary of those meetings can be presented at the quarterly meeting. Further, Chair

Dukes suggested scheduling and calendaring all committee meetings in advance, for planning purposes.

Lastly, Chair Dukes stated that President Akakpo had requested that the date of the next quarterly Board meeting be moved from September 28 to September 27; she then called for a motion to change the meeting date.

MOTION by Vice Chair Adams:

Move the Board to change the date of the next quarterly Board meeting from September 28 to September 27 at 10:00 a.m.

Second by Regent Hatchett and passed without dissent.

VIII. Consent Agenda

A. Approval of Minutes from Prior Board Meetings

• i.April 12, 2023, Quarterly Meeting
• ii.April 26, 2023, Special Meeting
• iii.May 3, 2023, Special Joint Meeting
• iv.May 16, 2023, 2023, Special Meeting
• v.May 17, 2023, Special Meeting
• vi.May 18, 2023, Special Meeting
• vii.May 25, 2023, Special Meeting
• viii.May 30, 2023, Special Meeting
• ix.June 1, 2023, Special Meeting
• x.June 2, 2023, Special Meeting
• xi.June 27, 2023, Special Meeting
• xii.June 29, 2023, Special Meeting

B. Approval of Minutes from Prior Committee Meetings

• i.April 4, 2023, Special Meeting of the Fin. & Admin. Committee
• ii.April 24, 2023, Special Meeting of the Executive Committee
• iii.June 30, 2023, Special Meeting of the Executive Committee

Prior to taking action on the minutes, Chair Dukes reported that several Board members had expressed frustration over the lack of time afforded to them to review multiple sets of minutes prior to each quarterly meeting. Chair Dukes noted that the Gold Book requires that all meetings be conducted in accordance with Robert's Rules of Order, which requires minutes to be approved at regular meetings. She then pointed out that because the Board has set regular monthly meetings (in addition to quarterly meetings), the Board will now be able to approve minutes on a much more frequent basis.

A discussion ensued regarding the preparation of meeting minutes.

Vice Chair Adams inquired as to how long it takes after a meeting to draft the minutes.

President Akakpo asked how soon after a meeting the preparation of meeting minutes begins.

Regent Walston asked whether another person could be hired in the Office of General Counsel to assist with the production of meeting minutes.

Chair Dukes then asked if there was any discussion of any of the minutes contained in agenda items VIII (A) or (B). Hearing none, Chair Dukes requested a motion to approve the minutes as submitted.

MOTION by Regent Walston:

Move the Board to approve all minutes from prior Board and committee meetings as submitted. Seconded by Regent Fletcher and passed without dissent.

Therefore, all minutes were approved under one motion.

IX. Action Items

Prior to voting on the action items, Chair Dukes noted that the Board had received the materials relative to the action items well in advance of the meeting. Therefore, she advised that the action items could be approved as submitted through a single motion. However, she noted that Board members could still discuss specific action items if they would prefer to do so.

Regarding the reaffirmation of Hillcrest as the President’s residence (action item 9D), Vice Chair Adams asked President Akakpo whether he is living there yet. Due to necessary renovation, President Akakpo is not currently residing at Hillcrest.

Regent Walston then asked Dr. Dixie to identify the location of the classrooms that would be updated under action item 9B.

MOTION by Regent Walston:

Move the Board to approve all action items as presented.

Second by Vice Chair Adams and passed without dissent.

Following the vote, Secretary Atwell clarified that the following action items had been approved through the motion:

• A.Approval of the Annual Maintenance and Support for KSU's Current Network Equipment
• B.Approval to Purchase A/V Equipment and Furniture to Update Five (5) Classrooms to Hybrid Classrooms
• C.Approval of Pending Personnel Actions
• D.Approval to Reaffirm Hillcrest's Designation as the President's Residence

X. Closed Session

A. Pending and Possible Litigation (KRS 61.810(1)(f))

The Board moved into a closed session to discuss individual personnel matters, pursuant to KRS 61.810(1)(f). MOTION by Vice Chair Adams: Move the Board enter into closed session. Second by Regent Hatchett and passed without dissent.

XI. Possible Public Action(s)

When the Board reconvened from its closed session, Chair Dukes stated that no action had been taken during the closed session, and she then called for a motion to enter into open session.

MOTION by Vice Chair Adams:

Move the Board to enter into open session.

Second by Regent Hatchett and passed without dissent.

Chair Dukes reported that during the closed session, the Board reviewed and discussed the appeals filed by five of the seven faculty members whose employment terminations were approved at the June 29, 2023, special called meeting of the Board of Regents. Chair Dukes then called for a motion to affirm the termination of the faculty members.

MOTION by Vice Chair Adams:

Move the Board to affirm the termination of the seven faculty members.

Second by Regent Hatchett and passed without dissent. Regent Walston elected to abstain from voting on the motion due to his position as Faculty Regent.

XII. Closing Remarks

Chair Dukes closed the meeting by acknowledging President Akakpo’s first Board meeting and extending welcoming comments and support. She also thanked the Regents for their participation at the meeting and for their continued commitment and dedication. She then thanked all faculty and staff for their contributions to the University.

President Akakpo then addressed the Board, sharing his plan and vision for advancing the institution over the next three to five years.

XIII. Adjournment

MOTION by Regent Walston:

Move the Board to adjourn.

Seconded by Regent Briggs and passed without dissent.

The meeting was adjourned at 4:04 p.m.

Submitted by:

Tammie Dukes Regent Tammi Dukes, Chair

Zach Atwell, Board Secretary Regent Tammi Dukes, Chair

Kentucky State University Kentucky State University

Board of Regents Board of Regents

Approved with no corrections

___

Approved with corrections