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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS QUARTERLY MEETING
Thursday, June 4, 2020 1:00 p.m.
USDA Cooperative Extension Building Kentucky State University Frankfort, Kentucky 40601 *MEETING WAS ALSO CONDUCTED BY TELECONFERENCE*
MINUTES *****
I. Call to Order
Chairperson Elaine Farris, Ed.D. called the meeting to order at 1:02 p.m.
II. Roll Call
President M. Christopher Brown II, Ph.D. conducted roll call:
Regent Ron BanksPresent
Regent Mindy Barfield, Esq.Present
Regent Kierra DonaldPresent
Regent Elaine Farris, Ed.D.Present
Regent Chandee FelderPresent
Regent Paul Harnice, Esq.Present
Regent Dalton JantzenPresent
Regent Joe Moffett, Ph.D.Present
Regent Syamala H. K. Reddy, M.D.Present
Regent Roger ReynoldsPresent
Ten Regents were in attendance. Quorum was established.
III. Adoption of the Agenda
MOTION by Regent Reynolds:
Move the Board to adopt of the Agenda of the June 4, 2020 Quarterly Meeting of the Board of Regents.
Seconded by Regent Reddy and passed without dissent.
IV. Opening Remarks
Chairperson Farris gave her opening remarks.
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V. Approval of Minutes
MOTION by Regent Reddy:
Move to approve the Minutes of the March 5, 2020 Quarterly Meeting of the Board of Regents and Committees. Seconded by Regent Barfield and passed without dissent.
MOTION by Regent Moffett:
Move to approve the Minutes of the April 23, 2020 Special Called Meeting of the Board of Regents and Committees.
Seconded by Regent Felder and passed without dissent.
MOTION by Regent Reddy:
Move to approve the Minutes of the May 5, 2020 Special Called Meeting of the Board of Regents and Committees.
Seconded by Regent Barfield and passed without dissent.
VI. Bred of the Quarter Recognition
In the interest of safety, only the Thorobreds of the Month were invited to the meeting. However, the names of all of the nominees are listed on the University's website and they will be recognized at the luncheon in the future..
Dr. Michael Daily was named the March Thorobred of Month, Carl Matthews was named the April Thorobred of the Month, and Hope Tillman was named the May Thorobred of the Month.
VII. Campus Stakeholder Presentations
A. Faculty Senate
Dr. Helen Smith reported that the Faculty Senate revised and passed parts of the Faculty Handbook, including definitions of the different types of faculty positions, the Faculty Senate Constitution and Bylaws, the Faculty Grievance Procedure, and the Faculty Evaluation Policy and Procedures.
Dr. Smith stated that to her understanding there are six options on the table for fall instructions and requested that all members of the University community be given the opportunity to provide input into the final decision. She elaborated that everyone's life will be impacted by this decision, including individuals who are afraid that they will lose their job if they request to work from home, and that faculty need a plan several weeks ahead of time to be able to adjust accordingly.
B. Staff Senate
Ms. Jasmin Thurman, Staff Senate President, told the Board that the Staff Senate Bylaws are on the agenda and the plan is to move forward with fully staffing Staff Senate once it is approved. Due to COVID-19, the March open forum was postponed and will be rescheduled sometime in the fall. She stated that the open forums are a chance for staff to come voice their concerns and share ideas and staff
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members you do not have to put in a request to be placed on the agenda to speak at these meetings.
C. Student Government Association
Regent Kierra Donald, SGA President, reported that Kirk Miller is the new SGA President. She stated that she is thankful for the support she received this year from the Board and the University and that she was able to help students during the COVID-19 crisis and the students are excited for the new school year.
VIII. President's Quarterly Report
President Brown commenced his Quarterly Report by introducing Casey Jo Lightfoot, the University's new Controller. Under Performance, President Brown reported that the KHEAA Audit was completed and that Kentucky State is now fully funded, that the SACSCOC letter authorizing online instruction was received through December 31st, and that the USDE audit is complete and Kentucky State University is now in compliance with the three outstanding audit questions.
Other items of discussion included the completion of the Quattro Cavalli installation, NCAA's intention for fall sports, updates on performance funding and the strategic plan, and a voluntary five percent salary reduction for all members of the President's council. President Brown stated that the Budget Adjustment/RIF was successful in meeting the economic metrics while still saving a number of jobs. The ultimate number of job reductions was 34. He also said that salary employees will now be paid once a month to for a savings of $53,000 per year due to changes in the ADP contract.
President Brown reported that he consulted with a bankruptcy firm to obtain more information per a request from the April 23, 2020 special called meeting.
Chairperson Farris stated for the record, bankruptcy is not a discussion at Kentucky State University, but that it was brought to the attention of the Board several months ago that the Board should look at an attorney. However, Kentucky State University is not talking about bankruptcy, not looking into bankruptcy, and there is no reason to believe that bankruptcy is the case for Kentucky State University at this time.
IX. Board Recess for Committees
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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS Meeting of the Academic Affairs Committee Thursday, June 4, 2020 1:00 p.m.
USDA Cooperative Extension Building Kentucky State University Frankfort, Kentucky 40601
**MEETING WAS ALSO CONDUCTED BY TELECONFERENCE**
MINUTES *****
Call to Order
Regent Jantzen, Chair of the Academic Affairs Committee, called the meeting to order at 1:55 p.m.
Roll Call
Regent Dalton Jantzen, Chair Regent Mindy Barfield, Esq. Regent Kierra Donald Regent Elaine Farris, Ed.D. Regent Joe Moffett, Ph.D. Regent Roger Reynolds
Quorum was established.
Adoption of the Agenda
MOTION by Regent Barfield:
Move the Committee to adopt the agenda of the June 4, 2020 meeting of the Academic Affairs Committee.
Seconded by Regent Moffett and passed without dissent.
Agenda Item(s)
Action Item(s)
MOTION by Regent Farris:
Move the Committee to approve the Faculty Senate Constitution and Bylaws. Seconded by Regent Reynolds and passed without dissent.
MOTION by Regent Barfield:
Move the Committee to approve the Faculty Handbook. Seconded by Regent Donald and passed without dissent.
Regent Moffett abstained from the vote on the Faculty Handbook.
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MOTION by Regent Barfield: Move to approve Professorial Special Designations. Seconded by Regent Farris and passed without dissent.
MOTION by Regent Farris:
Move to approve the request to terminate the Center for Economic Education and Financial Literacy.
Seconded by Regent Barfield and passed without dissent.
Information Item(s):
Dr. Derek Greenfield, Vice President for Student Engagement and Campus Life, updated the Committee on the CPE Diversity Plan, stating that the old plan was revised and Kentucky State University is now in full compliance.
Dr. Beverly Schneller, Acting Provost and Vice-President for Academic Affairs, provided an update on the transition to online learning. She stated that responses to surveys allowed for the opportunity to find areas of growth among students and faculty.
President Brown updated the Committee on plans for fully re-opening. He stated that Kentucky State University's plan was drafted in consultation with CDC guidelines, American College Health Association guidelines, and Dr. Steven Stack, the Commissioner of Kentucky's Department for Public Health. He stated that it is the University's intention, to the greatest extent possible, for students to have a traditional fall experience. The plan will be forwarded to CPE and then to the Governor's office for approval.
Adjournment
MOTION by Regent Barfield:
Move the Academic Affairs Committee to adjourn. Seconded by Regent Reynolds and passed without dissent.
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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS Meeting of the Brand Identity and University Relations Committee
Thursday, June 4, 2020 1:00 p.m.
USDA Cooperative Extension Building Kentucky State University Frankfort, Kentucky 40601
**MEETING WAS ALSO CONDUCTED BY TELECONFERENCE**
MINUTES *****
Call to Order
Regent Reynolds, Chair of the Brand Identity and University Relations Committee, called the meeting to order at 2:19 p.m.
Roll Call
Regent Roger Reynolds, Chair Regent Ron Banks Regent Elaine Farris Regent Dalton Jantzen Regent Joe Moffett Present Present
Quorum was established.
Adoption of the Agenda
MOTION by Regent Farris:
Move the Committee to adopt the agenda of the June 4, 2020 Brand Identity and University Relations Committee Meeting. Seconded by Regent Jantzen and passed without dissent.
Agenda Item(s)
Action Item(s) NONE
Information Item(s) Ms. Clara Ross Stamps, Senior Vice President of Brand Identity and University Relations, presented the Quarterly Media and Brand Report. She began by expressing her gratitude to faculty, staff, and students for their work during the COVID-19 crisis.
SVP Stamps stated that Brand Identity has produced several projects including the Thorobred Strong letters, Onward and Upward, and a recruitment brochure for potential students. She also reported that campus would be receiving communication
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regarding a daily health assessments and that Personal Protective Equipment (PPE) would be available for the campus community.
Adjournment
MOTION by Regent Farris:
Move the Brand Identity and University Relations Committee to adjourn. Seconded by Regent Banks and passed without dissent.
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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS Meeting of the Executive and Audit Committee
Thursday, June 4, 2020 1:00 p.m.
USDA Cooperative Extension Building Kentucky State University Frankfort, Kentucky 40601
**MEETING WAS ALSO CONDUCTED BY TELECONFERENCE**
MINUTES *****
Call to Order
Regent Farris, Chair of the Executive and Audit Committee, called the meeting to order at 2:30 p.m.
Roll Call
Regent Elaine Farris, Chair Regent Ron Banks Regent Mindy Barfield Regent Paul Harnice Regent Dalton Jantzen Regent Roger Reynolds
Quorum was established.
Adoption of the Agenda
MOTION by Regent Jantzen: Move the Committee to adopt the agenda of the June 4, 2020 Executive and Audit Committee Meeting. Seconded by Regent Barfield and passed without dissent.
Agenda Item(s)
Action Item(s):
MOTION by Regent Barfield: Move the Committee to approve the Internal Audit Charter. Seconded by Regent Reynolds and passed without dissent.
MOTION by Regent Barfield:
Move the Committee to approve the Internal Audit Plan. Seconded by Regent Harnice and passed without dissent.
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Information Item(s) Mr. James Harris, Internal Auditor, updated the Board on the Internal Audit Report. He has completed four investigations and has been working closely with Douglas R. Allen II, Executive Vice President for Finance and Administration and CFO, on any issues that need to be addressed.
Adjournment
MOTION by Regent Jantzen:
Move the Executive and Audit Committee to adjourn.
Seconded by Regent Barfield and passed without dissent.
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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS Meeting of the Finance and Administration Committee
Thursday, June 4, 2020 1:00 p.m.
USDA Cooperative Extension Building Kentucky State University Frankfort, Kentucky 40601
**MEETING WAS ALSO CONDUCTED BY TELECONFERENCE**
MINUTES *****
Call to Order
Regent Mindy Barfield, Chair of the Finance and Administration Committee, called the meeting to order at 2:41 p.m.
Roll Call
Regent Mindy Barfield, Chair Regent Elaine Farris Regent Paul Harnice Regent Dalton Jantzen Regent Roger Reynolds Present Present
Quorum was established.
Adoption of the Agenda
MOTION by Regent Farris: Move the Committee to adopt the agenda of the June 4, 2020 Finance and Administration Committee Meeting. Seconded by Regent Reynolds and passed without dissent.
Approval of Minutes
MOTION by Regent Farris: Move the Committee to approve the minutes of the May 21, 2020 Special Called Meeting of the Finance and Administration Committee. Seconded by Regent Reynolds and passed without dissent.
Agenda Item(s)
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Action Item(s)
MOTION by Regent Barfield:
Move the Committee to approve the FY2021 Organizational Charts with the exception of the Organizational Charts related to Academic Affairs. Seconded by Regent Harnice and passed without dissent.
MOTION by Regent Farris:
Move the Committee to approve the FY2020-2021 Tuition & Fees. Seconded by Regent Reynolds and passed without dissent.
MOTION by Regent Reynolds:
Move the Committee to approve the FY2020-21 Operating Budget. Seconded by Regent Farris and passed with dissent.
Regent Harnice voted “no” on the motion to approve the FY2020-21 Operating Budget.
MOTION by Regent Barfield:
Move the Committee to approve the Staff Senate Constitution and Bylaws. Seconded by Regent Reynolds and passed without dissent.
Information Item(s) The Kentucky State University Foundation Annual Report was presented by Hon. Willie Peale, President, and Don Lyons, Executive Secretary/Treasurer. They stated that the annual report included the audit letter and that they were able to use funds for university and student support during the pandemic, including the COVID-19 Project.
President Brown updated the Board on the annual staff calendar and fall admissions. EVP Allen spoke about the quarterly budget update, the quarterly facilities update, and the quarterly HR update.
Adjournment
MOTION by Regent Reynolds: Move the Committee to adjourn. Seconded by Regent Harnice and passed without dissent.
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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS Meeting of the Governance Committee
Thursday, June 4, 2020 1:00 p.m.
USDA Cooperative Extension Building Kentucky State University Frankfort, Kentucky 40601
**MEETING WAS ALSO CONDUCTED BY TELECONFERENCE**
MINUTES *****
Call to Order
Regent Harnice, Chair of the Governance Committee, called the meeting to order at 4:13 p.m.
Roll Call
Regent Paul Harnice, Chair Regent Mindy Barfield Regent Elaine Farris Regent Chandee Felder Regent Syamala Reddy Regent Roger Reynolds
Quorum was established.
Adoption of the Agenda
MOTION by Regent Barfield: Move the Committee to adopt the agenda of the June 4, 2020 meeting of the Governance Committee. Seconded by Regent Farris and passed without dissent.
Agenda Item(s)
Action Item(s) NONE
Information Item(s): Dr. Rachelle Johnson, Director of Government Relations, presented the 2020 General Assembly Review and the Proposed 2021 Legislative Agenda. She stated that there may be unanticipated items on the legislative agenda due to COVID-19.
Adjournment
MOTION by Regent Barfield: Move the Governance Committee to adjourn. Seconded by Regent Felder and passed without dissent.
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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS Meeting of the Institutional Advancement Committee Thursday, June 4, 2020 1:00 p.m.
USDA Cooperative Extension Building Kentucky State University Frankfort, Kentucky 40601
**MEETING WAS ALSO CONDUCTED BY TELECONFERENCE**
MINUTES *****
Call to Order
Regent Banks, Chair of the Institutional Advancement Committee, called the meeting to order at 4:23 p.m.
Roll Call
Regent Ron Banks, Chair Present Regent Elaine Farris Present Regent Chandee Felder Present Regent Paul Harnice Present Regent Syamala Reddy Present Regent Roger Reynolds
Quorum was established.
Adoption of the Agenda
MOTION by Regent Harnice: Move the Committee to adopt the agenda of the June 4, 2020 Meeting of the Institutional Advancement Committee Seconded by Regent Reynolds and passed without dissent.
Agenda Item(s)
Action Item(s) NONE
Information Item(s): Representatives from ARGI updated the Committee on the Kentucky State University's End of Year Endowment Performance Report.
SVP Stamps reported that the total funds to the COVID-19 fund is over $60,000 and 150 individuals from the campus community made contributions. The fund serviced over 110 students.
SVP Stamps informed the Institutional Advancement Committee that the Kentucky State University National Alumni Association recently held elections. Richard Graves was re-
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elected President, Dr. Linda Wyhe will serve as Vice-President, Aaron Terrell will serve as Treasurer, Renee Micou will serve as the Financial Secretary, Roxlauna Brown will serve as Secretary, and Keushum Willingham will serve as Member-at-Large.
Adjournment
MOTION by Regent Farris.
Move the Governance Committee to adjourn.
Seconded by Regent Reynolds and passed without dissent.
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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS Meeting of the Student Engagement and Campus Life Committee
Thursday, June 4, 2020 1:00 p.m.
USDA Cooperative Extension Building Kentucky State University Frankfort, Kentucky 40601
**MEETING WAS ALSO CONDUCTED BY TELECONFERENCE**
MINUTES *****
Call to Order
Regent Farris, Chair of the Student Engagement and Campus Life Committee, called the meeting to order at 4:35 p.m.
Roll Call
Regent Elaine Farris, Chair Regent Ron Banks Regent Kierra Donald Regent Chandee Felder Regent Paul Harnice Regent Dalton Jantzen Present Present Present Present Present
Quorum was established.
Adoption of the Agenda
MOTION by Regent Felder:
Move the Committee to adopt the Agenda of the June 4, 2020 the Student Engagement and Campus Life Committee Meeting.
Seconded by Regent Banks and passed without dissent.
Agenda Item(s)
Action Item(s)
MOTION by Regent Felder: Move to approve the 2020-2021 Student Handbook. Seconded by Regent Donald and passed without dissent.
Information Item(s): Dr. Greenfield provided an update on Student Engagement activities. He stated Student Engagement was able to safely hold over 40 events since the pandemic. He also said that he plans on conducting training for faculty and staff on
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how to respond to students with empathy during the COVID-19 crisis and period of racial trauma.
Adjournment
MOTION by Regent Reynolds:
Move the Student Engagement and Campus Life Committee to adjourn. Seconded by Regent Donald and passed without dissent.
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X. Board Reconvening from Committees
MOTION by Regent Felder: Move to reconvene after committee meetings. Seconded by Regent Reddy and passed without dissent.
XI. Approval of Committee Actions and Reports
MOTION by Regent Reddy:
Move to approve all committee actions and reports as stated in the committee meetings. Seconded by Regent Donald and passed without dissent.
XII. Closed Session
MOTION by Regent Barfield:
Move to go into Executive Session to discuss personnel matters and pending litigation pursuant to KRS 61.810 (1) (c) (Kentucky Open Meetings Act).
Seconded by Regent Harnice and passed without dissent.
XIII. Open Session
MOTION by Regent Reynolds:
Move the Board to reconvene in General Session.
Seconded by Regent Banks and passed without dissent.
XIV. Public Actions
There were no legal actions or settlements to be approved. The presentation for retiring Board of Regent members was postponed due to COVID-19.
XVI. Adjournment
MOTION by Regent Reddy:
Move the Board to adjourn.
Seconded by Regent Donald and passed without dissent.
Submitted by:
Elaine Harris
Dr. M. Christopher Brown II, Board Secretary Kentucky State University Board of Regents
Board of Regents Approved with no corrections Approved with corrections
Approved with no corrections
Dr. Elaine Farris, Chair
Kentucky State University
Board of Regents
___ Approved with corrections