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Kentucky State University
Board of Regents Meeting
External Relations and Development Committee
January 24, 2014
Regent Chuck Whitehead, Chairperson
Regent Elgie McFayden
Regent Phyllis Williams
Mr. Hinfred McDuffie, Staff
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KENTUCKY STATE UNIVERSITY
Regular Meeting of the
Board of Regents
External Relations and Development Committee
January 24, 2014
9:00 am to 10:00 am
Board Room - Academic Services Building
Frankfort, Kentucky
MEETING INDEX
Section Page
D1 Action Item: External Relations and Development Committee Meeting Minutes (October 25, 2013)
D2 Executive Summary Report
D3 Executive Contributions Report Alumni Relations Report
D4 Auxiliary Enterprises Report Capital Planning, Construction and Facility Operations Report
D5 Communications Report
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KENTUCKY STATE UNIVERSITY
Regular Meeting of the
Board of Regents
External Relations and Development Committee
January 24, 2014
9:00 am to 10:00 am
Board Room – Academic Services Building
Frankfort, Kentucky
Call to Order
Roll Call
Opening Remarks
Approval of Minutes
Executive Summary Report
Discussion
Adjournment
AGENDA
Regent Charles Whitehead, Chairperson
Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development
Regent Charles Whitehead, Chairperson
Regent Charles Whitehead, Chairperson
Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development
Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development
___
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D1
Agenda Item Background
| To: | Board of Regents External Relations and Development | Date: January 24, 2014 |
|---|---|---|
| From: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development | |
| Subject: | Committee Meeting Minutes (Oct. 25, 2013) | |
| Reason for Consideration: | Approval | Enclosures: Yes |
Background:
The minutes of the External Relations and Development Committee meeting of October 24, 2013, require approval in order to become an official part of the committee's records.
Recommendation:
That the External Relations and Development Committee approve the minutes of the October 25, 2013, meeting.
Approval
| Initiator: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development |
|---|---|
| Board Action Date: | January 24, 2014 |
| Effective Date: | January 24, 2014 |
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D1
KENTUCKY STATE UNIVERSITY
Regular Meeting of the
Board of Regents
External Relations and Development Committee
January 25, 2013
9:00 a.m.
Board Room – Academic Services Building
Frankfort, Kentucky
MINUTES
Regent Phyllis Williams called the External Relations and Development Committee meeting of the Kentucky State University Board of Regents to order at 8:00 a.m. on October 25, 2013.
Regent Phyllis Williams asked Mr. Hinfred McDuffie, Executive Vice President for Administration, to call roll:
Charles Whitehead
Phyllis Williams
Elgie McFayden
Present Present
A quorum was declared.
Presentations:
Mr. McDuffie introduced staff members of the Division of Administration, External Relations and Development for area reports as follows:
The Communications Report was presented by Ms. Felicia Lewis, Assistant Vice President for Communications and Publications.
The Auxiliary Enterprises Report was presented by Mr. McDuffie in the absence of Mr. Harold Hayes, Executive Director of Auxiliary Services.
The Capital Planning, Construction and Facility Operations Report was presented by Mr. Jack McNear, Associate Vice President for Capital Planning, Construction and Facility Operations. Regent Whitehead inquired about the schedule for the pedestrian walkway. Mr. McNear responded that the utility movement and the design phase are being completed concurrently, and the anticipated start for construction is the end of March.
The Alumni Relations and Development reports were presented by Mr. William Wilson, Associate Vice President for Development and Major Gifts. Mr. Wilson distributed materials about the Dr. Henry E. Cheaney Legacy Plaza brick paver project.
The Endowment Summary report was presented by Ms. LouAnn Atlas and Mr. James Fereday of Fifth Third Bank.
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Action:
Regent Whitehead asked for approval of the minutes from the July 26, 2013, External Relations and Development Committee. The minutes were approved.
The meeting was adjourned at 8:57 a.m. by Regent Whitehead.
Submitted by:
| Submitted by. | Approved by: |
|---|---|
| Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development | Regent Charles Whitehead, Chairperson External Relations and Development Committee |
| . | Approved with no corrections |
| . | Approved with corrections |
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D2
Agenda Item Background
| To: | Board of Regents External Relations and Development | Date: January 24, 2014 |
|---|---|---|
| From: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development | |
| Subject: | Executive Summary Report | |
| Reason for Consideration: | Informational Item | Enclosures: Yes |
Background:
N/A
Recommendation:
Informational
Informational Item
| Initiator: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development |
|---|---|
| Board Action Date: | January 24, 2014 |
| Effective Date: | January 24, 2014 |
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D2
KENTUCKY STATE UNIVERSITY
Regular Meeting of the
Board of Regents
External Relations and Development Committee
January 24, 2014
9:00 a.m.
Board Room – Academic Services Building
Frankfort, Kentucky
EXECUTIVE SUMMARY
During the period of July 1, 2013, through December 31, 2013, Kentucky State University received contributions in the amount of $218,622 from 329 contributors – alumni, employees, university friends, corporations, foundations and organizations. The amount received for Uniting Generations . . . Securing Futures – A Capital Campaign for Kentucky State University is $5,088,469 from 2,897 contributors.
The Office of Alumni Relations processed the following memberships through the second quarter of the fiscal year: 624 annual/associate, 288 complimentary to new graduates, 316 life and 45 subscribing life for a total of 1,273 KSU National Alumni Association financial members. The K-Club has 45 members. There were mass mailings to alumni for the following purposes: Permanent Alumni Scholarship Fund solicitation (613 packages), Homecoming (8,628), K-Club (1,264), Classes in Reunion (1,302) and miscellaneous mailings (5,157). The alumni association currently has 24 affiliate chapters.
Auxiliary Enterprises reports that housing occupancy was at 90 percent with 919 students at the end of December.
Capital Planning, Construction and Facility Operations had 50 major projects in progress, of which 25 projects have been completed.
The university was covered in 335 newspaper articles in Kentucky. The advertising equivalency dollar amount (or cost saving) for the newspaper coverage of KSU was $4,817,109. The university also was covered in 71 television news stories reaching a Nielsen audience of 1,465,794 for a total ad equivalency of $18,511 or total publicity value of $55,527. There were 58 messages posted on KSU's electronic message board and 57 press releases sent to the media.
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D3
Agenda Item Background
| To: | Board of RegentsExternal Relations and Development | Date:January 24, 2014 |
|---|---|---|
| From: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development | |
| Subject: | Executive Contributions ReportAlumni Relations Report | |
| Reason for Consideration: | Informational Item | Enclosures: Yes |
Background:
N/A
Recommendation:
Informational
Informational Item
| Initiator: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development |
|---|---|
| Board Action Date: | January 24, 2014 |
| Effective Date: | January 24, 2014 |
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D3
KENTUCKY STATE UNIVERSITY
DIVISION OF ADMINISTRATION, EXTERNAL RELATIONS AND DEVELOPMENT
OFFICE OF DEVELOPMENT
CONTRIBUTIONS REPORT
FY2014 Second Quarter
July 1, 2013 – December 31, 2013
| Constituency Type | Total Dollars Raised July 1, 2012 – December 31, 2012 | Total Dollars Raised July 1, 2013 – December 21, 2013 | Total Participation July 1, 2012 – December 31, 2012 | Total Participation July 1, 2013 – December 31, 2013 |
|---|---|---|---|---|
| Alumni | $102,076.38 | $61,690.21 | 182 | 203 |
| Corporations | $5,100.00 | $8,792.50 | 2 | 7 |
| Employees | $7,792.10 | $4,135.29 | 9 | 29 |
| Foundations | $555,000.00 | $19,928.46 | 4 | 13 |
| Organizations | $1,029.94 | $6,200.00 | 4 | 8 |
| University Friends | $14,829.66 | $117,906.00 | 57 | 69 |
| TOTAL | $685,828.08 | $218,622.46 | 258 | 329 |
Annual Giving
Total Dollars Raised
Comparison Graph
CAPITAL CAMPAIGN GIVING
| Constituency Type | Total Dollars Raised July 1, 2010 – December 31, 2013 | Total Participation July 1, 2010 – December 31, 2013 |
|---|---|---|
| Alumni | $553,913.49 | 1203 |
| Corporations | $2,598,690.50 | 493 |
| Employees | $157,418.76 | 372 |
| Foundations | $927,909.16 | 120 |
| Organizations | $607,926.84 | 334 |
| University Friends | $242,610.59 | 375 |
| Total | $5,088,469.34 | 2897 |
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D3
KENTUCKY STATE UNIVERSITY
Regular Meeting of the
Board of Regents
External Relations and Development Committee
January 24, 2014
9:00 am to 10:00 am
Board Room – Academic Services Building
Frankfort, Kentucky
ALUMNI RELATIONS REPORT
National Alumni Association Membership
K Club Membership
National Alumni Association Chapter Revitalization
FY 2013 FY2014
Total Alumni Chapters 24 24
New / Revitalized Alumni Chapters 0 0
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D4
Agenda Item Background
| To: | Board of RegentsExternal Relations and Development | Date:January 24, 2014 |
|---|---|---|
| From: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development | |
| Subject: | Auxiliary Enterprises Report & Capital Planning, Construction and Facility Operations Report | |
| Reason for Consideration: | Informational Item | Enclosures: Yes |
Background:
N/A
Recommendation:
Informational
Informational Item
| Initiator: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development |
|---|---|
| Board Action Date: | January 24, 2014 |
| Effective Date: | January 24, 2014 |
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D4
KENTUCKY STATE UNIVERSITY
Regular Meeting of the
Board of Regents
External Relations and Development Committee
January 24, 2014
9:00 am to 10:00 am
Board Room – Academic Services Building
Frankfort, Kentucky
AUXILIARY ENTERPRISES REPORT
As of December 31, 2013, Auxiliary Enterprises has recorded revenues as follows:
| Prior Year YTD | Current Year YTD | Variance | |
|---|---|---|---|
| Food Services | 2,542,000 | 2,981,000 | 439,000 |
| Housing | 2,953,000 | 3,149,000 | 196,000 |
| Bookstore | 75,000 | 75,000 | (0) |
| Facility Usage | 12,000 | 9,000 | 3,000 |
| Laundry | 23,000 | 22,000 | (1,000) |
The Housing and Food Service variance is due to a higher student count over the previous year. A portion of the food service variance is related to a meal-plan increase. Housing occupancy at the end of December was at 90 percent with 919 students, compared to 821 during the previous year. The housing occupancy portion of the total enrollment is 36 percent compared to 33 percent during the previous year.
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D4
KENTUCKY STATE UNIVERSITY
Regular Meeting of the
Board of Regents
External Relations and Development Committee
January 24, 2014
9:00 am to 10:00 am
Board Room – Academic Services Building
Frankfort, Kentucky
CAPITAL PLANNING, CONSTRUCTION AND FACILITY OPERATIONS REPORT
ID Project Name Duration Start Finish 2012 2013 2014 2015 2016
Apr Jul Oct Apr Jul Oct Apr Jul Oct Apr Jul Oct Apr Jul Oct
1 Russell Court Interior Renovation 760 days 02/01/14 12/29/16
2 Alumni Stadium Office Building Roof Replacement 2013 91 days 11/01/13 03/07/14
3 Jordan Warehouse Roof Replacement 2013 176 days 03/01/13 11/01/13
4 Russell Court Roof Replacement 2013 91 days 03/01/13 07/05/13
5 Betty White Additional Parking 218 days 08/01/12 05/31/13
6 New Parking Lot by McCullin 175 days 10/01/12 05/31/13
7 Bradford Hall Little Theater Renovation to Large Seminar Classroom 91 days 01/01/14 05/07/14
8 Cheaney Memorial Plaza 362 days 01/11/13 05/31/14
9 Pedestrian Bridge over US 60 274 days 09/01/13 09/17/14
10 Refurbish Exum Gym Basketball Court 29 days 03/07/13 04/16/13
11 Atwood Research Interior Renovation 327 days 10/01/13 12/31/14
12 Interpretive Center KSU Downtown Annex 240 days 10/01/13 08/31/14
13 Repair Cooperative Extension Building Roof 195 Days 10/01/13 06/30/14
14 Intersection Realignment Langford and Douglas Ave 336 Days 08/01/14 08/31/15
15 Privatized Student Housing 392 Days 12/01/13 05/31/15
50 Projects
In Progress
Completed
| 50 Projects | 8 |
|---|---|
| In Progress | 2 |
| Com- | 50 |
15
25
| On Hold | 8 |
|---|---|
| Canceled | 2 |
| Total | 50 |
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Agenda Item Background
| To: | Board of Regents External Relations and Development | Date: January 24, 2014 |
|---|---|---|
| From: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development | |
| Subject: | Communications Report | |
| Reason for Consideration: | Informational Item | Enclosures: Yes |
D5
Background:
N/A
Recommendation:
Informational
Informational Item
| Initiator: | Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development |
|---|---|
| Board Action Date: | January 24, 2014 |
| Effective Date: | January 24, 2014 |
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KENTUCKY STATE UNIVERSITY
Regular Meeting of the
Board of Regents
External Relations and Development Committee
January 24, 2014
9:00 am to 10:00 am
Board Room – Academic Services Building
Frankfort, Kentucky
COMMUNICATIONS REPORT
Newspaper Coverage in Kentucky
Number of Stories - 335
Ad Equivalency - $4,817,108.66
Television Coverage in Kentucky
| Number of Stories | - | 71 |
|---|---|---|
| Ad Equivalency | - | $18,511 |
| Nielsen Audience | - | 1,465,794 |
Quarter To Quarter Coverage
Newspaper Coverage in Kentucky
| Quarter | Total # Stories | Positive | Negative | Neutral |
|---|---|---|---|---|
| Second Quarter Fiscal Year 2013-2014 | 187 | 85% | 8% | 7% |
| First Quarter Fiscal Year 2013 - 2014 | 148 | 78% | 4% | 18% |
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Television News Coverage in Kentucky
| Quarter | Total # Stories | Positive | Negative | Neutral |
|---|---|---|---|---|
| Second Quarter Fiscal Year 2013-2014 | 36 | 69% | 3% | 28% |
| First Quarter Fiscal Year 2013 - 2014 | 35 | 77% | 23% | 0% |
Marketing
STRATEGIC / MARKET IMPACT
| Advertising / Marketing Mode | MARKET | TIME PERIOD | MARKET IMPACT |
|---|---|---|---|
| Billboards (4) | Frankfort – various locations in city | Annual | 12,834,332 Impressions |
| I-64 near Frankfort Exit 58 | Annual | 12,096,000 Impressions | |
| Airport Displays | Louisville International Airport | Annual | 3.4 million Passengers |
| Blue Grass Airport (Lexington) | Annual | 414,721 Passengers |
*Reach means the percentage of population who saw the commercial.
Publications
(artwork and printed materials)
Development/Alumni Printed Materials – Materials produced for six campaigns/events – 8
Printed materials produced for university events – 44
Communication pieces – 12
President's Report to the Board – 2
Good News Newsletter for CPE – 2
O Hoofbeats - 1
Program/Departmental Newsletters & Brochures – 8
Marketing and advertisement pieces produced – 28
Designs for general university operations – 10
Business cards produced – 67
Electronic Communications
Electronic message board postings – 58 messages: 55 KSU messages / 3 community messages
Press Releases – 57
KyForward online newspaper – 5 stories plus advertisements
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