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Kentucky State University

Board of Regents Meeting

External Relations and Development Committee

October 25, 2013

Regent Chuck Whitehead, Chairperson

Regent Phyllis Williams

Regent Elgie McFayden

Mr. Hinfred McDuffie, Staff

8:30 am to 9:00 am

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee October 25, 2013 8:30 am to 9:00 am Board Room – Academic Services Building Frankfort, Kentucky

MEETING INDEX

Section Page D1 Agenda 3 D2 Action Item: External Relations and Development Committee Meeting Minutes (July 26, 2013) 4 D3 Executive Summary Report 7 D4 Executive Contributions Report 9 D5 Auxiliary Enterprises Report 12 Capital Planning, Construction and Facility Operations Report D6 Communications Report 15

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee October 25, 2013 8:30 am to 9:00 am Board Room – Academic Services Building Frankfort, Kentucky

AGENDA

1. Call to Order
2. II.Roll Call
3. III.Opening Remarks
4. IV.Approval of Minutes July 26, 2013 Meeting
5. V.Executive Summary Report

- Endowment Management Report Mr. Hinfred McDuffie, Executive Vice President for Administration, External Affairs, and Development

VI. Adjournment

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

D2

Agenda Item Background

Background:

The minutes of the External Relations and Development Committee meeting of July 26, 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 July 26, 2013, meeting.

Approval

Kentucky State University Regular External Relations and Development Committee Meeting Board of Regents External Relations and Development Committee 8:30 am to 9:00 am July 26, 2013 Board Room, Academic Services Building Frankfort, Kentucky

MINUTES

Regent Charles Whitehead called the meeting of the Kentucky State University Board of Regents External Relations and Development Committee to order at 9:03 a.m. on Friday, July 26, 2013. Mr. Hinfred McDuffie, Executive Vice President for Administration, called roll:

Regent David Guarnieri, absent Regent Charles Whitehead, present Regent Phyllis Williams, present

Two of the three regents were present. A quorum was established.

Action:

Regent Whitehead asked the committee to approve the minutes of the April 26, 2013, External Relations and Development Committee minutes. The minutes were approved.

Presentations:

Mr. McDuffie introduced the Division of Administration, External Relations and Development staff for area reports as follows:

The Communications report was presented by Ms. Felicia Lewis, Assistant Vice President for Communications and Publications. Regent LaVaughn Henry asked, going forward, that the Communications Report contain trend data of newspaper and television coverage from quarter to quarter.

The Auxiliary Enterprises report was presented by Mr. Harold Hayes, Executive Director of Auxiliary Enterprises.

Regent Whitehead asked about projections for Fall 2013 housing occupancy and whether or not there are any mandatory requirements for students to live in campus housing. Mr. Hayes responded that Fall 2013 occupancy was at 80 percent to date, based on applications and deposits received up to that point. He said further that all freshmen and sophomore students are required to live on campus unless they qualify for exception based on university policy.

Regent Henry asked for a report of the number of students enrolled at the university who are required to live in university housing versus the number of actual occupancy in future reports.

Regent Karen Bearden asked whether or not Auxiliary Enterprises surveys students who live in university housing. Mr. McDuffie responded that it is the practice of the Office of Residence Life to survey students two times per year. He said that survey data has been positive overall and that the main concerns of students are related to noise levels and dissatisfaction in room type.

The Capital Planning, Construction and Facility Operations report was presented by Mr. McDuffie in the absence of Mr. Jack McNear, Associate Vice President for Capital Planning, Construction and Facility Operations.

Regent Whitehead asked about the completion of additional parking lots and whether this will significantly impact the parking problem on campus. Mr. McDuffie responded that the McCullin Hall parking lot was completed during the previous academic year. The two newest parking lots will be used for the first time during Fall 2013.

Regent Bearden asked about parking lot security. Mr. McDuffie responded that security cameras have existed for all parking areas and that services have been contracted to add cameras to the additional parking areas.

The Alumni Relations and Development reports were presented by Mr. William Wilson, Associate Vice President for Development and Major Gifts.

Regent Whitehead expressed an interest in seeing trend data for the percentage of alumni who give to the university and the percentage of alumni with membership in the National Alumni Association by graduation decade.

The Endowment Summary report was presented by Mr. John Shasky and Mr. James Fereday of Fifth Third Bank.

The meeting was adjourned at 9:57 a.m. by Regent Whitehead.

Submitted by:

Approved by:

Mr. Hinfred McDuffie, Executive Vice President External Relations and Development for Administration Regent Charles Whitehead, Chairperson External Relations and Development Committee

Regent Charles Whitehead, Chairperson External Relations and Development Committee

___

Approved with no corrections

_____ Approved with corrections

D3

Agenda Item Background

Background:

N/A

Recommendation:

Informational Item

KENTUCKY STATE UNIVERSITY Regular Meeting of the Board of Regents External Relations and Development Committee October 25, 2013 8:30 am to 9:00 am Board Room – Academic Services Building Frankfort, Kentucky

EXECUTIVE SUMMARY

During the period of July 1, 2013, through September 30, 2013, Kentucky State University received contributions in the amount of $44,594 from 199 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 $4,918,700.

The Office of Alumni Relations processed the following memberships for the first quarter of the fiscal year: 619 annual/associate, 288 complimentary to new graduates, 311 life and 45 subscribing life for a total of 1,263 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 (1,278) and miscellaneous mailings (5,157). A total of 8,516 electronic communications have been sent. The alumni association currently has 24 affiliate chapters.

Auxiliary Enterprises reports that housing occupancy was at 90 percent with 925 students at the end of September.

Capital Planning, Construction and Facility Operations had 51 major projects in progress, of which 22 projects were completed.

The university was covered in 148 newspaper articles in Kentucky. The advertising equivalency dollar amount (or cost savings) for the newspaper coverage of KSU was $2,070,244. The university also was covered in 35 television news stories reaching a Nielsen audience of 802,745 for a total ad equivalency of $9,479 or total publicity value of $28,437. There were 24 messages posted on KSU's electronic message board and 32 press releases sent to the media.

D4

Agenda Item Background

Background:

N/A

Recommendation:

Informational Item

CONTRIBUTIONS REPORT FY 2014 First Quarter July 1, 2013 - September 30, 2013

Annual Giving Total Dollars Raised Comparison Graph

July 1, 2012 - September 30, 2012 to July 1, 2013 - September 30, 2013

CAPITAL CAMPAIGN GIVING

National Alumni Association Membership

K Club Membership

National Alumni Association Chapter Revitalization

Alumni Relations Office Communications

D5

Agenda Item Background

Background:

N/A

Recommendation:

Informational Item

Kentucky State University Auxiliary Enterprises Report July 2013 – September 2013

As of September 30, 2013, Auxiliary Enterprises has recorded revenues as follows:

The Food Services and Housing variances are due to a higher student count over the previous year. Food Services had an increase in its meal plan, therefore a portion of the food-service variance is related to the meal-plan increase. Housing occupancy at the end of September was at 90 percent with 925 students compared to 840 in 2012. Housing occupancy percentage of total enrollment is 37 percent compared to 33 percent in 2012.

Capital Planning, Construction and Facility Operations

October 25, 2013

ID Project Name Duration Start Finish 2012 2013 2014 2015 2016

Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul

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 175 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 303 days 08/01/12 05/31/13

6 New Parking Lot by McCullin Hall 242 days 10/01/12 05/31/13

7 New Women's Softball Field at Jones Field 91 days 03/01/14 07/04/14

8 Bradford Hall Little Theater Renovation to Large Seminar Classroom 91 days 01/01/14 05/07/14

9 Cheaney Memorial Plaza 362 days 01/11/13 05/31/14

10 Pedestrian Bridge over US 60 274 days 09/01/13 09/17/14

11 Feasibility of Constructing a Centralized Mail Hub in Student Center Basement 136 days 04/01/13 10/07/13

12 Refurbish Exum Gym Basketball Court 40 days 03/07/13 04/16/13

13 Atwood Research Interior Renovation 420 days 10/01/13 12/31/14

14 Interpretive Center KSU Downtown Annex 300 days 10/01/13 08/31/14

15 Repair Cooperative Extension Building Roof 240 Days 10/01/13 06/30/14

In Progress 21 On Hold 6

Completed 22 Canceled 2

Total 51

D6

Agenda Item Background

Background:

N/A

Recommendation:

Informational Item

KSU Media Coverage July 2013 – September 2013

Quarter To Quarter Coverage

Newspaper Coverage in Kentucky

Television News Coverage in Kentucky

MARKETING AND PUBLICATIONS STRATEGIC / MARKET IMPACT

*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
• Printed materials produced for university events – 18
• Communication pieces – 8
• ○ President's Report to the Board – 1
• ○ Good News Newsletter for CPE – 1
• o Hoofbeats - 1
• Program/Departmental Newsletters & Brochures – 5
• Marketing and advertisement pieces produced – 19
• Designs for general university operations – 6
• Business cards produced – 35

ELECTRONIC COMMUNICATIONS

Electronic message board postings – 24 messages: 22 KSU messages / 2 community

messages

Press Releases – 32