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Kentucky State University
Board of Regents Meeting
External Relations and Development Committee
July 26, 2013
Regent Charles Whitehead, Chairperson
Regent David Guarnieri
Regent Phyllis Williams
Mr. Hinfred McDuffie, Staff
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KENTUCKY STATE UNIVERSITY Regular Meeting of the External Relations and Development Committee Board of Regents July 26, 2013 9:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky
INDEX
A1 Action Item: External Relations and Development Committee Meeting Minutes – April 26, 2013 A2 Executive Summary Report A3 Reports: Executive Contributions / Alumni Relations A4 Reports: Auxiliary Enterprises Capital Planning, Construction and Facility Operations A5 Report: Communications
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External Relations and Development Committee Board of Regents July 26, 2013 9:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky
Call to Order
Roll Call
Opening Remarks
Action Items: Approval of Minutes
- April 26, 2013 Meeting Regent Charles Whitehead
Executive Summary Report
Endowment Management Report Hinfred McDuffie
Discussion
Adjournment
Regent Charles Whitehead, Chairperson
Hinfred McDuffie, Executive Vice President for Administration
Regent Charles Whitehead
Regent Charles Whitehead
Hinfred McDuffie
Regent Charles Whitehead
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Agenda Item Background
A1
To:Board of Regents External Relations and Development CommitteeDate: July 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:April 26, 2013 Committee Minutes
Reason for Consideration:ApprovalEnclosures: Yes
Background:
The minutes of the External Relations and Development Committee meeting of April 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 April 26, 2013, meeting.
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:July 26, 2013
Effective Date:July 26, 2013
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Kentucky State University Board of Regents External Relations and Development Committee 9 a.m., April 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 a.m. on Friday, April 26, 2013. Mr. Hinfred McDuffie, Executive Vice President for Administration, called roll:
Regent Ronald Banks, present Regent David Guarnieri, present Regent Charles Whitehead, present Regent Phyllis Williams, absent
Three of the four regents were present. A quorum was established.
Action:
Motion to approve the October 26, 2012, and January 25, 2013, External Relations and Development Committee minutes was made by Regent Guarnieri and seconded by Regent Banks. The motion passed.
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.
The Auxiliary Enterprise report was presented by Mr. Harold Hayes, Executive Director of Auxiliary Enterprise.
The Information Technology report was presented by Mr. Edward Fields, Director of Information Technology.
Mr. McDuffie said this would be the last Information Technology report to the External Relations and Development Committee. The university had hired a Chief Information Officer, who would report to the President's Office.
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The Capital Planning, Construction and Facility Operations report was presented by Mr. Jack McNear, Associate Vice President for Capital Planning, Construction and Facility Operations.
The Alumni Relations and Development reports were presented by Mr. William Wilson, Associate Vice President for Development and Major Gifts.
Mr. McDuffie presented a proposal to increase the university's board rate beginning Fall 2013. The motion to approve the board rate increase request for action by the full Kentucky State University Board of Regents was passed by the committee.
The Endowment Summary report was presented by Ms. LouAnn Atlas and Mr. James Fereday of Fifth Third Bank.
The meeting was adjourned at 10:13 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
__ __ Approved with no corrections
_____ Approved with corrections
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Agenda Item Background
A2
To:Board of Regents External Relations and Development CommitteeDate: July 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Executive Report
Reason for Consideration:InformationalEnclosures: Yes
Background:
Recommendation:
Informational
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:July 26, 2013
Effective Date:July 26, 2013
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Kentucky State University Division of External Relations and Development Report to the Board of Regents
July 26, 2013
EXECUTIVE SUMMARY
During the period of July 1, 2012, through June 30, 2013, Kentucky State University received contributions in the amount of $1,598,061 from 726 contributors – alumni, employees, university friends, corporations, foundations and organizations. Scholarships received the largest portion of the donations in the amount of $1,364,913. The amount received for the Uniting Generations . . . Securing Futures – A Capital Campaign for Kentucky State University was $4,855,371.
The Office of Alumni Relations processed the following memberships through the fourth quarter of the fiscal year: 646 annual/associate, 356 complimentary to new graduates, 311 life and 44 subscribing life for a total of 1,357 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 (1,312 packages), Homecoming (8,612), K-Club (1,228), Classes in Reunion (4,020) and miscellaneous mailings (5,157). A total of 9,879 electronic communications have been sent. The alumni association currently has 24 affiliate chapters.
Auxiliary Enterprise reports that housing occupancy was at 71 percent with 727 students at the end of the academic year.
Capital Planning, Construction and Facility Operations had 27 major projects in progress, of which 19 projects were completed. The department also received 2,763 work orders (an average of 53 per week), with 89 percent completed through the fourth quarter.
The university was covered in 791 newspaper articles in Kentucky. The advertising equivalency dollar amount (or cost saving) for the newspaper coverage of KSU was $7,661,166. The university also was covered in 93 television news stories reaching a Nielsen audience of 1,819,788 for a total ad equivalency of $31,163 or total publicity value of $93,486. There were 162 messages posted on KSU's electronic message board and 66 press releases sent to the media.
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Agenda Item Background
A3
To:Board of Regents External Relations and Development CommitteeDate: July 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Executive Contribution and Alumni Relations Report
Reason for Consideration:InformationalEnclosures: Yes
Background:
Recommendation: Informational
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:July 26, 2013
Effective Date:July 26, 2013
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Kentucky State University Division of Administration, External Relations and Development
CONTRIBUTIONS REPORT FY 2013 Fourth Quarter July 1, 2012 - June 30, 2013
Constituency TypeTotal Dollars Raised July 1, 2011 - June 30, 2012Total Dollars Raised July 1, 2012 - June 30, 2013Total Participation July 1, 2011 - June 30, 2012Total Participation July 1, 2012 - June 30, 2013Percentage of Alumni Giving
Alumni$154,538.00$141,320.812873393.92%
Corporations$2,027,419.00$538,779.043932
Employees$110,721.00$31,608.03120136
Foundations$87,035.00$716,468.006631
Organizations$176,723.00$124,330.7225289
University Friends$168,601.00$45,554.6610299
TOTAL$2,725,037.00$1,598,061.26866726
Donor Designation Breakdown
Donor DesignationTotal Dollars RaisedTotal Dollars Raised
July 1, 2011 -July 1, 2012 -
June 30, 2012June 30, 2013
Unrestricted$2,042,356.00$130,639.00
Scholarships$405,770.00$1,364,913.05
Other$276,911.00$102,509.21
TOTAL$2,725,037.00$1,598,061.26
Annual Giving Total Dollars Raised Comparison Graph
July 1, 2011 - June 30, 2012 to July 1, 2012 - June 30, 2013
CAPITAL CAMPAIGN GIVING
Constituency Type Total Dollars Raised Total Participation
July 1, 2010 - June 30, 2013 July 1, 2010 - June 30, 2013
Alumni $ 497,360.28 993
Corporations $ 2,587,878.00 480
Employees $ 162,669.72 405
Foundations $ 879,753.00 96
Organizations $ 598,823.76 319
University Friends $ 128,886.37 319
Total: $ 4,855,371.13 2612
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KENTUCKY STATE UNIVERSITY DIVISION OF ADMINISTRATION, EXTERNAL RELATIONS AND DEVELOPMENT OFFICE OF ALUMNI RELATIONS
National Alumni Association Membership
K Club Membership
National Alumni Association Chapter Revitalization
First Quarter
FY 2012FY 2013
Total Alumni Chapters2424
New / Revitalized Alumni Chapters20
Alumni Relations Office Communications
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Agenda Item Background
A4
To:Board of Regents External Relations and Development CommitteeDate: July 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Auxiliary Enterprise & Capital Planning Reports
Reason for Consideration:InformationalEnclosures: Yes
Background:
Recommendation: Informational
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:July 26, 2013
Effective Date:July 26, 2013
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Kentucky State University Auxiliary Enterprise Report July 2012 - June 2013
As of June 30, 2013, Auxiliary Enterprise has recorded revenues as follows:
Prior Year YTDCurrent Year YTDVariance
Food Services3,019,0002,547,000(472,000)
Housing3,302,0002,966,000(336,000)
Bookstore153,000153,000(0)
Facility Usage45,00020,000(25,000)
Laundry41,00050,000(9,000)
Vending1,0002,000(1,000)
The Food Services and Housing variances are due to the decrease in student count. Housing occupancy at the end of the academic year was at 71 percent with 727 students compared to 879 students in 2012.
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Capital Planning, Construction and Facility Operations July 27, 2013
ID Project Name Duration Start Finish 2012 2013 2014 2015
Jul Sep Nov Jan Mar May Jul Sept Nov Jan Mar May Jul Sept Nov Jan Mar
1 Russell Court Interior Renovation 607 days 08/01/13 03/31/15
2 Alumni Stadium Office Building Roof Replacement 2013 100 days 07/01/13 11/16/13
3 Jordan Warehouse Roof Replacement 2013 87 days 07/01/13 10/31/13
4 Russell Court Roof Replacement 2013 87 days 07/01/13 10/31/13
5 Betty White Additional Parking 333 days 08/01/12 06/30/13
6 New Parking Lot by McCullin 274 days 10/01/12 07/01/13
7 New Women's Softball Field at Jones Field 91 days 08/01/13 10/31/13
8 Bradford Hall Little Theater Renovation to Large Seminar Classroom 91 days 07/01/13 09/30/13
9 Cheaney Memorial Plaza 183 days 08/01/13 01/31/14
10 Pedestrian Bridge over US 60 364 days 04/01/13 03/31/14
11 Feasibility of Constructing a Centralized Mail Hub in Student Center Basement 136 days 04/01/13 08/15/14
12 Refurbish Exum Gym Basketball Court 40 days 03/07/13 04/16/13
13 Hillcrest Kitchen Renovation 83 days 05/01/13 07/23/13
14 Student Support Services Offices 60 days 07/01/13 08/30/13
Projects
In Progress27
On Hold6
Total33
Completed since July 1, 201219
Canceled2
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Agenda Item Background
A5
To:Board of Regents External Relations and Development CommitteeDate: July 26, 2013
From:Mr. Hinfred McDuffie, Executive Vice President for Administration
Subject:Communications Report
Reason for Consideration:InformationalEnclosures: Yes
Background:
Recommendation:
Informational
Initiator:Mr. Hinfred McDuffie, Executive Vice President for Administration
Board Action Date:July 26, 2013
Effective Date:July 26, 2013
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KSU Media Coverage July 2012 – June 2013
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MARKETING AND PUBLICATIONS STRATEGIC / MARKET IMPACT 2012 - 2013
Advertising / Marketing ModeMARKETTIME PERIODMARKET IMPACT
Billboards (4)Frankfort – various locations in cityAnnual12,834,332 Impressions
I-64 near Frankfort Exit 58Annual12,096,000 Impressions
TV CommercialsFrankfort6 Months94 percent reach*
Airport DisplaysLouisville International AirportAnnual3.4 million Passengers
Blue Grass Airport (Lexington)Annual414,721 Passengers
*Reach means the percentage of population who saw the commercial.
PUBLICATIONS
(Artwork and printed materials)
Development/Alumni Printed Materials – Materials produced for 27 campaigns / events
Printed materials produced for university events – 100
Communication pieces – 36
○ President's Report to the Board – 4
○ Good News Newsletter for CPE – 5
o Hoofbeats - 4
○ Onward & Upward - 1
o From The President - 5
Program/Departmental Newsletters & Brochures – 17
Marketing and advertisement pieces produced – 61
Designs for general university operations – 31
Business cards produced – 82
ELECTRONIC COMMUNICATIONS
Electronic message board postings – 162 messages: 126 KSU messages / 36 community messages
Press Releases – 66
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