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Kentucky State University

Board of Regents Meeting

External Relations and Development Committee

April 26, 2013

Regent Charles Whitehead, Chairperson

Regent David Guarnieri

Regent Ronald Banks

Regent Phyllis Williams

Mr. Hindred McDuffie, Staff

KENTUCKY STATE UNIVERSITY Regular Meeting of the External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky

INDEX

D1 Action Item: External Relations and Development Committee 5 Meeting Minutes – October 26, 2012 D2 Action Item: External Relations and Development Committee 8 Meeting Minutes – January 25, 2013 D3 Executive Summary Report 11 D4 Reports: Executive Contributions / Alumni Relations 13 D5 Reports: Information Technology 16 Auxiliary Enterprises Capital Planning, Construction and Facility Operations D6 Report: Communications 23 D7 Action Item: Board Rate Increase 27

External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room - Academic Services Building Frankfort, Kentucky

• I.Call to Order
• II.Roll Call
• III.Opening Remarks
• IV.Action Items: Approval of Minutes

- October 26, 2012 Meeting Regent Charles Whitehead

January 25, 2013 Meeting

• V.Executive Summary Report
• Endowment Management Report Hinfred McDuffie

Regent Charles Whitehead, Chairperson

Hinfred McDuffie, Executive Vice President for Administration

Regent Charles Whitehead

Regent Charles Whitehead

Hinfred McDuffie

• VI.Action Item:
• Approval of Board Rate Increase
• VII.Discussion
• VIII.Adjournment

Regent Charles Whitehead

Regent Charles Whitehead

Agenda Item Background

D1

Background:

The minutes of the External Relations and Development Committee meeting of October 26, 2012, 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 26, 2012, meeting.

External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room - Academic Services Building Frankfort, Kentucky

October 26, 2012 MINUTES

Regent Charles Whitehead called the meeting of the Kentucky State University Board of Regents External Relations and Development Committee to order at 11:58 a.m. on Friday, October 26, 2012. Mr. Hinfred McDuffie, Executive Vice President for Administration, called roll:

Regent Ron 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:

The minutes of the July 27, 2012, External Relations and Development Committee meeting were approved.

Presentations:

Mr. McDuffie introduced the Division of 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 Enterprises report was presented by Mr. Harold Hayes, Executive Director of Auxiliary Enterprises.

Mr. Hayes explained that due to a decrease in enrollment for the fall semester, budgeted numbers for revenues in both student housing and dining services are down for this year. Regent Guarnieri asked if the university is able to offset the decrease by cutting and managing expenses. Mr. McDuffie responded that the university had adjusted the budget as soon as it was determined that the numbers would be down. Auxiliary Enterprises continues to monitor the budget per transaction and expects revenues to remain profitable in both areas.

• The Information Technology report was presented by Mr. Edward Fields, Director of Information Technology.
• 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. He distributed Capital Campaign packets of information to board members.

The Endowment Summary report was presented by Ms. LouAnn Atlas and Mr. James Fereday of Fifth Third Bank.

The meeting was adjourned at 12:25 p.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

External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky Agenda Item Background

D2

Background:

The minutes of the External Relations and Development Committee meeting of January 25, 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 January 25, 2013, meeting.

External Relations and Development Committee Board of Regents April 26, 2013 9:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky

January 25, 2013 MINUTES

Regent Karen Bearden called the meeting of the Kentucky State University Board of Regents External Relations and Development Committee to order at 9:06 a.m. on Friday, January 25, 2013, in the absence of committee Chair Charles Whitehead. Mr. Hinfred McDuffie, Executive Vice President for Administration, called roll:

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

Two of the four regents were present. A quorum was not established.

Presentations:

Mr. McDuffie introduced the Division of 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 Enterprises report was presented by Mr. Harold Hayes, Executive Director of Auxiliary Enterprises.
• Mr. Hayes explained that due to a decrease in enrollment for the fall semester, budgeted numbers for revenues in both student housing and dining services were down by approximately 14 percent. Regent Bearden asked for further explanation. Mr. McDuffie responded that housing and dining services have a direct correlation to enrollment and that the university generally experiences some revenue reduction in the spring due to student attrition.
• 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 Information Technology report was presented by Mr. Edward Fields, Director of Information Technology.
• The Alumni Relations and Development reports were presented by Mr. William Wilson, Associate Vice President for Development and Major Gifts.

The Endowment Summary report was presented by Ms. LouAnn Atlas and Mr. James Fereday of Fifth Third Bank.

The meeting was adjourned at 10:06 a.m. by Regent Bearden.

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

Agenda Item Background

D3

Background:

Recommendation:

Informational

Kentucky State University Division of External Relations and Development

April 26, 2013

EXECUTIVE SUMMARY

During the period of July 1, 2012, through March 31, 2013, Kentucky State University received contributions in the amount of $1,390,140 from 455 contributors – alumni, employees, other individuals, corporations, foundations and organizations. Scholarships received the largest portion of the donations in the amount of $1,194,998. The amount received for the Uniting Generations . . . Securing Futures – A Capital Campaign for Kentucky State University is $4,688,870.

The Office of Alumni Relations processed the following memberships through the third quarter of the fiscal year: 585 annual/associate, 356 complimentary to new graduates, 299 life and 44 subscribing life for a total of 1,284 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 (1,272 packages), Homecoming (8,612), K-Club (1,228), Classes in Reunion (4,020) and miscellaneous mailings (5,157). A total of 9,612 electronic communications have been sent. The alumni association currently has 24 affiliate chapters.

Information Technology has completed the following computer upgrades: faculty PCs to laptops (142 units), laptops in residence halls for student checkout (49 units), student computer labs (256 units), administrative computers (27 units) and SMART classrooms (51 classrooms). IT also has closed 92.2 percent of its service calls.

Auxiliary Enterprises reports that housing occupancy was at 71 percent with 732 students at the end of March.

Capital Planning, Construction and Facility Operations had 25 major projects in progress or pending, of which 19 projects were completed. The department also had 2,172 work orders (an average of 56 per week), with 91 percent completed through the third quarter.

The university was covered in 610 newspaper articles in Kentucky. The advertising equivalency dollar amount (or cost saving) for the newspaper coverage of KSU was $6,121,832. The university also was covered in 85 television news stories reaching a Nielsen audience of 1,642,611 for a total ad equivalency of $26,347 or total publicity value of $79,038. There were 132 messages posted on KSU's electronic message board.

Agenda Item Background

Background:

Recommendation:

Informational

Kentucky State University Division of Administration, External Relations and Development Office of Development

Contributions Report FY 2013 – Third Quarter July 1, 2012 through March 31, 2013

Annual Giving Total Dollars Raised Comparison Graph

July 1, 2011 - March 31, 2012 to July 1, 2012 - March 31, 2013

Capital Campaign Giving

National Alumni Association Membership

K Club Membership National Alumni Assoc. Chapter Revitalization

Agenda Item Background

D5

Background:

Recommendation:

Informational

External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky

DEPARTMENT OF INFORMATION TECHNOLOGY

Significant Projects Completed

• Upgrade Faculty PCs with Laptops (142 Units)
• Upgrade Laptops in Residence Halls for Student Checkout (49 Units)
• Carver Hall Auditorium Room 115 - Upgraded Presentation Capability Bradford Hall Auditorium - Installed Rear Projection Screen with HD Projector and Mounted Controls
• Bradford Hall Seminar Room - Installed HD Projection and Controls
• Young Hall Center for Excellence - Smartboard with Complete Sound System
• Upgrade Student Computer Labs

Upgrade Classrooms to “Smart” Classrooms

Kentucky State University Auxiliary Enterprises Report July 2012 – March 2013

As of March 31, 2013, Auxiliary Enterprises has recorded revenues of:

- Food Services and Housing revenues were down due to the decrease in the number of students occupying campus housing. Housing occupancy as of March 2013 was at 71 percent with 732 students compared to 879 students in March 2012.

Kentucky State University Division of External Relations and Development

April 26, 2013

Capital Planning, Construction and Facility Operations April 26, 2013

ID Project Name Duration Start Finish 2012 2013 2014 2015

Jul Sep Nov Jan Mar May Jul Sept Nov Jan Mar

1 Russell Court Interior Renovation 760 days 03/01/13 03/31/15

2 Alumni Stadium Office Building Roof Replacement 2013 91 days 03/01/13 05/31/13

3 Jordan Warehouse Roof Replacement 2013 91 days 03/01/13 05/31/13

4 Russell Court Roof Replacement 2013 91 days 03/01/13 05/31/13

5 Betty White Additional Parking 303 days 08/01/12 05/31/13

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

7 New Women's Softball Field at Jones Field 91 days 06/01/13 08/31/13

8 Bradford Hall Little Theater Renovation to Large Seminar Classroom 91 days 07/01/13 09/30/13

9 Cheaney Memorial Plaza 153 days 05/01/13 10/31/13

10 Pedestrian Bridge over US 60 274 days 04/01/13 12/31/13

11 Feasibility of Constructing a Centralized Mail Hub In Student Center Basement 136 days 04/01/13 08/15/13

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

Agenda Item Background

D6

Background:

Recommendation:

Informational

External Relations and Development Committee Board of Regents April 26, 2013 11:00 a.m. Board Room – Academic Services Building Frankfort, Kentucky

KSU Media Coverage July 2012 - March 2013

NEWSPAPER COVERAGE IN KENTUCKY

BLICATIONS AND MARKETING PUBLICATIONS (artwork and printed materials)

• Development/Alumni Printed Materials – Materials produced for 20 campaigns / events
• Printed materials produced for university events – 72
• Communication pieces – 24
• President's Report to the Board – 3
• Good News Newsletter for CPE – 3
• O Hoofbeats - 3
• Onward & Upward - 1
• From The President - 1
• Program/Departmental Newsletters & Brochures – 13
• Marketing and advertisement pieces produced – 52
• Artwork and materials produced for university events & programs – 53
• Designs for general university operations – 28
• Business cards produced – 41

ELECTRONIC COMMUNICATIONS

Electronic message board postings – 132 messages: 103 KSU messages / 29 community messages

Press Releases – 48

Agenda Item Background

D7

Background:

Recommendation:

That the External Relations and Development Committee approve the Board Rate Increase.

Board Rate Trend Analysis

Proposed Board Rate Increase

Resident Meal Rates Percentage

FY 2014 $ 1,675 Change 3.4%