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KENTUCKY STATE UNIVERSITY BOARD OF REGENTS
External Relations and Development Committee
January 25, 2013
Regent Ronald Banks
Regent David Guarnieri
Regent Charles Whitehead, Chair
Regent Phyllis Williams
Mr. Hinfred McDuffie, Staff
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KENTUCKY STATE UNIVERSITY
BOARD OF REGENTS
January 25, 2013
external Relations and Development Committee
INDEX
D1 Action Item: External Relations and Development Committee
Meeting Minutes (October 26, 2012)
D2 Executive Summary Report
D3 Executive Contributions Report
Alumni Relations Report
D4 Information Technology Report
Auxiliary Enterprise Report
Capital Planning, Construction and Facility Operations Report
D5 Communications Report
D6 Action Item: Board Rate Increases
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KENTUCKY STATE UNIVERSITY
Regular Meeting of the
External Relations and Development Committee
Board of Regents
11 a.m., January 25, 2013
Board Room, Academic Services Building
Regent Charles Whitehead, Presiding
AGENDA
Call to Order Regent Charles Whitehead, Chair
Roll Call Hinfred McDuffie Executive Vice President for Administration
Opening Remarks Regent Whitehead
Action Item Regent Whitehead
Approval of October 26, 2012, Meeting Minutes
Executive Summary Report - Endowment Management Report H. McDuffie
Action Item Approval of Board Rate Increases
Discussion Regent Whitehead
Adjourn
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D1
KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
To: Board of Regents External Relations and Development Committee Date: January 25, 2013
From: Hinfred McDuffie Executive Vice President for Administration
Subject: Committee Meeting Minutes (October 26, 2012)
Reason for Consideration: Approval Enclosures: Yes
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.
| Initiator: | Hinfred McDuffie Executive Vice President for Administration |
|---|---|
| Board Action Date: | January 25, 2013 |
| Effective Date: | January 25, 2013 |
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Kentucky State University
Regular External Relations and Development Committee Meeting
Board of Regents
External Relations and Development Committee
11 a.m., Oct. 26, 2012
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 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 to remain profitable in both areas.
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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:
Hinfred McDuffie
Executive Vice President for Administration
Division of External Relations & Development
Kentucky State University
External Relations &
Charles Whitehead, Chair
External Relations &
Development Committee
Board of Regents
Kentucky State University
___ Approved with no corrections
___ Approved with corrections
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D2
KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
| To: | Board of Regents External Relations and Development Committee | Date: | January 25, 2013 |
|---|---|---|---|
| From: | Hinfred McDuffie Executive Vice President for Administration | ||
| Subject: | Executive Summary Report | ||
| Reason for Consideration: | Informational | Enclosures: | Yes |
Background:
N/A
Recommendation:
Informational
| Initiator: | Hinfred McDuffie Executive Vice President for Administration |
|---|---|
| Board Action Date: | January 25, 2013 |
| Effective Date: | January 25, 2013 |
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Kentucky State University
Division of External Relations and Development
Report to the Board of Regents
January 25, 2013
EXECUTIVE SUMMARY
During the period of July 1, 2012, through December 31, 2012, Kentucky State University received contributions in the amount of $685,828 from 258 contributors – alumni, employees, other individuals, corporations, foundations and organizations. Scholarships received the largest portion of the donations in the amount of $636,409. The amount received for the Uniting Generations . . . Securing Futures – A Capital Campaign for Kentucky State University is $4,102,472.
The Office of Alumni Relations processed the following memberships through the second quarter of the fiscal year: 570 annual/associate, 356 complimentary to new graduates, 299 life and 44 subscribing life for a total of 1,269 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 (4,626). A total of 9,302 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). Other significant projects completed include Banner ERP core implementation, Blackboard Transaction System upgrade, infrastructure upgrade as part of the University Police Department relocation, infrastructure creation for the Rosenwald Center for Families and Children and direct network connectivity to the Research and Demonstration Farm. IT also has closed 92 percent of its service calls.
Auxiliary Enterprise reports that housing occupancy was at 80 percent with 821 students at the end of December.
Capital Planning, Construction and Facility Operations had 24 major projects in progress or pending. The department also had 1,680 work orders (an average of 65 per week), with 86 percent completed in the first and second quarters.
The university was covered in 387 newspaper articles in Kentucky. The advertising equivalency dollar amount (or cost saving) for the newspaper coverage of KSU was $4,202,857. The university also was covered in 43
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television news stories reaching a Nielsen audience of 767,903 for a total ad equivalency of $12,854 or total publicity value of $38,559. There were 92 messages posted on KSU's electronic message board.
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D3
KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
To: Board of Regents External Relations and Development Committee Date: January 25, 2013
From: Hinfred McDuffie Executive Vice President for Administration
Subject: Executive Contributions Report & Alumni Relations Report
Reason for Consideration: Informational Enclosures: Yes
Background:
N/A
Recommendation:
Informational
| Initiator: | Hinfred McDuffie Executive Vice President for Administration |
|---|---|
| Board Action Date: | January 25, 2013 |
| Effective Date: | January 25, 2013 |
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KENTUCKY STATE UNIVERSITY
DIVISION OF ADMINISTRATION, EXTERNAL RELATIONS AND DEVELOPMENT
OFFICE OF DEVELOPMENT
CONTRIBUTIONS REPORT
FY 2013 Second Quarter
July 1, 2012 - December 31, 2012
| Constituency Type | Total Dollars Raised July 1, 2011 - December 31, 2011 | Total Dollars Raised July 1, 2012 - December 31, 2012 | Total Participation July 1, 2011 - December 31, 2011 | Total Participation July 1, 2012 - December 31, 2012 | Percentage of Alumni Giving |
|---|---|---|---|---|---|
| Alumni | $86,641.00 | $102,076.38 | 185 | 182 | 2.16% |
| Corporations | $5,450.00 | $5,100.00 | 7 | 2 | |
| Employees | $28,256.00 | $7,792.10 | 7 | 9 | |
| Foundations | $70,585.00 | $555,000.00 | 32 | 4 | |
| Organizations | $61,265.00 | $1,029.94 | 43 | 4 | |
| Other individuals | $129,536.00 | $14,829.86 | 67 | 57 | |
| TOTAL | $381,733.00 | $685,828.08 | 341 | 258 |
Donor Designation Breakdown
| Donor Designation | Total Dollars Raised | Total Dollars Raised |
|---|---|---|
| July 1, 2011 - | July 1, 2012 - | |
| December 31, 2011 | December 31, 2012 | |
| Unrestricted | $33,897.00 | $48,036.60 |
| Scholarships | $195,083.00 | $636,409.38 |
| Other | $152,753.00 | $1,382.10 |
| TOTAL | $381,733.00 | $685,828.08 |
Annual Giving
Total Dollars Raised
Comparison Graph
July 1, 2011 - December 31, 2011
to July 1, 2012 - December 31, 2012
CAPITAL CAMPAIGN GIVING
Constituency Type Total Dollars Raised Total Participation
July 1, 2010 - December 31, 2012 July 1, 2010 - December 31, 2012
Alumni $ 453,048.85 844
Corporations $ 2,199,523.00 62
Employees $ 144,328.79 271
Foundations $ 724,685.00 79
Organizations $ 260,796.56 251
Other Individuals $ 320,090.27 332
Total $ 4,102,472.47 1839
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KENTUCKY STATE UNIVERSITY
DIVISION OF EXTERNAL RELATIONS AND DEVELOPMENT
OFFICE OF ALUMNI RELATIONS
National Alumni Association Membership
K Club Membership
National Alumni Association Chapter Revitalization
| Second Quarter FY 2012 | FY 2013 | |
|---|---|---|
| Total Alumni Chapters | 24 | 24 |
| New / Revitalized Alumni Chapters | 2 | 0 |
FY 2012 Revitalized Alumni Chapters - indianapolis, Indiana and Memphis, Tennessee
Alumni Relations Office Communications
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D4
KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
| To: | Board of Regents External Relations and Development Committee | Date: | January 25, 2013 |
|---|---|---|---|
| From: | Hinfred McDuffie Executive Vice President for Administration | ||
| Subject: | Information Technology, Auxiliary Enterprise & Capital Planning Reports | ||
| Reason for Consideration: | Informational | Enclosures: | Yes |
Background:
N/A
Recommendation:
Informational
| Initiator: | Hinfred McDuffie Executive Vice President for Administration |
|---|---|
| Board Action Date: | January 25, 2013 |
| Effective Date: | January 25, 2013 |
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KENTUCKY STATE UNIVERSITY
DIVISION OF EXTERNAL RELATIONS AND DEVELOPMENT
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
# of Units Updated
School of Business Lab 41
Education Lab 27
Behavioral and Social Science Lab 10
Athletics 10
Student Center Lab 50
AWA Lab 18
Carver Math & Science Lab 22
Carver Classroom 116 25
English Lab 25
AWA House 6
Bradford Music Lab 10
Music Practice Rooms 12
Administrative Computer Upgrades
| Admissions Laptops | # of Units Updated |
|---|---|
| Admissions Desktops | 6 |
| Registrar Laptops | 4 |
| Registrar Desktops | 3 |
| Advising Laptops | 3 |
| Advising Desktops | 3 |
| Residence Life Laptops | 1 |
| Residence Life Desktops | 3 |
| 4 |
14
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Upgrade Classrooms to SMART Classrooms
| # of Classrooms | # of SMART Classrooms | |
|---|---|---|
| Bradford Hall | 7 | 7 |
| Carver Hall | 16 | 16 |
| Exum | 6 | 0 |
| Hathaway Hall | 32 | 28 |
Banner Implementation
ERP Core Implementation - Completed
Operational Data Store (ODS) - In Progress
Luminus (Web Portal) - In Progress
Blackboard Transaction System Upgrade - Completed
Infrastructure Upgrade for University Police Department Relocation - Completed
Infrastructure Creation for Rosenwald Center for Families and Children - Completed
Direct Network Connectivity to KSU Research Farm - Completed
Infrastructure Upgrade for University Police Department Relocation - Completed
Infrastructure Creation for Rosenwald Center for Families and Children - Completed
Infrastructure Creation for Rosenwald Center for Families and Children - Completed
Direct Network Connectivity to KSU Research Farm - Completed
SERVICE CALLS
| FY2013 | |
| # of Service Calls | 1291 |
| # Of Closed Calls | 1186 |
| %Complete | 91.87% |
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Kentucky State University
Auxiliary Enterprise Report
July 2012 – December 2012
As of December 31, 2012, Auxiliary Enterprise has recorded revenues of:
| Prior Year YTD | Current Year YTD | Variance | |
|---|---|---|---|
| Food Services | 1,510,000 | 2,542,000 | 1,032,000 |
| Housing | 1,712,000 | 2,953,000 | 1,241,000 |
| Bookstore | 75,000 | 75,000 | (0) |
| Facility Usage | 1,000 | 12,000 | 11,000 |
| Laundry | 13,000 | 23,000 | 10,000 |
- Variances are due to the timing of student account charges. Prior year spring charges were done in January 2012; however, spring charges occurred in December during this fiscal year, 2012-2013. Housing occupancy at the end of December was at 80 percent with 821 students compared to 940 in the previous year.
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17
ID Project Name Duration Start Finish 2012 2013 2014 2015
Jan Mar May Jul Sep Nov Jan Mar May Jul Sep Nov Jan Mar
1 Russell Court Interior Renovations 543 days Fri 3/1/13 Tue 3/31/15
2 Security Entrance 218 days Mon 1/2/12 Wed 10/31/12
3 Redesign President's Suite (on hold)
4 Alumni Stadium Office Roof Replacement 66 days Fri 3/1/13 Fri 5/31/13
5 Jordan Building and Warehouse Roof Replacement 66 days Fri 3/1/13 Fri 5/31/13
6 Cooperative Extension Building Roof Repair 66 days Fri 3/1/13 Fri 5/31/13
7 Russell Court Roof Replacement 2013 66 days Fri 3/1/13 Fri 5/31/13
8 Betty White Additional Parking 218 days Wed 8/1/12 Fri 5/31/13
9 Block Retaining Wall, Sidewalk and Fence 88 days Wed 8/1/12 Fri 11/30/12
10 Betty White Parking
11 McCullin Additional Parking 46 days Sun 7/1/12 Fri 8/31/12
12 New Parking by McCullin 175 days Mon 10/1/12 Fri 5/31/13
13 Fill for New Parking lot by McCullin 109 days Thu 3/1/12 Tue 7/31/12
14 President's Dining Room (on hold)
15 Kentucky Hall New Bathrooms 132 days Fri 3/1/13 Sat 8/31/13
16 New Women's Softball Field at Jones Field 67 days Sat 6/1/13 Sat 8/31/13
17 Bradford Hall Little Theater Renovation to Large Seminar Classroom 65 days Tue 1/1/13 Sun 3/31/13
18 Bradford Hall Furniture 90 days Sun 7/1/12 Thu 11/1/12
19 Campus Turf 241 days Sun 7/1/12 Fri 5/31/13
20 Replace Kentucky Hall Domestic Boiler 108 days Sat 12/1/12 Tue 4/30/13
21 Cleaning Out and Disposing of items in Red Barn 196 days Wed 2/1/12 Wed 10/31/12
22 Cheaney Plaza 348 days Wed 5/1/13 Fri 8/29/14
23 Atwood Research Bldg. Interior Renovation 2012 281 days Wed 5/1/13 Wed 5/28/14
24 Redesign Old Police Department for Athletics 75 days Mon 10/1/12 Fri 1/1/13
25 Pedestrian Bridge over US 60 175 days Wed 5/1/13 Tue 12/31/13
Board of Regents Jan report 2013 Task External Milestone Manual Summary Rollup
Split Inactive Task Manual Summary
Milestone Inactive Milestone Start-only
Summary Inactive Summary Finish-only
Project Summary Manual Task Deadline
External Tasks Duration-only Progress
Capital Planning, Construction and Facility Operations Report
January 25, 2013
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D5
KENTUCKY STATE UNIVERSITY
BOARD OF REGENTS
AGENDA ITEM BACKGROUND
To: Board of Regents External Relations and Development Committee Date: January 25, 2013
From: Hinfred McDuffie Executive Vice President for Administration
Subject: Communications Report
Reason for Consideration: Informational Enclosures: Yes
Background:
N/A
Recommendation:
Informational
| Initiator: | Hinfred McDuffie Executive Vice President for Administration |
|---|---|
| Board Action Date: | January 25, 2013 |
| Effective Date: | January 25, 2013 |
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KSU Media Coverage
July – December 2012
NEWSPAPER COVERAGE IN KENTUCKY
Number of Stories - 387
Ad Equivalency - $4,202,856.67
TELEVISION COVERAGE IN KENTUCKY
| Number of Stories | - | 43 | Nielsen Audience | - | 767,903 |
|---|---|---|---|---|---|
| Run Time | - | 30 minutes, 37 seconds | |||
| Ad Equivalency | - | $12,854 | Publicity Value | - | $38,559 |
ELECTRONIC COMMUNICATIONS
Electronic message board postings – 92 messages: 74 KSU messages / 18 community messages
Press Releases – 32
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D6
KENTUCKY STATE UNIVERSITY
BOARD OF REGENTS
AGENDA ITEM BACKGROUND
To: Board of Regents External Relations and Development Committee Date: January 25, 2013
From: Hinfred McDuffie Executive Vice President for Administration
Subject: Board Rate Increases
Reason for Consideration: Approval Enclosures: Yes
Background:
The attachment proposes board rate increases beginning Fall 2013. See attachment.
Recommendation:
That the External Relations and Development Committee approve the board rate increase request for action by the full Kentucky State University Board of Regents.
| Initiator: | Hinfred McDuffie Executive Vice President for Administration |
|---|---|
| Board Action Date: | January 25, 2013 |
| Effective Date: | January 25, 2013 |
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KENTUCKY STATE UNIVERSITY
Board Rate Trend Analysis
| Resident Meal Rates | FY2006 | FY2007 | FY2008 | FY2009 | FY2010 | FY2011 | FY2012 | FY2013 |
|---|---|---|---|---|---|---|---|---|
| Semester Board Rate | $ 1,514 | $ 1,520 | $ 1,520 | $ 1,576 | $ 1,620 | $ 1,620 | $ 1,620 | $ 1,620 |
| Commuter Meal Rates | ||||||||
| 5 Meal Membership w/ $200 Dining Dollars | N/A | N/A | N/A | $ 608 | $ 652 | $ 652 | $ 652 | $ 652 |
| 50 Block w/ $250 Dining Dollars | N/A | N/A | N/A | $ 550 | $ 594 | $ 594 | $ 594 | $ 594 |
| $300 Dining Dollars | N/A | N/A | N/A | $ 300 | $ 300 | $ 300 | $ 300 | $ 300 |
| 20 Block w/$50 Dining Dollars | N/A | N/A | N/A | $ 168 | $ 180 | $ 180 | $ 180 | $ 180 |
Proposed Board Rate Increase
| Resident Meal Rates | FY2014 | Percent Change |
|---|---|---|
| Semester Board Rate | $ 1,675 | 3.4% |
| Commuter Meal Rates | ||
| 5 Meal Membership w/ $200 Dining Dollars | $ 680 | 4.3% |
| 50 Block w/$250 Dining Dollars | $ 594 | 0% |
| $300 Dining Dollars | $ 300 | 0% |
| 20 Block w/$50 Dining Dollars | $ 180 | 0% |