===== PAGE 1 ===== ## 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 ===== PAGE 2 ===== # 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 ===== PAGE 3 ===== # 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
I.Call to OrderRegent Charles Whitehead, Chair
II.Roll CallHinfred McDuffie Executive Vice President for Administration
III.Opening RemarksRegent Whitehead
IV.Action ItemRegent Whitehead
V.Approval of October 26, 2012, Meeting Minutes
V.Executive Summary Report - Endowment Management ReportH. McDuffie
VI.Action Item Approval of Board Rate Increases
VII.DiscussionRegent Whitehead
VIII. Adjourn ===== PAGE 4 ===== ## KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
To: Board of Regents External Relations and Development CommitteeDate: January 25, 2013
From: Hinfred McDuffie Executive Vice President for Administration
Subject: Committee Meeting Minutes (October 26, 2012)
Reason for Consideration: ApprovalEnclosures: 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
===== PAGE 5 ===== 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. ===== PAGE 6 ===== 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 Development Committee Board of Regents Kentucky State University ___ Approved with no corrections ___ Approved with corrections ===== PAGE 7 ===== ## KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
To:Board of Regents External Relations and Development CommitteeDate:January 25, 2013
From:Hinfred McDuffie Executive Vice President for Administration
Subject:Executive Summary Report
Reason for Consideration:InformationalEnclosures: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
===== PAGE 8 ===== # 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 ===== PAGE 9 ===== 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. ===== PAGE 10 ===== ## KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
To: Board of Regents External Relations and Development CommitteeDate: January 25, 2013
From: Hinfred McDuffie Executive Vice President for Administration
Subject: Executive Contributions Report & Alumni Relations Report
Reason for Consideration: InformationalEnclosures: 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
===== PAGE 11 ===== ## CONTRIBUTIONS REPORT FY 2013 Second Quarter July 1, 2012 - December 31, 2012
Constituency TypeTotal Dollars Raised July 1, 2011 - December 31, 2011Total Dollars Raised July 1, 2012 - December 31, 2012Total Participation July 1, 2011 - December 31, 2011Total Participation July 1, 2012 - December 31, 2012Percentage of Alumni Giving
Alumni$86,641.00$102,076.381851822.16%
Corporations$5,450.00$5,100.0072
Employees$28,256.00$7,792.1079
Foundations$70,585.00$555,000.00324
Organizations$61,265.00$1,029.94434
Other individuals$129,536.00$14,829.866757
TOTAL$381,733.00$685,828.08341258
Donor Designation Breakdown
Donor DesignationTotal Dollars RaisedTotal Dollars Raised
July 1, 2011 -July 1, 2012 -
December 31, 2011December 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
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CAPITAL CAMPAIGN GIVING
Constituency TypeTotal Dollars RaisedTotal Participation
July 1, 2010 - December 31, 2012July 1, 2010 - December 31, 2012
Alumni$453,048.85844
Corporations$2,199,523.0062
Employees$144,328.79271
Foundations$724,685.0079
Organizations$260,796.56251
Other Individuals$320,090.27332
Total$4,102,472.471839
===== PAGE 12 =====
National Alumni Association Membership
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K Club Membership
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National Alumni Association Chapter Revitalization
Second Quarter FY 2012FY 2013
Total Alumni Chapters2424
New / Revitalized Alumni Chapters20
FY 2012 Revitalized Alumni Chapters - indianapolis, Indiana and Memphis, Tennessee
Alumni Relations Office Communications
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===== PAGE 13 ===== # KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
To:Board of Regents External Relations and Development CommitteeDate:January 25, 2013
From:Hinfred McDuffie Executive Vice President for Administration
Subject:Information Technology, Auxiliary Enterprise & Capital Planning Reports
Reason for Consideration:InformationalEnclosures: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
===== PAGE 14 ===== # 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
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Administrative Computer Upgrades
Admissions Laptops# of Units Updated
Admissions Desktops6
Registrar Laptops4
Registrar Desktops3
Advising Laptops3
Advising Desktops3
Residence Life Laptops1
Residence Life Desktops3
4
===== PAGE 15 ===== ## Upgrade Classrooms to SMART Classrooms
# of Classrooms# of SMART Classrooms
Bradford Hall77
Carver Hall1616
Exum60
Hathaway Hall3228
## Banner Implementation
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ERP Core Implementation - Completed Operational Data Store (ODS) - In Progress Luminus (Web Portal) - In Progress
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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
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## SERVICE CALLS
FY2013
# of Service Calls1291
# Of Closed Calls1186
%Complete91.87%
===== PAGE 16 ===== # Kentucky State University Auxiliary Enterprise Report July 2012 – December 2012 ## As of December 31, 2012, Auxiliary Enterprise has recorded revenues of:
Prior Year YTDCurrent Year YTDVariance
Food Services1,510,0002,542,0001,032,000
Housing1,712,0002,953,0001,241,000
Bookstore75,00075,000(0)
Facility Usage1,00012,00011,000
Laundry13,00023,00010,000
- 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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===== PAGE 17 =====
Capital Planning, Construction and Facility Operations Report January 25, 2013
IDProject NameDurationStartFinish2012201320142015
JanMarMayJulSepNovJanMarMayJulSepNovJanMar
1Russell Court Interior Renovations543 daysFri 3/1/13Tue 3/31/15
2Security Entrance218 daysMon 1/2/12Wed 10/31/12
3Redesign President's Suite (on hold)
4Alumni Stadium Office Roof Replacement66 daysFri 3/1/13Fri 5/31/13
5Jordan Building and Warehouse Roof Replacement66 daysFri 3/1/13Fri 5/31/13
6Cooperative Extension Building Roof Repair66 daysFri 3/1/13Fri 5/31/13
7Russell Court Roof Replacement 201366 daysFri 3/1/13Fri 5/31/13
8Betty White Additional Parking218 daysWed 8/1/12Fri 5/31/13
9Block Retaining Wall, Sidewalk and Fence88 daysWed 8/1/12Fri 11/30/12
10Betty White Parking
11McCullin Additional Parking46 daysSun 7/1/12Fri 8/31/12
12New Parking by McCullin175 daysMon 10/1/12Fri 5/31/13
13Fill for New Parking lot by McCullin109 daysThu 3/1/12Tue 7/31/12
14President's Dining Room (on hold)
15Kentucky Hall New Bathrooms132 daysFri 3/1/13Sat 8/31/13
16New Women's Softball Field at Jones Field67 daysSat 6/1/13Sat 8/31/13
17Bradford Hall Little Theater Renovation to Large Seminar Classroom65 daysTue 1/1/13Sun 3/31/13
18Bradford Hall Furniture90 daysSun 7/1/12Thu 11/1/12
19Campus Turf241 daysSun 7/1/12Fri 5/31/13
20Replace Kentucky Hall Domestic Boiler108 daysSat 12/1/12Tue 4/30/13
21Cleaning Out and Disposing of items in Red Barn196 daysWed 2/1/12Wed 10/31/12
22Cheaney Plaza348 daysWed 5/1/13Fri 8/29/14
23Atwood Research Bldg. Interior Renovation 2012281 daysWed 5/1/13Wed 5/28/14
24Redesign Old Police Department for Athletics75 daysMon 10/1/12Fri 1/1/13
25Pedestrian Bridge over US 60175 daysWed 5/1/13Tue 12/31/13
Board of Regents Jan report 2013TaskExternal MilestoneManual Summary Rollup
SplitInactive TaskManual Summary
MilestoneInactive MilestoneStart-only
SummaryInactive SummaryFinish-only
Project SummaryManual TaskDeadline
External TasksDuration-onlyProgress
===== PAGE 18 =====
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===== PAGE 19 ===== ## KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
To: Board of Regents External Relations and Development CommitteeDate: January 25, 2013
From: Hinfred McDuffie Executive Vice President for Administration
Subject: Communications Report
Reason for Consideration: InformationalEnclosures: 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
===== PAGE 20 ===== ## NEWSPAPER COVERAGE IN KENTUCKY Number of Stories - 387 Ad Equivalency - 4,202,856.67 < div style = "text-align: center;" > < img src = "imgs/imginchartbox35695710211317.jpg" alt = "Image" width = "26%" / > < /div > < div style = "text-align: center;" > TELEVISION COVERAGE IN KENTUCKY < /div > < table border = 1 style = 'margin: auto; word-wrap: break-word;' > < tr > < td style = 'text-align: center; word-wrap: break-word;' > Number of Stories < /td > < td style = 'text-align: center; word-wrap: break-word;' > - < /td > < td style = 'text-align: center; word-wrap: break-word;' > 43 < /td > < td style = 'text-align: center; word-wrap: break-word;' > Nielsen Audience < /td > < td style = 'text-align: center; word-wrap: break-word;' > - < /td > < td style = 'text-align: center; word-wrap: break-word;' > 767,903 < /td > < /tr > < tr > < td style = 'text-align: center; word-wrap: break-word;' > Run Time < /td > < td style = 'text-align: center; word-wrap: break-word;' > - < /td > < td colspan = "4" > 30 minutes, 37 seconds < /td > < /tr > < tr > < td style = 'text-align: center; word-wrap: break-word;' > Ad Equivalency < /td > < td style = 'text-align: center; word-wrap: break-word;' > - < /td > < td style = 'text-align: center; word-wrap: break-word;' >12,854Publicity Value-$38,559
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## ELECTRONIC COMMUNICATIONS Electronic message board postings – 92 messages: 74 KSU messages / 18 community messages Press Releases – 32 ===== PAGE 21 ===== # KENTUCKY STATE UNIVERSITY BOARD OF REGENTS AGENDA ITEM BACKGROUND
To: Board of Regents External Relations and Development CommitteeDate: January 25, 2013
From: Hinfred McDuffie Executive Vice President for Administration
Subject: Board Rate Increases
Reason for Consideration: ApprovalEnclosures: Yes
Background: The attachment proposes board rate increases beginning Fall 2013. See attachment. Recommendation: That the External Relations and Development Committee approve the board rate increase request for action by the full Kentucky State University Board of Regents.
Initiator:Hinfred McDuffie Executive Vice President for Administration
Board Action Date:January 25, 2013
Effective Date:January 25, 2013
===== PAGE 22 ===== ## KENTUCKY STATE UNIVERSITY Board Rate Trend Analysis
Resident Meal RatesFY2006FY2007FY2008FY2009FY2010FY2011FY2012FY2013
Semester Board Rate$ 1,514$ 1,520$ 1,520$ 1,576$ 1,620$ 1,620$ 1,620$ 1,620
Commuter Meal Rates
5 Meal Membership w/ $200 Dining DollarsN/AN/AN/A$ 608$ 652$ 652$ 652$ 652
50 Block w/ $250 Dining DollarsN/AN/AN/A$ 550$ 594$ 594$ 594$ 594
$300 Dining DollarsN/AN/AN/A$ 300$ 300$ 300$ 300$ 300
20 Block w/$50 Dining DollarsN/AN/AN/A$ 168$ 180$ 180$ 180$ 180
## Proposed Board Rate Increase
Resident Meal RatesFY2014Percent Change
Semester Board Rate$ 1,6753.4%
Commuter Meal Rates
5 Meal Membership w/ $200 Dining Dollars$ 6804.3%
50 Block w/$250 Dining Dollars$ 5940%
$300 Dining Dollars$ 3000%
20 Block w/$50 Dining Dollars$ 1800%