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Regular Meeting of the Board of Regents Friday, August 8, 2025 10:00 a.m. EDT

Julian M. Carroll Academic Services Building, 2nd Floor 400 East Main Street Frankfort, Kentucky 40601

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS REGULAR MEETING

*** Meeting Will be Conducted in Person and by Teleconference ***

Friday, August 8, 2025 10:00 a.m. EDT

Board of Regents Room Julian M. Carroll Academic Services Building, 2nd Floor 400 East Main Street Frankfort, Kentucky 40601 (Primary Physical Location)

Zoom Link: https://kysu.zoom.us/j/99284351782 Webinar ID: 992 8435 1782 One Tap Mobile: US: +13092053325,,99284351782# or +13126266799,,99284351782#

• 1. Call to Order

TBA – August 7, 2025

Board Chair (Currently Tammi Dukes)

2. Roll Call
3. TBA – August 7, 2025 Acting Board Secretary
3. Action and Information Items
1. SACSCOC Review & Discussion (Information Item)
2. Dr. Nuria M. Cuevas Vice President, SACSCOC
3. A.Division of Finance & Administration
4. i.Budget to Actual for FYE 6.30.25 (Information Item)
5. Dr. Melissa Hicks Interim VP, Finance & Admin.
6. ii.Update on Audit Preparation and Audit Work (Information Item) Dr. Melissa Hicks Interim VP, Finance & Admin.
7. VP Hicks
8. iii.Update on Appropriations (Information Item)
9. Dr. DeAnna Brown Title III Director
10. iv.Campus Walkways Improvements and Miscellaneous Repairs – Phase 3 (Action Item)

Mr. H. Wayne Cowan Director of Capital Planning and Facilities

• v.Carver Hall Renovations Project Increase for Design and Construction (Action Item) Mr. Cowan
• vi.Fire & Tornado Insurance (Action Item) Mr. Cowan
• vii.Hillcrest Manor Renovation Project (Action Item) Mr. Cowan
• viii.Hunter Hall Renovation Project (Action Item) Mr. Cowan
• ix.Kentucky Hall Renovation Project (Action Item) Mr. Cowan
• x.Shauntee Hall Renovations Project Phase 1 and Phase 2 (Action Item) Mr. Cowan
• C.Office of General Counsel i. Mr. Michael R. DeCourcy Vice President of External Relations and Institutional Advancement
• Closing Remarks Board Chair
• B.Division of Academic and Student Affairs i. Dr. Michael D. Dailey Provost Dr. Tierra Freeman Taylor Interim Director of Institutional Effectiveness

Adjournment Board Chair

KENTUCKY STATE UNIVERSITY Education and General Revenues and Expenses/Transfers by Functional Area For the Period from 7.1.24 to 06.30.25

KENTUCKY STATE UNIVERSITY

Education and General Expenses/Transfers by Natural Classification

For the Period from 7.1.24 to 06.30.25

Footnotes

1Gross student tuition and fees actual reflects amount billed in Banner.

2Uncollected rate is of 7/21/2025.

3Actuals are presented on the modified cash basis of accounting. KSU maintains its accounting system on the accrual-basis of accounting as required by Generally Accepted Accounting Principles (GAAP). For the month/period ending 6/30/2025, the accounting system included accounts payable totaling 1,435,313.55 which includes invoices not processed under a purchase order of 686,351.13.

KENTUCKY STATE UNIVERSITY Auxiliary Operations Revenues and Expenses/Transfers by Natural Classification For the Period from 7.1.24 to 06.30.25

Footnotes

1Revenue actual reflects amount billed in Banner.

2Uncollected rate is of 7/21/2025.

FYE 6.30.24: Audit Preparation Update – Protiviti

FY24 CLA Requests and Accounting Support Status:

Of the current number of CLA audit requests, 61% have been provided. We expected this number to increase as CLA begins their audit work.

62% of the accounting support items are in progress or complete.

These are not direct requests from the Auditor but are necessary steps to finalize the Trial Balance.

Additional Activities to Streamline Audit

Pre-review significant balances and areas heavily focused on in the prior year audit

- Calculate adjustments where necessary

Refine supporting documentation

Liaise with the audit team and KSU stakeholders, coordinating follow ups and providing required responses

Challenges

• Continued turnover of University staff and loss of institutional knowledge

Expanded scope into accounts not previously reviewed or reconciled

KSU accounting teams have simultaneous competing priorities

Inconsistent historical bookkeeping and support maintenance

FYE 6.30.24: Audit Update – CliftonLarsonAllen

CLA is in the preliminary stages of the 2024 financial statement and single audit. As of 7/23/2025, the following auditing procedures have been performed:

Selected major federal programs that require a compliance audit.

Made sample selections for the student financial assistance cluster. Testing has started for support received from the University.

Pre-engagement activities such as signing the statement of work, preparing our planning audit program and procedures, updating our annual client acceptance documents.

• Sent management accounts and balances for preparation of confirmation requests (cash, debt, investments).
• Held weekly status meetings to understand where the University is with its closing process.
• Update our understanding of the University documentation.
• Preliminary risk assessment prepared.
• Made a preliminary sample and performed testing of general disbursements.
• Updates made to our internal control documentation where information was available.
• Sample selected for non-standard journal entry testing.
• Substantive testing has not begun and will commence once management informs CLA that sections are ready to be audited.

Made a sample selection of credit card statements and individuals to test.

• OPEB and pension samples made and CLA performing the testing over the support provided by management.

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

INFORMATION ITEM:

2025 – 2026 grant awards for Title III Part B, Title III Part F and Title VII HBCU Masters.

FACTS:

Kentucky State University receives awards from the Department of Education to support our undergraduate and graduate students. We have received several emails regarding funding for the 2025 – 2026 grant year. Initially, Kentucky State University received an award letter stating we will receive $3,095,677.00. That award has been rescinded, please see the correspondence attached

BUDGETARY IMPLICATIONS:

No awards have been distributed for any awards. New fiscal year begins October 1, 2025.

Funding sources

Department of Education

Brown, Deanna

2

CAUTION: This is an external email. Do not click on links, open attachments or reply, unless you recognize the sender and know the content is safe.

CONTROLLED UNCLASSIFIED INFORMATION

Dear HBCU Project Directors and/or Presidents/Chancellors:

The HBCU Program Division has decided to recalculate the formula run for the Phase I data collection due to the 2025 calculation changes regarding Column C, see below:

• (A)(B) (C) (PELL)
• CLASS YEAR OFGRADUATION FROMUNDERGRADUATE SCHOOL NUMBER OF GRADUATES OFTHE APPLICANT INSTITUTIONDURING THE SCHOOL YEARIMMEDIATELY PRECEDINGTHAT FISCAL YEAR (Associateor Baccalaureate Degree)(20 U.S.C §1063(h)(2)(B)) (25%) PERCENTAGE OF GRADUATESOF AN APPLICANTINSTITUTION WHO, WITHIN 5-YEARS OF GRADUATING WITHBACCALAUREATE DEGREES,ARE IN ATTENDANCE ATGRADUATE OR PROFESSIONALSCHOOLS AND ENROLLED INDEGREE PROGRAMSIN DISCIPLINES IN WHICHBLACKS AREUNDERREPRESENTED DURINGTHE SCHOOL YEARIMMEDIATELY PRECEDINGTHAT FISCAL YEAR.(20 U.S.C §1063(h)(2)(C)) (25%) NUMBER OF PELL GRANT RECIPIENTS ATTHE APPLICANT INSTITUTION DURINGTHE SCHOOL YEAR IMMEDIATELYPRECEDING THAT FISCAL YEAR(20 U.S.C §1063(h)(2)(A)) (50%)

1

• Please disregard the Phase II Letter that was emailed on June 18, 2025. Due to the late decision within our fiscal year and the various required levels of the Department's funding slate approval process, we anticipate that awards will be released much later now. Once the Department has officially approved the 2025 slate funding awards for Part B and Part F, you will receive a Phase II (Award) Letter with the 2025 award amount and instructions for how to proceed with your grant awards.
• The initial deadline date for the Phase I data collection was February 28, 2025, and we will use the original data submissions for the recalculation. Therefore, you are not required to do anything further. We apologize in advance for the inconvenience this may cause the institution. If you have any questions, please reply to this email.

Sincerely,

2

Brown, Deanna

CAUTION: This is an external email. Do not click on links, open attachments or reply, unless you recognize the sender and know the content is safe.

The awards were calculated using a combination of Phase I data submitted on or before the Phase I data submission deadline of February 28, 2025, and data that Department staff asked institutions to change and resubmit after the deadline. However, the Department has determined that formula awards for Fiscal Year 2025 will be calculated using only the initial Phase I data received by the submission deadline. In addition, the Department will pull down the Title III, Part F application from Grants.gov until final formula award amounts are determined, at which point the application will be reposted.

The Department will provide guidance and examples before fiscal year 2026 Phase I data submissions for Title III, Parts B and F.

I apologize for any misunderstanding or confusion.

If you have any question, contact your Program Specialist, or contact me directly by email at Donald.Watson@ed.gov or by telephone at (202) 309-7048.

1

ACTION ITEM:

Approval of Campus Walkways Improvements and Miscellaneous Repairs – Phase 3

FACTS:

In May 2024, construction started on Phase 1 of the Walkways project. That project replaced sidewalks and handrails in a concentrated area. Phase 2 of this project was approved by the Board at the January Board meeting and is currently under design.

Phase 3 of this project will expand on these efforts and include repair and reconditioning of Asphalt Paving across campus as well as, continue to replace sidewalks, stairs and handrails that are end of service.

Construction is planned to begin in late 2025 and early 2026.

BUDGETARY IMPLICATIONS:

The current budget for this project is $2,000,000. This will be funded with the University's 2024-2026 State Bond Funded Asset Preservation Funds. The University is not required to provide a match.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve the Campus Walkways Improvements and Miscellaneous Repairs – Phase 3.

MOTION:

• –Approve the use of asset preservation funds for the Campus Walkways Improvements and Miscellaneous Repairs – Phase 3

ACTION ITEM:

Approval of Carver Hall Renovations Project Increase for Design and Construction of remaining phases

FACTS:

In 1952, George Washington Carver Hall was opened as a dedicated classroom building to help with the overcrowding in Jackson Hall and Old Hathaway Hall. As part of the dedication, King Farouk of Egypt sent Kentucky State University's biology department a mounted and catalogued collection of 900 rare butterflies, moths and other insects. The collection still adorns the walls of Carver Hall to this day. In 1968, after the demolishment of Old Hathaway Hall, an annex was built in its place. Students studying Chemistry, Biology and other Sciences continue to utilize the historic building and are greeted at the entrance with the words "Enter to Learn, Go Out to Serve."

Carver Hall was renovated in 2003 and again in 2024 under the campus roof replacement project. Its 45,750 square feet makes it one of the University's largest instructional buildings. The building suffers from deferred site maintenance, lack of system upgrades, and as well as deteriorating, or damaged architecture (both exterior and interior). This renovation will make necessary minor renovations to the mechanical, electrical and plumbing (MEP) systems and architectural improvements of low maintenance flooring and updated finishes throughout.

Phase 1A construction is planned to begin Fall of 2025 for the areas already vacated. Phase 1B design will commence upon this approval and construction will continue near or at the conclusion of Phase 1A. Construction is scheduled to be completed by August 2026, with occupancy expected in the fall semester of 2026.

BUDGETARY IMPLICATIONS:

The project was previously approved for $205,000.00 for the Phase 1A design at the June 14, 2024 Board of Regents meeting. This budget was based on the Phase 1A and needs discussed with the Design Team for the Phase 1B continued Design and construction. The additional funding needed is currently estimated to be $5,795,000.00, making the project total $6,000,000.00. The additional funding will come from University's 2024-2026 State Bond Funded Asset Preservation Funds, which no longer require a match.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve the increase in the Carver Hall Renovation project

MOTION:

Approve the increase in the use of the Asset Preservation funds for the Carver Hall Renovation project.

ACTION ITEM:

Approval of payment for Fire & Tornado Insurance

FACTS:

The university insures its property through the Finance and Administration Cabinet, Division of State Risk. This is an annual policy with effective dates of July 1, 2025 – June 30, 2026.

BUDGETARY IMPLICATIONS:

The annual premium is $1,317,071.44. In the 2024-2026 biennial budget bill, the university received an appropriation of $822,000 to partially cover this expense. The remainder will be paid from the University's E&G budget.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve the payment for the Fire & Tornado insurance annual premium.

MOTION:

Approve payment for the insurance premium.

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

ACTION ITEM:

Approval of preliminary Budget for the Renovation of Hillcrest Manor.

FACTS:

The Board of Regents has requested a preliminary budget to accomplish minor renovations to Hillcrest Manor to repair areas that have been damaged, renovate areas to be more usable, upgrade the finishes and replace outdated furnishings to allow this building to return to a comfortably habitable condition.

BUDGETARY IMPLICATIONS:

This renovation has been estimated to cost in the neighborhood of between $190,000 - $225,000, depending on the market conditions at the time of bidding. This estimated budget should be valid for a period of 6-8 months.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve the budget expense to complete the upgrades and renovations necessary to return this once glorious structure to a comfortably habitable condition suitable to host Alumni and dignitaries.

MOTION:

Approve the use of Auxiliary Income for the renovation of Hillcrest Manor of up to $225,000.

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

ACTION ITEM:

Approval of Hunter Hall Residential Renovation Project

FACTS:

In 1933, President Atwood himself recruited Ann Jackson Heartwell Hunter to Kentucky State University to serve as the new Dean of Women on campus. She would hold this title until 1942, when she left the university to serve in the Red Cross during World War II. In 1947, she returned to campus and served the university as the Dean of Students until her retirement in 1965. In honor of her long service and in gratitude for her countless hours to the students of Kentucky State University, on October 23, 1964, Hunter Hall was officially dedicated. The residence hall housed 102 female students and offered additional auxiliary services.

A portion of the building was recently renovated for office and research space. This project will renovate the two remaining floors for residential use. This project will include a new roof, new windows for the entire building, renovation of the residence rooms, as well as infrastructure upgrades of the mechanical, electric and plumbing systems for the entire building.

It is anticipated that this construction will begin in late 2025 and will be completed for the beginning of the Fall 2026 Academic semester.

BUDGETARY IMPLICATIONS:

The Board of Regents approved the initial design phase for this project ($750,000) in the January 2025 meeting. This fund request is for $7,500,000.00 needed for construction. This request will bring the total for Design and Construction to $8,250,000.00. This will be funded with the University's 2024-2026 State Bond Funded Asset Preservation Funds. No matching funds are required from the University.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve the Hunter Hall Residential Renovation Project funds for construction.

MOTION:

Approve the use of 2024-2026 asset preservation funds for the Hunter Hall Residential Renovation Project.

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

ACTION ITEM:

Approval of Kentucky Hall Renovation Project

FACTS:

After a deadly fire destroyed Ladies Hall in 1926, Kentucky Hall was built on the same location for the continued purpose of housing undergraduate women attending Kentucky State University. President Atwood oversaw the construction and when it opened in 1929, it could house 212 female residents as well as a full dining facility and laundry for the campus. In 1976, Kentucky Hall completed an extensive renovation and it continues to serve as a residence hall today. Generations of Thorobreds have studied and rested under the large covered porch that still adorns the building.

Its 44,000 square feet houses 138 students. It has undergone several renovations and additions. The building suffers from deferred site maintenance, lack of system upgrades, and unaddressed moisture issues, as well as failing, dated, deteriorating, or damaged architecture (both exterior and interior). This renovation will make necessary renovations to the mechanical, electrical and plumbing (MEP) systems, architectural improvements of low maintenance flooring and building envelope repairs. This project will also take the opportunity to repurpose underutilized space and provide suite type rooms to increase the number of beds.

Construction is planned to begin in May 2026, immediately after 2026 commencement.

BUDGETARY IMPLICATIONS:

The current construction for the project is estimated to cost $15,000,000. This will bring the grand total of this project to $15,700,000.00, which includes the previously authorized $700,000.00 for design only authorized by the Board in January, 2025. This will be funded with the University's 2024-2026 State Bond Funded Asset Preservation Funds, which no longer requires a match.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve the construction budget of $15,000,000 for the construction portion of the Kentucky Hall Renovation project.

MOTION:

Approve the use of 2024-2026 asset preservation funds for the Kentucky Hall renovation project construction.

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

ACTION ITEM:

Approval of Shauntee Hall Renovations Project – Phases 1 and 2

FACTS:

Named the W. Frank Shauntee Industrial Arts Building in 1970, the building provided 19,740 square feet of floor space for labs, machine rooms, classrooms, and faculty offices. The building was dedicated under President Carl M. Hill and taught generations of graduates in the skills of electricity, drafting, power mechanisms, metal work and many other subjects. Dr. Shauntee served on the Kentucky State University faculty for 25 years

Shauntee Hall most recently housed student health center and previously the College of Arts and Sciences Laboratory, classrooms and offices. It has undergone a recent minor renovation to upgrade finishes and rehabilitate the HVAC and Electrical Systems. This Building is in generally good to fair condition and with some additional significant renovations can be adapted to be the new home for the School of Engineering and Technology. This renovation will make necessary renovations to the mechanical, electrical and plumbing (MEP) systems, architectural improvements of low maintenance flooring and building envelope modifications and repairs. This project will also take the opportunity for minor expansion allowed under the guidelines of the 2024-2026 Asset Preservation Funds allocations.

Phase 1 construction is planned to begin in Fall 2025 to renovate existing space for the creation of a CNC Laboratory and support spaces for use on January, 2025 to meet a curriculum need for the Engineering program.

Phase 2 of this project will begin concurrently with Phase 1 and continue in Design. This early effort will allow for a truncated construction schedule in order for the entire facility to be ready for Fall, 2026 Academic semester.

BUDGETARY IMPLICATIONS:

The project cost is estimated to cost $6,680,000.00. This budget was based on the preliminary scope of work applied to an average square foot cost for this style of Academic Building renovation. The funding will come from University's 2024-2026 State Bond Funded Asset Preservation Funds, which no longer require a match.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve the increase in the Shauntee Hall Renovation project

MOTION:

Approve the increase in the use of the Asset Preservation funds for the Shauntee Hall Renovation project.

ACTION ITEM:

Approval of New Academic Programs.

FACTS:

The University's Faculty Senate has approved the following academic programs:

MS degree program in Public Health

BS degree program in Aquatic Sciences

BS degree program in Public Policy

BUDGETARY IMPLICATIONS:

Sufficient existing credentialed faculty are employed by the University for all three programs.

Less than 25% new course content is found in the bachelor level programs and will not need SACSCOC substantive change review/approval. No fee required.

MS degree program in Public Health will require a SACSCOC substantive change prospectus – fee $500.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve the new programs as they are consistent with the University Mission, Strategic Priority 1: Objective 3 Increase Program Offerings.

MOTION:

Approve Kentucky State University's new programs:

MS degree program in Public Health

BS degree program in Aquatic Sciences

BS degree program in Public Policy

KENTUCKY STATE UNIVERSITY BOARD OF REGENTS

ACTION ITEM:

Approval of University Policies and Framework

FACTS:

The University has reviewed all established policies and placed them in one location on the University's website. In addition, the University has established a clear and consistent policy, regulation and procedures process through the Policy on Policies, Regulations, and Procedures. The Board of Regents received the presentation on the actions at the June 27, 2025 meeting including all Interim Policies.

To ensure a formal acceptance of this structure, the University formally is seeking the Board of Regents approval following the required 30-day review period. From June 27, 2025 through July 31, 2025, no comments were received on the structure nor any of the interim policies shared for approval.

BUDGETARY IMPLICATIONS:

No additional expenditures outside of staff time are expected.

RECOMMENDATION:

Dr. Koffi C. Akakpo recommends the Board of Regents approve Policy on Policies, Regulations, and Procedures, all interim policies and the formal framework the policy establishes.

MOTION:

Approve the Policy on Policies, Regulations, and Procedures, interim policies and the framework established.