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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

*** 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#

Board Chair (Currently Tammi Dukes)

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

Adjournment Board Chair

Education and General Expenses/Transfers by Natural Classification

For the Period from 7.1.24 to 06.30.25

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.

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.

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

• 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

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.

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

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

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

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

Funding sources

Department of Education

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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:

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Sincerely,

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Brown, Deanna

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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.

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Approval of Campus Walkways Improvements and Miscellaneous Repairs – Phase 3

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.

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.

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

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

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.

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.

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

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

Approval of payment for Fire & Tornado Insurance

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.

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.

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

Approve payment for the insurance premium.

Approval of preliminary Budget for the Renovation of Hillcrest Manor.

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.

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.

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.

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

Approval of Hunter Hall Residential Renovation Project

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.

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.

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

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

Approval of Kentucky Hall Renovation Project

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.

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.

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.

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

Approval of Shauntee Hall Renovations Project – Phases 1 and 2

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.

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.

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

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

Approval of New Academic Programs.

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

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.

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.

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

Approval of University Policies and Framework

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.

No additional expenditures outside of staff time are expected.

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.

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