===== PAGE 1 ===== # KENTUCKY STATE UNIVERSITY BOARD OF REGENTS SPECIAL CALLED MEETING *** Meeting Was Conducted in Person and by Teleconference *** Friday, December 9, 2022 11:00 a.m. EST # Board of Regents Room Julian M. Carroll Academic Services Building, 2nd Floor 400 East Main Street Frankfort, Kentucky 40601 (Primary Physical Location) ## MINUTES ***** ### I. Call To Order The Board's Chair, Dr. Gerald Patton, called the meeting to order at 11:10 a.m. ### II. Roll Call The Board's Secretary, Mr. Zachary Atwell, called the roll: Regent Gerald Patton, PhD Present Regent Herman Walston, EdD Present Regent Michael Adams, Jr. Present Regent Tammi Dukes Present Regent Edward Fields Present Regent Ernie Fletcher, MD Present Regent Edward Hatchett, Esq. Present Regent Jason Moseley Present Regent Charles Moyer, PhD Present Regent Robert Ramsey Sr. Present Regent Savion Briggs Not Present Regent Savion Briggs Not Present Ten Regents were present during the roll call; a quorum was therefore established. ### III. Approval of the Agenda Prior to asking for a motion to approve the December 9, 2022, agenda, Chair Patton announced that action item 5A would not be presented, as there were financial and operational components that still needed to be addressed. The item was tabled for discussion at a later meeting. ## MOTION by Regent Dukes: Move the Board to approve the amended agenda of the December 9, 2022, Special Called Meeting of the Board of Regents. Seconded by Regent Hatchett and passed without dissent. ===== PAGE 2 ===== ### IV. Information Items ### A. Sodexo Presentation Chair Patton asked Dr. Burnette, Interim Executive VP, Finance & Business Affairs, and Chief of Staff, to present this agenda item. Dr. Burnette began by introducing Mr. James Etchechury, a Sodexo representative. Their presentation is incorporated by reference. Regent Fields queried as to APPA Level 3 being the goal and asked why KSU would not want to instead aim for APPA Level 1. Chair Patton requested Mr. Etchechury to identify Sodexo's other accounts with Kentucky higher education institutions. Regent Walston asked, as to KSU’s sister institutions and other HBCUs, what the states of their campuses were when Sodexo began working on them. Regent Walston further asked if any of those contracts were renewed for a second year. Noting that land grant buildings were not included in Sodexo's assessment, Regent Fields asked whether the buildings would be covered in the proposed contract for services. Regent Hatchett asked Mr. Etchechury if he could compare the “formulas” between Sodexo and WKU employees in WKU’s maintenance partnership and Sodexo and KSU employees in KSU’s proposed maintenance partnership. As to cross-training for cafeteria staff as a part of continuity, Regent Walston asked what would happen if the existing cafeteria contract changed. Regarding the KSU Program Components slide, Regent Fields asked if the goal was to have all program components in place at the end of the first year. Regent Walston inquired if any issues were foreseen from transitioning from existing contractors to Sodexo on-site services. Regent Walston also asked if the cloud-based Site Management System had the ability to look at quality of performance on an ongoing basis. Regent Walston noticed an apparent overlap between some of the positions noted on the Service Delivery Leadership slide and existing roles with identical titles that already exist at KSU. He then asked Mr. Etchechury to discuss and distinguish those roles. Regent Fields asked if the Sodexo individuals would be located on the KSU premises. Dr. Burnette asked Mr. Etchechury if he anticipates any of the Sodexo positions being eliminated entirely or reduced in scope after APPA Level 3 is reached. Regent Moyer inquired whether there would be any redundancy of positions/roles built in by Sodexo. He then offered a hypothetical situation in which custodians did not show up for work. Dr. Burnette asked Mr. Etchechury to expand a bit on the Energy Manager position, and its role and responsibilities in lowering consumption costs at the Institution. Regent Walston queried if some of the positions shown on the Service Delivery Leadership slide could be consolidated. Regarding the Hourly Team slide, Regent Fields asked Dr. Burnette and Mr. Etchechury who will be augmented with Sodexo employees and what the total number of custodial, maintenance, and grounds staff members will be. Further, Regent Fields asked whether KSU staff employees and Sodexo hourly team employees would be compensated equally. Regent Fields also inquired ===== PAGE 3 ===== whether Sodexo employees would be available for evening and weekend events as part of their 40-hour work week. As to the slide entitled “First-Year Service Delivery Budget $3.3M,” Dr. Burnette asked Mr. Etchechury to clarify some of the start-up and non-recurring costs. He further asked if Mr. Etchechury anticipated any of these costs being reduced or eliminated if KSU renews the contract in the future. Regent Walston asked if several specific buildings were included in the scope of services and projected costs. As Mr. Etchechury concluded his presentation, Dr. Burnette followed up with information regarding Projected Annualized Facilities Management Costs. Regent Fields asked if ENG and Grants were included in the University Facilities Expense Analysis (% of Actual Spend to the Budget) slide. As to IT systems, Regent Fletcher asked how cooperative Sodexo would be in transferring data if a different vendor is selected at the end of the year. Regent Adams asked Dr. Burnette how equipment and chemicals will be selected for use and who will be making such recommendations. He noted that these selections could result in reduced expenditures. Regent Adams asked if asset preservation funds would be used for the Sodexo contract. ### B. Memorandum of Understanding Establishing the Exum Center Local Collaborative Next, Chair Patton asked Mr. Darryl Thompson, Director of Government Relations, to present this agenda item. His presentation is incorporated by reference. ### V. Action Items ### A. Approval of Sodexo Personal Service Contract and Management Agreement This agenda item was not presented today as noted in Section III, above. ### VI. Closing Remarks Chair Patton offered closing remarks, thanking Board members for their commitment. ### VII. Adjournment MOTION by Regent Fletcher: Move the Board to adjourn. Seconded by Regent Dukes and passed without dissent. The meeting was adjourned at 1:03 p.m. ===== PAGE 4 ===== Submitted by:
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Zach Atwell Secretary, Board of Regents Kentucky State University
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Regent Gerald Patton, PhD Chair, Board of Regents
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Kentucky State University Approved with no corrections _____ Approved with corrections