Special Board of Trustees Meeting
September 4, 2008
8:00 a.m.
Academic Library - Rooms 301 and 302
Agenda
1. Call to Order
2. Roll Call
3. Verification of Meeting Notice
4. Recess into Executive Session
5. Other Matters
a. Public and Employee Comments
6. Adjournment
Academic and Student Affairs
September 4, 2008
10:00 a.m.
Academic Library - Rooms 301 and 302
Agenda
1. Roll Call
2. Verification of Meeting Notice
4. Remarks from Chairman
5. Approval of Previous Minutes
6. Reports:
a. Provost and Academic Affairs
1. ACT Research Update
2. Accreditation Update
3. College of Business
4. College of Education
b. Enrollment Update
c. Update on Alumni Affairs Benchmarks
7. Other Matters
a. Public and EMployee Comments
8. Adjournment
FInance, Facilities and Audit Committee Meeting
Academic Library, 4th Floor - Auditorium
September 12, 2008
8:30 a.m.
Agenda
1. Roll Call
2. Verification of Meeting Notice
3. Approval of Previous Minutes
4. Reports
a. Internal Auditor Report
b. Discussion of FY 2007 Audit FIndings
c. Interim Vice President for Budget and Finance Report
Action Items:
1. Approval of FY 09 Budget
2. Appointment of University Treasurer
d. Foundation Update
e. Sponsored Programs
f. Technology Fee Update
5. Action Items
Contracts over $250,000
1. Approval of Fuel Cell Grant
2. Approval of Solar Cener Grant
6. Other Matters
a. Public and Employee Comments
7. Adjournment
Board of Trustees Meeting
Academic Library - Level 4 - Auditorium
September 12, 2008
10:30 a.m.
1. Call to Order
2. Roll Call
3. Verification of Meeting Notice
4. Approval of Previous Minutes
5. President's Report
6. Committee Reports
A. Academic and Student Affairs
B. FInance, Facilities and Affairs
Action Items
1. Approval of FY 09 Budget
2/ Appointment of University Treasurer
3. Contracts over $250,000
1. Fuel Cell Grant
2. Solar Center Grant
7. Civil Service Merit Board
8. Presidential Search Committee Update
9. Student Trustee Report
10. Other Matters - Public and Employee Comments
11. Recess into Executive Session\
12. Return to Open Session
13. Action Item - Collective Bargaining Agreement
14. Adjournment
April 23, 2008
7:40 a.m. – 10:15 a.m.
Members Present
James Reynolds, Chairman
Betsy Hill
Rev. Leon Finney, Ph.D.
Peggy A. Montes
Juwaun Sutton, Student Trustee
Others Present
Roll Call and Verification of Meeting Notice
A quorum was verified and the notice was posted as mandated by the Illinois Open Meetings Act.
The previous meeting minutes were approved as circulated.
2007 Audit Update
Trustee Reynolds commented that he was aghast at the 17 material audit findings for 2007. He noted the University was at the same place as it was last year. Trustees had been informed that the issues would be resolved. Clearly, that is not the case. He queried as to what is going on with finances and internal auditing and how to put procedures in place to address these issues. He strongly urged the University to develop procedures, guidelines and structure so that these issues do not reappear. He emphasized that the role of the Board is that of oversight and not micro-managing the University. Trustee Reynolds asked for clarity on the role of the Internal Auditor. Isn’t his job is to keep Trustees informed? John Meehan, the Internal Auditor, responded that his responsibility is to conduct testing in certain areas and to summarize the results to the President and to discuss the results with the chain of command and to assist the external auditors. He noted that there are ten (10) specific testing areas. Not all are transparent.
Trustee Reynolds asked if his testing mirrors those of the external auditors?
Trustee Finney asked if he was surprised about the findings.
Mr. Meehan responded that his testings do not mirror the External Auditors because they do not share their issues with him.
Trustee Reynolds queried as to who he reports to and what does he do when he discovers a problem?
Trustee Finney asked if he is fully capable of performing his responsibilities as Internal
Auditor?
Mr. Meehan responded that he is the only Internal Auditor. In the past, he has functioned with two employees and some contractual service personnel. However, his staffing was decreased four years ago to one person.
Trustee Finney queried as to if he believes he has adequate staff, given the scope of activities and the recent audit findings?
Mr. Meehan responded no.
Chairman Reynolds commented that staff turnover and quality of staff are not very high and they cannot be blamed for problems that the University is encountering. These problems have to be with management in selection, motivation, retention and compensation. Staff should, however, make louder noise in the future when there are potential problems.
Trustee Hill commented that a discussion needs to be held on closing the loop and systems are not necessarily transparent.
Trustee Reynolds stated that the Internal Auditor has not done his job just because the issues are raised.
Trustee Finney recommended that as we look toward 2009, an assessment of the Internal Auditor’s budget should be assessed, with the focus on providing adequate staffing and whether accountability is in place and reporting matrix to support the structure. At future meetings, Mr. Parker or his replacement and the Internal Auditor will present their findings to the committee.
Mr. Richard Parker, interim Vice President of Finance, presented his overall perspective of the audit findings. He surmised that staff turnover and failure to utilize existing staff is the root of some of the problems. He informed the trustees that he has reorganized the Accounting Department and has done some terminations and has enhanced the quality of staff to address some of the problems. The major areas that he is assessing are property control, bank reconciliations, process issues, personnel issues, e.g. documentation for transactions, purchasing rules were not followed and confusing by Accounts Payable. He has tried to put in place some review process as well. He also informed the Trustees that there are seventeen (17) banking accounts. Eleven have been reconciled. They are eight to nine months behind. Use of the credit cards is also an issue. Also, the Accounting Department is not organized to carry out job responsibilities. Talents were being underutilized.
Trustee Reynolds charged Mr. Parker and Meehan with assessing the status of these accounts.
Trustee Reynolds noted that he is concerned about the first audit finding related to certain grants and property control records. One was overstated by $468,000 and another by $419,000 and another was $521,000 over. He noted that these are human errors that caused these problems that are due to inefficiencies, quality of staff, lack of processes and poorly trained staff and turnovers. Mr. Parker also noted that the previous Vice President of Administration had instructed staff to pay the bills in spite of lack of documentation.
Trustee Reynolds also noted that Finding #11 relates to procedures that are not in place to catch travel and lodging use of the University credit card.
Mr. Parker presented a written action plan to address the 17 audit findings.
Finding #9 relates to serious problems related to procurement. Mr. Parker commented that there is confusion about procurement regulations. It has been made clear to all personnel that the Procurement Code applies to all federal and state grants. More monitoring and training are needed. Any contract over the amount of $250,000 must be approved by the Board, with no exceptions. The role of the Legal Counsel is to monitor and prepare most contracts. They are then submitted to Purchasing for biding. The Department’s role is to prepare the resolution for submission to the Board.
Trustee Reynolds concluded that the University does not follow the rules and procedures established by the Board or state regulations. Management must get serious about adhering to policies and procedures. The University needs to “stop passing the buck.” A lot of the responsibilities could be performed by someone with an accounting undergraduate degree. The problem is the culture of the institution and not having competent personnel in place. Trustee Reynolds noted that the Board is suspicious of reports submitted by management. The role of the Board is not to manage staff and procedures. The Board cannot live up to its fiduciary duties if competent staff is not in place. He noted that it is difficult to understand why Procurement does not perform its job.
Trustee Finney commented that the Ghanian contract of $930,525.50 is still mysterious related to expenditures, internal controls are not in place and it is further troubling concerning inappropriate expenses related to the house in Ghana and the purchase of a car. He also noted that he is concerned about a former employee who benefitted from the $250,000 xerox machine contract.
Attorney Mark Dunn provided a history of the Ghanian contract.
Trustee Reynolds moved to approve the $930,525.50 Ghanian textbook contract. Trustee seconded the motion. The motion was voted on as follows:
Ayes: 3
Abstention: 2
Trustee Finney commented that before he votes positively for the contract, he must receive assurance that President Daniel, Nancy Hall-Walker, or Mr. Nate Tindall has no proprietary interest in Buck Press. Assurances were given by the stated parties.
President Daniel commented that she was concerned about the Universitiy being debarred from future federal contracts if the Ghanian contract is not approved.
Attorney Dunn assured Trustees that this was not likely to happen.
Trustee Finney commented that he was also concerned about the audit not being complete and the repercussions and he would be okay if the audit was complete. Further, no one has explained to him the urgency of approving the contract today. He is unclear and uncomfortable; therefore, he voted to abstain.
Dr. Contah responded that the books should have been in the classrooms in January 2008. Now, it is April. The University is three months behind in delivery. There is no penalty. The integrity of the University is the issue.
Trustee Finney commented that he was concerned about the legal issue and to compromise the integrity of the university related to documentations never being presented to the Board in a timely manner and the number of caveats in the resolution are also concerns. If he can be assured that this resolution stands along from the USAID initiative, then he is okay with the resolution.
It was moved and recommended that the $930,525.50 Ghana Textbook Contract be approved by the Board. The vote was as follows:
Ayes: 4
Abstention: 1
It was moved to recommend to the full Board the approval of the $956,000 program planning for the renovation of the science building. The resolution passed as follows:
Ayes: 5
Nays: 0
Trustee Finney moved to recommend to the full Board the approval of the $1.4 million FY 09 Tuition Waiver Budget. Trustee Reynolds seconded the motion. The motion passed as follows:
Ayes: 4
Abstention: 1
Trustee Finney moved to recommend to the full Board the approval of the FY 2009 Operating and Capital Budget. Trustee Reynolds seconded the motion. The motion passed as follows:
Ayes: 5
Nays: 0
There were no public and employee comments.
The meeting adjourned at 10:15 a.m.
Academic and Student Affairs, Personnel and Legislative Committee
April 23, 2008
11:10 a.m. – 12:35 p.m.
Board Members Present
Rev. Leon D. Finney, Jr., Ph.D.
Peggy A. Montes
Jawuan Sutton, Student Representative
Others Present
Dr. Justin Akujieze, Dean of Graduate Studies
Mark Dunn, Board Counsel
Mark Durham, Director of Alumni Affairs
Dr. Rachel Lindsey, Dean of Arts and Sciences
Richard Milo, Dean of Honors College
Dr. Mobley Smith, Associate Dean of the College of Pharmacy
Dr. Sandra Westbrooks, Vice President and Provost
Dr. Erma Brooks Williams, Board Liaison
Roll Call and Verification of Meeting Notice
The roll was call and a quorum was verified. The meeting notice was posted as mandated by the Illinois Open Meetings Act.
Information Items
ACT Admissions Decision Making Process
Provost Sandra Westbrooks provided a brief update on the ACT decision making process. She noted that the University’s ACT admissions requirement is 18; however, a limited number of students are admitted with lower ACTs in the University College Program. Dr. Westbrooks also provided data on other state universities admissions criteria. Trustee Montes queried as to why the ACT admission criteria are being revisited.
Student Concerns
Provost Westbrooks informed the Trustees that she had met with the students and the issues have been addressed.
Research and Publication
Provost Westbrooks presented a written report.
Action Items
Trustee Sutton moved to recommend to the full Board that the Honorary Doctorate Degree is awarded to Dr. Horace Smith. Trustee Montes seconded the motion. The motion passed as follows:
Ayes: 3
Nays: 0
Trustee Finney moved to recommend to the full Board that the Professor Emeritus status be granted to Dr. Clarence E. Fitch. Trustee Montes seconded the motion. The motion passed as follows:
Ayes: 3
Nays: 0
Trustee Montes moved to recommend to the full Board the status of Distinguished Professor is granted to Dr. Joseph Balogun, dean of Health Sciences. Trustee Sutton seconded the motion. The motion passed as follows:
Ayes: 3
Nays: 0
It was recommended that the tenure recommendations be considered by the full Board at its May 2008 meeting, including the two faculty who were denied tenure.
Trustee Finney recommended to the full Board that The Honors College be allowed to designate Honors status on student transcripts. Trustee Sutton seconded the motion. The motion passed as follows:
Ayes: 3
Nays: 0
Information Item
- Alumni Affairs Update – Mark Dunn, director of Alumni Affairs, provided an overview of challenges, opportunities, activities, and a history of the program. He noted that volunteer participation is critical to the success of the program. He also informed Trustees that the Office does not raise funds on behalf of the university. The focus of the Office is to cultivate alums.
- College of Arts and Sciences – Dean Rachel Lindsey provided a report of grants and publication of the college. She noted that the College brings approximately $2 million in Indirect Cost Recovery.
- Graduate College – Dean Justin Akujieze provided an update on the College’s activities. He noted that five study groups have been established. The recommendations will be presented at the next meeting. He also informed the Trustees that 110 students had been admitted but decided not to enroll partially because the University is unable to offer graduate assistantships.
- College of Pharmacy – Dr. Mobley Smith provided an update on the College. She informed the trustees that the accreditation is scheduled for April and May. As of today, 83 students have been admitted for fall 2008.
Public and Employee Comments
David Johnson, student, informed the trustees that students raised $2,317 for Student Government; however, the funds have not been placed in their account. He also raised concerns relative to the recent student elections. Trustee Finney informed the students that he will conduct an investigation into the elections with President Daniel, Drs. Rosalyn Brown and Sandra Westbrooks, and others involved in the process.
Jasmine Jackson, a student, requested that the elections be held again.
Kevin Curling, student, commented that no structure is in place in the Office of Student Affairs.
Professor Phillip Beverly expressed concerns related to the integrity of the election process. He noted that there is a leadership deficiency in the Office of Student Affairs.
Miesha Wilder, resident hall student, expressed concerns about the Residence Hall Council has been postponed and asked that it be reestablished. She also commented on the problems with mail delivery, visitation has been disbanded, and maintenance and sanitation are issues. Further she commented on staff and their siblings are permitted to eat free in the cafeteria, whereas students cannot.
Nicholas Davis, student, commented on the culture of negligence at the University and non-caring by staff and more accountability needs to be demanded of faculty.
Ms. Danielle Broadwater, residence hall Director, responded that the Residence Hall Council is in place and a Student Town Hall Meeting is being scheduled.
Adjournment
The meeting adjourned at 12:35 p.m.
Board of Trustees Presidential Search Advisory Meeting
Academic Library
Dean's Conference Room - 4th Floor
Thursday, July 17 2008
8:30 a.m.
1. Call to order
2. Verification of Meeting Notice
3. Search Firm Interviews
a. Academic Search
b. Storbeck/Pimental and Associates, LLC
4. Public and Employee Comments
5. Recess into Executive Session Pursuant to Illinois Open Meetings Act
6. Adjournment
Special Board of Trustees Meeting
Academic Library
Legislative Assembly Rooms 301 - 302
Thursday, June 26, 2008
9:00 a.m.
1. Call to Order
2. Roll Call
3. Verification of Meeting Notice
4. Action Items
a. Trauma Training Subcontract
b. FY 09 Spending Plan
c. Athletic Great West Conference
5. Other Matters
a. Public and Employee COmments
6. Recess into Executive Session
7. Action Item - Senior Administrative Officer
8. Adjournment
Academic and Student Affairs, Personnel, and Legislative Committee Meeting
Academic Library - Third Floor - Legislative Assembly Rooms 301 and 302
June 18, 2008
10 A.M.
1. Roll Call
2. Verification of Meeting Notice
3. Remarks from Chairman
4. Approval of Previous Minutes
5. Reports
ACT Decision Making PRocess
Financial Support for Student Leaders
Accreditation Update
Alumni Update
Academic Library
Legislative Update
6. Other Matters
a. Public and Employee Comments
7. Adjournment
Special Board Meeting
Wednesday, May 28, 2008
Dean's Conference Room Academic Library 11:30 a.m.
1. Call to Order
2. Roll Call
3. Verification of Meeting Notice
4. Action Item - Approval of Collective Bargaining Agreement #73
5. Other Matters
Public and Employee COmments
6. Adjournment
Presidential Search Advisory Committee
Wednesday, May 28, 2008
Academic Library
Dean'sConference Room - 443
11:45 a.m.
1. Call to Order
2. Verification of Meeting Notice
3. Evaluation of Search Firm Proposals
4. Next Meeting
5. Publc and Employee COmments
6. Recess into Executive Session Pursuant to Ilinois Open Meetings Act
7. Convene into Regular Session
8. Adjournment
CHICAGO STATE UNIVERSITY BOARD OF TRUSTEES MEETING
MAY 7, 2008
Academic Library - 415
7:30 a.m.
1. Call to Order
2. Roll Call
3. Verification of Meeting Notice
4 Approval of Previous MInutes
5. President's Report
6. Committee Reports
A. Academic and Student Affairs
ACTION ITEMS
a. Professor Emeritus
b. Tenure Recommendations
c. Distinguished Service Professor
d. Honorary Degree
e. Honors College Designation
B. Finance and Facilities
ACTION ITEMS
a, FY 2009 Tuition Waiver Budget
b. FY 2010 Budget
7. President Search Charge
8. Civil Service Merit Board
9. Student Trustee Report
10. Public and Employee Comments
11. Recess into Executive Seession Pursuant to Open Meetings Act
12. Return to Open Session
13. ACTION - APPOINTMENT OF INTERIM PRESIDENT
14. Adjournment
Board of Trustees
Special Committee of the Whole Meeting
130 S. Halsted Street, Chicago, IL
Wednesday, April 30, 2008 6:30 p.m.
AGENDA
Call to Order…………………………………………………………………………….Ms. Betsy Hill, Chairman
Roll Call…………………………………………………………………………………….Dr. Erma Brooks Williams
Verification of Meeting Notice………………………………………………….Dr. Erma Brooks Williams
Recess into Executive Session Pursuant to 5-ILCS 120/2 (c) (1)
Employment Matters
Return to Open Session
Other Matters
Public and Employee Comments
Adjournment
CHICAGO STATE UNIVERSITY
Board of Trustees
Special Committee of the Whole Meeting
566 W. Adams Street, Suite 700, Chicago, IL
Thursday, May 1, 2008
8:30 a.m. – 4:00 p.m.
AGENDA
Call to Order…………………………………………………………………………….Ms. Betsy Hill, Chairman
Roll Call…………………………………………………………………………………….Dr. Erma Brooks Williams
Verification of Meeting Notice………………………………………………….Dr. Erma Brooks Williams
Recess into Executive Session Pursuant to 5-ILCS 120/2 (c) (1)
Employment Matters
Return to Open Session
Other Matters
Public and Employee Comments
Adjournment
CHICAGO STATE UNIVERSITY
Board of Trustees
Special Committee of the Whole Meeting
130 S. Halsted Street, Chicago, IL
Wednesday, April 30, 2008 6:30 p.m.
AGENDA
Call to Order…………………………………………………………………………….Ms. Betsy Hill, Chairman
Roll Call…………………………………………………………………………………….Dr. Erma Brooks Williams
Verification of Meeting Notice………………………………………………….Dr. Erma Brooks Williams
Recess into Executive Session Pursuant to 5-ILCS 120/2 (c) (1)
Employment Matters
Return to Open Session
Other Matters
Public and Employee Comments
Adjournment
CHICAGO STATE UNIVERSITY
Board of Trustees
Special Committee of the Whole Meeting
566 W. Adams Street, Suite 700, Chicago, IL
Thursday, May 1, 2008
8:30 a.m. – 4:00 p.m.
AGENDA
Call to Order…………………………………………………………………………….Ms. Betsy Hill, Chairman
Roll Call…………………………………………………………………………………….Dr. Erma Brooks Williams
Verification of Meeting Notice………………………………………………….Dr. Erma Brooks Williams
Recess into Executive Session Pursuant to 5-ILCS 120/2 (c) (1)
Employment Matters
Return to Open Session
Other Matters
Public and Employee Comments
Adjournment
CHICAGO STATE UNIVERSITY
Board of Trustees
Finance, Facilities, and Audit Committee Meeting
Academic Library, 3rd floor Legislative Assembly Rooms, 301 & 302
April 23, 2008
7:30 a.m.
AGENDA
Roll Call.…………………………………………………...Dr. Erma Brooks Williams
Verification of Meeting Notice.…………..………………..Dr. Erma Brooks Williams
Remarks…………………………………………………….Chairman Jim Reynolds
Approval of Previous Minutes
Reports
Grants and Contracts Updates.……………………... Dr. Kenneth Koroma
Mr. Nathan Tindall
Mr. Arthur Stiers
Action Items
Ghana Textbook Contract.............President Elnora D. Daniel
Renovation of Science Building ……….Dr. Rachel Lindsey
Auditing and Facilities………………………………Mr. Richard Parker
Update on FY07 Audit
Campus Facility and Infrastructure Plan………..Mr. Arthur Stiers
Internal Auditor Update……………………………..Mr. John Meehan
Budget Update……………………………………….Dr. Dean Justmann
Action Items
FY09 Tuition Waiver Budget
FY09 Operating & Capital Budget Requests
Other Matters
Public and Employee Comments
Adjournment
CHICAGO STATE UNIVERSITY
Board of Trustees
Academic and Student Affairs, Personnel, and Legislative Committee Meeting
Academic Library, 3rd floor Legislative Assembly Rooms, 301 & 302
April 23, 2008
9:00 a.m.
AGENDA
Roll Call……………………………………………………Dr. Erma Brooks Williams
Verification of Meeting Notice…………………………….Dr. Erma Brooks Williams
Remarks……………………………………….Chairman Rev. Leon Finney, Jr., Ph.D.
Approval of Previous Minutes
Reports
Provost and Academic Affairs………………………Dr. Sandra Westbrooks
ACT Decision Making Process
Student Concerns
Research and Publication Report
Action Items
Professor Emeritus
Tenure Recommendations
Distinguished Professor
Honorary Degree Candidate
Alumni Affairs Analysis……………………………..Mr. Mark Durham
College of Arts and Sciences Update…………..…….Dean Rachel Lindsey
Graduate College……………………………………..Dean Justin Akujieze
Honors College…………....…….....………………...Dean Richard Milo
Action Item
Honors College Degree Designation
Pharmacy……………………………………………..Dr. David Slatkin
Other Matters
Public and Employee Comments
Special Board of Trustees Meeting
Wednesday, APril 23, 2008
Academic Library - Legislative Assembly Rooms 301 - 302
1. Call to Order
2. Verification of Meeting Notice
3. Action Item
Approval of Ghana Textbook Contract
4. Public and Employees Comments
5. Recess into Executive Session Pursuant to Open Meetings Act
6. Adjournment
CHICAGO STATE UNIVERSITY
Board of Trustees
Special Committee of the Whole Meeting
Academic Library, Level 3 – Legislative Assembly Rooms, 301,302
April 23, 2008
11:00 a.m.
AGENDA
Call to Order…………………………………………………………………………….Ms. Betsy Hill, Chairman
Roll Call…………………………………………………………………………………….Dr. Erma Brooks Williams
Verification of Meeting Notice………………………………………………….Dr. Erma Brooks Williams
Action Item
Ghana Text Book Contract
Other Matters
Public and Employee Comments
Recess into Executive Session Pursuant to 5-ILCS 120/2 (c) (1)
Return to Open Session
Adjournment
Adjournme Special Board of Trustees Meeting
Academic Library, 4th Floor Auditorium
February 20, 2008
9:00 a.m.
1. Call to Order Rev. RIchard Tolliver, Ph.D.
Chairman
2. Roll Call Dr. Erma Brooks Williams
3. Verificaiton of Meeting Notice Dr. Erma Brooks Williams
4. DIscussion of Presidential Search Process Rev. RIchard Tolliver, Ph.D.
5. Recess into Executive Session - Pursuant to 5 ILCS 120/2 (c) (1)
6. Public and Employee Comments
7. Next Meeting
8. Adjournment
Finance, Facilities, and Audit Committee Meeting
Academic Library, 4th Floor Auditorium
February 20, 2008
7:30 a.m.
1. Roll Call Dr. Erma Brooks Williams
2. Verification of Meeting Notice Dr. Erma Brooks Williams
3. Remarks from Chairman Trustee Jim Reynolds
4. Approval of Previous Minutes
5. Reports
a. Budget/Dr. Dean Justmann
b. FInancial Affairs/Mr. Robert Parker
Action Item - FY 2008/2009 Tuition and Fee Increase
c. Internal Auditor/Mr. John Meehan
d. Foundation/Mr. Marquis Miller
1) Naming RIghts
e. Grants/Dr. Kenneth Koroma
f. Facilities/Mr. Arthur Steirs
6. Other Matters - Public and Employee Comments
7. Adjournment - Next Meeting - April 23, 2008
Academic and Student Affairs, Personnel, and Legislative Committee
Legislative Assembly Room - 4th Floor - Academic Library
February 13, 2008 - 9:00 a.m.
1. Roll Call Dr. Erma Brooks Williams
2. Verificatio n of Meeting Notice Dr. Erma Brooks Williams
3. Remarks
4. Approval of Previous Minutes
5. Reports
a. Provost/Dr. Sandra Westbrooks
1. Accreditation Update
2. Commencement Update
3. Honorary Degree
b. Enrollment Update/Dr. Beverly John
1. Enrollment Update
2. Longitudinal Enrollment Data
3. Retention Initiatives
4. Peer Institution Enrollment and Retention Initiatives
c. College of Health Sciences/Dr. Joseph Balogun
d. Library Update/Dr. Lawrence McCrank and Dr. RIchard Darga
e. Technology UPdate/Ms. Diane Conatser
6. Public and Employee Comments
7. Adjournment- Next Meeting - April 23, 2008
Academic and Student Affairs, Personnel, and Legislative Committee Meeting
February 13, 2008
Academic Library – Legislative Assembly Room – Third Floor
9:19 a.m. – 11:22 a.m.
Audit, Facilities and Finance Committee Meeting
February 20, 2008
Academic Library - Auditorium
7:45 a.m.
Board Members Present
Trustee James Reynolds, Chairman
Trustee Juwaun Sutton, Student Trustee
Trustee Rev. Leon Finney, Jr., Ph.D.
Trustee Betsy Hill
Others Present
President Elnora D. Daniel
Dr. Kenneth Koroma, Assistant Vice President for Sponsored Programs
Dr. Dean Justmann, Senior Executive Director for Budget
Mr. John Meehan, Internal Auditor
Mr. Robert Parker, Interim Vice President for Finance and Administration
Mr. Arthur Steirs, Director of Facilities
Attorney Nancy Hall-Walker, Vice President for Labor and Legal Affairs
Dr. Erma Brooks Williams, Board Administrator
Roll Call/Verification of Meeting Notice
Chairman Reynolds called the meeting to order. Dr. Erma Brooks Williams verified that the meeting notice had been posted as mandated by the Illinois Open Meetings Act.
Chairman Remarks
Chairman Reynolds stated that he was pleased with what had transpired relative to the audit findings. As finances are addressed, there will be a significant level of oversight and scrutiny. He indicated that he had a conversation with the Interim Vice President for Administration and Finance Mr. Richard Parker. There is a certain degree of confidence and comfort in knowing that someone is at the helm of the financial issues during the transition. Chairman Reynolds reiterated that it is critical for the trustees to exercise their responsibility and to obtain information needed to make responsible decisions. Trustee Reynolds thanked everyone for attending the meeting.
Approval of Meeting Minutes
Trustee Sutton moved to approve the previous minutes. Trustee Reynolds seconded. The motion passed.
Financial Affairs
Action Item
Mr. Robert Parker informed the Trustees that the tuition and fees and tuition for the College of Pharmacy need to be approved, as well as a nine percent increase for new students, a 4 ½ percent increase for returning students, and the $100 technology fee. Trustees queried Mr. Parker extensively for an analysis of the impact on revenue and student enrollment. Concerns were expressed relative to asking the Board to approve tuition and fees without adequate information. The College of Pharmacy requested that out-of-state student tuition be reduced from two times the amount ($35,000) to 1.5 times the amount ($17,000). However, Trustee Reynolds agreed that the proposal would be approved subject to the following conditions:
Research what other state universities are doing relative to tuition and fees and the impact on enrollment and students overall.
A plan is provided as to how the $100 technology fee would be expended.
With respect to Pharmacy, where does this place the University compared to peer institutions.
Trustee Sutton moved to recommend to the full board an increase in tuition for FY 2009, subjected to the aforementioned conditions. Trustee Reynolds seconded the motion. The motion passed:
Ayes: 2
Nays: 0
Budget Report
Dr. Justmann informed the Trustees that IBHE is offering a series of options relative to the budget process as follows: remove all lump sum appropriations from the budget; submit a flat budget; and provide a 1 percent salary increase. The remaining increase in salaries would come from the University Income Fund. He noted that the driving force is to support revenue through an increase in tuition and fees where the University would be in a position to provide salary increases as agreed through the collective bargaining process. Dr. Justmann provided a power point presentation overview of the budget. He noted that $27 million of the budget is for salaries; $300,000 for under funded utilities and the library; and $575,000 for under funded mandates related to veterans. No permanent budgets were provided for the Convocation Center and the Library. He provided a budget history for the past five years of the one-time lump sum appropriations. He noted that there has been a decline in state support for the University from 79 percent in FY 02 to 65 percent in 2008. To address this decline in revenue, the budget strategies must be to increase revenue from enrollment, reallocations, athletics and naming rights.
Audit Update
Mr. Richard Parker, the interim Vice President for Finance, was introduced. He noted that he was working on the 2007 audit findings. Property control is still an issue. There are some insignificant findings that are being addressed. There also are some accounting errors that do not affect cash. Property issues will be repeat findings. There are still travel issues. The audit report should be available in May or June of 2008. President Daniel also informed the Trustees that USAID might conduct an audit of the Ghana initiative. The University has received a letter from the federal agency.
Internal Audit Update
Mr. John Meehan informed the trustees that the Legislative Audit Commission concluded the audit and passed the 2006 findings. Universities 2007 Audit Reports are not yet on the web. They should be posted by May 2008. Mr. Meehan was queried as to his role, responsibilities and authority and why the Internal Auditor did not discover some of these findings. He responded that his role is to advise the University’s CEO and relevant unit of concerns detected during his review process.
Grants Update
Dr. Koroma informed the trustees that the total grants were $23.7 million.
Facilities Update
Mr. Art Stiers provided a written update on activities related to facilities. He informed the trustees that the $11.6 million pharmacy construction project is being held up by the state Procurement Board because of the failure of the University’s Purchasing Department to advertise the notice of award. Because of this action, occupancy wouldn’t occur until September 2008. President Daniel noted that this is problematic given the College of Pharmacy visit will occur late spring.
Public and Employee Comments
College of Health Sciences Dean Joseph Balogun expressed concerns relative to the level of increase in enrollment that the University expects and whether the University is in a position to increase enrollment when there is a shortfall of revenue. Trustees reiterated that additional ways of raising revenue are being currently examined, e.g. athletics, enrollment, fundraising, naming rights, and budget reallocations. Graduate Dean Justin Adjakeze also expressed similar concerns.
Adjournment
The meeting adjourned at 1 Members Present
Rev. Leon Finney, Jr., Ph.D. Chairman
Trustee Juwuan Sutton, Student Trustee
Others Present
President Elnora D. Daniel
Dr. Joseph Balogon, Dean of Health Sciences
Dr. Beverly John, Interim Vice President for Administrative Services
and Enrollment Management
Dean Lawrence McCrank, Library and Information Services
Dr. Miriam Mobley Smith, Associate Dean of Pharmacy
Ms. Nancy Hall-Walker, Vice President for Labor and
Legal Affairs
Dr. Sandra Westbrooks, Provost and Vice President for Student Affairs
Dr. Erma Brooks Williams, Senior Executive Director for Board
and Legislative Affairs
Roll Call and Verification of Meeting Notice
A quorum was verified. The notice of meeting was posted in compliance with the Open Meetings Act.
Approval of Previous Minutes
The January 13, 2008, meeting minutes were accepted and approved as circulated.
Information Items
Provost and Vice President for Academic Affairs – Dr. Westbrooks provided an update on accreditations for various academic programs as follows: 1) Music is underway; 2) The Master’s of Social Work visit is scheduled for 2015; 3) and Art and Design is planning for its initial accreditation visit sometime in 2009. The general criteria for accreditations include a set of standards, mission statement, admissions standards, student profile, faculty criteria, curriculum, appropriate resources, and demonstration of shared governance. At the next meeting, Dr. Westbrooks will provide information on the stakeholders who are involved in the process. Trustee Finney also requested information on the decision making process for establishing the ACT requirement for admissions to the University. Dr. Westbrooks will also research other state universities admission requirements. Trustee Finney noted that the Committee will reexamine the current ACT requirement of 18.
Dr. Westbrooks also provided an update on new programs. International Studies has been approved as a Minor in Arts and Sciences. Health, Physical Education and Recreation (HPER) site visit is scheduled on March 4, 2008. The College of Pharmacy continues to admit students. It was noted that once the Science Building is constructed, the number of students admitted will increase to 104 from 84. Dr. Mobley Smith, associate dean for the College of Pharmacy, noted that great strides are being made to increase the number of underrepresented students. Trustee Finney requested that a follow-up meeting is scheduled with Dr. Smith.
B. Commencement
Dr. Westbrooks informed the committee that Commencement is scheduled on May 22, 2007. An update of activities was shared with the Trustees. Trustee Sutton expressed his concern relative to student involvement on the committee, mainly the Committee meets when students are in class. A discussion also ensued as to why student names were not acknowledged individually during commencement exercises. President Daniel commented that time constraints, the noise level of attendees and disrespect for the ceremony were issues. Trustee Finney commented that a dialogue must occur on this issue. There are different ways of conducting this ceremony. However, parents and other family members must understand the meaning and significance of this event. Student leadership must insist that protocols are followed and the University’s rituals and values are respected.
Trustee Sutton commented that the issues related to student involvement have not been addressed. A meeting with the Assistant Provost for Students Affairs was held; however, they were informed that Dr. Brown is on leave. A new advisor has been assigned to students. Morale is an issue. Arbitrary policies are being implemented. Provost Westbrooks will meet with students and provide an update at the next meeting.
The report of the Provost was accepted as submitted.
C. Honorary Degree Candidate
Dr. Westbrooks informed the trustees that the Honorary Degree Committee had not met.
Enrollment Management
1. Enrollment Update
Dr. Beverly John provided an update on enrollment. Trustee Finney queried as to why enrollment had declined to 6811 in 2007 from 9462 in 1996. Dr. John responded that some explanation might include the increase cost of earning a degree, the reduction of MAP funds provided by the state to economically disadvantaged students, and the increase in ACT from 15 to 18 have negatively affected enrollment.
Retention Initiatives
Dr. John informed the committee that fifteen (15) initiatives have been funded and are being implemented.
Peer Institution Enrollment and Retention
A written summary was provided.
Trustee Finney requested a meeting be scheduled with Trustee Sutton, Dr. John, the data staffer and himself to further examine the data.
The committee accepted the report.
College of Health Sciences
Dr. Joseph Balogon, dean of Health Sciences, provided an update from November 2007 to January 22, 2008. An overview of the research, conference presentations, grantsmanships, community outreach, and professional development by the college was provided. He noted that the University provides 50 percent of nursing enrollment in the state and 90 percent of the metropolitan area. Students who do not attend the University often enroll at St. Xavier or UIC. He also noted that, in 1999, when he was appointed Dean, those were the “dark days” in the college. Nursing was on probation. Today, 100 percent of their students pass the examination. Dr. Balogon also noted that faculty publication is important. Trustee Finney requested that Provost Westbrooks provides an update on publication and research at future meetings. Dr. Finney noted that University wants to be viewed as a world-class institution where research and publication must be embraced and valued.
The report was received and accepted by the Committee.
Library Update
Dean Lawrence McCrank provided an update of facilities, computer issues, and operational concerns of the library. He reiterated that while the state provided capital dollars to construct the new library, no operation budget was funded. There is still a $250,000 capital funding shortage for furniture. The major electrical problem is being addressed. There is a 50 percent backlog of cataloging records. However, the important message is that the new library is a world-class academic center. The Illinois legislature needs to be encouraged to provide sufficient funding to support the library.
Technology Update – No report was provided.
Trustee Finney announced that the search for the presidency was underway and applauded President Daniel for her tenure. He further noted that the process will be driven by merit versus the political process.
Public and Employee Comments
Malcolm Turner, a building service worker, presented remarks before the committee. Rufus Jackson, Student Government President (SGA), informed the Trustees that he had been removed as SGA President because he was using SGA’s assigned office. He noted that there is very little communication with students and this action has diminished the autonomy and has negatively impacted students’ morale. Provost Westbrooks was instructed to meet with Mr. Jackson and Trustee Sutton. Trustee Finney noted that these issues require immediate attention by the University.
Adjournment
The meeting adjourned at 11:22 a.m.
Academic and Student Affairs, Legislative and Personnel Committee Meeting Minutes
January 16, 2008
Academic Library – 4th Floor
9:10 a.m. – 11:20 a.m.
Members Present
Trustee Rev. Leon Finney, Jr., Ph.D.
Trustee Peggy A. Montes
Student Trustee Juwaun Sutton
Others Present
President Elnora D. Daniel
Mr. Eugene Barnes, Barnes and Associates
Mr. Wayne Baskerville, Athletics Director
Dr. Rosalyn Brown, Assistant Provost for Student Affairs
Ms. Nancy Hall Walker, Vice President for Labor and Legal Affairs
Dr. Anitra Ward, Assistant Provost for Resource Development
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