Board of Trustees for Fort Lewis College

BOARD OF TRUSTEES FOR FORT LEWIS COLLEGE October 7, 2016 Vallecito Room, Fort Lewis College Durango, CO 81301

Vol. 16-119 Call to Order

Chair Karen Wilde convened the meeting of the Board of Trustees for Fort Lewis College at 9:05 a.m.

Trustees Present: Karen Wilde, Chair; Alan Hill; Ernest House, Jr.; Nora Jacquez; Tom Schilling; Steve Short; John Wells; Michael Valdez, Faculty Representative; and Connor Cafferty, Student Representative

Staff Present: Dene Thomas, President; Barbara Morris, Provost & Vice President for Academic Affairs; Steve Schwartz, Deputy Treasurer & Vice President for Finance and Administration; Glenna Witt Sexton, Vice President for Student Affairs; Mark Jastorff, Vice President for Advancement; Lauren Becker, Legal Counsel; Peggy Sharp, Deputy Secretary; and Mike Larson, Audio Consultant Also Present: David Blake, Faculty Senate President, and Keith Newbold, Chair Elect, Fort Lewis College Foundation

RECOGNITION

Tony Holmquist, Associate Professor of Art, was recognized by the Board as the Featured Scholar for the Academic Year 2016-17. He spoke to the Board about his work in print making and thanked the College and the Board for this honor and for their support.

PUBLIC COMMENT – None

ACTION AGENDA – CONSENT:

Approval of June 2, 2016 Meeting of the Academic & Student Affairs Committee

Approval of Minutes of June 2, 2016 Meeting of the Business Affairs Committee

Approval of Minutes of June 2, 2016 Meeting of the Governance Committee

Approval of Minutes of June 3, 2016 Regular Meeting of the Board of Trustees for Fort Lewis College

Approval of the Minutes of June 14, 2016 Teleconference Meeting of the Investment Advisory Committee Approval of Notes from the August 5, 2016 Retreat of the Board of Trustees for Fort Lewis College

Approval of Minutes of August 18, 2016 Teleconference Meeting of the Investment Advisory Committee

Approval of Minutes of September 1, 2016 Special Teleconference Meeting of the Board of Trustees for Fort Lewis College

Nora Jacquez moved to approve the consent agenda. Steve Short seconded the motion. Motion passed unanimously.

CHAIRMAN’S REPORT/ANNOUNCEMENTS

Chair Wilde called attention to the Planning Calendar and noted the meetings for 2017 and inquired if there were any conflicts with personal schedules.

Committee Reports

Academic & Student Affairs Committee Trustee Jacquez, stated that the committee had endorsed the modifications to the Grievance Procedure, the Sexual Misconduct Policy, and the Student Conduct Policy, and heard a report on enrollment. President Thomas briefly summarized the report, indicating that the enrollment was down by 3%. She reviewed several of the changes that have impacted the decline in enrollment. However, the six-year graduation rate has risen to 45% from 40%, and this year’s freshmen are better prepared students. President Thomas and Trustee House will work together in drafting a letter to the Colorado Department of Education supporting the specific classification of Native American students in K-12 school systems. Vice President Sexton provided a summary of the changes in the modifications of the Grievance Procedure, the Sexual Misconduct Policy, and the Student Conduct Policy. She stated that the Grievance Procedure will now encompass five policies: the Sexual Misconduct Policy, the Discriminatory Harassment Policy, the Equal Opportunity & Affirmative Action Policy, the Disability Anti-Discrimination Policy, and the Student Conduct Policy.

Business Affairs Committee Trustee Hill stated Internal Auditor Jeremiah Stancampiano reported on six audits that were conducted over the year. The Audit Plan for 2016-17 will be on the committee agenda in December. The 2016 Facilities Master Plan Update was endorsed for approval. Vice President Schwartz explained that every 10 years, the College is required to do a Facilities Master Plan; however, we were allowed to do a validation and update of the 2006 Master Plan in order to align the Academic Master Plan and the IT Master Plan with a new Facilities Master Plan. He reviewed all of the projects that have been accomplished in the 2006 Facilities Master Plan, as well as noting a few projects in progress. Mr. Schwartz summarized the conversation the committee had with Mr. Joe Duda, Deputy State Forester, and Mr. Kent Grant, District Forester, concerning a resolution of support for Colorado State Forest Service’s presence on campus. He indicated that Mr. Duda had stated their preference would be to look into negotiating a long-term lease. Following a discussion of the benefits of a long-term lease and the possibility of providing some revenue to the College, the action on the resolution was put on hold pending further investigation into a long-term lease.

Trustee Hill stated that Darren Mathews, Human Resource Director, provided information on the College’s plan to begin a bi-monthly payroll system rather than monthly. The committee endorsed the Second Amendment to the MOU between the College and the Foundation and the extension of the current agreement through June, 2017, and a new three-year lease for the President’s residence through June 30, 2019.

Investment Advisory Committee Trustee Short reported the committee met by teleconference on June 14th to review the investment results and also discuss the inclusion of student and faculty representatives on this committee. This topic was also discussed at the Board retreat and the consensus was to make sure the current faculty and student representative to the Board are invited to attend the Investment Advisory meetings. The committee met again on August 18th and were advised that the portfolio had increased in value by 6.4% from the initial investment. A meeting is planned for November in Durango with all members of the committee present. A review of the performance of PFM will be undertaken, in addition to discussion of where we are, other options to consider, and a broad-based review of the process.

Governance Committee Trustee Wells reported the committee reviewed several matters for this committee to address as part of their charge: the conflict of interest statement issue and the need for full disclosure of any potential for a conflict of interest; developing a more defined structure for the presidential review process; and a more formal process for nominating Board officers. In addition the issue of participation by the non-voting members in executive sessions was also discussed and with the assistance of legal counsel, a proposal will be presented at the December meeting.

Standing Reports

Faculty Representative Report Dr. Valdez expressed his public thanks to Dr. Laurie Williams, Dr. Eric Prosser and Dr. Sarah Roberts-Cady for their work on the surveys concerning the mission statement for the Strategic Plan. He also extended an invitation from AAUP to have a discussion with the Board on the book, Why Choose the Liberal Arts? He referenced his written report and asked if there were any questions. Trustee Hill stated that with regard to the issue of participation in executive sessions, the Board’s intention is to have a solution palatable for everyone concerned. Discussion ensued on the issue of work load and how it is viewed by faculty; its impact on students, the effect of the change from four to three credits, and other contributing factors. Provost Morris provided information concerning class size and the increase on caps for several departments. Dr. Valdez also responded to questions concerning the mission statement survey and provided an explanation on the chart contained in his report.

Student Representative Report Mr. Cafferty stated that ASFLC has the highest level of involvement in several years. He reported that students have concerns regarding the issue of work load and feel the three/four credit changes have resulted in additional work for students. He reported on student concerns for overcrowded classrooms; the advising process; and the removal of liberal arts from the mission statement. Mr. Cafferty referenced Resolution 1629 passed by ASFLC stating support for the Standing Rock Sioux Tribe and their cause. Further discussion ensued concerning the curricular redesign and its impact on enrollment this Fall. Mr. Cafferty stressed that the student experience is also a very important factor in retention.

Foundation/Office of Institutional Advancement Trustee Wells stated he has been unable to attend Foundation meetings. Vice President Jastorff introduced Keith Newbold who is Chair Elect for the Foundation. He referenced his report in the agenda and further reported that at the end of August the Foundation had close to $450,000 in donations.

Chair Wilde stated that after some informal discussions, the Board would like to have the opportunity to accept the AAUP invitation for a discussion of the book on liberal arts and also to meet with the RSO leaders and the ASFLC members for round-table discussions. Ms. Sharp, with the assistance of Dr. Valdez and Mr. Cafferty will work to arrange these meetings. The Faculty Happy Hour is scheduled for December. Chair Wilde and President Thomas will be kept informed as plans progress.

ACTION AGENDA – NON-CONSENT

Approval of the 2016 Facilities Master Plan Update Connor Cafferty moved that the Board of Trustees for Fort Lewis College approve the 2016 Facilities Master Plan Update. Tom Schilling seconded. Motion passed unanimously.

Approval to Support Continuing to Work Cooperatively with Colorado State University/Colorado State Forest Service on the Fort Lewis College Campus Item withdrawn for further discussions.

Approval of Modification of Fort Lewis College Grievance Procedure Trustee Jacquez moved that the Board of Trustees for Fort Lewis College hereby approve the changes to the Grievance Procedure. Trustee House seconded the motion. Motion passed unanimously. Approval of Modification of Fort Lewis College Sexual Misconduct Policy Trustee Hill moved that the Board of Trustees for Fort Lewis College hereby approve the changes to the Sexual Misconduct Policy. Trustee Schilling seconded. Motion passed unanimously.

Approval of Modification of Fort Lewis College Student Conduct Policy Trustee Wells moved that the Board of Trustees for Fort Lewis College hereby approve the changes to the Student Conduct Policy. Mr. Cafferty seconded. Motion passed unanimously.

Approval of the Second Amendment to MOU between Fort Lewis College and the Fort Lewis College Foundation and the extension of the current agreement through June 30, Trustee Hill moved that the Board of Trustees for Fort Lewis College approve the Second Amendment to the Memorandum of Understanding between Fort Lewis College and the Fort Lewis College Foundation from this date forward through June 30, 2017, and that the Chair of the Board be authorized to execute the MOU on behalf of the Board, with noted corrections. Trustee House seconded the motion. Motion passed unanimously.

Approval of the Lease to Provide for the President’s Residence Owned by the Fort Lewis College Foundation and Leased by Fort Lewis College for the Purpose of Residential and Entertainment Quarters for the Fort Lewis College President Trustee Schilling moved that the Board of Trustees for Fort Lewis College approve the Lease of the President’s Residence between Fort Lewis College and the Fort Lewis College Foundation for a three-year term expiring in 2019, and that the Chair of the Board be authorized to execute the Lease on behalf of the Board. Trustee Short seconded. Motion passed unanimously.

PRESIDENT’S REPORT

 Enrollment President Thomas indicated that enrollment has been covered in earlier discussions. Vice President Schwartz reported a $600,000 short fall in the budget due to enrollment decline. This will be covered by roll forward funds from the President’s and Vice President’s budgets. He further reported on the overall decline in revenue at the State level. Two options for the College would be to right-size the institution or to start growing enrollment. Discussion ensued concerning the issues related to increasing out-of-state tuition; continuation of seeking Federal funding; how reducing size of college would affect faculty and staff; and ways to obtain more faculty support for offering on-line courses. President Thomas stated the Capital Development Committee will meet on December 19th and the Joint Budget Committee meeting will be the first week of January.  Strategic Planning Process President Thomas stated that work on the stakeholder surveys will continue both on the mission statement and then core values. Trustee Jacquez suggested that the process be documented for future planning purposes.

 Native American Tuition Update President Thomas reported on the recent visit to D.C. and the progress made on obtaining co-sponsors. Trustee House indicated willingness to see if updating the Governor’s letter of support would be helpful to the effort.

 Volkan’s “Reflection Celebration” The recently installed art work on the Concert Hall will be dedicated on October 12th. The artist, Volkan Alkanoglu, will be on campus and there will be ceremony at noon with a lunch, followed by a lecture by the artist.

 President’s Metrics President Thomas stated that the metrics reflect the increase in six-year graduation rate and an increase in six-year graduation rate for minority students.

Other Business The celebration of Indigenous Peoples’ Day was noted and appreciation expressed for this acknowledgement by the campus.

Trustee House moved for adjournment, with a second by Trustee Wells.

Meeting adjourned at 2:25 p.m.