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February 14, 2019 Board Members

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February 14, 2019 Board Members Board of Governors Meeting Agenda February 14, 2019 Board Members Eric Lewis, Chair Gat Caperton, Vice Chair Chad Robinson, Secretary Ray Alvarez Ramona Kissel, Classified Staff David Avella Bob Marggraf Marcia Brand Tia McMillan Henry Kayes, Jr. Danielle Stephenson, Student J.B. Tuttle, Faculty Mary J.C. Hendrix, President Board of Governors Meeting February 14, 2019 Lower Level Multipurpose Room Robert C. Byrd Center for Congressional History and Education Shepherdstown, WV 4:15 – 6:15 p.m. AGENDA 4:15 p.m. 1. Call to Order (Chair Eric Lewis) 4:16 p.m. 2. Public Comments 4:18 p.m. 3. Consent Agenda Items (Chair Lewis) a. Consent Agenda b. Approval of the Minutes of December 13, 2018 Board Meeting c. Approval of Amendment of Policy 2, Change in the Organization of Colleges, Schools, Divisions, Departments or Other Administrative Units d. Approval of Authorization for Fund Transfers 4:20 p.m. 4. President’s Report (President Hendrix) 4:30 p.m. 5. Report of the Academic Programs and Development Committee (Ms. Tia McMillan) a. Advisory Council of Faculty (ACF) Annual Report 4:40 p.m. 6. Report of the Enrollment, Student and Community Affairs Committee (Mr. Chad Robinson) a. Student Affairs Annual Report b. Road to Success Presentation c. Probation Recovery Presentation 4:50 p.m. 7. Report of the Finance and Facilities Committee (Mr. Henry Kayes, Jr.) a. Quarterly Financial Report: 2nd Quarter FY2019 5:00 p.m. 8. Proposed 2019-2020 Enrollment, Housing, Dining and Other Fees (Ms. Pam Stevens, Dr. Tom Segar, Mr. Jack Shaw, Interim Vice President for Campus Services, and Mr. Bill Sommers) 5:10 p.m. 9. Proposed Organizational Structures (Dr. Beard, Provost, and Mr. Alan Perdue, General Counsel) 5:20 p.m. 10. New Business (Chair Lewis) 5:25 p.m. 11. Executive Session a. Awards and Honoraria (President Hendrix) b. Confidential Legal Issues Relating to Capital Projects (Mr. Perdue) c. Matters which if disclosed would constitute an invasion of individual privacy, relating to private, charitable support of the University. 6:10 p.m. 12. Matters Arising Out of Executive Session - Ram Stadium Artificial Turf Project 6:15 p.m. Adjournment Board of Governors Meeting February 14, 2019 Lower Level Multipurpose Room Robert C. Byrd Center for Congressional History and Education Shepherdstown, WV 3:00 – 4:00 p.m. COMMITTEE AGENDAS Academic Programs and Development Committee Ms. Tia McMillan, Chair Lower Level Multipurpose Room, Robert C. Byrd Center for Mr. Ray Alvarez Congressional History and Education Mr. David Avella . Advisory Council of Faculty (ACF) Annual Report Ms. Mona Kissel . Proposed Academic Organizational Structure Dr. Scott Beard, Staff Ms. Monica Lingenfelter, Staff Enrollment, Student and Community Affairs Committee Mr. Chad Robinson, Chair Room 202, Ikenberry Hall Dr. Marcia Brand . Student Affairs Annual Report Mr. Gat Caperton . Road to Success Presentation Ms. Danielle Stephenson . Probation Recovery Presentation Ms. Holly Morgan-Frye, Staff Dr. Tom Segar, Staff Mr. Bill Sommers, Staff 2018-2019 Board of Governors Meeting Dates Remaining . April 18, 2019 . June 13, 2019 Shepherd University Board of Governors February 14, 2019 Consent Agenda Item No. 3-a CONSENT AGENDA Per the Board’s Consent Agenda protocols: 1) Any member may email the Board Chair and the President to request extraction of one or more items from the Consent Agenda and inclusion in the Discussion Agenda. Any such request should be emailed before end of day Sunday, February 10, 2019. The Agenda Book would not be re-formatted, but the formal Agenda for the meeting would be adjusted to accommodate such requests, and modified draft resolutions would be completed and distributed prior to the February 14 meeting. 2) During the Board meeting, as the Consent Agenda is initiated, any member may move the extraction of one or more items to the Discussion Agenda. Upon a majority vote of the Board, the agenda would be so modified. The following resolution is recommended for adoption by the Board: RESOLVED, That the Shepherd University Board of Governors approves: 1) The Minutes of the Meeting of December 13, 2018; 2) The Amendment of Policy 2, Change in the Organization of Colleges, Schools, Divisions, Departments or Other Administrative Units; and 3) The Authorization of Fund Transfers each as presented in the Agenda materials of February 14, 2019. Shepherd University Board of Governors February 2019 Consent Agenda Page 3-1 Shepherd University Board of Governors February 14, 2019 Consent Agenda Item No. 3-b SHEPHERD UNIVERSITY BOARD OF GOVERNORS MINUTES OF THE MEETING OF DECEMBER 13, 2018 The Shepherd University Board of Governors met on December 13, 2018 in a regular meeting. Members participating were: Ray Alvarez (phone), Marcia Brand, Gat Caperton, Henry Kayes, Jr., Ramona Kissel, Eric Lewis, Robert Marggraf, Tia McMillan, Chad Robinson (phone), Danielle Stephenson and J.B. Tuttle. Also present were Shepherd University President Mary J.C. Hendrix, members of the executive leadership team and others. Board member David Avella was absent from the meeting. 1. PUBLIC COMMENTS No public comments were made. 2. CONSENT AGENDA ITEMS M (Marggraf), S (Kayes), PASSED, all members participating by phone were polled, that the following resolution be adopted by the Board: RESOLVED, That the Shepherd University Board of Governors approves: 1) The Minutes of the Meeting of November 8, 2018; and 2) The Approval of Notice to Promulgate Policy on Purchasing and Surplus Property; each as presented in the Agenda materials of December 13, 2018. 3. PRESIDENT’S REPORT President Hendrix reviewed highlights of the ongoing initiatives for advancing Shepherd from among the comprehensive list provided in the President’s Report. 4. CLASSIFIED EMPLOYEES COUNCIL (CEC) ANNUAL REPORT Ms. Cecelia Mason, Chair of the CEC, Shepherd University Advisory Council of Classified Employees (ACCE) Representative and University Communications Staff Writer, presented to the Board the CEC Annual Report. The Report focused on how the poor budget situation impacts staff, classified employee concerns regarding restructuring and how they might be affected, the new performance evaluation process, cuts to the CEC Staff Development Fund, and the positive contributions made by the Classified Employees Children’s Scholarship Fund. 5. REPORT OF THE ACADEMIC PROGRAMS AND DEVELOPMENT COMMITTEE On behalf of the Academic Programs and Development Committee, Ms. McMillan provided a brief update of the Committee’s discussions which included the University Development Annual Report and an update on Academic Restructuring. Dr. Beard, Provost, noted there would be additional communications and meetings about the process. Shepherd University Board of Governors February 2019 Consent Agenda Page 3-2 6. REPORT OF THE ENROLLMENT, STUDENT AND COMMUNITY AFFAIRS COMMITTEE On behalf of the Enrollment, Student and Community Affairs Committee, Mr. Caperton introduced Mr. Bill Sommers, Vice President for Enrollment Management, to summarize the Enrollment Build Update for Spring 2019. 7. REPORT OF THE FINANCE AND FACILITIES COMMITTEE On behalf of Finance and Facilities Committee, Mr. Kayes introduced Ms. Pam Stevens, Vice President for Finance, to summarize the Quarterly Financial Report for the period ending September 30, 2018. Mr. Kayes provided a brief update of the Committee’s discussion regarding the desired Burkhart Hall improvements. The Board asked that the job be bid to see if the prices come in lower. This topic will be revisited once the bids are received. 8. NEW BUSINESS Chair Lewis updated the Board on items relating to the Blue Ribbon Commission. ___________________________ ___________________________ Eric Lewis Chad Robinson Chair Secretary Shepherd University Board of Governors February 2019 Consent Agenda Page 3-3 Shepherd University Board of Governors February 14, 2019 Consent Agenda Item No. 3-c APPROVAL OF AMENDMENT OF POLICY 2, CHANGE IN THE ORGANIZATION OF COLLEGES, SCHOOLS, DIVISIONS, DEPARTMENTS OR OTHER ADMINISTRATIVE UNITS In conjunction with the development of the administrative and academic structural changes which will be reviewed in Agenda Item 9, we have re-evaluated the functional usefulness of the level of engagement for the Board which has been required under the existing text of the substantive components of Policy 2. The text of Policy 2 is more than twelve years old, and it reflects a level of Board involvement in the precise administrative structure which exceeds the Board’s general philosophy of leaving common management of the administrative operations to the president and administrative staff. In the academic sector, the structure of colleges and schools is woven directly into the defining of the institutional mission and remains worthy of the Board’s engagement, but the particulars of the names of individual academic departments is not thought to be worthy of the Board’s direct involvement. In the academic area, it is important to note that the individual names of academic departments are distinct from the academic programs taught by the departments, and many departments have multiple programs with wide-ranging degree titles. The Board’s role in oversight of academic programs is not affected by this policy. The proposed changes would continue to require Board approval for changes as to colleges and schools, as well as each of the administrative offices which report directly to the President. The policy revision would provide that changes as to academic departments and to a limited selection of major administrative offices, reporting directly to an executive officer, would require a 30-day comment period for the campus and a written notice to the Executive Committee prior to implementation. Other aspects of administrative structure not included in the revised Exhibit would be fully at the President’s discretion as to structural alignments. The proposed Exhibit is included in Agenda Item 9, at pp. 9-6 and 9-7, because it reflects the structural changes which will be reviewed at that point in the Board meeting. The proposed text changes are reflected on the following pages, using strike-throughs and underlining.
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