ࡱ>  bjbjcTcT G>>Ce]]]qqq8e qXZ1!1!(Y!Y!Y!"."# XXXXXXX[^`X9]$""$$XY!Y!gRX'''$vlY!]Y!X'$X''n_J1,MY!96qf%gK"XhX0XK^ &^@MM^]ML #hz#J'#<$###XX&###X$$$$^######### : Agenda Board of Regents Meeting of the Full Board April 15-16, 2010 Bristol Bay Campus University of 91ֱFairbanks Dillingham, Alaska Times for meetings are subject to modifications within the April 15-16, 2010 timeframe. Thursday, April 15, 2010 I. Call to Order [Scheduled for 8:00 a.m.] II. Adoption of Agenda MOTION "The Board of Regents adopts the agenda as presented. I. Call to Order II. Adoption of Agenda III. Approval of Minutes IV. Executive Session regarding Litigation V. Presentation by the Bristol Bay Campus VI. Public Testimony VII. Presentation by Mr. George Hines regarding Firearms on Campus VIII. Presidents Report IX. Executive Session regarding Land, Finance, Labor and Personnel Issues X. Approval of FY12 Operating Budget Guidelines XI. Report on the FY11 Performance Evaluation Guidelines XII. Approval of FY12 Capital Budget Guidelines XIII. Approval of Federal Stimulus Receipt Authority Request XIV. Finance Issues A. Approval of Policy 05.08.022 - Records Retention and Disposition B. Approval of Consolidated Endowment Fund Agreement C. Other Finance Matters of Concern XV. Planning and Development Issues XVI. Human Resources Issues A. Labor Relations Update B. Report on Health Care Rates C. Other Human Resources Matters of Concern XVII. Consent Agenda A. Academic and Student Affairs Committee 1. Approval of Sydney Chapman Chair Appointments, Duties and Expenditures B. Facilities and Land Management Committee 1. Project Approval UAF Campus Wide NCRR Recovery Act Construction Grant XVIII. New Business and Committee Reports A. Academic and Student Affairs Committee B. Audit Committee C. Facilities and Land Management Committee D. Finance Committee E. Human Resources Committee F. Legislative Committee G. Planning and Development Committee XIX. Approval of Emeritus Status for President Mark R. Hamilton XX. Report on 2010 National Conference on Trusteeship XXI. Ratification of Presidential Contract XXII. 91ֱCommission on Postsecondary Education Report XXIII. UA Foundation Report XXIV. UA Athletics Report XXV. Future Agenda Items XXVI. Board of Regents' Comments XXVII. Adjourn This motion is effective April 15, 2010." III. Approval of Minutes MOTION "The Board of Regents approves the minutes of its regular meeting of February 17-18, 2010 as presented. This motion is effective April 15, 2010." MOTION "The Board of Regents approves the minutes of its special meeting of March 4, 2010 as presented. This motion is effective April 15, 2010." MOTION "The Board of Regents approves the minutes of its special meeting of March 15, 2010 as presented. This motion is effective April 15, 2010." IV. Executive Session regarding Litigation MOTION "The Board of Regents goes into executive session at _________ 91ֱTime in accordance with the provisions of AS 44.62.310 to discuss matters the immediate knowledge of which would have an adverse effect on the finances of the university related to litigation. The session will include members of the Board of Regents, President Hamilton, General Counsel Brunner, and such other university staff members as the president may designate and will last approximately ____________. This motion is effective April 15, 2010. (To be announced at conclusion of executive session) The Board of Regents concluded an executive session at _____ 91ֱTime in accordance with AS 44.62.310 discussing matters the immediate knowledge of which would have an adverse effect on the finances of the university. The session included members of the Board of Regents, President Hamilton, General Counsel Brunner, and other university staff members designated by the president and lasted approximately __________. V. Presentation by the Bristol Bay Campus Deborah McLean, director of the Bristol Bay Campus, will lead a presentation on programs and services offered at the Bristol Bay Campus. VI. Public Testimony [Scheduled for 10:00 a.m.] Public testimony will be heard at approximately 10:00 a.m. Comments are limited to three minutes per individual. Written comments are accepted and will be distributed to the Board of Regents and President Hamilton by the Board of Regents Officer following the meeting. The chair will determine when public testimony is closed. VII. Presentation by Mr. George Hines regarding Firearms on Campus Mr. George Hines, a member of 91ֱStudents for Concealed Carry, will present to the board his views on the current Board of Regents Policy and University Regulation regarding firearms on campus. VIII. President's Report IX. Executive Session regarding Land, Finance, Labor and Personnel Issues MOTION "The Board of Regents goes into executive session at _________ 91ֱTime in accordance with the provisions of AS 44.62.310 to discuss matters the immediate knowledge of which would have an adverse effect on the finances of the university related to: % Land % Labor Issues % Finance and matters that would affect the character or reputation of a person or persons related to personnel issues. The session will include members of the Board of Regents, President Hamilton, General Counsel Brunner, and such other university staff members as the president may designate and will last approximately ____________. This motion is effective April 15, 2010. (To be announced at conclusion of executive session) The Board of Regents concluded an executive session at _____ 91ֱTime in accordance with AS 44.62.310 discussing matters the immediate knowledge of which would have an adverse effect on the finances of the university and matters that would affect the reputation or character of a person or persons. The session included members of the Board of Regents, President Hamilton, General Counsel Brunner, and other university staff members designated by the president and lasted approximately ______. Friday, April 16, 2010 VI. Public Testimony (contd) [Scheduled for 8:00 a.m.] Public testimony will be heard at approximately 10:00 a.m. Comments are limited to three minutes per individual. Written comments are accepted and will be distributed to the Board of Regents and President Hamilton by the Board of Regents Officer following the meeting. The chair will determine when public testimony is closed. X. Approval of FY12 Operating Budget Guidelines Reference 1 The President recommends that: MOTION "The Board of Regents approves the FY12 Operating Budget Request Guidelines as presented. This motion is effective April 16, 2010." POLICY CITATION Regents' Policy 05.01.01.A. Budget Policy, states, "The budget of the university represents an annual operating plan stated in fiscal terms. All budgetary requests shall be adopted by the board prior to submittal to the Office of the Governor or the legislature" RATIONALE/RECOMMENDATION President Hamilton and Associate Vice President Rizk will present the FY12 Operating Budget Request Guidelines recommendation. The operating guidelines serve as a tool for administration to prioritize budget requests and maintain alignment with the Board of Regents UA Strategic Plan goals and expected administrative efficiencies. The FY12 guidelines include integration of performance assessment and continued emphasis on accountability and transparency. This presentation of the FY12 budget guidelines is the first step in a process that will end in early November with the Board of Regents approval of the final budget submission. For several years these have become almost boiler plate guidelines. They have been very useful, but not thoroughly discussed since the conditions, that is the priorities, the funding history, the administration, and the legislative leadership, remained fairly constant. With a paucity of funding for programs in FY11, much of the planning for FY12 will be a continuation of the work done in the last two years. In recognition of that reality, it will be useful to engage the contributors to the budget process in a different role during this years budget. In short, rather than build a budget that that will fund to some extent the existing/desired Universitys role in the state, we will need to define the University role that will fit the expected budget. Campuses are encouraged to explore, with their Deans, some fundamental questions. Are there opportunities for schools to be merged? Does every academic program need a major? Are there opportunities for statewide leadership such as UAAs nursing program? Could there be a single school of education administered from one campus, delivering throughout the state? One school of Business? One school of Journalism? These are simply examples; we should explore every opportunity. Administration is another area to explore. Most of us would agree that decreasing administration is preferable to reducing academic offerings. The facts are undeniable; we have increased administration significantly. The question is not as simple as is there value added. The answer to that is certainly. We have not created administrative positions that do not add value. The question must be, Is the value added by this role/function worth the expenditure? Where else could we apply the savings? Lets take advantage of the planning groups to assist in these efforts. With their wider representation they can be useful in these discussions. This role more properly fits the composition of the groups. Acting as another budgeting group is not their best opportunity for contribution. The MAU Spring Operating Reviews will include a presentation by each chancellor on the expected outcomes in FY12 and the 3-5 year planning horizon. These reviews will also help shape future budget priorities. The operating review questions are attached for reference and comment as to other questions or areas the board would like to be addressed in future reviews. One modification made to the questions this year was the required set aside for performance to read 2% for reallocation and performance instead of 1% for performance. Priorities for the university have not changed significantly and the focus will remain on providing services to the State of 91ֱwith a continued emphasis on three themes: Enhancing student success and college readiness with continued emphasis on increasing student enrollment and retention Preparing Alaskans for the States high-demand jobs Enhancing competitive research and the benefits of research as an industry in 91ֱ In addition, within each of these three themes there will be greater attention on strategies to align public service, outreach, development, and engagement efforts. Below are some atmospheric issues that will be considered in the FY12 budget development process. State Funding Environment University Generated Funding Environment: Student Related Revenue Foundation and Fund Raising Related Revenue Local and Private Partnerships Federal Revenue Tuition Affordability and Student Access Communications/Technology Industry Issues Risk Management/Insurance Costs New Facilities Coming On-line and Maintenance and Repair (M&R) of Existing Facilities Federal Research Issues Climate, National Institute of Health (NIH) and National Science Foundation (NSF) Funding Increasingly Competitive Higher Education Environment Maintaining Momentum in Priority Workforce Programs Revenue assumptions are not approved as part of the guidelines and it is too early in the cycle for good budget estimates; however, administration will be developing the budget request using the following broad expectations for FY12: Enrollment will increase slightly as a result of current external economic conditions. Externally funded research activity will increase slightly. Indirect Costs Recovery (ICR) will increase slightly due to the increased on-campus organized research ICR rate. Approved tuition rate of 5% (100-200 levels)/10% (for all others) Staff and faculty compensation for FY12 and beyond that maintains UAs ability to recruit and retain qualified employees will be discussed. It is expected that the FY12 PERS and TRS retirement system employer contribution rates will remain at the FY11 levels (12.56% TRS, and 22.00% PERS). Health care costs are expected to continue to increase. The Board of Regents will be involved in the following budget related items in the coming months. A complete budget development process calendar is included as part of Reference 1. June Board of Regents FY11 Operating and Capital Budget Acceptance Board of Regents FY11 Operating and Capital Budget Distribution Plans Approval FY11 Natural Resources Fund Budget Allocation Approval September Meeting First Review of FY12 Operating and Capital Budget Discussion and Approval of Tuition Rates for Academic Year 2013 October Meeting Approve the FY12 Operating Budget Request Approve the FY12 Capital Budget Request Approve the FY12-FY17 Capital Plan Below are other key dates in the FY12 budget development process. July Initial meeting with the Governors Office of Management and Budget (OMB) and Legislative Finance Division to discuss FY12 program themes, fixed costs and capital budget needs August FY12 MAU Operating Budget Requests submitted to Statewide Planning and Budget including: extraordinary fixed cost increases, new facility operating costs, priority program descriptions and expected non-state funding source(s), and revenue estimates by source FY12 MAU Capital Budget Requests submitted to Statewide Planning and Budget including: capital budget requests, deferred maintenance lists, list of expected leased properties, and list of projects with potential debt financing needs FY12 budget meeting of the University of 91ֱleadership to present and review MAU budget request priorities FY12 MAU Performance Assessments submitted to Statewide Planning and Budget including: analysis of observed performance to-date and future projected performance, relative to strategies, resource allocations, and operating conditions September Formal budget meeting with Governors Office of Management and Budget (OMB) October MAU Fall Financial Review including MAU Performance Assessment. November Submit Board of Regents FY12 Budget to the Governors Office of Management and Budget (OMB) XI. Report on the FY11 Performance Evaluation Guidelines Reference 2 Associate Vice President Gwen White will present the Performance Evaluation Guidelines. UA's performance evaluation process informs the budget development and distribution recommendations, looking at resource alignment and progress toward meeting Board of Regents strategic goals. XII. Approval of FY12 Capital Budget Guidelines Reference 3 The President recommends that: MOTION "The Board of Regents approves the FY12 Capital Budget Development Guidelines as presented. This motion is effective April 16, 2010." POLICY CITATION Regents' Policy 05.01.01.A. Budget Policy, states, "The budget of the University of 91ֱrepresents an annual operating plan stated in fiscal terms. All budgetary requests shall be adopted by the board prior to submittal to the Office of the Governor or the legislature." RATIONALE AND RECOMMENDATION The capital guidelines are written with the presumption that the Board of Regents will continue their FY11 focused strategy of Build one/Plan one. While FY11 focused on one new construction project, FY12, will focus on two projects for the High-Demand Academic Theme: Engineering and Energy Technology. Regardless of the success of FY11s capital request strategy, the concept needs to be addressed and validated or modified. As the funding for R&R demonstrates, sometimes it takes a while for the boards judgment to be validated. During the April 2010 meeting, the administration expects to address criteria used to evaluate and prioritize capital projects, the relative request level for capital projects, and strategic approaches to securing funding for UAs renewal and renovation and deferred maintenance backlog. Associate Vice President Michelle Rizk and Chief Facilities Officer Kit Duke will discuss current capital budget activities, and the capital budget guidelines recommendation. The FY12 capital budget request guidelines will be used by the administration to filter and prioritize competing budget requests. The Board of Regents' UA Strategic Plan is an integral component of both the operating and capital budget request guidelines. The proposed guidelines are included as Reference 3. XIII. Approval of Federal Stimulus Receipt Authority Request The President recommends that: MOTION The Board of Regents approves the federal stimulus receipt authority request as presented. This motion is effective April 16, 2010. POLICY CITATION Regents' Policy 05.01.01.A. Budget Policy, states, "The budget of the university represents an annual operating plan stated in fiscal terms. All budgetary requests shall be adopted by the board prior to submittal to the Office of the Governor or the legislature." RATIONALE/RECOMMENDATION Associate Vice Presidents Rizk and Duke will provide an update regarding federal stimulus funding. The requested federal stimulus receipt authority will allow the University of 91ֱto accept federal stimulus grants that have been awarded. A list of grants for which federal stimulus receipt authority has been requested will be provided at the meeting. XIV. Finance Issues A. Approval of Policy 05.08.022 - Records Retention and Disposition Reference 4 The President recommends that: MOTION The Board of Regents approves Regents Policy 05.08.022 Records Retention and Disposition. This motion is effective April 16, 2010. RATIONALE/RECOMMENDATION The Chief Information Technology Officer, Vice President of Finance and Administration, General Counsel, and their appropriate committees reviewed and approved to forward the proposed revision of this policy to the board for a first review at its February 2010 meeting. This policy was last updated in April 2004. The proposed revisions to the policy bring it current with best business practices to help ensure that university records and information are managed systematically to meet operational, legal, fiscal requirements, and regulatory compliance; thus, the revised policy lays the foundation for development of a university records and information management regulation and programs. B. Approval of Consolidated Endowment Fund Agreement Reference 5 The President recommends that: MOTION The Board of Regents approves the Consolidated Endowment Fund Agreement as amended and restated effective July 1, 2008 and Addendum #1 included in Reference 5 and authorizes the respective officers to execute such agreements. This motion is effective April 16, 2010. RATIONALE AND RECOMMENDATION In 1997, the Board of Regents was appointed fiduciary for the Land-Grant Endowment Trust Fund. Prior to that time, the Foundation had assembled a talented group of professionals to serve as an Investment Committee and established a commingled Pooled Endowment Fund for investment of several hundred endowments maintained for the benefit of the University. In order to maximize the return potential and reduce the risk and the management costs, the Board of Regents and the Board of Trustees chose to combine the funds for investment purposes and entered into a Consolidated Endowment Fund (CEF) Agreement. The Agreement primarily addressed the appointment of the UA Foundation as Trustee, the structure of the Investment Committee, and the roles of the Foundation Investment Committee and the Treasurer. It has been amended from time to time as circumstances dictated, most recently June 29, 2005. After the restructuring of the Foundation and execution of a Memorandum of Understanding, a rewrite of the CEF Agreement was initiated. Prior to completion of the redrafting, the Board of Trustees recommended the implementation of a 50 basis point fee for the management of the Land Grant Endowments. Although the fee was approved by both boards, a few individuals requested better documentation of the rational for establishing the rate and the fulfillment of the fiduciary duties of the respective boards. As a result, the fee issue was treated as a separate addendum. Reference 5 includes a list of the more substantive changes to the CEF Agreement from its predecessor. The CEF Agreement and Addendum#1 were approved by the Board of Trustees at their February 23, 2010 meeting. Associate Vice President Jim Lynch will be available to address any questions members may have. C. Other Finance Matters of Concern XV. Planning and Development Issues Reference 6 Mary Rutherford, Chief Development Officer, will report on development efforts at the University of Alaska. XVI. Human Resources Issues A. Labor Relations Update Reference 7 Beth Behner, Chief Human Resources Officer, will review the labor relations update with members of the board. B. Report on Health Care Rates Reference 8 Beth Behner, Chief Human Resources Officer, will report on health care rates. C. Other Human Resources Matters of Concern XVII. Consent Agenda MOTION The Board of Regents approves the consent agenda as presented. This motion is effective April 16, 2010. A. Academic and Student Affairs Committee 1. Approval of Sydney Chapman Chair Appointments, Duties and Expenditures Reference 9 MOTION "The Board of Regents: Re-approves the current two co-Chapman Chairs, Dr. Edward Carmack and Dr. David Scholl, for their service during academic years 2009-2012. Specifies that Chapman Chairs or co-Chairs will in the future be issued term contracts of not more than three years in duration, but that the appointments of Dr. Carmack and Dr. Scholl may be renewed for up to three additional years (through June, 2015) with the approval of the College of Natural Sciences and Mathematics Dean, Provost, and Chancellor of UAF. Approves the duties of the Chapman Chair to include: To spend a significant part of a semester working at the University of 91ֱFairbanks and available for discussions on the physical sciences with faculty, staff, and students. To present a seminar or seminars. To organize a series of additional seminars concerning areas of the physical sciences which are of special interest to the north, and specifically, to select and invite seminar participants. To carry out other duties consistent with Regents Policy 10.09.01 as assigned by the Dean of the College of Natural Science and Mathematics and described in the annual contract signed by the Chair and the Dean. Approves expenditures of the spendable earnings of the Sydney Chapman Chair endowment for salary of the co-Chairs, for their travel expenses to and from Fairbanks, and for travel expenses and payments for presenters of the Chapman Chair Lectures. This motion is effective April 16, 2010." B. Facilities and Land Management Committee 1. Project Approval - UAF Campus Wide NCRR Recovery Act Construction Grant Reference 10 MOTION The Board of Regents approves the Formal Project Approval request for the University of 91ֱFairbanks Campus Wide NCRR Recovery Act Construction Grant project as presented, and authorizes the university administration to proceed through schematic design not to exceed a Total Project Cost of $7,530,000. This motion is effective April 16, 2010. XVIII. New Business and Committee Reports A. Academic and Student Affairs Committee B. Audit Committee C. Facilities and Land Management Committee D. Finance Committee E. Human Resources Committee F. Legislative Committee G. Planning and Development Committee XIX. Approval of Emeritus Status for President Mark R. Hamilton MOTION The Board of Regents approves the granting of emeritus status to Mark R. Hamilton. This motion is effective April 16, 2010. POLICY CITATION Regents Policy 04.04.070 Emeritus Status, states: Emeritus status is an honor conferred by the chancellor upon the outstanding retirees of the university and not an automatic recognition of services rendered. The perquisites of emeritus status will be as provided by university regulation. University Regulation 04.04.070.C, states: The Board of Regents may confer emeritus status upon a retiring president of the university. University Regulation 04.04.070.D, states: Privileges available to emeritus employees may include the following: 1. Listing in the appropriate university directory and catalog. 2. Invitations to major university functions. 3. Notice of campus functions and social gatherings. 4. Use of library, gymnasium and food facilities on the same basis as active employees in their category. 5. Access to electronic mail, office space, laboratories and/or research facilities (where such access is available at no charge to the university and does not displace other faculty, staff, and/or students). 6. Receipt of an identification card. 7. Waiver of tuition for courses in which they themselves are enrolled. XX. Report on 2010 National Conference on Trusteeship Regents will report to the board regarding the 2010 National Conference on Trusteeship. XXI. Ratification of Presidential Contract MOTION The Board of Regents ratifies the contract dated March 15, 2010 between it and Patrick Gamble and affirms the provisions thereof. This motion is effective April 16, 2010. XXII. 91ֱCommission on Postsecondary Education Report A report will be given by members representing the Board of Regents on the 91ֱCommission on Postsecondary Education. XXIII. UA Foundation Report 2=CDVWluv  ź~vnc[QhHCKhx5>*hHCKh>*hHCKh56>*h56>*hH56>*hHCKhx>*hh"F/OJQJhhOJQJhHOJQJhh4OJQJhh4OJQJhhxOJQJ hHCKhB hHCKh4 hHCKhbhk h@ hHCKhTShhHhHCKhx5 hHCKhx2DWv( ) @ A I  $^`a$$h]ha$$ !0^`0a$$a$gd({$ a$$a$$0^`0a$gd $0^`0a$$a$   % ' ( ) - ? 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XXIV UA Athletics Report A report will be given by Regent Drygas, the Board of Regents representative for UA Athletics. XXV. Future Agenda Items XXVI. Board of Regents' Comments XXVII. 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