The Executive Committee of the Board of Visitors met on Thursday, August 30, 1990, at 3:00 PM, in Webb University Center. The following members of the Committee were in attendance:
George Dragas, Jr., Rector
Gene R. Carter, Sr.
James K. Hall
Ann H. Kilgore
J. Michael Pitchford
Robert E. Washington
Brenda T. Williams
Absent from the Committee was:Richard F. Barry III
Also present from the Board of Visitors were:Gabriel Kavadias
Beverley R. Lawler
Hugo A. Owens, Sr.
Jackson K. Parker
H. B. Price III
Sybil M. Walker
William C. Wiley
Also present were:James V. Koch, President
Dana D. Burnett
Elizabeth M. Clarke-Heltz
Kenneth Daley
Stephen P. Daniel
Myron S. Henry
E. Wayne Higgins
Ruth C. Jones
Patrick B. Kelly
Kay A. Kemper
Donna W. Meeks
Tara J. Overton
James W. Schuppenhauer
David T. Shufflebarger
Richard A. Staneski
Edward A. Staylor, Jr.
APPROVAL OF MINUTES OF THE EXECUTIVE COMMITTEE MEETING OF JULY 16, 1990
Rector Dragas called the meeting to order and asked for approval of the minutes of the Executive Committee meeting of July 16, 1990. Upon a motion duly made and seconded, the minutes were approved as distributed.
The Rector welcomed Dr. Hugo Owens and Mr. Gabriel Kavadias to the Board of Visitors and congratulated Mrs. Walker, Mr. McKinnon and Admiral Parker upon their reappointment to the Board.
APPROVAL OF TESTIMONIAL AND RESOLUTIONS OF APPRECIATION
The Rector asked for approval of a Testimonial for Mr. Barry, upon his retirement as Rector, and Resolutions of Appreciation for Mr. Leon, Mrs. Poindexter and Mrs. Strelitz, upon their retirement from the Board. Upon a motion duly made and seconded, the following resolutions were unanimously approved:
OLD DOMINION UNIVERSITY
Richard F. Barry III
TESTIMONIAL
FROM THE
BOARD OF VISITORS
Dick Barry has served as a member of the Board of Visitors for five years, the past two as Rector. During this time, he has devoted himself tirelessly to the betterment of the University, including service as Vice Rector and Chairman of the Academic Affairs Committee.
As Rector, Dick provided skillful and diplomatic leadership to the Board and the University community during extremely difficult times. He was instrumental in bringing about many positive changes and improvements that benefitted the University.
Throughout his tenure as Rector, Dick was sensitive to the needs and concerns of the many groups that make up the University family, including faculty, staff, students, alumni and his fellow Board members. He was an able ambassador for the University in many quarters and helped add to its stature and reputation.
Dick's accomplishments in moving the University forward under difficult circumstances are testimony to his leadership abilities and dedication to public service.
For all this, the Board has resolved to express its thanks and appreciation. The Board has further resolved to award summa cum laude recognition to Richard F. Barry III for his tenure as Rector of Old Dominion University from July 1, 1988 through June 30, 1990.
In Witness Thereof, this resolution has been signed by the duly authorized officers of the University and sealed with its corporate seal in the City of Norfolk, Virginia, August thirtieth, Nineteen hundred and Ninety.
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RESOLUTION OF APPRECIATION
Arnold H. Leon
WHEREAS, Arnold H. Leon has completed four years of dedicated and distinguished service to the Board of Visitors of Old Dominion University; and
WHEREAS, during his appointment he has contributed significantly to the Commonwealth of Virginia and particularly to the students, faculty, and staff of Old Dominion University in the furtherance of the aims and ideals of higher education; and
WHEREAS, as Chairman of the Buildings and Grounds Committee he provided a leadership role in the development of the University's master plan; and
WHEREAS, his exemplary service on the Executive Committee and the Finance and Audit Committee is especially noteworthy; and
WHEREAS, his insight and knowledge of the Tidewater community have been of great value in meeting the needs of the region and its citizens; and
WHEREAS, his counsel and expressions of concerns will be missed by the Board of Visitors and the university community.
THEREFORE, BE IT RESOLVED, that the Board of Visitors of Old Dominion University expresses its deep appreciation and gratitude to Arnold H. Leon for his years of service to the University.
SIGNED AND DATED this 30th day of August, 1990.
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RESOLUTION OF APPRECIATION
Gammiel G. Poindexter
WHEREAS, Gammiel G. Poindexter has completed eight years of dedicated and distinguished service to the Board of Visitors of Old Dominion University; and
WHEREAS, during her appointment she has contributed significantly to the Commonwealth of Virginia and particularly to the students, faculty, and staff of Old Dominion University in the furtherance of the aims and ideals of higher education; and
WHEREAS, as Chairman of the Student Affairs Committee she provided a forum for students to bring their concerns to the Board in a positive and constructive way; and
WHEREAS, her exemplary service on the Executive Committee and the Academic Affairs Committee is especially noteworthy; and
WHEREAS, her compassion and sensitivity have been of great value in establishing a positive tone and relationship between the Board and the university community; and
WHEREAS, her counsel and expressions of concerns will be missed by the Board of Visitors and the university community.
THEREFORE, BE IT RESOLVED, that the Board of Visitors of Old Dominion University expresses its deep appreciation and gratitude to Gammiel G. Poindexter for her years of service to the University.
SIGNED AND DATED this 30th day of August, 1990.
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RESOLUTION OF APPRECIATION
Joyce Strelitz
WHEREAS, Joyce Strelitz has completed eight years of dedicated and distinguished service to the Board of Visitors of Old Dominion University; and
WHEREAS, during her appointment she has contributed significantly to the Commonwealth of Virginia, and particularly to the students, faculty, and staff of Old Dominion University in the furtherance of the aims and ideals of higher education; and
WHEREAS, as Chairman of the Development Committee she was concerned with the perception of Old Dominion University in the community and provided leadership to the University's fundraising efforts; andWHEREAS, her exemplary service on the Executive Committee, the Academic Affairs Committee and the Buildings and Grounds Committee is especially noteworthy; and
WHEREAS, her insight and knowledge of the Tidewater community have been of great value in meeting the needs of the region and its citizens; and
WHEREAS, her counsel and expressions of concerns will be missed by the Board of Visitors and the university community.
THEREFORE, BE IT RESOLVED, that the Board of Visitors of Old Dominion University expresses its deep appreciation and gratitude to Joyce Strelitz for her years of service to the University.
SIGNED AND DATED this 30th day of August, 1990.
RECTOR'S REPORT
The Rector announced that the Association of Governing Boards is hosting a seminar on improving board performance in Tampa, Florida, on October 5. He recommended that interested board members attend, particularly the new board members. Those who wish to attend should contact Donna Meeks, who will make all the necessary arrangements. President Koch plans to attend the conference as well.
Rector Dragas reminded the board members about the board dinner and inauguration on September 13th and 14th, respectively, and encouraged everyone to attend.
The Rector appointed Dick Barry, Ann Kilgore and Bob Washington to serve on an ad hoc committee to study the board's committee structure. Mr. Barry will serve as chairman and President Koch will serve as an ex-officio member. He asked the committee to discuss committee schedules and membership, and to reports its conclusions at a future meeting.
PRESIDENT'S REPORT
Rector Dragas called on President Koch for his report. President Koch asked Dr. Dana Burnett to present a report on the fall enrollment figures. Dr. Burnett reported that predictions indicate a six percent decline in the number of high school graduates, both nationally and in Virginia. In some market areas, the decline may be as high as nine percent. Despite the expected declines, Old Dominion's preliminary enrollment figures for the fall semester suggest that enrollment will remain stable or perhaps increase slightly. The numbers of transfer and graduate students have increased dramatically, and the University is receiving its market share of freshmen. Dr. Burnett will have a more definitive report for the Board in September when the drop/add period and the tuition deadline have passed.
Mr. Staneski reported that tuition and fees were set last spring based on the notion that enrollment would remain stable. Preliminary enrollment figures indicate that the University will meet those revenue projections or perhaps exceed them slightly.
Turning to the budget situation, President Koch reported that last Tuesday he and his staff held a very productive meeting with Secretary Dyke and other members of the administration. Not only were funds for the Commonwealth Center in Physical Coastal Oceanography (which had originally been removed) restored, but the Secretary also said he would see what he could do about the rental situation for the Virginia Beach Graduate Center.
Overall, Old Dominion University's target reduction is approximately $6 million. This $6 million includes the 5 percent cut taken July 1 and the more recent cut of about 6 percent. In dealing with the cuts, the University followed several basic principles.
First and foremost, Old Dominion University will maintain its academic programs. Because it is an academic institution, it makes "imminently good sense" to protect academic programs. Also, because the institution is formula budgeted, the University will lose money if academic programs are not protected and fewer credit hours are generated as a result.
Second, a strong attempt has been made to increase administrative efficiency. In many circumstances, one person will be doing what used to be done by one and a half or two people. Functions are being combined. Consequently, the major portion of the reductions are in the areas termed "administration."
Third, student financial aid will be exempt from any budget cuts. Old Dominion University is not very well endowed in terms of student financial aid and, furthermore, part of the solution includes a proposed modest tuition increase. It is essential to maintain our student financial aid commitment because so many of our students are individuals who could not come to Old Dominion University were it not for the financial aid that is available.
Fourth, essential services will be maintained. The grass will be cut; the refuse will be collected; public service and public safety commitments will be maintained. If these types of services are not maintained, the institution will "fall apart."
Fifth and finally, Old Dominion University must position itself for the 1990s. By trimming down the administrative ranks, for example, and by reorganizing and restructuring the institution, we will create the kind of resource pool that will allow the institution to react to new opportunities.
The reduction plan itself involves cutting 88 full-time equivalent positions by July, 1991. Some additional cuts, however, will need to be done this year on a one-time basis to meet the institution's target for the current year. In the president's area, for example, six positions will be cut this year and an additional position will be cut next year, for a total of seven positions. This is one-sixth of the total number of positions in the president's area.
Eighteen faculty positions will be cut in the area of academic affairs. Of those position, almost one-half are unoccupied. This, again, reflects the University's value system of maintaining academics. Of the 88 positions, only 18 are faculty and probably only 8 or 9 are occupied faculty positions.
Since most positions in administrative services are classified, the majority of the positions being cut are classified positions. Other cost saving measures include the elimination of charge card payments and the "dial 9" access (in certain areas). The Univer-sity is also firmly committed to energy conservation and has already begun an energy conservation program.
In student services, several administrative and classified posi-tions will be eliminated, one position will change from a 12-month to a 10-month position, and the number of commencement ceremonies will be reduced from three per year to one per year. The intention is to have one commencement, in May, to which a nationally renowned speaker will be invited. Students who have not completed all of their requirements by May, but who may do so by August or December, will be allowed to participate in the ceremony.
Two positions will initially be eliminated in the alumni and development areas; 3.5 positions by July, 1991. A combination of eliminating operating funds and classified positions will take place in the resource management area.
Although Old Dominion's estimated reduction target is only $3.2 million, the University's reductions for July 1 total $3.7 million. The University has gone beyond its targeted reduction to free up some resources in order to react to opportunities that become available. In addition, the University will not realize all of the savings identified in its plan because of state personnel policies which include the "bumping" process for classified staff. The bumping process allows one employee who is more senior and who has appropriate qualifications to bump another employee who is less senior, and that employee may in turn bump a third employee, etc. A preferential hiring policy even exists between state agencies. So the University is not certain how quickly it will realize savings in the classified area. The bumping process might take several months to complete.
President Koch pointed out that, when comparing budget cuts across the university, the academic side of the university is taking a relatively smaller percentage of the cuts. The president's area, for example, receives 2.3 percent of the budget but is taking 5.5 percent of the cuts. Other non-academic areas of the institution are also taking a larger proportion of the cuts. Academic affairs, however, which receives 67.8 percent of the budget, will only take 43.1 percent of the cuts. Taking a slightly different view, of all the functions at the University, the largest (57.3 percent) is instruction. However, only 35.5 percent of the cuts in July, 1991, will be from the area of instruction.
The President commented that the University has attempted to take most of its cuts in personnel. This is being done for several reasons. Since 84 percent of the budget is devoted to personnel, it would be impossible to cut the budget without giving up people. Additionally, specific guidelines from Governor Wilder and Secretary Dyke instructed the institution to make permanent cuts in positions but not destroy the University's ability to operate. It would not do any good to keep people if they could not function because there are no operating funds left. Of the $3.2 million being cut this year, approximately $600,000 (or one-fifth) will come from non-personnel services and the other $2.6 million will come from personnel.
For the first year of the biennium, the University has planned for "bridge funding" to deal with a cash flow shortage of almost $800,000. Two options are being suggested, the preferred option including a modest tuition surcharge. Both options include the reduction of funds to purchase new and replacement equipment and a 2 percent across-the-board decrease in all operating budgets.
If the University is able to raise tuition (which may not be feasible since the Governor could decide that funds generated by a tuition increase would revert to the general fund instead of to the institutions), it would use some of those funds to make its equipment trust fund payment of $211,000. (In the past the State has made lease payments in the equipment trust, but this year is asking that individual institutions cover their share of the lease payments.) This payment nets almost $800,000 of equipment for the University. It would use the remainder of the funds to maintain library acquisitions. The Governor should make his decision regarding tuition increases by mid-September.
The President shared his proposed tuition increase option with the Board and pointed out that, were the board to increase tuition by 3 percent, Old Dominion's total increase for the 1990-91 academic year would be 5% for in-state, undergraduate students; still significantly less than the 6.5 percent cap placed by the Governor.
Currently an in-state, undergraduate student pays $102 per credit hour in tuition and fees. A 3 percent increase would increase that amount to $104 and a 4 percent increase would increase it to $105. On the other hand, a 3 percent increase would generate $462,000. The President commented that he is requesting authority from the Board to increase tuition by up to 4 percent, at mid-year, if the Governor allows the University to use the revenue generated by such an increase to offset budget cuts.
A motion was made and seconded to grant the President such authority. Considerable discussion followed concerning whether the Board should wait for the Governor's decision before granting such authority. It was concluded that the Board's public support of the President from the beginning would strengthen his negotiations with the administration.
President Koch asked Ms. Tara Overton, President of the Student Body, for her comments regarding the budget situation. Ms. Overton commented that the student body is aware of the gravity of the situation and realizes that everyone is being asked to make sacrifices. The students are willing to do their part and appreciate the efforts of President Koch and everyone involved in finding an equitable and reasonable solution. They are particularly pleased that student financial aid and funds for the oceanography center have not been cut. A tuition increase will always be unpopular with students, but those students who are well informed realize that an increase is necessary.
The majority of students are concerned, however, about the elimination of two of the three commencement ceremonies. One commencement ceremony is too long, very chaotic and not a very pleasurable experience. The savings - about $10,000 per commencement - would be minimal compared with the benefits enjoyed by the additional ceremonies. Commencement is a student's last "taste" of the University and they should leave with a good impression. The students would be more supportive of decreasing the number of ceremonies to two per year.
President Koch asked Professor Ken Daley to comment on behalf of the Faculty Senate. Dr. Daley commented that the Faculty Senate has been following the situation very closely and appreciates that the President has discussed the issue several times with the Senate's executive committee. Overall, faculty members are supportive of the president's solution, especially his protection of academic programs and instruction. The faculty realize that academic services will be hit hard and they will have to do without some of the "perks" that they're used to. Although a tuition increase is never popular, the payoff will be beneficial to the University.
The following resolution was unanimously approved:
MID-YEAR COMPREHENSIVE FEE RESOLUTION
RESOLVED, that the Executive Committee of the Board of Visitors authorizes the President to initiate a mid-year comprehensive fee surcharge of up to four percent (4%) consistent with the policies and requirements of the Commonwealth.
(1) A graduate teaching or research assistant who has completed a master's degree or its equivalent and is admitted as a matriculated student into a doctoral program and enrolls for and completes a minimum of 9 hours of graduate credit per semester or 3 hours in the summer may be granted a waiver of full tuition and fees.
NOTE: The comprehensive fee includes a student activity fee of $34.35 per credit hour for regular session and summer session students.
An overload fee is charged to undergraduate students who enroll for 17 or more units each semester. The fee is set at one half of the rate of the per credit hour comprehensive fee rounded to nearest dollar.
President Koch outlined the steps being taken in the layoff process and the measures the University is using to make the process as humane as possible. First, generous notice will be given. Classified employees will be given two month's notice rather than the required two week's notice. Faculty and faculty administrators will be given notice as outlined in the Faculty Handbook, which is three month's notice for tenure-track faculty in their first year and 18 month's notice for tenured faculty. (However, no tenured faculty are being eliminated.)
The University will provide personal and career counseling, assistance in writing resumés and job search strategies, time off for interviews, and travel funds for job fairs and conferences. The University will continue its tuition assistance program through the remainder of the year for those individuals whose jobs are terminated. The Personnel Office will also compile a book of resumés of all interested individuals, which will be given wide distribution throughout the area.
The President commented that he will soon consider further administrative reorganization. Likewise, Vice President Henry has asked each of the deans to begin an analysis of Old Dominion academic programs for possible restructuring. The criteria for doing so are described in the Faculty Handbook. This will be a very deliberate procedure.
The University is in the process of generating a proposal for an early retirement program, including partial retirement. Such a program would not only help individual employees, but will make personnel adjustments easier. This program would require approval from the Board as well as from the State.
Finally, the administration plans to examine auxiliary services for possible economies there. The budget cuts are all general fund cuts, yet the auxiliaries constitute nearly 20 percent of the institution's budget. For example, the President has discussed with Dr. Jarrett ways in which intercollegiate athletics might help. An example would be donating the net revenues from one of our home basketball games to the Library.
Although several faculty and staff members have suggested that we ought to delay certain projects - such as constructure of the parking deck or the Webb Center addition - that is not only wise, but not possible at this time. Such a decision would require State approval and the State has made it clear that approval would not be forthcoming. However, should the University face further cuts, that option may be explored.
EXECUTIVE SESSION
The Rector recognized Mrs. Williams who made the following motion: "Mr. Rector, I move that this meeting be recessed and that we reconvene in executive session for the purpose of discussing personnel matters, specifically, personnel whose positions with the university may be abolished due to budget reductions, as permitted by Subsection A, Paragraph 1, of Section 2.1-344 of the Code of Virginia.
RECONVENE IN OPEN SESSION
At the conclusion of Executive Session, the meeting reconvened in open session and the Rector asked if there were any members who, in their judgment, felt that they could not certify that (1) only public business matters lawfully exempted from the open meeting requirements under the Freedom of Information Act, were discussed and (2) that only such public business matters as were identified in the motion by which the executive session was convened were heard, discussed or considered? If so, he asked such board member(s) to state specifically what he/she felt the departure was. Hearing no dissent, the Rector asked for certification by a vote of Aye. Board members in favor 14; Board members opposed 0. The vote on certification passed.
CALL FOR NEW BUSINESS
The Rector presented the following resolutions which, upon motions duly made and seconded, and after considerable discus-sion, were unanimously approved:
REVISION TO THE BOARD OF VISITORS POLICY AND PROCEDURE
ON EMERITUS APPOINTMENTS
RESOLVED, that the Executive Committee of the Board of Visitors approves the amendment of Section 3 of the policy on Emeritus Appointments, which was approved by the Board of Visitors on September 28, 1972. This change will be effective immediately. A complete copy of the revised policy and procedure follows with changes in bold type.
Emeritus Appointments
1. The title "emeritus" shall be granted only by the Board of Visitors.
2. Eligibility for the titles of professor emeritus and associate professor emeritus shall be limited to full-time faculty who are retiring in the ranks of professor and associate professor and who have served the university for a period of not less than ten years consecutively prior to retirement.
3. Administrative officers who hold faculty rank and tenure, except for the President, may be named "emeritus" provided they have served ten years consecutively prior to retirement. The Board of Visitors may in its discretion award the honorary title of "President Emeritus" to a former President upon his or her retirement.
4. To be eligible for an emeritus appointment, a faculty member shall be recommended by his or her chair and approved by the dean, vice president for academic affairs and president. Administrators shall be recommended by the president.
5. Emeritus appointments carry the following lifetime privileges:
A. Use of the library as a faculty member.
B. Attendance at faculty meetings (nonvoting), at receptions an at academic processions, including Commencement.
C. The same tuition rates for spouses and dependent children enrolled in the university as are provided for active faculty.
D. Listing in all university publications on the same basis as active faculty.
E. Receipt of all university informational bulletins that are circulated to active faculty.
F. Attendance at lectures, concerts, athletic events, banquets, etc., and use of university facilities, including parking lots, on the same basis as active faculty.
G. Office and laboratory space, or library study space, on a temporary basis, but priority will be given to active faculty, staff, and students when space is limited.
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RESOLUTION FOR PRESIDENT EMERITUS
WHEREAS, William B. Spong, Jr., served Old Dominion University with distinction as President from January 1, 1989, to June 30, 1990, during a challenging transition period; and
WHEREAS, the University prospered in numerous ways because of his deft leadership and guidance; and
WHEREAS, Mr. Spong retired from the Presidency June 30, 1990.
THEREFORE, BE IT RESOLVED, that the Board of Visitors takes great pleasure in awarding William B. Spong, Jr., the honorary title of President Emeritus.
With no further business to be discussed, the meeting adjourned.
| Contact Info: | Donna Meeks - dmeeks@odu.edu | Copyright Info: | Copyright(c) 1998
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