VINCENNES UNIVERSITY BOARD OF TRUSTEES MINUTES OF REGULAR SESSION Friday, June 19, 2015 10:30 a.m. (EDT) – Green Activities Center Vincennes University 120 West Harrison Street Vincennes, Indiana 47591 Trustees Present: J.R. Gaylor, Board Chair Darrel Bobe Tm Grove Dick Helton, President Reggie Henderson (by audio) Jim McCormick MJ Michael, Student Trustee (audio) Greg Parsley George Ridgway Rick Schach Mike Sievers John Stachura Anne Emison Wishard (by audio) Trustees Absent: Susan Olesik Others Present: Brent Stuckey, Attorney for the Board Chuck Johnson, Provost Phil Rath, Vice President for Financial Services/Government Relations Dave Tucker, Vice President for Workforce Development/ Community Services Pat Konkle, Record Clerk for the Board CALL TO ORDER Chair J.R. Gaylor called the meeting to order at 10:30 a.m. (EDT) in the Green Activities Center on the Vincennes Campus. ROLL CALL/ACCEPTANCE OF AGENDA Pat Konkle called the roll. A quorum was declared with 13 Trustees present. The agenda was approved by consensus of the Board. APPROVAL OF MINUTES Minutes of the May 27, 2015, June 1, 2015, and June 16, 2015, meetings had been distributed. Trustee Darrel Bobe made a motion to accept the minutes as distributed. Trustee Jim McCormick seconded the motion, and the motion carried unanimously. CHAIRMAN’S REMARKS Board Chair J.R. Gaylor reported that at the last meeting, President Dick Helton announced that he will be retiring effective July 31, 2015. Chair Gaylor asked President Helton to stand and presented him with a formal Resolution of Appreciation, as noted below: RESOLUTION OF APPRECIATION FOR RICHARD E. HELTON WHEREAS, Richard E. Helton of Vincennes, Indiana, has served as the President of Vincennes University since August 1, 2004; and WHEREAS, Dr. Helton has provided extraordinary and transformational leadership throughout his tenure as President of Vincennes University; and WHEREAS, Dr. Helton has been a gifted leader for Vincennes University who has united trustees, administration, faculty, staff, alumni, and the community with a shared and focused direction and purpose; and WHEREAS, Dr. Helton has brought honor to Vincennes University, its Board of Trustees, and to himself by his able service. NOW, THEREFORE, BE IT RESOLVED that Vincennes University, through its Board of Trustees, expresses appreciation to President Richard E. Helton for his dedicated service and his devoted work to the University and its mission. BE IT FURTHER RESOLVED that the Secretary cause to be spread of record on the official minute book of the Board of Trustees for Vincennes University a copy of this Resolution and that an appropriate signed copy be personally delivered to Dr. Richard E. Helton. DATED at Vincennes, Indiana this 19th day of June, 2015. _____________________________ J.R. Gaylor, Chair Vincennes University Board of Trustees _____________________________ Darrel L. Bobe, Secretary Vincennes University Board of Trustees Chair Gaylor also presented President Helton with a plaque in appreciation for his 11 years of service to Vincennes University. Chair Gaylor announced that the administrative succession committee has met, with Trustee Rick Schach serving as Chair, and is recommending to the Board of Trustees that Provost Chuck Johnson serve as Interim President. MOTION #15-15 Trustee Jim McCormick made a motion to approve the recommendation that Provost Chuck Johnson serve as Interim President. Trustee Tim Grove seconded that motion, and the motion carried unanimously. Provost Johnson will become Interim President effective August 1, 2015. REPORTS FROM TRUSTEE SUBCOMMITTEES University Affairs Committee Data on Transfer Students – Committee Chair Reggie Henderson reported that Trustee Susan Olesik asked for information regarding transfer students. Provost Johnson stated that the Institutional Research Office compiled the data found on the report he distributed. The latest data is regarding the Fall 2009 cohort of students and those who attended, graduated, and transferred from VU. This information was retrieved from the Commission for Higher Education in May of 2013, and not all degree data may be accurate. This data will be shared with both Trustee Olesik and the Indiana Commission for Higher Education. Gift to Old Northwest Bicentennial Corporation – Committee Chair Henderson asked President Helton to discuss the Gift to the Old Northwest Bicentennial Corporation. President Helton reported that he had been contacted by the State Historic Sites, asking if a large log dugout canoe, called a pirogue, currently located in the Old French House in Vincennes and which belongs to VU could be donated to the Old Northwest Bicentennial Corporation. The pirogue has been located in the Old French House since 1979, and that group has been responsible for its care since that time. Committee Chair Henderson stated that a resolution has been prepared that would authorize President Helton to sign a Gift of Deed to the Old Northwest Bicentennial Corporation, and the committee is recommending its approval by the Board of Trustees. MOTION #15-16 Trustee Reggie Henderson made a motion to approve the Resolution of the Board of Trustees for the Vincennes University Authorizing Deed of Gift to the Old Northwest Bicentennial Celebration, as noted below. Trustee John Stachura seconded the motion, and the motion carried unanimously. Resolution of the Board of Trustees for the Vincennes University Authorizing Deed of Gift to the Old Northwest Bicentennial Corporation This RESOLUTION is made this 19th day of June, 2015 by the BOARD OF TRUSTEES FOR THE VINCENNES UNIVERSITY. WHEREAS, the George Rogers Clark Memorial Commission previously gifted to Vincennes University (hereafter “University”) a log dugout canoe, called a pirogue, 26 feet in length and carved out of a solid black walnut log, which was used by French settlers in the early 19th century to carry as many as 12 passengers at a time; and WHEREAS, the pirogue was first displayed by University in the Territory Capital State Historic Site on Harrison Street, Vincennes, Indiana in 1964 and was moved to the second floor of the Old French House, Vincennes, Indiana in 1979; and WHEREAS, Old Northwest Bicentennial Corporation (hereafter “Old Northwest”) is a non-profit corporation which owns and maintains the Old French House, Vincennes, Indiana and which is active as the local organization assisting the Vincennes State Historic Sites to raise funds and to provide interpretive tours and other public events at the Old French House; and WHEREAS, the purpose of Old Northwest is to continue to tell the story of French influence and fur trade in Vincennes, Indiana, and Old Northwest believes the permanent home for the pirogue should be in the Old French House; and WHEREAS, by an agreement between University and Old Northwest dated December 2, 1979, Old Northwest has been responsible for caring for the pirogue since 1970; and WHEREAS, Old Northwest has requested University to donate the pirogue to Old Northwest, so that Old Northwest will be solely responsible for the care and use of the pirogue; and WHEREAS, the Board of Trustees of Vincennes University has determined that Old Northwest is better suited than University to care for and to display the pirogue. NOW, THEREFORE BE IT RESOLVED that Richard E. Helton, President of Vincennes University, is hereby authorized and directed to execute a Deed of Gift by which Vincennes University assigns, conveys, and transfers all right, title, and interest in the pirogue to Old Northwest. The foregoing Resolution is passed by a unanimous vote of the Vincennes University Board of Trustees this 19th day of June, 2015. VINCENNES UNIVERSITY BOARD OF TRUSTEES __________________________ JR Gaylor, Chairperson __________________________ Darrel Bobe, Secretary Finance/Revenue Committee Approval of Budget – Committee Chair Mike Sievers reported that the Finance/Revenue Committee had met to discuss the 2015-16 and 2016-17 Biennial Budget and asked Vice President Phil Rath to give an overview of the proposed Budget. He reported that the proposed General Operating Budget is $88,018,300 for FY2015-16 and $89,706,207 for FY2016-17, and a Housing Operations budget of $17,456,969 for FY2015-16, with the following major assumptions: (1) tuition increase of $200 per year for full-time students for both FY2015-16 and FY2016-17; (2) zero increase in room and board rates for FY2015-16; (3) state operating appropriation of $39.2 million for FY2016 and $39.6 million for FY2017; (4) dual credit appropriation of $3.1 million during each year; (5) funding of $3 million for 10 career tech center early colleges during each year; (6) 2.5 percent compensation pool during each year; (7) increase in 8 percent health insurance costs during each year; (8) increase of 4.75 percent in food from Sodexo Food Services for FY2015-16; (9) stable enrollment headcount each year; (10) PERF buyout reserve of $1 million each year; and (11) R&R expenses of $1.3 million for each year. Committee Chair Sievers stated that as mentioned, one of the assumptions is the PERF buyout reserve of $1 million each year. The rate that the University pays in PERF’s Defined Benefit Plan has increased from 3.8 percent in 2004 to 11.2 percent in 2015, and the University would like to withdraw from PERF and pay 10 percent in the TIAA-CREF benefit plan instead. MOTION #15-17 After further discussion, Trustee Mike Sievers made a motion to approve the following Resolution. Trustee John Stachura seconded the motion, and the motion carried unanimously. RESOLUTION WHEREAS, the Vincennes University Board of Trustees hereby notifies the Indiana Public Retirement System (INPRS) that by passing this resolution its intent is to withdraw from the Public Employees Retirement Fund effective June 30, 2015. This resolution has been set into the minutes of this meeting, the 19th day of June, 2015. Signed: ___________________________ J.R. Gaylor, Chairman of the Board The Board of Trustees for the Vincennes University Signed: ___________________________ Darrel L. Bobe, Secretary of the Board The Board of Trustees for the Vincennes University MOTION #15-18 Trustee Mike Sievers made a motion to approve the proposed General Operating Budget of $88,018,300 for FY2015-16 and $89,706,207 for FY2016-17, and a Housing Operations budget of $17,456,969 for FY2015-16, with the above assumptions. Trustee John Stachura seconded the motion, and the motion carried unanimously. Request for Approval Authorization – Committee Chair Sievers reported that the bids for the new Science, Engineering and Mathematics Center will be requested on July 1 and due in on July 21. Because the Board of Trustees does not meet during the month of July and as the bids will be higher than the Finance/Revenue Committee is authorized to approve, he stated that the Finance/Revenue Committee is requesting authorization from the Board of Trustees to approve the bids for this project. MOTION #15-19 Trustee Rick Schach made a motion to approve the request from the Finance/Revenue Committee that it be allowed to approve the bids for the new Science, Engineering and Mathematics Center. Trustee Tim Groves seconded the motion, and the motion carried unanimously. REPORTS FROM THE ADMINISTRATIVE LEADERSHIP Marketing/Enrollment Report Kristi Deetz, Senior Director of External Relations, distributed the University Recruitment and Enrollment Report. The report began with an update on the application status for the Vincennes Campus, Jasper Campus, and Aviation Technology Center. Accepted applications on the Vincennes Campus totaled 5,541, a 4.4 percent increase. Accumulated applications for VUJC equaled 422, a 10.9 percent decline, and the ATC reported 174 applications, a 17.6 percent increase. Ms. Deetz continued with an update on START VU activities, stating that 1,298 students had attended a START VU program during June 2014. With three days of the 2015 June series completed, 257 students had attended START VU. Based on START VU correlating days, system-wide headcount reached 3,824 which was 43 fewer students than one year ago. PRESIDENT’S COMMENTS President Helton thanked the Trustees for keeping him employed over the past 11 years. He also congratulated Chuck Johnson on being named Interim President and on receiving his doctorate degree. President Helton also reported that he gave his last State of the University address, and that the five-minute video of the Address is on the VU website. Adjournment There being no further business to come before the Trustees, the Regular Session adjourned at 11:25 a.m. (EDT). __________________________________ _________________________________ Darrel Bobe, Secretary J.R. Gaylor, Chair