BOARD OF TRUSTEES FOR FORT LEWIS COLLEGE

MINUTES

OCTOBER 6, 2004

Student Life Center, Fort Lewis College

 

Vol. 04-18

Trustees Present:

 

Sally Schaefer,  Richard Ballantine, Linda Campbell, Jim Cross, Peter Decker, Julie Levy, Michael Pugh, Tom Schilling, and Leonel Silva. 

 

Staff Present:

 

Brad Bartel, President; Steve Roderick, Provost and Vice President for Academic Affairs; Steve Schwartz, Vice President for Finance and Administration; Glenna Sexton, Vice President for Student Affairs; Fred Kuhwilm, Legal Counsel; Peggy Sharp, Executive Assistant to the President; David Eppich, Assistant to President for External Affairs, Joe Taylor, Internal Audit; and Mike Larson, Audio Consultant.

 

Call to Order

 

The regular meeting convened at 8:10 a.m. on Wednesday, October 6, with Chair Schaefer presiding.

 

CHAIRMAN’S AGENDA

 

Chair Schaefer welcomed Tom Schilling to the Board and thanked Dr. Bartel and Laura for hosting a dinner at their home for the Trustees.  She stated that during her tenure as chair, she would like to have fewer meetings but have them over a two-day period so the Trustees could become more acquainted with the campus and the community.  Also, if there is a group or individual who has gained recognition in some manner, she would like them to be introduced and acknowledged at a Board meeting.   

 

The following committees were proposed:

            Finance Committee                                           

            Richard Ballantine, Chair                                   

            Julie Levy                                                         

            Jim Cross

 

Michael Pugh will continue as chair of the Performance and Audit Committee.  One of the charges to the committee will be to develop a policy for Board expenditures.  President Bartel will be responsible for monitoring these expenses.

 

In addition, Chair Schaefer named Richard Ballantine as the Foundation liaison and Leonel Silva as the Civil Rights liaison.  Leonel Silva stated that while he is willing to serve as the Board representative on civil rights issues, he will not be the single individual working on all civil right issues for the College.  She also recommended a Legislative Committee with Linda Campbell, Peter Decker, and Tom Schilling as members.

 

With regard to a presidential evaluation, Chair Schaefer proposed the following performance measures:  relationship with the Foundation; relationship with alumni, students, faculty and staff; budget; fundraising; and relationship with the Trustees.  Michael Pugh recommended that President Bartel’s evaluation be done in September of 2005. 

 

Chair Schaefer stated that she will be conferring with Michael Pugh as Vice Chair in order to prepare him for the responsibilities of the chairmanship and for conducting a the meeting in case of her absence. 

 

Linda Campbell reported on the opening of the new Smithsonian’s National Museum of the American Indian in Washington, D.C. and the reception for the Ben Nighthorse Campbell Exhibit in the museum.  She introduced Andrew Gulliford, Director of the Center of Southwest Studies at the College, who was integrally involved in preparing the exhibit.  The Southern Ute Tribe funded this project and many Native American student interns were involved. 

 

Jennifer Nettesheim, a staff person from the Colorado Commission on Higher Education, was introduced.     

 

PRESIDENT’S AGENDA

 

President Bartel highlighted some of the important events, ceremonies, and meetings that have occurred during the fall semester: 

  • Administrative leadership team assisted students and parents on “moving-in” day at the residence halls; 
  • Convocation for freshmen and transfer students as part of the new orientation structure;
  • Fall Conference for faculty and exempt staff;
  • Grand opening of the Linda and Ben Nighthorse Campbell Child and Family Center;
  • Reception for U.S. Representative Scott McInnis, who has given his congressional papers to the Center of Southwest Studies;  
  • Meeting with the Southern Ute Tribal Council and their education staff;  
  • Presentation to the Colorado Indian Commission headed by Lt. Governor Jane Norton at their meeting in Ignacio
  • Hosted an alumni event at the Lakewood Center in Denver where the Durango Collection was on exhibit;
  • Meeting with every academic department on campus, as well as other divisions and departments as requested.

 

President Bartel reported that we have submitted the College’s initial suggestions for performance contract goals and measures to the CCHE.  Formal contract negotiations will occur on November 18.  Michael Pugh will lead the contract team which consists of Steve Roderick, Amy Yeager, Steve Schwartz and President Bartel.  A copy of the response letter and proposed contract from CCHE will be distributed to the Trustees. 

 

Provost Roderick briefed the Board on our fall enrollment figures.  The highlight of the enrollment report is that the retention rate from freshman to sophomore year went up about 4% this fall – and is up 6 ½ % over the last two years.  President Bartel credited the efforts of Carol Smith, Dean of General and Exploratory Studies, and her faculty who have worked diligently on our freshmen and advising programs. 

 

Vice President Steve Schwartz reviewed the budgetary implications of our enrollment and the College’s current fiscal condition.  A discussion ensued regarding the budgetary impact of in-state versus out-of-state students and the various ways the College can address this issue as well as the continuing decline of state support.   

 

President Bartel introduced Dr. Tom Courtice from Academic Search, the search firm retained to assist the College with the search for a Vice President for Institutional Advancement and Sponsored Research.  Dr. Courtice reviewed the process for conducting this search.  He asked the Board’s involvement by recommending individuals that they may know of who would be qualified candidates and to seek suggestions from other contacts the Trustees might have.  Steve Roderick will chair the search committee.  Other members are:  Jane Knott, Vice President of the Foundation; Thad Trujillo, President of the Skyhawk Booster Club; Dr. Ron Estler and Dr Ziarat Hossain, faculty representatives; Chris Aaland, staff representative; Tom Harrington, Dean of the School of Business Administration.  After the Alumni Association election, their new president will be on the committee, as well as a student representative.  The intent is to have this position filled in March; however, it could be late spring.

 

Danny Tomlinson has been retained as the College’s lobbyist and will be asked to give a legislative report at the meeting in Denver.     

 

Dr. Bartel distributed an outline of the College’s strategic planning process and proposals for strategic themes.  As this process progresses, a series of town hall meetings on campus and in the community will be held to garner input.  A task force chaired by Richard Sax, Dean of Arts, Humanities and Social Sciences, is preparing a one paragraph mission statement for the College, a draft of which will be presented at the December meeting.  This same task force will also work on formulating a series of core values.  A lengthy discussion ensued concerning measurements of success with regard to the strategic themes. 

 

Steve Roderick introduced David Hayes, the new Director of Teacher Education, who gave some introductory comments regarding the Education Outreach Program.  He introduced Farren Webb, the director of the program.  Mr. Webb gave a brief history of this program which delivers on-site classes in English as a Second Language and teacher certification on the Navajo reservation and to regional communities.  This outreach effort has a very positive impact on the under-served population in the Four Corners Region.  Mr. Webb introduced Dr. Jennifer Trujillo and Dr. Troy Webb, who will direct the program next year. 

 

Michael Pugh raised an issue concerning the hiring process for the lobbyist.  After discussion, Chair Schaefer asked Peggy Sharp to review all the Board minutes since its inception to discern who selects the lobbyist and whether a decision was made previously on the length of the contract.  This matter will be reviewed again at the December Board meeting.

 

Break

 

FOUNDATION REPORT

 

Bob Hill, President of the Foundation, addressed a few of the major points in the annual financial audit of the Fort Lewis College Foundation.  He reviewed the past year’s activities and the various ways the Foundation supports to the College. 

 

The Memorandum of Understanding between the Board of Trustees for Fort Lewis College and the Fort Lewis College Foundation, Inc. has now been approved by the Executive Board of the Foundation.  Legal counsel for the Trustees reviewed the document and made some changes in language.  Several questions and issues were clarified during discussion of the document.  Peter Decker reiterated the need to coordinate fund raising activities between the Foundation and the new Vice President for Institutional Advancement.  Mr. Hill responded that the description of duties for the Director of Foundation Relations is being written so it does not overlap with the efforts of the new vice president.  Richard Ballantine commended the individuals who have worked diligently on drafting this document. 

 

Peter Decker moved for Board approval of the Memorandum of Understanding.  Linda Campbell seconded.  Motion passed.

 

REPORT/DISCUSSION AGENDA

 

Report: Faculty Representative and Student Representative Reports

 

Jim Cross, faculty representative gave his report on the processes for approving courses at Fort Lewis College and developing and teaching Thematic Studies courses in General Education.  He gave a specific example citing a course he team teaches with a physics professor.

 

Julie Levy, student representative, handed out an update to her written report in the agenda.  She highlighted activities involving student government and presented several projects being considered.  She has been invited to present her paper on Fort Lewis College’s environmental policy at Portland State University in late October. 

 

Report: Alumni Association Report

 

Chair Schaefer explained that the Alumni Association Report will be a regular item on the Board agenda.  Cory Foster, Interim Director of the Alumni Association, gave a brief description of his professional background and personal philosophy with regard to the mission and role of an alumni association, as well as his goals during his tenure as interim director.

 

Report:  Board of Trustees Travel Expenditures

 

Joe Taylor stated that this audit was in response to a request from President Bartel for a comparison of travel costs for Trustees and staff between meetings in Durango and meetings held in Denver.  Chair Schaefer stated that in view of these expenses, the Board will have their December meeting in Durango, but will meet in Denver in February since the legislature will be in session.

 

Mr. Taylor also presented an expanded audit of the expenditures of senior management at the College.  Michael Pugh moved to accept this report and asked that the minutes reflect that there were no discrepancies found in the audit.  Peter Decker seconded the motion.  Motion passed.

 

ACTION AGENDA

 

CONSENT ITEMS

 

Leonel Silva moved to approve the following items on the Consent Agenda.  Peter Decker seconded the motion. 

 

Approval of the Minutes of the June 2, 2004 Regular Meeting of the

Board of Trustees for Fort Lewis College and the Summary

                        Notes from the Board of Trustees Retreat, July 19-20, 2004

 

Approval of the Program Review Schedule for 2004-2005

 

            Motion carried.

 

ACTION ITEMS

 

Fiscal Year 2005-06 Five-Year Capital Construction Program Plan

 

Tom Schilling moved to approve the Plan, seconded by Leonel Silva.

 

Steve Schwartz explained that due to the lack of capital construction monies, the plan is a continuation of the last five-year plan.  He stated some changes might need to be made upon completion of the facilities master planning process now in progress. 

 

Motion carried. 

 

PUBLIC COMMENTS

 

There were no public comments.

 

Chair Schaefer requested that the media, campus community and public be made fully aware of the opportunity to address the Board. 

 

Julie Levy invited the Trustees to visit the Environmental Center but due to lack of time, this was delayed until the December meeting. 

 

Peter Decker moved to adjourn.  Tom Schilling seconded and motion passed.

 

Meeting Adjourned at 12:10 p.m.