2003-12 ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 1 ----------xxxxx---------- WESTERN WASHINGTON UNIVERSITY BOARD OF TRUSTEES AGENDA Friday, December 12, 2003 Time: 8: 30 a. m. Location: Old Main 340 1. BOARD OF TRUSTEES ( 30 min.) Introduction of Barbara Audley, Executive Director of Extended Education and Summer Programs. a) Recognition of Faculty and Staff • Pat Fabiano, Associate Director Primary Prevention Program, Prevention Wellness Services • Deborah DeWees, Director of Development, The Western Washington University Foundation b) Consent Items: • Approval of the Minutes of the October 3, 2003 Meeting of the Board ( A) • Approval of Fall Quarter Degrees ( A) • Consultant Contract for Campus Roadway Development Predesign ( A) • Consultant Contract for Miller Hall Renovation Predesign ( A) c) Resolution 2003- 08 Recognizing the Service of Board Member Brent Stewart ( A) 2. PRESIDENT ( 30 min.) a) Higher Education Performance Contract, SHB 2111 ( I) b) Draft HECB Master Plan ( I) 3. ACADEMIC AFFAIRS ( 100 min.) a) Academic Presentation - Academic Advising ( I) ( 60 min.) b) Accountability Report ( I) ( 10 min.) .. c) Quarterly Report on Grants Contracts ( I) d) Summer Quarter Fees ( A) ( 10 min.) LUNCH IN THE SOLARIUM ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 2 ----------xxxxx---------- 4. BUSINESS AND FINANCIAL AFFAIRS ( 25 min.) * a) Major Capital Projects Status Report ( I) b) Annual Financial Report for the University ( I) ( 5 min.) c) Sehome Arboretum Master Plan ( I) ( 20 min.) * d) University Police Report ( I) 5. STUDENT AFFAIRS ( 10 min.) * a) Student Right to Know and Clery Acts ( I) b) Reauthorization Act ( I) 6. EXTERNAL AFFAIRS ( 15 min.) * a) External Affairs Report ( I) 7. UNIVERSITY ADVANCEMENT ( 5 min.) * a) Development Report ( I) * b) Alumni Relations Report ( I) 8. FACULTY SENATE ( 5 min.) a) Bylaw Changes: • BL12.1 Faculty Elections: Procedures ( A) • BL13.3 Faculty Elections: Appointments and Elections Officer ( A) • BL14 Faculty Elections: Reporting Results to the Appointments and Elections Officer ( A) • BL7.2.1 Senate Legislative Committee: Membership ( A) • BL7.3.1 Salary and Welfare Committee: BUdget Process ( A) 9. ASSOCIATED STUDENTS 10. EXECUTIVE SESSION Written Report ( A) Action ( I) Information ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 3 ----------xxxxx---------- 4343 December 12, 2003 WESTERN WASHINGTON UNIVERSITY BOARD OF TRUSTEES MINUTES December 12, 2003 CALL TO ORDER Chair Betty Woods called the regular meeting of the Board of Trustees of Western Washington University to order at 8: 30 a. m., December 12, 2003, in Old Main 340, Bellingham, Washington. Board of Trustees Ben Casler Kevin Raymond, Secretary Phil Sharpe John Warner, Vice Chair Betty Woods, Chair Grace Yuan Peggy Zoro Western Washington University Karen W. Morse, President Suzanne Baker, Assistant Secretary to the Board of Trustees Wendy Bohlke, Assistant Attorney General Stephanie Bowers, Vice President for University Advancement Kris Bulcroft, Vice Provost for Undergraduate Education Eileen Coughlin, Vice President for Student Affairs and Academic Support Services Paul Graves, Associated Student Body President James Loucky, Faculty Senate President George Pierce, Vice President for Business and Financial Affairs Elizabeth Sipes, Secretary to the Board of Trustees 1. BOARD OF TRUSTEES Dr. Kris Bulcroft, Vice Provost for Undergraduate Education, sitting in for Provost Bodman, introduced Barbara Audley, Executive Director of Extended Education and Summer Programs. Audley came to Western in August 2003 having previously served as the Dean of Continuing Education and Director of Summer Session at the University of Nebraska, Kearney. Audley said that Western's continuing education programs are very good and she looks forward to launching new initiatives for the programs. a) Recognition of Faculty and Staff • Patricia Fabiano, Associate Director of Primary Prevention Program, Prevention and Wellness Services - Trustee Yuan introduced Dr. Patricia Fabiano, founder and program director of Prevention and Wellness Services. Fabiano has been recognized across the nation for implementing the innovative wellness program for Western students. Since she first came to Western in 1991, the university has received over $ 2 million in grant funding for her programs. In 1993 the U. S. Department of Education funded $ 135,000 for " Project We Can", an alcohol and drug prevention program designed to promote prevention and wellness among college students. She recently received the last installment of a five- year grant for over $ 616,000 from the National Institutes of Health/ National Institute of Alcohol Abuse and Alcoholism. In 1999 the U. S. Department of Justice awarded $ 500,000 to Western for the program " Ending Violence Against Women." In recognition of her work, Fabiano has received several national awards. Among these were the Ruth E. Boynton Award from the American College Health Association, the Pacific Coast Health Education Award for Allied Building Network, and the Network Service Award from the U. S. Department of Education's Network of Colleges and Universities Committed to the Elimination of Drug and Alcohol Abuse. In 2002, she was named an advisor to the U. S. Department of Higher Education's Higher Education Center for Alcohol and Other Drug Prevention, one of twelve nationally recognized experts so named. Closer to home, she recently received The Exemplary Substance Abuse Prevention Award at the Washington State Prevention Summit in Yakima in October. ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 4 ----------xxxxx---------- 4344 December 12, 2003 Trustee Yuan added that Fabiano generated a considerable amount of positive publicity for Western due to her excellent efforts and programs. Many institutions across the nation have modeled their programs after her work. • Deborah DeWees. Director of Development. Western Washington University Foundation Trustee Zoro introduced Deborah DeWees. DeWees is recognized for her outstanding achievement in bringing to fruition the recent gift from Frank and Mary King. DeWees nourished the relationship between the Kings and the university, encouraging the Kings' growing interest in the student recreation center as a fitting memorial to their youngest son, Wade King. She connected the King family with President Morse, which ultimately lead to the largest philanthropic commitment to Western in its 1OO- year history. On August 20, 2003, the Board of Trustees unanimously approved the naming of the center, The Wade King Student Recreation Center. b) Consent Items MOTION 12- 1- 2003 John Warner moved that the Board of Trustees of Western Washington University, upon the recommendation of the president, approve the following consent items: • Approve the minutes of the October 3, 2003 Board of Trustees meeting. • Approve the awarding of undergraduate and graduate degrees, upon recommendation of the faculty and subject to the completion of any unmet requirements, to the candidates listed in the files of the registrar and graduate dean, for fall quarter, effective December 13, 2003. • Award a consultant contract to INCA Engineers, Inc., Bellevue, Washington, for a fee of $ 249,942 ( including reimbursables), to provide consultant services for the predesign study of the Campus Roadway Development project. • Award a consultant contract to Mahlum Architects, Seattle, Washington, for a fee of $ 180,500 ( including reimbursables), to provide consultant design services for the predesign study of the Miller Hall Renovation project. The motion passed unanimously. c) Resolution No. 2003 · 08 Recognizing the Service of Board Member Brent Stewart Chair Woods said that Brent Stewart has resigned as a member of Western's Board of Trustees due to other commitments. Chair Woods read Resolution No. 2003- 08. MOTION 12- 2- 2003 Phil Sharpe moved that the Board of Trustees of Western Washington University adopt Resolution No. 2003- 08 Recognizing the Service of Board Member Brent Stewart. The motion passed unanimously. RESOLUTION NO. 2003 · 08 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTERN WASHINGTON UNIVERSITY RECOGNIZING THE SERVICE OF BOARD MEMBER BRENT A. STEWART WHEREAS, BRENT A. STEWART, of Everett, Washington, has served on the Western Washington University Board of Trustees from August 2002 to December 2003; and WHEREAS, he brought to his appointment as a trustee 19 years of leadership experience with non- profit organizations, including serving as president of United Way of Snohomish County; and WHEREAS, BRENT A. STEWART truly understands philanthropy and relationship­bUilding that leads to gift commitments and these qualities made him an effective liaison and ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 5 ----------xxxxx---------- 4345 December 12, 2003 strengthened the relationship between the Western Washington University Board of Trustees and the WWU Foundation Board; and WHEREAS, he contributed his time to the stewardship of the university at considerable personal sacrifice; and WHEREAS, BRENT A. STEWART helped enhance the stature and future potential of Western Washington University through his participation in numerous activities and decisions affecting the university; BE IT THEREFORE RESOLVED by the Board of Trustees of Western Washington University that BRENT A. STEWART is hereby honored for outstanding service and dedication to the university and is extended the gratitude and best wishes of the entire university community. 2. PRESIDENT a) 2004 Strategic Master Plan for Higher Education: Interim Plan President Morse distributed the December 3, 2003 draft of the Higher Education Coordinating Board ( HECB) Master Plan for Higher Education. The president highlighted several changes from the October 30 draft that trustees received earlier. Changes highlighted and discussed: • Increased state support for funding university research. • Demographic data of Washington State residents indicates the state will rely more heavily on residents earning college degrees due to retirements and fewer people moving into the state. • Strengthening the 2 plus 2 systems, including upper- division courses being offered at the community college level and increased support for branch campuses. • Dedicating a portion of new enrollments for high- demand programs and how this could affect Western's niche. • Promoting the P- 16 approach and working with K- 12 leaders. Trustee Yuan asked that the Board continue to reaffirm their commitment to the four- year undergraduate experience. She said that it's understandable that the legislature supports 2 plus 2 models in a difficult budget climate, since the first two years of education ( community college) plus two additional years costs less than a four- year degree at one institution. She stressed the value of a four- year educational experience at one institution, which can include an undergraduate residential experience, and the need for continued funding for that model. Trustee Sharpe said that he agrees, but that it is important to clearly articulate the reasons Why the four- year institutions should be providing the upper- division courses and not the community colleges. Trustee Yuan requested that staff provide a summary of research data that documents the value of a continuous four- year undergraduate experience. She suggested a book, Four Critical Years, as a resource for this summary. Data that includes comparisons between a four- year experience and a two- year experience on the topics of student performance, educational experience, graduation rates, and retention would help address the issue that Trustee Sharpe raised. She said that getting this information out among Board members and legislators is important. In conclusion, President Morse said that the Higher Education Coordinating Board is working on a fiscal plan detailing how the master plan will be funded. b) League of Education Voters President Morse provided an update on proposals developed for the League of Education Voters initiative. She said that a recent poll demonstrated that the public is interested in investing in our economy through higher education and in providing access for more higher education enrollments. The president said that the higher education proposal was based on access, financial aid, investment in the economy, and strengthening the state's workforce. The president noted that the League of Education Voters initiative would likely be discussed at the trustees/ regents meeting being held on January 29, 2004. She said that it appeared to be a governor's proposal to the legislature, if the legislature does not act on it or turn it ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 6 ----------xxxxx---------- 4346 December 12, 2003 back to the voters for a referendum. At that point, the League of Education Voters will need to decide whether it will create an initiative. c) Higher Education Performance Contracts President Morse said that the HECB's strategic master plan includes accountability measures, one of which is to develop a performance contract pilot project ( under the terms of House Bill 2111). The president, along with Lane Rawlins, Washington State University president, is working to develop examples of what might be included in a contract. The president said that she has met with Faculty Senate President Loucky; Rick Osen, Chair of the University Planning Council; and several members of the Faculty Senate to determine a sense of what would be in the best interest for Western. 3. ACADEMIC AFFAIRS a) Academic Presentation: Academic Advising Vice President Coughlin introduced the following speakers: Russell Tiberii, Director of Academic Advising and Tutorial Services; Sonia Arevalo- Hayes, Senior Assistant Director for the Office of Student Life; Leah Keegahn, Advising Coordinator for Academic Advising; and, Dr. Thor Hansen. Geology faculty member. Tiberii said that the role of Academic Advising is to inform students of educational benefits available to them and how best to use institutional resources to achieve their goals. He said that the Academic Advising Center assists students in two phases. The first is to focus on all first- year students who have not declared their majors. In this phase, advisors help students transition into the university environment, understand learning expectations, and develop goals. The second phase occurs once students have declared their majors and assistance is then provided for the transition into academic departments where students obtain another level of advising. Tiberii said that the Academic Advising Center also assists students who indicate they are undecided about a major. He said that approximately 35 percent of Western students are undecided about their major. Ihis percentage is comparable to students across the country. He said that advisors have become more proactive than in the past and have created a series of interventions to assist undecided students. An example is the use of e- mail to distribute messages to students during the first week of classes. The message notifies them that the Academic Advising Center is available should they need help regarding their schedule or class load or need assistance making changes. Tiberii said that after sending out e- mails to students, the Advising Center received about 1,000 student contacts fall quarter. Trustee Sharpe asked why all students weren't introduced to Academic Advising when they first entered Western. Tiberii said that because of limited resources, Academic Advising is an optional service, rather than a mandatory service. He said that there is a future plan to implement the program in a more comprehensive way. Vice President Coughlin said that new initiatives for Academic Advising are in the early stages. She has met with Assistant Vice President Yunker and Vice Provost Bulcroft to discuss plans for expanding services to first- year students. She said that the discussion of expanding services is being timed with the review of the undergraduate curriculum and that the partnership between Student Affairs and Academic Affairs on the advising issue is essential. Tiberii discussed the characteristics of students and academic major decisions. He said that most students will change their major and become undecided because their initial decision is influenced by some other factor before they begin college. Often times students focus on careers that are high paying, glamorous careers, or what is most visible to them without thinking in terms of what an education can provide for them. Western's academic advisors help students understand the relationship between majors and careers and the value of the overall education. Tiberii described recent Academic Advising initiatives including: • Academic Success Seminar for at- risk students. • Assigned advisor for undeclared students. • Academic advising interventions for undeclared majors. • Degree Planning Guide and Major Guides. • FIG Seminar Advising Pilot. ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 7 ----------xxxxx---------- 4347 December 12, 2003 Arevalo- Hayes presented information on targeted student populations. She said that specialized programs have been created and implemented by the Office of Student Life to increase persistence rates of high- risk students. Students that have been identified as high risk not only receive the same services as provided to all students by Academic Advising but, additionally, these students receive on- going, personal mentoring until they graduate. She said that initially, when Admissions counselors come across students during the application process, they mjght identify a student as potentially high risk during their first quarter at Western. Characteristics of these students may include: first generation college attendants, multicultural experience, or low socio- economic status. Other unique characteristics of targeted student populations include: those with significant financial pressures, as they may be the sole financial provider for their family; single parents; students who don't take the initiative in resolving academic and/ or financial concerns because they don't know how or where to begin; students who have English as a second language; or students who have psychological and mental health concerns, inclUding learning disabilities. She said that high- risk students often are isolated on campus and she sees this more frequently with students of color. Arevalo- Hayes described the services offered within the Office of Student Life. • Multicultural Support Programs and Retention Office. All multicultural students have an advisor and all receive personal advising. The office works actively with the Ethnic Student Center. The Ethnic Student Center is an office where 16 student clubs and over 300 student leaders work. It is a place where students can promote their culture in a positive way to the university. The Academic Success Program was implemented to help students balance academics and student leadership. Other functions of the Multicultural Support Office include orientation programs for Northwest Indian College transfer students, the Multicultural Achievement Program ( MAP) Scholars, and communication with students in the Law and Diversity Program. • Washington State Achiever Scholar Program. This program is managed by the Washington Education Foundation and is funded by Bill and Melinda Gates. Western has 73 students on campus that are monitored and tracked. • Governor's Scholar Program. • First Alert Program ( academic intervention program). • Academic Success Seminar for Non- Traditional Students. Trustee Yuan said that she was delighted about the programs and that students were being identified early on. It takes so much effort to get these students on- campus, Western wants them to stay here and graduate. These students will be future role models for their communities. Leah Keegahn described the First Year Interest Groups ( FIG). She explained that each FIG consists of two GUR courses combined with one seminar course, worth two credits, and all three courses are linked together. One goal of the FIG clusters is to provide a learning community where students get to know their individual instructors and advisor on a one- to­one basis. Another goal is to introduce the interdisciplinary connections within the two GURs. Keegahn described the FIG seminar called, Rock My World. The cluster consisted of Environmental Science 101, taught by Scott Brennan, and Geology 101, taught by Dr. Thor Hansen, and the seminar taught by Keegahn. Trustee Warner asked what percentage of freshmen students are enrolled in a FIG cluster. Carmen Werder, director of the FIG program, said that there were 275 students out of 2,250 freshmen or approximately 12 percent. Hansen described a ten- hour field trip that the FIG cluster went on that had an academic and advising purpose. The class went to Mount Baker and several sites along the Nooksack River. At each site, the instructors ( Brennan and Hansen) would talk about the landscape from their own perspectives, one from a geological perspective and one from an environmental perspective. During the course of the field trip, the students had time to explore and ask questions. This provided space for students to talk to their instructors and get to know their peers and begin developing friendships. Tiberii described future goals for the Academic Advising Center including expanding the use of technology, further incorporating advising into academic instruction, and assessing student adVising outcomes. ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 8 ----------xxxxx---------- 4348 December 12, 2003 Trustee Yuan asked whether the low number of FIG seminars had to do with lack of faculty or lack of resources to support them. Bulcroft said the program has been built slowly because it presents a culture shift and also because the programs are tied to the General Education Reform efforts. She said that she was reluctant to build the FIG program further until she had a good understanding of what the campus community desired in terms of first year requirements. She said that there are more faculty than FIGs can accommodate and that retention of faculty who participated has been great. Vice President Coughlin said that she has realigned offices within the Student Affairs/ Academic Support Service division to better meet the needs of first- year students. The goal is that there be a common experience for all freshmen as well as choice experiences for all students. Coughlin acknowledged Dr. Connie Copeland, Special Assistant to Vice President for Student Affairs and Academic Support Services, for her work in coordinating the presentation. The Board adjourned for a ten- minute break. b) Accountability Report Bulcroft introduced Dr. Joseph Trimble, Director of Institutional Assessment, Research, and Testing, and Sharon Schmidtz, Assistant Director of Institutional Research. Bulcroft said that in 1995 the State of Washington established common measures for public institutions to be held accountable. Two measures were mandated, one on retention and the other on graduation rates. Beyond those required measures, institutions were permitted to design and calculate their own unique measures. Bulcroft said that although the accountability reporting is a stressful and time- consuming process, good results have come out of it. She said that Western's focus on first- year retention rates came about, in a large part, from the accountability reporting. Trimble reviewed accountability information submitted to the Higher Education Coordinating Board, which includes Western's 1998- 2001 Baseline Statistics and 2002- 2003 Performance Rates. He said all studies could be found on the department's web site. Over a hundred studies have been conducted in the past 13 years looking at various aspects of students and alumni. Trustee Warner asked why the planned target rate for the five- year minority graduation rate was set at a low 42.0, when the 2002- 03 performance rate was 48.0. Trimble said the rates are based on averages. He said the 1998- 01 baseline, which shows the average of the last three performance years, was at 41.3. Although the 2002- 03 performance rate was much higher at 48.0, it could be an anomaly. Trustee Warner suggested that the target be increased. Chair Woods asked about the significant increase of academic departments adopting advising models. Trimble said that the increased rate is due in part to the hiring of a new Director of Academic Advising. Copeland said that additionally, the Departmental Advising Model developed elements that required departments have an advising web page and workshops provided on related careers. The quality of advising in academic departments relating to majors increased by the concerted effort by the academic departments to improve their advising. c) Quarterly Report on Grants and Contracts Provost Bodman submitted information on grant awards for the period of July 1, 2003 through September 30, 2003. d) Approval of 2004 Summer Session Tuition Bulcroft presented the proposal for the 2004 Summer Session tuition. The proposed increase for undergraduate residents for Summer 2004 is 7.5 percent above the 2003 sLimmer rate and, for graduate students, 1.9 percent above 2003 summer rates. It is proposed that Summer Session per credit hour fees for Summer 2004 include an additional $ 10 per credit hour for non- resident students. To partially offset this increase, it is proposed that Summer Session non- resident students pay an enrollment fee of $ 50 rather than $ 100 as charged in Summer 2003. ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 9 ----------xxxxx---------- 4349 December 12, 2003 An increase in Summer Session tuition is necessary because Summer Session is self­supporting and the cost of instruction, including personnel and supplies, has increased. Even though there were no general salary increases, faculty members were promoted and/ or tenured, which results in higher personnel costs. Supplies for the classroom and labs have continued to increase in cost as well, especially for the more sophisticated items. MOTION 12- 3- 2003 Kevin Raymond moved that the Board of Trustees of Western Washington University, upon the recommendation of the president, approve the recommended Summer Session Tuition for Summer 2004; specifically that tuition be set at $ 116.00 per credit hour for undergraduate courses and $ 163.00 per credit hour for graduate courses and that student tuition be charged on a per credit basis. Non- resident students will pay at $ 126.00 per credit hour for undergraduate courses and $ 173.00 per credit hour for graduate courses or $ 10.00 per credit hour over resident summer rates. An enrollment fee of $ 50.00 will be charged to both residents and nonresidents. The motion passed unanimously. 4. BUSINESS AND FINANCIAL AFFAIRS a) Major Capital Projects Status Report Vice President Pierce provided Board members a written report on the status of major capital projects. b) Annual Financial Report for the University Vice President Pierce said that this was the first year Western hired an external auditor, KPMG LLP, to perform the university's annual financial report. Pierce said that he was happy to report a clean audit and that good information was shared among staff. He acknowledged the work of his staff: Mary Carlson, Assistant Vice President for Business and Financial Affairs; Terry Ely, Accounting Director; and, Shonda Shipman, Financial Reporting Manager. Trustee Sharpe, member of the university's audit committee, said that this report was the second of three audit reports that come to the Board. The first was the auxiliary audit of Housing and Dining, A. S. Bookstore, and Recreation Center performed by Peterson and Sullivan. The third report will be a program compliance audit by the State Auditors. Sharpe said that KPMG reviewed the complete financial report of the university financial statements and provided an unqualified opinion. He commented on the new climate that auditors and management work under as a result of the Sarbanes- Oxley Act. He thinks, however, that this has allowed for a creative tension that will result in better reporting and better learning. Sharpe reported that the quality of dialogue between the university and KPMG was very productive. During the exit interview, it was noted that there was a lack of precision in the reporting of certain data by KPMG. At the university's request, exact figures will be noted in the auditor's final report. As a result of the discussion, the institution received a precise and objective report. Sharpe said that the university is in a transition period of implementing the recently adopted accounting rules for financial reporting, Governmental Accounting Standards Board ( GASB). He said that GASB 34 and 35 would require some adjusting. The change in reporting was required by the independent creator of accounting rules for state and local governments, including public colleges and universities. He commented on the level of professionalism of KPMG and Pierce's staff. He said for the most part, the issues that were identified and discussed were issues that had already been identified by university staff. No deficiencies were noted by KPMG. He said that Pierce's office has taken a conservative accounting approach. Trustee Zoro, member of the university's audit committee, said that it was a good experience. She agreed with Trustee Sharpe's observation that there was an intense but good exchange between KPMG and university staff. She said that KPMG understood that the university wanted objectivity and not generalities. ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 10 ----------xxxxx---------- 4350 December 12, 2003 Chair Woods said that from her experience of serving on audit committees, she appreciates conservative accounting and reserving. She asked Trustees Sharpe and Zoro if they had met with KPMG without management present. Trustee Sharpe said that they had not. Chair Woods said that at a future time the committee might want to do so. Trustee Warner agreed that it is important that the auditors have an opportunity to speak without management present. Chair Woods thanked the finance group for their excellent work. c) University Police Report Vice President Pierce provided a written report on the university's police department. 5. STUDENT AFFAIRS a) Clery Act ( Student Right- to- Know Act) Vice President Coughlin reported that there have been no changes to the Clery Act. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal act that requires higher education institutions receiving Title IV student aid to: • Provide timely warning to the campus community of crimes that are reported to campus security authorities and to the student conduct system, and which may be considered a threat to other students and employees. • Prepare and distribute to all campus community members each year an annual campus security report which sets forth its policies on crime prevention and sex offense policies and gives statistics on the number of specific crimes which have occurred on campus and have been reported to local campus security authorities. Coughlin provided copies of Western's In Brief brochure, which provides required information. b) Higher Education Act Reauthorization Vice President Coughlin said that the Reauthorization Act is a federal reauthorization for higher education. It is often used as a political tool that ties certain new bills to whether or not an institution of higher education can receive federal financial aid. The Clery Act is an example of one of the compliance acts from the last reauthorization. With this new Act, there is a focus on bills that deal with tuition control, affordability in higher education, and transferability of credit. Coughlin said that she would make a presentation to the Board once the Act has worked its way through the political process and the outcome is known. The new bills that have been proposed send a message relative to the state's involvement in supporting higher education and that is a positive trend. 6. EXTERNAL AFFAIRS a) External Affairs Report A written report was provided on the recent activities of External Affairs. 7. PRESIDENT a) 2004 Strategic Master Plan for Higher Education: Interim Plan In addition to her earlier comments on the HECB Master Plan, President Morse said that there were discussions at recent HECB meetings concerning the feasibility of a super board. The president distributed to Board members for future reference copies of a study done by the Oregon University System. The study reviews alternative, state- level, higher education governing structures. 8. UNIVERSITY ADVANCEMENT a) Development Report Vice President Bowers provided a written report on recent activities of the Western Washington University Foundation. ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 11 ----------xxxxx---------- 4351 December 12, 2003 b) Alumni Relations Report Vice President Bowers provided a written report on the university's Alumni Relations. Vice President Bowers noted the 2002- 2003 President's Report and thanked members of the Office of University Communication for their efforts in publishing the document. 9. FACLILTV SENATE a) Bylaw Changes Faculty Senate President Loucky presented proposed changes to the faculty handbook that were approved at the October 13, 2003 Faculty Senate meeting. • The first item eliminates the Elections Committee and replaces it with an Appointments and Elections Officer ( BL12 Senate Elections). • The second and third items update the wording, Appointments and Elections Officer, within the text of the Faculty Handbook ( BL13 General Faculty Assembly; BL14 Faculty Referendum). • The fourth item on the Senate Legislative Committee ( BL7.2), maintains a number of members when there is a case of conflict of one of the memberships. • The fifth item on Salary and Welfare Committee ( BL7.3) clarifies the role of the committee within biennial operations. MOTION 12- 4- 2003 Grace Yuan moved that the Board of Trustees of Western Washington University approve the change to the Faculty Handbook: BL 12.1 Procedures; BL 13.3 Voting at General Faculty Assembly; BL 14.1 Faculty Referendum; BL 7.2.1 Senate Legislative Committee; and BL 7.3.1 Salary and Welfare Committee. ( Copies of the changes are available in the Faculty Senate Office.) The motion passed unanimously. Loucky explained several issues that the Faculty Senate plans to address during the academic year. One issue concerns public space and learning environments, in terms of bUildings, classrooms, and the lack of adequate places for people to meet. He said that the Senate would work collaboratively with Vice Presidents Pierce and Coughlin and involve faculty, staff, and students on the matter. Another issue concerns re- emphasizing the mission of the Faculty Senate. The Senate would like the mission to include the goal of students becoming more engaged and more globally aware and to address faculty involvement, including their awareness of institutional policy and formation of policy. 10. ASSOCIATED STUDENTS AS President Graves reported that AS Vice President for Activities, Jason Wilmont, resigned from his AS duties as he was offered an internship in Seattle. Andrew Dawe was appointed to take Wilmont's place. Graves also reported that the AS Board is reviewing its business structure and mission statement. At 11 : 40 a. m. Board members adjourned for lunch. At 12: 45 p. m. the meeting reconvened in Old Main 340. 11. BUSINESS AND FINANCIAL AFFAIRS a) Sehome Arboretum Master Plan Vice President Pierce presented the Sehome Hill Arboretum Draft Master Plan. He said that there has been a long- standing relationship between the university and the City of Bellingham concerning the management and use of the Sehome Arboretum. The Sehome Hill Arboretum was established by an Interlocal Agreement between Western Washington University's Board of Trustees and the City of Bellingham on August 7, 1974. The Interlocal Agreement has been extended for five- year periods since that date. The current Interlocal Agreement expires on August 5, 2004. ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 12 ----------xxxxx---------- 4352 December 12, 2003 The Sehome Arboretum Board, composed of representatives from Western, the City of Bellingham, and the community, is recommending that the WWU Board of Trustees and the Bellingham City Council approve the updated Sehome Arboretum Master Plan. Once the Draft Master Plan is reviewed and comments made by the WWU Board of Trustees, the draft plan will be browght back to the Board for approval following Bellingham City Council action. Pierce introduced Carolyn Wilhite, Sehome Arboretum Board Chair, and Tim Wynn, Director of Facilities Management. Wilhite presented a timeline of the Sehome Hill Arboretum from 1855 to present and highlighted historical events of the Arboretum. She said the hill consists of 175- 1/ 2 acres, is 640 feet above tidewater at the summit, and has 5.3 miles of trails. In 1969, the Board of Trustees approved the concept of the Arboretum as a commitment to preserve the area in its natural state. In 1974, 100 acres officially became Sehome Hill Arboretum and in 1978 the Sehome Hill Arboretum Master Plan was adopted. Wynn provided an overview of the Sehome Hill Arboretum Draft Master Plan and presented diagrams of the Arboretum illustrating property boundaries, trails, and access points. Highlights of the Draft Master Plan include: • Creating an Outdoor Learning Environment. This concept by Professor David Engebretson of the Geology Department would create a small learning center where outdoor classes could be held and samples of various geological rocks and plants could be placed. The Arboretum Board of Governors and the public liked the idea of integrating the Western experience with the Arboretum. • Enhancing the view from the tower by selective pruning. • Modifying the entrances and relocate the gate. • Enhancing the entrance signs and trail markers. Wynn discussed the integration of the Sehome Hill Arboretum Master Plan with the WWU Institutional Master Plan. Trustee Warner asked if there had been any unsavory activity in the area. Wynn said that there is an area in the Arboretum that transients have used as a camping area. He said by opening up the trail access in this area and making it more exposed, it should discourage transients from living there. Chair Woods said that she would like Board members to visit the Arboretum at a future meeting date. Board Discussion Trustee Yuan commented that in regards to target graduation rates for minority students, she would like to encourage the administration to look at peer institutions and their five- year graduation rates. President Morse said that the targets were set conservatively because of the possibility of financial repercussions. She suggested setting an internal institutional rate as opposed to a rate that would go to the legislature and be misinterpreted. Trustee Warner noted that Western's Strategic Action Principles and Strategies states that the university would strive to provide a diverse environment, making recruitment and retention of a diverse faculty and staff a priority. He suggested some briefing time on the details of what the retention rates are for incoming freshmen and incoming transfer students. Vice President Coughlin clarified that Dr. Trimble's presentation was focused on accountability rules to the legislature, which have fiscal impacts. 12. EXECUTIVE SESSION At 1: 25 p. m. Chair Woods announced that the Board would go into Executive Session for approximately 30 to 40 minutes to discuss the following topics: personnel, collective bargaining, real estate, and pending legal matters. At 2: 25 p. m. the Board returned to open meeting. ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 13 ----------xxxxx---------- 4353 December 12, 2003 Trustee Sharpe recused himself from participating in the following vote and any discussion on the matter. MOTION 12- 5- 2003 John Warner moved that the Board of Trustees of Western Washington University, upon the recommendation of the president, modify the campus property acquisition boundary to include approximately ten acres, at and near the vacated site of the Samish Twins Drive- In Theatre, Bellingham, Washington, per Attachment A. The motion passed unanimously. 13. BOARD OF TRUSTEES Chair Woods would like to hear from trustees on the following matters: • March 2004 Board Retreat Agenda. Woods asked for suggestions on possible agenda topics for the retreat. One item she suggested would be the HECB Master Plan. Trustee Yuan said that the conference room at her office could be reserved for a meeting location. • Informal Board Evaluation. Woods said that about two years ago a formal Board evaluation was done, but that she is not recommending that process be repeated at this time. Rather she suggested an informal evaluation to gather information to facilitate more efficient and organized Board meetings. Woods asked trustees for feedback on the following: timing of meetings, amount of time allotted for agenda items; quality of Board discussion; quality of staff presentations. She said that trustees could e- mail her their thoughts. She said she would share the results at the next Board meeting. The Board adjourned at 2: 35 p. m. ArrEST: 1~~ Kevin Raymond. Secretary ----------xxxxx---------- Board of Trustees Minutes - December 2003 - Page 14 ----------xxxxx---------- RESOLUTION NO. 2003- 08 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTERN WASHINGTON UNIVERSITY RECOGNIZING THE SERVICE OF BOARD MEMBER BRENT A. STEWART WHEREAS, BRENT A. STEWART, of Everett, Washington, has served on the Western Washington University Board of Trustees from August 2002 to December 2003; and WHEREAS, he brought to his appointment as a trustee 19 years of leadership experience with non- profit organizations, including serving as president of United Way of Snohomish County; and WHEREAS, BRENT A. STEWART truly understands philanthropy and relationship­building that leads to gift commitments and these qualities made him an effective liaison and strengthened the relationship between the Western Washington University Board of Trustees and the WWU Foundation Board; and WHEREAS, he contributed his time to the stewardship of the university at considerable personal sacrifice; and WHEREAS, BRENT A. STEWART helped enhance the stature and future potential of Western Washington University through his participation in numerous activities and decisions affecting the university; BE IT THEREFORE RESOLVED by the Board of Trustees of Western Washington University that BRENT A. STEWART is hereby honored for outstanding service and dedication to the university and is extended the gratitude and best wishes of the entire university community. PASSED AND APPROVED by the Board of Trustees of Western Washingto at its regular meeting on December 12, 2003. ATTEST: l~'~ Kevin Raymond, Secretary SECRETARY'S CERTIFICATE I, the undersigned, Secretary of the Board of Trustees of Western Washington University and keeper of the records of said Board, DO HEREBY CERTIFY: 1. That the attached Resolution No. 2003- 08 is a true and correct copy of a resolution of the Board finally adopted at the regular meeting thereof held on the 12th of December 2003, and dUly recorded. 2. That said meeting was duly convened and held in all respects in accordance with law and, to the extent required by law, due and proper notice of such meeting was given; that a legal quorum was present throughout the meeting and a legally sufficient number of members of the Board of Trustees voted in the proper manner for the adoption of said Resolution; that all other requirements and proceedings incident to the proper adoption of said Resolution have been duly fulfilled, carried out and otherwise observed; and that we are authorized to execute this certificate. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the University this 12th day of December 2003. Kevin Raymond, Secretary ----------xxxxx---------- Board of Trustees Minutes - December 2003 ----------xxxxx----------