APPROVED August 20, 2015 WESTERN WASHINGTON UNIVERSITY BOARD OF TRUSTEES MEETING MINUTES THURSDAY, June 11, 2015 1. CALL TO ORDER Chair Karen Lee called the regular meeting of the Board of Trustees of Western Washington University to order at 3:11 p.m., Thursday, June 11, 2015 in the Board of Trustees Conference Room, Old Main 340, at Western Washington University in Bellingham, Washington. Board of Trustees Karen Lee, Chair Sue Sharpe, Vice Chair Dick Thompson, Secretary Betti Fujikado Chase Franklin Carly Roberts Earl Overstreet Western Washington University Bruce Shepard, President Brent Carbajal, Provost and Vice President for Academic Affairs Eileen Coughlin, Senior VP, Vice President for Enrollment and Student Services Richard Van Den Hul, Vice President for Business and Financial Affairs Stephanie Bowers, Vice President for University Advancement Steve Swan, Vice President for University Relations and Community Development Annika Wolters, Associated Students President Spencer Anthony-Cahill, Faculty Senate President Lisa Wochos, Assistant Attorney General Paul Cocke, Director, University Communications Barbara Sandoval, Assistant to the President and Secretary to the Board of Trustees Elissa Hicks, Assistant Secretary to the Board of Trustees Chair Karen Lee opened the meeting by commenting on President Shepard’s announcement earlier in the day regarding his retirement after the conclusion of the 2015-16 academic year. She thanked President Shepard and Cyndie for their stewardship of Western through incredibly difficult fiscal times, acknowledged the great leadership team he has built, and said that he will leave Western with an incredible legacy both for the institution and him personally. President Shepard thanked Trustee Lee for the kind words and said that recognition opportunities would be available at a later date, but for now he has another academic year in which he intends to continue making progress on institution wide goals. He also said that in order to have a successful transition, the university community needs time to come together and decide what they need in the next president and how to proceed, adding that he wanted to honor the process and provide adequate time for the process to succeed. APPROVED August 20, 2015 2. THE ROLE OF INTERCOLLEGIATE ATHLETICS AND CLUB SPORTS IN THE WESTERN UNDERGRADUATE EXPERIENCE Eileen Coughlin, Senior VP and Vice President for Enrollment and Student Services introduced Bruce Larson, Faculty Athletics Representative, who proceeded with the presentation regarding student athletics at Western. Larson said that during the current 2014-15 academic year, approximately 300 students participated in 15 varsity sports at Western, six for men and nine for women. Since September 1998, Western has been an official member of NCAA Division II athletics. Using the NCAA Academic Success Rate, which includes all freshman student-athletes, Western posted an 86 percent success rate, compared to the NCAA II national average of 71 percent. Larson outlined many of the student athlete service activities and fundraisers over recent years in which student athletes actively participate as a way to give back to the community. Larson introduced Marie Sather, Director of Campus Recreation Services, who talked about the current club sports program on campus. Sather said that the Western Sport Club program consists of 24 teams noting that 752 students, 54% male and 45% female, were involved during the 2014-2015 season. Over the last three years, Western has been represented at 36 national tournament appearances for club sports. Sather described the new student led Sport Club Leadership Series at Western which provides training and opportunities for club participants to provide leadership when professional staff is not present, opportunities for student supervisors to supervise peers, provide opportunities for students to lead special events, and actively seeks methods to challenge students. She said that each student sports club advisor is provided a six week Sport Club Leadership Series course, during which the student leaders investigate ways of organizing and managing their peers, goal setting, team planning, budgeting, travel regulations, conflict management and ways of being an effective student leader and face of the university. Larson introduced Catherine Miles, a junior from Anacortes, who is currently president of Western’s Student-Athlete Advisory Committee and Lucas Marin, a junior and the current president of the Men’s Lacrosse Team. Each of the students gave their accounts of being student athletes and their leadership roles within club sports, describing their experience at Western has been positively affected by their involvement. Trustees had questions about differences between NCAA Division I and Division II athletics. Larson explained that the determination is really about the “life in balance” aspect of service and focus on academics in Division II that differs between the two divisions. Trustees appreciated the leadership building opportunities and the focus on balance for the students that offered them the opportunity to both play their sport and have a fulfilling academic experience. 3. OLYMPIA UPDATE Becca Kenna-Schenk, Government Relations Director gave an update regarding the ongoing legislative session in Olympia. She said that the Legislature is currently in their second special session that began on May 29th following the conclusion of the regular session on April 24th. Currently, the Republican-led Senate and Democrat-led House have each laid out multiple budget proposals during the regular and special sessions, but negotiations between the two chambers continue. Kenna-Schenk added that it is unclear when legislators will reach agreement and vote on the final 2015-17 operating and capital budgets. She also said that the capital budget negotiations are ongoing as well in connection with the operating budget talks. APPROVED August 20, 2015 4. 2015 – 2016 PRELIMINARY OPERATING BUDGET a. 2015 – 2016 Tuition Rates b. 2015 – 2016 Budget Plan Richard Van Den Hul, Vice President for Business and Financial Affairs said that the Board would normally be setting tuition rates and approving the annual operating budget at this meeting, but that a final operating budget appropriations bill has not been passed by the Legislature. Due to this delay, Van Den Hul asked the Board to approve a preliminary fiscal year 2016 operating budget equal to the fiscal year 2015 operating budget (Attachment A) to allow for a continuation of operations at the University until a final budget is passed. Van Den Hul said that once a budget has been approved by the Legislature, the University will continue to use the transparent bottom-up budget process to finalize recommendations for tuition increases and the FY2015-2016 budget and bring it to the Board for approval. Trustees did not have any questions regarding the proposed preliminary budget. MOTION 06-01-2015: Trustee Thompson moved that the Board of Trustees of Western Washington University, upon the recommendation of the President, approve a preliminary Fiscal Year 2015-2016 Annual State Operating Budget of $145,009,266 consisting of a State Appropriation, WWU net tuition operating fee revenue, administrative services assessment, and onetime funds. At a special Board of Trustees meeting, to be scheduled as soon as possible after the Legislature has passed a budget, the President will present the recommended operating budget for Fiscal Year 2015-2016 and tuition recommendations for the 2015-2017 biennium. Motion passed. 5. 2015 – 2017 PRELIMINARY CAPITAL BUDGET Richard Van Den Hul, Vice President for Business and Financial Affairs said that the proposed capital budget is under the same restrictions as the operating budget in that there is not an approved budget from the legislature and will therefore be asking the Trustees to approve a preliminary capital budget (Attachment B) to keep the University moving forward until a capital budget is passed by the legislature. He said that the Carver Academic Renovation is currently funded in all three proposed legislative budgets. However, he said that there is a significant difference between the House and Senate budgets in their funding of Carver and related funding of the rest of Western’s Capital Budget. The Science Building Renovation and Addition Predesign is funded in the House but not in the Senate Budget. Van Den Hul said that he is working with everyone to get it into the final budget. Trustees had no questions regarding the proposed capital budget. MOTION 06-02-2015: Trustee Overstreet moved upon recommendation of the President, that the Board of Trustees hereby delegates its authority to the President to make such expenditures out of the reappropriated capital funding, as necessary, to fund those contractual obligations as may become due and owing after July 1, 2015, as allowed by the Office of Financial Management; and, delegates permission to expend new Capital appropriations, once passed by the Legislature and signed by the Governor. Once a final capital budget is approved, the President is to bring the budget back to the Board of Trustees for final approval. APPROVED August 20, 2015 Motion passed. 6. EXECUTIVE SESSION MAY BE HELD TO DISCUSS PERSONNEL, REAL ESTATE AND LEGAL ISSUES AS AUTHORIZED IN RCW 42.30.110. At 4:17 p.m. Chair Lee announced that the Board would convene in Executive Session for approximately 60 minutes to discuss a legal and personnel matter as authorized in RCW 42.30.110 (1)(g)&(i). The Board returned to open meeting at 5:26 p.m. with no action to report and adjourned until Friday, June 12th at 9:00am. Updated: 06/01/15 WESTERN WASHINGTON UNIVERSITY Operating Budget Planning Activities FY 2015-2016 TIMELINE Date Olympia Dates WWU Dates ATTACHMENT A APPROVED August 20, 2015 2015-16 & 2016-17 Annual Operating Budget Process for Submission to BOT Dates are tentative & subject to change based on legislative process Jul 8 - President, VPs & Deans meet to finalize planning unit recommendations July 1 - Begin FY 2015-16 (yr one of 2015-17 biennium) Jul 10 - 2015-16 & 2016-17 VP & Deans recommendation posted to the web for comments until July 15 Jul 15 - Final day of comment period on VP & Deans recommendation Jul Predicated on a Final Legislative Budget passed by June 30 Jul 16 - President's 2015-17 recommendation mailed to BOT and posted on tBO's website Jul 20 BOT Special Meeting: (subject to signing of state budget into law) to discuss the following: 1) 2015-16 Annual Operating Budget presented to BOT for approval; 2) 2015-17 Tuition levels presented to BOT for approval; and 3) 2016-17 Annual Operating Budget presented to BOT for review only. Budget Office Page 1 June 11, 2015 ATTACHMENT B APPROVED August 20, 2015 WESTERN WASHINGTON UNIVERSITY 2015-2017 CAPITAL REQUEST Comparison Sheet - Request, Governor, House, Senate, Final Capital Budget 4/8/15 WWU Request 19-Sep-14 PROJECT LISTING 1 MINOR WORKS - Preservation 14,955,000 2 MINOR WORKS - Program 12,904,000 3 CARVER ACADEMIC RENOVATION TOTAL State Funds Local Funds COP Gov. Inslee Budget 18-Dec-14 11,921,000 House Budget 27-Mar-15 Senate Budget 8-Apr-15 11,921,000 8,458,000 73,000,000 65,213,000 65,213,000 70,000,000 73,000,000 48,903,000 48,903,000 58,600,000 - - - 4 SCIENCE BUILDING RENOVATION & ADDITION* 8,800,000 5 IT NETWORK UPDATE 4,000,000 6 2015-17 CLASSROOM & LAB UPGRADES 4,900,000 7 CAMPUS WIRELESS UPGRADE 4,700,000 - 5,400,000 16,310,000 16,310,000 6,000,000 500,000 500,000 4,400,000 4,400,000 3,614,000 3,614,000 3,614,000 8 9 10 11 12 Preventive Facility Maintenance & Repairs Sources of Funding: State Bonds Local Funds 110,359,000 12,900,000 56,438,000 12,900,000 56,438,000 12,900,000 62,172,000 13,900,000 Subtotal - Non COP Funds 123,259,000 69,338,000 69,338,000 76,072,000 16,310,000 16,310,000 6,000,000 85,648,000 85,648,000 82,072,000 Certificate of Participation(COP) BIENNIUM TOTAL - ALL FUNDS - 123,259,000 * Science Building Renovation & Addition request included $500,000 for predesign, $8,300,000 for design Final Budget (Conference Committee)