APPROVED Minutes August 18, 2016 Western Washington University Board of Trustees Meeting Minutes Thursday, August 18, 2016 1. CALL TO ORDER Board Chair Sue Sharpe called the regular meeting of the Board of Trustees of Western Washington University to order at 11:00 a.m., in the Boardroom, Old Main 340, in Bellingham, WA. Board of Trustees Sue Sharpe, Chair John Meyer, Secretary Karen Lee Betti Fujikado Mo West Earl Overstreet Abigaíl Ramos Absent Chase Franklin Western Washington University Sabah Randhawa, 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 Stephanie Cheng, Associated Student President Kristen Larson, Faculty Senate President Kerena Higgins, Assistant Attorney General Rob Olson, Assistant Attorney General Paul Cocke, Director of University Communications Paul Dunn, Special Executive Assistant to the President Barbara Sandoval, Assistant to the President and Secretary to the Board of Trustees Elissa Hicks, Assistant Secretary to the Board of Trustees Rayne Rambo, Assistant Secretary to the Board of Trustees Chair Sharpe announced that the board would take a break in order to tour Carver Academic Facility. Following the tour the following guests would be recognized at lunch. • • • • • David Schumacher, Director, Office of Financial Management Craig Dunn, Interim Dean of the College of Business and Economics Dr. John Lawson, Vice Provost for Information Technology and Chief Information Officer Dr. Brent Mallinckrodt, Dean, College of Humanities and Social Sciences Greg Smith, Interim Vice Provost for Information Technology/Chief Information Officer Chair Sharpe reconvened the meeting at 1:00 p.m. page 1 APPROVED Minutes August 18, 2016 2. APPROVAL OF MINUTES There were no changes to the draft minutes as distributed. MOTION 08-01-2016: Trustee Fujikado moved that the Board of Trustees of Western Washington University, upon the recommendation of the President, approve the following minutes: • Board of Trustees Meeting May 10, 2016 • Board of Trustees Meeting June 9 & 10, 2016 The motion passed. 3. PUBLIC COMMENT As per Amended RCW 28B.35.110, the Board of Trustees provided time for public comment. There were no requests for public comment. 4. PRE-LEGISLATIVE SESSION PREVIEW OF THE 2015-17 STATE OF WASHINGTON BIENNIAL BUDGET David Schumacher, Executive Director, Office of Financial Management, presented information on the state budget and provided a preview of the 2017 legislative session and the 2015 – 17 biennial state budget. Schumacher explained that 70% of the state budget is mandatory and constitutionally protected, but Higher Education falls in the 30% that is unprotected. He noted that state revenue growth of 4% is not enough growth to catch up with state demands. Trustees inquired as to how wide spread the information he presented was and if the same information was also available for businesses. Schumacher said this data puts a finger on why there is not enough revenue growth within the state for more Higher Education funding. He also added that data on businesses is not known to be in graph form, but is arranged so very small businesses pay virtually no tax and large businesses pay a percentage. He said that the percentage was not enough, due to tax breaks, to help increase state revenue and gain ground. Chair Sharpe announced a 10 minute break at 1:45 pm. The board returned and reconvened the meeting at 1:54 pm 5. BOARD CHAIR REPORT Chair Sharpe acknowledged Rob Olson, Western’s new full time Assistant Attorney General and asked Kerena Higgins, Assistant Attorney General, to provide an introduction to the Board. Chair Sharpe welcomed new student Trustee Abigaíl Ramos and asked her to introduce herself. Trustee Ramos said a few words and thanked the trustees for the opportunity to work with everyone and added that she is excited for the upcoming year. Resolution No. 2016-17 Welcoming Student Trustee Abby Ramos page 2 APPROVED Minutes August 18, 2016 RESOLUTION NO. 2016-07 A RESOLUTION OF THE BOARD OF TRUSTEES OF WESTERN WASHINGTON UNIVERSITY WELCOMING TRUSTEE ABIGAÍL RAMOS WHEREAS, on July 1, 2016, Governor Jay Inslee appointed ABIGAÍL RAMOS of Sunnyside, Washington to serve a one-year term ending on June 30, 2017 on the Western Washington University Board of Trustees; and WHEREAS, ABIGAÍL RAMOS is a student in good standing at Western Washington University pursuing a Bachelors in Spanish and Political Science, with a minor in English and Law, Diversity and Justice; and WHEREAS, ABIGAÍL RAMOS brings to her appointment as a trustee dedication to the campus community through her work as a past vice president for Diversity for the Associated Students, a GEAR UP Alumni Leadership Academy fellow, editor-in-chief of the Western student publication AS Review, Latino Student Union co-chair, public relations officer for MEChA and the Ethnic Student Center; and WHEREAS, ABIGAÍL RAMOS brings to her appointment as a trustee dedication to her community though participation with organization such as Familias Unidas por la Justicia, the Migrant Youth Leadership Conference, and the Northwest Justice Project which provides free legal services to lowincome people, farm workers and migrant populations; and WHEREAS, ABIGAÍL RAMOS was nominated by an Associated Students committee to serve as a student member of the Western Washington University’s Board of Trustees; and WHEREAS, ABIGAÍL RAMOS has declared her commitment to serve as a member of the Western Washington University Board of Trustees; NOW, THEREFORE BE IT RESOLVED, that the Board of Trustees of Western Washington University officially extends a warm welcome to ABIGAÍL RAMOS as he begins her term on the Board. PASSED AND APPROVED by the Board of Trustees of Western Washington University at its meeting on August 18, 2016. MOTION 08-02-2016: Trustee Lee MOVED, that the Board of Trustees approve Resolution 2016-07 Welcoming Student Trustee Abigaíl Ramos. The motion passed. page 3 APPROVED Minutes August 18, 2016 6. UNIVERSITY PRESIDENT President Randhawa thanked the trustees and the University for the opportunity to lead Western. He said that his focus over the next few months will be on transition priorities, listening and learning, foundation for relationships, and laying the groundwork for future planning. He said that his observations from initial conversations over the past two weeks have been the graciousness in which he has been received and the pride that is felt for Western. President Randhawa said he received good feedback about the mission of the university and the contributions that Western graduates make in Washington State and beyond. President Randhawa has observed a desire for Western to take on a larger role in expanding education opportunities in Washington. He said he is most excited about the present time and working to define what are the next steps in the journey for excellence. President Randhawa stated that his role is about the presidency, not about the President, and that it is about the institution and how we advance that institution. 7. ASSOCIATED STUDENTS Associated Students (AS) President Stephanie Cheng introduced her fellow AS Board members that were present for the meeting. Cheng reported that the AS Board has finished their summer training sessions and are in the process of planning the AS Board retreat that will provide their goals and agenda for the coming year. 8. FACULTY SENATE Faculty Senate President Kristen Larson stated she is very excited to be working with the new University President and all of the other changes in the new academic year. She said her personal goals for this position are centered on making faculty governance and shared governance sustainable. Larson explained that it can be difficult to find faculty that will serve on committees and she expects that by making the committees more effective, by narrowing the scope and expectations will help the outcome. There are many new members serving on Faculty Senate that also includes non-tenured faculty. She said that this will bring new energy and perspective to Faculty Senate. Larson also complemented Abigaíl Ramos as the new student Trustee on the board. Having served with her on other committees, Larson said she felt that Trustee Ramos is a welcome addition to the board and will bring an influential perspective for this academic year. 9. CONSENT ITEMS MOTION 08-03-2016: Trustee Ramos MOVED, that the Board of Trustees of Western Washington University, upon the recommendation of the President, approve the following minutes: • Approval of Summer Quarter Degrees • Expedited Rule Change to WAC 516-04-010 – Regular Meetings The motion passed. 10. EMERGENCY RULE CHANGE TO CHAPTER 516-21 WAC, STUDENT RIGHTS AND RESPONSIBILITIES CODE Senior Vice President Coughlin explained to the board the reason the Student Rights and Responsibilities Code exists under the Washington Administrative Code (WAC) and revisions of the Code require a lengthy process including important public hearings and substantial internal review. She has requested approval of the Emergency Code in order to more immediately bring Western page 4 APPROVED Minutes August 18, 2016 into compliance with updated advice from the Office of Civil Rights regarding compliance with Title IX and the Violence Against Women Act, in addition to other changes in state law, as well as an additional level of appeal of sanctions which include suspension and expulsion. Coughlin said that due to the extensive process, a full review was not able to be completed prior to fall quarter. The Emergency Code allows for the mentioned changes for fall quarter while the full process is completed over the next 180 days, which is the maximum limit for the Emergency Code. She added that once the process is completed, the revisions will come back before the Board for approval. Coughlin said that the proposed emergency code is a significant improvement and includes the following changes:  Updated Alcohol, Drugs & Paraphernalia, and Weapons sections to better align with changes in state law;  New section on Amnesty to clarify current practice of encouraging students to seek medical assistance without fear of punishment;  New violation section for Notification of Criminal Arrest to match Admissions application question and comply with changing state law. MOTION 08-04-2016: Trustee Meyer MOVED, that the Board of Trustees of Western Washington University, upon recommendation of the President, approve the emergency rule change to chapter 516-21 WAC, Student Rights and Responsibilities Code as submitted. The motion passed. 11. APPROVAL OF 2017-19 BIENNIAL BUDGET REQUEST President Randhawa stressed the critical importance of retention of faculty and staff to the success of the university, noting that with intense market competition, every time Western loses a faculty member, their experience is also lost and the start-up costs of new faculty is high. Rich Van Den Hul, Vice-President of Business and Financial Affairs, introduced Linda Teater, Director of Budget Office, who spoke about the process of the Biennial Budget. Trustees inquired about determining priorities of the state and how those get communicated within a bottom up process. Vice President Swan explained that Western tracks the issues that have received the most attention in previous sessions and keeps in tune with the ongoing conversations and communications from various sources, including the Governor’s office, to determine what the greatest needs are. Vice President Coughlin added that decision packages investing in the success and achievement is a great example. Legislators have communicated that mental health related issues is responsive to what the state has seen as a real need. She noted that Western’s faculty have rated this package as a core and important investment in our capacity to serve the needs of the state. Senior Vice President Coughlin also spoke to the decision package concerning Comprehensive Approach to Enhancing Equity, Inclusion, and Diversity on campus and within our community. She said that this package would promote access to underrepresented students within our community and support trainings, symposiums, research, and direct service positions. Coughlin said this page 5 APPROVED Minutes August 18, 2016 decision package allows the University to serve the diverse populations of the state that are coming through the system and meets the demands of the state of Washington. Provost Carbajal followed up on Trustee questions regarding Western’s bottom up process and confirmed that University Planning and Resource Counsel’s, (UPRC), individual members, especially faculty, are also interested in knowing what the state requires. Carbajal noted that Vice President Swan sits on the UPRC and Becca Kenna-Schenk, Director of Government Relations, is often invited to ensure these legislative interests and state needs are incorporated into the bottom up process. Provost Carbajal summarized the decision package that will help alleviate the impending shortage of teachers in the K-12 system. Carbajal said that this plan also focuses on a retention plan for beginning teachers in the Woodring College of Education region. Provost Carbajal spoke about the STEM capacity decision package stating that it is a capacity building proposal that responds to the critical needs in the state of Washington and will increase the number of STEM graduates. For Western, the plan focuses on Math, Chemistry and Physics but will also support Engineering and Computer Science. Carbajal said that the plan would be based on a cohort model which will help students in these programs and successfully move them through their programs by incorporating multi-year advising and an increase in capacity within the 200 level classes. Trustees inquired about what effect this would have on General University Requirement classes. Provost Carbajal responded by stating that capacity can be met by increasing tenure line faculty. Senior Vice President Coughlin said that it would allow for residence hall study groups and more tutoring in the 100 level classes, adding that math is core to this proposal as it supports so many different programs and support for Math is embedded in this proposal. MOTION 08-05-2016: Trustee Overstreet, MOVED, that the Board of Trustees of Western Washington University, upon the recommendation of the President, approve the attached 2017-19 biennial operating budget request of $169,455,792 in state funds and net tuition revenue, in support of academics, administration, and departmental operations. With concurrence of the Board Chair, the President may make minor adjustments to the approved budget request in response to subsequent instructions from the Office of Financial Management to advance consistency among the submissions of Washington’s six public baccalaureate institutions, or other minor adjustments as appropriate. The motion passed. Chair Sharpe announced a break at 3:18 pm. The board returned and reconvened the meeting at 3:30 pm Chair Sharpe made an adjustment to the agenda and invited Representative Tina Orwell, who was on a campus visit with her son, to address the board regarding her perspective on state budget proposal and upcoming legislative session. page 6 APPROVED Minutes August 18, 2016 12. WASHINGTON CAMPUS COMPACT – STRENGTHENING COMMUNITIES THROUGH EDUCATION AND CIVIC ENGAGMENT Jennifer Hine, Executive Director of Washington Campus Compact, presented information about Washington Campus Compact, highlighted the pilot project Students Serving Washington Awards, and facilitated a discussion with Francisco “Paco” Sanchez, WWU senior, about the value and impact of student engagement on his educational success. Sanchez shared his personal experiences about how Western makes a difference for low income youth in Sterling Meadows, a low income housing project that serve agricultural working families and persons with disabilities. 13. WESTERN IN THE PENINSULAS UPDATE Earl Gibbons, Vice Provost for Extended Education provided an update on Western’s growing activities in the West Puget Sound. He explained that Westerns presence is helping to build an established regional partnership to better serve the communities and businesses of the Kitsap and Olympic peninsulas. Gibbons also reported that Western branding continues to raise awareness and that the community has embraced Westerns presence on the peninsulas. Gibbons also provided the Trustees an update on the SEA Discovery Center 14. AUDIT COMMITTEE REPORT Trustee Betti Fujikado, Chair, Board Audit Committee reported that resumes have been received for the Internal Auditor position. She said the committee had its usual updates and a private session with the President that included the internal audit group. The most significant order of business was announcing that the new chair of the Audit Committee will be Trustee Earl Overstreet. Trustee Fujikado and Trustee Lee will continue to serve on Audit Committee. 15. INFORMATION ITEMS a. Academic Affairs Reports Provost Carbajal provided a written report regarding the tenure track faculty members who were hired last year and who will begin teaching at Western during the 2016/17 academic year b. Annual and Quarterly Grant Report Provost Carbajal provided a written report with an update on information from the Office of Research and Sponsored Programs concerning grant awards for the period April 1, 2015 – June 30, 2015 and fiscal year 2015/16. c. Admissions and Enrollment Report Vice President Coughlin provided a written report regarding the university’s general enrollment and admissions d. University Advancement Report Vice President Bowers provided a written report on the University’s Alumni Relations and Western Foundation activities e. Capital Program Report Vice President Van Den Hul provided a written report on the University’s capital projects page 7 APPROVED Minutes August 18, 2016 f. University Relations and Community Development Report Vice President Swan provided a written report documenting recent activities of University Relations and Community Development 16. DATE FOR NEXT REGULAR MEETING October 13 & 14, 2016 in Bellingham 17. The meeting adjourned at 11:51 am page 8