AGENDA

THE UNIVERSITY OF WEST FLORIDA

BOARD OF TRUSTEES MEETING

Thursday, June 12, 2014

9:00 A.M. UWF Conference Center

11000 University Parkway, Pensacola, FL APPROVAL OF MINUTES BY COMMITTEES: Audit and Operations: Chair: Susan O’Connor

Approve Minutes of May 23, 2014 – http://uwf.edu/trustees/Jun12_14/AO052314MN.pdf

Agenda May 23, 2014 – http://uwf.edu/trustees/May23_14/052314AOAGENDA.pdf Finance and Facilities: Chair: Mort O’Sullivan

Approve Minutes of May 23, 2014 – http://uwf.edu/trustees/Jun12_14/FF052314MN.pdf

Agenda May 23, 2014 – http://uwf.edu/trustees/May23_14/052314FnFAGENDA.pdf Executive Committee: Chair: Lewis Bear, Jr.

Approve Minutes of May 23, 2014– http://uwf.edu/trustees/Jun12_14/EC052314MN.pdf

Agenda May 23, 2014 – http://uwf.edu/trustees/May23_14/052314ECAGENDA.pdf Student Affairs: Chair: Jay Patel

Approve Minutes of May 23, 2014 – http://uwf.edu/trustees/Jun12_14/SA052314MN.pdf

Agenda May 23, 2014 – http://uwf.edu/trustees/May23_14/052314SAAGENDA.pdf Academic Affairs: Chair: Robert ‘Bob’ Jones

Approve Minutes of May 23, 2014– http://uwf.edu/trustees/Jun12_14/AA052314MN.pdf

Agenda May 23, 2014 – http://uwf.edu/trustees/May23_14/052314AAAGENDA.pdf

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Full Board 1. Call to Order and Chair’s Remarks: Lewis Bear, Jr. 2. President’s Report: Dr. Judy Bense 3. Recognitions: Dr. Judy Bense & Dr. Kevin Bailey 4. Approval of Minutes:

March 26, 2014 BOT Meeting http://uwf.edu/trustees/Mar26_14/BOT032614MN.pdf

May 14, 2014 BOT Conference Call Meeting http://uwf.edu/trustees/May14_14/BOT051414MN.pdf

5. Committee Reports:

Audit & Operations – Susan O’Connor, Chair

Finance & Facilities – Mort O’Sullivan

Executive Committee – Lewis Bear, Jr., Chair

Student Affairs – Jay Patel, Chair

Academic Affairs – Bob Jones, Chair

6. Public Comment 7. Consent: Trustees may pull any individual item from the consent agenda below for further

review, if they so desire. However, each item was fully discussed during the committee meetings and all of the recommendations of the committees reflect the proposed action provided with the agenda backup documentation.

A. Acceptance of Financial Statement Audit of the Institute of Human & Machine Cognition FY2012/13

B. Acceptance of Florida Auditor General Bright Futures Audit FY 2012/13 C. Acceptance of Florida Auditor General Federal Funds Audit FY 2012/13 D. Acceptance of Internal Auditing & Management Consulting Reports:

a. M&S and Equipment Fees – Chemistry Department b. M&S and Equipment Fees – Art Department

E. Acceptance of PCard Audits, 3rd Quarter, 2014 F. Acceptance of Internal Auditing & Management Consulting Work Plan for 2014/15 and

2015/16 G. Acceptance of Revised Business Enterprises, Inc. Financial Statements H. Approval of Florida Auditor General Financial Statement Audit FY 2012/13 I. Adoption of UWF/REG 5.019 Employee Debt Collection J. Approval of Proposed Amendment to UWF/REG 5.001 Parking and Registration K. Approval of Proposed Amendment to UWF/REG 6.0054 Competitive Solicitation

Requirements

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L. Approval of Proposed Amendment to UWF/REG 6.0055 Procurement Actions Not Subject to Competitive Solicitation Process

M. Approval of FY 2015/2016-2019 Fixed Capital Outlay N. Approval of Revision and Updates to the UWF Foundation, Inc. Bylaws O. Approval of BOG Metrics UWF Improvement Plan P. Adoption of UWF/REG 5.020 Trespass and Access to University Property Q. Approval of Proposed Amendment to UWF/REG 3.001 Admission Standards for First Time

in College Student Applicants R. Approval of Proposed Amendment to UWF/REG 3.017 Release of Student Educational

Records S. Approval of Proposed Amendment to UWF/REG 3.030 Academic Misconduct Policy T. Approval of Tenure

8. Information Items:

1. Academic Affairs Update 2. Final Legislative Report for 2014 3. Resolution of Faculty and Staff Compensation 4. Budget Proposal 5. History and Trends in Tuition and Fees Paid by UWF Students

9. Action Items: 1. UWF/REG 4.008 Tuition and Fees, Fines and Penalties

2. Estimated FY 2014-15 Annual Budget 3. Resolution in Recognition of Service 4. AFSCME Agreement 5. 2015-16 Academic Calendar 10. Other Business 11. Closed Session (Time Permitting) Concluding Remarks and Adjournment:

Beginning at 1:00: 1. BOG Metrics Improvement Plan discussion with Chancellor and Board of Governors Chairman

College of Business Dean’s Conference Room Bldg. 76A, Rm. 336

OTHER ACTIVITIES: June 12 Joint Boards Appreciation Reception & Dinner, Scenic Hills Country Club

Social 5:30 pm; Dinner 6pm

June 13 8:30 am- 4pm, Joint Boards Strategic Planning Retreat, UWF Conference Center

August 14 9am, BOT Committee Meetings, Scenic Hills Country Club

September 9 9am, BOT Meeting, UWF Conference Center

September 17 - 18 UWF Hosts Board of Governor’s Meeting, UWF Conference Center

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Informational Item UWF Board of Trustees

Full Board June 12, 2014

Issue: Division of Academic Affairs Update Proposed Action: Informational Background Information: The Division of Academic Affairs manages the substantial portion of a student's experience at UWF. Under the leadership of the Provost, faculty and staff provide programming offerings to more than 15,000 individuals each year. The Provost will provide a brief update on:

College Reorganization;

SACS Reaffirmation;

College Dean Searches. Recommendation: Informational Item; no action required. Implementation Plan: Ongoing. Fiscal Implications: Unknown at this time.

Supporting documents: None Prepared by: Martha Saunders, Provost and Vice President for Academic Affairs,

474-2035, msaunders@uwf.edu Presented by: Martha Saunders

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Informational UWF Board of Trustees

June 12, 2014

Issue: Legislative Update Proposed Action: Information Only Background Information: Update on the outcomes of UWF’s legislative agenda.

Supporting documents: None Prepared by: Janice Gilley, Assistant Vice President for Government Relations and Community Relations, jgilley@uwf.edu, 850-474-2218. Presented by: Janice Gilley, Assistant Vice President for Government Relations and Community Relations, jgilley@uwf.edu, 850-474-2218.

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Information UWF Board of Trustees

Full Board Meeting June 12, 2014

Issue: Resolution on Faculty and Staff Compensation Proposed Action: Information Background Information: Trustee Richard Hough, who also serves as Faculty Senate President requested to present the Resolution on Faculty and Staff Compensation to the Board of Trustees. In addition to the resolution, which he requested be provided to trustees, we are providing the written response from President Bense. Trustees should be reminded that wage actions must be bargained with the United Faculty of Florida (UFF), American Federation of Schools and Counties Municipal Employees (AFSCME), and Police Benevolent Association (PBA). Recommendation: Information Implementation Plan: TBD Fiscal Implications: TBD

Supporting documents: Resolution on Faculty and Staff Compensation http://uwf.edu/trustees/Jun12_14/FacultyandStaffCompensationResolution.pdf Presidential Response to Resolution on Faculty and Staff Compensation http://uwf.edu/trustees/Jun12_14/PresidentBenseResponsetoResolution.pdf Prepared by: Dr. Kimberly Brown, Vice President and Chief of Staff, kimbrown@uwf.edu, 850-474-2200 Presented by: Dr. Richard Hough, Trustee and Faculty Senate President and Dr. John Platt, Vice

President Faculty Senate

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Informational

UWF Board of Trustees Meeting June 12, 2014

Issue: FY2014-15 Budget Proposed action: Informational ______________________________________________________________________ Background information: President Bense will explain the approach to allocating UWF’s strategic investment dollars for the Fiscal Year 2014-15 UWF budget, and how it aligns with the UWF strategic plan. Recommendation: Adopt UWF FY 2014-2015 Budget Implementation Plan: The University will make the strategic investments as presented. Fiscal Implications: University Budget for 2014-2015 _______________________________________________________________________ Supporting documents: PowerPoint to be provided at BOT meeting. http://uwf.edu/trustees/Jun12_14/FY2014-15BudgetPPT.pdf (cold) Prepared by: Dr. Kim Brown, Vice President and Chief of Staff, 474-2200, kimbrown@uwf.edu Presenter: Dr. Judy Bense, President

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Informational

UWF Board of Trustees Meeting June 12, 2014

Issue: Provide an overview of the history and trends in the tuition and fees paid

by UWF students. Proposed action: Informational ___________________________________________________________ Background information: In keeping with Florida statue 1009.24 and the applicable Board of Governors regulations in Chapter 7, each year the Board of Trustees considers changes to the mandatory tuition and fees at the University of West Florida. This presentation is intended to provide an overview of the history and trends in those fees paid by students attending the University of West Florida, as well as provide a context for those fees compared to other institutions across the state and the nation. Recommendation: NA Implementation Plan: NA Fiscal Implications: NA ___________________________________________________________ Supporting documentation: Tuition Overview PowerPoint presentation (20 slides) http://uwf.edu/trustees/Jun12_14/TuitionOverviewPPT.pdf (cold) Prepared by: Susan Stephenson, Vice President of Business, Finance, & Facilities, and Chief

Financial Officer, 474-2210, sstephenson@uwf.edu, and Colleen Asmus, Associate Vice President for Financial Services, 474-2642, casmus@uwf.edu.

Presenter: Susan Stephenson, VP of Business, Finance, & Facilities/Chief Financial Officer

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Action item

UWF Board of Trustees Meeting Full BOT

June 12, 2014 Issue: UWF/REG 4.008 Tuition and Fees, Fines and Penalties Proposed action: Approve Changes to UWF/REG 4.008 Tuition and Fees, Fines and Penalties _____________________________________________________ Background information and Summary of Changes Proposed: A. The following changes in the format of the regulation are proposed:

1) A new category of programs, called Market Rate Tuition Programs, approved by the Board of

Governors, will be added as section 3) to the regulation. Four programs were approved by the Board of Governors as Market Rate Tuition programs. Three of the four programs are beginning in the Fall, 2014 semester. (BOG regulation 7.001 (15)

2) Currently, the amount of the Graduate Tuition Differential Fee for MSN courses and Emerald

Coast Ed.D. cohort courses shows the Basic Tuition plus the differential. The proposed changes will show just the differential which is added to the graduate basic tuition for those courses.

3) Some terms were added for clarification, such as “Non-resident” for out-of state fees, and “undergraduate” and “graduate” were added to mandatory fees, and “Up to” was added before 5% in the Technology Fee row to explain the maximum amount permitted by the Board of Governors.

B. The following tuition changes are proposed:

1) An increase in the Graduate Basic Tuition in the amount of $4.36 per credit hour. (BOG

Regulation 7.001(4). 2) An increase in the amount of the graduate financial aid fee in the amount of .22 per credit

hour, which is calculated at 5% of the basic graduate tuition increase. (BOG regulation (BOG Regulation 7.003(17).

3) An aggregate increase in the Health, Athletic and Activity & Service Fee in the amount of .11 per credit hour. (This increase was approved by the BOT at the December 2013 meeting). (BOG Regulation 7.003(4)

4) An increase in the third time repeat fee (set by the Board of Governors) from $122.00 to $158.84

C. Posting of the Proposed changes:

The proposed regulation amendment was posted on the Board of Trustees website and published in @UWF on May 8, 2014. No comments have been received.

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Recommendation: Approve the proposed amendments to UWF/REG 4.008 as set forth in the supporting documentation. Implementation Plan: If approved by the BOT, UWF/REG 4.008 will be sent to the Board of Governors for approval because this regulation is a select regulation. This regulation cannot go into effect until it is approved by the BOG. Fiscal Implications: Approval of the amendment to the tuition regulation is proposed to ensure that the amounts charged by the University for tuition and fees are appropriately adopted in regulation form. _____________________________________________________________________ Supporting documents: UWF/REG 4.008 (Fall 2014) with notice http://uwf.edu/trustees/Jun12_14/UWFREG4.008.pdf Board of Governors Regulations 7.001 and 7.003 http://uwf.edu/trustees/Jun12_14/BOGREG7.001.pdf http://uwf.edu/trustees/Jun12_14/BOGREG7.003.pdf House Bill 851 (2014) (page 10 lines 229 to 250 and page 13 lines 313 to 322) http://uwf.edu/trustees/Jun12_14/HouseBill851.pdf Prepared by: Anita Schonberger 850-474-3420 aschonberger@uwf.edu Presented by: Susan Stephenson, Vice President for Business, Finance and Facilities,

850-474-2209, sstephenson@uwf.edu

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Action

UWF Board of Trustees Meeting June 12, 2014

Issue: Estimated FY 2014-15 Consolidated Operating Budget Proposed action: Approve and Authorize ____________________________________________________________________________ Background information: The FY 2014-15 Consolidated Operating Budget for the University of West Florida is due to the Florida Board of Governors in August 2014. The UWF budget incorporates state budget reductions as well as local revenue growth, and overall reflects the strategic plans of the university. It contains the following fund groups: Education and General, Auxiliaries, Contracts and Grants, Athletics, Student Activity, Financial Aid, Concessions, Technology, and Board Approved Fees (Green Fee). As a member of the State University System of Florida, UWF operates within the policies and rules of the Legislature, the Florida Board of Governors, and the UWF Board of Trustees. The budget and funds allocated in the UWF FY 2014-15 Consolidated Operating Budget are within the authority provided by the 2014 General Appropriations Act and by Florida Statues. Recommendations:

1. Approve the estimated Operating Budget for the fiscal year ending June 30, 2015 for both appropriated and non-appropriated funds.

2. Authorize the President to make subsequent changes to the budget as needed, including

the changes between the estimated budget and the budget to be submitted to the Florida Board of Governors by August 2014, and other changes during the fiscal year.

Implementation: N/A Fiscal Implications: N/A ___________________________________________________________________________ Supporting documents: Estimated FY 2014-15 Consolidated Operating Budget (1 page) http://uwf.edu/trustees/Jun12_14/FY2014-15OperatingBudget.pdf (cold) Prepared by: Ms. Valerie Z. Moneyham, Assistant Vice President, 850-474-2041, vmoneyha@uwf.edu Facilitator/Presenter: Dr. Susan Stephenson

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Action

UWF Board of Trustees Meeting June 12, 2014

Issue: Resolution in recognition of distinguished service Proposed action: Adopt Background information: Christopher Hill, President of the Student Government Association has served the students, staff and faculty as a member of Student Affairs Committee on the University of West Florida Board of Trustees since 2013. His term as SGA President expired in April. Today is an opportunity to recognize and commend him for going above and beyond to serve at UWF. Recommendation: Adopt Implementation Plan: N/A Fiscal Implications: N/A Supporting documentation: Resolution will be read during the meeting and spread upon the pages of the minutes. Prepared by: Becky Luntsford, Executive Specialist, 474 2449, rluntsford@uwf.edu Presenter: Lewis Bear, Jr., BOT Chair

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Action Item

UWF Board of Trustees Meeting June 12, 2014

Issue: Ratification of the Collective Bargaining Agreement between the American Federation of State,

County and Municipal Employees (“AFSCME”) and University of West Florida Proposed action: Ratify successor collective bargaining agreement (2014-2016) ______________________________________________________________________ Background information: Through collective bargaining negotiations between the representatives for the UWF Board of Trustees and the representatives for the American Federation of State, County and Municipal Employees (“AFSCME”), the parties have agreed to terms and conditions for a collective bargaining agreement to succeed the existing collective bargaining agreement. The original duration of the existing collective bargaining agreement was from 2010-2012. The effective date of the existing agreement was extended by the parties until a successor agreement could be negotiated. In January, 2014, the parties agreed to a successor agreement and concluded negotiations. The agreement must be ratified by both the union members and the Board of Trustees before it can be effective. The parties have agreed to the following changes from the existing agreement:

1. Removed obsolete language related to the transition period to the 2010-2012 agreement. 2. Changed the definition of work unit to omit units which have closed (printing, landscaping,

vehicle maintenance) and changed the name of West Florida Historic Preservation Inc. to University of West Florida Historic Trust.

3. In relation to layoffs, removed the requirement that the University make efforts to locate alternative or equivalent employment and in its place required that employees be directed to Human Resources for employment counseling.

4. In relation to retention points for purposes of lay off determinations, a deduction of points for disciplinary actions was included.

5. In relation to consultation meetings between AFSCME and the University, added an option for the President to appoint a designee to meet and consult with AFSCME.

6. Made appropriate date changes due to new agreement effective dates. Ratification A ratification vote was taken by AFSCME on June 2, 2014. Of the twenty-three members who voted, 21 were in favor of ratifying the agreement and 2 were not. Therefore, the agreement has been ratified by the AFSCME union. In order for the contract to be effective, ratification by the Board of Trustees, the public employer, is now required. Recommendation: It is recommended that the Board of Trustees ratify the 2014-2016 Collective Bargaining Agreement between the University of West Florida Board of Trustees and AFSCME as set forth in the supporting document.

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Implementation Plan: The Collective Bargaining Agreement shall be effective upon ratification by the Board of Trustees. Fiscal Implications: There are no fiscal implications expected. _____________________________________________________________________ Supporting documents: 2014-2016 Collective Bargaining Agreement between AFSCME and the University of West Florida Board of Trustees. http://uwf.edu/trustees/Jun12_14/2014-16AFSCEColBargainAgreemnt.pdf (cold) Prepared by: Anita Schonberger, Associate General Counsel, 474-3420, aschonberger@uwf.edu. Facilitator/Presenters: Anita Schonberger, Associate General Counsel, Cindy Faria Associate Vice President for Human Resources and Marshall Seymour, Director, Utility Operations and Environmental Sustainability.

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Action Item

UWF Board of Trustees Meeting Full Board

June 12, 2014

Issue: Academic Calendar for 2015-16 Proposed action: Approve Academic Calendar ______________________________________________________________________ Background information: Board of Governors Regulation 8.001 requires that: “(4) An official copy of the annual calendar adopted by each university shall be filed with the Board.” The proposed Academic Calendar for 2015-16 is attached. Recommendation: Approve Implementation Plan: Academic Year 2015-16 Fiscal Implications: None _______________________________________________________________________ Supporting documents: Board of Governors Regulation 8.001 http://uwf.edu/academic/botagendaitems/Regulation_8_001_University_Calendars.pdf (PDF) 2015-16 Proposed Academic Calendar http://uwf.edu/academic/botagendaitems/Academic_Calendar_2015-16_Summary.pdf (PDF) Prepared by: Ann Dziadon, Registrar, 850-474-3063, adziadon@uwf.edu Facilitator/Presenter: Ann Dziadon

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