OLD DOMINION UNIVERSITY BOARD OF VISITORS. ADMINISTRATION AND FINANCE COMMITTEE June 14, 2012 MINUTES

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1 DRAFT: SUBJECT TO COMMITTEE APPROVAL OLD DOMINION UNIVERSITY BOARD OF VISITORS ADMINISTRATION AND FINANCE COMMITTEE June 14, 2012 MINUTES The Administration and Finance Committee met in joint session with the Academic and Research Advancement Committee on Thursday, June 14, 2012 in the Board of Visitors conference room in the Webb University Center on the Norfolk campus to hear a briefing from Chief Operating Officer David Harnage and Vice President Robert Fenning on the proposed FY Tuition and Fees and the FY Operating Budget and Plan. Members present were: David L. Bernd (ex-officio) Jeffrey W. Ainslie Kenneth E. Ampy Sarita E. Brown J. William Cofer Linda L. Forehand Harold W. Gehman, Jr. Dee D. Gilmore Marc Jacobson Andrea M. Kilmer Barry M. Kornblau Robert J. O Neill Fred J. Whyte Kevin Muchiri (Student Representative) Also present were: John Broderick David Harnage Jennifer Mullen Rick Berry Deane Hennett Earl Nance Alonzo Brandon Etta Henry Ellen Neufeldt Leigh Comsudis Mohammad Karim September Sanderlin Dale Feltes Elizabeth Kersey Wood Selig Robert Fenning Gwen Lee-Thomas Carol Simpson Dillard George Richard Massey Bill Sizemore Velvet Grant Donna Meeks Deborah Swiecinski

2 I. BRIEFING ITEM The Rector called the joint session to order at 9:05 AM and then called on President Broderick to provide a brief summary to the Committee regarding the process used for this year s Operating Budget and Plan. The President called on Chief Operating Officer David Harnage who briefly described on the FY Budget Development Process and Plan. He reviewed the University s revised operating budget development process which placed greater emphasis on collaboration among the senior officers and noted how well the Vice Presidents worked together in determining the critical success factors and then specific resource allocations to best address them. Chief Operating Officer Harnage then called on Vice President Robert Fenning to present the proposed FY Tuition and Fees increases. Vice President Fenning reminded the Board that the summer Tuition and Fees were approved at the April meeting. He then presented the proposed tuition increases for full-time, in-state undergraduate students. The increased tuition would be 3.3%, equivalent to the rate of inflation for the Hampton Roads region, and noted the increase was the lowest increase in the last ten years. The total increase for tuition and fees for full-time, in-state undergraduates would be $ per year. Vice President Fenning then reviewed the proposed FY Operating Budget and Plan and discussed the financial circumstances and the impact on the University. Mr. Gehman asked, how in light of the fact that college tuition rates seem to be double or triple the rate of inflation, how is the total expenditure increasing? Vice President Fenning responded that state General Funds support is decreasing and being supplemented by tuition revenue and that this is reflected in the document that was distributed. Provost Simpson added that the cost to education students is higher today than in years past when only chalk and a black board were used. Today modern technology is used in classrooms and labs, which is very expensive. Ms. Kilmer inquired about state pre-paid tuition and whether or not it includes auxiliary fees. It was noted that it does include fees but does not include room and board. President Broderick noted that, as an example of the impact enrollment growth on costs to educate, in 1991 ODU s enrollment was 14,900. Fall 2012 enrollment is anticipated to be approximately 25,000. Vice President Fenning continued with the Operating Budget and Plan presentation and complimented Assistant Vice President Swiecinski and Mr. Bruce Aird in the Budget Office for the outstanding job with the preparation of the budget materials. Mr. Whyte asked about two line items noted in the budget materials asking what is the $1,000,000,000 line item in research, the allocation for animal care facilities. Vice President

3 Fenning said the President has worked with Vice President Karim and Dr. Heller to bring in recognized leaders in the field for Bioelectrics; Chief Operating Officer Harnage added that the amount is a one-time, start-up allocation. President Broderick added that private funds were received for Bioelectrics. Vice President Fenning responded that 100% of the allocation for animal care facilities is for a contract to a private firm for the management of the animal care facilities. President Broderick thanked Mr. Cofer, Mr. Ainslie, and Ms. Dee Gilmore for accompanying him to Richmond to support ODU and help with the success for this year s state budget. It was noted that ODU will grow its out-of-state enrollment, the President said it will, but not be at the detriment of Virginia student. The Rector asked if the Strategic Plan includes growth of out-of-state and international enrollment. President Broderick responded that ODU will strive to continue in that regard, also some of these students remain here after graduation. Mr. Ainslie said it is evident that ODU is a well-oiled machine and is doing things right! The joint session was adjourned at 10:08 AM. The Administration and Finance Committee was called to order at 10:30 AM on June 14, Members present were: Fred J. Whyte (Chair) Jeffrey W. Ainslie (Vice Chair) J. William Cofer Linda L. Forehand Marc Jacobson Andrea M. Kilmer Barry M. Kornblau Robert J. O Neill Also present were: Rick Berry Leigh Comsudis Dale Feltes Robert Fenning Dillard George David Harnage Etta Henry Gwen Lee-Thomas Richard Massey Donna Meeks Earl Nance September Sanderlin Wood Selig Bill Sizemore Doug Striet Deb Swiecinski

4 The Chair opened the meeting highlighting the agenda items and action items that will be discussed today. II. ACTION ITEMS Approval of Minutes The Chair called for approval of the minutes from the April 4, 2012 meeting. Mr. Kornblau moved to approve the minutes as written and Ms. Forehand seconded the motion. The minutes were unanimously approved by all members present and voting. (Ainslie, Cofer, Forehand, Jacobson, Kilmer, Kornblau, O Neill) FY Tuition and Fees - The Chair called for questions regarding the Operating Budget and Plan and the Tuition and Fees proposals discussed in the joint meeting. Ms. Kilmer said both were very well done. Mr. O Neill said that other institutions tend to be different than shown because they can subsidize tuition and fees for students. Vice President Fenning added that some institutions do have 100% assistance for some need-based students. Mr. O Neill said he would like to see the differences between ODU and other institutions with the competition to attract students and who we compete against, etc. Ms. Kilmer moved to adopt the FY Tuition and Fees as presented and Mr. Ainslie seconded the motion. The motion was unanimously approved by all members present and voting. (Ainslie, Cofer, Forehand, Jacobson, Kilmer, Kornblau, O Neill) FY Operating Budget and Plan - Mr. O Neill moved to adopt the Operating Budget and Plan and Mr. Ainslie seconded the motion. The motion was unanimously approved by all members present and voting. (Ainslie, Cofer, Forehand, Jacobson, Kilmer, Kornblau, O Neill) Level II Authority/Restructured Higher Education Financial and Administrative Operations Act Vice President Fenning introduced Mr. Rick Berry, Executive Director of Procurement Services, who briefed the Committee on the chronology of increasing delegated, decentralized authority from the Commonwealth s central agencies which led to the University receiving Level II Authority for Information Technology and Procurement in 2008 and the renewal of this Level II Authority in Mr. Berry identified the various policies, procedures, standards and controls that have been put in place in order to assure compliance and effective operations as a result of the additional decentralized authority. (A matrix was distributed to Committee members for their information and review.) Vice President Fenning noted that the matrix they received provides detailed information and added that the University is audited on the performance and compliance with the policies, procedures, and controls put in place.

5 Mr. Whyte asked about the results of the audit reviews; Mr. Deane Hennett, University Auditor, stated that audits are performed and that Procurement Services is very thorough following the guidelines and is in compliance. Mr. O Neill said the matrix is helpful; however, he would like to see a column added which shows the frequency of audit for the benefit of Level II over time. Mr. Berry then presented information on the Resolution regarding Policy 1623, Administration of Capital Outlay Construction Under the Non-General Fund Decentralization Program. Mr. Ainslie moved to approve the Resolution for Policy 1623 and Mr. O Neill seconded the motion. The motion was unanimously approved by all members present and voting. (Ainslie, Cofer, Forehand, Jacobson, Kilmer, Kornblau, O Neill) The Resolution for Policy 1628, Utilization of Fixed Design-Build or Construction Management Contracts as Methods of Procurement was then brought for a vote. Mr. Ainslie moved to approve the Resolution for Policy 1628 and Ms. Forehand seconded the motion. The motion was unanimously approved by all members present and voting. (Ainslie, Cofer, Forehand, Jacobson, Kilmer, Kornblau, O Neill) Mr. Berry then provided information on the University s FY SWAM performance and the proposed FY SWAM Plan. The recommended aspirational targets for the SWAM Plan were based on past and current expenditure trends and also incorporates the Secretary of Administration s Supplier Diversity memo dates April 20, Mr. Jacobson asked if the targets might be too high. Mr. Berry responded that the Secretary of Administration agrees with the numbers proposed. Vice President Fenning added that the numbers would not be presented to the Board if thought that we could not meet them. Mr. Jacobson agrees but asked what would happen if we do not meet the goals? Vice President Fenning responded that this would adversely impact upon the University s Level II Authority. Mr. Ainslie asked if we have to meet the goal and the response was yes. Ms. Kilmer noted that 99% of Virginia businesses can qualify for SWAM, so it is not an unreasonable goal. Mr. Ainslie moved to approve the Resolution as presented for the SWAM Plan and Ms. Kilmer seconded the motion. The motion was unanimously approved by all members present and voting. (Ainslie, Cofer, Forehand, Jacobson, Kilmer, Kornblau, O Neill) III. PRESENTATION Vice President s Report Vice President Fenning briefed the Committee on the on-going progress of the Banner Revitalization/Business Management effort and also provided information on the current status of land assembly efforts for the last phases of the Hampton Boulevard Redevelopment Area (the University Village).

6 IV. STANDING REPORTS Capital Outlay Projects Status Report Mr. Dale Feltes, Director of Design and Construction, gave a brief update on this report to the Committee. Investment Report Mr. Rick Massey, Associate Vice President for Foundations, briefed the Committee on the University s investments and endowment. Mr. Jacobson moved to adjourn the meeting and Mr. Ainslie seconded the motion. The meeting was adjourned at 11:45 AM.