The University of West Alabama
Board of Trustees
June 7, 1999, 10:00 a.m.
Approved Minutes

1. CALL TO ORDER
Mr. Terry Bunn, Chairman pro tem, called the meeting to order and requested Dr. Pruitt to give the invocation.
2. ROLL CALL
Mr. Bunn asked Mr. Raiford Noland, Assistant Secretary, to call the roll. Other trustees present were: Mr. Pierce Boyd, Mr. Dwight duke, Mr. Robert Keahey, Mr. Herbie Malone, Mr. Preston C. Minus, Dr. Doris Oliveira, Dr. I. Drayton Pruitt, Jr., Mr. John Smith, and Mr. Thed Spree. Trustees absent were: Mr. Frank McGough, Dr. Louise Nolen, and Rev. Samuel Pettagrue, Jr.
3. REVIEW/APPROVAL OF MINUTES OF LAST MEETING
Mr. Bunn asked if there were any changes/corrections to the minutes of the last Board meeting. Mr. Noland said that he received one change on Page 2, which should indicate that the bond issue would be for twenty years. With the corrections being noted, Mr. Smith moved to approve the minutes and Mr. Minus seconded. The motion passed.
4. INTRODUCTION OF THE CUNNINGHAMS
Mr. Bunn said he was pleased to introduce a family who has ties to The University of West Alabama – L.G. , Sarah, and John Cunningham. Dr. Pruitt reported that the Cunninghams have pledged the necessary funds to build a conference center on campus. Dr. Pruitt unveiled an architect’s drawing of the conference center for the Cunninghams and also presented them with a shadow box of the drawing. On behalf of the Board of Trustees, Dr. Pruitt expressed to the Cunninghams how much their generous gifts have meant to the whole University community. Dr. Pruitt said that the Land Use and Facilities Committee had approved a recommendation and he wished to place the recommendation in the form of a motion to name the facility "The Bell Conference Center" in memory of Mrs. Cunningham’s parents. Mr. Minus seconded the motion and it passed. Dr. Pruitt thanked Mr. Clemit Spruiell, Mrs. Jean Creswell, and Dr. Vicki Spruiell for working with the Cunninghams. Mrs. Cunningham said she like the drawing of the center very much, and felt her parents would be very pleased.
5. BOND ISSUE REFINANCING PROPOSAL
Dr. Pruitt said that bond issue options were discussed at the last Board meeting. The Land Use and Facilities Committee had recommended that $1.5 million be added to the bond issue monies for the possible conversion of one of the dormitories to a library and resource center. He moved that the Board adopt the following resolutions:
Resolution #1
Providing for the refinancing of certain outstanding obligations of the University and the construction of capital improvements, and authorizing the issuance sale and delivery of $3,470,000 principle amount of the General Fee Revenue Bonds, Series 1999;
Mr. Smith seconded the motion, and it passed with Mr. Boyd abstaining. Dr. Pruitt said that the re-issuance of the bonds would provide the University a means of refinancing at a lower interest rate and would allow the term of the indebtedness to be twenty years instead of thirteen years.
Dr. Pruitt moved that the following resolution also be adopted by the Board:
Resolution #2
Approving of the official statement with respect to the University’s General Fee Revenue Bonds, Series 1999.
Mr. Smith seconded, and the motion passed with Mr. Boyd abstaining.
Dr. Pruitt asked that the call for the bond issues be initiated by Mr. Bunn, as Chairman pro tem of the Board of Trustees, instead of by the Executive Committee, of which he serves as Chair. He indicated that he serves on the Board of Directors at Regions Bank and he wanted to avoid any conflict legally. Dr. Pruitt then moved that the Administration explore the feasibility of converting one of the dorms into a library/learning resources center. The motion was seconded by Mr. Smith, and passed with Mr. Boyd abstaining.
Dr. Pruitt said that there is a need for a meeting with the Rodeo Booster club to find out what its position is going to be in the way of support for the program. Mr. Bunn appointed Mr. Minus and Mr. Spree to serve on an ad hoc committee of the Board and to meet with the Rodeo Booster Club. Dr. Pruitt moved that no faculty or staff should serve as an officer in the Rodeo Booster Club, and that any faculty/staff who holds any office at this time should resign immediately. Mr. Smith seconded the motion. Mr. Boyd said it might be better if any person in this capacity could be allowed to complete their term of office, and made a motion to this effect. Motion died for lack of a second. The original motion made by Dr. Pruitt passed, with Mr. Boyd opposing.
Mr. Malone asked if the Board would have an opportunity to discuss the library project again before any finals plans are completed, such as some of the uses for the old library facility. Mr. Boyd asked if the dormitory structure is stable enough for a library, and Dr. Pruitt said this would have to be determined and the use of the structure would depend on the academic planning. Dr. Pruitt said that when the academic plans are received by the Land Use and Facilities Committee, adjustments will be made to meet the needs of the University at that time. Dr. Roach said that it is his intention to present a draft of the academic plan to the trustees prior to the September meeting of the Board of Trustees.
Mr. Noland requested that Item VI be moved on the agenda in order for him to complete the bond issue paperwork with the representatives from the lending agencies.
6. ATHLETIC UPDATE
Mr. Spree said that he had no report at this time.
7. POST-TENURE REVIEW POLICY
Dr. David Taylor, Provost, said that he had distributed a draft of a proposed post-tenure review policy at the last Board meeting. He stated that some time ago the Board had charged the University with the development of a post-tenure review policy. Dr. Taylor said that the Post-tenure Review Committee, composed of ten faculty members, had met several times and came up with a draft policy for consideration. He said the proposed policy had been distributed to all faculty, discussed at the Faculty Senate where some suggested changes were incorporated, approved by the Deans’ Council, and approved by the President prior to being presented to the Board. Dr. Taylor said the process would begin with a three-year cycle of reviews and then shift to a five-year cycle. He said that as a result of the review, a faculty member’s performance may be determined to be Outstanding, Satisfactory, or Unsatisfactory. In the case of the latter, a faculty member could have up to three years to bring his/her performance to a satisfactory level. If this does not occur, a recommendation would be made for reassignment, mutually agreed upon separation, or application of current policies for termination. He said the faculty member would have the right to appeal the findings through the grievance procedure described in the Handbook.Dr. Pruitt said that he believed it was in the best interest of the University to call for separation at the end of one year if no genuine effort was apparently being made by the faculty member, instead of allowing the full three years for the process. He asked that a sentence be added to the draft for this clarification to avoid any legal problems.
Mr. Boyd asked if additional compensation would be given to the faculty due to increased demands of the process. Dr. Taylor said that the process is designed to use much of the materials that are already generated by the current process. He said that it is required that the faculty member submit a three- to five-page essay on his/her accomplishments and goals. Dr. Taylor noted that if a faculty member’s performance is rated Outstanding, serious consideration will be given to such things as release time for research.
Mr. Malone inquired about "service," as used in the context of this draft. Dr. Taylor said that each academic area has established Demonstrated Achievement Criteria for their faculty which outlines in some detail what is acceptable service. Some examples are University service on committees, SACS self-studies, administrative service, community service relevant to the discipline, and service to professional organizations on the state, regional, or national level.
Dr. Pruitt moved to adopt the policy with an amendment for an annual review to be held on a faculty member who is going through the three-year cycle, i.e. if the faculty member is not progressing satisfactorily and with a genuine effort, he/she would be terminated and the process would be stopped at that time. Mr. Smith seconded the motion and it passed.
Mr. Keahey expressed his concern that conflicts could occur if the policy was different than what is written in the Faculty/Professional Staff Handbook. Dr. Taylor said that the existing policies in the Handbook are not being changed, only that the post-tenure review policy will be added to the process. He also said that he hopes to have a new edition of the Handbook by August 15 for the General Faculty Meeting. Mr. Malone stated that the post-tenure review policy should be reviewed by the University’s attorney prior to implementation.
8. STUDENT AFFAIRS ITEMS
Dr. Wood reported that enrollment for the Spring Quarter of 1999 was 1708, as compared to 1686 in the Spring Quarter 1998. He said indications are that the Summer Quarter will be about three or four students less that last Summer Quarter. Dr. Wood said that pre-registration for the Fall Semester has been completed and it indicates enrollment would be down about forty students from last year.
Dr. Wood said that the semester conversion will begin in August 1999, and that he has two concerns – 1) decrease in enrollment and 2) financial impact it may have on the institution.
Dr. Wood said that notification had been received that the Upward Bound grant in the amount of $248,000 per year for the next four years had been approved. He also reported that several groups will be on campus this summer which will generate a good sum of revenue.
9. UPDATE ON RE-ROOFING/LIGHTING OF FIELDS
Mr. Noland reported that the re-roofing project is underway and should be completed by October 10, and the contract has been signed to have the lighting installed at the intramural/softball complex. He also said that the Southern Company had begun work on the heating/air-conditioning of Wallace Hall.
10. PRESIDENT’S OVERVIEW ON PLANNING PROCESS
President Roach thanked all of the people involved in making the move from Wallace Hall for the summer in order for the Southern Company to perform the heating and cooling work.
Dr. Roach said that he is still in the first budget cycle since he became President and stated that the planning process would be one of his main focuses at the University. He wants to look at the mission and goal statements, facilities planning, recruitment planning, and all other areas. Dr. Roach said that reviewing of the areas did not necessarily mean they would be subject to changes. He wants to look at the "core value" of each area, i.e. determine those qualities that are the most important to the University.
Dr. Roach said that a planning retreat will be held on June 14, at which time he will announce the committee appointments to look at all areas. The committees to be named are: Academic Programs, Enrollment/Admissions/Recruitment, Financial Planning, Facilities Planning, Intercollegiate Athletics, Organizational, and Development Planning.
Dr. Roach said that each committee would be responsible for reviewing and evaluating the area to which they have been assigned and would make recommendations to him. These recommendations will then be reviewed by the President’s Council, and the President will send a draft of the recommendations pertaining to the planning process of the University to the trustees prior to the September meeting.
Mr. Boyd asked what period the range of planning would cover, and Dr. Roach replied that it would be for three-to-five years. Dr. Pruitt said that no facilities plan would be developed by the Land Use and Facilities Committee until an academic plan has been presented. Mr. Boyd said it would be helpful if a financial statement of the University could be provided to the Board. Mr. Noland said this report is done usually in February or March each year, and he said he would send the trustees a copy. Mr. Malone said that the Budget Committee plans to be more active with the budget planning process this year and asked if the Board members would be a part of this strategic planning process. Dr. Roach said the trustees would certainly be welcomed as part of this process.
11. REMARKS BY FACULTY SENATE AND STAFF SENATE CHAIRS
Dr. Kathleen Pittman (Faculty Senate Chair) and Mr. Lawson Edmonds (Staff Senate Chair) expressed their appreciation to the Board and the University during their terms. Mr. Archie Hooper (SGA President for 98-99) also expressed his appreciation for the cooperation he and the Student Government has received this past year, and thanked the Board for approving the projects, such as the lighting of the softball/intramural fields, heating/cooling of Wallace hall, and the lighting of the loop road.
12. OTHER
Mr. Spruiell gave a legislative update on the 1999-2000 State appropriation. He said the $8,967,295 has been approved by the Conference Committee, which is a 6% increase over last year, it has also been approved by the House, and is expected to be voted on in the Senate on Wednesday. Along with the appropriation, Mr. Spruiell said UWA is to receive a $1 million conditional appropriation. He also reported that the "Lottery Bill" has passed which will offer scholarships for high school students to attend the college of their choice if a "B" average is retained. Dr. Pruitt, on behalf of the Trustees and others, moved to present to Mr. Terry Bunn, dba S.T. Bunn Construction Company, a resolution of appreciation for the paving work that his Company has provided on campus. Mr. Smith seconded the motion, and it passed unanimously.
Mr. Minus moved that the President notify the Governor that UWA supports his plan for the lottery and higher education, and Mr. Smith seconded the motion. Mr. Boyd said that University should not become involved in political matters. The motion passed, with Mr. Boyd opposing.
Mr. Boyd said that faculty salaries should be a high priority in the budget planning process, and that a 4% additional increase should be given to the faculty above the amount everyone else receives. He also said the University should pursue depositing funds with other banks in the service area, not just local banks.
Mr. Boyd moved that the September meeting be held on September 13, instead of September 6, which is Labor Day Holiday. The motion was seconded by Mr. Malone and it passed.
At 12:10 p.m., Dr. Pruitt asked that the Board go into an executive session.
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The Board reconvened into a regular session at 12:25 p.m., and Mr. Minus moved to recess this meeting, subject to a call by the Chair. Dr. Pruitt seconded the motion, and the motion passed.