FLORIDA A & M UNIVERSITY BOARD OF TRUSTEES

Transcription

1 0 0 FLORIDA A & M UNIVERSITY BOARD OF TRUSTEES IN RE: SPECIAL COMMITTEE ON PRESIDENTIAL EVALUATION / TRUSTEE MEMBERS: KIMBERLY MOORE, CHAIR RUFUS MONTGOMERY KELVIN LAWSON TONNETTE GRAHAM BETTYE GRABLE TOREY L. ALSTON SPURGEON McWILLIAMS DATE: TUESDAY, JUNE, 0 TIME: LOCATION: REPORTED BY: COMMENCED AT: : P.M. CONCLUDED AT: : P.M. GRAND BALLROOM, FAMU CAMPUS TALLAHASSEE, FLORIDA NANCY S. METZKE, RPR, FPR COURT REPORTER C & N REPORTERS POST OFFICE BOX 0 TALLAHASSEE, FLORIDA -0 (0) - / FAX (0) - nancy@metzke.com candnreporters.com

2 0 0 ALSO PRESENT: Robert Woody Belinda Shannon Karl White Cleve Warren * * * *

3 0 0 SPECIAL COMMITTEE ON PRESIDENTIAL EVALUATION TRUSTEE MOORE: I officially call the Presidential Evaluation Committee meeting to order. If I could get a roll call, Attorney Barge-Miles. ATTORNEY BARGE-MILES: Trustee Moore. TRUSTEE MOORE: Here. ATTORNEY BARGE-MILES: Trustee Alston. TRUSTEE ALSTON: Here. ATTORNEY BARGE-MILES: Trustee Grable. (NO RESPONSE). ATTORNEY BARGE-MILES: Trustee Graham. TRUSTEE GRAHAM: Here. ATTORNEY BARGE-MILES: Trustee Lawson. TRUSTEE LAWSON: Here. ATTORNEY BARGE-MILES: Trustee McWilliams. (NO RESPONSE). ATTORNEY BARGE-MILES: Trustee Montgomery. CHAIRMAN MONTGOMERY: Here. ATTORNEY BARGE-MILES: Madam Chair, you have a quorum. TRUSTEE MOORE: Thank you very much. Our first item of business is a single action

4 0 0 item, and it's approval of the minutes dated April 0th and May th. I would like to entertain a motion for approval. TRUSTEE LAWSON: So move. TRUSTEE ALSTON: Seconded. TRUSTEE MOORE: Okay. It's been properly motioned and seconded that the minutes for April 0th and May th respectfully be approved. All those in favor, please acknowledge with the sign aye. (AFFIRMATIVE INDICATIONS). TRUSTEE MOORE: Opposers. (NO RESPONSE). TRUSTEE MOORE: Okay. It is absolutely accepted. Our next items are informational in nature. It's to bring you up to speed regarding the two charges that this Presidential Evaluation Committee has, the first of which involves review and evaluation of our President, and the second involves approval of 0/0 goals and objectives. The first item, and you'll note that there are supplemental documents that follow your agenda, is a timeline review. I would draw your attention to

5 0 0 this document and, actually, Page of it, and you'll see listed in red where we are in our efforts. We have completed all milestones stated, briefly. We are at this juncture where we have received the President's self-assessment and we are now in the full evaluative phase for the Board with the deadline being July th that your responses will be submitted on or before. Comments, questions? Otherwise, we are moving forward the timeline with no delays in sight. (NO RESPONSE). TRUSTEE MOORE: Okay. I will move then generously down to Item B, evaluation and submission process. There is not a document that corresponds to that; it's just more informational in nature, making sure that you understand the submission process included in the communication that went out earlier in the week. It pointed to not only the deadline but the process for submitting your evaluation. The evaluation lays out the address as well as the custodian of records who will maintain that information. I wanted to make sure that if there were any questions that those were addressed

6 0 0 at this time. (NO RESPONSE). TRUSTEE MOORE: Okay. The next item, Item C, the report summary. I wanted to give you some insight as far as the conversations that have taken place with myself, along with Attorney McKnight, regarding format. Here is what is being proposed as that report summary. That, of course, by way of our process, will involve having a conversation with President Mangum to go over those draft results. And, of course, the Committee then accepting those or reviewing and approving those results and ultimately presenting that information to the full Board for approval. In terms of the information that will be captured during that reporting summary, it will include an at-a-glance of how each of the individual Trustees voted by category. There will be a cumulative column that captures what I call both the quantifiable, the number, how many voted for one of the three categories or areas in terms of satisfaction level; it will also include a highlight in terms of what was the majority rating for that category. Again, it's a two-parter. The second part of

7 0 0 which will involve an at-a-glance of any and all comments collected and provided by each of the Trustees. Again, this is concept at this juncture, but without any, I guess, objections to moving forward, that is what you will see in terms of a summative document. Comments, questions? (NO RESPONSE). TRUSTEE MOORE: Okay. You all are easy, or either just maybe worn down. We will transition to our next item, which is Item, and that's the 0/0 priority goals and objectives. You do have this document in your packet. I will share with you that per the request of the Committee, President Mangum has moved forward and added the additional items that were requested. They included not only highlighting the goals and objectives that she was proposing, but also indicating what the performance metric would be in terms of measuring it and, for our ability, to know whether it was met; and also identifying whether this was an ongoing goal or a new goal that was being presented for your view. I would remind you that the goals and objectives in terms of the headings selected, they

8 0 0 are in alignment with the 00/00 plan that was approved by this Board sometime ago. So that is where you draw that information. TRUSTEE ALSTON: Madam Chair. TRUSTEE MOORE: Sure, Trustee Alston. TRUSTEE ALSTON: Yes, thank you so much. And the reason I don't have any comments previously is because you've done a thorough job. But let me just ask this first, I think the question I originally had on the '/', the goals and objectives, I know that some of the performance metrics -- the quantitative numbers, I know I think we had that conversation -- do we know what that baseline is, so going from what to what, or what are we are comparing it to? And, of course, that applies to several different categories. TRUSTEE MOORE: Absolutely. Here is where we are, the document that follows the annual goals and objectives includes a listing of the Committee action items. Those action items, including the one that you asked for specific to the trend lines, establishing a benchmark, they are still listed in a pending status. I wanted to bring this before your attention. I know that -- and honestly, if we can go in

9 0 0 order, the first one relative to identify and contacting four to five institutions to determine how they are effectively measuring the president and what goals and objectives they have in place, you will find that we are going to go over that next. That is available. What is not complete on this task right now and what was actually tied to this Committee is also finding out what those other SUS institutions have in place relative to their procedures. So this could be something that could be adopted, looked at moving forward and in the future. I would note that Joyce Ingram, the team, she has done an exceptional job in pulling together a huge handy-dandy notebook of material from across not only the State of Florida -- and this has been in collaboration with Attorney McKnight and Attorney Barge-Miles, but a tremendous job in pulling information together that I think will put us in a better position as we go forward next year. The other two pending items, the second one brought up by Trustee McWilliams was regarding facility usage and what our process was because there is a goal that's tied to that, that is still

10 0 0 0 pending. And then Item is still pending relative to the benchmark data. I have spoken with President Mangum and she is aware, and she has communicated that to the staff as well, that this information is needed prior to this Board's approval and adoption of 0/0 goals. I would share with you that our date for approval, it says on or before July st, so we will have to reconvene, but time is of the essence in terms of providing that information. And I'd probably, at this juncture, just engage President Mangum in asking for her comments on those two items. PRESIDENT MANGUM: We were in the process of gathering -- well, the process and procedure, I think there may have been some confusion on our part about who held the process and who was actually keeping count. So the facilities staff is looking at the count because we have requests for use of facilities by different organizations and they have to go through an approval, so we have to gather those accounts. The process, whether or not, is with the external relations people or with the facilities

11 0 0 people. We just have to have those groups get together to coordinate the response. And with vacation schedules, we have not been able to, I think, put the data table together unless VP -- I'll yield to VP Cassidy. TRUSTEE MOORE: Absolutely. PRESIDENT MANGUM: He has some updated information. Thanks. TRUSTEE MOORE: Thank you. VICE PRESIDENT CASSIDY: Since yesterday afternoon and this morning, I've received about five or six different reports from different venues and different people who schedule events and set up events at various places on the campus. Because of the other things we've been doing today, I haven't had a chance to review them, but I currently expect that we should be able to -- I'll be able to review, and if there are any clarifications that are needed, we should be able to have that data to you, I think realistically, by Thursday in terms of the baseline on those things. Those things have been coming in but just haven't had -- I haven't had a chance to review them and make sure I'm comfortable that we've met the requirements of what you're looking for.

12 0 0 TRUSTEE MOORE: Thank you very much, VP Cassidy. Thank you very much, President Mangum, and I'd probably also lean to you and ask just for your feedback on the evaluation process because it has been a collaborative effort in terms of engaging in probably lots of s from me as well, but certainly engaging from your perspective any thoughts. PRESIDENT MANGUM: Well, now that I understand the entire process, it seems to be a very reasonable one and works well for us getting the metrics and thinking about them and also a way to organize how we report on our campus activity. It continues to inform me about how to get the data on some of the objectives that we have, especially -- this one is a really good example because we want to invite the campus -- and more people to the campus, to use it, because it's a source of revenue for facilities use. And I get a lot of requests for waivers for facilities use, so for me it's a valuable proposition for the University as well as also making it available and open to the community. So the kinds of questions that are being asked

13 0 0 and the metrics are very helpful and informative because then we can actually pinpoint our impact rather than just having a sense that people -- more people are here and present. We can plan for it and also use it as a revenue source. TRUSTEE MOORE: Okay. Well, thank you for that feedback. Questions as we transition into the at-a-glance document that we do have available and has been provided? (NO RESPONSE). TRUSTEE MOORE: If not, then we'll move forward with the Presidential goals comparison document that was requested and that was generated by way of the Committee. You will find that regarding this document there were five institutions part of the SUS that were reviewed. The category in terms of criteria that we looked at was they met the research university criteria and it also aligned with being included in our 0 work plan. Of those five institutions, I have made some observations for you, and certainly you can draw your own conclusions on this; but on the very back, the second page, the general observations were that

14 0 0 0% of the SUS institutions included as a goal when measuring the overall effectiveness of their president the following: Student success; distance learning; research; fundraising; athletics; value partnerships; recruit high quality faculty; and diversity. I think the next question that would probably come to your minds is whether those are already reflected in the draft goals that were provided by the President, and I will tell you that I have confirmed that as well. So we are not off base in our thinking, and certainly the information that's being shared has been shared already by President Mangum. Our next step in this process, finally, will include receipt of the backup or supplemental documentation that will be coming from VP Cassidy; otherwise, we should be in a very good position to move forward and complete both of the objectives tied to this particular Committee. TRUSTEE ALSTON: Madam Chair. TRUSTEE MOORE: Yes, sir. TRUSTEE ALSTON: And thank you so much for this comparison. So this really shows that we have a real comprehensive tool as we are looking at all

15 0 0 of the goals for the University. TRUSTEE MOORE: You're absolutely right, Trustee Alston. Other comments? TRUSTEE LAWSON: Just a question and I'm looking at the Presidential goals comparison, and it's on the second page: Legislative goal, re -- really referencing funding. And I'm trying to recall if we had a specific target at one point for -- because I think this relates to state appropriations, if I'm not tracking correctly. But I thought we at least had a target in mind, either percent increase over a year ago or a specific target in mind, but I just don't see a green check mark. That's what really prompted me because I thought we had a goal in that space. TRUSTEE ALSTON: It was fundraising. TRUSTEE MOORE: I will confirm that. I do recall, again, from our conversations that when we've identified what our focus would be regarding a legislative agenda that there was a dollar figure attached to that. So I would actually task Attorney Barge-Miles with verifying the complete list as well as providing what that number is. TRUSTEE LAWSON: And then, also, in the area

16 0 0 of fundraising and the strategic initiatives, typically we've asked the President to commit to a dollar amount in that area. You know, for various reasons, you know, we may or may not be at the number, but I know that previously the Foundation would always give us an update, kind of where we stood with the major fundraising effort. So I would just say, you know, I think the more specifics we can put in here the better, you know, because it gives us clarity around what we're driving toward and I think, you know, gives the President clarity around, am I there, close, not there, et cetera. So that's all I'd ask, not to go through each one individually, but that we relook at them to have as many specifics in them as we can because, again, historically, even around student population, we've had the access and opportunity target; we've had a total enrollment target; we've had a total capital campaign or fundraising target, et cetera. Some of these -- I think these are good, but I'd just ask us to just, you know, just take a second look at them from the standpoint of, you know, can we create specific targets? And also just the doability. I see one around, you know,

17 0 0 maintaining a status in U.S. News and World Reports. That may be a little out of our control, so just from the standpoint of doability. You know, are we asking for things that are outside of the President's control. I mean I'm not sure if she can control whether or not U.S. News and World Reports or Princeton Review think we're in great shape or not. So let's just relook at these for what's in her control -- TRUSTEE MOORE: Right. TRUSTEE LAWSON: -- what's out, and then as many specific targets as we can. TRUSTEE MOORE: I would offer two comments. TRUSTEE LAWSON: Yes. TRUSTEE MOORE: And certainly the ability, too, for President Mangum to chime in. Relative to U.S. News, this was actually a goal that was put forward by President Mangum. TRUSTEE LAWSON: Okay. TRUSTEE MOORE: And from my own individual perspective, I would see this as a stretch goal. And whenever you are setting goals, stretch goals are absolutely important, they move you to the next level. With regard to the major fundraising, on

18 0 0 Page of the goal document, from my vantage point, it lists as a metric a plan, and the plan would include a number. Am I off base with that? (PRESIDENT MANGUM SHOOK HEAD). TRUSTEE MOORE: Okay. So it would include a number that could be measured and that we could determine whether that goal was met. TRUSTEE LAWSON: Met or not. TRUSTEE MOORE: Other questions? Yes, Trustee Grable. TRUSTEE GRABLE: Under Presidential goals comparison, if we can go down to the research, and we do have improve faculty scholarship and research, and it has publications in parentheses. And some of you from the Academic Affairs meeting on May th may recall that one of the issues that we added to the work plan was faculty work loads and course loads, and that really would impact the research evaluation topic, and I think that should be included there. TRUSTEE MOORE: Okay. And noting that factor, that the workload -- TRUSTEE GRABLE: Faculty, yes, we would say faculty workloads and course loads because that directly influences faculty scholarship and

19 0 0 research. TRUSTEE MOORE: Okay. TRUSTEE GRABLE: And we added that to the work plan, so I thought it would be appropriate to add that. TRUSTEE MOORE: Absolutely. We will definitely capture that with an asterisk and note. Other comments related to this item? (NO RESPONSE). TRUSTEE MOORE: If not, we'll transition to miscellaneous, and I will assume that there is also no miscellaneous topics to cover. I would be remiss, not related to the Presidential Evaluation Committee though, if we did not recognize our very own Trustee Graham who got perfect placement, if you will, in today's newspaper regarding her success. So if we could take this moment to acknowledge her success. (APPLAUSE). TRUSTEE MOORE: And we are very proud of you, and certainly you are serving us well as well as the State of Florida. To that end, let's consider this meeting adjourned.

20 0 0 0 (WHEREUPON, THE PRESIDENTIAL EVALUATION COMMITTEE WAS ADJOURNED). * * * *

21 0 0 STATE OF FLORIDA ) COUNTY OF LEON ) CERTIFICATE I, NANCY S. METZKE, RPR, FPR, certify that I was authorized to and did stenographically report the foregoing proceedings and that the transcript is a true and complete record of my stenographic notes. DATED this th day of July, 0. NANCY S. METZKE, RPR, FPR Court Reporter

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