March 29, 2006
Guilford College Board of Trustees
Meeting Digest
February 2006
The Board of Trustees met Feb. 24-25, 2006. Following is a digest of board meeting activity (board action in bold italics):
PLENARY SESSION
President’s Remarks
In his remarks, President KENT CHABOTAR recalled the campus tribute paid to longtime trustee and benefactor STANLEY FRANK, who died Jan. 2. He also reminded trustees that Dean for Continuing Education BILL STEVENS has announced that he will retire at the end of this academic year.
The president noted:
• The $2 million renovation of Armfield Athletic Center is underway, King Hall renovations are being completed and brick patio and walkways are being installed in front of Dana Auditorium.
• More than 3,100 applications have been received for fall 2006, which represents a new record. The 110 vacancies in residence halls and a slightly less than expected spring 2006 enrollment were noted.
• As part of the process for reaffirmation of accreditation by the Southern Association of Colleges and Schools (SACS), the compliance certificate and supporting documents are due March 15. The Quality Enhancement Plan will be submitted in August, a SACS on-site team will visit campus in November and the reaffirmation decision will be announced by SACS in June 2007.
• Five sets of quantitative strategic indicators, designed to measure progress toward the three continuing goals and two operational goals of
The Strategic Plan for Guilford College 2005-2010: Creative Leadership for the 21st Century, have been updated and communicated.
• During November and December, about 130 faculty and staff completed the Group Management Questionnaire per the strategic plan. Generally, respondents were very positive about sense of purpose and direction, campus climate and other aspects of effective management. One lower score expressed the need for more rewards and expressions of appreciation.
Campus Master Planning
President Chabotar stated that the current draft campus master plan is the result of a journey that began in 2002 with the initial stages of the strategic planning process which led to trustee approval of the strategic plan in October 2004. The draft campus master plan and accompanying maps offer a preliminary view of master planning ideas that will provide direction for the college through 2016.
The president stated that the four important components of a campus master plan are functionality, appearance, capacity and efficiency. He affirmed that the quad would remain the centerpiece of the campus.
Elements of Phase I (2006-2010) include Founders Hall renovation (Phases 2-4), new academic/administrative space, recycled academic/administrative space, practice fields, Armfield Athletic Center, parking and quad improvements and a residence hall. Projected cost is $19 million.
Elements of Phase II (2011-2016) include Founders Hall (Phases 5-6), Advancement Complex, theatre addition and new academic/administrative space. Projected cost is $16 million.
The projects outlined in the draft campus master plan will be funded entirely by gifts to the college. In addition, about $4 million of the college’s operating budget will be spent annually in major facilities maintenance projects.
The results of a recently completed space needs study determined that the college will need a total of at least 389,000 square feet of assignable space by 2010, which is 37,000 square feet more than the current inventory. One of the most pressing space needs is additional academic instructional spaces and faculty office spaces. During the course of the space needs study, data analyses revealed that the college currently utilizes classrooms an average of 28 hours per week. It has been agreed that the average will be increased to 32 hours per week per classroom.
Two priorities have evolved throughout the campus master planning process:
• The expansion/renovation of campus facilities to support the growth in enrollment as outlined in the strategic plan, i.e., 3,300 students by 2010.
• The renovation of Founders Hall, which is planned in six phases (Phase 1 already completed).
After further refinement, the draft campus master plan will be presented to trustees for approval in June 2006. The principles of campus master planning will be approved in June, not specific projects.
FULL BOARD MEETING
Following some welcoming remarks, Chair JOE BRYAN JR. ’60 read a minute of appreciation for longtime trustee STANLEY FRANK.
Philanthropic Market Study (Campaign Feasibility) Report
Capital campaign consultants Peter Fissinger and Tamara Michel of Campbell & Company and Vice President for Advancement MIKE POSTON reported on the philanthropic market study. This study was comprised of the fundraising history of the college, an audit of the Advancement Office staff, and a review of the capital campaign methodology based on the mission of the college and tethered to the strategic plan.
Fissinger said the fundamental criteria for successful fundraising include a case for support, volunteer leadership, potential for support and internal preparedness.
Based on its study, Campbell & Company recommended that:
• Guilford should continue planning for 12 to 18 months before launching a comprehensive capital campaign for 2007-2012 with a minimum goal of $75 million to support the key initiatives in the strategic plan;
• Guilford should increase the number of donor prospects to a level needed to drive the campaign to success.
Upon recommendation of the Advancement Committee, the Board of Trustees approved the planning of a capital campaign during the period February 2006 through October 2007.
Board Development: Quaker Business Procedures
Vice Chair of Board Development MARTHA SUMMERVILLE ’76 engaged trustees in a presentation and discussion of the foundations of Quaker business practices and decision making processes grounded in Quaker principles and procedures. She stated that when gathering in Quaker business procedures to make decisions, the assumption is that there is an invitation to tap the energy of the Spirit that lies both within each individual and beyond each individual. Summerville emphasized that a group in unity will work more effectively and be more fully engaged when working in tune with these Quaker principles. She provided additional materials on the topic.
Committee Reports
Academic Affairs Committee
• The committee discussed development of the Quality Enhancement Plan since the October trustee meeting, when the general topic, “Enhancing Student Writing as a Foundation for Principled Problem Solving,” was approved. The QEP is a requirement for reaffirmation of accreditation by the Southern Association of Colleges and Schools. In March, faculty approved a focal point for the plan, i.e., writing within academic programs. Faculty will develop writing courses that teach students to learn specialized writing skills particular to their fields of study. The process for comparing Guilford students to students nationally and at peer and competitor colleges will be a focused element of the plan. KEN GILMORE, associate professor of political science, heads the committee developing a full QEP proposal which will be submitted for approval by trustees in June.
• The committee was asked to consider the granting of an honorary degree by the college. Preliminary research and discussions have been undertaken by the committee in order to act on this request. Bylaws state that trustees have the authority to approve all earned and honorary degrees as the faculty shall recommend. No procedures or criteria for honorary degrees have been identified. The committee requested trustee approval to convene an ad hoc committee, consisting of three trustees and three faculty members, who would perhaps develop a draft proposal for board review and discussion regarding the granting of honorary degrees.
• With the endorsement of President Chabotar, the committee recommended tenure for GEORGE GUO, associate professor of political science, and LISA McLEOD, assistant professor of philosophy.
The Board of Trustees approved the convening of the ad hoc committee and granted tenure to the two faculty members.
Buildings and Grounds Committee• CHARLIE HENDRICKS ’40, in his Last Will and Testament, gifted his residence, located at 1101 New Garden Road, to the college. Senior Director of Development ANNE HURD reviewed the directives from the Will regarding the disposition of the property; additionally, she offered a summary of remarks from Bill Pleasants, executor of the Hendricks estate. Trustee VIC COCHRAN ’71 and Director of Facilities and Campus Services JON VARNELL commented on the report of an analysis of the property and residence. The committee, after due deliberation, recommended that it would be in the best interests of the college to sell the property and residence.
The Board of Trustees approved the sale of the Charlie Hendricks property and residence located at 1101 New Garden Road.Finance Committee
• The committee presented a proposed college for fiscal year 2006-07 that was developed in accordance with
The Strategic Plan for Guilford College 2005-2010: Creative Leadership for the 21st Century and with the charge delivered by President Chabotar to the committee in fall 2005. The proposed budget provides continuing support for the implementation of the strategic plan and it represents another significant step towards continual restoration of financial equilibrium. The proposed budget protects the college’s core mission and long-term financial well-being, while maintaining a commitment to the future vision as outlined in the strategic plan. The budget is balanced with revenues and expenditures of $61.3 million. Highlights include total enrollment increasing by 7 percent; endowment spending rate of 5 percent; additional faculty and staff positions (16 FTEs); an overall salary and wage increase of 6.0 percent for faculty and 5.5 percent for staff, and an increase in tuition/fees/board charges averaging approximately 5.5 percent.
The Board of Trustees approved an average increase of 5.5 percent in tuition, fees, room and board for FY 2006-07 and also approved the operating budget as presented for FY 2006-07. Investment Committee
• The committee reported that the value of the college’s endowment as of Dec. 31, 2005, was $55 million. The current desired rate of endowment spending (5 percent) is being accomplished. Contributions to the endowment will be a focus of the upcoming capital campaign. Endowment investments are continually reviewed and monitored with outside investors.
Quaker Life Committee
• The committee, together with SEKINAH HAMLIN, director of multi-cultural education, requested trustee approval to move forward with planning an anti-racism training session for trustees during the October 2006 meeting.
The Board of Trustees approved the planning and scheduling of anti-racism training for the board during the October 2006 meeting.
Student Affairs Committee
• The feasibility of an athletic conference change and the possible move to NCAA Division II status are being studied and reviewed. These ongoing discussions will continue for some time.
• After due process and extensive discussions in response to students’ requests and petitions, it was recommended by the committee that gender-blind housing is not a good idea for the college to adopt at this time.
Trusteeship and Governance Committee
• The committee informed trustees that in response to the Southern Association of Colleges and Schools’ recent interpretation of Comprehensive Standard 3.2.5 of The Principles of Accreditation, SACS now requires that the institution not only provide in the bylaws that trustees may only be dismissed for cause but that the causes are listed. Therefore, the Bylaws of Guilford College need to be amended to include clear statement of the causes and definition of due process. Notice was given of this bylaws amendment that will be presented for trustee approval during the June 2006 meeting:
• In response to a the participation survey distributed to trustees in August and to the redesigning of the purposes and work of a smaller Executive Committee, the Trusteeship and Governance Committee, in consultation with Chair JOE BRYAN JR., drafted 2005-06 trustee committee leadership and membership assignments for approval by the board. The committee also recommended that the Enrollment and Financial Aid Committee be convened only when decisions are necessary and the Planning Committee be convened only when deemed necessary.
The Board of Trustees approved the appointment of trustee committee chairs, vice chairs and membership for 2005-06.
Administrative Updates
SACS Reaffirmation of Accreditation Update
The reaffirmation of accreditation process by the Southern Association of Colleges and Schools (SACS) requires the college to produce two major documents, a Compliance Certification and a Quality Enhancement Plan (QEP) that focuses on measurable student outcomes. The Compliance Certification is due March 15. The SACS off-site review team will respond to the document by mid-May, and the college will have five weeks to submit a Focused Report answering any questions or addressing any problems cited by the off-site team.
The QEP will be submitted to SACS in early September, following approval by the Board of Trustees. The SACS team on-site campus visit will occur in mid-November 2006. The purposes of the on-site team’s visit are to follow up on any weaknesses cited by the off-site team and addressed in the Focused Report and to examine the work accomplished in developing the QEP. After the on-site visit, the college will have another opportunity to amend any flaws cited by the on-site team. The SACS Commission on Colleges will announce whether or not the college has been reaffirmed for accreditation in June 2007.
Enrollment Update
For the third consecutive spring semester, Guilford has a set an enrollment record. This semester, 2,552 total students are enrolled. Despite many successes headcount was below projected fall to spring enrollment targets both in traditional and CCE students. The Early College at Guilford targets have been reduced to 85 students per semester for the next four years. Traditional-student headcount was 12 below expectations. CCE enrollment attained the budgeted headcount; however, the hours per student for spring semester declined to 10.7 from the budgeted number of slightly over 11.0 per CCE student.
More than 3,100 traditional student applications have been received for fall 2006, and approximately 165 students are on the wait list. With the substantial increase in applications, admission staff has been more selective with offers of admission. Budgeted goals are 431 first year students and 75 transfer and readmitted students. CCE summer and fall recruiting efforts are underway. Early indications are that applications for both these sessions are very strong.
FY 2005-06 Budget Update
The forecast for FY 2005-06 still includes the projection of a balanced operating budget, even though the major operating revenue component, tuition and fees, is less than anticipated because of a shortfall (about $200,000) in spring traditional and CCE enrollment revenue. It is anticipated that the loss in revenue will be offset by increases in other areas, i.e., summer school enrollment and the net revenue from the new student apartments that had not been budgeted.
Acknowledgement of Retirement
Dean for Continuing Education BILL STEVENS, whose innovative leadership helped quintuple adult enrollment in the past five years, announced that he will retire at the end of this academic year. He has served 24 years as a faculty member and administrator. Chair JOE BRYAN JR. and other trustees offered statements of gratitude to Dean Stevens for his strategic leadership, data analyses, and marketing abilities that grew the CCE program to record levels of enrollment and provided increased revenue greatly needed by the college.
Additional Action Item
The Board of Trustees moved its Spring 2007 meeting from previously scheduled June dates to May 18 and 19.
