Board of Trustees

Proposed Agenda
July 13, 2018
8:00 a.m. – 2:30 p.m.
Elevation Hotel, Mt. Crested Butte

8:00 I. Approval of the Agenda

8:05 II. Executive Session

Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S.

9:30 Break

9:45 III. Discussion Topics

A. Capital campaign (Kellogg Organization to participate)
B. Marketing and Enrollment update
C. 2018-2023 Strategic Plan and Implementation Plan

12:00 Break / Working Lunch on discussion topics

1:30 IV. Action Items

A. 2018-2023 Strategic Plan
B. FY2019-20 capital construction and controlled maintenance request

2:30 V. Adjournmen

Proposed Meeting Agenda
October 4, 2018
12:00 p.m. – 5:00 p.m.
University Center, Western Colorado University

12:00 I. Approval of the Agenda

12:05 II. Executive Session

Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S.

12:45 III. Approval of Minutes for the Board of Trustees Meetings of May 4, 2018, June 11, 2018, June 15, 2018 and July 13, 2018.

12:50 IV. Action Items

Revised 2018-19 Board of Trustees meeting schedule
Affirmative Action Program
Roll-call vote on support for W.A. “Tex” Moncrief, Jr. petroleum geology program per Rady agreement
Proposed curriculum changes for 2019-20
FY2018-19 current funds budget amendment
Foundation MOU
Personnel action and information items
2:00 Break

2:15 V. Discussion Topics

A. Project Leo update
B. Community housing update
C. Western 2017-18 Administrative Annual Report- Draft

3VI. Written reports

A. FY2017-18 final student enrollment report
B. Financial and capital construction report
C. Organizational chart
D. Campus updates

4:00 VII. Oral Reports

A. Board Chair
B. President
C. Student Trustee
D. Faculty Trustee
E. Faculty Senate Chair
F. Foundation Executive Director

4:55 VIII. Public Comment

5:00 IX. Adjournment

Proposed Special Meeting Agenda
October 9, 2018
9:00 a.m. – 10:00 a.m.
Taylor 325, Western Colorado University

I. Approval of the Agenda

II. Action Items

A. Curriculum Changes
B. Western/Foundation MOU

III. Adjournment

Proposed Meeting Agenda
of the
Ad Hoc Committee on Housing of the Board of Trustees
November 8, 2018
8:30 a.m. – 9:30 a.m.
Taylor Hall 325, Western Colorado University

I. Selection of Chair

II. Review of Agenda

III. Discussion Items

A. Brief history of housing issues
B. Considerations about why housing is important
C. New business regarding housing
D. Financial ratios
E. Foundation thoughts
F. Partnership options
G. Additional criteria
H. Future meeting(s)
I. Announcements

IV. Adjournment

Proposed Meeting Agenda
of the
Ad Hoc Committee on Housing of the Board of Trustees

November 27, 2018
8:30 a.m. – 9:30 a.m.
Taylor Hall 325, Western Colorado University
Phone # 1.866.899.4679 – Access Code – 662.049.845

I. Approval of Minutes

II. Consensus items

III. Review of Agenda

IV. Discussion items

A. Items not yet covered from prior agenda, if any
B. New business regarding housing
C. Foundation thoughts
D. Partnership options
E. RFQ/RFP Selection Framework (priorities and criteria)
F. Recommendations to the Board of Trustees

V. Public input

VI. Future meetings

VII. Announcements

VIII. Adjournment

December 13, 2018
10:00 a.m. to 3 p.m.
University Center, Western Colorado University

10:00 I. Approval of the Agenda

10:05 II. Executive Session
Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S. and to consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

11:00 III. Approval of Minutes for the Board of Trustees Meetings of October 4, 2018 and October 9, 2018.

11:05 IV. Action Items

A. Personnel Action and Information Items
B. Western 2017-18 Administrative Annual Report-Final and Executive Evaluation
C. Assumption of Western Colorado University Foundation Debt
D. Appointment of Ex-Officio Foundation Board Member
12:00 Lunch Break

12:15 V. Discussion Topics
A. FY2017-18 Financial and Compliance Audit
B. Report from the Ad-Hoc Committee on Housing
C. Project Leo Update
D. Capital Campaign Update

2:00 VI. Written reports
A. Department of Higher Education Budget Request
B. 2019-20 Board of Trustees Meeting Schedule-Draft
C. Marketing and Recruitment Report
D. Financial and Capital Construction Report
E. Organizational Chart
F. Campus Updates

2:15 VII. Oral Reports
A. Board Chair
B. Student Trustee
C. Faculty Trustee
D. Faculty Senate Chair
E. Foundation Executive Director
F. President

2:55 VIII. Public Comment

3:00 IX. Adjournment

Proposed Meeting Agenda

February 7, 2019
10:00 a.m. – 4:00 p.m.
Warwick Hotel, Denver, Colorado

I. Approve the Agenda

II. Executive Session
Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S. and to consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

III. Approval of Minutes for the Board of Trustees Meetings of December 13, 2018.

IV. Discussion Topics
A. Tuition and Fees Overview
B. FY2019-20 Initial Budget Assumptions: E&G Fund
C. Project Leo
D. Capital Campaign

Break (Working Lunch)

V. Action Items
A. Personnel Action and Information Items
B. Institutional Rebranding
C. FY2019-20 Tuition, Fees, Room and Board
D. FY2019-20 Board of Trustees Meeting Schedule
E. Proposed Curriculum Changes for 2019-20:
a. New B.S. Degree Program in Nutritional Science
​ b. New Writing Certificates: Writing, Professional Writing
​ c. New Emphases in Biology: Comprehensive Pre-Physical Therapy Emphasis; Comprehensive 3+2 Health Sciences Emphasis leading to a Master of Science in High Altitude Exercise Physiology
​ d. New Comprehensive 3+2 Environmental Emphasis in Psychology leading to a Master in Environmental Management
​ e. New Comprehensive 3+2 Emphases in Public History leading to either a Master in Environmental Management or a Master in Gallery Management and Exhibits Specialization
​ f. New Comprehensive 3+2 Emphasis in Art History leading to a Master in Gallery Management and Exhibits Specialization
​ g. New Emphases in the Graduate Program in Creative Writing: Publishing, Nature Writing
​ h. New Humanities and Diversity Minor
​ i. New K-12 Physical Education Minor

VI. Written Reports
A. Marketing and Recruitment Report
B. Financial and Capital Construction Report
C. Organizational Chart
D. Campus Updates

VII. Oral Reports
A. Foundation Executive Director
B. Student Trustee
C. Faculty Trustee
D. Faculty Senate Chair
E. Board Chair
F. President

VIII. Public Comment

IX. Adjournment

Proposed Meeting Agenda

March 28, 2019
10:00 a.m. – 3:00 p.m.
University Center, Western Colorado University

I. Approval of the Agenda

II. Executive Session

III. Approval of Minutes for the Board of Trustees meeting of February 7, 2019.

IV. Action Item

Personnel Action and Information Items
Proposed Curriculum Changes for 2019-20:
New Comprehensive 3+2 Emphasis in Business Administration leading to an Outdoor Industry MBA
New Comprehensive 3+2 Emphasis in Business Administration leading to a Master’s in Environmental Management
New Web Design & Development Minor in both Art and Computer Science
New Sales Minor in Business Administration
New Business Analytics Minor in Business Administration
New Business Law Minor in Business Administration
Naming of the New Fleet Maintenance Garage
Break/ Working Lunch

V. Discussion topics

Fiduciary Training by Attorney General’s Office
Institutional Budgeting and FY2019-20 Draft Current Fund Budgets
Capital Campaign
VI. Written reports

Faculty and Staff Salary Report
Marketing and Recruitment Report
Campus Updates
Organization Charts
VII. Oral Reports

Foundation Executive Director
Student Trustee
Faculty Trustee
Faculty Senate Chair
Legislative Update
Board Chair
President
VIII. Public Comment

IX. Adjournment

[

Proposed Meeting Agenda

June 24, 2019
9:00 a.m. – 9:30 a.m.
Taylor Hall 325, Western Colorado University

9:00 I. Approval of the Agenda

9:05 II. Action Items

A. University Acquisition of Foundation Buildings

9:25 III. Public Comment

9:30 IV. Adjournment

Proposed Agenda

July 11, 2019
2:00 p.m. – 5:00 p.m.
Elevation Hotel, Mt. Crested Butte

2:00 I. Approval of the Agenda

2:05 II. Executive Session

Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S.

3:00 III. Action Items

A. FY2020-21 Capital Construction and Controlled Maintenance Request
B. Controlled Maintenance Contract for Roofing Projects
C. Freedom of Expression Policy

4:00 Break

4:15 IV. Discussion Topics

A. Overview of Western/CU Partnership Program
B. Faculty Housing Update

4:55 V. Public Comment

5:00 VI. Adjournment

Revised Proposed Agenda

July 12, 2019
8:00 a.m. – 2:00 p.m.
Elevation Hotel, Mt. Crested Butte

8:00 I. Approval of the Agenda

8:05 II. Discussion Topics

A. Comprehensive Campaign
B. Campus Updates
C. University Outcomes
D. University Budget Prioritization

10:00 III. Conversation with State Representatives McLachlan and McCluskie

10:30 IV. Discussion Topics Continued

11:30 Lunch

12:00 V. Discussion Topics Continued

1:55 VI. Public Comment

2:00 VII. Adjournment

Meeting Agenda of the Ad Hoc Committee of the Board of Trustees on Housing
August 7, 2019
9:00 a.m. – 10:00 a.m.
Taylor Hall 325, Western Colorado University

I. Introduction

II. Roll Call

III. Ratification of Voting Membership of Committee

IV. Explanation of Needs to Convene Meeting-Tom Burggraf and Erich Ferchau

V. Attorney discussion of any issues and processes in preparation of Public/Private or Public Partnerships—Jacquelynn Rich Fredericks

VI. Vision/Priorities- Thoughts from Committee
A. Fiduciary Duties of Board
B. RFPs
C. Affordability
D. Project Considerations / Housing Objectives: institutional financial support and impact on ratios, management of facility, rent control, ownership, etc.
E. Coordination with City projects and all relevant University and Foundation Staff Members

VII. Public input

VIII. Next Steps and Report to the Board of Trustees

Meeting Agenda of the Ad Hoc Subcommittee of the Board of Trustees on Housing
August 14, 2019
9:30 a.m. – 10:30 a.m.
Taylor Hall 325, Western Colorado University

I. Introduction

II. Roll Call

III. Project requirements for the developers

IV. Western/Foundation housing MOU

V. Public input

VI. Next Steps

Meeting Agenda of the Ad Hoc Subcommittee of the Board of Trustees on Housing
August 20, 2019
2:00 p.m. – 3:30 p.m.
Taylor Hall 325, Western Colorado University

I. Introduction

II. Roll Call

III. Project requirements for the developers

IV. Western/Foundation housing MOU

V. Public input

VI. Next Steps

Meeting Agenda of the Ad Hoc Subcommittee of the Board of Trustees on Housing
August 27, 2019
11:00- 12:00 p.m.
Taylor Hall 325, Western Colorado University

I. Introduction

II. Roll Call

III. Approve meeting minutes from August 14th & 20th

IV. Project requirements for the developer’s continued

V. Western/Foundation housing MOU continued

VI. Public input

VII. Next Steps

Meeting Agenda of the Ad Hoc Subcommittee of the Board of Trustees on Housing
September 9, 2019
12:00- 2:00 p.m.
Taylor Hall 325, Western Colorado University

I. Introduction

II. Roll Call

III. Approve meeting minutes from August 14th, 20th and 27th

IV. Project requirements for the developer’s continued

V. Western/Foundation housing MOU continued

VI. Public input

VII. Next Steps

Meeting Agenda of the Ad Hoc Subcommittee of the Board of Trustees on Housing
September 30, 2019
2:00 p.m. – 3:00 p.m.
Taylor Hall 325, Western Colorado University

I. Introduction

II. Roll Call

III. Approve of all minutes of Committee and Subcommittee meetings (5 minutes)
8/7/19 Minutes – DRAFT
8/14/19 Subcommittee minutes – Approved by Subcommittee
8/20/19 Subcommittee minutes – Approved by Subcommittee
8/27/19 Subcommittee minutes – DRAFT
9/9/19 Subcommittee minutes – Approved by Subcommittee

IV. Report from the Housing Subcommittee – Erich Ferchau and others (15 minutes)

V. Report from First Assistant Attorney General, Jacquelynn Rich Fredericks (20 minutes)

VI. Report from Western’s Controller, Erin McKenzie, on ratios (10 minutes)

VII. Discussion of Committee regarding ideas to submit to Board of Trustees (20 minutes)

VIII. Public input (10 minutes)

IX. Finalize points to report to the Board of Trustees’ October meeting (10 minutes)

Meeting Agenda of the Ad Hoc Subcommittee of the Board of Trustees on Housing
October 3, 2019
12:00 p.m. – 5:00 p.m.
University Center, Western Colorado University

I. Approval of the Agenda

II. Executive Session
Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S.

III. Approval of Minutes for the Board of Trustees Meetings of May 3, 2019, July 11, 2019.

IV. Action Items
A. Roll-call Vote on Support for W.A. “Tex” Moncrief, Jr. Petroleum Geology Program per Rady Agreement
B. Strategic Resource Allocation: Statement of Purpose and Guiding Principles
C. Freedom of Expression Statement
D. Proposition CC Resolution
E. Personnel Action and Information Items

Break

V. Discussion Topics
A. Facility Master Plan- Draft
B. Rady Gift Status
C. Comprehensive Campaign Update
D. Faculty Retention
E. Faculty/Staff Housing
F. Western 2018-19 Administrative Annual Report- Draft
G. Statewide Higher Education Funding Allocation Model

VI. Written reports
A. FY2018-19 Final Student Enrollment Report
B. Financial and Capital Construction Report
C. Organizational Chart
D. Campus Updates

VII. Oral Reports
A. Student Trustee
B. Faculty Trustee
C. Faculty Senate Chair
D. Foundation Executive Director
E. Board Chair
F. President

VIII. Public Comment

IX. Adjournment

Proposed Meeting Agenda-Revised
December 12, 2019
9:00 A.m. – 3:00 p.m.
University Center, Western Colorado University

I. Approval of the Agenda

II. Executive Session
Description: To consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

III. Approval of Minutes for the Board of Trustees Meetings of October 3, 2019.

IV. Action Items
A. Western 2018-19 Administrative Annual Report-Final and Executive Evaluation
B. Personnel Action and Information Items

V. Discussion Topics
A. FY2018-19 Financial and Compliance Audit
B. Department of Higher Education Budget Request
C. Comprehensive Campaign Update

Lunch Break

VI. Action Items Continued
C. Strategic Resource Allocation Study

VII. Discussion Topics Continued
D. Facility Master Plan
E. Faculty/Staff Housing and Newman Site Update
F. Project Leo Update

VIII. Written reports
A. 2020-21 Board of Trustees Meeting Schedule-Draft
B. Concurrent Enrollment
C. Marketing and Recruitment Report
D. Financial and Capital Construction Report
E. Organizational Chart
F. Campus Updates

IX. Oral Reports
A. Student Trustee
B. Faculty Trustee
C. Faculty Senate Chair
D. Foundation Executive Director
E. Board Chair
F. President

X. Public Comment

XI. Adjournment

February 6, 2020
Proposed Meeting Agenda
February 6, 2020
10:00 a.m. – 3:00 p.m.
Warwick Hotel, Denver, Colorado

I. Approval of the Agenda

II. Executive Session
Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S., and to consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

III. Approval of Minutes for the Board of Trustees Meetings of December 12, 2019.

IV. Discussion Topics
A. Tuition and Fees Overview
B. FY2020-21 Initial Budget Assumptions: E&G Fund
C. Facility Master Plan
D. Comprehensive Campaign

Break (Working Lunch)

V. Action Items
A. Personnel Action and Information Items
B. FY2019-20 Current Funds Budget Amendment
C. FY2020-21 Tuition, Fees, Room and Board
D. FY2020-21 Board of Trustees Meeting Schedule
E. Proposed Curriculum Changes for 2020-21

VI. Written Reports
A. Strategic Resource Allocation Update
B. Organizational Chart
C. Campus Updates

VII. Oral Reports
A. Student Trustee
B. Faculty Trustee
C. Faculty Senate Chair
D. Board Chair
E. President
F. Legislative Liaison

VIII. Public Comment

IX. Adjournment

Proposed Meeting Agenda
March 26, 2020
10:00 a.m. – 3:00 p.m.
Virtual Meeting
To Join by Computer click here
To Join by Phone Dial 1-646-876-9923; Meeting ID 232 856 583 #

10:00 a.m. I. Approval of the Agenda

10:05 a.m. II. Executive Session

Description: To consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

10:35 a.m. III. Approval of Minutes for the Board of Trustees Meetings of February 6, 2020.

10:40 a.m. IV. Action Item

A. Personnel Action and Information Items
B. Naming and Gift Review Policy
C. Facility Master Plan
D. Moffat Hall Construction Contract
E. Affirmative Action Program

11:45 a.m. Break

12:00 p.m. V. Discussion Topics

A. COVID-19 Update

1:30 p.m. VI. Written Reports

A. Faculty and Staff Salary Report
B. FY2020-21 Draft Current Fund Budgets
C. Comprehensive Campaign Update
D. Strategic Resource Allocation Update
E. Recruitment and Enrollment Report
F. Organization Charts
G. Campus Updates

2:20 p.m. VII. Oral Reports

A. Student Trustee
B. Faculty Trustee
C. Faculty Senate Chair
D. Foundation Executive Director
E. Legislative Update
F. Board Chair
G. President

2:55 p.m. VIII. Public Comment

3:00 p.m. IX. Adjournment

Proposed Meeting Agenda
April 15, 2020
10:00 a.m. – 11:00 a.m.
Special Meeting
To Join by Computer click Here
To Join by Phone Dial 1-646-876-9923; Meeting ID 993 5100 6258#

I. Approval of the Agenda

II. Action Item

A. Amended 2019-20 Board of Trustee Meeting Schedule
B. Handbook for Professional Personnel: Temporary Pause of Tenure Clock

III. Discussion Topic

IV. Public Comment

V. Adjournment

Proposed Special Meeting Agenda
May 28, 2020
10:00 a.m. – 11:00 a.m.
To join the virtual meeting click here – ID 962 9090 2092
To Join by Phone Dial 1-646-876-9923

I. Approval of the Agenda

II. Action Item

A. June and July Furloughs for Select Administrative Staff

III. Public Comment

IV. Adjournment

Proposed Meeting Agenda

June 10, 2020
9:00 a.m. – 2:00 p.m.
Virtual Meeting
To join by computer, please click here

9:00 a.m. I. Approval of the Agenda

9:05 a.m. II. Executive Session

Description: To consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

10:00 III. Approval of Minutes for the Board of Trustees Meetings of March 26, April 15 (Special), and May 28 (Special), 2020

10:05 a.m. IV. Action Items

A. Election of Officers for 2020-21
B. Personnel Action and Information Items
C. Naming and Gift Review Policy
D. FY2021-22 Capital, IT and Controlled Maintenance Requests
E. FY2020-21 Current Fund Budgets

11:00 a.m. Break

11:15 a.m. V. Discussion Topics

A. 2020-21 Academic Year Planning Update

12:45 p.m. VI. Written Report

A. Recruitment and Enrollment Report
B. Comprehensive Campaign Update
C. Organizational Chart
D. Gunnison Combined Solar Initiative

1:00 p.m. VII. Oral Reports

A. Student Trustee
B. Faculty Trustee
C. Faculty Senate Chair
D. Legislative Update
E. Foundation Executive Director
F. Board Chair
G. President

1:55 p.m. VIII. Public Comment

2:00 p.m. IX. Adjournment

Proposed Special Meeting Agenda
June 22, 2020
10:30 a.m. – 11:30 a.m.
Virtual Meeting
To join the meeting please click here

I. Approval of the Agenda

II. Action Item

A. Diversity, Equity, Inclusion and Internationalization Statement

III. Discussion Topic

A. BOT Correspondence Guidelines

IV. Public Comment

V. Adjournment

Proposed Special Meeting Agenda
July 16, 2020
12:00 p.m. – 4:00 p.m.
Elevation Hotel, Mt. Crested Butte

I. Approval of the Agenda

II. Discussion Topics
A. Comprehensive Campaign and Advancement Business Plan
B. DEII Committee presentation on Campus Climate Survey and Next Steps
C. Fall Planning Update
D. Brainstorming University Efficiencies

III. Public Comment

IV. Adjournment

Proposed Special Meeting Agenda
July 17, 2020
8:00 a.m. – 12:00 p.m.
Elevation Hotel, Mt. Crested Butte

I. Approval of the Agenda

II. Discussion Topics
A. Strategic Resource Allocation Study

III. Executive Session
Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S.
Topics:
1) Freedom of Expression Policy
2) Board of Trustee Bylaws

IV. Action Item
A. Freedom of Expression Policy

V. Public Comment

VI. Adjournment

Agenda
August 5, 2020
9:00 a.m. – 10:00 a.m.
Virtual Meeting
To join the meeting please click HERE.

I. Call to Order by Chair

II. Attendance

III. Discussion of Agenda items
1) Better process for amending Trustee Policy Manual
2) Perhaps have a formal nominating committee for elected positions
3) Perhaps have an active Board member hold the secretarial position
4) Tighten up how agenda items are tracked (approval of motions, follow-up on action items)
5) Look at process of how agenda items are decided (Suggestion – At each meeting prior, set the topics for the following meeting) and regularly invite input from the BOT
6) Have a clear understanding of when board materials are expected to be sent out for adequate time for review by the Board.
7) Confirm when postings will be shared to the public by amending By Laws and in what manner (website and other – email, etc.)
8) Review the minutes at the beginning of each meeting, noting the status of each action item
9) Stick to time schedules (items at the end often get cut off , which isn’t fair to those reporting, especially to the Student Trustee).
10) Look at process for executive session in order to limit its use to only necessary topics.
11) Other/ additional suggestions/ideas.
o Should we vary our agenda outline so that some of the speakers who are typically listed last will have a chance to talk?
o Should we establish the main agenda at the conclusion of our meetings?
o Should we extend our meeting times by at least one hour or even more after the agenda is set so we make sure that we have time for thoughtful discussion?
o We need to complete our discussion on how to handle emails both anonymous and signed and written to either one or all of the BOT members.

IV. Next Steps

V. Adjourn

Bylaws and Policies of the BOT Committee
Agenda
August 12, 2020
9:00 am – 10:00 am
Virtual Meeting
To join the meeting please click here.

1. Call to Order by Chair
2. Attendance
3. Introduction per Counsel’s request
4. Discussion of Agenda items
   Updates to Manual and Bylaws
   1. update Western’s name to reflect the statutory change, to delete the word “state” and the “s” from references to WSCU,
   2. ensure a single font is used throughout the document,
   3. adhere to the rule of 7 when setting deadlines and timeframes,
   4. include the Oxford Comma where it may be absent (there’s a case that resulted in a significant judgement that informs this particular bit).

Within the Bylaws:

1. Amend Art. 1, Sect. 3 of the Bylaws to remove the 15 day notice requirement. OML requires 24 hours notice for public bodies and is silent as to state public bodies. We generally advise that 24 hours is a good benchmark. I understand it is also your current practice. While Western can certainly hold itself to a higher standard of notice, it cannot reduce the statutory standard. Thus, other than for emergency meetings, 24 hours is the minimum benchmark for giving notice of meetings.
2. Amend Art. 1, Sect. 4 of the Bylaws to add language regarding the ability to meet via video conference platform. This modernizes the bylaw and also provides express permission to the BOT to do what it has necessarily done during COVID-19.
3. Art 1, Sect. 5(2)(e) of the Bylaws to reflect that the requirement is of 2/3 of the “voting membership” not just the membership in order to align with OML, and its exception for IHEs.
4. Art 1, Sect. 5(2)(h) of the Bylaws to strike the word “tape” since that is a reference to outdated technology and thus may be underinclusive of current methods of recording sound.

Within the broader TPM:

1. Amend Sect. 1.9 re shared decision making (consider if this still reflects your practice)
2. Amend Sect. 1.13 re community and state issues (consider if this still reflects your practice)
3. Amend Sect. 3.5 re sexual harassment, in order to comply with the new federal Title IX Regulations (eff. 8/14), including but not limited to the definitions of “sexual harassment,” “responsible employee,” “complainant,” and “respondent,” and the contact information for your new Title IX Coordinator. Your coordinator is already working on new policy for the campus, but you must also update the TPM to reflect that new policy (if arrangements have not yet been made).
4. Amend Sect. 3.12 re data privacy to reflect changes in the law

Additional potential changes

1. Carryover ideas from Meeting Number ONE
2. Possibly adopt the idea of term limits for officers/change in duties of officers
3. Other

Notes re approval of recommendations by Committee
Requirements to amend the Bylaws is located at Art. I (PDF p. 14) and you must:

1. Approve them by majority of voting membership;
2. After written notice of at least 15 days to the trustees; and
3. All amendments must comply with state [and federal] law

Requirements to amend the TPM are not as proscribed but Section 1.6 indicates that the President and University staff are responsible for the TPM.

5. Next Steps

6. Adjourn

Board of Trustees
(BOT) Efficiencies, Bylaws, and Policies Committee
Meeting THREE – Bylaws and Efficiencies Discussion (cont.)

August 26^th, 2020
Time 9:00-10:00 am
Virtual Meeting
To join the meeting please click here.

I. Call to Order by Chair

II. Attendance

III. Continuing from previous bylaws discussion
a. Amend Sect. 3.12 re data privacy to reflect changes in the law

IV. Additional potential changes
a. Possibly adopt the idea of term limits for officers/change in duties of officers – Trustee Pribyl’ s suggestion.

b. Other – Trustee Oates suggestions:
• Section 1-6–President and University staff are required to maintain the Policy Manual/By-Laws. My question is should not the Policy/By-Laws be readily accessible to the public? In researching our current questions, I found it hard to access the information. I don’t believe it can be found on the WCU website.

• Sections 3-4 & 3-5–These Sections refer to Discrimination, Violence, and Sexual Harassment with a great amount of detail in process etc. and I question whether we should not request of the University staff to report to the board at least semi-annually all violations particularly since we are required under the Cleary Act to report on sexual harassment allegations on an annual basis.

Also, as we have done in the sexual harassment section identifying the primary University contact, should we not also identify the Affirmative Action Officer?

• Section 5-1 & 2 & 3– This is really a question of University compliance and should be addressed to staff but there are a number of CCHE/State reports required and I would assume these would also need Board review prior to submission. I don’t believe I have seen these reports particularly not in the way outlined in the by-laws which seems fairly precise. Only thing close to this kind of information in these formats is our current SAR project which would not meet all the standards outlined. Would you be as so kind to review Section 5 particularly the areas regarding academic affairs and outline a list of required reports for the CCHE/State and when and how often?

• Section 6-2–This is another compliance question. This indicates the Athletic department is to have an Athletic Advisory   Board. My questions are
1. do we have one;
2. is it mandatory to have one;
3. what is their reporting responsibility?

• Section 6-3– The way I read this is that all Student Group funding flows through the Student Government Association. I don’t think that is the way it works as I believe a number of groups are funded directly. Is my interpretation correct? Have to ask Brad on how the money flows.

V. Request from Trustee Oates for Attorney Rich-Frederick’s input on the following
a. Controlling of firearms on campus by University staff and students and more importantly, visitors to campus.
b. Alcohol possession and consumption by particularly campus visitors

VI. Items carried over from Meeting ONE
a. Should we extend our meeting times by at least one hour or even more after the agenda is set so we make sure that we have time for thoughtful discussion?

VII. Approve the Minutes for Meetings ONE and TWO

VIII. Next Steps
a. Prepare recommendations report for board meeting including recommendations from all Three meetings of the Committee.

       Please Note:
Requirements to amend the Bylaws are located at Art. I (PDF p. 14) and you must:

o Approve them by majority of voting membership;
o After written notice of at least 15 days to the trustees; and
o All amendments must comply with state [and federal] law

Requirements to amend the Trustee Policy Manual (TPM)are not as prescribed above, but Section 1.6 indicates that the        President and University staff are responsible for the TPM.

b. Other

IX. Adjourn

October 1, 2020
10:00 a.m. – 4:00 p.m.
Aspinall Wilson Center, Western Colorado University

I. Approval of the Agenda

II. Approval of Minutes for the Board of Trustees Meetings of June 10, 2020, June 22, 2020 (Special), July 16 & 17, 2020 (Board Retreat)

III.  Action Items

1. Gallagher Amendment Initiative (Amendment B) Resolution: 25 minutes
2. FY2020-21 Current Fund Budget Adjustments and FY2019-20 FYE Budget Variance Report: 15 minutes
3. Freedom of Expression Policy: 15 minutes
4. Personnel Action and Information Items: 5 minutes
5. Roll-call Vote on Support for W.A. “Tex” Moncrief, Jr. Petroleum Geology Program per Rady Agreement: 15 minutes
6. Revisions to Trustee Policy Manual, Section 3.5, Policy Prohibiting Sexual Harassment: 20 minutes
7. Board of Trustee Meeting Efficiencies, Bylaws and Policies Review: 45 minutes
   1. Section I C, D, & E: 5-10 minutes
   2. Section I A & B: 5 minutes
   3. Section III B & C: 5-10 minutes
   4. Section IV: 10 minutes
   5. Section III A: 10 minutes

IV.  Discussion Topics

1. Strategic Resource Allocation Update: 30 minutes
2. DEII Update: 30 minutes
3. Western 2019-20 Administrative Annual Report- Draft: 30 minutes
4. Elevate Western Campaign Update: 20 minutes
5. University / Foundation Service Agreement: 10 minutes

V.  Written reports

1. FY2019-20 Final Student Enrollment Report
2. Organizational Chart

VI.  Oral Reports

1. Student Trustee
2. Faculty Trustee
3. Faculty Senate Chair
4. Foundation Executive Director
5. Board Chair
6. President

VII.  Public Comment

VIII.  Adjournment

I. Approval of the Agenda

II. Executive Session
Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S., and to consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

III. Adjournment

I. Approval of the Agenda*
*Within the approved new agenda format there seems to be no need for a reoccurring Consent section as items either need to be discussed and approved (“action”) or simply shared with no approval is necessary (“Discussion” & “Written”).

II. Approval of Minutes for the Board of Trustees Meetings of October 1, 2020.

III. Review of Previous Action Items Listed in Minutes.

IV. Oral Reports

• Student Trustee
• Faculty Trustee
• Faculty Senate Chair
• Foundation Executive Director
• Board Chair
• President

V. Public Comment

VI. Action Items

• Western 2019-20 Administrative Annual Report-Final and Executive Evaluation
• Personnel Action and Information Items
• Student Trustee Residency Requirement Bill
• Amendment to the Plan Document for the State Universities in Colorado Defined Contribution Retirement Plan (DCRP

Working Lunch Break

VII. Discussion Topics

• 2020 Optional Retirement Program Performance Review Report
• Revised Trustee Policy Manual
• Strategic Resource Allocation Update
• Comprehensive Campaign Update
• Harassment, Bias and Clery Act Reporting, and Surveillance
• Rady Gift/Western Opportunity Fund Update

VIII. Written Reports

• 2020-21 Board of Trustees Meeting Schedule-Draft
• Department of Higher Education Budget Request
• Enrollment Report
• Financial and Capital Construction Report
• Organizational Chart

IX. Set Next Meeting’s Agenda

X. Executive Session

• Description: To consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

XI. Adjournment

Special BOT Executive Session Meeting Agenda
January 19, 2021
3:30 p.m. – 5:00 p.m.
Virtual Meeting via Zoom. To join, click here
Meeting ID: 921 2486 3811

3:30 I. Approval of the Agenda

3:35 II. Executive Session

Description: To receive legal advice in accordance with §24-6- 402(3)(a)(II), C.R.S., and to consider personnel matters in accordance with §24-6-402(3)(b)(I), C.R.S.

5:00 III. Adjournment