western illinois university board of trustees · 1 western illinois university board of trustees...

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WESTERN ILLINOIS UNIVERSITY BOARD OF TRUSTEES

March 29, 2013, 9:00 a.m. Capitol Rooms, University Union Western Illinois University Macomb, Illinois

Agenda Topic Page Action Motion to Convene to Open Session – 8:00 a.m. Roll Call Action Motion to Convene to Executive Session – 8:00 a.m. Roll Call Action Executive Session – 8:00-8:45 a.m. Break Motion to Reconvene in Open Session – 9:00 a.m. Roll Call Action Review and Approval of December 14, 2012 Board Meeting Minutes ................................ 5 Action Review and Approval of January 15, 2013 Board Meeting Minutes ................................... 5 Action Chairperson’s Remarks William L. Epperly President’s Remarks Jack Thomas Assistant to the President for Governmental Relations Jeanette Malafa General Comments by Vice Presidents Dr. Kenneth Hawkinson, Provost and Academic Vice President Mr. Brad Bainter, Vice President for Advancement and Public Services Dr. Gary Biller, Vice President for Student Services Ms. Julie DeWees, Vice President for Administrative Services Dr. Joseph Rives, Vice President for Quad Cities and Planning

2

Agenda Topic Page Action

Advisory Group Reports and Comments Jennifer Grimm – President, Council of Administrative Personnel – Macomb Caleb Markey – President, Student Government Association – Macomb Steven Rock – Chair, Faculty Senate – Macomb William Rupert – President, Civil Service Employees Council – Macomb Board Committees Finance Committee Lyneir Cole, Chair Report No. 13.3/1 ....................................................................................................................... 7 Report on Contributions (Vice President Brad Bainter)

Report No. 13.3/2 ..................................................................................................................... 17

Purchases of $100,000 - $499,999.99 Receiving Presidential Approval (Vice President Julie DeWees and Assistant Vice President for Administrative Services Dana Biernbaum)

Resolution No. 13.3/1 .............................................................................................................. 19 Action Purchases of $500,000 or More (Vice President Julie DeWees and Assistant Vice President for Administrative Services Dana Biernbaum)

Academic & Student Services Committee D’Angelo Taylor, Chair Report No. 13.3/3 ..................................................................................................................... 21 Annual Report on Financial Aid Programs (Vice President Gary Biller and Director of Financial Aid Robert Andersen) Report No. 13.3/4 ..................................................................................................................... 31 Quad Cities Graduate Study Center Update (Vice President Joe Rives) Report No. 13.3/5 ........................................................................................................... Handout Student Health Insurance Program

(Vice President Julie DeWees, Vice President Gary Biller, Assistant Vice President for Administrative Services Dana Biernbaum and Director of Beu Health Center Mary Margaret Harris)

Resolution No. 13.3/2 ................................................................................................................ 35 Action

Student Health Insurance Program (Vice President Julie DeWees, Vice President Gary Biller, Assistant Vice President for Administrative Services Dana Biernbaum and Director of Beu Health Center Mary Margaret Harris)

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Agenda Topic Page Action Audit Committee Cathy Early, Chair Report No. 13.3/6 ........................................................................................................... Handout External Audit Report (Director of Internal Auditing Rita Moore)

Presidential Assessment and Evaluation Committee Carolyn Ehlert Fuller, Chair General Discussion and Action Items Report No. 13.3/7 ..................................................................................................................... 41 Long Term Planning Update (Vice President Joe Rives) Resolution No. 13.3/3 .............................................................................................................. 45 Action

Release of December 14, 2012 and January 15, 2013 Executive Session Meeting Minutes Resolution No. 13.3/4 .............................................................................................................. 47 Action

Calendar Year 2014 Board Meeting Schedule Resolution No. 13.3/5 .............................................................................................................. 49 Action

Revision to Board Regulations, V.B., Purchases: Approval and Reports – First Reading (Vice President Julie DeWees)

Resolution No. 13.3/6 .............................................................................................................. 53 Action

Revision to Board Regulations, II.B.12.j., Benefits for Coaches – First Reading (Vice President Gary Biller)

Resolution No. 13.3/7 ............................................................................................................... 55 Action

Revision to Board Regulations, II.B.12.c.5. and II.C.7.d.4., Employee Benefits Sick Leave – First Reading (Vice President Julie DeWees)


Trustee Appreciation – Donald W. “Bill” Griffin


Trustee Appreciation – J. Michael Houston

Old Business New Business Next Meeting: June 7, 2013 – WIU-QC Riverfront

Adjourn Action

5


March 29, 2013

Review and Approval of December 14, 2012 and January 15, 2013 Board Meeting Minutes Minutes are available for review at:

http://www.wiu.edu/board_of_trustees/minutes/index.php

WESTERN ILLINOIS UNIVERSITY

BOARD OF TRUSTEES March 29, 2013

Report No. 13.3/1

Report on Contributions

Set the Standard -

Higher Values in Higher Education

Campaign Progress Report

July 1, 2012 - June 30, 2013

RECEIPTSPLEDGES

Total Outright Gifts

(not associated with pledges)Gifts in

Kind

Cash

Gifts

Total

Pledges

Planned Gifts

Present Value (not

included in total)Planned Gifts

Future ValuePledges

Made

$942,699 $0 $2,098,682 $104,172 $2,202,854 $2,045,000 $2,987,699

FY13 Campaign Progress: $5,190,553

Campaign Progress to Date

Total Goal % to Goal

Total Campaign

FY13 57.67%$9,000,000$5,190,553

$55,605,876 $60,000,000 92.68%

Outside scholarships not included in report

FY13: 1,045,355.56

Total since 7/1/2005: 6,784,608.78

PURPOSE: Record of FY13 Campaign Goals and Progress by unit and tracks overall Campaign Goals and Progress by unit

AUDIENCE: Internal use for administrators and development officers

NOTES: COFAC does not include Radio; Student Services does not include Parents Fund

Printed on: 2/27/2013

Set the Standard -


Campaign Progress Report

July 1, 2012 - June 30, 2013

OtherCOEHS COFAC Library Honors CIS QC Athletics TotalCBTStudent

ServicesAlumni BOT Radio PFACAS WQPT

36.49%

279,257

Campaign Goal 14,604,250 18,000,000 10,750,750 4,000,000 1,000,000 380,000 1,165,000 1,100,000 8,000,000 9,000,000 60,000,000

2013 Total: 496,386 472,913 178,203 4,465 27,614 73,946 56,102 296,319 2,794,892 5,190,553 12,299 10,615 6,370 144,703

1,396 799 2,980 21,603 7,248 0 32 5,100 39,066 4,994 104,172 0 0 0 621

146,413 339,407 409,437 97,050 9,344 2,450 57,650 42,990 60,124 487,006 2,098,682 120,229 150 11,015 4,930

44.70% 92.05% 57.01% 25.66%

8,553,759 349,779 4,023,265 8,258,528 3,923,027 6,029,877 133,864 627,120 2,052,441 705,357 16,114,520 55,605,876 448,554 128,101 1,602,424 152,851

% to Goal 58.57% 45.88% 150.75% 13.39% 60.55% 92.68%

4,056

0

4,000 306,487

20,334

332,413

2,502,408Campaign Total:

Campaign Total:

1,269,353

4,860,000

2,323,884

100,522

146,180 35,496 59,551 11,022 2,015 56 16,264 8,012 1,284 6,220 23,853 302,892 942,699 131,448 5,592 5,685

0 25,000 0 0 0 0 0 0 0

931,409 46,255 2,573,247 1,934,158 1,021,129 99,905 145,688 110,232 312,706 431,883 39,664 1,405,746 18,411,274

0 2,045,000

3,285,000 1,040,000 3,765,760 0 180,500 10,224,973 0 175,000 0 0 0 24,094,719 498,336 65,150 0 0

81,846 2,018,032 894,363 865,620 33,959 29,091 219,596 1,170,389 113,187 1,601,921 186,779 307,886 11,282,786 29,195

2,358,585 211,598 4,465,185

671 303,087 0 382,249 54,506 377,369 0 0 195,029 6,528 18,637 114,628 9,898 0 253,973 1,817,096

2,290,434 171,136

10,000 10,000 0 0 0 2,000,000

Testamentary - FV

Gifts-in-Kind

Gifts

Pledges

187,129

Testamentary - FV

Gifts-in-Kind

Gifts

Pledges

Outside scholarships not included in report

FY13: 1,045,355.56

Total since 7/1/2005: 6,784,608.78

PURPOSE: Record of FY13 Campaign Goals and Progress by unit and tracks overall Campaign Goals and Progress by unit

AUDIENCE: Internal use for administrators and development officers

NOTES: COFAC does not include Radio; Student Services does not include Parents Fund.

Gifts in Kind do not include Service or Noncharitable Gifts in Kind.

Only half of a ten year $250,000 pledge to athletics counts toward the Campaign, the other half has been deducted.

Testamentary- FV refers to the future value of a planned gift.


Significant Donors Report, Fiscal Year 2013

Gifts of $5,000 or more as of 2/27/2013Includes pledges and receipts since July 1, 2012

Pledges Receipts

Name

Pledges

Made

Planned

Gifts

Made

Planned

Gifts

Paid

Planned

Gifts

Cash

GIK

Made

GIK

Paid

Total

Receipts

FY13

Cash

Gifts

Pledges

Paid

Planned

Gifts

PV

Total

Pledges

FY13

Non-

Deductible

GIKs

Non-

Deductible

GIK Made

- - - - - - - 5,000 5,000 - -Aileen S Andrew Foundation - -

- - - - - - - 15,000 15,000 - -Alcoa Foundation - -

- - - - - - - 75,258 75,258 - -Anderson, Gladys - -

5,000 - - - - - - 1,045 45 1,000 5,000Anderson, Patricia - -

- - - - - - - 73,646 73,646 - -Anderson, Ralph - -

1,300 - - - - - 590 9,774 7,884 1,300 1,300Anonymous - -

- - - - - - - 83,756 83,756 - -Apple Computer Inc - -

- - - - - - - 120,700 120,700 - -Archer-Daniels-Midland

Foundation

- -

- - - - - - - 70,000 70,000 - -At&T Foundation - -

- - - - - - - 7,500 7,500 - -Baise, Ann - -

- - - - - - - 7,500 7,500 - -Baise, Gary - -

- - - - - - - 24,350 24,350 - -Basf Corporation - -

- - - - - - - 6,000 6,000 - -Bayer Cropscience - -

- - - - - - - 6,000 6,000 - -Beckman, Peggy - -

2,500 - 50,000 - - - 60 56,890 4,330 2,500 2,500Belles, A. Gilbert - -

6,880 - - - - - - 1,000 - 1,000 6,880Boyer, Alfred - -

1,000 - - - - - - 1,000 - 1,000 1,000Boyer, Andrea - -

990 - - - - - - 4,820 970 3,850 990Boynton, Virginia - -

375 - - - - - - 3,318 193 3,125 375Brattain, Jacquie - -

375 - - - - - - 3,318 193 3,125 375Brattain, William - -

5,000 - - - - - - 5,000 - 5,000 5,000Carey, Charles - -

- - - - - - - - - - -Carey, Linda - -

- - - - - - - 76,250 76,250 - -Caterpillar Foundation - -

- - - - - - - 5,000 5,000 - -Caterpillar Inc - -

Records listed in grey font have less than $5,000 due to total combined gifts for spouse or life partner, a matching gift, a family foundation, or crossed

business that toals $5,000.

Records shown in bold are new to this list since the last meeting.

Pledges Receipts

Name

Pledges

Made

Planned

Gifts

Made

Planned

Gifts

Paid

Planned

Gifts

Cash

GIK

Made

GIK

Paid

Total

Receipts

FY13

Cash

Gifts

Pledges

Paid

Planned

Gifts

PV

Total

Pledges

FY13

Non-

Deductible

GIKs

Non-

Deductible

GIK Made

- - - - - - - 25,000 25,000 - -Chicago Mercantile

Exchange Group

Foundation

- -

- - - - - - - 2,500 2,500 - -Christie, Karen - -

- - - - - - - 2,500 2,500 - -Christie, Norman - -

- - - - - - - 50,515 515 50,000 -Clary, James - -

- - - - - - - - - - -Clary, Sheila - -

- - - - - - - 4,375 1,000 3,375 -Conger, James - -

- - - - - - - 4,375 1,000 3,375 -Conger, Syndy - -

- - - - - - - 2,500 2,500 - -Cotto, Anna - -

- - - - - - - 2,500 2,500 - -Cotto, Francisco - -

- - - - - - - 20,050 50 20,000 -Country Financial - -

- - - - - - - 51,840 - - -Cqg Inc 51,840 -

1,000 - - - - - - 12,000 11,000 1,000 1,000Anonymous - -

- - - - - - - 6,850 - - 6,850Dene Lambkin Honda 6,850 6,850

- - - - - - - 6,850 - - 6,850Dene Lambkin Hyundai 6,850 6,850

50,100 - - - - - - 15,040 340 10,100 50,100Dexter, Donald 4,600 -

- - - - - - - 12,650 12,650 - -Di Grino, B. Nick - -

50 - - - - - - 12,750 12,700 50 50Di Grino, Susan - -

500 - - - - - 4,850 5,350 - 500 500Diamond Den - -

26,500 - - - - - - 11,815 565 11,250 26,500Distefano, John - -

26,500 - - - - - - 13,315 2,065 11,250 26,500Distefano, Kimberley - -

- - - - - - - 15,000 15,000 - -Doris & Victor Day

Foundation

- -

- - - - - - - 15,500 15,500 - -Dupont Crop Protection - -

500 - - - - - - 500 - 500 500Engeln, George - -

50 - - - - - 825 875 - 50 50Epperly, Sondra - -

3,454 - - - - - 825 4,729 750 3,154 3,454Epperly, William - -

- - - - - - - - - - -Ernst And Young Foundation - -

- - - - - - 5,100 5,114 - - -Figge Art Museum 14 -

- - - - - - - 5,000 5,000 - -Fletchall, Jessica - -

- - - - - - - 6,250 - 6,250 -Garvey, John - -

- - - - - - - 6,250 - 6,250 -Garvey, Sarah - -

9,200 - - - - - - 51,583 45,283 6,300 9,200Gilbert, Charles - -

100 - - - - - - 283 183 100 100Gilbert, Karen - -




Pledges Receipts

Name

Pledges

Made

Planned

Gifts

Made

Planned

Gifts

Paid

Planned

Gifts

Cash

GIK

Made

GIK

Paid

Total

Receipts

FY13

Cash

Gifts

Pledges

Paid

Planned

Gifts

PV

Total

Pledges

FY13

Non-

Deductible

GIKs

Non-

Deductible

GIK Made

- - - - - - - 5,000 5,000 - -Green, Angela - -

- - - - - - - 27,000 27,000 - -Grice, George - -

- - - - - - - 5,000 5,000 - -Growmark Foundation - -

- - - - - - - 12,500 12,500 - -Gulley, Aundrea - -

- - - - - - - 12,500 12,500 - -Gulley, Joe - -

10,000 - - - - - - 2,000 - 2,000 10,000Haffner, Rhonda - -

- - - - - - 6,570 6,570 - - -Heartland Bank & Trust

Company

- -

- - - - - - - 5,000 5,000 - -Illinois

Commissiondiversity &

Human Relations

- -

- - - - - - - 6,000 6,000 - -Illinois Prairie Community

Foundation Inc

- -

- - - - - - - 56,286 56,286 - -John Deere Classic - -

- - - - - - - 10,000 10,000 - -John Deere World

Headquarters

- -

- - 15,150 - - - - 15,150 - - -John F Johnson Trust - -

- - - - - - - 5,175 5,175 - -Johnson, Don - -

30,000 - - - - - - 15,750 - 15,750 30,000Jones, Warren - -

200 17,500 - - - - - 1,013 813 200 17,700Kellogg, Alice - -

200 17,500 - - - - - 1,113 913 200 17,700Kellogg, Maurice - -

- - - - - - - 50,000 50,000 - -Kennedy, Olga - -

50 - - - - - - 100 50 50 50Kerr, Judith - -

50 - - - - - - 5,100 5,050 50 50Kerr, Lawrence - -

- - - - - - - - - - -Kirk, Carolyn - -

50,000 - - - - - - 13,000 3,000 10,000 50,000Kirk, Gordon - -

- - - - - - - 5,500 5,500 - -Knight, Gregory - -

- - - - - - - 5,500 5,500 - -Knight, Susan - -

- - - - - - - 25,000 25,000 - -Kolodzey, Karen - -

- - - - - - - 2,500 2,500 - -Koza, Scott - -

5,000 - - - - - - 5,000 - 5,000 5,000Lake City Heat Treating

Corp

- -

- - - - - - - 23,683 23,683 - -Lawrence, John - -

4,648 - - - - - - 53,976 49,328 4,648 4,648Anonymous - -

- - - - - - - 5,000 5,000 - -Leiby, Kerry - -

- - - - - - - 10,000 - 10,000 -Linguisystems Inc - -




Pledges Receipts

Name

Pledges

Made

Planned

Gifts

Made

Planned

Gifts

Paid

Planned

Gifts

Cash

GIK

Made

GIK

Paid

Total

Receipts

FY13

Cash

Gifts

Pledges

Paid

Planned

Gifts

PV

Total

Pledges

FY13

Non-

Deductible

GIKs

Non-

Deductible

GIK Made

- - - - - - - 5,000 5,000 - -Litwin, Michael - -

- - - - - - - 50,000 50,000 - -Lowell N Johnson

Charitable Foundation

- -

- - - - - - 1,050 5,300 250 4,000 -Lumley, David - -

- - - - - - - - - - -Lumley, Julie - -

- - - - - - - 5,000 5,000 - -Magnusson, Jane - -

- - - - - - - 5,000 5,000 - -Magoon, Patrick - -

- - - - - - - - - - -Magoon, Robin - -

- - - - - - - 5,000 5,000 - -Mahoney, C. John - -

- - - - - - - 23,328 - - -Mediacom 23,328 -

- - - - - - - 6,250 - 6,250 -Midland

Informationresources

- -

50 - - - - - - 2,550 - 2,550 50Mietus, Chris - -

1,250 - - - - - - 3,350 - 3,350 1,250Mietus, Kenneth - -

- - - - - - - 56,000 26,000 30,000 -Moline Foundation - -

- - - - - - - 5,000 5,000 - -Morgan Stanley Smithbarney

Globalimpact

- -

- - - - - - - 25,830 25,830 - -Mtc Communications Inc - -

- - - - - - - 5,000 - 5,000 -Nardi, Thomas - -

6,000 - - - - - - 3,000 - 3,000 6,000Neader, Craig - -

- - - - - - - 2,500 2,500 - -Nielsen, Joyce - -

- - - - - - - 2,500 2,500 - -Nielsen, Peter - -

- - - - - - - 11,500 10,700 800 -Nollen, Paul - -

- - - - - - - 11,500 10,700 800 -Nollen, Sheila - -

- - - - - - - 50 50 - -Northwestern

Mutualfoundation

- -

- - - - - - - - - - -Ohlin, Debra - -

1,000 - - - - - - 6,000 5,000 1,000 1,000Ohlin, Edward - -

- - - - - - - - - - -Oliva, Marianne - -

- - - - - - - 10,000 10,000 - -Oliva, Samuel - -

1,500 - - - - - - 3,415 1,915 1,500 1,500O'Neill, Dan - -

1,500 - - - - - - 3,406 1,906 1,500 1,500O'Neill, Linda - -

- - - - - - - 12,875 375 12,500 -Ontiveros, Blenda - -

- - - - - - - 12,875 375 12,500 -Ontiveros, Robert - -

- - - - - - - 7,608 7,608 - -Pbs Broadcasting Service - -




Pledges Receipts

Name

Pledges

Made

Planned

Gifts

Made

Planned

Gifts

Paid

Planned

Gifts

Cash

GIK

Made

GIK

Paid

Total

Receipts

FY13

Cash

Gifts

Pledges

Paid

Planned

Gifts

PV

Total

Pledges

FY13

Non-

Deductible

GIKs

Non-

Deductible

GIK Made

50 - - - - - 1,217 41,629 40,362 50 50Richert, Ruth - -

- - - - - - - 25,750 25,750 - -Riverboat Development

Authority

- -

- - - - - - - 16,750 6,750 10,000 -Royal Neighbors Of America - -

- 2,000,000 - - - - - 45,597 45,597 - 2,000,000Sawyer, Mona - -

2,600 - - - - - - 600 - 600 2,600Scruggs, James - -

2,500 - - - - - - 500 - 500 2,500Scruggs, Susan - -

- - - - - - - 5,000 5,000 - -Securitas Security Services

Usa Inc

- -

- - - - - - - 7,100 7,100 - -Severinsen, Rosalie - -

- - - - - - - 9,903 9,903 - -Seymour, Arlene - -

- - - - - - - 9,903 9,903 - -Seymour, Arlington - -

6,750 - - - - - - 2,000 - 2,000 6,750Shive-Hattery Inc - -

250,000 - - - - - - 60,000 - 60,000 250,000Sodexo Inc & Affiliates - -

- - - - - - - 25,000 - 25,000 -Stronghurst Llc - -

- - - - - - - 6,000 - 6,000 -Tb Consulting Llc - -

- - - - - - - 5,000 5,000 - -Theta Chi Alumni Assoc

Zeta Psi Chapter

- -

- - - - - - - 2,275 2,275 - -Thompson, David - -

- - - - - - - 2,275 2,275 - -Thompson, Jacqueline - -

188 10,000 - - - - - 204 100 104 10,188Walsh, Ann - -

- - - - - - - 100,000 - 100,000 -Webb, Dan - -

- - - - - - - 5,000 5,000 - -Wehrly, James - -

- - - - - - - 22,250 22,250 - -Wesley United Methodist

Church

- -

- - - - - - - 6,850 - - -Woodrum Automotive Inc 6,850 -

250 - - - - - - 7,100 - 250 7,100Woodrums Inc 6,850 6,850

- - - - - - - 7,000 7,000 - -Young, James - -

PURPOSE: List of significant donors, with gifts or pledges greater than $5,000 for the current fiscal year.

INCLUDES: Anyone coded in "Beu" or "Bayliss" societies, or with planned gifts made of greater than $5,000 this year.

AUDIENCE: External (Board) and internal use for administrators and development officers.





Set the Standard -


Annual Fund Report

July 1, 2012 - June 30, 2013

Total

Pledges

Pledges

PaidCash GIK

Total

Gifts*

# of

Pledges

Average

Pledge

GIK

Paid

Business and Technology

Student Services

Athletics

Quad Cities

Library

International Studies

Alumni

Honors

Fine Arts and Communication

Arts and Sciences

Education and Human Services

Other

Board of Trustees

Radio

Parents

Total

26,739

46,994

35,666

11,737

56

6,290

29,582

495,884

5,992

63,141

280

2,135

7,284

185,899

5,685

25,553

940

98,717

3,860

14,820

30,266

15,463

41,441

550

0

2,150

410

2,270

2,650

3,429

3,817

253,066

1,995

60,024

4,930

73,214

115,142

153,101

52,050

1,450

1,000

8,232

13,520

150

2,840

115,679

12,650

1,002,961

0

39,066

0

1,396

799

2,980

21,603

0

0

7,248

4,899

0

0

621

32

99,072

0

2,750

0

0

0

0

0

0

0

0

0

0

0

0

2,750

0

2,935

200,556

8,790

89,430

146,207

171,543

115,093

2,000

1,000

17,630

18,829

2,420

5,490

119,729

16,499

1,357,849

University Scholarships 80,498 95 0 37,258 29,105 109,698

725

805

579

145

12

2

214

158

139

137

3

23

720

45

557

4,629

82

93

258

65

44

109

178

261

162

40

187

67

107

41

138

326

81

28

TV (WQPT) 39 5,592 143 0 3,179 306,487 20,334 329,999

184,819

11,637

46,191

Western Athletic Club

Performing Arts Society

Library Atrium Society

Above Pledge Totals Include: Above Receipt Totals Include:



Western Athletic Club 102,637

39,920

4,127

Total Annual Fund : $1,597,917.21

PURPOSE: Record of FY13 Annual Fund to report Unit totals includes phonathon and President's Scholarship totals

AUDIENCE: Internal use for administrators and development officers; Distributed to Board of Trustees and WIU Foundation Board

NOTES: * Total Gifts equals Income - Gifts, Pledges Paid, Gifts-in-Kind and GIK Pledges Paid

GIK's do not include Service or noncharitable Gifts in Kind

Total: Pledges, Gifts and GIKS (does not include pledges or GIK pledges Paid to avoid double counting)

Printed on : 2/27/2013

Set the Standard -


Phonathon Report

July 1, 2012 - June 30, 2013

Total

Pledges

Pledges

PaidCash GIK

Total

Gifts*

# of

Pledges

Average

Pledge

GIK

Paid

Business and Technology

Student Services

Athletics

Quad Cities

Library

International Studies

Alumni

Honors

Fine Arts and Communication

Arts and Sciences

Education and Human Services

Other

Board of Trustees

Radio

Parents

Total

15,013

33,572

31,624

1,680

0

6,145

3,100

141,460

150

8,590

50

50

840

3,850

5,085

725

10

4,003

3,660

9,575

24,806

12,822

4,730

50

0

1,320

285

1,445

150

0

75

90,326

400

0

100

275

450

35

25

0

0

0

0

50

0

0

0

1,740

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

410

4,003

3,760

9,850

25,256

12,857

4,755

50

0

1,320

285

1,495

150

0

75

92,066

University Scholarships 405 0 0 30,986 27,395 27,800

676

773

218

46

1

0

73

154

136

6

1

1

35

26

481

2,909

53

50

110

50

41

39

50

150

32

40

121

64

49

37

42

282

37

0

WQPT 0 0 0 0 0 0 0 0

3,850

1,420

85

Western Athletic Club



Above Pledge Totals Include: Above Receipt Totals Include:



Western Athletic Club 4,003

60

1,185

Total Phonathon : $143,199.58

PURPOSE: Record of FY13 Phonathon to report Unit totals

AUDIENCE: Internal use for administrators and development officers; Distributed to Board of Trustees and WIU Foundation Board

NOTES: * Total Gifts equals Income - Gifts, Pledges Paid, Gifts-in-Kind and GIK Pledges Paid

GIK's do not include Service or noncharitable Gifts in Kind

Total: Pledges, Gifts and GIKS (does not include pledges or GIK pledges Paid to avoid double counting)

See Annual Fund report for all phonathon and annual fund total

Printed on : 2/27/2013

17


March 29, 2013

Report No. 13.3/2 Purchases of $100,000 - $499,999 Receiving Presidential Approval

Vendor Type of Purchase Amount Number of Bids

AT&T; Edwardsville, IL Disaster Recovery Services for AIMS (3-yr contract with option to renew for two additional 1-yr periods)

$227,040

2

American Demolition Corporation; Elgin, IL

Heating Plant chimney and bag house demolition

$265,623.25 (includes

contingency)

6

Southwest Contract; Temple, TX

Continuous order for residence hall furniture (3-yr contract with option to renew for two additional 1-yr periods) Note: Resolution No. 12.9/9 delegated approval to President Thomas at the September 21, 2012 meeting

$1.5 million (not to exceed)

8

Midwest Bridge & Crane Inc; Good Hope, IL

Continuous order for sidewalk/ pavement construction for FY13

$110,000 4

Kendall Hunt Publishing Co; Dubuque, IA

FY13 continuous order for textbooks for resale at the Union Bookstore

$100,000 Sole Source

Holtzbrinck Publishers, LLC; Gordonsville, VA

FY13 continuous order for textbooks for resale at the Union Bookstore


Jansport Inc; Chicago, IL FY13 continuous order for softgoods/ school supplies for resale at the Union Bookstore


18

SHI International Corp; Somerset, NJ

Microsoft Campus Agreement (3-yr agreement)

$318,060.74 8

19


March 29, 2013

Resolution 13.3/1 Purchases of $500,000 or more

Resolution: WHEREAS Western Illinois University has a need to renovate the University Union; and, WHEREAS a complete renovation will be accomplished in up to five phases, as indicated in the

programming study conducted by FGM Architects, Mackey Mitchell Architects, and KJWW Engineering Consultants; and

WHEREAS the project proposed herein constitutes Phase One and includes significant improvements in

heating and ventilation, technology infrastructure, fire protection infrastructure, and modification to ceiling, floor, and wall finishes in selected areas; and

WHEREAS the above mentioned project has been administered in accordance with the Illinois

Procurement Code and all other pertinent statutes and rules; THEREFORE be it resolved that the Board of Trustees approves the contracting for Phase One of the

University Union Renovation. University Union Renovation ITEM DESCRIPTION: The labor, material, and equipment needed to complete Phase

One of the University Union Renovation on the Macomb, IL campus.

COST: $ TBD $ TBD Contingency $ TBD Total with contingency RECOMMENDED VENDOR: To Be Determined - The public bid openings for this project

are March 6 & 7, 2013. Vendor recommendation will be made after architectural/engineering review is completed. This resolution will be revised and distributed to Board members prior to the March 29 meeting.

FUND SOURCE: 2012 Revenue Bonds (Local Funds)

21


March 29, 2013

Report 13.3/3 Annual Report on Financial Aid Programs

See Attached Report

STUDENT FINANCIAL AID SURVEY

FISCAL YEAR 2012

PUBLIC UNIVERSITIES

Respondent: Joan Brenner

Due Date: November 12, 2012 Phone: (309) 298-2446

Institution: Western Illinois University

Fice: 001780

Section I. Federal Programs

Federal Programs include student aid programs operated by the federal government which require, generally, some involvement of the college or university

beyond simple certification of enrollment.

For programs, such as Federal Work-Study (FWS), requiring institutional matching funds, please indicate the institutional and federal contributions separately

(although the number of awards should appear only once). A separate line has also been provided to report funds available to the institution from collections on

loan accounts which will be used to support additional loans. Some federal graduate fellowship programs require the institution to grant a tuition waiver to the

student. Please indicate the value of these institutional tuition waivers in Section III, Institutional Programs.

Include only the amount of funds which students received between July 1, 2011 and June 30, 2012. Do not include funds which were available but which were not

spent during the fiscal year nor administrative expenses required for the operation of these programs.

ROUND OFF AWARD VALUES TO THE NEAREST DOLLAR. DO NOT ADD LINES TO THE SURVEY

UNDERGRADUATE GRADUATE TOTAL

Number of Value of Number of Value of Number of Value of

Section & CODE Recipients Awards Recipients Awards Recipients Awards

Question FICE

01-01a 001780 1. Pell Grants 001 4702 18251134 4702 18251134

2. Supplemental Education Opportunity Grants (SEOG)

01-02a 001780 a. Federal Share 156 269570 269570

01-02b 001780 b. Institutional Share 157 89857 89857

01-02c 001780 c. Number of SEOG ad2 414 414

01-02x 001780 Total SEOG 002 414 359427 414 359427

3. Federal Work-Study Program (FWS)

01-03a 001780 a. Federal Share 004 279722 67645 347367

01-03b 001780 b. Institutional Share 005 107203 25919 133122

01-03c 001780 1. Appropriated Funds 090 107203 25919 133122

01-03d 001780 2. Nonappropriated Funds 083 0

01-03e 001780 c. Number of Federal Work-Study ad3 175 18 193

01-03x 001780 Total of Federal Work Study 003 175 386925 18 93564 193 480489

4. Carl Perkins Loans

01-04a 001780 a. Federal Share 007 0

01-04b 001780 b. Institutional Share 008 0

01-04c 001780 c. Funds used from Collections and Other Revenue 084 194583 194583

01-04d 001780 d. Number of Carl Perkins Loans ad5 67 67

01-04x 001780 Total Carl Perkins Loans 006 67 194583 0 0 67 194583

-1-

Western Illinois University



CODE Recipients Awards Recipients Awards Recipients Awards

5. Health Professions Loans

01-05a 001780 a. Federal Share 013 0


01-05c 001780 c. Funds used from Collections and Other Revenue 085 0

01-05d 001780 d. Number of Health Professions Loans ad6 0

01-05x 001780 Total Health Professions Loans 012 0 0 0 0 0 0

01-18a 001780 6. Post 9/11 GI Bill 180 0 0

01-06a 001780 7. Nursing Scholarships 015 0 0

8. Nursing Loans

01-07a 001780 a. Federal Share 017 0


01-07c 001780 c. Funds used from Collections and Other Revenue 086 0

01-07d 001780 d. Number of Nursing Loans ad7 0

01-07x-S 001780 Total Nursing Loans 016 0 0 0 0 0 0

01-08a 001780 9. Reserve Officer Training Corps (ROTC) Scholarships 021 6 47879 6 47879

01-09a 001780 10. Robert C. Byrd Scholarship 164 0 0

01-10a 001780 11. William D. Ford Federal Direct Loan Program 163 7817 71983236 723 9702186 8540 81685422

01-11a 001780 12. Graduate Fellowships and Traineeships 009 0 0

01-12a 001780 13. Graduate Assistantships 010 0 0

01-13a 001780 14. Physicians Shortage Area Scholarship Program 101 0 0

01-14a 001780 15. Public Health Service Scholarship Program 102 0 0

01-15a 001780 16. Health Education Assistance Loans 113 0 0

01-16a 001780 17. Exceptional Financial Need Grants 122 0 0

18. Other

01-17a 001780 a. Scholarships 023 234 455082 90 156799 324 611881

01-17b 001780 b. Loan 076 0 0

01-17c 001780 c. Employment 077 0 0

01-XXX-T 001780 Total - Section I. Federal Programs 024 13415 91678266 831 9952549 14246 101630815

-2-

Section II. State of Illinois Programs Western Illinois University

State of Illinois Programs include all financial assistance programs paid for or sponsored by the State of Illinois. Question 19. IVG (Tuition Waivers) include only

the waived (unfunded) portion of these grants.




02-01a 001780 1. Monetary Award Program (MAP) 025 3337 11861618 3337 11861618

2. Scholarships to Policemen/Firemen/Correctional

02-02a 001780 Officers' Dependents 027 1 10313 1 10313

02-04a 001780 3. Illinois Future Teachers Corps Scholarship Program 150 3 15000 3 15000

4. Illinois Cooperative Work-Study Program

02-06a 001780 a. State Share 158 0


02-06c 001780 c. External Share 160 0

02-06d 001780 d. Number of Cooperative Work-Study Program ad4 0

02-06x 001780 Total Cooperative Work-Study Program 161 0 0 0 0

02-07a 001780 5. Minority Teachers of Illinois Scholarships 162 6 27500 6 27500

02-08a 001780 6. Bonus Incentive Grants (BIG) 165 0 0

02-09a 001780 7. Illinois Incentive for Access (IIA) 166 0 0

02-10a 001780 8. Senior Citizens Waivers 131 1 4354 1 3661 2 8015

9. Vocational Rehabilitation Grants to Students (Administered by

02-11a 001780 Illinois Office of Rehabilitation Services) 031 62 241328 6 20934 68 262262

10. Student-to-Student Matching Grants

02-12a 001780 a. State Share 033 0


02-12c 001780 c. Number of Student-to-Student Grants ad1 0

02-12x 001780 Total Student-to-Student Grants 032 0 0 0 0

02-13a 001780 11. National Guard Grants (ISAC) 087 157 678065 9 12413 166 690478

02-25a 001780 12. Illinois Veterans Grants (IVG: ISAC) ad25 110 682504 16 45410 126 727914

13. Illinois Veterans' Scholarships and Awards to dependents/descendants

02-14a 001780 of POW/MIAs (DVA) 036 0 0

02-15a 001780 14. Special Education Tuition Waivers 030 22 193910 4 21321 26 215231

02-16a 001780 15. General Assembly Tuition Waivers 037 60 481926 60 481926

-3-

Section II. State Of Illinois Programs (Continued) Western Illinois University




16. Illinois Veterans Grants, Institutional Portion (Tuition Waivers)

02-23a 001780 a. IVG (Tuition Waivers) ad27 174 1083208 25 72071 199 1155279

02-23b 001780 b. Grants to dependents/descendants of POW/MIAs (Tuition Waivers) ad28 19 108676 3 8810 22 117486

02-23c 001780 c. National Guard Grants (Tuition Waivers) ad29 14 61500 1 1126 15 62626

02-17a 001780 17. ROTC Tuition Waivers 038 46 345622 46 345622

02-18a 001780 18. Teacher Education Tuition Waivers 039 0 0

19. Family Practice Residency Scholarship Program -

02-19a 001780 Illinois Department of Public Health 112 0 0

02-20a 001780 20. Children and Family Services Tuition Waivers 041 21 155173 21 155173

02-21a 001780 21. Workforce Incentive Act (WIA) 082 19 90745 19 90745

22. Other

02-22a 001780 a. Scholarships (State of IL Fellowships ) 043 7 12469 2 5000 9 17469

02-22b 001780 b. Tuition and Fee Waivers 078 0 0

02-22c 001780 c. Loans 079 0 0

02-22d 001780 d. Employment (Assistantships, State of IL contracts) 080 0 0

02-22e 001780 e. Public Aid Tuition Waivers 042 0 0

02-22f 001780 f. Partial Waivers for Children of University Employees ad8 0 0

02-XXX-T 001780 Total - Section II. State Programs 044 4059 16053911 67 190746 4126 16244657

-4-

Section III. Institutional Programs Western Illinois University

Institutional Programs include all programs which are funded by institutional or institutionally-related monies. The monies could be supplied from either state appropriated

funds received as part of the institution's regular appropriation or nonappropriated funds available to the institution, including university income funds. Included here, for example, would be tuition income

foregone by the institution and funds supplied through organizations related to the institution such as an alumni association or athletic club.




1. Scholarships, Grants, Fellowships and Traineeships

03-01a 001780 a. Appropriated Funds 047 687 706745 21 38253 708 744998

03-01b 001780 b. Nonappropriated Funds 048 1778 4192700 83 173169 1861 4365869

03-01c 001780 Total Scholarships, Grants, Fellowships, and Traineeships 045 2465 4899445 104 211422 2569 5110867

2. Staff Tuition and Fee Waivers

03-02a 001780 a. Civil Service Staff Tuition and Fee Waivers ad23 45 98270 75 185521 120 283791

03-02b 001780 b. Faculty/Administrators Tuition and Fee Waivers ad24 6 10704 58 126098 64 136802

03-02c 001780 c. Cooperating Teachers, Nursing, and Social Work ad9 1 993 167 224403 168 225396

03-02d 001780 d. Interinstitutional/Related Agencies ad10 14 41964 14 41964

03-02e 001780 e. Retired University Employees ad11 4 2907 4 2907

03-02f 001780 f. Children of Deceased Employees ad12 2 15345 2 15345

03-02g 001780 g. Children of Employees 081 137 431677 137 431677

03-02x 001780 Total Staff Tuition and Fee Waivers 049 209 601860 300 536022 509 1137882

3. Talent Waivers

03-03a 001780 a. Athletic 056 324 1676711 324 1676711

03-03b 001780 b. Academic 057 32 298752 32 298752

03-03c 001780 c. Gender Equity in Intercollegiate Athletics ad13 0 0

03-03d 001780 d. Foreign Exchange Students ad14 0 0

03-03e 001780 e. Out-of-State Students ad15 0 0

03-03f 001780 f. Foreign Students ad16 0 0

03-03g 001780 g. Fellowships ad17 0 0

03-03h 001780 h. Other Talent 058 307 454771 307 454771

03-03x 001780 Total Talent Waivers 055 663 2430234 0 0 663 2430234

4. Other Waivers

03-04a 001780 a. Research Assistants ad18 539 2976399 539 2976399

03-04b 001780 b. Teaching Assistants ad19 134 642405 134 642405

03-04c 001780 c. Contract/Training Grants ad20 0 0

03-04d 001780 d. Financial Aid Waivers ad21 0 0

03-04e 001780 e. Special Program Waivers ad22 0 0

03-04f 001780 f. Other 133 1 765 1 765

03-04x 001780 Total Other Waivers 059 1 765 673 3618804 674 3619569

03-05a 001780 5. Institutional Loans (long-term only) 060 10 22000 10 22000

6. Institutional Employment-Graduate Assistants

03-06a 001780 a. Appropriated Funds 063 367 2171848 367 2171848

03-06b 001780 b. Nonappropriated Funds 064 217 1281011 217 1281011

03-06x 001780 Total Institutional Employment-Graduate Assistants 062 584 3452859 584 3452859

7. Other Student Employment

03-07a 001780 a. Appropriated Funds 066 521 873577 54 86789 575 960366

03-07b 001780 b. Nonappropriated Funds 067 1434 2398246 151 238264 1585 2636510

03-07x 001780 Total Other Student Employment 065 1955 3271823 205 325053 2160 3596876

03-XXX-T 001780 Total - Section III. Institutional Programs 068 5303 11226127 1866 8144160 7169 19370287

-5-

Section IV. Other Sources of Funds Western Illinois University

Other Sources of Funds include programs whose recipients are selected by the institution but which use funds supplied from sources unrelated to the

institution or programs whose recipients are selected by the donor but institutional coordination is required. For example, if a student receives funds from an

engineering association or if a donor selects an award recipient but the award value is sent to the institution in the student's name or the donor is billed by the

institution, those awards would be included in this category. Also included here are loan funds obtained from sources outside of the institution other than

through the Illinois Guaranteed Loan Program.




04-01a 001780 1. Scholarships, Grants, Fellowships and Traineeships 069 1896 2426181 101 147062 1997 2573243

2. Loans*

04-02a 001780 a. GLHEC (Great Lakes Higher Education Corporation)** 151 0 0

04-02c 001780 b. Other Guaranteed Loan Programs *** 071 0 0

04-02d 001780 c. Other**** 073 1077 8723747 37 164063 1114 8887810

04-02x 001780 Total Loans 070 1077 8723747 37 164063 1114 8887810

04-03a 001780 2. Employer-Reimbursed Tuition 153 36 350841 72 656910 108 1007751

04-XXX-T 001780 Total - Section IV. Other Sources of Funds 074 3009 11500769 210 968035 3219 12468804

* Data reported in these items should NOT be included in ISAC Federal Guaranteed Loans (Section II, line 9, code 35).

** Include Stafford, PLUS and SLS Loans.

*** Include Stafford, PLUS and SLS Loans guaranteed by any guarantor other than Illinois GHLEC not specified in 2a.

****Include USACF and loans obtained from any source other than those listed in 2a or 2b.

Section V. Grand Total

05-STx-S 001780 Sum of Totals - Sections I, II, III, and IV 075 25786 130459073 2974 19255490 28760 149714563

-6-

Section VI. Unduplicated Headcount of Recipients Western Illinois University

Please provide an unduplicated headcount of the number of students served by each type of program. An "unduplicated headcount" is the number of

different students, not the number of awards, served by each type of program. A Total Unduplicated Headcount would count each student once who receives

financial assistance, no matter how many different programs he/she participates in.

Example: Mary Jones has a MAP, Pell and SEOG award, plus a job through FWS. She will be counted once in the Total Unduplicated Headcount because

she received aid; once in the Unduplicated Headcount of Scholarship, Grant, Fellowships, Traineeship and Waiver recipients because she received grant

aids; and once in the Employment category because she received employment aid.

UNDUPLICATED HEADCOUNT OF STUDENTS RECEIVING AID

Code

Number of students served by all financial programs on pages

1 through 6 - TOTAL UNDUPLICATED HEADCOUNT.

Note: This is the number of students, not awards--count each

student only once.

06-01a 001780 Undergraduate 591 9570 This number must be less or equal to the sum of the 3 UG codes below

06-02a 001780 Graduate 595 1558 This number must be less or equal to the sum of the 3 GR codes below

From Code 591& 595: Students receiving gift assistance (scholarships, grants,

fellowships, tuition waivers, or traineeships)--count each

student recipient only one time, i.e., a student with five

scholarships would be counted only once in this category.

06-03a 001780 Undergraduate 592 6751

06-04a 001780 Graduate 596 1153

From Code 591& 595: Students receiving loans - count each student receiving loans

only one time, i.e., a student with three loans would be

counted only once in this category.

06-05a 001780 Undergraduate 593 7854

06-06a 001780 Graduate 597 597

From Code 591& 595: Students employed by the institution--count each student

employed by the institution only one time, i.e., a student with

two jobs in the institution would be counted once in this

category.

06-07a 001780 Undergraduate 594 2021

06-08a 001780 Graduate 598 687

NOTE: If any student in your institution is receiving some type of financial aid "package" of more than one category of aid (i.e., loans and gift assistance), the number

for code 591 must be less than the sum of lines 592, 593, and 594, and the number for code 595 must be less than the sum of lines 596, 597, and 598.

NOTE: If you do not know the unduplicated headcount for Lines 592, 593, 594, 596, 597, and 598, then you must return a percentage and we will calculate

the figure for Undergraduates from line 591 and Graduates from line 595.

-7-

Section VII. Sex and Racial/Ethnic Background of All Financial Aid Recipients (Code 591& 595) Western Illinois University


Please use the following form to indicate the sex and racial or ethnic background of total unduplicated headcount aid recipients reported in Section VI.1.

If this information cannot be provided for specific programs not administered through the financial aid office, please list these programs and indicate the

headcount. Include the unduplicated headcount from these program in the unknown category, Totals of the columns and categories should be consistent with

totals reported in Section VI., codes 591 and 595.

Undergraduate Graduate

Code Female Male Female Male

07-01a 001780 Non-Resident Alien 610 22 53 85 156

07-01b 001780 Black, Non-Hispanic 611 886 649 64 43

07-01c 001780 American Indian or Alaskan Native 612 9 6 4

07-01d 001780 Asian 613 34 41 9 6

07-01h 001780 Native Hawaiian or Other Pacific Islander 618 5 8

07-01e 001780 Hispanic 614 302 335 29 14

07-01f 001780 White, Non-Hispanic 615 3179 3493 674 392

07-01g 001780 Other or Unknown 616 159 231 28 42

07-01i 001780 Two or more races 619 80 78 8 4

07-01x-S 001780 Total 617 4676 4894 901 657

Programs for which sex and racial/ethnic data are not available should be included in line 616 - Other or Unknown.


Section VIII. Sex and Racial/Ethnic Background of Monetary Award Program Recipients (Sec. II, Code 025)

Please indicate the sex and racial or ethnic background of MAP grant recipients at the institution. The totals for code 607 ( men and women) should match the total reported

MAP recipients in Section II, page 3, line 1, code 025.

UNDERGRADUATE

Code Female Male

08-01a 001780 Black, Non-Hispanic 601 637 376

08-01b 001780 American Indian or Alaskan Native 602 3 2

08-01c 001780 Asian 603 19 21

08-01h 001780 Native Hawaiian or Other Pacific Islander 608 3 2

08-01d 001780 Hispanic 604 162 146

08-01e 001780 White, Non-Hispanic 605 925 860

08-01f 001780 Other or Unknown 606 59 50

08-01i 001780 Two or more races 609 41 31

08-01x-S 001780 Total 607 1849 1488

-8-

31


March 29, 2013

Report 13.3/4 Quad Cities Graduate Study Center Update

The Western Illinois University Board of Trustees approved co-locating the Quad Cities Graduate Study Center (GradCenter) at Western Illinois University-Quad Cities and Saint Ambrose University in March 2011 (See Western Illinois University Board of Trustees Report No. 11.3/6 and Report No. 11.3/5). The Board made this action to advance Higher Values in Higher Education priorities and goals of increasing public service and outreach, lifelong learning, and community/university partnerships. Furthermore, there were no operational or personnel costs for the University. The GradCenter is an independent organization, responsible for its revenues and expenditures, and only offers courses when the University is open. Since the GradCenter transitioned to Western Illinois University and Saint Ambrose University, the Center benchmarked roles and functions of urban graduate education consortia; updated its Strategic Plan; and experienced decreases and uncertainties in state funding, increases in local graduate education enrollment, and changes in population density in the Quad Cities compared to other areas in Illinois and Iowa. As these changes were occurring, GradCenter Board Members were increasingly asking about the future and sustainability of the Center. Vice President Rives is the Vice Chairperson of the GradCenter and Chairperson of the 10-institution Council of Member Institutions. In response, the GradCenter established a task force to plan a sustainable future for the Center. As documented in this Report, and the Power Point presentation at today’s Western Illinois University Board of Trustees meeting, the GradCenter seeks to expand membership to include all Quad Cities community colleges and universities and form a Quad Cities consortium that increases access to educational opportunities and collaboration between institutions. With community colleges and baccalaureate degree granting institutions joining the GradCenter, there are opportunities to increase students awareness of locally available undergraduate and graduate degree programs and partnerships between institutions. Two such recent examples of the latter are the local institutions working together to support Western Illinois University-Quad Cities application for a $950,000 AmeriCorps grant to pair students and volunteers from local agencies to assist with kindergarten through high school mentoring, tutoring, and after school programming; and all of the local colleges and universities are partnering with the Community Foundation of the Great River Bend and the Lumina Foundation on a grant to recruit and retain students after graduation to the Quad Cities workforce. These partnerships are key to Quad Cities educational and economic development goals. The work of the GradCenter planning task force is summarized below because Western Illinois University-Quad Cities houses part of the Center, and the work of the Center and partner institutions continues to advance the priorities and goals of Higher Values in Higher Education.

32

Executive Summary In January 2012, the Quad-Cities Graduate Study Center (GradCenter) Committee of the Whole charged a task force to make recommendations to sustain and enhance the GradCenter. The task force consisted of five representatives from the Council of Member Institutions and four representatives from the Council of Community Members. After seven meetings, including input sessions with the GradCenter Board and the Quad Cities Presidents and Chancellors Council, the task force recommends engaging in the following actions to sustain the GradCenter and advance educational, workforce, and economic development in the Quad Cities:

1. Advance our historic mission to provide access to quality educational opportunities by extending membership invitations to Augustana College, Black Hawk College, Eastern Iowa Community Colleges, and Trinity College of Nursing and Health Sciences. The pathway to graduate education begins as early as the freshman year and these institutions are currently not represented at the GradCenter.

2. Combine the Council of Member Institutions and Council of Community Members into a new

Collaboration Council, with representatives that can speak for the institution or programs represented, meets quarterly, and coordinates on institutional initiatives for the Quad Cities.

Background of the GradCenter In 1969, the Quad-City Graduate Study Center was established as a not-for-profit membership organization to provide access to outstanding graduate education in the Quad Cities. The States of Illinois and Iowa annually fund the GradCenter, which is governed through an Executive Board, Council of Member Institutions, Council of Community Members, and the Committee of the Whole. A consortium of 10 institutions provides graduate education in the Quad Cities through the GradCenter. Drake, Illinois, Illinois State, Iowa, Iowa State, Northern Illinois, Northern Iowa, Saint Ambrose, Saint Xavier, and Western Illinois provide instruction for their graduate programs. The consortium is based on shared location as opposed to shared classes. Students apply to and graduate from an individual college or university, each offering fully-accredited degrees. Since its founding, annual course enrollments increased from 2,000 to currently just under 10,000. Where the two local universities (Saint Ambrose and Western Illinois) once accounted for 40 percent of course enrollments, they now account for 90 percent of course enrollments.

33

From 1969-2011, Augustana College housed the GradCenter. It was a neutral site that did not offer graduate programs, and GradCenter staff focused on center advertising, community/university coordination, and on-site logistical support for center students and faculty. In fall 2011, GradCenter staff moved to Saint Ambrose University and Western Illinois University-Quad Cities. Classes are held at these and other educational locations in the Quad Cities. Antecedents for Change Between January 2012 and January 2013, eight meetings addressed the future of the GradCenter. Input was received from the task force, Quad Cities Presidents and Chancellors Council, and the GradCenter’s Committee of the Whole. Conversations focused on six antecedents that suggested the need for change to sustain the future of the Center.

GradCenter Task Force Membership Tara Barney, Quad Cities Chamber of Commerce Tanisha Briley, City of Davenport Paul Crawford, Northern Illinois University Charlie Evans, University of Illinois Ray Forsythe, City of Moline Paul Koch, Saint Ambrose University Liz Loveless, Saint Ambrose University Deb Peterson, Community Member Joe Rives, Western Illinois University

GradCenter Task Force Meetings 1/30/12: E-mail on context sent to committee 2/23/12: Committee meeting 4/26/12: Committee meeting 6/20/12: Presidents/Chancellors Council update 7/24/12: Board working session 8/28/12: Presidents/Chancellors Council update 9/14/12: GradCenter Board meeting 1/25/13 GradCenter Board meeting

1. The change in location from Augustana College minimized need for on-site logistical

coordination. Institutional staffs hosting GradCenter classes provide these functions.

2. Benchmarking of nine urban consortia showed many opportunities for collaboration beyond sharing of space. This includes authoring grants, identifying feeder undergraduate programs, sharing co-curricular resources, allowing students to register in courses from other institutions, and participating in joint economic/workforce development activities. Benchmarking also showed other consortia including community colleges and all local colleges and universities.

3. The Update to the GradCenter Strategic Plan had four goals. Considering the finite nature of time and resources, it was recommended that marketing is an institutional function and highest priority should be placed on facilitating collaboration.

4. Declines and uncertainties in Illinois and Iowa state funding resulted in staffing and operational budget reductions. Annual GradCenter funding decreased from $383,228 in Fiscal Year 2009 to $118,413 in Fiscal Year 2013, a 69 percent reduction in five years.

34

5. There have been increased local graduate educational opportunities, and growth offers new opportunities for collaboration.

6. Projected high school graduates are expected to increase western Iowa and northeast Illinois. The State of Iowa reallocated funding from the GradCenter to another Iowa consortium and institutions that once had higher enrollments in the GradCenter now have off-campus instruction in other areas Illinois and Iowa. The GradCenter must be efficient and effective with its resources to maintain sustainability.

Actions, Recommendations, and Rationale for Change The decline in state funding and changing staff needs (Antecedents 1, 3, 4) resulted in the Executive Director’s decision to terminate one employee. Our historic mission and benchmarking of urban consortia (Antecedent 2) is the basis for the recommendation to advance our historic mission of providing access to quality educational opportunities by extending membership invitations to Augustana College, Black Hawk College, Eastern Iowa Community Colleges, and Trinity College of Nursing and Health Sciences. Benchmarking, program and enrollment growth, associated opportunities for new educational partnerships, and the need to optimize resources (Antecedents 2, 5, 6) were the basis for the recommendation to combine the Council of Member Institutions and Council of Community Members into a new Collaboration Council, with representatives that can speak for the institution or programs represented, meets quarterly, and coordinates on institutional initiatives for the Quad Cities. Implementation of these recommends sustains and enhances the GradCenter. It expands institutional partnerships, focuses on higher levels of degree attainment in the Quad Cities, promotes new collaborations that maximize the states investment in higher education, and supports workforce and economic development. Before these actions are enacted, they should be cleared with the Illinois Board of Higher Education and the Iowa State Board of Regents to ensure they are consistent with funding requirements. These recommendations also assume that there will be further operational details (e.g., revisions to bylaws, staffing assignments, etc.) defined after these recommendations are approved.

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March 29, 2013

Resolution No. 13.3/2 Student Health Insurance Program

Resolution: WHEREAS Western Illinois University has maintained a self-insured Student Health Insurance Program

since July 1, 2004; and, WHEREAS Western Illinois University has reviewed the self-insured Student Health Insurance Program;

and, WHEREAS Self-insured Student Insurance Programs are exempt from the provisions of the Patient

Protection and Affordable Healthcare Act (PPACA); and, WHEREAS Students will be required by the PPACA to have minimum essential healthcare coverage by

January 1, 2014, or face a federal monetary penalty; and, WHEREAS self-insured student health plans cannot be included in this regulation, and recognized as

minimum essential coverage under PPACA without a change in law; and, WHEREAS a change in the law that would allow self-insured student health plans to be recognized as

minimum essential coverage under PPACA would result in a significant increase in the student benefit fee and increased financial risk to the University; and,

WHEREAS a self-insured Student Health Insurance Program would no longer provide a financially

beneficial option program for students of Western Illinois University; and, WHEREAS a Plan of Transition from the Self-Insured Student Insurance Program has been included as

an addendum to this resolution and includes a claims run-out period of August 1, 2013 – July 31, 2014:

THEREFORE be it resolved that the Board of Trustees approves the discontinuation of the Western

Illinois University self-insured Student Health Insurance Program as proposed effective 12:01 a.m., July 31, 2013.

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WESTERN ILLINOIS UNIVERSITY

ADDENDUM to Resolution No. 12.12/1

PLAN OF TRANSITION FROM THE SELF-INSURED STUDENT INSURANCE PROGRAM

Transition from the current self-insured plan would require several steps to ensure an orderly phase out of the program. These steps include the following:

I. Board of Trustees Resolution to discontinue self-insured student health insurance program. To achieve an orderly phase-out of student insurance, this step should be done at a minimum of 6-7 months prior to the end of the current policy year, which terminates on July 31, 2013.

II. Notification of Stakeholders

A. Current Enrolled Students. Current enrolled students and parents should be notified as soon as possible to provide lead time for enrollment in alternative individual or group coverage. Current enrolled students should be encouraged to submit claims within the timely filing period. Students graduating in May, 2013 will no longer be able to purchase 90 days extended coverage under this plan.

B. Student Body. The Student Body should be notified of changes to the Student Insurance Benefits program through the Student Government Association as part of WIU shared governance.

C. Internal campus stakeholders.

Athletics: The student insurance program has absorbed the cost of intercollegiate athletic insurance for WIU athletes since before the student insurance program was self-funded. All student athletes participate in the student insurance program to ensure the funding mechanism for Intercollegiate Athletic Insurance remains stable, plus students receive the added benefit of having a low cost health insurance in addition to Athletic Insurance coverage. The health insurance is primary coverage for many WIU athletes, and provides secondary coverage for those that have primary coverage with a parent. The 2012-2013 premium for Athletic Insurance is $323,500. There is one additional renewal year possible on the current bid that could be used for FY14. There is adequate insurance reserve funding to pay for the premium for FY14 as part of the run-out budget. The Athletics Department should plan to submit a new Request for Proposal for Athletic Insurance for FY2015. In addition to Athletic Insurance, it is recommended that a Blanket Policy for Uninsured Athletes be considered, as WIU Athletic Insurance and Student Insurance provides coverage for uninsured athletes. This policy would act as a cost-containment strategy for Athletic Insurance premium increases.

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Beu Health Center: An average of $200,000 or 30% of the billable services rendered at Beu Health Center is reimbursed on behalf of enrolled students by the Student Insurance Program. Health Insurance staff would be reallocated to the Health Center Budget for FY15, after the run-out period is completed, with an annual cost of $128,235 plus benefits.

Center for International Studies: All non-immigrant international students (J-1 and F-1 visa holders) attending WIU are required to have health insurance. In many cases, limited duration medical insurance coverage is provided through a program, i.e. Muskie Program, ISEP Exchange Consortium, or government sponsored students. The WIU self-insurance student insurance program provides coverage worldwide for students traveling abroad and for international students attending WIU, and meets/exceeds the minimum standards for J-1 Visa holders. With few exceptions, international students have been mandated to participate in the WIU program as a supplement to the limited duration coverage.

Under PPACA, limited duration plans will be approved only for students that study for less than 1 year. The Center for International Studies or Risk Management may consider purchase of a blanket policy to ensure that international students have insurance, or at the least, have a program to verify and monitor coverage.

In addition, Frontier MEDEX provides travel assistance coverage that includes medical evacuation and repatriation benefits that covers our international students as well as students traveling abroad, regardless of whether or not they are covered under student insurance. Faculty/staff traveling on behalf of the university also are covered. The cost of the travel assistance plan is $20,700 per year.

University Counseling Center: A 0.5 FTE counselor is funded through the Student insurance program, to increase access to free mental health services since the insurance program has $20,000 limit on mental health services. The Counseling Center would require alternate funding of $29,254 plus benefits to maintain this position.

Financial Aid: 1 FTE position Financial Aid advisor is funded through the Student Insurance Program. The Financial Aid would require $40,824 plus benefits to maintain this position.

University Administrative Fee: The fees collected students are subject to the 5% university administrative fee, which is approximately $200,000. The loss of this revenue to support direct and indirect services would require a plan for how this transition would affect respective operations.

4. Plan Providers. The current plan provides an average turnaround time on claims payment to providers of less than 20 days. As a business courtesy, the Plan Providers serving our students would need to be notified of a change in the WIU plan in a timely manner. McDonough District Hospital is the top provider with a three year average of $892,000 in annual compensated care.

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5. Notify Plan Contractors. In cooperation with our Third Party Administrator, CTIA, we would provide a termination notification in accordance with contract requirements to our Preferred Provider Organization, Healthlink. Non-renewal notification would be provided to our Stop-Loss carrier and our Travel Insurance carrier.

III. Processing of run-out claims

Phasing out of self-insured program would require one additional year after the official termination date of the program to process run-out claims under the timely filing requirement. Any operating funds remaining after the end of the fiscal year should be utilized for this purpose, with reserve funds used to supplement the claims payment. Based on actuarial estimate of incurred but not paid claims, we could expect approximately $400,000 in claims to be processed during the run-out period. We would maintain staff to process the claims, and provide transition for the program. We would renew the Third Party Administrator contract for the run-out period to assist with the orderly phase-out of the program. The PPO contract would be in place for the first three months of the run-out period; thereafter, the PPO agrees to process run-out claims without an administrative fee for the remainder of the run-out period. We would not require stop-loss coverage past the last date of the current program year, since any claims incurred after the termination date would not be covered charges. The total budget for the insurance run-out period is estimated to be $914,005.

Estimated Budget for Self-Insurance Claims Run-Out Period (August 1, 2013 – July 31, 2014) FY 2014 Staff $123,300 Fringe $1000 Commodities $500 Rental Office Equipment $600 Contractual (TPA and PPO) $50,000 Claims $400,000 Athletic Insurance 2013-14 Estimate 3.5% increase

$333,205

Collection fees $2500 Postal charges $500 Office Equip $300 Telephone $900 Travel $200 Contingency $1000 Total Estimated Expenses ($914,005)Reserve Funds Available $1,335,703 Estimated Excess Funds $421,698

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IV. Identify Alternate Funding Source for Expenses Funded by Student Insurance

In addition to the run-out costs outlined in Section III, alternate funding sources should be identified for the following expenses in order to maintain services at current levels. This budget does not include the recommendation of the blanket insurance policy for international students, or the recommendation for a blanket insurance policy for uninsured athletes as both options would require a bid process.

Estimated Funding Required to Maintain University Programs Currently Funded by Student Insurance FY 2014 FY2015 Athletic Insurance (assume 3% annual increase) $343,200 Beu Health Center (Insurance Staff) $128,235 University Counseling Center $29,254 $30,424 Financial Aid $40,824 $42,456 Administrative Fee (5% revenue surcharge) $200,000 $200,000 Total $270,078 $744,315 V. Asset Management after Run-Out Period

The University has a responsibility to conserve the operating and reserve funds for the entire run-out period. Effective August 1, 2014, the assets of the student insurance program including remaining operating funds, reserve funds and inventoried equipment assets should be transferred to health related operations that benefit the student body under the university’s fiduciary responsibilities. After the run-out period has concluded, health insurance staff would be reallocated to the Beu Health Center budget for FY2015, unless they opted to transfer to another area on campus.

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March 29, 2013

Report 13.3/7 Long Term Planning Update

During its Summer 2012 Retreat, the Western Illinois University Board of Trustees charged the Vice President for Quad Cities and Planning to complete an inclusive process that provides the Board and President Thomas with an analysis of critical tends and projections in higher education and recommended actions for Western Illinois University in the near-, five-, and 20-year time frames to sustain and enhance the future of the University. The Board’s charge also included adapting the long-term strategic planning and thinking model discussed in an Association of Governing Board’s (AGB) publication, http://agb.org/trusteeship/2012/3/power-strategic-thinking. Tables 1 and 2 (below) provide meeting schedules and membership. As shown in these tables, a 42-member Long Term Planning Team began its work in fall 2012, with progress chronicled in September 2012-March 2013 Strategic Plan Updates. This Update, requested by the Western Illinois University Board of Trustees, summarizes the AGB model, institutional strategic planning processes, trends effecting Illinois higher education in general and Western Illinois University in particular. It also includes initial draft recommendations for President Thomas and the Board, and identifies next steps for the Team that intends to complete work by the end of the Spring 2013 semester. A final report will be presented at the June 2013 Western Illinois University Board of Trustees meeting.

Table 1 Long Term Planning Team Meeting Schedule

November 6, 2012 March 5, 2013 November 7, 2012 March 19, 2013 December 4, 2012 March 26, 2013 December 5, 2012 April 2, 2013 January 15, 2013 April 23, 2013 February 5, 2013 April 30, 2013 February 26, 2013 May 7, 2013 Notes: All meetings are 8:00-9:30 in Horrabin Hall Room 1 with video connection to Riverfront 205. February 26th meeting cancelled due to WIU-Macomb closure.

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Table 2

Long Term Planning Team Membership Joe Rives, Vice President, Quad Cities and Planning/Chair Brad Bainter, Vice President, Advancement and Public Services Ed Basch, Community Development Coordinator, City of Macomb John Biernbaum, Associate Vice President, Student Services Gary Biller, Vice President, Student Services Andy Borst, Director, Undergraduate Admissions Pam Bowman, Director, Human Resources Felix Chu, Associate Dean, University Libraries Kathleen Clauson, Library Operations Associate/Civil Service Employees Council Representative Billy Clow, Dean, College of Fine Arts and Communication Scott Coker, Director, Facilities Management Julie DeWees, Vice President, Administrative Services Tom Erekson, Dean, College of Business and Technology) Stephen Fraizer, Chief Information Officer Bill Griffin, Western Illinois University Board of Trustees Everett Hamner, Assistant Professor, English and Journalism Jeff Hancks, Associate Professor, University Libraries Teri Hare, Director University Scholarship Activities/Council of Administrative Personnel Representative Ken Hawkinson, Provost and Academic Vice President Robert Hironimus-Wendt, Associate Professor, Sociology and Anthropology Mike Inman, Mayor, City of Macomb Fred Isele, Associate Professor, Curriculum and Instruction Jin Jin, Assistant Professor, Chemistry Gregg Jorgensen, Assistant Professor, Curriculum and Instruction Kerry Lemaster, Business Administrative Associate, President’s Office Brian Locke, Associate Professor, Music/Chair, Graduate Council Chuck Lydeard, Chairperson, Biological Sciences Sue Martinelli Fernandez, Dean, College of Arts and Sciences Don McLean, Professor, Recreation, Park and Tourism Administration Kristi Mindrup, Assistant Vice President, Quad Cities and Planning Mark Mossman, Chairperson, English and Journalism Kim Pierce, Executive Director, Macomb Area Economic Development Corporation Padmaja Pillutla , Associate Professor, Accountancy and Finance/Chair, Quad Cities Faculty Council Steve Rock, Professor, Economics and Decision Sciences/Chair, Faculty Senate Mike Rodriguez, Chief Technology Security Officer/Director Bill Rupert, Deputy Director, Human Resources/President, Civil Service Employees Council Sterling Saddler, Dean, College of Education and Human Services Phyllis Self, Dean, University Libraries Rayvon Shelton, Journalism Major/Vice President Macomb Student Government Association Bill Thompson, Associate Professor, University Libraries Tammy Werner, Assistant Professor, Sociology and Anthropology Michael Woolever, President, Quad Cities Student Government Association To bring additional community voice and employer perspective to the table, Vice President Rives also seeks feedback for the Long Term Planning Team from the Quad Cities and Planning External

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Advisory Board. The 29-member Advisory Board meets quarterly at the Western Illinois University-Quad Cities Riverfront Campus.

Table 3 Quad Cities and Planning External Advisory Board

Brad Bainter, Vice President, Advancement and Public Services Phil Banaszek, Rock Island County Board Chairman Matt Behrens, Regional Vice President, Iowa Health Systems Roger Clawson, Western Illinois University Board of Trustees/State Farm Insurance Chris Connolly, Assistant Branch Manager/Financial Advisor, Wells Fargo Derek Dyer, Manager, Materials Management, John Deere & Company Susan Goetz, Consultant, Mary Kay Mary Lagerblade, Retired, Mel Foster and Company Jamie Lange, Interim Director, WQPT Jim Lodico, President, Western Illinois University Foundation Board Janet Masamoto, President, JTM Concepts, Inc. Janet Mathis, Executive Director, Renew Moline Steve McCann, Partner, McGladrey Matt Mendenhall, Vice President of Programs, Community Foundation of the Great River Bend Jeff Nelson, Rock Island County, General Manager, Metropolitan Mass Transit District Steve Nelson, Western Illinois University Foundation/Attorney, Califf & Harper Teresa Paper, President, Scott Community College Dennis Pauley, Mayor, Rock Island/Director of External Affairs, AT&T Colleen Rafferty, Co-Executive Director, Women’s Connection Joe Rives, Vice President, Quad Cities and Planning Gary Rowe, Director, Development, Western Illinois University-Quad Cities Paul Rumler, Executive Vice President, Quad Cities Chamber of Commerce Myrian Scheibe, Vice President, Shive-Hattery Karla Steele, Attorney, Califf & Harper John Thodos, Mayor East Moline Bettie Truitt, Vice President for Instructional Services, Black Hawk College Lee Vasquez, Executive Director, Quad Cities Hispanic Chamber of Commerce Rory Washburn, Executive Director, Quad Cities Building Trades Council Don Welvaert, Mayor, Moline

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March 29, 2013

Resolution No. 13.3/3 Release of December 14, 2012, and January 15, 2013

Executive Session Meeting Minutes

Resolution: WHEREAS pursuant to Section 2.06(c) of the Open Meetings Act, the Board of Trustees of Western

Illinois University has reviewed the minutes of the executive session minutes of December 14, 2012, and January 15, 2013, to determine whether the need for confidentiality still exists with respect to all or part of the minutes:

THEREFORE be it resolved that the Board of Trustees of Western Illinois University approves for

public disclosure at this time the following executive session minutes: December 14, 2012 and January 15, 2013.

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March 29, 2013

Resolution No. 13.3/4 Calendar Year 2014 Board Meeting Schedule

Resolution: WHEREAS Western Illinois University is subject to the requirements of Section 35-25 of Senate Bill

241 which states: “Meetings of the Board shall be held at least once each quarter on the campus of Western Illinois University…”; and,

WHEREAS the Vice Presidents, Budget Director, Board Treasurer, Institutional Research and Planning

Director, Equal Opportunity and Access Director, Internal Auditor, Alumni Director and the Assistant to the President for Governmental Relations have been consulted regarding the State of Illinois, IBHE and Board of Trustees deadlines and regulations; and,

WHEREAS the members of the Board of Trustees have been consulted beginning on January 16, 2013

about the 2014 proposed meeting schedule: THEREFORE be it resolved that the Board of Trustees approves the following meeting dates for

calendar year 2014: March 28, 2014 (Friday) – WIU, Macomb June 6, 2014 (Friday) – WIU, Quad Cities Riverfront October 3, 2014 (Friday), WIU, Macomb December 19, 2014 (Friday), WIU, Macomb The 2014 Board Retreat date and location will be determined by the Board at their 2013 Retreat

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March 29, 2013

Resolution 13.3/5 Revision to Board Regulations, V.B. Purchases – First Reading

Resolution: WHEREAS the Board of Trustees must approve changes to Regulations prior to implementation; and, WHEREAS the Illinois State Finance Act (30 ILCS 105/9.02) requires approval by the President for

purchases of $250,000 or more; THEREFORE be it resolved that the Board of Trustees approve revisions to Section V.B. Purchases.

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V. Administrative Affairs (continued)

B. Purchases

Purchases consist of contracts, purchase orders, or other agreements (collectively referred to in this Subsection B. as "contracts") for the receipt of services or the acquisition of real or personal property which obligate financial resources of the Board. The financial resources of the Board include all funds received by or belonging to the Board or the University, including income received and retained in accordance with 30 Illinois Compiled Statutes 105/6a-2. All purchasing transactions shall be conducted in accordance with applicable state and federal statutes and regulations and applicable regulations adopted by the Board.

1. Approval

Approval of purchases shall be obtained, prior to the obligation of financial resources of the Board, as follows:

a. All transactions and purchases (excluding real property) of $500,000 or more (except as

specified in paragraph d. below) shall require approval by the Board. All transactions involving real property of $250,000 or more shall require approval by the Board. When real property is acquired, the President or his designee shall make a report to the Board which shall include a needs assessment, appraisal by a professional certified appraiser, intended use of the property, physical and structural review of the property, and legal review of the proposed transaction.

b. Except as specified in paragraph d. below, purchases by the University of at least $100,000

$250,000 but less than $500,000 shall require approval by the President.

c. Authority for approval of purchases other than those referred to in paragraph a. above is delegated to the President for the Board.

d. Approval by the Board under paragraph a. above is not required for the following purchases:

natural gas, utility services, fire protection, library books and periodicals, textbooks, food products (including livestock feed), entertainment services paid for with student fees and/or ticket sales receipts, resale items, postal charges, athletic team travel, memberships and dues, student activity group travel, contracts bid through Central Management Services or other government agencies, and approved items bid through the Illinois Public Higher Education Cooperative.

2. Reports

At each regular meeting of the Board, the President for the Board shall present a report on purchases of at least $100,000 $250,000 but less than $500,000 (other than purchases listed in paragraph 1.d. above) made since the preceding regular Board meeting. Such reports shall be prepared in accordance with guidelines issued by the Board.

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B. Purchases (continued)

3. Contract Preparation and Signature

a. The Board of Trustees, constituted as body corporate and politic, is the contracting entity for all contracts involving the Board and the University. All such contracts shall bear the name of the Board and, as appropriate, shall also include the name of the University as follows: "Board of Trustees of Western Illinois University."

b. All contracts which an authorized employee believes may raise legal issues shall be submitted

to the President or his designee for approval as to legal form before they are signed.

c. Contracts in the name of the Board alone shall be signed by the Chairperson and Secretary of the Board or, where appropriate, by university officials authorized to sign such instruments in the names of the Chairperson and Secretary.

d. The President or his/her designee is authorized to sign all contracts for the University.

4. Letters of Intent

A letter of intent (or similar document) may be signed by the President or his/her designee for the University when in their judgment a letter of intent is necessary to ensure receipt of an advantageous price or delivery date for goods or services and approval of the purchase by the Board as required by paragraph 1 cannot be timely obtained. Such letters of intent shall provide that the purchase may be terminated without any cost, liability, or obligation if approval of the Board as required by paragraph 1 above is not obtained by a specified date and shall contain such other conditions as may be considered appropriate by the person signing the letter of intent.

5. Internal Management Guidelines

The President, in consultation with the Vice Presidents, shall develop internal management guidelines concerning purchases, which shall include the following provisions and such other provisions as are necessary and appropriate.

a. Provisions intended to ensure the fair and equitable treatment of all persons who provide

goods or services to the Board.

b. Provisions intended to foster competitive bidding and economical procurement to the greatest extent possible.

c. Provisions intended to encourage the economical utilization and replacement of vehicles.

The guidelines and any changes shall become effective when approved by the Board.

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B. Purchases (continued)

6. Change Orders

a. The President or his/her designee is authorized to approve and sign change orders for the University.

b. A change order or series of change orders which authorizes or necessitates an increase or

decrease in either the cost of a contract by a total of $10,000 or more or the time of completion by a total of 30 days or more shall not be approved unless it is first determined in writing by the President or his/her designee that the circumstances necessitating the change were not reasonably foreseeable at the time the contract was signed, the change is germane to the original contract as signed, or the change order or series of change orders is in the best interest of the University, and is authorized by law. Such written determination and the written change order resulting from that determination shall be preserved in the contract's permanent file which shall be open to the public for inspection.

c. In accordance with Section I. C. 1. of these Regulations, the President or his/her designee

shall further delegate the authority granted to them in the preceding paragraphs so that the same individual does not both approve a change order under paragraph a. and make a determination in writing that the change order is justified under paragraph b.

d. In addition to the above, all change orders must be issued in accordance with the provision of

the Illinois Procurement Code (30 Illinois Compiled Statutes 500/et seq.).

e. Prior approval by the President or his/her designee shall be required for each change order which results in a contract amount of less than $500,000, if the change order (1) increases a contract to $100,000 $250,000 or more, (2) exceeds a contingency previously approved by the President (or designee), (3) or increases a contract previously approved by the President (or designee) without a contingency.

f. Prior Board approval shall be required for each change order which (1) increases a contract to

$500,000 or more, (2) exceeds a contingency previously approved by the Board, or (3) increases a contract previously approved by the Board without a contingency.

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March 29, 2013

Resolution 13.3/6 Revision to Board Regulations, II.B.12.j.,

Benefits for Coaches – First Reading

Resolution: WHEREAS the Western Illinois University Board of Trustees must approve changes to Regulations prior

to implementation; and, WHEREAS Western Illinois University coaches are appointed as temporary employees; and, WHEREAS Western Illinois University wishes to require temporary coaches to utilize accumulated

vacation leave within the year it is accrued: THEREFORE be it resolved that the Western Illinois University Board of Trustees approves First

Reading of the revision to the Regulations Section II.B.12.j. – Benefits for Coaches.

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II. Employees (continued) B. Faculty and Administrative Employees (continued) 12. Employee Benefits (continued)

j. Benefits for Coaches (Approved March 26, 2010)

The following provisions shall apply only to coaches, who for the purposes of this subsection are defined as temporary administrative employees appointed for terms pursuant to written contract, or in the event of no written contract to terms of not longer than twelve months, and more than half of whose assignment is coaching intercollegiate athletics.

(1) Notwithstanding any of the other benefits provisions of these Regulations, coaches may

be given an appointment which entitles them to the employee benefits described in Section II.A.9. and Section II.B.12. above, (subject to the requirements thereof concerning application and eligibility), but with the following benefits:

(a) Coaches appointed hereunder shall be entitled to cumulative vacation leave which

shall be earned at the rate of two days per month for each month in the term of appointment. Vacation leave may be accrued up to a maximum of 48 24 days. [An employee who accrues the maximum will earn no further vacation leave until the employee’s use of vacation leave reduces the accrual below the maximum.] Upon termination of employment, and provided that the employee is not re-employed at the same place of employment within 30 calendar days, he/she shall not receive a lump sum payment for unused vacation leave at the end of his/her term.

(b) Coaches appointed hereunder shall be entitled to cumulative sick leave of 1.5 days

per month of appointment. The employee may accrue cumulative sick leave up to a maximum of 360 work days and may use accumulated sick leave only when the employee is prevented from performing assigned duties because of illness, injury, or temporary disabilities. The employee may use up to twelve (12) days of earned sick leave per calendar year for absences resulting from the illness or injury of a parent, spouse, domestic partner, or child. Upon approval of the President, or the President’s designee, an employee may use additional accrued sick leave for such absences. [Employees covered by a collective bargaining agreement with different sick leave benefits will receive those benefits according to their agreement.] Deductions of sick leave shall not be made during any Board approved holiday. No lump sum payment shall be made for cumulative sick leave earned after January 1, 1998. No more than five days of sick leave shall be deducted in any one calendar week.

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March 29, 2013

Resolution 13.3/7 Revision to Board Regulations, II.B.12.c.5. and II.C.7.d.4.,

Employee Benefits Sick Leave – First Reading

Resolution: WHEREAS the Board of Trustees must approve changes to Regulations prior to implementation; and, WHEREAS an external audit identified current university policy that is inconsistent with Board

regulations; and, THEREFORE be it resolved that the Board of Trustees approve revisions to Section II.B.12.c.5 and

II.C.7.d.4.

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II. Employees (continued) B. Faculty and Administrative Employees (continued) 12. Employee Benefits (continued) c. Sick Leave (continued) receive those benefits according to their agreement

(4) Deductions of sick leave shall not be made during any Board approved holiday. One day of sick leave shall be deducted for each day an employee is absent because of injury or illness.

No more than five days of sick leave shall be deducted in any one calendar week. (5) (a) Upon termination of employment, and provided the employee is not reemployed at

the same place of employment within 30 calendar days, an employee, or such employee's estate, shall be entitled to a lump sum payment for accrued sick leave earned after December 31, 1983 and prior to January 1, 1998. The lump sum payment for accrued sick leave shall be computed as the product of the employee's daily rate of compensation and one-half of the lesser of the following: (i) the number of days, or fractions thereof, of cumulative sick leave earned by the employee, in accordance with paragraph (2) above, minus any days, or fractions thereof, of cumulative sick leave used by the employee; or (ii) the number of days, or fractions thereof, of cumulative sick leave earned by the employee in accordance with paragraph (2) above after December 31, 1983 and prior to January 1, 1998. Non-cumulative sick leave days shall be used first, and cumulative sick leave days shall be used in the order in which they have been accrued following order: pre-January 1, 1984; post-December 31, 1997; January 1, 1984 through December 31, 1997. No lump sum payment shall be made for noncumulative sick leave.

(b) An employee may waive payment for all or part of his/her eligible accrued sick leave (one-half of the employee's accumulated and unused sick leave earned after December 31, 1983 and prior to January 1, 1998) by executing an appropriate waiver form prior to termination of employment.

(c) An employee who has received a lump sum payment for accrued sick leave and who,

within two years, is reemployed by the Board may, if separated in good standing, have his or her accrued sick leave restored if, within 30 days after commencement of such reemployment, the employee repays said lump sum payment to the Board for the benefit of the location at which accrued sick leave is restored. For each day of sick leave to be restored, the employee shall repay the gross amount he or she was paid for one day of accrued sick leave. An employee may have part or all of his or her accrued sick leave restored in this manner; however, if the employee does not make any such repayment to the Board, he or she shall not be entitled to have any such sick leave so restored.

(6) The Board, through its authorized representatives, reserves the right to require acceptable

evidence of illness or disability with respect to the use of sick leave.

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Employees (continued) C. Civil Service Employees (continued)

7. Employee Benefits (continued) d. Sick Leave (continued)

(4) (a) Upon termination of employment at the University and provided the employee is not reemployed at the same place of employment within 30 calendar days, an employee, or such employee's estate, shall be entitled to a lump sum payment for accrued sick leave earned on or after January 1, 1984 and prior to January 1, 1998.

(b) The lump sum payment for accrued sick leave shall be computed as the product of

the employee's daily rate of compensation and one-half of the lesser of the following: (i) the number of days, or fractions thereof, of sick leave earned by the employee, in accordance with paragraph (1) above, minus any days, or fractions thereof, of sick leave used by the employee; or (ii) the number of days, or fractions thereof, of sick leave earned by the employee in accordance with paragraph (1) above after December 31, 1983 and prior to January 1, 1998. Sick leave days shall be used in the order in which they have been accrued. Accrued sick leave days shall be used in the following order: pre-January 1, 1984; post-December 31, 1997; January 1, 1984 through December 31, 1997.

(c) An employee may waive payment for all or part of his/her eligible accrued sick

leave (one-half of the employee's accumulated and unused sick leave earned after December 31, 1983 and prior to January 1, 1998) by executing an appropriate waiver form prior to termination of employment.

(d) An employee who has received a lump sum payment for accrued sick leave from an

employer covered by the State Universities Civil Service System and who, within two years, is employed or reemployed by the Board may, if separated in good standing, have his or her accrued sick leave restored if, within 30 days after commencement of such employment or reemployment, the employee pays said lump sum payment to the Board for the benefit of the location at which accrued sick leave is restored. For each day of sick leave to be restored, the employee shall repay the gross amount he or she was paid for one day of accrued leave. An employee may have part or all of his or her accrued sick leave restored in this manner; however, if the employee does not make any such payment to the Board, he or she shall not be entitled to have any such sick leave so restored.

(5) An employee may use accumulated sick leave only when the employee is prevented from performing assigned duties because of illness, injury, or temporary disabilities caused or contributed to by pregnancy, or is obtaining medical or dental consultation or treatment, or for special circumstances stipulated under the Bereavement Leave provision of these Regulations. An employee may use up to twelve (12) days of earned sick leave per calendar year for absences resulting from the illness or injury of a parent, spouse, domestic partner, or child. The use of sick leave for familial purposes in excess of the twelve-day limit may be granted by the employer representative upon evidence of need and recommendation of the supervisor.

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March 29, 2013

Resolution No. 13.3/8 Trustee Appreciation – Donald W. “Bill” Griffin

Resolution: WHEREAS Dr. Donald W. “Bill” Griffin, professor emeritus, was appointed on February 3, 2006 by

former Governor Rod Blagojevich to the Western Illinois University Board of Trustees; and, WHEREAS Dr. Griffin has admirably served the students, faculty, staff and alumni of Western Illinois

University and the citizens of the State of Illinois as a member of the Western Illinois University Board of Trustees for the period of February 3, 2006 – February 24, 2013; and,

WHEREAS Dr. Griffin has provided exemplary service and brought pride to both the Board of Trustees

and Western Illinois University by his contributions to higher education; and, WHEREAS Dr. Griffin served the Board of Trustees for 3.5 years as Secretary, two years as Vice Chair

and also served as Chair of the Academic and Student Services Committee and Chair of the Audit Committee; and,

WHEREAS Dr. Griffin oversaw the creation of the WIU-Macomb Master Plan: Campus is the

Classroom and the WIU-QC Master Plan: Vision 2020, and the Technology Strategic Plan, as well as the creation of several new programs including liberal arts and sciences, nursing, engineering, museum studies, environmental GIS, educational leadership, environmental science and emergency management; and,

WHEREAS during his tenure, Dr. Griffin authored the textbook Voices of the Hennepin Canal:

Promoters, Politicians, and the U. S. Army Corps of Engineers as well as numerous other scholarly writings as well as presented his work at the Upper Mississippi River Conference; and,

WHEREAS Dr. Griffin will always be a valuable part of the history of Western Illinois University

having served during significant events in the history of Western Illinois University including; the establishment of the first doctoral program in Educational Leadership and recently the Board passage of the Ph.D. in Environmental Science program, the opening of the Quad Cities Riverfront Campus Building I, the opening of the Macomb Campus Multicultural Center, and the selection and inauguration of the 11th President of Western Illinois University; and,

WHEREAS Dr. Griffin has been and will continue to be a highly regarded and loyal supporter of the

University, a relationship for which Western Illinois University is very grateful: THEREFORE be it resolved that the Western Illinois University Board of Trustees expresses its

heartfelt appreciation and congratulations to Dr. Donald W. “Bill” Griffin for the invaluable service he has provided to Western Illinois University, the Board of Trustees and the State of Illinois.

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March 29, 2013

Resolution No. 13.3/9 Trustee Appreciation – J. Michael Houston

Resolution: WHEREAS Mr. J. Michael Houston was appointed in May of 1997 by former Governor Jim Edgar to the

Western Illinois University Board of Trustees; and, WHEREAS Mr. Houston has admirably served the students, faculty, staff and alumni of Western Illinois

University and the citizens of the State of Illinois as a member of the Western Illinois University Board of Trustees for the period of May 1997 – February 24, 2013; and,

WHEREAS Mr. Houston has provided exemplary service and brought pride to both the Board of

Trustees and Western Illinois University by his contributions to higher education; and, WHEREAS Mr. Houston served the Board of Trustees for three years as Chair, four years as Vice Chair

and also served as Chair of the Audit Committee and Chair of the Finance Committee; and, WHEREAS during Mr. Houston’s tenure, he saw the creation of the Western Illinois University Strategic

Plan: Higher Values in Higher Education, the WIU-Macomb Master Plan: Campus is the Classroom and the WIU-QC Master Plan: Vision 2020, the Technology Strategic Plan, as well as the creation of Western Illinois University’s first doctoral program in educational leadership, and several new programs including liberal arts and sciences, nursing, engineering, museum studies, forensic chemistry, meteorology and emergency management; and,

WHEREAS Mr. Houston will always be a valuable part of the history of Western Illinois University

having served during significant events in the history of Western Illinois University including; the first building of the Quad Cities Riverfront Campus, the Multicultural Center, Grote Hall and the DPS building were built, there was a groundbreaking for the Performing Arts Center, and numerous renovations took place, including Memorial Hall, Corbin and Olson Halls, the student side of Hanson Field, the Donald S. Spencer Recreation Center, the Wright House, the Union Bookstore and the University Union entrance; and,

WHEREAS during Mr. Houston’s tenure, he oversaw the selection and installation of the 10th and 11th

Presidents of Western Illinois University while serving as Board Chair, the Centennial Celebration, the commencing of the annual Board of Trustees retreat and the annual planned maintenance of the University Residence; and,

WHEREAS Mr. Houston has been and will continue to be a highly regarded and loyal supporter of the

University, a relationship for which Western Illinois University is very grateful:

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THEREFORE be it resolved that the Western Illinois University Board of Trustees expresses its heartfelt appreciation and congratulations to J. Michael Houston for the invaluable service he has provided to Western Illinois University, the Board of Trustees and the State of Illinois.

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