RD4 - Annual Executive Summary of the Interim Activity and Work of the Board of Visitors of Old Dominion University

    Executive Summary:
    As stated in Virginia Code § 23-2.05, the boards of visitors of each public institution of higher education and the State Board for Community Colleges shall submit to the General Assembly and the Governor an annual executive summary of its interim activity and work no later than the first day of each regular session of the General Assembly.

    During 2013, the Board of Visitors of Old Dominion University held three regular meetings on April 26, 2013, September 26, 2013, and December 5, 2013. The annual meeting was held on June 13, 2013. In addition to the regular and annual meetings of the Board and its standing committees (Academic & Research Advancement, Administration & Finance, Audit, Institutional Advancement and Student Advancement), the Board also met as a group to discuss the University’s Strategic Plan and the 2013-2014 Tuition & Fee Proposal (April, 2013), the 2013-2014 Operating Budget and Plan and JLARC’s study on the trends in higher education funding, enrollment and student costs (June, 2013), the establishment of a new College of Continuing Education and the University’s Six-Year Plan (September, 2013), and the University’s Master Plan. An exit conference with the Auditor of Public Accounts on the University’s audit for the fiscal year ended June 30, 2013 was held on April 26, 2013. FY2012 financial The Board’s executive committee met three times on February 25, 2013, May 13, 2013, and August 19, 2013, and the Board’s annual retreat was held on January 24, 2013. During these meetings Board members discussed future enrollment trends; the requirements of HB1952; and the relationship between athletics, the leadership and the Board. An orientation session for four new Board members appointed by the Governor on July 1, 2013, was held on August 19, 2013.

    The following actions were taken by the Board during 2013:

    • 110 faculty appointments, 117 administrative faculty appointments, six appointments with tenure, 12 emeritus appointments one named professorship, dual employment for 36 faculty and staff members, and one exceptional hire, and granted tenure to 14 faculty members
    • Appointed faculty representatives to the Board standing committees
    • Appointed student representative to the Board
    • Approved 12 new or revised Board policies
    • Renamed the Office of Computing and Communications Services to Information Technology Services (April 26, 2013)
    • Approved Comprehensive Fees for FY14 (April 26, 2013)
    • Adopted a Code of Ethics for the Board (June 13, 2013)
    • Extended President John R. Broderick’s contract by one year to June 30, 2018 and granted a 4% salary increase (in addition to eligible salary increases for State employees approved by the General Assembly) (June 13, 2013)
    • Approved Operating Budget and Plan (June 13, 2013)
    • Named the Donna Scassera Fischer Dean’s Suite and Atrium in the new Systems Research & Academic Building
    • Approved FY14 Audit Plan (June 13, 2013 – Audit Committee)
    • Approved FY14 SWaM Plan (June 13, 2014)
    • Created a new College of Continuing Education (September 26, 2013)
    • Approved the University’s Master Plan (December 5, 2013)
    • Approved the University’s Crisis and Emergency Management Plan (December 5, 2013)

    The State Council of Higher Education for Virginia has advised that institutions should also report on activity specifically related to Virginia Code § 23-2.01 (public access to information), 23-2.02 (adopting bylaws), 23-2.03 (BOV annual meeting with the president), and 23-2.04 (duties of the executive committee). The Board has taken the following actions to ensure compliance with the provisions of these statutes:

    § 23-2.01 – Public Access to Information:

    The Board operates in a transparent manner, to the extent required by law, in all Board actions. Each of the meetings noted above were open to the public and notice was provided pursuant to Virginia Code § 2.2-3707. The agendas and minutes of the meetings are published on the Board’s website and the Commonwealth Calendar. Any business conducted in a closed session during any of these meetings was done in compliance with Virginia Code § 2.2-3711. The University’s Assistant Attorney General & University Counsel attends all meetings of the Board.

    § 23-2.02 – Bylaws:

    The Bylaws of the Old Dominion University Board of Visitors ( http://www.odu.edu/about/bov/bov-manual/bylaws) are posted on the Board’s website and address the required provisions as noted in § 23-2.02. These Bylaws, approved by the Board on September 16, 2010, note the requirements of the Board in order to ensure the transparency of its actions. Sections 3.07 and 3.08 of the Bylaws require that all meetings of the Board be conducted in accordance with the Code of Virginia, the Bylaws and Board policies and procedures. This is more specifically addressed in Board Policy 1107, Board of Visitors Meeting Scheduling and Procedures ( http://www.odu.edu/content/dam/odu/offices/bov/policies/1100/BOV1107.pdf). Section 3.07 also states that the Board shall request the presence of the University legal representative at all open and closed meetings and committee meetings, except those where the President is being evaluated or presenting portions of his/her Annual Report dealing with the evaluation of University officer (unless otherwise directed by the Attorney General).

    § 23-2.03 – Annual Meeting with the President:

    During 2013, the Board met twice with President John R. Broderick in closed session – at its retreat in January and its annual meeting in June - to discuss his evaluation. As noted above, the Board approved, by unanimous vote, a one-year contract extension to June 30, 2018, and a 4% salary increase (in addition to eligible salary increases for State employees approved by the General Assembly) at its annual meeting on June 13, 2013.

    § 23-2.04 – Executive Committee:

    The Board’s Executive Committee reviewed the requirements §§ 23-2.01-23-2.05 at its meeting on May 13, 2013. The Committee concluded that the specific requirements of § 23-2.04 have or are being addressed, as follows:

    • Develop and recommend to the board a statement of governance setting out the board’s role – Board Policy 1101 – Board of Visitors Governance ( http://www.odu.edu/content/dam/odu/offices/bov/policies/1100/BOV1101.pdf)

    • Periodically review the board’s bylaws and recommend amendments – An ad hoc Bylaws Committee is appointed annually by the Rector and two of its three members are on the Executive Committee.

    • Provide advice to the board on committee structure, appointments, and meetings – Board Policy 1107 – Board of Visitors Meeting Scheduling and Procedures ( http://www.odu.edu/content/dam/odu/offices/bov/policies/1100/BOV1107.pdf)

    • Develop an orientation and continuing education process for visitors that includes training on the Virginia Freedom of Information Act – An orientation session is conducted on an annual basis following the appointment of new Board members and is open for all Board members to attend. The orientation includes a legal briefing by the University Counsel, which is included on the Board’s website ( http://www.odu.edu/about/bov/bov-manual/bylaws).

    • Create, monitor, oversee, and review compliance with a code of ethics for visitors – The executive committee approved a draft Code of Ethics at its meeting on May 13, 2013. The Code of Ethics ( http://www.odu.edu/content/dam/odu/offices/bov/docs/bov-code-of-ethics.pdf) was approved unanimously by the Board of Visitors at its meeting on June 13, 2013.

    • Develop a set of qualifications and competencies for membership on the board for approval by the board and recommendation to the Governor – the development of a set of qualifications and competencies recommended for membership on the Board is in progress.