RD8 - Annual Executive Summary of Interim Activities – Longwood University - January 5, 2016

    Executive Summary:
    Pursuant to Section 23-2.05 (Chapter 577) of the Code of Virginia, Longwood University hereby submits prior to the first day of the General Assembly an annual summary of interim activity of the work of the Board of Visitors. We submit as required information related to Virginia Code § 23-2.01 (public access to information); Virginia Code § 23-2.02 (adopting bylaws); Virginia Code § 23-2.03 (BOV annual meeting with the president), and Virginia Code § 23-2.04 (duties of the executive committee). The institution must also prepare a narrative summary demonstrating compliance with these sections.

    If you have further questions, please contact myself or Emily O’Brion, director of government relations, at 804-317-6766, obrionef@longwood.edu.

    Justin Pope
    Chief of Staff
    Office of the President
    Longwood University
    201 High Street
    Farmville, Va. 23901


    During 2015, the Board met four times: March 27-28, September 10-12 and December 3-4 on Longwood’s campus, and June 12-13 for its annual retreat in Warrenton, Virginia. Additionally, the executive and audit committees met on February 25 (at the offices of Williams Mullen law firm in Richmond) and prior to the June 11, September 10 and December 3 board meetings. Board agendas and meeting minutes are posted on the Board of Visitors web page at http://www.longwood.edu/president/4565.htm pursuant to the Freedom of Information Act.

    § 23-2.01 (public access to information):

    • Board meeting schedules through 2016 are announced on the BOV web page, meeting agendas are posted in advance and minutes are posted following meetings. http://www.longwood.edu/president/56819.htm

    • Meetings are brought into closed session only after a determination of their eligibility based on review of agenda items in relation to the Virginia Freedom of Information Act by the University Counsel. Electronic communications meetings are conducted in accordance with § 2.2-3708. Discussions on any topic not specifically exempted are held in open meeting, and action taken in closed meeting is approved in open meeting in accordance with all applicable laws.

    • Minutes are recorded at every open meeting and posted on the Board web site pursuant to all relevant code sections. http://www.longwood.edu/president/5117.htm

    § 23-2.02 (adoption of bylaws):

    • The Board last updated bylaws its bylaws in June, 2013 in order to comply with Virginia Code § 23-2.02. The revised bylaws are posted on the Board of Visitors web page at http://www.longwood.edu/president/4702.htm

    § 23-2.03 (annual meeting with the president):

    The Board conducted an evaluation of the president at its June meeting, upon completion of his second year in office. The president's employment contract requires a yearly annual performance review by the Board.

    § 23-2.04 (duties of the executive committee):

    Board bylaws require the executive committee to meet between regular meetings of the full Board, or as called by the rector. As noted above, the executive committee met four times during 2015 and has played an active role in organizing the working processes of the Board, including the organization of working groups within the Board focused on the strategic priorities of the universities as identified in the University Strategic Plan ratified in September, 2014.