Florida Gulf Coast University Board of Trustees December 10, 2014

ITEM: 10 Florida Gulf Coast University Board of Trustees December 10, 2014 SUBJECT: FGCU Board of Trustees Separate Committee Meetings PROPOSED BOARD ACTION Discuss for proposed adoption FGCU Board of Trustees Chair Robbie Roepstorff s recommendation for separate committee meetings of the Board BACKGROUND INFORMATION The Florida Gulf Coast University Board of Trustees has discussed a change from its current system of meeting as a Committee of the Whole to separate committees and committee meetings. Information is provided regarding other State University System of Florida Boards committee and full Board meetings. Supporting Documentation Included: (1) November 24, 2014 Memorandum with Chair s Recommendation; (2) Committee Responsibilities; and (3) October 28, 2014 Memorandum regarding other Boards Practices, and FGCU Options Prepared by: Vice President and Chief of Staff Susan Evans Legal Review by: N/A Submitted by: FGCU Board of Trustees Chair Robbie Roepstorff

FLORIDA GULF COAST UNIVERSITY BOARD OF TRUSTEES Committee Responsibilities Academic/Student/Faculty Affairs Committee: The Academic/Student Affairs Committee shall review and/or recommend for consideration by the Board policies related to the academic functions of the University. This includes for approval and/or termination of undergraduate and master s level degree programs; policies regarding credit and noncredit educational offerings; strategic planning; student codes of conduct; and collective bargaining. The Academic/Student Affairs Committee may address other items related to student services; enrollment management; planning and evaluation; instructional technology; WGCU Television and Radio public broadcast stations; library services, and athletics. All policies and programs must be in accordance with the rules and requirements of the Florida Board of Governors. Finance, Facilities and Administration Committee: The Finance, Facilities and Administration Committee shall review and/or recommend for consideration by the Board polices related to the administrative functions of the University. This may include items related to facilities planning; finance and accounting; operating and capital budgets; physical plant; human resources programs; procurement programs; computing services; auxiliary programs; campus safety and security, and collective bargaining. Additional activities may include items related to government relations, and university advancement (alumni association, foundation, marketing, and community relations). All policies and programs must be in accordance with rules and requirements of the Florida Board of Governors. Audit Committee: The Audit Committee shall review and/or recommend for consideration by the Board policies related to operational, financial, accountability, risk management and audit functions of the University. This includes reviewing internal audits and external audits of the University and its direct support organizations (DSOs) along with management responses and corrective actions; and advising on the adequacy of accounting procedures, systems, controls, and financial reporting in accordance with applicable laws and regulations. The Audit Committee also approves the annual internal audit work plan. All policies and programs must be in accordance with rules and requirements of the Florida Board of Governors.

A. ONE-DAY FORMAT: University of Central Florida: o Committee meetings are not held simultaneously. o Committee meetings are held in the morning, and following lunch the full Board meets in the afternoon. o Example: Committee A : 10 to 10:30 a.m. Committee B : 10:30 to 11 a.m. Committee C : 11 a.m. to noon. Lunch: Noon to 1 p.m. Full Board: 1 to 4 p.m. University of North Florida: o Entire Board meets in workshop at the start of the day. o Two committees do meet simultaneously. o Another committee operates as a committee of the whole. o The sequence is workshop (full Board); committees; and full Board meeting. o Example: Workshop (full Board): 8:30 to 9:15 a.m. Committee A : 9:15 to 10:15 a.m. (Committee of the whole) Committee B : 10:15 to 11:15 a.m. (Simultaneous) Committee C : 10:15 to 11:15 a.m. (Simultaneous) Full Board: 11:15 a.m. to 11:50 a.m. Florida International University: o Committee meetings are not held simultaneously. o Committee meetings are held in the morning, and following lunch the full Board meets in the afternoon. o Example: Committee A : 9 to 10 a.m. Committee B : 10 to 11 a.m. Committee C : 11 to noon. Committee D : Noon to 1 p.m. Lunch: 1 to 2 p.m. Full Board: 2 to 4:30 p.m. New College of Florida: o Committee meetings are not held simultaneously. o Committee meetings are held in the morning, and following lunch the full Board meets in the afternoon. o Some meetings are held on Saturdays. o Example: Committee A : 8 to 8:30 a.m. Committee B : 8:30 to 9:30 a.m. 2

B. TWO-DAY FORMAT: Committee C : 9:30 to 10:15 a.m. Committee D : 10:15 to 11:15 a.m. Committee E : 11:15 to 11:45 a.m. Lunch: 11:45 a.m. to 12:15 p.m. Committee F : 12:15 to 1:15 p.m. Full Board: 1:15 to 2:15 p.m. University of Florida: o Two-day meetings are held on Thursday and Fridays. o Committee meetings are held on Thursdays usually from 10:30 a.m. to 5 p.m., and the full Board meeting is held on the next morning (Fridays). o Committees do meet simultaneously, with the exception of one committee which operates as a committee of the whole. o Example Day 1: Thursday: Committee A : 10:30 a.m. to noon. Committee B : 12:30 to 1:45 p.m. (Simultaneous) Committee C : 12:30 to 1:45 p.m. (Simultaneous) Committee D : 2 to 3 p.m. (Simultaneous) Committee E : 2 to 3 p.m. (Simultaneous) Committee F : 3:15 to 4:45 p.m. (Committee of the whole) Reception and Dinner: 5 p.m. start. o Example Day 2: Friday: Full Board: 9 to 11 a.m. Florida State University: o Two-day meetings are held on Thursdays and Fridays. o The first day is a workshop that begins at noon and includes presentations, discussions, etc. by the full Board. o The second day starts with committee meetings and ends with a full Board meeting. o Committees do meet simultaneously. o Example Day 1: Thursday: Workshop (full Board): 1 p.m. start. o Example Day 2: Friday: Committee A : 8 to 10 a.m. Committee B : 10 a.m. to noon. (Simultaneous) Committee C : 10 a.m. to noon. (Simultaneous) Lunch: Noon to 1 p.m. Full Board: 1 to 4:20 p.m. Florida A&M University: o Two-day meetings are held on Wednesdays and Thursdays. o The first day includes committee meetings followed by an end-of-day full Board meeting which continues on the second day. 3

o Committee meetings are not held simultaneously. o Example Day 1: Wednesday: Committee A : 8:30 to 9 a.m. Committee B : 9 to 9:45 a.m. Committee C : 9:45 to 10:30 a.m. Committee D : 10:30 to 11:15 a.m. Committee E : 11:15 a.m. to noon. Lunch: Noon to 1 p.m. Committee F : 1 to 2 p.m. Committee G : 2 to 2:45 p.m. Full Board: 3 p.m. start. o Example Day 2: Thursday: Full Board: 8:30 a.m. to noon. C. Alternating/Varied Format: Florida Atlantic University: o Committee meetings and full Board meetings alternate every month of the year. o All committees do not all meet every time. o Committee meetings are not held simultaneously. o Archived agendas and minutes for committee and full Board meetings include only the day s start time; thus, detailed examples with times are not available online. o Committee meeting days usually start at 10 a.m., and full Board days at 9 a.m. University of West Florida: o Committee meetings and full Board meetings alternate but not every month of the year. o Committee meetings are not held simultaneously. o Example Month 1 (August): Committees: Committee A : 9 a.m. (Agendas and minutes indicate only start times.) Committee B : 10 a.m. Committee C : Noon. Committee D : 1 p.m. Committee E : 2 p.m. Lunch --? o Example Month 2 (September): Full Board: Starts at 9 a.m. University of South Florida: o Committee meetings and full Board meetings are held with a three-day approach. Four committees meet during two days of a month, with the full 4

Board meeting held the following month. This does not occur every month. o Committees are not held simultaneously. o Example Month 1 Day 1: Committee A : 8 to 10 a.m. Committee B : 10:30 a.m. to 12:30 p.m. o Example Month 1 Day 2: Committee C : 9 to 11:30 a.m. Committee D : 12:30 to 3 p.m. o Example Month 2: Full Board: 9:30 a.m. to 12:30 p.m. Florida Polytechnic University: o Committee and full Board meetings were held at different periods and frequencies in 2014 not in a similar pattern as the others described. II. Options for FGCU Board of Trustees: As the FGCU Board of Trustees considers various options ranging from currently operating as a Committee of the Whole to separate committees and committee meetings, it will be important to keep in mind the availability of multiple meeting room space and technology setups since on-campus options are quite limited. Unfortunately and unlike many of the other universities, FGCU does not have a conference center with multiple meeting rooms, or dedicated rooms for Board meetings, and if multiple, simultaneous meetings were held it would necessitate securing off-site space instead of the preferred meeting on campus. In addition to the meetings of the Special Committee for Review of Academic Degree Programs and the Ad Hoc Committee on Presidential Evaluation, during the 2014-2015 year the FGCU Board of Trustees currently is scheduled to hold six in-person, full Board meetings: September 16, 2014 December 10, 2014 January 20, 2015 April 21, 2015 May 12, 2015 June 10, 2015 Campus meeting space has been secured for each of these dates but additional adjacent meeting dates are not available due to high demand by internal and external groups that have in advance reserved and rented the FGCU space for meetings and events. And, Sunshine Law requirements regarding audience capacity for public meeting space preclude use of smaller spaces like conference rooms that might be available on campus. 5

With respect to separate committee meetings for the FGCU Board of Trustees, the most manageable option with our current resources, including but not limited to meeting space, is the aforementioned one-day, sequential format utilized by other universities Boards. The meeting day s length would be impacted by the variable need for Executive Sessions, workshops, extended presentations, etc. as well as differing levels of agenda activity for the committees. Special and ad hoc committees would need to be administratively housed in a standing committee of reference. Some examples of possible one-day FGCU BOT meeting scenarios are as follow: Example 1: (No Executive Session or Workshop) Committee A : 8:30 to 9:30 a.m. Committee B : 9:30 to 10:30 a.m. Committee C : 10:30 to 11:30 a.m. Flexible Hold as Needed for Extended Presentations and Discussions: 11:30 a.m. to 12:30 p.m. Lunch: 12:30 to 1 p.m. Full Board: 1 to 3 p.m. Example 2: (With an Executive Session) Executive Session: 8:30 to 10 a.m. Committee A : 10 to 11 a.m. Committee B : 11 a.m. to noon. Lunch: Noon to 12:30 p.m. Committee C : 12:30 to 1:30 p.m. Flexible Hold as Needed for Extended Presentations and Discussions: 1:30 to 2:30 p.m. Full Board: 2:30 to 4:30 p.m. Example 3: (With a Workshop) Workshop: 8:30 to 10:30 a.m. Committee A : 10:30 to 11:30 a.m. Committee B : 11:30 a.m. to 12:30 p.m. Lunch: 12:30 to 1 p.m. Committee C : 1 to 2 p.m. Flexible Hold as Needed for Extended Presentations and Discussions: 2 to 3 p.m. Full Board: 3 to 5 p.m. Example 4: (With an Executive Session and a Workshop) Executive Session: 8:30 to 10 a.m. Workshop: 10 a.m. to 11:30 a.m. Committee A : 11:30 a.m. to 12:30 p.m. Lunch: 12:30 to 1 p.m. Committee B : 1 to 2 p.m. 6

Committee C : 2 to 3 p.m. Flexible Hold as Needed for Extended Presentations and Discussions: 3 to 4 p.m. Full Board: 4 to 6 p.m. Please note that the above options are provided as examples and that the order could be rearranged, as, for example, with the time slot indicated Flexible Hold as Needed for Extended Presentations and Discussions. ------- I hope this is helpful, and I ll be pleased to provide any further information you may need. 7