MINUTES OF A SPECIAL MEETING OF THE BOARD OF VISITORS OF
VIRGINIA COMMONWEALTH UNIVERSITY
HELD ON AUGUST 26, 1968
A special meeting of the Board of Visitors of Virginia
Commonwealth University was held on the 26th day of August, 1968
at 10:00 o'clock in the forenoon in the President's dining room
in the Hibbs Building, Virginia Commonwealth University in the
City of Richmond, Virginia, pursuant to due notice.
Present were all of the Visitors except Mrs. Charles
Thalhimer and Mr. Coleman McGehee.
Present by invitation were the following: Mr. Fred O. Wygal,
Executive Administrator; Dr. Francis J. Brooke, Acting Provost -
General Academic Division; Dr. Walter Coppedge, Assistant Vice
President, Academic Affairs - General Academic Division; Mr. James
W. Bailey, Assistant Vice President, Academic Affairs - General
Academic Division; Mr. William O. Edwards, Director of Development -
General Academic Division; Dr. Charles M. Renneisen, Dean of
Students - General Academic Division; Colonel John H. Heil, Jr.;
Mr. L. Daniel Crooks, Vice President, Business & Finance - Health
Sciences Division; and Mrs. Edna F. Hodges, Secretary to the
Executive Administrator.
Mr. Dabney served as Chairman of the meeting and Mr. Brent
as Secretary thereof.
On motion duly made, seconded and unanimously carried, the
minutes of the regular meeting of the Board of Visitors held on
July 29, 1968 were approved in the form distributed to all of the
Visitors.
Turning to the Agenda, the Chairman then asked Dr. Brooke to
give the report of the General Academic Division.
Dr. Brooke then presented to the meeting memoranda setting
forth various proposals related to members of the faculty and
pointed out that the Executive Committee had considered the same
and recommended to the Board that they be approved. In addition,
he presented information with respect to Mr. Warmenhoven, whose
name was not available at the time of the Executive Committee
meeting, and recommended his appointment to the faculty. The
memoranda were reviewed and considered, after which on motion duly
made, seconded and unanimously carried, the recommendations with
respect to the faculty presented by Dr. Brooke were approved and
authorized, and the Secretary directed to attach the same to the
minutes of the meeting.
Dr. Brooke then stated that by action of the Board of
Visitors of the Richmond Professional Institute the Monroe Terrace
dormitory would be named the Margaret Johnson Hall and that the
dedication would be held in the near future. Mrs. Bullard then
explained the connection of Dr. Johnson to RPI and the very
valuable service rendered by her.
Dr. Brooke thereupon said that the General Academic Division
was presently involved in a Federal Title VIII Project and asked
Mr. Edwards to discuss the University's participation therein.
Mr. Edwards then distributed to the Visitors a copy of a memorandum
addressed to Dr. Brooke dated August 21, 1968 which he said pointed
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out that the General Academic Division is now participating with the
University of Virginia, VPI and Old Dominion College in an educational
program to upgrade governmental personnel in various areas of
activity.
He explained that the program is under the overall co-
ordination and direction of the Division of State Planning and
Community Affairs of the Commonwealth of Virginia and that a grant
of $70,000 had been made to the University for this purpose from
Federal and State funds and that to this the University would add
$30,000, making a total of approximately $100,000. He stated that
the competency acquired and the experience gained during the past
ten years in the Academic Division in the field of urban affairs
helped the University to qualify for the grant.
Dr. Brooke then continued and reported generally in connection
with various matters related to the General Academic Division and in
particular pointed out that bids had been received on August 8 for
the James Branch Cabell Library building and that the low bid which
had been received from the Thorington Construction Company, Inc.
indicated that the funds which had been earmarked for this purpose
were insufficient by approximately $200,000. He explained the manner
in which it was proposed to overcome the deficit pending a further
appropriation from the State and indicated that this would, of course,
be submitted to the Budget Office for consideration and approval.
A general discussion then followed, after which on motion duly made,
seconded and unanimously carried, the following resolution was
adopted:
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WHEREAS, the construction of the James Branch
Cabell Library Building has been duly advertised, and
bids received on August 8, 1968, in accordance with
the requirements of the Division of Engineering and
Buildings of the Commonwealth of Virginia and the
Department of Health, Education and Welfare of the
United States; and
WHEREAS, Thorington Construction Company,
Incorporated has submitted the low bid for this work;
NOW, THEREFORE, BE IT RESOLVED, that the
Provost of the General Academic Division of the Virginia
Commonwealth University is authorized to award a
contract to Thorington Construction Company, Incorporated,
for the construction of this building subject to ob-
taining the necessary funds and obtaining approval of
the contract by the State Division of Engineering and
Buildings.
Dr. Brooke also explained that Dr. Coppedge is presently working
on an academic reorganization, that approximately 10,000 day and
4,000 night students would be enrolled for the Fall semester, and
that he hoped to be able to continue to strengthen the faculty and
to bring about greater student participation in the affairs of the
University through a series of student and administration dinners
planned in an effort to establish a dialogue between the two bodies
with a view to the maintenance of good relations.
The Rector then announced that Mr. B. Walton Turnbull had
been appointed to serve on the Committee for Student Affairs
chaired by Mrs. Thalhimer.
Dr. Smith being absent on vacation, Colonel Heil, Vice
Provost - Health Sciences, presented the report of the Health
Sciences Division, submitting that portion thereof related to
construction progress and enrollment by title, a copy thereof having
been distributed to all of the Visitors. He also reported that the
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,patient currently hospitalized for a heart transplant was
progressing satisfactorily and that the Health Sciences Division
had received 51 grants from the National Institute of Health
totaling $2,060,082 which, on motion duly made, seconded and unani-
mously carried, were accepted and approved.
The Chairman then called on Mr. Wygal, Executive Adminis-
trator, to present his report; whereupon, Mr. Wygal presented to
the meeting a memorandum entitled "Suggested Procedure for
Presenting Faculty Appointments" which he indicated had been care-
fully considered and modified in some respects by the Executive
Committee. He stated that the Executive Committee recommended that
the suggested procedure be adopted by the Board of Visitors. After
a discussion thereof, on motion duly made, seconded and unanimously
carried, the memorandum was approved and the Secretary directed to
attach a copy thereof to the minutes of the meeting.
Mr. Wygal then distributed to the meeting a memorandum
entitled "Administrative Operating Policies within VCU and its Two
Divisions." He explained that the Executive Committee and the
Administration had carefully studied the manner in which the
administrative affairs of the University requiring Board of Visitors
or Executive Committee consideration might be carried out in an
efficient and orderly manner. He stated that the memorandum
reflected the results of that study and that the procedure set forth
in the memorandum was recommended by the Executive Committee.
The memorandum was then read and reviewed, after which on
motion duly made, seconded and unanimously carried, the same was
approved and the Secretary directed to attach a copy thereof to the
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minutes of the meeting.
Mr. Wygal thereupon distributed copies of a memorandum dated
August 23, 1968 forwarded by him to the members of the University
Coordinating Committee and the Sub-committees which set forth the
various Sub-committees which had been established to assist the
Coordinating Committee as well as the membership and functions of
each.
He also pointed out that considerable study and thought was
being given to the development of information and schedules which
would be required by the various consultants who will be asked to
assist the Board in the development of plans and policies related
to the future of the University.
Mr. Crooks then reported generally with respect to the
financial condition of the Health Sciences Division and indicated
that the Hospital Accounts Committee had met on several occasions
for the purpose of reviewing 3,077 delinquent accounts totaling
$410,520. He stated that the matter had been considered by the
Executive Committee and that it was recommended that 23-1/2 accounts
in the amount of $10,203 be charged to the Davenport Fund with the
remaining 3,053-1/2 amounting to $400,317.21 to be charged to bad
debts, teaching cases, indigent service, and accounts adjustments.
On motion duly made, seconded and unanimously carried, the
recommendation was approved and authorized.
Mr. Holmes then reported in connection with the General
Academic Division that $140,000 had been made available by the
State to the University for library purposes with $98,000 being
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allocated to the General Academic Division and $42,000 to the
Health Sciences Division; that a 5% increase in compensation for
the classified employees of the University had been made effective
September 1, 1968 by the Governor's office and that construction of
the physical education building was progressing much too slowly and
that a letter of dissatisfaction had been forwarded to the
contractor. He explained that further action would be taken if the
contractor did not move ahead more rapidly.
Because of rather serious conflicts which had developed,
it was then determined by unanimous agreement that future meetings
of the Board of Visitors would be held on the last Thursday in
each month at 10:00 o'clock in the forenoon. The Chairman stated,
therefore, that the next meeting would be held on September 26,
1968 at the Health Sciences Division, and that the October meeting
would be held on October 31, 1968 at the General Academic Division.
The meeting then went into Executive Session after which
Mr. Wayne presented the report of the Executive Committee on the
status of the search for a President and the progress being made
in connection therewith. Nine interviews would be held, he said,
in the near future. He then discussed the nominees who would be
interviewed and outlined the plans being made for their visit to
the University.
There being no further business to come before the meeting,
the same on motion duly made, seconded and unanimously carried,
adjourned.
SUGGESTED PROCEDURE FOR PRESENTING
FACULTY APPOINTMENTS
The Provosts, or their designated representatives, will
present faculty appointments to the Executive Committee or Board
of Visitors. Lists will be prepared to include the name, faculty
rank and position, salary, effective date and term of appointment,
and a brief statement concerning qualifications of the appointee.
Further details regarding any candidate will be furnished as
appropriate or requested. (Lists should be forwarded to the
Executive Administrator prior to the meeting for attachment to the
agenda).
In the event of unusual circumstances, the foregoing
authority shall be vested in the Rector subject to confirmation by
the Board of Visitors or Executive Committee.
The Provosts will notify the faculty member of the action
of the Executive Committee or Board.
Administrative Operating Policies Within VCU and Its Two Divisions
The Executive Committee of the Board carefully reviewed the
procedures that should be followed in establishing a basis for Board
approval on reports and recommendations related to the operation of
Virginia Commonwealth University and its two divisions. In general,
these procedures provide for the Executive Committee to serve as an
action or screening committee as appropriate and are as follows:
1. Individuals or official administrative committees
making studies related to the operation of the
University are expected to report through official
administrative channels as a basis for having re-
ports reviewed and approved.
2. If the matter under consideration relates to the
policies of the entire University, such reports
would usually be cleared through the University
Coordinating Committee. Reports relating to internal
matters within one of the two major divisions would
be reviewed and approved within the administrative
channels maintained within these two divisions.
3. After reports and other official matters are properly
reviewed through these channels, they should then be
reviewed by the appropriate committee of the Board of
Visitors, if any, and if not by the Executive Committee,
recognizing that some modification in the report might
result.
4. After review by the appropriate Board Committee, reports
are presented to the Executive Committee of the Board by
the appropriate Provost or the Executive Administrator;
depending upon the origin of the report. When possible,
recommendations requiring official approval by the
Executive Committee should be made available to committee
members prior to their meeting.
5. Matters of an administrative nature not requiring
committee study may be presented by the Executive
Administrator or with his approval by one of the
Provosts directly to the Executive Committee and through
it to the Board, if necessary.
6. After consideration by the Executive Committee, all re-
ports and recommendations requiring Board action are
combined into a single document and sent to each Board
member prior to the Board meeting.
