UNIVERSITY OF VIRGINIA FULL BOARD OF VISITORS MEETING ON BUSINESS MATTERS AUGUST 2, 2013 FULL BOARD MEETING ON BUSINESS MATTERS Friday, August 2, 2013 1:30 – 2:30 p.m. Abbott Center Dining Conference Room, Darden School AGENDA PAGE I. II. ACTION ITEMS (Mr. Martin) A. Proposed Legislation (Mr. Martin to introduce Mr. Patrick D. Hogan; Mr. Hogan to report) 1. Amending the Code of Virginia to Include Certain Administrative Investigations Conducted by Institutions of Higher Education Within Existing Exemptions Under the Freedom of Information Act 2. Amending the Code of Virginia Pertaining to Vesting Schedules for Optional Retirement Plans B. Board Manual Changes C. Revisions to the Policy on Presidential Evaluation Attachment A. Revisions to the Board Manual 1 5 8 11 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: August 2, 2013 COMMITTEE: Full Board AGENDA ITEM: I.A.1. Amending the Code of Virginia to Include Certain Administrative Investigations Conducted by Institutions of Higher Education Within Existing Exemptions Under the Freedom of Information Act BACKGROUND: The Freedom of Information Act provides that public records be made available to citizens of the Commonwealth, while also exempting various records from disclosure specifically those that include sensitive information. Section 2.2-3705.3 of the Code of Virginia includes exemptions for records relating to investigations of employment discrimination complaints and audit investigations. These exemptions provide broad protections for active investigations and limited protection for the identity of participants of completed investigations for various public bodies, but these provisions do not apply to institutions of higher education even though auditors and offices of equal opportunity programs are performing the same types of investigations as other public bodies already covered by the Act. The discrepancy in the current law places institutions of higher education at risk of greater exposure in sensitive areas of these specific types of administrative investigations. DISCUSSION: The University proposes to amend § 2.2-3705.3 of the Code of Virginia to exempt investigations of employment discrimination complaints and audit investigations conducted by institutions of higher education from disclosure to the same extent such investigations are exempt for other public bodies under the Freedom of Information Act. Amendments appear in underlined italics in the body of the resolution. Proposed legislation for the 2014 Session must be submitted to the Governor’s Office before the next regular Board of Visitors meeting in September, and is therefore being brought before the Board for consideration at this time. ACTION REQUIRED: Approval by the Board of Visitors 1 APPROVAL OF LEGISLATIVE PROPOSAL TO AMEND CODE OF VIRGINIA SECTION 2.2-3705.3 RESOLVED, the Board of Visitors approves and endorses amending the Code of Virginia as it pertains to the Freedom of Information Act. The proposed amendments to § 2.2-3705.3 of the Code of Virginia are as follows: § 2.2-3705.3. Exclusions to application of chapter; records relating to administrative investigations. The following records are excluded from the provisions of this chapter but may be disclosed by the custodian in his discretion, except where such disclosure is prohibited by law: 1. Confidential records of all investigations of applications for licenses and permits, and of all licensees and permittees, made by or submitted to the Alcoholic Beverage Control Board, the State Lottery Department, the Virginia Racing Commission, the Department of Agriculture and Consumer Services relating to investigations and applications pursuant to Article 1.1:1 (§ 18.2-340.15 et seq.) of Chapter 8 of Title 18.2, or the Private Security Services Unit of the Department of Criminal Justice Services. 2. Records of active investigations being conducted by the Department of Health Professions or by any health regulatory board in the Commonwealth. 3. Investigator notes, and other correspondence and information, furnished in confidence with respect to an active investigation of individual employment discrimination complaints made to the Department of Human Resource Management, to any public institution of higher education, or to such personnel of any local public body, including local school boards as are responsible for conducting such investigations in confidence. However, nothing in this section shall prohibit the disclosure of information taken from inactive reports in a form that does not reveal the identity of charging parties, persons supplying the information or other individuals involved in the investigation. 4. Records of active investigations being conducted by the Department of Medical Assistance Services pursuant to Chapter 10 (§ 32.1-323 et seq.) of Title 32.1. 2 5. Investigative notes and other correspondence and information furnished in confidence with respect to an investigation or conciliation process involving an alleged unlawful discriminatory practice under the Virginia Human Rights Act (§ 2.2-3900 et seq.) or under any local ordinance adopted in accordance with the authority specified in § 2.2-524, or adopted pursuant to § 15.2-965, or adopted prior to July 1, 1987, in accordance with applicable law, relating to local human rights or human relations commissions. However, nothing in this section shall prohibit the distribution of information taken from inactive reports in a form that does not reveal the identity of the parties involved or other persons supplying information. 6. Records of studies and investigations by the State Lottery Department of (i) lottery agents, (ii) lottery vendors, (iii) lottery crimes under §§ 58.1-4014 through 58.1-4018, (iv) defects in the law or regulations that cause abuses in the administration and operation of the lottery and any evasions of such provisions, or (v) the use of the lottery as a subterfuge for organized crime and illegal gambling where such official records have not been publicly released, published or copyrighted. All studies and investigations referred to under clauses (iii), (iv), and (v) shall be open to inspection and copying upon completion of the study or investigation. 7. Investigative notes, correspondence and information furnished in confidence, and records otherwise exempted by this chapter or any Virginia statute, provided to or produced by or for (i) the Auditor of Public Accounts; (ii) the Joint Legislative Audit and Review Commission; (iii) an appropriate authority as defined in § 2.2-3010 with respect to an allegation of wrongdoing or abuse under the Fraud and Abuse Whistle Blower Protection Act (§ 2.23009 et seq.); (iv) the Office of the State Inspector General with respect to an investigation initiated through the State Employee Fraud, Waste and Abuse Hotline or an investigation initiated pursuant to Chapter 3.2 (§ 2.2-307 et seq.); (v) the committee or the auditor with respect to an investigation or audit conducted pursuant to § 15.2-825; or (vi) the auditors, appointed by any public institution of higher education or the local governing body of any county, city or town or a school board, who by charter, ordinance, or statute have responsibility for conducting an investigation of any officer, department or program of such body. Records of completed investigations shall be disclosed in a form that does not reveal the identity of the complainants or persons supplying information to investigators. 3 Unless disclosure is prohibited by this section, the records disclosed shall include, but not be limited to, the agency involved, the identity of the person who is the subject of the complaint, the nature of the complaint, and the actions taken to resolve the complaint. If an investigation does not lead to corrective action, the identity of the person who is the subject of the complaint may be released only with the consent of the subject person. Local governing bodies shall adopt guidelines to govern the disclosure required by this subdivision. 4 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: August 2, 2013 COMMITTEE: Full Board AGENDA ITEM: I.A.2. Amending the Code of Virginia Pertaining to Vesting Schedules for Optional Retirement Plans BACKGROUND: Section 51.1-126 of the Code of Virginia authorizes the University to establish and maintain an optional retirement plan (ORP) for University faculty and certain other employees. When hired, these employees must enroll in either the University’s ORP or the retirement plan administered by the Virginia Retirement System (VRS). The plans managed by the VRS include a vesting provision requiring that employees must have at least five years of continuous service in order to collect the employer contributions to their retirement account upon termination of their employment. Current law does not authorize institutions that manage ORPs to implement vesting requirements, so participating employees receive all funds contributed to their retirement account by both the employer and the employee upon leaving the University regardless of their length of service. DISCUSSION: The University seeks to amend § 51.1-126 of the Code of Virginia to allow institutions of higher education managing ORPs (in addition to UVa, George Mason University, Virginia Tech, and Virginia Commonwealth University) to implement a vesting program for employees hired on or after July 1, 2014. Note the proposed language is permissive and does not require that an institution implement a vesting schedule. The University contributes 10.4% of an employee’s salary to the ORP for employees hired prior to July 1, 2010, and 8.9% for employees hired on or after July 1, 2010. Implementing a vesting requirement for ORPs would result in estimated savings to the University of up to $1 million per year. All savings realized as a result of the implementation of a vesting schedule would revert to a forfeiture account to be used to offset future retirement plan contributions. Proposed legislation for the 2014 Session must be submitted to the Governor’s Office before the next regular Board of Visitors meeting in September, and is therefore being brought before the Board for consideration at this time. The specific language to be added appears as paragraph F.2. of § 5 51.1-126 of the Code of Virginia in the resolution below. ACTION REQUIRED: Approval by the Board of Visitors APPROVAL OF LEGISLATIVE PROPOSAL TO AMEND CODE OF VIRGINIA SECTION 51.1-126 RESOLVED, the Board of Visitors approves and endorses amending the Code of Virginia as it pertains to optional retirement plans managed by institutions of higher education. The proposed amendment to § 51.1-126 of the Code of Virginia is as follows: § 51.1-126. Employees of institutions of higher education. For purposes of this section, "optional retirement plan" means a retirement plan covering the employee for retirement purposes other than the Virginia Retirement System defined benefit retirement plan established under this chapter or the hybrid retirement program described in § 51.1-169. F.1. The contribution by the Commonwealth on behalf of an employee participating in an optional retirement plan maintained by the Board or on behalf of an employee participating in an optional retirement plan established by his institution of higher education under this section to such employee's retirement plan shall be (i) at least 8.5% but not in excess of 8.9% of creditable compensation for any person who becomes a member on or after July 1, 2010, and (ii) 10.4% of creditable compensation for all other employees. Any institution of higher education that elects a contribution in excess of 8.5% of creditable compensation for any employee described in clause (i) shall provide for the same percentage of creditable compensation as contributions for each of its employees described in clause (i) who participates in such optional retirement plan. The portion of the contribution in excess of 8.5% of creditable compensation pursuant to clause (i) shall not be funded from the general fund of the state treasury, but shall be paid by the institution of higher education from other funds. In addition, any person who becomes a member on or after July 1, 2010, shall, pursuant to procedures established by the Board, pay member contributions on a salary reduction basis in accordance with § 414(h) of the Internal Revenue Code, in an amount equal to 5% of his creditable compensation, to the optional retirement plan maintained by the Board on his behalf or the optional retirement plan established by his institution of higher education on his 6 behalf, as applicable. Each employee making such member contribution shall be deemed to consent and agree to any salary reduction for purposes of the member contribution. Such member contributions shall be in addition to all contributions pursuant to clause (i). An institution of higher education may make an additional contribution for participants who, before January 1, 1991, exercised the election to participate in the plan provided by the institution employing them. Such additional contributions shall be made using funds other than general funds, tuition or fees, up to an additional 2.17% of creditable compensation. 2. The Board of any institution of higher education that establishes its own optional retirement plan under this section may impose a vesting schedule on employer contributions made pursuant to subdivision 1 for any person who becomes a member on or after July 1, 2014. Contributions made by the employer on behalf of the member under subdivision 1 that are not vested, shall be forfeited upon the member’s termination of employment. The employer may establish a forfeiture account and may specify the uses of the forfeiture account. 3. These contribution rates shall be examined by the Board at least once every six years. The examination shall consider the salary peer group mean contribution as determined by the State Council of Higher Education and the Virginia Retirement System actuary, and, if deemed advisable, recommend a revision to the rate of contribution by the Commonwealth. 7 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: August 2, 2013 COMMITTEE: Full Board AGENDA ITEM: I.B. Board Manual Changes BACKGROUND: Legislation was enacted by the General Assembly, effective July 1, 2013, that, inter alia, requires the Board to revise its bylaws. The Manual of the Board of Visitors of the University of Virginia contains the bylaws. The provisions of Chapter 577 of the 2013 Acts of Assembly (House Bill 1952) pertinent to the Board of Visitors are as follows: Be it enacted by the General Assembly of Virginia: 1. That § 23-9.14:1 of the Code of Virginia is amended and reenacted and that the Code of Virginia is amended by adding sections numbered 23-2.01 through 23-2.05 as follows: § 23-2.01. Boards of visitors; public access to information. Notwithstanding § 2.2-4342 and the Virginia Freedom of Information Act (§ 2.2-3700 et seq.), the board of visitors of each public institution of higher education and the State Board for Community Colleges may conduct closed meetings pursuant to §§ 2.2-3711 and 2.2-3712 and may conduct business as a "state public body" for purposes of subsection B of § 2.2-3708. § 23-2.02. Boards of visitors; bylaws. The board of visitors of each public institution of higher education and the State Board for Community Colleges shall adopt bylaws for its own governance. This document shall be posted conspicuously on the board's website and shall include provisions that: 1. Establish the requirement of transparency, to the extent required by law, in all board actions; 2. Describe the board's obligations under the Virginia Freedom of Information Act (§ 2.2-3700 et seq.), as set forth in § 23-2:1, including the requirements that: a. The board shall record minutes of each open meeting and post the minutes on the board's website, in accordance with subsection I of § 2.2-3707 and § 2.2-3707.1; b. Discussions and actions on any topic not specifically exempted by § 2.2-3711 shall be held in an open meeting; 8 c. The board shall give public notice of all meetings, in accordance with subsection C of § 2.23707; and d. Any official action taken in a closed meeting shall be approved in an open meeting before it can have any force or effect, in accordance with subsection B of § 2.2-3711; and 3. Require that the board notify and invite the Attorney General's appointee or representative to all meetings of the board, executive committee, and board committees. § 23-2.03. Boards of visitors; annual meeting with the president of the institution. A. In addition to all meetings prescribed in Chapters 5 (§ 23-39 et seq.) through 16 (§ 23-214 et seq.), the board of visitors of each public institution of higher education and the State Board for Community Colleges shall meet with the president of that institution at least once annually, in a closed meeting pursuant to subdivision A 1 of § 2.2-3711, and deliver an evaluation of the president's performance. B. Any change to the president's employment contract during any such meeting or any other meeting of the board shall be made only by a vote of the majority of the board's members. § 23-2.04. Boards of visitors; executive committee. The executive committee of the board of visitors of each public institution of higher education and the State Board for Community Colleges shall (i) organize the working processes of the board and (ii) recommend best practices for board governance. The committee shall: 1. Develop and recommend to the board a statement of governance setting out the board's role; 2. Periodically review the board's bylaws and recommend amendments; 3. Provide advice to the board on committee structure, appointments, and meetings; 4. Develop an orientation and continuing education process for visitors that includes training on the Virginia Freedom of Information Act (§ 2.2-3700 et seq.); 5. Create, monitor, oversee, and review compliance with a code of ethics for visitors; and 6. Develop a set of qualifications and competencies for membership on the board for approval by the board and recommendation to the Governor. § 23-2.05. Boards of Visitors; annual executive summaries. The board 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 9 session of the General Assembly. The executive summary shall be submitted as provided in the procedures of the Division of Legislative Automated Systems for the processing of legislative documents and reports and shall be posted on the General Assembly's website. DISCUSSION: The proposed resolution addresses all of the new legislative requirements that were not already included in the Manual except two: an annual closed meeting of the Board with the president to deliver an evaluation of the president’s performance, and the annual reporting requirement. A separate resolution amending the presidential evaluation policy will cover the first requirement, and the Board Office will handle the reporting as it does with other legislatively mandated reporting requirements concerning Board activities. ACTION REQUIRED: Approval by the Board of Visitors REVISIONS TO THE MANUAL OF THE BOARD OF VISITORS OF THE UNIVERSITY OF VIRGINIA RESOLVED, the Board of Visitors authorizes the attached revisions (Attachment A) to the Manual of the Board of Visitors of the University of Virginia, 2004 edition as amended through November 9, 2012 (the Manual), to conform the provisions of the Manual to the Code of Virginia, specifically § 23-2.01 through § 23-2.05, effective July 1, 2013. 10 UNIVERSITY OF VIRGINIA BOARD OF VISITORS AGENDA ITEM SUMMARY BOARD MEETING: August 2, 2013 COMMITTEE: Full Board AGENDA ITEM: I.C. Revisions to the Policy on Presidential Evaluation BACKGROUND: Legislation enacted by the General Assembly and effective July 1, 2013, (Code of Virginia §23-2.03) requires the board of visitors of all institutions of higher education to meet with the president of the institution “at least once annually in a closed meeting pursuant to subdivision A 1 of § 2.2-3711, and deliver an evaluation of the president's performance.” The presidential evaluation policy adopted by the Board in 2011 does not contain this specific requirement. In addition, the presidential evaluation policy should explain the process for evaluating the president with sufficient specificity to be consistent from year-to-year, and the assessment committee should be representative of the Board membership as a whole. DISCUSSION: The proposed resolution addresses the new legislative requirement and provides a timeline and process for the evaluation. It also expands the assessment committee to six members, the Board’s executive committee, rather than the threemember assessment committee included in the current policy. ACTION REQUIRED: Approval by the Board of Visitors AMENDED POLICY ON ANNUAL PRESIDENTIAL EVALUATION WHEREAS, the Board of Visitors in November 2011 adopted guidelines for annually evaluating the President; and WHEREAS, the annual performance assessment is an important tool for monitoring the institution’s progress in meeting its strategic goals and for integrating leadership activities with such goals and with emerging external issues, and is intended to clarify and communicate the Board’s expectations and level of satisfaction regarding the President’s performance; and WHEREAS, in order to assure that the annual evaluation is consistently conducted in an effective fashion, the Board 11 desires to institute and adopt a systematic and formal method of conducting the evaluation of the President; and WHEREAS, Section 23-2.03 of the Code of Virginia requires an annual meeting with the president in closed session for the purpose of delivering an evaluation of the president’s performance; RESOLVED, the Board of Visitors adopts the following process to guide its annual evaluation and potential renewal of the President's contract: 1. Annually in the fall, but no later than October 15, the Rector shall solicit the self-evaluation of the President for the fiscal year ending the previous June 30, and the President’s goals for the current fiscal year. The self-evaluation shall be in the form of a narrative reviewing progress on the mutually agreed-upon goals for the previous year. 2. Concurrent with the transmittal of the self-evaluation, the President shall provide to the Rector a full accounting of all earned outside income for the previous calendar year, and all anticipated earned outside income for the current calendar year, from service on boards of directors and any other source, as required by the Commonwealth's annual budget act, and shall additionally provide any other accounting required by the Board Manual, the President's contract, or other applicable source. 3. The Executive Committee of the Board of Visitors shall serve as the Assessment Committee to evaluate the President. 4. The Rector shall distribute the President’s self-evaluation and goals to every member of the Board for their review. Each Board member shall have an opportunity to provide his or her observations and counsel regarding the self-evaluation and goals of the President, in writing, to the Rector, or if preferred, another member of the Assessment Committee by completing an evaluation in a form similar to the one attached to this policy. The Assessment Committee shall then review the Board input, develop a written evaluation, and send the draft evaluation and goals to the President and Board members. The draft evaluation and goals shall be considered part of the President's confidential personnel record. 12 5. At the late fall regular meeting of the Board, the Board shall meet, in closed session, to review the evaluation and goals with the President, and to gain the President’s input. The Assessment Committee shall also formulate a recommendation to the full Board regarding any compensation adjustments. 6. Following the meeting with the President, the Assessment Committee shall finalize the evaluation, and a set of goals for the current fiscal year and the future that are mutually agreed on by the President and the Board, and send the final evaluation and goals to the President and Board members. The final evaluation and goals shall be considered part of the President’s confidential personnel record. 7. If the Board is considering contract renewal, it may seek and consider input from key University constituencies (including faculty), in which case such input shall be considered part of the President’s confidential personnel record. Meetings of the Board and the Assessment Committee shall be coordinated through the Secretary to the Board. 13 ANNUAL APPRAISAL OF THE PRESIDENT’S PERFORMANCE AND EFFECTIVENESS UNIVERSITY OF VIRGINIA INSTRUCTIONS: Please rate the President on the following aspects of performance. BOARD OF VISITORS RELATIONS • • Disseminates adequate and accurate information to the BOV in a timely manner. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Enjoys a positive overall relationship with the BOV. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed INSTITUTIONAL LEADERSHIP/MANAGEMENT • • • • • • Has assembled a strong leadership team. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Advances the mission of the University. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Assures quality academic and support programs. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Operates the University with a commitment to strategic planning, goal setting and evaluation. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Manages resources proficiently. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Has established a pattern of success in achieving goals. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed EXTERNAL RELATIONS • • • • • Effectively and enthusiastically advocates for the University. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Effectively presents the University’s resource needs to government officials and private contributors. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Appreciates the need for institutional accountability. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Relates well with alumni, parents, and donors. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Represents the University in national higher education organizations. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed 14 RELATIONSHIPS • • • • Enjoys a positive relationship with local community leaders. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Maintains a positive relationship with the faculty and staff. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Maintains a positive relationship with students. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed Maintains an effective relationship with legislators and their staff and with executive branch senior management. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed PERSONALITY TRAITS • • • • • • • • Poised under pressure. ☐ Poor ☐ Fair Communicates effectively. ☐ Poor ☐ Fair Integrity. ☐ Poor ☐ Fair Energy. ☐ Poor ☐ Fair Forward-looking. ☐ Poor ☐ Fair Skillful in relating to others. ☐ Poor ☐ Fair Respected. ☐ Poor ☐ Fair Deliberate decision-maker. ☐ Poor ☐ Fair ☐ Good ☐ Excellent ☐ Not Observed ☐ Good ☐ Excellent ☐ Not Observed ☐ Good ☐ Excellent ☐ Not Observed ☐ Good ☐ Excellent ☐ Not Observed ☐ Good ☐ Excellent ☐ Not Observed ☐ Good ☐ Excellent ☐ Not Observed ☐ Good ☐ Excellent ☐ Not Observed ☐ Good ☐ Excellent ☐ Not Observed PLEASE COMMENT ON ANY ASPECT OF THE PRESIDENT’S PERFORMANCE AND EFFECTIVENESS: 15 Attachment A REVISIONS TO THE BOARD MANUAL Attachment A 2 Attachment A 3 Attachment A 4 Attachment A 5 Attachment A 6 Attachment A 7 Attachment A 8 Attachment A 9 Attachment A 10
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