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Governance Minutes ArchiveMarch 21, 1994
University Council Minutes, March 21, 1994 (Corrected and approved on April 4, 1994) Dr. Paul E. Torgersen called the meeting to order at 3:05 p.m. Present: P. Torgersen, C. Nickerson, F. Carlisle, A. Spencer (for M. Ridenour), L. Peters, B. Braun (for C. Steger), R. Smoot, L. Cross (for T. Goodale), P. Liverpool, L. Swiger, P. Edwards, B. Bates, R. Sorensen, L. Harris (for W. Worner), J. Osborne (for E. Henneke), G. Brown, P. Meszaros, J. Eustis, M. O'Neill, C. Stott, B. Sumichrast (for L. Shumsky), R. Mitchiner, J. McKenna, E. Brown, J. Ficenec, D. De Wolf, G. Brown, W. Greenberg, E. Kornegay, N. Castagnoli, K. Kubin, N. Dodl, W. Knocke, D. Smith, V. Fu, L. Richardson, J. Cooper (for D. Irby), S. Wheeler, B. Rowland, R. Stephenson. Guests: P. Hyer, Provost Office; L. Moore, Governance Committee; B. Harper, Governance Committee, P. Weaver, Department, HTM; and L. McMahon, Spectrum. Opening Remarks: Dr. Torgersen opened the University Council meeting by noting the concerns and disappointments around the State regarding Virginia Tech not being invited to participate in the Big East Conference, and indicated he would address the issue in more detail at the close of the meeting. 1. Adoption of Agenda A motion was made and seconded to approve the agenda. The motion passed. 2. Approval of Council Minutes of February 21, 1994 A motion was made and seconded to approve the minutes from the meeting of February 21, 1994 as submitted. The motion passed. 3. First Reading, University Council Resolution 1, Proposing that Membership Lists be Moved from the Body of the Constitution to the By-Laws. Dr. Pat Hyer explained that Resolutions 1, 2, 3 are amendments to the University Council Constitution on behalf of the Governance Task Force. This task force was appointed by President McComas in the summer of 1993, with Dr. Larry Moore as chair. The members include: Dr. Leon Geyer, past president of the Faculty Senate; Dr. David deWolf, president of the Faculty Senate; Dr. Pat Hyer, Provost's Office; Ms. Bobbi Lowe, executive secretary in the President's Office; Dr. Larry Shumsky, vice president of Faculty Senate and chair of the Commission on Faculty Affairs; Ms. Carole Nickerson, executive assistant to the President; Mr. Charlie Stott, chair of the Commission on Staff Affairs and Vice President of the Staff Senate; and Mr. Bruce Harper, of Records Management. The task force has been charged with revising the By-Laws, amending the Constitution wherever necessary, and developing any necessary recommendations to enhance the governance system. Dr. Hyer pointed out that Council has already seen some of the task force's work in the 1992-93 proposal that abolished the Advisory Council on Human Rights and Social Responsibilities. Dr. Hyer presented University Council Resolution 1, Proposing that Membership Lists be Moved from the Body of the Constitution to the By-Laws, designed to remove commission membership lists only from the body of the Constitution and place them in the By-Laws. Since titles of officers and the applicability of who ought to serve on commissions change frequently, such a change would make it simpler to update the Constitution without having to go through the current cumbersome and lengthy process. Dr. Hyer noted that University Council membership will remain in the Constitution as before. 4. First Reading, University Council Resolution 2, Proposing a Change to Article VII of the University Council Constitution. Dr. Pat Hyer presented University Council Resolution 2, Proposing a Change to Article VII of the University Council Constitution. Dr. Hyer pointed out that this resolution relates to the election of commission chairs and vice chairs. The resolution suggests that the vice chair election be held no later than the end of October so that the vice chair can serve as needed during the current year as well as prepare for succession in the upcoming year. Mr. Charles Stott raised a question about the chairmanship (and vice-chairmanship) of the Commission on Faculty Affairs and the Commission on Classified Staff Affairs. In both cases, the chairman is not elected but assumes an ex officio (or pre- determined) role. Therefore, a vice-chairman would not become an automatic successor. Mr. Stott wonders if this needs to be specifically clarified in the resolution. Dr. Hyer indicated that the task force will rewrite this section of the resolution for clarity on this point and present it for second reading at the next meeting. 5. First Reading, University Council Resolution 3, Proposed Changes to Article IX, Section 2, of the University Council Constitution. Dr. Pat Hyer presented University Council Resolution 3, Proposed Changes to Article IX, Section 2, of the University Council Constitution. This resolution deals with committee membership. There is currently a narrow and rigid interpretation of the selection procedure for committee members and chairs. This resolution offers a more flexible interpretation on the selection process. The resolution allows each commission to design its own committees' membership and selection process. Each committee structure will then be documented in the By-Laws and be subject to subsequent changes. Dr. Reginald Mitchiner suggested that the wording in the new resolution might be changed to allow even more flexibility to the commissions regarding their committees. Dr. Hyer indicated that the task force would study this suggestion and rewrite that portion of the resolution accordingly. The changes will be presented for second reading at the next meeting of Council. 6. First Reading, Commission on Graduate Studies and Policies Resolution 93-94A, 4000 and 5000 Level Courses. Dr. Reginald Mitchiner presented the Commission on Graduate Studies and Policies Resolution 93-94A, 4000 and 5000 Level Courses. The motivation for this resolution stemmed from the Program Criteria Committee's evaluation that the University needs to strengthen the division between 4000-5000 level courses. The resolution is offered to solve a dilemma faced by many parts of the university with respect to 4000-5000 level courses and a need to offer these courses to students at both the undergraduate and graduate level. The current policy proves to be cumbersome. This resolution provides that undergraduate students may enroll in 5000 level courses in their program/department with permission from the department head and the instructor of the course, NOT pursuant to approval from the Graduate School. Students outside of their program will still require approval from the Graduate School. A lengthy discussion was continued to the April 4 meeting, when Dr. Mitchiner will present this resolution for second reading and vote. 7. In successive motions, and after brief discussions, Council approved the minutes of the following meetings. a. Approval of the minutes of the Commission on Faculty Affairs, January 21, 1994. b. Approval of the minutes of the Commission on Graduate Studies and Policies, February 2, 1994. Dr. Mitchiner pointed out that a portion of these minutes addresses the approval of the Ph.D. program in Hospitality and Tourism Management. Dr. Pamela Weaver was on hand to answer any questions regarding this Ph.D. program. c. Approval of the minutes of the Commission on Research, January 26, 1994. d. Approval of the minutes of the Commission on Student Affairs, February 3, 1994. e. Approval of the minutes of the Commission on Undergraduate Studies, January 24 and February 14, 1993. 8. For Information a. Minutes of the Advisory Council on Strategic Budgeting and Planning, January 11, January 19, and January 28, 1994. 9. Announcements Dr. Torgersen announced that the next meeting will be April 4, 1994, 3:00-5:00 p.m., in the Brush Mountain Room of Squires. He alerted Council members that it is very important for everyone to attend that meeting, or send a designated representative, in order to comply with the Constitution's requirement of a 2/3 majority (of Council members) vote on a change in the Constitution. Dr. Torgersen introduced Ms. Carole Nickerson who spoke to University Council about electronic support for the governance system and for University Council. She explained that the logistical and budgetary support for University Council is being reviewed as the university moves increasingly towards paperless processing. Council is heavily dependent on paper production at this time and a sub-committee of the Governance Task Force has been assigned to explore, plan, and subsequently develop an appropriate mechanism for electronic distribution, approvals, and communication. The sub-committee consisting of Dr. Larry Moore, Ms. Carole Nickerson, Mr. Bruce Harper, and Ms. Bobbi Lowe, will study a mechanism for the distribution of Council minutes on a limited list serve with electronic approval. The sub-committee envisions all governance documents eventually being transmitted and processed electronically. As plans move forward, training and workshops will be provided so participants can work comfortably with council business. The subcommittee will meet throughout the spring and summer, and your comments, questions, and feedback are welcomed. Please communicate with Larry Moore on LARRYDM or Carole Nickerson on NICKERS. Dr. Torgersen briefed University Council on the letters and phone calls he has received concerning the Big East Conference, and explained that our not being invited to participate had caused a good deal of concern and confusion amongst our alumni and supporters. He noted that we do not bring to the table a focused television market -- an important factor in conference deliberations. We have many alumni but not a large urban market of non-alumni that follow our basketball program. It is simply an issue of economics and we will run into more of this in the future. Meantime, to be rejected is painful. The meeting adjourned at 3:40 p.m. Respectfully submitted, Carole Nickerson Executive Assistant to the President /bjl 4
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