Board of Visitors

Executive Committee Meeting September 14, 2023

The Executive Committee met on September 14, 2023 at 4:15 p.m. in the Boardroom of the David Student Union with Chair of the Committee Lindsey Carney Smith, Esq., presiding.

Present from the Board

• Lindsey Carney Smith, Esq., Chair and Rector
• Terri M. McKnight, CPA, Vice Rector
• Christy T. Morton, Secretary
• LTC (R) Boris G. Robinson
• The Honorable Ronald L. Tillett
• Lee Vreeland, Ed.D.
• Judy Ford Wason (at large)
• C. Larry Pope (at large)

Absent from the Committee

None

Present from the University

• Jason Carney, Faculty Senate Representative
• Amie Dale, Liaison to the Board of Visitors
• William G. Kelly, President
• Jennifer B. Latour, Vice President for Finance and Planning and Chief Financial Officer
• Maureen Matsen, Legal Counsel

Others Present

• William A. Estrada, Esq.
• Brentley Archer

Remote Participant

• John R. Lawson, II

Remote participation permitted due to personal travel pursuant to Code of Virginia § 2.2-3708.3(B)(4).

At 4:15 p.m. Chair Carney Smith called the meeting to order and welcomed everyone present. She reviewed the importance of convening the Executive Committee, read the charge from the bylaws and stated that meetings of the Executive Committee would now be routine. Following the welcome, Chair Carney Smith asked everyone to go around the room to introduce themselves.

Moving onto the agenda and discussion items of the meeting, the Chair reviewed the proposed changes to the bylaws including cleaning up terms to bring them into relevance with current names, bringing the bylaws in line with the Code of Virginia for the required 3 days notices of meetings, tightening up the language regarding the Rector being the spokesperson for the Board, and the proposal of adding a committee on Athletics. Chair Carney Smith called for discussion on the first read of the changes. After a robust discussion, she thanked the committee for their feedback and support of these important additions to the governance structure.

The final proposed addition to the bylaws considered by the committee was the addition of a faculty representative to the full board in a non-voting advisory role. The Chair outlined discussions with the current Faculty Senate President, Dr. Brian Puaca, and the ideas for how this could potentially be implemented. The committee discussed several options, including examples from sister-institutions and many offered very thoughtful and insightful comments and suggestions. The committee agreed to work through the specific language to be added to the bylaws that would be proposed at the November meeting.

The committee then moved on to a discussion regarding the University’s Campus Violence Prevention Committee and Threat Assessment Team. The Chair explained that 15 years ago, Virginia lawmakers directed Boards of Visitors to establish Campus Violence Prevention Committees and Threat Assessment Teams on campuses. This was as a result of the horrific mass shooting that happened on Virginia Tech’s campus. She continued by explaining that Resolution 1 affirms the continuation of both of these bodies on campus as outlined in the statute, and requires that the University review its policy annually for necessary amendments and to bring forward any substantive changes to the Board. The Chair then called on Dr. Hughes to give a brief overview of the University’s working draft policy that incorporates the Code changes.

Dr. Hughes explained the changes in the statute and provided a deep dive into the new requirements this year and then he offered highlights and how they will be addressed. The chair called for discussion or questions, there being none, Ms. Morton read the language to bring the committee into closed session. Dr. Vreeland provided the motion, it was seconded by Ms. Wason and the motion was passed by unanimous vote of the Board. All observers exited the meeting.

The committee returned to open session and Ms. Morton asked Ms. Dale for a roll call certifying that only public matters were discussed that were identified in the motion by which the executive or closed meeting was called. All Board members present, certified to the above by roll call: Chair Carney Smith, Vice Rector McKnight, Secretary Morton, Mr. Robinson, Mr. Tillett, Dr. Vreeland, and Ms. Wason. Mr. Pope and Mr. Lawson were not present for the closed session.

Upon returning to open session, a brief explanation of Resolution 4: Delegation of Responsibility for Admissions, its Policies, Processes and Practices was provided. Chair Carney Smith noted that the Code of Virginia gives the Board of Visitors authority to adopt policies for the admission of students and that this resolution states that the Board will delegate that authority to the President of the University with the direction that all related activities be conducted at all times in accord with state and federal law and the University’s non-discrimination policy and the President or his designee shall report regularly to the Board concerning Admission and any changes to the University’s related policies, processes and practices.

The Chair called for a motion to approve. Mr. Tillett provided the motion and it was seconded by Ms. Morton.

There being no further business, the meeting was adjourned at 5:30 p.m.