Operations, Audit and Risk Committee Meeting June 6, 2024

The Operations, Audit and Risk Committee met on Thursday, June 6, 2024 at 3:00 p.m. in the Freeman Center, Room 201 with Chair Christy Morton presiding.

Present from the Committee

Mrs. Christy Morton, Chair
Mr. Brentley Archer
Ms. Kelli Purdy Meadows, CPA
Mrs. Lindsey Carney Smith, Esq
The Honorable Ronald L. Tillett

Other Board Members Present

Mr. William Estrada, Esq.

Others Present

President William G. Kelly
Mr. Quentin Kidd, Provost/Executive Vice President and Chief Academic Officer
Mrs. Jennifer Latour, Vice President for Finance and Planning/Chief Financial Officer
Ms. Faith Belote, Director of Internal Audit
Dr. Bob Colvin, Vice President for Strategic Initiatives
Ms. Adelia Thompson, Vice President for Advancement, External Engagement and the Arts
Dr. Larry “Chip” Filer, Vice President for Facilities and Campus Operations
Mrs. Lisa Duncan Raines, Vice President for Enrollment, Student Success and Institutional Effectiveness
Mrs. Ashleigh Andrews, Chief People Officer and Sr. Associate Vice President
Mrs. Sarah Herzog, Chief Financial Officer and Associate Vice President
Mr. Justin Davenport, Chief Information Officer
Ms. Wendy Wilde, Information Security Officer
Other CNU faculty and staff members

Chair Morton called the meeting to order and welcomed everyone in attendance. She thanked everyone for being there and recognized the members of the APA.

Approval of April 18, 2024 Minutes

Chair Morton asked if everyone had a chance to review the Operations, Audit and Risk Committee minutes from April 18, 2024. There being no comments, edits or suggestions, Chair Morton called for a motion to approve the minutes as presented. A motion was provided by Mr. Ron Tillett and seconded by Ms. Lindsey Carney Smith and the minutes were approved by unanimous vote of the committee.

Chair Morton introduced the Auditors of Public Account to provide on update on the 2023 fiscal year audit.

Report from the Auditor of Public Accounts on the FY23 Financial Statements

Director Mr. Scott Booker recognized the auditors with him and presented the findings of the FY 23 Financial Audit which reviewed the Financial Statements and Revenues and Expenditures for the year, as well as internal controls and compliance. Mr. Booker was very complimentary of the staff and thanked them for their cooperation. There was a discussion among the committee regarding the findings and staff left the room while deficiencies within the audit were discussed with the committee. Upon returning to the room, Chair Morton thanked the APA staff and commended Mrs. Diane Reed’s (University Comptroller’s) staff on a job well done.

Chair Morton introduced Mrs. Faith Belote, Internal Audit Director, to provide an update.

Report from the University Internal Auditor

Mrs. Faith Belote reviewed the July 1, 2023 to June 30, 2024 annual audit plan. The Identity and Access Management audit planning is in progress and will continue through the summer without interruption by the senior IT auditor. The Endowed Student Scholarship audit, the Registrar’s Office audit, and the ADA accessibility audit will carry forward into the fiscal year. It is anticipated the Risk Based Audit plan for 2025 will be completed by the new audit director and presented to the committee in September.

Mr. David Ralph reported on the completed IT Risk Assessment results, giving background on the process. This information will be in next year’s audit plan.

Mrs. Belote reviewed the Minors on Campus Safety advisory review. Campus safety policies from other Virginia universities were reviewed as well as user agreements. Based on the review, there were no serious incidents involving minors on campus. Additional guidelines and training to strengthen the wider safety of the programs and events are welcomed. Currently employees receive a background check when hired, but it is recommended that volunteers also receive a background check.

Mrs. Belote emphasized the importance of training staff for reporting suspected abuse as well as making sure people who rent the facilities are aware of the reporting responsibility.

Mrs. Belote stated the recommendation is to appoint a task force or committee to follow as a centralized policy that outlines procedures and approval for monitoring processes and establishes accountability to share programs of properly track pre-approved and follow laws and guidelines. Once this is established, it is recommended that internal audit perform insurance services in a few years.

Mrs. Belote also gave an update on the draft charter.

Chair Morton thanked Mrs. Belote for the report and shared how much she enjoyed working with Mrs. Belote and appreciated her dedication and hard work. Chair Morton introduced Mr. Bryan Donohue, Director of Emergency Management to provide the following report.

Report from the Director of Emergency Management

Mr. Bryan Donohue presented the Campus Safety and Emergency Preparedness Plan (also known as the CEMP. The CEMP is also required by Code to be adopted by the Board of Visitors every four years. It broadly describes how the University will organize and respond to emergencies and disasters. A comprehensive revision was needed based on the change in the University President, adjustments to the cabinet and their responsibilities, and lessons learned over the past year. Other updates to the CEMP include using the Virginia Department of Emergency Management's (VDEM) CEMP template for Institutions of Higher Education which, in turn, has improved clarity and reduced redundancy by eliminating the use of Annexes.

TMr. Bryan Donohue also provided and update on the Campus Safety and Emergency Preparedness Policy stating the required training under the code will be accomplished through the new student and transfer student orientation programs presented in person and utilize virtual options. The training program is nationally recognized and CNU specific information will be added. The policy meets the requirements of Code of Virginia §23.1-808.2.

Resolution 1: Campus Safety and Emergency Preparedness Policy

A motion to approve Resolution 1 was put forth by Mr. Ron Tillett and was seconded by Mr. Brentley Archer with all in favor.

The Resolution moved to the full board for final approval.

Resolution 3: 2024 Crisis and Emergency Management Plan (CEMP)

A motion to approve Resolution 3 was put forth by Mrs. Lindsey Carney Smith and was seconded by Mr. Ron Tillet with all in favor.

The Resolution moved to the full board for final approval

Chair Morton thanked Mr. Donohue for the report and recognized his hard work. Chair Morton introduced Mrs. Ashleigh Andrews, Chief People Officer/Sr. Associate Vice President to provide the following report.

Report from the Chief People Officer/Sr. Associate Vice President

Mrs. Ashleigh Andrews provided an update on the search for the Director of Institutional Compliance/Title IX Coordinator and the Director of Internal Audit.

Resolution 4: Award of Administrative and Professional Emeritus Status

Ms. Andrews presented Resolution 4: Award of Administrative and Professional Emeritus Status and stated the Emeritus status is for Ms. Christine Ledford who retired at the end of 2023.

A motion to approve Resolution 4 was put forth by Mrs. Carney Smith and was seconded by Mr. Ron Tillet with all in favor.

The Resolution moved to the full board for final approval.

Appointments to the Administrative/Professional Faculty (Informational Only)

Chair Morton stated that Appointments to the Administrative and Professional Faculty are informational only. Mrs. Jennifer Latour, Chief of Staff, stated this is a routine report that shows employees who have been hired since the committee last met.

Chair Morton thanked Mrs. Andrews for her report and then introduced Dr. Chip Filer, Vice President for Facilities and Campus Operations to provide his report.

Report from the Vice President for Facilities and Campus Operations

Dr. Filer gave an update on the Environmental Health and Safety Program stating in April the health wellness prevention guide for the faculty and staff was implemented. It is intended to support the supervisors and frontline supervisors in making all staff aware of the indications of heat illness and heat stroke. It is a mandatory part of the orientation with the frontline supervisors.

Dr. Filer gave an update on the Science Engineering and Research Center (SERC) and the new plant operations building. There is a lot of compliance to be done, particularly with the lab spaces.

Dr. Filer reported that his team is working on a streamlined incident reporting process. Dr. Filer reported that there will be safety software training specific to an area to ensure staff are properly trained. This is in coordination with Human Resources.

Dr. Filer reported that Ms. Jackie Roquemore and her team are working to go through all departments to make sure there is appropriate monitoring for compliance at the state level related to OSHA/VOSH, fire code, EPG/DEQ and other required regulations.

Chair Morton thanked Dr. Filer for the updates.

There being no further business, the meeting adjourned at 4 p.m.