xt7dnc5s805t https://exploreuk.uky.edu/dips/xt7dnc5s805t/data/mets.xml Lexington, Kentucky University of Kentucky 19410820 minutes English University of Kentucky Contact the Special Collections Research Center for information regarding rights and use of this collection. Minutes of the University of Kentucky Board of Trustees Minutes of the University of Kentucky Board of Trustees, 1941-08-jun20-ec. text Minutes of the University of Kentucky Board of Trustees, 1941-08-jun20-ec. 1941 2011 true xt7dnc5s805t section xt7dnc5s805t Minutes of the Reguilar Meeting of the Executive Committee of the Board of Trustees of the University of Kentucky, June 20, 1941. The Executive Committee of the Board of Trustees, University of Kentucky, met in the President's Office, University of Kentucky, Friday, June 20, 1941, convening at 10:30 a.m. The members of the Committee present were Judge Richard C. Stoll, Chairman; Lee Kirk- patrick and Robert P. Hobson, President Thomss Cooper and D. H. Peak, Secretary of the Board, were present. President-elect, Dr. H. L. Donovan, attended the meeting. 1. Approval of Minutes, The minutes of the meeting of the Executive Committee of May 16, 1941, were approved as published, All actions of the Commmit- tee taken and motions made and carried at that meeting were ratified and approved. 2. Financial Report. The Business Agent submitted the financial report The report was ordered filed, and the summary thereof, lished in the minutes, reads as follows: for May 1941, ordered pub- FINANCIAL REPORT FROM JULY 1, 1940, TO MAY 31, 1941 GENERAL FUND Operating Accounts Budgeted Income - - - - - - - --$1495,673.74 Estimated Reduction in Budgeted Income - - - - - - - 13 000.00 Balance - - - - - - - - - - - - - - - - - - - - - 10482,673.74 Salaries and Other Commitments - - - - - - - - - - 1113.260.19 Available for Expense, Supplies & Equipment - - - - 369,413.55 Expended to May 31, 1941 --344,209.29 Unencumbered Balance 25,204.26 Patterson Hall Budgeted Income -99,980,00 Salaries and Other Commitments - - - - - -19.550.0 Available for ExpensesSupplies & Equipment 80,430.00 Expended to May 31, 1941 - - - - - - - - - --- - - - 68,265.52 Unencumbered balance - 12,164.48 2 Experiment Station Fund Budgeted Income - - - - - - - Salaries and Other Commitments Available for Expense, Supplies Expended to May 31, 1941 - - - Unencumbered balance - - - - - - - - - - - - - - - & Equipment - - - - - - - - - - - - - - - - - - - $470,078.22 - - - - 310.784,00 - - - - 159,294.22 - - - - 120,446.05 - - - - 38,848e17 Agricultural Extension Fund Budgeted Income - - - - - - - - - - - - - - Salaries and Other Commitments Available for Expense, Supplies & Equipment Expended to May 31, 1941 - - - - - - - - - Unencumbered balance - - - - - - - - - - - - - - - - 758,720.00 - - - - - 634,196.00 - - - - - 124,524.00 - - - - - 106S181.13 - - - - - 18,342.87 Special Appropriations Library Equipment - - - _ _ Expended to May 31, 1941 - - Unencumbered balance - - - - 10,000,00 9,999.39 .61 Scientific Equipment - - - - Expended to May 31, 1941 - - Unencumbered balance - - - - Home Economics Equipment - - Expended. to May 31, 1941 - - Unencumbered balance - - - - - - - - - - - - - - - 20,000.00 19,- - - - - - - - - - .9.951.96 - - - - - - - - - - - - 48.04 - - - - - - - - - - - - 15,000.00 - - - - - - - - - - - 14,998.50 - - - - - - - - - - - - 1.50 Engineering Equipment - - - Expended to May 31, 1941 - - Unencumbered balance - - - 25,000.00 24,937.33 62,67 3. Requisition Committee Report. The Requisition Committee filed written report of its action each week from May 8, 1941, to June 16, 1941, inclusive. The re- port shows that orders were made by the Business Office on authority of the Requisition Committee in the manner prescribed by the Board of Trustees and state laws, running from No. 8974 to No. 10,364. The report was examined, and on motion and second the orders and budget additions named therein were ratified and approved, and pay- ments on said orders were authorized and approved. - - - - - - - - - - - - - - - - - - - - - - - - - 4. Officers of the Board Chosen. On motion, seconded and carried, Mr. John Skain was re-elected Treasurer of the University of Kentucky. Election of Secretary of the Board of Trustees was deferred. 5. Military Property Custodian. On motion, seconded and carried, Frank D. Peterson was named Military Property Custodian, effective July 1, 1941. 6. Old Fees Collected. Report of the Business Agent: Balance on hand., July 1, 1940 Collected to May 31, 1941 Expended Expense and Refunds Returned Checks Paid on P. W. A. Bond Account $ 3,966.68 6i 951.73 10,918.41 880.44 5,035.74 Balance on hand 5,916.18 $ 5,002.23 The collection on old fees during the year is $871.03 in excess of the amount of 1939-40 fees charged off June 28, 1940, The excess is due to the fact that fees due for years prior to 1939-40 were collected, (Signed) D. H. Peak Business Agent The report was approved and ordered copied in the minutes, 7. Uncollected Fees. Report of the Business Agent: 4 Uncollected Fees and Room Rent 1940 - 1941 First Semester General Fees Men's Dormitory Rent Music Fees Second Semester General Fees Men's Dormitory Rent Music Fees Summer School Fees $1,671.15 82.50 176,50 $3,898.46 289.50 139.00 Training School Fees $1,930.15 4,326,96 238.78 2.325.50 $8,821.39 Total General Fees including activities, not collect- ed reported last year was $6,180.20 and this year the amount is $5,570.61. This makes for this year the uncol- lected fees 2- per cent of total estimate of tees, The percentage for 1938-39 was 1.8; for 1939-40, 2.0; for 1940-41, 2-. (Signed) D. H. Peak Business Agent It was ordered, on motion and second, that the amount of uncol- lected fees for the year 9,3t-t4O be charged off and not carried as assets on the books of the University and that the part thereof distributable to General Fund of University that may hereafter be collected, be held for transfer to P. W. A. Building and Revenue Account or further orders of Board of Trustees. 5 B. P. W. A. Account Receivable Charged off. Report of the Business Agent. We are carrying as account receivable $4,732.14, balance of advance made to 1938 P. W. A. accounts, from funds not otherwise allocated. The advance was made on request of Dean Graham, he having been promised an appro- priation by Governor Chandler from the Governor's emergency fund. The appropriation did not materialize. Dean Graham states that he consulted Governor Johnson and that the latter suggested that the amount be included in the request to the Budget Commission for appropriation for next biennium. At the meeting of the Executive Committee June 28, 1940, a resolution was passed authorizing a reservation from mis. cellaneous collection of fees for the fiscal year 1940-41 of an amount sufficient to discharge the amount of the above named account receivable. However, collections have not been sufficient during fiscal year 1940-41 to comply with that resolution. Inasmuch as the account was paid in first instance from funds on hand, I suggest that it be charged to surplus. This will not affect our bank balance. (Signed) D. H. Peak Business Agent It appearing that the above named P. W. A. account receivable of $4732.14 was paid from funds available in the bank balance, it was ordered on motion, seconded and carried that the account be charged to surplus. It Was approved that request be made to the State Budget Commission to include the amount of this account in its recommendation for appropriations for the University of Kentucky to be made to the next General Assembly, 9. Checks Not Called For. The Business Agent reported that the Business Office has on file checks that the Business Agent has not been able to deliver to payees, and asked for approval of the Executive Committee for can- cellation of the checks, The Comptroller and the Business Agent were directed to make further effort to deliver the checks to payeeo and after that effort has been duly made, to r eport a list of the checks then remaining undelivered to the Executive Committee, 6 10. Lease of Smith Hall. The Butiness Agent presented copies of renewal of lease to the Chi Omega Sorority for Smith Hall for year 1941-42, renewal having been authorized at the meeting of the Executive Committee, April 22, 1941. The terms of the rental are $100.00 a month payable in advance, effective September 1, 1941, the rental being made under usual restrictions. It was agreed that repairs be made to inside of the building at a cost not in excess of $175.00. On motion, seconded and carried, the Chairman of the Executive Committee was authorized to sign the lease as prepared, and there- upon he affixed his signature thereto. 11. Out-of-State Travel Expense Accounts, The Business Agent stated that no action has been taken by the State Division of Accounts and Control on the requests of A. C. McFarlan and D. 11. Young, of the Department of Geology, for expense of travel (out-of-state) necessitated in conducting a tour with a class of students in Geology required in the curricula of the Depart., ment. Making further report on out-of-state travel expense requests he filed the following: DEPARTMENT OF FINANCE Division of Accounts and Control June 7, 1941 Lr. D. H. Peak, Business Agent University of Kentucky Lexington, Kentucky Dear Mr. Peak: I am returning herewith Out of State Travel Request of l, A. Price, Head of Department of Entomology and Bot- any, for trip to Columbia, Missouri, March 25-29. This request was submitted to the Attorney General for his opinion and was returned June 5, 1941, disapproved. Yours very truly, (Signed) Frank D. Peterson 7 DEPARTEMNT OF FINANCE Division of Accounts and Control June 6, 1941 Mr. D. H. Peak, Business Agent University of Kentucky Lexington, Kentucky Dear Mr. Peak: I am returning herewith Out-of-State Travel Re- quest for William S. Taylor Dean of College of Educa- tion, for trip to Atlantic city, N. J., February 22-27, 1941. This request was submitted to the Attorney Gen- eral for his opinion and was returned on June 5, dis- approved by him. Yours very truly, (Signed) Frank D. Peterson No action was taken by the Executive Committee but after the meeting Mr. Peterson agreed to have each of the above travel re- quests encumbered, so that in event of a court decision in an action pending in the Franklin Circuit Court attacking payment of out-o:f- state travel expense accounts, favorable to approval of such expense accounts, these and other expense accounts that arc now encumbered may be paid. 12. Business Agent Authorized to Endorse Checks to Wenner-Gren Laboratory, Etc. On motion and second, carried, the Business Agent was authorized to endorse, payable to the MIawen Motor Corporation, a check made by the Atlantic 1utual Insurance Comupany, dated May 21, 1941, for $5.63, check numbered T29030, that company being entitled to the check as a return dividend on insurance premium on transportation policy paid by it; and further to endorse, payable to James H. Graham, Agent of the Wenner-Gren Laboratory, a check of the Atlantic Mutual Insurance Company, made payable to the University of Kentucky, for $10.92, check numbered L46030, check being for reimbursement of loss to that company. 8 13. State Auditor's Report on Kentuckian Account. The President presented and read the report of the Auditor of Public Accounts on the Kentuckian for year 1940-41. The report was ordered filed in the Business Office, 14. Group Insurance Funds in Relation to University of Kentucky Funds, On motion, seconded and carried, Dean Alvin E. Evans and Robert P. Hobson were requested to prepare a resolution setting out the re- lation of the University of Kentucky to the control of and interest in funds paid by University employees for purpose of carrying policies under the group insurance plan. The resolution in words and figures as follows, was approved on motion and second which carried: RESOLUTION BE IT KNOWN that the University of Kentucky, during the school year of 1931-1932, made application to The Prudential Insurance Company of New Jersey to put into effect a scheme for group insurance upon the lives of its teaching staff and other employees. This application was approved by the above named insurance company on May 15, 1932, and individual cer- tificates of insurance were thereupon issued to each member of the group thus insured, effective from June 1, 1932. This scheme of group insurance contemplated that the cost of the insurance should be paid entirely by the members of the group but that the University should undertake the task of collecting the premiums and that collection should be made by deducting the monthly premiums payable on the individual policies from the monthly salary of each partici- pant. This sua the University undertakes to pay over to the Insurers Further, under the scheme adopted, the Insurer determines the maximur amount of insurance which may be taken by each participant by the two factors, his annual salary and hAs age. The amount of the monthly premium per $1,000 is determined by the Insurer under its general rules. The general operation of the insurance plan as it af- fen.ts the participants has been under the direction of an advisory committee appointed by the President of the Univer- sity and its present chairin~an is Dean Edward Wiest. In the course of the operation of the plan, certain dividends have been returned to the University as sponsor of the group. The Insurance Committee has performed the function, among others, of determining what disposition is to be made of these dividends. Thus, it has determined to set up a reserve fund for the purpose of stabilizing the premium rate which would otherwise vary because of unusual death 9 losses in any given year. As of M-ay 31, 1941, this fund amounted in the aggregate to the sum of Seven Thousand Nine Hundred and Fifty-three Dollars and seventy-nine cents ($7,953.79) invested as follows: Lexington Federal Savings & Loan Association $5,000.00 First Federal S vings & Loan Association 2,500.00 First National gank & Trust Co. of Lexington 317.63 (checking account) First National Bank & Trust Co. of Lexington 156.16 (savings account) On the lst of July, 1934, the Board of Trustees of the University of Kentucky passed a resolution whereby membership in the insurance group by future employees of the University of Kentucky was made compulsory, This resolution is found on page 398 of the minutes of the meeting of the Board of July 1, 1934. Instead of setting up further sums as a reserve fund, the Committee has two other alternatives: (a) to apply the dividends in reduction of the premium payments during the next year or portion of a year after receipt thereof; or (b) to remit them in cash to the participants. Thus, the Insurer annually remits to the University', as sponsor, the full annual premium not required tc meet tho annual death losses. This sum is deposited in the bank for the credit of the participants and the method of distributing it is determined by the above mentioned Insurance Committee. WHEREAS the premiums for group insurance have been paid entirely by the members of the teaching staff and other em- ployees of the University and no part thereof has been paid out of the funds of the University; And WHEREAS the sums so specified as being held in the University group insurance account have been set aside by the Insurance Committee as a reserve fund to provide for the possibility of unusual expense or losses of any particular year; And WHEREAS the said sums belong to the said group ex- clusively and the University has no interest therein, Now, THEREFORE, the Board of Trustees of the University of Kentucky does hereby disclaim any beneficial interest in said sums or any additions there-to or any dividends that may hereafter be paid to the University by the Insurer on said insurance policies and resolves that the University holds the same in its account as trustee for the benefit 10 of the members of the group of insured persons to whom said sums beneficially belong. It is further declared that the policy of sponsoring the group insurance scheme, the collec- tion of premiums by the University as above outlined, and the receiving dividends paid by the Insurer and the deposit of the dividend checks to the credit of the group insurance account, is approved and it is hereby authorized to be con- tinued. It is further directed that the reserve fund above described, together with any additions thereto that may occur, shall be entered upon the books of the University under the head of "Organization Funds" and shall be placed to the account of The University of Kentucky Employees' Insurance Committee, 15. Summer School - Report of Enrollment President Cooper made following report: SUMMER SESSION ENROLLMENT June 20, 1941 Temporary figures reported by Professor Adams Last year Decrease this Year Agriculture 168 13 Arts and Sciences 435 156 Education 280 76 Commerce 189 5 (increase Engineering 87 5 Law 35 3 Graduate School 1075 395 Total 2269 643 11 16. Addition to Buell Armory The President submitted statement of Mr. Farris copied as fol- lQws: June 16, 1941 President Thomas Cooper University of Kentucky My dear President Cooper: On Wednesday, June 11, I submitted the plans, speci- fications, and estimates for the additions to Buell Armory to the local W. P. A. Office. At this time they advised me that they had received orders from the Central Office and the War Department not to consider any applications wherein an expenditure of more than $12.00 per man per month for materials was contemplated. I enclose copies of their correspondence confirming this. You will recall that the Board of Trustees authorized us to make an application for the construction, provided that the University incurred no expense. It now appears that with the $12.00 limitation, the University would be required to furnish approximately $18,000 to obtain these additions, I am sending a set of plans and specifications with this letter for your consideration. Very truly yours, (Signed) E. B. Farris Assistant Chief Engineer Building Program The correspondence, plans and specifications were received, ordered filed and referred to the Board of Trustees for considera- tion. 17. Zoning - Euclid Avenue. President Cooper presented report of Professor Frank Murray on the question of zoning on Euclid Avenue. The President commented on the situation. Professor M.Iurray's report is copied as follows: 12 May 29, 1941 Zoning--Euclid Avenue Memo. to President Cooper: The meeting of the Planning and Zoning Commission was held in the Municipal Building from 2 to 3 p.m. Thurs- day, May 29, 1941. Commissioners present were: E. L. McDonald, Chairman; Hawkins, Nunn, Mayor Havely, and Curtis. Mr. Peak informed the Commission of opposition to the proposed change by the Board of Trustees of the Uni- versity of Kentucky and read an extract of the minutes of the Board and also presented the formal written pro- test of the Board. I also spoke in opposition to the plan and was followed by President-elect Donovan and Dr. McVey. The latter was especially effective and at least two members of the Commission seemed opposed to any change, but the other three members succeeded by a substituted motion in delaying consideration until some future meeting, on the plea that they felt that all members of the Commission should be present, although it was pointed out that a single dissenting vote would prevent affirmative action on this change. I spent an additional hour and a half in going through the proceedings of the Commission for the last twelve years in an attempt to find the by-laws of the Commission, or more particularly adopted procedure in notifying mem- bers of the Commission of meetings. I failed to find anything, and Mrs. Hessel informs me that there are no by-laws and that notice has always been given by telephone. She states that she notified Hr. Hawkins of the last meet- ing and told him that there probably would not be a quorum present but that they were going to meet anyway. I shall make further investigation as to this matter. (Siged) Frank Murray The following letters and papers were ordered filed for ref- erence: April 22, 1941 -- Memorandum of President Cooper. May 24, 1941 -- Letter of Mayor Havely. May 26, 1941 a- Letter of Judge Stoll. May 29, 1941 -- Letter of Professor Murray. May 29, 1941 Copy of Professor Murray's statement to the Zoming Commission. 13 18. Nepotism - Rule to be Interpreted. Statement by President Cooper: There were included in the lists of reappointments, continuance and so forth, of faculty, graduate assistants and clerical staff, certain individuals who are related either to the members of the administrative staff or to members of the staff holding the rank of assistant pro- fessor or higher. It had been my intention to call these recommendations to the attention of the Board as a group. First, eliminating the names of those who were previously employed and have married, both husband and wife have been continued in employment. Second, eliminating those who have married within the family of faculty members, the husband being a member of the present faculty. Thirds eliminating all names of those appointed as graduate assistants and receiving scholarships, fel- lowships or assistantships. These eliminations are in accordance with the verbal interpretation of rules made by the Executive Committee some months ago. Certain reappointments were made, minor positions, but which do not fall within the above categories, No one of these appointments is new, but they have been carried on from appointments made in previous years. Resolution: On motion and second the following resolution vas passed: The Executive Committee approves the reappointments and continuances as made. It is realized that discon- tinuances of that small group falling within the rule may cause unnecessary hardships at this time. However, it is the purpose of the Trustees and the expectation that such readjustments as are necessary may be completed during the fiscal year, 1941-42, and that thereafter no appointments or reappointments in violation of the rule as interpreted shall be made. 14 19. Civil Pilot Training Report of President Cooper on first group: The experience with the first group of students en- tered for training under the Civil Aeronautics was very satisfactory. Ton students took the course; one was a young lady. These have also passed Flight Course and have qualified for Private Pilot's license. All students passed their examinations for the grounds course as given by the Civil Aeronautics Authority, and we have not yet received the complete report on the flight course. The interest of the students in this endeavor continues. President Cooper then recommended execution of a second contract for Civil Pilot Training, effective June 14, 1941. The contract provides for a quota not to exceed 30 students. Otherwise, it is similar to the one entered into for second semester 1940-41. On motion, seconded and carried., the contract was approved. hse President of the University was authorized to sign contract which he did in open meeting. 20. Purchase of Property. President Cooper stated that it has been the consensus of opinion of members of the Board of Trustees that the University of Kentucky acquire property in the area between the campus and Experiment Station property. He stated that it is now possible to obtain certain lots in that section. During discussion it was suggested that purchase might be made and payment arranged on amortization plan. President Donovan and Dean Cooper were requested to make further investigation and it was suggested that the Comptroller get options on property now available for purchase. 21. Payment of Medical Bills for Injuries to Workmen. The question of payment of medical bills and bills for r.edicine of workmen, injured while on University work, was brought up in discussion of cases named in this section. It was expressly stated that action on these cases is without commitment as to future action of the Board of Trustees on requests for payment of medical bills or other bills incurred in such cases. On motion of Mr. Hobson, seconded by Ivr. Kirkpatrick, the fol- lowing bills were approved; 15 a, C. V. Hicks, plasterer, who was injured on June 10 by getting lime in his eye: Bill for medical treatment by Dr. F.C. Thomas- - - $12.00 Bill for medicine by Model Drug - - 1.00. Each of these accounts was ordered paid from Miscellaneous Funds Account in Organizations Fund Ledger. b. July 9, 1941 Memo for Mr. Peak. Harold Barber, head herdsman, Experiment Station, met with an accident in the sheep barn, being struck by a bale of hay which fractured a vertebra. The total charges for services of doctor, steel brace, hospital and medicine amounted to 8149.90. A fund was raised by friends of Mr. Barber amounting to $65.00, which, after being applied to the expense, leaves a balance of $84.90 that was paid by Mr. Bar- ber. This may be paid from the farm, fund. (Signed) Thomas Cooper Dean and Director It was ordered that Harold Barber be paid $84.90 from farm funds, Experiment Station. 22. Miss Blandingts Letter Note is made of the presentation by President Cooper of a letter received from Miss Sarah Blanding in which she expressed deep appre- ciation to the Board of Trustees for the resolution passed at the June meeting of the Executive Committee. 23. Investment of Student Loan Funds. President Cooper reported that Dean T. T. Jones had requested investment of Student Loan Funds in amount of approximately $3100.00, which request he had submitted to the Comptroller. Following is the suggestion made by the Comptroller: 16 President Cooper: In regard to investment of approximately $3100.00 of Student Loan Fund; wish' advice of the Executive Committee and suggest Franklin County School Improvement Corporation Bonds 3-f%, Which can be secured at a yield basis of approx- imately 3%, Class A, rating. Government bonds will not yield as much and I doubt if they are any safer. (Signed) Frank D. Peterson On motion, seconded and carried, the suggestion of the Como- troller was accepted, and he was authorized to make investment of Student Loan Funds available for investment in Franklin County Kentucky School Improvement Corporation Bonds. 24. Signing Checks under New Administration. On motion, seconded and carried, the Comptroller, Frank D. Peterson, was authorized to sign all checks on University of Ken- tucky Accounts under his direct control as Comptroller. it was further ordered that President H. L. Donovan shall not be required to sign or countersign checks for expenditure of University of Kentucky funds. 25. Copies of Budget--Available to Whom. It appears that a request for a copy of the University of Kentucky budget has recently been made at the Business Office by an individual not connected with the University of Kentucky or with the State of Kentucky Administration, that the Business Agent refused to honor the request, and that such refusal occasioned correspondence with President Cooper. The Committee stated that the data contained in the Budget of the University of Kentucky should not be made available except to administrative officers of the University and to officers of the State Department of Finance, and further that information in regard to salaries and other data set out in the University Budget should be requested, if such information is desired, from the State Depart- ment of Finance. 17 26. Easement--Robinson Substation. President Cooper presented a copy of a right of a right of way easement from the University of Kentucky to the Kentucky and West Virginia Power Company for extension of line over Robinson Station lands for purpose of giving service to the new auditorium at that Station. H*% stated his approval of the right of way easement. On motion, seconded and carried, granting the easement was approved and the Chairman of the Executive Committee was authorized to sign and acknowledge the copy presented, dated June 20, 1941 which he did in open meeting, his signature being witnessed by . P. Hobson and H. L. Donovan. The Business Agent was directed to write to the Power Company for a copy of the easement, stating that the original will be mailed to the company on receipt of the copy. 27. Animal Pathology Building. The President presented following communication from W. P. A. administration: FEDERAL WORKS AGENCY WORK PROJECTS ADMINISTRATION Louisville, Kentucky Mr. Thomas P. Cooper, President University of Kentucky Lexington, Kentucky. In Re: Work Project 6574 Pathological Building U. of K.-Lexingto