Vice President Business Council

Minutes

January 30, 2001

VP Issues:

Nasser reviewed the Board agenda for the February 9, 2001, meeting.

AVP Issues:

Auxiliary Services Business Plan – Rich distributed the draft that will be presented to the Board of Trustees, Residential Hall Council and ASCWU. This will be an information item at the February Board meeting and will be an action item at the April meeting.

Rich announced that there will be a Campus/Community Buffet on February 14^th - Tungstall/Sue Lombard. The cost is $12.00 cash or debit card; $6.50 Residential Meal Plan. The menu is relish tray, Caesar salad, London broil au pouive, red bell pepper rigatoni, Hungarian potatoes, fruit & nut pilaf, roasted winter vegetables, rolls, frozen chocolate & strawberry mousse and beverage.

Financial Services Issues:

Joe reported on the recent BAR meeting:

GASB Reporting Project – the state accounting standards are going to be made common to all schools (there are two parts – state reporting is one standard; university internal reporting may be a different standard) This is currently under review to identify what the needs are and how each institution will fit. A new BAR subcommittee will be formed to coordinate development of reporting standards.

Tracking Due Dates – Joe brought back a sample schedule for tracking dates that items are due to the state and to federal reporting agencies that he will share with his staff.

Employee Recognition Programs – Joe described the employee recognition programs at the other universities. Our “Employee of the month and year” program was received as one of the best recognition programs being used.

Performance Measures/Benchmarking – UW has a performance measure and benchmarking program which they started 10 years ago. It takes about 6-8 years to see measurable results.

State Auditors – The State Auditors will be thoroughly auditing internal controls during this round of audits. A general state-need grant audit may also be done. The audit report will be out in about a month on personal services contracts.

OFM is working with agencies on new GASB reporting requirements.

Legislation—LGIP (Local Government Investment Pool) provides an optional short term investment tool.

I-6767 – provides catchup salary increases for accountants and systems analysts.

Billings and Late Payment Policies – The group reviewed student billing formats of the various institutions.

Payroll Processes – The group reviewed payroll processes used by the various institutions and we have one of the most up-to-date.

For FY 2002 the Enrollment Projection is 7270. This is the number we will base budget projections on.

New Payroll Supervisor has been hired. Darcie Hansen will begin on the 16^th of February.

FMS--Contracts Signed with PeopleSoft

--Consultant here (Asset Management) – working in Black Hall with Teresa Holland, Dave Moffatt and Tina Short

--PSFT Team here next week (4 consultants will be here)

      --AP sending off 8000 vendor confirmations (W9 forms) to clean up vendor file

             --Purchasing module configuration is complete

Risk Areas—Joe indicated that due to staff turnover and dedication of resources to the FMS implementation, three areas are getting behind (Payroll Reconciliations; Bank Reconciliations; and GASB Reporting for 2002).

CTS Issues:

Name Badges – Norman reviewed an email requesting consideration that employees wear identification badges while working in buildings.

There is a House Bill (1381) being presented that would prevent Social Security numbers from being used as an identification number in any document.  CWU has removed SS numbers as identification numbers for students.

ASSP Issues:

Facilities Management:

Bill Vertrees indicated that we will be burning diesel in February.

During the week of February 5 Brailsford and Dunlevy will be here to meet with various groups (campus and community) – This is to discuss our needs for Quality of Life Facilities.