BFA: Business Council Minutes September 18, 2003

VP Issues:

Rich welcomed Carmen Rahm, Director of Information Technology Services, and Kevin Kimball, Associate Vice President for Business and Financial Affairs.

Everyone was reminded to submit Board of Trustees agenda items by September 25.

Budget Recap - Kevin distributed and explained updated budget worksheets.

Summer Session 2004 Budget Request was discussed. Any requests for funds need to be received by October 1.

Rich reviewed PAC/Cabinet Notes: Bill Vertrees did a presentation at cabinet regarding campus construction projects. Handouts from cabinet were distributed.

2003 is an election year. Everyone was reminded that public funds/facilities may not be used in any way for campaign purposes.

UW has curtailed undergraduate and transfer admissions. This could impact the regional universities, including CWU, with possible enrollment increases. We need to prepare for this. Rich has asked everyone to respond.

Committee structures have been revised to include administrators as voting members. Kevin will be a voting member on the S&A Committee. Carmen will be a voting member on the Student Tech Fee Committee.

Admissions status report was distributed. Enrollment is up 667.

Campus offices are open this weekend. Students are moving in. A schedule of office hours was distributed.

Academic calendars were provided to everyone.

American Council on Education Leadership program was explained. Nobody feels they can spare anyone to participate.

Board members Leslie Jones and Jay Reich are the BOT representatives for the Resource Development Sub Committee. Ken Martin, Board Chair, will also participate at times.

The Ombuds Office is conducting Cooperative Problem Solving workshops. Rich will send seven to eight participants from our division. Rich, Don, Kevin, and Carmen have all expressed an interest in attending. Rich needs to know by September 25 who else would like to attend.

A list of Central's peer universities was distributed. Many factors were used to determine which universities are included in this list.

A draft of the contracting resolution was submitted for review. Rich would like everyone to review it for accuracy and let Judy Miller know any corrections.

It has been decided that the Diversity Council should be a university committee. Rich has asked for input on the composition of the committee. Any recommendations should be received by September 25.

Collective Bargaining - Summit Law Firm: CWU is considering working with Summit Law Firm on the collective bargaining process. WWU has negotiated with them. EWU is considering them also.

The Land /Fire Protection proposal from the City of Ellensburg is expected next week.

Utility Rates: The city notified Rich that BPA rates are not increasing as expected at this time.

Hiring/Purchasing/Travel memo - has been distributed campus-wide. The president is no longer signing all requests. Appointing authorities, vice presidents, and deans will have authority to approve as indicated in the memo. A recap report will be submitted to the President on a regular basis.

AVP Issues: Department Names: The process of changing a department name was discussed. Kevin will talk to Bruce about the procedure.

Financial Services Issues:

Joe updated everyone on the BAR meeting he attended last week.

• COP list of state mandated reports - Joe handed out the mandated reports pertaining to BAR members. Other groups also have mandated reports and will be compiling lists.
• UW performance measure program was discussed.
• Mandatory direct deposit at UW - They are checking on the possibility of mandating all employees to have pay directly deposited.
• Safeguarding financial information. The UW plan was distributed. This is a training issue.
• Imaging records at UW - Joe reviewed their process. This helps tremendously with the shortage of archive space.

Sarbanes-Oxley Act - Management controls - The NACUBO draft was discussed.

Travel reimbursement increase: Per diem will increase October 1 by $1.

Staffing status - Joe reviewed the staffing status for the financial services area.

2003 Financial Statement status - Progress is good. Statements are ahead of where we were last year.

ITS Issues:

The worm blaster virus has infected many computers on campus. ITS staff are checking every computer on campus. They are not sure how the virus got on campus. The process needs to be reviewed and revised.

HR Issues:

(none)

Facilities Management:

The construction news web page is scheduled to be up next Friday. It will be accessed from the news link on the CWU home page. It will include information on all construction projects on campus.

Bill distributed a draft capital guidelines document. He will be attending a meeting regarding this and will hopefully have an opportunity to offer input.

EIS:

The Admissions module is live. This was a success. They made the target date and were on budget.

The Enterprise Information Systems August Status Report was distributed.

Financials Operating Group- this is a group of individuals who work with financials from various offices. They meet approximately three times each month. Don would like managers to encourage participation from appropriate personnel.