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Budget Allocation Subcommittee Minutes

November 7th, 2018

1-2:30pm | Barge 304

I. Approval of Minutes: October 3rd, 2018

II. Follow-Up on Action Items (from timeline)

a. Process and timeline for Budget Summits and Allocation Request Sessions complete

b. Process and timeline for Budget Summits and Allocation Request Sessions shared

with PBAC

c. Save the date emails and Campus notices go out

III. Sub-Committee Reports

a. Report/Metrics (Units) - Sharon, Eric, Paul, Scott

b. Allocation Requests - Sharon, Tim, Shane, Lidia

c. Summit Presentations - Todd, Kevin, Dennis, Josh, Sharon

d. Communication & Website - Todd & Gail

e. Rubric - Dick

IV. Other?

October 17th, 2018

1-2:30pm | Barge 304

Present: Stuart Thompson, Todd Shiver, Paul Ballard, Kevin Archer, Eric Cheney, Gail Mackin, Lad Holden, Scott Fendley, Shane Scott, Sharon Jonassen, Dick Highfield, Josh Hibbard, Kane Lemasters, Aaron Brown

Absent: Tim Englund, Dennis Francois, Lidia Anderson

Approval of Minutes: October 3rd, 2018

Kevin moved to approve the minutes; Scott seconded the motion. Motion passed with two abstentions

Follow-Up on Action Items

Gail reported that the timeline and workflow diagram were approved by PBAC; they reviewed the summit presentation Power Point as well.

A "save the date" email for the Budget Summits has been sent out to Division/Unit VPs, and will be sent out to the Deans after this meeting. It will also be posted to Central Today to notify the campus community.

It was noted that we are in need of graphs/charts for the next meeting so this group can review them and determine which ones to use and how they will be used; Donovan has been notified of this need.

Rubric for Allocations

The draft rubric created by Dick was reviewed by the BASC committee; Gail requested suggestions. Those included the following:

- Criterion 3 - Add "Increasing new student enrollment" (all students)

- Remove "UNH" verbiage and replace with CWU

With changes, Kevin moves that we adopt this rubric. Aaron seconded. Motion passed unanimously.

Subcommittee Reports

Report/Metrics (Units)

Each unit/college will be required to submit a Budget Report. The committee discussed what those reports may include; Sharon, Eric, Paul and Scott are working together to finalize the report template so that it includes all of the perinent information that is of interest to the campus community. This consists of the unit's budget, the services they provide to the campus, and the provision of a success measure (metrics, KPI, etc.) by which their unit determines both areas of success and areas in need of improvement. Gail asked this committee if the spreadsheet that was initially being used by Bernadette for accreditation purposes would be acceptable to utilize as a component of the report; the committee agreed. Other components may be added prior to the finalization of the report template.

Sharon noted that at last year's summits, one of the most common comments received was that headcount information was not provided. It was suggested that headcount by category of position budgeted may be a helpful graph to add in as part of the presentation. Discussion ensured regarding how specific that information needed to be; it was suggested that it may be different depending on each unit (i.e. Operations versus the colleges). The subcommittee (Sharon, Eric, Paula nd Scott) will meet to discuss further, and bring back their recommendations to the next meeting of this committee. Aaron requested to be added to this subcommittee to help create the template for the report. It is recommended that it be brought to this committee for review at the November 7th meeting.

Allocation Requests

This subcommittee has not met yet, but will meet prior to the November 7th BASC meeting and have been asked to report out at that time.

Summit Presentations

n/a

Communication & Website

Will finalize this once all other subcommittee tasks have been completed

Rubric

Already addressed in earlier discussion

Other

It was determined that the meeting at which all of these items need to be finalized will be changed to Monday, November 19th instead of Wednesday, November 22nd, in light of the holiday that week.

Next Meeting

Wednesday, November 7th

1-2:30pm

Barge 304

Budget Allocation Subcommittee Agenda

October 3rd, 2018

October 3rd, 2018

1-2:30pm | Barge 304

I. Approval of Minutes: September 19th, 2018

II. Review and Approve 2018-19 BASC Timeline

III. Follow Up on Action Items

a. Follow up on PowerPoint Presentation: Which graphs to use/adjustments to make

IV. Subcommittee Reports

a. Report/Metrics - Sharon, Jim, Paul, Scott

b. Allocation Requests - Sharon, Tim, Shane, Lidia

c. Summit Presentations - Todd, Kevin, Dennis, Josh

d. Communication & Website - Todd, Gail

e. Rubric - Dick

V. Other?

Wednesday, October 3rd, 2018

1-2:30pm | Barge 412

Members Present: Gail Mackin, Tim Englund, Stuart Thompson, Kevin Archer, Josh Hibbard, Eric Cheney, Scott Fendley, Ken Smith (faculty rep), Dick Highfield

Absent: Aaron Brown, Dennis Francois, Kane Lemasters, Lad Holden (designated faculty rep moving forward), Lidia Anderson, Paul Ballard, Shane Scott, Sharon Jonassen, Todd Shiver

Approval of September 19th Minutes

Kevin motioned to approve; Scott seconded. Motion passed with one abstention.

Timeline

The draft timeline was reviewed, and the following changes were made:

- January 16th due date will be pushed back to January 14th

- January 30th due date will be pushed back to January 28th

The original submission due date of January 30th was changed in order to give members of this committee more time to review the submissions prior to discussing as a group. It was noted that late submissions will receive reduced priority. Gail will make the changes to the timeline, and will send the draft timeline and process flowchart to the PBAC for final approval.

Subcommittee Reports

a. Report/Metrics - Sharon, Eric, Paul, Scott

Removed Jim, added Eric

b. Allocation Requests - Sharon, Tim, Shane, Lidia

Added Lidia

c. Summit Presentations - Todd, Kevin, Dennis, Josh, Sharon

Added Sharon

Representatives of this subcommittee provided a draft of their suggested changes to the presentation for the group to review. They incorporated graph slides 1, 2, and 4 form the previous meeting's presentation.

The committee approved the draft presentation (including edits made during the meeting) to be sent to PBAC for review along with the timeline and the process flowchart.

d. Communication & Website - Todd, Gail

Added new subcommittee

e. Rubric - Dick

Added new subcommittee

Reviewed the rubric draft; Gail will send the electronic version out to this committee for further review and feedback

Next Meeting

October 17th, 2018

1-2:30pm

Barge 304

September 19, 2018

Budget Allocation Subcommittee Minutes

September 19th, 2018

1-2:30pm | Barge 304

I. Approval of minutes: August 24th, 2018

II. Follow-Up on Action Items

III. Timeline

IV. Budget Data Presentation - David and Donovan

V. Subcommittee Reports

a. Report/Metrics - Sharon, Jim, Paul, Scott

b. Allocation Requests - Sharon, Tim, Shane

c. Summit Presentations - Todd, Kevin

VI. Other?

Wednesday, September 19th, 2018

1:00 p.m. - 2:30 p.m.

Barge 412

Members Present: Eric Cheney, Josh Hibbard, Gail Mackin, Shane Scott, Tim Englund, Kevin Archer, Dick Highfield, Dennis Francois, Scott Fendley, Todd Shiver, David Pena-Alfaro, Sharon Jonassen, Donovan Conley, Lidia Anderson

Absent: Aaron Brown, Kane Lemasters, Stuart Thompson

Approval of August 24th Minutes

Dick motioned to approve, Todd seconded. Motion passed, 3 abstentions.

Follow-Up on Action Items

Gail discussed the submission of requests for information/clarification to PBAC with Joel Klucking, and he suggested that it was premature to submit those requests at this time. PBAC is working to establish their own charges for the year, and will then work on subcommittee charges. Joel again confirmed that this committee's efforts and contributions of vetting and forwarding recommendations were very much valued and important to the overall Budget Allocation and Summit process.

Gail will be sharing the updated workflow diagram with the PBAC so that they can review the changes this group has made.

Timeline

This year's Budget Allocation timeline is mostly complete; specific dates and responsible parties still need to be identified. Gail suggested a structure as follows for the Allocation Request and Summit process:

2 Day Overview - Unit VPs

3 Days of Sessions - Units requesting additional allocations (approx. 30-45 minutes each, schedule in advance)

These will take place in February 2019; the list of units submitting requests should be available by January 15th, 2019, which allows about 28 days for the full process of review, inquiry, and determination.

Budget Data Presentation

David, Sharon and Donovan provided a PowerPoint presentation of possible reports/graphs that could be utilized by this group and presenters in the Budget Allocation process. The following graphs were discussed:

Changes in Budget by Year

Expenses by Program Over Time

Expenses by Account Over Time

Changes in Budget to Projection Over Time

All of these reports can be prepared prior to the Summits and published for review. David will send this presentation out to the members of this group so that the slides can be reviewed and individuals can ask questions/provide feedback to determine which graphs would best serve the committee's needs for information from the requesting units.

It was determined that only State and Self Support funds (148 and 149) will be included in the 2019 Budget Reports.

Subcommittee Reports

a. Report/Metrics - Sharon, Jim, Paul, Scott

It was determined that each unit should provide at least 3 metrics by which they base their success or need for improvement.

b. Allocation Requests - Sharon, Tim, Shane

The requests will be presented by the requesting department to this committee; these sessions will be open to the campus community, and will be held in a separate venue than the Budget Summits.

c. Summit Presentations - Todd, Kevin, Dennis, Josh

This will be where the VPs present an overview of their units, and note which Allocation Requests they are supporting within their unit.

Gail will send an email request to the members of this committee to join one of the subcommittees, or to take on other tasks that need completed in preparation for the Summits and Allocation Request sessions.

Next Meeting

October 3rd, 2018

1-2:30pm

Barge 304

August 24, 2018

Budget Allocation Subcommittee Minutes

September 19th, 2018

1pm-2:30pm | Barge 304

I. Approval of Minutes: August 24th, 2018

II. Follow-Up on Action Items

III. Timeline

IV. Budget Data Presentation - David, Sharon, Donovan

V. Subcommittee Reports

a. Report/Metrics - Sharon, Jim, Paul, Scott

b. Allocation Requests - Sharon, Tim, Shane

c. Summit Presentations - Todd, Kevin

VI. Other?

Friday, August 24th, 2018

11:00 a.m. - 12:00 p.m.

Barge 410

Members Present: Gail Mackin, Paul Ballard, Kevin Archer, Aaron Brown, Josh Hibbard, Stuart Thompson, Scott Robinson, Kathy Temple, Sathy Rajendran

Absent: Tim Englund, Dennis Francois, Eric Cheney, Scott Fendley, Shane Scott, Sharon Jonassen, Todd Shiver, Richard Highfield, Kane Lemasters, Lidia Anderson

Approval of July 24th Minutes

Stuart Thompson moved to approve the minutes as written; Josh Hibbard seconded the motion. Motion passed with 4 abstentions.

Committee Charge

Gail passed around a document identifying what this committee's original charge was, as outlined from the 2016-17 Budget Summit. Items 1, 2, and 5 have been completed; Clarify Service Levels and Evaluate Financial Plans Proposed by Units were not completed. The roster and timeline from last year were also provided on this document.

In regards to the previous meeting's action items where it was noted that Gail would prepare and submit a letter to the PBAC: Gail did not prepare a letter, but she did have a conversation with the members of the PBAC concerning the purpose and effectiveness of this subcommittee and the fact that committee members felt that significant work was done by this committee, yet it didn't seem as though the committee's recommendations were seriously considered when they were forwarded to the PBAC, Cabinet, President and ultimately the BOT.

Joel affirmed during the PBAC meeting that this committee's efforts and contributions to the vetting process and recommendations were indeed valued. Charges for the PBAC as well as this subcommittee were discussed and will be worked on by the PBAC over their next few meetings as a primary goal. Following that will be the preparation of a timeline, budget process with milestones, and then addressing communication in general (updating the website, education to the campus community, summarizing what the end results of the budget allocation process are and disseminating those).

Gail believes that this committee's charge will be reviewed and potentially revised by Joel and Katherine, based on the discussions she has had at PBAC in representation of this committee. She would like to ensure that all of this committee's questions and concerns have been presented to her so that she can share those with Joel and Katherine as they consider this committee's charge.

FY19 Budget Link

Gail provided a link to the FY19 budget that was provided by the pBAC for this group to review. There are additional detailed documents (total of five) that Gail will also forward to this group. http://www.cwu.edu/budget/fiscal-year-19-budget

Budget Allocation Process Flowchart

A basic flow chart of the current Budget Allocation Process was created by Gail, and presented to this group for review and feedback. The group discussed, and suggested that a detailed instruction sheet might be useful to go along with this flow chart for more in-depth clarification on the process; an example of information to include in that would be explaining that other internal funds must be considered and determined to be unavailable prior to submitting allocation requests for additional state funding. Additionally, the following suggestions were made specifically in regards to the flow chart:

- Need to clarify non-college units

- Need to clarify that these are requests for additional state funds

- The term "approval" could be changed to "endorsed" for better clarification

The group also discussed the potential need for units to present at the Budget Summits even if they have no allocation requests; there may still be budget-related information that is of interest to the campus community thaty they would share, regardless of whether or not they are requesting additional funding. It was suggested that perhaps this could happen at the division level. Either way, it could be useful for the units/divisions to show how they've been good stewards of public funds, which could potentially help justify future allocation requests.

Gail noted that she has an upcoming meeting with David Pena-Alfaro regarding a budget/financial dashboard; they will be reviewing what components currently exist in the dashboard, and identify things that could still be added. Once they do, David will be invited to a meeting of this subcommittee for an overview/vetting of the included components of that dashboard.

Another suggestion for the budget summits was to include a philosphy statement (or something similar) to the rubric provided to the units for presentation. The goal in doing so would be to help the units/divisions better compile the specific information this group has detemined to be vital to share with the campus community.

Going back to the flow chart, another necessary point of clarification was brought up regarding the review by the PBAC; it was noted that they do not just review the recommendations and push them forward. They have a process by which they review this committee's recommendations, and it is assumed that they also have guidelines for recommendations in place as part of that process. It would be helpful to know what these guidelines are at this subcommittee level, or at least understand what the core themes/priorities of the determining entities (PBAC, Cabinet and President) are. The ability to tie allocation requests to strategic plans and the university mission are also important, and Gail will review the rubric from last year to determine whether or not that form supports that connection.

Process changes this committee is asking for:

- Ask the VPs to "endorse" allocation requests before they are submitted to this group

- Ask the VPs for a prioritization; how are they ranking the allocation requests in their division?

- Obtain an understanding of the guidelines that the PBAC will use to make their recommendations

- Incorporate follow-up reports/summaries from the VPs on approved allocations from previous years in to the budget summits

- In the initial request form, ask what the goal of the allocation request is, and what the metric(s) will be that will measure the success of reaching that goal

- This question can then be revisited the following year as part of the division report-out

Subcommittee Report

There was not enough time left after the previous discussion for subcommittee report-outs

Future BASC Meeting Schedule

There is a need as a university committee to establish a set meeting schedule. The suggestion is every 1st and 3rd Wednesday from 1-2:30pm. Concerns lie mostly with faculty schedules, as earlier int he afternoon tends to be prime teaching time. Kathy will check with her committee and is hopeful that a representative can be identified who is able to attend during the suggested Wednesday afternoon meeting time.

Next Meeting

September 19th, 2018

1-2:30pm

Barge 304

July 24, 2018

July 24th, 2018

1pm-2pm | Barge 304

I. Approval of Minutes: May 9th, May 31st, and June 27th

II. Follow-Up on Action Items

a. Gail will obtain a list of appropriate budget allocation request items and will bring that to the next BASC meeting

b. Shane and Scott will gather current metrics from departments throughout campus and will report on those at the next BASC meeting

III. PBAC FY19 Budget Package

IV. Subcommittee Reports

a. Report/Metrics - Sharon, Jim, Paul, Scott

b. Allocation Requests - Sharon, Tim, Shane

c. Summit Presentations - Todd, Kevin

Budget Allocation Subcommittee

Tuesday, July 24th, 2018

1-2pm | Barge 410

Minutes - Approved

Members Present: Gail Mackin, Aaron Brown, Duane Dowd, Cody Stoddard, Paul Ballard, Josh Hibbard, Kevin Archer, Tim Englund, Todd Shiver, Scott Fendley

Members Absent: Dennis Francois, Eric Cheney, Jakob Shewey, Joel Klucking, Kathryn Martell, Shane Scott, Sharon Jonassen, Stuart Thompson

Approval of May 9th Minutes:

May 9th minutes approved. Tim Englund motioned to approve. Paul Ballard seconded. No nays, six ayes, and Aaron Brown, Duane Dowd, Cody Stoddard and Josh Hibbard abstained.

Approval of May 31st Minutes:

May 31st minutes approved. Paul Ballard motioned to approve. Scott Fendley seconded. No nays, five ayes, and Aaron Brown, Duane Dowd, Cody Stoddard, Kevin Archer and Josh Hibbard abstained.

Approval of June 27th Minutes:

June 27th minutes approved. Kevin Archer motioned to approve. Scott Fendley seconded. No nays, five ayes, and Aaron Brown, Duane Dowd, Cody Stoddard, Todd Shiver, and Josh Hibbard abstained.

Follow-Up on Action Items:

a. Gail to obtain a list of appropriate budget allocation request items and will bring that to the next BASC meeting

There was discussion regarding clarification of the charge of this committee, the processes that were in place over the past year, and what is needed to move forward effectively for the next budget cycle. The feeling of many in the committee is that there was a significant amount of work done to vet and submit allocation for approval in the last budget cycle, only to have the majority of the submissions be denied in the latter stages of review; it was also suggested that all of the work done by this committee was done again by the PBAC and the Cabinet in their review of the allocation requests.

It was determined that there is likely information that would be helpful to this committee in order to be confident in what it should and should not be considering in regards to allocations, and that would allow for appropriate allocation requests to be submitted to the PBAC and the Cabinet for review and final decisions.

The information deemed necessary in order to improve the overall process of the Budget Allocation Subcommittee is as follows:

1. The parameters determined by the PBAC and Cabinet within which this committee can make allocation request recommendations

2. The funding prioroities of the PBAC and Cabinet

3. Information on the decision making process used by the PBAC and Cabinet to determine which allocation requests will be approved and those that will not

4. Access to the data/information utilized by the PBAC and Cabinet to base their decisions on

Gail will prepare a letter to request the above information on behalf of this committee.

b. Shane and Scott will gather current metrics from departments throughout campus and will report on those at the next BASC meeting

Tabled to the August 24th BASC meeting

PBAC FY19 Budget Package

Gail suggested that the information provided in the Budget Package may be helpful to this committee when considering allocation requests. It was noted that committee members may need training on how to use the informatino within the package as a tool, because the details needed are not readily apparent. It was also suggested that more data specific to the "ask" would be necessary, in addition to the data provided in the Budget Package.

Gail reported that a financial "dashboard" is potentially being created that may help to provide the specific data this committee is in need of. She suggested that it may also be to this committee's benefit to have each unit prepare Internal Service Agreements that identify details of what they do, how they do it, and what their measurables and deliverables are.

Subcommittee Reports

a. Report/Metrics - Sharon, Jim, Paul, Scott

b. Allocation Requests - Sharon, Tim, Shane

c. Summit Presentations - Todd, Kevin

No reports were provided at this meeting due to time constraints; tabled to the August 24th BASC meeting.

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

June 27, 2018

Budget Allocation Subcommittee Agenda
June 27th, 2018
8:00 a.m. - 9:00 a.m.
Barge 304

1. Approval of Minutes: May 9th and May 31st

2. Review Qualtrics Budget Summit Survey Results

3. Review Suggested Changes to Budget Summit PowerPoint Template

4. Subcommittee Reports

a. Report/Metrics - Sharon, Jim, Paul, Scott

b. Allocation Requests - Sharon, Tim, Shane

c. Summit Presentations - Todd, Kevin

5. Other?

Budget Allocation Subcommittee (BASC)
Tuesday, June 27th, 2018
8am-9am | Barge 304
MINUTES

Approved

Members Present: Kevin Archer, Paul Ballard, Gail Mackin, Shane Scott, James Johnson, Stuart Thompson, Sharon Jonassen, George Drake, Scott Fendley

Absent: Kathryn Martell, Aaron Brown, Joel Klucking, Duane Dowd, Dennis Francois, Jakob Shewey, Josh Hibbard, Timothy Englund, Todd Shiver

Agenda

Approval of May 9th and May 31st Minutes

There were not enough members present to approve the minutes from the May 9th and May 31st meetings; these will be carried forward to the next meeting for approval.

Review of Budget Summit Survey Results

After the last meeting, a survey regarding the Budget Summit process was sent out to all CWU Faculty and Staff. A total of 61 individuals responded, and the results were provided to this group for review and discussion today. It was noted that based on some of the responses, it may be beneficial to provide a monthly summary to the campus community including a reminder of what the budget process is, where this committee is currently at in that budget process, and where to find the associated information online; this update will be distributed via Central Today.

Review Suggested Changes to the Budget Summit PowerPoint Template

Kevin Archer and Todd Shiver worked together to provide the group with suggested changes to the Budget Summit PowerPoint Template, which is part of the Budget Summit presentations. These changes include the following:

- Removal of redundant slides

- Inclusion of information regarding budget sources, how individual budgets fit in to their overall division budget, and whether or not there is the ability to rearrange monies within the overall division budget to accommodate any additional allocation needs.

In reviewing the suggested PowerPoint changes, the format of the live presentation was also discussed. It was suggested and collectively agreed on by the group that it would be more efficient to have each division present from the top-down, starting with an overview of the division budget, and then breaking down that information by departments within the division. Additionally, it was suggested that the division provide a brief overview for departments that are not requesting allocation increases, but that only those departments that are requsting increases provide a presentation.

Other suggestions for improving the budget process included the need to include support (approval) from the division heads on the allocation request cover sheets, and to also have the division head rank/prioritize the allocation requests they are in support of within their division. This group would also like to invite department and division heads that are requesting allocation increasees to attend the meeting of this group where the allocation request is considered; that way any questions or clairification needed during the review process can be addressed directly. Additionally, it would be helpful to have a list of the types of budget allocation requests that are deemed appropriate; Gail Mackin will obtain this from Joel Klucking and bring back to this group.

In regards to the presentations, it was suggested that the format from the college presentations be applied to all of the Budget Summit presentations; specifically, the group felt that it was important for all of the presentations to be more visual and easier to interpret information from, and for there to be a 5-10 minute overview of the budget process at the beginning of each division presentation. It was also noted that the presentations should include benchmarking (both regionally and on a national level), and the departments should be able to demonstrate growth or decline and explain the basis for that. Well-defined metrics and an explanation of actions taken and the risk involved will be important factors that should also be included in the presentations so that this group and Summit attendees can understand how each department/division's success is being measured.

Shane Scott reported that there will be an Auxiliary metrics discussion in mid-July, and invited the members of this group to attend if there were interested in seeing how their process worked.

In the meantime, Shane Scott and Scott Fendley will gather current metrics being used by departments across campus and will report back at the next BASC meeting.

Additional Notes

The group agreed there is a need to have a discussion with the PBAC (President's Budget Advisory Committee, formerly the BEC) to obtain their input and a better understanding of what they need/want in regards to allocation request information and Budget Summit presentations.

Additionally, it was noted that a detailed summary of the outcomes of this year's allcoation requests should be provided and be made available on the website for public access.

Schedule and Committee Membership

It was determined that this group will meet once monthly through the rest of the summer, and will then likely meet more often as the budget allocation process begins again in the Fall. The following membership changes were reported today:

- Committee Members Withdrawing: George Drake, James Johnson, Duane Dowd

- Committee Members Joining: Cody Stoddard, Eric Cheney

Action Items

Gail will obtain a list of appropriate budget allocation request items and will bring that to the next BASC meeting

Shane and Scott will gather current metrics from departments throughout campus and will report on those at the next BASC meeting

Next Meeting

Tuesday, July 24th, 2018
1-2pm
Barge 412

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

May 31, 2018

Budget Allocation Subcommittee Agenda
May 31, 2018
3:00 p.m. - 3:50 p.m.
SURC 301

1. Approval of May 9 Minutes

2. 2018 Budget Summit Survey

3. Committee Summer Goals

4. Other?

Budget Allocation Subcommittee
Thursday, May 31, 2018
3:00 p.m. - 4:00 p.m.
SURC 301
Minutes

Approved

Members Present: Sharon Jonassen, Paul Ballard, Todd Shiver, Tim Englund, Shane Scott, James Johnson, Gail Mackin, Kevin Archer

Absent: Kathryn Martell, Aaron Brown, Joel Klucking, Duane Dowd, Dennis Francois, George Drake, Jakob Shewey, Josh Hibbard, Scott Fendley, Stuart Thompson

Agenda

Approval of May 9th Minutes

There were not enough members present to approve the minutes from the May 9th meeting; these will be carried forward to the next meeting for approval.

Update on BEC 05/22/18 Meeting

During the recent BEC meeting, the committee discussed their focus for summer. Allocations were brought up, but final decisions still need to be made at the BEC level so this group can move forward as well.

Discussion: Structure of Budget Summits Moving Forward

The presentations at the summits are still being critiqued by this group to determine how to improve on both the content and method of delivery for that content. It was suggested that this group needs to better understand what our purpose is, and create or be provided with clear guidelines to meet that purpose.

The Budget Summit presentations should be meaninful and include information that people actually need and want to see, and not necessarily the high-level data that can be difficult to interpret. It is important to continue to provide transparencey and an understanding of the budget process to the campus community as well. It was suggested that subcommittees be created within this group in order to determine what information should be included in the summit presentations and who should present (all departments or only those with allocation requests), what information should be included in the budget reports, and also to address how allocation requests are handled.

Concerns regarding this year's process included the fact that this group was tasked to make allocation recommendations, but without available funding information or guaranteed VP support. This committee has become the first level of review for new allocation requests, but has not had the appropriate information available to make recommendations for allocations that will be approved. One of the subcommittees of this group will address this issue, and make suggestions for improving the information received through allocation requests. Items such as an organizational chart, information on what the department contributes to the university overall, information on how the department got to the point that they are in need of additional funds, and what other funding sources are available to the department are all things that were suggested by this group that could be addressed in next year's allocation requests.

In regards to the budget reports, it was suggested that benchmark data would be helpful information to have departments include in their reports because it will help this group as well as the campus community better understand the reality of that department's expenditures as compared to similar departments at comparable institutions. This will also help the departments and this group identify the correct level of service they should be providing, what industry standards currently are, and how CWU compares. It was noted that while there are currently some metrics in place for Operations/Facilities, there is not anything defined or in plae for Academic and Student Life.

The budget presentations may benefit from being conducted by the actual department members, instead of a higher-level staff/administrator speaking on behalf of the department. That way, they can provide more in-depth information as to the department functions and needs from a front-line perspective.

FY19 Budget Planning Process Survey

The survey was presented to the group again, with edits suggested by the BEC. This group approved the edits, and the BEC approved the survey for disbursement.

Action Items

Gail will forward the survey to be entered in to Qualtrix and dissemenated to the campus community.

Subcommittees were identified, and are tasked with identifying action items for their groups (issues, ideas and questions) and sharing those with the group one week prior to the next meeting. Full reports should be completed and ready to present to the group by the end of June. The committee members were determined based on today's attendees; each committee is encouraged to reach out to those who were unable to attend today for assistance as needed.

Report/Metrics:
Sharon, James, Paul

Allocation Requests:
Sharon, Tim, Shane

Actual Summit Presentation:
Todd, Kevin

Next Meeting

Wednesday, June 27th, 2018
8-9am
SURC 301

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

May 9, 2018

Budget Allocation Subcommittee Agenda
April 9, 2018
2:00 p.m. - 2:50 p.m.
Barge 412

1. Approval of March 29 Minutes

2. Update on BEC 5/8/18 Meeting

3. College Budget Presentations debrief

FY 19 Budget Planning Process Survey

4. Other

Budget Allocation Subcommittee
Thursday, March 29, 2018
10:00 a.m. - 11:00 a.m.
Barge 410
MINUTES

Approved

Members Present: Gail Mackin, Todd Shiver, Tim Englund, George Drake, Aaron Brown, Kevin Archer, Dennis Francois, Shane Scott, Stuart Thompson, Josh Hibbard, Jakob Shewy, Paul Ballard, Sharon Jonassen

Absent: Kathryn martell, James Johnson, Scott Fendley, Alex Horning

Agenda

Approval of Febraury 28 Minutes

February 28 minutes approved. Tim Englund motioned to approve. Paul Ballard seconded. Josh Hibbard abstained.

Update on BEC recommendations

During the recent BEC meetings, the committee agreed with the recommendations made by the Budget Allocation Subcommittee. BEC approved to not consider any requests that were submited late. BEC decided to mvoe the Graduate School request from Tier 1 to Tier 3, with the Provost requesting to see an overview of the graduate programs to have a better understanding of the uses of the current funding. BEC decided that the ASL request for funding for fulfilling the CBA request be excluded from the list, and be funded by other means. Student Success request, Priority #3, was moved to Tier 1. The Enrollment Management request to fund Admissions Counselors was not recommended for funding by BEC, stating a desire to information on the return on investment for these types of positions. BEC discussed the Human Resources request for funding a Diversity Outreach Specialist, but maintained the decision to not recommend funding at this time. The recommendations will now be taken to Cabinet for further discussion.

College Budget Presentations

Guests: Kathy Temple (FS Budget Committee) and David Pena-Alfaro requested that the 4 colleges give budget presentations similar to those of the Budget Summits. Will allow the campus to have a better understanding of how the colleges are currently using their funds, and give them an opportunity to present how they would utilize any additional funds they may receive. Example of top priorities to address - the effects of the current year efficiency targets, and how would the colleges use additional revenue? Top questions to answer include how were the efficiency targets achieved? What is the current state of the college and how it was affected by the efficiency targets? What is the plan for the rollover funds for next year? What is your investment plan? How has it affected student success, recruitment and retention? David-Alfaro will provide the slides to maintain a consistent format for the presentations.

Tentative dates: 3:00-5:00 pm May 7
May 11, 2018 no longer available, all presentations are tentatively scheduled for May 7, 2018.

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

March 29, 2018

Budget Allocation Subcommittee Agenda
March 29, 2018
10:00 a.m. - 11:00 a.m.
Barge 412

1. Approval of February 28 Minutes

2. Update on BEC recommendations

3. College Budget Presentations

Guests: Kathy Temple (FS Budget Committee) and David Pena-Alfaro
Tentative dates: 3:00-4:00pm May 7 and 4:00-5:00pm May 11

4. Next steps:

Plans for next year - what worked and what didn't
Document process and procedures for budget summits and allocation increase requests
Off-cycle allocation requests

5. Other

Budget Allocation Subcommittee
Wednesday, February 28, 2018
3:00 p.m. - 5:30 p.m.
SURC 140
MINUTES

Members Present: Gail Mackin, Todd Shiver, Kathryn Martell, Tim Englund, James Johnson, George Drake, Aaron Brown, Kevin Archer, Dennis Francois, Shane Scott, Stuart Thompson, Josh Hibbard, Scott Fendley, Jakob Shewey, Sharon Jonassen, Paul Ballard

Absent: Alex Horning

Agenda

Approval of February 21 Minutes

Febraury 21 minutes approved. Josh Hibbard motioned to approve. Stuart Thompson seconded.

Finalize Recommendations for Budget Allocation Increases to BEC

Members discussed the update that will be given to BEC. In the future, subcommittee suggests that College and Non-College units give budget presentation, and members will ask the public for suggestions on how to improve the process.

Tim Englund handed out the completed scoring summary sheet with all scoring rubrics to members.

Allocation Increase Requests -

University Advancement
- Group restates that there is currently a pilot program in CAH, and do not see why the university should hire more before seeing the results. These positions were not discussed with the deans. The deans prefer that they fund these positions, if they decide to hire them. Do not recommend funding.
Athletics - Head Trainer
- Based on rubric scores, members do not recommend funding this request. It appears as though there is money available within the unit.
Finance and Business Auxilaries
- Based on rubric scores, members do not recommend funding this request. Request low on student impact and not mission critical. Appears to be low risk for the university if not funded.
Environmental Health & Safety
- Based on rubric scores, members do not recommend funding this request. The unit just got two new positions, and there is overlap with the request submitted by Institutional Effectiveness.
Human Resources - ELM
- Members wonder if there is someplace else that the unit can find the funding. Seems to be no impact on students, no compliance issues and low risk mitigation. Do not recommend funding.
Inclusivity and Diversity
- Too similar to another allocation increase submitted by Human Resources. Members believe that the request was not articulated clear enough. Seems to be an issue that needs to be discussed at a university wide level to avoid competing positions. Do not recommend funding.
Police and Parking Services - Kittcom 911
- There is already a funding mechanism in place, members do not see a problem with it. Member notes that the unti has a ten yearl plan that the reserves will be used for. However, the request did not include that information. Based on the rubric scores and that it already has a funding mechanism in place, the group does not recommend funding this request.
University Libraries
- Members would prefer to see a long term project plan over several years. Do not see why it must all happen at once. Suggest looking at other funding sources, one example being Friends of the Library. Do not recomment funding.
Institutional Effectiveness
- Goods and Services - It seems as though the software can run on less costly machines. IE as a whole has recently been restructured. Members suggest waiting to let IE manage itself with new VP making decisions. Suggest taking a look at this issue again next year. Also a continuous funding request, and want to see how the unit manages under new VP. Do not recommend funding this request.
- Operational Requirements - Same issues as with the above request. Do not recommend funding this request

Highest scoring requests

Student Success - SMACC
- Scored high on all aspects of the rubric. Members unanimously state that this request should be fully funded regardless of funds available. Student health is of the utmost importance.
Student Success - Learning Commons
- Three parts to this request. The purpose of this request to reduce the fee for these classes by half, eventually removing the fee completely. To make it easier for students to take these required classes. The committee recommends funding two of the three parts, a total of $212,000. Do not recommend funding the Summer Bridge section at this time. It currently already has funding for this coming summer. Suggest looking at this section again next year.
Graduate Studies and Research
- Committee recommends funding this request it in full. It appears as though the university is long overdue in raising the stipend for the graduate assistant. It will make our graduate studies comparable to other institutions, and make our programs more attractive to students that currently have higher funded positions elsewhere.
Police and Parking - Salary and Equity Increase
- To make the salaries comparable to local salaries. We are paying for the training, and once completed the officers are leaving to work for other departments with higher salaries. To increase retention of officers.
Academic and Student Life
- CBA mandated faculty development. Must be funded somehow, committee asks if there is enough in the Provost's reserves to pay for this? Do not recommend funding through this channel.
Student Success - Disability Services
- Suggests that funding for this position, which was moved to Human Resources during a reorganization, should be moved back to Student Success. Otherwise, when current position holder leaves, Human Resources would keep the funds with no expense attached to it. Appears to be a structural issue that needs to be discused at a higher level. Do not recommend funding this request.
Student Success - Veteran's Center
- Currently done by the director. Anticipate seeing growth in the number of veterans on campus. Four votes for funding this request. There seem to be other priorities on campus.
Human Resources - Diversity
- Committee discussed how the university needs a clear strategic plan for this, a collaborative effort. Overlap with the request from Inclusivity and Diversity, shows how there multiple unites want to achieve this goal, but should be discussed at a higher level within the university to identify a clearn plan. Do not recommend funding this request.
Student Success - Advising
- Eight votes from the committee that say this request should be fully funded. It will attract more applicants, and improve retention.
Enrollment Management - Admissions
- Committee sees the merit in this request, but wants to wait to see the data. Suggests a pilot program with two years of funding to see the ROI. However, there is concern about other funding obligations currently on campus that are for this type of position.
Student Success - Exploratory Advisor
- Do not recommend funding this request. There are more important priorities on campus, and within Student Success itself. Committee sees the merit in request, but do not want to move forward with request at this time.

Next Steps:

Plans for next year - what worked and what didn't
Document process and procedures budget summits and allocations increase requests
Off-cycle allocation requests

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

February 28, 2018

Budget Allocation Subcommittee Agenda
February 28, 2018
3:00 p.m. - 5:30 p.m.
SURC 140

1. Approval of February 21 Minutes

2. Finalize recommendations for budget allocation increase to BEC

3. Next steps:

Plans for next year - what worked and what didn't
Document process and procedures budget summits and allocations increase requests
Off-cycle allocation requests

Budget Allocation Subcommittee
Wednesday, February 21, 2018
3:00 p.m. - 4:30 p.m.
SURC 301
MINUTES

Members Present: Gail Mackin, Kevin Archer, Aaron Brown, Stuart Thompson, Jakob Shewey, Sharon Jonassen, Paul Ballard, George Drake, Josh Hibbard, James Johnson, Tim Englund, Todd Shiver, Kathry Martell

Absent: Scott Fendley, Dennis Francois, Shane Scott, Alex Horning

Agenda

Approval of February 15 Minutes

February 15 minutes approved. Paul Ballard motioned to approve with correction to members present. Tim Englund seconded. James Johnson and Josh Hibbard abstained.

New Allocation Increase Requests

Continued the review and discussion of all Allocation increase Requests that have been submitted to the committee.

Student Financial Services
- Submitted late. Funding for two Financial Aid Counselors/Coaches. Sharon O'Hare present to provide information to committee. The positions will meet initially with students to provide guidance to ensure they are prepared to begin the process of applying for financial aid.
Environmental Health & Safety
- Funding for salaries, training and equipment. Tim Englund asked to see this office has expanded significantly, so how needed is this request, and is there something not being done currently that is needed for compliance?
Institutional Effectiveness
- Funding for goods and services. To replace PCs in the department, professional development and training. Discussed how this seems like a lot for PCs. Committee said that more information to clarify why additional funding is needed for new PCs, does the desktop replacement plan not cover this? Kevin Archer noted that there were internal moves made by someone who has now left, that position is now filled on an interim basis, and asked if it would be better to wait to see how the unit handles the changes under new leadership? Gail Mackin will ask requester for more information.
- Funding for two positions for operational requirements and data warehouse construction. Committee noted how it seems like this request is to restore a budget that was shifted to other units, and that it seems as though unit is backlogged with work, but there are two unfilled positions while asking for two more. Committee asked for more information to better understand the request.
Police and Parking
- Officer salary equity increase. To bring the salaries of the officers to the level of those in town, and to increase the retention. Currently five officers are being paid out of the funds brought in by fees and fines. Discussed how it appears that the unit is rolling forward with $25,000 in 148 funds, and if that can be used to fund this request. Committee noted that there are also new additional funds going to parking from recent changes. An example of this is that Career Services is now paying parking fees for employers when they come to campus for job fairs. These fees used to be waived.
- Kittcom 911 Communication. Funds to pay for the 911 support that the university has on campus. Currently funded out of parking revenue. This is a fee that needs to be paid. Josh Hibbard asked if we recommend to fund this request, what will the parking revenue previously used for this be used for? Some of the possible uses for those revenues were included in the Budget Summit presentation.
Public Affairs
- Allocation increase requestt has not been submitted to the committee yet. Discussed by Public Affairs during Budget Summit presentation. Funds to revamp the website, and for marketing. Committee discussed if the unitcan continue the use of the current stream of funds that are already being used for website redesign and marketing for the new website and marketing plans. Gail Mackin will ask Public Affairs to submit their request for the committee to review.

Discussion of structure of recommendations to BEC

Committee began the discussion of how to format recommendations made to BEC. Paul Ballard suggested prioritizing the prjects, but not to include the money amount, and to discuss as a committee again once there is a better understanding of how much funding will be available to allocate. Paul Ballard added that it is difficult to recommend allocations when there is no clear number for how much is available. Sharon Jonassen provided explanation for how that final number will be decided based on the budget model. Tim Englund stated that there is no pot of money set aside to make these allocations in the new model. Possible format for making suggestions to BEC is to have two groups. One list of recommendations by priority, second list for do not recommend.

Committee continued to discuss the process that will determine the amount of funds available, and the time for when that number will be narrowed down.

Rubric scores due to Tim and Scott by 9:00 am on Monday, February 26
Tallied scores sent to subcommittee via Tim by noon Monday, February 26
Recommendations finalized by Wednesday, February 28. Please hold rest of the afternoon open for discussion

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

February 21, 2018

Budget Allocation Subcommittee Agenda
February 21, 2018
3:00 p.m. - 4:30 p.m.
SURC 301

1. Approval of February 15 Minutes

2. New Allocation Increase Requests

3. Discussion of structure of recommendations to BEC

Rubrics scores due to Tim and Scott by noon on Friday, February 23
Tallied scores sent to subcommittee via Tim by noon Tuesday, February 27
Recommendations finalized by Wednesday, February 28 please hold the rest of the afternoon open for discussion

Budget Allocation Subcommittee
Thursday, February 15, 2018
3:00 p.m. - 4:30 p.m.
SURC 301
MINUTES

Members Present: Gail Mackin, Scott Fendley, Kevin Archer, Aaron Brown, Stuart Thompson, Jakob Shewey, Sharon Jonassen, Paul Ballard, George Drake, Tim Englund, Todd Shiver, Dennis Francois, Shane Scott, kathrym Martell, Duane Dowd

Absent: Josh Hibbard, James Johnson, Alex Horning

Agenda

Approval of February 8 Minutes

February 8 minutes approved. Kevin Archer motioned to approve, Tim Englund seconded. Kthrym Martell and Duane Dowd abstained.

New Allocation Increase Requests

Committee reviewed that their decision on how to include allocation requests that were submitted after the deadline, and provided update on that Public Affairs will be submitting a request.

Preliminary discussion of Budget Units that presented on February 6, 12 & 13

5-10 minutes per unit
Review budget Reports
Discussion of Allocation Increase Requests
- Student Success
  - Continuation of previous meeting. 3 priority - Increase Support for Disability Services. Clarification of where funding used to come from. Position shifted to HR, replacing previous. 6 position with new full time position in Disability Services. Committee asked whether HR has salary savings, what will Disability Services do if this committee does not send recommendation forward.
  - 4 priority - Shift advisors from 11 month cyclic appointment to 12 month full time position. Committee asked why they are 11 month appointments to begin with, and asked what the workload will be. Will impact 19 advisors and center advisors. Advisors will not have to take time off potentiall during busy periods. Funding currently comes from S&A, who does not want to continue to fund in the future.
  - 5 priority - Veteran's Certifying Official - Currently done by Director of Veterans. Will allow Director of Veterans to focus more on helping veterans, and not focus on administrative duties. Position was recommended by outside review.
  - 6 priority - Exploratory 1 Year Advisor - Currently 3 temporary advisors, funded through salary savings.
- University Advancement
  - Alumni Engagement Officers for COTS, CEPS and COB. Paul Ballard stated that he has not heard about these positions directly, and how these new positions would work with current development officers in colleges CAH currently has a 2 year trail/pilot study for this position. Deans want to see how it works for CAH before allocating funds for these positions. Scott Fendley describes how this type of position has worked for Athletics. Tim Englund states that under the RCM model, COTS would be paying for more than COTS fair share. Dennis Francois states that group should consider the long term benefits that. University has not engaged with alumni effectively for a while, this will help to turn that trend around. Kathryn martell raises concern that these allocations would be taking money away from education and placing it in overhead. Sharon Jonassen clarified for committee where the funds for these allocations requests is coming from in the RCM model.
- Athletics
  - Head Athletic Trainer (request submitted on time) - Currently interim with 1 time funding. Previous year was funded by President's office. If not funded, Dennis Francois stated that reserves would have to be used to fund position.
  - Rental Fee (submitted late) - For Athletics to use new track and field facility. New facility owner will be Student/Rec. Explained that allocation increase request was late because the MOU is not final, and did not know that funding for fee would be needed. Committee asked if fee can be paid for by increased revenue brought in by expansion?
- Inclusivity/Diversity
  - Support/Recruitment/Staff Development - General ideas to attract underrepresented faculty and staff. More like discretionary funds to attract underrepresented groups.
- Human Resources
  - ELM System - Add on to PeopleSoft for online training and e-performance. To fund the licensing fees.
  - Diversity Outreach Specialist - Tim Englund stated that it appears as though there is crossover with the request from Inclusivity/diversity. Asked that if this is how the university wants to pursue diversity, shouldn't the university be doing this together as a whole, instead of department by department?
- Graduate Studies
  - Increase Graduate stipend & salary - Increase from $8,100 to $10,500. Brings the university up to the levels that other universities are dedicating to graduate assistants.
Does any budget report/presentation need further review/questions of the budget owner? Items that committe has requested will be sent to budget owners who will have an opportunity to submit supplemental materials for the February 21 meeting.

Next Meeting - February 21, 2018

6 more Allocation Increase Requests to discuss

Rubric scores will be due to Tim and Scott by February 23

Final recommendations must be made to the BEC by March 1

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

February 15, 2018

Budget Allocation Subcommittee Agenda
February 15, 2018
3:00 p.m. - 4:30 p.m.
SURC 301

1. Approval of February 8 Minutes

2. New Allocation Increase Requests

3. Preliminary discussion of Budget Units that presented on February 6, 12 & 13

5-10 minutes per unit
Discussion of Allocation Increase Requests
Does any budget report/presentation need further review/questions of the budget owner?

Budget Allocation Subcommittee
Thursday, February 8, 2018
9:00 a.m. - 10:30 a.m.

SURC 137A/B
MINUTES

Members Present: Gail Mackin, Scott Fendley, Kevin Archer, Aaron Brown, Stuart Thompson, Jakob Shewey, Sharon Jonassen, Paul Ballard, George Drake, Josh Hibbard, james Johnson, Tim Englund, Scott Robinson (representing Todd Shiver)

Absent: Dennis Francois, Alex Horning, Shane Scott, kathryn Martell, Todd Shiver

Agenda

Approval of January 31 Minutes

January 31 minutes approved. Paul Ballard motioned to approve, Aaron Browning seconded.

New Allocations Increase Requests

Discussion of 3 allocation increase requests that came in after the deadline. Committee discussed how to deal with late requests, if they will be reviewed, and committee decisions on recommendations. Gail mackin stated that late requests from Institutional Effectiveness and Police/Parking result from Joe Han Joel leaving on January 31. Joel Klucking has reviewed unit budgets and these requests were recommended late due to this transition. Committee was unsure as to why Athletics allocation increase request was submitted late. Scott Fendley motioned to approve the consideration of the IE and Police/Parking requests, but to not consider the Athletics request. Seconded by Kevin Archer. After further discussion, committee voted nay to the motion, Scott Fendley abstained. Committee then discussed a different system of reviewing allocation increase requests that are submitted late. Allocation requests received before the priority deadline will receive priority review. Allocations received after the deadline will be reviewed as supplemental requests. All funding recommendations will be forwarded to the BEC. Aaron Brown motioned to approve, Tim Englund seconded, committee approved.

Additional Data for Review

Historical data on 149 funds - is included in last year's Budget Summit materials available on the Budget Summit website.
Budget unit staff FTE - Gail has asked HR for this information.

Preliminary discussion of Budget Units that presented on February 5 & 6

5-10 minutes per unit
Review budget Reports
Discussion of Allocation Increase Requests
- Accounting and Financial Affairs
  - Allocation Increase Request to fund the hiring of two Fiscal Analyst 2 positions. Committee discussed issues that they need more information on from the unit. What is the organization of the department, are these positions required, what is happening with their carry-forward funds, and how are they managing the efficiency targets? Committee will ask for more information from Patrick Stanton, including the org chart and historical FTE for 5 years.
- Enrollment Management
  - Allocation Increase Request to fund hiring of regional admittance counselor and for state recruiting. Committee wants to know the benefits that the university will see from these positions compared to what is already in place, and compare the historical trends for recruiting in different in state and out of state to gain a better understanding of the potential benefits. Asked to see the org chart and 5 year historical FTE.
- Provost Office
  - Allocation Increase Request to pay for professional development that is written into the CBA for next year. Required to be paid, so how will it be funded if not approved by this committee? An item that will be paid for by academics either on the front or back end.
- Library
  - Allocation Increase Request for 2 items. One-time increase to pay for conversion of library to electronic. To make space in library for student learning space. As well as continuous funding for the hire of a full time Associate Dean. Committee wants to know why this is a one-time request, not a 5-year plan to convert the library?
- Business and Financial Affiars
  - No Allocation Increase Request. Tim Englund asked if it is a good idea to have them present, as their budgets and make-up of the unit is so fluid. Potentiall in the future, do not have the overarching units present, instead focus on the smaller units that form them.
- Student Success
  - Submitted 6 Allocation Increase Requests ranked by priority. 1 priority - Health counseling. Cannot currently handle the volume of students seeking counselling. The budget was precarious for the last 8 years. Committee wants to see the budget details for the unit to gain a better understanding of the current situation.
  - 2 priority - Learning Commons. Student credit hours do not go directly to Student Success, forcing the Student Success to continue to raise the student fee. Committee asked to see more data on the numbers, and the students in the class. Potential to lower student fees.
Does any budget report/presentation need further review/questions of the budget owner? Items that committee has requested will be sent to budget owners who will have an opportunity to submit supplemental materials for the February 21 meeting.

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

February 8, 2018

Budget Allocation Subcommittee Agenda
February 8, 2018
9:00 a.m. - 10:30 a.m.
SURC 140

1. Approval of January 31 Minutes

2. New Allocation Increase Requests

3. Additional Data for review

Historical data on 149 Funds
Budget unit staff FTE

4. Preliminary discussion of Budget Units that presented on February 5 & 6

5-10 minutes per unit
Review Budget Reports
Discussion of Allocation Increase Requests
Does any budget report/presentation need further review/questions of the budget owner?

Budget Allocation Subcommittee
Wednesday, January 31, 2018
2:00 p.m. - 3:30 p.m.
Barge 304
MINUTES

Members Present: Gail Mackin, Todd Shiver, Tim Englund, James Johnson, George Drake, Aaron Brown, Kevin Archer, Shane Scott, Stuart Thompson, Josh Hibbard, Scott Fendley, Jakob Shewey, Paul Ballard, Kathryn Martell, Dennis Francois

Absent: Alex Horning, Sharon Jonassen

Agenda

Approval of January 18 Minutes

January 18 minutes approved. Tim Englund motioned to approve, Jakob Shewey seconded.

Update on Budget Summit & subcommittee timeline

Budget Summit materials are on website: http://www.cwu.edu/budget/budget-summits
All documents except Summit PowerPoint presentations that have been submitted to Linda Hoff have been posted to the Budget Summit website. PowerPoints will be posted closer to the date of the Budget Summits.
Review by committee: Month of February
Budget Summits: February 5, 6, 12 & 13
- 9 units that submitted PowerPoint presentations did not include the FY18 State Funds information that was sent out to each unit. Inclusion of this slide is not mandatory, but each unit that did not include the slide will have the opportunity to resubmit their presentation with the FY18 State Funds slide included.
- 13 units submitted allocation requests, with 2 units submitting multiple requests for a total close to 2.5 million.
Recommendations to BEC formalized by February 28

Welcome Sharon Jonassen, Senior Academic Finance Manager: ex-officio non-voting member

Sharon Jonassen has been approved by BEC to be added to the Budget Allocation Subcommittee as an ex-officio non-voting member.

Joel Klucking, VP BFA: Budget Primer

Joel Klucking gave a Budget Primer presentation to the committee. To clarify the big picture of the RCM model and explain how the purpose of the subcommittee fits within the new model.

Upcoming meetings

February 8: Review of Budget Summit materials from units presenting on February 5 & 6

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF
Budget Summit Review Timeline | PDF

January 31, 2018

Budget Allocation Subcommittee Agenda
January 31, 2018
2:00 p.m. - 3:30 p.m.
Barge 304

1. Approval of January 18 Minutes

2. Update on Budget Summit & subcommittee timeline:

Budget Summit materials are on website: http://www.cwu.edu/budget/budget-summits
Review by committee: Month of February
Budget Summits February 5, 6, 12 & 13
Recommendations to BEC finalized by February 28

3. Welcome Sharon Jonassen, Senior Academic Finance Manager: ex-officio non-voting member

4. Joel Klucking, VP BFA: Budget Primer

5. Upcoming meetings

February 8: Review of Budget Summit materials from units presenting on february 5 & 6

6. Questions

Budget Allocation Subcommittee
Thursday, January 18, 2018
3:00 p.m. - 4:30 p.m.
Barge 304
MINUTES

Members Present: Gail Mackin, Todd Shiver, Tim Englund, james Johnson, George Drake, Aaron Brown, Keving Archer, Shane Scott, Stuart Thompson, Josh Hibbard, Scott Fendley, Jakob Shewey

Absent: Paul Ballard, kathryn Martell, Dennis Francois, Alex Horning

Agenda

Approval of January 4 Minutes

January 4 minutes approved. Scott Fendley motioned to approve, Aaron Brown seconded.

Update on Budget Summit & subcommittee timeline

information and slides went out to all units. FY18 budget information was not included, will go out to units once it is run. Discussed adding a new ex-officio budget expert to the subcommittee to better explain the details of budget repots and clarify terminology. Tim Englund moved to approve adding a new ex-officio member, Scott Fendley seconded.

Budget reports & new allocation requests due Friday, January 26
Review by committee Month of February
Budget Summits February 5, 6, 12 & 13
Recommendations to BEC formalized by end of February

Discussed the timeline for review. Start reviewing allocation requests from the first two budget summits and discuss at the next subcommittee meeting. Then review second group of allocations after the third and fourth day of budget summits. Members will not submit a score for any allocation request from a unit to which they report or are themselves a budget owner. Members will not discuss scores with each other before the next subcommittee meeting. After scoring allocations requests, Tim Englund will average out the scores for each request, then the group will begin ranking them on February 21. Group will finalize rankings and recommendations to BEC on February 28.

Outline process and timeline for review of Budget Reports and Budget Allocation Increase Requests

Upcoming meetings

January 31 subcommittee meeting - Budget Summit data and budget model overview

Questions

Budget Summit Review Timeline | PDF

Budget Summit Review Timeline

Guidelines for subcommittee member/budget owner participation in review of Budget Report and/or Budget Allocation increase Request discussions.

A committee member will recuse him/herself from the review of the units to which they report to or are themselves a budget owner, on that she/he will:

Not submit a score for any allocation request from this unit,
Sit in the audience during review of this unit,
Answer questions as necessary, but not participate in the committee's review.

Timeline for Review

February 8:
- Review Budget Reports from units presenting on Feb 5 & 6;
- Discussion of Allocation Increase Requests for units presenting Feb 5 & 6;
- Does any budget report/presentation need further review/questions of the budget owner?
February 15:
- Review Budget Reports from units presenting on Feb 12 & 13;
- Discussion of Allocation increase Requests for units presenting Feb 12 & 13;
- Does any budget report/presentation need further review/questions of the budget owner?
Committee members submit scores based on rubric for Allocation Increase Requests to Tim Englund (copy Scott Miller) by noon, February 20. Tim will distribute scores, removing identifiers, for each item in the rubric as well as the totals at the February 21 meeting.
February 21:
- Final discussion concerning Budget Reports - Determine recommendations/comments for BEC, if any;
- Use Rubric to score Allocation Increase Requests;
- Begin to rank Allocation Increase Requests.
February 28*:
- Finalize ranking of Allocation Increase Requests
- Finalize BASC recommendations to BEC for Allocation Increase Requests
March 1:
- Recommendations will be emailed to the BEC Co-chairs by M

Will need someone to keep notes on discussions in a spreadsheet.

January 18, 2018

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

Budget Allocation Subcommittee Agenda
January 18, 2018
3:00 p.m. - 4:30 p.m.
Barge 304

1. Approval of January 4 Minutes

2. Update on Budget Summit & subcommittee timeline:

Budget reports & new allocation requests due Friday, January 26
Review by committee Month of February
Budget Summits February 5, 6, 12 & 13
Recommendations to BEC finalized by end of February.

3. Outline process and timeline for review of Budget Reports and Budget Allocation Increase Requests

4. Upcoming meetings

January 31 subcommittee meeting - Budget Summit data and budget model overview

5. Questions

Budget Allocation Subcommittee
Thursday, January 4, 2018
3:30 p.m. - 5:00 p.m.
Barge 304
MINUTES

Members Present: Todd Shiver, Kathryn Martell, George Drake, James Johnson, Stuart Thompson, Scott Fendley, Josh Hibbard, Gail Mackin, Tim Englund, Dennis Francois, Aaron Brown, Shane Scott (representing Joseph Han), Kristen Patton (representing Jakob Shewey)

Absent: Jakob Shewey, Joseph Han, Paul Ballard, Kevin Archer

Agenda

Approval of December 18 Minutes

December 18 minutes approved. Shane Scott motioned to approve. Todd Shiver seconded. James Johnson abstained.

Update on Budget Summit & subcommittee timeline

Informational meeting January 8 and 12
Asked for volunteers to assist with informational meetings. January 8, 2018 volunteers: Josh Hibbard, Kathryn Martell and Aaron Brown. January 12, 2018 volunteers: Todd Shiver, Dennis Francois, Josh Hibbard and Stuart Thompson.
Budget reports & new allocation requests due Friday, January 26
Noted a small formatting error inreport template causing first letter of each word to be capitalized.
Preliminary Review by committee January 29 - February 9
Budget Summits February 5, 6, 12 & 13 - Doodle poll distributed
Recommendations to BEC formalized by February 28.

Develop gidlines to prioritize budget allocation requests for informational meeting

Kathrym martell voiced concern that it seems as though money for allocations are coming from the colleges' budgets. Discussed a need to make sure that there are no more funds available within the division before allocating more funds, and asked whether a reserve of funds needs to be established that will be used for allocation requests. Members discussed possible questions to be used for evaluating allocation requests. Dennis Francois suggested creatin a list of values that can be used as a guide for prioritizing requests. Kathryn Martell suggested creating a list of values that can be used as a guide for prioritizing requests. Kathryn Martell suggested not establishing guidelines, instead tht guidelines can be established as the group reads through the allocation requests, and from there the group can develop a rubric. Aaron Brown suggested prioritizing requests on the impact on retention, progression and completion, and are supportive of both students and faculty. Stuart Thompson proposed using a Risk Assessment matrix to assist in prioritizing requests. Committee decided on using rubric based on a 100 point grading system.

FY 19 Allocation Increase Request Rubric

Criteria	Points
Limited funding available in unit's Division	0-20
Return on Investment / Revenue Enhancement	0-20
Connection to Mission	0-20
Compliance or mandates / Risk mitigation	0-20
Impact on Students	0-20
Total

Upcoming meetings

Clarify strategies for reviewing budget reports and allocation requests
Post Budget Summit discussions and recommendations

Questions

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

January 4, 2018

Budget Allocation Subcommittee Agenda
January 4, 2018
3:30 p.m. - 5:00 p.m.
Barge 304

1. Approval of December 18 Minutes

2. Update on Budget Summit & subcommittee timeline (See meeting schedule)

Informational meeting January 8 and 12 - need volunteers to facilitate
Budget reports & new allocation requests due Friday, January 26
Preliminary Review by committee January 29 - February 9
Budget Summits February 5, 6, 12 & 13 - Doodle poll distributed
Recommendations to BEC formalized by February 28

3. Develop guidelines to prioritize budget allocation requests for Informational meeting

4. Upcoming meetings

Clarify strategies for reviewing budget reports and allocation requests
Post Budget Summit discussions and recommendations

5. Questions

Budget Allocation Subcommitttee Minutes | PDF

Budget Allocation Subcommittee
Friday, December 18, 2017
3:00 p.m. - 4:00 p.m.
Barge 412
MINUTES

Members Present: Todd Shiver, Paul Ballard, Kathryn Martell, George Drake, Duane Dowd (representing James Johnson), Stuart Thompson, Scott Fendley, Joel Klucking, Josh Hibbard, Gail Mackin, Tim Englund, Kevin Archer, Dennis Francois, Aaron Brown, Shane Scott (representing Joseph Han)

Absent: Jakob Shewey, James Johnson, Joseph Han

AGENDA

Approval of December 8 Minutes

December 8 minutes approved. Tim Englund motioned to approve, Scott Fendley seconded.

Looping in NW Accreditation lingo into annual budget allocation process

Discussed replacing verbiage in the form templates to include NW Accreditation lingo.

Approval of forms

PowerPoint Template
Slide number 5, replacing goals with strategies, to fit better with NW Accreditation. On the graph, replacing fiscal years with fund types to show the breakdown of funds, but discussed whether this, or the history shown by fiscal years is better. Slide number 6, adding in as many columns needed to show all the fund types. Kevin Archer motioned to approve the changes to template, Tim Englund seconded, all approved.
Budget Report form
Question 2, include all funds, not just 148 and 149, and move towards the end of form. Question 3, take out second sentence. Question 5, change goals for strategies and remove the second sentence. Reports due to subcommittee from units January 26, 2018. Kathryn Martell moved to approve with changes, Scott Fendley seconded. All approve.
New Allocation Request form
Discussed changes in the wording to clarify questions for the units. Josh Hibbard moved to approve with changes, Kathryn Martell seconded. All approved.

Update on Budget Summit & subcommittee timeline

Communication to unit directors by December 22
Informational meeting week of January 2
Budget reports & new allocation requests due Friday, Janary 26
Preliminary Review by committee January 29 - February 9
Budget Summits February 5-13
Recommendations to BEC formalized by February 28

Develop guidelines to prioritize budgetary priorities

Item has been pushed back to the next meeting.

Develop rubric for review of new allocation requests

item has been pushed back to the next meeting.

Upcoming meetings

Communications & informational meetings for unit directors
Post Budget Summit actions

Questions

December 18, 2017

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

Budget Allocation Subcommittee Agenda
December 18, 2017
3:00 p.m. - 4:00 p.m.
SURC 301

1. Approval of December 8 Minutes

2. Looping in NW Accreditation lingo into annual budget allocation process (see Bernadette's insertions into the three forms listed below)

3. Approval of forms:

PowerPoint Template
Budget Report Form
New Allocation Request Form

4. Update on Budget Summit & subcommittee timeline (See proposed meeting schedule)

Communication to unit directors by December 22
Informational meeting week of January 2
Budget reports & new allocation requests due Friday, January 26
Preliminary Review by committee January 29 - February 9
Budget Summits February 5 - 13
Recommendations to BEC formalized by February 28

5. Develop guidelines to prioritize budgetary priorities

6. Develop rubric for review of new allocation requests

7. Upcoming meetings

Communications & informational meetings for unit directors
Post Budget Summit actions

8. Questions

Budget Allocation Subcommittee
Friday, December 8, 2017
3:00 p.m. - 4:00 p.m.
Barge 412
MINUTES

Members Present: Todd Shiver, Paul Ballard, Kathryn Martell, James Johnson, George Drake, Joseph Han, Stuart Thompson, Scott Fendley, Jakob Shewey, Joel Klucking, Katherine Frak, Josh Hibbard, Gail Mackin

Absent: Tim Englund, Kevin Archer, Dennis Francois, Aaron Brown

AGENDA

Approval of November 29 Minutes

November 29 minutes approved with amendment. (1. The college deans raised concerns about the college's ability to increase support with respect to new allocations. They suggested a conservative approach.) Paul Ballard motioned to approve with amendment, Scott Fendley seconded. Josh hibbard and Jakob Shewey abstained.

Budget Summit Schedule

Reviewed dates for upcoming Budget Summits.

Budget Summits Presentation Format

Discussed changes to be made to Budget Summit PowerPoint template. Suggested verbiage for each slide was provided by volunteer group. New verbiage focuses on how each unit has implemented the new budget model and efficiency targets, and how it will affect the units moving forward.

Budget Summit report template

Volunteer group presented suggestions for Budget Summit report template. Suggestions included asking the units how they would absorb another 2% efficiency target, and how would the unit utilize a 2% increase? Goal is to keep reports short to keep them engaged. Committee can request additional information.

Upcoming meetings (Next meeting - Monday, December 18 at 3:00 p.m. SURC 301)

Develop guidelines to prioritize budgetary needs
Develop rubric for review of new allocation requests
Post Budget Summit ctions

Questions

Budget Allocation Subcommittee Agenda | PDF
Budget Allocation Subcommittee Minutes | PDF

December 8, 207

Budget Allocation Subcommittee Agenda
December 8, 2017
3:00 p.m. - 4:00 p.m.
Barge 412

1. Approval of November 29 Minutes

2. Budget Summit Schedule

2/5/18 10 - 1:30 Barge 412 (30 minute lunch break)
2/6/18 1 - 4:30 Barge 412
2/12/18 8:30 - 12 Barge 412
2/13/18 8:30 - 12 Barge 412
Frank Jones is arranging streaming WebeX, and DE to the centers

3. Budget Summits Presentation Formats

PowerPoint Template

4. Budget Summit report template

5. New Allocation Request template

6. Upcoming meetings (next one is Monday, December 18 at 3:00 p.m. in SURC 301)

Develop guidelines to prioritize budgetary needs
Develop rubric for review of new allocation requests
Post Budget Summit actions

7. Questions

Bduget Allocation Subcommittee Agenda | PDF

Budget Allocatioin Subcommittee
Wednesday, November 29, 2017
2:00 p.m. - 3:00 p.m.
Barge 304
MINUTES

Members Present: Todd Shiver, Paul Ballard, KathrynMartell, Tim Englund, James Johnson, George Drake, Aaron Brown, Kevin Archer, Dennis Francois, Joseph Han, Stuart Thompson, Scott Fendley, Lidia Anderson (representing Jakob Shewey), Joel Klucking, Katherine Rank, Gails Mackin

Absent: JoshHibbard, Jakob Shewey

AGENDA

Introduction -

Subcommittee members introduced themselves to each other.

Committee Purpose -

Subcommittee is how the colleges have a say in allocationdecisions for non-college units. Currently focusing on the Budget Summits, providing greater transparency, and clarifying how units will request additional funds during the Budget Summits. Recommendations on FY19 budget allocations will be sent to Budget Executive Committee (BEC).

Timeline for making budget allocation recommendations -

Examined draft of timeline for making budget allocation recommendations to BEC including unit budget reports, new budget allocation requests and format of Budget Summits to be held in February.

Budget Summits

Units required to present
23 units that will present over 4 day period. Presentation will be recorded and posted online.
Format for budget summit presentations
Examined the templates that were used for previous ABudget Summits. Suggestions were given for additional questions to add to template. Examples - What efficiencies did you achieve? How? How did it affect your operations? Is it sustainable?
Other supplemental materials needed

1. (Amended at 12-8-17 meeting) The college deans raised concerns about the college's ability to increase support with respect to new allocations. They suggested a conservative approach.

2. Volunteer group formed to produce ideas for how to improve template and questions provided to units. Dennis Francois, Kevin Archer and Stuart Thompson, with an invitation to participate to Josh Hibbard and Jakob Shewey.

3. Volunteer group formed to define process for units to request additional funds and the information that will be used by committee for recommendation. Kathryn Martell, Todd Shiver, Paul Ballard, Tim Englund, Josheph Han, and Scott Fendley.

4. Material from both groups are due to Gail Mackin by the end of the day on December 6.

Upcoming meetings (Next meeting - 3:00 p.m. Friday, December 8)

Develop guidelines to prioritize budgetary needs
Develop rubric for review of new allocation requests
Post Budget Summit actions

Questions-

Meeting adjourned at 2:55 p.m.

Budget Allocation Subcommitt Minute | PDF

November 29, 2017

Budget Allocation Subcommittee Agenda
November 29, 2017
2:00 p.m. - 3:00 p.m.
Barge 304

1. Introductions

2. Committee purpose

3. Timeline for making budget allocation recommendations

4. Budget Summits

Units required to present
Format for budget summit presentations
Other supplemental materials needed

5. Upcoming meetings (next one is 3:00 p.m. Friday, December 8)

Develop guidelines to prioritize budgetary needs
Develop rubric for review of new allocation requests
Post Budet Summit actions

6. Questions