President's Cabinet : August 13, 2003 Minutes

Jerilyn McIntyre, Dave Soltz, Libby Street, Meghan Miller for Roy Savoian, Daniel CannCasciato, Keith Champagne, Osman Alawiye for David Shorr, Dan Jack for Paul Baker, Rich Corona, Mark Anderson, Charlotte Tullos, Mark Lundgren

I. Action Items

1. Approval of the PAC minutes from 7/16/03.

Motion to approve as presented by Dr. Soltz. Seconded by Mr. Corona. No further discussion. Approved as presented.

II. Distribution Items

1. University committees policy changes – Dr. Street.

(For approval on 9/17/03.)

Dr. Street and the vice presidents’ administrative assistants have been reviewing section 2-1.0 of the CWU Policies Manual on university committees to make the language consistent and, in some cases, suggest changes to structure or membership. The group agreed that all editorial changes would be reviewed individually and approved today. Substantive changes were given time for review and will come back for approval at the September meeting.

III. For the Good of the Order

Meghan Miller

Currently, the ongoing activities of the deans are program review, budget cut implementation, and work on programs at the centers in terms of how to better coordinate programming at centers and improve linkages to other programs.

Daniel CannCasciato

The Faculty Senate’s executive committee met recently. Following up on a discussion with the provost, the Senate will be developing an ad hoc faculty “committee on committees.” They will work mainly on staffing committees and improving reporting.

The discussion turned to the broader issue of how to improve staffing of committees across campus with not only faculty, but also exempt, union, and civil service as well. The Cabinet will consider how best to do this. For the time being, the Senate group will focus on staffing faculty positions on committees.

Mark Anderson

Mr. Anderson extended an invitation to the campus to attend the grand opening of the CWU-Yakima center on 9/8 at 11:00. Governor Locke will be at the ceremony. Dr. McIntyre and YVCC president Dr. Linda Kaminski will be involved in a media tour this Thursday, 8/14 at YVCC for a preparatory media “walk through” and answer general questions. A number of staff from both institutions will be also be present.

The “Battle in Seattle,” CWU vs. WWU football game is scheduled for Saturday, 10/4 at Seahawk Stadium. The tentative kickoff time is 6:00 p.m., but this may have to change if the Mariners advance to the playoffs.

Last week, the BOT approved renaming the Library and the Tower Theatre. The Library will now be called the James E. Brooks Library, after our former university president, and the theatre will now be the Milo Smith Tower Theatre after our former professor of speech and drama and department chair for many years. Dr. McIntyre suggested that a common news release should be sent out on these two renamings. Planning for a celebratory event is underway.

Central Today, Residence Life magazine and the View Book are all going to print soon. The marketing consortium has been meeting over the summer, has a budget for this year, and is working on a detailed action plan. An advertising plan specifically for the centers is also being implemented.

The groundbreaking for the CWU-Des Moines center this past Monday, 8/11 at Highline Community College was successful and well attended.

No report

Mark Lundgren, Barbara Hodges, Osman Alawiye

IV. Executive Reports

1. Provost/Senior Vice President for Academic Affairs – Dr. Soltz

CWU has been highly successful at competing for state resources associated with the OFM funding for transfer articulation and HECB funding for high demand FTE. OFM gave CWU high praise for the quality of our proposals and the HECB made a point of singling out our proposals at a public meeting. The hard work of many staff over the last few years has contributed to overcoming the somewhat tarnished reputation that CWU had in Olympia and reestablishing CWU as a player in higher education in Washington State. CWU garnered $81K in additional funding from OFM for transfer articulation in elementary education, business administration, accounting, law and justice, and general studies. The HECB awarded CWU total of $87K for high demand middle level teaching endorsements in math and science, special education and TESL, health and safety management, and the “Career Switcher” program.

Another Indication of success in competing for funding is CWU’s selection to receive funding for the 2003-04 Washington State Work Study/Leveraging Educational Assistance Partnership community service program for civic engagement. A total of $35K in additional funding was received for this project.

The New York Times is a partner in the “American Democracy Project.” a national dialog on civic engagement. CWU has joined in this project and, as a result, we are listed in one of the full-page ads that the New York Times is running about the project. The provost will be discussing this project at the fall faculty meeting and will form an ad hoc committee to move it forward. This represents a very good opportunity to be involved with service learning and civic engagement on a national level.

Fall Faculty Day will be held on the afternoon of 9/18 and will focus on transforming the university and academic aspects of transformation. Several breakout sessions will be offered after the main session on Kamola, the mobile technology lab, and a demonstration of the two new library softwares.

Academic Affairs is sponsoring the second annual Academic Affairs Staff Welcome on 9/10.

2. Vice President for Student Affairs & Enrollment Management – Dr. Tullos

The annualized average FTE is projected to be 8511. As of today, 1282 freshmen are registered, which is over 80%. University Housing and New Student programs are very busy.

The SUB/Rec committee is meeting today. A consultant will be reporting on Rec center. Button Hall is under renovation and the Housing offices are temporarily on the first floor of Kamola. Two guided tours of Kamola for university staff were announced yesterday for 4:00 – 5:00 on 8/27 and 9/15.

3. Vice President for Business & Financial Affairs – Mr. Corona

There is a great deal of construction on campus now and this will continue for the next three years or so. Facilities Management staff are working with OFM on the new legislative requirements for facilities preservation funding to garner as much flexibility as possible within the framework of the requirements.

The PeopleSoft implementation status is on target to go live with the advising module on 9/8. The project transitions into a more critical phase beginning in October, which will last for about one year. There will be several large modules coming on line.

Several key hires have been made in BFA this summer including the Senior Director of ITS and the Accounting Manager. Today, Kevin Kimball from Oregon will be announced as the new Associate vice President for Business & Financial Affairs. In the coming year, many business processes will be under review and there will be increased activity in many areas now that the new staff are on board.

4. Vice President for University Relations – Mr. Jack

Mr. Jack summarized the alumni attitudes survey results. Performance Enhancement Group, Ltd., completed the survey. CWU had 831 participants, or 21% of those contacted. The long-term hope is that this will not be a one-time measurement, but will be done periodically to measure alumni opinions and then act on the results, i.e., changing how the Alumni Association is managed to best benefit the alumni. Will be applying the alumni segmentation model to market and communicate differently to several generations of alumni. The president emphasized the importance of the findings of the survey and how the results can be applied to planning on campus.

The Alumni Association is part of the planning team for the Battle in Seattle.

5. Executive Assistant – Dr. Street

Work on the University Calendaring project continues. The university has already invested in two pieces of software that schedule classes and social events. The committee feels that it would be useful to bring in a consultant who would come in for free to talk to all those people directly involved in scheduling, along with deans, associate deans and chairs representatives to explain how the web based portion of the program works. They are hoping to schedule this on the morning of 9/18.

6. President – Dr. McIntyre

Budget letters have been distributed to the vice presidents and within the president’s division. The budget was adapted to allow for distribution of funds received from OFM. Dr. McIntyre is pleased with the way the operational and capital allocations from the state have turned out, given the state’s budget crisis. In planning for transforming the university, Cabinet realized that a more thorough cost analysis is needed, especially to plan for the eventual growth to 10,000 students.

At the Board of Trustees retreat last week, the Cabinet and president presented the administration’s vision for transforming the university. The plan is more entrepreneurial in nature because, as is widely recognized, the state budget situation may not improve much over the next few biennia. It’s critical that CWU begin to see itself as a “state supported,” not a “state funded,” institution and that funding sources other than Washington State are pursued.

V. Information Items

1. University Bulletin items – Mark Anderson.

Mr. Anderson is seeking input from the PAC on information items that are important to the campus and should be included in the University Bulletin. This will be a regular agenda item.

2. List of peer institutions – Mark Lundgren.

This final list of peer institutions has 23 universities. The Cabinet requested a short list be developed and chose to compare variables such as Tier I & II universities, regional institutions, data about size, program offerings, and location, among other factors. As our closest peer institutions in the state, EWU and WWU were automatically added to the list. This list will need to be reexamined periodically, with the first review to be completed after three years.

VI. Old Business

Jerilyn McIntyre, Dave Soltz, Rich Corona, Libby Street, Dan Jack for Paul Baker, Charlotte Tullos

I. Presentation: University Wide Cooperative Problem Solving Training Proposal - Donna Kramer and Nancy Howard.

Ms. Kramer distributed a handout summarizing the proposal to train university employees with an in-depth, 15-hour mediation program. The training model is provided at no cost through the United Nations Educational, Scientific, and Cultural Organization (UNESCO), with minimal direct costs for duplication of materials and rental fees for a/v equipment.

The Cabinet discussed the benefits of implementing this program as proposed. The Cabinet approved moving forward with implementation. Ms. Kramer and Ms. Howard will work with Mark Anderson on a publicity piece for the campus.

II. Action Items (none)

III. Discussion Items

1. Diversity Council update

The Diversity Council will be included in the CWU Policies Manual as an official university-wide committee. Dr. Street will work on the appropriate policy language, just as she has for the other university committees.

2. Planning for the Operating and Capital Budget Requests for 2005-07

Dr. Street reviewed a draft of the memo and forms that she is proposing for use in this budget process. The Cabinet discussed this draft in detail.

3. Draft form letter for committee appointments

The Cabinet had asked Dr. Street to draft a letter for each vice president’s use in making appointments to the various committees that report to them.

4. Draft letter to exempt employees regarding the opportunity to teach classes.

The Cabinet approved the draft of this letter. It will be sent out as soon as possible.

IV. Executive Reports

Dr. Dave Soltz – Provost/SVPAA

No further report.

Mr. Rich Corona – VPBFA

Mr. Corona brought back a revised edition of the budget/operational policy recommendations document. The Cabinet discussed this and made further minor suggestions. Mr. Corona will notify the campus.

The EIS periodic status report as of July was distributed.

Dr. Charlotte Tullos – VPSAEM

No further report.

Mr. Dan Jack – VPUR

Mr. Jack invited the Cabinet to ride on the Alumni rodeo parade float. The Alumni Office is taking a look at class reunions and considering some new approaches to holding class reunions on campus.

Dr. Libby Street – Executive Assistant

No further report.

Dr. Jerilyn McIntyre - President

The President’s Office is looking ahead to scheduling the Fireside Chats for the coming academic year.

The Board of Trustees has reorganized the membership of its committees as follows: Academic Affairs – Mike Sells and Gwen Chaplin, Resources - Jay Reich and Leslie Jones, Student Affairs – Nadine Romero, Judy Yu and Matt Schmitt. The Trustees were pleased with the progress on performance indicators and expressed an interest in hearing a report from the provost on program review in the fall.

V. Information Items

VI. Old Business

1. Regular report: Enterprise Information Systems update.

2. Debt-ratio policy.

3. Equipment replacement policy.

4. Copying policy for campus.

5. Overall management of computing support and resources on campus.

6. Campus tree management plan.

________________________________

Minutes approved.

Jerilyn S. McIntyre, President

/bh

Present: Jerilyn McIntyre, Rich Corona, Paul Baker, Libby Street, Charlotte Tullos, Dave Soltz

I. Action Items

1. Approval of Cabinet minutes from 6/11/03.

Motion to approve as presented Mr. Corona. Seconded by Dr. Baker. No further discussion. Approved as presented.

II. Discussion Items

1. Cyclic year offering to exempt employees – Mr. Corona.

A few minor changes were made to the document. Ms. Dawson will make the changes and forward the document to Human Resources for distribution to exempt employees.

2. Boards & Commission Report

This report will be given to Judy Miller to follow-up on.

3. Peer Rankings – Dr. Street

Dr. Street distributed a report on peer group rankings on key variables that was done by Mark Lundgren. Ms. Dawson will summarize the list to include the variables and where CWU falls in each category and forward to the Cabinet to review. If you have any other variables to add, please forward them to Mark Lundgren. Once we have a complete list, Mr. Lundgren will report back to the HECB.

III. Executive Reports

Dr. McIntyre indicated that she received an invitation to the Shimane University 50^th Anniversary. She and Dr. Soltz will discuss this further and decide who should attend to represent CWU at this event.

VP for Business & Financial Affairs – Rich Corona

Mr. Corona reported that the last of the ITS candidates is on campus today and that the candidates are all very qualified. The AVP candidates will be on campus soon. The Ellensburg City Council issued a proposal to increase electricity rates by 5% so we can plan on increases in the fall. Mr. Corona met with the new ASCWU president, Mark Michael, yesterday. It was basically an introduction to the division of Business & Financial Affairs.

VP for University Relations – Paul Baker

Dr. Baker reported that Gifts and Pledges and the Associates Program ended very well this year. Both areas were up from last year. Dr. Baker commended Catherine Scarlett on the wonderful job she is doing with the Associates Program. There will be an Alumni Event in Spokane at the Davenport Hotel on September 12. The Yakima Center Grand Opening is September 8. This Thursday, July 10, is the John Kitna Golf Tournament. The “Battle in Seattle” has been set for October 4. The football game between CWU & Western Washington University will take place at Seahawk Stadium. The groundbreaking for Highline is August 11. Dr. Baker will be meeting with the Foundation Finance and Investment committee on Monday.

Executive Assistant to the President – Elizabeth Street

Dr. Street suggested that there needs to be a mechanism for feedback on the new web. Comments and suggestions should go to Mark Anderson.

VP for Student Affairs & Enrollment Management – Charlotte Tullos

Enrollment continues to do well. We will be at approximately 1322 (freshmen) for fall quarter. This will be the last year of block classes. Approximately 300 students were here for freshmen orientation this week. We will be almost 98% occupied in the residence halls next year. Student Affairs & Enrollment Management staff will have a staff retreat in September and training for the new BOD officers will also be held soon.

Provost – Dave Soltz

Dr. Soltz was in Olympia on Monday. The morning session discussion was on the Higher Education Strategic Master Plan. There was very strong representation by both the House and Senate at this meeting. The afternoon session discussion was on Higher Education Performance Contracts. It was also announced that Marc Gaspard has resigned as HECB executive director. The next HECB meeting will be July 30. The second candidate for the Library search is here now. Dr. Soltz asked if the Cabinet was planning on continuing the Readership Program. It was decided to go forward with it for this next year, but this will be discussed further with the new BOD to see if this will continue to be one of their initiatives. The Development Priorities Committee will be coming forward with a recommendation to the President for two naming proposals.

IV. Information Items

V. Old Business

1. Enterprise Information Systems update.

2. Insignia Products Management.

3. Guidelines for Banners Hung on 8^th Avenue.

This is the way they get it. Who’s approving these? Add another signature approval at the bottom of the form for PR office to approve

4. Debt-ratio policy – Mr. Corona & Mr. Antonich.

5. Equipment replacement policy – Dr. Soltz & Mr. Corona.

6. Charge-back accounting system (summary of state reg.’s and existing CWU system – Mr. Corona.

7. Planning for Growth (classroom capacity).

8. Copying policy for campus.

9. Overall management of computing support and resources on campus – Dr. Soltz & Mr. Corona.

10. Recording industry concern about copying.

11. Campus tree planting policy – Mr. Corona.

_______________________________

Minutes approved.

Jerilyn S. McIntyre, President

/bh