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Wednesday, July 9, 2008
8:30 a.m. - President´s Office
Present: Jerilyn McIntyre, Rich Corona, Charlotte Tullos, Ellen Hall, Libby Street, Roger Fouts
Guests: Margaret Smith, Shelly Johnson, Kevin Nemeth
I. At 8:30 a.m.: Margaret Smith regarding Enterprisewide Risk Assessment and Internal Control Survey
Ms. Smith began by stating that she appreciated all the cooperation she received from folks during this process. The Office of Financial Management (OFM) requires that agencies conduct this assessment and survey to minimize risk. Participation by all levels of the organization is required. CWU´s evaluation was conducted in the form of discussions at all levels. Ms. Smith added that this process proved to be an awareness building exercise where discussion about the role of internal control procedures and practices was refreshed. Some areas of potential concerns where additional training or resources would further reduce risk included administering, negotiating, and complying with collective bargaining agreements, attorney client privilege relative to collective bargaining, sexual harassment in the work place, accounting and funding of the athletics operation, and internal and external communication planning. The State Administrative and Accounting Manual (SAAM) now requires that we tie two measures to any risks that we identify. Those measures are: the likelihood that this is going to happen and what is the impact on the institution. Dr. McIntyre suggested that this piece could easily be assimilated into our integrated planning process as well.
II. Action Items
1. Approval of Cabinet minutes from June 25, 2008
Motion to approve the Cabinet minutes from June 25, 2008 as presented by Mr. Corona. Seconded by Dr. Fouts. No further discussion. Motion carried.
III. Discussion Items
1. Administrative Fee - Shelly Johnson and Kevin Nemeth
Mr. Nemeth began by explaining the current process for internal administrative fees. A report on fiscal year 2008 Proposed Administrative Service Fee to Self Support Funds was distributed for review and discussion. Mr. Nemeth distributed a proposed policy on Internal Administrative Fees as well. It was suggested that we have a policy regarding our internal administrative fees. Cabinet members reviewed the proposed policy and added a couple of minor revisions to the document. Those revisions will be incorporated into the document and it will be brought to President´s Advisory Council for review and discussion in August.
2. Budget
Dr. McIntyre reported that vice presidents should have received their budget letters in the mail. She then distributed budget summaries for review and discussion.
3. Spirit of the West/Cowboy Gathering - Dr. McIntyre
Dr. McIntyre reported that she recently had a conversation with Diana Tasker regarding Spirit of the West. They would like some university involvement in the event. Dr. McIntyre suggested to Ms. Tasker that the organizing group talk with academic departments, the Civic Engagement Center, and Student Affairs because we might be able to offer some student intern positions to assist them with the event. Dr. McIntyre asked Dr. Hall to follow up with Diana Tasker on possible options.
4. Candidates for Higher Education Capital Project Scoring
Dr. McIntyre explained that Rich Struna, Capital Budget Assistant to the Governor, is asking for candidates from each 4-year institution to participate in the Higher Education Capital Project Scoring process. It was agreed that Wayne Quirk, Bill Bender, Shelly Johnson, and Bill Vertrees would be our candidates. The President´s Office will notify Terry Teale and give her a list of CWU´s candidates.
5. Who can attend the Pacific Northwest University of Health Sciences Dedication Ceremony, July 23 at 2:00 p.m.?
Dr. McIntyre explained that she is unable to attend the Pacific Northwest University of Health Sciences Dedication Ceremony on July 23. She asked if any other Cabinet members could attend. Dr. Fouts will see if Dr. Quirk can attend as CWU´s representative. Dr. Street offered to attend if Academic Affairs is unable to send someone.
IV. Executive Reports
Provost/Senior Vice President for Academic Affairs:
Dr. Fouts reported for Dr. Quirk. He gave a quick update on the CWU Research Foundation and reported that CWU´s Research Foundation Board will be meeting soon to update the bylaws. He added that he, Kevin Nemeth, and Jim Armstrong will be visiting with the University of Washington´s Research Foundation tomorrow to get feedback on funding.
Vice President for Student Affairs and Enrollment Management:
Dr. Tullos reported that Discover Orientation is going very well. Parent attendance this year is much higher than in the past. Housing numbers look good. Construction on the new residence hall is underway. The commencement debriefing meeting went well. Leslie Webb is doing a wonderful job leading SAEM´s accreditation process. Dr. Tullos recently attended the NASPA Conference in Portland. This conference brings together all of the Student Affairs Administrators in Higher Education. It was a great conference.
Vice President for University Relations:
Dr. Hall reported that $58,553 was pledged through the recent telefund, and over $37,000 has come in, so far. Jen Gray´s, new assistant, Ashlie Crawford, started this week. Mike Smith, the new Assistant Director of Advancement Services will begin later this month. University Relations folks continue to work on accreditation issues. Dr. Hall is chairing the search for the Interim Vice President for BFA. The committee had their first meeting on Monday, July 7. The final figure on the campaign was $21.7 million. CWU logos and the process of getting logos approved was reviewed and discussed.
Vice President for Business and Financial Affairs:
Mr. Corona reported that he recently met with Eric Jensen, Chief Executive Officer at Kittitas Valley Community Hospital regarding the low number of doctors open for new patients here in Ellensburg. The hospital is aware of the problem and is working on it. Wendy Rittereiser will be meeting with doctors in the local clinics next week to see what is happening with this situation as well. Steve Rittereiser is currently working on a computer repair program for students. He hopes to have the service available by fall quarter. Mr. Rittereiser would like to do a short presentation to Cabinet on CWU Catering. Ms. Dawson will work on getting this scheduled.
Chief Planning Officer:
Dr. Street reported that the Leadership Summit for Northwest Native American Indian Students will be held on campus. Several departments on campus are donating time and space to sponsor the event. Dr. McIntyre will be presenting CWU´s 2009-2011 budget to the HECB on July 21. The draft presentation was distributed for review and discussion. Cabinet members were asked to send feedback to Dr. Street as soon as possible. The recycling committee has been meeting regularly and is asking to become a university standing committee. The proposed committee and policy will be brought to President´s Advisory Council soon. For the next "Here´s Where We Stand" topic in the University Bulletin, the President´s Corner will focus on university facilities. Dr. Street asked for suggestions on a theme for the 2009-2010 Performing Arts and Presidential Speaker Series. Send suggestions to Dr. Street as soon as possible.
President:
Dr. McIntyre reported that a Washington Business Week representative recently contacted her. The person indicated that two advisors are needed for Washington Business Week July 16-23, 2008. If you have any ideas get back to Dr. McIntyre as soon as possible. Dr. Street suggested asking some of our retired faculty if they might be interested. Dr. Hall will have Jen Gray follow up with CWU retirees.
V. Progress Reports
1. Accreditation
Dr. Fouts reported that ABET accreditation is on target for the August 2008 mock visit. Dr. Backlund will be meeting with Dr. McIntyre today to give an update on NWCCU accreditation. Dr. Street reported that things are coming along.
2. Enrollment Planning
Mr. Corona suggested putting something in the parent orientation packets to advertise our university centers. Parents might be interested in taking an occasional class. Dr. Tullos gave a summary of enrollment numbers for fall 2008. SAEM staff are working to get continuing students registered. The high demand courses are currently full, so Dr. Tullos will work with Tracy Pellett in Dr. Quirk´s absence to get additional sections added prior to registration this week. Dr. McIntyre reported that she would like a matrix on activities and outcomes related to fall 2008 enrollment. Dr. Street will draft the matrix and Cabinet members will provide the data. It will be distributed for review and discussion at Cabinet next week.
VI. Cabinet reports on community events and meetings attended
Dr. McIntyre: 4th of July celebration in Midway, Utah
Mr. Corona: No report.
Dr. Tullos: NASPA Conference in Portland, OR
Dr. Hall: No report.
Dr. Street: CASA Board meeting, Smoke on the Mountain performance
Dr. Fouts: Smoke on the Mountain performance
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