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June 3, 2009 - Barge 412
Dr. Quirk will preside this morning. Dr. Gaudino is attending a meeting of the Economic Development Board.
Present: Wayne Quirk, Bill Vertrees, Charlotte Tullos, Libby Street, Jan Bowers, Matt Manweller, Becky Watson, Shelly Johnson, Pedro Navarrete, Emily Washines, Elaine Ames
Guests: Sherer Holter, Carmen Rahm, Staci Sleigh-Layman
I. Action Items
1. Approval of PAC Minutes from May 20, 2009
Motion to approve the PAC Minutes from May 20 as presented by Dr. Street. Seconded by Dr. Manweller. No further discussion. Motion carried.
II. Discussion Items
1. Purchasing Card Policy (new)
Mr. Vertrees explained that we currently do not have a policy regarding our Purchasing Card program, so a policy was developed to outline the details. He added that to improve efficiency, flexibility and convenience related to the purchase of goods and services, including travel, the university offers two credit card programs: The ProCard and Corporate Travel Cards. Both programs are governed by the same statutes, rules, and policies and procedures as purchased by any other means of payment. Both programs provide the university with expenditure data for volume purchasing by the state and improve budget oversight. Ms. Sleigh-Layman suggested making the policy more general so that it does not have to be revised every time the state changes its rules. The policy will be revised a bit and will come back at a future date for final approval.
2. Corporate Travel Card Procedure
Mr. Vertrees explained that the corporate travel charge card is intended to provide faculty and staff with a convenient means for charging business travel expenses and reduce the university's costs of administering travel. It provides expenditure data for volume purchasing by the state, improves budget oversight by managers, reduces travel advances and otherwise improves cash flow, and is critical to efficient travel management. The procedures are being distributed as an information item only because they do not require approval by PAC. The procedures will be added to the on-line procedures manual soon.
III. Executive Reports
Provost/Senior Vice President for Academic Affairs:
Dr. Quirk reported that Academic Affairs is currently bargaining with the UFC. The promotion and tenure files are complete, and performance adjustment letters will be sent later this week. The State Systems Design Committee met last week, and things are moving along.
Vice President for Business and Financial Affairs:
Mr. Vertrees reminded the group that if departments anticipate going through any changes, please work with Human Resources on the issues. They are here to assist and have the expertise. Nicholson Boulevard is now open. Three audit reports from the State Auditors have been received: the Accountability Audit Report, the Financial Statements Audit Report, and the Athletic Audit Report. They all look good. Mr. Vertrees thanked Pedro Navarrete for his work on facilities projects and wished him well for next year.
Vice President for Student Affairs and Enrollment Management:
No report. Dr. Tullos is attending the Economic Development Board meeting this morning.
Vice President for University Relations:
Dr. Watson reported for Dr. Hall. Alumni Relations hosted an Alumni Grad Celebration last week. It was a great success and very well attended. Dr. Bowers added that she serves on the search committee for the VP for University Advancement. They have received 34 applications for the position, so far, and just finished preliminary screening.
Chief Planning Officer:
Dr. Street reported that both Maria Cantwell and Patty Murray have forwarded our federal proposal for Biomass. An announcement regarding the president's visioning exercise has been placed on the Intranet. An email will be distributed campus wide as well. The first step is getting individual feedback. Then groups will be asked to respond as well. The civility speaker committee is scheduled to meet soon. Next year's executive intern placements will be made soon. The searches and hiring group completed their work and submitted a report to the president. Judy Yu, former CWU Board of Trustees member, Moses Squeochs, general council chair of the Confederated Tribes and Bands of the Yakama Nation, and Helen Sommers, former State Representative have been chosen as this year's honorary CWU degree recipients.
President:
No report. Dr. Gaudino is attending the Economic Development Board meeting this morning.
IV. For the Good of the Order
Jan Bowers, Chair, ADCO:
Dr. Bowers reported that the Department Chairs Retreat is scheduled for September 10. Jim Schwing is chair of ADCO next year, and Wendy Bohrson is chair elect. The last ADCO meeting of the academic year was held on Monday.
Pedro Navarrete, ASCWU BOD President:
Mr. Navarrete reported that the State of the ASCWU Address is this Friday. The last public Board of Directors meeting is June 10 at 1:30 p.m. New board members will be sworn in at that time. Pride week kicked off June 1. There are several activities planned for the week including a professional drag show. Mr. Navarrete thanked the group for all of their support and assistance this year.
Kim Dawson, Administrative Operations Coordinator:
No report.
Emily Washines, Chair, Diversity Council:
Ms. Washines has been working with the Office for Equal Opportunity to hold focus groups. The next step is to develop questions for the survey that will be conducted in the fall. All of this work is for the upcoming Cultural Audit. The next Diversity Council meeting is June 15. The ACE conference will be on campus the week of June 22. Approximately 600 prospective students will attend the conference. The Yakama Nation Treaty Today event will be held June 5-7 in White Swan. The Native American Music Festival Tribal Jam is June 5 in Toppenish.
Becky Watson, Director, Public Relations and Marketing:
Dr. Watson reported that a county wide emergency drill will be held over the weekend. A number of faculty, staff, and students are participating in the event. Public Relations and Marketing is currently working on several commencement stories. The Commencement Booklets have been received. Dr. Watson asked folks to save September 22 on their calendars for "Bite of the Burg." More details of that event will be forthcoming.
Matt Manweller, Chair, Faculty Senate:
Dr. Manweller reported that the Faculty Senate is still addressing the issue with some departments requiring exit internships in the summer. These are causing real problems because the internships end two weeks after summer quarter, which postpones graduation until fall quarter for these students. Dr. Manweller suggested that someone talk with Melody Madlem regarding the issue. She has a great deal of background on the issue because this happens in Health, Human Performance, and Nutrition regularly. The last senate meeting is today at 3:00. President Gaudino will be handing the gavel over to Loran Cutsinger. A new chair-elect will be appointed by June 10. The group will also be voting on whether to adopt a policy to grant non-tenure track faculty emeritus status. General education discussions will continue and will become more intense over the next year.
Shelly Johnson, Director, Budget Planning:
Ms. Johnson reported that there is nothing new going on in budget. They continue to respond to many fiscal notes and legislative requests.
Staci Sleigh-Layman, Chair, EEA Governing Board:
Ms. Sleigh-Layman reported that EEA postponed their June meeting. The group won't meet again until August. She reminded the group that Adrienne Rich, internationally renowned poet and social critic, speaks tonight at 7:00 PM in McConnell Auditorium.
Sherer Holter, AVP for Human Resources:
Ms. Holter reported that negotiations with the Public School Employees union begin next week. Negotiations with the Washington Federal of State Employees were completed in April. The Department of Retirement Services will be reducing their rate on contributions for employees, and health care coverage went up a bit. Human Resources is currently working with Donna Kramer on a couple of employee programs related to handling stress during these economic times. The goal is to start offering the programs early this summer.
Elaine Ames, Chair, Employee Council:
Ms. Ames reported that Kathy Vincent, Media Technician with Multimedia Technology and Instructional Support, was awarded Employee of the Month for April 2009.
Carmen Rahm, AVP for Information Technology:
Mr. Rahm reported that a campus wide email will be distributed today notifying folks of the transition to a new voice mail/unified messaging system. The new system will provide increased voice mail storage. In addition, it will position us to implement more unified messaging features such as integrating voice mail, email, and fax. Updates regarding this project will be sent throughout summer quarter. ITS is in the process of signing a new contract for anti-virus software for the university. With the new contract, employees will be able to get the software free of charge for home as well. All students living on campus will get it for free as well. The Council of Presidents IT group will be meeting here on July 1.
V. Information Items
1. Items for the University Bulletin, President´s Report, Central Connections, and other communications
Recent Athletic Awards
June 3, 2009 - Barge 412
Present: Jim Gaudino, Wayne Quirk, Bill Vertrees, Charlotte Tullos, Libby Street Guests: Phil Backlund, Don Diebert, Debra Feinman, Mark Lundgren, Tracy Pellett, Carmen Rahm, Gene Rau, John Swiney
At 10:30 a.m.: Don Diebert, Debra Feinman, Mark Lundgren, Gene Rau, Carmen Rahm, and John Swiney: regarding an update on the data warehouse
Mr. Rahm introduced the group and then gave an overview of the data warehouse project. He explained that this has been a joint collaboration between Information Technology Services, Institutional Research, and Student Affairs and Enrollment Management. Debra Feinman then gave a progress report on the project and explained "where we are now." Basically, we are at the point where we need to make the Data Warehouse a top priority and invest in the software, hardware, and resources, or we need to postpone the project until we have the ability to get funding for software and additional resources. The group is suggesting that a Decision Support Team be established. This team would enforce adherence to standards including data meaning, data usage, data security, and data quality. Mr. Lundgren asked, "How they should proceed with establishing a decision support committee or team?" Mr. Vertrees suggested that the group should report to Cabinet. Dr. Gaudino asked Mr. Lundgren to submit a list of existing tasks. This list will help Cabinet members decide who should be on the committee/team. Mr. Lundgren and Mr. Rahm will work together to propose appointees for the team as well. Mr. Vertrees suggested that Enterprise Information Systems should make a presentation to Cabinet soon on all of the pending projects. Ms. Dawson will work with Mr. Rahm to get this scheduled as soon as possible.
At 11:00 a.m.: Phil Backlund and Tracy Pellett regarding updates on NWCCU Accreditation and Assessment
Tabled until next week (June 10, 2009). Dr. Street explained that the discussion regarding NWCCU Accreditation and assessment will take place next week at Cabinet. She distributed the CWU Assessment Plan for review and discussion. Please review the document and send feedback to her as soon as possible. If your division has a plan outstanding, please get that to her as soon as possible as well. The group discussed the idea of doing a "to do" list and summarizing decisions made at Cabinet meetings as opposed to doing actual minutes of the meeting. The notes will be more like legislative minutes.
Focus items
1. Budget The group discussed the budget information that will go to the trustees next week. Dr. Gaudino reported that a series of meetings will be set up soon for vice presidents and whoever they want to include to discuss budget detail. Shelly Johnson, Ed Day, and Libby Street will attend these meetings as well.
Action items
1. Approval of Cabinet minutes from May 20, 2009
Minutes stand approved as presented.
Future items
1. Cabinet & PAC structure: (Lead - Libby Street)
2. Strategic planning, Visioning, Assessment and Evaluation: (Lead - Libby Street)
3. Center Plan: (Lead - Wayne Quirk)
4. Enrollment Management: (Lead - Charlotte Tullos)
5. Communication Plan: (Lead - Ellen Hall or new VP)
6. Marketing/Branding Plan: (Lead - Ellen Hall or new VP)
7. Research/Service Agenda: (Hold for now)
8. Economic Development: (Hold for now)
9. Budget/Finance System: (Lead - Bill Vertrees)
10. Management Information System: (Lead - Bill Vertrees)
11. Legislative Agenda: (Lead - Jim Gaudino)
12. Capital Campaign: (Lead - Ellen Hall or new VP)
13. Diversity Structure: (Hold for now)
14. Town-Gown Relationship: (Hold for now)
15. Electronic Workflows: (Lead - Bill Vertrees)
16. Athletics/Budget Plan: (Lead - Bill Vertrees)
17. IT System: (Lead - Bill Vertrees)
18. Distance Education: (Lead - Wayne Quirk)
Meeting adjourned at 12:25 PM.
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