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Business and Financial Affairs

Budget Allocation Subcommittee

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Chair: Gail Mackin, Associate Provost, Undergraduate and Faculty Affairs

Subcommittee Membership Roster

Subcommittee Charge

Budget Summits
 

AGENDAS & MINUTES



 

Budget Allocation Subcommittee Agenda
February 20th, 2019
10:30am – 12pm   |   Samuelson 209


I. Review Budget Allocation Request Scores and Complete Rankings
II. Next Meeting: March 13th, 1-2:30pm, Barge 304

 


 

Budget Allocation Subcommittee Minutes
February 20th, 2019
10:30am – 12pm   |   Samuelson 209

Present

Dennis Francois, Kevin Archer, Josh Hibbard, Jeff Stinson, Todd Shiver, Aaron Brown, Stuart Thompson, Eric Cheney, Tim Englund (voting on behalf of Paul Ballard as well), Lad Holden, Lidia Anderson, Sharon Jonassen, Gail Mackin, Shane Scott

Absent

Kane Lemasters, Paul Ballard, Scott Fendley

Review of Allocation Requests

The team discussed the Allocation Requests and ranked them as Essential, Non-Essential with Merit, and Non-Essential. The rankings were then compared with the overall scores from the BASC Rubric. The group separated the final votes in to categories:

Blue: Tier 1

Yellow: Tier 2

Tim motioned that the non-colored items (8+ votes in the non-essential column) be considered Tier 3 requests; Jeff seconded. Motion unanimously approved.

The group then addressed the high priority (blue) requests, and ranked them as follows:

Financial Aid Counselors – Tier 1, A
Library Resource – Tier 1, B
Admissions Search Expansion – Tier 1, C

The group then addressed the remaining highlighted allocations:

Admissions Processors – Tier 2, A
Unfunded Associate Director (OISP) – Tier 2, B
Student Meal Per Diem – Tier 2, C
Employee Council Funding – Tier 2, D

The following suggestion was made:

Recommend to PBAC that any allocations this group recommends that are approved and funded – the unit reports back in a year or two (depending on the allocation request) as to how the funds were utilized and the success of the use of those funds.

Suggested verbiage for final message to PBAC:

We recognize the merit of the following proposals, and are moving them forward for PBAC consideration. There are two tiers based on the committee discussion as well as the Budget Allocation Subcommittee Allocation Rubric, both in exact alignment. The proposals in Tier 3 we do not recommend funding.

Shane motioned to move forward with this verbiage and the recommendations; Eric seconded. Motion approved unanimously.

This Friday’s BASC meeting will be canceled, as it is no longer needed.

Next Meeting

March 13th, 2019, 1-2:30pm, Barge 304

Budget Allocation Subcommittee Agenda
February 19th, 2019
10:30am-12pm   |   Samuelson 209


I. Approve Minutes: 1/16/19, 1/31/19 and 2/1/19
II. Review Budget Allocation Request Scores
III. Public Affairs – Budget Allocation Request Review Session (11am-11:30am)
IV. Next Meeting: February 20th, 2019, 10:30am-12pm, Samuelson 209

 


 

Budget Allocation Subcommittee Minutes
February 19th, 2019
10:30am – 12pm   |   SURC 209

Minutes

Paul moved to approve minutes from 1/16/19, 1/31/19 and 2/1/19. Jeff seconded the motion. Motion passed unanimously with four abstentions.

Review of Proposals

Paul asked for clarification on how this committee’s recommendations will be submitted to PBAC. Gail confirmed that the recommendation from this committee will be split in to three tiers; the first will be the tier of requests that this committee recommends to fund, the second will be those that aren’t necessarily unanimously agreed upon by the group but there is sufficient support to recommend funding if it is available, and the third tier will be requests that the committee does not recommend to fund.

Paul then asked where the funding for these requests are coming from; Gail confirmed that the funding is coming through the RCM model and agreed with Paul that this did mean the funding was essentially coming from the four colleges. Paul suggested that this structure puts the committee in an awkward position because there are members of the committee who are not members of the four colleges voting to remove funding from the colleges; he also suggested that the funding of these requests would result in an increase in overhead for the four colleges, and overall he disagrees with the model.

The group discussed how the allocation of funds works in the RCM model, and it was clarified that 100% of university revenue is distributed to the four colleges, but then the university costs are removed from that revenue and reallocated to other departments for overhead and such. Therefore, it could incur an additional cost/decrease in revenue to the colleges if these allocation requests are approved for funding. Paul explained that with this model, they were unable to fund pay increases in CEPS and are likely to take a cut again next year; he felt that it would be very difficult for him to approve any of the allocation requests knowing the colleges were already potentially underfunded. The group discussed how the support departments need funding to ensure the colleges can do their jobs, but that there needs to be a balance with that and funding the colleges to provide education to the students; this is difficult to achieve with the current model and trends in public education.

Scott raised the question of what the ultimate goal for CWU would be in terms of enrollment; what is the number of students we are trying to reach that would put us at critical mass and create an effective system of revenue and cost? It was noted that the Strategic Management Enrollment Plan has not yet completed the capacity analysis, but that should be completed within the next 4-6 months. In the meantime, many of the costs are passed down to the students in the form of increases in tuition and fees.

Gail stated that this group is a representation of both sides of the university; the colleges, and the support departments. It is important to have everyone at this table to consider the allocation requests because the requests are potentially associated with the university can increase revenue which will benefit everyone. Sharon gave a brief overview of the RCM model so that the whole group was on the same page with how the process works, and how the funds are distributed within the university.

Tim arrived to the meeting with the allocation request rankings; the BASC committee members were to submit their rankings for each allocation request individually by last Friday, and then Tim collected and compiled them so that there are totals and one mean overall score for each request. Two members of the BASC committee did not submit their rankings by Friday, but Tim confirmed that based on the data he had, he felt that there was sufficient information received to accurately rank the requests.

The group discussed the scoring; it was noted that even though there were requests in the top tier because they had the highest scores, they aren’t necessarily recommended for funding because they still didn’t technically score “high.” For example, the top request scored a 14, but that is out of 20 total points. Paul suggested that if the top tier was the tier for recommended funding, he still would not vote for any of the requests that scored in that category. The group agreed that the scores cannot be the sole decision-maker in the process, but the scale does matter. It was determined to start at the top tier proposals and work their way down.

The Group began a discussion of the Financial Aid Counselor request. Aaron noted that this proposal meets many of the priorities for students that the university recognizes, including retention. The data from last year supports this proposal, and Josh agreed that he has gotten feedback from students that would also support the proposal. Tim countered that while this is important, he is not convinced that there aren’t other resources that can be reallocated in that department to meet the need suggested by the proposal. Jeff agreed, and believes there are some process and structural improvements that could be made in the department. Todd suggested that if this proposal was approved for funding, it could be one that pays for itself through increasing student retention and student enrollment by providing better customer service in the financial aid department. Josh made the point that in thinking back to last year and thinking about Tim’s suggestion that there might be other resources, the top tiered requests from last year were mandated by the President to be funded by the departments; so, if this group recommends this proposal for funding, it does not necessarily mean that the funding will come from outside of that department. Paul and Tim countered that this committee is not recommending funding that comes from the departments internally, we are recommending funding in the form of additional allocations and they argue that that should be used as a criteria for determining whether or not to recommend; if we see that it can be funded internally then we move the request to the bottom of the tiers and don’t recommend it for additional allocations. Gail disagreed and suggested that a recommendation for funding is a recommendation for funding; if this group believes that a request is important to the university and merits funding, then it should be moved forward with our recommendation. A side note can be added stating that we believe options other than additional allocations should be looked in to. Paul countered that yes, it is a recommendation for funding, but the point is where is that money coming from and he referenced the earlier conversation about the RCM model. Tim agreed and added the suggestion that this committee’s job is not to determine whether something is simply worthy of funding (because there are 16 worthy allocation requests here), but rather that it is worth taking money away from the four colleges to fund, and that is the way he will approach his consideration of the recommendations. Tim continued with the point that the Deans were instructed to consider funding for their colleges in a way that is counterintuitive to the allocation process; the allocation request amounts represent money that could be used in the colleges to meet the educational needs of the students, such as adding more faculty to support the growing student population and demand. Aaron agreed, but countered that if those students cannot receive proper financial aid services to fund their education, they won’t be able to enroll or attend classes anyway; Tim countered that those same students won’t stay enrolled if they can’t get in to a class they want/need because there aren’t enough instructors to teach it. Lidia agreed that everyone’s concerns are valid; however, she noted that watching students have to wait for financial aid services for the lengths of time that they do and the amount of time that the counselors spend with those students ensuring they have the funding that they need every quarter will help with retention of the students. When considering the needs of students, the need in financial aid services is high; the recommendation could be for one counselor instead of three, but the students need to be able to understand their financial aid and receive the help and guidance they deserve without the wait time they are currently experiencing. Gail agreed and added that based on our student demographics (38% Pell-eligible, 40% first gen, 90% file a FAFSA), the majority of our students are interacting with financial aid in some way. Jeff noted that this request and others that include positions are items that are permanently funded if approved; there is no way in our current system to follow up a year from now and determine how the allocation improved services and/or increased revenue. If it didn’t, the funding can’t be undone. Gail asked for the final recommendations from the group on this particular proposal; Aaron made the recommendation that this proposal goes in the top tier as-is, with further discussion. Stuart seconded the recommendation. Kevin asked for a discussion to define the tiers. Gail referenced the minutes from January 16th where the discussion by the BASC concluded that the top tier was a recommendation for funding, the second tier was a recommendation with reservations, and the third tier was for proposals that are not recommended for funding. Tim suggested that rather than discuss the merit of the details of the proposals that are submitted, it might be more beneficial to discuss the idea behind the proposals and determine if that is worthwhile. Gail suggested that we could move forward with a statement such as “we recommend this proposal for funding, but for one or two counselors initially, pending data that supports the need for the full request of three positions.” Josh suggested that since we do not know how much funding is available for these requests overall, that we provide a recommendation stating that we like the idea of this proposal, but not identifying particulars in regards to the number of positions to fund or the dollar amounts tied to them. Tim supported that suggestion; he suggested that the motion be amended to state that “we recognize the necessity and support the potential need for more financial aid counselors.” Aaron asked for clarification, and the group confirmed that it would still be moved forward as a Tier 1 allocation. It was agreed unanimously to maintain this statement; Gail asked for a vote to move this allocation forward in Tier 1, with the agreed-upon statement. Lad suggested that this is a never-ending request if the university is attempting to reach the 15,000 student threshold; this committee cannot fix/recreate the structure of the division to make it better able to support the student population increase – that needs to be done at a higher level. Josh noted that he is looking at these proposals from a point of ROI. The meeting had to be adjourned at this point due to time constraints, so the final motion was not voted on, and will be readdressed at tomorrow’s meeting.

Budget Allocation Subcommittee Agenda
February 1st, 2019
10:30am-12pm   |   Barge 304


I. Continuation of Yesterday’s Tasks
  a. Overview of Process
  b. Update on Submissions
  c. Preliminary Review of Requests
  d. Creation of Questions
II. Next Meeting: February 19th, 2019, 10:30am-12pm, Samuelson 209

 


 

Budget Allocation Subcommittee Minutes
February 1st, 2019
10:30am – 12pm   |   SURC 274

Present: Gail Mackin, Kevin Archer, Shane Scott, Aaron Brown, Todd Shiver, Tim Englund, Jeff Stinson, Sharon Jonassen, Lad Holden, Paul Ballard, Dennis Francois
Absent: Eric Cheney, Stuart Thompson, Josh Hibbard, Scott Fendley, Lidia Anderson, Kane Lemasters

OISP

Travel
Question: In your presentation to BASC, can you please speak to the current funding philosophy of your office?
Question:  the use of 148 funding versus 149 funding?
Question: Can you provide some insight as to what the ROI will be if this allocation request is approved?
Question: What is the retention and completion rate for students in these programs?

ISSS Director
Question: Can you clarify on the paragraph explaining the percentage of funding versus duties for this position? Can you clarify on what is currently funded, what is under-funded, and where the funding is currently coming from?

Public Affairs

Internal Communication Specialist
Question: What is the position description, base funding, and benefits cost?
Question: Has there been a demonstrated or recorded request from the University for this position and the functions they will serve?
Question: Can you clarify on the existing internal communication process, and what is not currently working within that process? How do you anticipate that process to be amended as a result of this position?
Question: Can you please clarify your projected surplus in the budget (0.129 million in the President’s Net Resources by Division graph)
Question: Considering the recent creation of charge-backs and service fees and the allocation received last year, can you clarify the need for additional funding?
Question: What is the overlap between this position and others in the university that serve a communication function?

Athletics


Meal Costs
Question: How many students would this impact?
Question: Does this include all athletes, or just certain sports?
Question: Is it prorated like other travel per diem would be?
Question: Add CWU meal reimbursement policy number
Question: Can you clarify on the funding structure for Athletics?
Question: What is the source of funds for student athletic travel? What is currently budgeted for student travel?
Question: Has the increase already taken place, or will it be implemented at a later date?

Assistant Coaches
Question: Add increase in staff questions? (base funding, benefits, position description, current vacancies)
Question: What is the plan for when faculty move up in rank and see incremental increases through the CBA?
**request an update to the graphs on the reports

Library

Associate Dean
Question: What has the staffing been historically over the last 10 years?
Question: Can you clarify that this is essentially the creation of a new position, and the combination of funds that will be used to fund it?
Question: Add new position questions here

Electronic Resources
Question: Can you please provide historical trends with respect to the journal and database costs?
Question: Can you clarify on the discrepancy in goods and services between FY18 and FY19, and what the projected expenses will be for next year? Please separate any remodel costs as well.

Faculty Senate
Question: Can you please provide more information/clarity on each of the specific requests?
Question: Can you provide a timeline for how the one-time requests will be used, and what the continuous funding will be used for?
Question: Can you provide information regarding the existing MOUs, agreements and any other funding that is intended to cover Gen Ed this year and in coming years?
Question: If this is meant to create new/expanded positions, please provide the following information (add new position details here)

Next Meeting

February 19th, 2019, 10:30am-12pm, Samuelson 209

Budget Allocation Subcommittee Agenda
January 31st, 2019
10:30am-12pm   |   Barge 304


I. Overview of Process
II. Update on Submissions
III. Preliminary Review of Requests
IV. Creation of Questions
V. Next Meeting: February 1st, 2019, 10:30am-12pm, Samuelson 209

 


 

Budget Allocation Subcommittee Minutes
January 31st, 2019
10:30am – 12pm   |   Barge 304

Present: Gail Mackin, Lidia Anderson, Jeff Stinson, Aaron Brown, Tim Englund, Kevin Archer, Eric Cheney, Lad Holden, Sharon Jonassen, Stuart Thompson, Josh Hibbard, Dennis Francois, Todd Shiver, Paul Ballard
Absent: Shane Scott, Scott Fendley, Kane Lemasters

Overview of Process

This year’s process has gone more smoothly than previous years. We are only waiting on a few more documents to upload, but for the most part documents were received within the specified timeframe. The BASC Guidelines document was reviewed; the only suggested change was in the second statement, regarding the “priority deadline” verbiage. Gail will review and bring back to this committee for approval.

Update on Submissions

All of the allocation requests have been received; Gail has provided this committee with a list of requests that should be reviewed.

Preliminary Review of Requests/Creation of Questions

Student Financial Affairs

Question: Can you provide clarification on the staffing within your department (what are the other Classified and Exempt positions in your department)?
Question: What is the base salary for a financial aid counselor?
Question: What is the vacancy rate of the existing funded positions? If the vacancy rate is high, why? Are there any solutions that would address underlying issues that are resulting in vacancies?

Enrollment Management

Open Houses:
Question: What was the cost differential between the Fall and Spring Open Houses, who does the Open House target and what is the intention?
Question: What was the payoff of this Fall’s expanded Open House?

Out of State Campaign:
Question: Who is controlling the application fee waiver?
Question: Please provide absolute numbers instead of percentages (re: application fees)
Question: Need more detail on how the funds will be spent (what were the expenses when it cost $215k versus what the expenses will be at $400k)
Question: Is there data to support that this increase will pay for itself with increased out-of-state student enrollment or other returns on investment?
Question: Are there any fees/revenue as a result of or associated with this activity?

Application Processing Positions:
Question: Can you provide clarification on the staffing within your department (what are the other Classified and Exempt positions in your department)?
Question: What is the vacancy rate of the existing funded positions? If the vacancy rate is high, why? Are there any solutions that would address underlying issues that are resulting in vacancies?
Question: What is the actual classification of these positions (salary scale + benefits)? (ask on all position requests)

*Side note – next year, make Allocation Request Form more specific for staffing requests

Human Resources

Question: Can you provide clarification on the staffing within your department (what are the other Classified and Exempt positions in your department)?
Question: Is there a need for this allocation request, or are there other potential vacancies that could be repurposed to fund this position?
Question: How will this position support the search for and hiring of highly qualified applicants?
Question: Can you clarify on the delineation between the VP of Diversity/Inclusivity and this position?

**Side Note: all requests/reports will be reviewed for completeness; any missing documents will be requested to be turned in by EOB on Monday

BFA Office

Question: Can you clarify whether the $10,000 is intended to fund all 12 months of awards, or just the additional 3 months of awards?
Question: If it is to fund all 12 months of awards, what will be done with the funds that are currently being provided collectively from other divisions for this purpose? Could this allocation request be met by requesting increases from other divisions instead of creating a new pool of funding?
Question: Can you provide more detail on the overspend from the FY18 Budget to Projection by Department slide (in the budget report)?

OISP
*take out instructions and needs cover sheet on allocation request

Operations – Project Management Office

Question: Can you clarify how the previous Project Management Team funding (approx. three years ago) was repurposed?
Question: If this allocation request is approved, will services continue to be charged for? Will there still be consulting fees associated with this office?
Question: How will projects be prioritized if they are not being paid for individually?
Question: Can you clarify the differential between the overspend in the Operations Office and the underspend in Information Services on the Net Resources by Division slide? It appears as though there is funding available for these positions when looking at this report.
Question: Can you provide position descriptions for the proposed new positions?
Question: Can you be more specific with how this will impact retention and recruitment efforts?
Question: Can you explain why the current model is not working?

Next Meeting:
Friday, February 1st, 10:30am-12pm, Samuelson 209
Budget Summit Materials Review

Budget Allocation Subcommittee Agenda
January 16th, 2019
1pm - 2:30pm   |   Barge 304

 

I. Approval of Minutes: December 19th, 2018

II. Approve College Budget Report and PPT Template

III. Overview of Budget Allocation/Summit Process; Compilation and Approval of Guidelines

IV. Next Meeting: Thursday, January 31st, 10:30am-12pm, Barge 304 - Budget Summit Materials Review

 


 

Budget Allocation Subcommittee Minutes
January 16th, 2019
1-2:30pm   |   Barge 304

Present: Gail Mackin, Dennis Francois, Lidia Anderson, Scott Fendley, Jeff Stinson, Shane Scott, Scott Robinson, Kevin Archer, Lad Holden, Aaron Brown, Eric Cheney, Tim Englund, Paul Ballard
Absent: Todd Shiver, Stuart Thompson, Josh Hibbard, Kane Lemasters


Approval of Minutes
Aaron motioned to approve; Tim seconded the motion. Motion passed with one abstention.

Approve College Budget Report and PPT Template
Reviewed the College Budget Report Draft with amendments made per suggestions from the last meeting. Sharon verified that the due date for the report and PowerPoint for the colleges is not the same as the rest of ASL (1/18/19), and will instead be the overall due date of 1/28/19 at 5pm. Suggested changes were made in real-time during the meeting. Scott motioned to approve the Budget Report Form as written; Kevin seconded the motion. Motion passed unanimously.


The group discussed the necessity of the Core Theme Budget Distribution sheet; it is difficult for some to complete because there are dollars that cross over multiple core themes, but they cannot be accounted for twice, so the data feels inaccurate. However, it was also noted that this data is required for NWCCU/accreditation purposes, but the question was raised as to whether that needed to be done as part of the Budget Allocation/Summit process or whether it needed to be presented/addressed elsewhere. It was determined that the Core Theme Budget Distribution and how that data is obtained/presented will be addressed for next year’s Budget Allocation/Summit cycle, but will stay in place for this year.

The group reviewed the PowerPoint template and discussed each of the slides and the information to include on them. Suggested changes include:


Tim noted that last year, he believes there was more pre-loaded information included in the presentation, and that this year’s version does not seem to include revenue information. Sharon will contact David; the Deans are interested in being able to show revenue as compared to expenses that includes the variance, over a three-year period (this year, last year, and the year prior). David and/or Sharon will provide an additional slide/graph to address this data.

It was determined that a total of up to four additional slides can be added to the presentation to add pertinent information in as needed/desired.

Graph 3: Change the gray color key to read Faculty T-TT instead of just Faculty

Tim motioned to approve the PowerPoint presentation as discussed in this meeting; Kevin seconded the motion. The motion was passed unanimously.

Overview of Budget Allocation/Summit Process; Compilation and Approval of Guidelines
The group reviewed guidelines that had been suggested/implement over the course of the past year of BASC meetings in regards to Budget Allocations and the Budget Summit Process. Gail would like to more clearly identify these, compile them and have them posted on the website.

1/18/18 BASC:
It was determined that after the BASC meets to review all of the allocation requests (1/31 and 2/1), the questions that are developed will be sent out to each Unit Budget Owner so that they can be prepared for their presentations that will begin on February 7th. During the pre-meetings and sessions, individuals on the BASC that are involved in the presenting unit will recuse themselves from asking/answering any of those questions. The group also determined to remove the second bullet (sit in the audience during review of this unit). The scoring dates will also be updated.

1/31/18 BASC:
The group determined that they will no longer review/accept late submissions. (combine with 3/29/18 “BEC approved to not consider any requests that were submitted late”)

2/21/18 BASC:
It was determined that we should keep the same structure as last year in utilizing tiers to rank the requests and submit to PBAC. This will consist of three tiers, with ranking, scores and comments.

6/27/18 BASC:
Remove

8/24/18 BASC:
Keep; VPs should not be ranking prior to submitting to BASC so that there is no impact on the decisions of the BASC in their rankings based on the suggested rankings of the VPs.

Next Meeting:
Thursday, January 31st, 10:30am-12pm, Barge 304
Budget Summit Materials Review

Budget Allocation Subcommittee Agenda

December 19th, 2018

1-2:30pm   |   Barge 304

I. Approval of Minutes: December 5th, 2018

II. Review/Finalize College Budget Summit Presentation PowerPoint Template

III. Review College Budget Report (will also be reviewed by FS Budget & Planning Committee and finalized at the first BASC meeting in January)

IV. Next Meeting: Wednesday, January 16th, 1-2:30pm, Barge 304

 


 

Budget Allocation Subcommittee Minutes

December 19th, 2018

1-2:30pm   |   Barge 304

 

Present: Paul Ballard, Tim Englund, Todd Shiver, Lidia Anderson, Dick Highfield, Jeff Stinson, Dennis Francois, Stuart Thompson, Shane Scott, Sharon Jonassen, Kevin Archer, Lad Holden, Josh Hibbard, Eric Cheney, Kane Lemasters, David Pena-Alfaro, Aaron Brown

Absent: Gail Mackin, Scott Fendley

Approval of Minutes:

Tim motioned to approve; Josh seconded the motion. Motion passed with two abstentions.

Review/Finalize College Budget Summit Presentation PPT Template:

Feedback from Lad on behalf of the Faculty Senate Budget & Planning Committee: The committee would prefer that the colleges present first to ensure that the colleges have appropriate funding (especially when considering Gen Ed courses) prior to other allocation requests being considered. Having the Provost provide clarification on the 187 (Gen Ed) budget process and the success the colleges have already experienced at her Summit Presentation would be helpful; the process is not clear to the faculty/Chairs, and it is causing some frustration and fear. Lad will work with his committee to submit a letter to the Provost requesting that the above information be included in her presentation. It would also be helpful to have the process/information in writing, and then sent from the Deans down through their colleges so that the message is thorough and consistent.

Paul suggested that it might be better for the Deans to report out later (in May) than February like they did last year, so that they have a better idea of what their budget will look like for the next year. Sharon noted that otherwise, the Deans would only be able to present on the current/prior year, and would not be able to include projections on the upcoming year. Lad suggested that the faculty may actually prefer to have the colleges present at the same time so that they are part of the summit process like everyone else, and because they may not receive the same detailed information from the ASL Division Presentation on the colleges that they would receive if the colleges presented for themselves.
It was determined that it would make sense for the colleges to present in February with everyone else, as long as it is acceptable that they focus on the current/prior year’s budgets and are not expected to provide information on projections since that information will not be readily available by that time. The group decided to move forward with the College Budget Summit Presentations as planned.

David presented the draft PPT Presentation Template with updates from last year’s version.

Suggestions:

• Different color palette for each slide/graph to help differentiate from slide to slide

• Include all expenses (Summer, course fees, etc.) for a full overview of what is offered by the college and what it takes to provide those offerings

• Have more college-specific detail available; colleges will be able to add information as needed

Review College Budget Report Form:

Hard copies of the draft College Budget Report Form were provided for the group to review and provide feedback on. The following changes were suggested:

Remove #2; change to “what efficiencies have you recorded this year”

Add “overall/general feeling regarding the budget and other comments as desired”

#3 - remove “efficiency target” verbiage

Change #4 to read “how did you use your rollover funds from FY18”

Della will update the College Budget Report Form and forward to the BASC for final review; final approval will take place at the January 16th BASC Meeting.

FTGOTO:

Sharon reported that breaking out the headcount by funding as the new form requires (one table for 148 and one table for 149) is going to be much more difficult than originally anticipated due to the number of queries it would take to obtain that information. If everyone is okay with the information being lumped together in one fund code, then Sharon can provide the reports that way. The group unanimously agreed. Sharon/Della will work together to update the Budget Report Form appropriately.

Next Meeting:

Wednesday, January 16th, 1-2:30pm, Barge 304

Budget Allocation Subcommittee Agenda

December 5th, 2018

1-2:30pm   |   Barge 304

I. Approval of Minutes: November 19th, 2018

II. Charge (Josh and Scott)

III. Question re: Internal Fees

IV. SharePoint Information     https://cwuwildcat.sharepoint.com/sites/BudgetSummitData

V. Budget Summit Informational Meetings – Barge 412
    a. 12/14/18 9am-10am
    b. 01/04/19 9am-10am

VI. College Presentation Slides and Budget Form

VII. Next Meeting: Wednesday, December 19th, 1-2:30pm, Barge 304

 


 

Budget Allocation Subcommittee Minutes

December 5th, 2018

1-2:30pm   |   Barge 304

 

Present: Gail Mackin, Shane Scott, Josh Hibbard, Aaron Brown, Bonnie MacEwan, Dennis Francois, Dick Highfield, Tim Englund, Scott Fendley, Sharon Jonassen, Todd Shiver

Absent: Eric Cheney, Lad Holden, Kevin Archer, Stuart Thompson, Lidia Anderson, Kane Lemasters

Approval of Minutes

Dick moved to approve; Paul seconded the motion. Motion passed with two abstentions.

Committee Charge and Charge Backs (Internal Fees)

Charge:

Scott and Josh put together a proposed charge for this committee to be presented to PBAC; this includes the addition of the review of new service fees and charge backs. The group suggested changes including the following:

Remove/Change: The third bullet point; move the verbiage re: charge backs and service fees up to the second bullet point

Change: “required” to “as requested” in the fourth (now third) bullet point

Josh motioned to approve with changes, Scott seconded the motion; motion passed unanimously.

Internal Service Fees and Charge Back Fees:

PBAC requested that we create a statement regarding charge back fees and service charges; Gail presented the suggested verbiage to this group for review/discussion.

Change: Instead of “defined mission,” insert “defined base-level services.”

Remove: “In light of the new RCM ABB model, proposed” and replace with “Proposals for.”

Remove: “although they may be submitted anytime in the fiscal year.”

Add: BASC will determine minimum standards for appropriate submissions

Recommendations based on discussion:

Come up with a rationale for the need to add new service fees or charge back fees that this committee can use when reviewing those requests in order to determine whether or not they are appropriate to recommend them to PBAC.

Review/audit all of the existing fees and charge backs.

Have service level agreements and metrics in place across campus.

Dick motioned to approve with changes, Shane seconded; motion passed unanimously.

Final Review of Request Process Flowchart, Budget Report Form, and Increase Request Form

Gail provided a review of minor changes made to these documents for the group to review.

Budget Summit Website

Reviewed the updates made to the Budget Summit Website with the group. Items will be updated/uploaded as information is received.

For Next Meeting

Identify what we want to do for College Budget Presentation Slides and Budget Report Form; Gail suggested that the Deans get together to review last year’s documents and bring their recommendations back to the next BASC meeting. Gail will send out last year’s College Budget Report Form to the group for review.

Next Meeting

Todd will facilitate the meeting in Gail’s absence.

Wednesday, December 19th, 1-2:30pm, Barge 304

Budget Allocation Subcommittee Agenda

November 19th, 2018

1-2:30pm  |  Barge 412

 

I.   Approval of Minutes: November 7th, 2018

II.  PBAC mandates – Must complete no later than our December 5 meeting
      a. Allocation request process for initiating new interdepartmental fees
      b. BASC charges – review and recommend changes to PBAC

III. Review of Allocation and Summit Process, Timeline and Associated Documents/Templates

IV.  Sub-Committee Reports

      Unit Budget Report/Metrics (Units) – Sharon, Eric, Paul, Scott, Aaron
      a. Finalize template for report
      b. Budget slides from Financial Planning

      Allocation Requests – Sharon, Tim, Shane, Lidia
      a. Approve draft allocation request form

      Communication & Website – Todd & Gail
      a. Review communication for VPs, unit leads, Central Today and BASC website

      Summit Presentations – Todd, Kevin, Dennis, Josh, Sharon
      a. Completed

      Rubric – Dick
      a. Completed

V.   Next Meeting: Wednesday, December 5th, 1-2:30pm, Barge 304

 


 

Budget Allocation Subcommittee Minutes

November 19th, 2018

1-2:30pm | Barge 412

 

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

Absent: Tim Englund, Kane Lemasters

 

Approval of Minutes

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

PBAC Mandates – Due by December 5th Meeting

a. Allocation request process for initiating new interdepartmental fees

b. BASC charges – review and recommend changes to PBAC

     a. Reviewed and discussed the current BASC charge. It was noted that this group is specifically the “Budget Allocation Subcommittee;” with that in mind, it may be important to clarify that this subcommittee is responsible for overseeing the allocation process, and             not University budgets as a whole or on an ongoing basis. The goal for this subcommittee is to help facilitate budget conversations through the allocation and summit process.

     b. Josh and Scott will draft an updated charge recommendation based on today’s discussion that more clearly defines the responsibilities of this subcommittee

     c. Gail made notes to update the BASC members in the charge as well so that individuals were properly identified

Budget Report Draft

Graphs will be prepared by Donovan and made available to Unit/Division heads after December closes so that they have a full six months of data to review.

Need all units to submit Core Theme information; do we need them all to submit a full report if they are not requesting any allocation increases, or can there be something smaller that they complete? Shane reported that for his unit, it provides a more comprehensive overall picture if his individual departments complete a report and then send it through him to Andreas. It was determined that it would be helpful/necessary to make a list of the units that we are requesting reports from. The reports could then be compiled in to a larger overall report that the VP would submit. The recommendation of the group is to have all of the units submit a budget report to their VPs, and then the VP compiles the data from those reports in to one overall report. Since each unit would be completing the individual report, the second part of the report wouldn’t be necessary; the Excel sheet that Bernadette needs for accreditation purposes could be sent with the report template so that data is still captured. Gail will check with Joel to verify that the list of units utilized last year is still accurate.

Verbiage changes suggested:

Question #2: Provide clarity regarding headcount and vacancies, and reference the appropriate report to obtain the desired information. There was discussion regarding how the information requested in this question would be utilized; the point of having this question included is based on last year’s allocation request reviews. Last year, this committee requested additional information from HR to determine whether there were any additional funds in any departments within their division/unit that could be reallocated to meet the needs expressed in the allocation request. It was determined to leave the verbiage as-is, and add in a reference to the vacancy reports that can be used to obtain the necessary information.

Question #5: Discussion ensued regarding who needed to report on metrics – units, VPs, or both? It was suggested that both groups should be providing information on metrics; additional verbiage may include benchmarking, industry standards, peer assessment, etc. to clarify what type of information this group is interested in.

Question #6 and #9: Need to change the FY to be current

Question: Do we need two separate templates: one for the VPs, and one for the Unit/Division heads? It was determined that separate templates would not be necessary.

A shared drive or SharePoint site will be created to store/maintain all of the reports and associated information which can be accessed by the VPs, division heads, this subcommittee, and the PBAC.

Allocation Request Form

Reviewed at the last meeting; changes were suggested. Gail will follow up with Tim and will send out the revised document to this group for review and final approval.

Central Today Posting

The suggested Central Today Posting was reviewed. There is a need to add the college presentation dates to the posting. Gail raised the question as to whether or not the colleges should submit reports as well (similar to last year); it was suggested that the college presentations were important – especially to faculty – and should be included again this year. Gail will send out last year’s version for review and suggested changes. Gail will also update the Central Today Posting verbiage and send out for review.

Other Documents

Flowchart: Add deadlines

Report Word Template: Remove shrinking boxes

VP and Division/Unit Head Communications re: Allocation and Summit Process: Add college presentation dates

Budget Allocation Website Verbiage: Reviewed and clarified; Gail will make adjustments and send out for final review

Bill Back Requests/New Fee Initiation

How do we want to review these? When will these be reviewed?

After the summits this year, come up with some standards for what would be an appropriate way to review these. The subcommittee also discussed whether reviewing these on a rolling basis versus only during the allocation process would be more beneficial to the University. It was suggested that this subcommittee’s role in new fee requests may be simply to review the request and verify that it is not something that would be more appropriate to address through the standard allocation request process.

Shane will look in to current new fee policy/procedures and report back to Gail.

Next Meeting:

Wednesday, December 5th, 1-2:30pm, Barge 304

Budget Allocation Subcommittee Agenda

November 7th, 2018

1-2:30pm   |   Barge 304

I.     Approval of Minutes: October 17th, 2018

II.   Sub-Committee Reports

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

           i. Template for report

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

           i. Modify/approve draft allocation request form

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

        d. Communication & Website - Todd & Gail

        e. Rubric - Dick

           i. Modify/approve draft rubric with updates from prior meeting

III. Other?

 

 


 

Budget Allocation Subcommittee Minutes

November 7th, 2018

1-2:30pm   |   Barge 304

 

Present: Kevin Archer, Josh Hibbard, Eric Cheney, Todd Shiver, Dennis Francois, Paul Ballard, Tim Englund, Dick Highfield, Stuart Thompson, Lad Holden, Scott Fendley

Absent: Gail Mackin, Aaron Brown, Shane Scott, Sharon Jonassen, Lidia Anderson, Kane Lemasters

Approval of Minutes

It was noted that the members who were absent from the previous meeting needed to be listed on the minutes. With that change, Kevin motioned to approve the minutes, and Scott seconded that motion. The motion was unanimously approved.

Sub Committee Reports

a. Report/metrics (Units) – Sharon, Eric, Paul, Scott, Aaron

The subcommittee has not met yet to discuss the template for the report.

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

A draft of the Budget Allocation Request form was provided for this group to review.

Tim reported that they included verbiage to help verify that there are no other available funds for allocation requests; otherwise there were not many significant changes as compared to last year’s form.

The group discussed the need to change the wording for question #5 – “Is there any correlation with this request that could be associated with funding from or a service funded by a student fee?”
Suggestions: “Are there other ways the request could be funded; for example, through student fees or service fees?”

Suggested changes will be made and brought back the next meeting for final review/approval.

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

Completed

d. Communication & Website – Todd & Gail

The website is up to date with the information we have so far; otherwise, there are no updates from this subcommittee.

e. Rubric - Dick

Changes were made based on feedback from the previous meeting; approved and completed.

Other Discussion

The question was raised as to whether or not this committee felt comfortable with the progress made thus far, and the timeline for moving forward. It was determined that though the timeline is short and the allocation process will be starting soon, the committee felt that overall they were prepared to complete the process more effectively than they were last year. Considerations specifically included the progress made on changes to the allocation and summit process as a whole, where the committee is at in that process this year as compared to last year, the fact that this committee should have access to more data this year, and the observation that communications have been substantially improved this year.

It was suggested that at the next meeting, this committee review the entire process and all associated documents/templates.

Next Meeting

Monday, November 19th
1-2:30pm
Barge 412

Budget Allocation Subcommittee Agenda

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?

 

 


 

Budget Allocation Subcommittee Minutes

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 Minutes

 

    


Budget Allocation Subcommittee Agenda

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?

 


 

Budget Allocation Subcommittee Minutes

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

 

Budget Allocation Subcommittee Minutes

Budget Allocation Subcommittee Agenda

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?

 


 

Budget Allocation Subcommittee Minutes

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

 

Budget Allocation Subcommittee Minutes

Budget Allocation Subcommittee Agenda | PDF

Budget Allocation Subcommittee Minutes | PDF


 

Budget Allocation Subcommittee Agenda

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?

Budget Allocation Subcommittee Minutes

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

 

Budget Allocation Subcommittee Minutes

Budget Allocation Subcommittee Agenda | PDF

Budget Allocation Subcommittee Minutes | PDF


 

Budget Allocation Subcommittee Agenda

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 Agenda | PDF

 


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Minutes | PDF

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


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 Agenda | PDF


 

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 Allocation Subcommittee Minutes | 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.

Budget Summit Review Timeline | PDF

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 Agenda | PDF


 

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

CriteriaPoints
Limited funding available in unit's Division0-20
Return on Investment / Revenue Enhancement0-20
Connection to Mission0-20
Compliance or mandates / Risk mitigation0-20
Impact on Students0-20
Total 

 

Upcoming meetings

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

Questions

 

Budget Allocation Subcommittee Minutes | PDF

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


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 Subcommittee Agenda | 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

 

Budget Allocation Subcommitttee Minutes | PDF

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 Agenda | PDF


 

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 Minutes | PDF

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


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

Budget Allocation Subcommittee Agenda | PDF


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

 

Budget Allocation Subcommittee Agenda | PDF

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