President's Advisory Council - October 6, 2010

Barge Hall - 412
8:30 AM

Ex-Officio members: Jim Gaudino, Wayne Quirk, Bill Vertrees, Sherer Holter, Marji Morgan, Wendy Bohrson, Matt Cziske, Elaine Ames

Ex-Officio Advisory, Non Voting members: Ed Day, Dennis Defa, Pat Devlin, Roger Fouts, Shelly Johnson, Mark Lundgren, Judy Miller, Steve Rittereiser, Staci Sleigh-Layman, John Swiney, Bob Tosch

Guests: Sandy Colson, Kevin Conwell, Anna Fischer, Bob Ford, Rob Lowery, Randy Ryan, Karla Shugart

  1. Action Items
    1. Approval of PAC Minutes from June 2, 2010
      Motion to approve the PAC Minutes from June 2, 2010 as presented by Sherer Holter. Seconded by Matt Cziske. No further discussion. Motion carried.
  2. Information Items
    No information items to review at this time.
  3. University Policies to Recommend for Approval
    No university policies to recommend for approval at this time.
  4. University Procedures Reviewed
    1. 3-50-205 Travel Authorization – Bill Vertrees
      Bill Vertrees gave a brief summary of all of the travel procedures submitted for review. Wendy Bohrson asked if the authorization form needs to be filled out if folks are paying personally when traveling for university business. The answer is yes. For liability issues, anytime you are traveling on university business, a travel authorization is required.
    2. 3-50-210 Travel Advance – Bill Vertrees
      Bill clarified that students are not allowed to receive travel advances.
    3. 3-50-215 Travel Expense Voucher – Bill Vertrees
      No issues were raised with this procedure.
    4. 3-50-235 Lodging Reimbursement – Bill Vertrees
      No issues were raised with this procedure.
    5. 3-50-245 Mileage Reimbursement – Bill Vertrees
      No issues were raised with this procedure.
    6. 3-50-250 Mileage Log Procedures – Bill Vertrees
      No issues were raised with this procedure.
    7. 3-50-255 Motor Pool Procedures – Bill Vertrees
      Wendy asked if there was any way to get the motor pool process on line? In the past, there have been several issues with reservations and specific details not being available at the time of check out. Some departments now must charge their students for travel when it deals with programmatic needs, so having information available on line would be very helpful. Discussions will continue on this issue.
    8. 3-50-260 Domestic Group Travel – Bill Vertrees
      No issues were raised with this procedure.
    9. 3-50-270 Travel Payment by Non-University Source – Bill Vertrees
      No issues were raised with this procedure.
    10. 3-50-290 Other Travel Expenses – Bill Vertrees
      No issues were raised with this procedure.

    Changes to all of these procedures have basically been made to update CWU procedures with the SAEM manual. Sherer Holter recommended endorsing all ten procedures. President Gaudino acknowledged that these procedures have been endorsed by PAC and are approved by him as well.

  5. Departmental Policies/Procedures Reviewed
    No departmental policies/procedures to review at this time.
    Jim reminded folks to send departmental policies forward through the PAC approval process. Basically, this process is intended to get policies that are currently being practiced vetted by PAC, dated, and signed by the appropriate vice president in case of an audit or whistleblower.
  6. Randy Ryan – Washington State Combined Fund Drive
    Jim introduced Randy Ryan. Randy gave some background on the Washington State Combined Fund Drive. He shared a summary of what CWU has done the past several years. Karla Shugart is CWU’s campaign leader. Randy asked for PAC/Cabinet support for Karla in leading CWU’s campaign. Karla reported that we have designated Oct 4-19 as our themed week. Karla introduced the committee members (Sandy Colson, Bob Ford, & Rob Lowery) and thanked them for their work on this important project.

Other Campus Updates

President Gaudino - We are preparing for the next legislative session. State financial woes will continue for at least another biennium. Projections are currently at a 3 billion dollar shortfall in the coming biennium. Ann Anderson has been convening the legislative officers of the six state universities to try and develop a unified plan/message. Governor Gregoire has organized a group called the Governor’s Blue Ribbon Task Force on Higher Education Funding. They will be meeting regularly to discuss funding for higher education. Jim will be meeting with some of the membership of this group to make sure they understand the obstacles that higher education is facing and tell CWU’s story.

Jim commended Ken Baxter and Steve Rittereiser for organizing a first ever Community Day event that coincides with our first football game. Many activities are planned for the day. For a complete list of the day’s events, visit:

Mallory Holtman was recently hired as the new CWU Head Softball Coach.

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