ĐĎॹá>ţ˙ tvţ˙˙˙s˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙˙ěĽÁ[ đż‚-bjbjââ )T€j€jÉ(¸˙˙˙˙˙˙l$$$$$$$8xxx8°ÄD8tkŹ(<<<ójőjőjőjőjőjőj$ m @oJk$kű$$<<Ű.kűűűR$<$<ójűójű”ű ö3cŕ$$Çj< Ŕ=%ÜÄ8@ xivg<Çj,Dk0tkOgxŠoߊoÇjű88$$$$ŮAgenda Board of Regents Finance and Audit Committee Thursday, April 15, 2004; *9:30 a.m. – 10:30 a.m. Sitka Campus, University of Alaska Southeast Sitka, Alaska *Times for meetings are subject to modification within the April 14-15, 2004 timeframe. Committee Members: Joseph E. Usibelli, Jr., Committee Chair Mary K. Hughes Michael J. Burns Michael Snowden Cynthia Henry Brian D. Rogers, Board Chair I. Call to Order II. Adoption of Agenda MOTION "The Finance and Audit Committee adopts the agenda as presented. I. Call to Order II. Adoption of Agenda Refresher on Code of Conduct & Conflict of Interest Statutes (with Human Resources) Full Board Consent Agenda A. Approval of FY06 Capital Budget Request Guidelines B. Revision to Regents' Policy regarding Required Actions Ongoing Business Status Report on FY06 Operating Request Guidelines Audit Committee Charter New Business Internal Audit Director Appointment Future Agenda Items Recently Completed Audit Reports Approval of FY05 Annual Audit Plan VIII. Adjourn This motion is effective April 15, 2004." III. Refresher on Code of Conduct & Conflict of Interest Statutes Reference 10 Dave Read, acting director of Internal Audit, and Jamo Parrish, general counsel, will discuss with the Finance and Audit Committee and Human Resources Committee, the conflict of interest Policies, Regulations, and State Statutes applicable to the Board of Regents. IV. Full Board Consent Agenda A. Approval of the Capital Budget Development Process Reference 8 Vice President Beedle and Director Pitney will provide a brief explanation of the proposed FY06-FY11 Capital Budget Development Guidelines provided in Reference 8. These guidelines are very similar to last year’s guidelines. Enhancements this year include better linkage to UA’s Strategic Plan 2009 and consideration of community and student demographic projections. These guidelines will be used by the administration to filter and prioritize competing capital budget requests for inclusion in the board approved FY06 UA capital budget request and the FY06-FY11 capital budget plan. We have been using criteria based request guidelines for several years, and this will be the third year that the guidelines encompass the current year request and a 6-year capital plan. Please consider that in the past, there have been four instances (of ~30 possible) where projects prioritized based on the criteria were reprioritized by the board prior to adopting the given request. This relatively low number of instances indicates that the criteria based guidelines have worked well, however we continue to seek improvements. To this end, during the presentation committee members will be asked to consciously assess the criteria in the context of past inconsistency to allow consideration of additional criteria. The President recommends that: MOTION "The Finance and Audit Committee recommends that the Board of Regents adopt the guidelines for the FY06-FY11 capital plan as presented. This motion is effective April 15, 2004." B. Revision to Regents' Policy regarding Required Actions Reference 4 At the February 2004 Board of Regents' meeting, board members reviewed a list of policy-required actions, consultations, and reports to ascertain if these requirements were still needed. Regents selected policies they felt should be revised or deleted and Chair Rogers then assigned them to individual committees for their concurrence. General Counsel Parrish was asked to review the selected items to determine if there were legal restrictions that applied. His comments are included in Reference 4. As a result of General Counsel Parrish's review, the following policies are recommended for revision or deletion after this committee's review and concurrence. General Counsel Parrish did recommend that Regents' Policy 05.07.01.A – Land-Grant Endowment – General, and Regents' Policy 05.07.01.B – Land-Grant Endowment – Purpose and Use of Funds, not be revised or deleted at this time. Therefore, they are not included in the following list of recommended motions. The President recommends that: MOTION #1 – Regents' Policy 05.10.05 – Lapsing of Capital Appropriations "The Finance and Audit Committee recommends that the Board of Regents delete Regents' Policy 05.10.05 – Lapsing of Capital Appropriations, which requires that the Board of Regents approve the lapse of all unexpended appropriations in excess of $10,000. This motion is effective April 15, 2004." MOTION #2 – Regents' Policy 05.01.05 – Internal Audit - Reporting "The Finance and Audit Committee recommends that the Board of Regents revise Regents' Policy 05.01.05 – Internal Audit - Reporting, to change the requirement for written reports to be given semiannually rather than quarterly. This motion is effective April 15, 2004." MOTION #3 – Regents' Policy 05.06.B – Procurement and Supply Management "The Finance and Audit Committee recommends that the Board of Regents move University Regulation 05.06.B to Regents' Policy 05.06.B. This motion is effective April 15, 2004." MOTION #4 – Regents' Policy 05.08.02.A – Public Records Request Appeal Process "The Finance and Audit Committee recommends that the Board of Regents move University Regulation 05.08.02.A – Public Records Request Appeal Process to Regents' Policy 05.08.02.A. This motion is effective April 15, 2004." MOTION #5 – Regents' Policy 05.15.03.A – Auxiliary Services: Pricing of Goods and Services, Budget Approvals, and Interest "The Finance and Audit Committee recommends that the Board of Regents delete the portion of Regents' Policy 05.15.03.A – Auxiliary Services: Pricing of Goods and Services, Budget Approvals, and Interest, to eliminate the requirement for University Regulations to insure the Board of Regents has access to auxiliary information. This motion is effective April 15, 2004." MOTION #6 – Regents' Policy 09.07.05.F – Student Government (Annual Budget) "The Finance and Audit Committee recommends that the Board of Regents revise the portion of Regents' Policy 09.07.05.F – Student Government (Annual Budget), to require the president rather than the Board of Regents approve annual student government budgets. This motion is effective April 15, 2004." IV. Ongoing Business A. Status Report on Operating Budget Request Guidelines Reference 5 Vice President Beedle and Director Pitney will discuss the current activities and emerging issues that will influence operating budget guideline recommendations. Last year’s operating request guidelines, on which the FY05 budget request was formulated, are included in Reference 5. Also included is a calendar for the budget request process through November 2004. The FY06 guidelines are scheduled for approval by the board in June 2004. The Board of Regents' UA Strategic Plan 2009 and corresponding performance measures being implemented in the transition to an outcomes based budgeting process are the primary factors anticipated for the FY06 guidelines. In addition, committee members will be considering the following for inclusion in the request guidelines. FY05 legislative action Current and emerging external environment issues Non-discretionary cost increases Priority academic program requirements Administrative changes/savings/improvements Investment per ACAS report on process improvements Because these guidelines are used by the administration to filter and prioritize competing budget requests, the goals of providing this report are two fold: 1. inform committee members of the factors being considered; and 2. receive input regarding additional factors the committee wants the administration to consider and prior to the June meeting when the request guidelines will be approved. This is an information item only; approval is scheduled for the June 2004. B. Audit Committee Charter Reference 11 Dave Read, acting director of Internal Audit, will review with the Finance and Audit Committee a draft of the Audit Committee Charter. This is an information item only, no action is necessary. VI. New Business A. Internal Audit Director Appointment Reference 12 Vice President Beedle, after consultation with Vice President Johnsen, President Hamilton, Regent Chair Rogers and Regent Usibelli, board treasurer/chair of the Finance and Audit Committee, is seeking the consent of the Finance and Audit Committee as required under Regents' Policy, Part V, Chapter III (P05.03.01C) for the appointment of David A. Read as UA’s Internal Audit Director. This appointment is based on a recruitment exercise, more than 18 months observation of Mr. Read’s satisfactory performance as UA’s acting internal audit director, his prior experience and his professional qualifications as a Certified Internal Auditor and Certified Information Systems Auditor. Should the committee desire to go into executive session to discuss this action with management or with Mr. Read, the following language is provided: MOTION "The Finance and Audit Committee of the Board of Regents goes into executive session at _________ Alaska Time in accordance with the provisions of AS 44.62.310 to discuss matters the immediate knowledge of which would affect the reputation or character of a person or persons. The session will include members of the Board of Regents and such other university staff members as the Chair may designate and will last approximately ____ hour(s). Thus, the open session of the Finance and Audit Committee of the Board of Regents will resume in this room at approximately ____ Alaska Time. This motion is effective April 15, 2004." (To be announced at conclusion of executive session) The Finance and Audit Committee of the Board of Regents concluded an executive session at _____ Alaska Time. in accordance with AS 44.62.310 discussing matters the immediate knowledge of which would affect the reputation or character of a person or persons. The session included members of the Board of Regents, and other university staff members designated by the Chair and lasted approximately ______ hour(s). The President recommends that: MOTION "The Finance and Audit Committee consents to the appointment of David A. Read as the Internal Audit Director in accordance with Regents' Policy P05.03.01C. This motion is effective April 15, 2004." VII. Future Agenda Items Recently Completed Audit Reports Approval of the FY05 Annual Audit Plan VIII. 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„¸„L˙Ƹ^„¸`„L˙‡hˆH.„Đ„˜ţĆĐ^„Đ`„˜ţ.€„ „˜ţĆ ^„ `„˜ţ.‚„p„L˙Ćp^„p`„L˙.€„@ „˜ţĆ@ ^„@ `„˜ţ.€„„˜ţĆ^„`„˜ţ.‚„ŕ„L˙Ćŕ^„ŕ`„L˙.€„°„˜ţư^„°`„˜ţ.€„€„˜ţĆ€^„€`„˜ţ.‚„P„L˙ĆP^„P`„L˙.h „„˜ţĆ^„`„˜ţOJQJo(ˇđh „ß„˜ţĆß^„ß`„˜ţOJQJo(oh „Ż„˜ţĆŻ^„Ż`„˜ţOJQJo(§đh „ „˜ţĆ ^„ `„˜ţOJQJo(ˇđh „O„˜ţĆO^„O`„˜ţOJQJo(oh „„˜ţĆ^„`„˜ţOJQJo(§đh „ď„˜ţĆď^„ď`„˜ţOJQJo(ˇđh „ż„˜ţĆż^„ż`„˜ţOJQJo(oh „„˜ţƏ^„`„˜ţOJQJo(§đ„ „0ýĆ ^„ `„0ýo(.„p„0ýĆp^„p`„0ýo(.‚ „Ř „L˙ĆŘ ^„Ř `„L˙‡hˆH.€ „¨ „˜ţƨ ^„¨ `„˜ţ‡hˆH.€ „x„˜ţĆx^„x`„˜ţ‡hˆH.‚ „H„L˙ĆH^„H`„L˙‡hˆH.€ „„˜ţĆ^„`„˜ţ‡hˆH.€ „č„˜ţĆč^„č`„˜ţ‡hˆH.‚ „¸„L˙Ƹ^„¸`„L˙‡hˆH.ô„p„0ýĆp^„p`„0ýo(.€ „Ř „˜ţĆŘ ^„Ř `„˜ţ‡hˆH.‚ „¨ „L˙ƨ ^„¨ `„L˙‡hˆH.€ „x„˜ţĆx^„x`„˜ţ‡hˆH.€ „H„˜ţĆH^„H`„˜ţ‡hˆH.‚ „„L˙Ć^„`„L˙‡hˆH.€ „č„˜ţĆč^„č`„˜ţ‡hˆH.€ „¸„˜ţƸ^„¸`„˜ţ‡hˆH.‚ „ˆ„L˙Ćˆ^„ˆ`„L˙‡hˆH.„Đ„0ýĆĐ^„Đ`„0ý>*o(.€ „8„˜ţĆ8^„8`„˜ţ‡hˆH.‚ „„L˙Ć^„`„L˙‡hˆH.€ „Ř „˜ţĆŘ ^„Ř `„˜ţ‡hˆH.€ „¨ „˜ţƨ ^„¨ `„˜ţ‡hˆH.‚ „x„L˙Ćx^„x`„L˙‡hˆH.€ „H„˜ţĆH^„H`„˜ţ‡hˆH.€ „„˜ţĆ^„`„˜ţ‡hˆH.‚ „č„L˙Ćč^„č`„L˙‡hˆH. „„˜ţĆ^„`„˜ţ5>*o(.€ „Ř „˜ţĆŘ ^„Ř `„˜ţ‡hˆH.‚ „¨ „L˙ƨ ^„¨ `„L˙‡hˆH.€ 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