Meeting Minutes

Joint Planning and Budget Committee

December 2, 2009, 1:15 p.m.

Members present: Anderson, Bakkum, Benson, Blum, Colclough, Dill, Herro, Hetzel, Jorstad,
Knudson, Leahy, Loh, Morgan, Nicklaus, O’Neill, Riley B., Riley D., Sherony, Smith, Taylor, Vogt

Members excused: Enz Finken, Hemmer

Members absent: Senger
Consultants present: Radtke, Hinds

Guests: Abler, Hoar, B., Evans, Keifer, Tillman

M/S/P minutes from the November 4, 2009 meeting

Future JP&B meetings scheduled for spring 2010: Feb. 3, March 3, April 7, and May 5
ANNOUNCEMENTS
Pre-design of Cowley Science Building Project (Bob Hetzel)
A committee is being formed to identify the scope of the project and will meet soon
Preliminary design in 12-18 months
Advancement Search (Bob Hetzel)
Assistant Chancellor for University Advancement
Search is moving forward; position vacant since 2007
Position oversees development, Alumni Association and University Communications
Open forum on Dec. 3 to gather campus feedback
Advertise position in two weeks, candidates on campus during February and March, hire on or
before July 1
OLD BUSINESS
GQ&A Assessment Committee
Has not met yet, but will be meeting in two weeks
Planning Process (Betsy Morgan)
Betsy Morgan presented a UW-L JOINT PLANNING & BUDGET - Annual Planning Calendar
document created by the strategic planning process sub-committee
Motion and second made for JP&B to approve the document as presented. Discussion
resulted in an amendment to make several minor changes to the original document.
The motion was voted on and approved as amended. (see attached final document)
NEW BUSINESS
Educational Attainment Report
Report created by UW System
 UW-L Chancellor, Provost and CFO to meet with UW System President Riley and staff this
Friday about System’s proposal that UW-L add 78 new degree seeking students per year with
an additional 78 students each year thereafter.
JP&B members raised concerns about where these additional students would come from with
high school graduation rates decreasing. Also, these additional students would put a greater
strain on faculty, teaching resources and support staff.
UW-L administration will report back to JP&B after Friday’s meeting
ITS Reporting Line (Bob Hoar and John Tillman)
Information Technology Services (ITS) will transition from reporting to the Provost and Vice
Chancellor for Academic Affairs to reporting to the Vice Chancellor for Administration and
Finance
ITS managers, the Provost and governance groups in favor of this new reporting line change
Link between ITS and academics will be maintained
M/S/P for JP&B to approve of the change in ITS reporting line from Provost and Vice
Chancellor for Academic Affairs Vice Chancellor for Administration and Finance
Nursing Program Review (Bruce Riley)
College of Science and Health (CSAH) in discussions with UW-Madison and Gundersen
Lutheran about UW-L taking over the current Western Campus nursing program from the UW-
Madison School of Nursing (24 students per cohort)
If approved, UW-Madison would transition out of the program in three to four years
$1.2 million-$1.4 million total cost to maintain the program
UW System is writing a DIN (Decision Item Narrative) to help fund UW-La Crosse and UW-
Stevens Point nursing programs
CSAH is proceeding carefully with the evaluation process, but it appears promising.
Decision to take over the program would be contingent on creation of the DIN and Gundersen
Lutheran’s continued involvement in the program
Admissions Department expressed excitement about this opportunity for enhancing
recruitment and retention

Respectfully submitted,
Larry Sleznikow
 UW-L JOINT PLANNING & BUDGET - Annual Planning Calendar (Adopted by JP&B; 12-2-09)

KEY: VC A&F: Vice Chancellor- Administration & Finance; PVC:

Overview of UW SYSTEM Budget Planning and Development materials
Provost/Vice Chancellor; VC -SA: Vice Chancellor - Student Affairs;
including: Tuition & Segregated Fees; Annual Operating Budget & Biennial
AVC-B&F: Assistant Vice Chancellor of Budget & Finance BOR:
Budget Request availalble at http://www.uwsa.edu/budplan/bpd.htm.
Board of Regents.

Calendar (approximate Topic (& document if applicable) Presenter Comment

date presented to JP&B)
FALL SEMESTER
SEPTEMBER (1st meeting) Budget Briefing Book - overview of UW-L budget VC A&F and AVC-B&F

SEPTEMBER Review Strategic Plan and Campus Priorities JP&B chair

OCTOBER (every other year 6 year plan updated each biennial

Physical Development Plan VC A&F
-even numbered) budget

OCTOBER (every other year

DIN planning - ideas for the next biennium
- odd numbered)

Enrollment Management Report - current Fall 10th

day enrollment figures. (Target report should include
details regarding the following "mix" categories:
Note: JP&B has a representative on the
OCTOBER (early ) international, transfers, out-of-state, undergraduate/ VC A&F and PVC
Enrollment Management Council
graduate, diversity, and enrollment profile by college).
In addition, recruitment, retention and target
projections will be reported.

Academic Fee Income Report (AFIR) - student Brief Overview - Verbal Report (Sample of
NOVEMBER (if Regents
headcount projections combined with tuition VC A&F a past AFIR available at
approve by previous July)
levels upon which UW-L's base budget is allocated http://cs.uwlax.edu/JPB/JPB.html)
 Campus comparisons - UW-L compared to Report comes from the Special Assistant
DECEMBER (at the earliest) selected other UW campuses (Eau Claire, Oshkosh VC A&F and AVC-B&F to the VP of Finance at UW System.
& Whitewater) Suggestion - rotating focus on specifics?

SPRING SEMESTER

Also vetted with Facutly Senate &

FEB - early Pay Plan Recommendation Chancellor
Academic Staff Council

LATE SPRING (late March & Informational reports from the following divisions (1 to 2 presentations per
meeting) - see budget organizational chart for reporting lines NOTE: not to exceed 30 minutes
April) meetings -
Administration and Finance VC A&F
Academic Affairs (excluding academic colleges) PVC
Growth, Quality & Access VC A&F and PVC
Student Rep, VC A&F &
Student - Segregated Fees Actual expenditures for current year and
AC - SA
proposed budget for upcoming year and
Academic Initiatives & Student Tech Fees VC A&F and AC - SA
reports on any major initiatives within
Chancellor's Office Chancellor the unit or college. Budget reported by
Division of Student Affairs AC - SA standard categories (major class of
Advancement Activities AC - Advancement expenditure).
Foundation Foundation President
College of Business Administration Dean of CBA
College of Liberal Studies Dean of CLS
College of Science & Health Dean of SAH

Due to system in June - traditionally

MARCH Biennial Budget Overview VC A&F
approved at August BOR meeting.

SPRING (within 1 month of Chancellor, PVC & VC When feasible - JP&B serves as advisory
Report on any Decision Item Narratives (DIN)s
submission to system) A&F prior to submission

MARCH Classroom/Laboratory Modernization Fees VC A&F, PVC & Deans

 Growth, Quality & Access Assessment Indicator JP&B assessment
APRIL
Report subcommittee

Unit/Division - lists of potential searches/hires

(based on retirements, resignations, openings, or
growth) categorized into one of three groups: 1)
High priority (provided there is funding - will be PVC, VC A&F, AC - SA, JP&B reviews according to strategic plan
APRIL - LATE
enacted); 2) Ongoing needs (filled in the near and Deans and campus priorities
future, 2-3 years, if funding available); 3)
Additional requests (requests from the the unit
not representing in 1 or 2).

AFIR planning - general information on tuition

MAY PVC and VC A&F
targets

PVC, VC A&F, AC - SA, JP&B reviews according to strategic plan

WHEN NEEDED Budget Cuts
and Deans and campus priorities