standing committees governance committee
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G–4 STANDING COMMITTEES Governance Committee
G–4/207-21 7/7/21
Discuss 2022 Meeting Schedule, Format, and Locations and Review Twelve-Month Planning Calendars INFORMATION ONLY
This item is for information only.
BACKGROUND The attachment offers two options for meeting cadence:
• Attachments 1, 2, 3, and 4 detail meeting schedule, format, locations, and content according to the usual cadence of monthly meetings, providing for a July retreat and cancellation of the January and August meetings.
• Attachment 5 responds to Regents’ wishes to use meeting time efficiently and to move to quarterly, comprehensive reporting for less dynamic topics by modeling a cadence allowing for the cancellation of the February, April, August, October, and December meetings. The Board would therefore meet seven times each year, with special meetings as necessary. July would continue to be held for a possible retreat.
Meeting Schedule, Format, and Locations The Committee is asked to review both options for the proposed 2022 meeting schedule, format, and locations in preparation for action at the September meeting. Both options follow the pattern of meeting on the second Thursday of each month except June, depending on the date of campus commencements. It continues the Board’s practice of meeting on the Bothell campus in March and on the Tacoma campus in November. It does not propose meeting in Eastern Washington. The Board met in Spokane in September 2016 and in September 2019. The statutory basis for the Board’s calendar is Revised Code of Washington (RCW) 28B.20.105:
“The board shall hold regular quarterly meetings, and during the interim between such meetings the executive committee may transact business for the whole board: PROVIDED, That the executive committee may call special meetings of the whole board when such action is deemed necessary.”
STANDING COMMITTEES Governance Committee Discuss 2022 Meeting Schedule, Format, and Locations and Review Twelve-Month Planning Calendars (continued p. 2)
G–4/207-21 7/7/21
Per Board of Regents Governance, Bylaws, Article IV, Section 1(a), the Governance Committee carries out the statutory functions of an executive committee. Twelve-Month Planning Calendars The Committee has recently adopted the practice of reviewing draft planning calendars for each standing committee and for the full Board at each meeting. In response to the Board’s wishes, staff have endeavored to put routine, noncontroversial items on consent and distributed agendas, when possible, so as to leave more time for important issues. Staff have also worked to improve and standardize the content and rhythm of Board items. In response to the Regents’ requests, Option 2 proposes consolidating monthly reports into more comprehensive quarterly reports. Less dynamic reports (Research, etc.) will still be reported annually, with longer time-series than the proposed quarterly reports (Budget, Cash & Liquidity, Debt, Finance Transformation, UWINCO). Option 2 proposes the suppression of the CEO’s report to the Board, incorporating financial indicators into the quarterly Budget dashboard and clinical indicators into annual UW Medicine reports. Option 2 also proposes that advisory boards and committees report annually to the Board, and that the Regent chair or vice chair of each committee provide an introduction to every report or action item vetted by a committee.
Attachments
1. Board of Regents 2022 Draft Meeting Schedule (showing locations) 2. Draft 2021-22 FAM Planning Calendar 3. Draft 2021-22 ASA Planning Calendar 4. Draft 2021-22 BOR and GOV Planning Calendars 5. New Cadence for Board Year 2021-22: Draft
Board of Regents 2022 Draft Meeting Schedule
Meeting Location Tentative
Regular Board Meetings ASA and FAM Committee Meetings Thursdays beginning at 8:30 a.m.
January 13* Petersen Room February 10 Petersen Room March 10 UW Bothell, North Creek Events Center April 14 Petersen Room May 12 Petersen Room June 9 Petersen Room July 14 Gates Center, Zillow Commons/Off-Site August 11* Gates Center, Zillow Commons September 8 Gates Center, Zillow Commons October 13 Petersen Room November 10 UW Tacoma, Milgard Assembly Hall December 8 Petersen Room
Wednesday Regular Meetings Wednesdays at 5:30 p.m. in 142 Gerberding/Zillow Commons**
January 12* May 11 September 7** February 9 June 8 October 12 March 9 July 13** November 9 April 13 August 10* ** December 7
Governance Committee Meetings Wednesdays at 3:00 p.m. in 142 Gerberding/Zillow Commons**
February 9 July 13** September 7** *January and August meetings cancelled, circumstances permitting.
Regular Board meetings are held monthly on the second Thursday. UW Seattle commencement is Saturday, June 11. UW Bothell and Tacoma commencement dates are Sunday, June 12, and Monday, June 13, respectively.
Subject to approval by the Board of Regents at or prior to its meeting in Nov. 2021
ATTACHMENT 1G-4.1/207-21 7/7/21
Page 1 of 1
Draft 2021-22 FAM Planning Calendar (This planning calendar assumes January and August Board meetings will be cancelled.)
FAM Jul 2021 Retreat
Sept 2021 Oct 2021 Nov 2021 Dec 2021 Feb 2022 Mar 2022 April 2022 May 2022 Jun 2022
Major Acquisition of Goods/Services
• • Actions Taken under Delegated Authority (c)
• • Actions Taken under Delegated Authority (c)
• • Actions Taken under Delegated Authority (c)
• • • Actions Taken under Delegated Authority (c)
•
Finance
• VP Finance Report(c)
• FT update (WED REG)
• Red Flag Rules(c)
• VP Finance Report
• Bond Resolution (A)
• Quarterly ILP
Borrowers’ Risk
Reports
• Cash and Liquidity
Report
• FT Debt Increase (A)?
• FT ILP Distribution
(A)?
• VP Finance Report
(Q4 Results)
• FT update
• Procurement Report
• VP Finance Report
• FY20 Financial Report
and Audit Results
(including Annual UW
Medicine Financial
Report)
• VP Finance Report
• Semi-Annual Debt
Report
• Quarterly ILP
Borrowers’ Risk
Reports
• Higher Education
Sector Financial
Trends Overview
(Yuba Group)
• Cash and Liquidity
Report
• VP Finance Report
• FT update
• Higher Education
Sector Financial
Trends Overview
(Yuba Group)
• VP Finance Report
• Quarterly ILP Borrowers’ Risk Reports
• Cash and Liquidity Report
• Financial Forecast
• VP Finance Report
• Annual Debt Management Report (DMAR and AILRe)
• VP Finance Report
• Procurement Report
• Long-Term Capital
Strategy Update (with
Facilities, to BOR)
• FT Update
• VP Finance Report
• Semi-Annual Debt
Report?
• Cash and Liquidity
Report
• UWM Small-Works
Debt Allocation (BOR)
• Quarterly ILP Borrowers’ Risk Reports (last?)
Facilities
• Monthly CapitalReport(c)
• Monthly CapitalReport
• Site W27: Stage 2 (I)
• Sound Transit – U-District Link Extension (I)
• Sound Transit Operating Agreement Revision?
• Sustainability Report (to BOR)
• Monthly CapitalReport
• ARLO Report (in ACRE update)
• UWMC MembraneProject (I)
• Site W27: Stage 2 (A)(c)
• Monthly CapitalReport
• Laboratory Medicine Consolidation
• UWMC MembraneProject (A)(c)
• Power Plant Project (I)
• Monthly Capital
Report
• Power Plant Project
(A) (c)
• Monthly CapitalReport
• Business Diversity andEquity (BDE) Report(with Finance)
• Monthly Capital
Report
• Parking WAC
Update/Rate
Increases?
• Monthly CapitalReport
• Filer (Affordable
Housing) Project (I)
• Monthly CapitalReport
• Long-Term CapitalStrategy Update (with Finance, to BOR)
• 5 yr Capital Budget(info BOR)
• Filer (Affordable Housing) Project (A)(c)
• Seattle Parking WAC 478-116 (A)? (c)
• Monthly CapitalReport
• 5 yr Capital Budget(A; BOR)
• UPASS Rate Increase(I, to ASA) (c)
Budget
• Monthly Budget Report(c)
• Monthly Budget Report
• Annual ResearchReport (to BOR)
• Monthly Budget Report
• Monthly Budget Report
• Monthly Budget Report
• Monthly Budget Report
• Monthly Budget Report
• Monthly Budget Report
• Monthly Budget Report
• Annual ICA Financial Review and Budget (Action) (WED BOR)
• Operating Budget (info; BOR)
• Capital Budget (info; BOR)
• Monthly Budget Report
• Operating Budget (A; BOR)
• Capital Budget (A; BOR)
UWINCO • • • Quarterly UWINCO
Update • • Quarterly UWINCO
Update • • • Quarterly UWINCO
Update (to May consent)
• Annual UWINCO Report
• Quarterly UWINCO Update (c)
ACRE
• • • Quarterly ACREReport + Annual RealEstate LeaseObligations (ARLO) Report
• • Quarterly ACRE Report
• • • • • Quarterly ACREUpdate (c)
Advancement • Summary of
Philanthropic Support • Return on Investment
Report • • • • Benchmarking
Advancement Performance Report(c)
• •
Audit
• AAC Update • AAC UpdateAnnual Audit Report w/
KPMG (including UW Medicine)
• • AAC Update
• Annual Internal Audit Plan and Charter for 2022 (A)
• AAC Update
• 2021 Internal Audit Results
• • • AAC Update
ATTACHMENT 2G-4.2/207-217/7/21
Page 1 of 1
Draft 2021-22 ASA Planning Calendar
Possible student feature ideas: Veterans/ROTC, Student Parents, Transfer, Health Sciences, Grad, Undocumented, School/college feature, Research, Student services
Possible Priority Updates: Climate Survey, Race and Equity Initiative, Faculty perspectives on effectiveness and issues during COVID, Data Science, Rankings, Innovation, CoMotion, GIX, Pop Health, Student Health, Title IX, Grad Fellowship,
Research, OMAD, Faculty Advancement and diversity
ASA JUL 2021 SEPT 2021 OCT 2021 NOV 2021 (Tacoma)
Dec 2021 FEB 2022 MAR 2022 (Bothell)
APR 2022 MAY 2022 JUN 2022
Regular Items
• Graduate Fee Waivers
• Enrollment Update – Graduate
• Enrollment Update - Undergrad
• Student athlete academic Performance report
• Housing Fees
(tri-campus)
• Undergrad research?
• Student Regent
• IHME
• Granting of
Degrees
• Student Fees
(SAF, STF,
NSEOF)
New/Priority
Updates
• Retreat • COVID • UW Tacoma
Topic – TBD
• UW Bothell
Topic- TBD
Leadership introductions
• New student
leaders intro
• TBD • UWT
Chancellor
• TBD • TBD • UWB
Chancellor
• TBD • TBD • TBD
Standing Items
• A&A Appts
• Program
Approval
• A&A Appts
• Program
Approval
• A&A Appts
• Program
Approval
• A&A Appts
• Program
Approval
• A&A Appts
• Program
Approval
• A&A Appts
• Program
Approval
• A&A Appts
• Program
Approval
• A&A Appts
• Program
Approval
• A&A Appts
• Program
Approval
•
• A&A Appts
• Program
Approval
ATTACHMENT 3G-4.3/207-21 7/7/21
Page 1 of 1
DRAFT 2021-22 BOR AND GOV PLANNING CALENDARS
TOPICS (WED REG, priorities, or committees)
1. CoMotion/Tech Transfer
2. Rating Agencies and the UW (April SPC FAM)
3. IT Security (Feb GOV ExS – next?)
4. Tri-Campus Vision
5. Latino Center for Health? (to DEI 6/1)
7. Enrollment Management (impacted and underenrolled majors)
8. Skills-based education/data science minor
BOARD
JUL 2021 RETREAT
SEPT 2021
OCT 2021
NOV 2021
UW Tacoma
DEC 2021
FEB 2022
MAR 2022 UW Bothell
APRIL 2022
MAY 2022
JUN 2022
Wednesday night topic
• FT update (from FAM)
• TBD • TBD • TBD • TBD • TBD • TBD • TBD • Budget deep dives: UWM, ICA
• TBD
Advisory Committee
Reports
• • GAAC (as
legislative
update)?
• UWMAB • DEI • GAAC • GAAC
• DEI
• UWMAB
• GAAC • GAAC
• UWMAB
• GAAC
• DEI
• UWMAB
• DEI
Budget
• • • • • • • • • Op budget (info)
• Cap budget (info)
• Op budget (axn)
• Cap budget (axn)
UW Medicine
• CEO’s report(c) • CEO’s report • CEO’s report • CEO’s report
• Annual Finance
(to FAM)
• CEO’s report • CEO’s report • CEO’s report
• Annual
Compliance
• CEO’s report • CEO’s report • CEO’s report
• Annual Patient
Safety and
Quality
Priorities
• Retreat • Research Report
• Sustainability
• • • Approve ERM
workplan
• Litigation update
(ExS)
• Annual Portage
Bay Insurance
Report (c)
• ICA Annual
Compliance
• • • Security
resolution
• Stu Reg
resolution
• Litigation
update (ExS)
GOV JUL 2021 SEPT 2021 FEB 2022
Board Appointments, Elections
• 2022 Board officer discussion
• Appoint 2022 Board officers
• [Succession]
Advisory Committees
• Review divestment proposals (intake for referral to ACSRI)
• Constitute if necessary
• UWMAB expansion
• Review all
• Review divestment
proposals (intake for
referral to ACSRI)
• Constitute if necessary
• Review divestment
proposals (intake for
referral to ACSRI)
• Constitute if necessary
Board Calendars, Meetings • Review 2022 Calendar • Approve 2022 schedule
of meetings
• Review 12-month
planning
Board Performance
• • • OPMA/PRA Training
(alternating years with
Ethics)
• Retreat planning
• Board Survey
Policy Changes • Naming Policy (info) • Naming Policy (axn?) •
ATTACHMENT 4G-4.4/207-21
7/7/21 Page 1 of 1
New Cadence for Board Year 2021-22: Draft
Theme:
September* Board yr begins
November TACOMA
January (3) Leg. session
March BOTHELL
May Budget (info)
Jun Budget (axn)
July Retreat
GOV ACTION: Appointments, Annual calendars, bylaw updates ACSRI
NO MEETING NO MEETING Trainings Retreat planning ACSRI
NO MEETING NO MEETING INFORMATION: Appointments, annual calendar, bylaw updates BOR survey ACSRI
Wednesday night BOR social: current/former Regents reception
Intro. new Tacoma leadership
Governmental Affairs OR BOR social: joint UW/WSU dinner
Intro. new Bothell leadership Compliance (ICA, UWM)** and ERM**
INFORMATION: Medicine, Athletics budget deep dives (I)
Time-sensitive items Time-sensitive items
FAM Consolidated quarterly financial (1) Capital projects (info/axn) Finance transformation Philanthropy(ROI + benchmarking + report of gifts)/ Advancement**
Consolidated quarterly financial Capital projects Procurement**? FOCUS: FY 20 audited financial, with AAC Report and UWM Finance Report** (or WED REG)
Capital projects FT update IA results** Annual Real Estate Lease Obligations**, with ACRE Report
Consolidated quarterly financial Capital projects Debt Report**, with Yuba group (or January with bond pricing?)
Consolidated quarterly financial report Annual UWINCO report**, with UWINCO Board Report and Cambridge Associates independent evaluation
Debt items Bond resolution (or Sept.)?
NO MEETING
ASA Return to campus Tacoma item Enrollment (undergrad) Undergrad item
Enrollment (grad) Grad item
Bothell item Housing Fees
Student Athlete Faculty hiring?
Approval of degrees Student fees Student regent reflection
NO MEETING
BOR Advisory committee report (2) Research** Sustainability**? Extended reports from ex-officio members (annual priorities)
Advisory committee report UWM strategic item?
Governmental Affairs Advisory Committee report**
Advisory committee report
Advisory committee report Operating budget (I) Capital budget (I)
Advisory committee report UWM Patient Safety & Quality** Operating budget (A) Capital budget (A) UWM capital allocation (A)
RETREAT
EXEC SESSION AMC review (annual priorities) AMC review AMC review Litigation
AMC review AMC review AMC review Litigation
AMC review (annual review)
ATTACHMENT 5G-4.5/207-21 7/7/21
Page 1 of 2
New Cadence for Board Year 2021-22: Draft
Notes: * The October, December, February, April, and August meetings are to be cancelled. The January meeting is revived. ** Annual Report: the goal is to move to dynamic quarterly reporting for dynamic indicators and to annual reporting for less dynamic items or for items attached to an advisory committee. (1) Consolidated quarterly financial reports to include comprehensive budget scorecard (including UWM, taken from CEO’s report), cash&liquidity/debt/ILP reports, capital projects scorecard, accompanied by UWINCO quarterlies, QBRRs
and successor reports. Could include FT update. (2) Advisory Committees would report annually, in conjunction with the annual report of their area of focus, and whenever an action item they have vetted comes up. DEI would report annually, and in conjunction with the annual reports
for the Regent experts in each area of focus (e.g. faculty and student diversity, procurement, and UWM Patient Safety & Quality for healthcare equity). (3) Shift January meeting to third Thursday if necessary to move materials due date away from holidays (December 31, 2022 here, so effectively January 3, so not necessary)?
G-4.5/207-21 7/7/21
Page 2 of 2
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