Business and Financial Affairs

FY 2014 – 2015Budget Proposals

April 16, 2013

Outline

• Overview– Strategic Planning– BFA Goals and Initiatives– Rebasing

• Budget Request Overview– Highest Priority– Other

2

Western’s Strategic Plan Serve the State of Washington

Business and Financial Affairs Mission Serve Western through the delivery of Business and Financial Affairs functions

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BFA Strategic Goals

• Update business practices to utilize current technology and processes.

• Engage the University community in planning and implementing changes.

• Communicate effectively with our University community.

• Meet or exceed University goals for diversity and sustainability.

• Develop and empower BFA teams and staff to achieve best-in-class status.

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BFA Six Year Plan

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Select BFA Initiatives & Goalsfrom the Six Year Plan

• Review Parking Services finances and organization

• Establish Parking and Transportation Capital Planning Committee

• Develop Facility Information System that interfaces with Banner and serves the facility needs of the University

• Strengthen support and funding for preservation of facilities and infrastructure

• Strengthen utility budget management

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FY12 Rebasing Investments

• Storm Water Mitigation $101,385• Outdoor Sculpture Maintenance $ 14,000• PIER System Maintenance $ 17,622• Enhance Campus Grounds $ 30,000• Window Washing $ 66,171• New Hire Background Checks $ 12,000• University Retirement Plan Consultation$ 4,000• Novus Maintenance (on-line application system) $ 4,000• Consultant for Capital Budget Requests $ 50,000• Employee Recognition Program $ 3,000

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FY12 Rebasing Investments• Student Business Office Renovation $131,825• Professional Development – HR Staff $ 10,565

• Radio Narrow Banding Upgrades $ 82,460• Basic Law Enforcement Academy $ 3,284• Public Safety Overtime/Premium Pay Coverage $ 31,500• Police Vehicle Bracket and Printer Mounts $ 1,000• Bike/Skateboard Education and Enforcement $ 6,710• AC130A Conference Room Upgrade $ 6,091• Fire Department Operating Permit Fees $

2,490• SWAT Training $ 5,000• Police Patrol/Cars Mobile Data Terminals (Laptops) $ 4,275• Miscellaneous Actions $155,313

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FY14-15 Budget Request Summary

1. Public Safety: Parking Services – Subsidies2. Facilities Management (FM): Preventative, Routine, Corrective Maintenance3. Facilities Information System (3 year project)4. FM: Energy ManagerOther5. Facilities Development & Capital Budget: Project Planning Consultants6. FM: Shift Differential, Overtime, Call Back Pay7. FM: Preventative Maintenance Coordinator / Program Assistant8. FM: Accounting Assistant9. FM: Equipment & Vehicle Replacement10. FM: Steam to Hot Water Conversion Study11. FM: Improve Personnel Administration

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Objective

Develop a long term, sustainable parking operations and capital development plan,

with transparent and predictable finances, that meets the needs of the University.

Organizational PlanParking & Transportation Advisory Committee

• Review of Finances, Policies, Fees and Rates

Parking & Transportation Capital Implementation Advisory Committee• Review of existing system and IMP; develop implementation plans Finances,

Policies, Fees and Rates

Operations• Organizational Development, T2 Integration with Banner (Banner Initiative)

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Comprehensive Parking System Review

Parking & TransportationAdvisory Committee (PTAC)

CHARGE - The PTAC will advise the Vice President for Business and Financial Affairs on parking issues that include current challenges and future needs to provide sufficient, sustainable and accessible parking for faculty, staff, students and visitors while balancing those needs with alternative transportation goals.

SCOPE - To review, evaluate and make recommendations on:– Parking Fees and Fee Setting Process– Policies– Finances

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PTAC Membership

Randy Stegmeier, Chair / Director, Public Safety / WWU Police ChiefBarbara Lewis, PSE Union RepresentativeBrian Sullivan, Assistant VP, BFA (BFA Division Representative)Christopher Brown, Student RepresentativeSharon Schultz, Student RepresentativeRobby Eckroth, A.S. Alternative Transportation CoordinatorChuck Lambert, UFWW VP / Chair, Special EducationKunle Ojikutu, Asst. VP, ESS (ESS Division Representative)Doug Adelstein, Assistant Director-Labor Relations, Human ResourcesKurt Willis, Associate Director, University Residences-Business/Information SystemsStephanie Scott, WFSE RepresentativeWilliam Managan, Asst. Director-Operations, Facilities Management (FM Representative)Ira Hyman, Professor, Psychology Department (AA Division Representative)April Markiewicz, Associate Director, Institute of Environmental Toxicology (PSO Representative)

Ex Officio:Darin Rasmussen, Assistant Director, Public Safety / Assistant Police ChiefJulia Gassman, Manager, Parking ServicesCarol Berry, Program Manager, Campus Conservation & Sustainable TransportationPaul Mueller, Risk Manager, Environmental Health & Safety

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Parking & Transportation Capital ImplementationAdvisory Committee (PTCIAC)

CharterWhile the 2001 City adopted and University approved WWU Institutional Master Plan (IMP) laid out a framework of principles and hierarchies for circulation to meet the University and community’s needs, it did not go into specifics. Rather, it was a series of observations of existing conditions, suggested solutions and agreements with the City to control potential impacts of University development.

ScopeThe scope is to start where the IMP ended by flushing out the circulation specifics. The committee will review the existing parking and transportation system, measure the validity of the circulation sections of the ten year old IMP, develop phased implementation plans for meeting the University and community’s needs, and create viable pricing models for achieving the University’s goals.

Key Deliverables• WWU Circulation Institutional Profile showing the current physical and financial conditions of

parking and transportation• Reaffirmation of circulation components of the 2001 IMP• Communication plan for process• Phased implementation plan• Pricing models 13

PTCIAC Membership

Rick Benner, Chair / Director, Facilities Development and Capital BudgetMichael Medler, Associate Professor, Environmental Studies / Faculty RepresentativeJames Hearne, Faculty Senate Representative / Professor, Computer ScienceAndrew Entrikin, Associated Students RepresentativeKurt Willis, Associate Director, University Residences Business & Information SystemsApril Markiewicz, Associate Director, Toxicology / UPRC and PSO RepresentativeSue Sullivan, Safety Officer, Environmental Health and Safety, Classified Staff Union RepresentativeKunle Ojikutu, Assistant Vice President, Enrollment and Student ServicesSteve Swan, Vice President for University Relations / UR RepresentativeBrian Sullivan, Assistant Vice President, BFA / BFA RepresentativeRandy Stegmeier, Director, Public Safety

Ex Officio:Darin Rasmussen, Assistant Director, Public Safety / Assistant Police ChiefJulia Gassman, Parking Services ManagerCarol Berry, Campus Conservation & Sustainable Transportation Program ManagerEd Simpson, Assistant Director, Facilities DevelopmentTeyra Carter, Administrative Support

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Parking Services Operations

• Organizational Development

• T2 Integration with Banner / CashNet

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Parking Services Finances

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Parking System Finances – Fixes

• Costs– Remove subsidies – PTAC recommendation– Efficient operations – review of costs– Annual maintenance – ensure maintenance funding for lots– Capital improvements – still an unknown (PTCIAC)

• Revenues – to be reviewed next year– Permits– Other fees and fines

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History of Parking Permit Increases(Average across all permit holders)

Fiscal Year (1998 - 2005) 1997-1998 1998-1999 1999-2000 2000-2001 2001-2002 2002-2003 2003-2004 2004-2005

WWU Parking Increases 0% 10% 7% 0% 24% 0% 0% -2%

Seattle CPI 3% 3% 3% 4% 3% 2% 1% 2%

Fiscal Year (2006 - 2013) 2005-2006 2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013

WWU Parking Increases 19% 0% 1% 0% 0% 0% 0% 0%

Seattle CPI 3% 4% 4% 2% 0% 1% 3% 3%

Budget Request

Residential Parking Zone (RPZ) $ 25,000

Employee Bus Passes $ 70,000

Sustainable Transportation Program $ 27,500

Parking Services Labor Distribution $ 67,500

Lincoln Creek Land Purchase $200,000

Total $390,000

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Comprehensive Parking Review Timeline

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Facilities Management

FY 2014 – 2015Budget Proposals

Objectives

• Historical Context– Inflationary pressures– Campus Growth– Impact of Building Technology– Aging Buildings– FM proportion of University Budget

• Budget Objectives– Alignment with BFA Goals and Initiatives– Incremental restoration of buying power

• Specific Needs

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20

03

-04

20

04

-05

20

05

-06

20

06

-07

20

07

-08

20

08

-09

20

09

-10

20

10

-11

20

11

-12

$3,000,000

$4,000,000

$5,000,000

$6,000,000

$7,000,000

$8,000,000

$9,000,000

$10,000,000

$11,000,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

WWU State Funded GSF Total Funding (Excl Utilities)

Funding Need w/ SF Increase, Inflation & FY04 $/SF FY04 Funding Level w/ Inflation

To

tal O

&M

Do

llars

Sta

te F

un

ded

Gro

ss

Sq

uar

e F

oo

tag

e

2,169,418

1,990,598

$7,064,498 $8,117,838

GSF

GSF

$10,426,223

$9,566,814

9% growth in physical plant since 2003.Over this same period of time, the cumulative inflation rate for construction was 35%.

O&M Funding

Received $290K end of year spending in FY09

Received $612K end of year spending in FY10

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O&M Funding per GSF2

00

3-0

4

20

04

-05

20

05

-06

20

06

-07

20

07

-08

20

08

-09

20

09

-10

20

10

-11

20

11

-12

$-

$0.50

$1.00

$1.50

$2.00

$2.50

$3.00

$3.50

$4.00

$4.50

$5.00

0.00%

2.00%

4.00%

6.00%

8.00%

10.00%

12.00%

14.00%

16.00%

18.00%

20.00%

$3.55 $3.73

$3.88 $3.96

$4.22 $4.25 $4.42

$3.70 $3.74 $3.55

$3.74

$4.00$4.18

$4.46 $4.45 $4.53$4.72 $4.81

7.71% 7.77% 7.47% 7.12% 6.98% 7.18% 7.52%

6.12% 6.27%

All Funding Inflation Adjusted Need/SF (FY04 Baseline) FM Share of University Budget

Do

llars

/ S

qu

are

Fo

ot

Since FY04, the funds to operate and maintain WWU facilities have seen a net $1.07/SF decrease (or more than $2M) when adjusted for infla-tion.

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Select BFA FY13 Initiatives & Goals

• Review Parking Services finances and organization

• Establish Parking & Transportation Capital Implementation Advisory Committee

• Develop Facility Information System that interfaces with Banner and serves the facility needs of the University

• Strengthen support and funding for preservation of facilities and infrastructure

• Strengthen utility budget management

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Preventative, Routine, Corrective Maintenance

$153K RecurringStrengthen support and funding for preservation of facilities and infrastructure

• Preventative & Routine Maintenance– High efficiency lighting costs– Steam Plant goods and services– Custodial Services cleaning gear and equipment– Planned and Preventative Maintenance – Outdoor Maintenance – campus beautification; gravel roads

• Non-Routine & Corrective Maintenance– Increasing incidence of unplanned repairs and replacement– More resources dedicated to emergent work as compared to planned and

budgeted routine work

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Facilities Information System$252,000 for Three Years

Develop a Facility Information System that interfaces with Banner and serves the facility needs of the University

• Banner Initiative Project• Goal is integrated and shared data and elimination of resource

draining redundant processes and systems– Space information– HR integration– Data ownership

• Implement enterprise system as it should have been done in 2005-2007

• Project manager funded through BFA rebasing• Funds for consultant services and travel• Charge-Back Operation will see fee increase in FY15

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Energy Manager$118,000 Recurring – Utility Fund

Savings

Strengthen utility budget management

• Invest to save• Focused attention on energy conservation strategies & opportunities• Currently untapped grant & rebate possibilities• DOE & other industry experts studies indicate dedicated

management can realize a minimum of 2% savings per year• Enables establishment of Plant Engineering function

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Other Items• FD & CB: Project Planning Consultants $125,000 One Time

• FM: Shift Differential, Overtime, Call Back Pay $ 56,200 Recurring

• FM: Preventative Maintenance Coordinator / Program Assistant $ 30,000 One Time$

94,969 Recurring

• FM: Accounting Assistant $ 3,000 One Time

$ 77,140 Recurring

• FM: Equipment & Vehicle Replacement $150,000 Recurring

• FM: Steam to Hot Water Conversion Study $400,000 One Time

• FM: Improve Personnel Administration $ 35,415 Recurring

$ 3,000 One Time

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