December 12, 2011
NOTICE TO RESIDENTS OF THE MILWAUKEE AREA
TECHNICAL COLLEGE DISTRICT, WISCONSIN
A regular open meeting* of the MILWAUKEE AREA TECHNICAL COLLEGE DISTRICT
BOARD, WISCONSIN, FINANCE, PERSONNEL, AND OPERATIONS COMMITTEE will be held
in the BOARD ROOM, ROOM M210, of MILWAUKEE AREA TECHNICAL COLLEGE, 700
WEST STATE STREET, MILWAUKEE, WISCONSIN on WEDNESDAY, DECEMBER 14, 2011,
beginning at 2:00 P.M.* The agenda*** for said meeting is presented as follows:
A.
Roll Call
B.
Compliance with the Open Meetings Law
C.
Approval of Minutes, November 16, 2011 - Attachment 1
D.
Comments from the Public
E.
Approval of Consent Agenda Items
1.
Board Bills List – Attachment 2
In Order by Check Number
In Order by Payee
Checks Exceeding $2,500
Channels 10/36
Voided Checks
Student Activities
2.
Financial Report – Attachment 3
3.
Human Resources Report – Attachment 4
4.
Procurement Report – Attachment 5
I. External Contracts
None
II. Procurements
1. Advertising Expenditures for Milwaukee Public TV
2.
November
Actual
$10,877.76
Minority Media Percentage was 11%
December
Estimated
$16,769.65
Minority Media Percentage is 10-12%
January
Estimated
$8,000.00
Minority Media Percentage is 10-12%
Advertising Expenditures for MATC
November
Actual
$1,680.78
Minority Media Percentage was 100%
December
Estimated
$3,089.51
Minority Media Percentage is 10-12%
January
Estimated
$8,758.67
Minority Media Percentage is 10-12%
III. Contracts for Services
None
IV. Construction Contracts
1.
RENOVATION AND REMODELING
Cuisine Fine Dining Lab & Dining Room Relocation; DMC M100 - M106
Absolute Construction Enterprises, Inc.
Racine, WI
$1,148,000.00
2.
RENOVATION AND REMODELING
T Building Window Replacement and Façade Improvements - Stage 2
Creative Constructors, LLC
Menomonee Falls, WI
$1,371,200.00
3.
RENOVATION AND REMODELING
DMC Main Building North Light Court Window Replacement and Façade Improvements
Platt Construction, Inc.
Franklin, WI
$698,463.00
4.
RENOVATION AND REMODELING
DMC C Building Window Replacement and Façade Improvements-Stage 1
Creative Constructors, LLC
Menomonee Falls, WI
$1,127,600.00
5.
RENOVATION AND REMODELING
MEC-South Window Replacement
Burkhart Construction Corp.
Butler, WI
$442,750.00
V. Lease Agreements
None
G.
Action Items
None
H.
Discussion Items
1. Funding of OPEB Liability
2. Post Employment Benefit Trust Agreement
3. Facilities Master Planning Update
4. Budget Variance Report Five Months Year-to-Date Ended November 30, 2011, FY20112012 – Attachment 6
5. Milwaukee Area Technical College Preliminary FY2012-2013 Budget Development
Assumptions
6. Financial Services - Procurement and Construction Services Annual Summary Report Attachment 7
I.
Information Items
1. Milwaukee Area Technical College District Fiduciary Fund - MATC Post-Employment
Benefits (OPEB) Trust Report November 2011 – Attachment 8
2. Monthly Travel Report – Attachment 9
J.
Miscellaneous Items
1. Communications and Petitions
2. Information Items
K.
Old Business/New Business
1. Date of Next Meeting: Wednesday, January 18, 2012, 2:00 P.M., M210
Committee Members: Katz, Michalski, and Royal
* Other members of the MATC Board may be present, although they will not be participating as members
of this committee. This meeting may be conducted in part by telephone. Telephone speakers will be
available to allow the public to hear those parts of the proceedings that are open to the public.
** It is anticipated that this item may be discussed in Closed Session pursuant to Section 19.85(1)(e) of
the Wisconsin Statutes.
*** Action may be taken on any agenda item, whether designated as an action item or not. Agenda items
may be moved into Closed Session for discussion when it becomes apparent that a Closed Session is
appropriate under Section 19.85 of the Wisconsin Statutes. The board may return into Open Session to
take action on any item discussed in Closed Session.
Reasonable accommodations are available through the ADA Office for individuals who need assistance. Please call 414297-6610 to schedule services at least 48 hours prior to the meeting.
Attachment FPO - 1
MILWAUKEE AREA TECHNICAL COLLEGE DISTRICT BOARD
FINANCE, PERSONNEL AND OPERATIONS
November 16, 2011
CALL TO ORDER
The regular monthly meeting of the Finance, Personnel, and Operations Committee of the
Milwaukee Area Technical College District Board was held in open session on
Wednesday, November 16, 2011, and called to order by Chairperson Fred Royal, Jr., at
2:01p.m. in the Board Room, Room M210, at the Downtown Milwaukee Campus of
Milwaukee Area Technical College.
ITEM A.
ROLL CALL
Present: Michael G. Katz, Thomas A. Michalski and Fred Royal, Jr.
ITEM B.
COMPLIANCE WITH THE OPEN MEETINGS LAW
Director Royal indicated that proper notice of the meeting had been given in compliance
with the Wisconsin Open Meetings Law.
ITEM C.
APPROVAL OF MINUTES, October 19, 2011 – Attachment 1
The minutes were approved without objection.
ITEM D.
COMMENTS FROM THE PUBLIC
None.
ITEM E.
ADVISORY AUDIT COMMITTEE REPORT
Dr. Michael Burke, President and Dr. James Williams, Vice President, Finance gave
highlights of the November 9, 2011 Advisory Audit meeting which included updates on
the progress of the internal and external audits.
ITEM F.
APPROVAL OF CONSENT AGENDA ITEMS
F-1 Board Bills List, October 2011 – Attachment 2
In Order by Check Number
In Order by Payee
Checks Exceeding $2,500
Channels 10/36
Student Activities
Voided Checks
F-2 Financial Report, October 2011 – Attachment 3
F-3 Human Resources Report – Attachment 4
F-4 Procurement Report – Attachment 5
F-5 Affirmative Action Report of Milwaukee Area Technical College for the Period
July 1, 2011
Finance, Personnel, and Operations
Minutes of November 16, 2011
Page 2
Motion:
It was moved by Mr. Katz, seconded by Mr. Michalski, to approve the consent agenda.
Action :
Motion approved.
ITEM G.
ACTION ITEMS
G-1 Resolution (F0044-11-11) Authorizing the Sale of $1,500,000 General
Obligation Promissory Notes, Series 2011-2012(E) of Milwaukee Area Technical
College District, Wisconsin - Attachment 7
Motion:
It was moved by Mr. Michalski, seconded by Mr. Katz, to approve Resolution (F0044-1111) Authorizing the Sale of $1,500,000 General Obligation Promissory Notes, Series
2011-2012(E) of Milwaukee Area Technical College District, Wisconsin
Action:
Motion approved.
G-2 Resolution (F0045-11-11) Authorizing the Issuance of $1,500,000 General
Obligation Promissory Notes, Series 2011-2012(F) of Milwaukee Area Technical
College District, Wisconsin - Attachment 8
Motion:
It was moved by Mr. Michalski, seconded by Mr. Katz, to approve Resolution (F0045-1111) Authorizing the Issuance of $1,500,000 General Obligation Promissory Notes, Series
2011-2012(F) of Milwaukee Area Technical College District, Wisconsin
Action:
Motion approved.
G-3
Resolution (F0046-11-11) ) to Revise Fiscal Year 2011-2012 Renovation
/Remodeling (Capital) Projects) Attachment 9
Motion:
It was moved by Mr. Michalski , seconded by Mr. Katz, to approve Resolution (F0046-1111) ) to Revise Fiscal Year 2011-2012 Renovation / Remodeling (Capital) Projects)
Action:
Motion approved.
G-4 Resolution (F0047-11-11) to Approve FY2010-2011 Comprehensive
Annual Financial Report - Attachment 10
Motion:
It was moved by Mr. Michalski , seconded by Mr. Katz, to approve Resolution (F0047-1111) to Approve FY2010-2011 Comprehensive Annual Financial Report
Action:
Motion approved.
ITEM H.
DISCUSSION ITEMS
H-1 Management Letter - Attachment 11
Discussion:
Mr. John Knepel, partner, Baker Tilly, reported the audits are complete and have been
issued. Mr. Knepel summarized the process of the audit, advised there were no material
weaknesses and no findings to report.
It was noted last fiscal year there were four major findings that MATC has since resolved.
Finance, Personnel, and Operations
Minutes of November 16, 2011
Page 3
H-2 Single Audit
Discussion:
Mr. Naushad Moolla, Coleman Williams advised the audit is complete and there were no
material weaknesses and no findings to report within the Single Audit.
H-3 Milwaukee Area Technical College Preliminary FY2012-2013 Budget
Assumptions - Attachment 12
Discussion:
Dr. Williams reviewed a budget document that represented the starting point for building
the budget for the next 3 years.
ITEM I.
INFORMATION ITEMS
I-1 Budget Variance Report Four (4) Months Year-to-Date Ended October 31, 2011,
FY2011-2012 - Attachment 13
Discussion:
None.
I-2 Milwaukee Area Technical College District Fiduciary Fund - MATC PostEmployment Benefits Trust October 2011 - Attachment 14
Discussion:
None.
I-3 Monthly Travel Report – October 2011 - Attachment 15
Discussion:
None.
ITEM J.
J-1 Communications and Petitions
None.
J-2 Information Items
None.
ITEM K.
OLD BUSINESS/NEW BUSINESS
Date of Next Meeting: Wednesday, December 14, 2011, 2:00 P.M., M210
ADJOURNMENT
The meeting adjourned at 2:48 p.m.
Respectfully submitted,
Erika N. Crosby
Administrative Specialist, Finance
Attachment FPO - 2
BOARD BILLS LIST
The following bills are to be presented for approval at the meeting of the Milwaukee Area
Technical College District Board, State of Wisconsin, to be held on 12-20-11
Check No.
Company
For
Amount
BILLS PAYABLE RECAPITULATION
Month of November 2011
Payments for encumbrances and monthly expenditures were made for the following funds:
General Fund
Special Revenue Fund-Operational
Special Revenue Fund-Non Aidable
Enterprise Fund
Capital Projects Fund
Debt Service Fund
Internal Service Fund
Public Television Fund
Total Expenditures
5,778,082.920
63,650.390
28,935.600
313,330.100
2,134,521.340
2,052,003.170
2,453,334.620
766,739.230
$
Secretary
Chair
Page 1
13,590,597
BOARD BILLS LIST
The following bills are to be presented for approval at the meeting of the Milwaukee Area
Technical College District Board, State of Wisconsin, to be held on 12-20-11.
Bank Transfer Payments
November 2011
Humana Health and Dental Insurance Claims
$
-
Humana Health and Dental Insurance Premiums
$ 1,247,941.47
UMR Health Insurance Claims
$
666,027.69
M & I Investment Management Fees
$
49.45
Bank Service Charges
$
452.49
Merchant Service Credit Card Fees
$
4,841.49
Wisconsin Retirement System
$ 1,385,007.32
OPEB Trust Transfers
$
Federal Payroll Tax
$ 2,710,753.11
State Payroll Tax
$
605,288.70
State, County, and Stadium Sales Tax
$
30,391.40
-
Debt Service Fund Wire Payments
Nov-11
General Obligation Debt Series
Interest
Series 2008-09L
1,800,000.00
Page 1
Principal
246,023.54
Board Bill List
Allocation of Cash By Fund
1
2
3
4
5
5
6
7
General Fund
Special Revenue Fund - Operational
Capital Projects
Debt Service
Enterprise
TV Fund
Internal Service Fund
Special Revenue Fund - NonAid
$
$
$
$
$
$
$
$
982,082.57
61,979.15
2,134,229.89
5,979.63
293,314.39
766,739.23
539,365.46
438.00
$
4,784,128.32
Add to Sheet 1 - Cell E15
Add to Sheet 1 - Cell E18
Add to Sheet 1 - Cell E19
Add to Sheet 1 - Cell E20
Add to Sheet 1 - Cell E18
Add to Sheet 1 - Cell E22
Add to Sheet 1 - Cell E21
Add to Sheet 1 - Cell E17
Credit Card Discount Fees
Internal Transfers - Get Info from Sue Jarvis
1-60-93101-5434-00000
1-60-00001-1305-00000
(2) 1-60-93101-5434-00000
(2) 1-60-00001-1305-00000
4,128.90 Add to Sheet 1 - Cell E15
712.59 Add to Sheet 1 - Cell E18
Add to Sheet 1 - Cell E15
Add to Sheet 1 - Cell E18
Linked to PVS Net Calculation Worksheet
Total Fund 1 - linked
Total Fund 2 - linked
Total Fund 3 - linked
Total Fund 5 - linked
Total Fund 7 - linked
$
$
$
$
$
$
59,928.98 Add to Sheet 1 - Cell E15
1,671.24
291.45
19,303.12 Add to Sheet 1 - Cell E18
28,497.60 Add to Sheet 1 - Cell E17
109,692.39
Attachment FPO - 3
Financial Report
MILWAUKEE AREA TECHNICAL COLLEGE
DEPOSITS AND INVESTMENTS
FOR THE MONTH OF NOVEMBER 2011
AMOUNT
MARSHAL & ILSLEY BANK ACCOUNTS
19,596
ALLOCATION RATE OF
%
RETURN
0.03%
0.08%
.
J P MORGAN CHASE BANK ACCOUNTS
76,914,414
CERTIFICATES OF DEPOSIT
WISCONSIN LOCAL GOVERNMENT INVESTMENT POO
99.21%
0.15%
-
0.00%
0.00%
1,501
0.00%
0.14%
593,314
77,528,825
0.77%
100%
0.01%
M&I INVESTMENT MANAGEMENT CORPORATION:
COMMERCIAL PAPER
SHORT TERM CORPORATE BONDS
GOVERNMENT OBLIGATIONS FUND
USA TREASURY BILLS
USA TREASURY NOTES
593,314
-
CASHFLOW -- ALL FUNDS
Fiscal Year 2012
140.00
120.00
Millions
100.00
80.00
60.00
40.00
20.00
-
FY10-11 ACTUAL
FY11-12 PROJECTED
FY11-12 ACTUAL
SHEET-ALL
JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
JANUARY
FEBRUARY
MARCH
APRIL
MAY
JUNE
FY10-11
ACTUAL
89.70
100.61
107.29
95.92
82.72
49.12
112.30
122.46
112.28
123.43
110.22
96.78
FY11-12
FY11-12
PROJECTED ACTUAL
89.31
89.45
95.91
95.41
99.89
99.36
91.19
93.39
74.73
77.53
25.61
83.99
91.01
81.41
92.40
78.20
57.35
Page 1
CASHFLOW -- OPERATING FUNDS
Fiscal Year 2012
80
70
60
Millions
50
40
30
20
10
0
FY10-11 ACTUAL
FY11-12 PROJECTED
FY11-12 ACTUAL
SHEET-OP FUNDS
JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
JANUARY
FEBRUARY
MARCH
APRIL
MAY
JUNE
FY10-11
ACTUAL
44.80
53.20
48.20
40.27
29.27
14.36
63.50
70.18
60.62
68.46
55.55
52.62
FY11-12
FY11-12
PROJECTED
ACTUAL
48.166
48.28
53.055
52.23
38.76
38.44
31.417
33.54
17.984
20.56
0.481
48.084
53.153
43.723
54.008
40.127
33.819
Page 1
CASHFLOW -- CAPITAL PROJECTS FUND
Fiscal Year 2012
40.00
35.00
30.00
Millions
25.00
20.00
15.00
10.00
5.00
-
FY10-11 ACTUAL
FY11-12 PROJECTED
FY11-12 ACTUAL
SHEET-CAP FUNDS
JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
JANUARY
FEBRUARY
MARCH
APRIL
MAY
JUNE
FY10-11
ACTUAL
27.60
26.33
36.86
33.13
31.92
30.93
28.80
27.27
26.02
27.25
27.28
26.43
FY11-12
FY11-12
PROJECTED ACTUAL
22.60
22.62
20.29
20.63
37.30
37.57
35.69
35.90
34.71
34.83
21.59
15.53
12.11
11.53
10.11
9.18
6.67
Page 1
CASHFLOW -- DEBT SERVICE FUND
Fiscal Year 2012
35.00
30.00
Axis Title
25.00
20.00
FY10-11 ACTUAL
15.00
FY11-12 PROJECTED
FY11-12 ACTUAL
10.00
5.00
-
SHEET-DEBT SERV
JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
JANUARY
FEBRUARY
MARCH
APRIL
MAY
JUNE
FY10-11
ACTUAL
17.30
21.08
22.23
22.52
21.54
3.83
20.00
25.01
25.64
27.72
27.40
17.73
FY11-12
PROJECTED
18.54
22.56
23.83
24.08
22.04
3.54
20.38
25.75
26.16
28.28
28.90
16.87
FY11-12
ACTUAL
18.55
22.55
23.36
23.95
22.14
Page 1
Attachment FPO - 4
matc
HUMAN RESOURCES REPORT
December 2011
Thirty-three transactions are included in the report for November.
Appointments
Sixteen appointments occurred during the reporting period, two of which are faculty
appointments and fourteen of which are staff appointments. Included in the faculty
appointments are one full-time limited term faculty and one part-time regular faculty.
Included in the staff appointments are eight full-time regular staff, five part-time regular
staff and one part-time limited term staff. Four males and twelve females comprise the
appointments. Represented in that total are four black females, one Hispanic male,
four Hispanic females and one American Indian female.
Fiscal year-to-date, total appointments are one-hundred-ninety-five. Included in that
total are eighty-six males (44.1%) and one-hundred-nine females (55.9%). Minority
hires total sixty-seven (34.4%), including forty black (20.5%), nineteen Hispanic (9.7%),
three Asian (1.5%) and five Native American (2.6%).
This Month
Year-to-date
YTD Percent
White
Male Female
3
3
64
64
65.6%
Black
Male Female
0
4
13
27
20.5%
Hispanic
Male Female
1
4
7
12
9.7%
Asian
Male Female
0
0
0
3
1.5%
Native
American
Male Female
0
1
2
3
2.6%
Total
Male
Female
4
12
86
109
44.1%
55.9%
Changes in Status
The nine changes in status during this reporting period represent five transfers, one
promotion, two unpaid personal leaves of absence and one part-time to full-time
movement. Nine females comprise the changes in status. Included in that total are five
black females.
Separations
The eight separations represent seven voluntary terminations and one voluntary
termination – retirement eligible. Five males and three females comprise the
separations. Included in that total is are one black female and one Native American
male.
TRANSACTION SUMMARY REPORT
FOR
NOVEMBER 2011
APPOINTMENTS
CHANGES IN
STATUS
SEPARATIONS
1 (1)
0
1
2 (1)
HEALTH SCIENCES
0
0
1 (1)
1 (1)
LIBERAL ARTS & SCIENCES
0
0
1
1
2 (1)
0
0
2 (1)
PRE-COLLEGE
0
0
0
0
TECHNOLGY & APPLIED
0
0
1 (1)
1 (1)
ACADEMIC SERVICES
2 (2)
1 (1)
0
3 (3)
DISTRICT ADMINISTRATION
1 (1)
0
0
1 (1)
EMPLOYEE AND LEGAL
2 (1)
0
1
3 (1)
3 (2)
4 (3)
1
8 (5)
INFORMATION TECHNOLOGY
0
1
0
1
PUBLIC TELEVISION
1
0
1
2
STUDENT SERVICES
3 (1)
2 (1)
1
6 (2)
WORKFORCE & ECONOMIC
1 (1)
1
0
2 (1)
16 (10)
9 (5)
8 (2)
33 (17)
DIVISION OR SCHOOL
BUSINESS
MEDIA & CREATIVE ARTS
**AA
TOTAL
SCIENCES
SERVICES
FINANCE
DEVELOPMENT
TOTALS BY CATEGORY
TOTAL TRANSACTIONS FOR THE MONTH
**Affirmative Action totals in parentheses.
33 (17)
Non-represented Salary Schedule
Effective July 1, 2011
Exempt
Salary
Grade
Title
Minimum
Mid-Point
Maximum
917
916
915
914
913
912
911
Vice President
Associate Vice President, Dean
Associate Dean, Director
Assistant Dean, Manager
Coordinator
Senior Specialist, Supervisor
Specialist
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Salary
Grade
Title
Minimum
Mid-Point
Maximum
904
903
902
901
Senior Technician
Administrative Specialist
Assistant
Aide
$
$
$
$
$
$
$
$
$
$
$
$
127,453
88,670
78,547
63,108
55,505
45,851
41,025
164,347
119,909
106,510
85,576
75,264
62,174
55,629
201,240
151,148
134,472
108,043
95,022
78,496
70,232
Non-Exempt
43,591
37,906
32,961
23,870
59,112
51,399
44,696
32,366
74,631
64,891
56,429
40,863
Human Resources Report
December 2011
Appointments
Division or School
Employee Name
Employee Status
Job Title
Type of Transaction
Start Date
Business
Suzette V. Garay
Part-Time Regular
Instructor, Interpreter Technician (part-time)
Replacement
11/08/11
Health Sciences
None
Liberal Arts & Sciences
None
Media & Creative Arts
Caley S. Conway
Stacie L. Van De Loo
Part-Time Regular
Part-Time Regular
Life Drawing Model
Life Drawing Model
New
New
08/25/11
01/18/11/
Pre-College
None
Technology & Applied Sciences
None
Academic Services
Kameal Love
Rossie A. Manka
Part-Time Limited Term Educational Assistant, Tutoring Services
Part-Time Regular
Tutor
Replacement
Replacement
12/12/11
11/09/11
District Administration
Sara von Hemert-Dachelet
Full-Time Regular
Specialist, Annual Giving & Database
Replacement
Employee & Legal Services
Aaron P. Michaelson
Megan M. Rosa
Full-Time Regular
Full-Time Regular
Media Designer, Design Center
Public Safety Specialist
Finance
Edward A. Erickson
Kimberly A. Kelly
Ellen C. White
Full-Time Regular
Full-Time Regular
Full-Time Regular
Information Technology
None
Public Television
Erin S. Eaton
Student Services
Workforce & Economic Development
End Date Salary
Education
$30.1069/Hour
Ph.D., University of Kansas
06/30/12
06/30/12
$15.00/Hour
$15.00/Hour
B.F.A., UW-Milwaukee
B.S., Milwaukee School of Art & Design
06/30/12
06/30/12
$24.4941/Hour
$10.00/Hour
M.S., UW-Milwaukee
A.A.S., MATC
01/05/12
$47,000/Annual
High school graduate
Replacement
Replacement
12/15/11
01/02/12
$24.5000/Hour
$24.9087/Hour
B.F.A., UW-Eau Claire
B.S., UW-Milwaukee
Manager, Operations
Accounting Specialist, Student Accounts
Accounting Specialist, Student Accounts
Replacement
Replacement
Replacement
12/15/11
11/28/11
11/15/11
$64,000/Annual
$20.7398/Hour
$20.7398/Hour
B.S. Marquette University
A.A.S., MATC
A.A.S., MATC
Part-Time Regular
Television Grant Writer/Publicist
Replacement
12/01/11
06/30/12
$18.16/Hour
B.A., Marquette University
Heidi A. Blossy
Ebony S. Bracey
Trevor A. Kubatzke
Full-Time Regular
Part-Time Regular
Full-Time Regular
Coordinator, Financial Aid
Word Processing Associate, Enrollment Services
Vice President, Student Services
Replacement
Replacement
Replacement
12/26/11
12/05/11
01/18/11
$57,000/Annual B.S., UW-Milwaukee
6/30/2012 $16.0585/Hour B.S., South Carolina State University
$155,000/Annual Ph.D., Walden University
Jose U. Gonzales
Full-Time Limited Term Instructor, Electronics/Electricity
New
11/07/11
12/21/11
$89,322/Annual
M.S., UW-Milwaukee
Human Resources Report
December 2011
Changes In Status
Personnel Action
Job Title
Type of Transaction Start Date End Date
Transfer
From Word Processing Associate, Health Sciences Administration
to Word Processing Associate, Academic Affairs
Replacement
12/22/11
Remains the same
Marcelena M. Cole
Transfer
Replacement
12/13/11
Remains the same
Shar-ree A. Maddox
Transfer
Replacement
11/07/11
Tiffany M. Trudeau
Florence E. Truss
Unpaid Personal Leave Of Absence
Unpaid Personal Leave Of Absence
From Office Associate (seasonal), Bookstore
to Word Processing Associate, Mailroom
From Building Services Associate, Milwaukee
to Building Services Associate, Mequon
Child Development Specialist
Building Services Associate, West Allis
Information Technology
Joan R. Barry
Transfer
From Word Processing Technician, LAS Administration
to Word Processing Technician, Teaching & Learning Technology
Replacement
11/30/11
Remains the same
Public Television
None
Student Services
Marvette V. Cox
Transfer
12/20/11
Remains the same
Promotion
From Word Processing Specialist, Enrollment Services
to Office Specialist, Student Advising Center
From Word Processing Technician, Admissions
to Word Processing Specialist, Enrollment Services
Replacement
Paula J. Zimmermann
Replacement
12/07/11
From $20.6072 to $21.9619/Hour
Denise A. Jakobi
Part-Time to Full-Time; Promotion
From Word Processing Associate, TAS Administration, Oak Creek
to Transcription Associate, Traffic Safety, West Allis
Replacement
12/15/11
From $16.0585 to $17.1606/Hour
Division or School
Employee Name
Business
None
Health Sciences
None
Liberal Arts & Sciences
None
Media & Creative Arts
None
Pre-College
None
Technology & Applied Sciences
None
Academic Services
Pattie M. Patterson
District Administration
None
Employee & Legal Services
None
Finance
Workforce & Economic Development
08/29/11
07/02/11
Salary
Remains the same
11/30/11
01/02/12
Human Resources Report
December 2011
Separations
Division or School
Employee Name
Ending Reason
Job Title
Effective Date
Business
Helen M. Haasch
Voluntary Termination
Educational Assistant, Oak Creek
12/19/11
Health Sciences
Timolin L. Boyd
Voluntary Termination
Dental Supervisor
12/20/11
Liberal Arts & Sciences
Alvin L. Cleek
Voluntary Termination
Educational Assistant, Mequon
12/21/11
Media & Creative Arts
None
Pre-College
None
Technology & Applied Sciences
Michael W. Benner
Voluntary Termination
Associate Dean
12/30/11
Academic Services
None
District Administration
None
Employee & Legal Services
Philip G. Wehse
Voluntary Termination
Specialist, Public Safety
12/02/11
Finance
Richard Son
Voluntary Termination
Building Services Associate
11/15/11
Information Technology
None
Public Television
Sean M. Clark
Voluntary Termination
Television Engineer
10/06/11
Student Services
Nancy A. Hammen
Voluntary Termination - Retirement Eligible
Customer Service Representative, Mequon
01/06/12
Workforce & Economic Development
None
Attachment FPO – 5
PROCUREMENT REPORT
December 2011
The Procurement report consists of:
• Part I
External Contracts
• Part II
Procurements
• Part III
Contracts for Services
• Part IV
Construction Contracts
• Part V
Lease Agreements
Each month the board approves contracts, procurements and services related to the operation of
the College. The current items for board approval are:
I.
External Contracts
None
II.
Procurements
1.
Advertising Expenditures for Milwaukee Public TV
November
Actual
$10,877.76
December
Estimated
$16,769.65
January
Estimated
$8,000.00
2.
Advertising Expenditures for MATC
November
Actual
December
Estimated
January
Estimated
$1,680.78
$3,089.51
$8,758.67
Minority Media Percentage was 11%
Minority Media Percentage is 10-12%
Minority Media Percentage is 10-12%
Minority Media Percentage was 100%
Minority Media Percentage is 10-12%
Minority Media Percentage is 10-12%
III.
Contracts for Services
None
IV.
Construction Contracts
1.
RENOVATION AND REMODELING
Cuisine Fine Dining Lab & Dining Room Relocation; DMC M100 - M106
Absolute Construction Enterprises, Inc.
Racine, WI
$1,148,000.00
1
V.
2.
RENOVATION AND REMODELING
T Building Window Replacement and Façade Improvements - Stage 2
Creative Constructors, LLC
Menomonee Falls, WI
$1,371,200.00
3.
RENOVATION AND REMODELING
DMC Main Building North Light Court Window Replacement and Façade
Improvements
Platt Construction, Inc.
Franklin, WI
$698,463.00
4.
RENOVATION AND REMODELING
DMC C Building Window Replacement and Façade Improvements-Stage 1
Creative Constructors, LLC
Menomonee Falls, WI
$1,127,600.00
5.
RENOVATION AND REMODELING
MEC-South Window Replacement
Burkhart Construction Corp.
Butler, WI
$442,750.00
Lease Agreements
None
2
Part II: PROCUREMENTS
Item 1: Advertising Expenditures for Milwaukee Public TV
Background Information
Advertising and publicity expenditures are coordinated through an advertising/media firm. T he
advertising firm was selected through a f ormal request for proposal process. The advertising
agency manages production and media placement. Channels 10/36 station media expenses were
submitted for review to the Public Television Committee and are herewith submitted to the Finance,
Personnel and Operations Committee for review and for presentation to the Board.
College and station media purchases are executed through Eichenbaum & Associates, Milwaukee,
WI which receives a c ommission for its placements. C hannel 10/36 advertising and publicity
services placed in November 2011 plus estimates for December 2011 and January 2012 are listed
below and in the attachments.
$10,877.76
November 2011
Actual advertising expenditures
Minority Media percentage was 11%
December 2011
Advertising estimates
Minority Media percent target is 10-12%
$16,769.65
January 2012
Advertising estimates
Minority Media percent target is 10-12%
$8,000.00
Detailed information by month is attached, along with a fiscal year summary page.
3
Part II: PROCUREMENTS
Item 1: Advertising Expenditures for Milwaukee Public TV
Detail page for November Actual
EICHENBAUM / ASSOCIATES
219 North Milwaukee Street
Milwaukee, WI 53202
P: 414.225.0011 / F: 414.225.0022
Milwaukee Public TV Media
November, 2011 Actual
Advertising Objectives:
"New Image" Campaign
Pledge
Media Budget:
$10,877.76
Online
"New Image" JSOnline
$2,013.24
Out-of-Home
"New Image" Digital Boards
$3,672.80
Print
"New Image" Minority Newspapers:
El Conquistador
Milwaukee Times
$326.06
$477.46
Radio
Pledge
$4,388.20
Direct Mail
Target Minority Owned Media Percentage: 10-12% of media cost
Hispanic-Owned
WJTI-AM $183.15
El Conquistador $326.06
African American-Owned
WLDB-FM $171.13
WMCS-AM $23.13
Milwaukee Times $477.46
4
11%
$1,180.93
PROCUREMENTS
Item 1: Advertising Expenditures for Milwaukee Public TV
Detail page for December Estimate
EICHENBAUM / ASSOCIATES
219 North Milwaukee Street
Milwaukee, WI 53202
P: 414.225.0011 / F: 414.225.0022
Milwaukee Public TV Media
December, 2011 Estimate
Advertising Objectives:
Pledge
WI Black Pages (placed by MPTV)
Special Programming
Media Budget:
$16,769.65
Online
Out-of-Home
Print
Wisconsin Black Pages
$600.00
Radio
Pledge
American Graduate
Lady Elgin Story
$9,609.83
$3,740.42
$2,819.40
Direct Mail
Target Minority Owned Media Percentage: 10-12% of media cost
Hispanic-Owned
WJTI-AM $1,562.50
African American-Owned
WI Black Pages $600
WLDB-FM $823.25
WMCS-AM $342.25
5
20%
$3,328.00
Part II: PROCUREMENTS
Item 1: Advertising Expenditures for Milwaukee Public TV
Detail page for January Estimate
EICHENBAUM / ASSOCIATES
219 North Milwaukee Street
Milwaukee, WI 53202
P: 414.225.0011 / F: 414.225.0022
Milwaukee Public TV Media
January, 2012 Estimate
Advertising Objectives:
Special Programming: Around the Corner w/ John McGivern
Media Budget:
$8,000
$8,000.00
Online
Out-of-Home
Print
Radio
Direct Mail
Target Minority Owned Media Percentage: 10-12% of media cost
Hispanic-Owned
African American-Owned
6
Part II: PROCUREMENTS
Item 1: Advertising Expenditures for Milwaukee Public TV
Monthly Actual
Milwaukee Public Television Media
EICHENBAUM / ASSOCIATES
219 North Milwaukee Street
Milwaukee, WI 53202
P: 414.225.0011 / F: 414.225.0022
AS OF 11/30/2011
Month
July
August
September
October
November
December
January
February
March
April
May
June
Total
MINORITY SPENDING REPORTS
FY2012: July 2011 - June 2012
(Media amounts by month billed)
TOTAL MEDIA SPENDING (ALL TARGETS)
Radio
$0.00
$0.00
$12,438.74
$2,493.80
$4,388.20
TV
$0.00
$0.00
$0.00
$0.00
$0.00
Print
$0.00
$0.00
$0.00
$1,607.04
$803.52
Outdoor
$0.00
$0.00
$0.00
$11,018.38
$3,672.80
Online
$0.00
$0.00
$0.00
$2,013.24
$2,013.24
$19,320.74
$0.00
$2,410.56
$14,691.18
$4,026.48
7
Placed
directly
through
Total Media
MPTV
Placements
$0.00
$0.00
$0.00
$0.00
$1,650.00 $14,088.74
$0.00 $17,132.46
$0.00 $10,877.76
$1,650.00
$42,098.96
Part II: PROCUREMENTS
Item 2: Advertising Expenditures for MATC
Background Information
Advertising and publicity expenditures are coordinated through an advertising/media firm. T he
advertising firm was selected through a formal request for proposal process. The actual placement
of the advertising is then treated as sole source procurement. The advertising agency manages
production and media placement. College media expenses are herewith submitted to the Finance,
Personnel and Operations Committee for review and for presentation to the Board.
College media purchases were executed through Advertising, Boelter and Lincoln, Milwaukee, WI,
which receives a c ommission for placements made. MATC advertising and publicity services
placed in November 2011 plus estimates for December 2011 and January 2012 are listed below
and in the attachments.
November 2011
Advertising expenditures
Minority Media percent was 100%
December 2011
Advertising estimate
Minority Media percent target is 10-12%
January 2012
Advertising estimate
Minority Media percent target is 10-12%
8
$1,680.78
$3,089.51
$8,758.67
Part II: PROCUREMENTS
Item 2: Advertising Expenditures for MATC
Detail page for November Actual
Milwaukee Area Technical College Media
EICHENBAUM / ASSOCIATES
219 North Milwaukee Street
Milwaukee, WI 53202
P: 414.225.0011 / F: 414.225.0022
November, 2011 Actual
Advertising Objectives:
Print
Media Budget:
$1,680.78
Online
Out-of-Home
Print
Milwaukee Times
Spanish Journal
El Conquistador
$761.77
$652.94
$266.07
Radio
Television
Target Minority Media Percentage: 10-12% of media
cost
E/A - Production & Marketing Services
100%
$75.00
Total Expenditure:
9
$1,755.78
Part II: PROCUREMENTS
Item 2: Advertising Expenditures for MATC
Detail page for December Estimate
Milwaukee Area Technical College Media
EICHENBAUM / ASSOCIATES
219 North Milwaukee Street
Milwaukee, WI 53202
P: 414.225.0011 / F: 414.225.0022
December, 2011 Estimate
Advertising Objectives:
Print
Media Budget:
$3,089.51
Online
Out-of-Home
Print
Milwaukee Community Journal
Milwaukee Times
Spanish Journal
El Conquistador
$1,142.66
$761.77
$652.94
$532.14
Radio
Television
Target Minority Media Percentage: 10-12% of media
cost
100%
E/A - Production & Marketing Services
$825
Total Estimated Expenditure:
10
$3,914.51
Part II: PROCUREMENTS
Item 2: Advertising Expenditures for MATC
Detail page for January Estimate
Milwaukee Area Technical College Media
EICHENBAUM / ASSOCIATES
219 North Milwaukee Street
Milwaukee, WI 53202
P: 414.225.0011 / F: 414.225.0022
January, 2012 Estimate
Advertising Objectives:
Print
Media Budget:
$8,758.67
Out-of-Home
Print
MMAC Annual Membership & Biz Resource Guide
MJS: Reinvention Section
Milwaukee Times
Milwaukee Community Journal
Milwaukee Courier
El Conquistador
Spanish Journal
$3,468.75
$1,256.91
$761.77
$1,142.66
$617.03
$532.14
$979.41
Radio
Television
Target Minority Media Percentage: 10-12% of media cost
E/A - Production & Marketing Services
46%
$0.00
Total Estimated Expenditure:
11
$8,758.67
Part II: PROCUREMENTS
Item 2: Advertising Expenditures for MATC
Monthly Actual
Milwaukee Area Technical College Media
EICHENBAUM / ASSOCIATES
219 North Milwaukee Street
Milwaukee, WI 53202
P: 414.225.0011 / F: 414.225.0022
AS OF 12/6/2011
Month
July
August
September
October
November
December
January
February
March
April
May
June
Total
MINORITY SPENDING REPORTS
FY2012: July 2011 - June 2012
(Media amounts by month billed)
TOTAL MEDIA SPENDING (ALL TARGETS)
Radio
$0.00
$0.00
$0.00
$0.00
$0.00
TV
$0.00
$0.00
$0.00
$40,006.25
$0.00
Print
$0.00
$0.00
$9,668.35
$7,888.62
$1,680.78
Outdoor
$0.00
$0.00
$0.00
$21,246.71
$0.00
Online
$0.00
$0.00
$0.00
$0.00
$0.00
Placed
directly
through
MATC
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$40,006.25
$19,237.75
$21,246.71
$0.00
$0.00
12
Total Media
Placements
$0.00
$0.00
$9,668.35
$69,141.58
$1,680.78
$80,490.71
Part IV: CONSTRUCTION
Item 1:
RENOVATION AND REMODELING
Cuisine Fine Dining Lab & Dining Room Relocation; DMC M100 - M106
Background Information
Previously, the Board approved lists of renovation and remodeling capital projects for various budget years. The
projects and funding plans have also been approved as part of the respective fiscal year budget approvals. The
subject project deals with the conversion of administrative office space on the first floor of the Downtown Campus
Main Building to become a new facility for the Cuisine Fine Dining Lab & Dining Room, currently located on the 6th
floor.
The contract recommended for approval below is for a single prime contract that pertains to the general construction
for the work described above.
Bid documents for the aforementioned work were prepared in accordance with Board policies and State regulations,
and advertisements were placed in the Daily Reporter, the Milwaukee Courier and the Spanish Journal. The bids
were opened on December 1, 2011 with the following results which includes the Base Bid and Alternate Bids B-D:
GENERAL CONSTRUCTION WORK (Comprehensive Single Prime)
Absolute Construction Enterprises, Inc., Racine, WI
Allcon, LLC, Milwaukee, WI
Arteaga Construction, Inc., Milwaukee, WI
Burkhart Construction Corp., Butler, WI
Creative Constructors, LLC, Menomonee Falls, WI
Magill Construction Company, Inc., Elkhorn, WI
Miron Construction Company, Inc., Neenah, WI
Triad Construction, Inc., West Allis, WI
Wm. Sackerson Construction Co., Inc., Cudahy, WI
$1,148,000.00*
$1,236,250.00
$1,349,535.00
$1,180,225.00
$1,189,400.00
$1,305,050.00
$1,262,730.00
$1,149,024.00
$1,210,110.00
Proposals were evaluated, and the low qualified bid, as indicated by the asterisk, has met specifications. There were no
challenges to the bid document or the manner in which the successful bidder was selected.
Positive action by the Board on this item will authorize the issuance of a contract in the amount shown to the firm
indicated by the asterisk.
13
Part IV: CONSTRUCTION
Item 2:
RENOVATION AND REMODELING
T Building Window Replacement and Façade Improvements - Stage 2
Background Information
Previously, the Board approved lists of renovation and remodeling capital projects for various budget years. The
projects and funding plans have also been approved as part of the respective fiscal year budget approvals. The
subject project deals with the second major of Downtown Campus T Building window replacement and masonry /
stone façade restoration. The north, south and east facades will be the focus of this stage of work. A final stage will
be proposed for FY13 dealing with the remaining sections of the west façade and other minor improvements.
The contract recommended for approval below is for a single prime contract that pertains to the general construction
for the work described above.
Bid documents for the aforementioned work were prepared in accordance with Board policies and State regulations,
and advertisements were placed in the Daily Reporter, the Milwaukee Courier and the Spanish Journal. The bids
were opened on December 5, 2011 with the following results which includes the Base Bid and Alternate Bids 1-3 & 57:
GENERAL CONSTRUCTION WORK (Comprehensive Single Prime)
Arteaga Construction, Inc., Milwaukee, WI
Burkhart Construction Corp., Butler, WI
Creative Constructors, LLC, Menomonee Falls, WI
KPH Construction Corp., Milwaukee, WI
Platt Construction, Inc., Franklin, WI
$1,512,000.00
$1,371,219.00
$1,371,200.00*
$1,658,715.00
$1,377,757.00
Proposals were evaluated, and the low qualified bid, as indicated by the asterisk, has met specifications. There were no
challenges to the bid document or the manner in which the successful bidder was selected.
Positive action by the Board on this item will authorize the issuance of a contract in the amount shown to the firm
indicated by the asterisk.
14
Part IV: CONSTRUCTION
Item: 3
RENOVATION AND REMODELING
DMC Main Building North Light Court Window Replacement and Façade Improvements
Background Information
Previously, the Board approved lists of renovation and remodeling capital projects for various budget years. The
projects and funding plans have also been approved as part of the respective fiscal year budget approvals. The
subject project deals with the Main Building North Light Court Window Replacement and Façade Improvements.
The contract recommended for approval below is for a single prime contract that pertains to the general construction
for the work described above.
Bid documents for the aforementioned work were prepared in accordance with Board policies and State regulations,
and advertisements were placed in the Daily Reporter, the Milwaukee Courier and the Spanish Journal. The bids
were opened on December 6, 2011 with the following results which includes the Base Bid only:
GENERAL CONSTRUCTION WORK (Comprehensive Single Prime)
Burkhart Construction Corp., Butler, WI
Creative Constructors, LLC, Menomonee Falls, WI
Platt Construction, Inc., Franklin, WI
$746,746.00
$799,800.00
$698,463.00*
Proposals were evaluated, and the low qualified bid, as indicated by the asterisk, has met specifications. There were no
challenges to the bid document or the manner in which the successful bidder was selected.
Positive action by the Board on this item will authorize the issuance of a contract in the amount shown to the firm
indicated by the asterisk.
15
Part IV: CONSTRUCTION
Item: 4
RENOVATION AND REMODELING
DMC C Building Window Replacement and Façade Improvements-Stage 1
Background Information
Previously, the Board approved lists of renovation and remodeling capital projects for various budget years. The
projects and funding plans have also been approved as part of the respective fiscal year budget approvals. The
subject project deals with the initial major stage of the C Building Window Replacement and Façade Improvements.
As a second stage funding will be requested for FY13 that will deal with the improvement of the 5 grade level
entrances and penthouse facades.
The contract recommended for approval below is for a single prime contract that pertains to the general construction
for the work described above.
Bid documents for the aforementioned work were prepared in accordance with Board policies and State regulations,
and advertisements were placed in the Daily Reporter, the Milwaukee Courier and the Spanish Journal. The bids
were opened on December 7, 2011 with the following results which includes the Base Bid and Alternate Bid 6:
GENERAL CONSTRUCTION WORK (Comprehensive Single Prime)
Burkhart Construction Corp., Butler, WI
Creative Constructors, LLC, Menomonee Falls, WI
KPH Construction Corp., Milwaukee, WI
Platt Construction, Inc., Franklin, WI
$1,201,786.00
$1,127,600.00*
$1,388,637.00
$1,140,794.00
Proposals were evaluated, and the low qualified bid, as indicated by the asterisk, has met specifications. There were no
challenges to the bid document or the manner in which the successful bidder was selected.
Positive action by the Board on this item will authorize the issuance of a contract in the amount shown to the firm
indicated by the asterisk.
16
Part IV: CONSTRUCTION
Item: 5
RENOVATION AND REMODELING
MEC-South Window Replacement
Background Information
Previously, the Board approved lists of renovation and remodeling capital projects for various budget years. The
projects and funding plans have also been approved as part of the respective fiscal year budget approvals. The
subject project deals with the replacement of the oldest remaining windows at the Milwaukee Enterprise CenterSouth, many of which date back to the original construction of the various building sections.
The contract recommended for approval below is for a single prime contract that pertains to the general construction
for the work described above.
Bid documents for the aforementioned work were prepared in accordance with Board policies and State regulations,
and advertisements were placed in the Daily Reporter, the Milwaukee Courier and the Spanish Journal. The bids
were opened on December 8, 2011 with the following results which includes the Base Bid only:
GENERAL CONSTRUCTION WORK (Comprehensive Single Prime)
Burkhart Construction Corp., Butler, WI
Creative Constructors, LLC, Menomonee Falls, WI
Platt Construction, Inc., Franklin, WI
$442,750.00*
$499,900.00
$474,721.00
Proposals were evaluated, and the low qualified bid, as indicated by the asterisk, has met specifications. There were no
challenges to the bid document or the manner in which the successful bidder was selected.
Positive action by the Board on this item will authorize the issuance of a contract in the amount shown to the firm
indicated by the asterisk.
17
Attachment FPO - 6
MILWAUKEE AREA TECHNICAL COLLEGE
BUDGET VARIANCE REPORT
FIVE (5) MONTHS ENDED NOVEMBER 30, 2011
GENERAL FUND RESERVE:
The beginning 2011-12 General Fund Reserve is projected to be 22.4% or $43,356,605. District policy is to maintain 10% to 15%
general fund reserve. Five months into the new fiscal year, the District is on track to achieve 1 8.01% general fund reserve at June 30,
2012, compared to the projected $ 29,377,063 or 15.93%.
COMPARISON OF 2011-12 GENERAL FUND BUDGET TO FIVE MONTHS ENDING FORECAST:
A. Total Revenue – Annual budget revenue is $ 184,431,322 compared to the five months forecast of $ 180,385,897. The $ 4
million difference consist of $1.2 million in tax levy, $ 1.4 million in state aid, and $ 1 million in institu tional revenue
B. Salaries Expenditures – Annual budget of $ 117,763,113 compared to the five months forecast of $ 115,375,607. The $ 2.3
million savings is across the board in all employee groups. Vacant position savings to date is $ 1.8 million.
C. Fringe Benefits Expenditures – The annual budget of $ 55,453,300 is comparable to the five months forecast of $ 55,127,664.
D. Other Expenditures – The annual budget is $ 16,851,039 compared to the forecast of $17,264,620. The difference of $
414,000 is across the board in all budget line items.
E. Five months into the year, the forecast shows additional expenditures over revenue of $ 1.7 million, but also expected to
exceed the target general fund reserve projection of 15.93% ending balance. The forecasted general fund reserve is 18.01%.
GENERAL FUND CASH FLOW MANAGEMENT AS OF NOVEMBER 30, 2011
The GF actual cash postion is $ 20.56M compared to a budget of $ 17.98M. See chart below. The green dot represents the actual
balance at October 31, 2011.
Attachment FPO- 7
ANNUAL PROCUREMENT REPORT – Fiscal Year 2011
EXECUTIVE SUMMARY
Prepared: December, 2011
This is an executive summary containing the main points from the MATC Annual Procurement Report for
Fiscal Year 2011 as presented to FPO/Board in December, 2011. This is an annual requirement as
outlined in the WTCS Financial Accounting Manual.
The full report contains current FY 2011 data as well as historical data for a (5) five year trend to be used
as comparison.
•
TOTAL PROCUREMENTS (Construction and Non-Construction)
• $31,827,987 = Total procurement dollars spent
• $892,234 = Non-construction minority
• $20,390,565 = Non-construction non-minority
• $2,021,505 = Construction minority
• $8,523,683 = Construction non-minority
• Total minority spend = $2,913,739 (9.15% of total spend)
• The full report contains the detailed data of ethnicity under minority spend
•
PROCUREMENST TO REVIEW
• The WTCS FAM requires a full review of all procurements for the Fiscal Year to determine, if a
competitive process was not used, should the college use a competitive process for future
purchase of those products or services.
• Following are procurements from FY11 that will be reviewed in full detail to determine if there is
a more competitive procurement process that should be used for future purchases.
•
•
•
•
Beauty (Cosmetology) Supplies
Auto Lab Supplies
Machine Repair Services
Mailing Service
Milwaukee Area Technical College
December, 2011
FINANCIAL SERVICES
Procurement and Construction Services
Annual Summary Report
For Fiscal Years 2007 - 2011
Prepared by:
Ed Bushman
Interim Procurement Manager
1
FINANCIAL SERVICES
Procurement and Construction Services
Summary
Milwaukee Area Technical College District
Fiscal Year Ended June 30, 2011
HISTORICAL OVERVIEW OF PROCUREMENT FUNCTION
The Purchasing Department provides the cost-effective, timely procurement of all goods and
services for the MATC District. The Purchasing Department is responsible for the committing of
funds for all procurements, with the exception of construction. Purchasing insures that procedures
as set forth in the Wisconsin Administrative Code, as well as District Administrative Polices and
Procedures are adhered to.
The Construction Services Department is responsible for the procurement of construction related
goods and services for the MATC District. The Construction Services Department is responsible
for committing funds for goods and services from previously budgeted construction (Fund 3)
accounts.
It is the policy of the MATC District to encourage and initiate affirmative action activities. This can
be accomplished, in part, by helping to promote disadvantaged businesses, to include Minority
Business Enterprise (MBE), Women’s Business Enterprise (WBE),Highly Underutilized Business
(HUB) and Handicapped Business Enterprise (HBE), through increased participation in district
procurement processes.
Therefore, the MATC procurement process will include a good faith effort to utilize disadvantaged
businesses in awarding procurement contracts.
In addition, the procurement department is committed to cost saving initiatives and the generation
of revenue.
2
DETAILED HISTORICAL DATA
Included within this report are the following tables and graphs to depict the summary of purchasing
dollars (by Minority and Non-Minority vendors) for the period of FY 2007 – FY 2011:
•
Table 1 – represents the summary of Non-construction and Construction purchases for the
above time period. Included is the minority spends for both procurement areas.
•
Chart 1 – graph depiction of table 1 data.
•
Table 2 – represents the Non-Construction minority purchases for the above time period,
including spend by ethnic group.
•
Chart 2 – graph depiction of table 2 data.
•
Table 3 – represents the Construction minority purchases for the above time period, including
spend by ethnic group. Note – Fiscal Year 2004 is the first year we tracked spend by ethnic
group for construction procurements, no historical data is available for FY 2000-2003. We will
continue to track by ethnic group moving forward.
•
Chart 3 – graph depiction of table 3 data.
3
Table 1 – Summary
(Construction and Non-Construction Procurements)
Fiscal Year
Total
Procurement
Dollars
Total Minority
Spend
Total %
Minority
NonConstruction
Minority
NonConstruction
Non-Minority
Construction
Minority
Construction
Non-Minority
2011
2010
2009
2008
2007
$31,827,987
$39,078,428
$34,550,201
$35,704,976
$30,310,736
$2,913,739
$2,536,573
$2,158,466
$1,358,001
$3,236,771
9.15%
6.49%
6.25%
3.80%
10.68%
$892,234
$1,010,029
$1,056,742
$1,037,371
$1,678,738
$20,390,565
$30,759,543
$33,493,458
$29,519,164
$17,291,306
$2,021,505
$1,526,544
$1,101,724
$320,630
$1,558,033
$8,523,683
$8,318,885
$5,367,092
$4,827,811
$7,798,966
Chart 1 – Summary Data
4
Table 2 – Non-Construction Procurements
Total Minority Purchases - (Non-Construction)
Fiscal Year
Total
Minority
Purchases
Asian
American
African
American
Hispanic
Native
American
Pacific
Island
Hmong
White
Undisclosed
FY 2011
FY 2010
FY 2009
FY 2008
FY 2007
$892,234
$1,010,029
$1,550,967
$1,041,824
$1,678,738
$58,255
$70,550
$19,355
$44,245
$72,289
$2,667
$73,499
$201,387
$316,847
$492,733
$356,060
$366,847
$505,435
$270,018
$432,694
$0
$578
$4,009
$0
$165
$0
$13,676
$13,648
$17,494
$15,527
$0
$0
$800
$0
$353
$162,098
$288,383
$264,492
$162,754
$343,127
$313,153
$196,496
$541,841
$226,014
$321,850
Chart 2 – Non-Construction Minority Data
5
Table 3 – Construction Procurements
Total Minority Purchases - (Construction)
Fiscal Year
FY 2011
FY 2010
FY 2009
FY 2008
FY 2007
Total
Minority
Purchases
American
Indian
African
American
Hispanic
Pacific
Island
White
Undisclosed
$2,021,505
$1,526,544
$1,101,724
$320,630
$1,558,033
$268,887
$88,945
$10,387
$64,195
$296,369
$394,210
$592,977
$99,904
$35,190
$141,637
$303,711
$98,303
$905,358
$60,157
$519,795
$36,326
$172,297
$0
$5,369
$24,000
$687,729
$39,180
$85,000
$53,109
$559,259
$330,641
$534,843
$1,075
$102,611
$16,972
Chart 3 – Construction Minority Data
6
Procurement Review
Fiscal Year 2011
July 1, 2010 – June 30, 2011
Wisconsin Technical College System Financial Accounting Manual
Section 6 – Procurement
Letter (B) – Procurement Review
Annually, as required in Administrative Rule TCS 6.05(2)(h), district staff shall prepare a review of
all procurements of $25,000 or less of similar goods, supplies, or services to determine if a more
competitive process should be used in succeeding years. This review is to be based on a report
containing transaction detail grouped by similar goods, supplies and services and a total for each
grouping. Since similar items of a common nature are generally purchased from a common
vendor, a report of procurements with transaction detail by vendor is sufficient to comply with this
requirement. This report should then be totaled to determine if the aggregate by vendor for the
transactions is greater than $25,000. Those that total to more than $25,000 by vendor should be
included in the review to determine if a more competitive process should be used in the future.
In accordance with the above requirement, a review was conducted of all non-construction
procurements for the Fiscal Year ending June 30, 2011.
Attached is a listing of those vendors that require an in-depth review of their purchases to
determine if a more competitive process should be used in the future. If items purchased are not of
a similar commodity type, procurement will look to negotiate a pricing discount with each vendor.
Vendor
Product or Service
Total Purchase Amount
Dave’s Machine Repair Inc
Numerous small repair orders
$32,000
Quality Business Forms
Mailing Services (not postage) $62,116
Aerial Company Inc
Cosmetology Supplies
$92,017
Auto Paint & Supply Co
Auto Shop Supplies
$42,224
7
Attachment FPO - 8
MILWAUKEE AREA TECHNICAL COLLEGE DISTRICT
Fiduciary Fund - MATC Post-Employment Benefits (OPEB) Trust Report
November 30, 2011
`
Assets
Current assets
Cash and cash equivalents
Marshall & Ilsley Bank
Seaway Bank & Trust Company
Charles Schwab Investments
$
Prepaid Expenses
Interest Receivable
Accounts Receivable
Total current assets
Total Assets
Net Assets
Current Liabilities
Accounts Payable
IBNR Payable
Held in trust for
Post employment benefits
Total Net Assets
5,324
162,153
8,771,646
8,939,123
3,171
8,942,294
$
8,942,294
$
93
397,830
8,544,371
$
8,942,294
MILWAUKEE AREA TECHNICAL COLLEGE DISTRICT
Fiduciary Fund - MATC Post-Employment Benefits (OPEB) Trust Report
November 30, 2011
Statement of Changes in Fiduciary Net Assets
Additions
Contributions
MATC
Retiree Contributions
Total Contributions
$
Unrealized Gain/(Loss) on Investments
Interest Income
Total additions
(540)
5,111
3,544,224
Deductions
Adminstration
Benefit payments
Total deductions
88,721
3,520,622
3,609,342
Change in net assets
(65,119)
Net assets Held in Trust for Post Employment Benefits- Beginning of the year
Net assets Held in Trust for Post Employment Benefits- End of the year
2,418,582
1,121,071
3,539,653
8,609,490
$
8,544,371
Attachment FPO - 9