Business and Financial Affairs
FY 2014 – 2015
Budget 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
3
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.
4
BFA Six Year Plan
5
Select BFA Initiatives & Goals
from 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
6
FY12 Rebasing Investments
•
•
•
•
•
•
•
•
•
•
Storm Water Mitigation
Outdoor Sculpture Maintenance
PIER System Maintenance
Enhance Campus Grounds
Window Washing
New Hire Background Checks
University Retirement Plan Consultation
Novus Maintenance (on-line application system)
Consultant for Capital Budget Requests
Employee Recognition Program
$101,385
$ 14,000
$ 17,622
$ 30,000
$ 66,171
$ 12,000
$ 4,000
$ 4,000
$ 50,000
$ 3,000
7
FY12 Rebasing Investments
•
•
•
•
•
•
•
•
•
•
•
•
Student Business Office Renovation
Professional Development – HR Staff
Radio Narrow Banding Upgrades
Basic Law Enforcement Academy
Public Safety Overtime/Premium Pay Coverage
Police Vehicle Bracket and Printer Mounts
Bike/Skateboard Education and Enforcement
AC130A Conference Room Upgrade
Fire Department Operating Permit Fees
SWAT Training
Police Patrol/Cars Mobile Data Terminals (Laptops)
Miscellaneous Actions
$131,825
$ 10,565
$ 82,460
$ 3,284
$ 31,500
$ 1,000
$ 6,710
$ 6,091
$ 2,490
$ 5,000
$ 4,275
$155,313
8
FY14-15 Budget Request Summary
1. Public Safety: Parking Services – Subsidies
2. Facilities Management (FM): Preventative, Routine, Corrective Maintenance
3. Facilities Information System (3 year project)
4. FM: Energy Manager
Other
5. Facilities Development & Capital Budget: Project Planning Consultants
6. FM: Shift Differential, Overtime, Call Back Pay
7. FM: Preventative Maintenance Coordinator / Program Assistant
8. FM: Accounting Assistant
9. FM: Equipment & Vehicle Replacement
10. FM: Steam to Hot Water Conversion Study
11. FM: Improve Personnel Administration
9
Comprehensive Parking System Review
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 Plan
Parking & 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)
10
Parking & Transportation
Advisory 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
11
PTAC Membership
Randy Stegmeier, Chair / Director, Public Safety / WWU Police Chief
Barbara Lewis, PSE Union Representative
Brian Sullivan, Assistant VP, BFA (BFA Division Representative)
Christopher Brown, Student Representative
Sharon Schultz, Student Representative
Robby Eckroth, A.S. Alternative Transportation Coordinator
Chuck Lambert, UFWW VP / Chair, Special Education
Kunle Ojikutu, Asst. VP, ESS (ESS Division Representative)
Doug Adelstein, Assistant Director-Labor Relations, Human Resources
Kurt Willis, Associate Director, University Residences-Business/Information Systems
Stephanie Scott, WFSE Representative
William 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 Chief
Julia Gassman, Manager, Parking Services
Carol Berry, Program Manager, Campus Conservation & Sustainable Transportation
Paul Mueller, Risk Manager, Environmental Health & Safety
12
Parking & Transportation Capital Implementation
Advisory Committee (PTCIAC)
Charter
While 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.
Scope
The 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 Budget
Michael Medler, Associate Professor, Environmental Studies / Faculty Representative
James Hearne, Faculty Senate Representative / Professor, Computer Science
Andrew Entrikin, Associated Students Representative
Kurt Willis, Associate Director, University Residences Business & Information Systems
April Markiewicz, Associate Director, Toxicology / UPRC and PSO Representative
Sue Sullivan, Safety Officer, Environmental Health and Safety, Classified Staff Union Representative
Kunle Ojikutu, Assistant Vice President, Enrollment and Student Services
Steve Swan, Vice President for University Relations / UR Representative
Brian Sullivan, Assistant Vice President, BFA / BFA Representative
Randy Stegmeier, Director, Public Safety
Ex Officio:
Darin Rasmussen, Assistant Director, Public Safety / Assistant Police Chief
Julia Gassman, Parking Services Manager
Carol Berry, Campus Conservation & Sustainable Transportation Program Manager
Ed Simpson, Assistant Director, Facilities Development
Teyra Carter, Administrative Support
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Parking Services Operations
•
Organizational Development
•
T2 Integration with Banner / CashNet
15
Parking Services Finances
16
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
17
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)
WWU Parking Increases
Seattle CPI
2005-2006
2006-2007
2007-2008
2008-2009
2009-2010
2010-2011
2011-2012
2012-2013
19%
0%
1%
0%
0%
0%
0%
0%
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
20
Facilities Management
FY 2014 – 2015
Budget 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
22
$10,426,223
9% growth in physical plant since 2003.
Over this same period of time, the cumulative
inflation rate for construction was 35%.
$9,566,814
2,500,000
$8
$8,117,838
$7,064,498
2,169,418 GSF
$7
$6
2,000,000
1,990,598 GSF
$5
1,500,000
Received $612K end of
year spending in FY10
Received $290K end of
year spending in FY09
$4
WWU State Funded GSF
Total Funding (Excl Utilities)
Funding Need w/ SF Increase, Inflation & FY04 $/SF
FY04 Funding Level w/ Inflation
2011-12
2010-11
2009-10
2008-09
2007-08
2006-07
1,000,000
2005-06
$3
2004-05
Total O&M Dollars
$9
O&M Funding
23
State Funded Gross Square Footage
$10
3,000,000
2003-04
Millions
$11
O&M Funding per GSF
$5.00
$4.72
$4.46
$4.45
$4.00
$4.00
18.00%
$4.42
$4.22
$3.74
$3.55
$3.50
$3.73
$3.88
20.00%
$4.53
$4.18
$4.25
16.00%
$3.96
$3.70
$3.55
$3.74
14.00%
$3.00
12.00%
$2.50
10.00%
$2.00
8.00%
7.71%
7.77%
$1.50
7.47%
7.12%
6.98%
7.18%
7.52%
6.12%
$1.00
$0.50
6.27%
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
inflation.
6.00%
4.00%
2.00%
All Funding
Inflation Adjusted Need/SF (FY04 Baseline)
2011-12
2010-11
2009-10
2008-09
2007-08
2006-07
2005-06
0.00%
2004-05
$-
2003-04
Dollars / Square Foot
$4.50
$4.81
FM Share of University Budget
24
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
25
Preventative, Routine, Corrective Maintenance
$153K Recurring
Strengthen 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
26
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
27
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
29