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G–5 STANDING COMMITTEES Governance Committee G–5/207-20 7/8/20 Discuss 2021 Meeting Schedule, Format, and Locations and Review Twelve- Month Planning Calendars INFORMATION ONLY This item is for information only. BACKGROUND Meeting Schedule, Format, and Locations The Committee is asked to review the proposed 2021 meeting schedule, format, and locations in preparation for action at the September meeting. The attached draft meeting calendar follows the pattern of meeting on the second Thursday of each month (except June, depending on the date of campus commencements), with the January and August meetings cancelled when circumstances permit. It proposes the July meeting, rather than the April meeting, for an annual retreat. It also shows potential meeting locations. 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 November 2021 Board meeting falls on Veterans Day, so the Board is asked to choose whether to meet on Tuesday and Wednesday (November 9 and 10) or on Wednesday and Friday (November 10 and 12). 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.” 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
Transcript of Discuss 2021 Meeting Schedule, Format, and Locations and ... · Discuss 2021 Meeting Schedule,...
G–5 STANDING COMMITTEES Governance Committee
G–5/207-20 7/8/20
Discuss 2021 Meeting Schedule, Format, and Locations and Review Twelve-Month Planning Calendars INFORMATION ONLY
This item is for information only.
BACKGROUND Meeting Schedule, Format, and Locations The Committee is asked to review the proposed 2021 meeting schedule, format, and locations in preparation for action at the September meeting. The attached draft meeting calendar follows the pattern of meeting on the second Thursday of each month (except June, depending on the date of campus commencements), with the January and August meetings cancelled when circumstances permit. It proposes the July meeting, rather than the April meeting, for an annual retreat. It also shows potential meeting locations. 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 November 2021 Board meeting falls on Veterans Day, so the Board is asked to choose whether to meet on Tuesday and Wednesday (November 9 and 10) or on Wednesday and Friday (November 10 and 12).
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.”
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
STANDING COMMITTEES Governance Committee Discuss 2021 Meeting Schedule, Format, and Locations and Review Twelve-Month Planning Calendars (continued p. 2)
G–5/207-20 7/8/20
standardize the content and rhythm of Board items. In addition, the Board is asked to note and evaluate the following changes:
• The attached agendas reflect the new capital planning process, in which a discussion of the Board’s long-term or five- to fifteen-year capital strategy in March precedes consideration of the five-year capital budget in May and June. Individual capital projects will now come to the Board for a single approval, absent any subsequent need to adjust the project budget or scope in accordance with the Board’s delegated authority, because inclusion on the annual capital budget is tantamount to the former one-stage approval. In addition, UW Medicine capital spending funded by University debt will be brought annually to the Board for approval, even if it does not rise to the $5 million level required for reporting or the $15 million level required for Board approval.
• Quarterly updates on the Finance Transformation project will be included in the Finance Report.
• Following the Board’s suspension of Internal Lending Program Financial
Stability Program requirements in June 2020 through the end of Fiscal Year 2021, on account of COVID-19 financial impacts to major internal borrowers and what is expected to be a dynamic situation for their finances, the Board will receive quarterly Borrower Risk Reports on internal borrowers.
• The annual operating and capital budget items will continue to present
conjointly in May and June, when possible.
• UW Medicine will continue to present a monthly CEO’s Report and its three annual reports: Finance in November, Compliance in March, and Patient Safety and Quality in June.
• Wednesday Regular meetings remain sites for in-depth discussion of
emergent issues.
• The Board will work with the Senior Vice President for Advancement, when one is chosen to determine the cadence of reporting to the Board. Until then, it will continue to receive the three customary annual reports (Report of Contributions, Return on Investment, and Benchmarking).
• Executive Risk & Compliance Officer Jane Yung plans to deliver an
enterprise risk management plan in February 2021. The Board will work with her to determine the cadence of reporting. At her recommendation, counsel plan to update the Board on ongoing or potential litigation in July and December, as permitted by the Open Public Meetings Act.
STANDING COMMITTEES Governance Committee Discuss 2021 Meeting Schedule, Format, and Locations and Review Twelve-Month Planning Calendars (continued p. 3)
G–5/207-20 7/8/20
Attachments
1. Board of Regents 2021 Draft Meeting Schedule (showing locations) 2. Draft 2020-21 FAM Planning Calendar 3. Draft 2020-21 ASA Planning Calendar 4. Draft 2020-21 GOV and BOR Planning Calendars
Office of the Board of Regents
University of Washington
Board of Regents 2021 Draft Meeting Schedule
Meeting Location Tentative
Regular Board Meetings ASA and FAM Committee Meetings Thursdays beginning at 8:30 a.m.
January 14* Petersen RoomFebruary 11 Petersen Room March 11 UW Bothell, North Creek Events Center April 8 Petersen Room May 13 Petersen RoomJune 10 Petersen Room/Zillow CommonsJuly 8 Petersen Room/Zillow Commons/Off-Site August 12* Petersen Room/Zillow Commons September 9 Zillow Commons October 14 Petersen Room November 10/12*** UW Tacoma, Milgard Assembly Hall December 9 Petersen Room
Wednesday Regular Meetings Wednesdays at 5:30 p.m. in 142 Gerberding/Allen Center, Gates Commons** January 13* May 12 September 8** February 10 June 9** October 13 March 10 July 7** November 9/10
(Tues./Wed.)*** April 7 August 11* ** December 8
Governance Committee Meetings Wednesdays at 3:00 p.m. in 142 Gerberding/Allen Center, Gates Commons** February 10 July 7** September 8** *January and August meetings cancelled, circumstances permitting.***November 11 is Veterans Day. The Board can meet Tues/Wed or Wed/Fri. Regular Board meetings are held monthly on the second Thursday. UW Seattle commencement is Saturday, June 12. UW Bothell and Tacoma commencement dates are Sunday, June 13, and Monday, June 14, respectively.
Subject to approval by the Board of Regents at or prior to its meeting in Nov. 2020
ATTACHMENT 1G-5.1/207-207/8/20
Page 1 of 1
Draft 2020-21 FAM Planning Calendar (This planning calendar assumes January and August Board meetings will be cancelled.)
FAM Sept 2020
Oct 2020 Nov 2020 Dec 2020 Feb 2021 Mar 2021 April 2021 May 2021 Jun 2021 Jul 2021 Retreat
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
Bond Resolution (A)
Procurement Report
Quarterly ILP
Borrowers’ Risk
Report
VP Finance Report
(Q4 Results)
Higher Education
Sector Financial
Trends Overview
(Yuba Group)
FT update
VP Finance Report
FY20 Financial Reportand Audit Results (including Annual UWMedicine FinancialReport)
VP Finance Report
Semi-Annual Debt
Report
Quarterly ILP
Borrowers’ Risk
Report
VP Finance Report
FT update
VP Finance Report
Long-Term CapitalStrategy Update (with Facilities)
Quarterly ILP Borrowers’ Risk Report
VP Finance Report (FT
update)
Annual ILP Report
(former SAILRe and
SABRes [HFS, UWM
SLU, CCE, SOD)
Annual Debt
Management
(Capacity) Report
VP Finance Report
(Q3 Results)
VP Finance Report
Semi-Annual Debt
Report
Overview of
Institutional Liquidity
Continued Waiver of
FSP Requirement?
(I/A)
Quarterly ILP
Borrowers’ Risk
Report
VP Finance Report(c)
FT update(c)
Financial Forecast (to
BOR?)
Facilities
Monthly CapitalReport
UW Bothell STEM 4:Stage 2 (A) (to October?)
IMA Pool (A)
Annual Real Estate Report
Monthly CapitalReport
UW Tacoma Milgard Hall – Stage 2 (A)
UW Bothell Housing – Stage 2 (A)
Monthly CapitalReport
Monthly Capital
Report
Site W27 – Stage 2 (A)
Monthly CapitalReport
Business Diversity and Equity (BDE) Report
Monthly Capital
Report
Long-Term Capital
Strategy Update (with
Finance)
Bothell Parking WAC
(478-117) (A)
Transportation Fees:
Tacoma
Transportation Fees:
Seattle
Transportation Fees:
Bothell
Monthly CapitalReport
Monthly CapitalReport
5 yr Capital Budget(info BOR)
Monthly Capital Report
5 yr Capital Budget (A; BOR)
Sustainability Report (to BOR) (annual?)
Monthly CapitalReport(c)
Budget
Monthly Budget Report
Annual Research Report
Budget Adjustments (BOR)
Monthly Budget Report
Monthly Budget Report
Monthly Budget Report
Monthly Budget Report
Monthly Budget Report
Monthly Budget Report
Monthly Budget Report
Annual ICA FinancialReview and Budget (Action) (WED BOR)
Operating Budget (info; BOR)
Capital Budget (info; BOR)
Monthly Budget Report
Operating Budget (A; BOR)
Capital Budget (A;BOR)
Monthly Budget Report(c)
UWINCO
Quarterly UWINCO Update
Quarterly UWINCO Update
Quarterly UWINCO Update
Annual UWINCO Report
Quarterly UWINCO Update
ACRE Quarterly ACRE
Report Quarterly ACRE
Report Quarterly ACRE
Update Quarterly ACRE
Update (c)
Advancement
Summary of Philanthropic Support (Report of Contributions)
ROI/Benchmarking TBD
HR
Compliance and Risk
Annual Portage Bay Insurance Report (c)
ERM (to BOR) Red Flag Rules (c)
Audit
AAC Update AAC Update
Annual Audit Report w/ KPMG (including UW Medicine)
AAC Update
2020 Internal Audit Results
Annual Internal Audit Plan for 2021
(or Feb. items here) AAC Update
ATTACHMENT 2G-5.2/207-20 7/8/20
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Academic and Student Affairs Committee 2020-2021 Planning Calendar
Possible student feature ideas: Veterans/ROTC, Student Parents, Transfer, Pop Health, Health Sciences, Grad, Undocumented, School/college feature, Research, DEI, ECC, Student services
Possible Priority Updates: Data Science, Rankings, Innovation, CoMotion, GIX, Pop Health, Student Health, Title IX, Grad Fellowship, Research, OMAD Faculty Advancement and diversity, Parking, Enrollment mgmt
ASA SEPT 2020 OCT 2020 NOV 2020 (Tacoma)
Dec 2020 FEB 2021 MAR 2021 (Bothell)
APR 2021 MAY 2021 JUN 2021 JUL 2021 SEPT 2021
Regular Items
Waivers? Waivers? Enrollment Update – Graduate
Enrollment Update - Undergrad
Waivers
Student athlete academic Performance report
Housing Fees
(tri-campus)
Undergrad research?
Student Regent
IHME
Degrees
SAF/STF
NSEOF
New/Priority
Updates
COVID? COVID? UW Tacoma
Topic –
UW Bothell
Topic-
Retreat
Leadership introductions
Evans
New student
leaders
intros
New Student leaders intros continued
New student
leaders intro
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
A&A Appts
Program
Approval
ATTACHMENT 3G-5.3/207-20 7/8/20
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2020-21 DRAFT BOR AND GOV PLANNING CALENDARS
TOPICS (WED REG, priorities, or committees)
1.
2.
3.
4.
5.
BOARD SEPT 2020 OCT 2020 NOV 2020 UW Tacoma
DEC 2020 FEB 2021 MAR 2021 UW Bothell
APRIL 2021 MAY 2021 JUN 2021 JUL 2021 RETREAT
Wednesday night topic
TBD TBD TBD TBD TBD TBD Budget deep dives: UWM, ICA
No meeting Cancel?
Advisory Committee
Reports
GAAC DEI UWMAB
DEI
GAAC GAAC
DEI
UWMAB
GAAC GAAC
UWMAB
GAAC
DEI
UWMAB
Budget
Op budget
adjustment (A)
Cap budget
adjustment (A)
Operating
budget (info)
Cap budget
(info)
Op budget (axn)
Cap budget (axn)
UW Medicine
CEO’s report
UWM budget
adjustment (A)
CEO’s report CEO’s report
Annual Finance
(to FAM)
CEO’s report CEO’s report
Annual
Compliance
CEO’s report CEO’s report CEO’s report CEO’s report
Annual Patient
Safety and
Quality
CEO’s report(c)
Priorities
Research Report
(to FAM)
Litigation update
(in Executive
Session)
ICA Annual
Compliance
Security
resolution
Stu Reg
resolution
Security
resolution
Retreat
Litigation update
(in Executive
Session)
GOV SEPT 2020 FEB 2021 JUL 2021
Board Appointments, Elections
Appoint 2021 Boardofficers
[Succession] 2022 Board officerdiscussion
Advisory Committees
Review all
Review divestment
proposals (intake for
referral to ACSRI)
Constitute if necessary
Review divestment
proposals (intake for
referral to ACSRI)
Constitute if necessary
Functions and
governance; GAAC
charter
Review divestmentproposals (intake forreferral to ACSRI)
Constitute if necessary
Board Calendars, Meetings Approve 2021 schedule
of meetings
Review 12-month
planning
Review 2022 Calendar
Board Performance
Ethics Training
(alternating years with
OPMA/PRA)
Retreat planning
Policy Changes Naming Policy?
ATTACHMENT 4G-5.4/207-20
7/8/20 Page 1 of 1
