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Board of Regents
Audit Committee Agenda
Friday, June 5, 2009; *8:00 a.m. 9:00 a.m.
Room 109 Butrovich Building
University of 91ֱFairbanks
Fairbanks, Alaska
*Times for meetings are subject to modifications within the June 4-5, 2009 timeframe.
Committee Members:
Timothy Brady, Committee Chair Patricia Jacobson
Kenneth Fisher Cynthia Henry, Board Chair
I. Call to Order
II. Adoption of Agenda
MOTION
"The Audit Committee adopts the agenda as presented.
I. Call to Order
II. Adoption of Agenda
III. Executive Session with Internal Audit Director
IV. Full Board Consent Agenda
Approval of the UA Identify Theft Prevention Program
Acceptance of the FY10 University of 91ֱFoundation Budget
V. New Business
A. Approval of the FY2010 Annual Audit Plan
VI. Ongoing Issues
Audit Status Report
Report on Education Trust of Alaska
Final Audit Reports Issued
Quality Assessment Review (QAR) Update
VII. Future Agenda Items
VIII. Adjourn
This motion is effective June 5, 2009."
III. Executive Session with Internal Audit Director (if needed)
MOTION
"The Audit Committee of the Board of Regents goes into executive session at _________ 91ֱTime in accordance with the provisions of AS 44.62.310 to discuss matters the immediate knowledge of which would have an adverse effect on the finances of the university. The session will include members of the Board of Regents, General Counsel Brunner, and such other university staff members as the Audit Chair may designate and will last approximately ____ hour(s). Thus, the open session of the Audit Committee of the Board of Regents will resume in this room at approximately ____ 91ֱTime. This motion is effective June 5, 2009."
(To be announced at the conclusion of executive session:)
The Audit Committee of the Board of Regents concluded an executive session at _____ 91ֱTime in accordance with AS 44.62.310 discussing matters where the immediate knowledge of which would have an adverse effect on the finances of the university and which would affect the reputation or character of a person or persons. The session included members of the Board of Regents, Internal Audit Director Pittman, General Counsel Brunner, and other university staff designated by the chair of the chair and lasted approximately one and one half hours.
IV. Full Board Consent Agenda
A. Approval of the UA Identify Theft Prevention Program Reference 21
The President recommends that:
MOTION
The Audit Committee recommends that the Board of Regents approve the UA Identity Theft Prevention Program as presented and authorizes the president or his designee to amend the program as necessary. This motion is effective June 5, 2009.
Nichole Pittman, director of Internal Audit, along with Joe Trubacz, vice president for Finance and Administration, will present to the Audit Committee for recommendation to the full board, the UA Identity Theft Prevention Program, which is included as Reference 21.
B. Acceptance of the FY10 University of 91ֱFoundation Budget
Reference 22
The President recommends that:
MOTION
The Audit Committee recommends that the Board of Regents accepts the University of 91ֱFoundation Budget for FY10 as presented, contingent upon approval by the Foundations Board of Trustees. This motion is effective June 5, 2009.
BACKGROUND
In 2007, the Foundation and the University finalized a process that clearly defined the role and responsibilities of the Foundation as they relate to the University. As part of the process, the Foundation established a financial plan to underwrite the costs of the Foundations programs and operation. In an effort to foster a cooperative and transparent working relationship, the Foundations annual operating budget, as approved by the Foundations Board of Trustees, is presented to the Board of Regents for the boards acceptance.
FY10 Proposed Operating Budget
When preparing the FY10 proposed operating budget, Foundation staff was asked to present three budget scenarios to the Foundation Presidents consideration: a minimalistic budget that included only those for which the foundation was legally obligated; a mid-level maintenance budget and an optimal level budget. The recommended budget is a hybrid of the three scenarios, which attempts to best maintain the progress made to date, proceed with strategic priorities and position the Foundation and the University for planned growth when the markets recover. Cost reductions implemented in FY09 will continue.
FY10 Budget Highlights
Revenue
Institutional support will return to the level funded prior to FY09
Decrease in administrative fee revenue due to fund balances decline resulting from market losses
Self sustainability endowment has been exhausted due to market losses in FY09
Expenses
Major Initiative: Centralization of Advancement Services:
The advancement services functions and expenses will be centralized into the Foundation. Centralization will streamline processes, increase efficiency and reduce redundancy. The efficiencies identified through centralization are expected to reduce the functions cost by $300,000 in the first year alone. The total reduced cost of advancement services is absorbed by the Foundation. By shifting the expenses to the Foundation, university resources previously paying for this function can now be used to support the front-line fund-raising enterprise at each campus.
In order to proceed with the strategic initiative of centralizing advancement services, every other function in the Foundation has been carefully evaluated. Due to the financial situation, we have decided to scale back in certain areas, will not proceed with growth as originally planned in other areas, and fill positions in areas that are required to meet the Foundations financial due diligence requirements. Specifically, general office equipment, furniture purchases and board and committee expenditures will be scaled back to minimal levels; marketing expenses will be the scaled back; the gift planning office will remain staffed with a part-time professional serving the entire university system rather than adding the full-time professional as was budget in FY09; two currently filled positions have been eliminated (office assistant and stewardship manager) and the core duties of each function reassigned to other remaining positions; the accounting specialist position and investment position which have been included in the past two years operating budgets will be filled.
As a result of Foundation investment losses, the campuses development offices will also face significant budget challenges in FY10 and beyond. The campuses will retrench, maintain focus on critical core functions and to manage expectations (namely, in amount of dollars raised) internally and externally. The guiding principles for reorganization and refocus have been: preserving our great staffs to the extent possible; prioritizing individual giving (primarily through annual giving programs) and stewardship (to preserve donor base).
Personnel Impact:
Number of Employees (FY09) 17
Number of New Positions in FY10 8
Advancement Services (6)
Finance & Accounting (2)
Number of Eliminated Positions 2
Office Assistant (1)
Donor Relations Manager (1)
Number of Employees (FY10) 23
FY10 Grants
$250,000 is included in the FY10 operating budget to provide some level of funding for development initiatives in support of the universitys six strategic initiatives. Once this level of funding is approved, proposals will be submitted to the Foundations development committee through the University President for consideration.
A one year suspension of the Presidents discretionary grant is included in the recommended budget. Because this fund usually maintains one years worth of funds in it, suspending the fund for one year is acceptable to the University President. It is anticipated that this grant will be resumed in FY11.
Balancing the Budget
A transfer of $310,000 from the Foundations unrestricted fund balance will be required to balance the FY10 recommended budget.
V. New Business
A. Approval of the FY2010 Annual Audit Plan Reference 23
The President recommends that:
MOTION
The Board of Regents Audit Committee approves the annual audit plan for fiscal year 2010 as presented. This motion is effective June 5, 2009.
POLICY CITATION
The director of internal audit, in conjunction with the Regents external auditors, shall annually present a complete audit plan for the university to the Board of Regents Audit Committee for review and approval.
RATIONALE AND RECOMMENDATION
Nichole Pittman, director of Internal Audit, will present to the Audit Committee for approval the annual audit plan for FY2010, which is included as Reference 23. Regents Policy 05-03-01.D Internal Audit reporting states:
The Internal Audit Departments annual audit plan includes providing agreed-upon support to the universitys independent auditors, KPMG. Other external audit coverage will also be discussed with the committee, including expected federal and state audit activity.
VI. Ongoing Issues
A. Audit Status Report Reference 24
Nichole Pittman, director of Internal Audit, will review with the Audit Committee, the audit status report (Reference 24) and answer any questions members of the committee may have. This is an information item; no action is necessary.
B. Report on Education Trust of Alaska Reference 25
Jim Lynch, associate vice president for Finance, will review with the Audit Committee, the management letter for the Education Trust of 91ֱand answer any questions members of the committee may have. This is an information item; no action is necessary.
C. Final Audit Reports Issued
Nichole Pittman, director of Internal Audit, will review with the Audit Committee, the final audit reports issued since the last Audit Committee meeting and answer any questions members of the committee may have. This is an information item; no action is necessary.
D. Quality Assessment Review (QAR) Update Reference 26
Nichole Pittman, director of Internal Audit, will present to the Audit Committee an update on the Internal Audit departments progress with their QAR. She will answer any questions that members of the committee may have. This is an information item; no action is necessary.
VII. Future Agenda Items
VIII. Adjourn
Agenda
Audit Committee
June 5, 2009
Fairbanks, Alaska
Audit Committee Agenda: Page PAGE 2 of NUMPAGES 6
Audit Committee Agenda: Page PAGE 1 of NUMPAGES 6
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