Monday, 5/13/19     //     2:30p - 3:30p     //     Room 219 

Note Taker: Haley Johnson

Attending: Nate Friedman, Mandy Self, Merilee Anderson, Rob White, Anne E. O'Brien, Anya Petersen-Frey, James Elder, Jodi Emery, Katina Sifantonakis, Christoph Dressler, Elliott Fraughton, Dolores Heaton, Lisa Fuller, Korrin Ebira

Agenda:

Interim Marketing Plans - Jodi

• Ben Leimbach will be the Interim Marketing Manager once Jodi takes over the Interim Executive Associate Dean role. He will still retain his Account Executive role.
  • He will manage the marketing team and report in to Jodi.
• There are also discussions happening about whether we need to manage workload a bit. Some staff are overworked and the things that Jodi has to shift to her staff will need to be balanced out.
• This means more work for marketing, bottom line. Jodi asks that everyone please be open with marketing during the process so that if you're seeing diminishing support, we can hear about it quickly and address it head on earlier rather than later.

Building Walkthrough/Final Fixes - Jodi

• 5/13 marks our 1-year anniversary of being in the 540 Arapeen building, which means that our one year warranty has officially expired.
• Jodi reminds everyone to be cognizant of any outstanding issues that they may still be experiencing (like outlets in your office that don't work) and to be sure to communicate those properly so that we can address them.

Quick Note About Computers - Anne

• Anne has noticed that her computer has been giving her trouble lately and wanted to remind everyone that if you're experiencing something like that you need to let Rob know right away. 
  • It's possible that the computer is still under warranty and would be a really easy fix.
  • IT can help; they just need to know.

Interim University Pathways Plan - Nate

• Nate will not have an interim in his exact position, but responsibilities are shifting to redistribute the workload.
  • Tracey Arlen will report directly to Merilee (as opposed to Nate).
  • Hailey Leek will report directly to Elliott.
    • Nate will stay involved in the strategy and long-term planning for PATHS.
  • Marci Hutchinson is taking on more hours to offset the youth protection side of things.
    • Nate will remain somewhat involved from a policy standpoint.
  • Annie Friedman has a dotted line reporting to Jodi and that line is going to transfer to Nate.

Bike Update - Anya

• Concrete has been poured on the lower level to prepare for bike rack installation. This rack will be able to fit 9 bikes. 
  • This will primarily be for students. Staff who are comfortable with their bikes being out in the open are certainly welcome to use it as well.
• Another staff-only bike area will be made available in the old dumpster area. It has been paved and will be levelled off. This will be a covered and secured area.
  • There is no decision on the type of lock that will be used yet.
• Concrete needs about a week to cure, so we're currently in a waiting stage. The work order list has been sent to REA; funding is coming out of capital reserved from REA.
• We are hoping to have all the new bike racks ready in two weeks.

Budget Update - Anya

• Anya gave a budget update at our leadership off-site and wanted to share it with everyone else as well.
• We are not expecting to receive any of the money we requested for the 1000 fund except for perhaps the Sandy site. We don't know this to be true yet, but that's the vibe we're getting.
  • One of the reasons is because our numbers in projections is looking better than we thought.
• We will be picking up quite a few more expenses in the coming years - chiefly, the new registration software fees. We will also need to purchase a new van soon (ours is coming up on 100k miles), renovate restrooms, and get some duct work done.
  • There is a large expense potential for 2023 which is our anticipation that the Hyperbaric Center will be moving out at that time and we can allocate $1 million towards renovating that area

Review of 3rd Quarter Financials: July 1, 2018 - March 31, 2019

• Tuition reduction looks like it will come in around 300k, which is great because that's lower than we thought. (It is still important to keep in mind that things can change)
  • This year we are only paying 2/3 of tuition reduction; next year we will be paying 100% of it.
• Our forecast this year is to bring in earned revenue of $9.7 million. Programs are staying on forecast at this time.
• Next year, we are actually budgeting a little bit lower earned revenue because of the way some things were structured this year. We'll be looking at $9.4 million for next year.
• Revenue less expense
  • We're hoping to have $1.04 million in net profit this year. That will drop a little in future years.
  • The key factor is that we need roughly $1.6 million to start the year with.
  • Last year, we carried forward $1.68 million. At the end of 2019, we should have $2.7 million.
    • These numbers are basically why the university doesn't seem keen to give us more money.
  • We still have to keep an eye on things because projections are just that, projections.
• We are currently spending roughly $668k per month to run CECE (shared expenses are currently a bit higher than projection). If we stay on this course, we'll be running a bit high for our budgeted annual expenses.
  • We budgeted $7.7 million and we would come in at around $8 million if we continue on this rate.
• Anya's goal is to keep looking at the budget throughout the year instead of just looking at everything at the end of the year. 
• Question: why are shared expenses higher than projected?
  • Answer: some of that has to do with how marketing allocates - everything goes into a general fund and then gets allocated out to the specific departments. If you look at the marketing costs for individual departments they currently look low because not everything has been allocated. Once allocations are complete, things will balance out a bit. We also have some personnel costs in the shared area.
• Question: Do we know where we are budget-wise on the building?
  • Answer: We're waiting for an update from Mark Grabl currently. We've had a lot of change orders and some have been counted, but some have not. Right now we're waiting on a duct issue in the bathrooms. There's not enough airflow and it is a code violation, so we will need to fix it. However, we're trying to see if we can wait to fix it until we do the larger renovation on the restrooms. Once everything is said and done, Anya is hoping for somewhere between $80k-$100k back. This money isn't shown in our budget anywhere because it is currently in the project management office and not under our organization.

Sharing Time

Korrin - ELI

• We are not 100% on the numbers yet, but if things go the way they're supposed to, then ELI is about 35-40% above where we were this time last summer in enrollments.

Lisa - ELI Instructor Changes

• Joe Viskoe has moved on. Diane has returned with a master's degree (she previously taught for us in the Annex and we had to let her go because she didn't have a master's degree). Chad is an adjunct now; we will not be replacing the full-time position that he occupied. 

Christoph - Go Learn

• Japan just launched and is at 6 sign ups so far. 
• The Normandy crew officially kicked off on 5/12 and everything is going well so far. We have 22 travelers on that trip. Lauren Andersen is currently out there as well.

Katina - Parking Tags

• Staff parking tags have been officially rolled out; there are still a few people who haven't gotten theirs, so please be sure to do that as soon as possible.
• The process: Katina will occasionally walk through the parking lot and see how many cars in the lot don't belong (as identified by their lack of a tag). Katina tracks these cars that don't belong and once the same car has parked here 3 times, she calls Commuter Services to come and ticket them. We have six people so far on the 2 strikes list. The good news is most cars don't return after the first notice given.

Rob - IT Updates

• Things in IT have been busy lately. Rob has ordered new computers and parts as necessary (last year he skipped buying new computers aside from what was absolutely necessary because of building costs and now we're trying to get back on track). 
  • Due to this voluminous order, there will be a giant flood of boxes coming in soon. 

Mandy - Lifelong Learning

• Numbers for summer look strong; we're 200 enrollments over where we were this time last year.
• We had an instructor gathering last Thursday that went really well.

Anne - Storefront 

• This is completely in the exploratory phase so far, but the University has been given some storefront space off 12300 South near the I-15. The U is currently trying to figure out exactly how to utilize that space, but the part that's really cool is that CECE has been brought in early to be a part of that conversation.

Anya - RI (SSI/DESC) Team Schedule Update

• The RI team has requested the ability to work four 10-hour shifts during the summer when it's slower and Anya has approved that. Soon, you'll see this happening.
  • Connor and Taylor will be taking Fridays off. Eman will be taking Mondays off. And Summer will retain her normal schedule. They will all adjust as needed.
  • Sterling and Katina are keeping their normal schedules, but may take advantage of working four 1-hour shifts every once in a while for a long weekend.
  • There are still two students on the weekends and as evening staff (none have said that they're going to leave).
• The RI team has also been working with many programs to pick up projects while they are slow. IF you have some very specific projects that you need help getting caught up on, let us know - the team is there to help.

Elliott - Youth Education

• Summer is right around the bend. Thanks to Rob for helping get some things worked out with the Sill Center.
• Some Youth personnel will remain here at 540 Arapeen and some will be down at the Sill Center. Elliott will shift back and forth as needed.
  • We currently have no idea what this is going to loo like from an operational standpoint, so we'll be working through it as we go.
  • If you have any insights or things that aren't working for you, please let Elliott know.
• April Wilson's position has been posted, so we'll be looking to hire as soon as possible so that the position doesn't remain empty too long. Elliott is taking over all of her responsibilities while she's on vacation in Canada for this next week. If you have anything prep-related, let Elliott know.