STANDING COMMITTEES Governance Committee

G–4 STANDING COMMITTEES Governance Committee

G–4/207-21 7/7/21

Discuss 2022 Meeting Schedule, Format, and Locations and Review Twelve-Month Planning Calendars INFORMATION ONLY

This item is for information only.

BACKGROUND The attachment offers two options for meeting cadence:

• Attachments 1, 2, 3, and 4 detail meeting schedule, format, locations, and content according to the usual cadence of monthly meetings, providing for a July retreat and cancellation of the January and August meetings.

• Attachment 5 responds to Regents’ wishes to use meeting time efficiently and to move to quarterly, comprehensive reporting for less dynamic topics by modeling a cadence allowing for the cancellation of the February, April, August, October, and December meetings. The Board would therefore meet seven times each year, with special meetings as necessary. July would continue to be held for a possible retreat.

Meeting Schedule, Format, and Locations The Committee is asked to review both options for the proposed 2022 meeting schedule, format, and locations in preparation for action at the September meeting. Both options follow the pattern of meeting on the second Thursday of each month except June, depending on the date of campus commencements. 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 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.”

STANDING COMMITTEES Governance Committee Discuss 2022 Meeting Schedule, Format, and Locations and Review Twelve-Month Planning Calendars (continued p. 2)

G–4/207-21 7/7/21

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 standardize the content and rhythm of Board items. In response to the Regents’ requests, Option 2 proposes consolidating monthly reports into more comprehensive quarterly reports. Less dynamic reports (Research, etc.) will still be reported annually, with longer time-series than the proposed quarterly reports (Budget, Cash & Liquidity, Debt, Finance Transformation, UWINCO). Option 2 proposes the suppression of the CEO’s report to the Board, incorporating financial indicators into the quarterly Budget dashboard and clinical indicators into annual UW Medicine reports. Option 2 also proposes that advisory boards and committees report annually to the Board, and that the Regent chair or vice chair of each committee provide an introduction to every report or action item vetted by a committee.

Attachments

1. Board of Regents 2022 Draft Meeting Schedule (showing locations) 2. Draft 2021-22 FAM Planning Calendar 3. Draft 2021-22 ASA Planning Calendar 4. Draft 2021-22 BOR and GOV Planning Calendars 5. New Cadence for Board Year 2021-22: Draft

Board of Regents 2022 Draft Meeting Schedule

Meeting Location Tentative

Regular Board Meetings ASA and FAM Committee Meetings Thursdays beginning at 8:30 a.m.

January 13* Petersen Room February 10 Petersen Room March 10 UW Bothell, North Creek Events Center April 14 Petersen Room May 12 Petersen Room June 9 Petersen Room July 14 Gates Center, Zillow Commons/Off-Site August 11* Gates Center, Zillow Commons September 8 Gates Center, Zillow Commons October 13 Petersen Room November 10 UW Tacoma, Milgard Assembly Hall December 8 Petersen Room

Wednesday Regular Meetings Wednesdays at 5:30 p.m. in 142 Gerberding/Zillow Commons**

January 12* May 11 September 7** February 9 June 8 October 12 March 9 July 13** November 9 April 13 August 10* ** December 7

Governance Committee Meetings Wednesdays at 3:00 p.m. in 142 Gerberding/Zillow Commons**

February 9 July 13** September 7** *January and August meetings cancelled, circumstances permitting.

Regular Board meetings are held monthly on the second Thursday. UW Seattle commencement is Saturday, June 11. UW Bothell and Tacoma commencement dates are Sunday, June 12, and Monday, June 13, respectively.

Subject to approval by the Board of Regents at or prior to its meeting in Nov. 2021

ATTACHMENT 1G-4.1/207-21 7/7/21

Page 1 of 1

Draft 2021-22 FAM Planning Calendar (This planning calendar assumes January and August Board meetings will be cancelled.)

FAM Jul 2021 Retreat

Sept 2021 Oct 2021 Nov 2021 Dec 2021 Feb 2022 Mar 2022 April 2022 May 2022 Jun 2022

Major Acquisition of Goods/Services

• • Actions Taken under Delegated Authority (c)



• • • Actions Taken under Delegated Authority (c)

•

Finance

• VP Finance Report(c)

• FT update (WED REG)

• Red Flag Rules(c)

• VP Finance Report

• Bond Resolution (A)

• Quarterly ILP

Borrowers’ Risk

Reports

• Cash and Liquidity

Report

• FT Debt Increase (A)?

• FT ILP Distribution

(A)?


(Q4 Results)

• FT update

• Procurement Report


• FY20 Financial Report

and Audit Results

(including Annual UW

Medicine Financial

Report)


• Semi-Annual Debt

Report

• Quarterly ILP

Borrowers’ Risk

Reports

• Higher Education

Sector Financial

Trends Overview

(Yuba Group)


Report


• FT update

• Higher Education

Sector Financial

Trends Overview

(Yuba Group)


• Quarterly ILP Borrowers’ Risk Reports

• Cash and Liquidity Report

• Financial Forecast


• Annual Debt Management Report (DMAR and AILRe)


• Procurement Report

• Long-Term Capital

Strategy Update (with

Facilities, to BOR)

• FT Update


• Semi-Annual Debt

Report?


Report

• UWM Small-Works

Debt Allocation (BOR)

• Quarterly ILP Borrowers’ Risk Reports (last?)

Facilities

• Monthly CapitalReport(c)

• Monthly CapitalReport

• Site W27: Stage 2 (I)

• Sound Transit – U-District Link Extension (I)

• Sound Transit Operating Agreement Revision?

• Sustainability Report (to BOR)


• ARLO Report (in ACRE update)

• UWMC MembraneProject (I)

• Site W27: Stage 2 (A)(c)


• Laboratory Medicine Consolidation

• UWMC MembraneProject (A)(c)

• Power Plant Project (I)

• Monthly Capital

Report

• Power Plant Project

(A) (c)


• Business Diversity andEquity (BDE) Report(with Finance)

• Monthly Capital

Report

• Parking WAC

Update/Rate

Increases?


• Filer (Affordable

Housing) Project (I)


• Long-Term CapitalStrategy Update (with Finance, to BOR)

• 5 yr Capital Budget(info BOR)

• Filer (Affordable Housing) Project (A)(c)

• Seattle Parking WAC 478-116 (A)? (c)


• 5 yr Capital Budget(A; BOR)

• UPASS Rate Increase(I, to ASA) (c)

Budget

• Monthly Budget Report(c)

• Monthly Budget Report

• Annual ResearchReport (to BOR)








• Annual ICA Financial Review and Budget (Action) (WED BOR)

• Operating Budget (info; BOR)

• Capital Budget (info; BOR)


• Operating Budget (A; BOR)

• Capital Budget (A; BOR)

UWINCO • • • Quarterly UWINCO

Update • • Quarterly UWINCO

Update • • • Quarterly UWINCO

Update (to May consent)

• Annual UWINCO Report

• Quarterly UWINCO Update (c)

ACRE

• • • Quarterly ACREReport + Annual RealEstate LeaseObligations (ARLO) Report

• • Quarterly ACRE Report

• • • • • Quarterly ACREUpdate (c)

Advancement • Summary of

Philanthropic Support • Return on Investment

Report • • • • Benchmarking

Advancement Performance Report(c)

• •

Audit

• AAC Update • AAC UpdateAnnual Audit Report w/

KPMG (including UW Medicine)

• • AAC Update

• Annual Internal Audit Plan and Charter for 2022 (A)

• AAC Update

• 2021 Internal Audit Results

• • • AAC Update

ATTACHMENT 2G-4.2/207-217/7/21

Page 1 of 1

Draft 2021-22 ASA Planning Calendar

Possible student feature ideas: Veterans/ROTC, Student Parents, Transfer, Health Sciences, Grad, Undocumented, School/college feature, Research, Student services

Possible Priority Updates: Climate Survey, Race and Equity Initiative, Faculty perspectives on effectiveness and issues during COVID, Data Science, Rankings, Innovation, CoMotion, GIX, Pop Health, Student Health, Title IX, Grad Fellowship,

Research, OMAD, Faculty Advancement and diversity

ASA JUL 2021 SEPT 2021 OCT 2021 NOV 2021 (Tacoma)

Dec 2021 FEB 2022 MAR 2022 (Bothell)

APR 2022 MAY 2022 JUN 2022

Regular Items

• Graduate Fee Waivers

• Enrollment Update – Graduate

• Enrollment Update - Undergrad

• Student athlete academic Performance report

• Housing Fees

(tri-campus)

• Undergrad research?

• Student Regent

• IHME

• Granting of

Degrees

• Student Fees

(SAF, STF,

NSEOF)

New/Priority

Updates

• Retreat • COVID • UW Tacoma

Topic – TBD

• UW Bothell

Topic- TBD

Leadership introductions

• New student

leaders intro

• TBD • UWT

Chancellor

• TBD • TBD • UWB

Chancellor

• TBD • TBD • TBD

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

ATTACHMENT 3G-4.3/207-21 7/7/21

Page 1 of 1

DRAFT 2021-22 BOR AND GOV PLANNING CALENDARS

TOPICS (WED REG, priorities, or committees)

1. CoMotion/Tech Transfer

2. Rating Agencies and the UW (April SPC FAM)

3. IT Security (Feb GOV ExS – next?)

4. Tri-Campus Vision

5. Latino Center for Health? (to DEI 6/1)

7. Enrollment Management (impacted and underenrolled majors)

8. Skills-based education/data science minor

BOARD

JUL 2021 RETREAT

SEPT 2021

OCT 2021

NOV 2021

UW Tacoma

DEC 2021

FEB 2022

MAR 2022 UW Bothell

APRIL 2022

MAY 2022

JUN 2022

Wednesday night topic

• FT update (from FAM)

• TBD • TBD • TBD • TBD • TBD • TBD • TBD • Budget deep dives: UWM, ICA

• TBD

Advisory Committee

Reports

• • GAAC (as

legislative

update)?

• UWMAB • DEI • GAAC • GAAC

• DEI

• UWMAB

• GAAC • GAAC

• UWMAB

• GAAC

• DEI

• UWMAB

• DEI

Budget

• • • • • • • • • Op budget (info)

• Cap budget (info)

• Op budget (axn)

• Cap budget (axn)

UW Medicine

• CEO’s report(c) • CEO’s report • CEO’s report • CEO’s report

• Annual Finance

(to FAM)

• CEO’s report • CEO’s report • CEO’s report

• Annual

Compliance

• CEO’s report • CEO’s report • CEO’s report

• Annual Patient

Safety and

Quality

Priorities

• Retreat • Research Report

• Sustainability

• • • Approve ERM

workplan

• Litigation update

(ExS)

• Annual Portage

Bay Insurance

Report (c)

• ICA Annual

Compliance

• • • Security

resolution

• Stu Reg

resolution

• Litigation

update (ExS)

GOV JUL 2021 SEPT 2021 FEB 2022

Board Appointments, Elections

• 2022 Board officer discussion

• Appoint 2022 Board officers

• [Succession]

Advisory Committees

• Review divestment proposals (intake for referral to ACSRI)

• Constitute if necessary

• UWMAB expansion

• Review all

• Review divestment

proposals (intake for

referral to ACSRI)


• Review divestment

proposals (intake for

referral to ACSRI)


Board Calendars, Meetings • Review 2022 Calendar • Approve 2022 schedule

of meetings

• Review 12-month

planning

Board Performance

• • • OPMA/PRA Training

(alternating years with

Ethics)

• Retreat planning

• Board Survey

Policy Changes • Naming Policy (info) • Naming Policy (axn?) •

ATTACHMENT 4G-4.4/207-21

7/7/21 Page 1 of 1

New Cadence for Board Year 2021-22: Draft

Theme:

September* Board yr begins

November TACOMA

January (3) Leg. session

March BOTHELL

May Budget (info)

Jun Budget (axn)

July Retreat

GOV ACTION: Appointments, Annual calendars, bylaw updates ACSRI

NO MEETING NO MEETING Trainings Retreat planning ACSRI

NO MEETING NO MEETING INFORMATION: Appointments, annual calendar, bylaw updates BOR survey ACSRI

Wednesday night BOR social: current/former Regents reception

Intro. new Tacoma leadership

Governmental Affairs OR BOR social: joint UW/WSU dinner

Intro. new Bothell leadership Compliance (ICA, UWM)** and ERM**

INFORMATION: Medicine, Athletics budget deep dives (I)

Time-sensitive items Time-sensitive items

FAM Consolidated quarterly financial (1) Capital projects (info/axn) Finance transformation Philanthropy(ROI + benchmarking + report of gifts)/ Advancement**

Consolidated quarterly financial Capital projects Procurement**? FOCUS: FY 20 audited financial, with AAC Report and UWM Finance Report** (or WED REG)

Capital projects FT update IA results** Annual Real Estate Lease Obligations**, with ACRE Report

Consolidated quarterly financial Capital projects Debt Report**, with Yuba group (or January with bond pricing?)

Consolidated quarterly financial report Annual UWINCO report**, with UWINCO Board Report and Cambridge Associates independent evaluation

Debt items Bond resolution (or Sept.)?

NO MEETING

ASA Return to campus Tacoma item Enrollment (undergrad) Undergrad item

Enrollment (grad) Grad item

Bothell item Housing Fees

Student Athlete Faculty hiring?

Approval of degrees Student fees Student regent reflection

NO MEETING

BOR Advisory committee report (2) Research** Sustainability**? Extended reports from ex-officio members (annual priorities)

Advisory committee report UWM strategic item?

Governmental Affairs Advisory Committee report**

Advisory committee report

Advisory committee report Operating budget (I) Capital budget (I)

Advisory committee report UWM Patient Safety & Quality** Operating budget (A) Capital budget (A) UWM capital allocation (A)

RETREAT

EXEC SESSION AMC review (annual priorities) AMC review AMC review Litigation

AMC review AMC review AMC review Litigation

AMC review (annual review)

ATTACHMENT 5G-4.5/207-21 7/7/21

Page 1 of 2

New Cadence for Board Year 2021-22: Draft

Notes: * The October, December, February, April, and August meetings are to be cancelled. The January meeting is revived. ** Annual Report: the goal is to move to dynamic quarterly reporting for dynamic indicators and to annual reporting for less dynamic items or for items attached to an advisory committee. (1) Consolidated quarterly financial reports to include comprehensive budget scorecard (including UWM, taken from CEO’s report), cash&liquidity/debt/ILP reports, capital projects scorecard, accompanied by UWINCO quarterlies, QBRRs

and successor reports. Could include FT update. (2) Advisory Committees would report annually, in conjunction with the annual report of their area of focus, and whenever an action item they have vetted comes up. DEI would report annually, and in conjunction with the annual reports

for the Regent experts in each area of focus (e.g. faculty and student diversity, procurement, and UWM Patient Safety & Quality for healthcare equity). (3) Shift January meeting to third Thursday if necessary to move materials due date away from holidays (December 31, 2022 here, so effectively January 3, so not necessary)?

G-4.5/207-21 7/7/21

Page 2 of 2

Documents

STANDING COMMITTEES Governance Committee