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(Over) Miami University Board of Trustees Finance & Audit

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(Over) Miami University Board of Trustees Finance & Audit September 19, 2019 Miami University Board of Trustees Finance & Audit Committee Meeting Marcum Conference Center September 19, 2019 2:00 p.m. – 5:00 p.m. AGENDA Executive Session, 2:00 pm. To 2:15 p.m. 1. Consult with Counsel Regarding Real Property –Robin Parker Business Session, 2:15 p.m. to 5:00 p.m. 1. Approval of Minutes –Michael Armstrong 2. Review of Year to Date Operating Results and Fall Net Tuition Revenue –David Creamer, David Ellis 3. Annual Comprehensive Campaign Update –Tom Herbert 4. Resolution to Authorize Planning for New Health Building –David Creamer, Cody Powell 5. Review of Year-End Operating Results –David Creamer, David Ellis, a. Unaudited University Financial Statements Gary Cornett, Bruce Guiot b. Campus and Auxiliary Financial Performance c. Review of Net Position, Carry Forward Balances and Other Transfers d. Financial Ratios e. Review of Gift Funded Capital Projects and Housing and Dining Financial Performance f. Unaudited Miami University Foundation Financial Statements and Financial Performance 6. Resolution to Adopt Administrative Fee Policy –David Creamer, Bruce Guiot 7. Annual Planning Meeting with Internal Audit and Consulting Services –Barbara Jena Including a Private Meeting with the Chief Audit Officer 8. Discussion of the Annual Efficiency Report to be Submitted –David Creamer, David Ellis to the Chancellor (No Enclosure) 9. Future Agenda Priorities –Michael Armstrong Note: Status of Capital Projects will also be included on the agenda –Cody Powell (over) Overall Page 1 of 129 September 19, 2019 Reporting Updates 1. Enrollment Report –Committee Packet 2. Internal Audit Reporting Update –Committee Packet 3. Report on Cash and Investments –Committee Packet 4. Lean Project Summary –Committee Packet Future Meeting Dates Thursday, December 12, 2019 Thursday, February 20, 2020 Thursday, May 14, 2020 Thursday, June 25, 2020 Thursday, September 24, 2020 Thursday, December 10, 2020 Overall Page 2 of 129 September 19, 2019 BOARD OF TRUSTEES ROUDEBUSH HALL ROOM 212 OXFORD, OHIO 45056 (513) 529-6225 MAIN (513) 529-3911 FAX BOARD OF TRUSTEES WWW.MIAMIOH.EDU MIAMI UNIVERSITY Minutes of the Finance and Audit Committee Meeting Room 180-6, Marcum Conference Center June 27, 2019 The Finance and Audit Committee of the Miami University Board of Trustees met on June 27, 2019 in Marcum Conference Center, on the Oxford campus. The meeting was called to order by Committee Chair Michael Armstrong at 9:15 a.m., with a majority of members present, constituting a quorum. Roll was called; attending with Chair Armstrong, were Committee members; Trustees David Budig, Sandra Collins, Mark Ridenour, and Rod Robinson; and National Trustee Robert Coletti; National Trustee John Altman was absent. Also attending were Trustees Thomas Gunlock, Zachary Haines, John Pascoe, and Robert Shroder, along with National Trustees Terry Hershey and Diane Perlmutter, and Student Trustees Megan Cremeans and Will Kulis. In addition to the Trustees, President Gregory Crawford; Phyllis Callahan, Provost and Executive Vice President for Academic Affairs; Senior Vice Presidents David Creamer, and Tom Herbert; Vice Presidents Jayne Brownell, Ron Scott, and David Seidl; General Counsel Robin Parker; Cliff Peale, Executive Communications; Randi Thomas, Director of Institutional Relations; along with Bethany Perkins, Jenn Franchak, Scott Sportsman, and Craig Bennett from Enrollment Management and Student Success; incoming Provost Jason Osborne; and Ted Pickerill, Executive Assistant to the President, and Secretary to the Board of Trustees. Also present to address or assist the Committee were; David Ellis, Associate Vice President for Budgeting and Analysis; and Cody Powell, Associate Vice President for Facilities Planning and Operations; along with many members of the Miami University community who were present to observe or assist. Opening Remarks Chair Armstrong began the meeting, thanking Provost Callahan for her energy, intellect, and value added, over her many years of service. He next thanked departing National Trustees Terry Hershey, and John Altman (who was unable to attend), for their many years of service to Miami as activists and supporters. Chair Armstrong then welcomed Jason Osborne, Miami’s incoming Provost, and Mary Schell, Miami’s newest Trustee. He then congratulated Enrollment Management and Student Success, and the Deans, for the quality, balance, and record size of the incoming class. Overall Page 3 of 129 September 19, 2019 BOARD OF TRUSTEES ROUDEBUSH HALL ROOM 212 Public Business Session OXFORD, OHIO 45056 (513) 529-6225 MAIN (513) 529-3911 FAX Approval of the Minutes WWW.MIAMIOH.EDU Trustee Coletti moved, Trustee Ridenour seconded and by voice vote the minutes from the prior meeting of the Finance and Audit Committee were unanimously approved. Tuition Ordinances Senior Vice President Creamer addressed the tuition ordinances being considered that day. He reminded the Committee that tuition is now cohort based, and there is no longer a single level of tuition for all undergraduates. Addressing the three tuition ordinances in a single presentation, he reviewed the Miami Tuition Promise, compared Miami tuition to other Ohio public universities and out-of-state universities, and reviewed Net Tuition Revenue, which is expected to decline slightly from FY2019. Senior Vice President Creamer then presented the miscellaneous fees ordinance and the budget appropriation ordinances. He reviewed the budget for FY2020, which shows a modest surplus, and the financial trend for the Regional Campuses, which is improved from prior years. He stated the Regional Campuses are not experiencing a negative impact of reduced international enrollment, and are actually expecting an increase in international students on the Hamilton Campus. Finally, he reviewed RCM budgeting for the academic divisions, which show three with a surplus, and three breaking even. For FY2019, year to date, he stated the budget is trending as projected from prior meetings. The Committee then considered the tuition ordinances, the miscellaneous fees ordinance, and the budget appropriation ordinance in a single vote. Trustee Robinson moved, Trustee Ridenour seconded and by voice vote the Committee unanimously recommended approval of all ordinances by the full Board of Trustees. SVP Creamer’s presentation is included as Attachment A, and the ordinances as Attachment B. Facilities, Construction, and Real Estate AVP Cody Powell provided a capital projects update. He stated there have been no additions or closures in projects since last meeting (May 2019). For McCracken, Richard and Porter Halls, occupancy permits are expected on June 28, 2019. He reported Stanton Hall is progressing on time for August 2020 completion. For Pearson Hall, the final renovation component started three months early, and is running ahead of schedule. Wilson Hall is now largely largely deconstructed. AVP Powell’s presentation is included as Attachment C. Overall Page 4 of 129 September 19, 2019 BOARD OF TRUSTEES ROUDEBUSH HALL ROOM 212 Residence Hall Capacity OXFORD, OHIO 45056 (513) 529-6225 MAIN (513) 529-3911 FAX WWW.MIAMIOH.EDU Senior Vice President Creamer addressed residence hall capacity. Current policy requires all students (from outside of fifty miles) to live on campus during their first two years, and with the large Fall 2019 cohort, Miami has arranged for 75 beds off campus to meet demand. Current long-range planning shows lower-sized classes than Fall 2019, well into the future, with no planned expectations for off-campus housing and no plans to change the first two-year residency requirement. SVP Creamer’s presentation is included as Attachment D. Final Remarks Chair Armstrong reiterated the need to be adaptable, and stated time is often the enemy, and delays are not possible, therefore there must be contingency plans in place to rapidly address challenges in the future. Additional Reports The following written reports were provided for the Committee’s information and review: Advancement Update, Attachment E Cash and Investments, Attachment F Lean Project Update, Attachment G Adjournment With no more business to come before the Committee, following a motion by Trustee Ridenour, a second by Trustee Budig, and unanimous voice vote, with all in favor, and none opposed, the Committee adjourned at 12:00 p.m. Theodore O. Pickerill II Secretary to the Board of Trustees Overall Page 5 of 129 September 19, 2019 Business Session Item 2 Fall Enrollment Revenue Impact September 19, 2019 Overall Page 6 of 129 September 19, 2019 Projected FY 2020 Undergraduate Instructional Revenue Shortfall Variance to Incoming Students Budget Residency Mix ($77,668) Relocates, Transfers, ACE ($162,708) Transfer Financial Aid $210,787 Over Estimated Financial Aid Melt ($1,410,798) Continuing Students Lower Cost of Continuing Student Financial Aid $1,736,066 Misc. Forecast Error ($1,307,685) Faster Time to Graduation ($1,305,031) Fewer ACE Students due to Graduation & Transfer ($1,520,494) Over Estimated FSB Fall 16 & Fall 17 ($3,091,253) Total Variance ($6,928,784) Overall Page 7 of 129 September 19, 2019 Oxford Campus Revenue Trend Revenue FY20 Projection FY19 Actuals FY18 Actuals Student Tuition & Other Fees $ 443,261,414 $ 437,110,438 $ 431,272,183 Less Tuition Discounts 101,538,095 85,282,752 76,148,615 Net Tuition & Fees 341,723,319 351,827,686 355,123,568 State Appropriations 64,289,270 63,201,498 64,160,554 Other General Fund Revenue 8,224,258 21,073,021 19,708,044 Total General Fund $ 414,236,847 $ 436,102,205
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