University of North Florida
Board of Trustees
Finance and Audit Committee

  • Meeting
March 26, 2010
University Center at 1:00 p.m.

Minutes

Committee Members Present 

Mr. John Barnes; Mr. Hugh Greene; Ms. Wanyonyi Kendrick; Mr. Oscar Munoz, Dr. Bruce Taylor, Mr. Kevin Twomey

Other Trustees Present 

Dr. Kathy Robinson

Committee Members Absent 

Ms. Joannie Newton

Item 1  Call to Order 

Chair Kendrick recognized a quorum and called the meeting to order.

Item 2  Minutes (December 1, 2009) 

Chair Kendrick asked for approval of minutes from December 1. The minutes were approved as presented.

Item 3 Open Comments 

Chair Kendrick offered opportunity for comments from the public. Upon receiving none, she continued with the meeting.

Item 4 Athletics, Health and Activity and Service Fees 

Chair Kendrick asked Vice President Shuman to present this item.

 

Vice President Shuman explained that the Finance and Audit Committee approved a $1.62 increase in the athletics, health and activity and service fees at their December 1, 2009 meeting. She added that since that meeting, students had pushed an initiative to expedite funding for a new health and wellness center which included an additional $3.00 increase to this fee.

 

Vice President Shuman clarified that the Student Fee Committee had reconvened to discuss the additional increase, stating that the center would enhance student life on campus. She stated that the fee committee did approve the additional $3.00 increase.

 

Trustee Barnes stated that, although some students may not be on campus long enough to see the center, they generally supported the $3.00 increase.

 

Chair Kendrick asked for a MOTION to approve a total increase in the athletics, health and activity and service fees of $4.62. The MOTION was made by Trustee Barnes and seconded by Trustee Munoz. The MOTION was carried as presented.

Item 5 Approval of the Revision to the Direct Service Organization (DSO) Regulation

Chair Kendrick asked Vice President Shuman to speak about this item.

 

Vice President Shuman stated that the amendment to the regulation was technical and indicated that the Board of Trustees would review, prior to filing, all DSO Form 990’s. Additionally, if the university created a new DSO, an additional form (Form 1023) would require that same process.

 

Chair Kendrick asked for a MOTION for approval for the Direct Service Organization regulation. The MOTION was offered by Trustee Greene and seconded by Trustee Munoz. The MOTION was carried as presented.

Item 6 Presidential Authority – Revision on Change Orders 

Chair Kendrick asked Vice President Shuman to speak about this item.

 

Vice President Shuman stated that this item resulted from a finding on the most recent operational audit. She clarified that the revision would allow the President to (a) approve change orders to use UNF’s sales tax exemption to save costs associated with the purchase of materials used in the project, and (b) sign change orders that reduced the total cost of the project to recoup any unexpended funds at the end of the project.

 

Chair Kendrick asked for a MOTION to approve the Presidential Authority – Revision on Change Orders. The MOTION was offered by Trustee Munoz and seconded by Chair Taylor. The MOTION was carried.

Item 7 Update on the Auditor General’s Federal Awards Audit 

Trustee Kendrick asked Vice President Shuman to present this item.

 

Vice President Shuman mentioned that the university had one finding regarding student financial assistance on this audit. She clarified that this finding was due to staff turnover and the Banner system.

 

Vice President Shuman reported that the single finding had been resolved and to avoid a repetitive finding, the appropriate staff members received formal training. Additionally, the job description was updated to ensure proper processing.

Item 8 Update on the Auditor General’s Operational Audit 

Chair Kendrick asked Vice President Shuman to speak about this item.

 

Vice President Shuman reported on the seven findings on the operational audit and trustees focused on Finding No. 2 – construction change orders. Trustees asked that the administration provide good communication to the Board regarding both change orders and insurance.

 

This item was for information only. No further action was required.

Item 9 Sales Tax Audit 

Chair Kendrick asked Vice President Shuman to report on this item.

 

Vice President Shuman reported that this was the first time for the sales tax audit, which was done by the Department of Revenue. She clarified that all items listed were resolved.

 

This item was for information only. No further action was required.

Item 10 Return of Organization Exempt from Income Tax, Form 990 – UNF Foundation, Inc. and MOCA Jacksonville 

Chair Kendrick asked Vice President Shuman to speak about this item.

 

Vice President Shuman reported that the university was now required to submit for review Form 990’s for all direct service organizations. She reminded trustees that these forms were previously submitted for the UNF Financing Corporation and the Training and Service Institute. Vice President Shuman stated that these forms were now being submitted for MOCA Jacksonville and the UNF Foundation, Inc. She clarified that both of these forms were reviewed and approved by their respective boards.

 

This item was for information only. No additional action was required.

Item 11 Independent Accountant’s Report on Applying Agreed-Upon Procedures – Intercollegiate Athletics Program 

Chair Kendrick asked Vice President Shuman to talk about this item.

 

Vice President Shuman stated that under NCAA guidelines, the Intercollegiate Athletics Program must submit an independent accountant’s report on applying agreed-upon procedures. She clarified that this report had one finding which was resolved prior to the review.

 

This item was for review and required no additional action.

Item 12 Audit Update 

Chair Kendrick stated that she did meet with Mr. Robert Berry, Director of the Office of Internal Auditing (OIA), and received updates on activities undertaken by the OIA. She asked Mr. Berry to provide an update to this committee.

 

Mr. Berry provided the committee with the standard audit update noting that of the seven audits planned, one was completed with a report issued and three audits were completed with reports pending. He concluded that the approved audit plan was on schedule.

 

Trustees discussed the whistleblower hotline and how the university received complaints. Consensus was that the hotline was not intended for customer service.

 

This item was for information only. No further action was required.

tem 13 Update on MOCA Jacksonville 

Chair Kendrick asked Vice President Shuman to provide the committee with the regular MOCA Jacksonville update.

 

Vice President Shuman stated that MOCA Jacksonville had a positive outlook and hoped to be within budget. She provided the committee with budget details and projections, noting that UNF had provided $320,000 of the $500,000 commitment. Trustees discussed the mission of the university and how MOCA integrated the academic program into its functions.

 

Trustees asked that a progress report covering what the university had done this year, as well as projections for the upcoming year be provided at the upcoming Board meeting.

 

This item was provided for information and required no further action.

Item 14 Quarterly Budget Report 

Chair Kendrick asked Vice President Shuman to speak about this item.

 

Vice President Shuman stated that the educational and general budget was well within range, with no issues. She noted that there was no indication that there would be a reduction or call back at this time.

 

Vice President Shuman reported on auxiliaries, mentioning that most would come in within the right amounts. She spoke about the negatives which included the English Language Program and Continuing Education.

 

This item was for information only. No additional action was required.

Item 15 Treasurer’s Report 

Chair Kendrick asked Vice President Shuman to speak about this item.

 

Vice President Shuman spoke about investments, mentioning that the university had entered into SPIA with the state. She clarified that there was more money invested than in cash.

 

This item was provided for information only. No additional action was required.

Item 16 Budget Process 

Chair Kendrick asked President Delaney to speak about this item.

 

President Delaney stated that the Legislature would finish in April or May with a subsequent tuition recommendation to the Board of Governors. He clarified that UNF would most likely be recommending a tuition and tuition differential at the full 15 percent.

 

This item was for information only. No additional action was required.

Item 17 Adjournment 

Chair Kendrick adjourned the meeting.