Area Report for Board of Trustees

As presented in July, the College is requesting final approval and adoption of the Fiscal Year Budget 2023-24.  There is no revision or change to the Preliminary FY2023-24 Budget submitted in July.

The months of July and August for the Administrative Services Departments were all about closing out FY23 and work planning for FY24.  Our division leadership team, of approximately 25 directors, managers, and supervisors, came together for division retreat on August 10, 2023.  In addition to reviewing our accomplishments and challenges of FY23, our leadership team spent time during the retreat drafting the department’s work plans and institutional effectiveness plans.  A (abbreviated) summary of our goals and objectives is presented here as the Administrative Services Area Report for September.

Core Theme 1: ACCESS, Reduce barriers and close equity gaps to access for all community members

Global Programs – Create opportunities for students and employees to experience an internationalized education and understanding:

• Manage the annual self-support Study Abroad program to Vietnam for at least 12 students.
• Manage two faculty experiential learning programs annually – with a target of at least 12 faculty participants.
• Recruit at least 12 international high school students to attend a Summer 2024 Program at Highline College.

Facilities – Create accessible, fiscally & environmentally sustainable, and productive work & learning environment:

• Manage the completion of B-21 and B-23 renovation projects to be within or under budget.
• Support the completion of the Main Entrance/Roundabout to be within budget.

• Begin space planning for the Welcome Center for Student Success building.

• Begin vision planning for the Student Activity Center & Athletic Sports field.

• Manage campus facilities effectively and efficiently using industry-standard data to comply with Washington State’s new Clean Buildings Initiative.

Core Theme 2: STUDENT LEARNING, Increase educational success, collaborate to improve

Global Programs – Create opportunities for student learning to develop a global community:

• Manage and promote relevant workshops during International Education Week and Highline Welcomes the World Week.
• Manage and promote virtual exchange workshops with international partners.
• Formalize program structure, including learning outcomes, for Study Abroad program.

Public Safety – Serve as an educational partner by enhancing community awareness for crime prevention:

• Provide safety workshops to at least 10% of all ESOL/ELCAP classes per quarter.
• Provide orientation workshops to Campus View Student Housing students with the goal of reducing student conduct by at least 5% compared to FY23.
• Complete the conversion and transition to ReGroup (new multi-language emergency notification system) by June 30, 2024 – with a target of 90% sign-up of students and employees.

Core Theme 3: COMMUNITY PARTNERSHIPS, Create a more inclusive working environment and a more valued, visible relationship with communities we serve

Public Safety – Engage internal and external communities to support maintaining a safe and secure working and learning environment at Highline College:

• Continue to serve as a proactive partner with the City of Des Moines and Des Moines Police Department to build working relationships, including serving on police officer hiring committees and hosting on-campus “Coffee with a Cop” events.
• Continue to host local business community meetings to address safety concerns for the Kent-Kangley business district, including Highline College campus.
• Continue to lead various on-campus safety initiatives, including campus clean-up events.

Core Theme 4: CULTURE & CAPACITY, Promote a campus culture which fosters equity and inclusivity supporting employee growth and development, and institutional capacity for transformation

Facilities – Conduct a study and a comparative analysis of facility standards to ensure appropriate and adequate staffing, maintenance, and operational capacity to support mission fulfillment of Highline College.

Finance, Budget, Grant, & Procurement Services – Build department’s infrastructure and capacity:

• Documentation of business processes, including budgeting & purchasing.
• Review and evaluate processes for improvement.
• Revamp and improve departmental website(s).

Administrative Services Strategic Goal:  MAINTAINING FINANCIAL SUSTAINABILITY

All Administrative Services departments will focus on maintaining financial sustainability as a key work plan goal for FY24.

Auxiliary Services (Conference Services & Bookstore) – Identify opportunities to enhance revenue:

• Develop a plan to transform Bookstore to a new Bookstore/Convenient Store to attract customers and sales.
• Develop a multi-year marketing plan for Conference Services.

Budget, Grant, & Procurement Services – Manage institutional budget effectively and efficiently: 

• Ensure an accurate and timely process for institutional budgets, including year close.
• Ensure 100% monthly grant reconciliation.
• Ensure 100% monthly P-card reconciliation.
• Implement quarterly P-card audits.

Facilities – Manage capital allocations (biennium 2023-25) to ensure all capital projects to be within budget and to expend state funds appropriately per requirements.

Finance – Manage and safeguard institutional resources and assets:

• Ensure an accurate and timely reporting process for revenue and expenditures.
• Ensure a successful year close by improving on efficiency & effectiveness of the process.
• Ensure a successfully financial statement audit.
• Implement an improved process for risk assessments.
• Implement quarterly internal control/cash audits of selected departments.

Public Safety – Maintain and sustain departmental financial resources to support institutional mission fulfillment:

• Develop a new Transportation Management Fee proposal to share with campus community by June 30, 2024.
• Manage and monitor department’s revenue and expenses using timely and accurate data.

Report submitted by Vice President of Administrative Services, Dr. Michael Pham