Finance & Budget Director

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==Introduction==
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=Delineated Duties=
Welcome to the positions of Finance & Budget Director of the [[ASUW]].  You have been selected from a pool of highly qualified applicants as the best candidate for performing the duties and upholding the responsibilities of this position.  Herein, you will find a great deal of information dealing with the position and its responsibilities.  I encourage you to read this wiki page in its entirety and refer back to it frequently as you progress throughout the year.  My hope is that it will be a valuable reference and tool for you, helping to guide you through the year.
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<center>'''ASSOCIATED STUDENTS OF THE UNIVERSITY OF WASHINGTON
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<br>BYLAWS OF THE BOARD OF DIRECTORS'''
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'''<br>ARTICLE I, SECTION 4'''</center>
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<br>
  
==Using Your Assistant==
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The Finance and Budget Director shall:
  
The single best piece of advice I can give you is: '''USE YOUR ASSISTANT'''.
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:A. Serve as an ex-officio member of the Board of Directors without vote, and shall be hired by the current Board of Directors through the Personnel hiring process. This individual shall take office with the incoming Board of Directors but shall be responsible for learning the position over Spring Quarter;
  
Don't make the same mistake I did and undervalue/estimate what your assistant does/can do for you, especially now. With expanded responsibilities, such as your seat on SAF and the current financial situation that the ASUW finds itself in, your assistant will be even more important to you now than they were to me.
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:B. Act as the Chief Financial Officer of the Association;
  
It's been commented to me various times that the position of F&B Director is greatly understaffed.  If you found an equivalent position in the real-world that dealt with a one million dollar budget you would probably find a full-time director and a full-time assistant.  You are tasked with working as a half-time director with a ''quarter''-time assistant.  Yes, there are some differences, such as the reliance on the SAUF Accountant to do much of the nitty-gritty, but there is still a void.  There are many different ways to use your assistants time, but I will suggest a few:
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:C. Serve as Chair of the Finance and Budget Committee, which shall include the following responsibilities:
  
*Full control over meeting scheduling, minutes, contacting committee members, etc.
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::1. Set up an agenda for the weekly Finance and Budge Committee meeting;
*Organizing, filing, archiving the large filing cabinet in the office (maybe you can find a better use for this hunk of metal than I could)
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*Keeping the Special Appropriations Spreadsheet up to date
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It will take a bit of time getting used to the idea that you have the services of an assistant. Try and build up this relationship early in the year (coffee, lunch, something like that) in order to help foster trust.  I know the hardest part for me was learning to trust that things will get done when I hand them off; when you get to that point, you will realize how beneficial an assistant can be.  As I mentioned in the pre-hire, use this person as a sounding board for ideas for your committees and other challenges you deal with in the year.  Input from others, especially someone who becomes intimately familiar with the day-to-day workings of your job, can be essential.
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::2. Make appointments to discuss budget matters with student groups;
  
==Committee Memberships==
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::3. Prepare a report of the weekly Finance and Budget Committee meetings to be submitted to the Board of Directors at its next meeting;
===[[Special Appropriations Committee]] (Chair)===
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====Special Appropriations Online Interface (SAOI)====
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::4. Monitor budget appropriations and expenditures; and
  
===[[Finance & Budget Committee]] (Chair)===
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::5. Present a financial report of the previous quarter to the Board of Directors at or before the second regularly scheduled meeting of each academic quarter.
  
===[[Services and Activities Fee Committee]]===
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:D. Serve as a member of the Services and Activities Fee Committee and appoint volunteers to serve as ASUW representatives on the Committee by using the Open Selection Process;
  
===[[Board of Directors]]===
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:E. Report directly to the President;
  
==The Budgeting Process==
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:F. Serve as the Chair of the Special Appropriations Committee;
  
==Quarter by Quarter Guidance==
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:G. Post the budget of the ASUW on the ASUW’s web page;
===Summer===
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====August====
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====September====
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===Fall===
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:H. Post the budget summary in The Daily at the beginning of each quarter;
====October====
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====November====
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====December====
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===Winter===
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:I. Complete initiated projects as directed by the President;
====January====
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====February====
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====March====
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===Spring===
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:J. Meet with the ASUW President at the beginning of each quarter to establish the responsibilities and allocation of their Administrative Assistant for that respective quarter. This shall be submitted for approval to the Personnel Director by no later than the second week of each quarter;
====April====
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====May====
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====June====
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==Top 10 Contacts==
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:K. Attend all regularly-scheduled Board of Directors meetings or special Board of Directors meetings unless officially excused by the President or Vice President;
  
The structure of the F&B position does not really require a great deal of outside contacts. Most (if not all) of your work is centralized within the Association so this contact list may contain many more internal folks than external. (However, after the fact, I'm finding more external people than I had originally thought!)
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:L. Maintain accountability for twenty-five office hours per week, including twenty scheduled office hours during which time the Finance and Budget Director’s activities and/or whereabouts are known to the front office staff. Meetings and appointments may be scheduled during this time. The remaining five hours shall be utilized to complete projects, schedule meetings and appointments, or otherwise facilitate the word of each quarter;
  
These are not necessarily in any specific order of importance.
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:M. Supervise financial and internal operations of the ASUW in cooperation with the Vice President;
  
===External===
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:N. Advise the ASUW Board of Directors on all financial matters, including spending priorities, budget process, and financial status;
*[mailto:sniglet@u.washington.edu Rene Singleton] (Your SAO Adviser)
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*[mailto:mschoen@u.washington.edu Mark Schoen] (SAUF Accountant)
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*[mailto:anitab3@hfs.washington.edu Anita Bowers] (Housing and Food Services contact for [[Late Night at By George]])
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*[mailto:tseyfrie@u.washington.edu Teresa Seyfried] (Property and Transportation Services contact for [[Night Ride]])
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*[mailto:llj@u.washington.edu Lincoln Johnson] (Director of SAUF)
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*[mailto:gpsstres@u.washington.edu Malia Langworthy] (GPSS Treasurer)
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*[mailto:railsbck@u.washington.edu Steve Railsback] (SAO contact for equipment purchases)
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===Internal===
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:O. Meet with the Programs and Enterprises to ensure proper execution and implementation of provisions provided in the ASUW corporate budget; and
*[mailto:asuwaa2@u.washington.edu Assistant to the President and F&B Director] (Valerie Yandall)
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*[mailto:asuwpres@u.washington.edu ASUW President] (Cullen White)
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*[mailto:asuwvp@u.washington.edu ASUW Vice President] (Jerome McCuin)
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==Top 10 Successes & Failures==
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:P. Work with the Director of Service and Partnerships to monitor the Husky Pride Fund.
===Top 10 Successes===
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*The Budget, SAF Form & Narrative
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*Special Appopriations Online Interface
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*Seat on SAF
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*[[Late Night at By George]]
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*[[Night Ride]]
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*Special Appropriations Bylaw Updates
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*Use of my assistant
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*Unprecedented level of trust between [[SAO]], [[SAF]], [[SAUF]] and F&B Director
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*This wiki
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*Extracuricular Involvement
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When I was looking at these top 10 successes, I was very pleased to see that you had been involved with F&B and Special Approps during quite a few of them.
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=Current and Past Finance & Budget Directors=
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*[[Emma van Inwegen]], Finance & Budge Director (FY 2014)
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*[[Riley Lee-Card]], Finance & Budget Director (FY 2013)
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*[[Joseph Salama]], Finance & Budget Director (FY 2012)
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*[[Neil Rotta]], Finance & Budget Director (FY 2011)
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*[[Conor McLean]], Finance & Budget Director (FY 2010)
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*[[Holly Jones]], Finance & Budget Director (FY 2009)
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*[[Jonathan Evans]], Finance & Budget Director (FY 2007, FY 2008)
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*[[David Morgan]], Finance & Budget Director (FY 2005, FY 2006)
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*[[Derek Huoth]], Finance & Budget Director (FY 2004)
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*[[Nicholas W. Hamilton]], Finance & Budget Director (FY 2003)
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*[[Weldon MacDougall]], Finance & Budget Director (FY 1998)
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*[[Christopher K. Carlberg]], Finance & Budget Director (FY 1997)
  
During my two years in this position, I was able to completely transform the budget and the budgeting process. It was in a horribly ugly format prior to 2004-05 and had quite a bit of convuluted and old information.  Footnotes had been carried forward that no longer hand any bearing, numbers were incorrect, and it was difficult to sift through.  Though it took me two years to get things in order, we now have, for the first time, a complete and all-encompassing look at the ASUW Budget.  Unfortunately, what was uncovered puts you in a difficult position of guiding the Association through a rough time financially in order to compensate for the budgeting errors that have spanned decades.  I know that I have left it better than I found it, and genuinely hope that no further errors exist.
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=Past Vice Presidents for Finance and Budget=
 
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*[[Katherine B. Moir]], Vice President for Finance and Budget (FY 1995)
The SAOI was the very first change that I implemented at the beginning of my first year as director. It also completely transformed the way that ASUW dealt with RSO direct funding.  For the first time, RSOs could submit their proposals electronically and the F&B Director no longer had to account for and organize proposals on paper.  Demand has skyrocketed over the past two years and I only expect it to increase further.  Updates to the bylaws were implemented at the end of 2005-06 in order to help spread the money out to as many groups as possible, among other things.  It will be important to follow the bylaws as '''rules''' and not '''guidelines'''.  Trust me, it will make your job that much easier to have something to fall back on when something is not funded.  I have made my best effort to ensure that the SAOI is fully functional and won't give you troubles next year or into the future.  Hopefully my effort has paid off.
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*[[Chris Putnam]], Vice President for Finance and Budget (FY 1993, FY 1994)
 
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*[[Kenneth Olson]], Vice President for Finance and Budget (FY 1992)
The ASUW took on some important external projects while I was here.  The U-Match Agreement, [[Night Ride]], and [[Late Night at By George]] all occurred with my consultation.  U-Match fell through due to a lack of service and a general bad taste in the mouth of the Association when dealing with, what turned into a, 3rd party merchant.  Night Ride is also listed as one of my top 10 failures.  We succeeded in launching the program with SAF seed money at the beginning of 2005-06.  It will run through June 2007.  I failed to keep in contact with Teresa (listed as one of the top 10 most important contacts) throughout this year and, honestly, am not sure where we stand on this.  ASUW has the money from SAF to run the program through June 2007 and I would highly encourage you to sit down with Teresa and gather ridership statistics, etc.  There is an exit clause in the contract that can be exercised if it is found by the Board and Property and Transportation Services that it is not a worthwhile service.  [[Late Night at By George]] was the brainchild of Cullen White.  Cullen and I worked very closely together throughout the year to see this come to a reality.  I honestly belive that this venture can be a break-even business, if not make profit.  Work with Cullen (and Scott, the new Director of Organizational Relations) over the summer, as well as during the year in order to solidify a contract and get this thing advertised to the student body; '''especially the freshman'''.  Anita Bowers (also listed in the top 10 contacts) is your best contact at Housing and Food Services.
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*[[Victor L. Hou]], Vice President for Finance and Budget (FY 1991)
 
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*[[Heidi Wills]], Vice President for Finance and Budget (FY 1990)
The F&B Director now sits on the Services and Activities Fee Committee. This gives a great deal of experience and insight to the director on the true "big picture" of student fees and what they fund.  It also help to foster a high-level of trust between the ASUW and SAF, which is extremely important to the financial health of the Association.  Remember that you wear ''three'' hats on this committee, one as the ASUW F&B Director, one as the Board of Directors representative, and one as an ASUW student representative to the committee.
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*[[Bruce Miller]], Vice President for Finance and Budget (FY 1989)
 
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*[[Chen H. Wen]], Vice President for Finance and Budget (FY 1988)
I want this wiki to become the defacto source of all important information for the F&B Director.  Make sure that you update it at least by the end of the year, if not on-going throughout the year.  It is a great deal of information and I would hate to see it lost in the fray after all the work I've done to write all of this stuff down >:).
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*[[Carla Birdwell]], Vice President for Finance and Budget (FY 1987)
 
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*[[Teresita Gonzalez]], Vice President for Finance and Budget (FY 1984)
Remember that ASUW is only '''ONE''' of your commitments.  Don't let it consume you.  Don't let it become the only thing you think about.  When you walk out that office door for the day, leave it behind.  It '''IS''' possible to care too much.  I was really starting to feel the burnout at the end of my third year in the ASUW, and much of it came from the fact that I did not give myself enough time away.  Student leadership is hard.  It takes a lot of time and energy to be good at it.  Do well at what you do, but don't forget the other things in your life.
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===Top 10 Failures===
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*[[Night Ride]]
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*Use of my assistant
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*The Budget
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*Contact with Daily about budget situation
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*Education of the BOD when it comes to ASUW finances
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*Use of the Current Situation Spreadsheet
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*Contact with ASUW entities
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*[[Late Night at By George]]
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*Excess Special Appropriations funding
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*Lax on office hours
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You can look above for my rant about my Night Ride failure; unfortunately, it isn't pretty.
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In my efforts to fix the budget during my first year, I ended up underestimating our SAF Request by $100,000.  Yes, very, very, very bad.  However, in retrospect, it may be the single greatest motivator the ASUW has ever seen.  This short fall has allowed SAF to instruct ASUW to make changes to the way it deals with its finances and actually have something to back up their instructions.  I'm not saying what I did was good, not at all, but it may end up being very good.
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There is an entry in the F&B Director's job description
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==Contacting Me==
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You should have my cell phone number if you need to get in touch with me.  You can also reach me through e-mail [mailto:davidcmorganjr@gmail.com here].  It can be overwhelming at first with all of the various entities that you have to wrap your head around, so I'll understand if I hear from you quite a bit.  :)
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If not, that's great too!
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Good luck!
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==See also==
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*[[Special Appropriations Committee]]
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*[[Special Appropriations Fund]]
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*[[Finance & Budget Committee]]
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Latest revision as of 18:24, 8 April 2014

[edit] Delineated Duties

ASSOCIATED STUDENTS OF THE UNIVERSITY OF WASHINGTON


BYLAWS OF THE BOARD OF DIRECTORS


ARTICLE I, SECTION 4


The Finance and Budget Director shall:

A. Serve as an ex-officio member of the Board of Directors without vote, and shall be hired by the current Board of Directors through the Personnel hiring process. This individual shall take office with the incoming Board of Directors but shall be responsible for learning the position over Spring Quarter;
B. Act as the Chief Financial Officer of the Association;
C. Serve as Chair of the Finance and Budget Committee, which shall include the following responsibilities:
1. Set up an agenda for the weekly Finance and Budge Committee meeting;
2. Make appointments to discuss budget matters with student groups;
3. Prepare a report of the weekly Finance and Budget Committee meetings to be submitted to the Board of Directors at its next meeting;
4. Monitor budget appropriations and expenditures; and
5. Present a financial report of the previous quarter to the Board of Directors at or before the second regularly scheduled meeting of each academic quarter.
D. Serve as a member of the Services and Activities Fee Committee and appoint volunteers to serve as ASUW representatives on the Committee by using the Open Selection Process;
E. Report directly to the President;
F. Serve as the Chair of the Special Appropriations Committee;
G. Post the budget of the ASUW on the ASUW’s web page;
H. Post the budget summary in The Daily at the beginning of each quarter;
I. Complete initiated projects as directed by the President;
J. Meet with the ASUW President at the beginning of each quarter to establish the responsibilities and allocation of their Administrative Assistant for that respective quarter. This shall be submitted for approval to the Personnel Director by no later than the second week of each quarter;
K. Attend all regularly-scheduled Board of Directors meetings or special Board of Directors meetings unless officially excused by the President or Vice President;
L. Maintain accountability for twenty-five office hours per week, including twenty scheduled office hours during which time the Finance and Budget Director’s activities and/or whereabouts are known to the front office staff. Meetings and appointments may be scheduled during this time. The remaining five hours shall be utilized to complete projects, schedule meetings and appointments, or otherwise facilitate the word of each quarter;
M. Supervise financial and internal operations of the ASUW in cooperation with the Vice President;
N. Advise the ASUW Board of Directors on all financial matters, including spending priorities, budget process, and financial status;
O. Meet with the Programs and Enterprises to ensure proper execution and implementation of provisions provided in the ASUW corporate budget; and
P. Work with the Director of Service and Partnerships to monitor the Husky Pride Fund.

[edit] Current and Past Finance & Budget Directors

[edit] Past Vice Presidents for Finance and Budget

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