[Cobo] FW: Annual Campus Master Plan Update Information

Wed Jun 7 15:56:44 CDT 2006

Reminder, the Campus Master Plan is due as scheduled on this Friday,
June 9th.  Let me know if you have any questions.

-----Original Message-----
From: Mauck, Sheri 
Sent: Monday, March 27, 2006 11:12 AM
To: Council of Business Officers
Subject: Annual Campus Master Plan Update Information

Business Officers,

It is time once again, to begin working on the annual campus master plan
update.  The deadline for all changes in the electronic system is June
9, 2006.  Please find the email message below from Tim Martin of the
Bond Advisor's Office with important information and reminders on using
the web-based system.  http://www.osf.ok.gov/brstart.html	

Also attached, are the following items:

1.  The official letter of request
2.  The summary sheet required for submission by June 9, 2006.
3.  The State Bond Advisor's letter on project rating criteria.

Please let me know if you have any questions.

-----Original Message-----
From: Tim Martin [mailto:tmartin at oksba.org] 
Sent: Friday, February 03, 2006 1:52 PM
Subject: Capital Budget, Fiscal Years 2008-2012

To those involved with Capital Budgeting:

    If this message has been incorrectly sent to you, please forward the
message to the person or persons in your organization who have
responsibility for
capital budgeting.  I would appreciate being informed of any corrections
to
my capital budget contact list, including names, telephone numbers and
email
addresses.

            The web-based Capital Budget System is ready for your input
for
the Fiscal Years 2008-2012.  You will find information about the
Long-Range
Capital Planning Commission on the State Bond Advisor's web site,
http://www.ok-bonds.state.ok.us.  System requirements and other general
information about the Capital Budget System may be found at
http://www.osf.ok.gov/brstart.html.  Specific screen-by-screen
instructions start at http://www.ok-bonds.state.ok.us/inst1.  If you do
not
anticipate acquiring any capital projects during the fiscal years
2008-2012,
please send me a short memo or email confirming that fact.

            Please give extra attention to the following aspects of your
Capital Budget:

1.      Definition - The Long-Range Capital Planning Commission (the
"Commission") considers capital projects as those with a useful life of
at
least five (5) years and a cost of at least $25,000.  Any capital items
that
are typically purchased in quantities that meet these criteria should be
submitted for review.

2.      Priority - You should have only one #1 (highest) priority
project,
one #2, etc.  Order all your projects on a priority basis.

3.      Funding - Do not list General Obligation (GO) Bonds as a source
of
funding.  There are no GO Bonds currently authorized for future
projects.
Please provide details concerning all your funding sources.  If you are
planning some type of revenue bond financing, indicate the source of
security (revenue source) and the authorization.

4.      Description and Justification - Describe your projects in
detail.
Although the system asks for both these items in one entry of a single
screen, they are each distinct aspects of your projects.

5.      Fiscal Impact - Many users ignore this area of the capital
budgeting
process.  The Long-Range Capital Planning Commission, your management
and
Oklahoma's governmental leadership need to know the operating costs
and/or
savings associated with your projects, if they are to make sound
decisions
concerning the approval and funding of your projects.

6.      Rating Criteria and Scales ("scoring" your project) - Review the
"Rating Criteria and Scales" guidance included with this memorandum.  If
a
project does not require new State appropriations (i.e., the project is
"self-funded"), you do not need to complete this section.  Otherwise,
please
take care in completing the section.  For example, if you have five
projects, the highest priority project (your #1) would have a raw score
of
"5" in this section; #2 would have a raw score of "4", and so on.  All
five
projects should not have a raw score of "5".  Rate your projects
objectively.

7.      Timing - Please make every reasonable effort to complete your
input
to the Capital Budget System by July 1.  The Commission has deadlines it
must meet and needs time to review the projects.  A July 1 date should
provide ample time to review any legislation from the most recent
legislative session to determine any impact on your capital budget.
Once
you have completed your input, please change the status of your budget
to
"Complete" (Note that The State Regents for Higher Education have an
earlier
deadline for member campuses and will effect the capital budget closing
process for those campuses once the State Regents have completed their
review and processing.)  If you see that you may not meet the July 1
deadline, please contact me.

8.      Consistency - If there is legislation pending or planned which
provides financing for one or more of your projects, please make sure
that
the projects are reflected in your capital budget and that any
description
in your budget matches the description in the legislation.

    Because the Capital Budget System has been in place several years,
there
are no group training/refresher sessions scheduled.  If you need
assistance
in
using the system, please contact me.  If there are several users needing
assistance, I will attempt to schedule a group session if I am not able
to
respond adequately on an individual basis.

Tim Martin
Oklahoma State Bond Advisor's Office
(Staff to the Council of Bond Oversight & the
Long-Range Capital Planning Commission)
5900 North Classen Court
Oklahoma City, OK  73118
Phone:  405/602-3100
Fax:  405/848-3314
http://www.ok-bonds.state.ok.us
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