BUDGET PLANNING COMMITTEE (BPC) Wednesday, April 18, 2012 3:00 p.m. LRC 107 Agenda 1. 2. 3. 4. 5. Call Meeting to Order – 3:00 p.m. Approve summary notes from April 4, 2012 Budget Update Master Plans Review the year Feedback Charge 6. Closing the loop 7. Adjourn CR Accreditation website: http://www.redwoods.edu/accreditation/ CCC confer is available for those unable to attend in person. PARTICIPANT DETAILS > Dial your telephone conference line: (888) 886-3951 > Enter your passcode: 685452 PARTICIPANT CONFERENCE FEATURES *0 - Contact the operator for audio assistance *6 - Mute/unmute your individual line BUDGET PLANNING COMMITTEE Wednesday, April 4, 2012 3:00 p.m. L107 Summary Notes Draft MEMBERS PRESENT MaryGrace McGovern, Bob Brown, Solomon DeCamp, Tami Engman, Tim Flanagan, David Gonsalves (phone) Sharrie King, Lee Lindsey, Tami Matsumoto, Steve Stratton, Lorie Walsh OTHERS PRESENT Julia Peterson CALL TO ORDER The meeting was called to order by committee co-chair Bob Brown. SUMMARY NOTES The summary notes from March 7 were approved with changes. The Final version will be posted on the BPC website. DISCUSSION BUDGET UPDATE Lee gave a brief recap of the budget and noted that nothing is improving at the state level. There continues to be lower than expected revenue coming in and the state is looking at a $3B deficit. He stated that work continues to be done on the district’s budget and is confident that we can balance it although it may not be easy. Cuts have been made in services and supplies and by not filling all vacant positions. He also stated that he will email out the 3-year budget forecast document that was presented to the board of trustees on April 3. The forecast outlines best and worst case budget scenarios and what the effects will be if the tax measures do or don’t pass. For next year we will be able to maintain our 5% fund balance, however, without additional state funding or structural changes that will not be the case for 2013/14 and beyond. The district’s expenditures continue to increase every year e.g. benefits, contracted salary increases, increases in services and supplies. The 3-year forecast shows our problems, and now we need to work to find solutions and make the budget work. There was discussion about the survey that was distributed by IEC and according to data collected by IR only one member of the BPC completed it. Several committee members spoke up at the table and said that they had indeed completed the survey on behalf of BPC and other committees that they served on. Julia stated that she will check into this on behalf of IEC to see if there was a flaw in the survey collection process. Bob reiterated how important it is for all committees to document and assess the work they are doing. It’s not enough that we’re doing the work, but the work needs to be recorded to show evidence of our processes. FINAL RANKING SPREADSHEETS There was discussion regarding the Final Ranking Spreadsheets and the current process used to rank the needs requests. It was noted that several changes will be made to improve the process. Bob commended Lee for showing the linkages to the Strategic and Education Master plans and requested that he do the same for the Measure Q rankings. Some of the recommendations for changes included: Have committees filter out items that are below $5K Identify one-time or ongoing cost (total cost of ownership) e.g. software programs, subscriptions, equipment that requires ongoing maintenance. How to show that we closed the loop with Program Review Identify possible funding sources Discussion continued regarding the probability of funding any of these items now that the ranking process is complete. It was noted that there some items that may qualify for funding from Measure Q or Safety credit funds. RECOMMENDATION ON 101 CORRIDOR SITES The committee discussed the recommendation from the Facility Planning Committee (FPC) regarding the 101 Corridor sites which can be viewed at http://inside.redwoods.edu/BudgetPlanning/ . Lee stated that a Request for Proposals (RFP) will be sent out in the Eureka area to help find an appropriate location to house the Eureka Downtown site. The goal is to find a smaller site that can meet the scaled back requirements of a downtown site. The district would be willing to stay at the present location if the current lease cost could be negotiated for a much lower rate. CLOSING THE LOOP The committee will meet before the end of the semester to debrief about what was accomplished this year and how to plan for the future. ADJOURNED SUBMITTED The meeting adjourned at 4:25 p.m. lw