BUDGET PLANNING COMMITTEE (BPC)
MEETING
Thursday, September 22, 2011, 3:00 p.m.
Eureka Campus – LRC 107
Agenda
1. Call Meeting to Order – 3:00 pm
2. Approve Minutes of May 11, 2011*
3. Schedule of 2011-12 BPC Meetings
4. Prioritization Process/List
5. Recap of Funded Projects from Last Spring
6. Feedback Form
7. Update on the 50% Law
8. Future Agenda Items
9. Public Comments
10. Adjourn
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BUDGET PLANNING COMMITTEE
MEETING AGENDA
May 11, 2011
3:30 p.m.
Eureka Campus – LRC 103
Minutes
PRESENT
Mary Grace Barrick, Bob Brown, Dan Calderwood, Michael Dennis,
Lee Lindsey, Tami Matsumoto, Susan Mindus, Michael Regan,
Carla Spalding, Steve Stratton and Cheryl Tucker.
CALL TO ORDER
The meeting was called to order by committee co-chair Dan Calderwood.
MEETING NOTES
The meeting notes from April 13, 2011 were approved as presented.
2.5 MILLION CUT
SCENARIO
Lee reported that there is a possibility of a 9 to 14 percent cut that could
come out of the governor’s May budget revise. K-12 is making a play to
get a portion of the funds if the cuts are less than anticipated. Once the
May budget revise is released we will know what to expect and will
know if the 9 percent cut planned on was adequate.
The 3 year scenario plan that went to the board in May did not include
possible unspent services and supplies funds at the year-end. As budgets
are being cut, amounts to be budgeted will get smaller. Vacant positions
will not be filled immediately to allow for additional cost savings. We
are holding off on requests to fill positions that are not in the restricted
general fund until after the May revise, which will help to determine
what will happen with these positions.
101 SITE LEASES
The 101 site lease agreements include language that may allow the
district to be released from them if a specific amount of funding does not
come through from the state. This is another instance in which the district
could be affected by the May revise.
There was also discussion regarding the following:
Foster Kinship lease
SIM Center lease
Culinary program & equipment
No cooking classes being offered during fall semester
Program revitalization and cancellation
JOB MARKET
STATUS
There was a brief discussion regarding the Job Market and Lee noted that
he has not had the opportunity to familiarize himself with the agreement.
This is something he will be checking into and will report back on at a
future date.
ADDITIONAL CUT
STRATEGY
There was discussion regarding an additional cut strategy if the May
revise is higher than the anticipated 9 percent. It was noted that at
College Council the Academic Senate co-chairs brought forth a
document for review that outlined an emergency program discontinuance
process. Additional discussions included:
The district should not budget below the 5 percent minimum
reserve.
How to make cuts and keep programs that will keep the campus
whole.
Timeline of committee for program discontinuance due to
adverse budget environment.
Continuance of programs started with one-time funds.
Furloughs
A worst case scenario would be an 18 percent cut from the state.
Special meeting of the BPC if higher than anticipated cuts in
May.
50 PERCENT LAW
Lee reported that the 50 percent law calculations have not been
completed, but are in progress. Rules and information from the
Chancellor’s office are being used to make the calculations.
TRAN
Lee explained that the district will participate in the 2011-12 Tax and
Revenue Anticipation Note (TRAN) Program sponsored by the
Community College League of California. This will assist the district
during the first couple of months of the fiscal year if the state budget has
not passed and there is a delay in funding. There is a fixed cost for
participating in the program. Then, interest changes accrue only if we
actually draw against the available funds to meet cash flow needs. The
district will always be able to meet payroll. If the 3 year budget forecast
holds we should be able to maintain our 5 percent reserve.
DEREGISTRATION
PROCESS
Lee stated that the district is accumulating receivables, due to students
who are not paying their fees. He noted that the business office and other
integral departments are working together to create a deregistration
process that functions well and meets the needs of the district, but does
not over-complicate the registration process for students. The following
solutions are being considered:
Student will need to clear any pre-existing balances before being
allowed to register.
Students who register will have a certain amount of time to make
payment arrangements before they are de-regged (dropped from
classes).
Short term payment plans are available.
Students with unpaid balances on August 1 will be de-regged, and
students on wait lists will move into open spots and be given a
specific amount of time to pay before they are de-regged.
Discussion took place regarding the balances that the district currently
has due to unpaid student fees. It was suggested that a threshold dollar
amount be determined so that students owing only a small amount are
not dropped from classes. There was also concern regarding the possibly
of being de-regged for the optional student activity fee. It was noted that
in Web Advisor the “Opt Out” for the student activity fee is currently
available and is being made more prominent. It was also suggested that
the new DE-REG process be widely advertised.
ADJOURNED
The meeting adjourned at 5:00 p.m.
SUBMITTED
lw
Budget Planning Committee – Draft For Discussion
Prioritization Process/List
9-22-2011
Thank you for serving on the Budget Planning Committee.
Brief history of budget planning processes:





Prior to 2008, the Financial Advisory Committee provided recommendations.
To improve constituent participation, an integrated planning process was developed
which included the change to the Budget Planning Committee (BPC).
In general, the BPC receives and prioritizes funding requests from functional planning
committees, such as Technology and Facilities, and other sources.
BPC is the point where the various prioritized lists from the functional committees are
brought together and prioritized from an “All District” perspective.
In 2010-11 BPC produced a districtwide prioritized list of funding recommendations.
Tweaks for 2011-12 process:


Identify a short list of “required” or “mandatory” requests and pull those from the
prioritization list and separately report those items with the Committee’s final
recommendations. BPC can recommend a different funding amount or other change?
To create a clearer feedback loop, BPC will review the results of its recommendations
from the prior year and ensure that constituent groups are also in-the-loop on actions
related to last year’s recommendations.
Budget Planning Committee 2011-12 Planning Agenda:
The Budget Planning Committee supports the District’s mission by gathering a broad
constituency of members to the committee to accept, review and prioritize budget funding
requests from planning committees across the District. The Committee acts as a central review
function, so that funding requests are viewed in totality and across the District, so that crossdependencies are considered, and so that a balancing of interests is obtained in the final
prioritized funding recommendations to the President/Superintendent.
During the 2011-12 year, the committee will focus on refining existing review processes, for
example, to identify funding priorities that have a mandated or required component. The
committee will review the results of its actions from the prior year to “close the loop” on its
activities. The committee will work identify any requests that might possibly be accomplished
with other sources, such as grant funds or that might be accomplished without additional funding
and will communicate back to constituent groups on its recommendations for all funding
requests. The committee will maintain an active web site with meeting notes, attachments, etc.
1
Budget Planning Committee – Draft For Discussion
Prioritization Process/List
9-22-2011
Review the Committee’s Charge for 2011-12:
Functions of the Budget Planning Committee
1. Assists in the development of budget assumptions and reaffirms revenue projections by VPA to be
presented to the board every spring.
2. Assists in the development of preliminary budget.
3. Reviews all mandatory cost categories for accuracy and cost efficiency.
4. Reviews the prioritizations presented by constituency groups (Integrated Planning Functional
Committees (IPFC)) and develops rank order from funding (without altering IPFC priorities) [these are
request due to the planning function].
5. Reviews requests for resources (non discretionary) from budget managers and develop rank order for
funding [these are requests due to operational functions] .
6. Develops an institutional rank order for funding by combining requests from IPFC’s and budget
managers.
7. Assists in the development of the final budget by establishing incremental funding plans should the
state funding vary from the assumptions.
8. Conducts budget hearings as necessary to receive constituency/departmental input on budget requests
9. Conducts a mid year budget review (typically February) and recommends necessary reallocation of
funds during the current year
10. Develops long term (3-5 years) budget strategies and maintains a long term budget plan
11. Develops and recommends policies/procedures for effective budget planning and control.
Evaluation and Ranking Protocol
1. Compliance with Federal, State and County mandates.
2. Relationship to and relative importance of the request to the institutional strategic plan and educational
master plan.
3. Potential impact on student learning, institutional operations, service levels and
effectiveness/efficiencies.
4. Availability of alternatives and potential for deferral.
5. Funding history of the unit/area.
6. Degree to which delay will cause larger expenditures in the future and the degree to which annual
operating expenditures will be reduced as a result of approving the request.
Integrated Planning Functional Committees (IPFC) priorities should not be altered without
sufficient justification; Priorities from various IPFC’s will have to be rank ordered; The
Institutional rank order will contain requests from IPFC and operating units; Committee may
decide to categorize requests and priorities according to various expenditure categories and
recommend levels of funding for various categories of expenditures.
2
Budget Planning Committee – Draft For Discussion
Prioritization Process/List
9-22-2011
Membership
VPA - 1
VPI (EMP chair) - 1
VPSD (EMC Chair) - 1
IPFC chairs - 3
Manager/Director - 2
Faculty - 4 (Eureka 2, Del Norte 1, Mendocino 1)
Classified - 1
Student - 1; ex-officio-2(non voting)
Meetings held each year as determined by the BPC, but at least monthly from October to May;
possible additional budget hearings in spring.
Tentative Timeline
July-Sept: Incremental funding plan for the final budget
Oct-Nov: Policies for effective budget planning and control
Nov: Training for budget managers and AOAs
Dec-Jan: Budget assumptions for next year’s budget
Feb: Mid-year Review of current year’s budget
Mar-April: Budget Hearings, preliminary budget
May-June: Tentative Budget and incremental funding plan
July-Sept: Retreat, Long term plan, Final budget
3
Budget Planning Committee – Draft For Discussion
Prioritization Process/List
9-22-2011
Review 2011-12 Membership:
Lee Lindsey - Co-chair
Keith Snow-Flamer - IPFC Enrollment Management
Steve Stratton - IPFC - Technology
Tim Flanagan - IPFC - Facilities
MaryGrace Barrick - Managers Council Representative
Sharrie King - CSEA Representative
Vacant - Student Representative
Martha Racine - Mendocino Education Center Representative
Anita Janis - Del Norte Education Center Representative
Bob Brown - Co-Chair
Dan Calderwood - Faculty
Michael Dennis - Faculty
Tami Matsumoto - Faculty
Carla Spalding - Controller - Ex. Officio
Ken Strangfeld - Director, Accounting Services - Ex. Officio
4
as of 1/12/11
FY 2010-11
Final BPC Rankings
Note 1: Abbreviations
CT=Classroom technology
DT=District Technology
FE=Furniture and Equipment
OP=Operations
Note 2: Rankings
Column A = Interim district ranking
Column B = Subgroup ranking
(CT2 = #2 rank in CT, FE1 =#1 rank in FE)
Rankings preserve subgroup rankings
District IPFC
Rank Rank Department
CT, DT, FE are Integrated Planning
Functional Committees (IPFC)
Subgroup without numbers are projects
incorporated after subgroup rankings were
completed.
Project/Initiative
Note:
Shaded items have not been funded
Cost
Cumulative
Current
Total
Funds
1
2
3
4
5
6
7
8
9
10
OP1
Maintenance
Maintain Sewer Plant to (new) stringent standard
$53,530
$53,530
OP2
Maintenance
A/C for server room (current one 30 yrs old)
$10,000
$63,530
Redevelopment
OP3
Instruction
Accreditation
$32,500
$96,030
OP4
Maintenance
Gas Monitor for confined Spaces (OSHA)
OP5
Maintenance
Consultant for Sewer System
OP
DIEM
DIEM
$50,000
$286,167
CT1
Classroom Technolgy
Computers, Whiteboards
$10,000
$296,167
11
FE1
Furniture & Equipment
Chairs
$10,547
$306,714
Construction of
Acad Bldg
$200,000
$506,714
Budget Transfer as
part of $200,000 for
Spring TLU
$35,000
$541,714
OP
Maintenance
Ramp and Railing for DN
DT1
District Technology
Document Imaging System
OP6
101 corridor/Comm/Eco Dev
Mckinleyville Mandatory
Block Grant
x
Redevelopment
x
Block Grant
x
$10,000
$119,690
$100,000
$219,690
$16,477
$236,167
Instruction/Enrollment Management
Addl TLU for Spring and Summer
PC's and controllers
14
DT3
District Technology
Wireless Routers
$7,000
$548,714
15
CT2
Classroom Technolgy
Computers, ELMO
$11,500
$560,214
16
17
DT4
District Technology
Servers
$30,000
$590,214
OP7
Arcata Instructional Site
Security Staff
$9,782
$599,996
18
DT5
District Technology
Network Devices
$20,200
$620,196
19
CT3
Classroom Technolgy
Misc Classroom Technology
$11,620
$631,816
20
DT6
District Technology
24 port switches
$7,300
$639,116
21
22
CT4
Classroom Technolgy
Computers, ELMO
$10,000
$649,116
OP8
Health Occ
EMT Instructor Aide
$3,129
$652,245
24
25
FE2
Furniture & Equipment
OP10 Communication & Marketing
26
27
28
29
OP
District Technology
OP11 Maintenance
CT5
DT7
Classroom Technology
District Technology
$50,487
$702,732
Desks, Tables, Chairs
$6,480
$709,212
Hard Drive to run commercial Xerox machine
$1,635
$710,847
$100,000
$810,847
Temp Electrical Maintenance Specialist (16 weeks)
$16,000
$826,847
Clickers, Internet, ELMO
24 port switches
$12,000
$12,660
$838,847
$851,507
PC Replacement
x
Project
Tech Fund
Fund 15
$97,530
District Technoogy
Maintain Police Academy at Last years level
x
$109,690
OP
Administration of Justice
Measure Q
$1,500
DT2
OP9
Fund 41
$12,160
12
13
23
Source
Construction Measure Q
Redevelopment
Amt. TBD
Funding
x
$162,000
x
Bond Technology
Budget
Bond Technology
Budget
Bond Technology
Budget
x
x
x
Bond Technology
Budget
Bond Technology
Budget
Bond Technology
Budget
Bond Technology
Budget
$38,000
Budget Transfer as
part of $200,000 for
Spring TLU
Construction of
Admin Bldg
Bond Technology
Budget
x
x
x
x
x
x
as of 1/12/11
FY 2010-11
Final BPC Rankings
Note 1: Abbreviations
CT=Classroom technology
DT=District Technology
FE=Furniture and Equipment
OP=Operations
Note 2: Rankings
Column A = Interim district ranking
Column B = Subgroup ranking
(CT2 = #2 rank in CT, FE1 =#1 rank in FE)
Rankings preserve subgroup rankings
District IPFC
Rank Rank Department
30
FE3 Furniture & Equipment
31
OP12 Maintenance
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
OP13 Athletics
OP14 Instruction
OP
Facilities
OP15 Foundation/TRIO/Upward Bound
OP
Facilities
CT, DT, FE are Integrated Planning
Functional Committees (IPFC)
Subgroup without numbers are projects
incorporated after subgroup rankings were
completed.
Project/Initiative
Tables, Chairs, Stools
Lifting/rescue Tripod
Coaching Stipends
Note:
Shaded items have not been funded
Cost
Cumulative
Current
Total
Funds
$6,891
$4,000
$858,398
$862,398
$10,000
$872,398
Articulation Officer
$25,000
$897,398
32 Passanger Bus ($20,000 for 5 years)
$20,000
$917,398
$24,000
$941,398
Grant writer (contract)
Spray Booth Water Bath for EKA
Restore budget for Instructional Support
OP17 Instruction/Enrollment Management
Addl TLU for Spring and Summer
OP18 Maintenance
OP19 Administration Of Justice
Crew Vehicles for inter campus travel
100 amp Distribution Panel for Driving simulator
$60,000 $1,320,100
$12,000 $1,332,100
OP Maintenance
OP20 101 corridor/Comm/Eco Dev
Asphalt Slurry Coat for DN
Mckinleyville discretionary budget
$70,000 $1,402,100
$21,700 $1,423,800
OP Maintenance
OP21 Instruction/Enrollment Management
Exterior Lighting for DN
Addl TLU for Spring and Summer
$15,000 $1,438,800
$150,000 $1,588,800
OP22 Learning Resource Center
Supplemental Instruction (Coordinator, SI Leaders)
$81,500 $1,670,300
OP23 Student Services-BSI initiative
30 summer concurrent enrollment sections
$36,000 $1,706,300
OP24 IR/HR
Consultant for Title III closeout & AMD group
$10,400 $1,716,700
OP25 Career Center
Restore Job Market budget
$14,237 $1,730,937
Maintenance
Replace Exterior Doors in DN
$9,000 $1,747,437
Acquire database
$4,512 $1,751,949
OP28 Student Services-BSI initiative
Eureka--BSI Jump start program
$24,000 $1,775,949
Marquee Sign EKA
$35,000 $1,810,949
OP29 Del Norte Center
Printing Budget to match actual expenditures
OP30 Student Services-BSI initiative
Del Norte--BSI Jump start program
$24,000 $1,843,449
OP31 Maintenance
All Terrain forklift
$30,000 $1,873,449
Exterior Painting in MC
$35,000 $1,908,449
Hoopa--BSI Jump start program
$24,000 $1,932,449
Maintenance
OP32 Student Services-BSI initiative
OP33 Instruction
OP
Maintenance
Construction Measure Q
Project
Tech Fund
Budget Transfer K Snowflamer
x
x
$7,500 $1,738,437
OP27 Career Center
OP
Measure Q
$150,882 $1,260,100
Platform man lift for light fixtures
Facilities
Fund 41
$17,820 $1,109,218
OP26 Maintenance
OP
Source
$150,000 $1,091,398
OP16 Automotive Technology
OP
Funding
$8,500 $1,819,449
District faculty/staff professional growth pool
$15,000 $1,947,449
Exterior Painting in DN
$28,500 $1,975,949
OP34 Student Services-BSI initiative
South Fork--BSI Jump start program
$24,000 $1,999,949
OP35 Bus Pass Program
Spring 2011 Bus Pass Program
$75,000 $2,074,949
OP36 Student Services-Campus Life
Campus life activities
$67,014 $2,141,963
OP37 Del Norte Center
Carpet Cleaning Machine
OP38 Del Norte Center
Restore custodial/laundry
OP39 Foundation
Part time development/outreach manager
$40,000 $2,188,463
OP40 Del Norte Center
Part time coordinator Pelican Bay Initiative
$57,900 $2,246,363
$3,500 $2,145,463
$3,000 $2,148,463
Redevelopment Mendo
x