2013-2014
PRELIMINARY BUDGET
CABRILLO COMMUNITY COLLEGE DISTRICT
June 10, 2013
Subject: Update on the Budget From: “Troy, Dan” <dtroy@CCCCO.EDU> Date: 5/23/2013 7:11 PM Colleagues, On Thursday, the budget subcommittees of each house took actions to close out their approach to the education budget. Clearly excited by the news of the LAO’s more optimistic revenue estimates, both houses chose to fund Proposition 98 at significantly higher levels than the Governor proposed in his May Revision. By and large, the actions were very favorable for the California Community Colleges , though each house took different approaches toward expenditure totals and programmatic choices. Here’s a brief summary of the actions as they relate to the CCCs: The Senate adopted the Governor’s May Revision proposals of funding access (1.63%), COLA (1.57%), and $50M in Student Success and Support (formerly, Matriculation). They modified the Student Success and Support language to add common assessment development to the items that can be funded through Student Success (the May Revision allowed for $7M of the funds to be used for e‐planning and e‐transcripts, so this action adds a 3rd option within that same $7M). Additionally, they provided funds above the Governor’s level for the 13‐14 year: ·
$25M for EOPS
·
$25M for DSPS
·
$7.8M for CalWORKs
·
$2.4M for PT Faculty Office Hours
·
$333k for PT Faculty Health Insurance
·
$1.3M fro CARE
·
$97K for the Academic Senate
·
$598k for Fin Aid Administration (they rejected a technical funding reduction in
the May Revision – the program is normally funded on a formula basis)
The Senate also added 1-time funds for the following:
·
·
·
$12M for maintenance
$12M for instructional equipment
$6M for professional development
The Senate approved the Governor’s $16.9M online initiative with some additional reporting language and rejected the FAFSA reform (the Assembly had already rejected the FAFSA proposal earlier in the process). Notably, the Senate has not yet taken action on the Governor’s adult education proposal. It is anticipated that the Senate will act on that proposal tomorrow (Friday). At that time, they will also take action on Proposition 39 expenditures and may make other additional adjustments, as well. Overall, the Senate approved $30M in one‐time funding above the Governor’s May Revision level and about $63M in ongoing funds above the Governor’s 2013‐14 level. While they take the opportunity to increase spending above the Governor’s proposal, they do not spend as much as the LAO assumptions would seemingly allow. The Assembly took a very different approach. They chose to appropriate all the way up to the LAO’s estimate. They would fund even more deferrals in the CY than the Governor, so as to create more room for funding ongoing program in the 2013‐14 year. On top of the $180M in increased deferrals the Governor proposed to buy down in the current year May Revision proposal, the Assembly added another $40M. They intend to include language (not yet provided) that will set aside $77M of the CY deferral pay down to be implemented as a positive trigger – in other words, the current year deferral pay down can decrease by up to $77M if the revenues do not materialize. For the 2013‐14 year, the Assembly appropriates far above the level of both the Governor and the Senate: ·
They increase funding for FTES access from $89.4M to $122.4M (they estimate this
as a 2.2% total increase over the current year).
∙ They increase categorical program spending by $160M over the Governor MR level – restoring many categorical programs back to their previous levels and more (see the table below). ∙ They provide $10M for common assessment implementation (no further details at this time) ∙ They reject the Governor’s approach on adult education. Instead, the Assembly provides over $600M to restore adult education funding within K12. Whereas the Governor had proposed $30M in local planning grants to establish local consortia to provide adult education (and promised $500M in new funding commencing in 2015‐
16), the Assembly proposes $7.2M to for local planning to encourage more regional collaboration among K12/CCC districts. Essentially, the Assembly prefers the old Adult Ed system. The Assembly also approved the Governor’s $16.9M online initiative. Further, they appropriated $51M in Proposition 39 funds to the CCCs (similar to the Governor’s level). Below is a table provided by Assembly staff that identifies their changes to categorical program funding levels. They display funding for the programs in 2007‐08, the Governor’s proposed May Revision, and the Assembly’s plan (in bold) for 2013‐14: California Community Colleges Categorical Budget Assembly Plan (Dollars in thousands) Dollar Difference from 07‐08 2007‐08 2013‐14 Assembly Plan Budget Act May Revise BUDGET ITEMS Categorical Funding Student Financial Aid Administration 51,640 Foster Care Education Program 5,254 CalWORKs 43,580 26,695 44,264 684 Fund for Student Success (MESA/Puente) 6,158 3,792 6,255 97 Student Success Initiative ‐ Basic Skills 67,537 72,140 20,500 5254
5336 82 33,100 20,037 33,620 520 Nursing Support 22,100 13,378 22,447 347 Disabled Students Extended Opportunity Programs & Services 115,011 69,223 126,817 11,806 Telecom & Technology Services 26,197 15,290 15,530 (10,667) Academic Senate 467 318 474 7 Childcare Tax Bail Out 6,836 3,350 7,655 819 Equal Employment Opportunity 122,291 73,605 134,211 11,920 1,747
767 779 (968) Economic Development 46,790 22,929 23,289 (23,501) Apprenticeship 15,229 7,174 15,468 239 Part‐time Faculty Office Hours 7,172 3,514 7,285 113 Part‐time Faculty Health Insurance 1,000 490 1,016 16 Part‐time Faculty Compensation 50,828 24,907 51,626 798 Transfer Education and Articulation 1,424 698 1,446 22 Matriculation ‐ Student Success 101,803 99,183 113,401 11,598 Total Categorical Funding 705,972 520,745 681,411 (24,561) Please note that some of the Assembly actions were made without much detail or explanation, so clarifications and corrections may be forthcoming, but this is the best information I have right now. Once each house ties up some loose ends, it is anticipated that they will convene a joint conference committee to sort out the differences between the two houses. This process could begin as early as next week, though that may be an ambitious schedule. Major areas of disagreement include total funding levels, programing priorities, and, likely, the approach to adult education. Of course, sorting out the differences between the houses may be easier than convincing the Governor to sign a final budget that spends well beyond his May Revision proposal. I’ll try to keep you posted on major developments as they arise. Regards,
Dan Troy
Vice Chancellor, College Finance and Facilities Planning
California Community Colleges Chancellor’s Office
Subject:Budget update (05/20/2013)
Date:Mon, 20 May 2013 17:27:05 -0500
From:Scott Lay <scottlay@ccleague.org>
To:grmendoz@cabrillo.edu
May 20, 2013
Dear Graciano,
Good afternoon from Orange County, where Academic Senate for California Community
Colleges president Michelle Pilati and I will be speaking on effective participatory governance
shortly. Meanwhile, I'm in constant communication with League Vice President Theresa Tena,
who is monitoring actions in Sacramento.
As you likely know, the Legislative Analyst's Office (LAO) released a report midday Friday that
projected that state revenues would exceed the governor's May Revision projections by $2.8
billion. At the same time, the LAO provided an option to the Legislature by which funding for
K-12 and community colleges ("Proposition 98") could actually be cut from the governor's May
budget proposal. Talk about confusing!
The LAO's report provides a balanced possibility to conclude the 2013-14 state budget in a
manner that restores access, addresses inflation, and begins the process of restoring our critical
student success categorical programs--all for community colleges, while also addressing
essential K-12 and other needs outside of the state's K-14 "Proposition 98" funding priority.
While the governor's May Revision was the best in years for community colleges, we recognize
the non-education priorities and the fact that many of our students and their families rely on the
state's health and social safety net that enables them to attend college. The LAO's increased
revenue picture provides hope that we can tackle both educational and non-educational state
needs.
As we talk to the Legislature this week, we are speaking about these priorities:


2012-13 ("One-time" ) funds: A proportional share (~10.93%) to the $1 billion provided to K-12, used to
address scheduled and deferred maintenance, instructional equipment and library materials, and
professional development.
2013-14 ("Ongoing") funds:
o Adopt the governor's proposal of 1.63% enrollment restoration, 1.57% cost-of-living
adjustment, and $50 million augmentation to the Student Success and Support Program (formally
known as Matriculation, for total funding of $99.2 million)
o To the extent additional funds are available, we support the following (not in a specific order):



addressing the roughly 18% in COLAs skipped during the state's recession to restore
educational quality
augmenting enrollment restoration to around 2%
restoring targeted access-driven and student success categorical programs cut in
recent years on a proportional basis, prioritizing those serving our most economically and
physically challenged students
This is a very uncertain budget, as the revenue forecast has not been this cloudy since 2001-02.
The governor and legislators of both parties have mutual desires to restore access to, and quality
of, programs that have been cut since 2009-10, without making the same mistakes of falsely
relying on revenues received by the state on a one-time basis for ongoing programs.
We are talking with legislators and the administration about your ongoing needs and will
continue to articulate them and hope to have more definitive news for you later on this week.
Sincerely,
Scott Lay
President and Chief Executive Officer
Orange Coast College '94
Community College League of California
2017 O Street, Sacramento, California 95811
916.444.8641 . www.ccleague.org
2013-2014
PRELIMINARY BUDGET
TABLE OF CONTENTS
PAGE
I
General Fund – Overview ................................................................................................. 1
A.
Base Budget ......................................................................................................... 3
1.
Base Budget Revenue.............................................................................. 3
a.
b.
c.
2.
General Apportionment ............................................................... 3
Lottery.......................................................................................... 6
Non-Resident Tuition .................................................................. 6
Base Budget Expenditures ...................................................................... 7
a.
Benefits ........................................................................................ 8
Base Budget Tables
Base Budget Revenue .................................................................. 9
Base Budget Expenditures ......................................................... 10
B.
Operating Reserves............................................................................................. 12
C.
One-Time Sub-Fund - FTES Reserve ................................................................ 13
D.
One-Time Sub-Fund .......................................................................................... 14
E.
Community Education/Cabrillo Extension......................................................... 16
F.
Carry-Over Sub-Fund ......................................................................................... 19
G.
General Restricted Fund ..................................................................................... 20
H.
Reserves (Ending Balance) ................................................................................ 24
1.
Base Budget Reserves ........................................................................... 24
a.
b.
c.
d.
f.
2.
I.
General Reserves ....................................................................... 24
Revolving Cash Fund................................................................. 24
Clearing/Operational Fund......................................................... 24
Operating Reserves .................................................................... 24
FTES Reserve ............................................................................ 24
Cash Flow: Ending Balance vs Cash Balance ....................................... 26
Other Financing Sources (Outgo)....................................................................... 28
Inter- and Intra-Fund Transfers ............................................................. 29
i
TABLE OF CONTENTS
(CONTINUED)
II
Retiree Benefit Fund ....................................................................................................... 30
III
Debt Service Fund ........................................................................................................... 34
IV
Child Development Fund ................................................................................................ 36
V
Building Fund .................................................................................................................. 38
A.
Scheduled Maintenance & Capital Construction Projects .................................. 38
B.
Transportation, Parking & Security.................................................................... 38
C.
Certificates of Participation ................................................................................ 38
D.
Redevelopment Agency (RDA) Funds............................................................... 38
VI
General Obligation Bond Fund ....................................................................................... 40
VII
Enterprise Funds – Auxiliary Services ............................................................................ 46
VIII
Associated Students Fund ............................................................................................... 54
IX
Trust & Agency Fund ...................................................................................................... 56
X
Scholarship & Loan Trust Fund ...................................................................................... 58
XI
Student Financial Assistance Fund.................................................................................. 60
XII
Student Representation Fee Trust Fund .......................................................................... 62
XIII
Student Center Fee Fund ................................................................................................. 64
XIV
Staffing Summary – All Funds … ................................................................................... 66
Attachments:
2012-13 and 2013-14 Budget Planning Update, April 8, 2013 ................................. A1-10
2012-13 Budget Revision—Allocation of FTES Reserve, April 8, 2013... ................ B1-2
CCC Chancellor’s Office Press Release, January 10, 2013 ........................................ C1-2
Governor’s Budget Highlights, Vice Chancellor, January 10, 2013 ........................... D1-2
Community College League, 2013-14 Budget Released, January 10, 2013 ............... E1-2
Reductions to Date……………. ..................................................................................F1-2
FTES/TU Reductions… .............................................................................................. G1-3
ii
2013-14 PRELIMINARY BUDGET
GENERAL FUND
I.
GENERAL FUND
Integration of Financial and Institutional Planning
The College Planning Council (CPC) serves as the main forum for discussion around
institutional and financial planning and other relevant policy matters. The president chairs
CPC meetings, with committee membership which includes administration, faculty, staff
and student representatives. CPC was initially created for the specific purpose of
developing, reviewing and monitoring college master plans. Over time, CPC also became
responsible for integrating budget development and other fiscal and budgetary matters
with institutional planning and with the institution’s overall Mission and Vision
statements. Accordingly, CPC utilizes the institution’s Mission statements as well as the
College Master Plan to evaluate program review reports, new program proposals, service
proposals, resource allocation matters and resource reduction proposals. CPC formulates
recommendations to the president, which are integrated with those of the cabinet, and are
subsequently presented to the Governing Board for discussion and approval.
Working in conjunction with CPC, financial and institutional planning also takes place at
various levels within the organization. Instructional departments review and develop
program plans and student learning outcomes, along with the resource needs to achieve
desired outcomes. These instructional plans are presented and reviewed by the Council for
Instructional Planning (CIP), which ranks and forwards the top third to CPC. Noninstructional departments also conduct program and planning reviews for CPC
consideration.
The Facilities Planning Committee plans capital outlays, and all major construction and
remodeling projects to be consistent with the goals and objectives of the college. The
resulting Facilities Master Plan guides these expenditures, and is reviewed bi-annually by
the board, the president and vice president of administrative services.
Overview
The General Fund is maintained to account for those transactions that are for the overall
college operation (Instruction, Student Services, Business Services, et cetera). Within the
General Fund, a number of sub-funds have been established: Base Budget, Restricted,
District Match, Community Education, Carry-Over, and One-Time Sub-Funds. The division
of these sub-funds reflects the need to differentiate discretionary revenue from restricted
revenue and ongoing funding from one-time funding.
A brief description of each sub-fund is provided later in the report. It is anticipated that the
college will transfer approximately $1.8 million from the Operating Reserves to reduce the
Preliminary Budget deficit. This transfer is shown in the net other sources of the
unrestricted base budget presented here.
The Preliminary Budgets for the Unrestricted Base Budget, including District Match, and
the Restricted Fund are summarized as follows:
1
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
Unrestricted
Base
Budget
57,014,484
Restricted
Fund
7,416,045
Total Expenditures and Net Transfers
58,796,396
7,557,309
Excess Revenue Over (Under) Expenditures
(1,781,912)
(141,264)
1,781,912
141,264
Net Projected Change in Fund Balance
0
0
Projected Reduction
0
0
Projected Beginning Fund Balance July 1, 2013
3,000,000
0
Net Fund Balance June 30, 2014
3,000,000
0
General Fund
Overview
Revenues
One-time Bridge Funds
2
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
A.
BASE BUDGET
Base Budget is an unrestricted sub-fund, accounting for the ongoing operational
expenditures of the college and is based on the Governor’s January Budget.
1.
BASE BUDGET REVENUE
The Base Budget Revenue for community colleges is derived from a
formula that allocates a “basic allocation” related to the number of
colleges and centers in the district. In addition to the basic allocation,
each district receives equalized rates for its full-time equivalent students
(FTES) from the state general apportionment, student enrollment fees, and
property taxes.
a.
General Apportionment
2012-13
General Apportionment: On November, 2012, the Governor was
successful in passing Proposition 30. This enabled the District to
avoid additional reductions to its revenue.
Enrollment Fees: Student enrollment fees were budgeted at $46
per unit (increased from $36 per unit for FY 2011-12). Note: The
college does not set enrollment fees. The state offsets the college’s
state funding by 98% of the enrollment fee revenues. When there
is an enrollment fee shortfall, the state does not backfill the
shortfall for the college.
Growth: The 2012-13 Final Budget did not include
restoration/growth funds. The college expects to capture
restoration funding of $700,000 for 2012-13.
COLA: The 2012-13 Final Budget did not include funding for
COLA.
2013-14 Preliminary Budget
General Apportionment: The Governor’s Budget includes funding
for restoration/growth of approximately 1.63%. The Governor’s
January budget also includes 1.65% of funding for COLA.
Additionally, approximately $340 million of one-time funds have
been earmarked towards a partial deferral buy down.
Enrollment Fees: There are no proposed changes to student
enrollment fees.
3
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
Other Issues: Various policy proposals were included in the
Governor’s Budget. Approximately, $50 million was earmarked
towards Student Success and Support Programs. Additionally, the
Governor’s Budget also included state backfill for any shortage in
property taxes related to the dissolution of RDAs.
4
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
This chart compares the 2012-13 general apportionment with the budget for 2013-14.
GENERAL APPORTIONMENT
2012-13
Final
Budget
10,683
49,195,000
Funded Credit/Non-credit FTES Assumptions
BASE REVENUES
2012-13
First Principal
Apportionment
10,894
49,084,643
2013-14
Prelim Budget
10,894
48,684,643
State Budget Reduction of Workload (base FTES)
-800,000
General Apportionment Reduction @ mid-range - $5.15
700,000
2012-13 Restoration @ 1.6%
450,000
2013-14 COLA @ 50% of 1.65%
Student Fee Offset
Federal Fund Shortfall
Budget- Downside Risk
Growth funds eliminated
Foundation Grant
4,000,000
4,000,000
4,000,000
Watsonville Center Revenue
1,000,000
1,000,000
1,000,000
54,784,643
54,134,643
Negative COLA -.39%
COLA- Mid-Year Reduction
Deficit Factor
General Apportionment-shortfall
Property Tax Shortfall
GENERAL APPORTIONMENT
-991,683
52,403,317
5
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
b.
Lottery
2012-13 Final Budget
The lottery estimate for 2012-13 is based on total FTES of 11,150 at a rate
of $122 per FTES. The restricted rate is estimated at $28 per FTES.
2013-14 Budget
The lottery estimate for 2013-14 is based on total FTES of 11,026 at a rate
of $122 per FTES. The restricted rate is estimated at $28 per FTES and
unrestricted revenue at $122 per FTES. The rate and FTES assumptions
will be updated for the Final Budget.
c.
Non-Resident Tuition
2012-13 Final Budget
Non-resident tuition for 2012-13 will be set at the District’s computed cost
rate of $200, plus $4 per unit for capital outlay fee. The college
enrollment from out-of-state and foreign students is expected to remain
relatively constant.
2013-14 Budget
Non-resident tuition for 2013-14 will be increased to the District
Computed Cost rate of $201, plus $3 per unit for the capital outlay fee.
The college enrollment from out-of-state and foreign students is expected
to increase by approximately $58,000 to a total of $950,000.
6
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
2.
BASE BUDGET EXPENDITURES
The following assumptions were used in generating the base budget
expenditures:

No salary increases for 2013-14 are included in the Preliminary
Budget.

Benefit stipend increases were estimated at 8%.

An increase in retiree benefits of $228,000 is budgeted.

The PERS rate is at 11.693%. The District pays the employee
contribution for classified and confidential employees, for a total of
18.693%.

Column and step increases are funded for all units.

The District plans to continue suspending winter session in 2014.

Nine full-time faculty positions were replaced for 2013-14. Two and
two tenths of vacant full-time faculty positions were eliminated in the
Preliminary Budget. These positions were backfilled with adjunct
replacement units.

Workers Compensation general liability is expected to increase by
$70,000 for the Preliminary Budget.

The expenses associated with participating in the TRAN program are
estimated at $90,000.

The operating budget was increased by approximately $186,000 to
account for anticipated increases to expenses.

Up to sixty-six and six sevenths percent of operating reserves were
earmarked to help offset the deficit for the 2013-14 Preliminary
Budget.
7
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
a. Benefits
Mandatory benefits have been funded based on the following rates:
FY 11/12
FY 12/13
FY 13/14
10.923%
11.417%
11.693%
7%
7%
7%
$9.33/mo/per
employee
$9.33/mo/per
employee
$9.33/mo/per employee
STRS
8.25%
8.25%
8.25%
SOCIAL SECURITY
6.20%
6.20%
6.20%
MEDICARE
1.45%
1.45%
1.45%
$1.8718
$1.854
$1.854
.72%
1.61%
1.10%
15.00%
15.00%
15.00%
9,175, 17,773,
24,470
(est) 9,461, 18,102,
25,428
(est) 9,621, 18,454,
25,772
DISTRICT BENEFITS
PERS (Employer Portion)
PERS Employee (Paid by Employer for
Confidential employees and for
Classified bargaining-unit employees)
PERS AB2177
WORKERS COMP
Rate per $100 payroll
UNEMPLOYMENT
Rate per $100 payroll
Local experience charge
CAFETERIAPACKAGE/FTE
All Employee Groups
8
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
UNRESTRICTED GENERAL FUND
BASE BUDGET
REVENUES
FEDERAL
8150 Admin. Allowance
8160 Veterans
Total Federal
STATE
8612
8612
8670
8612
8612
8681
*General Apportionment
P/T Faculty Comp
*State Taxes
*BOGG
2% Admin. Allow.
Lottery
Adopted Bdgt
2012-13
$
$
55,621
1,512
57,133
%
43,769
1,100
44,869 0.08%
Working Bdgt
2012-13
Prelim Bdgt
2013-14
at 3/31/13
$
43,769
1,100
43,769
1,100
44,869
44,869
26,948,312
244,522
155,000
4,400,000
38,000
1,360,300
26,948,312
244,522
155,000
3,750,000
38,000
1,345,172
33,146,134
32,481,006
18,581,331
200
93,000
60,000
4,700,000
81,278
30,000
921,730
5,000
18,581,331
0
91,000
45,000
4,700,000
81,278
30,000
950,000
10,000
24,993,520
244,522
159,297
4,897,008
56,307
1,119,021
26,948,312
244,522
155,000
3,750,000
38,000
1,360,300
31,469,675
32,496,134
18,532,887
0
130,959
60,884
3,917,288
79,945
23,463
817,136
(16,639)
17,850,005
200
93,000
60,000
3,700,000
81,278
30,000
891,730
5,000
Total Local
23,545,923
22,711,213
41%
24,472,539
24,488,609
TOTAL REVENUES
55,072,731
55,252,216 100%
57,663,542
57,014,484
49,784,643
4,000,000
1,000,000
49,134,643
4,000,000
1,000,000
Total State
LOCAL
8811
8840
8850
8860
8874
8874
8879
8880
8890
Actual
2011-12
*Taxes
Catalogs
Facility Rental/Use
Interest
*Enrollment Fee
2% Adm. Allow.
Transcripts
Non-Resident Tuition
Miscellaneous
* GENERAL APPORTIONMENT
Base, Prior Year
Foundation Grant
Center Revenue
Growth/Reallocation of Growth
COLA
Adjustments:
Reverse Workload Reduction
General Apport. Shortfall
Student Fee Offset
Property Tax Shortfall
Reduce Base FTES
* TOTAL GENERAL APPORTIONMENT
49,950,000
4,000,000
1,000,000
49,195,000
4,000,000
1,000,000
(2,200,000)
(250,000)
(991,683)
(800,000)
59%
0
0
0
0
52,500,000
52,403,317
54,784,643
54,134,643
9
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
UNRESTRICTED GENERAL FUND
BASE BUDGET
EXPENDITURES
Actual
2011-12
Adopted Bdgt
2012-13
$
$
12,203,089
4,450,802
7,823,729
737,630
12,900,807
3,794,043
8,054,791
146,695
Total Certificated Salaries
25,215,250
24,896,336
CLASSIFIED SALARIES
2100 Regular Contract
2200 Instr'l Aide Contract
2300 Part-Time Classified
2400 Part-Time Class Instr'l Aide
9,704,255
1,497,789
640,637
243,575
9,638,453
1,382,779
411,062
303,147
12,086,256
11,735,441
6,614,401
6,861,122
6,303,311
6,674,952
Total Employee Benefits
13,475,523
12,978,263
SUPPLIES & MATERIALS
4200 Other Books
4300 Instructional Supplies
4500 Non-Instructional Supplies
8,000
170,118
387,870
8,000
430,865
492,757
565,988
931,622
588,188
55,145
86,736
503,867
1,581,113
36,684
664,419
227,943
191,791
68,420
166,064
69,591
36,561
19,226
35,529
3,767
350
31,394
2,323
436,862
376,858
111,601
89,566
522,000
1,909,573
21,300
728,350
246,000
160,000
71,000
238,226
110,000
63,039
23,800
117,291
71,456
52,878
58,228
4,500
400,000
4,805,973
5,375,666
21,950
134,058
21,950
391,066
156,008
413,016
CERTIFICATED SALARIES
1100 Teaching
1200 Non-Teaching
1300 Part-Time Teaching
1400 Part-Time Non-Teaching
Total Classified Salaries
EMPLOYEE BENEFITS
3000 Mandatory Benefit
3400 Medical Fringe Benefit
Total Supplies & Materials
OTHER OPERATING EXPENDITURES
5100 Professional Services
5200 Travel & Mileage
5300 Dues & Memberships
5400 Insurance
5500 Utilities
5600 Rental Equip. & Facilities
Maint. Serv. Agreements
Repairs
5700 Legal Fees
Audit
Misc. Fees (Mchnt Bank/TRAN)
5800 Postage
Advertising
Fingerprint & Testing Reqs
Printing
Program Support
Component
Permit, License, and Tax Fees
Other Fees
Uncollectable Stdnt. Recv.
Total Operating
CAPITAL OUTLAY
6300 Books
6400 Equipment
Total Capital Outlay
10
%
44%
21%
23%
2%
10%
1%
Working Bdgt
2012-13
Prelim Bdgt
2013-14
at 3/31/13
$
12,687,341
3,573,987
8,110,022
456,836
12,684,336
3,821,305
8,611,837
273,516
24,828,186
25,390,994
9,272,019
1,349,466
544,998
309,989
9,304,740
1,292,938
411,062
303,147
11,476,472
11,311,887
6,297,481
6,678,804
6,074,335
6,652,826
12,976,285
12,727,161
8,000
401,786
445,791
8,000
549,614
524,939
855,577
1,082,553
792,554
123,596
96,587
522,000
1,909,573
20,500
731,115
341,030
190,000
71,000
238,226
110,050
57,270
23,800
109,431
34,150
14,884
66,131
7,023
400,000
376,858
110,251
89,566
542,000
2,088,033
16,300
725,675
237,100
160,000
71,000
253,226
110,000
63,039
23,800
117,291
30,020
52,878
58,228
5,936
450,000
5,858,920
5,581,201
21,950
248,179
21,950
220,135
270,129
242,085
2013-14 PRELIMINARY BUDGET
GENERAL FUND - OVERVIEW
UNRESTRICTED GENERAL FUND
BASE BUDGET
EXPENDITURES
Actual
2011-12
Adopted Bdgt
2012-13
$
$
%
Working Bdgt
2012-13
Prelim Bdgt
2013-14
at 3/31/13
$
TOTAL EXPENDITURES
TOTAL REVENUES
56,304,998
55,072,731
56,330,344
55,252,216
56,265,569
57,663,542
56,335,881
57,014,484
REVENUES OVER (UNDER) EXPENDITURES
(1,232,267)
(1,078,128)
1,397,973
678,603
(541,486)
277,296
(550,321)
275,915
(550,321)
275,915
(550,321)
231,172
316,622
15,000
98,879
85,839
(343,435)
(1,294,000)
(200,000)
(390,076)
(1,711,171)
216,596
10,000
102,011
86,508
(341,495)
(1,314,000)
(200,000)
(350,000)
(1,790,380)
216,596
10,000
102,011
86,508
(341,495)
(1,314,000)
(200,000)
(350,000)
(1,790,380)
82,516
0
105,638
86,480
(339,000)
(1,542,000)
(200,000)
(350,000)
(2,156,366)
(1,975,361)
(2,064,786)
(2,064,786)
(2,475,515)
(3,207,628)
(3,142,914)
(666,813)
(1,796,912)
2,666,142
3,142,914
666,813
1,796,912
305,953
0
0
0
BALANCE - BEGINNING YEAR
3,209,000
3,000,000
3,000,000
3,000,000
YEAR END FUND BALANCE
3,000,000
3,000,000
3,000,000
3,000,000
3,154,000
30,000
25,000
2,875,000
100,000
25,000
2,875,000
100,000
25,000
2,875,000
100,000
25,000
0
3,209,000
=========
0
3,000,000
===========
0
3,000,000
=========
0
3,000,000
===========
OTHER FINANCING SOURCES (OUTGO)
To District Match-FD 13
Indirects-fr FD 12, 33, 71, 72, 79
TRANSFERS
From Bookstore Fund 51
From Assoc. Students Fund 71
From Student Center Fund 73
From Trust & Agency Fund 79
To Debt Service Fund 22
To Retiree Benefits Fund 23
To Bldg/Transportation Fund 41
To Bldg/Sched Maintenance FD 46
Total Transfers
TOTAL OTHER FINANCING
SOURCES (OUTGO)
EXCESS REVENUES/TRANSFERS
OVER (UNDER) EXPENDITURES
GIVEBACKS TO RESERVES (11)
FROM ONE-TIME (17)
NET CHANGE TO FUND BALANCE
RESERVES
General Reserve
Revolving Cash Fund
Clearing/Operational
Unallocated
Budget Adjustments
Mid-Year Reductions
TOTAL RESERVES
847,439
11
2013-14 PRELIMINARY BUDGET
OPERATING RESERVES – GENERAL FUND
B.
OPERATING RESERVES
Reserves budgeted for 2012-13 deficit
$3,142,914
Add:
2013-14 Projected Ending Balance
Less:
Transfer to base budget 2013-14
Restore FTES Reserve
One-time subfund Allocation
Deficit Factor for 2012-13 (1.5%)
2013-14
Projected Ending Balance
1,500,000
(1,796,912)
(666,503)
(24,736)
(657,000)
$1,497,763
*Does not include FTES reserve or the 5% General Reserve
12
2013-14 PRELIMINARY BUDGET
ONE-TIME SUB-FUND – GENERAL FUND
C.
ONE-TIME SUB-FUND – FTES RESERVE
FTES RESERVE
333,497
Restore FTES Reserve from Operating Reserve
666,503
Available Balance
$ 1,000,000
Note:
On April 8, 2013, the Governing Board adopted the recommendations of the College Planning
Council and authorized the Vice President, Administrative Services to make the budget
adjustments to allocate $666,503 of the FTES reserve in 2012-13 for the 2013-14 Academic
Year. The college will restore the FTES back up to $1 million when the 2012-13 fiscal year is
closed in August 2013. (April 8th, 2013 board item is included with attachments, in its entirety.)
13
2013-14 PRELIMINARY BUDGET
ONE-TIME SUB-FUND - GENERAL FUND
D.
ONE-TIME SUB-FUND
Net Allocations 2013-14 Actual:
OASIS (Main Campus) Lease Revenue
40,000
SOS (Watsonville)Lease Revenue
40,000
PVUSD -Adult Ed (Watsonville) Lease Revenue
40,000
Precision (Main Campus) Lease Revenue
46,000
2013-14 State Mandate Reimbursement -Revenue
200,000
Matriculation Shortfall 2013-14 (estimated)
(98,530)
DSPS Shortfall 2013-14 (estimiated)
(42,734)
Transfer to Retiree Benefit Fund
(100,000)
Transfer for New Employees
(100,000)
Total Allocations
24,736
14
2013-14 PRELIMINARY BUDGET
-This Page Intentionally Left Blank-
15
2013-14 PRELIMINARY BUDGET
COMMUNITY EDUCATION – GENERAL FUND
E.
COMMUNITY EDUCATION
This sub-fund accounts for the Cabrillo Extension and the Contract Education
programs.
The Cabrillo Extension program is primarily based upon revenue generated from
class fees.
16
2013-14 PRELIMINARY BUDGET
COMMUNITY EDUCATION - GENERAL FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Cabrillo Extension/Community Education Fund (15)
Actual
2011-12
Budget
2012-13
Budget
2013-14
Revenues
8800: Local
Total Revenues
1,321,449
1,321,449
906,230
906,230
733,000
733,000
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
7600: Grants/Donations/Scholarships
Total Expenditures
24,343
330,298
98,903
51,958
538,426
4,064
43,905
1,091,897
57,935
491,145
232,491
17,411
458,861
3,000
4,701
1,265,544
0
500,311
208,023
24,500
111,300
4,000
Excess of Revenues Over Expenditures
229,552
(359,314)
848,134
(115,134)
Other Financing Sources (Outgo)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
-
Total Other Financing Sources (Outgo)
0
0
0
Net Change to Fund Balance
229,552
(359,314)
(115,134)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
761,894
991,446
632,132
991,446
632,132
516,998
17
2013-14 PRELIMINARY BUDGET
-This Page Intentionally Left Blank-
18
2013-14 PRELIMINARY BUDGET
CARRY-OVER SUB-FUND – GENERAL FUND
F.
CARRY-OVER SUB-FUND
The carry-over sub-fund accounts are intended for self-sustaining funds, projects
that are not completed within the same fiscal year, and available balance in lineitem budgets authorized for carry-over.
Self-sustaining funds depend on their ability to generate revenue to support their
actual operating expenditures.
Major projects that cross fiscal years are carried over in this sub-fund. Examples
are major repairs, remodeling, and painting projects that are not state-funded.
Examples of items authorized for carry-over are the year-end balances in supply
budgets and the balance in the account established to fund the deductible for
insurance claims.
In order to prepare the budget for this sub-fund, the 2012-13 books must be
closed. The budget will be presented as part of the 2013-14 Final Budget.
19
2013-14 PRELIMINARY BUDGET
GENERAL RESTRICTED FUND
G.
GENERAL RESTRICTED FUND
The Restricted General Fund programs are established for the purpose of
providing specialized services. These services are funded by revenues collected
from program participants or from revenues provided by a federal, state or local
agency. As the name implies, restricted funds may only be used to pay for the
costs of providing specific services.
Federal, state and local agencies frequently require that a district receiving special
funding provide general fund dollars to the restricted program. This “match”
varies by funding agency and may be in the form of a cash contribution to pay for
specific expenditures, or it may be an “in-kind” contribution that is made through
allocation of existing District resources such as use of a facility, use of equipment,
utilities or personnel. Required match is often expensed in the unrestricted
general fund. The college continues to evaluate match requirements and
commitments to determine the appropriate level of match for each program.
The severe cuts that some restricted programs implemented in 2009-10 have
become permanent. For the 2013-14 Preliminary Budget, the Disabled Students
Programs and Services (DSPS) and Matriculation programs remain out of balance
by $141,264. These budgets will be balanced with one-time funds.
Page 21 shows a summary of the 2013-14 Preliminary Restricted General Fund
revenues and expenditures. Pages 22-23 show the listing of programs included in
the Restricted General Fund budget.
20
2013-14 PRELIMINARY BUDGET
RESTRICTED - GENERAL FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Restricted Fund (12)
Actual
2011-12
Budget
2012-13
Budget
2013-14
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
2,723,732
4,579,215
1,844,431
9,147,378
4,834,298
4,336,253
1,774,399
10,944,950
2,753,824
3,444,403
1,217,818
7,416,045
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
2,297,724
2,010,320
1,427,843
430,396
2,360,075
383,519
8,909,877
1,911,393
1,773,014
1,439,923
741,364
2,955,218
2,058,875
10,879,787
1,630,838
1,746,167
1,589,900
179,007
1,610,453
11,500
6,767,865
237,501
65,163
648,180
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
7600: Grants/Donations/Scholarships
7320: Indirects
Interfund Transfers
8900: Transfers In
7300: Transfers Out
(158,771)
(227,678)
(151,730)
(212,184)
(62,728)
(163,232)
1,000
(141,405)
(622,779)
(563,484)
Total Other Financing Sources (Outgo)
(526,853)
(986,693)
(789,444)
Net Change to Fund Balance
(289,353)
(921,530)
(141,264)
847,337
(74,193)
(74,193)
(215,457)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
1,136,690
847,337
Note: For the FY 2013-14 Preliminary Budget, the DSPS and Martriculation programs
remain out of balance by $141,264. These budgets will be balanced with one-time
funds.
21
2013-14 PRELIMINARY BUDGET
RESTRICTED - GENERAL FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Restricted - General Fund Detailed Program Listing
Project
Description
023
030
049
050
053
100
103
107
110
111
112
125
126
134
138
136
140
141
150
153
165
174
178
190
194
204
205
230
242
292
327
331
337
352
353
354
355
CAP
Foundation-Fstr Youth Supprt
Nursing Exp. HAS Match
Title III-STEM Construction
Title III-STEM 13-14 Yr 3
Lottery
Student Representation
Foundation - Stroke Center
Health Services
DSPS
Human Care Alliance
CARE
EOPS
ACCESS 13-14
ACCESS 12-13
NSF - MESA/STEEP 12-13
WIA-Adult Wkr-FTTW
WIA-Dislocated Wkr-FTTW
Federal College Wk Stdy
Stdnt Fin Assist - BFAP
Foster Kinship Care
MESA 13-14
NSF - E.I.L.S.
Matriculation-Non Credit
Matriculation-Credit
TANF (FTTW)
Calworks (FTTW)
AMATYC
Int'l Student Cap Surcharge
Calworks (FTTW)
QSEN-Nursing Fac Dev
RN Enrollment Growth
AHEC-Health Projects Ctr
Title V-Hisp Serv Inst 10-11
Title V-Hisp Serv Inst 11-12
Title V-Hisp Serv Inst 12-13
Title V-Hisp Serv Inst 13-14
Federal
Revenue
8100
State
Revenue
8600
Local
Certificated Classified
Revenue
Salaries
Salaries
8800-8900
1000
2000
88,683
16,864
28,802
383,484
480,950
Other
Supplies & Operating
Materials Expenses
4000
& Services
5000
8,199
5,000
26,500
673
1,000
2,500
5,711
1,385
Employee
Benefits
3000
48,984
12,691
20,598
40,000
884,936
37,240
104,886
598,000
119,046
67,614
132,701
47,543
189,837
460,535
25,336
93,641
150,999
45,618
32,007
121,626
316,136
20,726
278
92,260
1,370
154
19,195
10,565
10,565
66,344
44,006
271,594
2,200
89,202
9,019
1,003
8,504
22,687
2,605
77,537
29,433
29,433
242,963
412,078
114,062
50,500
54,703
4,639
6,185
9,404
23,042
71,690
Transfer
Out
7310
Indirect
7320
1,108
8,864
336,155
23,042
106,276
125,072
60,394
12,298
1,448
31,726
17,396
17,396
242,963
230,373
12,020
32,443
1,500
4,559
151,303
27,028
62,598
181,705
30,527
9,473
942
4,305
144,210
16,752
38,364
205,292
500
1,000
3,000
14,038
38,028
14,700
700
1,250
1,472
1,472
10,000
11,260
679
2,700
1,324
2,100
12,000
2,304
5,314
4,289
42,553
25,939
35,070
639
25,296
2,636
4,440
42,259
1,000
19,119
73,947
3,604
4,106
4,078
4,106
13,297
35,000
52,604
6,162
2,852
1,942
777
9,000
72,096
84,821
89,899
308,728
2,240
5,000
4,289
9,000
15,075
44,816
230,218
339,928
Student Aid
7600
383,484
308,728
30,000
Capital
Outlay
6000
17,115
9,511
8,000
19,340
168,149
22
3,316
45,752
1,500
15,075
32,500
141,567
54,073
3,262
511
Total
Expenses
88,683
16,864
28,802
383,484
480,950
308,728
37,240
104,886
668,000
927,670
66,344
44,006
271,594
22,687
2,605
77,537
29,433
29,433
242,963
412,078
114,062
50,500
9,404
8,864
434,685
46,084
106,276
4,289
9,000
72,096
4,106
84,821
13,297
15,075
44,816
230,218
339,928
2013-14 PRELIMINARY BUDGET
RESTRICTED - GENERAL FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Restricted - General Fund Detailed Program Listing
Project
362
363
364
365
367
391
393
507
620
708
816
821
858
859
862
872
Description
Basic Skills 11-12
Basic Skills 12-13
Basic Skills 13-14
SA/HIV (Formerly OFR)
STAP
SBDC-SBA July-Dec
SBDC-SBA Jan-June
Student Body Center Fee
Foundation - Rad Tech
NSF - ACES (Sci & Math)
VTEA 1C
CTE Teacher Prep 12-13
BAWFC San Fran Fndtn
BACCC VTEA 1B
CTE Collaborative
COE SC4
Total
Federal
Revenue
8100
State
Revenue
8600
Local
Certificated Classified
Revenue
Salaries
Salaries
8800-8900
1000
2000
15,950
43,300
90,000
239,922
167,466
29,102
25,602
60,000
53,436
154,255
15,113
10,639
21,455
20,955
17,147
17,147
58,933
13,167
52,668
43,944
21,644
5,556
29,020
14,293
1,217,818
1,630,838
1,746,167
1,589,900
18,006
370,000
119,654
Other
Supplies & Operating
Materials Expenses
4000
& Services
5000
15,950
43,300
47,667
8,000
140,054
300
88,490
6,022
Capital
Outlay
6000
Student Aid
7600
9,663
85,372
6,983
23
Transfer
Out
7310
Indirect
7320
Total
Expenses
16,165
34,865
13,547
5,045
527
866
273,818
5,983
2,946
2,500
421
693
14,231
4,602
2,267
15,950
43,300
90,000
239,922
167,466
60,000
53,436
154,255
15,113
155,589
153,224
10,953
18,006
370,000
119,654
58,933
179,007
1,610,453
11,500
163,232
7,557,309
28,791
20,096
4,954
4,412
9,255
12,846
71,664
10,953
3,444,403
31,694
12,520
12,023
31,877
31,877
2,267
9,685
67,852
3,022
3,280
16,182
36,105
17,783
155,589
153,224
2,753,824
Employee
Benefits
3000
145,000
62,728
563,484
2013-14 PRELIMINARY BUDGET
RESERVES – GENERAL FUND
H.
RESERVES (ENDING BALANCE)
1.
BASE BUDGET RESERVES
The General Reserves, Revolving Fund, Revolving Stores, and
Clearing/Operational Fund are accounted for in the Base Budget in the
amount of $3,000,000. These funds are not designated for allocation
during the fiscal year.
a.
General Reserves
An account to record the reserve budgeted to provide operating
cash in the succeeding fiscal year until taxes and state funds
become available. The California Community Colleges
Chancellor’s Office guideline is a minimum of 5% of the total
General Fund expenses. The Preliminary Budget includes a 5%
general reserve; $2,875,000.
b.
Revolving Cash Fund
A $100,000 account to be used for emergency or small sundry
disbursements.
c.
Clearing/Operational Fund
A $25,000 account to be used for District deposits and subsequent
withdrawal into appropriate County treasury accounts.
d.
Operating Reserves
The District retains an operating reserve to provide one-time
assistance and planning time for addressing ongoing reductions in
state revenues. A large part of the reserve will be used to reduce
the 2013-14 base budget deficits.
f.
FTES Reserve
The FTES reserve balance is included on page 12. The FTES
reserve is $1,000,000.
24
2013-14 PRELIMINARY BUDGET
RESERVES - GENERAL FUND
2013-14 Preliminary Budget
Reserves of the General Fund
RESERVES
Preliminary Budget
Base
Budget
General Reserve
2,875,000
Revolving Cash Fund
100,000
Clearing/Operational
25,000
Unallocated Reserve
Total Reserves
$3,000,000
25
2013-14 PRELIMINARY BUDGET
FUND BALANCE VS CASH
2.
ENDING FUND BALANCE vs CASH BALANCE
Projected
6/30/2013
Ending Balance
6/30/2010
6/30/2011
6/30/2012
Unrestricted Funds
5% General Reserve - Fund 11
Carry Over - Fund 14
One-Time - Fund 17
FTES Reserve - Fund 17
Community Ed - Fund 15
Total Unrestricted Funds
$3,209,000
3,599,048
6,134,217
500,000
451,114
$13,893,379
$3,209,000
3,744,031
7,593,195
1,000,000
761,895
$16,308,121
$3,000,000
3,197,718
3,370,652
1,000,000
991,446
$11,559,816
$3,000,000
1,475,791
4,840,278
1,000,000
1,213,323
$11,529,392
1,119,666
1,136,690
847,337
629,281
$15,013,045
$17,444,811
$12,407,153
$12,158,673
5,568,430
14,130,344*
6,933,116**
13,330,108***
Restricted Funds
Total General Fund Ending Balance
Cash Balance
Apportionment Allocation Deferrals
2009-10 @ $7,000,000
2010-11 @ $8,000,000 (est)
2011-12 @ $9,000,000 (est)
2012-13 @ $8,000,000 (est)
* Cash balance includes $5 million in mid-year TRAN borrowing.
** Cash balance includes $4 million in mid-year TRAN borrowing.
*** Projected cash balance includes $8.8 million in mid-year TRAN borrowing.
26
2013-14 PRELIMINARY BUDGET
-This Page Intentionally Left Blank-
27
2013-14 PRELIMINARY BUDGET
OTHER FINANCING SOURCES (OUTGO)
I.
OTHER FINANCING SOURCES (OUTGO)
Other financing sources include proceeds from long-term debt, sale of fixed
assets, and incoming transfers.
Other outgo includes debt retirement, student aid and transfers to other funds.
Inter-fund transfers are made to move appropriations and dollars from one fund to
another fund for the purpose of paying for expenditures using the structure
required by generally accepted accounting principles applied to governmental
entities. The transfer of funds allows money to be moved from one fund to a
second fund with the second fund then being responsible for paying all operating
costs of that program. This practice allows all program expenditures related to the
operation of the program, regardless of funding sources, to be accounted for in a
single fund. This treatment provides readers with a full understanding of the
scope of the program as a whole.
Intra-fund transfers are made within a fund of a district. An example of an intrafund transfer would be moving funds from the unrestricted general fund to the
restricted general fund.
A schedule of Inter- and Intra-fund Transfers is included on the following page.
28
2013-14 PRELIMINARY BUDGET
TRANSFERS
INTERFUND TRANSFERS
Transfer in
Unrestricted General Fund 11
From One-Time Sub Fund 17
From Bookstore Fund 51
From Stu Ctr Fund 73
From Trust & Agency Fund 79
To Debt Service Fund 22
To Retiree Benefit Fund 23
To Building Fund 41 (Transportation)
To Building Fund 46 (Scheduled Maintenance)
Transfer Out
1,781,912
82,516
105,638
86,480
339,000
1,542,000
200,000
350,000
Restricted General Fund 12
To Debt Service Fund 22
To Student Rep Fund 72 (Fees)
To Student Ctr Trust Fund 73 (Fees)
383,484
35,000
145,000
One-Time Sub Fund 17
To Unrestricted General Fund 11
To Retiree Benefit Fund 23
1,781,912
200,000
Debt Service Fund 22
From Unrestricted General Fund 11
From Restricted General Fund 12
339,000
383,484
Retiree Benefit Fund 23
From Unrestricted General Fund 11
From One-Time Sub Fund 17
1,542,000
200,000
Building Funds 41-47
From Unrestricted General Fund 11 (41-Transportation)
From Unrestricted General Fund 11 (46-Scheduled Maintenance)
Purpose
Balance General Fund
GF Administrative Support
GF Salaries and Benefits
GF Pino Alto Salaries (50%)
Debt payment
Present & future retiree benefits
Transportation and Protective Serv
Scheduled Maintenance
Title III STEM Construction Loans
Student fee transfer
Student fee transfer
Balance General Fund
Future retiree benefits
Debt payment
Title III STEM Construction Loans
Present & future retiree benefits
Future retiree benefits
200,000
350,000
Transportation and Protective Serv
Scheduled Maintenance
Bookstore Fund 51
To Unrestricted General Fund 11
To Duplications Fund 59
82,516
25,000
GF Administrative Support
Auxiliary Services support
Food Services Fund 52
To Duplications Fund 59
25,000
Auxiliary Services support
Duplications Fund 59
From Bookstore Fund 51
From Food Services Fund 52
From Trust and Agency Fund 79
25,000
25,000
17,000
Auxiliary Services support
Auxiliary Services support
Vending Income
Student Representation Fund 72
From Restricted General Fund 12 (Fees)
35,000
Student fees collected
Student Center Trust Fund 73
From Restricted General Fund 12 (Fees)
To Unrestricted General Fund 11
145,000
105,638
Trust & Agency Fund 79
To Duplications Fund 59
Pino Alto/Sesnon to Unrestricted General Fund 11
17,000
86,480
Total Inter- and Intra-fund Transfers
5,318,030
Indirects collected in the Unrestricted General Fund
From Restricted General Fund 12
From Child Development Fund 33
From Associated Students Fund 71
From Student Representation Fund 72
From Trust and Agency Fund 79
Total Indirects Reimbursed to Fund 11
163,232
17,380
19,250
2,450
28,860
231,172
29
5,318,030
Student fees collected
GF Salaries and Benefits
Vending Income
GF Pino Alto Salaries (50%)
2013-14 PRELIMINARY BUDGET
RETIREE BENEFIT FUND
II.
RETIREE BENEFIT FUND
Pursuant to the Governmental Fund Group descriptions contained in the California
Community Colleges Budget and Accounting Manual, the District has established a
Retiree Benefit Fund that is contained within the debt service fund group. The fund is
used for the sole purpose of funding retiree health benefits.
The District pays retiree benefits directly out of the Retiree Benefit Fund. Annually, the
OPEB liability is reviewed as part of budget development and intentional efforts have
been made to continue funding the liability in midst of significant budget reductions. An
actuarial study related to the District’s OPEB liability, is conducted bi-annually as
prescribed by the Governmental Accounting Standards Board (GASB 45). The estimated
liability is recognized and reported in the annual audit. During the year, a transfer is
processed from the general fund to cover the estimated annual cost of retiree benefits.
The District is required to account for the costs of retiree health benefits on an accrual
basis, i.e., over the working lifetime of eligible employees. In 2009-10 the District
implemented GASB 45 reporting requirements and the entity-wide financial statements
now recognize the annual required contribution (ARC). The ARC includes future other
post employment benefits (OPEB) costs of active eligible employees + amortized
unfunded liability of retirees.
Although GASB 45 does not require funding the ARC, districts are encouraged to
consider OPEB commitments and the districts’ ability to finance when they assess their
fiscal health in preparation for Accreditation, future Bond measures, etc. Therefore,
additional annual allocations for funding the future cost of retiree benefits from the base
budget and one-time funds are: $235,000 from base and $200,000 from one-time.
Funds held in the Retiree Benefit Fund will accumulate interest income that will be held
toward the cost of future benefits.
30
2013-14 PRELIMINARY BUDGET
RETIREE BENEFIT FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Retiree Benefit Fund (23)
Actual
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Budget
2012-13
Budget
2013-14
7,945
7,945
10,500
10,500
12,700
12,700
1,133,273
1,078,000
1,164,000
1,133,273
1,078,000
1,164,000
(1,125,328)
(1,067,500)
(1,151,300)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
1,544,000
1,514,000
1,742,000
Total Other Financing Sources (Outgo)
1,544,000
1,514,000
1,742,000
418,672
446,500
590,700
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
1,982,393
2,401,065
2,847,565
2,401,065
2,847,565
3,438,265
Reserve - For Future Retiree Benefits
2,401,065
2,847,565
3,438,265
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
Net Change to Fund Balance
31
Retiree Benefit Fund (23)
Projections through 2016-17
2006-07 thru
2011-12 Actual
2012-13
Projected
2013-14
Projected
2014-15
Projected
2015-16
Projected
2016-17
Projected
Grand
Total
1,078,000
1,164,000
1,307,000
1,359,000
1,416,000
(4,807,351)
(1,078,000)
(1,164,000)
(1,307,000)
(1,359,000)
(1,416,000)
(11,131,351)
5,885,351
1,164,000
1,307,000
1,359,000
1,416,000
1,366,000
12,497,351
FUNDING for Annual Costs:
Beginning Balance
Less actual costs /
Projected Budget
a
Base Budget Allocation
for Subsequent Annual Costs
b
Ending Balance
$
1,078,000
$
1,164,000
$
1,307,000
$
1,359,000
$
1,416,000
$
1,366,000
$
1,366,000
FUNDING for Future Benefits:
Beginning Balance
1,323,065
1,683,565
2,131,265
2,395,765
2,661,165
Base Budget Allocation
for Reserves
451,649
150,000
235,000
150,000
150,000
150,000
1,286,649
One-Time Fund Allocation
for Reserves
775,000
200,000
200,000
100,000
100,000
100,000
1,475,000
96,416
10,500
12,700
14,500
15,400
16,300
165,816
Interest Income
Ending Balance
$
1,323,065
$
1,683,565
$
2,131,265
$
2,395,765
$
2,661,165
$
2,927,465
$
2,927,465
Annual Ending Fund Balance
$
2,401,065
$
2,847,565
$
3,438,265
$
3,754,765
$
4,077,165
$
4,293,465
$
4,293,465
a
b
Projected budget based on Actuarial Study.
Base budget allocation is for subsequent fiscal year annual costs. Transfer is made prior to new year to maximize interest earnings.
32
2013-14 PRELIMINARY BUDGET
-This Page Intentionally Left Blank-
33
2013-14 PRELIMINARY BUDGET
DEBT SERVICE FUND
III.
DEBT SERVICE FUND
The District uses the Debt Service Fund to account for the payment of the Certificates of
Participation (COP) authorized by the Board of Trustees in 1997-98 as well as the STEM
Lease Purchase Agreement approved in June 2012 for the purpose of financing a
construction project related to the STEM grant. COPs are a form of debt used by
governmental agencies that does not require voter approval.
A transfer from the General Fund is made to cover annual COP commitments.
The Debt Service Fund also includes loan payments for Delta School capital
improvements made in 2007 and a corresponding reimbursement from Delta School for
annual loan payments.
34
2013-14 PRELIMINARY BUDGET
DEBT SERVICE FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Debt Service Fund (22)
t
9
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Actual
2011-12
Budget
2012-13
Budget
2013-14
49,065
49,065
49,065
49,065
49,065
49,065
343,435
49,065
392,500
341,495
515,844
857,339
339,000
432,549
771,549
(343,435)
(808,274)
(722,484)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
343,435
808,274
722,484
Total Other Financing Sources (Outgo)
343,435
808,274
722,484
0
0
0
360,896
360,896
360,896
360,896
360,896
0
360,896
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
7000: Debt Reduction
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
Net Change to Fund Balance
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
35
2013-14 PRELIMINARY BUDGET
CHILD DEVELOPMENT FUND
IV.
CHILD DEVELOPMENT FUND
The Child Development Fund is designated as a special revenue fund. This fund
accounts for legally restricted revenue sources such as the Child Care Premium Tax
Bailout, the California Department of Education, and the U.S. Department of Education.
The Children Center functions as a demonstration lab for the Early Childhood Education
instructional program while providing child care services to families of students, faculty,
staff and community members.
Since the 2009-10 fiscal year, Cabrillo has partnered with the Santa Cruz County
Community Counseling Center by leasing the Baskin Center for a Head Start program.
In 2013-14, the Giannini Foundation anticipates to fund the Cabrillo Children’s Center in
the amount of $50,000 in August 2014. These local revenues represent the continual
efforts being made to become a more fiscally sustainable Center.
36
2013-14 PRELIMINARY BUDGET
CHILD DEVELOPMENT FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Child Development Fund (33)
Actual
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Budget
2012-13
Budget
2013-14
197,024
412,940
155,220
765,184
260,478
346,631
168,800
775,909
68,000
491,309
130,500
689,809
279,906
133,490
129,453
18,252
184,898
284,011
130,398
134,850
17,450
189,108
206,909
103,533
143,523
19,700
182,700
745,999
755,817
656,365
19,185
20,092
33,444
Interfund Transfers
8900: Transfers In
7300: Transfers Out
16
(18,755)
(19,347)
(17,380)
Total Other Financing Sources (Outgo)
(18,739)
(19,347)
(17,380)
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
Net Change to Fund Balance
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
37
446
745
16,064
-
446
1,191
446
1,191
17,255
2013-14 PRELIMINARY BUDGET
BUILDING FUND
V.
BUILDING FUND
This fund accounts for federal, state and local funding for scheduled maintenance, capital
outlay projects, and student transportation fees. The Preliminary Budget includes projected
expenses for new projects only.
A.
SCHEDULED MAINTENANCE & CAPITAL OUTLAY PROJECTS
The District will be funding $350,000 from its base fund for the purpose of scheduled
maintenance.
Major scheduled maintenance projects for the year include a well repair project and 450
Building sewer & restroom repair.
Major capital outlay projects include equipment purchases for the Health Wellness
building and the 300 Buildings, which have funding available through 2015.
B.
TRANSPORTATION, PARKING & SECURITY
Major parking lot projects include an Overlay to Lot N and new ticketing machines being
purchased for Lots K & R. Revenue is generated by parking fees and a transfer-in from
the General Fund. These funds are designated for parking lot security, maintenance, and
repairs.
C.
CERTIFICATES OF PARTICIPATION (COPS)
Certificates of Participation (COPS) were sold in 1997-98. The proceeds have been used
for deferred maintenance, upgrading of infrastructure, and purchase and installation of
the Datatel software system.
D.
REDEVELOPMENT AGENCY (RDA) FUNDS
The Preliminary Budget for 2013-14 does not include RDA funds as these have been
folded into the District’s operating revenues from the state. As of now, the allocation and
the timing of receipt are unknown. Total unallocated RDA funds are estimated to be
approximately $1.4 million, of which $1 million has been set aside towards a permanent
site in Scotts Valley. The remaining $400,000 will continue to support the existing Scotts
Valley Site lease obligation which has extended for the next three and a half years as
follows:
Year Seven (2013):
Year Eight (2014):
Year Nine (2015):
$127,500 plus custodial and utilities
$132,000 plus custodial and utilities
$ 66,000 plus custodial and utilities
38
2013-14 PRELIMINARY BUDGET
BUILDING FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Building Funds (41-46)
Revenues
8100: Federal
8600: State
8800: Local
8900: Misc
Total Revenues
Actual
2011-12
Budget
2012-13
Budget
2013-14
1,728,610
611,173
1,615,388
0
3,955,171
0
499,847
710,000
88,820
1,298,667
0
0
0
696,000
696,000
0
76,065
21,064
7,134
935,772
2,975,683
0
4,015,718
0
103,301
44,002
10,969
2,619,131
933,077
1,750,345
5,460,825
0
99,316
46,996
6,500
1,353,134
33,000
0
1,538,946
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
7000: Reserves
Total Expenditures
Excess of Revenues Over Expenditures
(60,547)
Interfund Transfers
Transfers In
Transfers Out
(4,162,158)
(842,946)
1,144,206
550,000
550,000
0
0
0
Net Change to Fund Balance
1,083,659
(3,612,158)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
4,776,692
0
5,860,351
5,860,351
0
2,248,193
2,248,193
0
1,955,247
194,561
0
122,872
1,561,371
369,389
59,199
0
122,872
1,403,787
369,389
Reserve - Parking Lot
Reserve - Future COPs Projects
Reserve - For Contingency
Reserve - Redevelopment
Reserve - Sched. Maint. Projects
779,387
194,366
318,560
2,709,440
1,858,598
39
(292,946)
2013-14 PRELIMINARY BUDGET
GENERAL OBLIGATION BOND FUND
VI.
GENERAL OBLIGATION BOND FUND
In June 1998 the voters approved an $85 million General Obligation Bond
(Measure C) on behalf of Cabrillo College.
Sales of Measure C bonds have taken place in increments as funds were needed:
1st Issue (Series A) 1998-99
- $12 million
2nd Issue (Series B) 1999-00
- $30 million
3rd Issue (Series C) 2000-01
- $20 million
Final Issue (Series D) 2001-02
- $23 million
In March 2004 the voters approved a $118.5 million General Obligation Bond
(Measure D) on behalf of Cabrillo College.
Sales of Measure D bonds occurred as follows:
1st Issue (Series A) May 2004
- $60 million
Final Issue (Series B) April 2007 - $58.5 million
The following key projects are included in the Bond Fund for 2013-14:
 Building 800 remodel (STEM)
 Building 600 classroom renovation
 Building 100 HVAC, MDF/IT, and office renovation
 Smart Classrooms
 Close out of substantially completed and occupied projects (DSA
closeout)
 VAPA remediation project (Repairs)
 Building improvements as approved throughout the year
The following key projects were completed in 2012-13:
 Watsonville Green Technology Center
 Building 800 Moves Phases I & II
 Many of the VAPA Remediation Projects
In May 2012 the District refunded approximately $38 million of the outstanding Measure
D (Series A) bonds, thereby taking advantage of exceptional market conditions and
saving the taxpayers approximately $4.8 million over the life of the debt.
40
2013-14 PRELIMINARY BUDGET
GENERAL OBLIGATION BOND FUND
Cabrillo Community College District
Preliminary Budget 2013-14
1998 & 2004 General Obligation Bonds
Bond Funds 47-49 (Combined)
Actual
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
8800: Sale of Bonds
Budget
2012-13
Budget
2013-14
0
0
132,374
132,374
0
0
25,300
25,300
0
0
24,000
24,000
0
167
18
45,937
106,532
2,773,760
2,926,414
0
0
0
0
259,548
6,028,308
6,287,856
0
0
0
0
247,720
200,000
447,720
(2,794,039)
(6,262,556)
(423,720)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Total Other Financing Sources (Outgo)
0
0
0
Net Change to Fund Balance
(2,794,039)
(6,262,556)
(423,720)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
14,279,942
11,485,902
5,223,346
11,485,902
5,223,346
4,799,626
**Note: Only new Bond projects will appear in Preliminary Budget. Current, unfinished projects will carryover into the
Final Budget.
41
2013-14 PRELIMINARY BUDGET
GENERAL OBLIGATION BOND FUND
Cabrillo Community College District
Preliminary Budget 2013-14
1998 General Obligation Bonds
Bond Fund (48) - Measure C
Actual
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Budget
2012-13
Budget
2013-14
0
0
9,321
9,321
0
0
4,000
4,000
0
0
4,000
4,000
0
0
0
0
5,959
153,606
159,565
0
0
0
0
34,522
1,751,524
1,786,046
0
0
0
0
0
0
0
(150,244)
(1,782,046)
4,000
Other Financing Sources (Outgo)
8800: Sale of Bonds
0
0
0
Interfund Transfers
8900: Transfers In
7300: Transfers Out
0
0
0
0
0
0
Total Other Financing Sources (Outgo)
0
0
0
Net Change to Fund Balance
(150,244)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
(1,782,046)
4,000
1,939,607
1,789,363
7,317
1,789,363
7,317
11,317
**Note: Only new Bond projects will appear in Preliminary Budget. Current, unfinished projects will carryover into the
Final Budget.
42
2013-14 PRELIMINARY BUDGET
GENERAL OBLIGATION BOND FUND
Cabrillo Community College District
Preliminary Budget 2013-14
2004 General Obligation
Bond Fund (49) - Measure D Series A
Actual
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
8800: Sale of Bonds
Budget
2012-13
Budget
2013-14
0
0
9,581
9,581
0
0
4,100
4,100
0
0
4,000
4,000
0
167
18
0
50,518
189,426
240,129
0
0
0
0
6,157
1,690,149
1,696,306
0
0
0
0
0
0
0
(230,548)
(1,692,206)
4,000
0
0
0
Interfund Transfers
8900: Transfers In
7300: Transfers Out
0
0
0
0
Total Other Financing Sources (Outgo)
0
0
Net Change to Fund Balance
(230,548)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
0
(1,692,206)
4,000
2,149,291
1,918,743
226,537
1,918,743
226,537
230,537
**Note: Only new Bond projects will appear in Preliminary Budget. Current, unfinished projects will carryover into the
Final Budget.
43
2013-14 PRELIMINARY BUDGET
GENERAL OBLIGATION BOND FUND
Cabrillo Community College District
Preliminary Budget 2013-14
2004 General Obligation
Bond Fund (47) - Measure D Series B
Actual
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
8800: Sale of Bonds
Budget
2012-13
Budget
2013-14
0
0
113,472
113,472
0
0
17,200
17,200
0
0
16,000
16,000
0
0
0
45,937
50,055
2,430,728
2,526,720
0
0
0
0
218,869
2,586,635
2,805,504
0
0
0
0
247,720
200,000
447,720
(2,413,248)
(2,788,304)
(431,720)
0
0
0
0
Interfund Transfers
8900: Transfers In
7300: Transfers Out
0
0
0
0
0
Total Other Financing Sources (Outgo)
0
0
0
Net Change to Fund Balance
(2,413,248)
(2,788,304)
(431,720)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
10,191,044
7,777,796
4,989,492
7,777,796
4,989,492
4,557,772
**Note: Only new Bond projects will appear in Preliminary Budget. Current, unfinished projects will carryover into the
Final Budget.
44
2013-14 PRELIMINARY BUDGET
-This Page Intentionally Left Blank-
45
2013-14 PRELIMINARY BUDGET
ENTERPRISE FUNDS – AUXILIARY SERVICES
VII. ENTERPRISE FUNDS – AUXILIARY SERVICES
The bookstore has experienced dramatic declines in sales in the last few years as have all
college bookstores nationwide. Textbook sales are expected to continue to decline in the
future. The largest operational expense consists of salary and benefit costs for personnel
as well as operational infrastructure costs such as rent and utilities. A previous food
services contract also prohibited the bookstore from selling grab and go sandwiches and
other food that would help sustain the operation. The existing contracts and different
managers for bookstore, food, vending services and duplications services on campus
created competition amongst the various services. The campus community supported
exploring other service delivery models and other ways of organizing services on campus
to make them sustainable. As a result, the college moved forward with the creation of a
new department on campus: Auxiliary Services. The Auxiliary Services department
combines Bookstore, Food Services and Duplications. The long term goal of the
department is to develop a holistic approach in delivering services to students. The new
combined service unit will be tracked through the use of three enterprise funds: (51)
Bookstore, (52) Food Services and (59) Duplications.
BOOKSTORE FUND
The Bookstore Fund is accounted for as an enterprise fund. Enterprise funds require the
accounting of total operating costs (direct and indirect, including depreciation) as well as
the financing or recovery of these costs, primarily through user charges (Budget and
Accounting Manual 2.25).
The bookstore lease/management of operations was awarded to an independent vendor,
Barnes & Noble College, effective April 1, 2013. For fiscal year 2013-14, the District
will receive $225,000 in guaranteed commissions, plus an additional either $67,500 or a
percentage of sales, whichever is greater; a $15,000 donation to the Student Senate; a
$2,500 donation to campus-related services; and a utilities reimbursement.
FOOD SERVICE FUND (Cafeteria and Vending Accounts)
On April 2, 2012 the Governing Board approved awarding a contract to Taher, Inc. of
Minnetonka, NM for the operation of the food services for a three-year agreement with
two one-year options to renew. Their contractual arrangement with the college is as
follows:
-
Pay a flat commission of $35,000 per year.
Pay an additional 50% of profits per year.
Provide $1,500 in co-sponsored catered events to student and college faculty/staff
events.
Provide a $200 annual scholarship.
Make a $75,000 investment in equipment to implement POS system and upgrade
Gazebo and service offerings on the lower campus.
46
2013-14 PRELIMINARY BUDGET
ENTERPRISE FUNDS – AUXILIARY SERVICES
Vending Income
Beginning July 1, 2012, a portion of the District Vending/Pepsi Revenue was included as
part of the 2012-13 Final Budget. A one-time balance transfer of $39,551 from the
Cabrillo College Trust and Agency account was included in the 2012-13 Final Budget.
DUPLICATIONS FUND
The Duplications Fund is the third Enterprise Fund created to accommodate the structural
changes outlined above. Currently Duplications is expected to result in a surplus of
approximately $1,300.
47
2013-14 PRELIMINARY BUDGET
AUXILIARY SERVICES ENTERPRISE FUNDS
Cabrillo Community College District
Preliminary Budget 2013-14
Auxiliary Services (Bookstore, Food Services, Duplications)
Enterprise Funds (51, 52, 59)
t
9
Actual
2010-11
Budget
2011-12
2,859,451
1,882,380
2,736,700
1,731,179
665,122
0
Gross Profit or (Loss)
977,071
1,005,521
665,122
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
275,664
137,556
6,817
418,329
0
838,366
323,800
187,141
20,045
342,918
0
873,904
216,198
142,439
60,000
5,000
0
423,637
Excess of Revenues Over Expenditures
138,705
131,617
241,485
Other Financing Sources (Outgo)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
0
(331,622)
39,551
(231,596)
67,000
(132,516)
Total Other Financing Sources (Outgo)
(331,622)
(192,045)
(65,516)
Net Change to Fund Balance
(192,917)
(60,428)
175,969
Total Income
Cost of Sales
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
1,592,856
1,399,939
1,339,511
1,399,939
1,339,511
1,515,480
Note:
Auxiliary Services established FY 2012-13 beginning 7/1/2012.
Prior year budgets and actuals are for Bookstore and Food Services only.
48
Budget
2012-13
2013-14 PRELIMINARY BUDGET
BOOKSTORE FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Bookstore Enterprise Fund (51)
Actual
2011-12
Budget
2012-13
2,849,438
1,882,380
2,670,700
1,731,179
630,107
0
Gross Profit or (Loss)
967,058
939,521
630,107
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
275,664
137,556
6,817
416,557
302,766
166,276
10,000
312,318
836,594
791,360
205,885
137,028
10,000
0
0
352,912
Excess of Revenues Over Expenditures
130,464
148,161
277,195
Other Financing Sources (Outgo)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
0
(331,622)
0
(231,596)
0
(107,516)
Total Other Financing Sources (Outgo)
(331,622)
(231,596)
(107,516)
Net Change to Fund Balance
(201,158)
(83,435)
169,679
Total Income
Cost of Sales
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
49
Budget
2013-14
1,546,676
1,345,518
1,262,083
1,345,518
1,262,083
1,431,762
2013-14 PRELIMINARY BUDGET
FOOD SERVICES FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Food Services Enterprise Fund (52)
t
Actual
9 2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Budget
2012-13
Budget
2013-14
10,013
10,013
35,000
35,000
35,000
35,000
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
0
0
0
0
0
0
1,772
0
1,772
10,000
0
10,000
5,000
0
5,000
Excess of Revenues Over Expenditures
8,241
25,000
30,000
Interfund Transfers
8900: Transfers In
7300: Transfers Out
0
39,551
0
(25,000)
Total Other Financing Sources (Outgo)
0
39,551
(25,000)
8,241
64,551
5,000
46,180
54,421
118,972
54,421
118,972
123,972
Other Financing Sources (Outgo)
Net Change to Fund Balance
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
50
2013-14 PRELIMINARY BUDGET
OTHER ENTERPRISE FUND-DUPLICATIONS
Cabrillo Community College District
Preliminary Budget 2013-14
Other Enterprise Fund-Duplications (59)
t Actual
92011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
0
0
Budget
2012-13
Budget
2013-14
31,000
31,000
15
15
21,034
20,865
10,045
20,600
10,313
5,411
50,000
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
0
72,544
0
65,724
Excess of Revenues Over Expenditures
0
(41,544)
(65,709)
Other Financing Sources (Outgo)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
0
0
67,000
Total Other Financing Sources (Outgo)
0
0
67,000
Net Change to Fund Balance
0
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance (Note 1)
0
0
(41,544)
0
(41,544)
1,291
(41,544)
(40,253)
Note 1:
Ending balance for FY 2012-13 is expected to be in the positive, due to lower than expected
expenditures for the FY 12-13 year.
51
Cabrillo College
Bookstore ‐ Historical Trends
FY 2005‐06 thru 2013‐14
Actual
2005‐2006
Actual
2006‐2007
Actual
2007‐2008
Actual
2008‐2009
Actual
2009‐2010
Actual
2010‐2011
Actual
2011‐2012
Final
Budget
2012‐2013
Prelim
Budget
2013‐14
New Texts
Used Texts
Hardware
Computer Software
Sundries
General Supplies
Sales Non‐Merchandise
Other Income
2,118,397
868,336
‐
55,284
43,642
101,760
44,745
127,900
1,902,679
1,122,560
2,162,001
1,070,839
220,183
52,866
63,296
119,239
56,171
178,408
2,065,743
1,208,018
210,080
47,060
111,999
134,414
90,060
256,699
1,810,221
1,073,717
187,232
35,066
124,949
147,638
95,199
382,847
1,606,271
836,031
2,806
24,217
163,100
135,826
99,301
346,430
1,614,273
584,501
5,294
15,610
122,219
133,299
94,613
279,629
1,350,000
750,000
‐
20,000
100,000
135,000
85,000
230,700
630,107
Total Income
3,360,064 3,431,679 3,923,003 4,124,073 3,856,869 3,213,982 2,849,438 2,670,700 630,107
Cost of Sales
2,370,129
Gross Profit or (Loss)
989,935 1,018,809 1,112,719 1,254,140 1,218,253 1,112,261 967,058 939,521 630,107
Income
47,870
40,923
105,165
57,310
155,172
2,412,870
2,810,284
2,869,933
2,638,616 2,101,721
1,882,380
1,731,179
Expenditures
Non‐Instructional Salaries
Employee Benefits
Supplies and Materials
Other Oper Expenses
Rent and Utilities
M&O Supplies
M&O Equipment
Bank Loomis
Capital Outlay
370,727
129,097
7,252
170,550
51,614
409,800
155,375
7,809
187,575
51,614
484,871
191,246
15,748
198,620
57,852
22,024
14,095
519,840
215,789
11,604
280,307
68,634
22,024
494,390
214,579
13,125
334,216
78,460
22,024
452,139
207,014
8,031
306,291
72,801
22,024
275,664
137,556
6,817
315,745
72,801
22,024
302,766
166,276
10,000
228,577
54,217
22,024
6,544 7,168
2,630
5,987
7,500
205,885
137,028
10,000
Total Expenses
729,240 812,173 984,456 1,118,198 1,163,338 1,078,098 836,594 791,360 352,913
Other Financing Sources
Transfer In
Transfer Out
Sr. Accounting Specialist
Grounds (M&O)
Custodian (M&O)
Library Reserve Book Fund (ASCC)
(73,386) (73,386) (15,000) (15,000) Total Other Financing Sources
(88,386) (88,386) (124,505) (129,041) (133,319) (144,666) (331,622) (231,596) (107,516)
Net Change to Fund Balance
172,309 118,250 3,758 6,901 (78,404) (110,503) (201,158) (83,435) 169,678
Beginning Fund Balance
Ending Fund Balance
1,434,365 1,606,674 1,724,924 1,728,682 1,735,583 1,657,179 1,546,676 1,345,518 1,262,083
1,606,674 1,724,924 1,728,682 1,735,583 1,657,179 1,546,676 1,345,518 1,262,083 1,431,761
(73,386)
(16,935)
(19,184)
(15,000)
(75,394)
(19,463)
(19,184)
(15,000)
52
(73,641)
(22,400)
(22,278)
(15,000)
(77,069)
(24,464)
(28,133)
(15,000)
(200,000)
(72,249)
(20,625)
(23,748)
(15,000)
(100,000)
(70,148)
(21,557)
(24,891)
(15,000)
(37,000)
(22,961)
(21,704)
(25,851)
‐
2013-14 PRELIMINARY BUDGET
-This Page Intentionally Left Blank-
53
2013-14 PRELIMINARY BUDGET
ASSOCIATED STUDENTS FUND
VIII. ASSOCIATED STUDENTS OF CABRILLO COLLEGE (ASCC)
OPERATING FUND
The ASCC Operating Fund is money held in trust by the District for organized student
body association activities. The District has fiduciary responsibility for these funds.
Revenues to the ASCC Operating fund are mostly generated by the sale of student
activity cards (SAC), vending machine commissions, and contributions from the
bookstore.
The revenue supports student services, clubs, cultural events, speakers, college wide
support grants, scholarships, textbook support programs and many other services.
54
2013-14 PRELIMINARY BUDGET
ASSOCIATED STUDENTS FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Associated Students Fund (71)
t
9
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Actual
2011-12
Budget
2012-13
Budget
2013-14
221,923
221,923
230,120
230,120
293,120
293,120
16,777
188,662
10,000
198,580
12,000
246,870
205,439
208,580
258,870
16,484
21,540
34,250
15,000
(31,484)
15,000
(27,100)
(19,250)
(16,484)
(12,100)
(19,250)
9440
15000
Other Financing Sources (Outgo)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
7900: Contingency Reserve
Total Other Financing Sources (Outgo)
Net Change to Fund Balance
0
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
55
200,582
200,582
210,022
200,582
210,022
225,022
2013-14 PRELIMINARY BUDGET
TRUST & AGENCY FUND
IX.
TRUST & AGENCY FUND
The Trust and Agency Fund was established to account for monies held in a trustee
capacity by the college for individuals, student organizations or clubs. Money is
expended in accordance with procedures established by the entity for which the money is
held in trust.
The Trust and Agency Fund contains accounts where the District is the agent for the
funds. These accounts are not funded from the General Fund. Examples include student
clubs and organizations, Cabrillo Stage, Distinguished Artists, Cabrillo Chorus, pottery
fund, athletic ancillary funds and numerous others. The fund balance is an accumulated
balance of the entities, and is not available to the General Fund.
The transfer out represents the support of the Pino Alto and Catering classified positions
on the college payroll. Continuing from prior year, there will be a 2% administrative fee
charged to all accounts that is based on actual expenses.
56
2013-14 PRELIMINARY BUDGET
TRUST AND AGENCY FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Trust and Agency Fund (79)
Actuals
2011-12
Budget
2012-13
Budget
2013-14
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
1,451,074
1,451,074
1,284,596
1,284,596
1,541,035
1,541,035
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
254,553
1,126,762
1,300
1,382,615
225,955
944,924
1,000
1,171,879
219,767
1,159,840
1,379,607
Excess of Revenues Over Expenditures
68,459
112,717
161,428
Other Financing Sources (Outgo)
7000: Student Registration Fees
(1,080)
(850)
(1,500)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
(85,839)
(151,243)
(132,340)
Total Other Financing Sources (Outgo)
(86,919)
(152,093)
(133,840)
Net Change to Fund Balance
(18,460)
(39,376)
27,588
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
745,916
727,456
688,080
727,456
688,080
715,668
57
2013-14 PRELIMINARY BUDGET
SCHOLARSHIP & LOAN TRUST FUND
X.
SCHOLARSHIP & LOAN TRUST FUND
The Scholarship and Loan Trust Fund accounts are for gifts, donations and bequests that
are used for scholarships, grants or loans to students. The majority of income for this
fund comes from the Cabrillo Foundation; the remainder is received from other sources.
The Grove Scholarships were received in the 2008-09 fiscal year. The un-awarded
balance of the Grove Scholarships was returned to the Cabrillo College Foundation on
June 30, 2012. The Osher Scholarship was established through the Foundation beginning
in 2009-10 fiscal year. The High Achievers Scholarship was established in the 2010-11
fiscal year for highly motivated students enrolled in Career Technical Education
programs at Cabrillo.
In the spring of 2012, the Student Emergency Grant was established in the amount of
$20,000. These funds will be disbursed over the next five years (2011-12 through 201516).
In the spring of 2012, two funds were established for Foster Youth: the Foster Youth
Emergency Grant and the Foster Youth Scholarship.
58
2013-14 PRELIMINARY BUDGET
SCHOLARSHIP AND LOANS TRUST FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Scholarship and Loan Trust Fund (75)
Actuals
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
7000: Grants/Donations/Scholarships
Budget
2012-13
Budget
2013-14
665,038
665,038
667,850
667,850
806,861
806,861
0
0
0
665,038
667,850
806,861
(745,985)
(667,850)
(806,861)
(745,985)
(667,850)
(806,861)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
Total Other Financing Sources (Outgo)
Net Change to Fund Balance
(80,947)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
59
0
0
87,095
6,148
6,148
6,148
6,148
6,148
2013-14 PRELIMINARY BUDGET
STUDENT FINANCIAL ASSISTANCE FUND
XI.
STUDENT FINANCIAL ASSISTANCE FUND
Student Financial Assistance Funds are designated to account for receiving and
disbursing federal and state-funded student financial aid.
PELL GRANTS - A federal program available to undergraduate students who are
participating in an eligible program and enrolled in three or more units. The amount of
the grant is determined by the student's index number. The 2013-14 Preliminary Budget
reflects the 2013-14 amount authorized by the Department of Education. Augmentations
are received throughout the year.
SEOG - Supplemental Educational Opportunity Grant is a federal program that enables
students with verified exceptional financial needs to pursue their studies at institutions of
higher education. The student must be enrolled at least on a half-time basis, (six or more
units), show evidence of academic progress, and be capable of maintaining good
standing.
EOPS - Extended Opportunity Program and Services is a state grant that is awarded
through the Financial Aid Office to students with verified exceptional need who qualify
under the program guidelines.
CARE - Cooperative Agencies Resources for Education is a state program awarded
through the Financial Aid Office for welfare-dependent single heads of households with
preschool age children.
CAL GRANTS A, B, C – A state funded grant given to students to help pay for college
expenses.
DIRECT LOANS - Direct Loans are made through the William D. Ford Federal Direct
Loan Program which is administered by the U. S. Department of Education. Fall 2010
was the first year of participation in the Federal Direct Loan Program.
 Subsidized Loans – Are for students with demonstrated financial need
 Unsubsidized Loans – Are not based on financial need
60
2013-14 PRELIMINARY BUDGET
STUDENT FINANCIAL ASSISTANCE FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Student Financial Assistance Fund (74)
Actual
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Budget
2012-13
Budget
2013-14
18,428,932
850,089
60
19,279,081
17,938,166
882,000
84
18,820,250
17,886,733
790,000
84
18,676,817
19,279,081
18,820,250
18,676,817
(19,282,148)
(18,820,250)
(18,676,817)
(19,282,148)
(18,820,250)
(18,676,817)
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
7000: Grants/Donations/Scholarships
Interfund Transfers
8900: Transfers In
7300: Transfers Out
Total Other Financing Sources (Outgo)
Net Change to Fund Balance
(3,067)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
30,265
0
27,198
61
0
0
27,198
27,198
27,198
27,198
2013-14 PRELIMINARY BUDGET
STUDENT REPRESENTATION FEE FUND
XII. STUDENT REPRESENTATION FEE FUND
Permitted by California Education Code, the Student Representation Fee, one dollar per
student per semester, is charged to all students. The use of this fee is designated solely
for the purpose of providing training for student representatives and the cost incurred for
them to lobby for student rights “before city, county, and district governments and before
offices and agencies of the state government.”
62
2013-14 PRELIMINARY BUDGET
STUDENT REPRESENTATION FEE FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Student Representation Fee Fund (72)
t
9
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Actual
2011-12
Budget
2012-13
Budget
2013-14
80
80
0
0
0
0
21,308
30,000
35,000
21,308
30,000
35,000
(21,228)
(30,000)
(35,000)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
27,630
(1,939)
30,000
(2,100)
35,000
(2,450)
Total Other Financing Sources (Outgo)
25,691
27,900
32,550
4,463
(2,100)
(2,450)
79,386
83,849
81,749
83,849
81,749
79,299
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
Net Change to Fund Balance
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
63
2013-14 PRELIMINARY BUDGET
STUDENT CENTER FEE FUND
XIII. STUDENT CENTER FEE FUND
Permitted by California Education Code, the Student Center Fee is charged to all students
and is designated solely for the purpose of maintaining, operating and remodeling student
activity centers throughout the District. The majority of annual revenues from this fund
have been used to maintain and operate the Student Activity Center (SAC) East. The fee
is $1 per unit for a maximum of $5 per semester, and cannot exceed $10 per academic
year. Some students receiving financial assistance may have the fee waived.
The 2013-14 Preliminary Budget includes continued support of the transfer out to the
General Fund. This support helps fund the maintenance and operations cost of the SAC
East. In addition, the Dean of Student Services position is currently funded at 10% of full
time. The Student Activities Coordinator position is currently funded at 56% of full time.
The support for the Student Activities Coordinator was approved by the Student Senate
for the 2009-10 fiscal year only. Continued support for this transfer out, past the 2009-10
academic year, was contingent upon the District implementing procedures to collect the
full $10 fee per student per academic year as allowed by the California Education Code.
Although the District has not implemented this new procedure, and therefore is not
collecting all funds possible for this source of revenue, the ASCC Senate is providing one
more year of support.
The ASCC Senate is considering funding this position at 100% as soon as the District
implements procedures to collect the full amount of revenue allowed by the California
Education Code for this funding source.
For the 2013-14 fiscal year, the ASCC Student Senate has established a goal to
significantly enhance the appearance of the cafeteria/student center in the 900 building.
For this reason, this budget includes a significantly higher expense than in previous years.
This expense will be covered from savings accumulated from previous years.
64
2013-14 PRELIMINARY BUDGET
STUDENT CENTER FEE FUND
Cabrillo Community College District
Preliminary Budget 2013-14
Student Center Fee Fund (73)
t
9
Actual
2011-12
Revenues
8100: Federal
8600: State
8800: Local
Total Revenues
Budget
2012-13
Budget
2013-14
1,849
1,849
300
300
1,800
1,800
25,188
10,271
13,960
49,419
19,600
260,400
18,000
298,000
35,000
6,162
580,000
621,162
(47,570)
(297,700)
(619,362)
113,758
(98,879)
126,000
(102,011)
145,000
(105,638)
14,879
23,989
39,362
Net Change to Fund Balance
(32,691)
(273,711)
(580,000)
Beginning Fund Balance
Fund Adjustment
Ending Fund Balance
815,390
782,699
508,988
782,699
508,988
(71,012)
Expenditures
1000: Academic Salaries
2000: Non-Instructional Salaries
3000: Employee Benefits
4000: Supplies and Materials
5000: Other Operating Expenses
6000: Capital Outlay
Total Expenditures
Excess of Revenues Over Expenditures
Other Financing Sources (Outgo)
Interfund Transfers
8900: Transfers In
7300: Transfers Out
Total Other Financing Sources (Outgo)
*The 2012‐13 budget included $260,000 toward remodeling of the Cabrillo College Cafeteria that will now take place in the 2013‐14 fiscal year
65
2013-14 PRELIMINARY BUDGET
STAFFING SUMMARY
XIV. STAFFING SUMMARY - ALL FUNDS
FULL-TIME EQUIVALENT POSITIONS
(Includes all filled and unfilled budgeted positions)
Fall Sem.
Students
Mgrs/Admin
Contract
Faculty
Adjunct
Faculty
Classified
Staff
Confidential
Staff
Hourly
Employees
2000
2001
2002
2003
2004
2005
2006
2007
2008
2009
2010
2011
2012
2013
13,604
14,871
15,231
14,867
14,623
15,157
15,056
16,012
16,900
16,467
15,541
15,030
14,222
N/A
47
44
43
37
37
36
36
38
39
38.5
36
37
33
34.25
227
235
234
227
211
230
226
225
228
216.5
220
213.50
202.95
200.75
356
364
405
372
376
367
368
411
436
419
367
377
391
386*
234
253
238
217
220
223
233
249
246
241
239
226
203.70
202.03
12.00
13.75
13.75
12.63
12.63
12.63
12.63
13.50
13.50
12.50
12.50
11.75
11.40
11.40
570
574
402
382
386
393
440
405
632
283
341
89
101
324♦
Information on this chart is based on the Business Office count of FTE positions for the 2013-14 Preliminary
Budget. This includes position changes approved through the May 2013 Board meeting.
It should be noted that the numbers for adjunct faculty and hourly employees are not FTE,
but a headcount of employees in those categories.
Student count based on information published in the Cabrillo College Fact Book
*Adjunct count based on Spring 2013 semester active assignments
♦ Temporary/hourly and student workers as of the payroll period ending April 20, 2013
Updated 05/03/13
66
ATTACHMENTS