HARTNELL COMMUNITY COLLEGE DISTRICT
BOARD POLICY AND ADMINISTRATIVE PROCEDURE
ROUTING/TRACKING FORM
Review and approval by the various college governance groups is requested:
Policy/Procedure #:
Policy/Procedure Name:
New
Yes
No
BP6300
Fiscal Management
Revised
Replaces existing policy/procedure:
New policy/procedure or revisions initiated/proposed by: Administrative Services
Compliance
Reason for new policy/procedure or revisions:
__________________________________________________________________________________________
Reviewing Group
Superintendent/President’s
Executive Cabinet
Date
Approval/Comments
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
Routed to:
Forward by:
11/14/13
• Council: Administrative
11/14/13
11/27/13
• Academic Senate President
11/14/13
11/27/13
• HCFA President
11/14/13
11/27/13
• CSEA President
11/14/13
11/27/13
• L-39 Chief Steward
__________________________________________________________________________________________
College Planning Council
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
12/11/13
Council: Administrative
Approved as presented
Approved with changes
Not approved
Comments:
_________________________________________________________________________________________
Hartnell College Faculty
Approved as presented
Association
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
Academic Senate
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
CSEA
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
L-39
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
Board of Trustees
(First Reading)
Comments:
__________________________________________________________________________________________
Board of Trustees
Approved as presented
(Consideration)
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
ANTICIPATED TIMELINE
Board of Trustees first reading to occur on:
Board of Trustees consideration to occur on:
Additional comments:
Feb 2014
March 2014
HARTNELL COMMUNITY COLLEGE DISTRICT
BP 6300
Fiscal Management
References: Education Code Section 84040(c); Title 5 Section 58311; Accreditation Standard
III.D.2
The Superintendent/President shall establish procedures to assure that the District’s fiscal
management is in accordance with the principles contained in Title 5, Section 58311, including:
•
•
•
•
•
Adequate internal controls exist
Fiscal objectives, procedures, and constraints are communicated to the Board and
employees
Adjustments to the budget are made in a timely manner, when necessary
The management information system provides timely, accurate, and reliable fiscal
information
Responsibility and accountability for fiscal management are clearly delineated
The books and records of the District shall be maintained pursuant to the California Community
Colleges Budget and Accounting Manual.
As required by law, the Board shall be presented with a monthly report showing the financial
and budgetary conditions of the District.
See Administrative Procedure 6300
Approved by Board of Trustees:
HARTNELL COMMUNITY COLLEGE DISTRICT
BOARD POLICY AND ADMINISTRATIVE PROCEDURE
ROUTING/TRACKING FORM
Review and approval by the various college governance groups is requested:
Policy/Procedure #:
Policy/Procedure Name:
New
Yes
No
AP6300
Fiscal Management
Revised
Replaces existing policy/procedure:
New policy/procedure or revisions initiated/proposed by: Administrative Services
To implement Board Policy 6300
Reason for new policy/procedure or revisions:
__________________________________________________________________________________________
Reviewing Group
Superintendent/President’s
Executive Cabinet
Date
Approval/Comments
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
Routed to:
Forward by:
11/14/13
• Council: Administrative
11/14/13
11/27/13
• Academic Senate President
11/14/13
11/27/13
• HCFA President
11/14/13
11/27/13
• CSEA President
11/14/13
11/27/13
• L-39 Chief Steward
__________________________________________________________________________________________
College Planning Council
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
12/11/13
Council: Administrative
Approved as presented
Approved with changes
Not approved
Comments:
_________________________________________________________________________________________
Hartnell College Faculty
Approved as presented
Association
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
Academic Senate
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
CSEA
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
L-39
Approved as presented
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
Board of Trustees
(First Reading)
Comments:
__________________________________________________________________________________________
Board of Trustees
Approved as presented
(Consideration)
Approved with changes
Not approved
Comments:
__________________________________________________________________________________________
ANTICIPATED TIMELINE
Board of Trustees first reading to occur on:
Board of Trustees consideration to occur on:
Additional comments:
N/A
N/A
HARTNELL COMMUNITY COLLEGE DISTRICT
AP 6300
Fiscal Management
References: Education Code Section 84040(c); Title 5 Section 58311; Accreditation Standard
III.D.2
Hartnell Community College District is committed to principles of sound fiscal management
to provide responsible stewardship of available resources as outlined in AP 6200 Budget
Preparation and AP 6250 Budget Management (we do not have this policy currently). The
District adheres to commonly accepted auditing standards as criteria for its fiscal management
procedures.
In addition, the Vice President of Administrative Services shall:
Provide for safeguarding and managing District assets to ensure ongoing effective operations;
maintenance of adequate cash reserves; implementation and maintenance of effective internal
controls; determination of sources of revenues prior to making short-term and long-term
commitments; establishment of a plan for the repair and replacement of equipment and
facilities.
Provide for an organizational structure that incorporates a clear delineation of fiscal
responsibilities and staff accountability.
Provide that the Board of Trustees is kept current on the fiscal condition of the District as an
integral part of policy and decision-making.
Provide for development and communication of fiscal policies, objectives and constraints to the
board, staff and students.
Provide for an adequate management information system that gives timely, accurate and
reliable fiscal information for planning, decision making and budgetary control.
Provide for appropriate fiscal policies and procedures and adequate controls to ensure that
established fiscal objectives are met.
Provide a process to evaluate significant changes in the fiscal environment and make necessary,
timely, financial and educational adjustments.
Provide both short term and long term goals and objectives, and broad based input coordinated
with District educational planning.
See Board Policy 6300
Approved by Superintendent/President: