PERALTA COMMUNITY COLLEGE DISTRICT
BUSINESS MANAGERS MEETING
July 13, 2010
MINUTES
Present: Alice Marez, Connie Willis, George Kozitza, and Mike Lenahan.
Facilitator(s): MaryBeth Benvenutti
Absent: Shirley Slaughter (was present via phone conference)
Agenda Item and
Presenter(s)
Meeting Called to Order
I. 2010 Audit
II. 2011 Budget
Discussion
3:10 p.m.
1. Trust Funds – All trust fund reports need to be submitted within two months. We are giving
the Bursars a head start. If the report is already sent, please inform Sui Song and let her
know where the Bursar sent them. The trust fund reports should be one per month for the
Fiscal Year (FY) 2010 and should show all data going into and out of the trust funds. The
report should be similar to the YTD green bar and trust funds reports that Teena made last
year. Please also provide trust funds financial statements.
2.
Associated Student Funds – Same criteria as above.
3.
Bank Reconciliation – Needed for all accounts.
Follow-Up Action
MaryBeth will send what
Teena did and get the green
bar report for last year.
MaryBeth stated that training will be provided to at least one representative per campus that
has access to the forms on general ledger, general ledger report, and posting journal entries.
Recap on four (4) documents needed: Trust funds financial statements, fiscal year trust fund
reports, associated student financial statements, and bank reconciliations.
MaryBeth will check how the
general ledger account looks
like and print it out for each
college.
Shirley Slaughter asked if Teena created safe card reports.
MaryBeth will find out and will
complete it if necessary.
MaryBeth will do stipend
calculation.
1.
2.
Salary Worksheets – Due Thursday, July 15, 2010. Please put all changes in RED. It is
important to get everyone accounted for and at the correct salary.
Carmen Fairley sent out the allocations for next fiscal year and new project numbers but the
project numbers are incorrect. Susan Rinne suggested keeping the project numbers the
same so we do not have to go back and recode or make adjustments. Per MaryBeth,
budgets can be carried over for funds above 10. Shirley Slaugher was concerned about
distinguishing yearly reporting and opposes changing project numbers. Connie Willis was
concerned about history.
MaryBeth will need to bring in
Susan and others who will
work on the program and
meet with the campuses
before making changes.
Discretionary Budgets – Need prior year allocations. For external income (Fund 10), need
an idea of how much money each college campus will bring in so a budget can be allocated.
An assumption sheet was provided by Yvonne two to three years ago. She gave everyone
MaryBeth will get a
spreadsheet template from
Kyu Lee and will upload them.
Adjournment:
Next Meeting:
Minutes taken: Sui Song
Attachment: Agenda
the allocations. MaryBeth cannot find the sheet for general fund allocations but was able to
locate the one for Laney College. Note: Prefer one fund at a time. Also, one spreadsheet
equals one budget journal to make it easier to look at. Either format will be okay.
MaryBeth will check with Mike
to see if Funds 1-20 can be on
the same spreadsheet.
3.
Budget Cuts – Follow the format. Laney did not follow the correct reporting format from the
email sent by MaryBeth.
Laney will need to submit by
Friday, July 16th.
4.
Furloughs – Budgeting. Furloughs are not part of the budget cuts. Please provide MaryBeth
with all employee salaries plus their classifications and make sure to omit positions that
have been terminated. Mike Lenahan joined the meeting and shared that a memo will be
sent out regarding furlough days. Furlough deductions will hit the July 2010 paychecks
across the board. Roughly 4.5% for management and roughly 2.3% for classified and union.
This will be spread over 12 months and will not affect retirement.
After the budget is submitted,
MaryBeth will calculate the
furloughs and the steps to
take.
5.
Benefits Budget – In promt, the commitment revenue cannot be viewed other than the
general ledger.
MaryBeth will check on
benefits for temps and
benefits and overtime for
hourly.
4:12 p.m.
Tuesday, July 27, 2010 at 3:00pm