PERALTA COMMUNITY COLLEGE DISTRICT
TEAM MEETING
March 24, 2010
MINUTES
CALL TO ORDER
The meeting was called to order at 10:05 am by EdMac consultant, Tom Henry.
ROLL CALL
Members Present: Judy Cohen, Jeanette Dong, Wise E. Allen, Carmen N. Fairley, Sheryl Queen, MaryBeth Benvenutti, Jim Bracy, Wise E. Allen, Nancy Pak, Jacob Ng, Dettie Del
Rosario, Debbie Budd, Jeff Heyman, Minh Lam, Joseph Bielanski Jr., Trustee Cy Gulassa, John Banisadr, Sean R. Brooke, and Sadiq Ikharo,.
Absent: Chancellor Harris, Gail Waiters, Telly Castro
Consultants Present: Tom E. Henry, EdMac; Susan Rinne, EdMac; Dianne Hughes, CIBER; Corey Wathen, Los Rios; Jerry Kenney, CIBER; Teena Atalig, State Chancellor’s office; and
Michelle Plumbtree, FCMAT.
Minutes taken by Dom Benavides
REPORTS: Variance Report
1. Susan Rinne – Variance Report
Susan Rinne reviewed report and took note of corrections. She will follow up with the corrections.
Jim Grivich – Site Variance Report
Monthly Expenditure Report by site is ready for review. There is a need for campus administration to review regarding numbers to validate details.
Debbie B noted that next Monday all of administration will be here to meet for the Accreditation Prep meeting from 12-4. 12pm -2pm will be set aside for Susan R to report. In
terms of weekly distribution, this report is query and can be run by each site.
Federal Student Aid Repayment Schedule:
Dr. Allen and Tom H received an email back from DOE regarding a payment schedule. We have an option to pay everything back at once or a 3 year repayment schedule. If it is paid
off now the district will save close to $40K. $490K is the balance. There are 12 installments. Dr. Allen noted that the amount excludes the existing payment plan. $275K + $215K.
There is an additional amount that Dr. Allen will discuss with Tom H. A policy decision should be made soon. Jacob N inquired about cash flow. Cash flow has not been a problem.
Dettie R. noted that the committee should identify who will be responsible for the making the payments. Dr. Allen and Tom H will sit down with the chancellor. Any comments or
thoughts should be directed to Tom H.
Federal employment tax penalty (IRS):
As of today we don’t have any evidence that this was addressed. We need to sort this out. We have not located the records. By next Wednesday it should be addressed.
3/24/2010 10:51 AM – D. Benavides
1
Budget Revision
In reviewing the budget we may have to make some budget revisions. Susan R. noted that she and MaryBeth B met with business managers yesterday. Budget transfers would be
stricter and require board approval. Jacob N. inquired how cash is currently available. Susan R and Michelle P could not give an answer since Margaret is still reconciling.
Structural Budget Deficit
Susan R. is lead. No answer still to OPEB bond payments. Susan R. met with Jennifer Seibert. She is working with her to get an idea of expense of the actual retiree benefits. A
process has to be established; it will not be complete in a week. This will affect the structural deficit. Tom H asked to add this item to the agenda next week.
2.
AGENDA ITEM:
POINT PEOPLE:
STATUS/ FOLLOW UP:
PAYROLL
Jim Grivich, Sheryl Queen,
MaryBeth Benvenutti, and
Minh Lam
1.
Waiting on posting
VACATION ACCRUAL/LEAVE BANKING
Cory Wathen, Nancy Pak,
and Sheryl Queen
1.
2.
Vacation accrual is complete but leave banking is still in progress.
Cory W. noted documentation is available to send to auditors.
1.
Work in progress. Dianne H noted great progress. Successfully processed over 8000 transactions. 22
hours to progress. If everything looks good in test, it should be moved over to production. Once it
moves over to finance it should run nightly.
Dianne H mentioned she had a conversation with Heidi, Susan, and Corey. Tom H noted to follow up
via email for documentation purposes.
Jim G inquired if revenue last year’s student accounts will be available. It was noted that Corey had the
information.
There a lot individual issues to look at. Student use fee is in production and has been worked on in
test. Dianne H noted that she encountered a problem on the 17th is now investigating why this
happened. She suspects we had rolled everything and not everything rolled over completely.
Dr. Allen asked if errors in capital outlay been corrected? Dianne does understand why. Minh L
suggested meeting with Muriel at COA – Minh L, Dianne H and Tom H to follow up after meeting.
2.
BURSAR
Teena Atalig and MaryBeth
Benvenutti
3.
4.
5.
DISBURSEMENTS
BUDGET MONITORING
Jim Grivich, Dettie Del
Rosario, and John Banisadr
Jim Grivich & Marybeth
Benvenutti
1.
2.
Complete – materials have been provided to auditors
This will be an exception.
1.
2.
3.
4.
5.
Work in progress.
Waiting on expenditure side.
Timeline: not determined
MB and Susan R met with Finance team.
Auditors are coming here April 6th. Reconciliation of cash should be available to be provided. Liabilities
have to be reviewed. There are way too many cash accounts.
Tom H noted to provide update to the sites. MaryBeth B noted the accounts were in the district office.
6.
3/24/2010 10:51 AM – D. Benavides
2
FIXED ASSETS
CASH
ACCOUNTS RECEIVABLE
INVENTORY
ACCOUNTS PAYABLE
DEFERRED REVENUE
FEDERAL & STATE CATEGORICAL
GRANTS
320 TESTING
Jerry Kenney, Corey
Wathen, Jim Grivich, Sadiq
Ikharo, and Galileo Sapitan
Teena Atalig, MaryBeth
Benvenutti, Dettie Del
Rosario, and Jacob Ng
Jim Grivich, MaryBeth
Benvenutti, Ofelia Mendoza
and Judy Lam
Susan Rinne, MaryBeth
Benvenutti, and Sadiq
Ikharo
Jim Grivich, Teena Atalig,
and Dettie Del Rosario
Susan Rinne, Jerry Kenney
and Dettie Del Rosario
Consultant and district
point people had not been
appointed.
Jim Grivich and Dettie Del
Rosario
1.
2.
3.
Complete. Jerry K confirmed it has forwarded to Brandon.
Jerry K explained that his contract will end in April, excluding Dianne H who will be available till the end
of June; this leaves a gap on who will be doing the work. CIBER may reassign as early as April 12th.
Vu Nguyen in finance was suggested. Tom H explained Jerry K will have to sit down with administration
to find out who will. Minh L explained there is someone in IT can take over this task. Susan R. noted in
general services, Gali Sapitan has been identified. MaryBeth B and Minh L will take the lead.
1.
Work in progress. Waiting on reconciliation.
1.
2.
Work in progress.
Timeline: dependent on closing
1.
2.
Work in progress.
Needs to be posted – emailed to VTD.
1.
2.
1.
2.
Complete. Materials provided to VTD
Tom H explained this will be an exception. The process is being corrected.
Work in progress.
Timeline: dependent on closing
1.
2.
Work in progress
Timeline: dependent on closing. Once payroll adjustments are available
1.
Complete.
50% Law
Teena Atalig
1.
2.
Work in progress.
Timeline: dependent on closing.
INSTRUCTIONAL SERVICE AGREEMENT
Jim Grivich, Wise Allen,
Sheryl Queen and Teena
Atalig
1.
Complete.
1.
2.
Complete.
Timeline: emailed by next week to VTD
1.
2.
Jacob will email documents to MaryBeth B and MaryBeth B will email to VTD
Jacob N noted a policy decision has to be made for this not to happen again. Are we charging them
from district or by college? 326 students were overcharged.
Debate on Capital Outlay Fee occurred.
It was noted that $6 per unit is charged.
Materials completed.
Timeline: emailed by next week to VTD
STATE GENERAL APPORTIONMENT
FUNDING SYSTEM
Jacob Ng
RESIDENCY DETERMINATION
STUDENT ACTIVELY ENROLLED
3/24/2010 10:51 AM – D. Benavides
3.
4.
1.
2.
3
CONCURENT ENROLLMENT
USE OF MATRICULATION FUNDS
GANN LIMIT CALCULATION
ENROLLMENT FEES
CAL-WORKS
Jim Grivich, Sheryl Queen
and Carmen Fairley
Susan Rinne and MaryBeth
Benvenutti
Dianne Hughes, Susan
Rinne, and MaryBeth
Benvenutti
Susan Rinne and Carmen
Fairley
SCHEDULED MAINTENCE
OPEN ENROLLMENT
STUDENT FEES
TRUST ACCOUNTS
SCHOLARSHIP & LOAN ACCOUNTS
ASSOCIATED STUDENTS
BOND FUND (Construction)
Teena Atalig and MaryBeth
Benvenutti
Jim Grivich and MaryBeth
Benvenutti
Jim Grivich & Jim Bracy
Jim Grivich, Cory Wathen,
Jerry Kenney, and Sadiq
Ikharo
1.
2.
Materials completed.
Timeline: emailed by next week to VTD
1.
2.
1.
2.
3.
1.
2.
3.
5.
1.
2.
Materials completed.
Timeline: emailed by next week to VTD
Work in progress.
Susan R will be working with all
Timeline: dependent on closing
Work in progress.
Timeline: 08/09 only for the week of April 12th for the auditors.
Susan R reported testing will begin today. Sections by term will be sent over. Dianne H is continuing to
test bundles. Records may be extracted if needed.
Trustee Withrow noted that he had a sense from the auditors that if this is not fixed we may have an
adverse opinion.
Timeline: Next week will have update
Materials completed.
Timeline: Carmen F will email to MaryBeth today to VTD
1.
1.
1.
1.
Complete.
Complete.
Complete.
Materials completed. MaryBeth reported information is available.
1.
2.
Materials completed. MaryBeth reported information is available.
Timeline: Complete next week.
1.
2.
3.
4.
5.
1.
2.
5.
6.
Work in progress.
Jim G reported it is dependent on the colleges responding to us with info regarding Assoc Students,
Chan Harris will contact VP’s of Student Services to request information.
Jim B will give information to MaryBeth B.
Timeline: not stated – will work on this week.
Examination pending.
Jim G reported that there is a large quantity of expenditures. 08/09 details are available. It will be
desirable one way or another. He will be meeting with Sadiq I. this Friday. An update from Jim G will be
available next week.
Susan R. noted that MaryBeth B addressed clarification in bond language to the business managers
and will begin assigning project numbers to sites. They will not code projects as OOOO since they are
irreconcilable.
Jacob N inquired on who was responsible for the miscoding? Susan R noted that the sites have to
know the proper object code first which comes from leadership at the district.
John B. explained the codes are not always the same or correct.
Jim G noted the funding process and the purchasing process must be reviewed.
1.
2.
Work in progress.
Timeline: dependent on closing.
4.
3.
4.
INTERFUND TRANSFER
3/24/2010 10:51 AM – D. Benavides
Susan Rinne & MaryBeth
Benvenutti
4
OPEB ACCOUNTING
Susan Rinne, Jacob Ng and
Sadiq Ikharo
1.
2.
Examination pending.
There are multiple layers that effect. The stock market, cola/growth from the state, and healthcare
staying at a reasonable rate; all has not happened and has to be addressed. It is impacting general
fund.
OPEN DISCUSSION:
Debbie B is concerned about consultant, Jerry K’s departure as well as the roles of the other consultants. This is highlighted with the freezing of positions from fund 01. A student
financials person should be identified right away. Tom H acknowledged Debbie B’s concerns and hopes there are parallel conversations occurring and that the committees are
taking these messages forward. There was a collapse in the basic core structure. New individuals must be indentified and groomed for new leadership.
Tom H noted they are required to notify a list of agencies. DOE gave us three months. A letter has been drafted to go out. Dr. Allen will follow up.
Jacob N revisited the issue of account receivables. He noted he is very concerned with non-resident fees. He emphasized they needed to be collected. Jim B noted that historically,
reminders were sent out from the business office. We need to revisit that this is still taking place. The tuition calculation is not working; the conversion balance is not transferring
over.
A discussion on wiping out bad debt followed. Jim B noted there is no board policy or procedure on who identifies this. Dr. Allen noted that before the PeopleSoft conversion
happened the district had the highest rate of collection in fees. Corey W noted that two sets of conversions occurred; positive and negative balances. A detailed listing never came in
from the old system. There was a period of time that items were not posted.
Tom H and Cory W noted the committee should focus on the current items. Perhaps the last two fiscal years and go from there. It was noted that in the last meeting anything before
08/09 would be wiped out as agreed by the committee. Jacob N does not agree. Debbie B noted if IT can code International Students differently and move forward in order to make
a decision. Dr. Allen will have to make a decision. Corey W will look at the total balance. Susan R noted that in her past experience, PCCD should start advertising this to students
now. Jeff H noted that he worked with A&R and Finance before. Jeff H can follow up with Dr. Allen to begin.
Trustee Cy Gulassa noted that the board will write policies on certain aspects but in general all the operational policies are written before hand by committees or department heads.
Everyone seems to be operating in silos. You present the policies we will stamp them; the board relies on your expertise.
Tom H closed noting that the committee had an opportunity to do so.
12:01 pm – meeting adjourned
Next Meeting Date
March 31, 2010 - 10:00 a.m. to 12:00 p.m. (Board Room)
3/24/2010 10:51 AM – D. Benavides
5