EL CAMINO COLLEGE Planning & Budgeting Committee Minutes Date: December 1, 2011 MEMBERS PRESENT Ott, Jonathan – Campus Police Natividad, Rory – Mgmt/Supervisors Patel, Dipte – Academic Affairs Quinones-Perez, Margaret – ECCFT Reid, Dawn – Student & Community Adv. Shenefield, Cheryl – Administrative Svcs. Spor, Arvid – Chair (non-voting) Tomoda, Kenji – ASO Turner, Gary – ECCE Widman, Lance – Academic Senate OTHERS ATTENDING: Katie Gleason, Alice Grigsby, Jo Ann Higdon, Derek Moon, Regina Smith The meeting was called to order at 1:06 p.m. Approval of November 3, 2011 Minutes 1. The minutes were approved with no changes. Budget Update (J. Higdon) 1. Theresa Tena, Director of Fiscal Policy for the Community College League of California (CCLC), and the Chancellor’s Office staff expect that Trigger I cuts will be implemented. While K-12 could experience partial cuts to Trigger II, community colleges would experience complete ‘pull’ of Trigger II reductions. But the Chancellor’s Office staff indicated community colleges could be treated the same as K-12. Chancellor’s office staff will be asked to discuss with CCLC to determine the true situation with Trigger II. Trigger date is December 15, 2011. 2. ‘Shadow’ trigger: approximately $6 billion pending lawsuits that the State Supreme court agreed to hear immediately and have decisions made by January 15, 2012. The $1billion tobacco tax lawsuit has been decided against the State. A. Spor will send lawsuit information to PBC members. 3. With the presenter’s permission, J. Higdon will share at a future PBC meeting the information she received at a conference on the economic forecast for California and the nation. Suggested PBC discuss economic environmental scan to track impact of the global economy. PBC Agenda Development 1. Activities dictated by the PBC calendar include: preliminary budget (occurs in JanuaryFebruary), preparation for the tentative budget (April-May), VP’s area plans discussion (AprilMay), budget assumptions and final budget discussions (August), updates for the 2008 accreditation self-study (October and March), and master plan planning agenda updates (once a year). 2. Suggested additions to the agenda: a. A 5-year economic forecast and environmental scan. Would like to update once a year and discuss as major events occur. Finance or Econ students may be interested in participating in updating PBC on world-wide economic situation. b. Actuarial study - barely starting and results may not be ready until early spring. College must have actuarial study done every two years. The outcome shows projection of how much the college should have on hand in revocable or irrevocable funds. 1 c. Accreditation self-study updates in March. Teams, co-chairs, and subcommittees to be identified within the next nine months to begin work on the 2014 self-study. d. Review Comprehensive Master Plan planning agenda item updates in the spring. e. Review increase/reduction of energy costs and consumption at the end of spring. Identify individual building energy cost issues. f. Review potential interfund transfers. g. Preliminary budget assumptions. h. Review and understand the audit report, management letter findings, and management discussion and analysis (MD&A). i. Review bond updates. J. Higdon could send PBC a standing board agenda item on bond overview completed every quarter. j. Send A. Spor other ideas for items to add to the agenda or bring them to the next meeting. 3. Components of planning include accreditation, master plan planning agenda items, and plans (program, unit and area). Need to focus on global picture – maybe create an annual report on progress of strategic initiatives. Planning summit most likely will not occur next year but a series of workshops will be conducted to help improve the writing and evaluating of plans. Technology plan is part of the master plan and has the bulk of the planning agenda items. How are technology plans in Plan Builder incorporated into the technology master plan? Technology plans tied to costs in Plan Builder are reviewed by ITS. Technology master plan is a more holistic, not detailed view of planning. Managers receive feedback on their plans and should communicate status to plan developers. A. Spor will send PBC members a copy of the technology plan to review before it is sent for Board approval. Will ask accreditation co-chairs to see planning agenda items before going to the Board (not to change but as an awareness piece). 4. Application process for I-Grants may begin again this summer. Miscellaneous 1. Budget calendar discussed last month in PBC was approved by the Board. Suggestion was made to do a better job to update committee on results of their recommendations. 2. Return to Title IV is public and private schools’ legal obligation to the federal government to pay back grants and loans defaulted by their students who received funds but did not attend classes. Students cannot earn all their aid unless they attend classes for at least 60% of the term. a. ECC budgeted $50,000 (J. Higdon will confirm figure) to cover the obligation this year. Obligation can reach an additional $100,000 not budgeted. Request for this budget transfer will be on the December 12th Board agenda. Budget transfer will be out of fund 11 reserve account into an account used for Return to Title IV. This is a unique situation that has grown dramatically over the past few years. This is an example how reserves are spent directly on students. b. Return to Title IV does not pertain to BOG fee waivers. Looking at legal ways to prevent these students from registering for more classes until they repay funds they received. The next meeting is scheduled on December 15, 2011. The meeting ended at 2:00 p.m. 2