Budget and Planning Committee
Minutes
October 11, 2007
Present:
Leslie Milke, Lilamani De Silva, Debby Wong, Gary Prostak,
Pornthep Sripuntanagoon, Horacio (Jerry) Garcia, Phoebe Rivera,
Frances Nguyen, Maury Pearl
Absent:
Karen Hoefel, Joe Ramirez, Alma Johnson-Hawkins,
Sandy Thomsen, Clive Gordon, Marcella Lozano
Agenda:
1.
2.
3.
4.
5.
6.
1.
Approval of minutes from Sept. 13, 2007 meeting
Charter, membership and website update – (Leslie)
Financial Projections – (Frances)
Request for purchase of software – (Leslie)
Update process for budget requests
Other
Approval of minutes from Sept. 13, 2007 meeting:
The Chancellor’s meeting was scheduled at the same time as the Budget and
Planning committee for this month. Many members had to attend the
Chancellor’s meeting; therefore a quorum was not formed. The approval of
minutes from Sept. 13, 2007, was deferred to the next Budget and Planning
Committee meeting on Nov. 08, 2007.
2.
Charter, membership and website update – (Leslie)
Charter was submitted to College Council for approval last Friday, October
5, 2007.
The website for the Budget and Planning Committee is up and running.
All minutes and agenda will be posted on the website. The agenda will be
posted on the website at least 72 hours before each meeting, and each
member will bring his/her own copy of the agenda for each meeting.
3.
Financial Projections – (Frances)
On September 27, 2007, the first monthly projection report based on 20062007 was submitted to the district.
The estimated deficit for 2007-2008 is $2,939,299.
Significant Issues Isolation:
Area which, when totaled, resulted in an overall reduction in funding to the college
4.
District Office Assessment
One Time BG – uncertainty of being awarded this FY
Restricted Basic Skills – uncertainty of being awarded this FY
Deficit repayment
Benefits Increase
$ 640,557
356,225
198,338
503,907
934,644
Total
2,633,671
Request for purchase of software – (Leslie)
A software called Elumen has been requested for tracking SLOs and
assessment of the SLOs. According to David Jordan the cost is $16,500 for
the first year, which includes the licensing fee. It will cost the college
$6000 to $6,500 on the subsequent year to continue using the software.
Since the college has a projection of an approximated $3 million deficit for
2007-2008 and a new process of request has not been in place yet, the
committee recommended that special funds other than program 100 be the
source for the purchase of the software.
5.
Update process for budget requests
The form, “Request for Resources Over Base Allocation”, posted on the
budget and planning website was based on the college goals and unit
assessment information. Jerry Garcia and Sandy Thomson will update the
budget request form. Leslie Milke will present the updated form to College
Council and send it out to the entire college community; the updated form
will be used for the meantime until a newer process is established. Each
request will be reviewed by the monthly Budget and Planning Committee
with the exception of emergency cases. The co-chair of the Budget and
Planning Committee, Leslie Milke, will call for an emergency meeting for
emergency cases.
Karen Hoefel gave a suggestion to review the expenditure reports from other
sister colleges. It should give a good expenditure comparison that can assist
the Budget and Planning Committee in setting priorities for budget requests.
A mini-workshop will be held for the next meeting on how to read the
expenditure reports and how to compare percentage of expenditure by
categories.
6.
Other
a. Meeting dates for 2007-2008:
Every 2nd Thursday of the month from 12:30 p.m. to 1:30 p.m. in CC4 –
September 13, 2007 – Agenda: 1) Election of Co-Chair
2) Recorder of Meeting Minutes
3) Meeting
4) Development of Charter
October 11, 2007 – Agenda: 1) Approval of minutes from Sept. 13,
2007 meeting
2) Charter, membership and website
update
3) Financial Projections
4) Request for purchase of software
5) Update process for budget requests
6) Other
December 13, 2007
– Agenda will be posted on the Budget and Planning website.
January 10, 2007 (optional)
– Agenda will be posted on the Budget and Planning website.
February 14, 2007
– Agenda will be posted on the Budget and Planning website.
March 13, 2007
– Agenda will be posted on the Budget and Planning website.
April 10, 2007
– Agenda will be posted on the Budget and Planning website.
May 08, 2007
– Agenda will be posted on the Budget and Planning website.
June 12, 2007
– Agenda will be posted on the Budget and Planning website.
b. Recorder for the next meeting:
Sandy Thomsen will be the recorder for the next meeting.
Meeting adjourned