Administrative Services PBT Meeting Notes
Meeting Notes December 7, 2018
Minutes of October 12, 2018 were approved by consensus. S. Cheu made a correction to the 2017-2018 financial information while M. Fritz clarified student certificates. The Business Department has been marketing certificates and encouraging students to pursue certificates that they have already earned. The certificates assist students in securing internships and reflects positively on their resumes.
Clarification of De Anza College 4th Quarter General Fund Balance
Cheu made a correction to the year-end 2017-18 year-end information. The original budget was $548,081 with $59,822 transferred from B to A to cover reassigned time. Total budget to actuals was $3,963 or 92% of spending. Monies were transferred to the salary section where it was spent, in addition to most of B budget. Cheu advised exercising caution as dollars are coming from carry-forward funding.
FHDA 1st Quarter Report
Cheu presented budget information for the district for the 1st quarter. She encouraged reading the first 3 pages of the narrative which provides a good summary of the general fund http://business.fhda.edu/_downloads/1st%20Qtr%2018-19%20.pdf. It is still very early in the year and not a lot has changed.
Enrollment was down in summer and fall 2018: a decline of 448 FTES; hopefully this will stabilize and flatten. Budget reductions were based on flat enrollment and there is concern if it does not increase. It is important to note that non-resident FTES was also down. Productivity is going well with target 506 vs. 517 due to improved efficiency in the instructional area.
The Student-Centered Funding Formula will be in effect for the next 2 years and we will have different focus areas after the hold harmless agreement expires.
General Fund Expenses: Not much change since the October 12 APBT meeting.
Ending balance is $12.6 M for 2019-2020 from stability fund with the $8M one-time expenses for 5% COLA.
We will receive preliminary information from the State around January 10 or 11. It is the perception that Governor Newsom will focus on the UC and CSU system. No significant changes are anticipated but the focus will be on Student Centered Funding Formula.
De Anza 1st Quarter B Budget Update
$3.7M was approved which includes an additional $2M from carry-forward and $3.8M from the district.
Cheu’s presentation included information as of 9/30/18 or one quarter of the year. We have major expenditures (supplies, services, capital outlay, substitutes, TEA, marketing and other contracts) occurring during the first quarter including service agreements and encumbrances. Much of the front-load spending occurs during Fall quarter.
Budget Reduction Update
This information was due to the district on November 1, 2018 while HR is analyzing data from the Supplemental Retirement Plan. The Supplemental Retirement Plan information is due to the Board on Monday, December 10. IPBT has many reductions dependent on this information. If approved, HR will review positions and adjustments to the data. No significant changes are anticipated for our area. Cheu or her replacement will email and communicate specific results.
Campus Budget Team
Cheu outlined the Campus Budget Team history, original mission and charge for budget and financial oversight. She noted the most recent visiting accreditation team’s concern at the campus level with two budget committees. Much of the original charge has naturally migrated to the other planning and budget teams including strong workforce, lottery, instructional equipment, SSSP, and equity monies. Cheu reviewed the CBT over the last couple of years and has recommended combining with the APBT into a single, more focused committee.
The Academic and Classified Senates, in addition to senior staff have approved the consolidation of the Campus Budget Team and Administrative Services Planning and Budget Team. It will reduce redundancy, time, increase efficiency, and effort. Membership adjustments, mission, charge and duties will be expanded.
Mission – same.
Charge – same – overall budget
Discussion followed regarding program reviews and guidelines for submitting Administrative Services requests and recommendations to College Council.
Cheu compared current memberships for the various PBTs, the existing Campus Budget Team and proposed APBT.
1 Co-chair: Vice President, Administrative Services
1 Co-chair: Classified, College Operations
2 Faculty: Faculty and Academic Senate President
3 Classified: ACE, CSEA and Classified Professional for each bargaining unit
1 Classified: Fiscal Services representative
3 Administrators: AVP, Administrative Services, Director, Fiscal Services and enterprise area
1 District Budget representative
2 students: DASB
Cheu will review the recommended faculty membership with Karen Chow, Academic Senate.
The consolidation of the Campus Budget Team and Administrative Services PBT was approved, in addition to the membership. This proposal will be forwarded to College Council for approval at its January, 2019 meeting.
Quick News
Cheu thanked members of the APBT for their service and contributions as she moves to her interim assignment of Vice Chancellor, Business Services effective January 1, 2019.
Present: Susan Cheu, Michelle Fritz, Teri Gerard, Sally Gore, Pam Grey, Martin Varela