BUDGET ADVISORY GROUP
MEETING NOTES
SEPTEMBER 19, 2001
Facilitator: Barb DeFilippo
Present: Barb DeFilippo, Ben Hill, Bill Kyker, Linda Loft,
Kay Malmberg, Marie Matsen, Jose Ortal, Lynne Phillips, Jane Russell, Jane
Scheidecker, Donna Zmolek
Absent: Nanci LaVelle
Recorder: Terry Caron
New Facilitator
Barb DeFilippo announced that she would no longer be able to act as
Facilitator/co-Facilitator for the Budget Advisory Group. BAG members
were asked to send their nominations for facilitator, or nominate themselves,
via e-mail to Terry Caron.
8/29/01 Budget Work Session Review
Marie reported that currently the entire Executive Team consisting
of the president, assistant to the president, two vice presidents, three
associate vice presidents, Sue Colvin, Diane Dann, and Craig Taylor
will replace the Budget Leaders (president, assistant to president and
vice presidents).
Definitions of a ěTransparent Budgetî was discussed. Two
main meanings came from the discussions: 1) A lot of information,
understanding, clearer format, that is simple and easy to understand.
2) Staff would have greater involvement in the development of the budget.
The Executive Team plan to the lead with future transparent budget
discussion but BAG will play a strong role.
BAG would also be a good group to test for the more technical budgeting
language and terminologies.
Other budget information such as providing all students information
on how much of revenues are fees, property tax, state, etc., and the
percentage of students who receive Financial Aid was discussed as a
beneficial information for many.
A mixture of questions cross-relating to budget development and college/departmental
expenditures arose. Budget development information would normally
be more accessible information yet, the new financial system could make
expenditure reporting more accessible but more subject to individual interpretation.
Marie and Kay Malmberg will need to clarify the level of expenditure information
needed by those who ask.
Quarterly BAG/Executive Team Meetings
Jose asked of the possibility of holding regular meetings with the
Executive Team. Marie reported that the ET would like to meet with
BAG regularly. The ET will devote the latter part for their Monday
meetings (3:15-4:30) to budget issues, and BAG is invited to attend,
when possible. ET hopes to improve their knowledge of BAGís work,
and BAG could stay current with the ETís budget discussions and directions.
(Meetings are held Mondays, 3:15-4:30 in the Board Room.)
Classified Budget Training Work Session
Jose asked if the Classified Budget Training group would be an appropriate
arena for distribution of budget development information. It was
determined that the ěPeer-to-Peerî group was focused on day-to-day
utilization of budget reports and to be in the loop as the
new system gets developed.
BAG Group Charter (Handout)
The Executive Team reaffirmed the current BAG Charter with the only
changes to it replacing Executive Leadership Team (ELT) with Executive
Team (ET).
2002-03 Budget Process
(Handout: Excerpted from 9/12/01 E-mail from Marie, Sub: Upcoming
Budget Tasks)
ěThere is an urgent need for BAG to do a lot of work on the upcoming
budget development process. This year, the executive team would like BAG
to focus its efforts on ensuring widespread opportunity for input
to the executive team before budget recommendations come from departments
and divisions to the executive team. The work of BAG will need
to be concentrated on (this) the next few weeks. I am meeting this
afternoon with Nanci Lavelle, facilitator for the Process Subcommittee,
to talk to her about this charge from the executive team.î
BAG members who attend the 9/24 ET meeting are urged to raise some
questions regarding:
-
Budget process timelines,
-
ET expectations of BAG
-
Better feedback loop
-
Program review criteria,
-
Possible $4M cutbacks
-
Possible revenue enhancements.
BAG may be asked to explore the different groups process: Instruction,
College Operations, etc., to see if any are more inclusive and serve the
college better than others.
Financial Strategies Action Plan (Handout)
Based on the Financial Strategies prepared last year, an action plan
with assigned tasks, responsible parties and due dates has been prepared
by Marie. Bag is asked to review the plan.
Budget Policy Issues and Work Plan (handouts)
Marie has also laid out budget policy issues under these major categories:
1) Net Working Capital (carryover), 2) Revenues, 3) Expenditures, 4)
and Other Schedules. She has developed a work plan to address the
issues listed under each. BAG needs to review this material and discuss
areas for which they have been designated the ěresponsible party.î.
Tuition Discussion
Kay Malmberg, Linda Dewitt and Helen Garrett will be analyzing the
affect of tuition increase on students who are not on financial aid and
who do not have the resources for rising tuition costs. Discussions
of development of Foundation revenues for aid for those students and data
from Research and Planning will be part of the analysis.
The next BAG meeting will be Wednesday, September 26, 3-5PM in BUS
205.
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