Sonoma State University

April 15, 2020 Minutes

Minutes

PRESIDENT’S BUDGET ADVISORY COMMITTEE

April 15th, 2020

 

MEMBERS PRESENT:

Lisa Vollendorf Provost, Executive Vice President of Academic Affairs; Chair Jerlena Griffin-Desta Chief of Staff and AVP for Strategic Initiatives and Diversity Gregory Sawyer Vice President of Student Affairs

Mario Perez Vice President of University Advancement

Hollis Robbins Dean, School of Arts and Humanities

Laura Watt Chair of the Faculty; GEP Department

Melinda Milligan Vice-Chair of the Faculty; Sociology Department Sean Place Chair of APARC; Biology Department

Laura Lupei Senior Director for University Budget and Planning, A&F Elisabeth Kettmann Staff Representative, Biology Department

Daniel Yoeono President, Associated Students

Arden Childers Vice President of Finance, Associated Students

 

 

STAFF PRESENT:

Elias Lopez AVP for Academic Resources, Academic Affairs

Hayley Avery Budget Manager, Administration and Finance

 

 

GUESTS PRESENT:

Laura Monje-Paulson Assistant Vice President for Assessment & Strategic Operations, SA Kara Rabbitt ACE Fellow, William Paterson University

Anna Reynolds-Smith Director, Administrative and Financial Planning, Student Affairs Katie Robinson Budget Director, Administration and Finance

 

 

MEMBERS ABSENT:

Erma Jean Sims CFA Representative; Literacy Studies & Elementary Ed. Joyce Lopes Vice President of Administration and Finance; Vice-Chair

 

 

AGENDA

 

  1. CALL TO ORDER AND WELCOME
  2. APPROVAL OF THE AGENDA AND MINUTES: February 20th, 2020
  3. ANNOUNCEMENTS FOR THE GOOD OF THE ORDER
  4. STATE BUDGET UPDATE
  5. CAMPUS BUDGET PLAN & TIMELINE
  6. CARES ACT PRELIMINARY NUMBERS
  1. CALL TO ORDER AND WELCOME

Provost and Executive Vice President of Academic Affairs, Lisa Vollendorf, welcomed the committee and began the meeting at 11:00 am.

 

  1. APPROVAL OF THE AGENDA AND MINUTES

Vollendorf introduced the agenda and asked if there were any additions. Hearing none, Vollendorf requested a motion to approve the minutes of the February 20th meeting. Minutes were approved unanimously.

 

  1. ANNOUNCEMENTS FOR THE GOOD OF THE ORDER

 

Vollendorf wanted to address an article that was in the Press Democrat about the Alternate Care Site (ACS) that will be set up on campus. The article incorrectly described the funding the University will receive from the ACS. The article outlines the University will receive a flat $5M, but the actual funding model is based on per space and patient up to $5M.

 

  1. STATE BUDGET UPDATE

 

Laura Lupei gave an update on the state budget with the recent COVID-19 impacts. The tax deadline has been extended to July 15th, 2020 which means the state budget will not be finalized by July 1st per usual. The Governor’s January budget that was previously released and presented to PBAC is no longer valid; the state budget process has essentially started over. Lupei told the committee there is not much information at this time about what the 2020-2021 state budget will be and how it will affect Sonoma State. There will be a May revise and a Maintenance of Effort Budget released by June 30th that will be the same allocation as the 2019-2020 year. The budget released will be a cash flow allocation to allow campus operations to resume while the 2020-2021 budget is being finalized. The final budget will most likely be a decrease in the state budget allocation. Vollendorf added that although the preliminary 2020- 2021 budget allocation that is released will look flat, the tax receipts and COVID-19 impacts will still need to be calculated and will result in a decreased allocation to the University.

 

  1. CAMPUS BUDGET PLAN & TIMELINE

 

Lupei then discussed what the campus budget timeline will look like with the delays in the state budget timeline. In addition to the state budget changes, the campus has also extended the enrollment deadline to June 1st, which will delay the known final headcount numbers, also affecting the University budget planning process. Lupei’s estimate on the known final 2020-2021 budget will most likely be October. As the University begins projected reduction planning, both from the state budget allocation as well as the enrollment decline, the strategies used to solve the projected deficit will be a combination use of reserves and base budget. It will be essential to keep the strategic plan at the forefront of all decisions made during this time.

 

Dr. Sawyer spoke to the planning that is beginning in the Division of Student Affairs and as they are uncertain of the housing residents for the 2020-2021 year, they are holding positions such as area

coordinators until there are more final figures. The division is also working through how to implement social distancing protocol in on-campus housing.

 

Laura Watt asked when there would be a decision made on suspending face to face instruction in the Fall. Vollendorf responded that the Cabinet is still working through all options in coordination with the Chancellor’s Office and will have a decision made by the end of the semester. In the meantime, the campus is working with all stakeholders to help ease the online transition.

 

  1. CARES ACT PRELIMINARY NUMBERS

 

The University will receive some financial aid from the Coronavirus Aid, Relief, and Economic Security (CARES) Act. The CARES Act will provide federal funding to the university in the categories of grants to students as well as institutional aid. Lupei discussed the preliminary numbers for the allocation Sonoma State will receive. The University is set to receive $9M; $4.5M is designated for financial aid to students and $4.5M is designated for institutional aid. The details of allowable expenses for institutional aid are still unknown. Sonoma State will have to apply to receive the CARES Act funding, and as more information is available it will be shared with the committee.

 

 

 

Vollendorf adjourned the meeting at 12:00 pm. Minutes prepared by Hayley Avery.