PRESIDENT’S BUDGET ADVISORY COMMITTEE
November 1st, 2018
MEMBERS PRESENT:
Lisa Vollendorf Provost, Executive Vice President of Academic Affairs; Chair
Joyce Lopes Vice President of Administration and Finance; Vice-Chair
Gordon McDougall Interim 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
Erma Jean Sims CFA Representative; Literacy Studies & Elementary Ed.
Mark Perri Chair of APARC; Chemistry Department
Laura Lupei Senior Director for University Budget and Planning, A&F
Elisabeth Kettmann Staff Representative, Biology Department
Christina Gamboa 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:
Katie Robinson Budget Director, Administration and Finance
Anna Reynolds-Smith Director, Administrative and Financial Planning, Student Affairs
MEMBERS ABSENT:
Judy K. Sakaki President, Sonoma State University
Gregory Sawyer Vice President for Student Affairs
Carmen Works Past Chair of the Faculty; Chemistry Department
Carley Chatterley President, Associated Students
AGENDA
- CALL TO ORDER AND WELCOME
- APPROVAL OF THE AGENDA AND MINUTES: October 4th, 2018
- DRAFT BUDGET OVERSIGHT POLICY
- STRATEGIC BUDGETING: Budget Timeline & Planning Template
- DRAFT CAMPUS BUDGET FORUM AGENDA
I. CALL TO ORDER AND WELCOME
Provost and Executive Vice President of Academic Affairs, Lisa Vollendorf, welcomed the committee and began the meeting at 8:30 am.
II. 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 October 4th meeting. Minutes were approved unanimously.
III. DRAFT BUDGET OVERSIGHT POLICY
(Please see the November 1st agenda packet for related documents)
The first draft of the Budget Oversight Policy was reviewed with the committee. The Budget Oversight Policy applies to all budgeted University funds. The policy defines that Major Budget Unit (MBU) Lead Administrators, campus budget partners, and budget managers are responsible for the following: 1) monitoring budgeted funds, 2) ensuring that expenditures are occurring consistently, 3) identifying and correcting shortfalls or overages, and 4) recognizing and addressing any deficits. Budget to actuals reviews will happen quarterly, and any significant variances will be identified, and a corrective action plan will be submitted in order to resolve major variances. The policy outlines that all the reports and any corrective action plans will be documented and kept per the campus retention policy.
The committee had some clarifying questions related to the definition of a “significant variance”. The clarifications will be made in the second draft and brought back to the committee in the Spring.
IV. STRATEGIC BUDGETING
(Please see the November 1st agenda packet for related documents)
As the campus continues to make improvements in the budgeting process, a new budget timeline and budget planning template are being implemented. With the new timeline assumptions will be set in December of each year, and the units will plan their goals and tactics for the planning year while they adjust their budgets with the budget planning template. Once budgets have been put together for the planning year, they will be reported out to Cabinet and PBAC. In May, Cabinet will review and approve the budget plans and determine how to handle any potential new funding or reductions for the upcoming year. The planning year budgets will be finalized by June of each year.
The planning template that will be distributed after the assumptions are set in December will be the primary procedure for units to evaluate and make changes to their budget in order to link their resources with the strategic plan. This planning process will also require the units to set SMART tactics each year and identify metrics by which to measure the tactics. For the upcoming 2019-20 fiscal year units will not be required to provide metrics; they will only be required to fill out any budget changes to be made as a first step in this new process. As the University makes progress in linking its resources to the strategic plan, this timeline and template process will include planning for multiple fiscal years and incorporate multiple funds. The committee was pleased with the improvements being made to the budgeting process, particularly that it will integrate budget planning from the departments up to the units.
V.DRAFT CAMPUS BUDGET FORUM AGENDA
(Please see the November 1st agenda packet for related documents)
The committee discussed the upcoming Fall Budget Forum and reviewed a draft agenda. The forum will start with presentations from Laura Lupei, Joyce Lopes, and Lisa Vollendorf which include a budget briefing and an overview of how the University is making steps towards linking the budget with the strategic plan. After the presentations, there will be roundtable discussions where the PBAC members will facilitate and take notes on feedback from campus members who attend. The committee suggested it might be useful to create an FAQ on the website once the input from the roundtable discussions is collected.
Vollendorf adjourned the meeting at 9:53 am.
Minutes prepared by Hayley Avery.