September 6, 2018 Minutes

PRESIDENT’S BUDGET ADVISORY COMMITTEE
September 6th, 2018

MEMBERS PRESENT:

Judy K. Sakaki                           President, Sonoma State University

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

Gregory Sawyer                        Vice President for Student Affairs

Hollis Robbins                           Dean, School of Arts and Humanities

Melinda Milligan                        Vice-Chair of the Faculty; Sociology Department

Carmen Works                           Past Chair of the Faculty; Chemistry 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

Carley Chatterley                       President, Associated Students

Christina Gamboa                       Vice President of Finance, Associated Students

 

 

STAFF PRESENT:

Elias Lopez                                AVP for Academic Resources, Academic Affairs

Hayley Ross                               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:

Laura Watt                                Chair of the Faculty; GEP Department

 

 

 

AGENDA

           

  1. CALL TO ORDER AND WELCOME
  2. ANNOUNCEMENTS FOR THE GOOD OF THE ORDER
  3. APPROVAL OF THE AGENDA AND MINUTES: May 10th, 2018
  4. PBAC ORIENTATION
  5. PRESIDENT’S RESPONSE AND CHARGE
  6. FALL BUDGET BRIEFING

 

 

 

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. ANNOUNCEMENTS FOR THE GOOD OF THE ORDER

It was announced that the President’s Budget Advisory Committee website is a source for people to find presentations, agendas, and minutes from each meeting.

 

III. 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 May 10th meeting.  Minutes were approved unanimously.

 

IV. PBAC ORIENTATION

The majority of the 2018-19 PBAC members are new this year, so Lisa Vollendorf and Joyce Lopes revisited with the committee what had been accomplished in the prior year and the 2018-19 goals. A basic primer was given on how PBAC functions as an advisory committee to the President on budgetary matters. In the 2017-18 year, the committee focused on increasing budget literacy and transparency on campus and hosted the first bi-annual Campus Budget Forum. The prior year committee also helped implement a University Operating Fund Reserve Policy that will be vital in planning for the University’s future.

 

Looking forward to the 2018-19 year, the committee will focus on strategic budgeting and linking the University’s resources with the newly implemented Strategic Plan. Also the PBAC will work on creating a University contingency framework, hosting two Campus Budget Forums, and continuing to be the primary consultative body for the University Budget. The committee thought it would be helpful to receive information on Self-Support and Auxiliary budgets to continue to expand understanding of the University's resources.

 

V. PRESIDENT’S RESPONSE AND CHARGE

(Please see the September 6th agenda packet for related documents)

 

President Judy K. Sakaki thanked the committee for the work that was done in the prior year and discuss 2018-19 goals. Dr. Sakaki expressed how important this committee is to the campus, and the value each member contributes through representing and informing their respective constituent group. As the University moves forward in implementing the Strategic Plan, it is essential to align the University's resources with what is valued by the campus. President Sakaki commended the committee on hosting the Campus Budget Forum and reiterated the importance of the forums in spreading financial literacy and transparency across campus. The President approved the University Operating Fund Reserve Policy, and it will take effect in the 2018-19 year.

 

 

 

 

VI. FALL BUDGET BRIEFING

(Please see the September 6th agenda packet for related documents)

 

Laura Lupei presented the Campus Budget Briefing to the committee which included aspects of the prior year budget and the proposed 2018-19 budget. The 2017-18 University Operating Budget totaled $118,671,967 and the Cost Recovery Budget is now being included in reporting to provide the campus with a more holistic and clear view of the University's resources. The Cost Recovery budget consists of $16.8M collected from Self-Supports and Auxiliaries to pay for support services per EO1000. A more inclusive term that will be used is the Campus Operating Budget, which will encompass the University Operating Fund budget as well as the Cost Recovery budget. The 2017-18 Campus Operating Budget total is $135,495,068. When comparing the 2017-18 budget to actuals each division rolled funds into the 2018-19 year which will be crucial in funding one-time items that align with strategic priorities.

 

Lupei then presented the 2018-19 Proposed Campus Budget which includes new base funding of $6.3M in increased state allocation: $4.8M for increased retirement, health, and compensation costs, $2M for the Graduation Initiative 2025, and a reduction to the Financial Aid State University Grant of $533K. The CO also made a one-time allocation for various items such as RSCAP, GI 2025, deferred maintenance funding for the Stevenson Remodel, and enrollment growth totaling $9.7M in one-time funding. Despite the new funding for 2018-19, there is a small base University shortfall which is the result of loss of revenue from the Technology High School annual rent elimination, the increase in Average Unit Load, and the loss of prior year tuition revenue. An additional reduction was made to address the preceding year structural deficit as a result of some priorities that were funded to move the University forward. The total shortfall equals $1,350,000, which will be proportionately distributed across all Divisions. Combining the new funding for 2018-19 and the shortfall, the 2018-19 base Campus Budget totals $141,506,551.

 

 

Vollendorf adjourned the meeting at 10:00 am. 
Minutes prepared by Hayley Avery.