Mt. San Antonio College
Budget Committee
Summary of April 17, 2013
Page 2
Mt. San Antonio College
Budget Committee
Summary of April 17, 2013
Committee Members:Mike Gregoryk, Chair
Rosa Royce
Virginia Burley
Audrey Yamagata-Noji / Jennifer Galbraith
Crystal Lane Swift
Mark Fernandez
Richard McGowan / Jessica Zhang (Student)
Karina Maureira (Student)
Johnny Jauregui
Bill Scroggins (Guest) / Gary Nellesen (Guest)
Kerry Martinez (Notes)
ITEM / DISCUSSION/COMMENTS / ACTION/OUTCOME
1. Agenda Check / One item titled CalPERS Rates Notice from Scott Lay was added to the Agenda. / Approved, with one additional item.
2. Review Meeting Summary of March 20, 2013 / The Budget Committee Meeting Summary of March 20, 2013, was reviewed and approved, as presented. Ginny Burley suggested adding in the “Future Agenda Items” section on the next meeting summary: “Budget Committee Review of Prioritized New Resources Allocation Requests.” A discussion ensued regarding the PIE process, Department Budgets, Immediate Need Requests, Status Quo Budgets, and New Resources Allocation Requests. It was noted that formal requests are to be submitted in the PIE and not when there is an immediate, one-time need. / Approved, as presented.
3. Review CalPERS Notice from Scott Lay / The Budget Committee members reviewed and discussed a notification from Scott Lay from the Community College League of California. The notice stated the CalPERS Board of Administration met and is taking action on recommendations to increase employer contribution rates. The projected CalPERS school rates will increase in Year 1 (2014-15) by 1%; Year 3 – 2%, Year 5 – 3.2%, Year 7 – 2.4%, and Year 10 – 2.1%.
4. Begin Review of Budget Review and Development Process / The Budget Committee members reviewed a copy of the current Budget Review and Development Process. Rosa Royce distributed a document titled “Proposed Timelines for New Resource and Immediate Needs Allocation Requests.” Jennifer Galbraith noted that the departments are to complete their PIE in June, and then asked when the requests get prioritized based on the PIE. The current timeline was done when the PIE completion deadline was in April; it has been changed to June since this timeline was done. The Vice President’s summaries for PIE are due in September. New Resources Requests from the teams should be submitted with the PIE in June, for the previous year. Ginny noted the prioritization process did not work well because the requests are due at the end of June and there is no one left to prioritize in the following months. The prioritized requests should be available for review at the end of September. The Institutional Effectiveness Committee and Budget Committee should have a joint meeting in Fall. Johnny Jauregui gave an example of new buildings going online, after the contracts are awarded the cost of maintaining these buildings increases. Ginny stated a formula should be in place to identify the costs needed to maintain a new building, and plan ahead for potential increases in costs. Are these included in PIE? It was noted that simply using a square footage formula to determine increased maintenance costs is not as accurate as including other factors.
The Budget Committee members made a few changes to the Budget Review and Development Process timeline. Rosa has the original electronic version and will email it to the committee members to review and note suggested changes. Ginny suggested that the Budget Committee members review the timeline at the next meeting, box-by-box. Rosa explained the document titled “Proposed Timelines for New Resource and Immediate Needs Allocation Requests.”
A number of the Budget Committee members have conflicting meetings on the previously scheduled May 1, 2013 meeting date. The Budget Committee members agreed to meet for 4 hours on May 15, 2013 to allow for time to review the Vice President’s prioritized New Resource Allocation requests. Jennifer suggested Kerry e-mail a summary of the Vice President’s prioritized lists to the Budget Committee members to review prior to the May 15th meeting.
FUTURE AGENDA ITEMS:
· Budget Committee Review of Prioritized New Resources Allocation Requests
· Continue Review of the Budget Review and Development Process
· Review Budget Committee’s Purpose, Function, and Membership Statement
· Status Report – Grants – Adrienne Price
FUTURE MEETING DATES:
· May 15, 2013 (2:00 – 6:00)
· May 29, 2013 – Status Report, Grants – Adrienne Price