University Budget Advisory Committee (UBAC)
Meeting Notes
February27,2009, 11:00 a.m. to 1:00pm
Sacramento Hall Annex, Conference Room
Members Present:Fred Baldini, Robert (Bob) Buckley, Paul Edwards, Scott Farrand,Lillie Jones,Steve Perez (Chair), Shawn Smith, James Sobredo
Members Absent:Laureen O’Hanlon, Jimmy Tsang
Others Present: Stacy Hayano (BPA), Debra Deakin (BPA)
Open Forum: Members discussed the latest financial information that is available on the current year’s and next fiscal year’s funding reductions to the CSU system. Depending upon the State’s receipt and amountof federal economic stimulus funds and the provisions in the budget plan recently approved by the Legislature and Governor that are uncertain due to their being subject to voter approval in May 2009, there is a possibility of increased CSU systemwide reductions.
The committee members also had a lengthy discussion about cost allocation, cost recovery, and chargebacks, and various viewpoints as to calculation methodology. A campus chargeback committee is already addressing some related issues and concerns at this time. Stacy will provide the committee with definitions of these terms at a future meeting.
A discussion about the use of central one-time or carry forward funds for the prepayment of lease or debt obligations was held, and per the Chancellor’s Office this action could be considered only if it were to make good business sense—for example, if prepayment could be documented to bring about significant savings on accrued interest: otherwise, prepayment would not be a prudent use of carry forward funds.
The schedule for meeting with the division heads regarding their responses to the budget call has been nearly finalized, with the first beginning at the March 13 meeting. Divisions will discuss the information submitted in the budget call due March 4, 2009, and to provide the committee with additional insight into their division’s funding needs and priorities for FY2009/10.
Agenda Discussion: Stacy showed the committee the draft of the 2008/09 Annual Budget and Expenditure Report that was recently completed and is ready for reproduction, including the new section UBAC requested effective this year on other funds (College of Continuing Education, Housing, Lottery, Parking, and Student Health Center). The format for presentation of financial and budget information for these funds is the same used for the operating fund. The committee accepted the format and was appreciative of the efforts of Budget Planning and Administration in this regard.
The committee was given information about the latest planned activities of the Strategic Planning Committee that are designed to gather a comprehensive sense of the future direction the campus should be taking. Members discussed a number of suggestions as to questions that UBAC could pose or suggest to the SPC to continue to ensure that the two groups are in alignment on overall campus goals and objectives, and the possibility of having another meeting with the Strategic Planning Committee was also discussed further, but no final decision was made at this time.
Stacy distributed a list of divisional mandates for the committee’s review which was extracted from previous years’ budget call documents and meeting notes. The members felt it would be very helpful in gaining insight into the divisions’ anticipated funding needs prior to the upcoming meetings with the division heads.
Future Meetings (tentative schedule):
Meetings are scheduled to occur every Friday from 11:00 a.m. to1:00 p.m. in the Sac Hall Annex Conference Room. The next meeting will be Friday, March 6, from 11:00 a.m. to
1:00 p.m.