Board oftrustees Fiscal Committee. Marsha Croninger, Chair Marty Blum Craig Nielsen

Transcription

1 SB cc SANTA 8AR8ARA CITY COLLEGI! Board oftrustees Fiscal Committee Marsha Croninger, Chair Marty Blum Craig Nielsen Monday 4:00pm October 6, 2014 A218 The Santa Barbara Community College District Office is located at 721 CliffDrive, Santa Barbara, CA 93109, Room All 0 in the MacDougall Administration Building. All documents that are public records relating to any item under discussion on this agenda (including documents distributed with the agenda) are available for public inspection. Board agenda and supporting documents are also posted on the college website at The meeting room is wheelchair accessible. The following services are available when requests are made by 4:00 pm the day before the Board meeting: American Sign Language interpreters, use of a reader during the meeting, large print meeting materials in alternate formats, and assistive listening devices. Please contact the Office of the Superintendent/President at (805) ifyou need assistance to participate in the public meeting or if you need the agenda and public documents modified as required by Section 202 of the American with Disabilities Act. Mission Statement for Fiscal Committee The Fiscal Committee of the Board of Trustees has a three-fold purpose: to review and make timely recommendations on fiscal matters affecting the district including fiscal policy, the development and adoption of the budget, audits, bond measures, fundraising and other financial issues that may ultimately be presented to the SBCC Board of Trustees; to improve efficiency and effectiveness of the decision making process for the SBCC Board of Trustees for all matters related to budget priorities, funding allocations and general financial planning; and to evaluate annual budget compliance, monitor long range fiscal stability, and work with the District and Foundation to assure transparency of fiscal information to those within the college and in the community at large. 1. Hearing of Citizens Members of the public have the opportunity to directly address the Committee on any item of interest to the public that is within the jurisdiction of this Committee whether or not it is an item noticed on this agenda.

2 Fiscal Committee Page2 10/6/14 Unless otherwise determined by the Committee, each person is limited to five minutes (20 minutes per issue). Those wishing to address the Committee at this meeting should complete a written request and return it to the Committee secretary prior to the Committee meeting (Govt Code Sec ). 1. Preliminary Budget Development Timeline for (Attachment 1) The preliminary budget timeline includes the deadlines for all involved parties and committees to complete the District budgets by the required deadlines. The Tentative Budget must be adopted on or before July 1 and the Final Budget must be adopted on or before September 15, per Title 5, Section The timeline is designed to ensure these deadlines are met. 2. Updated Actual versus Budget Snapshot report for (Attachment 2) Financial data comparing the actual expenditures from July 1, 2013 to June 30, 2014 to the budget will be reviewed at a summary level. This data has been updated since year end and the last snapshot report reviewed in August 2014.

3 ~SB l.cc... ~- ~~... updated as of 10/3/ 14 Color Key: BUDGET DEVEWPMENT TIME LINE BUDGET PREUMINARY DRAFT Due Date August 18, 2014 Monday October 6, 2014 Monday October 6, 2014 Week October 10, 2014 Friday February 6, 2015 Friday January 5, 2015 Monday January 15, 2015 Thursday January 16, 2015 Friday February 2, 2015 Monday February 6, 2015 Friday February 9, 2015 Monday Februarv Tuesdav February 16, 2015 Monday F ebruarv Fridav February 23, 2015 Monday February 23, 2015 Monday February 23, 2015 Mondav F ebruarv Wednesdav March Tuescbv March 9, 2015 Monday March 17, 2015 Tuesday March Tuesdav,April Monday April 7, 2015 Tuesday Committee VP of Business Services VP of Business Services Ad Hoc Group IR ITC Fiscal Governor VP ofbusiaas SeMc:es Dc:partmeat Maaager VP of Business Services Fiscal I?&R An:aVP DTC Department Manager VP ofbusincss Services Presidents Cabinet &:adem:ic Scaale CPC - l st Read~. AreaVP CPC - 1st Reading CPC-2nd~ F.!scal CPC -2nd Reading Description Program Review website opens Deadline for Program Review submissions 1R exports resource request to excel ftle. Controller, ITC, and P&R Chairs clean up errors, omissions, and miscategorizations of resource requests in E.xcel ftle. CPC Ad Hoc Group conducts preliminary review of resource requests. IR releases spreadsheets to P&R. ITC, DTC, and PC. ITC ranks and submits recommendations to Academic Senate and DTC. Discussion of budget strategies, estimate of potential expense increases Governor releases proposed budget Department Labor Budgets are sent to all Department Managers Department Manager submits Labor Budget to their supervisor to.. review Department Non-Labor Budgets are sent to au Department Managers Presentation of current mid-year Budget update and Governors State proposed budget P&R Ranks and submits recommendations to Academic Senate. Area VP reviews Labor Budget and submits to Lyndsay by February 16, 2015 DTC ranks and records recommendations. Department Manager submits Non-Labor Budget to their supervisor for review Receive P-1 State Apportiomneot Allocation PC ranks and records recommendations. Academic Senate ranks and recoros recommendations. CPC 1st Readinl! of recommendations for Academic Senate. DTC. and PC. Area v'p reviews Non-Labor Budget and submits to Lyndsay by March 9, 2015 Review Tentative Budget Asswnplions and General Fund Umestricted Revenues 1st reading CPC 2nd Readinl! of recommendations for Academic Senate. DTC. and PC. Review Tentative Budget Assumptions and General Fund Umestricted Revenues Review Tentative Budget Assumptions and General Fund Unrestricted Revenues - 2nd reading Notes P:'\ACCOUNTING\1S.16 8udget\Timeline\Budget Timellne Attachment 1 1 of2 10/6114

4 Due Date Committee Description Notes April21, 2015 Tuesday CPC - 1st Reading May4, 2015 Monday,Fi!lcal May 12,2015 Tuesday CPC -2nd Reading May 12,2015 Tuesday CPC - 1st Readillg May 13, 2015 Wednesday VP of Business Senices May 26,2015 Tuesday CPC - 2nd Readiag June 8, 2015 Monday FISCal Review Tentative Budget: General Fund Unrestricted Expenditures (Labor and Non Labor)- 1st reading Review Tenbtive Budget: General Fund Unrestricted Expenditures (Labor and Non Labor) Review Tentative Budget: General Fund Unrestricted Expenditures (Labor and Non Labor) - 2nd reading Review oftentatin Budget: All components- 1st reading Budget F orurn Review oftentati> e Budget: All components- 2nd reading Review of Tentative Budget: All components- 1st Public Hearing includes updated Tentative Budget Assumptions includes updated Tenbtive Budget Assumptions includes updated Tentative Budget Assumptions includes Enterprise, Bond, Construction, and Equipment Funds, and updated Budget Assumptions exact date to be set includes presentation of the Governors State May Revise Budget and Enterprise, Bond, Construction., and Equipment Funds, and updated Budget Assumptions Includes presentation of the Governors State May Revise Budget and Enterprise, Bond, Construction, and Equipment Funds, updated Budget Assumptions, and GA.t'IN Appropriation limit June 25, 2015 Thursday Board of Trustees July 10, 2015 Friday VP ofbusiness Services Julv Tuesda\' IDc!>artment ~ August!, 2015 Retreat- TBD CPC- lst Reading August 3, 2015 Monday FISCal August Thursday Board of Trustees September Monday FISCal September 8, 2015 Tuesday CPC -2nd Reading September 10,2015 Thursday Board of Trustees November Tuesdav VP of Business SeMces Public Hearing{ Approval of Tentative Budget Controller releases program review budget codes to ltc, P&R Chairs, department chairs/directors and program manager.j. Account Coding is- provided to J)epartmcntl'vlnnagcrs for Approved Pro~~r.~m Review Requests Review of Final Budget - 1st reading Review of Final Budget - draft Review of Final Budget - 1st Public Hearing Review of Final Bud2et Review of Final Budget- 2nd reading Public HearingfApproval of Final Budget Budeet Fonun Tentative Budget and GANN Appropriation limit must be approved bv Julv 1st exact date to be set, includes presentation of the Governors State Final Budget includes presentation of tbe Governors State Final Budget this is the 2nd reading only if CPC has a summer retreat, if not it is the onlv readin2 Final Budget and Gfu"N Appropriation limit must be approved bv September 15th exact date to be set P:IACCOUNTING\15-16 B<ldget\Timeline\Budget Timeline Attachment 1 2 of2 1016/14

5 SANTA BARBARA COMMUNITY COLLEGE DISTRICT General Fund - Unrestricted Actual versus Budget Snapshot Report Fiscal Year as of June 30, 2014 DRAFT FIGURES -10/3/ / Expenditures Academic Salaries Classified Salaries Employee Benefits Supplies And Materials Other Operating Expenses & Services Capital Outlay Other Outgo Transfers Out Total Expenditures Adjusted Variance Variance Adjusted Variance Variance Budget Actual $ % Budget Actual $ % 40,438,914 39,594,988 (843,927) -2% 40,139,364 40,543, ,912 1% 18,189,616 18,175,474 (14,142) 0% 19,428,681 19,277,743 (150,938) -1% 14,560,364 14,703, ,826 1% 14,916,302 14,946,019 27,717 0% 2,483,320 2,056,698 (426,622) -17% 2,318,271 2,049,131 (269,140) -12% 8,012,989 7,202,381 (810,608) -10% 8,067,976 8,547, ,673 6% 254, ,875 (98,626) -39% 294, ,800 (9,690) -3% 16,384 8,919 (7.465) -46% 16,589 16,556 (33) 0% 4,821,019 4,951, ,771 3% 4,822,116 4,728,143 (93.973) -2% 88,777,107 86,849,317 (1,927,790) -2% 90,005,789 90,393, ,528 0% Revenues State Revenues Local Revenues other Financing Sources Total Revenues 41,983,535 37,322,826 (4,660,709) -11 '!(, 43,211,105 43,481, ,793 1% 47,098,271 49,621,988 2,523,717 5% 50,832,372 49,068,416 (1,763,956) -3% 747, , ,688 22% 758, ,676 (208,215) -27% 89,828,874 87,858,571 (1,970,303) -2% 94,802,368 93,080,990 (1,721,378) -2% Net Revenues and Expenditures 1,051,767 1,009,254 (42,513) -4% 4,796,579 2,687,673 (2, 1 08,906) -44% *droftfigures 10/3/2014 P:\ACCOUNTING\lyndsay\Fiscal Committee\Actual vs Budget Comparison Report updated Attachment 2 1 of2

6 SANTA BARBARA COMMUNITY COLLEGE DISTRICT General Fund - Unrestricted Actual versus Budget Snapshot Report Fiscal Year as of June 30, 2014 DRAFT FIGURES -10/3/2014 Expenditures Academic Salaries Classified Salaries Employee Benefits Supplies And Materials Other Operating Expenses & Services Capital Outlay Other Outgo Transfers Out Total Expenditures FY 13/14 Adjustments FY 13/14 Actual as of from 8/6/14 to Actual as of 8/6/14 10/3/14 10/ ,139, ,075 19,289,004 (11,261) 14,914,128 31,891 2,049,662 (531) 7,445,762 1,101, ,800 16,556 4,821,143 (93,000) 88,960,276 1,433,041 40,543,276 19,277,743 14,946,019 2,049,131 8,547, ,800 16,556 4,728,143 90,393,317 Adjustment Description Retroactive increase in Instructors Salaries per new la Agreement ($401K) Retroactive increase in Instructors Salaries per new la Agreement ($48K) YE Adjustment to Increase Allowance for Doubtful Accounts ($1.1~) Revenues State Revenues Local Revenues Other Financing Sources Total Revenues 43,473,295 (11,397) 49,695,853 (627,437) 617,430 (66,754) 93,766,578 (705,588) 43,461,898 49,068, ,676 93,080,990 YE Adjustment to claim AR credit balances (+$556K), Reel ass bond taxes to correct fund (-$1.5M), Record AR from the Foundation (+$57K), Reclass RDA Backfill revenue from State to Local (+$262K), Misc. YE Adj (-$2K) Net Revenues and Expenditures 4,826,302 (2,138,629) 2,687,673 draftfigures 10/3/2014 P:\ACCOUNTING\Lyndsay\Fiscal Committee\Actual vs Budget Comparison Report updated Attachment 2 2 of2