ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC)

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Mercy Walton
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MONDAY, MAY 15, 2017 PRESENTED BY: ALVIN NG - ASG OF IVC

1 ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) FY BUDGET PRESENTATION BOARD OF TRUSTEES MONDAY, MAY 15, 2017 PRESENTED BY: ALVIN NG - ASG OF IVC PRESIDENT BRANDON HIGHTOWER - ASG OF IVC VICE PRESIDENT OF FINANCE

BUDGET HIGHLIGHTS FY 2017-2018 We had a record number of submissions this year - 102 individual requests for funds totaling $2.7 million (up from 72 requests for 1.

2 BUDGET HIGHLIGHTS FY We had a record number of submissions this year individual requests for funds totaling $2.7 million (up from 72 requests for 1.4 million in FY ) Budgeted: $729,000 for FY PROJECTED $149,000 carry over due to ASIVC funds allocated not utilized this year PROJECTED $54,000 ASIVC sticker sales (we anticipate additional funds with a change to an opt-out system for sales but the roll outdate has yet to be finalized) PROJECTED $436,000 Bookstore sales (anticipated funding based on commission sales and First year Bookstore Contract Sales CONTRACTED $90,000 Cafeteria Sales

3 Sources and Uses of Funds FY ASIVC BUDGET FY Adopted Budget FY Tentative Budget Change (from Adopted to Tentative ) Notes: Beginning Fund Balance 161, ,000 (12,126) a Revenue Bookstore 403, ,000 32,383 b ASIVC Activity Sticker Sales 52,020 54,000 1,980 b Cafeteria 70,000 90,000 20,000 c Total Sources of Funds 686, ,000 42,237 ASG of IVC (Budget, Community Outreach, Diversity) 12,000 18,100 6,100 ASG of IVC (Facilities, Technology, Public Relations) 51,360 13,000 (38,360) d ASG of IVC (Leadership and Development) 23,500 63,700 40,200 ASG of IVC (Legislative, Student Activities) 36,000 25,000 (11,000) d Campus and Student Life Events ( Laser Week, Homecoming, Preview Day, Commencement, Scholarship) 39,500 86,000 46,500 d Co-Curricular Programs 171,000 95,000 (76,000) e Department Support (including Cafeteria, Games Room) 38, , ,165 e Scholarships 40,000 40,000 0 Student Clubs/Organizations/I4C 45,340 27,500 (17,840) Student Life Operations (Office Supplies, Salaries and Benefits) 96, ,120 48,620 Contingency Funds/Mid Year Request 132,148 50,615 (82,148) f Total Uses of Funds $686,148 $729,000 $42,237 a. Beginning balance is less than previous years due to not all of the allocated funds being expended. This year, we have spent significantly more and will have less of a beginning balance. b. Actual FY ASIVC Sticker and Bookstore revenues were higher than we expected so we have adjusted revenue numbers to be slightly higher. Our intent is to move to an opt-out funding for ASG activity stickers for FY c. Upon further review of the Cafeteria contract, we have adjusted our numbers to accurately reflect the expected commission total from S& B Foods. d. We have transferred responsibility of some Annual ASG events to Student Life for continuity purposes. e. Program previously listed under co-curriculars (KHA and Music) that should have been under departmental support. The decrease in co-curricular and increase in departmental support (with additions of Cafeteria and Facilities Renovations reflects this change. f. As our beginning balance is significantly higher than what we anticipated, we have allocated these funds temporarily into our contingency account until our student Budget and Finance Committee members can make 2 further recommendations for the use and/or allocation of funds to the ASG of IVC.

4 FY ASG OF IVC ACCOMPLISHMENTS SERVICES and ACTIVITIES: This year, the ASG of IVC facilitated, co-sponsored, participated in and/or organized: Constitution Day, Laser Week-New Student Orientation, Welcome Week, Student Club Days, ASG Awareness Day, Homecoming, President s Cup Coming Out Day, Indigenous People s Day, Dia de los Muertos, Lunar New Year, Black History Month, Persian New Year, Asian Heritage Month Operation Christmas Child, Preview Day, Fast Fridays, High School and Principles Summit Take Your Faculty to Lunch and Academic Program Meet and Greets STUDENT LEADERSHIP DEVELOPMENT: To provide ongoing comprehensive leadership development opportunities to increase the efficiency of students involved in governance. This year, over 250 ASG of IVC student leaders organized and participated in: Executive Cabinet Training, ASG of IVC Pre-Fall Training, Interclub/Co-curricular Fall Training Day, ASG Fall and Winter Retreats, Student Equity Retreat, Student Leaders Book Club Discussion on Financial Aid Costs and mid year student leader evaluations. ASG of IVC Student Leaders were represented on over 50 different campus and district governance groups, committees and task force and received a commendation during the IVC Accreditation process for student engagement. FACILITIES and TECHNOLOGY: To update and maintain professional facilities, office and public spaces, physical environments, supplies and equipment necessary for conducting official Associated Students services and activities. Members of our Facilities and Technology Committee conducted over 20 individual surveys throughout the year reaching over 2,500 students. Facilities and Technology Student Commissioners served on 15 different campus and district facilities or technology related committees. FISCAL MANAGEMENT: To provide and engage in a timely and detailed fiscal management process for our students clubs, organizations, co-curricular programs, departments and vendors. This year s annual budget allocation process included: Budget and Finance Committee departmental site visits November through January; Mid-year budget expenditures report due in mid-february; Open Budget Hearings in February and March: to provide updates on both FY expenditures and requests for FY

5 ASSOCIATED STUDENT GOVERNMENT FY TENTATIVE BUDGET PRESENTATION SOCCCD BOARD OF TRUSTEES MAY 15, 2017 PRESENTED BY: LUCY HENDRIX, ASG PRESIDENT, ERICA DELAMARE, ASG PRESIDENT ELECT & ARYA DAROUI, ASG DIRECTOR OF BUDGET AND FINANCE

BUDGET HIGHLIGHTS $60,000 IN BEGINNING BALANCE DUE TO UNUSED FUNDS FROM FISCAL YEAR 2016 2017. VALUE LIKELY TO RISE.

ASG HAS COMMITTED TO DONATE 20% OF TOTAL SOURCES OF FUNDS TOWARD STUDENT SCHOLARSHIPS.

6 BUDGET HIGHLIGHTS $60,000 IN BEGINNING BALANCE DUE TO UNUSED FUNDS FROM FISCAL YEAR VALUE LIKELY TO RISE. $50,000 PROJECTED IN STAMP SALES, BUT ADOPTION OF AN OPT OUT PROCESS FOR STAMP SALES WILL LIKELY INCREASE THIS VALUE. ASG HAS COMMITTED TO DONATE 20% OF TOTAL SOURCES OF FUNDS TOWARD STUDENT SCHOLARSHIPS. MID YEAR REQUESTS ARE BEING PHASED OUT IN LIEU OF SPECIAL TOPIC GRANTS BEING DISPERSED DIRECTLY FROM THE ASG BUDGET COMMITTEE. MORE CONSERVATIVE VALUE FOR CONTRACT REVENUE DUE TO UNCERTAINTY OF REQUEST FOR PROPOSAL (RFP) FOR CAFETERIA VENDOR.

TENTATIVE BUDGET CHART Sources and Uses of Funds FY 2016-2017 Adopted FY 2017-2018 Tentative Change Note Sources of Funds Beginning Balance 148,681 60,000 (88,681) A Revenue Bookstore/Caferia/Vending

7 TENTATIVE BUDGET CHART Sources and Uses of Funds FY Adopted FY Tentative Change Note Sources of Funds Beginning Balance 148,681 60,000 (88,681) A Revenue Bookstore/Caferia/Vending 224, ,000 (9,000) B Stamp Sales 50,000 50,000 - C Total Sources of Funds 422, ,000 (97,681) D Uses of Funds Campus Life 54,400 34,700 (19,700) E Co-Curricular Programs 31,500 28,000 (3,500) E ASG Operations 11,000 7,300 (3,700) E ASG Operations (Personnel, Non-Discretionary) 130, ,800 (3,995) E Student Support 52,718 31,700 (21,018) E Mid-Year Requests F Scholarships 100,000 65,000 (35,000) G Emergency Reserve 42,268 31,500 (10,768) G Total Uses of Funds 422, ,000 (97,681) E A. Projecting a conservative beginning balance for tentative budget. B. Taking 75% of the actual expected value because of Request for Proposal (RFP) for Cafeteria. C. Stamp Sales have stabilized from previous decline. D. Total sources of funds reduced due to reduction in expected ending balance and Cafeteria RFP. E. Reduced due to lower Sources of Funds. F. Removing Mid-Year Requests in lieu of Special Topic Grants. G. Scholarships and Emergency reserve reflect 20% and 10% of the Sources of Funds, respectively.

FY 2016 2017 ASG ACCOMPLISHMENTS ASG was awarded a $10,000 grant from the Community Colleges of California Civic Impact Project to increase civic engagement awareness and opportunities for the campus

Tabling for registration and polling station information was conducted regularly with outreach to about 30 people a day. ASG registered a total of 120 students to vote.

8 FY ASG ACCOMPLISHMENTS ASG was awarded a $10,000 grant from the Community Colleges of California Civic Impact Project to increase civic engagement awareness and opportunities for the campus community. Five events, including viewing parties and debates, were hosted with a total attendance of over 850. Tabling for registration and polling station information was conducted regularly with outreach to about 30 people a day. ASG registered a total of 120 students to vote. ASG partnered with student clubs, faculty, and the district attorneys to host four discussions around various topics of the first amendment entitled #UseYourVoice. Approximately 500 people attended and the discussion by Erwin Chemerinsky had over 250 in attendance. ASG partnered with the Student Health Center to hold a pancake breakfast to raise funds for the Student Emergency Fund. $351 was raised and also increased awareness for the service. We plan to continue to find ways to support programs and services that will aid our students in being able to stay enrolled and on track toward their academic pursuits. A goal for this year was to increase our connection to the divisions that we help fund through our budget. To help facilitate this, ASG created a director position that primarily meets with division deans to help share information back and forth.

THE COLLEGE OF NEW JERSEY STRATEGIC BUDGET PLANNING FISCAL YEAR 2015

THE COLLEGE OF NEW JERSEY STRATEGIC BUDGET PLANNING FISCAL YEAR 2015 Committee on Strategic Planning and Priorities (CSPP) Budget Decision-Making Principles and Process Approved by the Board of Trustees