EL CAMINO COLLEGE



EL CAMINO COLLEGE

Office of the Business Manager – Administrative Services

BUDGET DEVELOPMENT COMMITTEE

May 30, 2002

PARTICIPANTS AND ALTERNATES PRESENT:

_x_ Miriam Alario-Wolski _x_ Bo Morton _x_ Harold Tyler __

_x_ Susan Dever _x_ Bernie Rang _x_ David Vakil __ Stu Rep Darren Peters

__ Irv Drew _x_ Cheryl Shenefield _x_ Lance Widman __ Stu Rep

ALSO ATTENDING:

Daniel Berney, Trish Bonacic, Patricia Caldwell, Michael D’Amico, Judith Day, Steve Fasteau, Pamela Fees, Victor Hanson, Nadine Hata, John Means, Regina Smith, Arvid Spor

1. MEETING ORGANIZATION

The meeting opened at 1:07 p.m. After brief discussion on personnel status report questions raised at the May 16 meeting, the minutes were accepted as presented.

2. STATE BUDGET UPDATE

Information from the Community College League of California was distributed. When the budget was first being discussed in January, there was a deficit of $12 billion. It is now said to be at $24 billion. Steps are being taken to try to balance the State budget. One way is to defer the educational apportionments. K-12 and community colleges apportionment normally comes throughout the year. In order to help the State’s cash flow, the June payment will be deferred to July. The TRANs is issued to help with cash flow problems. Around the December time frame, there are more expenditures due to salaries and other expenses. Because of the deferred apportionment from the current year not coming until July, ECC will probably draw earlier on the TRANs this year. The Board has approved issuing close to $9 million in TRANs.

In a conference call this morning, there was a news announcement about a Court of Appeals decision on a Jarvis challenge that money cannot be spent until the July budget is passed. Also, LAUSD issued their TRANs today with a 1.69% yield. The State will be issuing a TRANs and that will happen around June 11. The community colleges need to go out before the State does.

Districts are looking at what will be done if they do not receive apportionment money due until some time in July. ECC is fortunate to have taken steps to issue TRANs this year.

Vic reported from Tom Fallo that he has been putting time in the consultation process with various committee members to influence the 2003-04 budget. Focus is on issues of interest, such as full funding this year for growth to fund FTES over cap. Statewide about 40,000 FTES over cap. The Chancellor’s Office is currently processing information received for the second period, looking at how to determine actual growth for all colleges in the State and how much can be funded. It still appears the funding amount is close to 60 cents on the dollar. One point clarified in Sacramento, statewide 3% growth that is being funded is to deal with statutory requirement in adult population, it does not factor in high school graduation population of that program. Funding is actually tied to growth in adult population. Tom Fallo is trying to influence the Chancellor’s Office to fund full growth realized but he is finding opposition to that, in particular with the people from LACCD. It looks like 60-62 cents on the dollar.

Pam announced that payroll retroactive checks for classified staff were issued this week. Reason for the delay had to do with extensive calculations as a result of negotiations. This is mentioned today because many managers will need to be aware that it is part of their budget area. Special projects like cost of retro do come out of current year expenses.

Two columns on the back page of the handout, May revise in center column. Since that time, additional recommendations have been made based on sub-committee meetings. Negotiations go on at the capital level until they come up with a budget that they can approve, and it then goes to the House Committee.

Vic believes the ECC reserves in the Dental Fund are appropriately stated. Keenan believes they should be increased. Concerns on insurance will be shared with the Insurance Benefits Committee. The Statewide Association of Community Colleges, in which ECC has participated for many years, is having a difficult time placing the coverage. There is a possibility of forming a new JPA to improve rates. Tom Fallo has been a member of that board and is attempting to control the raise in expenses.

3. COMPONENTS OF 2002-03 TENTATIVE BUDGET

On the line item referring to bad debt in the tentative budget, there were a couple of one-time expenses faced this year, one as part of a Cal Grant audit was money paid back, so the amount in the 2002-03 year will be consistent with what is normally seen. Also, regarding lottery expense, refer to the BDC memo of October 2000 regarding budget parameters. Proceeds are calculated at 95% of amount received for prior year. Amount in budget is consistent with that. Over the next 5 years, probably should maintain about $130 per FTES in each year, reflecting the fact that the lottery goes to all K-12 and community college districts. The figure is higher in this tentative budget than 95% of the anticipated 2001-02 revenue and may need to be reviewed before the final budget.

Pat Caldwell did not have Child Development information, Jeff Dimsdale will be able to present it at the next BDC meeting June 6.

The tentative budget memo did not specifically address goals, it may be something that needs to be worked on next year as part of the PBC. The same premise is still being used in developing the budget. Found in the current year budget, pages 29 and 30, are the BDC criteria and master goals. There are still all 8 master plan goals, none have been eliminated.

Susie Dever spoke on the extended year teaching calendar, and the net gain is one extended week on the teaching calendar. Academic support services are geared very tightly to that calendar. Net gain is minimum of one week when dealing with budget. As an example, tutorial program in the past have had a 16-week calendar. When compressed to the 16-weeks calendar, the tutoring calendar cannot be compressed to 14 weeks. Lose at least a week tutoring. Probably other programs are similar. Addition of any session overlaps. Academic support services staffing are part-time casuals, mostly in terms of the number of staff, not so much number of dollars. Budgetarily, with additional time and no staff there, it will fall to supervisory. Either reschedule full-time staff or hire more part timers for intersession. With Winter session no more faculty, more librarians. Probably consider other services in the future. The Health Center is not currently open in the Summer. Will it be open in Winter? Other programs like that?

Another context within which you have potential additional costs is there are a lot of people on campus in support programs in cyclical positions in Student Services. With addition of the new term, ECC is looking at a lot of down time on which people have been dependent.

From Pat Caldwell, part-time casual employees who have been used in the past to staff peak periods will be needed for more time without increasing salaries and expenses.

Traditionally non-instructional faculty being 10-months may have to go to 12-months.

Three issues, base line issue of additional costs such as the Library opening for Winter hours. Pay now or pay later type of budget issue. In case of student services and other support services, keep piling responsibilities onto people in peak times and burnout starts. Cash flow, in case of adding a semester, had salaries compensated for 10-month salaries. Is this thought of it as an investment to be paid up front and get a return with increased growth and anticipated income?

Can staff be phased? It can be done but ECC is already very thinly staffed. What impact to the additional costs effects the budget, where will the District be unable to be cost neutral? Costs are not included in calculations. No extra money is set aside for extended costs of the calendar. Expenses that cannot be avoided will have to be moved from other moneys for other purposes.

If the District is at cap, those FTES have to be pushed into next year. There is current concerned because the District is only being funded 60 cents on the dollar for current growth. If Winter session increases cap, there will be no additional funding. Classes for Winter session are the same but were taken out of Spring or Fall. No additional cost for faculty, no additional FTES. Cost comes from support staff.

If faculty teaches Fall, they receive the contract rate. If they teach Winter session, they receive the Summer hourly rate.

4. INSIGHTS FROM VICE PRESIDENTS ON MAY REVISE AND FINAL BUDGET

Vic distributed a memo from the vice presidents of all 3 areas. There are a couple of assumptions on how to approach reaching the final budget with minimal impact on disrupting existing programs, assuming full funding for FTES growth is realized this year. If so, it would generate $2.2 million over this year and next year. ECC would then have $1.9 million available to reach the 5% reserve as well as an additional PERS contribution of $250,000 due to an employer rate increase since the Tentative Budget for a total of $588,000.

If the District does not receive more than 62% of growth funding that may come this year, some recommendations have been itemized that are being considered at this point. Adjustments can be made in the PFE program. The first item being $500,000 used to systematically upgrade on 3-year level the computers being used by students. Items 14-17 could be funded upon successful bond passage for the coming year. These are thoughts for how to balance the budget for the Final Budget presentation in September. There may be other things considered down the road but at this point, given no other changes, they would be the recommendations.

Bernie Rang stated that the minutes need to show that the Federation does not buy the item that, if ECC is funded by the State at 62 cents for growth, that is how the Federation is to be funded for growth. The agreement says 100%. Vic stated that was incorrect and referred Bernie to the bottom of page 58 of the Federation agreement.

Susie stated that, if the LMTC cannot get equipment replaced, they may have to start shutting off some of the older equipment because they are unable to keep it running. Machines that were due for replacement a year and a half ago may have to be closed down. This will be a serious problem for the labs.

Regarding Matriculation, Regina Smith distributed a proposal for how Counseling would adjust the level of services provided through Matriculation dollars. The figures highlighted in yellow are actual moneys that will be allocated and include a 38% cut. The priority for continued funding is any classified and permanent certificated position. Revisions added to incorporate additional faculty into the budget made it necessary to not include a research analyst 50% position paid out of the Planning, Research and Development Division. It was the only permanent, part-time position that could not be included. A cut of $530,376.54 had to be made from the Counseling budget. It included services and equipment as well as actual non-permanent positions that affect the division and specific people having to be eliminated, they are not just numbers. Matriculation picked up many additional support services that the division budget would not cover.

There is a high school outreach program with applications for 1,600 student coming in Fall. Normally in Summer the division picks up counselors to help with registration that was covered by Matriculation. With the budget being cut, the division will bring them here but will not have staff to assist with follow up of students. Inputting of waivers is clearly a clerical issue, faculty is not willing to process the waivers.

Matriculation data entry has a deadline from the Chancellor’s Office. Temporary classified data entry clerks do nothing but matric data entry in order to receive funding that is supposed to be received for each student.

A question was asked about a release of mandates. ECC will not be allowed to have a release of mandates, they are still the District’s responsibility. If they provide this money to the District, regardless of the funding, the Matriculation functions must continue properly. When there is a mandate that says ECC must provide services, it does not specify the level of service.

If the bond passes, the soonest that bond funds could initially be used would be March or April 2003.

John Means, new dean of Community Advancement, reported that economic development cuts did come around new funding and do not affect the existing programs.

Trish Bonacic, CalWORKS Coordinator, said childcare funds can only be used for paying child care providers. Match is most likely money that has been spent elsewhere on campus, not cash to CalWORKS. Subtract out the District match in either scenario. The division is looking at a very large reduction in staff and possible elimination of the job work program.

5. AGENDA DEVELOPMENT – JUNE 6

Arvid Spor and John Means will be making presentations on Community Education expected revenue expenditures, and Jeff Dimsdale will present information on the Child Development Center and proposed increase in fees.

6. ADJOURN

Meeting adjourned at 2:45 p.m.

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