Administrative Services PBT Meeting Notes October 12, 2018
Welcome & Introductions
Cheu and Gore welcomed the team to the first meeting of the 2018/19 year. The members introduced themselves; including DASB Senators Honhi Haruno and Devansh Patel. Nick Bauersfeld from LaVoz was a guest.
Review & Approve Mission, Role, Guiding Principles, Budget Reduction Process & Ground Rules
The members reviewed and approved the APBT mission, role, guiding principles, budget reduction process and ground rules.
Approve the Notes from June 15, 2018
The June 15, 2018 notes were approved with one correction to the Quick News Section : The Business Department has been making students aware they may be eligible for certificates.
Board Budget Reduction Principles and Goals
Cheu shared the Board of Trustees budget reduction principles and goals with the members.
2018-19 FHDA Adopted Budget
Cheu informed the team that the 2018/19 Adopted Budget is posted to the district website. As the full document is approx. 120 pages she invited the team to review it at their leisure.
FHDA Budget & New Student Centered Funding Formula Overview
Cheu reviewed pages 1-3 from the Adopted Budget which explains the new funding formula, hold harmless provision, final FHDA allocation for 2018/19, impact to the current budget reduction plan and observations on the years ahead. Cheu reviewed the presentation included in the Adopted Budget showing the transition from the Tentative Budget. Cheu explained that FHDA would make use of the three-year hold harmless component of the new Funding Formula to help with the transition to the new funding process.
De Anza FY17/18 Financial & Fund Balance Update
Cheu reviewed the presentation in detail highlighting the DA FY17-18 4th quarter update as of 06/30/18 which reflected the college has spent 90% of the annual revised budget and had $376,962 budget remaining at year end not including carry forward balances. She noted that the $548,081 for reassigned time was the amount budgeted and used during the year.
The FY17-18 non-allocated ending fund balance as at 06/30/18 reflected an estimate of $2,718,314.76 with the actual being $2,209,689.41. The difference was primarily due to a reduced amount of local income, greater amount of B standardization budget used and lower salary float amount. Cheu detailed the DA fund balance forecasts for the next three years, noting that these figures are based on the best information available at this time and are subject to change.
Administrative Services Budget Reduction Update & Final Plan Approval
Cheu reminded the team that the original target was $792,000 and advised that the revised target is now $725,447. This target of $725,447 was identified and approved at the June 2018 APBT meeting. Cheu shared the detail of the reductions in slide 6 of the presentation.
Merge APBT & Campus Budget Team Status Update & Approval
Stemming from questions from the Accreditation site visit team regarding the purpose of the Campus Budget team, Cheu discussed the proposal to combine the Campus Budget responsibilities with the APBT. Although forming this committee was necessary at the time, it now seems the continual improvements driven by the college planning committee and two accreditation cycles has resulted in a robust campus governance structure in which Campus Budget no longer adds value.
Academic Senate and Classified Senate have been apprised of the proposal and are discussing it with their constituency groups. Based on their response, the Campus Budget Team members will be asked to review the proposal, which will then be forwarded to College Council for review.
The team approved the above proposal to combine the Campus Budget and Administrative Services PBT committees into one.
Open Items & Quick News
The team discussed the name change and potential changes for future consideration