February 4, 2003

The meeting began at 3:25 p.m. with Becky Elam (co-chair), Dewey Heinsma (co-chair), Ron Krimper, Don Robinson, Catalina Cruz, Dennis Hogan, Ron Bowman, Matt Zepeta, Gail Jensen, Betsy Sharp and Karen Watts present. Laurel Jones, John Norman, Liza Castillo and Gale Ward, were absent.

• On motion by Matt Zepeda and seconded by Ron Bowman, the minutes for December 3, 2002 were approved. The January 7 meeting was cancelled due to the semester break.
  
  
• Printer Costs. Ron Krimper, speaking for Laurel Jones, gave a report on student printing costs during 2001-2002. High costs, approximately $19,404, stem mostly from students researching on the internet and printing entire web sites. It was proposed that the District use a print card system. With a print card system, a control box is attached to each printer and will not print until page(s) are paid for. Print card systems allow students free printing in classroom environments and faculty can decide what can be considered free printing and override the control boxes. Print card systems also help to defer repair and maintenance costs to the Instructional Technology budgets and allow technicians to repair computers rather than printers. Overall costs will go down and some will be deferred by charging students. Most other colleges already use a print card system. Target date for implementation is July 1, 2003.
  
  Budget Committee members were concerned about testing some systems out before contracting with them. It was decided that after one year, Dr. Jones would provide a report and cost savings to the Budget Committee.
  
  
• Charge-backs. Departments are concerned about charge-backs. These were not included in budgets and have surprised many, especially printing and paper costs. Catalina Cruz stated that it is necessary to charge back costs to departments to comply with 50% law and that costs will be included in 2002-2003 Budget-they were not included in 2001-2002 Budget.
  
  Becky Elam explained previously (at February 4, 2003 meeting) that the State randomly chose 10 colleges to audit and found that MSJC was out of compliance with the 50% Law. Independent auditors have found us in compliance but the State has different and stricter guidelines. To become compliant, the District has charged operating expenses back to certain self-sufficient areas, i.e. bookstore, cafeteria, Community Education, etc. Topics of concern are:
  
  
  • Formulas and guidelines for determining utility usages
  • When are they due
  • Who pays if an area is unable to meet an obligation
    
    
• Program Review. Dr. Laurel Jones has requested the Budget Committee review Program Review budget impact on an annual basis. Many questions were posed regarding this process and the expected benefit or outcome of Budget Committee review. Discussion regarding accreditation and the prior recommendation of linking budgeting to planning ensued. Committee co-chair Dewey Heinsma requested that Dr. Jones be placed on April agenda to discuss the matter further. In the meantime, members agreed no change would be made to the committee charge.
  
  
• AB500. Effective January 1, 2003, CCC Districts are required to certify beginning and end dates of employment for temporary classified positions. This new requirement places legislative restriction on the ability to hire temporary classified employees over long periods of time. Discussion regarding the impact on enterprise fund operations (Bookstore/Cafeteria) as well as to seasonal staff such as enrollment services support during peak registration period. District practice has been to bring in the seasonal temps during rush. AB500 would limit the District's ability to continue with this practice. This issue was brought before the Budget Committee to alert them of potential changes in the District hiring of temporary classified. Conversion costs include the fringe benefits which range from $4k-$6k per employee. Dr. Jon Tyler is leading the District in the implementation of AB500.
  
  
• PFE - The District is currently retaining and not allocating these funds to offset possible deficits that may come with the Governor's P1 report. PFE funds are General Fund Unrestricted and have a two-year life-span. If the funds are not required to cover budget shortfalls then they will be allocated to projects. Because of this "cushion," and our conservative approach, our District is in better shape than many others.
  
  
• The next meeting is March 4, 3:30 p.m. in the Board Room.

The meeting adjourned at 4:35 p.m.

Administration > Committees > Budget Committee > Minutes