Mt. San Jacinto Community College District
Budget Committee Meeting
Minutes

November 29, 2001

The meeting started at 8:00 a.m. in room 200 with Becky Elam (co-chair), Dewey Heinsma (co-chair), Rolando Regino, Carol Montez, Gale Ward, Gail Jensen, Ron Bowman, Dennis Hogan, Dennis Anderson, Elizabeth Sharp (for Jeanine Woodford), and Karen Watts. ASB representative, Mayda Rivero, was absent.

On motion by Dennis Anderson and seconded by Gail Jensen, the minutes for October 18, 2001 were approved.

The proposed 2002/2003 Budget Calendar was distributed and reviewed. Date for Board Review was changed from November 8 to December 13, 2001. All other items were accepted.

Dennis Anderson discussed concerns regarding theater, dance and music ASB accounts. Because paperwork needing signatures is sent interoffice to the Menifee campus and then back to the San Jacinto campus, valuable time is taken and some paperwork has been lost. It was proposed that signature authority be delegated on a rotating basis to dance/theater/music department heads. The committee concurred.

Board Reserve Fund was discussed at length. The State has a provision during economic emergency permitting the Governor authority to draw directly from colleges' general fund reserve any excess over the legislated reserve amount for emergency purposes. It was suggested excess funds be reallocated from the general fund unrestricted. All committee members agreed and strategies and options were discussed. It was decided to present a recommendation to the Board of Trustees, to be signed by each committee member, establishing a capital outlay reserve fund to meet long-term debt obligations. Motioned by Rolando Regino and seconded by Dennis Hogan. Motion carried.

Chargebacks to various departments for use of office supply materials were discussed. The committee concurred that charging departments helps them become aware of and more accountable for supplies.

A suggestion was made to place an article in college faculty and adjunct faculty newsletter communicating the need to monitor supply costs. The goal is to measure costs and usage and to establish reasonable levels of supply use.

Reliable Office Supply will soon be implementing a new system for ordering and delivering supplies to departments that will save on District costs for warehousing and delivering supplies. Teri Sisco will be invited to the next meeting to present new procedures and pricing.

Bill Marchese will also be invited to discuss District brochures and catalogues - ordering, distribution and warehousing procedures and possible methods to economize.

The meeting adjourned at 9:20 a.m.


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