1. Budgeting Conversation
Welcome
to Our Fourth
Budgeting Conversation

2. Agenda Where we are May 16 Meeting Feedback
Innovation Grant Fund Update
Budget Process Revisions
Data Preview
Preliminary Budget Areas

3. Review of Conversations to Date
Where we are:
Review of Conversations to Date
Held our first Budget Conversation on March 8
Established budget comments boxes (including online) , responses posted
Bill Saraceno, interim Chief Financial Officer (CFO) provided an update on our financial position at our April 23 and May 16 meetings
Bayta Maring, Acting Vice President for Student Learning and sponsor of Strategic Planning and Budget Council, provided an overview of our budget process at our April 23 and May 16 meetings
John Boesenberg, Deputy Director SBCTC presented financial information about the allocation process to SCCFT and WFSE Leadership, Faculty Senate leadership, faculty, classified, and exempt staff

4. Where we are: Enrollment Update (Preliminary as of Monday, 6/10/19)
Summer
Down 0.9% State-Supported (1062  1052)
Down 17.8% International (347  285)
Fall (preliminary)
Down 4.5% State-Supported (429  397)
Down 10.6% International (861  824)

5. Where we are: Broader Context
Capital Construction Project
Funding approved for Health Science Advanced Manufacturing Classroom Complex (HSAMCC)
Escalation in infrastructure and construction costs required alternatives to be considered
Meeting with faculty and staff involved with the project Friday, June 14
Housing – 7000 Campus Living
Slated to open Fall 2019
Actively leasing the 68 Apartment units for 239 residents
Hired Assistant Director of Residential and Student Life and Resident Assistants
Frontage improvements continuing through September

6. Budget, Expenditures and Revenue
As of May 31, 2019
Projected for June 30, 2019
Revenue (Actual)
$39,476,139
$40,527,627
Budgeted Expenditures
$45,090,272
Expenditures (Actual)
$40,676,676
$42,820,597
Difference
($1,200,537)
($2,292,969)

7. Explanation for S & T SubObject (SO):
Interagency Reimbursements (S) – Reimbursement from SBCTC for certain programs
Intraagency Reimbursements (T) – Transfer from CEO, R.S., Int’l Ed, Overheads and others

8. May 16 Budget Meeting Feedback
50 surveys completed
How are you feeling?
Nervous/Fearful (34%); Angry/Frustrated (30%); Unsettled/Unsure (14%); Hopeful (12%)
Need for
Inclusion and engagement (follow up on feedback)
Communication (frequent and clear)
Trust

9. Innovation Fund Grant Proposals - Update
Purpose of the Innovation Fund
Clarity in Communication
Notification to applicants
Full information available
Total of $262,525 awarded for
Ten projects total: 5 fully funded, 4 modified, 1 not funded
Details available on the Strategic Planning & Budget Council

10. Budget Process Changes
Previous
New
Rationale
Conversations within areas began in October
Budget managers develop specific follow-up topics for budget review within areas
Less onerous, more concrete & meaningful
Earlier understanding around potential areas of concern (within the area)
Unclear step between area conversations and budget proposal
Specific proposals in early January
Provides stronger, more concrete role for SPBC in developing recommendations; adds transparency and earlier potential awareness, initiate contractual processes
Proposal to Board in April
Preliminary Proposal to Board in March
Board has final approval of budget; notification of final decision needed earlier
Conversations with Phillip, Union Leadership, various conversations

11. Budget Process Timeline, Version 2 (Summer)
Executive Team; IADM & Budget Office
SPBC
Budget Managers
Staff & faculty
June 11, 2019
Define budget areas, refined budget process, discussion of guiding questions, preliminary data available
Provide input into budget areas & guiding questions, and preliminary data at all-campus meeting
July – August
Data refined, additional data gathered
Finalize SPBC membership
Review data, ask questions, develop specific follow-up topics; training on facilitating and gathering feedback
Sept. 19
All data available; Review data for understanding, background, and to raise questions

12. Budget Process Timeline, Version 2 (Fall)
Executive Team; IADM & Budget Office
SPBC
Budget Managers
Area staff & faculty
Early October
Additional data/context from SBCTC and state economist; campus update
Oct. – Dec. 13
Reviews data from their own areas, developing comments, questions, and concerns
Review data from budget areas (SPBC in sub-groups), hold structured meetings with budget managers Provides comments, questions, and concerns about scenarios to ET
Schedule & participate in conversations with budget areas; introduce general guiding questions & specific follow-up topics; develops different scenarios
Participate in meetings to provide additional context and background for questions, responding to questions

13. Budget Process Timeline, Version 2 (Winter/Spring)
Executive Team; IADM & Budget Office
SPBC
Budget Managers
Area staff & faculty
Early January
Based on available data, develops proposals for budget cuts
Jan. – Feb. 10
Initiate relevant processes with union
Reviews and rates proposals
Respond to specific proposals within their areas
Feb. 10 – March 9
Develops final recommendations
Additional conversations as needed
March - April
Notify affected areas and individuals;
Propose budget to Board of Trustees

14. Question 1 How could the proposed budget process be improved?

15. Budget Process Data Preview
Budget review tool (DRAFT)
ONE data point, designed to lead to additional questions, not necessarily answers.

16. Students, Equity & Success
Additional Data
Student Learning
Academic planning data (Tableau dashboards)
Program Reviews
Students, Equity & Success
Students served
[Additional data identified in winter quarter interviews]
Administrative & Office of the President
[Identify & refine during summer]

17. Draft Guiding Questions
Strengths/weaknesses of moving forward with current vacancies  
Strengths/weaknesses of living with the 2% reduction permanently
What processes within the area can be improved? Opportunities for efficiencies?
Are there opportunities to redistribute workload – within area or across areas?
What can we scale back on? How can we creatively accomplish similar goal?
Opportunities for generating revenue or growing enrollment?
[Context for the data, follow-up topics] 

18. Question 2: Additional suggestions about data?
Question 3: Additional guiding questions?

19.
Budget Areas – DRAFT

20. October, November, December, dates tbd
Next Budget Meetings
October, November, December, dates tbd

21. Thank you
for all you do
to support each other
and our students!