CAMPUS REENGINEERING COMMITTEE MINUTES

September 10, 1999

MEMBERS PRESENT:

MEMBERS ABSENT:

GUESTS PRESENT:

APPROVAL OF THE AGENDA

Larry Schlereth brought the meeting to order at 12:10 PM. Schlereth asked for a motion to approve the Agenda. A motion was made by Dennis Harris. A second was obtained from Floyd Ross. The Agenda was approved unanimously.

VICE-PRESIDENT’S REPORT

Schlereth noted that because this is our first meeting of the academic year, there were no minutes to approve. Schlereth introduced several new faces around the table: Courtney Pastrick, Associated Students Representative; Eric Carlson, proxy for Crystal Shrouf; Phil McGough, Chair-elect, Faculty Senate; Sam Scalise, Senior Director for Information Technology. Schlereth also introduced a guest, Nate Johnson, new Chief of Police Services. Schlereth gave a brief history of the CRC and asked all members to introduce themselves.

Schlereth reviewed the 1998-1999 Administration and Finance Accomplishments and 1999-2000 Administration and Finance Initiatives. Andy Merrifield asked how much money had been collected in traffic fines through the Department of Motor Vehicles. Gloria Ogg responded that $25,000 had been collected thus far without the DMV due to the notice letter her office sent and because the DMV is installing a new computer system. Once the new system is active, DMV will begin to collect delinquent traffic fines for Sonoma State. Merrifield also inquired about the prices listed in the catering brochure because of some complaints he heard regarding high prices. Schlereth explained the methodology of the prices and Sandy Bond quoted coffee service prices. Merrifield indicated those prices were lower than he heard from the complaints and feels there may have been some misinformation given to those folks. Merrifield inquired whether lighting improvements suggested by the Campus Lighting Task Force have been implemented. John Bond indicated facilities is up to date on improvement upgrades. Schlereth followed by adding the lighting situation evolves as the campus changes and every fall and spring John Bond organizes a walk-through of the campus to make additional lighting improvement recommendations. Merrifield asked what the budget for Toast was and whether Toast and the Darwin/Stevenson renovations came in on budget. Schlereth responded that Toast cost around $50,000 and both Toast and Stevenson have come in on budget. Darwin, however, is slightly over budget due to special furniture needed to meet the fire code. Merrifield asked if surveillance cameras have been used more frequently around campus and added that additional surveillance cameras would raise real concerns with much of the campus community.. Schlereth said these cameras are only used in cases where criminal activity, such as theft occurring in a department office. Johnson indicated this concern may be caused by a recent case in which a camera was installed to determine the cause of a rodent problem which has been affecting the Village. Merrifield

Schlereth asked if any of the Members had any comments on the initiatives that were brought forward from the list. Kitty Merrifield-Salsedo inquired if Staff development could be included on the list. Schlereth responded some programs such as safety and diversity currently exist, however other programs are not currently planned. Harris would like to see the return of the Employee Recognition program. Schlereth indicated no money is available for such an initiative and it is not currently planned. Ross suggested adding staff training and initiatives to the list. McGough expressed his support of faculty development money to retain faculty. Bernie Goldstein agreed. Schlereth added that with faculty development, assessment, and instructional equipment programs in the list, a whole package is coming together. Jim Christmann expressed the need for faculty childcare. Merrifield added that many progressive employers do supply child care on the grounds of their organization as a benefit for their employees. Further, the data suggests that this is an excellent investment and SSU should not shy away from considering this option. Rand Link agreed and added faculty housing is also a need. Kathryn Crabbe does not support the notion that the University should be in the child care business, however believes the University could facilitate childcare through an outside provider.

CAMPUS FINANCIAL AFFAIRS

Schlereth presented and reviewed the following:

SONOMA STATE UNIVERSITY CAMPUS FINANCIAL AFFAIRS

ON-GOING NEW REVENUE FROM THE CSU IN 1999-2000

ONE-TIME NEW REVENUE FROM THE CSU IN 1999-2000

ENROLLMENT DATA

Enrollment Data
Item Amount Count
Enrollment Target 98-99   5806
Enrollment Target 99-00 (Includes Teacher Preparation )   5860
Budgeted Enrollment Growth   54
Required Faculty Resources to Teach 54 New FTES (2.7 Positions @ $50,000 (includes benefits)=$135,000) $135,000  
New Enrollment Dollars Provided to Instruction 99-00 $231,400  
Teacher Preparation Enrollment $ 98,100  
Teacher Preparation Enrollment $ 133,300  
TOTAL for Preparation Enrollment $ 231,400  
SFR 98-99   19.97 to 1
Enrollment Achieved 98-99   5906

NEW UNIVERSITY-WIDE ITEMS: 1999-2000

New University-Wide Items
Item Spring Projection April 15, 1999 Final Sept 9, 1999
Schulz Center Completion $270,000 $0
CSU Unidentified Items $150,000 $0
Library/IT Moving Costs $115,000 $0
CSU Faculty Compensation 98-99 Continuation $0 $165,000
CSU Executive Compensation $0 $30,0000
SSU Benefits Shortfall $0 $100,000
CSU Technology Assessment 99-00 $0 $119,000
CSU Risk Pool Premium Increase $260,000 $327,000
CSU Risk Pool Deductibles $100,000 $100,000
CSU Common Management Systems $240,000 $240,000
Federally Mandated Hope Scholarship Reporting $20,000 $30,000
Year 2-K Compliance, Localtalk Conversion $350,000 $300,000
Presidential Scholars Program $100,000 $100,000
"True" University Reserve Items $100,000 $100,000
SUB-TOTAL $1,705,000 $1,611,000
Less Projected Discretionary Dollars $-335,000 $-251,000
TOTAL $1,370,000 $1,360,000

Note: See PBAC Minutes, April 15, 1999

COUNSEL PROVIDED TO THE PRESIDENT FROM THE PBAC/VPBAC/CRC AND PROVOST SEARCH COMMITTEE

Late Spring, 1999

THE MARGINAL COST FORMULA

Marginal Cost
Item Cost
Executive Office 2.79%
Instructional Programs 70.60%
Enrollment and Student Academic Services 9.26%
Student Affairs 2.32%
Administration and Finance 15.03%
Total 100.0%

GENERAL FUND BUDGET REDUCTIONS : 1999-2000

Plan Developed by the Chief Academic Officer and the Chief Financial Officer

Budget Reductions
Area MCF General Fund Fund Percent Budget Reduction Reduction Percent
Executive Office 2.79% $1,311,633 3.10% $0 0.00%
Instructional Programs 70.60% $26,428,874 62.5% $608,071 44.8%
Enrollment and Student Academic Services 9.26% $3,358,487 7.9% $141,379 10.4%
Student Affairs 2.32% $1,683,007 4.0% $41,443 3.0%
Administration and Finance 15.03% $9,527,558 22.5% $569,107 41.8%
Total 100.0% $42,309,559 100% $1,360,000 100%
ENROLLMENT AND STUDENT ACADEMIC SERVICES BUDGET REDUCTION PLAN: $141,379

Reduce Operating Expense, Division-Wide: $101,379

Reduce Student Assistants: $ 40,000

TOTAL: $141,379

ADDITIONAL FINANCIAL ISSUES IN ESAS

Funds from the CSU are not likely to be forthcoming for the items listed below.
Funds for new enrollment will be utilized to support enrollment growth in all areas of the University

STUDENT AFFAIRS BUDGET REDUCTION PLAN: $41,443
Reduction Plan
Reduction Area Amount
Reduce Operating Expense, VP's Office (Off-set by $6,000 increase in indirect cst distribution) $21,443
Reduce Temporary Help, Health Center $7,000
Reduce Operating Expenses, Athletics $6,000
Reduce Operating Expenses, Pre-College Programs $6,000
Reduce Operating Expenses, Women's Center $1,000
Total $41,443
ADDITIONAL FINANCIAL ISSUES IN STUDENT AFFAIRS

Funds from the CSU are not likely to be forthcoming for the items listed below.
Funds for new enrollment will be utilized to support enrollment growth in all areas of the University

ADMINISTRATION AND FINANCE BUDGET REDUCTION PLAN: $569,107
Reduction Plan
Item Amount
Eliminate Counselor position - Position currently vacant and will not be filled. Duties absorbed via increase in time-base of remaining counselors $65,745
Eliminate Affirmative Action clerical position - Position currently vacant and will not be filled. Duties absorbed $31,607
Eliminate Recycle position - Employee reassigned to Sauvignon Village Budget. Duties absorbed by Director of Housekeeping Services $42,235
Eliminate VPAFD clerical position - Employee reassigned to Administrative Support position in CMS $43,327
Eliminate funding for position assigned to Division from VPAA - Division to find new position for impacted employee. Interim bridge funding from Division 98-99 Savings $69,850
Eliminate funding for second Affirmative Action Officer position - Campus moves to one Compliance/Diversity Officer. Division to find new position for impacted employee. Interim bridge funding from Division 98-99 Year-End Savings $86,851
Eliminate funding for the IT AM#1 position - Duties assumed by AFD Administrative Manager. Division to find new position for impacted employee. Interim bridge funding from Division 98-99 Year-End Savings $97,993
Eliminate funding for the IT AM#2 position - Duties assumed by AFD Administrative Manager. Division to find new position for impacted employee. Interim bridge funding from Division 98-99 Year-End Savings $50,307
Reduce Information Technology OEE - Reduction offset by new funds to SSU restricted for technology and lower cost employee to replace Director of Instructional Technology $81,192
TOTAL $569,107
BRIDGE FUNDING REQUIREMENTS
Funding Requirements
Item Amount
Position reassigned from VPAA $ 69,850
Affirmative Action Officer #2 $ 86,852
IT Administrative Manager #1 $ 97,993
IT Administrative Manager #2 $ 50,307
TOTAL $ 305,002
BRIDGE FUNDING PROVIDED BY:
Funding Source
Source Amount
Administration and Finance 98-99 Year-End $156,702
Information Technology Year-End $148,300
TOTAL $305,002
UTILIZATION OF IT YEAR-END SAVINGS $661,000
Savings Utilization
Item Amount
Bridge Financing, IT Administrative Manager #1 $ 97,993
Bridge Financing, IT Administrative Manager #2 $ 50,307
Mendocino College Completion $ 75,000
Stevenson 2044 Completion $ 50,000
IT Move to Schulz Center, Partial $176,700
Outmoded IT Equipment $100,000
BATS in excess of allocation $111,000
TOTAL $661,000
ADDITIONAL FINANCIAL ISSUES IN ADMINISTRATION AND FINANCE

Funds from the CSU are not likely to be forthcoming for the items listed below.
Funds for new enrollment will be utilized to support enrollment growth in all areas of the University

Internal Commitments
Item Amount
Division Reclassifications $100,000
Permanent Funding, Bridge $305,002
Human Resources Assistant/Affirmative Action $ 40,000
TOTAL $445,002
Information Technology Needs
Item Amount
Permanent Fund Source for BATS $400,000
IT Base Infrastructure (Help Desk, Phone Services, Security) 400,000
Instructional Technology Enhancements $400,000
TOTAL $1,200,000

(Note: Obligation reassigned to Administration and Finance with Reorganization)

OTHER DIVISION-BASED FINANCIAL REQUIREMENTS
INSTRUCTIONAL PROGRAMS
BUDGET REDUCTION PLAN $608,071
Item Amount
Reassignment of A&H SSP to ESAS - Duties absorbed by School Office staff $45,049
Reassignment of SNS ISA to Education - Duties absorbed by School Office staff $36,830
Reassignment of Provost’s Office AOA to ESAS - Duties absorbed by Provost’s Office Staff, ESAS to receive one-time funding for this position from Localtalk conversion assessment to Health Center Facilities Fund and the Student Union Corporation. Permanent funds for this position in ESAS will come from 00-01 funds allocated to ESAS via the marginal cost formula. $60,449
Eliminate Vacant AM Position in Social Sciences (Requires redefinition of CFO Role as it relates to Administrative and Financial functions within Instructional Programs and ESAS) - Duties absorbed via centralized financial management $76,291
Salary Differential, Library Directors - No operational impact $17,780
Defer MCC Debt Service payment until 00-01 - No operational impact $35,000
Consolidate administrative operations of ORSP and Extended Ed - Augmented support to ORSP not required due to synergy created $30,000
Consolidate Administrative Managers - Library and ESAS (Requires redefinition of CFO Role as it relates to Administrative and Financial functions within Instructional Programs and ESAS) - Library/ESAS may choose another strategy to identify the needed resources $51,541
Redirect the utilization of part-time faculty resources - Student/faculty ratio can be maintained given new target enrollment without the addition of new faculty dollars. New faculty dollars of $230,000 are, however, being added to Instructional Programs $80,000
Reduce Provost’s Discretionary Fund - Minimal operational impact $20,000
Utilize Provost’s 99-00 Departure Tax - Minimal operational impact $20,000
Utilization of Provost’s Office IDC Funding - Minimal operational impact. Provost’s Discretionary IDC Account currently has a balance of approximately $225,000. $145,000 is expected to be earned on an annual basis $142,667
TOTAL $615,607
SURPLUS GENERATED $7,536
ADDITIONAL FINANCIAL ISSUES IN INSTRUCTIONAL PROGRAMS

Funds from the CSU are not likely to be forthcoming for the items listed below.
Funds for new enrollment will be utilized to support enrollment growth in all areas of the University

INTERNAL ON-GOING COMMITMENTS
Item Amount
Salary Adjustments/Reclassifications $ 23,500
Commitment to ORSP $ 30,000
School of Business Accreditation $ 30,000
Commitment to School of Education $ 60,000
TOTAL $ 143,500

INTERNAL ON-GOING COMMITMENTS FUNDING
Item Amount
Resignation of SNS Financial AM (Requires redefinition of CFO Role as it relates to Administrative and Financial functions within Instructional Programs and ESAS) $68,724
Reassignment of Provost’s Office AOA to Student Affairs $42,260
Transfer Faculty Diversity Program to IDC Funding $25,000
Surplus from University-Wide Obligation Plan $7,536
TOTAL $143,520

OTHER DIVISION-BASED FINANCIAL REQUIREMENTS
Item Amount
Investment in Assessment Activities $40,000
Instructional Equipment $500,000
Library Loan Repayment One-Time $180,000
Library Software, ARS $450,000
Library Group II Equipment Beyond CSU Allocation $450,000
New Faculty Needs, School of Natural Sciences $10,000
CMS Desk Top Replacements $ ?
Faculty Development and Diversity Programs $ ?
Support for Office of Sponsored Programs $ ?
BRIDGE FUNDING REQUIREMENTS

Plan being analyzed and developed

SUMMARY
NEXT STEPS

LAND ACQUISITION

Reports regarding the financial status of progress of the land acquisition initiative have been made on the following dates to the following consultative committees. In addition, a letter regarding land acquisition was sent to each employee of the University.

President's Budget Advisory Committee
Campus Reengineering Committee
Vice-President for Academic Affairs Budget Advisory Committee

In each meeting and in the letter, updates were provided on the following key items:

Parking Revenue
Source Amount
Parking Fees $810,000
Parking Fines $100,000
Interest Income $20,000
TOTAL REVENUE $930,000

Parking Expense
Item Amount
CSU Charges $ 30,000
Court Charges $ 25,000
Direct Compensation $120,536
Direct Operating Expense $ 24,464
CMS Assessment $ 15,000
Risk Pool Assessment $ 20,000
General Fund Assessment $175,000
Alternate Transportation $ 10,000
Parking Repairs/Maintenance $ 25,000
Land Acquisition $485,000
TOTAL EXPENSE $ 930,000

CAMPUS FINANCIAL POLICIES AND PRACTICES

McGough noted, in his opinion, the attribution of $569,107 in budget reduction to Administration and Finance was seriously misleading. Most of that reduction came from positions that had been in Academic Affairs. In his opinion, the number for Administration and Finance seems to be $151,307. McGough added that it is true, however, that Administration and Finance now must deal with reassigning and paying for the people whose salaries total $305,002. Schlereth responded that this is a complicated issue, but this document is exactly the plan which is being followed and he does not feel it is misleading.

Due to time constraints, items IV-XIII were deferred.

FOR THE GOOD OF THE ORDER

Dennis Harris applauded Dave Powers for bring the Recycling Center under budget in their recent comprehensive bin replacement initiative.

Andy Merrifield asked for more disabled parking in Ives.

Kathryn Crabbe asked Members to emphasize meeting deadlines in Academic Affairs because there are fewer people in the Provost and Deans’ offices.

Eric Carlson asked that a reflector be placed in the Sauvignon "roundabout" because people are not following the intended road.

Schlereth adjourned the meeting at 4:05pm.

CRC Minutes 1999-2000
Updated 2008-01-09
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