Minutes Archives

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September 25, 2001

April 12th, 2011 by JJ

25 September 2001 Meeting Notes
7:30 – 8:50am

Present: Mathis, Hage, Barry, Kent, D Moore, J Moore, Huckins, Ayers, Wixson, Crangle, Fogleman, Freyhofer, Ramsay. Excused: McCahan, Fahey, Landry, Campbell.

Bill Crangle distributed a collection of materials including:

  • An updated Work Plan for fall 2001
  • CBC Exec Committee notes from Sept 12
  • Cost of attendance information, comparing 2001-02 with 1997-98
  • FY02 Annual Budget Update
  • Budget Model Categories
  • Budget forecast
  • Budget change recommendation form for FY03

We first reviewed the budget model format and the timing/format of Bill’s periodic budget reports to campus. It was agreed that:

  • meeting reminders and requests for agenda items will be sent a week ahead, and agendas will be sent a day or two prior to meetings.
  • Bill will get cost-to-student data from the Financial Aid office.
  • the 5-year budget model will be starting point for the budget development model, and a new “Budget Change Recommendation” form will track the requests.
  • reports will be sent to campus along with the minutes.
    • June/July – annual budget report
    • October and March – current year budget updates
    • August – review of year-end operations

There was lengthy discussion of university costs to students, with the conversation focusing on book costs, jobs vs. student life, size of classes, quality of entry level courses, etc., from both student and faculty perspectives.

A continued discussion on capacity, found in the Budget Model Categories handout, is planned for the next meeting. Also on the agenda will be an updated contribution surplus analysis and current service levels. Budget impact of the new strategic plan was also missed in this week’s agenda, and will be picked up next time.

Please forward any agenda items to Bill or Nancy by next week.

The next meeting of the CBC is Tuesday, October 9 at 7:30am in HUB 119.

October 9, 2001

April 12th, 2011 by JJ

9 October 2001 Meeting Notes
7:30-8:40am

Present: Wixson, Crangle, Campbell, Kent, Dmoore, Fahey, Hage, Fogleman, Freyhofer, Mathis, Ramsay. Excused: McCahan, Landry, Huckins. Absent: JMoore, Ayers, Barry.

Handouts:

  • Emails on cost of books and supplies (from Ed Wixson)

  • FY2002 first quarter budget update by Bill Crangle (tab 15)

  • Review of 1600 fund (general), 2640 fund (Res Life) and 2650 fund (dining) (tab 15)

Dick Hage and Ed Wixson led a discussion about the value or total cost of textbooks given to students for student financial aid. The committee agreed that the $700 allowance was fair and reasonable.

Bill reviewed the FY2002 first quarter budget update. A number of changes and additions were discussed and a redraft will be sent to committee members and the entire campus.

Discussion resumed from last week on the capacity model. The committee decided that since Ginny Barry was not available to discuss classroom capacity, it would hold the topic until the next meeting.

Adjourned at 8:40am.

The next CBC meeting is scheduled for Tuesday, October 23 at 7:30am in HUB 119.

October 23, 2001

April 12th, 2011 by JJ

23 October 2001
7:30 – 8:50am

Present: Fogleman, Campbell, Mathis, Hage, DMoore, JMoore, Kent, Huckins, Wixson, Crangle, Ramsay, Freyhofer. Excused: McCahan, Barry, Fahey, Landry, Ayers.

Joining today’s meeting at the request of the Executive Committee were Terri Potter, Deb Cole, Gail Stone and Tim Keefe to talk about auxiliaries fund budget process and issues.

Terri Potter discussed the process for HUB budget development in the areas of staffing, operations and debt service. She provided an organizational chart and reviewed the various services provided by the HUB.

Tim Keefe discussed the operation of Residential Life and the dining program, and included an overview of PPOM, ASC, programs and services, and debt service for the HUB and Residential Life.

The committee also discussed marketing and enrollment issues related to all of these areas. The Auxiliaries will return to the CBC in January to present their recommendations for next year.

Nick distributed handouts from the WEB Factbook including headcount enrollment, headcount enrollment by status, and undergraduate matriculated headcount by class. These sheets can be found on the web at any time and are constantly updated.

Bill’s handout, Enrollment Forecast for Matriculated Students (tab 4), will be on the agenda for next meeting along with the email sent to Bill from Bruce Kominz. Also distributed was a budget projection for Res Life (tab 16).

The meeting adjourned at 8:50am. Next CBC meeting is Tuesday, November 13 at 7:30am in HUB 119.

March 12, 2000

April 12th, 2011 by JJ

12 March 2000
7:30 – 8:50am

Present: Crangle, Wixson, Wilhelm, Flack, Kent, Moore, Rorke, Hage, Barry, McCahan, Campbell, Fogleman, Mathis, Fahey, Lindberg, Lessard, Jeffrey, Freyhofer, Ramsay, Landry, Huckins.

The minutes from the February 26th meeting were reviewed and accepted as written.

Ed Wixson welcomed members of the University Planning Committee to the meeting. The CPC came to formally present the updated Strategic Plan and budget priorities to the CBC for action. Copies of the new plan and priorities were sent to all members of both committees prior to this meeting.

Following introductions, Barbara McCahan, Chair of the CPC, explained the format of the updated plan and gave some background on its development.

Bill Crangle explained the other handouts; the President’s report to the CPC concerning strategic priorities, and the recommendations from the CPC regarding those priorities. Each VP incorporated the individual plans of their departments into a division plan, which was then presented to Dr. Wharton, who then compiled that information into his summary and list of priorities.

Dick Hage underlined the importance of seeing—and understanding—the big picture. The CBC has a responsibility to understand the priorities within the plan and to match the available resources to them.

Lengthy discussion followed on with whom the ultimate decisions rest. Who should judge what is important? Many of the priorities presented today cannot be funded without something else making way for them.

It was agreed that the work of the Curriculum Committee should be closely aligned with the strategic plan.

The CPC members adjourned at 8:35.

November 22, 2000

April 12th, 2011 by JJ

22 November 2000 Meeting Minutes

Present: T Keefe, H Freyhofer, JP Clark, E Wixson, B Crangle, D Kent, J Landry, B Fahey, D Moore, G Barry, P Campbell.

Bill Crangle welcomed the group to its first meeting. He then gave an overview of why changes are needed in the budgeting process at PSU. This committee will be a sister organization of the University Planning Committee, and there will be a direct link between the work of the two committees. This will provide better communication between the budget and planning process.

Value-Centered Budgeting: The “values” will come from the University Planning Committee. The Campus Budget Committee will hopefully evolve into a long-term campus budget planning group that will deal with issues such as ratio analysis, operating and capital reserves, and deferred maintenance.

The immediate goal is to write a plan for President Wharton that will explain what this committee is and what it hopes to accomplish. We must create our statements of vision, mission, values, and a workable timeline.

A joint meeting of this committee and the University Planning Committee was suggested.

Changes are needed to stop stifling the budget savings of departments (losing the money not spent by year-end discourages good saving practices).

How do we budget according to the Strategic Plan when the faculty hasn’t yet accepted that Plan?

Meeting Times: The Campus Budget Committee (CBC) decided to meet on the 2nd and 4th Mondays of the month at 3:30pm in Speare Room 124 (Bill Crangle’s conference room). Meetings that remain in 2000 are November 27 and December 11.

Bill reviewed the packet of info he mailed to committee members. Suggestions were made in each of the “intro”categories:

  • Long-Term Goals:
  • Regarding “credibility” of planning process – “legitimize” might be a better word.

  • Campus might not know difference between “qualitative” and “quantitative”.

  • We never seem to “close the loops”.

  • Short-Term Goals:
  • The committee must choose a chair. (probably not the Finance Director)

  • Bill needs help in finding common, effective ways to communicate budget to campus.

  • Independent website for CBC was suggested, showing everything in progress. This affirms that process is open and honest.

  • Finance Director should “make the rounds” of departments to get buy-in from faculty – meet with whole departments, not just chairs.

  • Develop awareness and accountability of results.

  • The president should be involved in CBC meetings.

  • Timeline:
  • Financial indicators: Any ideas for indicators should be sent to Bill to add to the worksheet.

The next CBC meeting is scheduled for Monday, November 27 at 3:30pm in Speare 124.

November 27, 2000

April 12th, 2011 by JJ

27 November 2000 Meeting Minutes

Present: T Keefe, B Fahey, H Freyhofer, B Crangle, D Kent, J Landry, E Wixson, P Campbell, D Moore.

Committee structure: the OS Speaker will be contacted about getting an OS representative for the committee. It was otherwise decided to stay with the present structure. A chair must be chosen after President Wharton approves the committee. Suggestions were made such as appointing co-chairs (Bill and a faculty member) or to have Bill act as a convener alongside a faculty chair. Discussion will continue at the next meeting.

Bill will send all committee members a draft of the report to be sent to Dr. Wharton for review before the next meeting.

Timeline: Bill reviewed the timeline for the committee’s work. Between March and May 2001 we will develop an initial set of strategic indicators. September to December will be the time to look at the strategic plans of the individual departments, review them and translate them into a budget while talking about the strategic plan in financial terms. The rest of the timeline is as outlined in the CBC Timeline handout.

Discussion followed on the level of detail needed by this committee. How will the CPC (College Planning Committee) and the CBC work together to attach the budget to the plan? Lack of interaction of the CPC to the campus is an ongoing problem. The CBC should give credence to the work the CPC does by funding it.

Horst will ask the CPC how they see themselves interacting with this committee. How to formalize that interaction?

Bill will have an updated prep spreadsheet ready for the next meeting.

Barbara Fahey talked with Gerry Boothby (re his experience with value-centered budgeting) about a possible visit for the next meeting on December 11. This is more likely to happen in January.

Bill passed out two articles: Strategies for Reallocation, and Contribution Analysis.

The next meeting is scheduled for December 11 at 3:30pm in Speare 124.

December 11, 2000

April 12th, 2011 by JJ

11 December 2000 Minutes

Present: B Fahey, E Wixson, P Campbell, H Freyhofer, JP Clark, B Crangle, D Kent, T Keefe, B McCahan, J Landry, G Barry, D Moore.

Bill reviewed the draft of the report to be sent to Dr. Wharton. Changes were suggested such as:

  • wording changes
  • including the faculty speaker (an elected position), which brings faculty representation to all 5 members of the Faculty Resource and Budget Committee. This addition will also provide a direct conduit to the Executive Council

Other questions arose regarding:

  • how to get members from the OS and PATs. Use the same people from the CPC to assist continuity?
  • whether or not new members should be chosen from specific divisions
  • it was suggested that 2 students share a seat, and it was noted that a non-trad or graduate student might be more involved than a newer student.

Bill will incorporate the changes and redistribute to the members.

An Executive Committee was recommended to organize the efforts of the entire group. Size would be three people. This idea was met with enthusiasm, and Bill will add some language regarding this subcommittee under the committee structure section of the draft report.

Concern was expressed for the buy-in of the faculty into the value-centered budgeting process. Once again it was noted that they still haven’t bought into the strategic plan, let alone another new process. The simplest definition of value-centered budgeting is to put our resources where they are most needed. This process will give us a good base to prepare us for the next time there is a budget or enrollment crunch. A successful process will be the result of good planning and people working together to get comfortable with the issues and figure out what we value.

The agenda for the next meeting will include finishing the draft so that it can be sent to Dr. Wharton and the campus community, and issues of communications.

The next meeting of the CBC is scheduled for Monday, January 8 at 3:30pm in Speare 124.

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