2001 Archives

January 8, 2001

April 12th, 2011 by JJ

8 January 2001 Minutes

Present: J Landry, P Campbell, H Freyhofer, D Moore, B Crangle, D Kent, B Fahey, T Keefe, M Powers, B McCahan.

Jerry Boothby, from Bowdoin College, will be attending the next meeting on January 22 at a special time from 2:30-4:30 in HUB 119. Please read the Mathews University case study before that meeting. Who else should be invited? Wavell Fogleman, Retha Fielding, Barbara Pratt, Bob Heiner, Mark Turski.

Draft to the President: There was lengthy discussion over changes to be made to the committee formation draft to the President. Bill recorded the changes and will incorporate them into a few draft document. Further discussion and review will be continued at the February 12 meeting.

The Strategic Plan should be carefully reviewed to pick out what needs to be done before converting it to financial terms. This must be done before the committee work timeline can kick in. The timeline should include an annual re-assessment of the Strategic Plan in order to use it in the budgeting process. The CBC and the CPC will have to work closely together to assign specificity to the Strategic Plan and relate it to financial issues.

Dates to remember:

Monday, January 22 from 2:30-4:30, HUB 119. Review of Mathews University Case Study with Jerry Boothby, and discussion of how it relates to what PSU is attempting.

Monday, February 12 from 3:30-4:30, Sp 124. Regular meeting of the CBC. Continue review of document to President.

February 26, 2001

April 12th, 2011 by JJ

26 February 2001 Meeting Minutes

Present: P Campbell, J Landry, W. Fogleman, JP Clark, B Crangle, T Keefe, B Fahey, H Freyhofer, B McCahan.

Comments were read and discussed from several people who responded to the formation document draft that Bill had sent out via email for review. It was mentioned that some of the comments sounded divisive and the fact that a committee member belongs to one constituency group doesn’t mean they can’t effectively represent the needs of another. All committee members must think beyond their department, division or constituency group.

Dick Hage wanted to incorporate the words “student learning” into the document. The term is used within the goals and objectives of the Plan, so it was decided not to single it out for special mention in the formation document. Referring to the values of the Campus Strategic Plan will cover it. Bill will talk with Dick.

Horst moved to approve the formation document with one change to the mission (cross out the words “value-centered”). Motion was seconded by John Clark and unanimously approved.

Barbara suggested that the “CBC & Value-Centered Presentation” be distributed both before and at the 3/13 roundtable event.

Roundtable points:

  • How should we approach this event? How to feed the discussion? Ideas are welcome – contact Bill.
  • Need a process to give them something to talk about.
  • Must be careful that varying amounts of available data doesn’t drive the value choices.
  • The values have been around for years; we must establish a process to specify which ones are most important.
  • Starting with the current Strategic Plan, what would you add to this if you were doing the planning?

Mid-year budget report: In the future these memos will come from the CBC, not just Bill. Is this the best way to communicate the state of the budget? Should the format be changed? Send your thoughts to Bill.

Bill suggested a combined meeting of the CBC and the CPC to establish a mutual direction and exchange ideas.

The CBC Formation Committee is hereby dissolved pending a decision from President Wharton on the fate of the CBC.

April 25, 2001

April 12th, 2011 by JJ

25 April 2001 Meeting Minutes

Present: Fahey, Keefe, Landry, Barry, McCahan, J Moore, Kent, Fogleman, D Moore, Wixson, Crangle, Freyhofer. Absent: JP Clark, D Hage, Ayers, Mathis, Campbell.

Welcome by Dr. Wharton:

Opportunities available to this committee:

1.      Engender sense of collective responsibility
2.      Establish grounds for common thinking
3.      Promote greater understanding of budget process

Measures of success:

1.      Demonstration that the three opportunities above have been take
2.      Better linking of the plan to the budget
3.      A better bottom line for the institution, shown in:
a.       Enhanced revenues
b.      Increased strategic emphasis on expenditures
c.       More incentives in allocation across the budget
d.      Increased sense of responsibility and institutional commitment

Charge to the committee:
“To seize opportunities, achieve successful measures, stay focused on institutional well-being, and to observe the three R’s: be responsible, responsive and respectful.”

Election of a committee chair:
Ed Wixson was nominated and voted in unanimously as the new chair. He accepted the job for the remainder of this year and for next year, assuming he is re-elected to the committee.

Bill Crangle distributed a binder of budget materials to each member. Materials are to be reviewed in preparation for future discussions.

Web Page:
Will contain minutes, member list, meeting schedule, and other information. http://www.plymouth.edu/finman/cbudc/homecbc.htm

Communication plan:
Need to think about what works for all groups. Should be informative, thorough but short so people will take the time to read it.  Dan Moore, Bill Crangle and Horst Freyhofer volunteered to share responsibility for communications. They will meet to work out a strategy. A suggestion that the students might be best reached through The Clock is a starting point.

Formation of an Executive Committee:
EC will include the chair of the CBC, the Director of Finance and one elected member, to meet on weeks alternate to regular meetings of the CBC. Tim Keefe was nominated and voted in as the third committee member. EC will meet before May 8 to plan the next agenda.

Meeting schedule:
Spring 01 – May 8, 15 and 22; 7:30-9am in HUB 119

Summer – to be determined

Fall 01 through Spring 02 – 2nd and 4th Tuesday mornings from 7:30-9am beginning August 28 2001. Location to be announced.

Bill wrapped up with a brief overview of the budget forecast on FY02. See Tab 5 in the book for the details.

The next scheduled meeting of the CBC will be Tuesday, May 8 from 7:30-9am in HUB 119.

Respectfully submitted,
Nancy Pettengill, Scribe

May 8, 2001

April 12th, 2011 by JJ

8 May 2001 Meeting Minutes
7:30am to 8:50am

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

Informational Discussion:
* Crangle provided new handouts; appropriation information for FY03 and Steve Reno’s annual report to the Board of Trustees.
* Crangle reviewed the PSU financial condition information for 6/30/00, including an additional handout concerning tuition discount rates, in tab 8 of the CBC binder.

Communication Plan:
Communication subcommittee is Freyhofer, Fogleman and Crangle. A draft communication strategy was distributed and reviewed. A brief summary of each set of minutes will be sent via email to all employees. A reply option on those minutes was suggested to help with questions arising from the email. Both sets of minutes will be forwarded to Crangle and Wixson for review before distribution. Also suggested was an informational page on the website to help with financial terms. (There is a book on budgeting from NACUBO that explains terms; Crangle will make it available for anyone who wants to borrow it.) It was unanimously approved and adopted as written, with two minor corrections (“personnel” for “personal”, and a typo). The communication plan will be added to the website at http://www.plymouth.edu/finman/cbudc/commplan.htm.

Open meetings:
The consensus was to open all CBC meetings to the campus community, unless there is a need for a closed session due to topic, or the committee finds the open format too disruptive.

Information to students:
Will try to get info to students via the Student Senate homepage. Rob Massey, as new editor of the Clock, will also be contacted.

The committee agreed that a joint session of the College Planning Committee and the Campus Budget Committee is an important communication step.

Wixson adjourned the meeting at 8:50. The next scheduled meeting of the CBC is Tuesday, May 15 at 7:30am in HUB 119.

Respectfully submitted,
Nancy Pettengill, Scribe

May 15, 2001

April 12th, 2011 by JJ

15 May 2001 Meeting Minutes
7:30am to 8:50am

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

Action Items: None.

Informational discussion : Enrollment numbers and the process of forecasting enrollment. See binder tab 4.

Format for the 2002 Strategic Plan: Between the CPC and the CBC we need to:

  • Convert the plan into a budget and link to institutional goals.
  • Simplify the plan.
  • Prioritize input from detailed departmental planning documents.
  • Educate campus on idea that the plan evolves every year (some are not aware that there is a 2001 version).
  • Take a longer view of institutional direction.
  • “Live” the plan through value budgeting.
  • Inform the campus of our successes.

The next meeting of the CBC is Tuesday, May 22 at 7:30am in HUB 119.

May 22, 2001

April 12th, 2011 by JJ

22 May 2001 Meeting Minutes
7:30 – 8:50am

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

Action Items: See below for actions of the CBC Executive Committee.

Informational discussion: Budget Forecast, tab 5.

The May 15 minutes were approved as written.

Summer work:  The Executive Committee (Crangle, Keefe, Wixson) will begin formulating a work plan for the fall. They will discuss the following:

  • Contribution margin
  • Budget construction format
  • Process for carryover – ops and development
  • Financial strategic indicators – DASH
  • Short term work plan

The EC may call a meeting of those CBC members available over the summer to gather input on contribution margins and other issues.

The next scheduled meeting of the CBC will be August 28 at 7:30am in HUB 119 unless otherwise notified.

Respectfully submitted,
Nancy Pettengill, Scribe

August 28, 2001

April 12th, 2011 by JJ

28 August 2001

Present: B Fahey, N Mathis, D Kent, D Hage, E Wixson, B Crangle, S Ramsay, H Freyhofer, T Keefe. Absent: D Moore, W Fogleman, G Barry, P Campbell. Excused:  B McCahan, J Landry, J Moore, D Ayers.

A meeting of the CBC was held on August 8, 2001 from 8-10am specifically to discuss contribution margins. This is an fyi; there were no minutes taken at that meeting.

At the 8/28 meeting:

B Crangle distributed and reviewed the committee’s goals and objectives document. A draft of the full work plan will be distributed soon.

B Crangle passed out a rundown of projects completed over this past summer by Physical Plant. Also listed were major facilities planning projects for the future, including Boyd Hall, the Holderness bridge, T21, life safety and a new Master Plan.

A year-end initial budget review, prepared and sent to the president by Bill Crangle, was distributed and explained. It includes a monthly budget report for 14th month along with budgetary reports by fund.

Bill also shared the 1600 fund object code expenditures and a budget report by program.

Handouts will be mailed to those members who did not attend. Discussion will continue on these topics in future meetings.

Future handouts will be punched for inclusion in the notebooks, and coded as to which section they belong in. We will try to send many of them ahead of the meetings.

The CBC meeting schedule for this year is on the website at:
http://www.plymouth.edu/finman/cbudc/schedulecbc.htm

The next CBC meeting is Tuesday, September 11 at 7:30am in HUB 119.

September 11, 2001

April 12th, 2011 by JJ

11 September 2001
7:30-8:50am

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

Heather Huckins has replaced Tim Keefe as the PAT representative.

Heather was elected to replace Tim on the CBC Executive Committee.

The minutes of the May 22 and August 28 meetings were reviewed and approved as written. They should be filed under tab 1.

Bill Crangle reviewed the remainder of the materials distributed at the August 28 meeting. Distributed today were the following handouts:

  1. Updated draft of the CBC work plan for fall 2001 (tab 1)
  2. Discussion of budget issues for FY03 (tab 4)
  3. Budget change recommendations for FY03 (tab 4)

Bill reviewed the work plan and  budget issues for FY03 (benefits cost increase, short-term investment income and general liability). He plans to review the budget change recommendations at the next meeting. Please file these materials in your binders for future review.

The EC will meet in Bill’s office at 7:45am on September 12.

The next meeting of the CBC will be Tuesday, September 25 at 7:30am in HUB 119.

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.

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