Page 1

Minutes Planning & Budgeting Process Committee

3:00 to 4:30 p.m. in Room SLM L-316 November 4, 2019

Present: Pilar Acosta; Frank D. Bonjione; Kevin G. Brewer; James Charles; Judi Cooper; Steven C. deZwart; Evelyn J. Edstrom; Joan F. Geile; Molly J. Kostenbauder; Jan M. Lloyd-Lesley; Mark W. Morgan; Ngamy N. Pham; Alvaro M. Rincon; Cheryl A. Sherlock; Erin E. Stork; Douglas A. Taylor; Maggie Vazquez; Allison J. Walker

Absent: Hector A. Dietsch and Kirk M. Sawyer

Agenda Prime Decisions or Actions

Introductions and Welcome New and Returning Members

Judi Cooper and Mark Morgan

Mark and Judi welcomed members Pilar Acosta, Frank Bonjione, Kevin Brewer, James Charles, Steven deZwart, Evelyn Edstrom, Joan Geile, Molly Kostenbauder, Jan Lloyd-Lesley, Ngamy Pham, Alvaro Rincon, Cheryl Sherlock, Erin Stork, Douglas Taylor, Maggie Vazquez, and Allison Walker.

Hector Dietsch and Kirk Sawyer were not present.

CCSC Procedure Judi Cooper Regarding the Council to Coordinate Standing Committees or “CCSC”, Judi reviewed some of the basic SSC committee policies and practices, which include conducting regular meetings and making sure there is diversity in each committee with all employee class and campuses represented. CCSC’s main function is to help ensure that the P&B Committee maintains full membership and are tasked with replacing members whose term has expired. She emphasized that part of the task of this committee is for its members to go out to their respective constituent groups and share what they’ve learned.

Procedure 1.0900.3 has been distributed, along with the current member roster so that everyone knows who is on the committee. The Shared Governance Council and CCSC will conduct an annual summit in January to review the Standing Committees. We need to go back and revisit to determine what is our purpose.

Page 2

Agenda Prime Decisions or Actions

Overview of Annual Planning Process

Mark Morgan Although most of the committee members have already seen the Annual Assessment, Planning and Budgeting Cycle, Mark provided an overview for the benefit of those that are new to the committee or need a refresher (handout distributed).

He shared information about the flow chart, pointing out the various groups in the process and explaining each of their roles throughout the one-year cycle. We are currently going into the close out with end of year reviews; however, July is the start of the academic and fiscal year, with the planning cycle spanning across three academic years: fall term wraps up what is done in the prior year, while spring term requires status updates to the current year, as well as planning for the next year to come. P&B Process Committee members are asked to review the planning cycle and offer any improvements/efficiencies. No budget decisions are made by the P&B committee – the committee is formed to ensure the process works properly. Enrollment Management Team manages FTE targets for the Summer, Fall, & Spring terms and defines/drafts the projected targets for the following year. Institutional Effectiveness supports the planning process to prepare review materials and compile annual reports, and works in tandem with the Budget Office, Planning Unit Managers, the Academic, Administrative, and Student Affairs Divisions, Executive Team, and Trustees. With this collaboration, updates to the strategic indicators to complete annual assessments are done, P&B workshops are conducted, student learning outcome assessments are compiled, program reviews/end of year reviews and annual plans and budgets are completed – once completed, Maggie will be distributing end-of-year summary booklets to committee members. In June, the Governor approves the budget for the Florida College System and the allocations are made known to the colleges. This being an election year, we expect to receive our budget numbers a little earlier.

Objectives will be linked to our 2025 Strategic Plan through the College, Students, Employees, & Region. We just completed a year-long review of the strategic needs of the college. Through 2020 we will flesh out those ideas via forums to gather input from college-wide participants.

Page 3

Agenda Prime Decisions or Actions

Budget Process Update

Judi Cooper Judi presented the 2018-19 Annual Financial Report and provided a brief overview of the financial and reserves status, based on the 1st quarter financial result and Fall enrollments.

Brainstorm possible college savings

Members Based on discussions arising out of the Strategic Planning Summit, Mark opened the floor for discussion to gather input and ideas for potential cost-saving measures for the college. From those discussions, the following ideas emerged:

• Charge application fees;• Charge parking fees;• Eliminate Pres Emerita Position;• Students pay for Grad Regalia;• Move incubator out of Port of Sanford to

Heathrow or to other campuses;• Charge Gym Use Fee (health memberships?);• Change law to encourage/allow sponsorships,

services, and donations;• Promoting/renting facilities, particularly

Heathrow; and• Shift all dual enrollments to our campuses, not at

the High School sites.

Other business? There being no further business to report, the meeting was adjourned at 4:30 pm.

Summer End Registration StartFall Registration Start EndSpring Start EndReviews

Team July Sept Oct Nov Jan Feb March April May JuneLegislature/ Governor

Trustees

Executive Team

Academic, Administrative,

and Student Affairs Divisions

Planning/Budget Unit Managers

Budget Office

Institutional Effectiveness

EnrollmentMgmt

Planning & Budget

Committeef

Team July Sept Oct Nov Jan Feb March April May June

File Path: L:\IAR\GENERAL\SCC\Annual Planning\Planning & Budgeting Cmte\PlanningandBudgetCycle.xlsx Updated: 10/20/15

Seminole State College Annual Assessment, Planning and Budgeting Cycle

RegistrationEnd-of-Year Mid-Year Reviews

August Dec

August Dec

Monitor Plans and Budgets Update Policies as needed

Conduct Collegewide Planning &

Budget Workshops

Refine and

Complete Objectives

and Budgets

Complete Board Budget

Workshop

Approve Budget

Approve Budget Targets

Approve FCS

Compile Annual Report

Manage to Fall Targets Manage to Spring Targets Manage to Summer Targets Define next year FTE Targets

Develop Budget

Guidelines

Prepare Review

Materials

Prepare Review

Materials Draft Next Yr 's

FTE Targets

Review Collegewide

results and Key Performance

Indicators

Review, Improve Planning

Cycle

Develop Financial Targets: Develop Annual Budgets

DO ASSESS USE PLAN

Distribute Budgets

Complete End-of-Year Reviews

Assess SLOs

Conduct Budget Forums

Assess SLOs

Accrue Results

Implement Objectives &

Annual Budgets Assess SLOs

Complete Mid-Yr Reviews

Develop Annual Objectives and Budgets

Compile Budgets

and Review

Complete Annual

Assessment

Update Strategic Indicators

Annual Financial ReportFiscal Year Ended June 30, 2019

Presentation to:District Board of Trustees

October 1, 2019

Agenda

• Enrollment Update• General Operating Fund Results• Operating Fund Reserves• Restricted Fund Results• Foundation Support Update• Auxiliary Fund Results• Plant Fund Update

2018-19 Enrollment

15,403

14,992 14,674

13,624

13,076

12,538 12,707 12,727 12,855

13,087

10,000

11,000

12,000

13,000

14,000

15,000

16,000

2010-11 2011-12 2012-13 2013-14 2014-15 2015-16 2016-17 2017-18 2018-19Projection

2019-20Budget

Total FTE Actual, Projected and Budgeted

2018-19 Enrollment

2018-19 Operating Results

$ in thousandsOriginal Budget

Actual Results

VarianceFav (Unfav)

Revenues $81,813 $81,762 ($51)

Expenditures ($85,568) ($85,587) ($19)

Net Gain/(Shortfall) ($3,755) ($3,825) ($70)

2018-19 Revenues

$ in thousandsOriginal Budget

Actual Results

Increase/ (Decrease)

State Funding $46,061 $47,023 $962

Tuition and Fees $34,099 $32,798 ($1,301)

Other Revenue $1,653 $1,941 $288

Total Revenues $81,813 $81,762 ($51)

2018-19 Operating Fund Other Sources

Other Sources ($ in thousands)Original Budget

Actual Results

Increase /(Dec)

From Auxiliary (obligations) $1,632 $1,564 ($68)

From Auxiliary/Other (general ops) $800 $0 ($800)

From Designated Reserves $1,267 $170 ($1,097)

From/(To) Statutory Reserve ($46) $12 $58

From Other Reserves (Future) $102 $2,079 $1,977

Total Other Sources $3,755 $3,825 $70

2018-19 Operating Fund Expenditures

$ in thousandsOriginalBudget

Actual Results

VarianceFav (Unfav)

Expenditures:

Compensation $68,927 $68,528 $399

Operating Expenses $15,826 $14,688 $1,138

Capital Expenditures $713 $292 $421

Accounting Adj. – Pension/OPEB/AL $102 $2,079 ($1,977)

Total Expenditures $85,568 $85,587 ($19)

Operating Fund Trends

*Does not includetransfers in fromother funds.**Does not includeaccountingadjustments forPension, OPEB,Leave. -

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000

90,000

2014-15 2015-16 2016-17 2017-18 2018-19

Operating Revenue and Expenses

Compensation** Operating Capital Revenue*

2018-19 Operating Fund Reserves

2018-19 Operating Fund Reserves

2018-19 Restricted Fund

-

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

Student Activity Fees Federal Grants State Grants Foundation and Other Grants

Sources of Funds

2016-17 2017-18 2018-19

2018-19 Restricted Fund

Ending Fund Balance: $529,600Grants - Federal$57,355

11%

Grants - Local$23,447

4%

Foundation Grants$200,970

38%

Grants - Private$67,873

13%

Grants - State$17,772

3%

Student Activity Fees

$162,183

31%

June 30, 2019 Fund Balances

2018-19 Foundation Update

Foundation Support of the College

Endowed Scholarships 522,813$

Non-Endowed Scholarships 608,581

College Program Support 584,426

Academic Salaries/Benefits 707,560

Foundation Office Personnel Expense 26,532

Mini-Grants 30,349

Lobbying Expenses 145,540

Endowed Teaching Chairs 79,629

Career Svc./Pathfinder Awards 11,946

In-Kind Donations to College 91,375

Total 2,808,751$

College Support of the Foundation

Personnel Expenses 629,216$

Facility Use 70,746

Academic Works Software 6,146

Total 706,108$

2018-19 Auxiliary Fund

BookstoreRental ofFacilities

Food/Vending Other Total

Revenue 998 652 153 574 2,377Cost of Operations 108 163 31 463 765 Net Results of Operations 890 489 122 111 1,612

Beginning Fund Balance 2,058 1,354 94 266 3,772Net Results of Operations 890 489 122 111 1,612Capital Expenditures - (18) (16) (363) (397)Transfers (1,070) (603) (77) - (1,750) Ending Fund Balance 1,878 1,222 123 14 3,237

In Thousands

2018-19 Auxiliary Fund

2018-19 Plant Fund

2018-19Carryforward Budget 30,885$

Sources of Funds:PECO - Repair/Maintenance 1,012 DFS-Fire Training/Public Safety Enhancement Program1,148 Capital Improvement Fees & Interest 3,364 License Tags 350 Other 203 Subtotal 6,077$

Total Available Resources 36,962$

(In thousands)

2018-19Expenditures

Renovation of Lower L Building 12,158$ Alt Hummer Bld Renovation 1,798 Fire Training/Pub Safety 1,148 Wellness Center 834 Renovation of A, Weldon & Mktg 411 Bld G Roof & Repairs 57 Other Projects 2,636 Subtotal 19,042$

Balance at June 30, 2019 17,920$ Amount encumbered/committed 15,570 Balance uncommitted 2,350$

Annual Financial ReportFiscal Year Ended June 30, 2019

Presentation to:District Board of Trustees

October 1, 2019