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Financial Information Subcommittee

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Hartnell College Library Room 233 - 411 Central Salinas, CA
December 15, 2011 at 3:00PM
I.Chair(s)

Al Munoz, Administration
Joanne Trevino, Classified Senate

* DRAFT MINUTES *
II.Attendee(s)

Eric Price, CSEA
Melissa Stave, Academic Senate
Ann Wright, HCFA
III.Guest(s)

None
IV.Supporter(s)

Laura Warren
V.Adjournment

3:35 p.m.

Agenda #1

Topic:Call to Order
Presenter:Al Munoz
Summary of Agenda Item:Meeting was called to order at 3:02 p.m.
Action(s) required:
Responsibilites:
Deadline(s):

Agenda #2

Topic:Approval of Agenda
Presenter:Al Munoz
Summary of Agenda Item:Eric moved to approve the agenda. All in favor; agenda was approved.
Action(s) required:
Responsibilites:Joanne Trevino
Laura Warren
Deadline(s):

Agenda #3

Topic:Approval of Minutes
Presenter:Al Munoz
Summary of Agenda Item:Minutes from last meeting will be presented at the 1/19/2012 meeting.
Action(s) required:None
Responsibilites:Laura Warren
Deadline(s):1/19/2012

Agenda #4

Topic:Announcements
Presenter:Al Munoz
Summary of Agenda Item:At this time, Al called for announcements. Joanne informed the committee that at the last Board Meeting it was announced that the Classified Senate is once again operational. The President is Eric Price; Vice President is Tammy Moreno; and Secretary-Treasurer is Joanne Trevino. Al mentioned that funds are available for the Senate's use and a brief discussion followed. Eric pointed out two things on the Classified Senate's agenda: (1) Accreditation; (2) Re-writing Bylaws and Constitution to reflect new departments. Once completed, departments will be approached and people will be solicited to run as representatives for their departments. Elections will follow. Further, Eric stated that the current board of officers will continue for at least one year in order to maintain continuity and then once that year has passed, new officers will be elected. Eric confirmed that the President and Board were notified by hand-delivered letter and that Dr. Helm's comments were good.

Al asked for additional announcements; there were none.
Action(s) required:None
Responsibilites:
Deadline(s):n/a

Agenda #5

Topic:Old Business
Presenter:Al Munoz
Summary of Agenda Item:During the prior meeting, Nancy stated she was going to speak with Carole Bogue-Feinhour relating to the faculty position that was supposed to be eliminated. Al asked if anyone had spoken to or heard from Nancy in this regard. No one had spoken to her. It was agreed that this particular item would be revisited in the future.
Action(s) required:Add to agenda for 1/19/12 meeting.
Responsibilites:Laura Warren
Deadline(s):1/19/2012

Agenda #6

Topic:New Business: Program Review Flow and the Role of FIS
Presenter:Ann Wright
Summary of Agenda Item:Ann provided handouts to the committee containing timelines for Program Review that the PR committee has been working on. The priorities are supposed to be provided to FIS and, eventually, FIS's role will be to analyze the information provided and make recommendations to the RAC. Al told the group that Suzanne Flannigan informed him the deans are going to be ready to begin the meeting process on bringing this forward in January. Further, Al said that Suzanne plans to have a meeting in which he will participate so that he may bring the information gathered back to the FIS.

Ann then shared a handout illustrating what the groups have been doing regarding PR. She pointed out that while the schedule is off, the events are falling into place as they should. Ann then shared further details with the committee.

Action(s) required:Provide Program Review priorities to the FIS members after January meeting.
Responsibilites:Al Munoz
Deadline(s):On or after 1/19/2012

Agenda #7

Topic:New Business: Emergency Preparedness
Presenter:Al Munoz
Summary of Agenda Item:Al informed the committee that he was going to be leaving the meeting early in order to attend an Emergency Preparedness meeting. He took this time to explain a large component that is related to the Business Office and Finance. He explained that purchase orders will need to be set up which can be used at any time; MOU's with vendors will also need to be set up. The funds being set aside will be approximately $1 million; how to do that and how to use the set aside funds will have to be discussed and communicated to the Board. There was some discussion about using Measure H funds and whether or not use of Measure H funds is possible. Al said he would speak with Joseph Reyes (Facilities) to see what his take is on this matter. Al stated he would bring an answer back at the next meeting. Eric commented that if there is a plan in place that meets federal standards, if we experience a significant emergency we may go to FEMA for reimbursement of funds used.
Action(s) required:Whether or not Measure H funds may be used to fund Emergency Preparedness.
Responsibilites:Al Munoz
Deadline(s):1/19/2012

Agenda #8

Topic:50%
Presenter:Al Munoz
Summary of Agenda Item:Al advised that he and Sharon Alheit are still at work but should have it wrapped on Friday, 12/16. There are many variables to work through per Chancellor's Office requirements as well as the requirements of our auditors. The way our system works, things aren't automatically dropped in where they are supposed to go based on the chart of accounts so details have to be extracted and moved around. Currently working on trying to simplify the process so the Business Office can turn that information around once a month.
Action(s) required:none
Responsibilites:n/a
Deadline(s):n/a

Agenda #9

Topic:Budget Triggers
Presenter:Al Munoz
Summary of Agenda Item:Al referred to the report he provided electronically to the committee members earlier in the day entitled California's Fiscal Outlook. Al reminded everyone that the budget was built in anticipation of a $520 million cut. Al explained how he was able to estimate what our "hit" might be. Our share is approximately .00412 of total statewide CCD apportionment.

Discussion then turned briefly to Prop 98. Al informed the committee members that he would be attending the ACCCA Budget Workshop in Sacramento in January and would bring whatever information received back to the January 19th FIS meeting. He then encouraged everyone to email or phone him if they have any questions regarding the budget.
Action(s) required:Summarize information received at the January 13, 2012 ACCCA Budget Workshop.
Responsibilites:Al Munoz
Deadline(s):1/19/2012