Budget Advisory Group
Minutes
November 6, 2007

Attendees: Diana Burlison, Dale Buske, Ralph Carr, Patty Dyslin, Michael Gillilan, John Palmer (Co-Chair), Michael Spitzer, Phil Thorson, Kristi Tornquist, and Mike Uran

I. Review and Approve October 16, 2007, Minutes.

Minutes will be revised and distributed at the next meeting to show SCSU’s current reserve is 4.8% rather than 5% and the reserve rate established by the Office of the Chancellor for SCSU is 5% rather than 6.5%.

II. Distribute revised September 18, 2007 Minutes

No objections were expressed.

III. Distribute “April 27, 2007: Budget Tuition Analysis Report and Recommendation”

It was noted that this document has not been reviewed by the deans. It was agreed that there can be an electronic announcement regarding this document which includes a web site address for the document.

It was expressed that a report in the spring of the year is desired to see if the recommendation accomplished what was desired and that an annual review of the program should occur as planned.

Discussion was held regarding the reason the document was referred to as a “recommendation”. It was explained that the document is a recommendation because the president did not change the heading when he reviewed it. An update could be provided if the president wants to move forward with it.

IV. Carry Forward Guidelines

Carry Forward Guidelines  Carry Forward Document - 'clean'

Discuss revisions: Proposed revisions were made and will be reviewed at the next meeting. Discussion regarding the Timeline suggested that because September 15th is too late for some units to know if a proposal has been accepted, it was suggested the document include dissemination between a proposal being approved, and a proposal being allocated the funds. It was also suggested that an approved proposal be reviewed every three years.

A reminder was given that the document is for the purpose of identifying things that will not be structurally looked at: The document refers to units – not departments. Hence, the thinking while reading it is at the “upper level” rather than at a “detail level”. The process will go through deans and vice presidents at the unit level. An example was given using the rate charged for music lessons. The policy for that would be established and incorporated into the unit’s overall plan which would be brought by the respective vice president to the other vice presidents for consideration. The process of having a music lesson charge approved would not change from what the process has been in the past.

The president would like to be able to make long term budget plans. Having the guidelines in place will facilitate this.

By not having the president involved as part of the established process, it allows the president to become involved in a potential appeal. If the president was involved in the standard process, there would not be the possibility of appealing any of the decisions, because the president’s decision holds the final authority.

Athletics and the Office of the President were identified as two units that do not fall under the oversight of any of the four vice presidents. It was discussed that the guidelines would also apply to these two units.

The point was made that the four vice presidents are not considered to have equal authority. The attendees, in the role of an advisory group, would like to have the four vice presidents asked to offer clarification regarding how they want to review and order the approvals.

Diana Burlison agreed to discuss with Steve Ludwig how to address in the document, differences between a plan and allocating the money.

Set a target date for the completion of the document: John Palmer shared hopes that the next meeting will be the final draft so that this document may be considered final by the following meeting.

V. Other FY 2009 budget schedule information

FY 09 Activites Calendar

Meeting adjourned prior to this topic.

Future meeting times (all 12:45 p.m. - 1:45 p.m.)
Tuesday, November 20, 2007, Granite Room
Tuesday, December 4, 2007, Granite Room
Tuesday, December 18, 2007, Granite Room
Tuesday, January 15, 2008, Administrative Services Building, room 201
Tuesday, February 5, 2008, Granite Room
Tuesday, February, 19, 2008, Granite Room
No meeting March 4, 2008 (Spring Break)
Tuesday, March 18, 2008, Granite Room
Tuesday, March 25, 2008, Granite Room
Tuesday, April 1, 2008, Granite Room
Tuesday, April 15, 2008, Granite Room

Note taker:  Lucie Schwartzkopf, OAS, Int., Office of Administrative Affairs