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FISCAL ADVISORY

Fiscal Advisory Committee Notes

October 13, 2007, PCR, 3-4:15 pm

Notes taken by: Jackie Eberts

Members Present: Jackie Eberts, Lisa Gray, Becky Emory, Memo Diricker, Tim Dunn, Robert Long, Kashi Khazeh, Kevin Dellaire, Jigna Rana, Jo Laird & Greig Mitchell

Others Present: Tom Jones, Betty Crockett & Alan Selser

Notes from the September 22 meeting are approved pending Kashi’s review for possible insertions.

The co-chairs requested that a different committee member take/prepare the notes at each meeting so they (co-chairs) can better conduct the meetings. Jackie Eberts was asked to take and prepare the notes from today’s meeting.

Tom Jones requested that the agenda item #4 (sending out the request for supplemental funds to the Dean’s be discussed first) as he had another meeting obligation.

The topic of how the Supplemental Funds Request should be handled for FY’07 verses FY’06 was discussed at length along with the previous year’s document ‘Financial & Budget Communications Outline’, a mention of the memo sent out last year, to the VP’s, from the FAC chair regarding ‘Supplemental Funds Request for Spring’06 as well as the general, overall timeline/structure of the ‘06 supplemental funding format and how it should be handled for ’07 (if funds were to be available). Note: current, new FAC members were not given a copy of the previous year’s format but there is information which can be reviewed on the FAC website.

Questions arising were 1) did the process work last year? 2) how had the process improved last year compared to other years? And 3) should there be earlier deadlines for the fall’06 for process improvement to occur (e.g. this would give departments time to discuss their ‘what if’ deadlines before determining their ‘final’ list for submission)?

The Provost felt there had been some confusion with the new process last year but hopes to work it out this year with both the VP’s & Dean’s as well as having them encourage each of their staff to actively participate with their VP/Dean by the designated deadlines. Sidebar: Both Tom and Greig felt that sometimes the FAC must go with certain assumptions regarding input for Supplemental Funding when all are working under various time constraints, etc..

Greig recalled recommending last year that departments maintain a list of funded and unfunded items and any unfunded items from last year might be at the top of the priority list for this year.

As it stands currently, preliminary supplemental funding lists are due back to the FAC for review in January. Should this date be moved up.

It was also discussed that the operation budget timeline also needs refined as well as creating a ‘simplified’ budget for the FAC’s use along with more meaningful descriptions of the items requested. In refining the OB, the supplemental funding budgets could have much more detail than previously reviewed by FAC. Apparently, most felt the OB had too little detail while the SB had too much detail.

Johanna agreed to create a template form that will be submitted to each Department to record their ‘wish list’ items (hopefully with some type of priority) should funding become available. Having and using a template format will hopefully contribute to maintaining a clear, consistent, simplified, easy to read/review departmental request for anyone involved in this funding process. A benefit from using this format is that it should also develop an assumed culture with the expectation for future supplemental funds.

There was also discussion on the Orientation Guidelines for the FAC Committee document created last year by Johanna. It was suggested and agreed that document should be renamed Orientation to the Operation of the FAC Committee and be reviewed for updates periodically as the need arises.

Meeting adjourned 4:15 pm.

Comments and questions about this page can be directed to jwlaird@salisbury.edu