Fiscal Year Budget Board of Directors Approved May 2015

Transcription

1 Fiscal Year Budget Board of Directors Approved May 2015 REVENUE Totals NOTES Estimate of Fundraising Fundraising for use in (not included in revenue total) Project Revenue $ 35, Conference Registration Fees Interest (based off SIRF 75% participation rate) $ 5, Systemwide Investment Fund (SWIFT) Membership Dues $ Membership dues for 23 campuses SIRF Revenues $ 1,341, % Participation, Student Involvement and Representation Fee Revenues Previous FY Fundraising, to be allocated $ 16, Fundraising from (per Budget policy) Previous FY Carryover, to be allocated $ Carryover from (per Budget policy) CSSACSU MOU $ CSU system funding CO Academic Affairs Grant $ Agreement for strategic planning consultant, from CO Academic Affairs Program Development Fund, beginning FY Balance $ Program Development Fund (Program Reserves) TOTAL OPERATING BUDGETS $ 1,397, OPERATING EXPENSES Totals NOTES Professional Staff $ 444, Seven fulltime staff; 3 student assistants, overtime for 3 represented employees. Compensation pool for CSU mandated raises, vacation payouts and turnover expenses, position adjustments, and temporary staffing T.B.D. Fringe Benefits Benefits $ 186, CALPERS benefits Administrative Services & Operational Costs Administrative Costs (CO Accounting) $ 82, % of Trust Fund revenue paid to CO for financial services Audit Services & Tax Services $ 20, Independent audit, tax and information filing Cell Phone Usage Charges $ 4, Cell phone and data charges Contractual Services $ 50, Strategic planning & Board development, professional parliamentarian training, website redevelopment contract, ADA accessibility services for CHESS Insurance $ 4, Liability insurance Legal Services $ 8, Retainer for legal counsel Mail: Postage meter $ 1, Mail: Express Shipping $ Membership Dues $ Nonprofit organization memberships Printing (COcopy machines) $ 1, Repairs and Maintenance $ 1, Miscellaneous office and furniture repairs. Supplies & Services $ 6, Office supplies, conference/training supplies NonIT Equipment Under $ $ 16, Office furniture and equipment for new hires Telephone/Internet $ 4, Comcast (capitol channelcable, internet, phone for Sacramento office) Other Expenses $ Legally required Secretary of State registration and lobbyist ethics course fee Space Rental $ 25, Sacramento office lease, Building Reconciliation Fees Equipment and Software IT Hardware $ 17, Laptops & other computer hardware for employees and student assistants Subscriptions $ 2, Capitol Morning Report, Capitol Track for legislation tracker Leadership, Programs, Communications, Development Community Relations $ 25, Grants: Greenovation, Made in the CSU Professional Development $ 30, Development and training opportunities; CHESS conference facilities; conference and registration fees, executive officer registration fees for CSSA meetings Conferences Catering & Hospitality $ 59, CHESS conference catering, Alumni Leadership Reception, CSSA hosted July Plenary, trainings/events, meetings Communications/Printing $ 39, SIRF campus outreach, program/conference materials, posters/flyers, promo items/ Made in the CSU Campaign, Student Trustees & Greenovation publicity Speaker Fees $ 15, Fees for professional speakers at conferences. Software $ 8, Capwiz advocacy system; misc. software (Wufoo, DocuSign, etc.) Travel in state $ 147, CSSA mtgs; BOT mtgs; campus visits; CSU events; state advocacy Travel out of state $ 49, Federal advocacy & national travel Student Scholarships $ 55, Internship Program; CSSA Executive Officer Scholarships Miscellaneous State Pro Rata Charge $ 20, Charged by CSU/Dept. of Finance Unallocated funds for Reserves(5% of SIRF Revenues) $ 67, Reserves allocation (Reserves Policy requires minimum of 5%) TOTAL OPERATING EXPENSES $ 1,397, BALANCE $ (0.00)

2 CSSA Budget Summary The Process Each year, the CSSA Board of Directors, Vice President of Finance, and management staff collaborate on the development of a subsequent fiscal year budget. The process begins in March with a board information item that identifies primary budget priorities. Led by the Vice President of Finance and Sr. Manager of Finance and Administration, this item educates board members on current year priorities, those that will be congruent into the next fiscal year, and those initial ideas for increased or new expenditures. This information is presented in a line item budget format, typical for public agencies and notforprofit organizations, and that is often colloquially referred to as zerobased budgeting. Between March and May, the Internal Affairs Committee works with staff and the Vice President of Finance to craft a budget that accounts for conservative revenue projections, accurate plans for programmatic and operational expenses, and proposed ideas from representatives of the board. On this latter item, the currentyear budgeting process introduced a new process through the Budget Proposal Form; board members were encouraged to submit funding proposals through this official document in order to best inform the committee of ideas and how those ideas meet CSSA s mission. Overview on Budget Priorities The fiscal year budget priorities continue to assign resources in two main areas legislative affairs and university affairs. Signature CSSA programs have remained in place, and reflect increased budget allocations in order to satisfy programmatic expansion priorities. These augmentations to existing programs include enhancements to the CHESS conference to finance professional guest speakers and increase student attendance, augmentation to CSSA s Greenovation grant fund and publicity for increased applications, and extending Made in the CSU to campus based campaigns, among others. In addition, increased allocations for travel will allow every CSU campus the opportunity to have students represented in executive officer positions. Opportunities for student participation in national development conferences will be made available, as well as an increased presence in Washington, D.C. for advocacy on federal higher education issues. Key among CSSA s budget priorities is student outreach with increased communication efforts on SIRF and CSSA s value to students systemwide.

3 Overview of Significant Changes As a result of operating from a new funding model beginning July 1, 2015, this year s budgeting process required a shift in planning from unstable revenues to more stable student fee revenue. Expenses projected are associated with significant program growth and program support, and assigning budget resources to ensure efficient and updated internal affairs priorities. Highlights include expansion of current programs to ensure increased student involvement in CSSA; increased investment toward communications to market CSSA and maintain strong communication with the campuses; investment in material goods such as office equipment, furniture for new staff; the introduction of scholarships and travel funding for executive officers; and a compensation pool for new staff support, emergency costs associated with turnover, and the review of current management staff whose positions are misaligned with current work, changing work, and generally changing duties associated with the organizations strategic initiatives.

4 Major Program & Operational Budget Expansions This spreadsheet was developed for the first month of budget development process, per the CSSA Budget Policy. Expansions originate from the SIRF budget and finance roundtable discussions or were proposed via submission of the FY Budget Proposal Form. Variances from the SIRF Information Packet capture updated estimates of program and administrative costs for expansions. Programs included below reflect priorities for implementation in the first fiscal year. Programs and amounts are subject approval by the Board of Directors. Current FY Budget Total 1415 Expenses 1516 Budget Chancellor's Office Loan Request (50% of 1516 budget) 689, ,397, , Program Areas 1415 Net Increase 1516 Allocation % Budget Line Item Impacted Executive Officer Travel: Currently, the CSSA funds the travel expenses for the President, but the other four Executive Officers have been funded by their respective campuses. This budget expansion would cover the cost of instate travel expenses and registration fees to plenary meetings, CHESS and CSUnity. 10, , , % InState Travel Made in the CSU: This expansion would 1) cover inflation of actual costs of funding the campaign at it's current level 2) provide some augmentation to the systemwide campaign, and 3) provide campus funding opportunities through grant proposals to personalize the campaign to their individual campus. 13, , , % Printing/Communications, Community Relations CHESS: This expansion would 1) over inflation of actual costs of funding the program at it's current level, 2) increase advertising to generate revenues & fundraising, 3) pay for professional guest speaker fees and travel, 4) pay for all executive officer travel, and 5) increase student attendance capacity by 20%. Executive Officer Scholarships CSSA has only funded a partial scholarship for the President. This expansion would allow a full scholarship for the President, and scholarships for the Chair and Vice Presidents per current proposals in the Scholarship Policy. Federal Relations: CSSA currently funds 2 trips annually to Washington DC with 1 2 staff members and 24 students per trip. This expansion would 1) provide a general increase for inflation, 2) allow 12 additional federal lobby trips to the nation's capitol 41, , , % 13, , , % Scholarships Catering & Hospitality, Printing/Communications, Speaker Fees, InState Travel, Conventions/Conferences/Mtgs 18, , , % OutofState Travel Professional & Student Development Opportunities: CSSA currently does not have budget set aside for out of state, nonlegislative development and training opportunities for students and staff. Amount provides for nationwide student conference opportunities like AASHE (Assoc. Adv. of Sustainability in Higher Ed.) and professional development like NASPA (National Association of Student Personnel Administrators) 1, , , Professional Development Greenovation: This expansion would 1) provide additional grant resources, 2) campus outreach advertising to generate increased applicants, and 3) travel for outreach and program development by the Sustainability Officer, Sustainability Intern, and staff advisor. 11, , , % Community Relations, Printing/Communications, InState Travel Website Development: Expansion would allow for website redevelopment, providing resources for a request for proposal process to rebuild, modernize, and overhaul the CSSA website's branding, custom functionality, and maintenance , , Contractual Services Online Communities: New program. The University Affairs Committee will develop a network of 3 online communities to be owned and managed by the CSSA, with the intent of better connecting best practices and resources Software Major Operational Needs 1415 Allocation Net Increase 1516 Allocation % Budget Line Item Communications & Graphic Design, new full time position , , dependent on market rates and final hire. Government Relations Coordinator, convert position to full time. 20, , , dependent on market rates and final hire. Compensation Pool Provide for to be determined positions and emergency personnel expenses, CSU mandated raises, emergency turnover costs fund (vacation payouts, etc), new personnel relocation assistance, position adjustments, temporary staffing for medical leaves, etc , , Salaries & Wages Employee Benefits, CalPERS system for all fulltime employees. 113, , , % Benefits CO Accounting: The CO charges 6% of trust fund revenues to hold CSSA funds in trust. This expansion would cover the additional costs with the increased revenue through SIRF. Based on 75% SIRF participation rate. 20, , , % Administrative Costs (CO Accounting) Reserves: Per the CSSA Reserves & Investments policy, the CSSA allocates 5% of membership dues into reserves, until 20% of the annual operating budget is reached, at which point the transfer ceases. This expansion would cover 5% of SIRF revenues for the first fiscal year. 14, , , % Unallocated for Reserves Subtotal of net increase 544,899.64

5 Budget Budget REVENUE Trust Fund CSU MOU Program Fund Total Revenues Totals Difference NOTES Estimate of Fundraising $ 22, $ $ 22, Fundraising for use in (not included in revenue total) Project Revenue $ 35, $ $ 35, $ 35, $ (500.00) Conference Registration Fees Interest (based off SIRF 75% participation rate) $ 1, $ $ 1, $ 5, $ 4, Systemwide Investment Fund (SWIFT) Membership Dues $ 293, $ $ 293, $ $ (293,378.58) Membership dues for 23 campuses SIRF Revenues $ $ 1,341, $ 1,341, % Participation, Student Involvement and Representation Fee Revenues Previous FY Fundraising, to be allocated $ 20, $ 20, $ 16, $ (4,000.00) Fundraising from (per Budget policy) Previous FY Carryover, to be allocated $ 20, $ 20, $ $ (20,248.24) Carryover from (per Budget policy) CSSACSU MOU $ $ 295, $ 295, $ $ (295,040.00) CSU system funding CO Academic Affairs Grant $ 7, $ 7, $ $ (7,000.00) Agreement for strategic planning consultant, from CO Academic Affairs Program Development Fund, beginning FY Balance $ 112, $ $ $ Program Development Fund (Program Reserves) TOTAL OPERATING BUDGETS $ 370, $ 302, $ 672, $ 1,397, $ 725, $ 672, $ 725, OPERATING EXPENSES Trust Fund CSU MOU Program Fund Total Expenditures Totals Difference NOTES Six fulltime staff; 3 student assistants, overtime for 3 represented employees. Compensation pool for CSU mandated raises, vacation payouts and turnover Professional Staff $ 93, $ 136, $ 10, $ 239, $ 444, $ 205, expenses, position adjustments, and temporary staffing T.B.D. Fringe Benefits Benefits $ 47, $ 61, $ 4, $ 113, $ 186, $ 73, CALPERS benefits Administrative Services & Operational Costs $ Administrative Costs (CO Accounting) $ 20, $ $ 20, $ 82, $ 62, % of Trust Fund revenue paid to CO for financial services Audit Services & Tax Services $ 12, $ $ 12, $ 20, $ 7, Independent audit, tax and information filing Cell Phone Usage Charges $ 3, $ 1, $ 4, $ 4, $ Cell phone and data charges Contractual Services $ 9, $ 9, $ 50, $ 41, Strategic planning & Board development, professional parliamentarian training, website redevelopment contract, ADA accessibility services for CHESS Insurance $ $ 4, $ 4, $ 4, $ Liability insurance Legal Services $ 5, $ 5, $ 8, $ 3, Retainer for legal counsel Mail: Postage meter $ $ $ $ 1, $ Mail: Express Shipping $ $ $ $ Membership Dues $ $ $ $ Nonprofit organization memberships Printing (COcopy machines) $ 1, $ $ 1, $ 1, $ Repairs and Maintenance $ $ $ 1, $ 1, Miscellaneous office and furniture repairs. Supplies & Services $ 2, $ 2, $ 4, $ 22, $ 18, Office supplies, conference/training supplies Telephone/Internet $ 4, $ $ 4, $ 4, $ Comcast (capitol channelcable, internet, phone for Sacramento office) Other Expenses $ $ $ $ Legally required Secretary of State registration and lobbyist ethics course fee Space Rental $ 25, $ 25, $ 25, $ Sacramento office lease, Building Reconciliation Fees Equipment and Software $ IT Hardware $ 2, $ $ 2, $ 17, $ 15, Laptops & other computer hardware for employees and student assistants Subscriptions $ 2, $ 2, $ 2, $ Capitol Morning Report, Capitol Track for legislation tracker Leadership, Programs, Communications, Development $ Community Relations $ $ 11, $ 1, $ 12, $ 25, $ 13, Grants: Greenovation, Made in the CSU Professional Development $ 1, $ $ 1, $ 16, $ 14, Development and training opportunities for students and staff Conventions, Conferences, and Meetings Facilities $ 6, $ $ 7, $ 14, $ 7, CHESS conference facilities; conference and registration fees, executive officer registration fees for CSSA meetings Conferences Catering & Hospitality $ 31, $ 5, $ 36, $ 59, $ 23, CHESS conference catering, Alumni Leadership Reception, CSSA hosted July Plenary, trainings/events, meetings Communications/Printing $ 17, $ 5, $ 2, $ 24, $ 39, $ 14, SIRF campus outreach, program/conference materials, posters/flyers, promo items/ Made in the CSU Campaign, Student Trustees & Greenovation publicity Speaker Fees $ $ $ $ 15, $ 15, Fees for professional speakers at conferences. Software $ 3, $ $ 4, $ 8, $ 4, Capwiz advocacy system; misc. software (Wufoo, DocuSign, etc.) Travel in state $41, $48, $ 90, $ 147, $ 57, CSSA mtgs; BOT mtgs; campus visits; CSU events; state advocacy Travel out of state $ 18, $ $ 18, $ 49, $ 30, Federal advocacy & national travel Student Scholarships $ $ 16, $ 16, $ 55, $ 38, Internship Program; CSSA Executive Officer Scholarships Miscellaneous $ State Pro Rata Charge $ 13, $ 13, $ 20, $ 6, Charged by CSU/Dept. of Finance Unallocated funds for Reserves(5% of SIRF Revenues) $ 14, $ $ 14, $ 67, $ 52, Reserves allocation (Reserves Policy requires minimum of 5%) TOTAL OPERATING EXPENSES $ 370, $ 302, $ 17, $ 689, $ 1,397, $ 708, BALANCE $ (17,280.42) $ (0.00)