Delegate’s Meeting
Tuesday, May 11, 2011 – Teleconference
9:00am – 11:30 am
Members
x / Clinton Moffitt (Fresno), Chair / x / Scott Burns (San Diego)x / Cynthia Matson (Fresno) CABO Liaison / x / Agnes Wong Nickerson (San Francisco)
Doug Wade (Bakersfield) / x / Josee Larochelle (San Jose)
x / Missy Jarnagin (Channel Islands) / x / Rick Ramirez (San Luis Obispo)
x / Dave Foreman (Chico) / x / Mary Hinchman (San Marcos)
x / Karen Wall (Dominguez Hills) / x / Letitia Coate (Sonoma)
x / Debbie Brothwell (East Bay) / x / Claire Tyson (Stanislaus)
x / Steve for Brian Jenkins (Fullerton) / x / George Ashkar (Chancellor’s Office)
x / Carol Terry (Humboldt) / Sean Boylan (Chancellor’s Office)
x / Sharon Taylor (Long Beach) / x / Lori Erdman (Chancellor’s Office)
x / Jose Gomez (Los Angeles) / x / Jean Gill (Chancellor’s Office)
x / Stephen Mastro (California Maritime Academy) / Mike Redmond (Chancellor’s Office)
x / John Fitzgibbon (Monterey Bay) / x / Rodney Rideau (Chancellor’s Office)
x / Robert Barker (Northridge) / Tom Roberts (Chancellor’s Office)
x / Darwin Labordo (Pomona) / Michelle Schlack (Chancellor’s Office)
x / Justine Heartt (Sacramento) / Nancy Freelander-Paice (Chancellor’s Office)
x / Bob Wilson (San Bernardino) / x / Lily Wang (Chancellor’s Office)
Jessie Lum (Chancellor’s Office)
1) Welcome, Roll Call 9:00 am
2) Agenda Approval
3) May teleconference change - removed
4) Treasurer’s Report – Mary Hinchman reported $83,601.20 net income $15,235. No change since April 2011.
5) Liaison Reports
· Accounts Payable – Bob Barker reported CO Lauri Reilly researched an issue whereby it was determined that the decision for hotels as to whether or not they waive taxes resides with the City where the hotel is located.
· Student Accounts Receivable – Justine Heartt reported activity on the list serve related to; 1) third party billings, 2) reinstatement charges, and 3) a survey of fees for waitlisted classes where the responses were No.
· Purchasing (PSSOA) – Karen Wall reported that the PSSOA has been discussing the withholding issue. Karen provided a copy of the memo from Sedong to PSSOA.
· Budget – John Fitzgibbon reported on the in-person CSU Budget Officer meeting held in late April. There was discussion regarding Budgeting modules and the CFS data warehouse. Channel Islands is using Hyperion’s Budget and Planning system and they will schedule a demo shortly.
· Sponsored Programs – Letitia Coate reported on May 10 there was a meeting at the CO whereby the committee was working on the design of Sponsored Program reports in the data warehouse.
· CFS Advisory Committee – Josee Larochelle provided a summary of the status of the Subject Matter Committees.
i) Auxiliaries and Sponsored Programs: We are waiting for approval from CABO for FOA’s recommendation for both Sponsored programs and Auxiliary reporting needs.
ii) Asset Management: A recommendation was made to FOA for Asset Management which was approved unanimously. Recommendation: Based on the responses we have received following the online demo provided by Carmen Arreguin on March 30thour sub-committeehas determined that the AMP1000 as currently configured/designed will not cause any major issues with campuses choosing to utilize this functionality of the Asset Management module.
iii) Procurement: There was discussion on the call regarding the FOA CFS Advisory Committee scope as compared to a Synergy eProcurement Task Force. The discussion focused on the commonality of these two groups and how to combine efforts. Clint will discuss this with both Cindy Matson and Mark Nickerson.
iv) GAAP/FIRMS Reporting: A GAAP/FIRMS report is being tested and will be provided at the end of May. Check number, receive date, and receiving required Y/N flag will not be included at this time.
6) Hiring and Travel – Justine Heartt had some questions regarding the Chancellor’s memo and the impact on the CSU Travel Policy. Per George Ashkar, there will be no change. Agnes Wong questioned: Does this policy govern Operating Fund travel only, as opposed to grant funded travel. Clarification will be provided by George Ashkar.
7) AOA/FOA/PSSOA Conference – Clint Moffitt reported that the above Travel Restrictions may have an impact…The Wyndham San Francisco property is not large enough to accommodate a combined conference. Therefore, for FY11/12 a combined conference is not feasible. FOA delegates meeting in January should be moved to San Francisco to enable participation in the Sunday Night CO reporting. FOA agreed to this initiative. Therefore, January FOA in-person will be on Sunday in San Francisco. Do we want to have a FY11/12 meeting that includes PSSOA? Justine is the point person on the conference committee. FOA will recommend to CABO that an FOA Conference be held in FY11/12. In future years, FOA will combine with AOA.
8) CSU 101 - Agnes Wong Nickerson presented that a lower cost option is available in San Francisco based on food costs at the San Francisco State Downtown location. CSU 101 will be located in San Francisco for FY11/12.
9) FOA Bylaws – Justine Heartt reported that upon review of the ByLaws (available on the website http://foa.calstate.edu/ ) that many items may need to be updated. It was recommended that a small work group be created to propose revisions. Volunteers: Josee Larochelle, Carol Terry, Steve Mastro, and Karen Wall Chair.
10) Cost Allocation Survey – Lori Erdman requested each delegate complete the survey which is due May 13, 2011.
11) Imaging Update – Cindy Matson reported she spoke with Hilary Baker regarding ITAC support. ITAC’s intent is to coordinate a one-hour webinar with up to 4 campuses participating (possibly; Long Beach, SLO, San Jose, and Northridge), to see what is being done in Finance. It is anticipated that the webinar will be scheduled May or June.
Each presentation should address the following; 1) What has your campus implemented with imaging and workflow in the area of Finance? 2) What were the implementation and support challenges? 3) What areas of collaboration may be available to other campuses?
12) Chancellor’s Office Update
· Financial Services – George Ashkar
i) Status of A-133 findings – all cleared.
ii) Auxiliaries had 3 material weaknesses which have been cleared.
iii) SB36 – Senate Bill regarding elimination of the CSU requirement for standalone statements. Effective date: January 2012.
(a) Fiscal Records Retention – Jean Gill reviewed the latest retention draft. This policy applies to the University only and not Auxiliaries. It was determined that Audit – Financial statements be retained indefinitely, Managerial Report category is to be deleted, Property and Equipment category should be deleted.
(b) George Ashkar will provide a recommendation on the path for formal approval of the schedule; either ICSUAM or issued by CO.
(2) Revised Draft Coded Memo Maintenance & Repair Costs (attached) – Roberta McNiel comments due by May 20, 2011. This document is an outcome from a request by CO Finance and Treasury to define major and minor repairs.
(3) Tax Development Information – Roberta McNiel reported that the 3% withholding requirement effective date has been extended until January 2013.
· Budget – Rodney Rideau reported on the State Interest expense. CSU has been treating it as a GF cost reduction at the CO, and billing it as an interest-earnings expense to campuses to reimburse the GF loss. Beginning FY12/13, CO will reduce the campuses’ GF Base Budget to recognize the state GF reduction. This CSU Fund 485 operating budget GF reduction would then be backfilled by the campuses with interest earnings or fee revenues, as needed. This way campuses can just deposit and expend interest earnings from CSU 485 INT without worrying about how to record annual interest expense that is greater than annual interest earnings.
· Procurement Update –Tom Roberts no update.
· Audit Update – Michelle Schlack no update.
13) Other
14) Next Meeting FOA Crowne Plaza LAX, Wednesday June 1, 2011, 9:00 am
NOTE: January 2012 meeting will be held in San Francisco to enable FOA to participate in AOA’s Sunday Night Conference dinner.
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