ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION

 
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ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION
ASSOCIATED STUDENT
   GOVERNMENT (ASG) OF
IRVINE VALLEY COLLEGE (IVC)
               FY 2017-2018
           BUDGET PRESENTATION
              BOARD OF TRUSTEES
              MONDAY, MAY 15, 2017

  PRESENTED BY: ALVIN NG - ASG OF IVC PRESIDENT
BRANDON HIGHTOWER - ASG OF IVC VICE PRESIDENT OF
                    FINANCE
ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION
BUDGET HIGHLIGHTS FY 2017-2018
• We had a record number of submissions this year - 102 individual requests for
  funds totaling $2.7 million (up from 72 requests for 1.4 million in FY 2015-2016)

• Budgeted: $729,000 for FY 2017- 2018
       PROJECTED $149,000 carry over due to ASIVC funds allocated not utilized
        this year
       PROJECTED $54,000 ASIVC sticker sales (we anticipate additional funds
        with a change to an opt-out system for sales but the roll outdate has yet to be
        finalized)
       PROJECTED $436,000 Bookstore sales (anticipated funding based on
        commission sales and First year Bookstore Contract Sales
       CONTRACTED $90,000 Cafeteria Sales
ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION
FY 2017-2018 ASIVC BUDGET
                                                                                                                                   FY 2017-2018            Change (from
                                                                                                  FY 2016-2017
       Sources and Uses of Funds                                                                 Adopted Budget
                                                                                                                                  Tentative Budget          Adopted to                           Notes:
                                                                                                                                                            Tentative )
       Beginning Fund Balance                                                                                     161,126                          149,000        (12,126)                                   a
       Revenue
                                                                   Bookstore                                      403,002                          436,000                       32,383                      b
                                                 ASIVC Activity Sticker Sales                                      52,020                           54,000                        1,980                      b
                                                                    Cafeteria                                      70,000                           90,000                       20,000                      c
       Total Sources of Funds                                                                                     686,148                          729,000                       42,237

          ASG of IVC (Budget, Community Outreach, Diversity)                                                        12,000                           18,100                         6,100
                      ASG of IVC (Facilities, Technology, Public Relations)                                         51,360                           13,000                    (38,360)                      d
                           ASG of IVC (Leadership and Development)                                                  23,500                           63,700                      40,200
                          ASG of IVC (Legislative, Student Activities)                                              36,000                           25,000                    (11,000)                      d
       Campus and Student Life Events ( Laser Week, Homecoming,
                                                                                                                    39,500                           86,000                       46,500                     d
                         Preview Day, Commencement, Scholarship)
                                      Co-Curricular Programs                                                      171,000                            95,000                    (76,000)                      e
        Department Support (including Cafeteria, Games Room)                                                        38,800                         164,965                      126,165                      e
                                                             Scholarships                                           40,000                           40,000                           0
                                         Student Clubs/Organizations/I4C                                            45,340                           27,500                    (17,840)
                   Student Life Operations (Office Supplies, Salaries and
                                                                Benefits)
                                                                                                                    96,500                         145,120                        48,620
                         Contingency Funds/Mid Year Request                                                      132,148                           50,615                      (82,148)                      f
       Total Uses of Funds                                                                                      $686,148                         $729,000                      $42,237
a.   Beginning balance is less than previous years due to not all of the allocated funds being expended. This year, we have spent significantly more and will have less of a beginning balance.
b.   Actual FY 2016-2017 ASIVC Sticker and Bookstore revenues were higher than we expected so we have adjusted revenue numbers to be slightly higher. Our intent is to move to an opt-out funding for ASG activity
     stickers for FY 2017-2018.
c.   Upon further review of the Cafeteria contract, we have adjusted our numbers to accurately reflect the expected commission total from S& B Foods.
d.   We have transferred responsibility of some Annual ASG events to Student Life for continuity purposes.
e.   Program previously listed under co-curriculars (KHA and Music) that should have been under departmental support. The decrease in co-curricular and increase in departmental support (with additions of Cafeteria and
     Facilities Renovations reflects this change.
f.                                                                                                                                                                                                                   2
     As our beginning balance is significantly higher than what we anticipated, we have allocated these funds temporarily into our contingency account until our student Budget and Finance Committee members can make
     further recommendations for the use and/or allocation of funds to the ASG of IVC.
ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION
FY 2016-2017 ASG OF IVC ACCOMPLISHMENTS
•   SERVICES and ACTIVITIES:
       • This year, the ASG of IVC facilitated, co-sponsored, participated in and/or organized:
             • Constitution Day, Laser Week-New Student Orientation, Welcome Week, Student Club Days, ASG Awareness Day, Homecoming,
                 President’s Cup
             • Coming Out Day, Indigenous People’s Day, Dia de los Muertos, Lunar New Year, Black History Month, Persian New Year, Asian
                 Heritage Month
             • Operation Christmas Child, Preview Day, Fast Fridays, High School and Principles Summit
             • Take Your Faculty to Lunch and Academic Program Meet and Greets

•   STUDENT LEADERSHIP DEVELOPMENT:
       • To provide ongoing comprehensive leadership development opportunities to increase the efficiency of students involved in governance. This
         year, over 250 ASG of IVC student leaders organized and participated in:
             • Executive Cabinet Training, ASG of IVC Pre-Fall Training, Interclub/Co-curricular Fall Training Day, ASG Fall and Winter Retreats,
                 Student Equity Retreat, Student Leaders Book Club Discussion on Financial Aid Costs and mid year student leader evaluations.
             • ASG of IVC Student Leaders were represented on over 50 different campus and district governance groups, committees and task
                 force and received a commendation during the IVC Accreditation process for student engagement.

•   FACILITIES and TECHNOLOGY:
       • To update and maintain professional facilities, office and public spaces, physical environments, supplies and equipment necessary for
           conducting official Associated Students services and activities.
              • Members of our Facilities and Technology Committee conducted over 20 individual surveys throughout the year reaching over 2,500
                  students.
              • Facilities and Technology Student Commissioners served on 15 different campus and district facilities or technology related
                  committees.

•   FISCAL MANAGEMENT:
       • To provide and engage in a timely and detailed fiscal management process for our students clubs, organizations, co-curricular programs,
          departments and vendors. This year’s annual budget allocation process included:
             • Budget and Finance Committee departmental site visits November through January;
               •   Mid-year budget expenditures report due in mid-February;
               •   Open Budget Hearings in February and March: to provide updates on both FY 2016-2017 expenditures and requests for FY 2017-
                   2018

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ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION
ASSOCIATED STUDENT GOVERNMENT
   FY 2017‐2018 TENTATIVE BUDGET
            PRESENTATION

           SOCCCD BOARD OF TRUSTEES
                 MAY 15, 2017

                  PRESENTED BY:
          LUCY HENDRIX, ASG PRESIDENT,
     ERICA DELAMARE, ASG PRESIDENT‐ELECT &
ARYA DAROUI, ASG DIRECTOR OF BUDGET AND FINANCE
ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION
BUDGET HIGHLIGHTS
 $60,000 IN BEGINNING BALANCE DUE TO UNUSED FUNDS FROM FISCAL YEAR 2016‐
  2017. VALUE LIKELY TO RISE.

 $50,000 PROJECTED IN STAMP SALES, BUT ADOPTION OF AN OPT‐OUT PROCESS FOR
  STAMP SALES WILL LIKELY INCREASE THIS VALUE.

 ASG HAS COMMITTED TO DONATE 20% OF TOTAL SOURCES OF FUNDS TOWARD
  STUDENT SCHOLARSHIPS.

 MID‐YEAR REQUESTS ARE BEING PHASED OUT IN LIEU OF SPECIAL TOPIC GRANTS BEING
  DISPERSED DIRECTLY FROM THE ASG BUDGET COMMITTEE.

 MORE CONSERVATIVE VALUE FOR CONTRACT REVENUE DUE TO UNCERTAINTY OF
  REQUEST FOR PROPOSAL (RFP) FOR CAFETERIA VENDOR.
ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION
TENTATIVE BUDGET CHART
                                                                 FY 2016-2017       FY 2017-2018
              Sources and Uses of Funds                                                               Change     Note
                                                                   Adopted           Tentative
Sources of Funds
   Beginning Balance                                                   148,681               60,000   (88,681)    A
   Revenue
        Bookstore/Caferia/Vending                                      224,000             215,000     (9,000)    B
        Stamp Sales                                                     50,000              50,000           -    C
Total Sources of Funds                                                 422,681             325,000    (97,681)    D

Uses of Funds
    Campus Life                                                         54,400              34,700    (19,700)    E
    Co-Curricular Programs                                              31,500              28,000     (3,500)    E
    ASG Operations                                                      11,000               7,300     (3,700)    E
    ASG Operations (Personnel, Non-Discretionary)                      130,795             126,800     (3,995)    E
    Student Support                                                     52,718              31,700    (21,018)    E
    Mid-Year Requests                                                        -                   -           -    F
    Scholarships                                                       100,000              65,000    (35,000)    G
    Emergency Reserve                                                   42,268              31,500    (10,768)    G
Total Uses of Funds                                                    422,681             325,000    (97,681)    E

A. Projecting a conservative beginning balance for tentative budget.
B. Taking 75% of the actual expected value because of Request for Proposal (RFP) for Cafeteria.
C. Stamp Sales have stabilized from previous decline.
D. Total sources of funds reduced due to reduction in expected ending balance and Cafeteria RFP.
E. Reduced due to lower Sources of Funds.
F. Removing Mid-Year Requests in lieu of Special Topic Grants.
G. Scholarships and Emergency reserve reflect 20% and 10% of the Sources of Funds, respectively.
ASSOCIATED STUDENT GOVERNMENT (ASG) OF IRVINE VALLEY COLLEGE (IVC) - FY 2017-2018 BUDGET PRESENTATION
FY 2016‐2017
                           ASG ACCOMPLISHMENTS
   ASG was awarded a $10,000 grant from the Community Colleges of
    California Civic Impact Project to increase civic engagement awareness and
    opportunities for the campus community. Five events, including viewing
    parties and debates, were hosted with a total attendance of over 850.
    Tabling for registration and polling station information was conducted
    regularly with outreach to about 30 people a day. ASG registered a total
    of 120 students to vote.

   ASG partnered with student clubs, faculty, and the district attorneys to host
    four discussions around various topics of the first amendment entitled
    “#UseYourVoice”. Approximately 500 people attended and the discussion
    by Erwin Chemerinsky had over 250 in attendance.

   ASG partnered with the Student Health Center to hold a pancake breakfast
    to raise funds for the Student Emergency Fund. $351 was raised and also
    increased awareness for the service. We plan to continue to find ways to
    support programs and services that will aid our students in being able to
    stay enrolled and on track toward their academic pursuits.

   A goal for this year was to increase our connection to the divisions that we
    help fund through our budget. To help facilitate this, ASG created a director
    position that primarily meets with division deans to help share information
    back and forth.
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