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The way forward… …all things are possible dreams start here… not just classes… learn expand grow.

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Presentation on theme: "The way forward… …all things are possible dreams start here… not just classes… learn expand grow."— Presentation transcript:

1 the way forward… …all things are possible dreams start here… not just classes… learn expand grow

2 Review Calendar The Way Forward DateGroupAgenda 1 1/10/2013BOTPreview of some elements 2 1/25/2013Planning CommitteePreview of some elements PRELIMINARY DRAFT OF TWF 3 1/29/2013Academic Senate Feedback on Instructional reorganization. May also be an opportunity for reviewing other elements. 4 1/30/2013Council of PresidentsReview of preliminary document 5 1/30/2013President’s Staff Feedback on working draft. To include discussion of budget process (increase BC manager authority/accountability). 6 1/31/2013BOTWork session – working document 7 2/1/2013Planning CommitteePresent preliminary doc/info FINAL DRAFT OF TWF 8 2/05/2013Foundation Executive CommitteePresent Draft (PPT and/or Doc) 9 2/12/2013Academic SenatePresent Draft (PPT and/or Doc) 10 2/14/2013BOTUpdate on comments rec’d, progress, other 11 2/15/2013Planning CommitteeReview Final draft document 12 2/19/2013ASNVC/Student BodyOpen forum for students 13 2/20/2013Classified Senate/NVC FoundationReview Final Draft (PPT and/or Doc) 14 2/25/2013Council of PresidentsReview Final Draft (PPT and/or Doc) 15 2/28/2013BOTWork session – Final draft document FINAL TWF 16 3/1/2013Campus communityFinalize & Circulate Final document 17 3/14/2013BOTEndorse & Support The Way Forward

3 Objectives of The Way Forward Relationship of TWF to Planning & Budgeting Process Goals & Objectives of the Financial Plan Provide an Overview of The Way Forward Historical Context Financial Indicators Reorganizations in Instructional Area, Business & Finance, President’s Area Present Highlights and/or Topics that have been reviewed by constituent groups Endorsement of The Way Forward Approval of Reorganizations Approval of Reclassifications and/or Out of Class Pay Assignments Review Future Items for Board of Trustees

4 Planning Priorities The Way Forward In December of 2012, the Planning Committee approved the 2013/2014 Planning Priorities for recommendation to the Board of Trustees & the Board adopted them as presented. The Planning Priorities list included Goals 2.4, 6.1, and 7.1 under the heading “Fiscal Planning: Develop a long-term, comprehensive fiscal plan”

5 Developed by the Planning Committee & Board Approved Strategic Plan Added to the SP by the Planning Committee and BOT Approved Goal 7 – Fiscal Stability Proposed strategic initiatives per Goal 7 The Way Forward 2013/2014 and beyond Budget & Unit Plans Background of The Way Forward

6 Planning Priorities The Way Forward NumberStrategy Activities/Measures (To Report Progress) 7.1 Develop a comprehensive plan to create long-term fiscal viability, stability and vitality Reorganize and realign the institutional structure to increase efficiency and reduce costs Identify programs and services for discontinuance, suspension, or reduction to reduce costs Pursue enhanced (“braided”) revenue opportunities. (see also: Strategies 2.1, 2.3, 6.1, 6.2, Consider personnel related budget reduction actions. Goal 7. Fiscal Stability Napa Valley College will maintain fiscal stability and maintain a 5% reserve. In order to achieve this goal the college will assess and evaluate programs, courses, services using staffing matrices, policies, procedures, best practices, legal and contractual guidelines to maintain expenditures within the approved budget and maintain a minimum of a 5% reserve.

7 Planning Priorities The Way Forward NumberStrategy Activities/Measures (To Report Progress) Prepare students for licensure, certification, continuing education, and advanced education Secure additional funding from private sources through the Napa Valley College Foundation Develop fee-based classes and workshops as needed for training, community education, and to improve success on licensure exams Implement the Napa Valley College Foundation Strategic Plan Annual reports by the Foundation will measure success to goal completion including funding sources, funds raised, and projects funded. Goal 2. Partnerships for Economic and Workforce Development Napa Valley College will collaborate with community partners to identify current and emerging labor market needs. In order to achieve this goal, the college will create innovative practices for workforce education, respond to local needs for economic development and workforce preparation, develop targeted workforce skills training; and, encourage industry specific professional development opportunities for workers. Goal 6. Resource Development Napa Valley College will augment financial resources. In order to achieve this goal the college will increase philanthropy from the community, develop contract education, expand fee-based education, and seek financial assistance from diverse sources.

8 Document Overview Section I – Introduction & Purpose Section I—Overview  Introduction  Purpose & Premise of the TWF Multi-Year Plan  Guiding Principles (Includes overview of reorg/realign)  Process & College Governance  Viability Phase  Stability Phase  Vitality Phase The Way Forward is a multi-year comprehensive financial plan that will provide a roadmap for NVC to establish & maintain a balanced budget through increased efficiencies and braided funding sources. Section I of The Way Forward document will present an introduction, overview, processes and definitions.

9 Viability, Stability, Vitality The Way Forward Viability ( ) Stability ( ) Vitality ( ) The ultimate goal of Viability is to achieve financial equilibrium through a balanced budget. The ultimate goal of Stability is to maintain financial equilibrium with a balanced budget. The ultimate goal of Vitality is to fund growth with a balanced budget.

10 Sequence The Way Forward Informs Budget Center Manager in Unit Plan & Budget Development The Way Forward - Strategic Initiatives Goal 7 – Fiscal Stability Strategic Plan Revise graphic – show TWF as a response to Goal 7 – not in the process…

11 Document Overview Section II – Historical Context Section II—Historical Context of College  Five Year History of College Finances  FON/50% Law  General Fund Reserves & Uses (Offset Budget Deficits)  Other Post-Employment Benefits and Actuarial Studies  Retiree Liability Funding Plan  MEASURE N – Facilities Bond (Series A, B, & C)  Capital Outlay and Unfunded Scheduled Maintenance  FTES and Current Funding Mechanisms – Apportionment, Grants, etc. Section II of The Way Forward will describe NVC’s current financial realities and begin to identify challenges and opportunities.

12 General Fund Apportionment Section II – Historical Context

13 Grants & Categoricals Section II – Historical Context

14 Expenses Section II – Historical Context

15 Other Post Employment Benefits (OPEB) Funding Plan Section II – Historical Context Sample ten-year funding plan of ARC shortfall based on March 2011 Actuarial Valuation ($1,808,294): BOARD APPROVEDDEC 2011 (Please note, the amount of ARC liability will vary based on future actuarial studies.) Year Projected Shortfall$1,808,294 % to be funded10%20%30%40%50%60%70%80%90%100% Total per Year$180,829$361,659$542,488$723,318$904,147$1,084,976$1,265,806$1,446,635$1,627,465$1,808,294 Fund allocations for & are complete. The Budget is in development & a recommendation on OPEB funding is pending. Fund allocations for & are complete. The Budget is in development & a recommendation on OPEB funding is pending.

16 Faculty Obligation Number (FON) Section II – Historical Context In 2010, 2011, & 2012, NVC met the obligation through an alternate method of compliance (based on full-time faculty ratios).

17 Document Overview Section III – Financial & Non-Financial Indicators Section III—Financial & Non-Financial Indicators Financial Ratios o Primary Reserve Ratio o Net Income Operations Ratio o Viability Ratio Implications of the Financial Ratios for NVC Chancellor’s Office Fiscal Health Checklist Non-Financial Indicators o Audit Opinions o Community College Leadership Implications of Non-Financial Ratios for NVC Using financial ratios and other metrics, The Way Forward will identify areas of risk related to operating procedures, particularly those related to finance.

18 Financial Ratios Section III – Financial & Non-Financial Indicators Financial Ratios Primary Reserve: This ratio focuses on the ability to cover one year’s expenses with unrestricted net assets (those assets quickly available to the college). Is the institution operating within available resources? A prudent threshold is to be determined. Net Income Operations: This ratio focuses on the surplus or deficit revenues the college generates. It indicates the degree of surplus or deficit for the year. The recommended threshold is to be determined. Viability: This ratio represents the college’s capacity to support long- term debt if operational income changes. Is the institution able to meet its entire debt obligation with expendable assets? The acceptable range is to be determined. Dropping below the threshold may identify the college as a credit risk.

19 Financial Indicators Section III –Financial & Non-Financial Indicators Financial Ratios Audit opinions: Is there a qualified or adverse opinion in either a recent financial statement or single audit? This indicator addresses issues like: Poor internal controls, financial controls, and leadership can quickly lead to the mismanagement and breakdown of a community college’s financial strength Community college leadership Leadership is a critical factor for any institution. Have the CEO or CFO positions been stable and held by only one or two people over the prior 5 years? Limited turnover in key positions is critical to providing a consistent direction for the institution. Planning: Having current, documented, available, and results oriented planning materials provides a clear, consistent direction for the institution. Does the college have a deferred maintenance schedule updated within the last 3 years? Does the Board approve the strategic plan and deferred maintenance schedule? Does it use a quantitative method to assess the college’s progress toward those plans at least annually?

20 Fiscal Health Checklist Section III – Financial & Non-Financial Indicators Pursuant to Education Code Section 84040, the Board of governors is required to adopt criteria and standards for the periodic assessment of the fiscal condition of California community college districts. In October 2005, the State Chancellor’s office, in accordance with this requirement, issued standards for the sound fiscal management and a process to monitor and evaluate the financial health of California’s community college districts. The purpose of these standards and the self-assessment results are multi- faceted: Early warning indicator for the Chancellor’s office -- to identify those districts that may benefit from preventative management assistance or that require fiscal crisis intervention A tool for local districts to prompt institutional dialogue and discussion about meaningful fiscal and management issues.

21 Fiscal Health Checklist Section III – Financial & Non-Financial Indicators 1. Deficit Spending - Is this area acceptable? Yes / No No Is the district spending within their revenue budget in the current year? No Has the district controlled deficit spending over multiple years? No Is deficit spending addressed by fund balance, ongoing revenue increases, or expenditure reductions? Yes Are district revenue estimates based upon past history? Yes Does the district automatically build in growth revenue estimates? No 2. Fund Balance – Is this area acceptable? Yes / No No Is the district’s fund balance stable or consistently increasing? No Is the fund balance increasing due to on-going revenue increases and/or expenditure reductions? No 3. Enrollment - Is this area acceptable? Yes / No Has the district’s enrollment been increasing or stable for multiple years? No Are the district’s enrollment projections updated at least semiannually? No Are staffing adjustments consistent with the enrollment trends? Yes Does the district analyze enrollment and full time equivalent students (FTES) data? No Does the district track historical data to establish future trends between P-1 and annual for projection purposes? No Has the district avoided stabilization funding? 4. Unrestricted General Fund Balance – Is this area acceptable? Yes / No Yes Is the district’s unrestricted general fund balance consistently maintained at or above the recommended minimum prudent level (5% of the total unrestricted general fund expenditures)? Yes Is the district’s unrestricted fund balance maintained throughout the year? No 5. Cash Flow Borrowing - Is this area acceptable? Yes / No Yes Can the district manage its cash flow without interfund borrowing? Yes Is the district repaying TRANS and/or borrowed funds within the required statutory period? Yes

22 Fiscal Health Checklist Section III – Financial & Non-Financial Indicators 6. Bargaining Agreements - Is this area acceptable? Yes / No Has the district settled bargaining agreements within new revenue sources during the past three years? N/A Did the district conduct a pre-settlement analysis identifying an ongoing revenue source to support the agreement? N/A Did the district correctly identify the related costs? Yes Did the district address budget reductions necessary to sustain the total compensation increase? 7. Unrestricted General Fund Staffing - Is this area acceptable? Yes / No Yes Is the district ensuring it is not using one-time funds to pay for permanent staff or other ongoing expenses? Yes Is the percentage of district general fund budget allocated to salaries and benefits at or less than the statewide average (i.e. the statewide average for is 85%)? Yes 8. Internal Controls - Is this area acceptable? Yes / No Yes Does the district have adequate internal controls to insure the integrity of the general ledger? Yes Does the district have adequate internal controls to safeguard the district’s assets? Yes 9. Management Information Systems - Is this area acceptable? Yes / No Is the district data accurate and timely? Yes Are the county and state reports filed in a timely manner? Yes Are key fiscal reports readily available and understandable? 10. Position Control – Is this area acceptable? Yes / No Yes Is position control integrated with payroll? Yes Does the district control unauthorized hiring? Yes Does the district have controls over part-time academic staff hiring? Yes

23 Fiscal Health Checklist Section III – Financial & Non-Financial Indicators 11. Budget Monitoring - Is this area acceptable? Yes / No Yes Is there sufficient consideration to the budget, related to long-term bargaining agreements? Yes Are budget revisions completed in a timely manner? Yes Does the district openly discuss the impact of budget revisions at the board level? Yes Are budget revisions made or confirmed by the board in a timely manner after the collective bargaining agreements are ratified? Yes Has the district’s long-term debt decreased from the prior fiscal year? Yes Has the district identified the repayment sources for the long-term debt? Yes Does the district compile annualized revenue and expenditure projections throughout the year? No 12. Retiree Health Benefits - Is this area acceptable? Yes / No Yes Has the district completed an actuarial calculation to determine the unfunded liability? Yes Does the district have a plan for addressing the retiree benefits liabilities? Yes 13. Leadership/Stability - Is this area acceptable? Yes / No No Has the district experienced recent turnover in its management team (including the Chief Executive Officer, Chief Business Officer, and Board of Trustees)? Yes 14. District Liability – Is this area acceptable? Yes / No No Has the district performed the proper legal analysis regarding potential lawsuits that may require the district to maintain increased reserve levels? No Has the district set up contingent liabilities for anticipated settlements, legal fees, etc? No 15. Reporting – Is this area acceptable? Yes / No Yes Has the district filed the annual audit report with the System Office on a timely basis? Yes Has the district taken appropriate actions to address material findings cited in their annual audit report? Yes Has the district met the requirements of the 50 percent law? Yes

24 Section IV— ‘Ensuring Viability’2012/ /14 Objectives & Timelines Cost Reduction Strategies Personnel Reductions – deferred replacements, elimination of part-time hourly employees Reorganizations/realignments In-house Educational Master Plan; + more Funding Strategies Development of Braided Funding: Consolidated Fee-Based Services, Programs & Grants, Related Revenues The ultimate goal of Viability is to restore financial equilibrium through a balanced budget. Overview Section IV – Ensuring Viability

25 Section V – Stability2014/ /16 Introduction Stability restoration building blocks (To include: GO bond/Meas L) Strategic Initiative 1: Maximize and stabilize FTE/Cap/Growth… Strategic Initiative 2: Secure Financial Strength Strategic Initiative 3: Leverage NVC’s Resources through Partnerships & Collaboration—NVC will adopt a structure to attract partnerships The ultimate goal of Stability is to maintain financial equilibrium with a balanced budget Document Overview Section V – Stability

26 Section VI – Vitality2016/ /18 Introduction Strategic Initiative 1: Diversify, Restructure, and Strengthen Academic Programs based on the Educational Master Plan Strategic Initiative 2: Build Institutional Advancement Capacity Strategic Initiative 3: The ultimate goal of Vitality is to fund growth with a balanced budget. Document Overview Section VI – Vitality

27 Section VII – Summary References Appendices Organizational Charts Supplemental materials Budgeting & Planning Model/Processes Document Overview Section VII – Summary & References

28 President’s Area Reorganization

29 Four Area Planning Model Implemented Napa Valley College Board of Trustees Instructional Area Student Services Area Administrative Services Area President's Area Supt./President College Planning Areas Implemented Fall 2012

30 Previous President’s Area Structure President/Superintendent Human Resources Research Planning & Development NVC Foundation & GrantsCommunity Relations Campus Planning & Construction Board of Trustees

31 Current President’s Area NVC Foundation President/Superintenden t Human Resources Research, Planning & Institutional Effectiveness (RPIE) Office of Institutional Advancement President’s Office Benefits & Leave Administration Recruit/Hire/Train Employee Transactions Employee/Employer Relations ResearchPlanning Institutional Effectiveness ALO Strategic Communications Grants Development EMP Project Management Projects, RFP’s & Bidding SEM Planning Coordination Bond & Construction

32 OIA Area—Communications The strategic communications office serves to inform students about programs, services and events that are resources to achieving their educational goals and thus contributing to their learning and success; inform employees about issues and events that help them be effective in their roles to support student learning; and keep the community aware of Napa Valley College so that it will support the college and participate in partnership opportunities

33 OIA Area—Grants The grants department supports grant-project development and implementation at the college. The office assists faculty and staff in identifying and pursuing (seeking) grant funding for programs that further institutional, divisional, departmental and programmatic goals.

34 OIA Area—Development The development department supports the cultivation of institutional resources for the college. The office works with the Napa Valley College Foundation and through the college auxiliary services foundation, external partnerships, private foundations, the college alumni association and other sources to identify and secure resources in support of the institution’s mission.

35 Modifications to President’s Area Functions President/Superintendent Human Resources Research Planning & Development NVC Foundation & GrantsCommunity Relations Campus Planning & Construction Board of Trustees Function ending as bond projects wind down Function modified and name changed to Research, Planning & Institutional Effectiveness Function expanded and name changed to Office of Institutional Advancement Functions moved to Office of Institutional Advancement & Facilities Services

36 Modifications to President’s Area Personnel President/Superintendent Human Resources Research Planning & Development NVC Foundation & GrantsCommunity Relations Campus Planning & Construction Board of Trustees Dean not replaced Exec. Director reclassified Secretary IV temporarily reassigned to interim Assoc. Director Director not replaced Director, Assistant Planner & Secretary positions eliminated Project Manager to be moved to Facilities Services Administrative support shared across units

37 Instructional Area Reorganization

38 Vice President Instruction Dean, Health Occupations Associate Dean, ADN (LVN) Respiratory Therapy Psychiatric Technician Paramedic/EMT Dean, Physical Education & Athletics Athletics Dance Physical Ed Dean, CTE Business & Computer Studies Technical Director, Child Dev. Center Director, CJTC CJ Training Grant VTEA Dean, Instruction Associate Dean, UVC Associate Dean, Workforce Dev Scheduling Division Chair, Science, Math & Engineering Biology Chemistry Engineering Geology Math Division Chair, Arts & Humanities Art Humanities & Philosophy Music Photography Theater Division Chair, Social Sciences Anthropology History Political Science Psychology Sociology Economics Division Chair, Language & Dev Studies Speech Communications Developmental Studies English ESL Modern Languages Dean, Library & Learning Resources Library Media/Instructional Technology Testing & Tutoring Teaching & Learning Center DSP & S Learning Services Workability III Basic Skills Initiative Administrative Assistant Counseling Human Services Academic Senate MESA/HSI, Puente, Umoja VWT Foundation Existing Instructional Area Structure Too many direct reports ORANGE: Position proposed to be moved in reporting structure GREEN: Position proposed to be moved and modified BLUE: Position unchanged GREY: Programs associated with moved positions (not shown on “Proposed Reorganization” chart)

39 Proposed Instructional Area Structure Vice President Instruction Dean, Health Occupations Associate Dean, ADN (LVN) Respiratory Therapy Psychiatric Technician Paramedic/EMT Associate Dean, Physical Education & Athletics Dean, CTE Business & Computer Studies Technical Associate Dean, UVC Associate Dean, Workforce Dev/grants Director, Child Dev. Center Director, CJTC CJ Training Grant Dean, Instruction Division Chair, Science, Math & Engineering Division Chair, Arts & Humanities Division Chair, Social Sciences Division Chair, Language & Dev Studies Scheduling Dean, Library & Learning Resources Library Media/Instructional Technology Testing & Tutoring Teaching & Learning Center DSP & S Learning Services Basic Skills Initiative Administrative Assistant Counseling Human Services Academic Senate MESA/HSI, Puente, Umoja VWT Foundation Streamlined reporting structure ORANGE: Position proposed to be moved in reporting structure GREEN: Position proposed to be moved and modified BLUE: Position unchanged GREY: Programs associated with moved positions (not shown on “Proposed Reorganization” chart) Programs not shown here & will remain under existing divisions

40 Administrative Services Area Reorganization

41 Previous Administrative Services Area Vice President Business & Finance Director, Bookstore Dean, Institutional Technology Director, Facilities Services Supervisor, Payroll Accounting/Business Services Risk Management Food Services

42 Modifications to the Administrative Services Area Vice President Business & Finance Director, Bookstore Dean, Institutional Technology Director, Facilities Services Supervisor, Payroll Accounting/Business Services Risk Management Food Services Title Change to VP Administrative Services Moved to Director Level to address Fiscal Services

43 Vice President Administrative Services Director, Bookstore Dean, Institutional Technology Director, Facilities Services Supervisor, Payroll Director, Fiscal Services Risk Management Food Services Current Administrative Services Area

44 Replacement Plan Vice President of Administrative Services Area Spring 2013 Campus at Large will provide input on desirable qualifications for position and timing Director of Fiscal Services – daily operations, PO’s, payments, budget development support, etc President’s Office – contracts, travel, etc. Consultant – budget development, growth/Prop 30 analysis, other as needed Interim Risk Manager – Worker’s Compensation, Self-Insurance JPA, etc. Summer 2013 Develop and advertise for the vacant position Summer/Fall 2013 Hire new VP of Admin Services

45 Next Steps The Way Forward February 2013 Continued Constituent Group Review – through employee senates and the Planning Committee Board of Trustees Workshop – follow up workshop on 2/28/13 Campus Circulation – the final draft document will be posted and shared with the campus community March 2013 Board of Trustees Final Review – the final document will be presented to the Board for consideration and endorsement. Separate action items related to departmental reorganizations, employee position reclassifications, and out-of-class pay assignments will be included in the final review.

46 Thank You


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