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Budgeting Process
Brian W. Keith
Assistant Dean for Financial and
Human Resources
Budgeting
*Accounting and Analysis
*Reporting and Communication
*Spending plans
George A. Smathers Libraries FY09-10
Total Operating Revenue
Total Appropriations
Endowment
Benefited Employees
Other Employees
$34,354,481
$26,101,554
$9,830,220
263
226
Topics for this session
*Participants in UF Library Budgets
*2009-10 Budget (Cut) Process
*Background on Smathers Budget
*Reports
*10-11 Budget Planning and RCM
Participants in UF Library Budgets
New Dean
May 2007
New FS Director
February 2008
Budgeting
FY 08-09
FY 09-10
FY 10-11
"Year 1"
Budget Cuts
RCM
HSCL Integration
Participants in UF Library Budgets
Participants in the process
President and Provost
University Library Committee
Deans
Library Council
UFLFA, including Budget Committee
All staff
2009-10 Budget Process
President Machen:
*Major units to prepare proposals for a 10%
permanent reduction in state budget
-University Libraries target was ($2,278,000)
-HSCL target was ($387,799)
*Units to engage faculty and staff in planning
2009-10 Budget Process
Dean Russell:
*The Libraries' objective was to minimize the
adverse impact on our users to the maximum
possible extent.
*Proposals were to be developed, largely, in
departments and units
*This would be transparent and participative
UF TIME TABLE (2)
*April 1 Smathers' Budget to Provost
*April 16 President's Initial Budget Announced
*May 1 Legislature Adjourns; Appropriations Final
*Mid-May President's Final Budget
*Early June University Budget Approved by Board
of Trustees
*July 1 2009-2010 Budget in Effect
Smathers TIME TABLE
January 15
January 16
January 22
February 5
Target number received from Provost
Chairs were notified
Administration met with UFLFA Budget
Committee
&
Library Council Chairs charged to
develop proposals with staff
involvement
Blog launched -soliciting input
Smathers TIME TABLE (cont.)
Mid-February
February 27
March 19
March 23
Departmental proposals due to deans
Initial Proposal discussed at Town
Hall Meeting
Deadline for staff comments
Proposal discussed at Town Hall
Meeting (2)
Smathers TIME TABLE (cont.)
April 1
Smathers' Budget to Provost and
Posted on Blog
May 20
May 26
President's Final Budget
Cuts presented at Town Hall
Meeting (3)
PROPOSED CUTS
for FY 09 -10
MATERIALS (Goal $751,331)
Print Monographs: $435,981
Print Serials: $243,287
E- Databases: $43,898
E-Journal Packages: $0
Other (Memberships, Supplies): $28,165
TOTAL: $751,331
OPERATIONS (Goal $103,103)
Professional
Official
Dev. Travel
Business Travel:
: $5,000
$15,000
Office Supplies:
$20,745
Others
Expenses:
$25,775
TOTAL: $66,520
NOTE: The reduction in "Other Expenses" are from HR
recruitment, central reserve for special purchases; IT parts
and software licenses, and ILL international lending.
OPS (Goal $150,000)
Library-Wide Reduction: $1
Other
O
PS:
$71
TOTAL: $221
,000
739
,739
NOTE: Estimated OPS surplus for 2008-2009 is $192,800.
50
SALARIES (Goal $1,274,244)
Administration: $ 204
,230
Technical
Services:
$ 233,
Su
pport Services: $ 1
All Branches: $ 412,
702
Estimated Benefits: $
TOTAL: $1,265,841
292,117
608
23,
184
PERSONNEL FTE Impact
Administration
3.30
Technical
Services:
7.00
Su
pport Services:
All Branches: 11
TOTAL: 25.05
3.00
.75
NOTE: No personnel cuts were proposed for ALF, DLC and
Access Support
PERSONNEL Impact
Would recruit despite cuts
Judaica Librarian
DLC Staff Positions
Rare Books Librarian
Chemistry Librarian
Engineering Librarian
PERSONNEL FTE Impact
Would defer recruitment
SASC
Chair
Library West Chair
Marston Chair
SUS
Storage Facility Staff
Submitted Budget Proposal
Prioritization established by Deans:
Operational Expenses
OPS
Vacancies
HSCL
Materials and Benefited Staff
ACTUAL CUTS
MATERIALS
OPERATIONS:
OPS:
SALARIES & BENEFITS:
TOTAL:
$0
$66,250
$232,978
$343,068
$642,296
NOTE: Materials purchasing power
lost through inflation is $534,738.
Actual ACTUAL CUTS
MATERIALS
OPERATIONS:
OPS:
$0
$66,250
$232,978
->$173,942
SALARIES & BENEFITS: $343,068
TOTAL: $642,296
->$235,376
ACTUAL CUTS
No faculty or staff layoffs
No materials budget cuts
NO Cuts for HSCL
Observations / Recollections
*Focus on impact on employees
*Emails are public records
*Transparency and engagement
created stress
*Employees were relatively
professional though out
*Transparency was uneven across
colleges
Observations / Recollections
*Very challenging for departments to
plan for cuts, which would only be
possible through determining filled
positions to be laid off:
*Identify
*Do not identify
PROPOSED CUTS
for FY 09 -10
Epilogue
President stopped campus
cuts with $8,000,000 gap that
would be covered through
other means
September 1
2009
Budget recall of $277,500
Any faculty vacancies created after
September 1, the
salaries
will be
centrally harvested
(Balance may be paid in full)
1.
2. September 22, 2009
Retirement Enhancement Program is
launched
Faculty and staff over 65 with 6 years or
more of service receive a 1 year salary
equivalent if they retire by June 30, 2010
Retirement Enhancement Program
The salaries will be centrally harvested
5 library employees eligible, 4
have elected
to
date
Libraries' lost salary funds, to date, equal
$323,639
Historical Overview
ME for Staff Employees May 2007 (1)
$385,263
FY 07-08
4.3% Budget Reduction
($953,612)
ME for Staff Employees Nov. 2007 (2)
FY 08-09
$399,846
Libraries Held Harmless
FY 09-10
2.4% Budget Reduction
Budget Recall
REP
($642,296)
($277,500)
($323,639)
Historical Overview
Committed or decreased funds total
$2,381,017
Not including $601,130 in
pending/potential cuts from 09-10
Budget Recall and REP
Current
*All discretionary spending is in
salaries
*Experiencing the retirements
presented in the budget proposal
*Recruiting and placing other priority
positions
Current
*Assessing the ability/need for
vacancies as they arise
*Role for CF and auxiliary revenue in
funding 'normal' operations to be
determined
Reporting and Communicating
*Focus on transparency
*Comprehensiveness
*Availability to all staff and other
stakeholders
*Support for decision making
*Evolving and refining information availability
*Sustainable granularity
Reporting and Communicating
Monthly
Comprehensive Budqet
Reports
Expense Reports
Auxiliary Reports
Biweekly
OPS Reports
Ongoing Multiyear Salary
Projections
Savings
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