Title: Budgeting Process ( Presentation slides for the RLLF Fellows visiting the UF Libraries in 2010 )
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 Material Information
Title: Budgeting Process ( Presentation slides for the RLLF Fellows visiting the UF Libraries in 2010 )
Physical Description: Archival
Language: English
Creator: Keith, Brian W.
Publisher: UF Libraries
Place of Publication: Gainesville, Fla.
Publication Date: 2010
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Bibliographic ID: UF00101128
Volume ID: VID00001
Source Institution: University of Florida
Holding Location: University of Florida
Rights Management: All rights reserved by the source institution and holding location.

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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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