Open Budget Meeting Town Hall Overview

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The Open Budget Meeting at Clayton State University delves into the process of developing the new budget, emphasizing alignment with strategic priorities. The President has final decision-making authority in budget approvals. The meeting discusses funding requests, strategic plan support, and priority assignment for budget allocations. Key resource restrictions and realities are outlined, along with the primary resources contributing to the university's budget.

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Open Budget Meeting Town Hall June 17, 2021 9:00 a.m. Via Teams

Open Budget Meeting Overall The President retains final decision making authority as to what is funded in the new budget. All funding requests must be in alignment with the university s strategic priorities. The use of funds and support of the University s mission from the previous year(s) is considered in developing future budgets. Instructions and criteria for funding requests will be distributed at the start of the budget build process. The budget office will provide reports and timelines to assist in the preparation of funding requests. Other Funds: Each director and/or VP will present their budget to the Vice President for Business and Operations, Assistant Vice President of Budget and Finance and the Director of Budgets. The President may elect to attend. The proposed budget will be reviewed for reasonableness and support of the strategic plan. The proposed budget requests/recommendations will be presented to the President for final approval. General Funds Process: Each Vice President will submit funding requests for the new fiscal year. Informal meeting occurs with each Vice President and the President, Vice President for Business and Operations, Assistant Vice President of Budget and Finance and the Director of Budgets; where the VP discusses their budget needs for the next year. Data gathered from sessions will be compiled and distributed to the Planning & Budget Advisory Council (PBAC). Each Vice President will be given the opportunity to review their request(s) before the PBAC meeting. Then each VP s request goes before the PBAC members for discussion and to answer any questions that the PBAC may have. PBAC members will review the requests in light of the institution s strategic priorities and assign each request as A; B; C; or D priority. Each priority level is assigned a point value: (5) A; (3) B; (2) C; (1) D All voting sheets are then tallyed and results reported to the PBAC. Results of the priority assignment are reported to the President as recommendations for funding. Budget Finalization: The Vice President for Business and Operations, Assistant Vice President of Budget and Finance and the Director of Budgets will conduct a final review for accuracy and completeness and then post information on the Budget and Finance and the Planning & Budget Advisory Council Websites. The Board of Regents processes will be followed for submission and implementation 3

Clayton State Universitys Resources Restrictions Realities Uses Prudent fiscal management required for all sources State Appropriation varies Focus on Financial Ratios Economic conditions have a direct impact on our ability to collect the revenues necessary to satisfy the needs and obligations of the University Salaries and Wages Utilities Supplies and Equipment Technology Facilities and Maintenance Public Safety Campus Activities and Services Capital funds can not be used to pay for salaries and wages State procurement guidelines must be followed Student fees must be used in conjunction with specific services 4

Open Budget Meeting CSU s PRIMARY RESOURCES State Appropriation $27,140,426 Tuition $29,655,447 Fees Mandatory Fees $5,832,851 Special Institutional Fees $3,584,966 Other Fees $745,612 PBI Grant funded items $1,015,949 HEERF II Student Aid $3,082,836 Institutional $8,565,007 MSI $634,557 HEERF III Student Aid $10,303,235 Institutional $9,631,911 MSI $TBD 5

Open Budget Meeting State Appropriation & Tuition Trends FY 2017-2021 Fiscal Year FY17 FY18 FY19 FY20 FY21 State Appropriation $24,675,722 $25,540,619 $27,264,257 $28,232,241 $26,338,326 Tuition $28,129,766 $28,641,372 $28,669,925 $28,205,521 $28,837,320 6

Open Budget Meeting Fall Enrollment 2015-2020-Impacts State Appropriation & Tuition Revenue 7

Open Budget Meeting Mandatory Fee FY2018 FY2019 FY2021 FY2020 $8,000,000 $1,720,364 $2,030,218 $3,314,708 $2,783,493 $7,000,000 $8,494,844 $8,320,882 $8,320,882 $8,080,380 $6,000,000 $6,360,016 $6,290,664 $5,711,351 $5,000,000 $4,913,644 $4,000,000 $3,000,000 Total Students 16,940 17,086 16,896 16,922 Full Payment Actual Collected Categories that pay less/none: Distance Learning, eCore, Employees/TAP, Fayette County, Henry County, Dual Enrolled, Main Campus - less than 3 hrs, Senior Citizens, WebBSIT, Military 8

Open Budget Meeting Mandatory Fees Shortfalls FY 2021 Budget vs. Actuals Over/ (Under) Mandatory Fee Chart FY 2020 FY 2021 Laker Card 20 20 (11,828) Technology 57 57 12,335 Student Activity 60 60 (35,529) Athletic 170 170 (93,553) Health 46 46 (24,337) Parking 34 34 (19,692) Student Activity Center 100 115 (108,984) (281,588) TOTALS Categories that pay less/none: Distance Learning, eCore, Employees/TAP, Fayette County, Henry County, Dual Enrolled, Main Campus - less than 3 hrs, Senior Citizens, WebBSIT, Military 9

Open Budget Meeting Special Institutional Fee FY 2018 FY 2020 FY 2019 FY 2021 $4,500,000 $590,835 $814,899 $821,630 $805,153 $4,000,000 $3,500,000 $4,271,500 $4,224,000 $3,000,000 $4,230,500 $4,235,000 $3,456,601 $3,644,165 $3,402,370 $3,425,347 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $- $250 $250 $250 $250 SIF Rate Full Payment Actual Collected 10

Open Budget Meeting FY21 Budget Wrapping Up July 1,2020 - June 30, 2021 11

Open Budget Meeting FY21 Budget Wrap Up Available Funds: Surplus (Fund 10000-10600) 1,650,506 $ HEERF II Lost Revenue 1,215,795 $ Total Funds Available 2,866,301 $ Uses of Funds: Estimate June Summer Faculty Payroll 1,170,000 $ Estimate for various other unencumbered expenditures 417,091 $ Return to Campus Needs 100,000 $ Total Uses of Funds 1,687,091 $ Funding Available for Year End Requests 1,179,210 $ 12

Open Budget Meeting FY21 Year-End Spend Requests Enrollment Management (18 Requests) $ 1,587,743 Business & Operations (20 Requests) $ 320,824 Academic Affairs ( 14 Requests) $ 298,698 Student Affairs (4 Requests) $ 1,008,253 Spivey Hall (2 Requests) $ 17,925 Athletics (3 Requests) $ 50,994 TOTALS $ 3,284,437 13

Open Budget Meeting Unresolved Budget Issues FY21 Emergency Tree Removal $15,850 PPE mask mailings to employees $2,127 New postage machine lease $14,579 Skillsoft software increase $3,280 Cost match for USG STEM grant $10,000 Additional PT Faculty funding for Spring semester $100,000 Police vehicle $48,000 Replace oil pump in chiller $5,100 Replace air motor bearing in exhaust fan on roof $9,795 Replace HVAC unit in Clayton Hall $9,500 Governors's mandate for MFA administrator changes $13,250 Dynamic Security for Public Safety $25,000 Estimated 10% increase in water bill $6,131 Payroll expenses for RIF employees $98,238 Enrollment marketing campaign $213,800 NCAA AUP Audit $10,000 Dual Enrollment books $95,000 Presidential search expenses $130,000 Replace UC heat exchanger $35,936 Total $845,586 14

Open Budget Meeting Merit Increases and Compensation No Merit Salary Increases FY 21 However, there was a $1,000 bonus provided in March 2021 for employees who earn less than $80,000 annually. 15

Open Budget Meeting HEERF II FUNDING STUDENT GRANTS Under the Coronavirus Aid, Relief, and Economic Security (CARES) Act. $3,082,836 has been designated as Emergency Financial Aid Grants to students. INSTITUTIONAL Clayton State University will be provided $8,565,007 MINORITY SERVING INSTITUTION Clayton State University will be provided $634,557 *HEERF II Phase II Plan under review HEERF II Phase I - Summary Category Campus safety and operations State Appropriation Lost Revenue Housing Lost Revenue Auxiliary Services Lost Revenue Other operating expenses Total Estimated Cost 410,158 2,822,790 1,700,000 1,454,022 864,882 7,251,852 HEERF II Phase II Summary Category Lost Revenue - Student Activity Center Lost Revenue - Student Activity Fee Lost Revenue - Departmental Sales and Services Indirect Cost Total Estimated Cost 258,623.00 124,135.00 917,368.00 647,586.00 1,947,712 16

Open Budget Meeting HEERF III FUNDING STUDENT GRANTS Under the Coronavirus Aid, Relief, and Economic Security (CARES) Act. $10,303,235 has been designated as Emergency Financial Aid Grants to students. INSTITUTIONAL Clayton State University will be provided $9,631,911 MINORITY SERVING INSTITUTION (MSI) Amount TBD Guiding Principles for Spending Institutional and MSI Allocations Practices to monitor and suppress COVID 19 (mandatory required use) Outreach to Financial Aid Applicants (mandatory required use) Lost revenue from state appropriation for FY22 Student Success Expenditures TBD once BOR guidance is received Student debt discharge Outstanding lost revenue from PPV projects (housing and SAC), auxiliary units (athletics, parking, etc.), departmental sales and service, student activity fees, and tech fee. Minor remodeling 17

FY22 Budget Build Meetings 18

CSU Internal FY22 Budget Meetings FY22 Spend Requests from Campus Academic Affairs (21 Requests) $ 1,435,308 Enrollment Management (6 Requests) $ 369,888 ITS (5 Requests) $ 170,000 Student Affairs (1 Request) $ 42,300 Business & Operations (23 Requests) $ 920,656 University Advancement (3 Requests) $ 165,414 Athletics (2 Requests) $ 76,000 TOTALS $ 3,179,566 19

Open Budget Meeting Allocation of State Appropriations FY2022 State Appropriation FY 2021 Base Budget $25,355,151 Formula Funding Enrollment and Other Allocations Enrollment Earnings $ 680,220 FY21 Formula Allocation Adjustment $ 1,042,219 Health Insurance & Retiree Change $ (17,014) Teacher s Retirement System Rate Change $ 92,217 Teacher s Retirement System Payments for ORP members $ (12,367) Total of Enrollment and Other Allocations $ 1,785,275 Total FY2022 State Funds Budget $27,140,426

CSUs Budget Build FY22 BUDGET BUILD SCENARIO Revenue - 6,850 Fall Enrollment FY22 Budget 27,140,426 28,774,000 4,640,578 881,447 State Appropriation Tuition Fees & Other General Carry Forward Funds 61,436,451 Expenditures Updated current budget 60,843,343 Funding Available to Distribute 593,108 Required Funding Items added: University Contingency (4930000) Increase in BOR software licenses (6620000) Increase in rent at Fayette instructional site (3330400) Faculty Promotions including benefits (Various) SHIP Insurance Subsidy (4930000) 200,000 15,000 5,569 42,130 53,460 316,159 Additional Funds Available 276,949 Additional Items Funded: Assistant/Associate Professor of Management (0410200) Lecturer POLS/MPA (0210600) Funding for University web hosting (6020000) Funding for salary adjustments for Public Safety (6110000) University Contingency (4930000) 128,250 66,500 52,000 8,000 22,199 276,949 Remaining Funds - 21

Summer Budget Note CSU s Annual Budget is divided into three parts: Fall/Spring/Summer Summer Budget is split between fiscal years Summer 2021 Revenue split: 74% FY21 26% FY22 Summer 2022 Revenue split: 60% FY22 40% FY23 22

Open Budget Meeting Capital Budgets FY21 & 22 23

Open Budget Meeting Capital Budget FY 2021 Major Repairs & Renovations (MRR) allocation of $750,000 can be used for these projects: Central Plant-Replace 3 Cooling Towers; Clayton Hall-Upgrade One Air Handler, Phase I of IV; James M. Baker University Center-Replace Cooling Tower; Lecture Hall-Replace Roof; Harry S. Downs Ctr.-Upgrade Fire Panel; Facilities Management Bldg.-Upgrade Fire Panel; Clayton Hall-Upgrade Building Fire Alarm & Strobes Wrapping upnew chiller/central plant for Athletics; Spivey Hall; Music; Harry S. Downs Center; $4.1M Campus infrastructure project $3M 24

Open Budget Meeting Capital Budget FY 2022 Project Name Air Handler Replacement& Control (A&F ) Campus Roads and Pothole Repairs Carnes Hall Skylight Replacement & Roof Repair Install Exterior Lighting at Paty Circle Install Lighting Controls and Timers for Several Buildings Install Utility Meters for some unmetered Buildings Lecture Hall Lighting Replacement to LED Lecture Hall Roof Replacement Lucy Huie Roof Replacement Main Campus Irrigation Pump Control Remove Hazardous Materials, Replace Roof and Install AC Unit at Trammell Property Replace Boilers A&F and Harry Downs Replace Facilities Management Loading Dock Replace Fire Panel at Edgewater Hall Replace Library Curtain Wall System and Storefront Replace Roof at Edgewater Hall Replace Windows at Lucy Huie Sidewalks/ADA Accessible Routes Campus wide Siemens Controls Upgrades UC Chiller Replacement Upgrade Fire Panel and Strobes in Restrooms at Clayton Hall Upgrade Fire Panel at Lecture & Clayton Hall Upgrade Secondary Boxes and Controls at Clayton Hall Window Replacement at Facilities Management Grand Total Project Category HVAC Egress & Regulatory Building Envelope Campus Safety Utilities Utilities Electrical & Energy Efficiency Roofing Roofing Other Sum of MRR Funds Requested 400,000.00 100,000.00 175,000.00 55,000.00 130,000.00 120,000.00 85,000.00 375,000.00 250,000.00 180,000.00 Mitigation & Environmental HVAC & Energy Efficiency Access Regulatory Structure & Envelope Roofing Envelope Regulatory Projects HVAC & Energy Efficiency HVAC & Energy Efficiency Regulatory Regulatory HVAC Building Structure & Envelope 75,000.00 225,000.00 175,000.00 75,000.00 300,000.00 450,000.00 55,000.00 175,000.00 175,000.00 185,000.00 40,000.00 145,000.00 275,000.00 45,000.00 4,265,000.00 25