COMMUNITY COLLEGE SYSTEM OF NEW HAMPSHIRE Board of Trustees. Finance and Audit Committee July 15, 2010

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1 COMMUNITY COLLEGE SYSTEM OF NEW HAMPSHIRE Board of Trustees Finance and Audit Committee July 15, 2010 Members present: Robert Mallat, Harvey Hill, Richard Heath, Claudie Mahar, Craig Lawler, Ned Densmore, Will Arvelo, Lucille Jordan, Steve Budd, Paul Holloway, Katharine Eneguess, David Paquette, Charles Annal, Kathy Shields, Ron Rioux, Kim Trisciani, Richard Gustafson, Mark Edelstein, Susan Huard, Lynn Kilchenstein, and Connie Roy-Czyzowski. Regrets: Robert Duhaime and William Marcello Also in attendance: Susan Proulx, Sarah Wicklund, Rick Gauthier, Alice Mowery, Scott Osgood, Melanie Kirby, Joanne Berry, Amy Bourgault, Tim Fontaine, Bill Beyer, Amber Wheeler, and Mike Marr. The meeting was called to order at 10:17 a.m. at NE Delta Dental, Concord, NH. 1. Approval of Minutes of May 6 and June 29, 2010 Meetings On motion by Mr. Heath, seconded by Mr. Paquette, the Committee voted unanimously to approve the meeting minutes of May 6 and June 29, 2010 as presented. 2. Preliminary FY10 Closing and 3. Financial Status Mr. Marr reported on activity since July 1. We have been involved in the first year of closing Lawson. Under the previous system, unrestricted funds closed into the lapse fund. This year, in order to arrive at a zero balance on the state side, we netted every accounting unit and sent the difference to the state. Banking has been consolidated 28 accounts down to 4. Federal funds are now drawn-down directly to our new accounts, and that is going well. We have begun direct lending and the federal grant module of Banner has been implemented. 1

2 We are in the process of adjusting accounts receivable, carrying one year rather than seven. We have written the other years out of the system but still pursue collection efforts. On-line payments are working. The last two campuses are off QuickBooks. We now generate all checks for our accounts payable. Payroll is still processed by the state. We are transferring approximately $1.5 million to the state each payroll period to cover the non-general fund portion of the payroll. ACTION: Mr. Marr will obtain bonding for the four people who sign for the new banking transaction. This should be by title rather than named individual. 4. FY11 Budgets The FY11 budget one page summary was circulated and explained by Mr. Marr. Summer credits sold were up 11% over last year. 5. FY12-13 Operating Budget Guidelines Dr. Gustafson circulated the Governor s memo of July 13, 2010 regarding budget instructions for FY12 and FY13 which requests two budgets submissions, a maintenance budget and a version which is 95% of the FY11 adjusted authorized budget. After lengthy discussions with Presidents, it is suggested that we prepare the budgets requesting a 4% general fund increase coupled with a 4% tuition increase. He explained the handout showing these figures. In addition, the Chancellor and Presidents have looked at the equity issue and agreed to address this as the general fund increases. He circulated a sheet and explained the concept. Dr. Gustafson requested direction from the Committee on budget preparation. It was agreed to proceed to model a 4% general fund increase and possible 4% tuition increase as the maintenance budget guidelines. Trustee Mahar recommended that we forecast enrollments cautiously as these increases may level off. She noted the importance of ongoing input from industry, and cited examples of the nursing and dental hygienist professions currently experiencing a reduction in hiring demand. Presidents are looking at this as well as the professions that need more graduates. 2

3 6. Contracts - Leases NHTI Food Service contract Tabled Bookstore Contract Although this contract does not require Committee approval, it was felt that this should be provided for information as it is unusual in the normal course of business. Dr. Annal explained that this is a five-year bookstore contract with Follett Higher Education Group. Highlights included: commission back to CCSNH/College account based on sales, contractor commits to $325,000 for bookstore renovations; started a book rental option; and students may purchase books online at the same time they register for the course. It was noted that there is nothing in the contract that says the commission goes to the student activity account but rather to the college. Dr. Annal acknowledged Vice-Presidents Steve Caccia and Jim Vander Hoovern for their extensive work/details on this project as well as our legal department in finalizing the contract. Lease Option for 6.2 Acres between PDA and GBCC It was noted that this option agreement also updates our correct agency name to CCSNH. President Arvelo explained that this land will be used for overflow parking. We are required to take down a two story building within one year at an estimated cost of $188,000. This amount will be deducted from the cost of the ten year lease. This land will also allow for possible expansion. The Committee, on motion of Mr. Mallat, seconded by Mr. Heath, voted unanimously to approve the lease option between Great Bay CC and the Pease Development Authority for an $18,000/year tenyear lease for an additional 6.2 acres of land and demolition of building on the site. Funding will be taken from non-lapse funds. President Arvelo also circulated the GBCC Spring and Summer 2010 projects. He requested an additional $367,000 non-lapse funding for site work, bathrooms, roof leak repair, and advising center. 3

4 The Committee, on motion of Mr. Mallat, seconded by Ms. Mahar, voted unanimously to approve $367,000 non-lapse funds for GBCC to complete the front entry project including site work, bathrooms, repair roof leak and advising center. 7 Internal Audit Reports 2010 Audit Plan Sarah Wicklund presented and recapped the audit plan. Audits currently in process include: student accounts receivable, student activity funds and third party contracts. Future audits include revenue and expenses and follow-up audits to the 18 audits performed. The department will focus on finance systems so that we will have the key elements in place for future external audit. Question was raised if there will be an audit of capital projects. This will be discussed/researched with Mr. Marr. Audit Report on IT Physical Security Status report on IT Physical Security dated June 25, 2010 was circulated and briefly explained by Ms. Wicklund. MCC Student Senate Fund Audit Ms. Wicklund noted that the student activity funds audit was conducted as a result of a recommendation from the external audit. The Manchester CC audit is complete. WMCC, Nashua CC, and NHTI are in process. She explained the MCC report and addressed areas of concern. We are severely lacking internal controls and care should be given to ensure that established policies are followed. The Vice-Presidents of Student Affairs oversee the funds. It has been suggested by Mr. Fontaine that there should be more involvement with the CFOs. The college Power of Attorney has final authority to sign for disbursements. It was noted by Mr. Rioux that many changes at MCC have already been initiated. Chair Densmore indicated that Mr. Marr will follow through on these policies. Mr. Rioux noted that his college felt that these funds do not fall under the purview of this Committee as they are Student Activity funds. The committee noted that since the Board approves the fee, accountability for these funds is appropriate. 4

5 8. Financial Aid Update Note: Trustee Roy-Czyzowski joined the meeting and Trustee Mallat left the meeting for the following votes. Susan Proulx reported on the two findings on the financial aid audit (which covered payment for and 08-09). We responded to those findings and made the $182,000 payment in May. She further reported on the audit. On June 21, we received the judge s ruling, which upheld the DOE position with no adjustments. She circulated and explained the liability report. Although we have a chance to appeal this further, it has been recommended that this would not be prudent. It would further delay many program approvals which have been on hold pending closure on this audit. We are working on a payment plan. The current recommendation is to pay a deposit of $159, (from the Risk Pool reserve account) and pay the remaining balance over five years at 1% interest. It was noted that we are not required to pay any back interest. VOTE The Committee, on motion of Ms. Shields, seconded by Mr. Lawler, voted unanimously to take $159, from the 2% risk pool account to pay the deposit for the financial aid audit. The Committee, on motion of Ms. Shields, seconded by Ms. Roy- Czyzowski, voted unanimously to endorse the five-year payment plan for the financial aid audit with annual payments being withdrawn from each college s account including the 1% interest. 9. Proposed Tuition/Fee Approval Authority Discussion Due to time, this item was tabled and will be discussed at the next meeting. 10. Non-Public Session The meeting moved to non-public session at 12:12 p.m. The Board, on motion of Mr. Mallat, seconded by Ms Trisciani, voted, by roll call vote, resolved to conduct a non-public session for the purpose of discussing legal matters and noting that such a non-public session is authorized by RSA 91-A:3, II e., and the Board s executive and deliberative privileges. Each member recorded his or her vote on the motion, which passed by the unanimous vote of all members present. 5

6 The Board meeting reconvened at 12:40 p.m. Upon reconvening in public session, it was noted by the Chair that no votes were taken in non-public session. 11. Other NEXT MEETING: September 23 The meeting adjourned at 12:40 p.m. Respectfully submitted, Marie Anne Mills Assistant to the Chancellor 6

7 COMMUNITY COLLEGE SYSTEM OF NEW HAMPSHIRE BOARD OF TRUSTEES FINANCE COMMITTEE July 15, 2010 Non-Public Session Members present: Harvey Hill, Richard Heath, Claudie Mahar, Craig Lawler, Ned Densmore, Lucille Jordan, Steve Budd, Paul Holloway, Katharine Eneguess, David Paquette, Charles Annal, Kathy Shields, Ron Rioux, Kim Trisciani, Richard Gustafson, Mark Edelstein, Susan Huard, Lynn Kilchenstein, and Connie Roy- Czyzowski. The non-public session was called to order at 12:15 p m. Discussion followed on a legal issue. No votes were taken. The non-public session adjourned at 12:40 p.m. Respectfully submitted, Marie Anne Mills, Assistant to the Chancellor 7