J. Sargeant Reynolds Community College Finance and ... · 1. Investments Review (Amy Bradshaw) a. Reynolds will sign a one -year renewal option with Davenport. As the long-term funds

J. Sargeant Reynolds Community College Finance and Facilities Committee Meeting

Agenda May 21, 2020 at 4:00 p.m.

Zoom Conference Call

Action Items:

1. Approval of February 13, 2020 meeting minutes2. Action Item #1 - Approval of the LOVE sign as a permanent fixture on campus3. Action Item #2 – Approval Request for the FY2021 Tentative Auxiliary, Student Life and Vending Budgets

Review/Discussion/Information Items:

1. Local funds updatea. FY20 as of April 2020

2.Facilities projects update

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J. Sargeant Reynolds Community College Finance and Facilities Committee Meeting

Minutes February 13, 2020 4:06pm – 4:54pm

Board Members Present: CAPT Rick Rush, Chair Kathy Graziano, Vice Chair Stephen Baril

Board Members Not Present: Eldon Burton Dr. Jack Manzari Fred Babik, Ex-Officio

College Staff Present: Amy Bradshaw, Vice President of Finance and Administration Victoria Riecke, Budget Manager Mike Verdú, Director of Facilities

Guest: Sherika Charity, Director of Financial Aid Chair Rick Rush called the meeting to order at 4:06 p.m. and affirmed that a quorum was present.

Action Items:

1. Approval of December 5, 2019 meeting minutes a. There were no additions or corrections to the minutes. Upon a motion by Kathy Graziano and seconded by Stephen Baril, the

committee approved the meeting minutes from the December 5, 2019 meeting. The motion carried 3-0-0. 2. Reallocate Distribution of the Tuition Differential Funds (Amy Bradshaw/Victoria Riecke/Sherika Charity)

a. The committee held a discussion on the action item. Amy shared how a portion of the tuition differential is designated to support student services through the hiring of faculty, student support positions, and scholarships. Effective FY2021, Amy proposed that the college absorb the cost of the full-time teaching positions and designate those funds for financial aid

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assistance. Sherika spoke about the three grants available to students: Completion Grant, Student Success Grant and Second Chance Grant. She shared how the financial aid assistance provided to the students who qualify for and are approved for the grant assist them towards student success and completion goals. The financial aid assistance will go from approximately $70,000 in FY2020 to $280,000 in FY2021 with the reallocation. Upon a motion by Kathy Graziano and seconded by Stephen Baril, the committee approved the action item. The motion carried 3-0-0.

3. Extend Vending Funds Allocation for Student Services Positions (Amy Bradshaw/Victoria Riecke) a. The committee held a brief discussion on the action item and agreed to extend the funds for another three years. Upon a

motion by Kathy Graziano and seconded by Stephen Baril, the committee approved the action item. The motion carried 3-0-0.

Review/Discussion/Information Items:

1. Investments Review (Amy Bradshaw) a. Reynolds will sign a one-year renewal option with Davenport. As the long-term funds mature, Amy plans to liquidate them and

move the money to the LGIP. 2. Master Site Plan Review (Amy Bradshaw)

a. Amy shared master site plan documents for the Parham Road Campus. Space will be allocated strategically at the Downtown Campus, particularly the Culinary classroom and lab space that will move to The Kitchens for Fall 2020 classes.

3. Local funds update (Victoria Riecke) a. Victoria provided a brief update on the status of the locality contributions as of February 2020. Reynolds is still waiting for a

majority of the contributions. Financial Operations sent out a reminders in January. 4. Facilities projects update (Michael Verdú)

a. Mike provided a brief update on the current facilities projects. He shared that CCWA is exploring the possibility of CDL courses on the Parham Road Campus and discussing with Facilities the best parking lots to conduct the training. The Verizon monopole tower project on the Parham Road Campus continues to progress. The estimated completion time for the Downtown Campus exterior building sign is currently October 2020.

There being no further discussion, the meeting adjourned at 4:54pm.

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Action Item #1

Approval of the LOVE Sign as a Permanent Fixture on the Parham Road Campus

In collaboration with the National Association of Women in Construction (NAWIC), a LOVE sign was crafted by students and temporarily installed near parking lot G facing Parham Road. In February 2019, the Chancellor provided approval for a period of one year. The LOVE sign is similar to the LOVE signs seen throughout the Commonwealth, and it is made of material typically used in construction such as metal, brick, Plexiglas and wood. The letters are attached to a concrete base. All plans, materials and construction were paid for by NAWIC. The College is seeking Board approval to keep the sign a permanent fixture on campus. There are no additional costs associated with moving the sign from a temporary to permanent fixture.

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Action Item #2

Approval Request for the FY2021 Tentative Auxiliary, Student Life and Vending Budgets

Due to the uncertainties of the current environment, the college is submitting a tentative framework for the Auxiliary, Student Life and Vending budgets. Modifications may be made subject to additional information available to the college. Revisions to the budget will be brought to the committee for approval. The enrollment driven budget requests are level to FY2020’s 5,504 FTE’s.

Auxiliary Budget

The college is requesting a budget of $1,219,864 which includes $126,084 from reserve funds. However, the FY2021 budget is approximately $374,000 less than the current year, primarily due to reduced personnel costs, and completed curb and pavement repairs. The personnel reduction reflects the reduced staffing needs at the DTC Parking Deck due to the on-line/hybrid course delivery mode in fall 2020.

Student Life Budget

The college is requesting a budget of $314,085 to operate its student life programs and personnel. The college continues to evaluate its services and opportunities to engage students in the current situation.

Vending Budget

The college is requesting $396,000 from vending funds to support the college’s operations. The college was conservative in its revenue estimates due to the current situation and with decreased traffic on campus. The college also moved some technology solution expenses in the vending budget to the college’s technology plan. There were also some realignments in the Departmental Planning and Recognition funds due to the reorganization. The college is in process to recruit for the additional vacant positions funded from the Vending funds approved by the Board.

Jurisdictional Budget

This budget is provided for informational purposes only. The budget was approved for submission to the City and jurisdictions in fall 2019. The requested amounts are still pending.

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Budget 1 State Local Combined % Remaining 2

RevenueFee collection3 1,073,280$ 552,496$ 401,128$ 953,624$ 119,656$ 1,073,280$ ‐$ Interest Income 500$ 2,168$ 2,168$ (1,668)$ 500$ ‐$ Other revenue 20,000$ 9,424$ 9,424$ 10,576$ 20,000$ ‐$ Reserves ‐$ ‐$ ‐$ ‐$ Total Revenue 1,093,780$ 554,665$ 410,552$ 965,217$ 128,563$ 1,093,780$ ‐$

ExpensesBiotech Lease (Navy Hill) 337,468$ 280,109$ 280,109$ 57,358$ 347,592$ 10,124$ Parking Deck Debt Service 327,000$ 326,956$ 326,956$ 44$ 334,125$ 7,125$ Parking Deck Access System Maintenance 14,430$ 8,293$ 8,293$ 6,137$ 13,000$ (1,430)$ Parking Deck Repairs & Maintenance 29,000$ 5,300$ 5,300$ 23,700$ 20,000$ (9,000)$ Parking lot curb & pavement repair [GC/PRC] 4 300,000$ 232,606$ 232,606$ 67,394$ 50,000$ (250,000)$ Parking Deck Cleaning & Maintenance 15,000$ 6,670$ 6,670$ 8,330$ (15,000)$ Equipment Maintenance & Supplies 20,000$ 3,309$ 3,309$ 16,691$ 10,000$ (10,000)$ Annual Inspection ‐ Code Blue 7,500$ ‐$ 7,500$ 7,500$ ‐$ Repairs‐ Code Blue 5,000$ 1,050$ 1,050$ 3,950$ 1,000$ (4,000)$ Live Safe Application 10,000$ 12,500$ 12,500$ (2,500)$ 10,000$ ‐$ Personnel Expense 453,476$ 195,605$ 195,605$ 257,871$ 386,647$ (66,828)$ Snow Removal (including overtime) 10,000$ ‐$ 10,000$ 5,000$ (5,000)$ Utilities & Miscellaneous Expense 40,000$ 20,478$ 20,478$ 19,522$ 35,000$ (5,000)$ Parking Lot LED light replacement [yr 3 of 3] 25,000$ ‐$ 25,000$ (25,000)$

Total Expenses 1,593,873$ 195,605$ 897,271$ 1,092,876$ 500,997$ 1,219,864$ (374,009)$ Net Income (Loss) (500,093)$ 359,060$ (486,719)$ (127,659)$ (126,084)$ 1 FY19 Budget Variance approved to come from Reserves if needed.2 There is 16.67% of the fiscal year remaining.3 FY19 Fee Revenue based on projected FTE of 5,504. FY20 projected FTE of 5,504.4 Board approved additional funding on January 11, 2018.

FY21 Request

FY21 Request vs FY20 Budget

J. Sargeant Reynolds Community CollegeTentative ‐ FY2021 Auxiliary Services Budget

FY2020 Actual as of 4/30/20

As of May 15, 2020

1 of 1 FY2021 Auxiliary Budget ‐Tentative ‐ 5.15.2020

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Sources Budget*Revenue at 4/30/20

Revenue over /(under) budget Budget*

FY2021 Budget over / (under) FY2020 Budget

Student Activity Fee of $1.50/cr hr $ 247,680 240,612$ (7,068)$ $ 247,680 ‐$ Increase for Recreation of $0.50/cr hr [effective Fall 2012] $ 82,560 80,204$ (2,356)$ $ 82,560 ‐$

Total Revenue 330,240$ 320,816$ (9,424)$ $ 330,240 $ ‐

Uses BudgetExpense at 4/30/2020

Expense over /(under) budget Budget

FY2021 Budget over / (under) FY2020 Budget

Student Life Program Budget 71,384$ 51,244$ (20,140)$ $ 71,000 $ (384)Personnel Budget 199,201$ 121,625$ (77,576)$ 199,585$ 384$ Student Ambassador Program 18,000$ 5,883$ (12,117)$ $ 18,000 $ ‐ Student Peer Advisors 10,500$ 10,200$ (300)$ $ 10,500 $ ‐ Threat Assessment 2,000$ (2,000)$ $ 2,000 $ ‐

Total Expense 314,085$ 200,233$ (113,852)$ 314,085$ ‐$

Revenue over / (under) Expense 16,155$ 120,583$ 104,428$ $ 16,155

* Based on projected enrollment of 5,504

FY2020 Expense FY2021 Expense Request

J. Sargeant Reynolds Community CollegeTentative FY2021 Student Life Budget

Summary

FY2020 Revenue FY2021 Revenue Projection

As of May 15, 2020

5/18/2020 FY2021 Student Life Budget ‐ Tentative ‐ 5.15.2020

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DeptID Description FY20 BudgetRev/Exp at 4/30/20

FY20 Rev/Exp Outstanding

% FY20 Outstanding/

Unspent FY21 Rev/Exp Projection

FY21 Rev/Exp over / (under) FY20 Budget

406041 Food Service ‐ PRC 15,000$ 5,676$ 9,324$ 5,000$ (10,000)$ 406042 Food Service ‐ DTC 3,485$ (3,485)$ 5,000$ 5,000$ 406060 Interest Income 16,000$ 16,000$ 16,000$ ‐$ 406073 Petty cash‐one time ‐$ 20,000$ (20,000)$ ‐$ ‐$ 406091 Follett Commissions‐ DTC 200,000$ 134,250$ 65,750$ 140,000$ (60,000)$ 406092 Follett Commissions‐ PRC 356,720$ 200,624$ 156,096$ 230,000$ (126,720)$

Revenue Budget 587,720$ 364,035$ 223,685$ 38% 396,000$ (191,720)$ Operating Expense Budget 587,720$ 246,258$ 341,461$ 58% 396,000$ (191,720)$ Revenue Budget over/(under) Expense Budget 0$ 117,777$ (117,776)$ ‐$ (0)$

DeptID Description FY20 BudgetExpense at 4/30/20

FY20 Expense Outstanding

Realigned Budget

FY21 Recommended

Budget

FY21 Recommended over / (under) FY20 Budget Responsibility

410000 Advance College Academy & Early College Academy 1,000$ ‐$ 1,000$ (74)$ 926$ (74)$ Britt (Dwyer) 430030 Creative Marketing 90,000$ 77,595$ 12,405$ (5,000)$ 85,000$ (5,000)$ Littlefield (Smith)430040 Community Relations & Public Affairs 18,000$ 7,438$ 10,562$ (3,000)$ 15,000$ (3,000)$ Littlefield (Schilling)440080 Center for Excellence in Teaching & Learning 2,770$ 917$ 1,853$ 2,770$ ‐$ Britt (Dwyer) 440100 Staff Development [on hold] 20,000$ ‐$ 20,000$ (20,000)$ ‐$ (20,000)$ Pando440120 Library Consortium 3,500$ 756$ 2,744$ (1,000)$ 2,500$ (1,000)$ Sass (Wu)440140 Science Night 950$ 934$ 16$ 950$ ‐$ Britt (Burton)450021 Tutorial Assistance (PRC) 51,000$ 17,232$ 33,768$ 51,000$ ‐$ Sass450022 Tutorial Assistance (DTC) 51,000$ 10,032$ 40,968$ 51,000$ ‐$ Sass450024 Student Art Show 700$ ‐$ 700$ (700)$ ‐$ (700)$ Sofinski 450220 Honors Program 2,300$ 121$ 2,179$ 700$ (1,600)$ Britt (Neal)450240 Art Collection 2,000$ 590$ 1,410$ (1,000)$ 1,000$ (1,000)$ Pando 450710 Welcome Center/Recruitment 11,000$ 11,240$ (240)$ 11,000$ ‐$ Sass450720 The Kitchens Team 10,000$ 4,153$ 5,847$ (7,000)$ 3,000$ (7,000)$ Burton452060 Cultural Enrichment Programming [on hold] 16,000$ 438$ 15,562$ (16,000)$ ‐$ (16,000)$ Littlefield (Schilling)452140 Health & Medical Technician Pinning Ceremonies 4,900$ ‐$ 4,900$ 4,900$ ‐$ Britt (Lawson)460060 President's Office 60,700$ 33,430$ 27,270$ (6,300)$ 54,400$ (6,300)$ Pando460070 Economic Development 1,450$ ‐$ 1,450$ (1,450)$ ‐$ (1,450)$ Creamer460080 Employee Relations 3,000$ 1,080$ 1,921$ 3,000$ ‐$ Pando460090 Classified Council 3,500$ 1,301$ 2,199$ (1,750)$ 1,750$ (1,750)$ Woodson (Cain)460100 Professional & Administrative Faculty Senate 1,200$ ‐$ 1,200$ (600)$ 600$ (600)$ Britt (Burton)460130 Administrative Charges 4,000$ 2,456$ 1,544$ 4,000$ ‐$ Bradshaw460150 Reserve 12,498$ 5,900$ 6,598$ 12,500$ 2$ Pando460160 College‐Wide Health/Wellness Program 1,200$ ‐$ 1,200$ (600)$ 600$ (600)$ Woodson

J. Sargeant Reynolds Community CollegeTentative FY2021 Vending Budget

Revenue

Expense

As of May 15, 2020

1 of 3 FY2021 Vending Budget - Tentative - 5.15.2020-r

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% FY20 Outstanding/







Realigned Budget

FY21 Recommended

Budget



Revenue

Expense

As of May 15, 2020

TBD Taskstream 5,000$ 5,000$ (5,000)$ ‐$ (5,000)$ Merrill450250 President's/Dean's List Certificates 7,000$ 7,000$ (7,000)$ ‐$ (7,000)$ Sass460170 Faculty Senate 10,300$ 1,553$ 8,747$ (10,300)$ ‐$ (10,300)$ Britt (Burruss)460180 Assessment Incentives/OIE 7,000$ ‐$ 7,000$ (3,500)$ 3,500$ (3,500)$ Britt460240 Adjunct Faculty Orientation Prog. ‐ College‐Wide 13,500$ 10,904$ 2,596$ (6,750)$ 6,750$ (6,750)$ Britt460260 Customer Related Mgmt System 25,000$ ‐$ 25,000$ (25,000)$ ‐$ (25,000)$ Littlefield (K. Smith)460270 Content Management System 16,000$ 16,000$ ‐$ (16,000)$ ‐$ (16,000)$ Littlefield460300 Advisory Committee Meetings ‐ College‐Wide 3,000$ 1,405$ 1,595$ (1,500)$ 1,500$ (1,500)$ Britt460350 SiteImprove 6,090$ 6,090$ ‐$ (6,090)$ ‐$ (6,090)$ Littlefield460380 Dept Planning & Recognition ‐ Woodson 200$ 58$ 142$ 200$ ‐$ Woodson460450 Learning Communities 8,608$ ‐$ 8,608$ (8,608)$ ‐$ (8,608)$ Britt460610 Dept Planning & Recognition ‐ Merrill 1,500$ 445$ 1,055$ (1,300)$ 200$ (1,300)$ Merrill460620 Dept Planning & Recognition ‐ Bradshaw 2,500$ 686$ 1,814$ 1,200$ 3,700$ 1,200$ Bradshaw460630 Dept Planning & Recognition ‐ Creamer 2,000$ 212$ 1,788$ (800)$ 1,200$ (800)$ Creamer460640 Dept Planning & Recognition ‐ Britt 3,900$ 637$ 3,263$ 2,500$ 6,400$ 2,500$ BrittTBD Dept Planning & Recognition ‐ Dwyer 500$ 500$ 500$ DwyerTBD Dept Planning & Recognition ‐ Littlefield 500$ 500$ 500$ Littlefield

460650 Recognition and Awards Ceremony 10,000$ 3,903$ 6,097$ (5,000)$ 5,000$ (5,000)$ Pando460660 Dept Planning & Recognition ‐ Sass 1,000$ 171$ 829$ 2,500$ 3,500$ 2,500$ Sass460690 Scholarship Donor/Recipient Luncheon 7,000$ 7,646$ (646)$ (3,500)$ 3,500$ (3,500)$ Littlefield 460691 Donor Recognition and Outreach Events 5,000$ 2,017$ 2,983$ (2,500)$ 2,500$ (2,500)$ Littlefield 460700 College Board 20,000$ 10,402$ 9,598$ (5,000)$ 15,000$ (5,000)$ Pando470000 Campus Enhancements 50,000$ ‐$ 50,000$ (25,000)$ 25,000$ (25,000)$ Pando450092 Financial Aid corrections 10,454$ 8,516$ 1,938$ 10,454$ ‐$ Sass


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% FY20 Outstanding/







Realigned Budget

FY21 Recommended

Budget



Revenue

Expense

As of May 15, 2020

Operating Expense 587,720$ 246,258$ 341,461$ (190,122)$ 396,000$ (191,720)$

Non Operating Expense460390 Petty Cash Clearing 1,185$ (1,185)$ ‐$ ‐$ Bradshaw

Non Operating Expense ‐$ 1,185$ (1,185)$ ‐$ ‐$ ‐$


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Description

Carryforward Balance

6/30/2019 BudgetExpense @ 4/30/20

Projected Expense

Projected Budget

remaining

Projected Carryforward Balance @ 6/30/2020

FY21 Budget Request *

Student Services Personnel $ 1,028,068 295,097$ 121,352$ 11,050$ 162,695$ 895,666$ 348,500$

On 11/2/17, the Board approved $800,000 vending funds for 5 Student Services positions, and $400,000 President's discretion funds, to end on 6/30/2020.On 3/5/2020, the Board approved extension of end date until 6/30/2023 or until funds are depleted.* Amount will vary depending on offered salaries.

Tentative FY2021 Vending Budget‐ Student ServicesAs of May 15, 2020

FY2020

J. Sargeant Reynolds Community College

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Number Description ** BudgetExpense @ 4/30/2020

Budget Remaining

FY21 Realignments FY21 Budget Responsible

430000 Community Board Obligations 6,610$ 149$ 6,461$ 6,613$ Pando430010 Community Outreach Program 13,210$ 2,705$ 10,505$ 13,214$ Littlefield 430020 Community Information 26,530$ 21,686$ 4,844$ 26,530$ Littlefield 440010 Professional Development Allocations 51,990$ 24,157$ 27,834$ 51,992$ VP/AVP/Dean450061 Tutorial Assistance‐ PRC 12,273$ 12,273$ ‐$ 12,267$ Sass450062 Tutorial Assistance‐ DTC 12,273$ 12,273$ ‐$ 12,267$ Sass460000 President's Office 8,210$ 2,671$ 5,539$ 6,300$ 14,511$ Pando460001 Vice President of Academic and Student Affairs 1,500$ 1,500$ (0)$ (1,500)$ ‐$ Britt460002 Enrollment Services 1,000$ 198$ 802$ (1,000)$ ‐$ Sass

460010Associate Vice President of Strategic Planning, Institutional Effectiveness & Technology 800$ 429$ 371$ (800)$ ‐$ Merrill

460020 Vice President of Finance and Administration 1,000$ 146$ 854$ (1,000)$ ‐$ Bradshaw460030 Vice President of Community College Workforce Alliance 800$ ‐$ 800$ (800)$ ‐$ Creamer460040 Special Events to Support the Mission of the College 2,010$ 701$ 1,309$ 2,010$ Littlefield460050 Contingency 4,670$ ‐$ 4,670$ 4,672$ Pando460210 Associate Vice President of Human Resources 600$ ‐$ 600$ (600)$ ‐$ Woodson

460320Vice President of Institutional Advancement &Strategic Partnerships 600$ 468$ 132$ (600)$ ‐$ Littlefield

480000 Student Aid 90,700$ 50,046$ 40,654$ 125,000$ LittlefieldTotal 234,776$ 129,402$ 105,374$ ‐$ 269,076$

** Pending final budget approval from the counties and the City of Richmond.* The lined through budgets have been moved to the Vending budget and adjusted for the reorganization staffing count.

Reynolds Community CollegeTentative FY2021 Jurisdictional Operating Budget *

As of May 15, 2020

5/18/2020 FY2021 Jurisdictional Operating Budget ‐ Tentative ‐ 5.15.2020‐r

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Revenue Cash Transfers1 Expense Net Chg

Jurisdictional Capital (Construction) $ 1,036,334 $ 628,851 $ 180,745 $ 108,535 $ 701,061 $ 1,737,395 $ 315,694 $ 1,421,701 $ 728,927 $ 100,076

Jurisdictional Operating $ 946,899 $ 221,492 $ 129,402 $ 92,090 $ 1,038,989 $ 105,374 $ 933,615 $ 234,776 $ 13,284

Auxiliary Services $ 2,738,889 $ 410,552 $ (180,745) $ 897,271 $ (667,464) $ 2,071,425 $ 243,126 $ 1,828,299 $ 1,093,780 $ 683,228

Vending $ 4,784,924 $ 364,035 $ 327,161 $ 36,874 $ 4,821,798 $ 555,658 $ 4,266,140 $ 593,720 $ 229,685

Student Life $ 820,719 $ 220,000 $ 200,233 $ 19,767 $ 840,486 $ 163,852 $ 676,634 $ 314,085 $ 94,085

Total Local Board Funds $ 10,327,765 $ 1,844,930 $ - $ 1,662,603 $ 182,327 $ 10,510,093 $ 1,383,704 $ 9,126,388 $ 2,965,288 $ 1,120,358

Expense Detail Restricted Fund Balances

Jurisdictional Capital (Construction) Jurisdictional Capital (Construction)

Georgiadis Hall - exterior lighting $ 26,501 Georgiadis Hall - exterior lighting $ 15,568

PRC Warehouse study $ 8,183 PRC Warehouse study $ 11,977

DTC Security Cameras, Phase 1 $ 45,561 DTC Security Cameras, Phase 1 $ 1,439

Stream Restoration Design $ 28,290 Stream Restoration Design $ 1,710

MS4 Bioretention filter $ - MS4 Bioretention filter $ 150,000

DTC Exterior Signage $ - DTC Exterior Signage $ 135,000

Total Jurisdictional Capital (Construction) $ 108,535 Total Jurisdictional Capital (Construction) $ 315,694

Jurisdictional Operating Jurisdictional Operating

Operating Expense $ 129,402 Operating Expense $ 105,374

Total Jurisdictional Operating $ 129,402 Total Jurisdictional Operating $ 105,374

Auxiliary Services Auxiliary Services

Biotech Parking Lease $ 280,109 Biotech Parking Lease $ 57,358

Parking Deck Debt Payment $ 326,956 Parking Deck Debt Payment $ 44

Parking Deck Gate and Software $ 8,293 Parking Deck Gate and Software $ 6,137

Parking Deck Repairs & Restoration $ 244,576 Parking Deck Repairs & Restoration $ 99,424

Parking Deck Reserves & Operating Expense Balances $ 23,787 Parking Deck Reserves & Operating Expense Balances $ 46,213

Code Blue Equipment & Maintenance $ 1,050 Code Blue Equipment & Maintenance $ 11,450

Live Safe Application $ 12,500 Live Safe Application $ (2,500)

Parking Lot LED light replacement [yr 3 of 3] $ - Parking Lot LED light replacement [yr 3 of 3] $ 25,000

Total Auxiliary Services $ 897,271 Total Auxiliary Services $ 243,126

Vending Vending


Exceptional Expense 389,419$ Exceptional Expense 216,132$

Total Vending $ 327,161 Total Vending $ 555,658

Student Life Student Life


Book/Scholarship funds4-$ Book/Scholarship funds 50,000$

Total Student Life $ 200,233 Total Student Life $ 163,852

1 Entry Guard parking gate budgeted in Auxiliary, but moved to capital projects for financial statements.2 On 11/2/17, the Board approved use of $2,000,000 in funds over three years to support

the new Culinary School as needed. 3 Student Services positions, Petty Cash and Financial Aid corrections.4 On 11/7/19, the board approved $50,000 in student life reserve funds for a student aid books/scholarships.

Reynolds Community College

FY2020 Local Funds Summary Report

April 30, 2020

Fund

Revenue

Variance

Carry Forward

6/30/2019

Cash Balance

4/30/2020

Restricted

Funds

Unrestricted

Balance2

Budgeted

Revenue

FY2020

5/11/20201 of 9

Local Board Reports, Apr2020 -Local Board Summary

13

Dept Description Budget Expense

Budget

Remaining

% Budget

Remaining1Responsible

430000 Community Board Obligations 6,610$ 149$ 6,461$ 98% Pando

430010 Community Outreach Program 13,210$ 2,705$ 10,505$ 80% Littlefield

430020 Community Information 26,530$ 21,686$ 4,844$ 18% Littlefield

440010 Professional Development Allocations 51,990$ 24,157$ 27,834$ 54% VP/AVP/Dean

450061 Tutorial Assistance- PRC 12,273$ 12,273$ -$ 0% Britt

450062 Tutorial Assistance- DTC 12,273$ 12,273$ -$ 0% Britt

460000 President's Office 8,210$ 2,671$ 5,539$ 67% Pando

460001 Vice President of Academic and Student Affairs 1,500$ 1,500$ (0)$ 0% Britt

460002 Enrollment Services 1,000$ 198$ 802$ 80% Sass

460010

Associate Vice President of Strategic Planning, Institutional

Effectiveness & Technology 800$ 429$ 371$ 46% Merrill

460020 Vice President of Finance and Administration 1,000$ 146$ 854$ 85% Bradshaw

460030 Vice President of Community College Workforce Alliance 800$ -$ 800$ 100% Creamer

460040 Special Events to Support the Mission of the College 2,010$ 701$ 1,309$ 65% Littlefield

460050 Contingency 4,670$ -$ 4,670$ 100% Pando

460210 Associate Vice President of Human Resources 600$ -$ 600$ 100% Woodson

460320

Vice President of Institutional Advancement &Strategic

Partnerships 600$ 468$ 132$ 22% Littlefield

480000 Student Aid 90,700$ 50,046$ 40,654$ 45% Littlefield

Total 234,776$ 129,402$ 105,374$ 45%1 There is 16.67% of the fiscal year remaining.


FY2020 Jurisdictional Operating Report

April 30, 2020

2 of 9Jurisdictional Operating

14

Budget 1 State Local Combined Remaining 2

RevenueFee collection 1,073,280$ 552,496$ 401,128$ 953,624$ 119,656$ 11%

Interest Income 500$ 2,168$ 2,168$ (1,668)$ -334%

Other revenue 20,000$ 9,424$ 9,424$ 10,576$ 53%

Reserves -$ -$ -$ 100%

Total Revenue 1,093,780$ 554,665$ 410,552$ 965,217$ 128,563$ 12%

ExpenseBiotech Lease (Navy Hill) 337,468$ 280,109$ 280,109$ 57,358$ 17%

Parking Deck Debt Service 327,000$ 326,956$ 326,956$ 44$ 0%

Parking Deck Access System Maintenance 14,430$ 8,293$ 8,293$ 6,137$ 43%

Parking Deck Repairs 29,000$ 5,300$ 5,300$ 23,700$ 82%

Parking lot curb & pavement repair [GC/PRC] 3 300,000$ 232,606$ 232,606$ 67,394$ 22%

Parking Deck Cleaning & Maintenance 15,000$ 6,670$ 6,670$ 8,330$ 56%

Equipment Maintenance & Supplies 20,000$ 3,309$ 3,309$ 16,691$ 83%

Annual Inspection - Code Blue 7,500$ -$ 7,500$ 100%

Repairs- Code Blue 5,000$ 1,050$ 1,050$ 3,950$ 79%

Live Safe Application 10,000$ 12,500$ 12,500$ (2,500)$ -25%

Personnel Expense 453,476$ 147,817$ 147,817$ 305,659$ 67%

Snow Removal (including overtime) 10,000$ -$ 10,000$ 100%

Utilities & Miscellaneous Expense 40,000$ 20,478$ 20,478$ 19,522$ 49%

Parking Lot LED light replacement [yr 3 of 3] 25,000$ -$ 25,000$ 100%

Total Expense 1,593,873$ 147,817$ 897,271$ 1,045,088$ 548,785$ 34%

Net Income (Loss) 1 (500,093)$ 406,848$ (486,719)$ (79,871)$ 1 FY20 Budget Variance approved to come from Reserves if needed.2 There is 16.7% of the fiscal year remaining.3 Original Budget $200,000, additional $100,000 approved by the Board in September 2019.


FY2020 Auxiliary Services Report

April 30, 2020

3 of 9Auxiliary

15

SUMMARY of Revenue and Expense

Description Budget Actual Remaining % Remaining1

Revenue 593,720$ 364,035$ 229,685$ 39%

Operating Expense 577,268$ 237,742$ 339,526$ 59%

Revenue less Expense Total 16,452$ 126,293$ (109,841)$ -668%

Reserve funded Exceptional Expense 305,551$ 89,419$ 216,132$ 71%

EXPENSE

Dept Description Budget Expense Remaining % Remaining1Responsibility

410000 Advance College Academy & Early College Academy 1,000$ -$ 1,000$ 100% Corbin

430030 Creative Marketing 90,000$ 77,595$ 12,405$ 14% Littlefield (Smith)

430040 Community Relations & Public Affairs 18,000$ 7,438$ 10,562$ 59% Littlefield (Schilling)

440080 Center for Excellence in Teaching & Learning 2,770$ 917$ 1,853$ 67% Corbin

440100 Staff Development [on hold] 20,000$ -$ 20,000$ 100% Pando

440120 Library Consortium 3,500$ 756$ 2,744$ 78% Britt (Wu)

440140 Science Night 950$ 934$ 16$ 2% Britt (Burton)

450021 Tutorial Assistance (PRC) 51,000$ 17,232$ 33,768$ 66% Britt

450022 Tutorial Assistance (DTC) 51,000$ 10,032$ 40,968$ 80% Britt

450024 Student Art Show 700$ -$ 700$ 100% Sofinski

450220 Honors Program 2,300$ 121$ 2,179$ 95% Britt (Neal)

450240 Art Collection 2,000$ 590$ 1,410$ 71% Pando

450710 Welcome Center/Recruitment 11,000$ 11,240$ (240)$ -2% Sass

450720 the Kitchens Team 10,000$ 4,153$ 5,847$ 58% Burton

452060 Cultural Enrichment Programming [on hold] 16,000$ 438$ 15,562$ 97% Littlefield (Schilling)

452140 Health & Medical Technician Pinning Ceremonies 4,900$ -$ 4,900$ 100% Britt (Lawson)

460060 President's Office 60,700$ 33,430$ 27,270$ 45% Pando

460070 Economic Development 1,450$ -$ 1,450$ 100% Creamer

460080 Employee Relations 3,000$ 1,080$ 1,921$ 64% Pando

460090 Classified Council 3,500$ 1,301$ 2,199$ 63% Woodson (Cain)

460100 Professional & Administrative Faculty Senate 1,200$ -$ 1,200$ 100% Britt (Burton)

460130 Administrative Charges 4,000$ 2,456$ 1,544$ 39% Bradshaw

460150 Reserve 12,500$ 5,900$ 6,600$ 53% Pando

460160 College-Wide Health/Wellness Program 1,200$ -$ 1,200$ 100% Woodson

TBD Taskstream 5,000$ 5,000$ 100% Merrill

450250 President's/Dean's List Certificates 7,000$ 7,000$ 100% Sass

460170 Faculty Senate 10,300$ 1,553$ 8,747$ 85% Britt (Burruss)

460180 Assessment Incentives/OIE 7,000$ -$ 7,000$ 100% Merrill

460240 Adjunct Faculty Orientation Prog. - College-Wide 13,500$ 10,904$ 2,596$ 19% Britt

460260 Customer Related Mgmt System 25,000$ -$ 25,000$ 100% Littlefield (K. Smith)

460270 Content Management System 16,000$ 16,000$ -$ 0% Littlefield

460300 Advisory Committee Meetings - College-Wide 3,000$ 1,405$ 1,595$ 53% Britt

460350 SiteImprove 6,090$ 6,090$ -$ 0% Littlefield

460380 Dept Planning & Recognition - Woodson 200$ 58$ 142$ 71% Woodson

460450 Learning Communities [will realign to Prof Dev] 8,608$ -$ 8,608$ 100% Britt


FY2020 Vending Report

April 30, 2020

4 of 9Vending

16

SUMMARY of Revenue and Expense

Description Budget Actual Remaining % Remaining1

Revenue 593,720$ 364,035$ 229,685$ 39%

Operating Expense 577,268$ 237,742$ 339,526$ 59%

Revenue less Expense Total 16,452$ 126,293$ (109,841)$ -668%

Reserve funded Exceptional Expense 305,551$ 89,419$ 216,132$ 71%

EXPENSE

Dept Description Budget Expense Remaining % Remaining1Responsibility


FY2020 Vending Report

April 30, 2020

460610 Dept Planning & Recognition - Merrill 1,500$ 445$ 1,055$ 70% Merrill

460620 Dept Planning & Recognition - Bradshaw 2,500$ 686$ 1,814$ 73% Bradshaw

460630 Dept Planning & Recognition - Creamer 2,000$ 212$ 1,788$ 89% Creamer

460640 Dept Planning & Recognition - Britt 3,900$ 637$ 3,263$ 84% Britt

460650 Recognition and Awards Ceremony 10,000$ 3,903$ 6,097$ 61% Pando

460660 Dept Planning & Recognition - Sass 1,000$ 171$ 829$ 83% Sass

460690 Scholarship Donor/Recipient Luncheon 7,000$ 7,646$ (646)$ -9% Littlefield

460691 Donor Recognition and Outreach Events 5,000$ 2,017$ 2,983$ 60% Littlefield

460700 College Board 20,000$ 10,402$ 9,598$ 48% Pando

470000 Campus Enhancements 50,000$ -$ 50,000$ 100% Pando

Subtotal Operating Expense 577,268$ 237,742$ 339,526$ 59%

450026 Student Services Personnel2295,097$ 79,718$ 215,379$ 73% Bolt

450092 Financial Aid corrections 10,454$ 8,516$ 1,938$ 19% Sass

460390 Petty Cash Clearing 1,185$ (1,185)$ Bradshaw

Subtotal Exceptional Expense 305,551$ 89,419$ 216,132$ 71%

Total Expense 882,819$ 327,161$ 555,658$ 63%1 There is 16.67% of the fiscal year remaining.2 On 11/2/17, the Board approved vending funds for 5 Student Services positions, to end on 6/30/2020.

On 3/5/2020, the Board approved extension of end date until 6/30/2023 or until funds are depleted.

5 of 9Vending

17

Dept Description Budget Expense

Budget

Remaining

%

Remaining1

Office Supplies 750$ 209$ 541$ 72%

Equipment 500$ 64$ 436$ 87%

Professional Development 250$ -$ 250$ 100%

Travel between campuses 750$ 234$ 516$ 69%

450300 Subtotal Operating Expenses 2,250$ 508$ 1,742$ 77%

Speakers/Campus Activities/Trips 33,084$ 29,435$ 3,649$ 11%

450650 Subtotal Speakers/Campus Activities/Trips 33,084$ 29,435$ 3,649$ 11%

Student Senate Scholarships 8,000$ 3,500$ 4,500$ 56%

Student Senate Leadership & Administration 2,800$ 1,263$ 1,537$ 55%

Honors Program Activities 1,250$ 119$ 1,131$ 90%

450171 Subtotal Student Programs 12,050$ 4,883$ 7,167$ 59%

Current Student Clubs/ Organizations/Leadership Development 8,000$ 6,263$ 1,737$ 22%

JSR Lead 7,500$ 5,057$ 2,443$ 33%

Phi Theta Kappa 1,000$ -$ 1,000$ 100%

450160 Subtotal Student Organizations 16,500$ 11,320$ 5,180$ 31%

Student Handbooks 5,000$ 5,000$ -$ 0%

Publications & Recognition 2,000$ -$ 2,000$ 100%

Promotional Supplies 500$ 98$ 402$ 80%

450100 Subtotal Promotional Activities 7,500$ 5,098$ 2,402$ 32%

Total Programs 71,384$ 51,244$ 20,140$ 28%

450170 Personnel [Coordinator position] 85,288$ 68,490$ 16,798$ 20%

450800 Student Ambassadors 18,000$ 5,883$ 12,117$ 67%

450810 Student Peer Advisors 10,500$ 10,200$ 300$ 3%

450500 Threat Assessment/Mental Health/QEP Peer Advisors 2,000$ -$ 2,000$ 100%

Total Non-Program 115,788$ 84,573$ 31,215$ 27%

Subtotal Student Life 187,172$ 135,817$ 51,355$ 27%

Dept ID Recreational Programs Budget Expense

Budget

Remaining

%

Remaining1

Personnel [Student Life Specialist- Recreational Programs] 102,413$ 43,359$ 59,054$ 58%

Athletics/Recreation/Wellness Activities 13,000$ 11,281$ 1,719$ 13%

Wage Position 11,500$ 9,776$ 1,724$ 15%

450700 Subtotal Recreational 126,913$ 64,416$ 62,497$ 49%

314,085$ 200,233$ 113,852$ 36%1 There is 16.67% of the fiscal year remaining.


FY2020 Student Life Report

April 30, 2020

TOTAL STUDENT LIFE

6 of 9 Student Life

18

Revenue Budget Actual

Over /

(Under) Recomm. Budgeted Actual

FTE 5,504 5,482 (22)

Credit Hours 1 165,120 164,460 (660)

Total Revenue 346,752$ 345,366$ (1,386)$

Expense Initial FY Budget Actual

Over /

(Under) FO339 - Mathematics Y1 -2010 75,688$ 61,828$ (13,860)$

FO363 - Mathematics Y2 -2011 75,688$ 59,306$ (16,382)$

FO364 - Biology 2

Y2 -2011 57,396$ 59,056$ 1,660$

Total Faculty Personnel 208,772$ 180,190$ (28,582)$ 60% 60% 52%

260 - Success Center2Y9- 2019 68,980$ 67,204$ (1,776)$

Total Student Services Personnel 68,980$ 67,204$ (1,776)$ 20% 20% 19%

Scholarship369,000$ 69,000$ -$

Total Financial Aid 69,000$ 69,000$ -$ 20% 20% 20%

Total Expense 346,752$ 316,394$ (30,358)$ 100% 100% 92%

Revenues less Expenses 0$ 28,972$ 1 Actual Credit Hours are calculated from FTE's on VCCS Enrollment Report as of 5/4/2020.2 Position split budgeted in State & Differential funds.3 Current Year only. Does not include $32,375 of FY19 Financial Aid carried over and released in FY20.


FY2020 Tuition Differential Report

[excludes funding for Faculty increases]

April 30, 2020

FY2020 Revenue Distribution

7 of 9 Differential

19

JSRCC Requested

Budget

Jurisdiction

Approved Received YTD

Jurisdiction

Approved minus

Received YTD % Received

Jurisdiction

Approved vs

Requested % Change

Jurisdiction

Approved vs

FY19 Actual % Change

Operating

Goochland County $ 7,373 $ 7,373 $ 7,373 $ - 100% $ - 0% $ - 0%

Hanover County $ 34,542 $ 34,542 $ 34,542 $ - 100% $ - 0% $ - 0%

Henrico County $ 105,337 $ 105,337 $ 105,337 $ - 100% $ - 0% $ - 0%

Louisa County $ 5,688 $ 5,688 $ 8,355 $ (2,667) 147% $ - 0% $ 2,667 54%

Powhatan County $ 9,471 $ 9,471 $ 9,471 $ - 100% $ - 0% $ - 0%

City of Richmond $ 72,365 $ 72,659 $ 56,415 $ 16,245 78% $ 294 0% $ (16,245) (27)%

Interest

Total Operating $ 234,776 $ 235,070 $ 221,492 $ 13,578 94% $ 294 0% $ (13,578) (7)%

Capital

Goochland County $ 22,891 $ 22,891 $ 22,891 $ - 100% $ - 0% $ - 0%

Hanover County $ 107,245 $ 107,245 $ 107,245 $ - 100% $ - 0% $ - 0%

Henrico County $ 327,049 $ 327,049 $ 327,049 $ - 100% $ - 0% $ - 0%

Louisa County $ 17,661 $ 17,661 $ 25,940 $ (8,279) 147% $ - 0% $ 8,279 54%

Powhatan County $ 29,405 $ 29,405 $ 29,405 $ - 100% $ - 0% $ - 0%

City of Richmond $ 224,676 $ 225,591 $ 116,321 $ 109,270 52% $ 915 0% $ (109,270) (47)%

Interest $ -

Total Capital $ 728,927 $ 729,842 $ 628,851 $ 100,991 86% $ 915 0% $ (100,991) (16)%

Combined

Goochland County 30,264$ 30,264$ 30,264$ -$ 100% -$ 0% -$ 0%

Hanover County 141,787$ 141,787$ 141,787$ -$ 100% -$ 0% -$ 0%

Henrico County 432,386$ 432,386$ 432,386$ -$ 100% -$ 0% -$ 0%

Louisa County123,349$ 23,349$ 34,295$ (10,946)$ 147% -$ 0% 10,946$ 54%

Powhatan County 38,876$ 38,876$ 38,876$ -$ 100% -$ 0% -$ 0%

City of Richmond2297,041$ 298,250$ 172,736$ 125,515$ 58% 1,209$ 0% (125,515)$ (43)%

Interest -$ -$ -$ -$

Total Combined 963,703$ 964,912$ 850,343$ 114,569$ 88% 1,209$ 0% (114,569)$ (13)%1 In August 2019, Louisa paid $10,945.50 which was their outstanding FY19 balance.2 Richmond approved a budget amount over that Requested as prior to our request they applied an increase of 3% to previous year.

Population changes made their increase slightly less than 3%.

In July 2019, Richmond paid $86,367.75, 3rd Qtr FY19 balance. In Feb 2020, 4th Qtr FY19 was paid.


FY2020

Jurisdiction

Variances

Jurisdiction Contributions Report

Requested vs Approved

April 30, 2020

8 of 9Jurisdiction Contrib

20

Davenport & Company Investment Date Book Value Market Value

Short-Term Fund Investments August 2017 1,000,000$ 1,041,482$ Long-Term Fund Investments August 2017 5,300,000$ 5,528,639$

Total Davenport & Company: 6,300,000$ 6,570,121$

Local Government Investment Pool Issued Date Maturity Date Yield Amount InvestedCurrent Investment n/a Liquid 1.357% 3,348,478$

Total Investments 9,918,599$

Local Bank Account Balances 591,493$

Total Cash Balance 10,510,093$


Local Funds Investments

April 30, 2020

5/11/20209 of 9

Local Board Reports, Apr2020 -Investments

21

Facilities Management & Planning Projects May 2020

CAMPUS WIDE PROJECTS

ADA Parking lot improvements • The VCCS has funded and implemented an ADA parking lot improvements project. This project will bring all three campuses into ADA

compliance for handicapped parking spaces. The VCCS is reviewing updated plans and will bid in May 2020.

PARHAM ROAD CAMPUS

Building power washing • We will be power washing the exterior of Workforce Development, Burnette Hall, Georgiadis Hall and Massey LTC. It will take about two

weeks to clean the four buildings. Shared Services is bidding for us now. Work to be completed by June 10, 2020

Asphalt replacement & repairs • The shuttle bus parking area will be graded and asphalt millings will be placed on April 6, 2020. This will provide a more durable surface

for the buses to park on. Work has been completed.• Remaining pavement repairs at PRC will be started in late May and will be completed by June 10, 2020.

Massey Library Technology Center (LTC) • The VCCS has provided funding through the Maintenance Reserve (MR) program to replace the original cooling tower installed in 2008.• VCCS issued project to Waco Inc. Completion date is Aug 2020.• The cooling tower has been ordered and is expected July 2020.

Parking light LED upgrades • Facilities has developed a three-year plan to replace exterior lights with LED lights. LED lights are more energy efficient and brighter.• The College Board has approved funding for the remaining exterior LED lighting for buildings & parking areas.• LED lights have arrived and FM staff has started installation.

Parking Lot L/M Stormwater Management • The College Board has approved $135,000 in funding for a storm water bioretention filter system to comply with current EPA / VA DEQ

stormwater requirements. The VCCS is awarding the contract to VA Builders, Fredericksburg, VA for $135,000.

22

Verizon Monopole Tower • JSR & the VCCS have been working with Verizon on installing a 150’ monopole tower in the rear of the campus near parking lot M.

Verizon would have a 40’ X 40’ fenced in area and would pay JSR a monthly fee for the rental.• Verizon is developing civil design plans that will be reviewed by the VCCS.

Warehouse • The College Board has approved a design study for a new warehouse that would be located adjacent to the Facilities building. The study

will include site layout, exterior appearance and budget estimate. This submission will require approvals from the VCCS and VAArchitectural Review Board (ARB).

• The VCCS has submitted the warehouse project to the State Board for approval at their next May 20-21 meeting.

23

GOOCHLAND CAMPUS

• ADA Parking lot improvements – The VCCS has funded and implemented an ADA parking lot improvements project. This project will bringthe Goochland campus into ADA compliance for handicapped parking spaces. The VCCS is reviewing updated plans and will bid in May2020.

DOWNTOWN CAMPUS

Exterior Building Sign

• We are in the process of hiring an A/E firm to design a new exterior JSR sign for the top of the DTC building. This sign will be placed on both sides of the building so that people can identify our building as they pass.

• Preliminary design received. Awaiting formal VA Architectural Review Board (ARB) submission. College Board has approved design and funding of sign.

• Architectural Review Board (ARB) has approved the sign. The VCCS will submit to the State Board for review at their next May 20-21 meeting.

Roof Replacement

• The VCCS has authorized funding from their Maintenance Reserve Projects to replace the upper roof, auditorium roof and three stairwayroofs on the parking deck.

• The VCCS has issued a contract to Northeast Contracting Corp for $681,423 using Maintenance Reserve (MR) funds. Project duration issix (6) months from Notice to Proceed (NTP) July 2020. Roofing work is 80% complete as of May 8, 2020.

Auditorium HVAC Replacement

• The VCCS has authorized funding from their Maintenance Reserve (MR) funds to replace the DTC auditorium HVAC unit. The unit is overtwenty years old. The project will replace the unit and the supply / return piping.

• Waco Inc, Sandston VA lowest responsible bidder at $159,483. Contract completion date is June 8, 2020. Work is 95% complete.

The Kitchens at Reynolds

• Expected substantial completion is June 2, 2020. Scheduled move date is the week of June 15, 2020.

24

Documents

J. Sargeant Reynolds Community College Finance and ... · 1. Investments Review (Amy Bradshaw) a. Reynolds will sign a one -year renewal option with Davenport. As the long-term funds