November 19-20, 2003 Meeting Minutes In attendance (for all or part of the meeting): Albany - Leo F. Neveu; Alfred - UTC - Daniel J. Nevereu; Alfred - Ceramics - Brice M. Weigman; Binghamton - Anthony A. Ferrara, James Van Voorst; Brockport - Greig W. Mitchell; Buffalo - Center - Kevin R. Seitz; Canton - Carson E. Smith; Cobleskill - Gary Miller; Cornell - Statutory Colleges - Richard J. Duell; Cortland - William E. Shaut; Delhi - Ken Armstrong; Empire State - William C. Ferrero; Environmental Science and Forestry - Connie S. Webb; Farmingdale - George P. LaRosa, Richard J. Hume; Fredonia - Tracy S. Bennett; Geneseo - Kenneth H. Levison; SUNY Downstate Medical Center - Ivan M. Lisnitzer; SUNY Upstate Medical University - Steven C. Brady; New Paltz - Johanna D'Aleo; Old Westbury - Deirdre M. Dowd; Oneonta - Leif S. Hartmark; Optometry - David A. Bowers; Oswego - Nicholas A. Lyons; Potsdam - David Kirwan; Purchase - Judith Nolan; Stony Brook - Richard L. Mann; Utica/IT - Bruce E. Reichel; SUNY System Administration - Jim Campbell, David M. DeMarco, Kellie Dupuis, Cindi Safford-Dingham, Brian T. Stenson, Patrick J. Wiater, Paul Tucci, Dom Sheppard; Research Foundation - Frank Gabriel Wednesday, November 19, 2003 David Bowers called meeting to order at 1:00 p.m. Andy Edwards - SUNY Legal Counsel Distributed the following handouts Office of Employee Relations - online ethics training New faculty financial disclosure requirements If campus has emergency legal issue, Edwards' home telephone is (518) 286-1315 Executive Order 127 - this may not be permanent, since they are not receiving valuable information. The following points concerning Executive Order 127 were discussed. "Cold calls" for something where the procurement process has not commenced are not reported. Intra-agency communications are exempt from reporting. These rules cover everything per OSC (including Research Foundation): The Attorney General's Office disagrees with this interpretation. Per Bonny Boice, the OSC is only be concerned with NY State contracts with the RF. Calls to a Legislator's Office requesting that they give consideration to someone in their district is reportable. Vendors are supposed to fill forms with the campus that they discussed potential purchases with. Major question - Is this Executive Order applicable to community colleges? Other topics - items that campuses should pay attention to: Let him know if you have problems or concerns about his office operation. Graduate Student Union - send local questions to SUNY Labor Relations. President's Report - David Bowers SUBOA charge to A/B/B group will be delivered by David to committee. Mr. John D. Agati from Senator LaValle's office will be dinner speaker tonight (11/19/03). Kim Cline's campus has lost two students - died in "subway surfing" accident. William Snyder from N.Y. Network will be a speaker tomorrow. No minutes from September meeting at this time. Treasurer's Report - Brice Weigman Reported Shares balance $31,314.86 Checks balance   3,172.55 $34,487.41 Committee Reports - Tracy S. Bennett George LaRosa reviewed the following charges to the A/B/B Group: Review of Recharges Looking for recommendations on rates (e.g.) HIPAA changes Multiple Interveners Group Is this a collaborative approach between SUNY System and SUBOA to review topics? Bill Ferraro suggested reviewing all recharges on a revolving basis Ken Levison stated A/B/B should only evaluate the methodology of recharge, not the decision to recharge George LaRosa suggested SUBOA should write letter to SUNY requesting development of recharge procedures Improve SUCF and DASNY fiscal reports to campuses David Bowers - A/B/B should work with Capital Advisory Group Richard L. Mann - we need to stay on top of these funds since they are such large amounts Further refine and update the Web application A/B/B in the report module Develop consistent method for reporting delayed TAP payments A/B/B should work with System Administration on this issue Review criteria for business systems upgrade Work with DIFR Transition Committee A/B/B will work with DASNY to develop better accounting reports Stay current with RAM/BAP/Development for system Ivan Lisnitzer - Concerned about the extent of campus involvement Richard Mann - Asked about SUNY's plans for the BAP; what is the policy on overenrollment? James Van Voorst - Is it 1% FTE or 1% of the cash? (The issue of the 1% enrollment cap will be discussed with System Administration.) Business Officer Comments Johanna D'Aleo reported that she was appointed to the Research Foundation Fringe Benefit Committee Bonnie Boice stated that Research Foundation is developing comparative information on this item Bonny Boice also reported that SUNY is asking for all Research Foundation data for the Business Systems Upgrade - she has concerns about this request Sector Reports Arts and Sciences College University Centers 1% enrollment cap Practice Plan SUNY Audit Function - concerns about role of audit SUNY System - changes Capital Plan and positive change in the Construction Fund Executive Committee Meeting Discussed SUBOA meeting times - one-day meeting or two-day meeting - agreed to maintain the same format (two-day meeting) Agreed to try and consult more with academic officers - Dave to follow up on Academic Affairs Dave will invite Elizabeth Capaldi to February 2004 meeting Thursday, November 20, 2003 David Bowers called the meeting to order at 8:00 a.m. Brian Stenson and Dan Sheppard discussed the following topics Brian reviewed SUNY Financial Overview - has questions concerning There are a number of questions to be addressed concerning university enrollment The 1% memo - how does it work (not clear to anyone how this works) Will SUNY submit a budget or wait for Governor; SUNY Budget Request to be approved by Board on December 2, 2003 Draft tuition increase being developed. This should not replace State support, possibly around $200 per year. Strong possibility of a new five-year Capital Plan Mid year cut less likely now Speculation about early retirement incentives Reviewed Residence Hall revenue requirements for non-DIFR uses of Residence Fund also. Review other changes to DIFR and required reserve levels (Handout) The delayed TAP issue was discussed. Brian suggested that a group be put together to study the problem. George LaRosa, Tracy Bennett, Tony Ferrara said they would serve on this committee. SCAP funds coming soon AER funds other demands on the system might be released by Christmas Fees - only a 3% increase based on HEPI Dave DeMarco presented a SUNY Administrative Systems Update II Dave reviewed the status of the following Administrative Systems Application processing Discussion of imaging for SUNY Admissions Offices Institutional Research Working on interface with OSC to eliminate HR data capture problem Working to develop a new time and attendance system Finance - developing the following applications Purchase orders Requisitions Standard product identifiers (product codes) Enhancement to SUNY Web accounting application coming soon John Leary gave presentation on the SUNY Management Resources Tool SMRT - SUNY Management Resources Tool Will move to real time from current 24-hour delay One sign on to SUNY / SUNY Portal Reports will be formatted better Download to Microsoft Excel - automatic Presentation - Jim Campbell (two handouts) Legislative Agenda 2003 Legislation of Interest to SUBOA @ 11/19/03 Construction Fund - Philip Wood and Bob Haelen Treasurer Next Five-Year Capital Plan Legislature looking for more detail Only critical maintenance $1.6 - $1.8 billion Construction Fund Process Review Eliminate standard schedule / will develop individual schedule for each project Campus Lets Construction Fund supportive of this Developing standard template for campus lets Delivery Issues Several issues to discuss with OSC Active use of Term Contracts Construction Managers instead of Architects Rep Construction Managers at risk - used in some situations Job Order Contracting - similar to DASNY Jocks Program, $100,000 - $700,000 construction projects SUNY Flex Bill being sent through Design Build contracts Clarifying use of Construction Managers Construction for Economic Development Increasing the thresholds of approval for change orders from $20,000 up to $100,000 Requested campus to support Flex Legislation Resource Initiatives Site representation needs to be increased White paper for flexibility on positions to push through the next capital plan Bob Haelen Distributed handouts on academic square footage used for capital plan allocations Working to develop better fiscal reporting mechanisms for capital program reporting Would like to get the State University Plaza capital advisory group meeting again; anyone interested in going to the meeting is invited Presentation of the New York Network by William F. Snyder (video and discussion) Presented a video and discussed the following services that the New York Network can provide SUNY-TV Video conferences Research dissemination Recruitment development Noted that they do take student interns Internal Control and Risk Assessment Report, Pat Wiater Discussed University Risk Assessment Presentation to SUNY Board Audit Committee, 12/1/03 University Developing Risk Assessment Program SUNY Controller's Office is working with campuses to develop appropriate information Risk Assessment templates are also being developed for Mail handling procedures Disaster planning Workforce and succession planning Internal Control Assessment Have developed a template to assist campuses in updating or implementing internal control programs Semi-annual internal control report has been changed to an annual report Frank Gabriel - RF Fringe benefit rate 31% - 35%; if you have questions contact Frank Gabriel or John Brenan Office of Philanthropy is willing to help campus Advancement Offices Meeting adjourned at 12:00 noon. 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