April 21-22, 2004 Meeting Minutes Wednesday, April 21, 2004 In attendance (for part or all of the meeting): Albany - Kathryn K. Lowery; Alfred - UTC - Daniel J. Neverett & Jim Grillo; Alfred - Ceramics - Brice M. Weigman; Binghamton - Anthony A. Ferrara & James VanVoorst; Buffalo Center - Mike LeVine; Canton - Carson E. Smith; Cobleskill - Gary Miller; Cornell Statutory Colleges - Richard J. Duell; Cortland - William E. Shaut; Delhi - Ken Armstrong; Empire State - Dennis C. Belt; Environmental Science & 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 & Fred Hammond; SUNY Upstate Medical University - Steven C. Brady; Maritime - Kimberly R. Cline; New Paltz - Johanna D'Aleo; Old Westbury - Len L. Davis; Oneonta - Leif S. Hartmark; Optometry - David A. Bowers; Oswego - Nicholas A. Lyons; Plattsburgh - John R. Homburger; Potsdam - Michael D. Lewis; Purchase - Judith Nolan, Joe Olenik; Stony Brook - Karol Kain Gray; Utica/IT - Bruce E. Reichel; System Administration - Kellie Dupuis, Andy Edwards, Marti Anne Ellermann, Daniel Esposito, Joanne M. Fazioli, Wendy Gilman, Raymond Haines & Brian Stenson; State University Construction Fund - Robert Haelen & Phil Wood; Guest - Amy Thomas. President David Bowers called the meeting to order at 1:02 p.m. David welcomed everyone and introduced: Jim Grillo - Coming from Enrollment Management, moving to Administration/Finance at Alfred UTC, replacing Dan Neverett Fred Hammond - Sr. Vice President for Finance from Downstate David announced that Bill Shaut has been appointed permanent Vice President at Cortland. Employee Relations Report - Ray Haines Provided status report on collective bargaining for all the various union groups. Full orientation and training will be provided to campuses the week after ratification of CSEA & UUP contracts. Grad students (about 4,000 represented) worked around the clock negotiating with labor management team and pulled out at the last minute. PEF negotiations still ongoing. Police have a binding arbitration on certain issues. UUP high points and summary of issues Discipline grievances improved Health insurance cost increased Salary increase bill includes M/C's 2 semester appointments Part-time academic appointment after 6 semesters receive part-time term appointment (requires 45 day notice) Elaborated on host of part-time UUP issues Addressed concurrent non-renewal letters GSEU Negotiation Issues and Concerns GSEU (graduate students) negotiations still ongoing GSEU having conference call with graduate school 4 grievances this year System for discipline Decline fixing scholarship to assistantship Create a financial package Receive lump sum 125/250 upon signing Ray went over the various recommendations made to GSEU salary increases and funds for Doctoral Recruitment and Retention Fund Non Doctoral Terminal Degree Just in Case Fee litigation Fund PEF Nothing to report CSEA - Examples of Issues Addressed Compensation Comp Time conversion in lieu of overtime Other Matters Liesel back from maternity leave Valerie going on maternity leave Human resources function is becoming increasingly more complex Planning Succession - A lot of turnover has created a gap in experience at the campus level, causing an increase in issues to be handled and addressed Evaluation system for professionals has to be followed; problems occur otherwise There should be funding for first year of contract! M/C increase tracks in large measure to UUP Legal Affairs Report - Andy Edwards/Marti Anne Ellermann Andy had a couple of quick items Presidents should be made aware of a lawsuit regarding the Voter Registration Act Andy read from a letter related to the matter addressing the National Coalition of Disabilities lawsuit Marti Anne Ellermann provided handouts on various issues and topics Model campus entity contracts Guidelines (seeking waivers for real estate) Instead of 10-year terms, alumni & foundations have 5 years and CAS has 1 year Discussions continuing with Attorney General on collection of student debt; it is hoped to streamline the function Allow us to get certain debt returned to campus after sending to Attorney General, including debt that has historically been excluded by assignment of debt by auxiliaries & foundations Financial implications of hiring non-nationals It is inappropriate for campus to pay for non-employment costs SUNY has retained Immigration Service professionals - they are willing to come to campus EPA Audit 13 campuses to be audited this year 1st campus - 53 violations 2nd campus - 68 violations 3rd campus - 69 violations 1 issue was surprise: waiver doesn't apply to certain violations Main concern is that campuses are correcting violations according to schedule - very important President's Announcements - David Bowers As part of an initiative to highlight subcommittees this year, David introduced Sylvia Hall, Director of Human Resources at Binghamton and President of the SUNY Human Resources Association. Speaker at dinner will be from Assemblyman Ronald Canestrari's Office (Head of Higher Education Committee) - Ami Schnauber, Director of Assembly Higher Education Committee David asked the Executive Committee to discuss the prospects for the annual meeting this summer or fall. Secretary's Report - John Homburger Motion for approval of the minutes was made by Dan Neverett. Seconded by George LaRosa. Motion was approved. Treasurer's Report - Brice Weigman Account Summary as of 4/19/04: Share Balance: $24,28.87; Draft Balance: $4,019.43. SUBOA Committee Reports/Updates Accounting/Budget/Bursar - Jim VanVoorst Feedback on SUNY Management Reporting Tool (SMRT) has been very positive. The Purchasing folks are looking at purchase order phase. Human Resources is moving forward with their component review. University-Wide recharge compilation to be sent out for review next week. The report will include narrative regarding history and assumptions underlying the fee. Negotiations with Attorney General yielded the following concerns/observations Assignment of debt is very important Was there a dollar cap? Yes, $10,000 Is there any distinction of type of debt? Yes, 1 - student campus organizations HESC vs. Direct Loan initiative (area of concern that will probably play out legally) Construction project meeting with Bob Haelen covered what SUCF and campuses are looking for (expectations, campus Lets, schedules, account establishment, etc.) Bob Haelen presented a pro forma page but did not represent all funds Meeting on May 6 - SMRT and SUCF Training on the following topics i.e. web based access reporting The intent is to develop the pro forma format and template and invite in all organizations - DASNY, SUCF, etc. - for input and discussion Auxiliary Services Group Leif Hartmark: Main topic - model contract and issues related to real estate. Ken brought up the concerns of disconnected decisions that need to have broader dialogue in order to better understand the basis for the decisions and subsequent impact on related organizations and the campus. Human Resources Committee Kim Kline introduced Sylvia Hall from Binghamton, the new president of the Human Resources Association. Sylvia started by handing out an update of committee activities. She discussed each new standing committee in expressing challenges and expectations and described the "infamous Personnel Manual" with an expectation for completion this summer (2004!). Spiffing up web page for better communication and update on issues and accomplishments. Clearly stating goals/initiatives. Residence Hall Committee Spring committee to meet in May. 3 DASNY representatives invited to speak tomorrow on overhead calculations and assumptions. SICAS - Next meeting will be discussing: Bylaw update. Budget. SUNY Connect report submitted electronically. Report of Nominations Committee President - Tracy Bennett 1st Vice President - John Homburger 2nd Vice President - Nick Lyons Secretary - Kimberly Cline Treasurer - Bryce Weigman Members at Large - Richard Mann, George LaRosa, Steven Brady, Carson Smith, Richard Duell, David Bowers, Ken Levison, Leif Hartmark, Kathy Lowery Motion made by Ken Levison; seconded by Johanna D'Aleo Sector Meetings/Topics Campus related entity contract - how will they react when there has not been one before? Labor organizing activities in regard to Research Foundation graduate students on payroll. SUCF One concern - New MR&R dollars are not available yet but will have to come from the first 5 Year Capital Plan funds for now Has the $350 million in matching fund pool been defined and has the ratio been defined? Budget issues, speculation, and publicity on allocation process; these issues will, hopefully, be resolved before the 2004-05 Financial Plan is implemented Adjourned at 4:32 p.m. Wednesday, April 21, 2004 - Executive Session Name tags were suggested for getting to know each other better. It was decided not to do it. Tentatively, the annual meeting will be held on September 8 & 9 or early October OR scheduled for the EACUBO annual meeting, September 26, 27 & 28. Further discussion is needed. June 16 is the next SUBOA meeting. September 8 - 9 is tentatively set as the first SUBOA meeting for 2004-05. Summer Planning Meeting - Tracy to e-mail for availability of schedules. Minutes of Thursday, April 22, 2004 (Courtesy of Tracy Bennett - THANK YOU, TRACY - John H.) David Bowers called the meeting to order at 8:00 a.m. Vice Chancellor Brian Stenson gave the following updates State Budget Update Serious three-way talks underway. State revenue higher than projected by $700 million. School aid still a major problem. No sense of when the Budget may be approved. Legislature has expressed interest in IFR cash balances Apparently the Legislature was satisfied with information provided by System Administration. There may be something from the $50 million proposal. Probably not everything, but a good possibility of something. All first year collective bargaining costs are covered in both the 2003-2004 and 2004-2005 fiscal years. Tuition rates - increases in graduate and professional tuition rates are being discussed. Additional increases were also discussed for non-resident students. All increases should mirror the percentage increases applied to NYS undergraduate students last year, 27%-28%. College Fee - to be moved to the offset account. Budget Allocation Process (BAP) Effort to revise to provide better linkage with mission review is the goal of a revised BAP. Very minor changes foreseen for 2004-05 allocations. Would like to have some limited performance measures included within BAP. Question - What will happen to the research match currently in the BAP? Brian - handle more discreetly and more performance measures Question - What will happen to hold harmless adjustment currently in the BAP? Brian - no changes in pressures that resulted in the imposition of the same hold harmless last year Question - Will the additional $50 million go to the campuses hurt by the same hold harmless? Brian - there is interest in providing increases to all campuses Campus fees System Administration is discussing the effect of increased fringe benefit rates on campus-based fees. Trying to get some flexibility in fee increases above the 3% originally mentioned. HESC Issues 30-day amendment requires SUNY to execute an MOU between HESC and SUNY concerning campuses utilizing HESC Services. HESC provides $16.9 million to SUNY. There is not a requirement at this time that every Direct Loan campus must switch to HESC. Auxiliary Service Corporation contracts under discussion with the Office of State Comptroller (OSC) OSC wants to approve subcontracts between Auxiliary Service Corporation and subcontractors. Contract with ASC will only be for one year to until issues can be resolved with OSC. State Allocations Question - What is the status of IFR and SUTRA allocations for next year? Brian - No talk of any reductions in IFR or SUTRA. Too soon to talk about changes in release of allocations. Fringe Benefit Rates Discussion of the possibility of a SUNY-specific fringe benefit rate. Maybe SUNY should work on developing its own fringe benefit rate. Construction Fund - Phillip Wood Match Program Neither house of the Legislature is conformable of mixing the $350 million match with private colleges/universities. Concern about the size of the matching pool. Discussion of what is the correct percentage match. Construction Fund is trying to get the lowest percentage match possible. Construction Fund is supporting a request for a list of possible projects. Over $450 million in matching projects submitted with matches of 10%-75%. Almost any project may fit under the current definition of criteria - economic develop or historic preservation. Flex legislation Not introduced by either house yet. Procurement Issues OSC has approved three procurement initiatives. Active Term Agreements. 40 Term agreements. Four regions of the State. Only projects done by the Construction Fund Term Agreements for Construction Managers. Job order contracting. Can be set up for projects of under $100,000. If the program works well it could be raised to a higher amount. This will be a major advantage to help complete some major jobs. Campus Lets Construction Fund is supportive of this and has developed a standard MOU with One master agreement with each campus Phillip brought copies of the MOUs to distribute to campuses Planning on having a meeting at the campus with all construction fund personnel as in discussing the five-year plan Construction Fund - Bob Haelen Budget Update Good, positive discussions with DOB Emergency Appropriation They are permitted to use existing appropriation to award bids Campus Projects Get your projects ready to go as soon as the next 5-year plan is approved Capital Reporting Meeting Great meeting held approximately one week ago. Twenty people from various disciplines possible. Next meeting will be May 6, 2004. Question - How will M&R Funds be allocated? Bob - Work on developing it on a campus-by-campus basis Government Relations - Jim Campbell Issues in the Legislature Foreign Student Tracking Grade Notification Now satisfies FERPA requirement. Requiring Defibrillator Requires all State buildings to have a defibrillator. Credit Card Solicitation Requires campus to discuss credit issues if there are any credit solicitations on campus. Construction Safety UUP has been actively pressing for this bill. Hazing Legislation Legislation progressing. Freshman Orientation would be required to discuss this. Energy Management Strategies - Joe Fox Topics Included Energy Buying Group Risk Management Demand Side Management Multiple Intervenors Natural Gas NYSERDA Contracts Chargebacks DASNY - Three Representatives from DASNY Discussed DASNY Operation General Information Revenue Sources Aggregate Cost Pools of Cost Meeting adjourned at 12:30 p.m. Back to Minutes/Reports