David welcomed everyone and introduced:
• Bob Haelen and Phil Wood from the State University Construction Fund
• Bob Haelen
• Capital Plan - Hard to tell what is going on in the Legislature via newspaper coverage.
• Seeing increased activity in Budget.
• Critical Maintenance Plan ($1.3 - $1.4B) seems to be addressed via Legislative concerns.
• Issues revolving around potential adds to base Capital Plan (legislative preferences)
• Capital reporting initiative - moving along, albeit slowly.
• Complete survey of available information.
• Reviewed tons of information.
• Project data elements will be identified and need determined vs. nice to have.
• Intent is to focus on identifying critical data elements for basis of reporting requirements.
• Phil Wood
• Each campus has been encouraged to speak to Legislators. The Fund has in some cases been surprised and needs to be inside the loop.
• Current Version - Adds of $150 - $200 million.
• Includes initiatives that were requested and unable to be funded in the new Five Year Capital Plan, typically program improvements.
• Want to restore $30 million in emergency funds.
• $5 million in emergency funds and $5 million in equipment funds are currently the only funds on the table.
• Matching survey - $1.1 billion in requests is before the Legislature - 40% campus, 60% State. The survey was open-ended with no definitive match. Campus matched projects ranged 8% to 75% by campuses. Hopefully the $100 Million for SUNY will be restored.
• Trying to get additional resources for the Fund, particularly FTE's.
• Successful in creating 14 vacancies through adds/reallocation of vacancies: 3 program managers; 3 design professionals - positions augment capital procurement. 2 backfill; 2 vacancies; additional council; additional position to back up Bob Haelen.
• Best guess on setting up available funds when budget is passed - should be available quickly due to disbursement-based financing approach. But budget certificates have to be passed and the Office of the State Controller has to sign off.
• 100% of old plan will be rolled over into new plan.
• Expressed frustration with how we process construction projects. Concept of single point of responsibility sounds good but doesn't work well; rather, work on how services are delivered and coordinated.
• 3 different initiatives
• Internal communications.
• Approach each campus with a team approach; includes all 3 areas of the Fund.
• Team is responsible for transition of work from 1 unit to another.
• Asking for patience as it is a new (cultural change) initiative. Believes campus has to have direct input into project (program) planning and design. When it moves to construction, we need to speak with one voice to contractors.
• Goal is that for every significant project the campus needs to assign a campus representative as a 4th person to selection committee.
• Will be moving forward with evaluating consultants and contractors - we want a campus official to evaluate each project (feedback on procurement and performance).
• We want to enhance procurement and performance in terms of construction. We need to be fair but tough with contractors, coupled with research data on contractors - the threshold will be raised, based on performance.
• "Assurety" is a very definite area to actualize.
• Campus representatives should have a procurement background.
• What do you want in the project?
• What are the threshold expectations?
• Ability to perform.
• Performance standards/expectations.
• CM model - we are going to start even if we have to buy it (i.e. no central support).
• Flex Legislation
  • Continuing dialogue.
  • Adding design building authority and CM. Asking Legislature to attach it to Budget Bill.
  • Flex will speed up project implementation and time schedules.
  • Campus will need to clarify ability to use CM's.
  • Regional contracts are currently being reviewed.
  • CM term agreements on street moving ahead with job order model.
  • Program has Board approved and OSC has agreed to let the program be modeled.
  • All approvals have been received and awards will be distributed to campuses shortly.
  • Agenda is in the mail for kickoff items with schedules. All 3 units will be involved. Details should be in the mail soon.
• Assessment Document
• Shipped out to all campuses.
• The conditions of observations were shared with the Board - the good and the bad.
• Unanimous comment - "schedule of projects" needs to be improved.

Legal Affairs Report - Andy Edwards/Marti Anne Ellermann (Sr. Managing Campus Counsel)

• Legal Affairs Report - Andy Edwards/Marti Anne Ellermann (Sr. Managing Campus Counsel)
• Tuition increases cannot be enacted without a budget being passed.
• Language has been crafted to address schedule of tuition increases.
• Graduate/Resident - $210
• Graduate/Non-Resident - $420
• Undergraduate/Non-Resident - $310
• Expect tuition increases will not have an official action by the Trustees until next week.
• To assist with billing and collections issues surrounding the subsequent tuition increase, language is being developed that should accompany Fall '04 invoices.
• There is a feeling of relative certainty that tuition will be increased.
• Marti Anne Ellermann.
• Campus related that local entity contracts are out for processing.
• Trustees action regarding SA Fee regulation.
• 1st year of 2-year cycle will be for new referendum this year.
• The mandated charges can now be mandated!
• Insurance Policy for clinical affiliation placements (liability).
• Non-health related coverage for clinical affiliations, i.e. business and Criminal Justice Program.
• Campuses have been authorized to charge for this insurance cost.
• In some cases, students may be appearing to be on payroll or even have benefited from our insurance coverage.
• MCI has gone through its bankruptcy proceeding; if any campuses presently have a contract, it needs to be rewritten.
• Andy Edwards announced that the Counsel's Office will be evaluating attorneys again this year. Please return the comments on performance.

Pat Wiater

• Addressed ASC proposed corporate fiscal stability guidelines.
• The changes tend to be less aggressive but do address/fulfill the financial stability of the campus.

Brian Stenson

• Addressed topics in conference call.
• Received $150 - $200 million for program opportunities in the budget.
• Increased interest in moving the budget.
• Budget continues to be held up by K-12 funding arguments.
• Chancellor indicated some interest in restoring $50 million to SUNY by a legislative addition (not permanent). DOB is always skeptical of legislative additions.
• Had first meeting of BAP Advisory Committee. A lot of views were expressed and ideas thrown out. Needless to say, there is a lot of work to be done (i.e. conceptual plan).

Status on Salary Increases and Other Matters

• Pay bills have been passed for CSEA and M/C's. UUP pay bill is still hung up.
• We had to permanently swallow last year's allocation.
• Concern has been expressed regarding HESC becoming singular loan processor.
• Succession Planning: Is SUNY going to develop template with respect to internal control as well as risk management?

LUNCH BREAK @ 12:25 P.M.

Executive Session - Dave Bowers

• EACUBO Annual Meeting - Confirm a good number for planning dinner on Sunday night.

Treasurer's Report - Brice Weigman

• The Treasurer reported that the SUBOA treasury had $24,466.96 in the share account and $677.67 in the draft (checking) account. Report accepted as presented.

Sector Committee Reports

• SUCF Committee continues to identify and discuss issues.
• The reporting initiative is moving along very well..

Human Resources - Kimberly Cline

• Issues:
• Salary increases
• HR Committee
• Residence Hall Committee met May 27. Topic - Revolving loan schedule needs to be developed.
• The $12 million is tapped out for now.
• Dan Sheppard was asked to add more funds to the revolving loan

Dick Mann - CIO IT Report

• Who has been designated as the cyber security officer? Dick Mann will get name.
• SUNY seems to be pushing Connor Software - be aware of concerns expressed by CIO's; suggested inviting DASNY and Mary Anne Gridley to SUBOA in the fall.

John Homburger - SUNY Connect (SAC)

• SAC is currently reviewing budget. The intent is to use cash reserves to abate inflationary increases for the next 5 years.

Sector Meeting

• Succession Planning - need help and guidelines (serious issue).
• Risk Management - Recommend to Kevin O'Donoghue regarding developing scope in cooperation with help of SUBOA representation.
• Debt Collection: Past due vs. delinquent - language of agreement needs to be challenged. It was suggested that we do something official from SUBOA to express our concerns.
• It was suggested that we frame a motion when SUBOA reconvenes as a whole.

Report of the Comprehensives - Tracy Bennett

• 3 issues
1. Work with SUNY Audit to help develop the template for succession planning, risk management, etc.
2. Talked about DASNY - how to get to the crux of problem/expand loan program.
3. Standard Accounts Receivable and Deb Collection - Group feels strongly that the proposed policy is not satisfactory and wants SUBOA support to challenge it.

Kevin Seitz

• Standard Accounts Receivable debt collection policy (concerns with schedule and language).
• BAP analysis and opportunity to affect general outcome.
• Comprehensive Fees (capping and process).
• MC/Visa class action suite award goes back to General Fund.
• FA increased assessment - what value will come out of it?
• Research Foundation audit and OSC needs to be overcome.
• Tracy Bennett proposed to David Bowers that someone from SUBOA make a motion expressing concern related to standard Accounts Receivable. David asked for a motion to express our strong concerns over implications of A/R collection policy and agreement with DOB.
• Motion made by Dick Mann.
• Seconded by Kevin Seitz.
• Passed - unanimous.

David's closing remarks:

"Before transferring SUBOA leadership to new Officers and Directors, I would like to express some appreciation and then make some, I promise, brief remarks.

First, the thanks:

I'd like to thank the Officers and Directors who have served for the last two years. Whether acting in their defined roles stated in our Bylaws or just providing advice and counsel when asked, they have been great - as fine a group of people to work with as one could hope for!

I'd like to thank the liaisons to SUBOA committees. As you know, one of our objectives over the last two years has been reconnecting with our committees. Without the help of the liaisons, this would not have been possible. In this regard, I also thank the committee members themselves and their leadership. Dedication at the committee member's level is so very important, and we need to encourage and support that commitment as much as possible.

I'd like to thank our SUNY Plaza colleagues who come to our meetings, either regularly or upon request, to give us the benefit of their insights and knowledge. This dialogue, back and forth, between campuses and the System Administration or the Research Foundation or the State University Construction Fund is vital to our common interests in SUNY's future. Thanks, also, goes to all our invited, non-SUNY speakers. Whether at a meeting or at a dinner, these folks added tremendously to our agenda's appeal.

I'd like to thank, and a very special thanks indeed, Ms. Normajean Bennett. She is simply a delight in every way and I can't imagine how I would have arranged the last two years of meetings without her able assistance. She is SUBOA's good friend and deserves our thanks. Thanks also to Kathy Lowery and her colleagues at SUNY Albany who generously make Normajean's time available.

Finally, I'd like to thank the individual members of SUBOA. Clearly, without your faithful attendance at our meetings, SUBOA would not function in a meaningful way. It is of utmost importance that the good attendance continues in the future as new and different issues unfold or, in some cases, explode.

When our two-year term began, the Executive Committee and I established objectives in several areas. Let me describe a few of them. First, we needed to do some housecleaning in terms of updating the SUBOA Constitution and Bylaws; we did that. We needed to update and edit the rosters, directories, web site, and listserv; we did that, in fact, we created a new listserv for SUBOA members and alternates only to complement the existing and more populated listserv.

Second, we expanded the meeting agenda with the intent of making the meetings more informative and interesting. Added were regular reports from the SUNY legal staff, dinners with speakers at different restaurants, and more non-SUNY speakers. Emphasis was placed on pace and timing so that each agenda item was given its allotted time. Third, we focused on SUBOA committees in terms of their SUBOA charge, the development and support of their own leadership and membership, and the improvement of our mutual relationship. Just this past year, representatives from the A/B/B, physical plant, and personnel committees met with us individually to speak about their group's plans and activities and then joined us as our guests for dinner. This important work must continue if SUBOA's committees are to realize their full potential.

Fourth, we worked on, or at least commented on, a variety of issues including campus-related entity contracts, a rational tuition policy for SUNY, SUCF-related matters including data reporting and communication linkages, SUNY Procedures Manual Item 050 - Fees, Charges and Deposits, the Optional Retirement Program, and - the ever challenging - BAP. With all these issues, SUBOA's input was and continues to be significant.

Fifth, we kept in touch with the changing personnel landscape at SUNY Plaza. While we lost some important system people like Dick Miller and Joyce Villa, we also got to know some important new people like Dave Richter, Vice Admiral John Craine, Betty Capaldi, Phil Wood, and Dan Sheppard. Invitations to SUBOA meetings were quickly extended to these folks and, as you know, those invitations were accepted.

All in all, these last two years for me have been interesting and eventful. I hope that I and the other Officers and Directors have represented SUBOA in a manner that adds to the organization's credibility and significance. It has certainly been an honor and privilege for me to have served as SUBOA's president. I now offer my assistance to our new leaders and wish them the best in the next two years.

Thank you.

David A. Bowers
June 16, 2004"

Election of Officers

• Motion made by Dick Mann and seconded by Ivan Lisnitzer to cast one vote to accept slate of officers as presented:
• 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
• David Bowers' last official act was to turn the gavel over to Tracy Bennett.
• Tracy Bennett called for a motion to thank David Bowers for his outstanding service and dedication to the SUBOA organization. Motion made by Dick Mann and seconded by Kevin Seitz. Passed unanimously. Thank you, David, for a great job and for all your support. [John R. Homburger]
• Tracy Bennett took a minute to make some comments and to emphasize the characteristics of the SUBOA organization.
• Strength to get things done
• Flexible
• Everyone is very involved
• Support by all members
• Tracy Bennett expressed his intent to count on each member to strengthen the organization - don't hesitate to make suggestions and encourage others to be active at the campus level.

Meeting adjourned at 3:20 p.m.



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