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Minutes of September 28 & 29, 2005 In attendance (for part or all of the meeting): Albany - Kathryn Lowery & Leo Neveu; Alfred – ATC –Deborah Putnam; Alfred – Ceramics - Brice Weigman & Irene Moszer; Binghamton –James VanVoorst; Brockport – Louis Spiro; Buffalo Center – Michael LeVine; Buffalo College – Stanley Kardonsky; Canton – Christine Gray; Cobleskill – Gary Miller; Cornell Contract Colleges – Adriane Callinan & Rose Wright; Cortland – William Shaut; Delhi – Brian Hutzley; Empire State – Dennis Belt & William Ferrero; Environmental Science & Forestry – Mark Fennessy; Farmingdale – George LaRosa & Richard Hume; Fredonia – Tracy Bennett; Geneseo – Kenneth Levison; SUNY Downstate Medical Center – Ivan Lisnitzer & Frederick Hammond; SUNY Upstate Medical Center – Steven Brady; Morrisville – John Angerosa; New Paltz – Johanna D’Aleo; Old Westbury – Deirdre Dowd; Oneonta – Peter Shea; Optometry – David Bowers; Oswego – Nicholas Lyons; Plattsburgh – John Homburger; Potsdam – Michael Lewis; Purchase – Judith Nolan & Roseann LoParrino; Stony Brook – Richard Mann; Utica/Rome – Bruce E. Reichel; System Administration – Jim Campbell, Dave DeMarco, Kellie Dupuis, Marti Anne Ellermann, Daniel Esposito, Wendy Gilman, Kevin O’Donoghue; State University Construction Fund – Robert Haelen & Phil Wood; Research Foundation – Chris Wade & Tim Jennings; Sub Committee Chairs – Lyle Gomes. Wednesday, September 28, 2005 President Tracy Bennett called the meeting to order at 1:04 p.m. Tracy welcomed everyone and introduced new members, representatives and guests. Vice Chancellor’s Report – Cline/Sheppard ü Continue to repair relationships with Legislature. ü Talking with Division of the Budget. They are supportive of BAP and $50,000 increase tied to “hold harmless” dislocation. ü Calling BAP Committee together to discuss specific concerns. ü Presentation of the Budget to the Finance Committee will occur at the end of October. ü Review of items/issues over 5 years: § Recurring topics and issues. § Performance – trying not to fund out of existing funds. § Economic Development is being emphasized as an underlying initiative. ü The System Needs Analysis will be articulated through Chancellor’s Report accumulated from campus responses and used in developing 2006-07 SUNY Budget request. ü Going to ask for 5-year rolling Capital Plan by adding an additional year in each fiscal year request. ü Plan to develop a 6 – 8 member Budget Analysis Committee to assist in Chancellor’s testimony and supporting “needs” priorities. ü Planning to ask 2 – 3 Business Officers to defend needs to Finance Committee to Board of Trustees. ü Utilities deficiency plans for 2005-06: Ken Levison asked if there has been a request for additional funds while dialogue is advanced with DOB to heighten awareness. The utilities system wide currently totals $240 - $260 million. Increases could exceed 35-45% in some utility categories. The 2006-07 request will ask for $260+ roll in to address 2005-06 shortfall tentatively estimated at $40 million plus. ü Grant Funds are being researched to push energy initiatives and outside resources such as NYSERTA Money and Sloan Foundation ü Survey of endowment management policy and investment return services being initiated to help determine whether support of local foundations in managing portfolios is an area/service that can/should be provided. ü Audits – OSC’s audit scope and areas are becoming more invasive; i.e., clinical plans, financial plans, etc. ü It was asked that schedule of audits by OSC and SUNY’s internal audit coordinate schedules so audit areas are not duplicated within the same year or shorter. ü Kim Cline asked for items from the floor that reflect high priority issues at campuses. 1. Implementation of BAP II and outcome of new allocation methodology. 2. SUNY Tuition Plan: predictability is the core of this proposal. 3. Energy Crisis: Unclear how to manage it (will probably need legislative intervention). 4. DASNY: We continue to be concerned with accountability and costs (premiums assessed by DASNY with no apparent alternative choices). 5. Precedent Data Base for handling labor management grieves and practices 6. Update SUNY Policy Manual needs attention sooner than later 7. Ensure we don’t backslide on flexibility due to interventions/initiative/pressures for control from DOB and OSC. Dan Sheppard ü Supporting need to incorporate technology infrastructure into scope of work into Capital Budget funding. (i.e. cabling, etc.) ü DOB started visiting campuses this year to better understand what is happening at campuses. ü Peter Pileggi has been charged with developing plan to implement policy of defibulators and training. In early November we will get tool to help determine the number of units (estimate) needed. Another expensive component of the unfunded mandate is both initial and ongoing training. ü Guaranteed Tuition Plan is being supported by Chancellor Ryan and is part of his advocacy message. Remarks from President Tracy Bennett ü Len Davis, Old Westbury, has agreed to fill in for Kim Cline as secretary while she is on special appointment/assignment to SUNY as Interim Vice Chancellor. (Len I need you! John) ü Discussed value of meeting with OSC with sub committee representatives to discuss pending issues and concerns. MOTION TO INCREASE ANNUAL SUBOA DUES WAS MADE by Ken Levison and seconded by Dick Mann – increased from $400 to $450/year – passed unanimously. ü The annual meeting format was discussed. The general feedback was good with positive comments. ü All committee chairs were invited to SUBOA’s annual planning retreat for the first time. · Lyle Gomes – Accounting/Budget/Bursar · Sylvia Hall– Human Resources · Kevin Thompson – Cretitron Facilities · Scott Gargas – College Auxiliary Services · Chris Hale, current chair of the CIO Council would like to have the organization more engaged with SUBOA. She has offered to come and speak and/or make a presentation. Future meeting speakers: ü John Cape – Director of Division of Budget will be the dinner speaker tonight. ü Chancellor – breakfast or dinner ü Joan Sullivan – OSC ü Last meeting will be speechless This year’s Annual Meeting will be June 11 – 13, 2006 at Fort William Henry in Lake George (by hook or by Nick). Last April’s meeting – Joe Fox report had some very good points, but concern still remains in regard to more specialized comprehensive help in managing utility costs. ü MOTION MOVED BY KEN LEVISON, SECONDED BY IVAN LISNITZER to send letter to SUNY Chancellor Ryan expressing concern expressed over serious utility escalation at every campus. Recommended a resolution to the Chancellor to recognize need and support for additional funds to address escalating utility costs that have exceeded any possible campus and/or system contingency capacity. DISCUSSION: ü Ken suggested developing a report (white paper) on history of conservation actions for utilities. SUNY has been very proactive in conservation programs and projects. We should document them in order not to lose sight as well as to inform external constituents. ü PASSED: UNANIMOUSLY. (letter sent October 6, 2005) ü Tracy asked for volunteers for the Trustee Finance Committee as well as volunteers to testify on behalf of the Chancellor’s Campus Need responses. ü Make recommendations as to what we should present to DASNY. Tracy suggests we discuss in November what we would like to present as discussion points. ü 136 attendees ü Overall evaluation was very positive ü 96% good or better ü 99% indicated they will be going again ü Association should have more meetings with special topic breakouts 2005-06 Annual Meeting Report by Nick Lyons June 11 – 13, 2006 ü Location – Fort William Henry Inn, Lake George, NY. ü 150 rooms have been reserved until ? ü Dinner (cruise) and banquet have been planned. Tracy announced that the 2006 EACUBO Annual Meeting is scheduled for October 8 – 11 ü SUBOA has no planned organized activities/meetings/dinner plans. Treasurer’s Report ü Share Balance – $10,620.27 ü Checking Account Balance- $9,895.02 ü Dues statements will be going out at $450 before next meeting. Sub Committee Reports Lyle Gomes – Accounting/Budget & Bursar Committee ü Introduced new chairs and secretaries of each committee and indicated they are listed in e-mail report. ü Committee meetings are scheduled for week after SUBOA’s planned meeting schedule. § October 6 - 7 (Thursday/Friday) § December 8 – 9 § February 9 – 10 – Thursday for training § April 6 – 7 – Special topics, etc. Bursar - Jeff McGrath and Julie Pettie discussed non-resident reporting requirements including tax-reporting requirements for international students, non-resident athletes, aliens, RA’s, etc. Rich Cross will be talking to Bursar group on new bankruptcy law and related impact on student accounts receivables. 2005-06 “Things to come” ü BAP Model ü Need Analysis ü Utility Relief ü SUNY 5-Year Plan ü Alternate HRMS systems ü Purchasing Module ü Rolling Capital Construction Plan Accounting Group Topics for 2005-06 ü Internal Control Best Practices ü All Funds Reporting ü Work with Research Foundation to integrate reporting into All Funds reporting structure ü SUNY Business Systems priorities/progress ü Procurement ü Chart of Accounts Sub Committee Special Issues ü Vacancy in Secretary for Accounting/Budget/Bursar Committee asking for support from SUBOA to stimulate interest and participation at the Accounting/Budget/Bursar Committee level. ü Policies and Procedures are coming on-line as we meet. Other Discussion: Group oked liaison to CIO group instead of COA/TOA (to be named). Debt service relief eluded to in recent audit report of Residence Halls – where did it come from? Was never a discussion item at SUBOA! Governance/Concerns SICAS ü Strategic ü Survey current services ü New potential services ü Regional presentations on SICAS and Banner ITEC ü IBM responded to RFP for SED. Can ITEC service private sector? ü Looking to support SUNY I-payment. ü Who does ITEC report to? (read tomorrow’s notes to find out). ü Utilities Task Force was proposed to help enhance System-wide energy management services and assistance. SECTOR MEETING – TOPICS/ISSUES (Comprehensives, Technology & Specialized) ü Cost of student co-op teacher supervisor travel is getting very expensive. ü Shuttle bus services are being hit with high gas prices and surcharges. ü Athletics bus contracts are getting hit with surcharges. ü Concern is being raised as to cost and effect on broad based fees (i.e. IAB). ü Escalating, unfunded mandate related to independent inspection on fire code compliance. Campuses responded by indicating increases in the $85,000 (Geneseo) to $550,000 (Albany) range. Some ideas discussed for consideration as a way to mitigate costs and planning included: ü 4 day week ü gas contracts ü Status MOU II – Needs to be a mutually agreed to contract. If rules change at System, State or National level, how are campus’s evaluated? ü System has to develop an on-line training module. Internal Control Topics ü Create some standardized tests ü Where is our status among other state agencies? ü Audit and restrictions of agency accounts in Foundations and Auxiliaries need to work on relationships with System, OSC, and Campus Auxiliaries. ü Posting requirement for all reclassifications in Civil Service (CSEA) Article 45 is extraneous and not very effective. We hope to have strong support in Employee Relations and Counsel with this and other employee related issues and concerns (i.e. labor/management and Civil Service issues). James Van Voorst - Sector Report Topics & Issues (University Centers, Medical Centers, and Statutory Colleges) ü Foundation Model Contract was approved at Binghamton and the Alumni Association chose not to cooperate and creating a standoff. ü DASNY’S sphere of control over projects involving Recreation Center/Dining Hall facilities was questioned. ü Compliance Issues related to EAP reviews are ominous and costly to stay on top of. ü Discussed bookstore contracts and the issue that some academic departments have been buying books and reselling them. Noted for other campuses to be aware of. ü PeopleSoft Implementation Hints · Keep it as vanilla as possible! · Don’t be the first to implement! Motion Urge University Counsel to review and revise, if appropriate, the contract between SUNY and the Dormitory Authority in order to protect the University’s best interests and increase flexibility. Ken Levinson made the motion, seconded by Stan Kardonsky. Passed unanimously. Dave DeMarco – System Administration ü Last Spring, April, the automated interface with OSC was implemented. Sent 67,000 transactions since March. In July, the Personnel/Payroll system request to Civil Service/M/C position requisition was implemented. ü Automated Procurement Module should be finished this week. Delayed due to turnover and added enhancements. ü Meeting adjourned at 4:35 p.m. (whew!) Auxiliary Services Corporation Contract – Pat discussed the recent response from OSC and thanked everyone for their work and support on this. ü Competitive bidding procurement practices ü Reserve requirements ü Memorialize lease hold improvements Pat is proposing OSC Task Group to talk about procurement, finance, etc. issues with 6 – 8 representatives from Purchasing, SUBOA and A/B/B. ü Enterprise car rental agreements now require insurance coverage. Negotiating to use Citibank travel card in order to waive insurance (approximately $8-$9/day). ü Updating procedures and guidelines for campus lets 530.8 and 530.9/530.9 530.10 ü Additional flexibility wanted from all agencies ü OSC Procurement Audit have included the following areas: · Contract periods covered: 4/03 – 3/05 · Clarity of service contracts · Discussion of hiring someone as “contract service” while receiving a State paycheck · Alumni Associations Construction Fund – Phil Wood and Bob Haelen Phil Wood
Updates Procurement
ü State divided into 4 regions with 3 firms per region and up to $300,000.
SUNY COUNSEL Marti Anne Ellermann and Andy Edwards EPA Audit looking at the extension and follow up of this program. ü Cost of corrective actions ü Follow-up with model and/or guide ü Albany will be test case to be audited by System Internal Audit Group. How were corrections made and to what extent (i.e. all, some, etc.) were addressed. ü College & University class action suit with regard to asbestos. A $50 million settlement fund has been created. Considering using SUCF to coordinate claim by March 2006. ü Currently updating parking violations and fee caps. Campus’s should consider aligning ourselves with state caps. · $40 general · $50 fire lane Operations Managers Sensitive research issues regarding export controls are being discussed and addressed. This is primarily a Research Foundation program BUT maybe some on State side as well. For example: Faculty & student travel Academic software and equipment Purchasing/shipment of equipment overseas to certain embargoed countries Research Foundation has export control web page listing embargoed countries, people, equipment, etc. Chancellor’s Memo to Presidents has been sent out to be aware of the oversight responsibility of controls and issues in this area. Dave DeMarco Web based policies and procedures are up and operational. All policies, procedures, board actions are being considered for inclusion. All policies are currently there. Most procedures have been reviewed and updated. Travel Module Status continues to move forward. Will be finished soon. Dave will follow up on better completion date. Discussed Cape’s (Director of DOB) memo to Commissioners. How do we fit in it? SUNY’s position – satisfied with our system and will feed the new master central accounting system. Discussed handout for Construction Fund reporting and integration of the Fund’s allocation, expenditure, and encumbrance activity into SUNY Accounting System. Web based reports to see project status supporting the checkbook and SMRT for PO’s, expenditures, etc. Determination of impact of SUCF project data into SUNY financial data and reporting is being reviewed. RF data discussion at October A/B/B meeting regarding Technology Committee included the start of including Research Foundation data into State reporting
Internal Audit Review - Kevin O’Donoghue Administration Matters: When Paul Tucci went to Controller’s Office, Amy Thomas was promoted to help plan audit schedules and staffing
Internal Control Act compliance will be integrated into audit scope. SUNY will not implement Sorbanes-Oxley but SUNY will assess/audit risk in Financial Aid areas by reviewing execution of compliance at campus level. Fraud Committee was discussed for assessing following areas:
Woodern & Kern audit EPA: undertaking follow-up review of findings to ensure compliance at Albany campus. SUBOA Audit Committee continue to determine agenda. “Have reviewed DASNY charges to campus.” Still unclear as to full accountability. Chris Wade/Tim Jennings F&A proposal (handout) was reviewed and discussed. Tim discussed visit to campus to discuss Post Award Management and Web Based key indicators as a financial management tool. RF has all campuses to revisit revenue projections for current year. Should be submitted by next Tuesday. Government Relations - Jim Campbell ANNOUNCEMENTS: New Veterans Policy – no parking or registration fees Fire Code Upgrade being proposed for carbon monoxide detectors March 6 – 7, 2006 SUNY Day – Alumni and public service There will be Legislative forums scheduled for SUNY to testify at various locations. Adjourned at 12:02 p.m. Back to Minutes/Reports |