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JPBC Minutes: November 12, 2020

8:30 – 10:30 a.m., Virtual Meeting via Teams

Attendees:

Voting Members
  • Sondra Aman
  • Justine Briggs
  • Frances Dearing
  • Kandie Gay
  • Daniel Goebel
  • Tom Hernandez
  • Katy Heyning
  • Cathy Houston-Wilson
  • Margaret Lane
  • Jose Maliekal
  • Dave Mihalyov
  • Kathy Peterson
  • Craig Ross
  • Janet Roy
  • Mark Stacy
  • Elliot Weininger
  • Katy Wilson
Non-Voting Members
  • Denise Copelton: Co-Chair
  • Crystal Hallenbeck
  • Darson Rhodes: Co-Chair
  • Elect Karen Riotto
  • James Spiller
  • Jim Wall: Co-Chair
  • Melissa Wight
Guests
  • Nathan Bull
  • Steve Cook
  • Bob Cushman
  • Richard Dirmyer
  • Deborah Ferris
  • Mike Harrison
  • Kevin Rice
  • Dana Weiss

REGRETS:

Voting members
  • Mike Andriatch
  • Hannah Arp
  • Kalista Cherry
  • James Cordeiro
  • Sharon Jaramillo
Non-Voting Members
  • President Macpherson

The meeting was called to order at 8:30 a.m.

Approval of the Minutes

Dr. Copelton asked the committee to review the minutes from the October 22, 2020 meeting. Dr. Weininger motioned the minutes to be approved, Ms. Dearing seconded the motion and 10 voting members were in favor. Therefore, the minutes were approved.

Dr. Copelton asked the committee to review the minutes from the October 29, 2020 meeting. Dr. Peterson motioned the minutes to be approved, Ms. Roy seconded the motion and 11 voting members were in favor. Therefore, the minutes were approved.

Announcements

Dr. Copelton made the following announcements:

  • The committee has two new student representatives. They are Sharon Jaramillo, Undergraduate Student Representative and Hannah Arp, Graduate Student Representative.
  • Several members have volunteered to assist at the pool testing this morning and will be going in and out of the meeting. In addition, members that are volunteering today, have volunteered in the past or will be volunteering in the future were thanked for their assistance in the effort to pool test the campus.
  • There are two Town Halls coming up. The first one is tomorrow from 9:00-10:00am and it is a Budget Town Hall. The second one is on Monday from 12:00-1:00pm and it is the COVID Update Town Hall. Both Town Halls will be held via Teams.
  • Yesterday was Veteran’s Day. Thank you to all of the Veterans for their service. Also, thank you to all of the individuals that participated in the Veteran’s Day ceremonies. In addition, it was acknowledged how beautiful the campus looks with the flags around the walk ways and how welcoming it looks for the Veterans.

5-Year Financial Model Update

(Note: The PowerPoint presentation is available on Blackboard and Teams)
  • Mr. Wall provided an update on the 5-Year Financial Model. The following questions, answers and discussion points occurred during the presentation:
  • The question was raised regarding if there has been any updates on the possibility of an early retirement incentive. It was stated that earlier this summer, we submitted a proposal but all proposals for early retirement incentives have been put on hold by the State. The College currently has 300 retirement eligible individuals. There hasn’t been any further guidance from SUNY or the State on the ability to offer an early retirement incentive.
  • The question was raised if there is any way to model how the incentive would impact the budget and have this provide incentive to SUNY and the State. It was stated that the College has done the model but the State has not provided approval to SUNY for an early retirement incentive for state employees. The key is that you can’t replace these positions. We are aware that the average pay back occurs within six months of the incentive. Mr. Wall will send follow-ups next week to SUNY to see if they have received any guidance from the State.
    Clarification was requested regarding being able to replace some of the positions if an early retirement incentive is offered. It was stated that there are some exceptions if a position is considered critical, an institution can be granted permission to hire someone at a lower salary or an entry level position. The goal is to net the salary of the positions that take the incentive.
  • The question was raised regarding that there are approximately 300 individuals eligible for retirement, in a given year without an incentive, how many individuals retire. It was stated that Tammy Gouger would be consulted for that number and it would be brought back to the group at a later meeting.
  • The question was raised if fringe benefits are paid out of the College’s budget. It was stated that a majority of the fringe benefits are state funded and do not come directly out of the College’s budget. The lines that are IFR and DIFR, the College does pay the fringe benefits on those positions.
  • Clarification was requested regarding the need to reduce the College’s spending by $12.8 million and will we need to reduce it another $12.8 million next year. It was stated that it is reducing our state operating budget by $12.8 million in one year. Reducing the budget now would provide the College an increase in cash flow of $60 million over five years.
  • The question was raised if the enrollment numbers from this year include a reduction between fall and spring or it is assumed to remain flat. It was stated that the enrollment numbers are based on the fall projections.
  • The question was raised if we anticipate a drop in enrollment for the spring semester. It was stated that we will have a better idea on the numbers after registration for the spring semester is complete.
  • The question was raised if a break down has been completed of the salary costs in Academic Affairs between administration and faculty. The concern is that the number of Schools were reduced in the restructuring to save money but additional administrative positions of Assistant Deans were created in two schools after that. It was discussed that this review can occur but in order to dissect the data in the system, points in time to review would have to be determined. It was determined that there would be three different points in time for this analysis. The first one would be prior to the restructuring, the year after the restructuring and last year. It was stated that this review will be conducted and the information will be brought back to the committee at a later date.
  • The question was raised regarding how our financial situation compares to other comprehensives. It was stated that the College’s financial situation is better than most of our comprehensives. The College had good reserves coming out of 2019-20. Right now we see the reserves for 2020-21 at $11.3 million, but if all goes well with the projects, it could be at $15 or $16 million. It was also stated that the reserves will not sustain the College and we need to make decisions as a campus on how to move forward.
  • The question was raised regarding the hiring freeze and if the reduced head count is reflected in the budget projections. It was stated that there is currently $1.2 million in salary savings forecasted and there is currently $1.5 million in savings in the Open Management Productivity Project for a total of $2.7 million. Cabinet meets weekly to review the open positions. With the hiring freeze, it will grow overtime as the headcount is reduced.

Discussion of Goal Group Updates

Members reviewed the memo regarding the Goal Group Updates and the possible Budget Prioritization Requests that could be forthcoming in the future. The following question, answer and discussion points occurred:

  • The question was raised regarding the need of the campus videographer and if it needed to be added to the memo. It was stated that the position will not go into the memo. The position is temporary and it understood that it is a needed position. Unfortunately, with the hiring freeze there isn’t an available position for the videographer. Grant funds, Foundation funds and temporary funds are being explored in order to maintain this position but have not been successful to date.
  • There were no requested edits discussed for the memo, therefore Dr. Copelton requested the motion for approval of the memo. Dr. Peterson motioned the approval of the memo, Ms. Dearing seconded the motion. The following were the voting results of the present voting members:
    • Approve - 14
    • Not Approve - 0
    • Abstain - 0

BASC Budget Updates

(Note: The PowerPoint presentation is available on Blackboard and Teams)
  • Ms. Weiss provided an update on the BASC budget. The following questions, answers and discussion points occurred during the presentation:
  • Appreciation was extended to the BASC team for all of their hard work to serve the students in the adjusted environment this semester and all of the students that were involved in quarantine last semester and this semester.
    The question was raised if BASC was eligible for the Paycheck Protection Program (PPP) under the CARES Act. It was stated that BASC was determined to not be eligible due to lack of clarity on the affiliation with the campus, their fiscal strength of reserves and that they did not maintain their payroll as they did not have the need to have all employees on payroll at that time. Therefore, they would not be eligible for the loan forgiveness.
  • The question was raised if there have been any sustainability initiatives associated with the takeout to minimize the waste. It was stated that several years ago, BASC began sending their biodegradable scrapes to a farm where it is turned into energy for the dairy farm. In addition they are using paper instead of Styrofoam and limit the amount non-biodegradable items they use.
  • Clarification was requested regarding the contribution in the reduction in the number of meal plans purchased. It was stated that about 90% of the meal plans are purchased from residential students. The reduction is on track with the reduced residential hall occupancy, the decrease in the number of students on campus that require mandatory meal plans and limiting the ability of non-residential students purchasing optional meal plans.
  • Clarification was requested if the attrition of 20% was for the spring semester. It was stated that the 20% attrition is for the spring semester and BASC is hopeful that is a conservative number with the COVID pandemic. Historically they have forecasted 8-9% for students not returning, graduating or moving off campus.
  • Clarification was requested regarding if there will be an increase in the meal plan for the spring semester and if it would be delayed if there was a shortened semester like the fall was. It was stated that the plan is for the increase to go in effect in the spring semester and if there is a shortened semester, BASC will work with the campus. In addition, it was stated that the increase is not a significant amount over the course of the semester and it will assist in the increased costs of food, PPE, cleaning supplies and minimum wage amount.

Other Items from the Committee

None at this time.

 

The meeting was adjourned at 10:10 a.m.

DC/JW/mw