8:30 – 10:30 a.m., Virtual Meeting via Teams
Attendees
Voting Members
- Martin Abraham
- Sondra Aman
- Austin Busch
- Frances Dearing
- Michael Doyle]
- Thomas Hager
- Kristin Hartway
- Tom Hernandez
- Tegan Hughston
- Yin Liu
- Jose Maliekal
- Jason Morris
- Carl O’Connor
- Kathy Peterson
- Heather Raczkowski
- Janet Roy
- Mark Stacy
- Elliot Weininger
Non-Voting Members
- Bob Cushman
- Eileen Daniel
- Mike Harrison
- Cathy Houston-Wilson
- Darson Rhodes: Co-Chair
- Karen Riotto
- Jim Wall: Co-Chair
- Melissa Wight
Guests
- Monica Brasted
- Nathan Bull
- Steve Cook
- Jennifer Green
- Scott Haines
- Rachael Killion
- Eric Monier
- William Ruiz
- Rey Sia
- Bonnie Swoger
- Rachel Winter
Regrets
Voting Members
- Mike Andriatch
- Meghan Irving
- Katy Wilson
Non-Voting Members
- Crystal Hallenbeck
- President Macpherson
The meeting was called to order at 8:30 a.m.
Approval of the Minutes
Dr. Rhodes asked the committee to review the minutes from the September 29, 2022, meeting. Ms. Aman motioned to approve the minutes; Ms. Roy seconded the motion. 12 members voted to approve the minutes. Therefore, the minutes were approved.
Announcements
The following announcements were made:
- The JPBC Group in Blackboard has now been frozen and all materials that were in the group have been archived and transferred over to Teams.
- Thomas Hager was introduced as the second Undergraduate Student Representative.
- A reminder that the Campus Climate Survey will be open from November 1 – November 22. Members were encouraged to complete the survey and to encourage other campus members to complete it as well.
Strategic Plan Assessment Update
Provost Abraham provided an update on the Strategic Plan Assessment. The committee had their initial meeting where members determined specific targets that include metrics that can be reviewed, the annual reporting process, what information do we need and how the information is utilized. The members split up into three work groups. Each group will come back to the committee with a discussion item or report. One work group has submitted feedback.
Division Budget Update
(Presentation is available on Teams)
Provost Abraham and Mr. Wall presented an update on division budgets. The following questions, answers and discussion points occurred during the presentation:
- The question was raised regarding the EMSA positions that were eliminated and if it is because there are more efficient processes or are the employees that are left having their workload increased. The concern is the Registration and Financial Aid offices have been cut repeatedly over the last several years. It was stated that it is a combination of things. There were open positions in the departments, and we are trying to capture as many open positions as possible for salary savings. The latest PSR report from the end of September indicated that there are 107 open positions across campus. Every open position is reviewed by Cabinet to determine if it can be captured. In terms of the student facing departments and the workload, our enrollment is has gone down 2000 students over the last five years. There have also been workload improvements and some automation.
- Clarification was requested regarding the staffing headcounts remaining flat from last year and today’s presentation indicating that divisions have reduced its headcount. It was stated that the total staffing headcount does not include adjuncts and temporary staff. It was suggested that those groups would be added to the total headcount to better show the difference in the staffing numbers and to show actual Full Time Equivalent (FTE) numbers versus budgeting numbers. The salary savings is in anticipation that we will not be filling those positions within the salary pool. It was also stated that the positions that are being searched are included in the headcount, but because the vacancy is not currently filled there is salary savings from those positions. In addition, there have been positions that have been differed to next year or the following year. These positions are still in the budget, but we are not paying the salary right now.
- The question was raised about the one million dollars in salary savings in Academic Affairs and how much of the savings are long term and won’t be used to fund positions in a year or two. It was stated that it all depends on if positions are determined to be necessary or if they can be eliminated. The vacancy will not be removed from the budgeted headcount until it is eliminated.
- The request was made to receive information on how our budget compares to our revenue and how our real projected expenses compare to our revenue. Since the salary savings appear to be predictable based on when open positions may be filled, and this will impact the reserves. It was stated that the issue is that the actual enrollment for this year was below the budgeted level. This gives us a $4.3 million dollar deficit. It was agreed to provide forecasted numbers based on the quarterly reports. There will also be a reserve analysis shared over the next few weeks. We need to keep in mind that there was already $5.4 million that was going to be taken from reserves and add the $4.3 million budget deficit. In addition, we have to fund the salary increases and the rise in energy costs, we could be looking at needing $11 million from the $31 million currently in reserves.
- The question was raised if there was a hiring freeze put in place today and what the amount of savings would be. It was stated that there are positions that are currently being recruited that would need to be filled, but the amount would be between $4 and $4.5 million.
- The question was raised if this amount would be separate from the salary savings noted in the presentation for the faculty salary pool. It was stated that it is separate and would be incremental.
- Clarification was requested that last year we had the $2 million in salary savings which put the total reserves to $31 million. The best-case scenario, in terms of salary savings, would be $4 million. The worst-case scenario without salary savings and the increase in utilities would be a deficit around $11.6 million. It was stated that the calculations are correct except for the $2 million in salary savings was above what was anticipated because positions were not being filled from the last forecast. We had 70 to 80 open positions last year so that would probably be around $4 million in savings using an average salary amount.
- The question was raised regarding when Cabinet’s decisions from the next week’s retreat regarding the budget would be presented to JPBC. It was stated that it would be when the five-year review is presented. The five-year model will be presented on November 3.
- The question was raised regarding on the scale of financial precariousness that would include the comprehensive schools, where would Brockport be located on the scale. It was stated that Brockport would be in the middle of the scale, but it is getting worse.
- The question was raised if SUNY Central is involved due to the financial concerns. It was stated that they are not currently involved. They don’t typically become involved until the reserves are in the negative. The schools that are in this position indicate that it is difficult because you have to get all of the spending approved by SUNY. This is because schools in this position are basically borrowing money from SUNY system to keep the school going.
- The concern was stated that the there does not appear to be an understanding across campus about our budget situation. It was stated that there will be a presentation at College Senate, but the date has not been confirmed yet. The date will be finalized next week. Also, Dr. Rhodes and Mr. Wall are working on a written communication that will be sent out to campus. In addition, there will be a budget townhall on November 17. Members were asked to encourage individuals to attend JPBC meetings, the College Senate meeting, the budget townhall and to carefully read the communication that will be sent out. This will help assist with the broader understanding across campus. It was added that we need to communicate that there is a path forward and we are working on steps to move in that direction. In addition, we need to indicate that all faculty and staff need to do their part in helping the College move forward.
- The question was raised regarding what the lowest projected enrollment will be and what the plan may be to have a reasonable projection based on enrollment and retention practices. It was stated that it will be discussed at the Cabinet retreat next week. Areas involved in enrollment and retention will be presenting at the retreat. It may take a couple of years to build enrollment back up. Looking at our current enrollment and retention rates, the number could go lower before it goes higher.
- The question was raised regarding zero-based budgeting in Academic Affairs and how it will be communicated to have a more streamlined approach across all departments. In the past, it has not been consistent between departments. It was stated that the approach will be collaborative with the different units to discuss what the needs are and how to accomplish the objectives. The decisions will be strategic about the opportunities and what the returns will be.
Additional Items from the Committee
Members were encouraged to wear their Brockport apparel tomorrow for Green and Gold Friday.
The meeting was adjourned at 9:30 a.m.
DR/JW/mw