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JPBC Minutes: January 26, 2023

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

Attendees

Voting Members
  • Martin Abraham
  • Sondra Aman
  • Mike Andriatch
  • Austin Busch
  • Frances Dearing
  • Michael Doyle
  • Tom Hernandez
  • Teagan Hughston
  • Meghan Irving
  • Yin Liu
  • Jose Maliekal
  • Jason Morris
  • Carl O’Connor
  • Kathy Peterson
  • Heather Raczkowski
  • Janet Roy
  • Mark Stacy
  • Elliot Weininger
Non-Voting Members
  • Julie Caswell
  • Bob Cushman
  • Eileen Daniel
  • Damita Davis
  • Crystal Hallenbeck
  • Mike Harrison
  • Cathy Houston-Wilson
  • Rachael Killion
  • President Macpherson
  • Darson Rhodes: Co-Chair
  • Jim Wall: Co-Chair
  • Melissa Wight
Guests
  • Nathan Bull
  • Jennifer Green
  • Scott Haines
  • Karen Logsdon
  • Frank Mancini
  • Tammy Jo Manz
  • Theresa Martinez
  • Tyler Moesle
  • Bonnie Swoger
  • Rachel Winter
  • Kathy Zunner

Regrets

Voting Members
  • Thomas Hager
  • Kristin Hartway
  • Katy Wilson

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 November 10, 2022, meeting. Dr. Peterson motioned to approve the minutes; Mr. O’Connor seconded the motion. 11 members voted to approve the minutes. Therefore, the minutes were approved.
  • Dr. Rhodes asked the committee to review the minutes from the December 15, 2022, meeting. Ms. Aman motioned to approve the minutes; Ms. Roy seconded the motion. 14 members voted to approve the minutes. Therefore, the minutes were approved.

Announcements

Dr. Rhodes made the following announcement:

  • All weekly Undergraduate and Graduate Admission reports will now be sent to committee members by Robert Wyant and Oana Prajitura. This will eliminate the duplication of these reports for some committee members.

Approve BASC, DIFR and BSG Call Letter

Committee members reviewed the BASC, DIFR & BSG call letters. Dr. Peterson motioned to approve the letters; Ms. Dearing seconded the motion. The following voting results are based on present voting members:

  • Approve – 15
  • Not Approve – 0
  • Abstain – 0

JPBC Working Group Report

(Presentation is available on Teams)

Dr. Rhodes presented the report from the Working Group. The following questions, answers and discussion points occurred:

  • The question was raised regarding what the baseline was used for enrollment numbers on the salary and enrollment slide. It was stated that the baseline was based on current enrollment numbers. In the report, there are a series of notes regarding the table.
  • President Macpherson extended gratitude for all the work that was done for the report. She also stated that Cabinet has a retreat coming up and it will be her recommendation that the report is officially reviewed at the retreat.
  • Appreciation was extended from the Working Group to Dr. Rhodes for her leadership of the group and for completing the report.
  • Dr. Rhodes extended thankfulness to the Working Group for their dedication, time and energy that were put into the efforts of the group.
  • Dr. Peterson motioned to approve the report and send it to Cabinet, Mr. O’Connor seconded the motion. The following are the results from the present voting members:
    • Approve – 16
    • Not Approve – 0
    • Abstain – 0

Rollovers Update

(Presentation is available on Teams)

Mr. Wall provided an update on the rollovers. The following questions and answers occurred:

  • The question was raised regarding if there was consideration of diverting some of the rollovers back into the reserves. It was stated that is always a consideration. The $580,000 that is allocated for Campus Contingency will roll back into the reserves if it is not needed.
  • The question was raised regarding if there is any consideration in aligning the budget in the future so there is less rollover. It was stated that this will be part of the discussion at the Cabinet retreat. We do need some rollovers for asset replacement. It was also stated that having the contingency fund will better help fund something unexpected that might come forward. This is how we are trying to manage our money to better fund our institutional priorities.
  • The question was raised if there will be a report to JPBC regarding the outcomes of Cabinet’s budget retreat. It was stated that there will be a report.

Institutional Priority Funds

(Presentation is available on Teams)

  • Dr. Rhodes presented information regarding the upcoming review of Institutional Priority fund proposals.

Technology Update

Mr. Cushman presented a technology update. The following questions, answers and discussion points occurred:

  • It was stated that in addition to the $500,000 for classroom upgrades, there is $371,000 for technology upgrades.
  • The question was raised regarding Brightspace and if there have been any significant concerns with the functionality of it. It was stated that we are still implementing and there is work to be done. There have been some challenges with the video interface. It was added that the problem with Kaltura interfacing with Brightspace has been significant. It is understood that this issue is being worked on, but it has created many additional hours for faculty that teach online.
  • It was stated that faculty should be made aware of one of the “kinks” of the new system and if the information is not received and understood, there is going to be problems. The issue is if a student is a transfer or went to some other college before they came to Brockport, the student’s email address in the system will be their previous college’s email address. If a teacher sends out a mass email to the class, the email will go to the old address if the student has not already updated it in the system to their Brockport email address. Faculty need to ask their students to go in and update their email addresses or else the student will not receive messages. This is not something that IT can update within the system. It was added that President Macpherson had requested a communication to go out to faculty so that they could check their class lists to see if any students had email addresses other than a Brockport one. IT is looking into this communication.
  • It was suggested to have a communication or web site with the known issues regarding Brightspace and suggestions on how to navigate through them. It was stated that is something that IT is working on putting together.
  • The concern was stated that departments have not been able to find a way to communicate with students through Brightspace before they are registered for classes. This is causing a concern for retention when departments can not engage with students prior to registration, like they were able to with Blackboard. It was stated that IT has found a way for a group leader to add students into groups and as long as the student is in Banner, they can be added to Brightspace.
  • The question was raised if a group leader can remove a student from a group. For example, if they change their major. In addition, there are some faculty members in groups that are no longer working at Brockport and request to be removed when they receive a group email. It was stated that there is a way to remove a student from a group and those instructions will be shared with faculty. As far as removing faculty members, IT is still working on the best way to complete this task throughout losing the individual’s information for historical data purposes.

Managed Print Update

(Presentation is available on Teams)

Mr. Wall presented an update on managed print. The following question and answer occurred:

  • The concern was stated that there are academic departments that need to have students complete paper homework. These departments have incurred four times as much cost that they had in the previous years even though they are printing 25% fewer copies. Some departments have already exhausted their supplies and expenses budget. It was requested to have the cost structure recharges reviewed and adjusted so these departments can get some relief. It was stated that as a campus overall, we will be achieving our goal. It appears we will be printing four million less pages annually and we will be saving the projected amount of money. The data that we have collected will be reviewed in categories by department, division and school. We will probably have to do some realigning of the budget. This will be looked at over the next few weeks and the recharge back process will be reviewed for recommendations or the need for a different approach.

Additional Items from the Committee

The following items were discussed:

  • Members were encouraged to wear their Brockport apparel tomorrow for Green and Gold Friday.

The meeting was adjourned at 9:39 a.m.

DR/JW/mw