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JPBC Minutes: September 28, 2017

Time & Location: 8:30 – 10:30 a.m., 220 Seymour 

Attendees

Voting Members

  • Mike Andriatch
  • Joy Bhadury
  • Davida Bloom
  • Steven Breslawski
  • Scott Haines
  • Jim Haynes
  • Tom Hernandez
  • Shanelle Hodge
  • Debbie Jacob
  • Josh Johannes
  • Sara Kelly
  • Kadathur Lakshmanan
  • Jose Maliekal
  • Brad Menear
  • Dave Mihalyov
  • Chantelle Nasri
  • Cherise Oakley
  • Summer Reiner
  • Sandeep Singh
  • Kathryn Wilson

Non-Voting Members

  • Denise Copelton: Co-Chair
  • Crystal Hallenbeck
  • Kathleen Peterson
  • Melissa Wight
  • James (Beau) Willis: Co-Chair

Guests

N/A

Regrets

Voting Members

  • Teresa Major

Non-Voting Members

  • President Macpherson
  • Karen Riotto

The meeting was called to order at 8:32 a.m.

Approval of September 14, 2017 minutes

Dr. Copelton asked the committee to review the minutes from the September 14, 2017 meeting. With no corrections, Mr. Haines motioned the minutes to be approved, Mr. Menear seconded the motion, and all were in favor so the minutes were approved.

Announcements from the Co-Chairs

  • Dr. Copelton introduced a couple of members that were not present for the first committee meeting.
  • Dr. Copelton announced to the committee that the meetings are recorded for purposes of note taking.

Committee Ground Rules & Operating Guidelines

Discussion regarding ground rules and operating guidelines. Dr. Reiner facilitated the discussion regarding what committee members thought was beneficial in terms of operating guidelines and rules for engagement. The following suggestions were made:

  • More education on financial terms, budget information, rules and policies. Not everyone around the table has the same level of knowledge on the topics we will discuss.
  • When an item is presented for a vote, members would like time to digest the information and vote on the item at the future meeting.
  • The ability to move items from one meeting to the next. Therefore, not limiting a topic to a certain amount of time due to other agenda items. If more discussion is needed it will be added to the next meeting’s agenda.
  • Being mindful of the amount of items on an agenda and the time members need to discuss these items. Therefore, preventing members from feeling rushed into a decision.
  • Flexibility to change guidelines or rules in the future as this is a new committee and we are learning as we go.
  • See if we can customize and utilize some of the Rules of Engagement from other committees such as the President’s Task Force on Budget and the Academic Leadership Team to function for our committee. Dr. Haynes will provide Academic Leadership Team’s Rules of Engagement to Dr. Willis and Dr. Copelton.
  • Being able to respect each other and have healthy discourse.
  • Have purposeful conversation. That it is fact or data over opinion and not opinion over fact or data.
  • Ensure a mixture of Professional Staff and Faculty in working groups so that multiple perspectives and opinions can be discussed.
  • Having a presentation template so that all presentations can be looked at evenly.
  • Recognizing that presenters have put a lot of work into their presentations and respecting that.
  • Discussing an idea and ways to implement it before discussing the money/cost associated with it.
  • Having defined leadership to keep us on task and move us through the agenda.
  • Making sure the material is out with enough time for members to review and have relevant discussions.
  • To not make decisions or vote on an item until all relevant information is presented. Committee members requested that the Co-Chairs review the suggestions and the Rules of Engagement for the Academic Leadership Team and the President’s Task Force for Budget to develop the committee’s Rules of Engagement and present it to the committee for feedback before implementation.

Fee Committee Charge Membership

Dr. Willis provided the committee with some background information as to why the Campus Based Fee Review Committee (CBFR) was established.

Dr. Peterson presented the CBFR’s charge, membership, timeline and the topics discussed at the last two meetings. This information can be found in the September 28th meeting materials file on Blackboard. Clarification requested on the following items during the presentation:

  • A comprehensive fee is the bundling of the fees and is not as transparent as itemized fees.
  • Geographic considerations in terms of online courses. For example, a student who is 200 miles away would not be utilizing campus services, but a student in Brockport may still want to use campus services.
  • Terminology of the different fees:
    • Broad-based fee are fees that students are charged to support campus programs such as Athletics, Health Center, Technology, Campus Recreation, etc.
    • Administrative fees are charged to students for items like Drop/Add, Credit by Exam, Bounced Check, etc.
    • Course Related fees are charged to students in reference to a specific course.
  • Pending SUNY policy, the ability to have tiered fees. For example, an online student would pay a lower BSG fee and a larger technology fee.
    • Dr. Willis will provide the committee with the SUNY policy on fees. It has been placed on the Blackboard website in the September 28, 2017 meeting folder.
  • The Broad-based fees can increase a certain percentage in total each year. This is due to the Higher Education Price Index (HEPI).
  • The budget presentation timeline was created based on the deadline set by SUNY. The committee will hear the presentations and will bring their recommendations back to the JPB. The JPB will make a final recommendation and submit it to President’s Cabinet for the final decision. It will then go to SUNY for approval.
  • Due to his role in EMSA, Dr. Wilson requested that Craig Ross join the CBFR committee.

Resource Allocation Policies

Dr. Willis and Dr. Haynes presented the information on the Special Sessions Revenue initiative. This information can be found on Blackboard in the September 28th meeting materials file. During the discussion, the following clarifications were requested:

  • The fiscal year starts on July 1st but the revenue earned during the entire Summer Session is counted for the academic year in which the session started.
  • The funds will be allocated into a department’s SUTRA accounts. If a department does not have a SUTRA account, Ms. Hallenbeck will work with the Dean to determine where the funds will go.
  • Why stipends are set at the designated amount. Suggestions about increasing the enrollment cap from 12 to a higher number 20-25, increase the stipend amount to reflect the increased enrollment and give the option to the faculty member to prorate under 20-25. This would allow for better compensation for enrollments between 12-25 students, as there is no extra compensation between those numbers right now. This was deferred to the Academic Leadership Team for further discussion.
  • How much of the Special Sessions revenue is generated by Independent Studies as a faculty member is not paid for each Independent Study. It is believed that there is a policy that if you do a certain number of independent studies, the faculty member is compensated. This was questioned to obtain more information to help us determine how we might grow the Special Sessions revenue. This was referred to the Academic Leadership Team for more discussion.
  • Whether or not faculty members should be encouraging Winter and Summer enrollment over Fall and Spring, as it appears to be more beneficial. We have to be mindful of our enrollment targets for the Fall and Spring to be eligible for the tuition dollars from the state. Otherwise, we have to make up that money. This is a discussion for the Academic Leadership Team.
  • Request to breakdown the Special Sessions revenue spreadsheet into graduate and undergraduate.
  • Questioned why LITS receives a high amount the unit allocations. It was stated this has historically been the amount that they have received for at least 15 years and have not received an increase.

Dr. Willis reminded the committee about the information on the Internal Loan Fund initiative. The information on the Internal Loan Fund can be found on Blackboard in the September 14th meeting materials file.

Dr. Willis requested the committee’s endorsement of the Special Sessions Revenue Sharing and Internal Loan Fund initiatives. The following were the voting results of the present voting members for committee’s endorsement of the initiatives:

  • Special Sessions Revenue Sharing Initiative 
    • Yes - 20
    • No - 0
  • Internal Loan Fund Initiative
    • Yes - 19
    • No - 0

Strategic Plan Goal Coordinating Groups

Dr. Willis presented information on the Strategic Plan Goal Coordinating Groups. This information can be found in the September 28th meeting materials file on Blackboard.

Once the membership rosters are completed, they will be available on the Strategic Plan website.

Division Planning Call Status

Dr. Copelton provided an update on the Investment Fund Proposal Working Group. The document that was referenced can be found on Blackboard in the September 28th meeting materials file. During the update, Dr. Copelton announced that the application deadline will be the first day of the spring semester, which is January 22, 2018. It was requested that the subcommittee reconsider their decision in not allowing any stipends to be paid out of the Investment Funds as this may limit the number of proposals. Dr. Copelton and Dr. Willis agreed that the subcommittee would discuss it again.

Due to time constraints, the rest of the division planning discussion will continue at the next meeting.

Other Items from the Committee

It was requested that the membership listings of the subcommittees be made available to JPB members. Dr. Willis stated that he would create a flowchart that would contain this information and provide it to the committee.

Action Items

  • Dr. Copelton and Dr. Willis will create Rules for Engagement/Operating Guidelines for the JPB members to review.
  • Discussion points for the Academic Leadership Team:
    • Special Sessions stipend amounts and enrollment caps.
    • Revenue projections of Independent Studies during Special Sessions and faculty compensation.
    • Guidance to faculty members regarding encouraging enrollment in Winter and Summer versus Fall and Spring.
  • Investment Fund Proposal Group to discussion allowing stipends to be paid from the Investment Funds.
  • Continue Division Planning Call Discussion at the next committee meeting.
  • Dr. Willis will provide a flowchart with the subcommittee membership listings.

The meeting was adjourned at 10:30 a.m.
Next Meeting: October 12, 2017, 8:30 -10:30 a.m.
DC/JW/mw