Time & Location: 8:30 – 10:30 a.m., 220 Seymour
Attendees
Voting Members
- Mike Andriatch
- Davida Bloom
- Stephen Breslawski
- Frances Dearing
- Scott Haines
- Jim Haynes
- Tom Hernandez
- Shanelle Hodge
- Debbie Jacob
- Josh Johannes
- Sara Kelly
- Kadathur Lakshmanan
- Teresa Major
- Jose Maliekal
- Brad Menear
- Dave Mihalyov
- Cherise Oakley
- Summer Reiner
- Sandeep Singh
Non-Voting Members
- Denise Copelton: Co-Chair
- Crystal Hallenbeck
- Kathleen Peterson
- Karen Riotto
- Lou Spiro: Co-Chair
- Melissa Wight
Guests
- Fred Rion
Regrets
Voting Members
- Joy Bhadury
- Chantelle Nasri
- Kathryn Wilson
Non-Voting Members
- President Macpherson
The meeting was called to order at 8:32am
Approval of April 26, 2018 Minutes
Dr. Copelton asked the committee to review the minutes from the April 26, 2018 meeting. With no corrections, Mr. Menear motioned the minutes to be approved, Ms. Hodge seconded the motion, and all were in favor so the minutes were approved.
Announcements
Dr. Copelton made the following announcements:
- The May 10, 2018 committee meeting has been cancelled to accommodate events with the
candidates for the Vice President of Administration and Finance position. - We hope to be able to cancel most of the meetings scheduled for June, but members are
requested to hold the May 17, 2018 meeting on their calendar. Dr. Haynes stated that there
is a Directors meeting all day on May 17, 2018, so various committee members would not
be able to attend the JPBC meeting on that day.
Enterprise Risk Management (ERM) Committee Update
Note: The presentation is available on Blackboard
Mr. Spiro provided a presentation on the Enterprise Risk Management Committee regarding
where the committee is on assessing risks and the Risk Register. The following are suggestions or questions that were stated during the presentation:
- A few members stated concerns over considering the risks involved in extreme weather
events. Mr. Spiro stated that at this point the committee has not concentrated on them.
Right now, they are considering things that are more likely to happen or have happened.
When the committee gets further into developing the register, they will be able to discuss
and add the extreme weather events. - Dr. Singh asked if there is there a way to externally validate the probabilities that have
been assigned to the risks by the committee. His concern is that assigning risk levels can
be subjective and sometimes motivated by individuals seeking resources. Mr. Rion stated
that SUNY has not provided any guidance to provide external validation. Mr. Rion also
stated he could reach out to sister institutions. Mr. Spiro stated that each school may be
using a different format and depending on location, risk levels could be different. For
example, some schools may get more snow than others and therefore the risk level could
vary from school to school. Mr. Spiro did state that a request for more guidance could be
brought to SUBOA as an agenda item. - Dr. Peterson asked if the Risk Register could be used to determine the risk on the College
if a department is lacking personnel. Mr. Spiro stated that the committee has not gotten
there yet, but when examining the department that is at risk, it could be determined that
there are ways to do things new or differently to mitigate the risk instead of a resource-
based solution. - Mr. Spiro stated the Risk Register is an ongoing document. Adjustments will be made per
suggestions from Extended Cabinet and any comments that committee members would
like to send to Mr. Spiro via email. Mr. Spiro also stated that the ERM committee meets
bi-monthly.
Response to Division Presentations
Committee members discussed the following divisions individually and determined the following requests to be high priority:
EMSA
New Funding:
- Student Employees
- $90,480
Temporary to Permanent Funding:
- Funding for Extraordinary Scholarships - from Central Reserves
- $1,655,200
- Downstate Recruitment
- $263,100
- SERC Operating Costs
- $285,000
Other Funding:
- Funding for Extraordinary Scholarships - from DIFR
- $1,350,000
Reasons for these priorities:
- The funding for student employees and extraordinary scholarships helps with student
retention rates. - The Downstate recruitment increases our outreach to potential students as the number of
students locally has decreased. This helps us get closer to achieving our enrollment goal. - SERC operating cost is necessary funding, as we need to keep the building in operation.
Recommendations put forth by committee members:
- Encourage Admissions to look at the funding for local recruitment to see if any of that
funding can be put towards the Downstate recruitment as the numbers have decreased for
the local recruitment. - Mr. Spiro noted that the Temporary to Permanent Funding requests listed for EMSA have
been funded on a “permanent temporary” basis for years and that these will continue to be
funded for the next five years in the upcoming financial model.
College Communications
New Funding:
- Hire Web Programmer
- $55,000
- Hire Videographer
- $50,000
- Hire One Communications Specialist
- $45,000
Reasons for these priorities:
- The College is in great need of a Web Programmer. Our website is most often the first
contact we have with potential students. We need the support so that we can market the
College better. This would also help preserve our reputation as there are many complaints
from students and parents regarding broken links and missing information on the web.
Members feel this funding request is top priority. - A videographer is needed as College Communications only has the personnel capacity to
complete two big videos a year like the Alumni/Athletics Hall of Fame video and the Open
House video and has to decline requests to complete departmental videos. It was
determined that in this day and age, students want more visual stories and fewer stories to
read. This would help us really share our students’ stories and become more marketable. - The Communications Specialist would assist with our public relations and assist with
getting information and stories out on social media. This individual would write the scripts
for the videos and this would help increase the efficiency of the video production process.
Advancement
New Funding:
- Hire Two Major Gift Officers (MGOs)
- $150,000
Temporary Funding:
- Prep New Comprehensive Campaign: Feasibility Study
- $100,000
Committee recommends the following funding from Academic Affairs:
- Lifelong Learning Series Marketing
- $2,000
- Lifelong Learning: Part-time Support for Multigenerational; Engagement
- $15,000
Reasons for these priorities:
- The Major Gift Officers are critical to the functionality of the office.
- The Feasibility Study needs to be completed in order to prepare for the next Comprehensive Campaign.
- The Lifelong Learning funding should come out of Academic Affairs as the
Multigenerational Engagement is under Dr. Dauenhauer in Social Work.
The following recommendations were made via email regarding the division budget requests:
- Investigate if outsourcing some of the services would be a cheaper alternative than hiring
personnel. - Sharing positions with sister institutions that face similar budgetary constraints as well as
compliance requirements. For example, sharing a compliance officer with Geneseo or
Buffalo State. - Asking faculty to serve in some of the needed roles. Particularly individuals who want to
explore administrative options. It would cost the College in release time in terms of
teaching but could save on salary costs. - Encouraged the support of the immediate permanent personnel requests that
Administrative and Finance has requested.
Recommendations by the committee for next year’s process:
- Add a column on the summary spreadsheet to indicate the cost-benefit of providing
funding. The cost-benefit information would have to come from each division and this
request first needs to be put into the Divisional Call Letter requesting that the rationale for
the budget request should include qualitative information and, if available, quantitative
information and explain (not just list) the connection to the Strategic Plan. - Members need to know how much money is available to spend. Similar to how members
know the total amount available when recommending which investment fund proposals are
awarded.
Other Items from the Committee
Dr. Copelton proposed that we still have the meeting on May 17, 2018, and requested that
members not able to attend send their comments and/or recommendations regarding the
Administration and Finance requests to her via email. She also requested that members hold the scheduled May 31, 2018 meeting in case we need to meet then.
The meeting was adjourned at 10:33 a.m.
Next Meeting: May 17, 2018, 8:30-10:30 AM
DC/LS/mw