Time & Location: 8:30 – 10:30 a.m., 220 Seymour
Attendees
Voting Members
- Mike Andriatch
- Davida Bloom
- Samantha Dicanio
- Scott Haines
- Katy Heyning
- Debbie Jacob
- Sara Kelly
- Kadathur Lakshmanan
- Brooke Leddon
- Jose Maliekal
- Brad Menear
- Dave Mihalyov
- Cherise Oakley
- Kathy Peterson
- Susan Stites-Doe
- Katy Wilson
- Jim Zollweg
Non-Voting Members
- Denise Copelton: Co-Chair
- Crystal Hellenbeck
- President Macpherson
- Karen Riotto
- Jim Wall: Co-Chair
- Melissa Wight
Guests
- Fred Rion
Regrets
Voting Members
- Steven Breslawski
- Frances Dearing
- Tom Hernandez
- Teresa Major
The meeting was called to order at 8:31am
Announcements
- Dr. Copelton announced that the September 27, 2018 minutes are not available yet and will
be available at our next meeting. She stated that when we have weekly committee meetings, we do not typically have the minutes for two weeks. - Dr. Copelton stated that Monday, October 1, 2018, was the deadline to submit the Letters
of Intent for the Investment Funds. There were 55 submissions. She has been in communication with the Goal Group Leaders, Vice Presidents and President regarding
what the next step is. Dr. Sia and Dr. Copelton have been going through the Letters of
Intent so that they can flag any requests that include items that we are not supposed to be
funding like Faculty/Staff lines or any other items that are not appropriate for Investment
Funds. As soon as that process is complete, they will be sending PDF versions to the
various Goal Group Leaders to discuss with their goal groups as well as Division Leaders
so that they can prioritize the Letters of Intent. The email regarding the PDF will be out no
later than Monday, October 8, 2018.
Enterprise Risk Management Committee Presentation
Presented by Mr. Jim Wall, Vice President for Administrative & Finance
Note: Presentation is available on Blackboard.
The following are questions, answers and discussion points that occurred during the presentation:
- The question was raised if there are costs associated with remediating any of the identified
risks, will Mr. Wall work with the Goals Groups or different individuals to make sure the
requests go through the proper channels. Mr. Wall states if there are costs associated with
mitigating any risk, the expense will be looked at as a priority and brought to Cabinet for
approval before any expenditures are made. In the future, we will have to look into
designating a fund for risk management. - The question was raised on whether we would be able to address the risks labeled as high
(red) in a way that the risks would be able to be labeled at low (green). Mr. Wall stated
how we address the risks is going to be progressive in a way that the high risks (red) would
move to medium risks (yellow) and then eventually to low risks (green). - The question was raised on if the number of risks in each category is typical compared to
other colleges. Mr. Wall stated that typically an organization would have about five to ten
percent in the high risks category (red). We have identified 111 risks and have labeled six
as high risk (red) so we are within the five to ten percent range. - It was pointed out that all the risks labeled as high are within the Operational Plan and
asked if there has been an analysis done of other risks that do not show up in the
Operational Plan. Mr. Wall stated that the Risk Register would evolve as we look beyond
the Strategic Plan. The team did a nice job tying everything to the goals, but we need to
look beyond that when we review the assessment. - The question was raised that since the Risk Register is relatively new to campus, is there a
plan in place to educate the campus on the Risk Register. Mr. Wall stated that the team is
still in the beginning stages of the Risk Register and is moving towards bringing in subject
matter experts from outside of the team to address some of the issues. It will be a great idea
over time, once we have a better understanding of the Risk Register and the risks, to
communicate it to the campus. - The question was raised is there opportunity during the Enterprise Risk Management
meetings to add risks that are not currently on the register. Mr. Wall stated that there is an
opportunity to add and remove risks as needed.
Continuation of Operations Plan Presentation
Presented by Mr. Fred Rion, Emergency Manager
Note: Presentation is available on Blackboard
The following are questions, answers, and discussion points that occurred during the presentation:
- There was a suggestion in regards to utilizing department heads to complete the COOP
MACH form, that it should be a layered approach, starting with divisions, then schools,
then department heads if needed. Many buildings have multiple departments in them, so it
would be beneficial to pick a point person in the buildings so that the team is not receiving
multiple forms regarding the same building. Mr. Rion stated that this is an area that is
open for discussion and stated that perhaps we could utilize building coordinators in this
fashion for efficiency purposes. - The suggestion was made in regards to developing an emergency plan, for the team to
evaluate whether it would be a good idea to divide the campus geographically based on
utility lines, internet lines, and roads. - President Macpherson explained to members that this plan needs to have a staged
approach. She stated we would have to think about the different avenues that we might
have to take if we lost our financial information or our Information Technology services.
She also mentioned that when we think about the loss of a classroom, classrooms could be
renegotiated even if it is a simple time change. In addition, she provided an example if we
lost a science building we could work with the high school and utilize their labs but if
something geographical happened and the high school could not be a resource, we would
have to find other means for a lab. - Questions were raised regarding the COOP MACH form:
- Will the form be asking individuals what the emergency procedures are now?
- Will you be asking them to draft procedures that do not exist yet?
- Mr Rion said the answer is both. On the MACH form, the COOP Committee will want to know what procedures departments have now, what gaps do department gave with emergency procedures and how can the gaps be eliminated.
- A question was raised regarding if the MACH form would include a list of questions to
guide the individual through hazards like what would happen in a fire or a flood. Mr. Rion
stated that the form will have an all hazards approach, but there will be examples provided
on the form. - An inquiry was made regarding if buildings have safe zones. Mr. Rion stated that
buildings have designated areas of refuge. For example, if someone has a mobility issue
and cannot exit a building in a fire, they are supposed to go to the west side of the building
and fire personnel will come up and assist that individual out of the building. In addition,
there are designated “muster points” for students to go to in an emergency for faculty to be
able to account for them. There is a map online and Mr. Rion and Ms. Caswell are
currently working with fire personnel to develop a better map and better muster points.
Several committee members stated concerns over the lack of awareness over muster points
and what Faculty and Staff responsibilities are in an emergency. Mr. Rion stated that these
are important ongoing discussions to help us determine how we can mitigate the issues and
concerns. Committee members also expressed concern that the information on the
emergency website was never provided to them. It was discussed that this would be a
great piece of information to provide to new employees at onboarding. Also, committee members were encouraged to review the information on the emergency website and share
it with others that you represent and work with. In addition, it was suggested that this
website is shared before the Mach Form is distributed so that individuals are aware of the
current information and what is expected of them in an emergency. The information can be
found at https://www.brockport.edu/support/emergency/. Additionally, it was suggested
that Faculty more strongly encourage students to review this website and become familiar
with emergency procedures. Mr. Rion stated that there is currently an emergency guide
that is being developed for each classroom that will list out the top eight emergencies and
what to do in those emergencies. In addition, the website will be listed on the guide and
individuals will be directed to review it. - A question was raised regarding available trainings such as Active Shooter and Narcan.
Mr. Rion stated that if any department wishes to have Active Shooter training, they just
need to contact the University Police and Mr. Rion will provide the training. Dr. Peterson
stated that there is a Narcan training scheduled for October 25 for faculty in the School of
Education, Health and Human Service. Dr. Alisa James scheduled this through a contact
in Albany. The trainer may be willing to come back to do another training or there may
still be room available for the October 25 training. Mr. Rion stated that this is why there
needs to be a training database so that all individuals are informed of the training that is
occurring on campus and training sessions can be used more effectively. - There was a suggestion to put the emergency link in the campus safety email next year.
- There was a suggestion to develop a focus group that includes faculty, staff, and students
to investigate better ways to communicate the emergency information.
Other Items from the Committee
None at this time.
The meeting was adjourned at 9:37 a.m.
Next Meeting: October 18, 2018, 8:30-10:30 AM
DC/JW/mw