JPBC Minutes: February 24, 2022

8:00 – 10:30 a.m., Virtual Meeting via Teams

Attendees:

Voting Members
  • Sondra Aman
  • Mike Andriatch
  • Sarah Boroski
  • James Cordeiro
  • Frances Dearing
  • Linda Delene
  • Hailey Gardner
  • Kandie Gay
  • Daniel Goebel
  • Kristin Hartway
  • Tom Hernandez
  • Cathy Houston-Wilson
  • Jose Maliekal
  • Dave Mihalyov
  • Janet Roy
  • James Spiller
  • Elliot Weininger
  • Katy Wilson
Non-Voting Members
  • Bob Cushman
  • Eileen Daniel
  • Crystal Hallenbeck
  • Mike Harrison
  • Jason Morris
  • Darson Rhodes: Co-Chair
  • Kevin Rice
  • Karen Riotto
  • Taneika Thompson
  • Jim Wall: Co-Chair
  • Melissa Wight

Guests

  • Lorraine Acker
  • George Ballart
  • Monica Brasted
  • Nathan Bull
  • Thomas Chew
  • Lynda Cochran
  • Brian Dickinson
  • Johnna Frosini
  • Kerry Gotham
  • Scott Haines
  • Matthew Hall
  • Erick Hart
  • Dylan Hill
  • Rachael Killion
  • Richard Klancer
  • Stephanie Learn
  • Lynne Maier
  • Heather Raczkowski
  • Darlene Schmitt
  • Rongkun Shen
  • Bonnie Walck

Regrets

Voting Members
  • Justine Briggs
  • Margaret Lane
  • Mark Stacy
Non-Voting Members
  • President Macpherson

The meeting was called to order at 8:00 a.m.

Approval of the Minutes

Dr. Rhodes asked the committee to review the minutes from the January 27, 2022, meeting. Provost Delene motioned to approve the minutes; Ms. Aman seconded the motion. 13 members voted to approve the minutes. Therefore, the minutes were approved.

Announcements

Dr. Rhodes made the following announcements:

  • There is now an open call for Investment Fund proposals. The due date is March 28, 2022. There is a website dedicated to the Investment Funds. Please share with individuals on campus.
  • We are still accepting nominations for JPBC members and tomorrow is the deadline.

Fee-Based Budget Presentations

Brockport ITS – presented by Bob Cushman, Chief Information Officer

(Note: Presentation is available on Blackboard and Teams)

The following questions, answers and discussion points occurred during the presentation:

  • Appreciation was extended to the BITS staff for all their extraordinary work during the pandemic.
  • The question was raised regarding if the print management initiative that is currently in process for the faculty and staff would also include the students to help reduce the costs. It was stated that the manage print services initiative covers all printing on campus. As part of the effort, we are evaluating where we can consolidate printing.
  • The question was raised if the savings achieved from the reduced costs would translate into a reduced technology fee or a reallocation of the funds to a deferred project. It was stated that with consulting with the Toshiba team it is expected that the savings will be $400,000-500,000 annually. Some of the savings over time would probably impact the student’s portion of the cost. We need to go through the implementation and then assess if the fee can be reduced while also looking at enrollment numbers.
  • The question was raised regarding if examples could be provided of cost escalation of products the campus depends on and the complexity of SUNY-wide agreements. It was stated the Adobe believes that they do not have any competition and it becomes a monopoly. It is very difficult to get any price concessions from Adobe even if it being negotiated for 64 campuses. When we did the RFP for new learning management system it was Brightspace that understood the goal of getting the 64 campuses and they were willing to provide price concessions that ended up cutting our cost in half.
  • The question was raised regarding what the current amount is in reserves and if it is consistent with past years or is it building to fund an unmet need. It was stated that the department is acquiring services that were external to the college and there are fees associated with these services and they will become part of the annual operational expenses of the department. In addition, there are plans to do a wireless upgrade for the entire campus. This will improve the WIFI and make the campus compatible with the future devices that students bring on campus. Currently the reserve balance is between $900,000 and a million.
  • The question was raised if that level of reserves has been approved by JPBC and Cabinet and will not raise to an excessive level. It was stated that the reserves build up to this level so that funds don’t need to be requested from other areas on campus to maintain services or complete projects. Once projects are completed the reserves are spent down and then build up again to cover the next project. The BITS aims to be good stewards of the technology fee and they are very careful of what projects will be funded. Reserves are important if we must pivot again because those funds were used to get remote proctoring software and Zoom. The reserves helped us to respond quickly to the shift to remote learning.
Student Health Services – presented by Lynne Maier, Assistant Director of Health Center and Mat Hall, Associate Director of Prevention and Outreach Services

(Note: Presentation is available on Blackboard and Teams)

The following questions, answers and discussion points occurred during the presentation:

  • Appreciation was extended to the Hazen staff for all their extraordinary work during the pandemic.
  • Clarification was provided that the second position in Prevention and Outreach Services is not a new position. It was just moved to be funded by the grant when the College was awarded the grant. When the grant ends, the department will have to begin funding this position again.
  • The question was raised if a $10 projected annual increase will be sufficient with the lower enrollment numbers but the health needs increasing. It was stated that it is most likely not enough, but we will have to examine it on a year-to-year basis. It was added that the department is trying not to put so much of the burden of the fee on the students. We know that there are services we need to provide so we are trying to be reasonable. In terms of the mental health work that we need to do, we recognize that the work needs to extend beyond the Counseling Center. We have been reviewing various best practice models from around the country and we can see where there are gaps in our services so we can improve. Increasing training opportunities for not just our mental health counselors, but other front-line staff that typically work with students. This would include residential hall staff and improving our faculty liaison program.
  • The question was raised regarding students stating that there are no available counseling appointments. It was stated that there are appointments available in the Counseling Center. In addition, students can go in during walk-in hours that are Monday-Friday 8:00-11:00am.
  • The question was raised regarding why Hazen does not bill insurance for services. It was stated that Hazen Center attempted to bill insurances about three to four years ago. They went through the credentialling and application process and they were denied. Excellus is a big player for insurance in the area and stated they have no interest to work with college health. There are very few colleges that can bill insurance in NY. This doesn’t mean that they won’t try again, but this would involve more money to build the staffing infrastructure to bill insurance. It was added that we were the pilot school for a comprehensive to bill insurance and we were denied by SUNY legal as they felt there wasn’t enough security between the various platforms to allow it to happen at that time.
  • The question was raised regarding the estimated $500,000 of SUNY funding that is being directed towards mental health and if this is being factored into the budgetary needs and the calculation of the Student Health Fee. It was stated that the $500,000 was for a one-time use and not for ongoing expenses. These funds were federal dollars that had to be used this fiscal year. There is approximately $590,000 in funding available and Dr. Acker has spearheaded the effort of developing the outline of how almost $500,000 of the funding will be utilized. This funding is not alleviating the need of unmet expenses. The programs and their status can be added as an agenda item for a future meeting.
Intercollegiate Athletics – presented by Erick Hart, Director of Athletics

(Note: Presentation is available on Blackboard and Teams)

The following questions, answers and discussion points occurred during the presentation:

  • Appreciation was extended to the Athletics staff for all their extraordinary work during the pandemic.
  • The question was raised regarding what the amount in reserves is and how does the amount factor into expenses or deferred expenses. It was stated that Athletics’ 2020-21 budget was in the black for the first time in a while. This was also the year that there was no athletic competition. Athletics is typically underfunded, and the campus has helped with funding for 20 years. The last three budget years does not provide a good gauge of the departmental budget. The fringe relief and the Cares funding is putting the budget in a better spot. This is the first time that the department has had funding in reserves. All of the SUNY schools are in the same position, and we are working together to come up with a plan to change schedules and reduce trips to save money.
  • The question was raised regarding how the Athletics Fee has changed for the past five years. It was stated that there has been campus approval for increases the past few years, but SUNY has not allowed increases for Athletics. We were $485 in 2019-20 and about $15 less the prior year.
Campus Recreation – presented by Scott Haines, Director of Campus Recreation

(Note: Presentation is available on Blackboard and Teams)

The following questions and answers occurred during the presentation:

  • The question was raised regarding if the fee has not increased due to SUNY not approving an increase for Campus Recreation. It was stated that SUNY has not allowed an increase for Campus Recreation during the pandemic.
  • The question was raised if the reserves are being depleted due to having to cover operational costs due to not being able to increase the fee. It was stated that it was projected that the reserves would need to be used this year, but HEERF funding helped prevent the need to utilize reserves. The reserves were built up the first few years that SERC was open because we did not have the expenses of replacing or repairing equipment. The department is having difficulty finding business in rentals and therefore they are not seeing an increase in revenue. In addition, students take top priority, and we will not rent out the facility the first quarter of a semester so that the athletes, club sports and classes can use it. On top of that we have lost groups because they are not currently holding events. If enrollment does not increase, we will have to use reserves and possibly look at reducing services.
  • The question was raised if it is believed that rentals will increase once covid abates or has the market changed. It was stated that it is believed that groups will return.
A Gift to the Fund for Brockport (Alumni) – presented by Kerry Gotham, Director of Alumni Engagement

(Note: Presentation is available on Blackboard and Teams)

No questions or discussion points at this time.

Career Services – presented by Thomas Chew, Director of Academic Success Center and Stephanie Learn, Associate Director of Career Services

(Note: Presentation is available on Blackboard and Teams)

The following questions, answers and discussion points occurred during the presentation:

  • The following question was raised regarding the initiative that was developed for Computing Sciences and if it could be utilized in other departments. It was stated that it could be utilized with other departments but there would stipulations. The programs are very people heavy. We could not do this program for 20 departments a semester because we don’t have the personnel. Therefore, the scalability and programmatic to build a system is important to be able to do a program that is as successful and being able to convey the commitment needed from the department and what level of commitment our department can feasibly do. It was added that the program was able to be scaled to be used in Mathematics and there will be a program in the spring called Careers in Math.
  • The statement was made that the work being done by faculty in Computing Sciences is not being done for additional cost. The faculty are completing this work because they value the relation with employers that leads to better career opportunities for their students. Appreciation was extended to the faculty for their dedication to their students as well the contacts in the community.
  • The suggestion was made to develop the program so that areas that have aligned professional development interests so that career developing can be facilitated by more than one department at a time. It was stated that this design has been discussed and is in a development process.
  • The statement was made that 3,000 alumni are ready to assist students through experiential education opportunities. It was added that in the Gift to the Fund for Brockport presentation the system that was referred to, the Graduway and Brockport Alumni Connect, is the program that involves the 3,000 alumni. Our alumni are our best investors and something our students can benefit from. In addition, appreciation was extended to Alumni Engagement staff for all their work in developing the relationships with the alumni to assist with the initiative.
  • Congratulations was extended to Career Services for all the work they have accomplished with staffing constraints and appreciation for not increasing their fee even with the declining enrollment.
Transportation – presented by Johnna Frosini, Director of Parking and Transportation

(Note: Presentation is available on Blackboard and Teams)
No questions or discussion points at this time.

Parking - Transportation – presented by Johnna Frosini, Director of Parking and Transportation

(Note: Presentation is available on Blackboard and Teams)

The following questions, answers and discussion points occurred during the presentation:

  • The question was raised regarding if the commuter students pay the same parking price as the residential students. It was stated that they do.
  • The question was raised regarding if the price for the unionized employees is collectively bargained. It was stated that it is, and it is factored by the CPI which is 7%, but the price is only being increased by 4%.
  • Appreciation was extended to the staff for the extraordinary work with the snow removal on campus.
  • The question was raised regarding the need for a fee increase when the ending balance for this year is approximately $760,000 and projected ending balance of $584,000 for next year. It was stated that parking is self-funded and maintenance for parking lots has been deferred for a few years due to the construction. In 2018, it cost $45,000 to do maintenance on the parking lot near SERC. Parking lot repairs will reduce that balance quickly. If we do not complete parking lot maintenance every 2-3 years, it could end up costing over $100,000 to repair a modest size parking lot. The expenses of repairing the parking lots are not included in the presentation because the construction will still be going on. It should be in the following year’s budget.

Additional Fee-Based Budget Presentation Questions and Discussion Points

  • The question was raised regarding what the overall undergraduate fee expense is on top of tuition. It was stated that with a quick calculation on the high end for an undergraduate student is $68.63 per credit hour. The expense for a 12-credit load semester would be almost $824 and for the academic year $1647. Some of the fees are assessed differently to graduate students. It was added that private schools are almost double what the SUNY schools are charging for fees. In addition, SUNY Geneseo labels the fee as a comprehensive fee and does not break down what the charges are for. Therefore, students do not know where the fee money is going. It was also added that the Campus Based Fee Review Committee has discussed the campus going to a comprehensive fee but the concern over lack of transparency influenced their decision not to proceed with a comprehensive fee.
  • The 2020-21 Broad Based Fee by Campus document was provided in the chat for members to see the comparison between SUNY institutions.
  • The question was raised regarding the expense spreadsheet for the Technology Fee and where the current year deductions go because you can see where the current year additions come from. It was stated that the sub account is used to fund direct charges from SUNY because they centrally pay for some of the services for the campus. That is why there is a deduction, but you don’t see an addition above.
  • The question was raised regarding the reserves in Campus Recreation and why there is a constant reserve amount. It was stated that those reserves were built up during the first few years the SERC was open because there were not equipment replacement or repair expenses. Those funds are there for when we need to replace significant pieces. The second reserve account is for the Zamboni replacement.
  • The question was raised regarding if there is a percentage requirement for the campus reserve amount. It was stated that we are required to maintain 15% of our operating budget in reserves. It was added that the reserve amount is critical for Middle States as well.
  • The concern was stated regarding several of the ending balances of the fees have a percentage of revenue over 15%. It was stated that SUNY reviews the reserve balances and campuses must provide justification if SUNY believes the individual reserves are too high. For example, Campus Recreation would justify the one reserve for the cost of the Zamboni and the expense amount would be deducted from the reserve total. The same thing could be done in Parking where it is estimated that $200,000 is needed for parking lot repairs. It was added that some of the fee budgets ending balance includes the HEERF funds. The level of the funds was unexpected and looking at this year’s budget in isolation is not a true picture of the area’s budget. We need to think long term for the needs down the line and keep in mind the declining enrollment.
  • It was decided that due to time constraints, time would be set aside at the next meeting to continue with the remaining questions.

Other Items from the Committee

Provost Delene requested to be added to a future meeting in April or May to provide an update on the Academic Strategic Plan.

The meeting was adjourned at 10:35 a.m.

DR/JW/mw