Administration & Finance
May 29, 2008
Meeting called to
order 1:30 P.M.
Wayne B. Beran, Vice President for Admin 6. Toni Wyer, Comptroller
Finance 7. Veronica Bures, Recorder
2. Greg Fanelli,
Director, Business Services 8. Michael Ruland, Facilities
3. John Ellis,
Marketing Director Director
4. Darlene Pullin,
5. Carolyn Mallory,
Financial Aid Director
Joe Ferguson, Director of IT
- UHV Website Up – John Ellis
- Update Functional Analyst Position for SFA and FA –
vehicle for next fleet vehicle – Michael Ruland
- New Loan Limits – Carolyn Mallory
- Department User Surveys (Survey Monkey or other
method) – Greg Fanelli
- FY 09 Budget Updates – Darlene Pullen
- John Ellis stated that the
original timeline for the web redesign target date had been moved up to
July 1, 2008. Three designs were
presented to the marketing committee for choice and feedback. He also stated that he is currently
processing feedback and suggestions to produce new ideas and
suggestions. Greg asked what the big
changes were and John replied that they were creating multi home pages which
would have quick links to each one and the ability to bookmark area for
- Toni Wyer informed that
Gayle Harrington the new Functional Analyst for PeopleSoft began working
today. Her desk is located by Melody
Olsen for now but the finance department is currently rearranging
furniture and working areas to utilize space better. She stated that Gayle is attending
conferences with Lois, Carolyn, and Trudy and reminded all that she is not
a UHV employee until August.
Carolyn Mallory asked if she was here 40 hours a week. Toni answered that right now she is
working one week here and the next week in Houston. Carolyn stated that she had given Gayle
information to review so that she may become familiar with the processes
in financial aid and that she is working to get access to the Z
drive. Toni inquired is any other
access was needed and Carolyn stated that Gayle would need “AskCM” Wayne Beran requested a travel update. Toni informed the directors that rental
cars will be going away and UHV will begin reimbursing by mileage. She is currently working on a blanket
travel request so that only one will be submitted per year and Enterprise
is working up a webpage for UHV.
Michael Ruland asked about advance travel stating he had several
employees who travel a couple days at a time. Wayne stated that advance travel is not
a wise practice and that the university should figure out whether the
employees can use a fleet vehicle.
Michael inquired if the mileage rate would increase. Wayne stated that the rate is tied to
the Feds. In regards to the changes
to policy, Toni added that the change develops more accountability and
most of the faculty is ok with the changes.
- Michael Ruland said he is
looking at alternate fueled vehicles for the next purchase. Previously propane was not a good
alternative but technology has changed and it seems to be better. He spoke with the manager of Swann, who
uses all propane vehicles, and the manager stated that the fleet has
worked well for him. Michael added
that the vehicles are more expensive but with rebates and savings they
could pay for themselves at 50,000 miles.
He also felt that by moving toward a green vehicle the university
would be showing good faith with state requirements because liquid propane
atomized more efficiently. Wayne Beran’s only concern is the ability for the employee
to fill up the tank outside the area.
- Carolyn Mallory informed
the group that there are new loan limits for unsubsidized loans for undergraduates starting July 1,
2008. These funds will increase by
$2000.00. Dependent Freshman and Sophomore students who previously did not
qualify for an unsubsidized loan may now qualify for $2000.00. Independent Freshman and Sophomore students will be eligible for up to
$6000.00. Junior and Seniors will be eligible for up to $7000.00. She also informed that each week one or
more banks drop from their loan programs and that she is debating on
whether to have a preferred lender list with posting requirements. Greg stated that perhaps we should work
up a risk assessment on whether to provide the list or not. John Ellis inquired as to why a bank
would be considered a preferred lender?
Carolyn stated that criteria may be benefits, better customer
service, etc… Darlene Pullin asked who makes the decision of who has the
better benefits. Carolyn said that
a select group from the Financial Aid and Scholarship Committee make the
decision. Greg suggested sending it
to him to check for DOE compliance and Carolyn stated that if the risk is
too high it would not be done. John
Ellis added that from a student perspective it may be helpful to use the
list to choose a good lender. Wayne
Beran mentioned that perception is the important factor.
- Greg Fanelli mentioned
that occasionally or from time to time faculty and staff at UHV need to
conduct internal surveys. He
informed the directors that IT has licensed software to be used in
conducting these surveys and gave each a handout describing Survey Monkey
with instructions and username. He
suggested that perhaps at the next meeting we could invite the resident
expert to explain and instruct on how to use it properly. He also stated that occasionally SACS
likes to see results of customer service surveys. Wayne Beran suggested that we invite the
resident expert to the next meeting.
- Darlene Pullin stated that
her department was finishing up on Budget 2009 and they were almost
there. Hopefully the first part of
June they will be able to send the megabud
sheets to each department. She also
stated that LAR will begin soon.
Krystal is printing and preparing the instruction manuals.
Darlene Pullin informed the group
that the journal process was now completely automatic. All budget journals are to be entered into the
workflow in PeopleSoft and that each signature authority would need to be sure
the appropriate areas were checked on their home page to allow for viewing of
the journals they need to approve.
Wayne Beran informed the group
that Toni Wyer and John Davis along with several others were working on
projects for the downward expansion and he had hoped to be done by mid
June. They are working on the business
plan for the project.
Greg Fanelli stated that the
University provided phones were probably going away.
Darlene Pullin stated that Sugar
Land and Cinco Ranch budgets were being
Toni Wyer said that she is still
looking for efficiencies in her department and that the department had
eliminated of excess furniture and office machines to make better use of the
Michael Ruland informed the group
that electricity costs had risen 25% in a year.
The university contract is up for renewal next Wednesday and AEP is
looking to see if there are any changes that we can make to reduce usage.
John Ellis stated that he and his
department were meeting quite a few challenges trying to fill the position left
vacant by Darin and the main concern was salary.
Carolyn Mallory informed the group
that Crystal Luna, the new financial aid counselor, would begin her duties
06/12/08. She also inquired if her department would follow marketing’s format
when wanting to combine three areas to create a web page change. John replied that he had been discussing with
Chari several links instead of specific pages for easy access. Carolyn also mentioned that she was currently
working on a policy/procedure manual.
Michael Ruland stated that the
Climate Control Committee had its first meeting but only two members were
present. A suggestion was made to have
the President appoint the committee and call the first meeting, perhaps this
would promote more participation if the members knew how important it is.
Adjourn 3:15 P.M.