Administration & Finance
March 18, 2008
Meeting called to
order 11:00 A.M..
Wayne B. Beran, Vice President for Admin 6. Toni Wyer, Comptroller
Finance 7. Joe Ferguson, IT Director
2. Greg Fanelli, Director,
Business Services 8. Carolyn Mallory, Financial Aid
3. Darlene Pullin,
Budget Director Director
Michael Ruland, Director Facilities/Services 9. Veronica
5. John Ellis,
- Central Receiving Activities-Michael Ruland
- Marketing Committee – John Ellis
- Update on IT projects and Sugar Land Broadband – Joe
- Quick review of auditable items on the Travel
Request, Travel Expense, and Travel Voucher forms – Toni Wyer
- Update on Budget Development and Key Dates – Darlene
- Summer Marketing Campaign – John Ellis
- Campus Maps – Joe Ferguson
- Discuss synonym for ”Travel Advance” if applicable –
- Exempt Comp Time – Wayne Beran
- Chancellor’s Consultant, Dr. Steven Portch, on campus March 26, 2008-Wayne Beran
Ruland stated that a careful look needs to be taken at the current Central
Receiving situation. He made
several suggestions to help find a solution to the lack of space in the
Finance department which is currently the receiving point. 1) build onto
the current canopy (employee entrance and delivery doors, north side of
the west building) or 2) put in a receiving point in the new building but
that would cause a need to add additional staff for receiving. Toni Wyer stated that she had wanted to
enclose that area before but it was too expensive. Michael said that the architects at that
time were expense but that the current firm may be reasonable. Wayne Beran suggested that Michael visit
with the current firm about the task of inclosing the area for receiving
purposes. Mr. Ruland also stated
that the current project in Sugar Land is a little behind schedule but is
expected to be completed by the deadline.
- John Ellis informed the Directors that a
marketing committee had been formed to encompass all aspects of UHV. The first meeting was held last week and
members were asked for feedback to help the marketing plan. They plan to meet every other week. John stated that several positive
aspects of the committee had already happened; 1) the recruiters met and
decided to put on an open house in April.
Wayne Beran asked how we would get the information out to
surrounding counties. John replied
that a direct mail piece would be sent out. Mr. Beran asked if Public Service
Announcements in newspapers and radio would be utilized and John stated
that all resources would be used. 2) Student Services scheduled a meeting
to discuss a phone number for the “one stop shop”. Carolyn Mallory said she thought they
would use the old VIP number. Joe
Ferguson confirmed that the VIP number had been set aside to be used for
the “one stop shop”. Mr. Beran
asked about the progress in revamping the website. John stated that Marcy is currently
working on it and it may not be completed until the end of May. Mr. Beran stated that the completion
date should be moved up and requested that John send an email update at to
where the project actually stands for completion.
Ferguson stated that as of last night Victoria College was connected to
UHV fiber optic cable to Houston and that UHV could start billing next
month. The Sugar Land official
kickoff for laying their fiber optics is April 1, 2008. The vendor has cable from University of
Houston Downtown to Hwy 6, so UHV will be paying for the remaining cable
to run from Hwy 6 to the campus. He
also mentioned that he is hoping to interview for the web position soon
and that he is looking into access security control along with
installation of 6 or 8 cameras.
Michael Ruland stated that the installation of cameras will include
the patio area because of the recent thefts. He also stated that facilities
department is looking into replacing the lawn furniture with the type
which can be fastened to the ground as a theft determent.
- Toni Wyer stated that travel policy
changes are completed. She gave a
brief review of the requirements and stated that the Cost Center Authority
will be held responsible for the expenditures once the travel request has
been approved. Mrs. Wyer also
stated that training would be scheduled for the secretaries and anyone
else who wishes to attend.
Pullin briefed the group on where the budget is standing. She stated that the budget module update
will begin at the end of the month so that her department can begin entering
the new budget. She also stated
that UH is looking at a 3% increase across the board, UHDT is using the
merit pool, UHCL has no merit increase scheduled, and UHV is considering
3% staff and faculty but not across the board. She mentioned that the budget committee
is finishing up with budget requests and they should be out to departments
by the end of the month. She
mentioned that the final executive summary is due the first part of May
and that the Campus Budget Hearing is scheduled for May 26.
Ellis stated that UHV is moving toward summer marketing campaign plans
which include a direct mail scheduled 8 weeks prior to the first day of
class and three weeks later another direct mail. Wayne Beran stated that this is the
start of the base year and important that all marketing efforts reach
every student in the surrounding counties.
Ferguson said he occasionally receives requests for maps and sometimes
gets feedback from those using the website as to the difficulty in viewing
and understanding the current campus map on the web. He stated that we are currently using an
older version of the VC map and feels that UHV should look into updating
and changing to a more graphic, user friendly version. John Ellis stated that marketing would
be happy to do this. Joe stated
that VC is willing to loan us anything they have to make the changes. He also stated that is may be possible
for UHV to use the drafting classes to help design one.
Wyer stated that while travel advances are against policy it may be
necessary to issue travel cards for use during foreign travel and for
group travel students. She proposed
putting a specific amount, which would be predetermined, on a debit type
card. Several terminology ideas
Mallory gave an update on PeopleSoft issues. She is not listed on the
agenda because she was scheduled to be in PeopleSoft training but it was
cancelled. They are currently
discussing the modifications to PS to implement new grants and remove
obsolete ones. Her department has
started the loans by web batch system which will eliminate the need for
students to accept their loans twice making the process simpler. She informed the group that a new grant
called the Teach Grant will require students to do entrance/exit counseling
PS still needed some tweeking to handle the
Fanelli stated that the third floor remodel of the Center Building will
begin on Monday.
Beran discussed each department’s procedures with reference to exempt comp
time. He stated that guidelines
should be consistent among each department and that approval for overtime
should be requested prior to being worked and it was at the discretion of
the supervisor as to whether to allow the time or not.
- Wayne Beran informed the
directors that a consultant had been hired by the Chancellor and a
representative of the firm would be on campus March 26, 2008. He stated that the representative may
wish to speak to the directors but did not have a final itinerary for the visit. He also informed the group that the
President had formed the UHV Expansion Committee to develop a plan and
that Margaret rice was the chair.
Wayne, Greg Fanelli, and Joe Humphrey’s are currently working on an
economic impact statement and using an outside consulting agency to
determine the figures. They are
also working with UH Campus to develop a scale model of the new campus at
different stages of growth. The
first draft is due to the President at the end of the month.
- Directors were notified
that the tuition and fees hearing was held and that designated tuition
would increase by approximately 5%.
- Joe Ferguson stated that
his internal audit would begin in June.
- Michael Ruland informed
the group that the annual property inventory would be coming up soon and
he is hoping for better cooperation within each department for a timely
and accurate completion.
Adjourn: 1:35 P.M.