Administration & Finance Directors Meeting
Minutes 6/07/05

1. Wayne B. Beran, Vice President For Admin & Finance 5. Michael Ruland, Director, Facilities Services
2. Greg Fanelli, Director, Business Services 6. Toni Wyer, Comptroller
3. Joe Ferguson, Director, Information Technology 7. Carolyn Mallory, Financial Aid
4. Darlene Pullin, Budget Director 8.  Karen Boldt, Recorder  
Agenda Items:
1. Green Chemicals - Michael Ruland
2. Institutional Compliance Annual Self-Assessment - Revised Guide - Greg Fanelli
3. Campus-wide HUB Outreach - Greg Fanelli
4. Status of Wiring Projects - Joe Ferguson
5. Technology upgrade in UW216 - Joe Ferguson
6. Constructing a procedure for selecting preferred lenders - Carolyn Mallory
7. Discuss Proposed Department ID Tree - Toni Wyer
8. Budget Update - Darlene Pullin
9. Budget - Wayne Beran
10. Appropriations Outcome - Wayne Beran
11. Summer Vacations - Wayne Beran
12. Timesheet Discussion - Wayne Beran
13. Round Table - All

New Business:

  1. Michael discussed the University's use of "Green" chemicals or chemicals which will not hurt the environment.  Green chemicals are chemicals that do not have a negative affect on the current environment or future environment.  Facilities is purchasing stripers and waxes that are "green chemicals."  Custodians have begun using a stripper that has a less offensive odor.  Comments received have been positive; however, the stripper is not as effective and does take more time.  In addition, custodians are using ventilators to take the odor out of the air.

  2. Greg provided handouts of the revised draft self-assessment.  References were added to the listing to assist the person completing the form.  Greg questioned whether the forms should be completed by all supervisors or departmental and cabinet-level supervisors.  Consensus was that departmental and cabinet-level supervisors should complete the form for their respective departments.  For example, Wayne would complete a form for the Office of the Vice President for Administration and Finance while Greg would complete a form for Business Services, Joe for Information Technology, etc. 

  3. Greg discussed HUB statistics for the campus.  Overall campus figures are down partially due to not using HUB resellers to purchase computers.  Currently UHV purchases computers directly from Dell.  Lydia is conducting training to show secretarial staff how to use the new HUB contract vendor for supplies.  A letter regarding HUB usage from the President will be distributed to all staff once the President has signed it.

  4. Joe stated that there are two wiring projects currently going on.  One is the wiring project in the University West and Center buildings which is approximately 90% completed and should be completed by the end of the week.  The other is the Library wiring which should be completed by the end of the week as well.

  5. Regarding technology upgrades in Room 216, project completion date by the end of June.  Currently 6 rooms have been upgraded at UHV; 7 rooms have been upgraded at UHSSL and 1 room at Cinco Ranch.

  6. Carolyn stated that she is thinking about creating a survey for lenders using the NAFSAA guide.  Carolyn will review the preferred vendor list used by UH and plans on working with other junior colleges so that students may use the same lender as they transfer to UHV.

  7. Toni explained the department tree in PeopleSoft to directors.  The department tree is vital in ensuring cost centers roll up to the proper department head.  New cost centers for Cinco Ranch will be handled in the same manner as Sugar Land cost centers.  Joe mentioned that several cost centers will need to be created.  Toni said that she would send the department tree to each department head for them to review and to ensure that their cost centers are correctly reflected.  If a cost center for Cinco Ranch  needs to be created, then it can be added and returned to Toni.

  8. Darlene gave an update on the current FY06 Budget process.

  9. Wayne gave additional budget updates to the directors.  Wayne stated that the Budget Committee was almost through with budget decisions.   Darlene will send out the budget sheets to the departments within the week.  If a department does not agree with the decisions, they can appeal to the Budget Committee for reconsideration.

  1. UHV only received $412,000 in State appropriation increases for next year.  Merit for next year is 4% with a minimum of $800 for those employees whose evaluations were meritorious.  Reclassifications since January 1 are not eligible for merit. 

UHV did not receive any new special item funding.  Hopefully, there will be a special session to look at Tuition Revenue Bonds again.  The proposed new nursing program was not funded  by the state; however, UHV will fund the program.  In addition, UHV will approach local hospitals for support.  The 4% State employee pay raises does not apply to higher education. 

HEAF is still unknown at this time.  The State gave UHV a 50% increase for the next biennium, but no increase this biennium.  The next step is to wait to see how much the HEAF funding will be received from UH System.

  1. Karen will be sending an e-mail requesting summer vacation and travel so that she can consolidate them on one calendar for scheduling purposes.

  2. Wayne asked for all timesheets and leave requests to be maintained by the Office of the Vice President.  Unless otherwise indicated, all leave requests submitted can be assumed to be approved.  The timesheets will be completed by Karen or Sherry then forward to the director for signature.  Once signed, the timesheet should return to Wayne for signature.  A copy will be maintained in the Office of the Vice President's files.

  3. Roundtable:

    1. Disenrolled students or students who have not paid will be having an enrollment review and SAP.  There is a new child support hold required for those students who receive financial aid.  Financial Aid student's enrollment and SAP statuses will be reviewed.

    2. Greg mentioned that Rawley McCoy's contract is about to expire.  He will begin working with UHS Facilities Planning and Construction to get the contract renewed.