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Manoa Faculty Senate Minutes of February 18, 2004

Highlights

Agenda
Kathy Cutshaw: Budget Background
Jean Ehrhorn - Library Issues
Peter Englert - 2005 Budget
Chair's Report
Committee Reports and Actions:
   CAB
   CSA
   CFS

Faculty Senate Members Present:
Harriet Abe, Krystyna Aune, Barry Baker, Andrea Bartlett, Robert Bley- Vroman, Ronald Bontekoe, Thomas Bopp, James Caron, Rosita Chang, Hong-Mei Chen, Michael Chopey, Bonnie Cramer, Martha Crosby, Ruth Dawson, Daphne Desser, Linda Duckworth, Patsy Fujimoto, Robert Gibson, Donna Grace, William Haning, Thomas Hilgers, Susan Johnson, Nanette Judd, Merle Kataoka- Yahiro, Hyunjoon Kim, Roberta Lamb, Bruce Liebert, Yuanan Lu, Roger Lukas, Lorenz Magaard, Paul McKimmy, Gregory Moore, Richard Nettell, Dawn Nishida, Jill Nunokawa, Marvin Ortel, Joan Peters, David Ross, Thomas Schroeder, Amarjit Singh, Paul Singleton, David Stegenga, Norma Jean Stodden, Glenn Teves, Mary Tiles, Janice Uchida, Robert Valliant, Steven Ward, Paige Wilmeth, Halina Zaleski.

Absent:
Tod Aeby, Richard Allen, Belinda Aquino, Rebecca Cann, Glenn Cannon, James Carpenter, Linda Cox, Michael DeMattos, Gary Fuller, Michael Graves, Richard Kasuya, Kenton Kramer, Lenora Lee, Kem Lowry, Marian Melish, Michael Mottl, Torben Nielsen, Brian Popp, Michael Salzman, David Sanders, Jim Skouge, Kelley Withy, Lesley Wright.

Others in Attendance:
Chancellor Peter Englert, Sandy Davis, Thelma Diercks, Jean Ehrhorn, Catherine Hamer, Karl Kim, Denise Konan, Wendy Pearson, Anne Stone, Myrtle Yamada, K.T. Yao and 3 illegible names.

Chair Mary Tiles called the meeting to order at 3:02 pm.

Agenda

Adoption of Minutes

The minutes of the January 21, 2004 Manoa Faculty Senate Meeting were amended by collecting the acronym CTAHR and approved.

Kathy Cutshaw: Budget Background

Chair Tiles announced that this meeting was largely informational. First to provide the Senate with current information was Kathy Cutshaw, co-chair from the Budget Advisory Group. The entire presentation is available on the Senate Website.

This is a Chancellors committee with Faculty from CAB and one member from CAP. This committee was charged to (1) Investigate and recommend a methodology for determining base budgets, (2) Establish key performance indicators, and (3) Suggest a process for developing the 2005-2007 biennium budget using key indicators. Several budgeting and costing methodologies were discussed. Budgeting Methodologies included: Incremental (traditional) Budgeting, which is the most common type used at Universities; Zero based budgeting, which is common in government; Formula based budgeting; Program budgeting is an option but the Strategic Initiative may not address the needs of existing programs; and Responsibility Centered Budgeting in which cost is shared equally with everyone paying for the Chancellors salary, the cost of space, etc. Each budgeting methodology was discussed.

The Costing methodologies include the Traditional Costing method and the Activity Based Costing. Kathy emphasized that the budget process was a key to develop trust. Everyone wants to understand what drives the process, where do the funds go, and how are priorities determined.

The committee can be contacted at mbag@hawaii.edu and its activities will be posted at: www.manoa.hawaii.edu/mbag. Senators are encouraged to contact the committee with questions and concerns that they might have. This is an effort to involve the faculty early in the process. This is NOT a committee of the Manoa Faculty Senate. The membership of the Budget Advisory Group is the Chancellors response to the request made by the Manoa Leadership Team. Chair Tiles, who is a member of the group will be reporting to the Manoa Faculty Senate and will also respond to questions.

There was some concern expressed that the Humanities were not adequately represented but both Mary Tiles and Robert Bley-Vroman are on the Budget Advisory Group.

Jean Ehrhorn - Library Issues

Given the large amount of email messages and press coverage of the budgetary cuts to the library, Jean Ehrhorn from Library Services presented information on the budget and how the library is trying to cope with decreased funding. Her presentation is available on the Senate website. She basically covered the impact of the cut on the library collections and the types of strategies the library staff will use to manage with less. At present the shortfall is $287,117 for 2003-2004, specifically from February 2004 to June 2004. The library will realign the collections to match the current needs of the faculty, will try to eliminate duplicate electronic and paper journals, and will need to cancel low priority items. Faculty must respond to queries from library liaisons, identify core titles or suggest new replacements, and identify titles that are less critical.

A short discussion followed with questions and suggestions from Amarjit Singh, Marvin Ortel, David Flynn, David Ross and others. (1) The Library staff has met with the administrations to determine if the priority level of the library could be raised. (2) Given the choice between the "electronic version" and the hard copy journal version, the library will select the electronic version. A potential problem is the loss of material as contents on the internet can change and the journal may be discontinued at any time. (3) At UH Manoa our library budget is $3.2 million and is largely driven by research needs, while at UH Hilo (budget at $200,000), the need is primarily for instruction. It seems that funding and priorities are set separately. Chair Tiles suggested that the Senate could invite Diane Perushek, the University Librarian, to address some of the questions that faculty had.

Peter Englert - 2005 Budget

Chancellor Peter Englert presented his budget. His FY2005 Financial Summary covering the General Funds, Tuition and Fee Special Funds, and Research and Training Revolving Funds is available at the Senate Website. Essentially, there will be a $1.6 to $1.8 million shortfall for FY2004. The Chancellor's staff is investigating several lines for possible savings.

These include charges for the phone system, Manoa's share of the charges for Banner, possible ways to reduce electrical costs, funding from donations to Manoa, etc.

Faculty (Marvin Ortel, Paul Singleton) noted that the $26 million paid for Banner did not include the running cost once it is installed. Chancellor Englert explained that Manoa's share was $17 million and although this is nearly 70% of the cost, this decision to accept this larger share was made by his predecessor. He believes that Manoa's share should be about 45%. The Chancellor also explained that if we make changes to Banner to make it function better, we need to pay for it.

Ruth Dawson inquired about the $900,000 allocated for UH Foundations and the benefits to faculty. Chancellor Englert responded that when the UH System entered into a contractual agreement with the UH Foundation Program, the UHM agreed to allocate $2 million per year to start this project. UH Foundation has been successful and has raised over 20 million this year. Ninety-eight percent of the funds, that are donated for special funds, are used by the units that generate them. The funding potential for Manoa is expected to be high, $250 million, and this is based on the attractiveness of the Manoa's educational programs and facilities.

Amarjit Singh asked about plans to reduce the cost of utilities, which were $1,000,000 a month for electricity for UH. Chancellor Englert explained that efforts were in place to monitor the electrical use and that a modeled environment was being created. He acknowledged that science buildings are more costly and that some buildings have air-conditioning systems that are inefficient. Karl Kim noted that a long-range developmental planning process is being initiated. Group 70 is formulating this plan and faculty members are welcome to help by contacting this group. Ronald Bontekoe suggested that Vice President McClain and President Dobelle could be invited to the next Senate meeting to provide a report on the Central Campaign.

Chair's Report

Chair Mary Tiles reported that the Proposal for the Center for Genomics, Proteomics and Bioinformatics Research is not being submitted as there were problems with the budget and not all participants listed had agreed to participate. The SEC met with the Chancellor and members of the CGPBR planning committee that developed the Proposal. Thomas Schroeder and Roger Lukas had studied the proposal and raised serious questions about the budget (dated information) and the failure of the committee to check with the faculty listed in the proposal, to confirm their participation.

No Decision for VCAA: Chair Tiles discussed the long period between the time we interviewed the candidates for Vice Chancellor of Academic Affairs and the fact that we still have no decision. Several faculty members have expressed concern on this issue. She asked the Senate if she could contact the Board of Regents and recommend that the BOR process the candidates more efficiently and not withhold decisions for long periods. Ruth Dawson, Tom Bopp, David Ross and Amarjit Singh were not comfortable with this approach and Chair Tiles responded that she would express "Concern" from the MFS about the time it is taking to select the VCAA.

WASC Report on the System and team returning: Chair Tiles announced that the WASC Team is returning to the UH in March. This is an evaluation of the System, although WASC does not accredit Systems. The WASC report on the System is available on the Vice President of Academic Affairs web page (www.hawaii.edu/vpaa). A number of issues will be discussed by the All Campus Council and faculty can check their webpage. ( www.hawaii.edu/accfsc)

Chair Tiles announced that the Faculty Senate meeting room in Hawaii Hall is now available for use. This room, Hawaii Hall 208, has a large table and 15 chairs. Priority for the use of this room is for the SEC, Senate Committees including the GEC and its boards, and Manoa College committees. Martha Crosby announced that she had installed a phone line but each group needs to provide their own phone. To reserve this room, contact Elaine Nakao at the General Education Office, 956-6660.

Committee Reports and Actions:

CAB

Robert Bley Vroman, chair of CAB presented the proposed changes to the Manoa Faculty Senate By-laws and Charter. Chair Mary Tiles explained that these proposed changes are read at this meeting, February 18, 2004, they are then debated and amended at the next Senate meeting on March 17, 2004, and presented to the Faculty Congress for adoption.

Robert Bley Vroman, first covered the non-substantive changes which included:

changing the word "President" to "Chancellor"; "Kulama" to "News at UH", and others that are listed on the Senate Website.

The substantive changes are also posted on the Senate Website and were as follows:

1) A new standing committee is proposed. This will be the committee on Research and will deal with matters of Research and the Vice Chancellor of Research. The description of the duties of the committee is on the web.

2) Eliminate the duty of "Healthy and Safety" from the Committee on Athletics (CA).

3) Allow each Constituency to elect one member from the Faculty Senate of that Constituency. This person would serve as a liaison between the MFS and the representatives of the College.

CSA

Paige Wilmeth, Chair of the Committee on Student Affairs reported on progress that has been made on the "Banner" issue. Faculty have reported many difficulties and a panel was convened to evaluate these problems and suggest changes for improvement. This panel included Dr. Hong Mei Chen, Martha Crosby and Roberta Lamb, all MFS and with Information Technology and Management or Information and Computer Sciences. Their Finding included:

1) The Banner system, as it is currently implemented, must be accessed through Oracle tools using a primitive set of generated forms loosely linked together with macros. This is a brutal user interface in which there is no discernible design. Rather than having comprehensive, simple forms for users, Banner requires users to juggle multiple forms and tables on their desktop to complete very basic and very critical tasks.

2) The DataMart aspect of Banner has no interface.

3) The time taken to complete changes will not be remedied without a thorough analysis, increased training, and technical support.

Recommendation:

The Committee on Student Affairs will draft a resolution to present at the next Senate meeting. They believe that a well-designed Banner interface would reduce future requirements for support and training. They want to make the Banner implementation process a top administrative priority, and to suggest viable ways to remedy the system in our budget-constrained environment. They also want to insure that an internal review and joint application development committee that includes people with relevant systems expertise will guide any future system implementation. Representation is needed from Manoa to define how this campus is uniquely different from the community colleges that Banner has served well.

Discussion: Senators (David Ross, Ruth Dawson and Paul McKimmy) noted that Manoa should not be forced to pay for a system in which we could not find our students and that even with high technical knowledge, it is extremely difficult to work in the Banner system.

CFS

Committee on Faculty Service: Susan Johnson noted that results from the current election is proceeding poorly as 5 Constituencies do not have enough people willing to run for the Senate position. She suggested that a change in the charter should be considered

Steve Ward asked if a faculty group other than UHPA should look at whether we will strike in 2 months. Mary Tiles said that the procedure to consider this is to submit it to the SEC so that it could be put on the formal agenda and the question can be raised.

The meeting as adjourned at 4:52 pm.


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