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Services and Activities

Minutes - April 18, 2007

Attendance: David Boyd-Farmer, Adrian Elmo, David Reynolds, Victoria Gutierrez, Alexander Kobrianov, Jamese Johnson, Kathryn Ruth, Kevin Kimball, Wendy Williams, Scott Robinson, Ed Day, Jack Baker
Excused: Penglin Wang

Meeting called to order at: 5:12 PM

Additions/Corrections:

  • None

Approval of minutes from April 11, 2007:

  • Scott Robinson moved to approve the minutes
  • Adrian Elmo seconded
  • 9 in favor
  • 1 abstention
  • Motion passed
Discussion with BOD members related to S & A allocations:
 
  1. Jadon Berry-BOD
    • Gives thanks to committee for hard work
    • Policy states that supplemental requests are for events that are unforeseen
      • Would like committee to form letter letting entities know that supplemental requests are for emergencies
    • Concerns with budgets:
      • Met Sunday night and have suggestions:
        • ASCWU-BOD: budget should not include the one time supplemental allocation
          • Would like to request to take the $15,000 the one time supplemental request out of their budget because they can come back in the future for a supplemental request
        • Civic Engagement Center
          • Travel and meals: could money be spent better to benefit the students
            • Trip to Scotland and other trips not involving students do not benefit the better needs of the students and other Global to Global campaigns
              • Lorinda Anderson informed committee that she went to Scotland to enrich students lives and other trips she does go on are to help students
            • Asks committee to look at budget and reduce it to make them use budget more efficiently for the better needs of the students
            • Would like to see reduction of $14,062 or 3.8% in travel and meals to send a message to better use their budget to benefit students more
          • Concerned that some of the concerns by past officers have not been listened to and acted upon
          • S&A money should not be used in efforts to fundraise
          • Once given the money entities can do with the money as they please
        • Marching Band
          • Concerns:
            *David Reynolds calls for 5 minute break
            • Marching band directly affects athletics and university
              • Feel they should also be funded by other places on campus just not by the students and S&A committee, such as athletics and administration
            • Salary for the director
              • Cannot justify supporting a budget that pays salary for a faculty
              • Does not want to pay the faculty salary
              • Suggestion to fund them their base amount and not amount for equipment and uniforms
        • Sarah Spurgeon Art Gallery
          • Was over funded last biennium
          • Main concern is bringing in outside exhibits to the gallery
          • Feel that the gallery is for student and faculty art to be displayed
          • Feel upgrades are not necessary at this point because of deficit
            • Most concerned about the security upgrade
            • Would rather like a student paid position as security instead of security cameras
            • The money could serve students in a better way
          • Encourage committee to look at their funding last year
          • Current services meet the needs of the students
        • Theatre Arts
          • No concerns for wages for students
          • Concerned with amount of money to supplement ticket sales
            • Feels like it is an unethical request because program gets reimbursement anyways
            • Feel like they are trying to persuade committee because there is no way in showing that more students will attend because of lower prices
            • Compromise: supplement a certain amount of tickets at the price of $2 to see how many students are attending and if significant amount of students attend, then supplement more tickets for students in the future
            • Think that students can find other means to support the arts
    • Wish to continue to fund programs in collaboration with intuitional mission with monetary support.
    • Would like to recommend and request that the S&A committee form a policy and procedures sub-committee to address the policy and to change some of the problems with the policy
    • Request a series of reports from the S&A committee addressing each line item on the budget giving reasons why they are funded the way that they are or not
    • Would like to see a balanced budget, these are just concerns that the BOD had with the requests

      *Five minute break
    1. Kevin Kimball
      • Review of Debt Policy
      • Under fund balance: the fund balance minimum level should be maintained at not less than 20% of average operating revenues over the prior three years
      • Capital reserve and replacement: account will be targeted to receive 5% but not less than 2.5% of the annual operating revenues
        • need to be putting a $100,000 into the reserve every year
        • will not support a budget that does not have a $100,000 reserve
      • Suggestion to add into new policy and procedures: have entities include all resources and expenditures in future requests
    2. Ed Day
      • Putting the $100,000 back into the reserve will put us over budget
      • If revenue estimate holds S&A will have $1,000,000 for next year
      • Will try to put $100,000 into reserve for the next 2 years and it will increase the money carried forward to about $1,500,000
  2. Jack Baker
    • Justification comments
    • S&A will start to tell future committees that we cannot fund salaries


Review of information to be sent to the Board of Trustees

  • BOD concerns:
    1. Civic Engagement Center
      • Approved $375,000 at last meeting
      • Discussion
      • Suggest not funding faculty travel
      • Kathryn Ruth moved to approve $361,000
      • Scott Robinson seconded
      • Discussion
      • 9 in favor
      • 1 opposed
      • Motion passed
    2. Marching Band
      • Approved $60,000 at last meeting
      • To reduce faculty salary it is a $32,000 reduction
      • To use money for faculty salary is a insufficient use of funds
      • They should pay their own salaries
      • Kathryn Ruth moved to approve $23,000 for marching band
      • Motion dies
      • Scott Robinson moved to approve $53,000 for operating costs and uniform costs and no faculty salary, $41,250 for 2008 and $11,750 for 2009
      • Alexander Kobrianov seconded
      • Discussion
      • Wendy Williams called the question
      • 9 in favor
      • 1 opposed
      • Motion passed
    3. Sarah Spurgeon
      • Approved $60,000 at last meeting
      • Kathryn Ruth moved to approve $30,000
      • David Boyd seconded
      • Discussion
      • Wendy Williams makes friendly amendment to approve $40,000
      • Kathryn Ruth accepted
      • David Boyd accepted
      • 8 in favor>
      • 1 opposed
      • 1 abstention
      • Motion passed
    4. Theatre Arts
      • Approved $75,000 at last meeting
      • David Reynolds would like to keep the ticket prices at $2
      • Once ticket prices are out, cannot change the prices of tickets
      • All tickets are a certain amount until the show is sold out
      • Kathryn Ruth suggests $4 per ticket
      • Kathryn Ruth moved to approve $52,000 for base budget
      • Wendy Williams seconded
      • Discussion
      • Kathryn Ruth called the question
      • 9 in favor
      • 1 abstention
      • Motion passed
      • Kathryn Ruth moved to approve $18,000 for a reserve for ticket subsidy
      • Alexander Kobrianov
      • 9 in favor
      • 1 opposed
      • Motion passed
    5. BOD
      • Alexander Kobrianov moved to reduce by $15,000
      • Jamese Johnson seconded
      • 9 in favor
      • 1 opposed
      • Motion passed
    6. Publicity Center
      • Scott Robinson moved to reduce the budget by $80,000
      • Motion died
      • Wendy Williams moved to remove $22,880
      • Motion dies
      • Alexander Kobrianov moved to remove $40,000
      • Wendy Williams seconded
      • Wendy Williams makes a friendly amendment to reduce the amount to $23,000
      • Alexander Kobrianov accepted
      • discussion
      • Kathryn Ruth makes a friendly amendment to $10,000
      • Alexander Kobrianov disagrees
      • Kathryn Ruth moved to undo $23,000 and amend it down to $10,000
      • Adrian Elmo seconded
      • 5 in favor
      • 3 opposed
      • abstentions
      • motion passed
      • Kathryn Ruth moved to reduce by $10,000
      • Adrian Elmo seconded
      • 5 in favor
      • 4 opposed
      • 1 abstention
      • Motion passed
    7. Pep Band
      • Kathryn Ruth moved to reduce by $13,150
      • Adrian Elmo seconded
      • 6 in favor
      • 2 opposed
      • 2 abstentions
      • Motion passed
    8. Sports Clubs
      • Jamese Johnson moved to reduce by $5,030
      • Scott Robinson seconded
      • Discussion
      • 5 in favor
      • 4 opposed
      • 1 abstention
      • Motion passed
    9. Manastash
      • Wendy Williams moved to fund at $6,000
      • Motion dies
    10. Career Services- West Side
      • Scott Robinson moved to reduce by $5,500
      • Motion dies
      • Scott Robinson moves to reduce budget by 25% making the amount $84,750
      • Alexander Kobrianov seconded
      • discussion
      • Scott Robinson made friendly amendment at funding the whole amount for the first year and half amount the second year giving administration time to fund the second year
      • Alexander Kobrianov seconded
      • Wendy Williams make friendly amendment to fund the full amount for first year and 75% for second year wanting administration to fund the other 25%
      • Alexander Kobrianov agreed
      • All in favor
      • Motion passed
  • Kathryn Ruth moved to put $5,530 back into club sports and $2,345 back into West Side Student Affairs
  • Scott Robinson seconded
  • Discussion
  • 8 in favor
  • 1 abstention
  • 1 opposed
  • Motion passed

* Five minute break

  • Jadon Barry
    • Did not like some of the allocations committee made
    • Put the money back into the Pep Band and take that amount out of the Marching Band
    • Take $5,000 from Leadership
    • Take $2,500 from Art Gallery
    • Put $10,000 back into Publicity
    • Scott Robinson moved to approve budget as it stands
    • Adrian Elmo seconded
    • Discussion
    • 7 in favor
    • 1 opposed
    • 1 abstention
    • Motion passed
Approval of information to be sent forward to BOT
  • Voted via email
For the good of the order:
  • Meeting next Wednesday to review what is going to the Board of Trustees
  • Jamese Johnson moved to approve
  • Alexander Kobrianov seconded

Meeting adjourned at: 10:10PM