ASMC Full Board Meeting Minutes ­ September 15, 2014 Roll Call X Skylar Crownover ASMC President X Cheyanne Young Vice President/Diversity & Social Justice Chair X Samantha Gatton Finance Chair X Cheryl Reed Internal Affairs Chair X Larisa Gearhart Judicial Affairs Chair X Ashleigh Bell Academic Affairs Chair X Katie Laackmann Student Affairs Chair X Tayla Muise Publicity Chair X Jaylina Vay Historian X Emma Ishii Social Sciences X Ruby Rodriguez Continuing Residential Community Demishia Jones Clubs and Organizations X CJ Roessler Transfer X Eva Steward Fine Arts X Cassandra Colten APER X Rachel Patterson Sustainability X Hallie Oberg Health X Gina DePaul Resumer Erin Clark Senator­at­Large X Margarita de la Torre Class of 2017 Historian Meeting called to Order 6:34 Approval of Agenda Cheyanne: I move to approve the agenda Katie: Seconded. Skylar: Welcome to the first meeting of ASMC. My name is Skylar. My pronouns are he/him/his. I will pass over to vice president, Cheyanne, who will lead us with an icebreaker. Skylar: On the board is a series of questions that we would like you to answer in order for us to get to know you all better. We also will take your committee preferences into consideration but cannot guarantee that you will be in that committee because some committees require a certain number of people, etc. CJ: Are we each on a committee? Skylar: The structure of ASMC is that we have full board meetings at 6:30 and alternating we will have committee meetings. Each committee is chaired by a member of the executive board. Some of you are chairs that are already on a committee. Otherwise, we will write down your preferences. The Finance Committee needs to have a certain number. It alternates: full board, committee, full board, committee. Any questions on that structure? Cheryl: When we are meeting with our committee? Will we be meeting in this space? Skylar: No, we will meet in different spaces. They start at 6:30; however, there is no set end time for full board meetings. We will pass around notecards so you can begin filling out the getting to know you information that is on the board. You should all have a photography release form and the attendance clause. We will go over the attendance clause in greater detail. Larisa: We will go over the attendance clause. We have four excused and two unexcused absences per year. Excused is if you notify the historian 24 hours beforehand. We’re going to take your photos. Skylar: I want to acknowledge that this beginning part in the getting to know you is a little rushed; however, I want to go over the Robert’s Rules so you all can get familiar with them. We also have a special funding request. When we do announcements, we can definitely take questions. Skylar: I move to give the floor to Risa, Tayla: Seconded Larisa: Does everyone have a Robert’s Rules handbook? These are from last year but they don’t have an updated version since then. We use Robert’s rules . It’s a parliamentary procedure. It allows us to be on the same field. It helps us be more productive. Motions are when you bring new business to the front of the board. When you want to make a motion, you will say, “I move that…” For example, during special funding, if you want to open discussion you can say, “I move that we open discussion for 10 minutes.” If you have clarifying questions or if you don’t understand something, you can say, “Point of information” When we are voting, we’ll say, “I move to fund the full amount of x.” Motions need to be seconded. We follow a two­thirds rule for voting which means two thirds of those present need to vote in favor of the item in order for the item to be passed. We normally vote by voice. CJ: What if you want to discuss the item? Larisa: You can say, “I move to open discussion.” We almost always move to discussion. We try to limit discussion. If we need more time, we will extend the discussion and then move on to voting. Skylar: Point of information. When is it appropriate to abstain from voting? Larisa: If you are at a conflict of interest, for example with the person presenting the special funding , you are asked to abstain. If someone is not following Robert’s Rules, we will say, “Point of order” so they know to continue following Robert’s Rules. Skylar: After this meeting, I will be sending out our copy of Constitution; some information on special funding; your committee assignments; Robert’s Rules; and also a list of positions that are still open so that you can spread the word to your friends. We have about ten minutes ­ I move to open discussion for questions about general things for the year. Sam: Seconded Cheryl: I move to take a break because we already have time for questions and announcements after the special funding request. Emma: I second that motion. Sam: I move to end discussion and take a bio break as Cheryl suggested. Special Funding ­ Mujeres Unidas Margarita: My name is Margarita. This is Isela. We requested $565 for a DJ for our Latina Heritage Dance which is on September 26th. Isela: The reason we are asking for more money is because the DJ cost went up. Usually, it’s $100­$150 less but all the expenses have been a lot more than last year. We received less funding from years before and there is a greater need for us to ask for money. Sam: Thank you. Does anybody have any questions? CJ: I’d like to know how much less funding you received this year. Isela: All the heritage months received funding altogether. I’m not exactly sure about that amount. Sam: What happens is the heritage months are handled Jean Wong. It’s internal funding so we don’t know the exact amount. Cheryl: I wonder why you chose this particular DJ and if you looked into finding other DJs who were cheaper. Isela: We did look into them we usually work with him. The other DJs we spoke to were not available for that date. Margarita: He is really reliable and we had him for the past three dances. Sam: He is also approved by the school because you have to have people approved because they are coming ahead of time. Any other questions? Sam: I would like to open it up for discussion for 10 minutes. Rachel: Can you clarify how much they are requesting? Sam: $565. Jenn: Can you clarify your role? Sam: ASMC has a fairly good sized budget. You can look at the past minutes and see what the budget was last year. I don’t know the actual funding for this year; however, the student fee that we pay as students come into a pot . We make sure they follow the guidelines. Meeting with me, they get their paperwork in order. Rules and regulations have been followed by the time they get here to present. That’s the whole point of meeting and talking with me as Finance Chair so they could get their paperwork filled out correctly and on time in order to present in front of you. Rachel: If there were a time where later in the year, would there be Sam: Anything over $1,000 has to be presented to the full board. We all have to agree with it as written in our Constitution. I try to help people to get them to follow the rules so we don’t have to go through the things that would stall the process. Rachel: We only vote if it’s over $1,000? Sam: Yes. It’s really important that you come to these meetings. ⅔ is needed. Tayla: I move to end discussion and vote on $565 for Mujeres Unidas Cheryl: Seconded Yes: 17 No: 0 Abstain: 1 Passes Skylar: I move to open discussion for 10 minutes for general questions. Jaylina: Seconded. Emma: Is there a place where we can find how much is in our budget? Sam: Our student fee $150 times 700 students. Estimate. Jenn: That is each year. ASMC has the only funds that rolls over each year. Some of those funds are allocated for clubs and organizations. Sometimes, there might be surplus from the year before. Sam: Some money reverts back after clubs have closed. We allocate $100 to clubs each semester that have successfully registered. Jenn: If you want to investigate how much more money we have, feel free to add agenda items or speak to Sam about how you might move forward in making something happen. I will say, as your advisor, I’m sure you’re aware of the difficult time the college is in as a whole and what does that mean as ASMC to have that much money in this time. Sam: I will have a report from the finance office so you can ask me at any time what those numbers are. It will be a part of our report. Skylar: You can add things to the agenda. Once you are assigned to a committee, let your executive board member know so they can let me know. CJ: You mean let the chair member? Skylar: Yes. Jenn: Not because of hierarchy but more funneling e­mails. Rachel: Point of information. Do we take these notebooks home? Skylar: No, we shuttle them to the office so we will always have them for you. CJ: Jenn, can you expand more on what you said. Jenn: A club came to us to seek money. Ethnic Studies as an academic department also funded. In this time where the college is trying to balance its budget, the college is pulling funding from certain things. The ability for you all to fund that versus having funding from the Provost’s office is an opportunity and an ethical thing for you all to think about as you plan to fund things. Just knowing that more folks might be coming to you for more funding. Cheyanne: What are the notebooks for? Skylar: We will be getting things in meetings such as your Robert’s Rules guide, pocket constitution, questions during special funding ­ jot that down. It is a place for you to collect the things that will be useful to you throughout the year. Rachel: Question about structure of committees. Can the head of the each committee briefly discuss what the make up is? Also, is there staff involved? Skylar: That is a good question and I’m going to ask each person from the executive board talk about their committee. Sam: For the Finance Committee you show up to each meeting and listen to the fundings. [see recording] Board of Treasurer meetings. I also do the Board of Treasurers meetings which discuss how you do special requests and how to get cash back. Emma: I was on finance committee last year and you listen to people give presentations and ask questions. Sam: The special funding requests we usually get usually have more discussion and more presentation. Cheryl: Point of order. Our discussion is overtime. Tayla: I move to extend discussion by 10 minutes. Rachel; I second that. Katie: I am the Student Services Chair. The Student Services committee is a liaison for students and services that they receive on campus. We’ll also be meeting people at IT and HMDS to talk about what they’re doing and ways to improve and what students want to know and what students want them to know. Jenn: Do you have an example of what your committee has done in the past? Katie: I know there was some talk about the shuttle, sustainability, and compositing trash. Cheyanne: I run the Diversity and Social Justice Committee on the ASMC­level committee. There’s no faculty or staff involved in the ASMC­level committee: it is just me and whoever else is sitting out with me. Our big responsibility is planning and putting on JAM (Joining All Mills) which has taken many different forms. It happens around Spring semester in May. We spend the end of this semester and most of next semester planning with different clubs and affinity groups. I also serve on the Mills­level Diversity and Social Justice Committee. I take stock of the climate on campus and see what we can do to deal with that. We also are in collaboration with ally week which also happens in Spring semester. CJ: Cheyanne, what do you mean the Mills­level of social justice? Staff and faculty? Cheyanne: Yes. Sabrina Kwist is a part of that committee, Professor Wong, Julie Oparah. Jenn: For example, the sub­committee on gender inclusion is a sub­committee of the Mills­level Diversity and Social Justice Committee. Larisa: Cheryl, Tayla, and I are tri­chairing. We deal with judicial things like Robert’s Rules. We work on constitutional needs and honor code. Sabrina is restarting student conduct hearing board. For internal, we deal with retreats, t­shirts. Public affairs is responsible for a bi­weekly newsletter. It will go out through ASMC President alias. Ashleigh: Academic Affairs represents the different academic divisions. Academic policies, Board of Trustees, responsible for being a resource. I am really pushing to be a resource for everyone on campus. I am responsible for attending board of trustees. Larisa: Fine Arts and Social Sciences chairs will be a part of that committee. Skylar: Any other questions? Sam: I move to end discussion. Tayla: Seconded. Skylar: We are going to move on to announcements. Larisa: I mentioned full board retreat. We have that every semester. Skylar: I move to send out a Doodle. Sam: Seconded. Jenn: It’s an online RSVP. Rachel: Point of information. Can we add a time to the three dates listed? That would make a huge difference. CJ: Point of information. Can you tell us about the retreat? Larisa: It will be around 5 hours. Jenn: It is aimed for team building and getting you all the information from ASMC you need to get you all started for the year. Skylar: While we will try to keep it short, I would rather you block out the chunk of time and we get out early rather than we go over and you have other plans. Rachel: Right. I just wanted to ask that because I have work. Larisa: I’m going to say it’s not going to start before 11 AM and not go past 6 PM. CJ: On campus? Larisa: Yes. Jenn: Friday is Convocation. Tomorrow is the Board of Presidents meeting. Skylar: Board of Presidents meeting. NSB 213 at 6:30. If you are the president of the club and cannot make it, you can send a proxy. Sam: I am tentatively scheduling the Board of Treasurers for the 30th of this month. Cheryl : Ferguson discussion and vigil is postponed because the Provost is ill. Once a new date has been settled, SJRC will post flyers and let you all know. Larisa: Point of information, has the club registration deadline passed? Skylar: Club Registration is due 19th at 5 PM. You can email me at [email protected] Jenn: We are no longer doing rolling date. We do not have staffing capacity to do that. Larisa: Executive board, please stay. Sam: I move to adjourn the meeting Rachel: Seconded Meeting adjourned at 8:01