ASMC Full Board Meeting 9/26/16

ASMC Full Board Meeting 9/26/16 Historian: Tessa Kaput I. Call to Order- Erin Clark: 6:34 PM II. Roll Call- Tessa Kaput A. Present 1. Erin Clark, ASMC President 2. Sarah Dreher, ASMC Vice President 3. Syn Parker, Finance Chair 4. Natalia Sandoval, Student Affairs Chair 5. Katie Funes, Publicity Chair 6. Amanda Benton, Internal Affairs Chair 7. Ellie Burke, Judicial Affairs Chair 8. Jazmyne Browning-Short, Academic Affairs Co-chair 9. Emmely Tot, Academic Affairs Co-chair 10. Tessa Kaput, Historian 11. Historian 2019: Eve Gottwald 12. Transfer Senator: Izamar Rodriguez 13. Natural Sciences Division Senator: Phaedra Saxon 14. Access and Support Senator: Kiley Becker 15. Letters Senator: Rebeca Montaño B. Absent: 1. Remi Harada, Co-advisor 2. Commuter Senator: Cindy Castillo C. Also Present: 1. June Garzaniti, Senator-at-large

2. Jasmine Stallworth, Parenting Lounge Senator Cas Bueche, to be appointed 3. Saiqaa Nuri, Sustainability Senator 4. Julian Mokgoatsane 5. Judi Pierce, Co-advisor D. Quorum Met III. Approval of Minutes A. Motion to approve Full Board minutes from September 12, 2016 (Sarah Dreher) 1. Motion seconded by Ellie Burke IV. Approval of Amended Agenda: 6:40 PM A. Motion to approve New Agenda (Natalia Sandoval) 1. Motion seconded by Katie Funes V. Open Forum: 6:40 PM A. Erin Clark: Publicize open forum in communities; check newsletter for future dates 1. This is for them to voice concerns to the ASMC VI. Review of Robert's Rules of Order- Ellie Burke: 6:41 PM A. Handout for Robert s Rules of Order so that everyone has access to this necessary set of standards we use in every meeting B. Point of Information vs. Point of Clarification 1. Point of Information : request information 2. Point of Clarification : request for clarification of previously stated information 3. Democratic procedure and ability to deliberate and discuss issues presented in a meeting 4. 5. Point of Information (Tessa Kaput): Please speak up

6. Point of Information (Judi Pierce): Everyone is starting to get more comfortable, but we will be having an information meeting about Robert s Rules and it will get easier VII. Election Results/Appointments- Erin Clark: 6:42 PM A. Open positions- Amanda Benton 1. List of open positions Education FineArts Residential Community Solidarity Lounge Technology Clubs and Orgs APER Social Sciences Senator-at-Large Several Class Council positions available 2. Point of Order (Erin Clark): Do open positions interest any of the unappointed senators? 3. Point of Information (Natalia Sandoval): It s fun to be a senator if that s something to-be-appointed senators are interested in. 4. Point of Information (Phaedra Saxon): Can this be brought up at the RA meetings? Erin Clark: Please advertise in communities and we do not want to appear to show favoritism towards Res Life members. Right now we are moving forward with the appointment process 5. Erin Clark: Meal points for commuter senators available 6. Point of Clarification (Natalia Sandoval):

VIII. 7. Erin Clark: Constitutional Review will have the option for editing the constitution. 8. Point of Clarification (Amanda Benton): Cindy is Commuter senator B. New Senators and Historians Introductions Senator Expectation- 6:59 PM A. Information that is specific to positions can be found in ASMC constitution and there is a contract that needs to be signed. B. October 1st is the required ASMC retreat for the semester C. Point of Information (Katie funes): Retreat is on October 1st, not October 3rd D. Point of Information (Kiley Becker): What time and where will it be? E. Point of Order (Erin Clark): Retreat in GSB from 12-5 PM on October 1st F. Point of Information (Katie Funes): Registration link is in the email that was sent out earlier last week and is in the newsletter G. Erin Clark: It is important to be transparent about whether or not the Executive Board, and Full Board is fulfilling their obligations to the community, but it s important that we solve conflicts internally before calling on the community to hold the Exec Board or Senate members accountable, since we want people to see ASMC as an organization that s representative of their needs, but also an organization they can participate in given they want to see change happen within and through it. 1. Executive Board Members have office hours that will be published in newsletter and online 2. Special Funding Requests will be approved either in committees or in the Full Board, depending on the funding request H. Contracts: 1. All senators should be part of the community they are trying to represent. 2. Picture of yourself with your office hours and contact information and position needs to be put in your community and advertised.

3. Point of Information (Emmely Tot): Does the flyer need to be approved by The Center? Erin Clark: Yes; this also is going to be discussed with The Center since the flyer is going to be in unauthorized places. (1) NOTE: The Center does not need to approve the flyer; flyer approval is to be conducted by the Administrative Assistant or the Head of that particular department of the area in question Point of Clarification (June ): Can it be put anywhere for Senator-at-Large? (1) Yes, but preferably in a highly trafficked area 4. Absence Policy: read over in Constitution and make sure the Historian (Tessa Kaput 5. Point of Clarification (Parenting Lounge Senator): Is Parenting Lounge senator a liaison or representative? Both 6. Point of Clarification (Saiqaa Nuri): What position does the Sustainability Senator fit? If it s not listed, the you don t have any extra responsibilities 7. Point of Clarification (Kiley Becker): SASS Senator placement in these categories? Point of Clarification (Phaedra Saxon): It s in the email from when we first applied to the open positions 8. Motion to extend this section of the agenda by 10 minutes (Natalia Sandoval) Motion seconded by Emmely Tot 9. Point of Clarification (Parenting Lounge Senator): What is our budget for these programs? This will be discussed and finalized in committee meetings

IX. 10. Point of Information (Sarah Dreher): Special funding is available if your committee does not have the money for your event 11. Point of Clarification (Eve Gottwald): What does this mean for class Historians? Tessa Kaput: This will be something that Executive Board Historian will be meeting with all class historians about. Committee Appointments- Erin Clark: 7:19 PM A. There are five committees for ASMC and some should possibly work together to more fairly distribute workload 1. Judicial, Internal, Public Affairs Committee (JIPA): Fill vacant senate positions, part of the elections committee moving forward, proposing new amendments and changes to the Constitution, support MARJ, supporting the newsletter, and reaching out to campus publications 2. Student Services Committee: Chaired by Natalia Sandoval: Reach out to different departments on campus to better support students, creating a better relationship with the Alumnae Association 3. Diversity and Social Justice Committee: Chaired by the Sarah Dreher: Meets with all the affinity groups on campus and the affinity lounges, gets information from affinity groups to ASMC, Joining All Mills (JAM) dialogues, 4. Academic Affairs Committee: Co-chaired by Jazmyne Browning-Short and Emmely Tot: Gathers information about academic departments and brings it to the committee and then brings it to the Full Board, advertise and publicize MARJ Point of Clarification (Phaedra Saxon): Do we read all of the research papers? (1) You are the reviewers of the MARJ and its advertisers and publishers

(2) Point of Information (Jazmyne Browning-Short): We will have a kick off party for the MARJ (3) Point of Clarification (Eve Gottwald): Is this for student works or just research (a) Only research 5. Finance Committee: Chaired by Syn Parker: Special Funding requests and Clubs & Orgs funding Point of Clarification (Amanda Benton): It s fun to be in this committee Point of Information (Sarah Dreher): Fundings (1) Move to extend this section by 15 minutes (Ellie Burke) (a) Motion seconded by Kiley Becker Point of Information: Can we be in more than one committee? (1) No, because they all meet at the same time Point of Information (Natalia Sandoval): Academic Affairs and Student Affairs will be working together and also with SASS, Finances, Food services, etc Point of clarification (Amanda Benton): Empty seats need to be filled and you ll be helping me fill Executive Board seats for next year B. Appointment to Committees: 1. JIPA: Ellie Burke Katie Funes Amanda Benton 2. Student Services: Natalia Sandoval Kiley Becker Saiqaa Nuri

3. Diversity and Social Justice: Sarah Dreher Jasmine Stallworth Cindy Castillo Izamar Rodriguez 4. Academic Affairs: Jazmyne Browning-Short Emmely Tot Phaedra Saxon Rebeca Monta ñ o 5. Finance: Syn Parker 6. Placements are not yet finalized. X. ASMC Shifting Budget Dialogue- Erin Clark: 7:38 PM A. Finance Committee will be approving most special funding requests 1. ASMC has been viewed as a pot-of-gold and we have had to cut down submitted budgets in order to operate 2. ASMC subsidizes organizations, not completely funds them 3. ASMC needs to shift how people view special funding 4. Break up Special Funding Requests into Programs and Sustainability and Access 5. Point of Clarification (Sarah Dreher): Conferences are hard to fund even though they are great as far as supporting students in their work for clubs, but they are expensive, since you have to account for travel, food, and other such costs which make the rest of the budget tight. 6. ASMC has approximately $120,000 a year ($60,000 a semester) Approximately $10,000 for special funding We can do a lot if we spread this money around, or very little if we are not careful about what we fund

XI. 7. Green Fee can be used for sustainability efforts as well as access. 8. Point of Information (Katie Funes): Do graduate students pay a Student Fee? Erin Clark: No, that s why we will be considering allowing them to hold more leadership positions this year, with the hopes of giving them full access to ASMC, thus requiring them to also pay a fee. 9. Funding Cheat Sheet for funding is suggested to be developed so that we have clear criteria for different kinds of funding 10. Point of Information (Izamar): Are organizations required to fundraise? In theory, yes, but historically, no, this has not really been enforced, so now we need to change that. Campanil- Erin Clark: 7:50 PM: A. ASMC approved a budget for the Campanil, last year, specifying they improve their sustainability efforts by asking them to shift towards a more multi-media focused approach and sustainable forms of publishing, by printing less copies. 1. They were told to not cut student stipends, and they did anyway 2. Updates to their computers happen bi-annually, and they did not anticipate the costs when drafting their budget for the upcoming year, last year. Thus, the Campanil has run themselves into a severe deficit, and had to be granted special permissions in order to print copies for this year They also appear to have printed the same amount of issues, despite our asking that they print less. B. Syn Parker: Last year s leadership did not document their fees from updates so, they are trying to be more mindful of their budget in upcoming years. C. Erin Clark: They will be presenting a revised budget request at the next full board meeting, which is why they were brought up today, in anticipation for next week s discussion. 1. ASMC cannot fund The Campanil by itself

2. Point of Clarification (Sarah Dreher): They were receiving a budget of almost $26,000 in previous years and ASMC asked all organizations asking for funds from ASMC to to cut their requests in half. 3. They expected a certain portion of student funds to be allocated to them, but we are financially unable to do this, and even if we could, it would be unfair to all other student organizations requesting funding. 4. Point of Clarification (Katie Funes): Why do we continue to fund them when they use so much of student funds and they continue to speak of ASMC in a negative light? 5. Point of Order (Erin Clark): Senators cannot snap during meetings. We fund them because they are an integral part of recording Mills history as it happens and because Alum also appreciate being able to see what s going on with the school through their publication. This is especially true during convocation/parents weekend/the Alumni reunion. 6. Point of Information (Kiley Becker): Can we request a break down The Campanil budget? We have that already, you can reach out to Syn Parker if you are personally interested in viewing it. 7. Point of Information (Phaedra Saxon): Can we set up a dialogue with The Campanil? Erin Clark: They will be present at the next ASMC Full Board; we are trying to be more transparent about what we can and cannot do with our funding 8. Point of Information (June): Are we able to come to a compromise about funding The Campanil? Erin Clark: We did that last year and had very specific conditions in which they must meet in order to receive ASMC subsidization

9. Point of Clarification (Sarah Dreher): It might be helpful if Syn and I create a document with the information from last year that had broken down the budget and what the previous Full Board and Budget Committee had worked on 10. Point of Information (Syn Parker): I have met with The Campanil representatives and they will be giving us a presentation at the next Full Board that will be the same that was presented to me in their meeting. Dean Chicora is helping them look for alternative funding 11. Motion to extend discussion by 15 minutes (Natalia Sandoval) Motion seconded by Ellie Burke 12. Point of Information (Jasmine): Are we able to ensure their student stipend? Erin Clark: We are unsure if we can tell them how to allocate their funds/subsidy Syn Parker: Their funds are on pause and they have to look for alternate funding 13. Call for a rising vote to hear a presentation by Sarah and Syn to hear before the Campanil presents their budget Amanda Benton seconds Voting: (1) 14 votes in favor (2) 1 vote against (3) 2 abstentions Point of Information (June): If the Campanil stops printing, what would happen to the funds for the student stipends? (1) They should still receive their stipends, Point of Information (Kiley becker): In parliamentary settings, people usually hit pen on table, can we do that instead of snapping?

XII. (1) Erin Clark: We don t know who is in the room and we operate under democratic discussion, so, no. Point of clarification (Emmely Tot): How do we keep them accountable? (1) Syn Parker: Their funds are paused (2) Erin Clark: The Campanil does serve an important function on campus and we are trying to make it work with our smaller budget For the record (Erin Clark): No one should be leaving and entering the room during meetings Announcements: 8:12 PM A. Natalia Sandoval: Latin Heritage Month Faculty/Staff dinner will be 9/27/16 from 6 PM to 8 PM in the Faculty Lounge; RSVP if you are Latinx and wish to attend 1. Spirituality and Res. Life will be hosting a discussion about what is happening with Standing Rock in the Solidarity Lounge from 12-1 PM B. Amanda Benton: Social Justice and Leadership Conference is mandatory for everyone to attend C. Kiley Becker and Jazmyne Browning-Short: Forensics/ Speech and Debate Club will be starting soon; contact Kiley Becker; more information will be student news D. Tessa Kaput: Board of Trustees Meeting will be coming up in October and if there are any specific concerns E. Katie Funes: Sascha Brown is wondering if ASMC is going to be taking a stance on the presidential election and voter registration F. Natalia Sandoval: HMDS and Bon Apetit about restarting dingin committee, so if anyone is interested, reach out to Natalia Sandoval 1. Point of Clarification (Eve Gottwald): What will that committee do? Mostly will address food accommodations

XIII. Judi Pierce: Conversations around sharing meals between students will excessive meals and those without enough; this is about equitable dining services G. Erin Clark: M Center meeting notes will be accessible to everyone soon and we will be hosting a community forum at some point in the future Adjournment: 8:23 PM A. Motion to adjourn meeting (Jazmyne Browning-Short) 1. Motion seconded by Kiley Becker 2. Meeting adjourned at 8:23 PM