ASI Senate Meeting Minutes

ASI Senate Meeting Minutes 2017-2018:16 Thursday, 4:00PM 6:00 PM, BSC, 2nd Floor, England Evans I. PRELIMINARIES A. Call to Order 1. Vice Chair Catherine Kavianian called Senate 2017-2018:16 to order at 4:02pm B. Quorum Check 1. Voting Members: Carlos Gomez, Vice President, Chair Excused Absent Farris Hamza, President Catherine Kavianian, Agriculture Senator Courtney Yu, Business Senator Jillian Furiga, CEIS Senator Cameron Pastrano, CLASS Senator Paulina Stein, CCHM Senator Itzia Salinas, ENV Senator Excused Leave at 5:22pm LeQuan Hobson, Engineering Senator Isaiah Durden, Science Senator Elizabeth Marquez, Senator-At-Large (MCC) Excused Absent Rachel Hunter, Senator-At-Large (SIC) Noah Tonies, Senator-At-Large (Greek) Excused Absent Pasindu Senaratne, Senator-At-Large (IHC) 2. Advisors: Dr. Thomas Cruz-Soto Jr., University Advisor Dr. Liz Roosa Millar, ASI Executive Director 3. Non-voting Liaisons: Joshua Ebiner, Attorney General Kellie Pinedo, Treasurer Jonathan Puthoff, Academic Senate Rep. Monika Salazar, Staff Council Rep. Excused Absent Andrea DeCoudres, Alumni Association Rep. Absent Vacant, Bronco Athletics Association Rep. C. Agenda Changes 1. Catherine changed Preliminary I, Section H. Reports and removed Antonio Quezada substituting for Dr. Thomas Cruz-Soto Jr. 2. Kellie changed the amounts requested in Action Item A. 1. to $5,500.00, and Action Item A. 2 to $4,024.00 3. There were no further changes to the agenda, it was approved as amended D. Approval of Minutes

Page - 2 1. There were no changes to the February 22, 2018, March 8, 2018, and March 13, 2018 Senate meeting minutes, they were approved as written E. Financial Status Given by Kellie Pinedo (as of January 31, 2018) 1. ASI Total Revenue $ 15,011,901.00 2. ASI Total Expenditures $ 6,610,540.00 3. Local Agency Investment Fund $ 22,741,036.00 4. ASI NP & A Account Balance $ 488,922.00 5. The Green Initiative Fund (TGIF) $ 182,089.00 6. ASI Prior Year s I Reserves $ 300,946.00 7. ASI Prior Year s II Reserves $ 535,853.00 8. ASI Prior Year s III Reserves $ 252,542.00 9. BSC On Campus Reserves $ 6,427,151.00 F. Introduction of Guests 1. Kevin La 13. Juan Garcia 2. Baltazar Barrios 14. Emely Candray 3. Celine Wanwatanakool 15. Jonathan Horton 4. Martha Rosario 16. TJ Coggins 5. Chau Mai Hua 17. Christian Manoukian 6. Trinidad Maya 18. Raheesa Legohn 7. Kyle Burdeshaw 19. Shelbi Long 8. Sergio Maldonado 20. Taylor Broome 9. Barny Peake 21. Samantha Hunt 10. Gustavo Callejas 22. Cathy Neale 11. Carol Lee 23. Bryan Shiang 12. Jaclyn Garcia G. Reports Posted on the SAN, not given verbally 1. ASI Executive Director Dr. Liz Roosa Millar (attachment) a. Campus Recreation Updates 2. ASI Advisor Dr. Thomas Cruz-Soto Jr. No report 3. Academic Senate Representative Jonathan Puthoff No report 4. Senator Pro-Tempore Catherine Kavianian (attachment) a. F&O Updates 5. Attorney General Joshua Ebiner No report 6. Treasurer Kellie Pinedo No report 7. President Farris Hamza a. Cabinet Updates b. Internal ASI Work c. University Work d. Available Committees 8. Vice President Carlos Gomez (attachment) a. Meetings b. Ongoing Projects c. Next Steps & Upcoming Items of Interest 9. Senate Reports

Page - 3 a. Agriculture Senator Catherine Kavianian (attachment) i. Updates b. Business Senator Courtney Yu No report c. CEIS Senator Jillian Furiga No report d. CLASS Senator Cameron Pastrano No report e. CCHM Senator Paulina Stein No report f. Environmental Design Senator Itzia Salinas No report g. Engineering Senator LeQuan Hobson No report h. Science Senator Isaiah Durden No report i. Senator-at-Large (Greek) Noah Tonies No report j. Senator-at-Large (IHC) Pasindu Senaratne No report k. Senator-at-Large (MCC) Elizabeth Marquez No report l. Senator-at-Large (SIC) Rachel Hunter No report II. H. Open Forum 1. Juan Garcia, Assistant Secretary of Legislative Affairs Governmental Affairs Committee reported on a trip to Washington DC, and viewed the trip as a success. They met with several legislators, different federal departments, and various organizations that are centered on higher education. They learned there are several federal laws that are in constant need of being re-authorized, such as the Higher Education Act. They also learned that there are resources that Cal Poly Pomona has not tapped into, such as grants and internships. The Governmental Affairs Committee recommends having a yearly trip ASI makes to Washington DC for lobbying for Cal Poly Pomona. Hill Day is more CSU focused, and this would allow the opportunity to maintain the established relationships from this trip, and to bring more resources to Cal Poly Pomona 2. Barny Peake, Director of the Bronco Student Center The BroncoFusion Concert survey is out and have collected 1400 responses. They want to hear more feedback on the artist that will perform at BroncoFusion in the Fall. There is an event called Everything Before WongFu on April 3 rd, in Ursa Major starting at 7:00pm. There is an Art Student Spotlight Reception on April 5 th during U-hour in the Andromeda suite ACTION ITEMS A. Recommendation from the Finance Committee: Mid-Year Budget Requests 1. Secretary of Sustainability $5,500 TGIF a. Martha Rosario, Secretary of Sustainability and Chair of Earth Week, and Chau Mai Hua, Secretary of Programs and Services and Chair of Earth Week, presented a mid-year budget request for Earth Week and provided an overview of the week long event s itinerary b. They provided an overview of the Secretary of Sustainability position, the Green Initiative Fund (TGIF), and the event, which is from April 23 27, 2018 c. They reviewed the expenses for the event, and noted how the funds will be allocated for food, programming and events, shirts, decorations for the week, etc. d. They provided an overview of the events happening each day for Earth Week e. Farris made a motion to approve the mid-year budget request of $5,500 to the Secretary of Sustainability, seconded by Rachel f. Catherine did a roll call vote and asked the Senators to Approve (yay), Disapprove (nay),

Page - 4 viii. Science Senator Isaiah Durden: Abstain g. Vote: 10/0/1, vote passed 2. Touzan Taiko Japanese Student Association $4,024 NP&A a. Celine Wanwatanakool presented a mid-year budget request for Touzan Taiko Japanese Student Association and provided an overview of the Third Annual Spring Concert b. She provided an overview of the organization, which is a traditional Japanese performance group who play taiko drums c. She reviewed the expenses for the concert, and noted how the funds will be allocated for theater usage for two days, two rope shime drums, spare bachi, recorders, decorations, and marketing for the events d. Cameron asked how many drums they currently have in the organization e. Celine responded they currently have seven drums f. Itzia asked where they currently rehearse g. Celine confirmed they rehearse at the BRIC and rehearse outside of the BRIC h. Farris requested for the organization to fill out future mid-year budget requests completely i. Pasindu asked how many students attend the annual concert j. Celine noted that last year s event had around 150 attendees k. Kellie clarified that Touzan Taiko Japanese Student Association have updated quotes since the last Finance meeting l. LeQuan made a motion to approve the mid-year budget request of $4,024 for Touzan Taiko Japanese Student Association, seconded by Isaiah m. Pasindu asked how much is currently in NP&A n. Kellie shared that they do not have a current budget at the moment, but believes it is currently around $460,000 o. Catherine did a roll call vote and asked the Senators to Approve (yay), Disapprove (nay), viii. Science Senator Isaiah Durden: Yay

Page - 5 p. Vote: 11/0/0, vote passed 3. CPP Game & Design Development Club $4,516 NP&A a. Kyle Burdeshaw, President of the CPP Game Design & Development Club, and Trinidad Maya, Treasurer of the CPP Game Design & Development Club, presented a mid-year budget request for the CPP Game & Design Development Club and provided an overview of the club s second annual game design summit on April 28 th from 8:00am- 10:00pm b. They provided an overview of the club, which has 55 members and is the only resource on campus for students to learn and practice skills for game design and development c. They reviewed the expenses for the conference, and noted how the funds will be allocated for providing food for approximately 200 attendees and other programmatic activities d. Catherine asked if they knew how many students are outside the CPP Game & Design Development Club e. They do not have a number, but shared that they advertise to other clubs f. Farris asked if the event is free for students to attend g. They confirmed the event is free, so that way they can have as many students as possible attend h. Cameron asked what college the club is affiliated under, and if the college supports the summit i. They shared the club is under the College of Science, and the college have been very supportive. Last year, the college covered the expenses and they did the purchase orders to the college to pay them back. The club s advisor has also been very supportive and helpful j. Rachel made a motion to approve the mid-year budget request of $4,516 for CPP Game & Design Development Club, seconded by Cameron k. Catherine did a roll call vote and asked the Senators to Approve (yay), Disapprove (nay), viii. Science Senator Isaiah Durden: Yay l. Vote: 11/0/0, vote passed 4. PSI CHI $5,458 NP&A

Page - 6 a. Sergio Maldonado, President of PSI CHI, presented a mid-year budget request for PSI CHI and provided an overview of the Western Psychological Association (WPA) Conference b. He provided an overview of the club and the conference, to provide undergraduate and graduate psychology students the opportunity to present their findings and research c. He reviewed the logistics and expenses for attending the conference, and noted how the funds will be allocated towards conference registration and hotel accommodations for 36 students d. Farris asked for clarification if the faculty s expenses will be covered e. Sergio confirmed that the funds will not be allocated towards the faculty s expenses f. Farris noted that the per diem for dinner is $27.00, and the dinner exceeds the rate ASI can fund for a meal g. Sergio discussed how the Finance Committee brought this up and reiterated that ASI will not be covering the whole dinner. They are asking members to pay out of their pocket and contribute $20.00 to help alleviate the cost. The numbers provided were estimates h. Cameron made a motion to approve the request of $5,458 for PSI CHI, seconded by Farris i. Farris suggested to amend the motion to properly adjust for the per diem for dinner, because they would be paying $34.00 for dinner, and calculated to remove $1,164.50 from $5,458 j. Farris made a motion to amend the mid-year budget request to $4,294, no one seconded. Motion fails k. Josh asked if ASI can cover conference fees, and suggested to allocate the proposed budget cut to another line item to where the students can use the money and save money out of pocket l. Farris and Kellie confirmed that ASI can cover conference fees, but the money would have to remain m. Josh suggested to allow PSI CHI to use the $1,164.50 to reimburse the students conference fees, and suggested for the money to stay in the group to where they do not have to spend more money out of pocket n. Catherine did a roll call vote and asked the Senators to Approve (yay), Disapprove (nay), viii. Science Senator Isaiah Durden: Yay o. Vote: 11/0/0, vote passed 5. American Planning Student Association $5,500 NP&A

Page - 7 a. Baltazar Barrios, President of the American Planning Student Association, and Kevin La, Treasurer of the American Planning Student Association, presented a mid-year budget request for the American Planning Student Association and provided an overview of the American Planning Association (APA) National Planning Conference in New Orleans, Louisiana b. They provided an overview of the club and the conference, which is an opportunity to provide exposure for new practices and technologies in the planning field c. They reviewed the logistics and expenses for attending the conference, and noted how the funds will be allocated to support 17 students to attend the conference d. Farris made a motion to approve the mid-year budget request of $5,500 for American Planning Student Association, seconded by Itzia e. Catherine did a roll call vote and asked the Senators to Approve (yay), Disapprove (nay), viii. Science Senator Isaiah Durden: Yay f. Vote: 11/0/0, vote passed 6. (Time Specific 5:00pm) Graduate Planning Student Association $5,500 NP&A a. Jaclyn Garcia, President of the Graduate Planning Student Association, and Bryan Shiang presented a mid-year budget request for the Graduate Planning Student Association and provided an overview of the APA National Planning Conference in New Orleans, Louisiana b. They provided an overview of the club and the conference, which is an opportunity to provide exposure for new practices and technologies in the planning field c. They reviewed the logistics and expenses for attending the conference, and noted how the funds will be allocated to support 8 graduate students to attend the conference d. Pasindu made a motion to approve the mid-year budget request of $5,500 for Graduate Planning Student Association, seconded by Itzia e. Catherine did a roll call vote and asked the Senators to Approve (yay), Disapprove (nay), viii. Science Senator Isaiah Durden: Yay

Page - 8 f. Vote: 11/0/0, vote passed III. DISCUSSION ITEMS A. Addition of Annually Budgeted Group: ASI Food Pantry a. Barny led the discussion on adding the ASI Food Pantry as an annually budgeted group b. He commented that they are not reviewing the budget today, the substance of the food pantry, what its operations are, and to consider first where the budget will be allocated under the ASI Budget or the BSC Budget c. He recommended that the ASI Food Pantry is under the ASI Budget, not the BSC Budget d. He explained the process of adding an annually budgeted group, and it has to be presented to the ASI Senate before the annually budgeted presentations begin. The ASI Senate has to have a 2/3 approval to add an annually budgeted group e. The previous administration started the process of adding the ASI Food Pantry, and created a Senate Bill in favor of having one f. Barny reviewed the benefits of having the ASI Food Pantry having its own budget than merging it under a department and the BSC Budget g. It will replace the BEAT budget, which is being implemented in the BSC Budget h. If approved by the ASI Senate, Barny will present a proposal on the first day of the annually budgeted presentations i. Farris asked for a rough estimate of how much the ASI Food Pantry will be requesting, and how much of the BEAT budget is being freed up from the ASI Budget j. Barny responded that the budget proposal is estimating at around $102,000, and $200,000 roughly will be freed up from BEAT k. Farris asked Kellie about the budget process timeline l. Kellie confirmed that meetings are happening next week to review the budgets and will be presented to the ASI Senate the following week m. Farris noted that the ASI Food Pantry would need to be approved today or next week in order for it to be an annually budgeted group n. Barny and Carol stated the first day of the annually budgeted presentations will be on April 12 o. Cameron asked about the staffing budget and volunteer opportunities p. Barny wants to create a volunteer opportunity and leave room for it q. Itzia asked what benefit would serve if it was in the BSC Budget r. Barny noted that if the ASI Food Pantry were implemented in the BSC Budget, it would be tied in to a departmental budget, and could be added to the Student Activities and Programs, BSC Administration, etc. The BSC department budget has rolled up expenses into one, and due to adding BEAT to the BSC Budget, it is easier to add the ASI Food Pantry as its own separate program under the ASI Budget s. Liz added that the Senate Bill was passed by last year s administration, as it is student government s initiative was to create this initiative and need and it went unfunded t. Farris reviewed the ASI By-laws and stated the following from the By-laws, All ASI budgeted groups shall be financially accountable to the Senate and shall submit their annual budget requests/plans to the ASI Treasurer by the designated deadline.

Page - 9 u. Barny clarified that they have already submitted a budget for the ASI Food Pantry and it has been accounted for v. Cameron asked if there would be a need to have a part-time staff member to make sure the day-to-day operations are being ran smoothly, and followed up asking if staffing will be removed once it has been established w. Barny stated that many of the campuses are moving forward to hiring full-time staff for their food pantries, as it is labor intensive and there is a constant flow of inventory and management x. Rachel asked about recurring costs, or if it is based around needs. She added that if it is added as an annually budgeted group, ASI will be responsible for it for years to come y. Barny noted that there is a CSU grant to meet basic needs within the CSU system. ASI has been allocated some funds from that grant for the startup costs for the food pantry. The budget request will not have a lot of one-time costs in this budget proposal of the $100,000. The annual budget could fluctuate yearly, and could change based on the needs of the campus. There are about 400 students that use the mobile food pantry on a monthly basis z. Pasindu asked if Robert s Rules should be suspended and to make it an action item, and wanted clarification to approve it to be in the ASI budget and not approving the amount requested aa. Catherine confirmed that if Robert s Rules were suspended and they approved the ASI Food Pantry, it would only be approving it as a line item in the annual budget request. There will be a $0 amount in there until the budget is presented and a certain amount of money is allocated bb. Pasindu made a motion to suspend Robert s Rules to move Discussion Item A. as Action Item B., seconded by LeQuan cc. Cameron commented that there is a need for a food pantry on campus and the majority of people on campus and in the room feel the exact same way, and noted that the Senate Bill written on the food pantry was poorly written and feels they are trying to rush into creating it. He asked if there was a plan of action, and noted there is a concern among the ASI Senate in general if the budget is presented and they decide to approve it, if there is partnerships are established or not. He does not want to approve a line item that may not be well thought out, and acknowledged there are discussions that he is not a part of, and has not seen anything yet dd. Barny responded that it is a tricky chicken and egg scenario, because they cannot really establish a full operation until there is an approved budget. He is not going to build out or remodel a space in the BSC unless they know they will have the operation going into it. Yes, they are planning and there is an existing partnership with Sowing Seeds for Life, which is a local food bank, they have said they will work with ASI to give us the supply of food. There is the LA Food Bank and others that they will work on those partnerships, and noted that they cannot engage them and do a contract or agreement until they know they have a budget. The plans are there and they will share more of that, and please ask questions outside of ASI Senate. He attended the Basic Needs Conference in January, and they are outlining the details right now. They need approval to have an established budget and then it is going to be a quick process, and they will be a part of the process as it will be a service of ASI ee. Farris added that there is a task force being established that will include a few student leaders, and other campus partners and constituents as well. He has reached out to the

Page - 10 Alumni Council because they have expressed interest to support the ASI Food Pantry. He will be speaking to them on May 17 th in an official format during their board meeting. In addition, he is also starting the long term discussion years from now, and making sure they have support from the campus community both locally and outside ff. Josh wanted clarification from Barny that the ASI Senate is only adding it as a line item and not approving the budget that will eventually be discussed at a later date. If the ASI Senate were to approve it today, when it comes back for presentations, the ASI Senate can vote down and allocate no money to the ASI Food Pantry gg. Barny confirmed Josh s statement hh. Catherine commented that they are only approving a line item today and it will have a $0 amount. The ASI Senate is not approving the budget today, and if the numbers are not what they like, they do not have to approve anything at the budget meetings ii. Barny added that it is an opportunity to put it on as a budget item to discuss in two weeks jj. Catherine called the vote: 11/0/0 kk. LeQuan made a motion to add the ASI Food Pantry to the ASI Budget, seconded by Farris ll. Catherine did a roll call vote and asked the Senators to Approve (yay), Disapprove (nay), or Abstain a. Agriculture Senator Catherine Kavianian: Yay b. Business Senator Courtney Yu: Yay c. CEIS Senator Jillian Furiga: Yay d. CLASS Senator Cameron Pastrano: Yay e. CCHM Senator Paulina Stein: Yay f. Environmental Design Senator Itzia Salinas: Yay g. Engineering Senator LeQuan Hobson: Yay h. Science Senator Isaiah Durden: Yay i. Senator-at-Large (IHC) Pasindu Senaratne: Yay j. Senator-at-Large (SIC) Rachel Hunter: Yay k. ASI President Farris Hamza: Yay mm. Vote: 11/0/0, vote passed B. Removal of Annually Budgeted Group: BEAT a. Barny led the discussion on removing BEAT as an annually budgeted group b. He explained the process of removing an annually budgeted group, and the ASI Senate has to have a 2/3 approval to remove an annually budgeted group c. He noted that it is a multi-stage process, and are looking to convert BEAT, student leaders who are receiving scholarships, to hourly paid student employees of ASI. One of the components of that proposal is how do we allocate for them? Do they remain under the ASI Budget? Or do they move over to the BSC Budget, under the supervision of the Student Activities and Programs staff. d. He commented that the proposal for this year is to not present a budget for BEAT for the ASI Budget, as there will be a $0 amount requested. All of the funds for BEAT will be under the Student Activities and Programs budget in the BSC Budget e. The question now for the ASI Senate is the idea of removing BEAT as an annually budgeted group knowing they will see the expenses captured under the BSC Budget f. Pasindu asked if the BSC Budget allows for this

Page - 11 g. Barny confirmed that there are regulations for the ASI Budget, but for the BSC Budget, things come and go all the time. It does not require 2/3 vote to add or remove to the BSC Budget, only for the ASI Budget h. Pasindu clarified his question and asked if the BSC Budget has the funds i. Barny noted that it will be a conversation when it comes to the Facilities and Operations Committee in two weeks, and he has not seen the rolled up budget j. A discussion took place on the Student Activities and Programs staff k. LeQuan asked if Robert s Rules should be suspended to remove BEAT as an annually budgeted group before the budget presentations begin l. Farris shared that in the By-laws, the budget process only comments on adding annually budgeted groups, and it does not say anything about removing annually budgeted groups. They can be removed at any time m. Carol recommended to keep BEAT as an annually budgeted group. There is a question if the BSC Budget can carry the full BEAT budget, and they are still rolling up on the budgets. She suggested to keep BEAT as an annually budgeted group with their request being $0, and they do not have to remove them. This leaves a small door if the full budget cannot be done in the BSC Budget, and they do not have to go through the process again n. Pasindu asked if they should let the process go through, and then consider removing them next year o. Barny confirmed Pasindu s question, and noted that it does not say anywhere that the annually budgeted groups have to ask for money. Their request would be $0 p. Farris reviewed the ASI By-laws and noted that, The removal or reclassification of an existing ASI annually budgeted group requires a two-thirds (2/3) vote of the Senate. He noted that it does not share a specific timeframe for annually budgeted groups to be removed q. A discussion took place on the possibility of splitting the budget between the ASI Budget and BSC Budget IV. ADJOURNMENT A. Next Senate meeting will take place on Thursday, April 5, 2018, 4:00pm 6:00pm in England Evans B. Catherine stated that Senate meeting 2017-18:16 was adjourned at 5:26pm MINUTES SUBMITTED TO: Carlos Gomez, Chair of the Senate Date MINUTES APPROVED AT SENATE 2017-2018: Michelle Sims, Administrative Assistant Date