September 7, 2011
Minutes for September 7th, 2011
I. Roll Call
II. Approval of Minutes
III. Approval of Agenda
IV. Guest Speaker
· Jerry Martinez Director of Financial Aid: an update of what has changed, changes in last year and how they impact us a students and why they were made them. Two new F.A. (Financial Aid) counselors, alphabetized for splitting counselors. No counselor’s on staff previously. Helps to effectively communicate to have a better relationship between FA office and students. Why the split between FA and cashier? Designed a plan to separate two functions, we don’t want one office to have all the power to do both. FA is now on the ground level of Taylor. FA is now housed with admissions to help create enrollment management, so these needed to be together (FA & Admissions). Moved everything for prospective and continuing students to an online format. Allowed service to be quicker, and access form all homes, ability to accept FA package online.
o Q: Getting a hold of refund check? Why not send a generic email before, for less traffic to FA office?
o A: We did actual send out emails, a big campaign last march. This fall we implemented entire online access. With fall semester bill, explained how refunds would be distributed email is the best way for us to communicate with students. Check your email! That’s how we notify, and no longer notify parents. Email campaign hopes to get students acclimated before the fall, and spring hopefully will be better. It will only take 24 hrs to distribute checks in spring. Bill pay system allows access away from Gunny, set up payment plan, set up third party pin access. Imperative to communicate with parents about what’s going on. Take’s at least a year to get used to a new system. It is more efficient for FA office.
· Work-study was a big one this fall, award less. Last 3-4 years Western has been overspent on work-study. Decided to reduce award ($1450 avg. student), average this year was ($1500). Awarding money that was not being used, and tied up too much money when money was spent. Satisfactory academic progress, required to make this measurement, rules have become stricter to monitor on a per semester basis and to be stricter on these guidelines. The economy is not good, with a high budget deficit the Pell Grant is approximately 32 Billion a year. 75% of all courses need to be completed each semester with a passing grade. If in bad standing, one semester to get in good standing, if not possible and a student has two back-to-back semesters on bad standing then a student goes on probation. Also, cumulative GPA must be above a 2.0 as of July 1st. Awards that went out this year more quickly and more often, to award up front and then if the fed’s needed documents then students will know prior to paying. Notification of additional information comes in May. The more communication the better for everyone.
o Q: is there an offer to get a paper check?
o A: one time this fall there will be a possibility to get paper checks. This is an option for students to help get settled under various circumstances.
V. Action Items
o Senator questions: what will each students role be? How much of a part do all three students have?
§ Initially four roles created, student oriented, where the other 2 work with recycling and facilities, things began to morph, roles are working with res. life, waste production, product consumption. Presenting same information it is a team effort to do this. Similar roles together, and still forming, sustainability coordinator is usually a paid position. It shows the ability of teamwork, divide and conquer and then reevaluate. All bring various sources of knowledge to the group.
o Q: justify hotel cost of $672, type of hotel, location, price
§ A: one room, 3 coordinators as well as boss. Doubletree Hilton hotel in Pittsburgh walking distance to conference, don’t have to deal with cab fares. The one further away was also more expensive.
o Q: How much do you think you have saved at Western State College of Colorado
§ A: I don’t think you can actual quantify our work at Western State College of Colorado since most of it is communication and outreach.
o Q: Have you moved any closer to other resources?
§ A: Spoke with boss about other possible sponsorships. She may be willing to make a donation. Also, will speak to SAC, and reevaluate funds from sustainability coalition.
o Q: What is the return on the conference?
§ A: A couple of initiatives to make on campus, unknown of what it will look like, maybe a communication system to better work on the campus as a whole across disciplines. A bigger and better brainstorm of what is happening on campus.
o Q: Address the importance of being allocated an hour?
§ A: This is very prestigious; many students only get 20 min. rather than an hour. Being acknowledged for doing a great job at Western State College of Colorado, where other students are not doing the same things is an honor.
o Q: What will you be presenting?
§ A: Address why positions came into play, why faculty and administration came together to created this image on campus.
o Q: How was the power pledge?
§ A: At orientation gave power strips to any students interested in participating, figuring out how to quantify change per floor, or per building. Perhaps these questions can be answered through surveys.
· Motion to pay for plane tickets and to re-discuss after some time to see if alternate funding is available ($960)
o Allocating $960 now, to revisit next week on the following expenses.
VI. Discussion Items
· Allocation of internal $4,000 and $6,000 from bill ($3,000 is from PC co-sponsorship)
o Grace: In the spring we allocated a full budget making the assumption that full enrollment would exist. We are short 17K. What to do now? We thought we would have 337K but we actually have 319K. We now get to decide what to do. Options: nothing, 1% budget cuts, and giving all money with access reserve, or a combination. 45K in reserve, required to have 20K in reserve unless extreme emergency, then 18K in reserve that we could spend to cover. 2K would be left in reserve if we covered everything. Club sports when in without a budget, so they cannot even make copies of conduct. We assumed 10K would go to clubs, but now they have nothing and so do we. We could reduce 4K from internal (left with 3K for yr.), bill fund would be cut by 6K (6K left/yr.) What to do with the shortfall? Open to discussion.
§ Club sports are important to enrollment and retention. 17K shortfall, reserves are there for emergency, next year we can figure something else out. If we don’t grant club sports money it will discredit whole campaign. SGA surplus goes into reserve. Retention at Western 60%, for students in clubs at Western State College of Colorado it is closer to 75%. Club sports starting to fundraise and create incentives, donate X$ and have an incentives for fundraising. This is their basic operating budget.
o Q: Money for emergency-what is considered a bigger emergency?
§ A: This would be considered an emergency, mandatory reserve. We have never faced if we go below our reserve. Last year we overspent by 5K but interest covered it.
o Q: How can we be more frugal in future years, in case enrollment continues to decrease?
§ A: We can make ways to cut money. We won’t be able to see as many bills and cut on luxury items like name-brand candy.
o 10K we want to pull from current spending cash for entire year, to keep the afloat. It is a large enrollment tool, which is necessary for sustaining Western State College of Colorado.
o Vote on club sports today
o 1% cuts would decrease by 3K.
o Motion to give 4K from internal for sports (Everyone) Passed
o Motion for senators to cut 6K from bill for sports (7/7) Passed
§ Club sports have money
o Motion to move budget discussion to next week.
o Type up committees tonight, and will email out. Check lists will also be emailed.
VII. Advisor Report
· No report, no Shelley
VIII. Senator Reports
· Nurturing Parent Program class for volunteer, looking for volunteers 5pm-8pm for 16 week course, babysitting and infant care, positive communication, contact LeAnn.
IX. Committee Reports
· Haleigh: elections and 7 applicants and 6 openings. Voting issues, speak with IT department, voting ends at Friday 4pm. VOTE (this is a democracy)! Student activities>SGA>Vote Here Link
X. Advisory Reports
· Sarah: Field house, show pictures of different designs, décor etc coming soon based on voting, Dot=like No dot=no like. Board of Trustee’s meeting in North conference room, oversee all of Western State College of Colorado functioning. Step Up certification training on sept. 12th 7pm
· Nick: Van Tuyl ranch as part of annexation, a big deal. A library project in the same area, mixed feelings from community members. Get informed go to a city council meeting, perhaps “Adams State University”? Pro cycle-exposure for Gunny that one cannot pay for. Maybe 3 million of free advertising
· Retreat sept. 17th-18th, meet SGA office at 4pm on Saturday. Please contact Haleigh if you cannot attend. Bundles of fun.
· Grace: emailing PPT and EXCEL docs. Everyone on budget committee, please come it is mandatory and bring your advisor, and tardiness is not accepted. Senators are not required to come. If anyone on advisory committee that has class please email Grace and give her the details. Sex positive club Weds. 4pm in LEED office--please come!
· Meg: Wordhorde at 7pm at Mocha’s on Sept. 8th.
· Blake: XC goes to Alamosa (ASU?) football team takes of at am to play pocatella University (sp?), there is a live feed online. Volleyball goes to Grand Junction tomorrow, to play three games.
· Elijah: recycled percussion tomorrow at 7pm in Taylor auditorium. Be there or be square!
· Noah: intro to mountaineering this weekend.
XI. Special Topics
XII. Remarks for the Good of the Order
· Start a dancing group here at Western State College of Colorado. Show up as a dance team to promote Western would be nice, to dance at various Western events. Created a contract. Spoke with cheerleading coach about dance team and cheerleaders. The cheerlead coach believes that the cheerleading team is not progressing as much as their potential, perhaps more students would be interested in dancing than cheerleading, which is the largest concern.
o Motion to starting dance team (8/8, approved!)
· HAPPY BIRTHDAY NICOLE WOOPWOOP!!
o Eating imaginary cake. Yum yum.
· NO PHONES
· Guest speakers can be added earlier to Agenda if you email Erika by 2pm on Tuesday before the meeting
· Nick: Perhaps first and third week of every month ask everyone of SGA to go to classes dressed up.
XIII. Late Roll Call