MEETING START TIME: 3:37pm 11/6/17

ATTENDANCE:

Committee: Chairwoman King, Vice-Chair Mattern, Senator Keene, Senator Flath, Senator Howard, Senator Strassfield, Senator Batista, Senator Schneidereit

Absent: Senator Falaye

Non-Committee: Dance Company, Girls Club Soccer, Boys Club Soccer

 

COMMITTEE DISCUSSION:

• Dance Company New Speaker

Dance company come to committee with a Capital Improvement Grant for a new portable speaker for use in their practices. Their current speaker no longer works, and they have had the speaker for many years. They need a speaker to play music for their practices. The committee was presented with two quotes for speakers. The specific speakers were picked based on probability, wattage, and acoustic considerations for the organizations place of practice, Edwards auditorium. Chairwoman King asked the group if they currently had any storage space for the speaker. The group stated that they currently did not have any storage space on campus that they would be able to use to store the speaker. Chairwoman King raised concern over the group not having space to store senate purchased assets. The Chairwoman stated that committee would be looking through inventory of student groups in the couple days and weeks to take an inventory of senate purchased assets. It was noted that some groups might have a speaker purchased through senate that they are not using that Dance Company could possibly use. The group said that they wanted to make sure it was portable enough and that it had suitable acoustics to meet their specific needs. The Chairwoman said she wanted to look through Senate inventory first before putting the grant to a vote in committee.

 

 

• Club Soccer

Boys and Girls Club Soccer came to committee to request permission to open an external bank account. They explained that needed one to pay for Soccer Referees for their games. The apparent practice for paying soccer referees at this level is in all cash and at the conclusion of the game. This is a problem because the Student Senate accounting system does not permit cash payments, only payments made by checks. For checks to be issued a W-9 form must be submitted to the accounts office so there is a record of who exactly the organization is paying for services. Since the standard practice is in all cash for referees at this level, the organization was having problems getting W-9s for referees or evening getting referees. The group said they could do it through the Senate Accounting system but it would take weeks to track down W-9 forms from different referees and fill out the correct paperwork for checks. Chairwoman King stated that she thinks that the group would be able to still function within the accounting system and that more planning on the group side is required to be successful. Vice-Chairman Mattern stated that other club sport organizations under senate face the same problem and have been successful with paying referees for games. Senator Keene that we should help the group come up with an easier way of paying referees. Chairwoman stated that she was against giving the group an external account and the rest of the committee agreed. The group was then heavily encouraged to come back to committee for help with planning their year financially.

 

• Chairwoman King presented a continency grant on behalf of Student Senate for the purchase of a new computer for Box Office. The Box Office, which is funded by senate, had the computer they use to keep track of all ticket sales break recently. Student working the box office have been using their own computers to keep track of ticket sales until a replacement was acquired. A new computer, not used, was determined to be the best cost-effect means of getting a new computer. The grant was for a $500.00. The actual computers price was $449.00 but the extra money was granted in case there was any cords or special wires needed for the new computer. Senator Howard made the motion

 

• Inventory & Senate Assets:

Chairwoman King spoke that during budgeting season she wanted the committee to go through and find all of Student Senates Assets from the organizations. This, she explained, was in response to the lack of accurate inventory keeping of Senate assets over the past few years. She mentioned that recently a couple ping pong tables purchased several years ago disappeared and were later found broken. Her goal is to get the Senate inventory system back up and running with accurate records or all of senate assets.

• Extra N/A

 

MEETING ADJOURNMENT TIME:   4:23pm 11/6/17