MEETING START TIME: 4:00pm

ATTENDANCE: Stewart, Weinreich, Sit, Murphy, Nowinowski

COMMITTEE DISCUSSION:

 

Musician Guild asking for money for Amplifiers without which, concerts cannot be held

 

• Musician’s Guild – hosting concerts

o   Over the summer, the power amp died during the orientation show

• Classic PA failure
• May have been because the monitors and speakers were ru off the same system

o   Power Amp = device that allows the PA system to work

o   Sound cannot be run without a power amp

o   Monitors need a second power amp to provide sound for the performers

• Why need two if only one failed?

o   Musician’s guild talked to WRIU

• WRIU says that the Power amp should be able to provide double the power of the speakers
• Running the Monitors and Speakers are not recommended
• Didn’t know how needed the double amps are until talked to WRIU
• That’s why it wasn’t included in the earlier requests
• Events coming up

o   SAA asked about a workshop for Sound Tech

o   Miss URI wanted sound tech

• Equipment purchased on April 23rd –

o   $2600 granted and another $300 for cables was asked the week before April 23rd 2012

o   No getting around that Sound is expensive stuff

o   Lots of equipment was purchased

• Mostly lights as that was the main focus

o   Monitors, Microphones, speakers

• The amp was not expected to fail
• April 23rd – need not be considered category for the capital improvements
• Money is in the Guild’s fundraising account

o   The Guild does not have a budget right now

• Tricky to take money from the budget because the fundraising is the reserve account
• When a performer is to be brought in, money is needed.
• The Fundraising money is money for investments

o   The Guild does not have a budget for continuous programming

• Very few groups have any money dedicated to solely funding programming
• SEC, Dance Till Dawn

 

 

o   We did put together a grant request to Guitar Center which included the Amps

o   Stewart: I just think that they should contribute some to it.

• Maintenance Schedule

o   Most of the equipment was purchased from the funds granted April 23rd

• The equipment should last a long time.
• Payment

o   Stewart: It’s not unreasonable to have them contribute $300 to the purchase of the Amps

o   Weinreich: We can make

• Cost Deal

o   Found the Crown Amp on Northern Sound and Lights for 788.24 + 28.44 S&H

• All in favor of $880.90 for the Crown XTi Amp

o   5/0/0 – All in favor

• Capital Improvements

o   We need to think about how much is reasonable capital improvements for a group

• o
• Discussion/ Summary

 

Quidditch Club Asking for Space and Safety at the cost of $481.17

• Zara Collier – President has to leave to class
• Things Asked

o   First Aid Kit

• All Students have signed waiver forms
• Compression packs
• Neosporin
• Ice Packs
• Concerns about having a trained person on treating injuries
• Club will look into getting trained on treating injuries

o   Tents

• Earlier, a rain storm happened during a meet
• Equipment was damaged
• A student almost got pneumonia
• Addressed concerns:

o   Storage space now exists

• Cost

o   Upgrade Funds – If we pay 150 now for the whole deal versus $200 for the lower end stuff

 

Dues for the Quidditch association

• Approval of Quidditch Club’s Request for $481.17
  • 5/0/0 All in favor
  • The Request does not need to go to full senate
  • This is the first piece of paperwork signed by Stewart! How official!

 

Hired an Inventory Tech

 

• Perhaps the Quidditch stuff will be on the first order of things to do
• Can’t Hire Senators,

 

 

o   Murphy: “What about for senate assassinations? Put that in the Minutes”

• Come in Monday to sign the contract to start

o   Stewart: How exciting!

• Renaissance hasn’t used the money granted last year to pay for Photoshop
• Granted the money but they haven’t used it
• They can come in to get it approved if they fill in the paperwork
• Requires just the Finance Chair
• Airsoft Club hasn’t used the money granted last year to pay for the weapons chest
• Same as Renaissance

o   Come in with the paperwork and then it will be approved

 

 

Finance Handbook

 

• Changed all the SPO references to SEA
• Part 3 Section G

o   Finance in the Bylaws does have the power to derecognize groups after 3 missed Presidents meetings

o   Put a reminder to let groups know there are repercussions

o   Required to Sign out when picking up Checks by request of Lori

o   For Stipends, IRS w-4 Forms are required for contracts

• Roll over year to year
• Removed the exception – Part 3 Section H exceptions to policies in this handbook may be made by 3/4s approval of the Finance Committee and approval of the majority of the Senate

o   Murphy – usually not nit picky but was feeling nit picky at the moment

o   A) Random Spot for it to be

o   B) Pretty sure it’s redundant statement

• Let’s make sure it’s in there somewhere before we remove it

o   Great to move it to the end where they’ve read it all first

o   Move to Introduction Part 1 new section

• Part 4 Section A

o   Cash Income for Charity: removed the last sentence

• Didn’t make sense
• Funds must be deposited funds within 1 business day and donate the funds to charity within 2 weeks
• Stewart: Before you can donate to charity, the senate needs to take the amount of student senate money out of the raised funds.
• Needs to be reworded
• Weinreich: The orgs need to know what will be donateable
• Stewart: Anything they spend with Student Senate funds must be reimbursed to senate before donating
• Part 4 Section A part 2 Sponsorship

o   “Support events which they are involved in”

• Grammar Change added “in”
• Part 4 Section A part 3

o   Grants are available for R,M,S

 

 

• Removed sentence that says A does not get grants
• Weinreich: If it doesn’t specifically say, A orgs are not able to get funding, then it may be construed as simply forgotten and not addressed
• “Category A are not eligible for grants” set at the bottom after “Travel”
• Procedure for Applying for Contingency grants

o   Removed the statement that committee members will review stuff with email correspondence

o   Require the paperwork needed to be handed in noon the day of the meeting.

o   Left out the point that the paperwork will be reviewed for preapproval

• Immediate Consideration

o   Leave the phrase about the first being a warning but second being a fine

• Removed note about Travel

o   Once granted money, the money is checked that it is paid to the trip

• We don’t check afterwards since it’s already paid towards
• Changed Table

o   Redid the table

o   Liked the table but couldn’t edit them

o   Weinreich: I’ll talk to Holzman about editing the table

• Food:

o   Remove the list of caterers because we don’t have it

o   We do not have the list of licenses either

• Personal Items

o   Money will not be used for the purchase of things that the group members.

o   Added “or Attendees”

o   I don’t understand why we don’t want to additional stipulations that say money can’t be used to pay for items above $5 not just for members of the group but also the attendees or participants

o   Weinreich: Organizations can still use money well.

• Stewart: Issue tabled, the change is removed
• Gifts

o   Added: excluding minor items that are essential to the conduct of the organizations

• Instruction Part G

o   Instance with Scuba Club – They got the money and didn’t spend it all as specified – spend the rest of the money on paying for the members

o   We should help groups that supplement part of their cost but others do not

o   Should we not use Senate Funds to encourage participation in Student Organizations

o   Some Groups need more money than others

o   Why not make the payment based on a discussion at Finance

o   I don’t know how you can keep track of it since group membership changes

 

 

o   In most instances Senate will pay for 40% of the cost per student; this percentage is to be decided on by the Finance Committee at budgeting

o   Weinreich: I don’t like choosing hard numbers because we aren’t basing them on any evidence

• We need to ask orgs how many students are getting instructed
• Gas and Tolls

o   Stewart: We cannot grant them both the gas and travel contingency

o   We supplement the cost of their Punch Passes

• The Punch Passes (Rock Gym) are open to all students
• Not just for the Outing Clubs

o   Weinreich: Not double dipping because they are using funds that have already been put in for the punch passes

• Reimbursement

o   Added note that Tax will not be reimbursed

• Use tax Exempt Form
• Purchase Req Recommendations from Lori

o   Removed that the vendors are on the website : they are not there

o   3rd offense of after the fact requisition

• 150% penalty

o   Under the process of filing

• Be as detailed as possible with part number/model/ etc.
• Vendor that does not accept purchase order

o   If they don’t accept as a purchase order, then treat as a requisition to an individual

• Appendix B Co Sponsorship

o   Return the line: Funds for supporting other groups’ activities

• Vote to approve changes and bring to Senate floor

o   2/0/2

o   Stewart, and Nowinowski: Yay

o   Weinreich, and Sit: Nay

 

Job Ads for a Computer Tech – We need one.

 

MEETING ADJOURNMENT TIME: 5:27pm