Senate
 

• MINUTES

Agenda

I. Call to order 6:30 PM

II. Passage of previous meeting’s minutes (2 minutes)

III. Old Business

Student Representatives Status Update (5 minutes)

a. Board of Trustee Committees & Presidential Planning Committee: Ryan, Mike, Xochiltl, Tilak

b. Campus Committees: Alison, Ken

c. Chief of Staff: Andrew, Rob

RA’s Request Status (15 minutes)

IV. New Business

GA Co-Chairs Update (5 minutes)

GA Meeting Follow-up (10 minutes)

Budget (10 minutes)

Finance and Public Relations Committee (5 minutes)

a. Funding Request Form On-line!

Campus Culture Committee (5 minutes)

Scholastic Committee (5 minutes)

V. Senate/GA Forum

General Comments (5 minutes)

Next Meeting’s Agenda Topics (3 minutes)

VII. Close Meeting

Download pdf minutes: 09-25-07

Minutes from September 25, 2007

Associated Students of Occidental College

Senate Meeting

 

I. Call to order 6:32 PM

II. Passage of previous meeting’s minutes

Patrick moved to pass the minutes; Rob second. Passed by general consent.

III. Old Business
A. Student Representatives Status Update
a. Board of Trustee Committees & Presidential Planning Committee: Ryan, Mike, Xochiltl, Tilak
Ryan told the Senate there had been 14 interviews today and 12 yesterday. No selections had been made yet. Ryan met with President Prager today and she has decided that she is no longer having a President’s Planning Committee. Selections for the Board of Trustee Committees will be made by Thursday and recommendations will be provided to President Prager by Friday.

b. Campus Committees: Alison, Ken
Ken told the Senate that they had interviewed 14 students for 2 representatives for the Planning and Budget Committee. They were looking for students with broad and deep experiences at Oxy, who were confident, outspoken, and have a desire for change at Oxy. They chose Devon Puglia and Riley Steiner.

Alison told the Senate that they are continuing with interviews for other committees Wednesday and Thursday.

c. Chief of Staff: Andrew, Rob
Rob reported that they had 4 candidates, 2 dropped, and 1 more was added, thus 3 applicants. They chose Tom Stringer who is here but not taking notes this time.

B. RA’s Request Status

Ryan revisited last week’s discussion about funding for RA programs.

Mike stated that the Funding and Public Relations Committee would propose not to eliminate Senate funding for RA programs. They discussed allowing RAs to apply for funding from ASOC but decrease the amount from $5400 to $3000 and when this amount is depleted, there is no additional money for RAs. The other $2400 would go to general funding.

Ken asked if there was a policy against funding administrative departments. Mike agreed that administrative departments are not usually funded, but this has precedence because ASOC has funded RAs for some time. In the long run, this is an issue to review. In the short term, Mike would not want to cut funding off completely for this year.

Ken suggested funding like RHA did—that a club was funded through RHA if they co-sponsored with a residence hall. Senate could fund a residence hall if a club was co-sponsoring. Patrick clarified the goal would encourage a cooperation with clubs. Ken stated he would rather not fund Residence Life without club co-sponsorship. He thinks Residence Life has enough money.

Patrick agreed he would not want to cut RAs off completely. He’s not sure Residence Life does have enough money. They will need to find money from other avenues. He’s concerned that it may be difficult for Residence Life to collaborate with clubs. Would that be conducive to their events? Ken disagreed that it would be difficult to find a club to co-sponsor. Residence Life is cutting services students care about by the newspaper service, Ken would prefer to spend money previously allocated to Residence Life on a project like that.

Mike asked for more perspective from Kyle. He believes the RAs are expecting the money and are planning for it. He believes Senate needs to give more notice, that it’s not fair to not give it at such a late notice.

Ryan reminded the Senate that this is the third year since ASOC was disbanded and the process has gone through many changes since then. He would like to expand the conversation to include the ethics of funding one administrative department if not funding others. Should there be a different reason for funding certain departments. Ken clarified that Ryan was asking why Senate doesn’t fund OSL, Economics, or ICC. Ryan agreed that it brings to light the complications if another department such as those came to Senate for funding. Mike clarified that Senate has not funded other departments other than Residence Life. He doesn’t disagree with Ken’s point and he’s not comfortable cutting RAs off if they are expecting the money.

Rob wondered if Residence Life can allocate more money for RAs which would allow Senate to give less. Patrick reminded the Senate that the idea is to reduce the allocation substantially, by $2400.

Kyle Bruin clarified that Residence Life is the source of the RHA budget. RAs need about $10,000 of programming money and they need to program regardless of budget. It used to be 50/50 split between RHA and Senate, but if ASOC does not provide an allocation, then RHA would give full amount and RHA would have about $3,000 for its own programming. He shares Ken’s concerns of precedence and Mike’s concern that RAs have depended on the money from Senate.
Santiago thought Senate was not taking into account that the Residence Life student staff was cut by half. Cutting Senate funding now might make the amount each RA receives the same as previous years, even if not equal for each hall. Kyle said he didn’t think the staff had been cut by half, but it had been cut. Xochiltl said that even though the staff was cut doesn’t mean programming or number of residents were cut. Santiago believed there would be less programs.

Ken believes RHA does great work and disagrees with the direction RLHS is going. He would not have a problem with funding RHA. If RHA was co-sponsor a Friday at 5 with a club then they can access ASOC money. Ken encouraged Senate not to spend money on department that he doesn’t agree with. Kyle clarified that RHA’s main responsibility is to RAs.

Ryan closed the discussion and reminded Senate they would be discussing the budget and this could be part of the conversation.

IV. New Business

A. GA Co-Chairs Update—Jessica Simes & Laura Knuttenun
The Next GA guests will be Residence Life and Housing Services administrators, student staff and RHA who will discuss transitions of new staff, new hall, and policies. Students will learn myths and truths about the departments. Laura and Jess have met with Kecia and Amanda to prep them for the meeting. They are trying to frame the meeting as being more proactive, in that students who are angry with RLHS can air their concerns, without making it an attack. Each guest will give presentation to explain what’s happening so everyone is on the same page. Then the meeting will be open to dialogue and Q&A. Laura and Jess want to emphasize that the meeting should be proactive and productive and appreciate it if questions and ideas in being posed in a proactive way. Some students may not feel comfortable addressing administrators, so if Senators are aware of questions and issues, please consider asking from a student perspective. Housing is a big topic, so they are planning future meetings with RLHS. They asked Senators to attend hall spreads; Kyle volunteered to pass information on to RHA Reps. Senators can get questions and concerns by attending hallspreads.

Future GA meetings include creating an ITS Advisory Board, Dean Frank on WASC Approval, which is the Western Accreditation of Schools and Colleges and approves curriculum and accreditation. Dr. Avery will need help creating her advisory board as well. Senators are encouraged to bring student ideas and concerns, bring them to the GA Co-Chairs.

Ryan asked for feedback on how to make GA meetings more effective. Jessica said they had 17 non-Senators, 3 Honor Board Jurors, 2 administrators, and all the Senators at the last meeting, which is a good showing for the first meeting. They are expecting a lot more folks at the next meeting. The location has also been permanently changed to Fowler 302. Laura also reminded Senators of the guest guidelines on page 30 of the handbook. They recognize that Senators have roles as students who have experiences with Housing and roles as Senators. Laura and Jess asked them to keep this in mind at this meeting and future ones about where to draw the line between these roles and how this affects the space.

B. GA Meeting Follow-up

Ryan asked Senate to address a concern the way in which Senate presented themselves at GA. He felt Ken’s critique of algorithm could have been reserved for Senate meeting. He also wanted to give Ken an opportunity to expand on what he said about the algorithm being against the constitution.

Ken agreed the GA wasn’t the best time to say what he said. He also stated the algorithm is not a huge issue and can wait to be addressed. He does believe it’s against the constitution based on the first page of the constitution, specifically the last line: “Furthermore, in order to guarantee equal rights to all of its members, the ASOC will afford equal opportunities to all students without regard to race, ethnicity, gender, sexual orientation, disability, faith, age, nationality, pregnancy, economic class, political affiliation, or other differentiations.” He thinks the way Senate funds does not afford equal opportunity because it gives more funding to educational, cultural, community service programs. Can every club have equal access to these kinds of events? A club like Ping Pong can’t get extra money because it doesn’t do educational, cultural, or community service events because these go outside of their purpose. It’s not equal treatment. Ken believes Senate can discriminate for something all clubs can do, such as co-sponsorship. Ken wants to give incentives to good events that add value to the campus. Instead of educational, cultural, and community service, Ken would recommend that the priority be that the event positively impacts campus community and campus culture.

Jessica asked if “positive impact” is a value judgment. The Mission Statement of the College values community and equity, and the algorithm is in line with the mission. Xochiltl stated that community service and education events are the two fundamental ways to build community.

Ryan’s concern was that Ken’s statement about the constitutionality of the algorithm was made without Ken being in training. He did not think Ken could speak to whether the algorithm is equitable.

Mike said he did not understand how the algorithm violates the Constitution. Mike believes the algorithm is a valuable tool to give incentive to clubs. Even though clubs may not plan community service events usually, they are not barred from doing so; no one says they can’t do it. The priorities are considered positive externalities and are based upon education and the Mission of the College.

Ken asked what part of the Mission the algorithm is based? Jessica answered education, cultural, and community service. Ken wondered if it went deeper than what was printed on the ID cards, which reads: “The mission of Occidental College is to provide a gifted and diverse group of students with a total educational experience of the highest quality—one that prepares them for leadership in an increasingly complex, interdependent and pluralistic world. The distinctive interdisciplinary and multicultural focus of the College’s academic program seeks to foster both the fulfillment of individual aspirations and a deeply rooted commitment to the public good.”

Andrew said Senate looks at the root of event—the Ping Pong Club can do education about ping pong. What is Ken’s main concern? Ken said different people have different ways of building community. The algorithm is not provide equal opportunity to those ways. Andrew clarified that Senate takes clubs’ word about what the event is; Senate doesn’t say it’s not educational if the club says it is.

Patrick noted the definitions are very broad. He does not think it conflicts with the mission of the club bur rather believes the mission of the club could be enhanced if they planned educational, cultural, or community service events.

Ken asked if the Ping Pong Club could access community service funding if they pass out ping pong balls or something. Jessica said it could be a community service event if students buy into a tournament and the money is given to a charity.

Rob would like to look at the algorithm. The Hiking Club could bring together different groups on campus because they live different places, students can learn from each other, but technically this club can’t get an extra boost. Rob wondered if Senate could add a modification. Ryan reminded the Senate that the largest determinate at this point is whether the event is on or off campus.

Ken proposed that the algorithm take into consideration whether the even has a positive impact on campus community. Patrick felt this would be very subjective. Ken said it should be on the burden of the Senators to determine what value is added from the event. Patrick felt this gave Senate too much power to determine whether an event has a positive or negative impact. The educational, cultural, and community service priorities represent the tenets of the mission statement. The burden of making decisions with no guidelines doesn’t make sense to Patrick.

C. Capital Improvement Request

Ryan reminded Senate that Capital Improvement Request go to GA and then come to Senate for the final decision making process. The Occidental Weekly Newspaper staff members Kendra Dority, Editor in Chief, Justin Laufer, Business Manager, and Sam Slesinger, TITLE are present for this discussion.

Kendra wants to address The Occidental Weekly Capital Improvement request and the idea of media being separate as two separate issues.

The Occidental Weekly is asking for an allocation of $2018 for a new computer because they have 5 Macs in office and 5 sections in paper. They complete layouts on Sundays, Mondays and Tuesdays, which means the Business staff and other staff members, including the webmaster, cannot do their work. There is a large portion of the staff who cannot access computers, and they need another computer to be efficient and produce a quality paper. They are also asking for RAM chips to increase the computer memory. KOXY uploads music, other publications use the computers, such as the Literary Magazine and Global Perspectives.

Sam added that another computer would help streamline the process because the paper has too much to do for the number of computers we have. This will help because the staff often work 10-15 hours per week more than they are paid for. Kendra clarified that the staff is now 55, which is double the amount of previous staff. This represents a growing need to represent the student body.

Patrick clarified that this request would have been spent using surplus budget from last year. In technical terms, this money would have been spent, but it was reverted into savings. Kendra agreed that at the end of the fiscal year, then Business Manager Kyna Shilling sought approval from Associate Dean Earic Peters to spend surplus budget to improve the offices. The request didn’t go through and the Occidental Weekly was unable to use the money so it went into savings. Ken clarified that this was surplus of the operating budget, that the paper had about $2000 extra in their budget last year. Kendra said they changed printers in the middle of the year to cut down on costs.

Santiago clarified that this request would come out of savings, and it would. Capital Improvement requests always come from the savings account.

Ken asked if Kendra would like to address her other concern about paper independence. Kendra said she wanted the capital improvement request separate from the question of media independence. Ken has an issue with this situation. He spoke with Kendra in advance. Senate can no longer see the line item budget for the newspaper. This is the first year Senate does not have access. Kendra said this was not accurate. The media is independent of the government on campus so it can be unbiased and fair. Ken asked her to produce a line item budget, which is unacceptable. Last year the Occidental Weekly was independent and did not have to produce a line item budget. Ken stated that the newspaper is not separate. He used to be the Business Manager of the Weekly. Last year, this money would have come out of the operating budget. Senate increased the paper’s budget to 13%, yet Senate cannot see how the paper spends their money. This is akin to being given an allowance by your parents, spending it all, and then asking for more, but when your parents ask you where you spent it, you tell them it’s none of their business. Kendra did not think this was an accurate metaphor. The Senate is not the parent of the Media.

Ryan reminded Ken about a previous conversation they had about seeing Senate in a parenting role infantilizes the people Senate is working with.

Ken recommended that if the Occidental Weekly wants to be separate from the Government, they should not come to Senate asking for money; they should put in a constitutional amendment to be totally separate. Xochiltl argued that given her experience working with a newspaper that media must be separate from government in order for it to work. Senate can see the final product, but she did not think they needed to see the line item budget.

Kendra reminded the Senate that they had a surplus at the end of the last fiscal year, they used less money throughout the year to be more effective. Last year was the first year they paid staff writers, and this year they can pay staff writers, photographers, and illustrators. The Occidental Weekly must grow to be legitimate. This request clearly fits with the capital improvement guidelines and believes this request clearly reflects the ability to grow. The paper cannot use their budget to buy computers, and will need to buy software for the new computer and old computers from this year’s operating budget. They are looking to expand other services, and are not trying not to spend their budget. The line item budget shouldn’t be considered in making the decision about the capital improvement. The media is separate from the government outside the College.

Mike moved to approve the Capital Improvement Request; Andrew second. Passed 11-1-0; Ken opposed.

Kendra then addressed Senator etiquette. She felt the way Ken approached her was inappropriate. She felt he could pick other ways to approach people about the issues they care about. She felt threatened and felt she couldn’t articulate her opinions. Ken apologize for her feeling threatened; he has wanted to discuss the issue with her privately rather than in front of Senate.

Kendra clarified that Ken’s language was harsh and rude. He said he would give her a hard time with her capital improvement request if she did not produce a line item budget for the paper. She did not feel there was room for discussion. When Ken came to speak with her, she was not in a mindset to think about anything other than the paper. She felt it was inappropriate for a Senator to address her in that matter.

Ryan noted that this speaks to the way Senate presents itself to the student body. He encouraged all Senators to conduct themselves with the utmost esteem and respect. He appreciated that Ken wanted to speak with Kendra privately.

Ken asked if Kendra wanted to bring it up with Honor Board, but Kendra was not sure it was necessary. Patrick agreed the issue is closed.

D. Budget

Ryan asked if the Senate could pass the budget if it weren’t for the question about funding RAs. Ken stated he also had a question about the Graduation Fund in the funding allocations section. Ryan stated that last year’s ASOC allocated funding for cultural graduations until the institution fully supports them; there is $7500 set aside. Kenna clarified that at present these are three registered clubs—Asian Pacific Islander Graduation, Latino Grad, and Black Grad.

Ken wondered why they do not apply into the normal funding process. Ryan said these programs would come through the process each year and are large programs to put on. Supporting these programs falls under a commitment to support a wide range of students. These funds are set aside early so the funding does not run out by the end of the year when these groups would request. S: why not apply into normal funding process?

Rob heard that the number of graduates would be lower this year than in previous years and perhaps Senate could base the funding on how many potential graduates would be participating, rather than just allocating a certain amount. This would benefit graduations based on the number of people.

Ken said he could see the value of setting aside money, but could not see the value of putting in line item in the budget.

Patrick reminded Senate that if these clubs apply for funding this semester, they must use it this semester. If they have money guaranteed from Senate, they can plan accordingly. This particular issue took much time and effort to discuss and deliberate last year. He also said the algorithm funds basically the same amount as what is set aside. Ken wondered why Senate could not let them apply now and allow them to hold on to the money until next semester. Then it would not be preferential treatment. For Ken, it’s the principle of the thing. Xochiltl felt it would be silly to make these groups go through the “ring of fire” if Senate knows they will allocate the budget.

Mike did not remember putting in a line item in the budget last year. He’s not comfortable with this either.

Ken also argued that events like Toga and Taste of Oxy happen each year, so why not set aside money for those events. Dominique said that as someone who worked on Black Grad she could speak to the planning, much of which takes place in the second semester. There is a concern with running out of funding at the end of the semester. She did not understand why it was a big deal if there is a specified amount of money set aside. The three graduations would get the same amount. She could also see the Rob’s point about adjusting it based on how many graduates would be in attendance. She also reminded Senate that these events are like actual graduations and she’s pretty sure Oxy’s graduation has money budgeted for it right now.
Ken wondered why these clubs don’t apply next week and then Senate can allocate using the process. Ryan reminded him that Senate does not fund for second semester events yet. Ken said that Senate was basically changing its policies to set aside money for 3 specific clubs. But the fund does not say it’s for only 3 clubs. Ryan stated there could be more graduations this year, and this money would need to cover all of them.

Nonda stated that these graduations are planned by clubs. She also argued that Toga and Homecoming are not the same as graduations ceremonies. Graduations are bigger and more important, and should not be compared.

Alison said that the institution should be handling these event. But the question is what does Senate do now?

Denise said this was a Campus Culture Committee project. She can look into why this happened last year.

Xochiltl said that not funding an activity of this caliber would only further encourage administrators to not hold it with same value it should be held. Putting it in budget provides incentive for administrators to fund it institutionally.

Rob asked if Senate can find out how many people will be expected to attend each event. Ken reminded Senate that there may be other graduations and it might be possible that Senate would need to spend more money on these events. Ken encouraged Senate to have them go through the process and add more money if there are more graduations.

Andrew said this was a sign of good faith for administrators. It was done to show that Senate is supporting these events from year to year, then later Senate will not have to do so.

Rob clarified that Ken’s concern is that if Senate gives these clubs a line item, then other clubs will want a line item. If they can request the money now and use the money in the second semester, then this gets the request out of the way.

Ryan suggested that the budget may need to be passed later.

Ken moved to pass budget without the lines of Cultural graduations and RHA allocations.

Rob asked about the newspaper. Are they getting more funds? He would recommend that the allocation not be increased in the future because their budget is increasing and Senate does not know why. Ryan clarified that budget allocations for the next year will be discussed in the second semester.

Ken moves to pass budget without the lines of Cultural graduations and RHA allocations which will be discussed at the next meeting. Rob seconds.

Santiago clarified that the only pressing issue for passing the budget is PB Tech, but Kenna said she was mistaken and they could use the PB account number if necessary.

Vote Failed: 4-7-1. For: Ken, Rob, Alison, Andrew. Against: Nonda, Tilak, Patrick, Mike, Santiago, Dominique, Denise. Abstained: Xochiltl.

Nonda asked if cultural graduations have always been handled by Senate. Ryan said they had been supported in his time here.

Ken wondered if this fund was for graduations or cultural graduations. Ryan clarified that it was for cultural graduations. Ken asked if any other graduations could request funding. Ryan said there were no others. Ken suggested that Senate re-label the fund for any graduation, not just cultural graduations.

Rob asked how long cultural graduations have been at Oxy. Ryan said at least for the past three years. Kenna could not confirm, but welcomed Senators to go through previous Senate minutes to find out about funding allocations.

E. Finance and Public Relations Committee
a. Funding Request Form On-line!
Patrick suggested that the committee have a more extensive discussion regarding funding RA programs. He spoke with Kyle in the hallway and there may be other options.

He and Mike worked with Kenna on the Funding website and added the Publication Guidelines to it. Dominique and Kenna changed the funding request form to be on-line. Some language was revised as well as the open/on or off campus issue was resolved. Patrick expected to discontinue the use of the paper funding request because the emailed version has a timestamp on it. This form also forces people to go to the ASOC website. It’s also a legible form. Mike added that they hoped it would be easier for clubs.

They would be doing a publicity blitz for funding, including TOA, Digest, and the club list. They will also meet Friday 4:00 PM.

Ryan heard a concern about funding because MEChA/ALAS submitted a form and it would be retroactive funding. He wondered if the process could be expedited for them? Their request is in the Senate box in the OSL/SAC. Patrick clarified that retroactive funding would end on October 15.

Ryan asked if they had made headway as to the ASOC website and webmaster (a master of all things web). Patrick said they would work on it.

F. Campus Culture Committee
Denise reported they met yesterday to revisit projects. They assigned point people to each project, and will send the list to Senate. They will be meet Wednesdays at 6 PM to check in.

Andrew is working with ITS on the Student Homepage. It is still planned to be done in December.

G. Scholastic Committee
Ken and Alison have interviews all week. Ken also reported that the major opposition to putting textbooks in the library is no longer valid. Before people thought it would hit revenues for the bookstore, but this is no longer an issue. The rest of the conversation to which Ken is referring is confidential.

Kenna noted that there would be an extra reading day this semester and encouraged Senate to find out who to thank for that.

V. Senate/GA Forum
A. General Comments (5 minutes)
Mike asked if the funding could be passed if the budget was not passed. Ryan thought he could and Kenna confirmed.

Ryan wanted to bring up conflict of interest issues. He clarified that outside relationships should be considered when voting. He wondered the guidelines should further encompass areas other than voting. Should student representative appointments be included in guidelines if it is part of the Senate.

Ken asked if Ryan was suggesting that recent appointments were ethical violations.

Ryan was not suggesting that. He’s asking Senators to keep the conflict of interest guidelines in mind. He said he did not want good decisions be jeopardized or look bad based on Senator’s affiliations with others. He wants the Senate to be as trusting as possible because they have to work together. If there are conflicts of interest all the time, then they can’t trust each other. He does not want to diminish the value of their appointments, but he has spoken to Alison and Ken about their appointments. He suggests that Senators keep this in mind when doing senate work

Ken told the Senate that he and Alison spoke with Ryan and Kenna about the appointments and the notes from the interviews are open to all Senators. Riley Steiner and Devon Puglia are the best people for the positions.

Mike stated that he didn’t mind the personal relationships concern because everyone knows everyone at Oxy. He was concerned about the fact that Ken was on the committee already and it seemed like a conflict to appoint others to serve with him. Mike is not saying that Ken did this with bad intentions, but that it could appear “fishy.” Ken said he did not know of many students who know how committee functions like he does. His position on the committee was partly a factor in decision making process—if the committee needed a tie breaker, would another person bring a different perspective? He also stated that they were looking for people who would be active speakers, not just good listeners. Mike understood that Ken has the knowledge of the committee, and reiterated his point that it seemed like a conflict to him.

Ryan clarified that making decisions about conflict of interests is at the Senator’s discretion. He is not critiquing the decisions. He reminded the Senate to use discretion about how to best serve students and Senate by not compromising ethics. Senators should strive to present themselves as well as possible because he does not want Senate’s merit to be questioned.

B. Next Meeting’s Agenda Topics

The topics for the next meeting will include:
-Budget, including a proposal about how to handle RHA funding (Alison recommended) and the graduation fund
-How Senate & GA presents themselves as a whole to Oxy (Xochiltl recommended)
-President’s Update (Andrew recommended)

Ryan took a moment to update on his tasks. He had the first of three meetings this semester with President Prager. They discussed her vision for the school since last year was an observation year. He stated, “Your president is disillusioned right now” but he felt there were good things in her vision. He’s also has been sending out emails about representatives and worked with Mike and Ken on interview schedules.

VII. Close Meeting
Andrew moved to close the meeting, Rob second. Closed by general consensus at approximately 8:00 PM.