Student Senate

Minutes 01.20.09


Tuesday January 20th, 2009

6:30 p.m. Mills Library

I. Call to Order 

II. Special Business           

III. Announcements and Constituent Concerns 

IV. Departmental Liaison Reports

  • IT Department showed the software they want to incorporate in the Student Life and Technology Center—more info to come
  • Yay for bike racks! 

V. Committee Reports

  • Media Committee with Fraser Holmes           
    • Melanie Morse is returning this semester from abroad and the yearbook will be discussed!
    • Problems with the KHDX survey, but we hope those have been resolved now!
    • Meeting with Missy next week!
  • Multicultural Development Committee
    • Formally recognize SBC and their hard work on the Back 2 School Bash!
    • Southern Culture Festival: February 4th-6th
    • Want to have student art show in the Burrow—combined with local talent.
    • Holler if there are any other departments or people you think would be interested in getting involved! 
  • Social Committee with Jake Eddington 
    • Recommend Rosie Valdez as SoCo Publicity chair—motion made to accept and it passes!
    • LOTS of fun events coming up:
      • Saturday, January 24: Live Band Karaoke! Sign up early on the website tomorrow—
      • Thursday, January 29: Trivia Night—America Theme! 9:00 p.m.
      • Saturday, January 31: FORMAL! 9:00 p.m.-1:00 a.m. at the Robinson Center. Shuttle sign-ups will be online tomorrow (2 shuttles will be leaving from Hendrix at 7 and 8:15, and a final shuttle from the center back to school at 12:45 a.m.). Tuxedo tees will be on sale in the sunporch next week! 
  • Volunteer Action Committee with Larnie Campbell
    • Anyone interested is welcome to meet with VAC on Sundays—7:30 p.m. in the Lilly Office (AKA Miller Center)!
    • More shirts are here!
    • Thursday, February 26 at 7:00 p.m. (location TBA)—Invisible Children! Benefits orphaned children in Africa (due to genocide and etc.). If you are interested in helping, holler at Larnie. 
  • Residence Life Committee With Mac Barnes
    • 1st meeting next week!
    • Funding requests from Hall reps MUST go through RLC. 
  • Campus Kitty with Alex Graddy-Reed     
    • Campus Kitty Week: April 3-11!!
    • Miss Hendrix sign-ups are here! If you want to be a dancer, e-mail Valerie Sanchirico
    • Want to be a contestant? E-mail Jordan Abernathy. 
  • Environmental Concerns Committee with Wendell Cathcart and Katherine Roehm
    • Yay for Burrow cornstarch cups! Opinions?
      -“They need to be opaque”
      -“Too small”—hey, you can bring your own LARGER cup and get a discount. Just FYI. 
  • Academic Policy with Samantha Bode
    • Met on Thursday. BJ brought up that some kids are unaware of upcoming classes and what books they’ll need—it will be up on Campus Web. Take a look!
    • Gender Studies is coming! Probably next semester.
    • Politics 100 level courses—topics change each semester. Some students wanted to know why they couldn’t take the class over again—it is because it is “to teach method”
    • 2 Options: 32 days for Winter Break, or 25 days? Pros and Cons to each side… If Senate has a really strong pull on either, we can possible make a difference in the decision-making process.
      -Maybe alternate the amount of days of winter break per year or every two years?
      -With athletes, their conference is always at the same time—a 25-day break would cut their study time or even down time. They’ll be missing the last day of classes too.
      -The problem with making it 32-days, the school will have to accommodate for the athletes’ needs (food, living, etc.) who have to be here during break anyway (basketball)
      -What we need to do is ask your constituents what they think—next AP meeting is coming up in February.
      -Mid-term evaluations for faculty—great idea! Will happen in the fall.
      -Neuroscience major? It is interdisciplinary right now, but it is being looked into being made more solid. 
  • Finance Committee with Alex Graddy-Reed
    • Frisbee—PASSED: $457.00!
    • SOCO—PASSED: $920.00! Proposal on damages that were made in the past at the Robinson Center--$1500.00 loan also passes. Suggested paying for just half like we did in the past for other groups who went over budget. If there are damages and they exceed $750.00, SOCO will have to make up those damages. If no damages are made, then it is returnable.
    • Senate—PASSED: $826.00!
    • CRL Budget—Mac e-mailed the resident halls to see how much they needed. PASSED: $2500.00!
  • Student and Academic Concerns Committee with Samantha Bode and Jayce Hafner
    • Met last week. Student Internship for Office of Advancement and Planning AND the President’s Office 
  • Communications Committee with Kristi Vo
    • Guess that Senator??? “I love Harry Potter movies, I’m into Britney Spears, I was a law Intern and a judge’s extern, and one of my fav quotes is “Hakuna Matata.” Who am I???” Craig Thomas guesses Annie French correctly! He gets 5 Burrow bucks AND a Senate cup. Congratulations, Craig!
    • Next Rotational Meeting is February 3rd in the Burrow.
    • Get your shirts!
    • ComCom needs to meet about amending the deadline of sending out notes. We’ll talk about other things too. E-MAIL ME YOUR AVAILABILITY TIMES PLEASE!
    • Suggestion Box is ready to be put in the Burrow! Tell your constituents to drop by and submit any concerns, complains, suggestions, anything. It can be completely anonymous! OR they can e-mail you or us (! 
  • Executive Committee with BJ Fogleman
    • Board of Trustees meeting Friday, February 13—holler if you have any concerns that need to be directed to them.
    • Village is looking good! Scott Schallhorn will be here to talk about the energy company joining us with the Village soon! 

VI. Unfinished Business


VII. New Business

  • Vice President Discussion: Nick is gone. He really gave no warning beside that e-mail. He did not leave anything behind. BJ is going to have to find the Welcome Week and Shirttails applications since all that needs to happen NOW.
    • Normally we would open filing again, but this time of year is not appropriate due to everything that needs to be done at this time.
    • Option 1: Appoint someone who is already on CoC then open up filing for the open senate position
    • Option 2: Appoint someone who has been on Senate before but is not on Senate now. Suggestions: Drew Ritchie or Dylan Moore
    • Option 3: Someone who is on CoC to be chair of CoC but leave the voting up to one of the Execs (such as Sam Bode)
    • It would be a good idea to appoint someone who is already on CoC.
    • There are people interested in opening up elections or at least to be considered for appointment. If anyone is interested, have them e-mail BJ with any leadership positions/roles they have had (past roles preferably in Senate).
  • Cranium Identifiers for Resident Assistants—proposal from Craig Thomas and co.:
    • Proposed RA’s be required to wear some type of identifying object or piece of clothing while on duty—a hat. 2 reasons: prevention of misconduct and student safety.
      -“As the old saying goes, ‘an ounce of prevention is worth a pound of cure.’ The best way to fight student misconduct is to prevent it from happening in the first place. Being able to identify RA’s will prevent misconduct because their presence will be felt by the student body. On Friday night outside of Martin, students won’t just know in the back of their minds that RA’s are on duty—they will be able to SEE them. This will stop any possible misbehavior before it occurs.
      -Also, an identifying article of clothing will help protect the safety of the students. For instance, if a friend of mine has been hurt and needs medical attention—it would be much easier to locate an RA for help if they were wearing an identifying piece of clothing. A few seconds can be the difference between life and death.
      -Paramedics wear uniforms; Firemen wear uniforms; Police wear uniforms. Why not RA’s?”
      -And then a nice drawing of the proposed “hat” an RA should be required to wear was presented by Ryan Strickland.
    • RA’s do have ID badges that they are supposed to wear.
    • Maybe discuss this with John Omolo since it really should be up to Residence Life and not Senate.  

VIII. Adjournment until January 27th, 2009 

Clean up:  Freshman, Sophomore, Junior


Financial Committee Discretionary Proposals for January 20, 2009


1.)    Frisbee, $457 for Jerseys, recommendation: fund in full

Number of jerseys purchased: 55

Total cost of jerseys: $1,007.00

Current per jersey cost: $18.31

If Hendrix Student Senate approved the Discretionary Fund Request for $457.00

(Total Cost of Jerseys) – (Discretionary Funds) =  (Final Cost of Jerseys)

$1,007.00 - $457.00 =  $550.00, or $10.00/jersey


Who this event is targeting and expected number of participants:



We are requesting the $457 dollars to help alleviate the out-of-pocket cost that team members

would pay in order to purchase their jerseys. We purchased 55 jerseys which will be worn

by approximately 20 different players (players mostly ordered 2 jerseys)












Did you request funding for this event in the spring? If so how much was funded:

Last year when Hendrix Ultimate submitted its funding request Senate decided not fund the

purchase of new jerseys at that time because we did not know how many we would need. I agree

with this decision. It was fiscally responsible on behalf of Senate













Any Additional Comments:







In years past the Senate has funded at least a portion of our jerseys.




2.)    SoCo, $920 for Formal Sound, recommendation: fund in full

Organization Name:

Social Committee














Requesting: $


















Formal - Sound Equipment















When and Where will this Event Occur:





January 31 at the Convention Center in Little Rock














Master Calendar Confirmation:















Event Details:








Annual Winter Formal Held by SoCo















Who this event is targeting and expected number of participants:



The Hendrix Student Body - 400















Did you request funding for this event in the spring? If so how much was funded:



















Any Additional Comments:







 Costs: Band 1700








            Shuttles 3900







            Venue  2520








            Additional Sound Equipment Rental for the Venue 1300




           Total 9420








                  - 8500 (original budget)






Requested:  920








We originally booked for a room that would work with our sound equipment, but the Robinson

called us and had to move us to a different room because the room we booked was having the

floors redone.  So now our sound equipment is not sufficient enough for the room booked, and we

need to rent some equipment that will be sufficient for this room.  With the rental of this 

equipment we go over budget $920. 







3.)    SoCo, $1500 loan for damage deposit for Formal, recommendation: fund in full

FinCom would like to fund the deposit but if there are damages to prevent the full return, we will have a guaranteed 50% return from Social Committee.

Requesting: $


















Damage Deposit
















Any Additional Comments:







We are asking for this money for the Damage Deposit.  If no damage is done then Senate will get

this money back, but if damage does occur then SoCo does not have to repay Senate for the lost

money.  We feel that SoCo cannot be held for the actions of the entire student body.  





















4.)    Senate, $2326 for ASGA Conference, recommendation: $826 + gas

Senate would like to send four executives to the AGSA conference in New Orleans on February 14, 2009.  This is a conference for student governments where knowledge can be gained on transition processes and general activity.


Registration: $179 * 4 = $716

Air Travel: $1500

Hotel: $55/night for one room, for 2 nights = $110

Membership Cost: covered by Senate account

Total: $2726

ASGA holds conferences are held periodically in various locations across the nation for any student government leader. The 2009 “Southeast Government Training Conference in New Orleans on February 14th (the closest one to us) features the following:
 Intensive workshops designed to address specific needs and solutions for Student Governments
 Passionate presenters. Some of the most experienced and knowledgeable staff and presenters in the nation to help you get the most out of your term as an SG officer or leader
 Networking opportunities with SG officers and advisors throughout the Southeast and the entire nation
• Workshops and presentations that directly apply to collegiate advisors and administrators
• A keynote address entitled “How Important is Student Government?"

Volunteer While You're in New Orleans: A big part of Student Government is serving your campus and community. When you attend the Southeast SG Training Conference, you'll have a chance to pitch in and work together to restore Hurricane Katrina-ravaged parts of New Orleans.
Through Hands on New Orleans, you can do organized community service on Thursday and/or Friday, February 12 and 13, 2009.


5.)    CRL Budget, $2500 for a working budget for the rest of the semester

Financial Committee met to discuss a budget for the revitalized CRL.  We saw a list of events that dorms would like to do this semester and their estimated costs.  The requested budget was over $12,000.  Financial Committee feels we need to reinforce the fact that Senate funds are primarily for student organizations.  Residence halls do not fall under our jurisdiction, and so our contribution to funding their events is for truly campus wide events only.  We also considered that we have not seen a drastic change in the success of these events but the amount requested for them has increased.  So we would like to fund CRL with a working budget of $2500 to disperse throughout the semester as they see fit.  This is also in line with the budgets they received in the past.