Tuesday April 6, 2010
6:30 p.m. Campbell Dining Room
I. Call to Order
II. Special Business
III. Announcements and Constituent Concerns
Covered Bike Racks – it is the
process of creating and installing one behind Buhler.
o They are in the works. Project for $20,000 maybe??? idea for
o If you ever have an idea or concept you should ask facilities to
be on board with it. And it usually gets done.
Friday Night Dinners???
o Vegetarians don’t have enough options.
More than just salads please.
Why students can’t double in mills st and village?
o Good option for people to have.
o Jim will be looking into it.
Carpet and linoleum question from last time and Junior Representative reported CARPET – 80% of
o But carpet doesn’t wear well and students if ruined will be
o Students with allergies would have more choices.
o Plan was to look at it when they have to replace in the apts.
o Front st/Mills response – one for each side of carpet and no
Make sure to report the wear and
tear in the apts when you check in next year so you won’t be charged.
Francis Bowen presents an
unconstitutional concern about the Soco Publicity Chair held by Emily Jones. IN
Section II, C. As she hold Secretary in Senate.
o Unconstitutional because they are both paid.
o This has to do with COC.
o The spirit of the rule.
o Following the letter of the law, it is unconstitutional according
to the latest addition.
o EXECUTIVE SESSION
o Decision: The appointment of Emily Jones is unconstitutional.
Someone can not hold two paid positions on senate
o CoC would like to recommend Francis Bowen as Publicity Chair on
CAMPUS kitty. Students
are concerned about the status of Campus Kitty. Caelan O’Sullivan was asked to
come but could not come.
Concert – wasn’t very well
attended and senate spent a lot of money on it.
KDHX generously gives the concert
to campus kitty
o Two side of publicity.
o Those didn’t coincide – miscommunications.
o Low Turn out – weather, we can only make the Band/artist play for
an allocated amount of time.
Low turn-outs aren’t really
encouraging for artists to play longer.
Campus Kitty should be
responsible for the campus kitty
Early Cancellation of Events
Frustration and confusion about
timing and where all if it is going down.
o WE NEED TO GET EXCITED ABOUT IT.
o Response from Ruairi Fox
Rush for publicity.
More planning earlier, it
probably would have been fixed.
o Chair should be held responsible for coming to all senate meetings
This is problematic
As chair of committee you should
be here to report
o How is campus kitty’s contribution coming?
Still on track however the
weekend wasn’t a success.
o Caelan was asked to come to the meeting.
But she had something to do.
o When the chair does come, it does make us more excited about it.
Dean Jim contribution.
IV. Departmental Liaison Reports
Physical Plant – compost
issue. Probably thrown away because not clearly mark. You can put one back out
there and Julie has let them know. AND if you want to put a compost pile out
there: MARK IT AND LET JULIE WAGNER KNOW!
o Bike rack- definitely a possibility but have to wait for next
o Pool and fire pit in Front Street.
City regulations may prevent it,
BUT ANDREW CHESSER IS ON IT! Don’t Worry.
This is the response from Public
An outdoor pool would be a tremendous
liability to the college and cannot be permitted in an area that could be
secured and/or monitored at all times. There would be too much potential for
neighborhood children to access an unsupervised pool.
An open fire pit would be a liability as
well and city regulations would not allow it to be used without a permit and
never allows fires after sunset
Kitty with Caelan O’Sullivan
- RUAIRI FOX
- Homeless vigil went really really well
- Get Really Excited about MS HENDRIX because Jake Eddington
is in it and the set design is awesome.
- HERE IS WHAT IS GOING ON FOR THE REST OF THE WEEK
- April 7, 2010: Martin/VZ Auction @ 6pm
- Free entry; donations for henna
- April 8, 2010: SOCO Singing Bee
- April 9, 2010: Red Light Revue @ 8pm in Butler Plaza; Worsham
- April 10, 2010: Miss Hendrix @ 8pm
- $15 for students/$18 for guests
- Jungle Boogie after Miss Hendrix in Worsham
- Tickets go on sale THIS FRIDAY AT 4 IN THE STAPLES LOBBY
Committee with Alexander Jones
ON DISCRETIONARY = $8005.63
- Requesting $400.00 (Loan)
- Since they are only for Galloway girls only, Fin Com
suggests that we reject the shirts and get the money on the front total
- Cut out the middle man and do it themselves
- NOT APPROVED
- Requesting $1,500.00
- FINCOM Amended it down to $1200 and the rest will be
covered in the spring allocation
- Motion to Accept Fincom’s rec. ACCEPTED
- Requesting $832.71 (Loan)
- Promised to be returned to by April 22
- Fincom’s recommendation to FUND IN FULL
- Requesting $2,500.00
- FINCOM REC:
- Basically we are just asking for not even half of it would
cost for the t-shirt.
- VZ got them selves in the bind banking on initial request
- Whole event relies on the t-shirt sells
- Senate bail out is a problem.
- Education needs to HAPPEN
- VZ understands they have messed up.
- PAY BACK BY APRIL 24th
- Accountability with loans is a different issue that we will
- Brendan Stigall served on fincom – it was helpful for the
committee and but not in the document so we want to change it – to keep
an at large member’s opinion
- We want to change this and have an at large member
- Self-audit in organizations for accountability in each
on Awesomeness Dean Wiltgen
- End housing for rising juniors
- Rising sophomores next week
- No apartments available for next year.
- Good feed back about process
- Biggest complain – not getting what they want.
- Off-campus is linked to projection of new freshmen class
- Students can still turn in applications for off-campus
- Prefer not to have sophomores off campus.
- ECC – RECYCLE THINGS DON’T THROW AWAY
- National Sexual Assault MONTH
- Next year we want to be more involved in that program
- RED BRICK FILM FESTIVAL IS COMING UP
- April 25th.
- Best in Show Prize = $500
- A SIX YEAR OLD CAN DO IT, SO CAN YOU!!! ASK THE DEAN – his
daughter does it all the time!!!
Concerns Committee with Dan
- Energy competition in April
- People get points by
showing up from the Dorms.
- TURN OFF LIGHTS
- Earth day April 23rd
Committee with Taylor Adams
- Next profile comes out April 22nd in the morning.
- Progress made in the year, because senate has had a bad
taste in the mouth because of the price and quality. HERE ARE SOME
- Facebook is something we don’t have control over. Doesn’t
function the same way the yearbook does. Different ballpark
- We have it for an archival document
- We use it in everything. Researchers
and writers use it to do articles
- Valuable to the school
- Other schools are cutting down but they don’t apply to us
because we are a smaller school
- It is a Public Relations TOOL.
- Budget Request at the beginning was $5000
- Found a way to cut cost but it will take a couple of years
to put in place.
Development Committee with Molly Miller
- Rwanda Remembrance Week starts tomorrow.
Committee with Will Philips
- Refunds for all wrist bands – that is all through the
student activities office
- Singing BEE -
- SOCO LOCO April 17th 2-6
Action Committee with Emily Uhar
- Service Saturday – look in Hendrix today for it.
Policy with Ruanda McFerren
- Meeting Thursday
- What are you Mad about academics at HENDRIX?
and Academic Concerns Committee with Taylor and Ruanda
- Issue Tracker?
- A software that tracks a problem from time reported and
follows it all the way through.
- Issues in senate.
- Executives thought this would be a good idea. Record and
issues would be dealt with.
- Senate Blog?
Committee with Emily Jones
- Senate Board
- Donzo! Go by and see it!
- Put names with faces. If you didn’t already know whom
everybody is on this small campus.
on Committees with Torey Hayward
- All the committees we sent out – recommendations email to
- COC will meet and get those recommendations for the senate
- More time – EXTENDED TO NEXT TUESDAY
- Ask the constituents to send any important/qualifying
information with their name
- Open Filing For Campus kitty chair
- Thursday April 8th
- Close April 15th
- Interviews will be held on Saturday the 17th and
Sunday the 18th
- Open Filing for first and second vice chair
- Open April 15th
- Close April 22nd
- Interview April 24th and 25th
Committee with Lydia Nash
- ATTACH HOURS!!!
- Maymester – registration ends tomorrow
- Classes that only have one student in it, will be dropped.
At least two to make
- Transferred Funds for discretionary
- Looking at other schools to get involved
- Other schools are interested.
- Early next semester.
VI. Unfinished Business
o Dean Jim checked into web – complete redesigned for webpage
VII. New Business
Soco – APPROVED
Request for Discretionary Funds
(Attach a line-item budget with
each expense of the event)
Organization Name: SoCo
For: Formal Back-pay
When & Where will
this Event Occur: Done
We requested money a few weeks ago under the condition that
we didn’t know the actual account balance at the time- now we know it.
Request for Discretionary Funds
Prepared by: Galloway
Hall Council (Linh C.)
25 shirts at $15 per shirt = $375
Shipping and Handling Costs = $25
TOTAL LOAN REQUESTED ($375+25) = $400
Organization Name: Galloway Hall Council
For: The ladies
When & Where will
this Event Occur: N/A
Martin Hall Toga
TShirt Loan Request 2010
Total: 152 tshirts
Small x 65
Medium x 40
Large x 35
XLarge x 10
XX Large x 2
AllPrint Quote: $1232.71
VZ LUAU –
Request for Discretionary Loan
Prepared by Claire Hyatt and Ashley Scorsone
Name of organization(s)/office: Veasey Hall Council
Contact name: Mary Claire Hyatt
Phone number: 1-(501)-580-3002
E-mail address: HyattMC@Hendrix.edu
Name of event: Veasey Luau
Event date & time: April 24, 2010 from 5pm-11pm
Event location: Veasey Beach
General description of the event including purpose: Luau is overlooked by
Veasey Hall Council. It will be a backyard BBQ themed dinner, open to all
Hendrix students, faculty ect. The purpose is to provide an opportunity for the
community to come together and congregate. It will also provide a free meal on
a night that the cafeteria is closed.
We have $1,017.82 in the Veasey Account. The t-shirts for
Luau cost $2,075. We already ordered the t-shirts and we rely on a profit from
the t-shirts to pay for Luau. We are asking $1,058 loan from Senate to pay for
the t-shirts. This money will only be used to pay for the t-shirts. The loan will
be paid back in full by April 24, 2010.
Revision to Financial Committee Document
are in italics – APPROVED
(Appendix to the
Hendrix College Student Senate Bylaws)
The Finance Committee is a Student Senate Committee whose
primary responsibility is to recommend the annual allocation of the Student
Activity Fund among eligible student organizations efficiently. A secondary
responsibility is to recommend, uphold, and carry out the guidelines and
conditions under which the Student Activity Fund is allocated on behalf of the
The standing Finance Committee shall have thirteen (13) members
who shall take office after the Spring Senate Elections.
1.Five (5) of these
positions shall be filled by Student Association Members, selected by the
Senate Executive Committee, who shall only serve as voting members of the
committee during Spring Allocations.
After Spring Allocations are completed the duties of the Student
Association members are fulfilled, and the Finance Committee membership is
reduced in number by these five (5) positions.
2.One (1) of these
positions shall be filled by a Student Association Member, selected by the
Senate Executive Committee, who shall serve as a permanent voting member of
3.Six (6) voting members of Senate,
selected by the Senate Executive Committee.
4.The President of the Senate
5.The Treasurer of the Senate shall
serve as chair of the Finance Committee and shall only vote to create a
All motions must be passed with a majority of the voting
membership of the committee, with the treasurer voting only to create a
majority. The committee may choose non-voting faculty and/or staff consultants
to serve as needed, as well as consult Senate Committee chairs, as needed.
The attendance policy will be as outlined in the Senate
The Finance Committee shall be governed by this document and
the Bylaws of the Student Senate.
The Treasurer will arrange and preside over a retreat for the Finance
Committee members, which will take place before the Orientation Workshop. The
purpose of the retreat will be to familiarize the members with the factors
affecting allocations, to develop a comprehensive doctrine for the distribution
of the student activity fee, and to establish the structure of the budget
hearings. Attendance is required.
After the Finance Committee retreat the Treasurer will conduct an Orientation
Workshop for all student organizations. All organizations who wish to request
funding from the Finance Committee must send at least one (1) representative to
this workshop which will take place at least one (1) week before the Budget
Hearings convene. The Treasurer, who is responsible for determining the date,
time, and location, will preside over this workshop. At this workshop the
Treasurer will issue a standard budget-proposal form and familiarize the
organizations with procedure and deadline for constructing and submitting their
budgets; the Treasurer shall familiarize the organizations with the doctrine
followed by the Finance Committee. The Director of the Office of Student Activities
shall supply the Treasurer with an updated list of registered
clubs/organizations who are eligible (formally recognized and approved by the
Committee on Student Life) to request funds from the Finance Committee. If an
organization is unable to be represented at this workshop, they must contact
the treasurer in advance to make other arrangements; if the organization does
not attend the workshop and does not make other arrangements, the organization
is ineligible to request funding during the Spring Allocations.
Hearings: After the budget submission deadline, the Treasurer shall assign
each organization a specific hearing date and time. These hearings must be
completed before the last day of classes for the Spring semester. Before the
hearings convene, the Treasurer shall provide the Finance Committee members
with copies of all submitted budgets for review. No more than two
representatives from each organization will present a line-item budget proposal
(as previously submitted) to the Finance Committee for consideration during the
budget hearings. An organization shall separately list each expenditure along
with its cost and a brief description in the budget. The budget must be
organized by priority of expenditures, which are to be listed with their
approximate dates. The Finance Committee shall approve funding for line-item
budgets; if a specific line-item is decided to be inconsistent with the
ideological concerns of the Finance Committee, it may be removed from the
budget. The Finance Committee shall approve each budget by a majority of the
Approval: The Treasurer shall present each organization with a copy of its
tentative recommended budget after the close of the budget hearings; the
tentative recommended budget shall be accompanied by a disclaimer that notes
the budget is subject to possible revision by the Student Senate before final
approval. The Finance Committee shall be required to submit all of its funding
recommendations to the Student Senate for approval. The Treasurer will present
each organization with a copy of its final budget after the Senate approval
process is completed.
and Review: At the beginning of the school year, the Treasurer shall send
written notification to each organization reminding the organization of their
obligation to spend Activity Fund monies with integrity and responsibility. The
notification should also remind organizations that the Treasurer will monitor
the organization’s account record monthly. If the Treasurer determines any transaction to severely
deviate from an organization’s submitted budget, the transaction in question
shall be published in the Treasurer’s report to Senate once a month. The Treasurer and the Finance Committee
shall formally review the ledgers of all funded organizations by December. The Treasurer and the Finance
Committee shall additionally require that each organization receiving funding
from the Student Activity Fee submit a self-audit each semester that will
assist the Finance Committee in this review process. The purpose of this review shall be
to determine whether each organization’s spending practices during the Fall
Semester have been in line with the Finance Committee’s expectations. If the review finds severe deviations
from the line-item budget approved by the Finance Committee and Senate, they
will be noted by the Treasurer and will be considered during the next budget
hearings and/or funding request.
Organizations: The Finance Committee may hear requests, at any time during
the school year for funding for that fiscal year, from a new student group
provided that organization has been formally recognized and approved by the
Committee on Student Life.
Accounts: The Finance Committee shall review all inactive accounts at least
once every year
s. All accounts that belong to sufficiently inactive
organizations shall be closed and the monies returned to the Discretionary
and Transition Concerns: Aside from merely following the transition
entailed in the bylaws, The Treasurer of the Finance Committee ought to create
and maintain a rigorous vitae of committee activities and concrete
recommendations for the future.
The Business Office of the College shall be the depository
of the Student Activity Fund. The Student Activity Fund is the total of the
present Student Activity Fee money, plus any other income not specified as
activity fee money. The Senate Treasurer and Finance Committee are responsible
for recommending the allocation of monies from the Student Activity Fund. By
virtue of its special knowledge and unique position in relation to the Student
Activity Fee, it may be expected that the Finance Committee shall, from time to
time, make recommendations to the Student Senate to alter the amount of the
The following mechanisms shall be utilized to ensure the
effective and efficient operation of the Senate and its subcommittees in their
1. Discretionary Fund: The Finance Committee, by assessing historical
precedent and its own determination of exigency and necessity, shall determine
an amount of money to be called the Discretionary Fund. The money set aside in
this fund shall be used in case of fiscal emergencies among the recognized
student organizations and for other purposes designated by the Finance
Committee. Financial Committee will discuss proposals for Discretionary Funds
weekly and make a decision on allocation that must be approved by a majority of
the voting membership of the Finance Committee. The Treasurer will then present these recommendations to
Senate who must approve the Finance Committee’s allocation recommendation. The
Treasurer will notify the sponsoring organization of Financial Committee’s
recommendation, and if they wish they may send a representative to the Senate
meeting to counter or support Financial Committee’s decision before the vote of
the Senate. Discretionary requests
must be submitted, in the style of the generic request form available online,
to the Treasurer before 5:00 pm on Sunday to be discussed by Financial
Committee and confirmed at Tuesday’s Senate meeting. If proposals are not in
the standards required they would not be discussed. The Finance Committee shall reevaluate and make recommendations
to Student Senate regarding the designated amount of the discretionary fund
Fund: The total amount paid as salary for elected and appointed positions
as outlined in the Senate Bylaws will be designated during the Spring Budget
hearings as the Salary Fund. Payments to these positions shall be withdrawn
from this fund. The Finance Committee shall reevaluate and make recommendations
to the Student Senate regarding the salaries outlined in the Senate Bylaws at
least once every four years, beginning with the year 2000.
Fund: The Student Senate shall maintain an account for their own expenses
containing an amount of money to be requested by the Co-Chairs of the Student
and Academic Concerns Committee.
After the above designations have been filled, the remainder of the Student
Activity Fee shall be allocated as outlined in this document by the Finance
Committee, with approval by Senate.
All remaining funds in the accounts that received an allocation from the
Finance Committee shall be rolled over into those accounts the next year.
Accounts that are insufficient of funds at fiscal year end will be deducted
that amount from the following year’s allocation.
Guidelines: Financial Committee shall make recommendations on budgets and
requests for Discretionary funding on a case-by-case basis but while following
certain guidelines as stated:
a. Publicity Supplies: until the end of the academic year 2008-2009,
basic publicity supplies will not be funded. Certain supplies are available from the Senate office to any
student organization. If an
organization can demonstrate why a more complex publicity supply is needed,
they may present their case to Senate.
After the academic year 2008-2009, Financial Committee will create a
Publicity Fund to serve Senate’s standing committees. All other student organizations may come to Senate with
specific detailed requests.
b. T-Shirts: If an organization wishes to make t-shirts for a
fundraiser, Senate will loan the cost of production to the organization, but
the loan must be repaid once sales occur.
If an organization wishes to produce t-shirts for a committee only,
Senate will pay for 75% of the cost of production if the cost is deemed
c. Trips or Conferences: For all trips or conferences attended by student
organizations, a personal contribution of twenty dollars to the cost of
attendance plus the cost of food not covered by the registration fee is
required. In addition there is a
hotel cap of eighty dollars per room per night with four people to a room.
d. Renting of Sound Equipment and Labor from Social Committee: All
organizations that wish to use Senate’s sound equipment that is maintained by
Social Committee must pay a $25 rental fee, to be deposited into the equipment
account, to maintain the equipment.
In addition, all organizations that rent the sound equipment must pay
the Director of Sound and Logistics $10/hour to work the event. Social Committee is exempt from both of
e. Food: Food may be requested as a cost to an event but is not a
guarantee. If food is a crucial
element to the event it is likely to be funded. If however an organization is requesting the cost of food
because they think it is likely to draw people to their event, it is not likely
to be funded. All areas in between
are at the discretion of Financial Committee.
Amendments to this document shall be subject to the approval
of a majority of the Student Senate.
Last Revised: 10/14/08
YOUR SENATORS VOTED
FOR YOUR EXECUTIVES
Emily Jones and Lydia Nash
Come out and
see us in the Senate Office!!!
Have a great
week all! Go out and support Campus Kitty!!