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College of St. Benedict’s Senate
MINUTES
September 23, 2009
Sixth Meeting
I. Opening
Members Present: Ver Burg, Peichel, Hauff, K. Hansen, Sperl, De Leon, Gresback, Fahlstrom, Xiong, Andreasen, Reilly, A. Hansen, Finley, Reiner, Martin, Milbauer, Burgason, Esch.
Members Absent: Burgason, Advisor Terhaar
Call to Order: 5:00 P.M.
Opening Reflection (Milbauer)
Motion to Approve Minutes for September 9, 2009: First (Peichel) Second (Andreasen)
Motion to Approve Agenda: First (Gresback) Second (Sperl)
Senator Fahlstrom – Under New Business insert letter A. Motion to allocate $300 to the Peer Resource Program. Move following New Business down.
II. Guests
A. (None)
III. Board Reports
I. Board Reports
A. President’s Report (Ver Burg)
Meetings Attended
a. 9/26: Deans-Presidents meeting
b. 9/18-9/19: MAPCS Presidents' Retreat
c. 9/20: Exec. Board
d. 9/20: Sustainability
e. 9/21: Mike Domitrz Training
f. 9/22: ILCP Class
Working On
a. Sharepoint Development
b. 1:1 meetings & positional goal setting
Committee Work
a. Continuing to evaluate student sustainability representation to administration at CSB
b. Contacting other MPC student governments for their sustainability progress
c. Setting personal goals for committee work
Announcements
a. I would like to remind you all that we will be voting on the budget this week and now is your opportunity to have discussions on what shuld be a line item, what account (allocated, generated) items should come out of, size of certain budgets, etc. PLEASE COME TO THE MEETING PREPARED to discuss.
b. Now that we are into the heart of the semester, board reports should have at least one item underneath each category with the exception of announcments. Please remember that over 90% of Senate's work occurs outside of the meetings, and your fellow senators want to know about all the outstanding work you have been putting into your position!
2. Meeting Report
Thank you. I’d like to begin with the MAPCS President’s Retreat in St Paul. Thirteen Presidents were in attendance. We had a great time. Wonderful conversation took place. Vice President Peichel was also there. She is the current President of MAPCS. Feel free talk to me if you want a further update. The 2009 MAPSC Fall Retreat will be held November 14-15 and it will be located here at CSB. Placing it in November instead of October worked out well for us. Advisor Terhaar is home sick today and should be back tomorrow. She will be in the office tomorrow if anyone needs to stop by. I have been working to get a tour the new health center. Our tour could be as soon as next Wednesday. Administration would like us to be one of the first groups to see the center. Board Reports looked great this week. If your 1:1 meetings times with me do not work out, we will be rescheduling them. I will now take any questions.
Finley – ID’s, What would you like for the time being? How should I approach that?
Ver Burg – Either contact me or call security.
Hansen – What if we misplace our keys to senate office
VerBurg – Please talk to me after the meeting and we will figure that out.
b. Vice President (Peichel)
Meetings Attended
a. 9/18-19 - MAPCS President's Retreat
b. 9/20 - Executive Board Meeting
c. 9/21 - Saint John's Senate Meeting
Committee Work
a. Gathering nominees for Judicial Board.
Working On
a. Joint Senate Exec meeting and revising rules and parli-pro for the full meeting of the Joint Senates.
Announcements
a. (None)
c. Trustee (Hauff)
Meetings Attended
a. 9/17- Alumnae Chapter
b. 9/ 18-Alumnae Chapter w/ Jessie Sandoval
c. 9/20- Executive Board Meeting
Committee Work
a. Assembled individuals for an Alum Chapter!
b. Writing template for the "Alumnae Board" idea for Jessie
Working On
a. Trying to get in conversation with WLC for magazine. Abby can you help me with this?
Announcements
a. (None)
B. Executive Board Report (Hauff)
Thank you. We met as usual. We discussed the Joint Senate Meetings and MAPCS.
d. Treasurer (K. Hansen)
Meetings Attended
a. 9/17 Alumnae Chapter Meeting
b. 9/20 Exec Board Meeting
c. 9/21 Can I Kiss You?
d. 9/22 Student Issues Committee
Committee Work
a. Going over Food notes
b. Finding a date that works best for everyone for sports games
Working On
a. Personal goals
b. The Budget
Announcements
a. I will be printing out budgets for everyone for the Wednesday meeting because I still have not received some of the latest numbers and there will be changes
b. Please keep in mind if you would like part of the retreat to come out of the allocated account instead of generated
e. Allocations Chair (Sperl)
Meetings Attended
a. Executive Board Meeting 9/20
b. Can I Kiss You Session 9/21
Committee Work
a. (None)
Working On
a. Organizing budgets for budget proposal presentations
Announcements
a. (None)
f. Public Relations Representative (De Leon)
Meetings Attended:
a. Sustainability Committee
b. Exec. Board Meeting
c. Meeting with Senator Hansen for Health Center FAQ's Email
Committee Work
a. Attended Forum on Sustainability
b.Working on personal committee goals for this semester
Working on
a. P.R. Plans for Bennie Day!!!
Announcements
a. I will be doing office hours on Thurdsday for Bennie Day P.R. from 5:30-7:30pm. I need one more Senator to help me. Also this Saturday we will be doing chalking for Bennie/Jhnnie Day P.R. on both campus along with the SJS Senators. I need for 4 Volunteers for this. I will be asking people who want to help out to let me know at Wednesdays Meeting. I will also be giving more info on both things mentioned above. Remember we are all responsible in helping out when things like this come up =D
g. Upper Class Representative (Gresback)
Meetings Attended
a. 9/21 St. John’s Senate Meeting
Committee Work
a. Working on finding out progress of HCC Planning committee
Working On
a. Reviewing materials for Thursday’s Building and Grounds Committee Meeting
b. In contact with Housing Appeals committee, will meet with them when necessary
Announcements
a. (None)
h. Under-Class Representative (Fahlstrom)
Meetings Attended
a. Friday forum on Sustainability (representing SBS Sust. Com) 9/18
b. Sustainability Committee Meeting 9/20
c. Can I Kiss You? Dinner 9/21
Committee Work
a. Writing response to Record about new sustainability committee.
b. Receiving information on power meters from Theo Eggermont.
c. Contacting my brothers about bike donations and the best ways to go about accumulating bikes for green-bike initiative.
d. Establishing relationship with Mary Becker Johnson from the prep-school.
e. Preparing two main goals to begin working on this year.
Working On
a. Preparing questions to ask first-year staff at their next meeting.
b. Personal goals
Announcements
a. This Thursday in HAB at 8:00pm there will be a meeting for all students interested in discussing sustainability on campus/how we can get the ball rolling on initiatives.
i. Cultural Affairs Representative (Xiong)
Meetings Attended
a. 9/15 Student Issues Committee
b. 9/17 Social Knitting Enterprise Meeting with Mary Gellar, Jody Terhaar, Sonja Gidlow, Jessica Guentzel, Heidi Everett, Jessie Sandoval, and Carrie Vandalec
c. 9/18 "Lunch With A Leader" from Institute of Women's Leadership with Debra Leigh
d. 9/19 CAB Retreat
e. 9/22 Community Outreach Committee
f. 9/22 CAB Meeting
g. 9/22 Student Issues Committee
h. 9/23 Judicial Committee
i. 9/23 Positional Goal Setting with President Ver Burg
Committee Work
a. Will be meeting with CSB Director of Culinary Services, Tom Oehler, on Friday, Sept. 25th
b. Drafting dining options survey
Working On
a. CAB special elections
b. CAB event and budget proposals
Announcements
a. (None)
j. Student Activities Representative (Andreasen)
Meetings Attended
a. Meeting with Bridget to discuss Sustainablility initiatives. Wednesday, September 16th.
b. Sustainablility Committee Meeting. Sunday, September 20th.
Committee Work
a. Developing two personal sustainability goals.
b. Contacted Allandra Mc Eachrane regarding Bottle Cap recycling project.
Working On
a. Reviewing new club proposals and constitutions.
Announcements
a. Just FYI: The first Joint Club Board meeting will be on Thursday, September 24th. If you have any questions about the Joint Club Board and its purpose, please do not hesitate to ask me. I love chatting about JCB! :)
k. Joint Events Council (Reilly)
Meetings Attended
a. 09-21-09 JEC exec board meeting
b. 09-16-09 meeting with Kaitlin to discuss sustainability
c. 09-20-09 sustainability meeting
Committee Work
a. Finalizing 2 goals for this semester within sustainability subcommittee
b. Working with Mary to find vendors for bikes
c. Getting started on bottle cap campaign
Working On
a. Distributing allocated JEC money to JEC committees
Announcements
a. Just an update from the JEC meeting I went to tonight.
b. SPIRIT WEEK IS NEXT WEEK!!
c. I will give you guys an update at the meeting on Wednesday with the weekly events!!
l. Women’s Issues Representative (A. Hansen)
Meetings Attended
a. 9/16- Institute for Women's Leadership Advisory Board Meeting
b. 9/16- Positional/Personal goal meeting · 9/21- Mike Domirtz training session
Committee Work
a. Setting my own personal goals for the Student Issues Committee
b. Health Center FAQ sheet
Working On
a. Meeting with Carrie Vandelac to discuss the background on Women's Month and other ideas and questions I have about the Institute
b. Forming a group to circulate the new CSB Health Center FAQ document
Announcements
a. (None :))
m. Community Representative (Finley)
Meetings Attended
a. Community and Civic Engagement Committee Meeting 9/22
b. Reaching out to Study Abroad Students for Bennie Day meeting 9/23
Committee Work
a. (None)
Working on
a. Implementing Bennie Day plans
Announcements
a. Bennie Day is September 28th. Please remember when you signed up to work!
b. Let me know if you'd like to make buttons weekdays this week for Bennie Day.
n. Academic Affairs Representative (Reiner)
Meetings Attended
a. Sustainability 9.20 :Sick
b. Can I Kiss You? Dinner 9.21
c. Can I Kiss You? Presentation 9.21
d. SJS Meeting 9.21 Sick
Committee Work
a. Reading notes from Sustainability
Working On
a. Reviewing JAB Applications
b. Common Curriculum capstones and double counting
Announcements
a. (None)
o. Auditors
Martin
Meetings Attended
a. Joint Club Board 9/15
b. City Council Meeting 9/17
c. Can I Kiss You training and program 9/21
Committee Work
a. Setting up a meeting Tom Oehler, Director of Culinary Services
Working On
a. Meeting with Clubs to Review Budgets before Thursday
Announcements
a. (None)
Milbauer
Meetings Attended
a. 9/17 ILCP "Who am I poems"
b. 9/21 Mike Domitrz
Working On
a. Revising budgets
b. Emailing clubs reminders on paperwork, funding ect.
Committee Work
a. No committe work this week, I will be joining one this week.
Announcements
a. (None)
Burgason
*Please notify me where to locate your Board Report. I can’t seem to locate it.
C. Advisor’s Report (Esch)
Chuck Hagels, former senator of Nebraska, will be speaking tonight at 7:30 at SJU. He will be speaking about how to be a leader in difficult situations. It might be an interest to you all.
D. JEC Report (Reilly)
Thank you. I have a couple of updates. Beach day was a big hit. It was held on Sept 6. They estimated that there were 110-120 people who attended. Fruit, chips, veggies, and water were all served. It was a chill atmosphere and we were very happy with the turn out. Spirit week is September 28th – October 3rd. Tuesday will be Tie dye day at the tundra from 5-8. Free t-shirts. We are encouraging students to bring 1 extra t-shirt to use if they like. Idol, Senator Burgason will a judge. This will be held on Wednesday. Friday-Saturday there will be a showing of a movie called Away We Go. Night games on Friday. Last week we had lots of applications for the JEC. Aver 100 applicants.
E. St. John’s Senate
Senator Jon Ostazeski '12, Student Services Board Chair – Thank you. Sustainability committee was formed. During our Open Forum, a guest student expressed interest in putting bike racks on link busses. That is something we may be pursuing in the near future.
F. Comments or Questions
Senator De Leon – Hopefully you read my Board Report. I need help with the events leading up to Bennie day and the actual day. Saturday we will be chalking along with the SJU Senate. We need 2 teams of a Johnnie and Bennie senator. This will take place at 11:30 A.M. We are all here to help with Bennie day. If interested let me know.
Vice President Peichel – Judicial Board - which includes Hauff, Milbaur, and Xiong. We decided on the two student members for the board. We will be releasing these names once they formally accept. If you have an issue concerning the Judicial Board, please bring it up to us.
Senator Gresback – The new academic building. We need a representative from the CSB Senate to sit on that committee. I am going to do that. On September 28th, from 4:30 – 8:00, architects are coming to discuss the plans. There will also be 15 bennies and 15 johnnies at this meeting to provide their input. Do any more senators want to come? The goal of this meeting is that architects can communicate with individuals who go here. If you would like to come to that, I have information so let me know.
Trustee Hauff – De Leon, I was just wondering, have we given out free t-shirts in the past for guessing the Bennie Day colors?
Public Relations Representative De Leon – This is the first. If there is a lot, we will only do the first 3.
Senator Finley – If you have told your friends, let me know so we won’t have to give out tons of shirts. I’d like to know that.
Public Relations Representative De Leon – Senator Gresback , where exactly is the building going to be?
Senator Gresback – Maybe behind the HCC. They are starting from the ground up.
Treasurer K. Hansen – I believe lot 13 and 14, which is currently first year parking
Senator Fahlstrom – Performance on Friday I know others are chalking
Public Relations Representative De Leon – Ask to not take all the space but I believe there is enough for both of us.
IV. New Business
A. Motion to allocate $300 to the Peer Resource Program.
Motion was made by Senator Fahlstrom and seconded by Senator Gresback
Abby (Peer Resource Program)
I am here to seek funds in the amount of $300 for our upcoming event. It will be held on October 2nd. Music games, and food will be provided. This is a chance for musical performers to show their talents. 8 bands will be performing that evening. The Peer Resource Program is not a club so we don’t receive funds like a regular club.
Senator Gresback – Would you speak on how you fund other programs?
Abby – SJU Senate, JEC, and other organizations.
Senator Gresback – Did you come to us last year?
Abby – I don’t know.
Vice President Peichel – Could you speak if the money was granted to you by the SJU Senate?
SJU Senate – We have yet to vote on it. I’m guessing we will.
Treasurer K. Hansen – What is the 300 going to?
Abby – It will go towards the food, tacos in a bag.
Public Relations Representative De Leon – Do you know if they had food in the past?
Abby – I know last year they had tacos in a bag. I think the CSB Senate donated funds last year.
Senator Gresback – I looked and we didn’t fund anything last year.
SJU Senate – The Deans budget partially funded it. Other organizations also helped out.
Allocations Chair Sperl – I think this is a wonderful event. Because you aren’t a club, you do not get granted funds like others. It seems like it reaches a lot of students. I am in full support of this.
Motion 0910-015 – Motion to allocate $300 to the Peer Resource Program
This motion passes with a vote of 13-1-1.
B. Motion to approve the 2009-2010 budget. (K. Hansen)
Motion made by Treasurer K. Hansen and Seconded by Senator Gresback
Treasurer K. Hansen - I tried to give you an updated budget. Big change is taking a portion of the fall retreat out of allocated funds not just under general funds. Lodging was 2,050.88. This year we had proposed to take it out of our generated funds. After talking to the executive board, we have proposed to take a portion out of the allocated funds. 1/3 out of allocated or even 2/3 is what we do for clubs. Allocated v. generated.
Vice President Peichel – I am in favor of this and encourage you Senators to be also. I have been here for both, all from allocated and all from generated. We can afford it, but the next year we are low on allocated funds. It will make it a little more even if we do what Treasurer Hansen has proposed. I am in support of the budget.
Senator Gresback – I have an opposite opinion. Generated fund is low and that does not justify it. Amp up generated funds. For retreat, there are other options that would be cheaper. Possibly having the retreat held here.
Allocations Chair Sperl - I just wanted to go off of what Senator Gresback said and change it up a bit. I feel we do need to get away to have that experience. But we stay in a very lavish place. Travel and lodging is not going to be possible for all clubs. We can take it out of allocated funds and be more responsible with our money. 1/3 is generous (Since Allocations allows up to 2/3 of travel and lodging to be provided). But I also feel that we shouldn’t be changing how we viewed things (Since we originally said it would come out of generated). We should be putting this in future notes. This is a learning experience.
Public Relations Representative De Leon – I am very in support of what Treasurer Hansen has proposed. We know we could help ourselves out. We got a lot done in retreat, it is essential, and we better serve the students because of it. There are other places that we could look at that could be cheaper. That’s why I like that it is 1/3. I just want to say to look at it that way. It’s not being irresponsible by taking it out of allocated.
Treasurer K. Hansen –You have to think about not making enough for the generated account. I thought 1/3 was being fair. Other clubs will ask for 2/3 of travel and lodging. I didn’t even add in travel. I am in support of the budget.
Vice President Peichel – To the students, I don’t feel like we do anything lavish. Grand view lodge is $1,500. And a little more for the conference room. At Maddens Craigens we would be paying $6,000. We have built a relationship with Grand View so we get a discount. I just wanted to let that be out there. So many other clubs use the 2/3. What we do while we are there is for all the students. We are there to plan and it’s for them.
Trustee Hauff – Remind everyone how we voted to hold ourselves to club standards.
Allocations Chair Sperl – I’d just like to clarify. One of the main things is we fund is travel and lodging up to 2/3. The biggest things that we (Allocations Committee) ask ourselves is “Is it necessary for that club to travel?” In order to fulfill mission statement, for some clubs, like Lacross, it is essential that they travel. Last year we tried to cut back and only allow necessary travel. This year we are cutting back even more. I think if it is necessary for us to travel for the retreat.
Senator Andreasen – For students watching, retreat is not vacation. We work 10 hours a day learning from each other and making plans. We do it away from everyone so we can focus.
Senator Gresback – This discussion has shifted to what we are doing next year. Budget up until now did not have any money towards allocated for travel and lodging for the retreat.
Public Relations Representative De Leon – I agree with that , but it is our right to change things.
Public Relations Representative De Leon – Something I notice here that is unnecessary is the phone expense.
Vice President Peichel – That is the office phone.
De Leon – Do we really need an office phone? It seems like a lot of money for the amount of use that it gets.
Allocations Chair Sperl- I do agree with you, but I see here that it is non negotiable.
President Ver Burg – We can not make that change now, we will have to make it at the beginning of next year.
Senator Gresback – Please change Center for Women to Center for Women’s Leadership. They have changed their name.
Motion 0910-016 - Motion to approve 2009-2010 budget.
Motion passes 8-5-2.
V. Announcements
a. The next St. John’s Senate Meeting is Monday, September 28. Senator Martin will be attending on behalf of the St. Ben’s Senate.
b. The 2009 MAPCS fall retreat will take place on November 14 and 15 on CSB-SJU campuses. Please mark this date in your calendars.
c. Bennie Day is Monday, September 28. All senators are required to participate in the day’s activities.
VI. Adjournment
Motion to adjourn the meeting was made by Senator Gresback and seconded by Senator Reilly. At 5:50 P.M the meeting is adjourned.
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