SUFAC Meeting
October 26th, 2009.
Meeting called to order at 5:30pm
Members Present: Nick Herro
Ryan Shervey
Karl Krogman
Kristen Arends
Eric Schmidt
Laura Lauderdale
Brock Bennett
Lindsey Polzin
Carly Cappozzo
Jeffrey Bryan
Dr. Nicklaus
Cheryl Roland
Approval of last weeks’ minutes
One-Shot Presentations:
I. Chair of Student Services and Buildings, listing them in order
of importance.
a. Applications that they choose to fund
Number one fund –men’s club volleyball. Fully fund 12 volleyballs for
$421.29.
i. The balls they currently have are unsafe, and are missing grips. 3-6
balls were just for game balls, so 12 is the necessary number they came
up with.
ii. Volleyballs for men were much more expensive than the women’s
balls.
b. Second club funded –men’s lacrosse
They wanted 120 game balls for $119.95. This was submitted late, however
they need new balls in order to host and compete in conferences. This was the
most reasonable price they found. Other offers were 50 balls for about the
same price. The team goes through them quickly, and the integrity of the balls
needs to be maintained.
c. Third was the women’s volleyball team. They need balls, a ball cart, and ball
bags.
i. They increased there dues from 100 dollars to 120 dollars to try and
fund some of there needs.
ii. Currently, they are using a garbage bag as a ball bag. The men’s team
doesn’t have as many players as the women’s volleyball team
does, so they don’t require ball bags.
d. Water ski and wakeboard club: members are sharing their expensive private
equipment. They want to purchase a board and bindings so that the club has
the necessary equipment.
e. Martial arts club wants $176.25 for 2 folding mats.
Mitchell hall, where they practice, has hard wood floors and is unsafe for
practicing takedowns. There are mats currently in 101 Mitchell hall, but this
matter is still being looked into. So perhaps the martial arts club can just use
those? They have 23 members, however not all members are students. Nonstudent members pay more.
f. RAQ -radio request. They want a portable digital recorder for $299.99 and 2
wired microphones for $231.14.
This would make filing up their airtime easier.
i. The wired microphones are needed to replace the old outdated ones (1015 years old). Currently they use both microphones at all times.
ii. They could be a powerful means of communication here on campus,
given the right tools.
iii. RAQ was approved a one-shot last year for a digital recorder, but the
money wasn’t spent.
g. The Racquet: full funding of Apple iMac for $1199.00 and CS4 Design
standard v4 for Macintosh license. Currently using a outdated iMac g4, and the
software is outdated. They feel that buying a new computer, and putting old
software on it was unreasonable.
i. Did we look at computers last year for the racquet? Yes, it was for there
windows computer.
ii. Currently have 5 computers, and they don’t foresee having to replace
one next year.
h. Request that they did not fund:
i. Men’s rugby club -did not fund a portable canopy for $159.95. They
currently rent out a canopy from the REC for home games.
ii. REC sports -asked for 2 rugby goals. Writers of the one-shot withdrew
their request, and will resubmit in the spring.
II. Cultural Affairs Committee – Micah (Most important first)
a. Orchestra -wants 2 double French horns. The ones they currently have are 20
years old and are un-repairable.
b. Jazz ensemble -there keyboard is 12 years old and is unusable.
c. Didn’t Fund:
i. Choir -who wanted CD cases and inserts. They were hoping to use this
as a fundraiser, which isn’t our idea of what one-shots should be used
for.
ii. Marching band -wants an amplification system so that they sound
louder. Came to the conclusion that they are loud enough, and the
acoustics sounds just fine.
d. Discussion: was there a necessity for 2 double French horns, and not one.
i. How common are the double French horns?
ii. They are used fairly frequently
III. Athletics: Kim Blum and Chris (In order of importance)
a. Softball –asked for 2 batting cage nets. This deals directly with safety. Old nets
are full of holes. Looking at the actually products that they submitted, the
slightly more expensive one, provided individuals with easier access and more
safety features.
i. The estimated lifespan of these nets is around 10 years.
ii. Together they would cost $2052.90.
b. Wrestling -is requesting a score clock. Will decrease rental fees that team has
to pay. This could pay for itself over time. Could be shared with other
departments, such as intramural wrestling and volleyball.
c. Tennis -for men’s and women’s tennis teams. They want 6 nets, and this is a
first time purchase. The total cost would be $983.20.
i. They have warranties that range from 3 to 5 years.
ii. Sharp edges of preexisting cables on nets pose the safety hazard to
players and coaches.
iii. Assuming that men’s tennis isn’t going to be here anymore, will the
quantity of nets still be required?
d. Basketball –wants a Tossback Net. This is a two team request and both teams
need this to boost productivity of practices. They currently have 2, however
their overall quality has diminished. They spring are showing wear, and are not
as responsive.
The athletics pricing includes tax and shipping costs.
IV. Discussion of Ending Balance Policy
a. Kim is here to talk about the ending balance policy that we previously
discussed. The Athletics agreement comes up for renewal in the spring. If we
go and play in any NCAA sport, athletics gets reimbursed for some or all of
expenses. Athletics should be able to hold onto any funds that it comes into.
b. CAB (Brandon, Adam, and Katie)
CAB almost always spends there entire budget. They feel that the current
carryover policy might prompt individuals to spend carelessly. Every year,
CAB holds a spring concert at the end of the year; this policy would encourage
them to spend their revenue carelessly so that it isn’t taken away.
i. CAB often spends more then they have allocated, because they can
make revenue based on ticket sales for the venue.
ii. If they bring in a larger performer, the retainer will cost more, so any
revenue that is made should go back into CAB. Keeping the carryover
will help offset the rising cost in performance fees.
iii. An agreement would be more concrete, rather than having CAB appeal
as to why they need their carryover every year.
V. One-Shots Discussion
Requested amount: $24,221.30
Sub-committee approved: $14,290.44
Approved: $13,344.82
a. Student Services and Buildings
Funding of the mats
i. Motion: not to approve the funding for the martial arts club mats (Qty.
2). (Shervey Polzin)
ii. Question has been called: motion passes
b. Concerns:
i. Men’s volleyball –do we have to fund all 12 balls, if there going to buy
them regardless of our decision?
ii. The lacrosse team -cannot fund the lacrosse team request because it was
submitted after the deadline. They always have spring to submit
another One-Shot request.
iii. Racquet -iMac is a good deal, however the software is required for the
computer to be of value to them.
c. Motion: to approve the amounts for the student services subcommittee, totaling
$2,919.72. (Dr. Nicklaus, Polzin)
Motion passes
d. Athletics –do they really need the Toss Back?
i. The subcommittee did say that it wasn’t an absolute necessity.
ii. Motion: move to fund varsity toss back at zero dollars. (Dr. Nicklaus,
Arends)
iii. Call the question: Motion passes
iv. Motion: to approve the other three (Cappozzo, Schmidt)
Motion passes
e. Cultural Affairs
i. Motion: to approve subcommittees One-Shots (Shervey, Cappozzo)
ii. Discussion: last year we gave Jazz ensemble almost $11,000.00.
Additionally, Orchestra received $6,350 in One-Shots in fall of last
year. Musical instruments are costly, and they are moving towards
spending less on travel and more on instruments.
iii. Call to question: Motion passes
f. Motion: to approve One-Shot document as shown (Shervey, Arends)
i. Total amount approved by SUFAC was $13,344.82
ii. Document passes
VI. 4% reductions
a. FY09 Travel totaled $85,106.88, and FY10 allowance totals $81,702.60.
If they overspend this year, it should be taken out of their balance for next year.
b. Motion: to approve document. Groups will be required to adhere to the FY10
Travel allowances as shown in document. Should a group overspend the
allocated amount, the difference will be removed from their FY201-2011 travel
budget. (Shervey, Dr. Nicklaus)
ii. Discussion: Travel, being defines as any line-item expenditure coded
2100 through 2164, such as: Hotels, mileage, registration, conferences,
etc…
iii. If a group does not meet their 4% travel reductions, can we freeze their
travel budget for next year? This would hold the groups to an ultimate
accountability for their spending.
c. Motion: to add the word travel to document.
Call the question: motion passes
d. Motion: to vote on document passes
e. Motion: to approve document: (Shervey, Cappozzo)
Document passes
VII. Approval of Audit Letter
a. This lets the groups know that we are auditing the accounts. Should we send
people out, or just e-mail the individual groups with this letter of SUFAC’s
intentions?
b. The SUFAC will do both.
VIII. Discussion of Accountability Policy
a. SUFAC funded organizations will be expected to adhere to their approved
budgets. Organizations will not be permitted to exceed their total spending
allocations unless approved by SUFAC.
Twice yearly, each SUFAC funded organization must file detailed reports
about the fiscal year’s financial activity.
b. Violations –any group founding violation will have their spending authority
frozen pending an explanation regarding the expenditures in question to
SUFAC.
c. Exceptions –groups may petition SUFAC for a budget adjustment at anytime
during the fiscal year.
d. Motion: to approve document as a whole (Shervey, Schmidt)
i. Motion passes
ii.This will go onto Senate for approval
e. Motion: to approve the amendment (grammar) (Herro, Bennett)
Amendment passes
f. Motion: to approve document (Shervey, Cappozzo)
Document passes
We will discuss the other two agenda items next week
IX. Meeting adjourned at 9:06pm