**22 out of 25 active RGSOs in attendance.
MEETING BEGINS:
SPEAKER: Motion to approve agenda.
POINT OF MOTION: Motion to amend and add two sections on the Bylaws.
**No Discussion.
**Motion carried.
MINUTES FROM LAST WEEK:
SPEAKER: Is there a motion to approve the minutes?
POINT OF MOTION: Motion to amend minutes to reflect full text of the last meeting.
SPEAKER: Is there a second to strike the previous minutes and amend them?
**Seconded
**Discussion
VICE PRESIDENT (KAT): Is the text that you read the exact wording?
POINT OF MOTION: It is as close as I have.
**No more discussion, amendment adopted and motion carried.
OFFICER REPORTS:
TREASURER (JESS): We continue to appreciate your patience with the online process. I will work with
the new treasurer and e-board to make the process smoother. Keep in mind that those who send
representatives for training need to communicate to the rest of the RGSO. Those who put the request in
were not those who attended trainings and so a lot of cancellations occurred. We need to make sure
that those who come to training will submit the requests. If you cannot attend a training contact the
new treasurer to make a private meeting. If there are ways we can help you to improve this process,
please let us know. There are still simple things being missed, so if we can help you make this smoother,
let us know.
TREASURER (JESS): Caitlin and I have a meeting with UAS to share concerns. We will keep you posted,
and inform you no later than next fall. If you have concerns with UAS let us know by next Monday and
we will share your concerns with them.
TREASURER (JESS): We’ve done a lot at the GSA this year, and even though this is not in my report, I
wanted to mention that a lot of our concerns are now on the radar of administrators. The adjunct
resolution was passed at Albany in the Fall, and we also passed it at SA, thanks to Caitlin. We have had
an increased presence in administration thanks you Caitlin and to those RGSO members who showed up
to the events. The online system may not be a success yet, but we are getting there. We reworked
grants and they seem to be running smoothly. Thank you for your support and allowing me to serve you.
SPEAKER: Is there discussion?
**No Discussion.
SPEAKER: Those in favor of adopting the current budget?
**Budget adopted.
MCAA CHAIR:
MCAA CHAIR (NANTASHA): By the end of my tenure, we should have some sort of concrete form /
instructions to tell the RGSOs how they can apply for MCAA funding. If you have suggestions, please email me so that I may consider and possibly integrate them. You may want to talk to the new MCAA
chair. She may want to do an entire year budget and I am not sure if you guys want that.
GRANTS CHAIR:
GRANTS CHAIR (KIM): The grants have moved online, but awardees still have to bring in their packet. All
the glitches seem to be out and people are getting reimbursed. Over half are either complete, or in the
process of being paid out. For the summer, the grant application deadline is the first. This is on the
website and listserv.
VICE PRESIDENT:
VICE PRESIDENT (KAT): The budget committee met and reallocated money. Mistakes are still being
made though, so please check against the voucher cover sheet, and if you have any questions please email me. If you have different purchases for an event, you do not need to submit individual requests.
One voucher per person for a single event. We’re looking to revise the RGSO reimbursement procedure,
so we’re hoping to streamline this for you. Let me know if you have any feedback on the new handbook
which you can access online. If you have suggestions for how to make this easier, please let us know. We
want this to be as simple and productive for you as possible.
PROGRAMMING CHAIR:
PRESIDENT (CAITLIN): Hanna had to go to the hospital, so she had to step out, so I have her report and
am familiar with the whole thing. I also wanted to apologize for my attire. I am in sweats because we
had the picnic today. I had a cute outfit picked out but knew I would be running around.
PRESIDENT (CAITLIN): Hanna had a note that we would hold the year end event today. We had a hiccup
with the office of student communications and our tent was set up in the wrong place. Ultimately we did
get people to come over and we did not waste any food. I talked to them about this notion of continued
neglect, and we have already address that this is a problem. They should not be able to go a month
without addressing our e-mails.
PRESIDENT (CAITLIN): Also Hanna did an amazing job for the President’s forum. The President gave us
an awkward time on the Wednesday afternoon, but the forum went perfectly from a programming
perspective, despite the fact we were also in an odd place.
PRESIDENTS REPORT:
PRESIDENT (CAITLIN): I left early to go to SUNY SA to try to convince undergraduates why we should pay
more to adjuncts. It was a very long 45 minutes, but we got an overwhelming vote in favor (VOTES: 57 –
4 – 11). We ended up passing the adjunct resolution. A lot of people were talking about how great it was
students got behind this. I was contacted by people who attend a private University and they want to
adopt our proposal. I intend to take this to the University senate next.
PRESIDENT (CAITLIN): We recently found out that we are not tax exempt, despite what UAS told us. This
was a violation of New York State law, and their instructions to us have been out of compliance for
years. We’re confronting them, as we have a meeting with the comptroller and administrators on
Monday which Jess, Justin, and I will be attending. A lot of problems have come up as many of the
questions we asked UAS have been face to face, so we’re trying to get everything in writing.
POINT OF INFORMATION (TREASURER: JESS): Point of information, from now on we can reimburse tax,
so please feel free to submit it.
PRESIDENT (CAITLIN): Justin Chase is coming on board as the new treasurer. You reelected me, you poor
people. We also have a new MCAA chair.
PRESIDENT (CAITLIN): We are closed on reading day, which is a little earlier than normal, but we’re
being forced to move upstairs for a few years. Moving day scheduled for May 12th. We need to get more
electricity upstairs so we can get the copier working, which means we may not be open over the
summer.
PRESIDENT (CAITLIN): I do not have the senate report but I will do my best. We’ve had a lot of success.
We elected Cynthia Fox.
PRESIDENT (CAITLIN): I owe East campus an apology as the printer was down for so long. We need to
have a discussion with ITS on all campuses as they claim no reasonability but they have some control
over us. I am sorry you guys fell through the cracks but we did get it up and running.
PRESIDENT (CAITLIN): Communications director is working on a new proposal and we are hoping to put
up something which shows how we are structured and we are working on orientation videos. We will
continue them if you allow us to hire a new director.
PRESIDENT (CAITLIN): We have a lot of changes in mind. We moved online to secure our finances but in
the process it made it hell for a lot of you and the e-board. I am sorry we did not reform first and then
move online. We will present ideas which are not final but we would love your feedback.
PRESIDENT (CAITLIN): Finally I’d like to take a moment to thank you. I would love to thank those who
have stuck with me the whole time, such as Jess and Kim. I could go on and on about particular people,
but I just wanted to thank you. Especially the bylaws committee! Also to all of the RGSOs for coming!
We cannot function without you! You can read this all online!
POINT OF QUESTION: So are we getting tax exempt?
PRESIDENT (CAITLIN): For on campus purchases you are allowed to use the tax exmept form. However,
if you buy something outside / at Price Chopper, you can get reimbursed for tax.
POINT OF INFORMATION: We will be open on reading day according to the lead office manager, Lacy.
POINT OF QUESTION: So put the tax in the purchase request?
PRESIDENT (CAITLIN): Yes.
POINT OF QUESTION: How would we get forms to you if we need to for future requests?
PRESIDENT (CAITLIN): Good question, we will have to work this out. Maybe a box in ISSO. Just because
we move upstairs does not even mean they will give us access to it. We’re not incurring any costs from
the move. Additionally the cost of moving the printer is in our contract. I confirmed this, and we made
sure we were not taking any hits on this.
LEAD SENATOR:
**Not available.
COUNCIL REP:
COUNCIL REP (GARY): Nothing to report. I will touch base next week.
WAGES AND BENEFITS:
W&B CHAIR: Presidents forum went well. If you are interested in joining we are planning for next year
next week. I feel like there is good process for next year.
BYLAWS COMMITTEE:
BYLAWS CHAIR (GARY): Quite a few of you were there last week. We managed to adopt four articles.
We could not get through everything but we made a lot of progress. We hope that we can talk about the
two additional sections. I hope we’ll get there.
PRESIDENT (CAITLIN): We may not.
BYLAWS CHAIR (GARY): You said we would.
PRESIDENT (CAITLIN): I never said that.
SPEAKER: We will move on to new business.
NEW BUSINESS:
APPROVAL OF BUDGET:
TREASURER (JESS): If there is something that does not look good we can reevaluate in September, but
please look over the budget and let me know if you have questions.
SPEAKER: Is there discussion of the proposed budget?
MOTION: I motion to adopt budget for next year.
**Discussion.
TREASURER (JESS): Excuse me but did you have a question?
POINT OF QUESTION: I see a stipend in the budget but if it is subject to change how that would change
everything?
SPEAKER: Any amount in this budget is subject to change next year if a change is needed.
TREASURER (JESS): The stipends are reflected of what we passed in the bylaws last night. The point of it
is not to change the stipends, but in September you can change this at any point in time. I suggest we
reevaluate this in September anyway because we do not have all the figures in as of yet.
SPEAKER: Is there any further discussion on the budget as written?
**No discussion.
**Motion passed.
APPOINTMENTS:
PRESIDENT (CAITLIN): We have two appointments to make for tonight, we should have five but I will
explain. I will make a proposal to appoint someone for grants and programming. We decided to reopen
the search as we did not get many applicants. This means that I would be appointing people to act as
senator until we have them in the Fall, but I recommend this. It is within my right to withhold
appointments and I want to poll if you are okay with this process? They will have to go through two
confirmation processes anyway, so I would rather go with getting more applicants than having to select
the three people who applied. Is everyone okay with reopening the search and confirming in
September?
POINT OF QUESTION: Why not have the speaker do an official poll?
PRESIDENT (CAITLIN): I am doing a poll.
SPEAKER: I can do an official poll.
PRESIDENT (CAITLIN): Okay, you seem good so I will move on.
PRESIDENT (CAITLIN): I would like you to reappoint Kim and Hanna. We need consistency. I think that
Hanna has done a great job, and has learned to navigate the University which is hard. Kim has done a lot
of work reforming things and still feels there is a lot to do. I guess we can do separate motions for both?
PRESIDENT (CAITLIN): I motion that we appoint Kim for the grants chair?
SPEAKER: Second?
**Seconded.
SPEAKER: Discussion?
**No discussion.
SPEAKER: Pursuant to the bylaws passed last night, this requires a two thirds majority of the assembly.
Those in favor? Those opposed? Those abstained?
**Motion carried.
PRESIDENT (CAITLIN): Same game with Hanna! She has done more than any other programming chair. I
motion that she be appointed for the 2014-2015 academic year for the programming chair.
**Seconded.
SPEAKER: Motion seconded, is there discussion?
POINT OF QUESTION: Did anyone else apply?
PRESIDENT (CAITLIN): Yes.
SPEAKER: If no further discussion, the speaker will call the motion. Those in favor? Those opposed?
Those abstaining?
**Motion carried.
PRESIDENT (CAITLIN): Justin do you want me to handle this since you are taking notes?
POINT OF INFORMATION (JUSTIN): Yes.
SPEAKER: Are we concluded with new business?
PRESIDENT (CAITLIN): Yes.
RGSO REFORM:
PRESIDENT (CAITLIN): Right now you have to hand in listserv, calendar, cover page, payee cert, recipes,
contract, and we really only need the stuff UAS requires. We have some ideas as to how we can
streamline the RGSO process. We will continue to inform you as in unfolds. We want to change the page
on MyInvolvement to ask the same things as the coversheet. In most cases we’ll say we will track the
flyer in another way, as opposed to having you upload it with your reimbursement stuff. Calendar same
thing, we may even eliminate it altogether. We can make things like the ListServ an internal procedure
we can track as opposed to an external procedure. Now we do have situations where years later we may
need proof of purchase requests so we still may need you to upload documents. We just want to reduce
what you have to hand in. So here is an idea how we can track things. I also thought about a three strike
rule. This is a human organization. If you forget to hand something in like the ListServ your penality can
be anywhere between $12 and 2 grand. It just seems unfair. As a result, if you make a mistake, you just
get a warning. If you make a second mistake, we may ask you to come in for a second training or take
away funding. We’re not married to this, but just suggesting how to make this more fair. If you have a
third strike, we may even pull funding or strike recognition if you do not take certain steps. We’d love to
have your input right now. Generally we do not want you to rehand in things we already have. We want
to maintain accountability and make this smoother.
POINT OF INFORMATION: I like the three strike thing, but notification should go out, so there are no
mistakes.
PRESIDENT (CAITLIN): Great, I’ll write that down.
POINT OF INFORMATION: Yeah, I agree, we should make sure everyone in the RGSO is aware of this,
and make sure the key contact, such as the President gets the right information.
PRESIDENT (CAITLIN): Other thoughts?
POINT OF QUESTION: Will we have to amend the constitution?
PRESIDENT (CAITLIN): We won’t want to contradict the constitution. Do you know of any way it would?
POINT OF INFORMATION: No, not off the top of my head.
BYLAWS CHAIR (GARY): The particulars of how the RGSOs are funded are not in the constitution. We
would not need to amend the constitution, but we may need to amend the bylaws.
SPEAKER: This discussion is out of order. I would suggest you make a motion to suspend Roberts Rules
of Orders.
POINT OF QUESTION: Do we need to make a single motion?
SPEAKER: Yes that would be better.
PRESIDENT (CAITLIN): I make a motion to suspend Robert rules of order for 30 minutes to discuss these
points.
**Seconded.
**No discussion.
**Motion carried.
POINT OF INFORMATION: Why not create separate links for everything that needs to be handed in? For
example, we can make a MyInvolvement event that has everything and you guys could cross check it?
PRESIDENT (CAITLIN): I will need more on mechanics but that sounds simpler.
POINT OF INFORMATION: Making sure that the first training mandatory would be great. It was helpful.
PRESIDENT (CAITLIN): It is mandatory.
POINT OF INFORMATION: We should make it mandatory for the Treasurer and or President.
PRESIDENT (CAITLIN): We debated that but we were not sure how feasible it is so we would have to
hold more trainings because scheduling for specific people within an RGSO is difficult. Do you guys think
it is reasonable to require specific people?
POINT OF INFORMATION: It should be required.
POINT OF INFORMATION: Yes! It should be required. It is their job.
POINT OF INFORMATION: Our treasurer is more of a figure head. I am not sure this is reasonable.
POINT OF INFORMATION: That sounds like your RGSOs problem.
POINT OF INFORMATION: I think we only need one person there.
VICE PRESIDENT (KAT): Can we say that one person has to be either the Treasurer or President?
POINT OF INFORMATION: Yes.
TREASURER (JESS): Can we hold you accountable if you send someone who does not do
reimbursements?
POINT OF INFORMATION: Yes.
POINT OF INFORMATION: Justin will you do that?
TREASURER ELECT (JUSTIN): That may be more the Vice President’s job, but yes, I will be holding RGSOs
accountable for any procedures developed and voted on.
PRESIDENT (CAITLIN): Is the two week deadline acceptable or reasonable for reimbursements?
POINT OF INFORMATION: I would imagine that two weeks is something you guys need?
TREASURER (JESS): There are things which come in after the fiscal year, so it may be useful to the
organization to have a specific deadline.
PRESIDENT (CAITLIN): The issue we have is people come to us and say a year ago we messed up and
never paid them. And so we say maybe. However we then investigate whether it was our fault and
check if they missed the deadline. So we want a reasonable timeline and the biggest concern is that at
the end of May, events usually stop, and so we have a month to wrap up our fiscal year. Do you guys
want an increased amount of time? Show of hands for three weeks and then four?
**Mixed poll, some wanted three weeks others wanted four weeks.
PRESIDENT (CAITLIN): We will consider extending the deadline as it seems mixed.
POINT OF INFORMATION: Is it fair for a voucher receipt number …
PRESIDENT (CAITLIN): It should not be too much of a hassle.
TREASURER (JESS): How about three weeks to upload and four weeks to hand everything in?
PRESIDENT (CAITLIN): There, you have seven weeks to get your stuff together!
PRESIDENT (CAITLIN): Would it be easier if we structured MyInvolvement so one person, such as the
treasurer, puts in one request?
POINT OF INFORMATION: No.
POINT OF INFORMATION: No.
PRESIDENT (CAITLIN): It does not have to be a requirement, but we’re going over the options.
POINT OF INFORMATION: We have them send one check to our account for the RGSO?
PRESIDENT (CAITLIN): That violates the board of trustees regulations.
POINT OF INFORMATION: Let’s fight with UAS to get a credit card.
PRESIDENT (CAITLIN): I will bring this up.
PRESIDENT (CAITLIN): Justin is already working on this and we will keep you informed. The RGSOs
guidelines need to be flexible. So we do not want them into the bylaws. We want to make a great set of
bylaws first, and then consider whether we put them in the bylaws.
POINT OF INFORMATION: What’s the difference if it is in the bylaws?
PRESIDENT (CAITLIN): It would be easier to modify the regulations if they were not in the bylaws.
PRESIDENT (CAITLIN): I want to move on as we’re halfway through my suspended time. I want to talk
about stipends. First, I am not comfortable with how it was presented last night. I do not think Gary and
Melissa meant anything by this, but I want to say that I gave them many suggestions but did not create
what was presented. I want to open this discussion up to the assembly to see whether people want to
move toward a volunteer or professional model. It depends on what we want the stipend to do. The
bylaws moved in a way which requires the professional model. Do you want accountability and
expectations that are moved to a new level which would be the professional model, or do you want to
move toward a looser lack of compensation or less compensation and then relax the expectations of the
e-board. First I want to pull on the volunteer or professional model. Okay, with that in mind, what do we
want these stipends to do? We want people to be able to run for these positions. We need to think
about whether people will be willing to take up these jobs, so my question to you, is what would you
need for funding to do this job?
POINT OF INFORMATION: You do so much work, just as much as a GA or TA and I think this needs to be
recognized.
PRESIDENT (CAITLIN): Thank you, other thoughts?
POINT OF INFORMATION: I agree as well. Ultimately, the role of the GSA has increased and you people
are so busy and doing a damn good job. The fact that only one person applies for the job tells us
something! If we want to encourage people to apply we need to raise the stipends.
PRESIDENT (CAITLIN): Also, accountability needs to be in line with the stipends. We should pass these
at the same time. I do not think we should pass anything on stipends or stipends tonight. It is a question
for you to think about. Other thoughts? How much would you have to be paid?
POINT OF INFORMATION: I think you have done a ton of work and made a good argument for the
professional model. I do not think anyone would argue against an increase, but we want a larger group
and more time to really consider this. It’s something we should poll people for and extending it.
PRESIDENT (CAITLIN): I wanted to mention what was presented last night was not arbitrary.
Specifically, it was based on other models. If the President works 20 hours a week, or do the equivalent
to several courses a semester we were using these starting places to consider the hours and what other
jobs they are similar to on campus.
POINT OF INFORMATION: I think we need to know hours first.
POINT OF INFORMATION: I want to be clear; you said you do 35 hours a week, that’s like a full time job.
I do not think even 8,000 is enough.
PRESIDENT (CAITLIN): Don’t just frame it on what I do though, as we need to line it with what people
are held accountable to.
POINT OF INFORMATION: I think following the GAShip makes sense. A lot of GAs make 10,000 for
working 20 hours a week. Do you know how many hours?
PRESIDENT (CAITLIN): Well we could log hours and keep track of it. Did you want us to do this? We can
establish a base.
POINT OF INFORMATION: Why make this comparable to adjuncts?
PRESIDENT (CAITLIN): One of the problems I’ve observed is that people who are most invested are
those who are first or second years in graduate school. ABDs could do it and use the professional
development but they make more as an adjunct.
POINT OF INFORMATION: Time is up, the rules of order are now in effect.
TREASURER (JESS): Can I motion to extend?
SPEAKER: It is helpful to note we are at 7:45.
POINT OF INFORMATION: I would like to get to the bylaws.
POINT OF INFORMATION: I think that this discussion is important, but how about we finish this over email.
TREASURER (JESS): I do not want to rescind my motion.
SPEAKER: those in favor of suspending Roberts rules of order to extend conversation?
**Motion defeated.
**Motion to go to the last order of business.
BYLAWS
BYLAWS CHAIR (GARY): We think by listing what counts the RGSOs and e-board both keep to what they
do in terms of communication. There was a recommendation by the treasurer that we add one line to
allow for meetings to be delayed. Treasurer recommended listing all forms after text messaging. My
motion is that we adopt article 14 (communications) with accepting the first amendment by the
treasurer and rejecting the second component about official forms of communication.
SPEAKER: Seconded, floor is open for discussion.
TREASURER (JESS): I’d like to take out the part about 7 days. The ListServ would have to constantly send
out e-mails.
BYLAWS CHAIR (GARY): That’s not what it says.
TREASURER (JESS): It can be interpreted that way. When it says “event” it means any event, even
something by an RGSO.
BYLAWS CHAIR (GARY): So you do not want the website to be an official communication?
TREASURER (JESS): I am making a motion amend the last motion to strike the last paragraph from article
14.
SPEAKER: Is there more discussion?
PRESIDENT (CAITLIN): Yes, it is too vague. I am in favor of striking the section.
SPEAKER: Further discussion? Very well, I call the motion to see those in favor of the motion to strike.
Those opposed?
**Motion carries.
POINT OF INFORMATION: I’d like to motion to strike the information after text messaging in section
three of article 14.
VICE PRESIDENT (KAT): I’d like to amend with striking the second sentence in the section and adding the
words “on a weekly basis”.
POINT OF INFORMATION: Friendly amendment.
SPEAKER: The amendment is adopted.
VICE PRESIDENT (KAT): I’d like to strike the language about the calendar.
POINT OF INFORMATION: Friendly amendment.
SPEAKER: The amendment is adopted.
**Motion carries to end discussion.
SPEAKER: Motion called to adopt article 14 as it has been amended.
**Seconded.
SPEAKER: Seconded. Those in favor?
**Motion carries.
PRESIDENT (Caitlin): I call orders of the day.
SPEAKER: It is 8:00PM. Meeting adjourned.