Meeting Minutes

October 19, 2018

Members Present:

• Arden Childers, Student at Large
• John Dunstan, AS Exec. Vice President
• Christina Gamboa, AS Vice President for Finance
• Stacy Heldman-Holguin, Designee for VP for Student Affairs, and Chair of FAC
• Fernando Mendoza, Student at Large
• Elizabeth O’Brien, as designee for Joyce Lopes, VP for Admin. & Finance

Members Absent:

• Carley Chatterley, AS President
• Dr. Hollis Robbins, Dean, School of Arts & Humanities as designee for Provost, VP for Academic Affairs
• Laura Watt, Chair of the Faculty

Staff Present:

• Susan Gutierrez, Director of Financial Aid
• Sue Hardisty, Staff Support to FAC
• Hayley Ross, University Budget Manager
• Hilary C. Smith, Research Services & User Experience Librarian; Student Affairs Committee Rep

Staff Absent:

• Erik Dickson, Executive Director, Associated Students

AGENDA

1. Ban on Sports Clubs
2. Ban on Primitivo
3. Begin Review of Class Fee Evaluation Responses

Co-Chair Holguin commenced the meeting at 4:02 p.m.

1. Ban on Sports Clubs.

After introductions, Holguin provided some background information about IRA funding for sports clubs and Primitivo. In 2014-2015, the FAC determined that sports clubs and Primitivo were no longer eligible for IRA funding and were given a three year spend down plan. Interviews conducted by Holguin and Anna Reynolds-Smith, chair of the IRA committee, with sports club coaches revealed that at some point the clubs were no longer tied to a PE class and therefore were no longer considered “instructional activities” making them ineligible for IRA funding. Gamboa later shared that Associated Students (AS) only awards grants to non-academically-related activities through chartered organizations. This means the organization has completed the appropriate forms to be officially recognized by SSU as a club. The organization cannot be tied to an instructionally related activity to get AS funding. This is to avoid double-dipping.

Gamboa intends to consult with Erik Dickson to get more in-depth information about why sports clubs and Primitivo were determined to be ineligible for IRA funding. What was the student’s intent at the time they passed the resolution to not fund sports clubs and Primitivo? There was mention that some clubs collect dues from their members (i.e. $500 per student in Rowing Club). Gamboa shared that she wants to revisit the AS grant policy this year. Currently, sports clubs are eligible to apply for funds through AS. However, the maximum grant award is $1000/year. Gamboa also explained that clubs can work with academic departments and receive funding from the departments for certain activities.

Gamboa inquired about how athletic teams get NCAA status. Holguin replied that it’s a complicated process and not a 1 for 1 thing. Our leadership does want to make sure our sports teams are equitable. The President is thinking of moving teams up to NCAA to give more opportunities for other clubs to be formed and funded. Holguin will be meeting with the Athletics Director and will let them know the students are interested in looking into Title IX more. Associated Students’ perspective is to honor past decisions from AS. Holguin requests AS look into this further in the 2014-15 files. There is support for student clubs in other areas but FAC needs to figure out how to move forward. FAC needs to see if AS has any resolutions that can provide further information and to learn more about the AS grant policy.

Dunstan asked if a PE class could be tied to any of these sports clubs. Membership must be open ended but the travel team can be selected. Sports club coaches are contract employees. Holguin would like to have a class to tie sports clubs to so that health and wellness initiatives (concussion training) could be incorporated into the class. Clubs recruit after classes have already started, and after the add/drop period which presents a logistical problem with tying the club to the course. Students who don’t make the NCAA athletic team will often join a corresponding club.

Last year, there were undistributed IRA funds, (since sports clubs did not apply for funding), and these funds were put into the reserve.

2. Ban on Primitivo

RT023 Primitivo COMS 385, has a $14,000 IRA grant, and the course fee brought in $10,000.

Primitivo is a class that does functional marketing projects for actual companies. They basically need start-up funds for space rental fees, and equipment. At some point, they should be self-sufficient.  There was a discussion about how the Stevenson renovation would affect Primitivo. They are saving their funds for outfitting their new space when the remodel is completed.

As time was running out, this discussion and item 3 were tabled. Holguin requested everyone review the materials handed out at this meeting and to think about approving the plan the departments put forward.

Ross announced that Financial Services will now be looped in on class closures so they can look for any trust funds that need to be closed.  She explained that everything on the spreadsheet handout in orange is a fee that has been followed up on. COMS 385 wants to know if course fees can be used to give students tablets to keep. Members did not think this was appropriate use of the fees.

3. Begin Review of Class Fee Evaluation Responses

Time was running out so this item was tabled for next meeting.

Approval of the minutes. Dunstan moved to approve the minutes. O’brien seconded. All approved. Meeting ended at 5pm.

Minutes submitted by Sue Hardisty.