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Day/Date: Thursday, February 20, 2020 Time: 3-5pm
Location: Bronco Student Center, England Evans Attendees: Committee, General Public
Type of Meeting: Regular- Public Organizational Items:
Call to order by: Chair Rachel Hunter, Vice President @ 3pm (time)
Quorum Check
Name Position
Present (P) Absent (A) Tardy (T)
Excused Absent (EA) Excused Tardy (ET)
Rachel Hunter Vice President, Chair P
Christopher Badoyan Education & Integrative Studies Senator, Senator Pro Temp, Vice Chair
P
Pasindu Senaratne President EA
Noah Tonies Treasurer T: 3:20PM
Manshaan Dhir Attorney General P
Delilah Orta Agriculture Senator ET: 3:25PM
Christie Kuo Business Senator P
Alexis Ramirez Ruiz Letters, Arts and Social Sciences Senator
P
Lucy Yu Collins College Senator P
Augustus Rodriguez Engineering Senator ET: 4:04PM
VACANT Environmental Design Senator
Angel Perez Science Senator ET: 3:42PM
Rocio Antonio GREEK Senator at Large P
Susana Delgillado InterHall Council Senator at Large
P
Ravina Soma Multicultural Club Council Senator at Large
P
Micah Parker Student Interest Council Senator at Large
EA
Dr. Liz Roosa Millar Representing ASI Executive Director
P
Dr. Ben Dargan DOS, University Advisor A
Ashley L. Joseph ASI Associate Director for Student Government
P
Dr. Laura Chase Academic Senate Representative P
Leah Tarin Staff Council Representative P
Andrea DeCoudres Alumni Representative EA
Jenny Miller-Heimstead Athletics Representative P
Approval of Minutes (Action) Offered By: CCHM Seconded by: IHC MINUTES FROM 2/6/20
All in Favor 8 Opposed 0 Abstained 0 Motion: PASSES
Agenda Changes (Action) Offered By: CCHM Seconded by: PRO TEM
All in Favor 8 Opposed 0 Abstained 0 Motion: PASSES
Financial Status (Information)
NONE
Open Forum (Information)
BEAT - BRONCO FAMILY DAY 2020
Special Presentation (Information)
POLY PANTRY UPDATE FROM ALYSSA ASI CARE COORDINATOR- CHEBNA, SHARED ABOUT THE BASIC NEEDS TASK FORCE HISTORY AND WHERE WE ARE NOW. CCHM SENATOR ASKED ABOUT BUDGET NEEDS AS IT PERTAINS TO STAFFING.
Senator Elections (Action) Offered By: CLASS Seconded by: PRO TEMP Facilities and Operations Committee and Appointment Rocio self-nominated
All in Favor 0 Opposed 0 Abstained 0 Motion: PASSES
Recommendation from ASI Secretary of External Affairs (Discussion)
OFFICER OF CIVIC ENGAGEMENT – Natalie – Samantha Fidel shared why Natalie would be amazing.
Recommendation from ASI Committees for Student at Larges (Discussion)
ASI ELECTIONS COMMITTEE ASI FACILITIES AND OPERATIONS COMMITTEE – Fernanda - Michael Vasquez shared why Fernanda would be amazing
Recommendation from ASI Finance Committees (Discussion)
1. AMERICAN MARKETING ASSOCIATION - AMA International Collegiate Conference 2020
2. ASSOCIATION OF STUDENT EVENT PROFESSIONALS - The Special Event Conference 2020
3. BRONCETTES DANCE TEAM - Uniforms/Marketing 4. DELTA SIGMA PHI - Lead Conference 2020 5. EARTHQUAKE ENGINEERING REASEARCH INSTITUTE 6. GLOBAL MEDICAL BRIGADE 7. LAMBA THETA PHI FRATERNITY 8. PSI CHI PSYCHOLOGY HONORS SOCIETY N/A 9. UNDERGRADUATE MISSLES BALISTIC ROCKETRY ASSOCIATION – NASA
Student Launch
MOTION TO MOVE A & C TO ACTION BY CCHM SECOND BY _______ TREASURER EXPLAINED WHY THESE SHOULDN’T BE MOVED TO ACTION GREEK EXPLAINED THAT WE NEED GIVE TIME TO REVIEW ATTORNEY GENERAL EXPLAINED THAT THE PROCESS IS LONG CLASS EXPLAINED THERE IS A REASON WE HAVE ROBERTS RULES ONE WEEK DISCUSSION AND NEXT WEEK IS ACTION TREASURER GAVE MORE CLARIFICATION VOTE 7 YES, 4 NO- PASSES 10-0-1 BACK TO ROBERTS RULES PASSES 11-0-0 MOTION TO APPOINT CIVIC ENGAGEMENT, NATALIE PASSES MOTION TO APPROVE FIN PRES #’S 1-9 EXCEPTION 38 11-0-0 PASSES
General (Information)
BOARD MEMBER REPORTS BELOW SAVE THE DATES
Adjournment by: Chair Rachel Hunter, ASI Vice President @ 4:59PM (time)
MEMBER REPORTS Date: 2/20/20
To: ASI Board of Directors
From: Manshaan Singh Dhir, Attorney General
Meetings/Committee(s):
1. Rules and Policies 2/7 a. Basic Needs Committee
i. Introduced the new Basic Needs Committee Code and discussed changes with the Committee
ii. Introduced changes to the Cabinet Code as per the new bylaws and condensed the position description of Cabinet members
iii. Introduced changes to the FnO Committee Code as per bylaws changes iv. Will vote on changes tomorrow
2. Sustainability 2/10 a. Met with Monica Kamboures as to her plans for Earth Week and the University
Master Plan on Sustainability 3. Finance 2/14
a. Lengthy discussion on the caps to NP&A allocations 4. Student Resolution on Campus Climate Meeting
a. Met with an officer from the Brothers Movement to discuss draft of the resolution
5. Election Readiness Subcommittee a. On a University subcommittee to determine our readiness for elections 2020 and general political activism
6. Pizza with the Presidents Follow-Up a. Met with administration to discuss potential changes to the Pizza with the
Presidents set-up 7. CSSA
a. Went to CSSA February plenary and got to learn what other schools do to help with campus climate and tested the waters for the Anti-Bias resolution
Current Projects:
1. TurboVote a Once contracts are signed will work with Sec. of External and Turbovote team
to develop website 2. CSSA Resolution on Anti-Bias Training
a Resolution is completed and should be on the agenda at March CSSA
3. Student Resolution on Campus Climate a Still making changes and working with students
4. Student Resolution for FPACT a Working with the Feminist Fight Club to do a resolution to make us an FPACT
campus 5. Middle Eastern Student Center
a Met with a student who brought up this idea
Continuing Projects:
1. 20% Fundraising in Financial Guidelines 2. CORQ
Upcoming Events/Reminders:
Respectfully submitted by:
Manshaan Singh Dhir [email protected]
Date: 2/20/2020
To: ASI Board of Directors
From: Ravina Soma, MCC Senator at Large
Meetings/Committee(s):
Foundation
Current Projects:
Second big event
30 days of justice
New logo
Continuing Projects:
Second big event
30 days of justice
New logo
Upcoming Events/Reminders:
Respectfully submitted by:
Ravina Soma
Date: 2/20/20
To: ASI Board of Directors
From: Christie Kuo, ASI Business Senator
Meetings/Committee(s): No meetings (UBSS was cancelled due to Leadership Conference)
Galentine’s Day
Welcome Week was this week: resume workshops/career fair for CBA
Current Projects: Freshmen Event set for mid-March 17-18 (tentatively): meeting with Dr. Almaraz sometime next week to discuss event details and table rentals, will reach out to clubs
CBA Gala set for March 21
Upcoming Events/Reminders: None as of now, all in planning
Respectfully submitted by:
Christie Kuo
Date: 02/06/20
To: ASI Board of Directors
From: Angel Perez
Meetings/Committee(s):
SPICE
AVP Search Committee
Current Projects:
o Overview of the CoS and future plans for Science Senator
Continuing Projects:
o Meeting with Pre-Health Advisors o Science Council o Club Exhibit
Upcoming Events/Reminders:
o Science Council Meeting 2/11 U-Hour
Respectfully submitted by:
Angel Perez
Date: February 20, 2020
To: ASI Board of Directors
From: Susana Delgadillo, ASI-IHC Senator
Meetings/Committee(s):
• Fee Advisory Committee o Cancelled until March 6th, 2020
• F&O Committee o Cancelled; next meeting is February 28, 2020
• Inter-Hall Council Meeting o We are recruiting more senators and other positions. We hosted an info
session and gave an overview of what inter hall council is and the positions that are available.
• Human Resources Committee o Not scheduled yet
Current Projects:
• Housings Maintenance Transparency
o Bringing the idea of creating a program that can allow residents to know when maintenance or even a new roommate can come in. We want the residents to be notified and comfortable who is coming in their place of living.
• Inter-Hall Council Gala o Working on our annual gala that will be on March 13th. We are looking
into collaborating with the Poly Pantry to receive can food donations or any no perishable items as the entry ticket.
Continuing Projects:
• IHC Gala
Upcoming Events/Reminders:
• IHC Gala – March 13th
• Next IHC Meeting Feb. 26th 2020
Respectfully submitted by:
Susana Delgadillo
Date: 02/20/2020
To: ASI Board of Directors
From: Augustus Rodriguez, ASI Engineering Senator
Meetings/Committee(s): N/A
Engineering Fair Day
Current Projects: Updating project- finalized project date March 3rd from 10:30AM-1:30PM; Discuss with Gus- talk about what ASI Student government and have ENG students ask other questions they would like to bring up
Paperwork has been turned and in the process.
Continuing Projects:
N/A
Respectfully submitted by:
Augustus Alexander Rodriguez
Date: February 19th, 2019 To: ASI Board of Directors From: Alex Ramirez Ruiz | College of Letters, Arts, and Social Sciences Senator
Meetings/Committee(s):
CLASS Council ● CLASS Council hosted United with Differences.
■ 52 people assisted the event.
- Rules and Policy Committee
● The modification of ASI Cabinet positions:
● The modification of the Committee bylaws.
Future Projects:
Metrolink Connect Shuttle survey: currently implemented. ● Once preliminary data is available it will be presented to the board.
Data on student ridership of metrolink Connect Shuttle Service is currently collected ● Once preliminary data is available it will be presented to the board.
Special Events:
- The Metrolink Connect Shuttle has continue to gain traction in and out of CPP
● A week ago the CEO of Metrolink, Stephanie Wiggins, hosted an event for CPP
students, staff and faculty at the Pomona North train station.
● Metrolink also conducted a “selfie challenge” with our shuttles to incentivize
more students to use this great service.
● The Metrolink Connect Shuttle also been included in the Metrolink website as
an additional service for Cal Poly Pomona students who utilize this Train services.
Upcoming Events/Reminders:
• - Office Hours: M/Student Success Center 9-10 and MW/Student Chamber 10-11 and 9-11 • - Spring Graduation May 15-17
Respectfully submitted by:
Date: February 20, 2020
To: ASI Board of Directors
From: Ashley Joseph, Assoc. Director for Student Government
Human • Offered a position to a candidate and waiting for a response • April CSSA Hosting planning is well underway, please remember all hands-on deck.
Please connect with Cristal soon to sign up for your volunteer shifts for the weekend conference.
• Letters of Recommendation email request at least 2 weeks in advance with your resume and/or brag sheet
Office • Be sure to sign in as we work out the issues with the scanner • Guest in the office not unattended
SG Specific • Transition Folder prompts are out, please if you have questions stop in and chat with me.
They are due May 7th
• Voter Center – in the BSC Ursa Minor February 29-March 3, volunteers are needed; look out for information on the Super Tuesday event sponsored by Governmental Affairs on March 3
o Vote in person o Drop off a ballot
o Get a replacement ballot o Vote using an accessible voting machine o Get help and voting material in multiple languages
Register to vote (conditionally, if after deadline) or update your voter registration
• Census Information – Richie will be presenting at BOD next week so please come with any questions you may have but on the SG website please refer your councils and peers to the Census page
• Over the next week, you will receive an email with an assessment regarding the future of leadership training in SG
Respectfully submitted by:
Ashley Joseph
Leah Tarin Staff Council Rep ASI BOD Meeting
Thursday, February 20, 2020
Upcoming Events/Fundraising
• Staff Council will be hosting the Annual Spring Boutique on Tuesday, May 5, 2020 o There will be approximately 25 vendors offering a variety of items for sale o Location will be in the University Quad o The proceeds from space fees will go into the Staff Council general fund o Tickets will be sold for an opportunity drawing to win a collapsible exercise bike
– proceeds from this will go towards Staff Scholarships, which are awarded annually in November
• The dates for the Annual Staff Appreciation Week (SAW) have been confirmed for the week of May 18-21, 2020
o Events will include a morning reception, staff basketball game, various workshops, and a luncheon
���
ASI BOD MEETING Thursday, February 20, 2020
Dr. Liz Roosa Millar ASI Executive Director’s Report
ASI Department Spotlight | Financial Services
ASI Financial Services serves as the business partner for student clubs & organizations, ASI departments, and the University, providing financial supports to meet business and programmatic needs while maintaining fiscal integrity, data accuracy, and policy compliance. As the corporate accounting department for ASI, Financial Services is audited annually by the external auditor and periodically by the CSU internal auditors to ensure ASI meets all accounting standards and regulatory requirements at the federal, state, local, and CSU levels. Duties are segregated by functional areas to maintain proper internal controls and optimal business efficiency. Here are the primary functions of each area:
• Budget (1FT, 1PT): annual budget development, posting of budget allocations and transfers, budget workshop
• Accounts Receivable & Vault Cashier (1FT, 1PT): cash collection & deposits, billing, merchandise inventory, cash audit, cash handling training
• Accounts Payable (2FT, 1PT): purchase orders, disbursement requests, travel, scholarship, 1099 tax filing, sales & use tax filing, disbursement training
• Customer Service (1FT, 4 PT): cashiering, financial statement requests, website • Accounting (2FT, 1PT): month-end and year-end closing, financial reporting and
analysis, cash management, corporate p-card administration, fixed asset management, unclaimed check filing, tax & audit coordination
• Administration (3FT): oversight of Financial Services (director & 2 associate directors) Financial Services provides part-time employment opportunities for students interested in pursuing careers in finance and accounting. Many of our graduates went on to public accounting, banking, and accounting positions in private industries. This spring, 7 of the 8 students will be graduating, and more than half of them have already secured jobs in accounting, banking, and hospitality, and one will be preparing for the CPA exams. Since there will be several openings, if you know of any students interested in working in ASI Financial Services, please help spread the word. �
Here are some highlights of our accomplishments since 2019:
• Converted paper disbursement requests and purchase order requests to OnBase workflow for ASI departments
• Completed phase I of the Chart of Account Standardization (CAS) project; standardized all accounts
• Partnered with MDPR to create an online “how to” video for spending funds from club accounts
• Developed a plan to reduce unfunded pension and post-retirement health benefit liabilities
• Partnered with Cal Poly Pomona Foundation to automate the payment process
Looking ahead, Financial Services will be working on these following initiatives:
• Continue with phase II of CAS to improve centralize cash management and accounting efficiency (anticipated implementation date: July 1, 2020)
• Convert paper DRs and POs to OnBase for clubs (anticipated implementation date: August 1, 2020)
• Work with University IT and the external vendor to integrate OnBase with GP, our financial system, to automate manual data entry of DRs and POs
• Automate travel form and cash advance reminders to customers using Monday.com
Fiscal – The Budget Continuum • The ASI professional staff are diligently working on their FY21 budget requests.
Departmental requests were submitted on February 14th and meetings to justify the requests with FS and the ED are taking place this week. ASI Leadership Team is scheduled to meet on Monday to review the consolidated budget.
Human – Open Searches • Associate Executive Director
o Applications are currently being received o The committee has been formed o Initial committee meeting is currently being scheduled
• HR Generalist o Approximately 100 applicants received o 5 applicants were selected for phone interviews o 3 finalists were brought to Campus last week o The search committee has met to propose two top finalists o HR team will meet today to discuss finalists o Rosie & Danisha to chat tomorrow to discuss finalists based on feedback from the
committee and HR team o References to be conducted on top candidates next week o Hopeful to extend an offer first part of March
• Payroll Specialist o Approximately 40 applications received and reviewed o 7 candidates will be brought on campus for an hour interview next week o Once interviewed, selection committee will decided on who will proceed to a half day, on
campus interview process. o Hopeful to extend an contingent offer of employment Mid March
• AP Fund Specialist o This position was posted on Friday o Financial Services is in the process of forming the search committee o Since this position works a lot with clubs, they will be looking for a student
appointee.
Programs • Adventures
Intramurals and Adventures have teamed up to host the very first “Sport Climbing League” Friday, 02/21. Several teams have registered to compete in Beginner and Advanced brackets over the next 4 weeks.
Griffith Park: Hollywood Hike and Observatory – Sold out trip hosted by Adventures on Sunday, 02/23.
Adventures will be hiring in all positions throughout the Spring 2020 semester.
• Competitive Sports Table Tennis Tournament on Friday, 02/19 at 1pm on BRIC Courts NBA 2K Tournament on Friday, 03/06 at 1pm in BRIC TV Lounge
• Events On February 14th we hosted our Flick N Float event and it was a success! We
showed Disney’s Ratatouille and we had the option of a spaghetti & meatballs dish or ratatouille dish for members to enjoy while they watched the movie. We had over 75 participants who came out.
Space • The old Air Handler Unit (AHU) #10 has been completely removed and the New
AHU#10 has now been installed. The contractor is working on making the new duct connections for return air, supply air and exhaust air. He is also working on connecting the new chilled water pipes and heating hot water pipes to the New AHU#10. The electrician is making the electrical connections for the fan motors and the interior lights. The controls contractor is preparing to install the new AHU#10 sensors and connect them the control panels. After that is complete they will balance the systems and start AHU #10. The Contractor has scheduled the startup of the new AHU #10 for February 25. This is ahead of schedule.
These minutes have been certified and approved by the Board of Directors on February 27, 2020. Signed by the Chair of the Board.
