General Assembly Agenda

Thursday November 12th, 2015 1. Call to order

a) Brandon calls this meeting to order at 7:16 pm

2. Roll Call

a) Ackerman

1. President: John B

2. Vice President: Billy Ann S

3. FYGAR: Tristan D

4. Other:

1. Grace L (Hall Representative)

b) Arbor Park

1. President: Shirley B

2. Vice President: Colette T

3. GAR: Ashlynn W

4. Other:

1. Jasmine A (Historian)

2. Alycia G (Secretary)

c) BBGL

1. President: Jeremy W

2. Vice President: J. D. (Activity Director)

3. FYGAR: Hope G

4. Other:

1. Nicole G (Secretary)

2. Eliza S (Treasurer)

d) Heritage

1. President: Anthony P

2. Vice President: Tessa N

3. FYGAR: Hunter A

4. Other:

1. Brianna B (Historian)

2. Maddy T (Hall Representative)

3. Madi M(Activity Director)

4. Cristina L (Hall Representative)

e) Representatives

1. NRHH: Katelin S

f) Others

1. Brandon (RHA Exec)

2. Jerica (RHA Exec)

3. Kevan (RHA Exec)

4. Paige (RHA Exec)

5. Lo (RHA Exec)

6. Jenny (RHA Exec)

7. Madison (RHA Exec)

8. Lexi (RHA Exec)

9. Sophia (NRHH)

10. Javan (NRHH)

11. Dr. Gary Dukes

12. Alexa Gates (Alpha Chi Omega)

13. Roz L (ARA and NRHH)

3. Guest Speakers

a) Dr. Gary Dukes – Expand Student Health and Counseling Center

1. 6500 square feet can be added on to the counseling side of the SHCC.

2. New president is looking into building a new building instead of adding on to the

current one. The price is about 3.5 million dollars. 1.2 million shorter than the

extension plan.

3. Question to you all – Which would you prefer, a new building or extending the

old?

1. New Building

4. Price would increase no more than 10 dollars per student per term

5. Would be completed by next fall (2017)

6. Construction would start this winter. We already have an architect that we have

been working with.

7. If we added on to the current structure we would relocate counseling to landers

while the construction is currently happening.

8. New building would be next to the math and nursing building so we would not

need to relocated

9. Student affairs or advising may be put in that old building. There is no concrete

plan currently. It would be repurposed in some way though.

10. The new building would help students by providing more space for services that

students are highly requesting and more space for staff (more members) and

equipment.

11. Cost of building will not affect the cost of services. That price could change

depending on what we offer.

12. One service suggested is a sunshine room.

13. X-ray machine would be nice since the closest one is Dallas or Salem.

14. 11k square feet for the new building. Currently 7200 square feet. Medical would

go down and counseling would increase. Currently the rooms for medical are

too large and the space is not used efficiently.

15. More medical staff and councilors will be needed in the future (we are close to

needing more) and when we expand services we would need additional staff.

16. If we have the ability to offer more internships then we will. We currently have

4 interns with counseling and non with medical. We would welcome internships.

17. We appreciate Dr. Dukes coming in and discussing this with us

18. dukesg@wou.edu – please email with more comments, thoughts, and concerns

b) Alpha Chi Omega (Sorority)

1. Alexa Gates - Resident Consultant

1. 140 college campuses across the states.

2. Want to open 5th chapter here at WOU

3. Looking for women to be the founding members, we need 75 to open

the chapter.

4. National cause – domestic violence prevention, awareness and

education

5. Contact information

1. Facebook: Alpha Chi Omega at Western Oregon University

2. Instagram & Twitter - @WOU_AXO

3. Phone: 317-800-9764

4. E-mail: WOU2016@alphachiomega.org

5. Website: JoinAlphaChiOmega.com

6. Last event of the term Thursday Nov 19th at 2pm – Say Hi to Alpha Chi

1. Will have sisters from Oregon State there to talk

7. January Events

1. Open House: January 6th

2. Picture Yourself an Alpha Chi: January 14th

3. Bid Day: January 19th

4. Membership will be extended then

5. Jan 11th – 13th interview process

6. 15-20 minutes with an alumni

7. Criteria based interview

1. Leadership, personal development, financial

responsibility academic interest and character

8. Dead week will be in the WUC tabling, as well as January

9. All events are open to anyone

10. Founded in 1885

11. Financial component to joining – membership dues (info on

website)

1. Money goes towards activities. Self-sustaining on a host

campus. We fund all of our activities and can help other

groups.

12. We do not have a housing component and do not plan to have

one

1. Drives the cost down to not pay for housing

4. Approval of Last Meetings Minutes – 11/5/2015

a) Tessa moves to approve last week’s minutes

b) Jeremy seconds the motion

c) Discussion

1. none

d) Vote (19,0,1) motion passes

5. Ice Beaker

a) Paige - Samurai

6. NRHH Update

a) Great job on OTM’s. We are so Proud of you All!

b) VP’s are required to attend one term a month. There are two left for November!

1. Meetings are Fridays from 4-6pm in Ackerman 139.

c) Kindness day is tomorrow in Valsetz. Stop on by and fill in a card

d) Office Hours have changed for Thanksgiving Week

1. Posted in office

e) The Diamond of the Week is the Health and Counseling Center

7. ASWOU Update

a) Monday through Friday next week – What Do You Love About Fall – write on the chalk

board in the WUC

b) Org Sync has a survey, please fill it out! It’s for the new SHCC building

8. Peer Mentor

a) Hello Jenny and the Rest of GA! I'm Matthew Gaviola, and I serve as a Representative for the Peer Mentor Program. Currently what the Peer Mentors are working on is the VIP passive program and the Black Friday Frenzy Program. Both of which are going to be held on various dates and time (of next week), with each hall of each Building. The advertisements are going up this week, hopefully giving each hall their time and dated event!

Hope you have a wonderful GA, Thank You for Your Time,

Best! - Mathew Gaviola

9. Hall Reports

a) Ackerman

1. Discussed having a Polar Plunge team for Special Olympics

2. Fundraisers for TB are up and running

1. Penny Wars and T-shirts

2. Pie your RA and Trash night

3. Began recruiting for an Activity Director and Sustainability Advocate

4. Discussed working together with the Ackerman RA’s to put together an

Ackerman float for the holiday tree lighting on Dec 4th.

5. Discussed Pajama Jammy Jam where we will be doing a photo booth and snow

cones.

6. Allocated money for the Historian Scrapbook.

7. Planned on having another meeting this week to vote for allocation of funds for

the other Turkey Basket Fundraisers

b) Arbor Park

1. Set up new agenda items

1. Approving last meetings minutes

2. Officer Reports

2. Pajama Jammy Jam will have glow stick bowling with prizes

3. Turkey Baskets

1. Trash Collection

1. Spruce Nov 16th

2. Cedar Nov 17th

3. Noble Nov 18th

4. Discussed new program ideas

1. Midnight Breakfast (dead week)

2. What Floats Your Boat?

3. T-Shirts for Spirit for Arbor Park

c) BBGL

1. Allocated $30 to for an Ice Cream Social held by RA Bryn

2. Allocated $500 for supplies for Turkey Basket Fundraisers

3. Allocated $75 for supplies for Pajama Jammy Jam Event

4. BBGL Recognition of the Week goes to Eliza Sleezer

5. Nicole Gibbie was elected Secretary of BBGL Hall Government.

d) Heritage

1. Started Penny wars

2. Held Trash Night and earned $90!

3. Pie your RA is happening on Wednesday Nov 18th from 7:30-9:00pm

4. Burgerville fundraiser is happening on Tuesday Nov 17th from 5:00pm-8:00pm

5. Applications for Activity Director is due tomorrow

10. Program Updates

a) Ackerman

1. Take Out The Trash

1. Wednesday Nov 18th at 8pm in Ackerman Hall

2. Taking out the trash in exchange for donations to Turkey Baskets

2. Pie Your RA

1. Tuesday Nov 17th at 4:30pm in the Grove

2. Pie an RA and donate to Turkey Baskets

b) BBGL

1. Thanksgiving Grams ($2)

1. Monday Nov 16th through Friday Nov 20th from 6:00-7:30pm in Valsetz

2. We will be selling Thank You Grams to be delivered the week after.

2. Pie Your RA / HG ($1)

1. November 18th from 6:00-7:00pm in the Barnum Courtyard

2. Residents will be able to pie their RA and HG in the face.

11. Officer Reports

a) Paige

1. E-mailed RD’s about Trash Night 2. E-mailed Physical Plant about Trash Night 3. Attended Ackerman Hall Gov Meeting 4. Had PACURH Delegation meeting 5. Went to Bookstore for PACURH Swag 6. Attended ASWOU Senate 7. 1:1 with Hall Rep and 1:1 with GAR 8. Checked in with Bonnie about Affiliation 9. Worked on PACURH Pins

b) Madison

1. Worked on pins for PACURH 2. Updated HoTY points 3. 1:1 with AD Madi and Shelly separately 4. Made HoTY point infographic 5. NRHH chapter meeting 6. Updated HoTY Board 7. Worked on Program Proposals 8. PACURH Delegation meetings 9. Picked up Philanthropy donations with Lo

c) Lo

1. Had a 1:1 with Arbor Park Historian 2. Went to PACURH Delegation Meeting 3. Made pins for PACURH 4. Picked up donations with Madison for Philanthropy Project 5. Worked on and sent draft of Newsletter to Jenny 6. Made signage for Burgerville Night 7. Created Flyer for Valsetz Live Karaoke 8. Created door tags for Trash Night

d) Lexi

1. I sent out Care Packages to students who are no longer at WOU 2. Had a 1:1 with Eliza, BBGL Treasurer 3. Attended PACURH delegation meeting 4. Attended Heritage Hall Gov Meeting 5. Met with Bonnie 6. Counted, sorted, and delivered care packages 7. Updated Treasurer log 8. Picked up supplies from Jodi 9. Obtained signatures from Affie and Shelly 10. Gave Affie a Departmental charge for the bookstore 11. Got WOU SWAG with the other delegates

e) Kevan

1. FYGAR Meeting ( with 2 FYGARS) 2. Decided on doing Valsetz Live Karaoke! 3. Booked items for Valsetz Live 4. Set Up New FYGAR Meeting time 5. Worked on PACURH Pins 6. Printed Training material for BBGL FYGAR 7. Picked up office supplies with Lexi

f) Jerica

1. Gave Jenny Minute Edits 2. E-mailed BillyAnn about VP Training 3. Made an Excel sheet to keep track of my VP’s fulfilling positional duties 4. Rescheduled a 1:1 5. E-mailed Taylor from Green Team 6. E-mailed ASWOU Prez (Corbin) 7. E-mailed VP’s about NRHH Chapter Meetings 8. Bingo Stuff

g) Jenny

1. Updated the Website

2. Collected Newsletter Pieces

3. Delivered Care Packages

4. Attended Cookie Identity Program

5. Attended Heritage Meeting

6. Worked on Turkey Baskets

7. Wrote and Sent out Minutes

8. Created multiple themes for future weeks

9. Contacted Secretaries

10. 1:1 with Arbor Secretary and Brandon separately

h) Brandon

1. Wrote OTM

2. Had a 1:1 with Paige, Jenny, Lo, &Shelly

3. Worked on Agenda

4. Worked on PACURH

5. Worked on Retreat

6. Corresponded with Organizations

7. Created updated and pretty Office Hour sheet

8. Coached Lexi through Printer ink changing with Jerica

9. Transported a Van from Salem

12. Finance Director’s Report

a) Currently in the budget:$ 4,660.10

b) Allocated funds: $900

1. $600 leadershop shirts

2. $300 MLK awards

c) Allowed to spend $3,760.10

13. Funds Proposals

a) OTM Party

1. When: Nov 18th at a new time to be stated later

2. Where: SoSA

3. Why: To help Hall Gov members write their OTM’s

4. Why we are here

1. We would love you all to be more involved. We would love to provide

you with food and drinks!

2. Requesting

1. $25 to Little Ceasers (2 cheese 3 Peperoni)

2. $20 to Roths for drinks and other snacks

3. Other snacks?

1. Fruit and veggie plates, maybe cookies

5. Allocation:

1. Tristan moves to allocate $25 to Little Ceasers for OTM Party

2. John seconds the motion

3. Discussion:

1. Tristan: Little Ceasers is really good

2. Kevan: I enjoy pizza

3. Paige: I would like to see some healthier offerings in the future.

More healthy options in future

4. Tessa: Pizza will bring people in so it is a good idea

5. John: Little Ceasers is a good option because it is good food at a

good price

6. Tristan: Pizza is a veggie

4. Vote (20,0,0) motion passes

5. Jeremy moves to allocate $20 to Roths for drinks and other snacks

6. Kevan seconds the motion

7. Discussion:

1. Jeremy – this is healthier snacks

2. Collette – we will need plates for snacks

1. Roz – the SoSA has it all

3. Jeremy – Last OTM Party didn’t have drinks and I got thirsty so

drinks are a great option!

8. Vote (20,0,0) motion

14. Hall of the Year (HOTY) Points

a) Ackerman: 235

b) Arbor Park: 257

c) BBGL: 242

d) Heritage: 239

15. New Business

a) Fundraising and Programming – Lexi and Jerica

1. Common Fundraisers

1. Pie your RA 2. Trash Night 3. Restaurant Nights (Burgerville, DQ, BBW, etc) 4. Penny Wars 5. Car Washes 6. Donut Sales (Voodoo, Krispy Kreme, etc) 7. T-shirt sales

2. Guidelines

1. Pie Your RA: ask for (and receive) consent

2. Trash Nights: talk to RD’s and RA’s on Duty, and physical plant about

trash bins and other supplies.

3. Restaurant Nights: Go to the restaurant to talk to the manager and fill

out paperwork.

4. Penny Wars: Talk to RA’s on duty and get the deposit box from Bonnie

in housing.

5. Car Washes: Permission of the location for the car wash.

3. Prep

1. Pie Your RA: Trash bags for clean-up, whip cream pies on plates, and the

deposit box from Bonnie.

2. Trash Nights: Make sure date is available and make sure you have lots of

volunteers

3. Restaurant Nights: Have enough people to volunteer and plenty of

advertising.

4. Car Washes: establish a layout, supplies, and accessible water with

hoses.

5. ALWAYS RESERVE LOCATION AHEAD OF TIME

4. Advertising

1. Early: 5 days before with ODS statement is the minimum

2. Utilize Multiple Methods of Advertising

1. Social Media

2. Posters

3. Door Tags

4. Table Toppers

3. Advertise to your target audience

4. Word of mouth

5. Make sure a contact is listed on advertisements

5. Day Of

1. Arrive early for set up (at least 30 minutes)

2. Provide directions as needed

3. Have a back-up plan

4. Stay engaged and have high energy

6. Follow Up

1. Thank presenters and volunteers

2. Discuss how you will receive the funds

3. Fill out program evaluations

1. Due two weeks after the program

2. Each fundraiser is a different program

7. Tip from Katelin

1. Make posters different shapes – avoid squares and rectangles – it makes

them more noticeable

8. Supplies

1. If you purchase anything for the fundraiser you must pay it back first,

and then you can donate the rest to the cause

16. Wolf of the Week

a) Javan Davis

17. Advisor’s Time

a) International education week is next week

1. Highly recommended if thinking about study abroad

b) This weekend is Preview Weekend

1. Currently 600 people will be here this weekend. More than twice the amount

they have had before.

2. Please be patient Saturday as people are exploring our campus. There will be

tour groups going through our halls. During lunch Valsetz seating may be filled

so be prepared and patient.

3. They have waffles on Saturday

c) Want Wolfie There?

1. Log into Org Sync. There is a request button there.

d) Holiday Tree Lighting 1. December 4th (Friday)

2. Parade and light up the giant sequoia and an essay contest to see who gets to

push the button to light up the tree

3. Craft fair and other activities in the WUC

4. Cocoa and cider is a thing! e) Thanksgiving

1. Some people live far away and may not want to go home over the short break so reach out to those in your hall and see if someone wants to hang out over Thanksgiving. It is hard to be away from family and loved ones over the holidays. Hang out over the break if not on the day itself

f) PACURH 1. Leaving tomorrow morning at 5am 2. SOU will be arriving any time. Butler friends – they will be staying in Butler. If

you see some new people, please say hi and welcome them, then help them out if they need it.

18. Questions, Comments, Concerns

a) Frog Theme this week - Paige 1. PACURH – colleges in the regions on the west coast make up a region called

PACURH. We are a part of it. This is a conference that will be happening from Friday – Sunday. We have a delegation going to this action packed event. We talk programs and legislation. We have been prepping since before this school year started.

2. We will bring back great programs and ideas to share with you all

3. Our mascot is the frog

b) Paige – If you know anyone interested in my position you have then attend next GA

1. NCCIT – Paige’s position in training

c) Kevan: Valsetz Live is being put on by the FYGARS Thursday the 19th from 5-7 pm.

Karaoke!

d) Paige: If you want to know what is happening on the weekends text 71441 in the body

write “WOUWKND” They will update you weekly on all the programs that are happening

over the weekends

e) Paige – Can I see Brandon Katelin and Shelly

f) Billy Ann: we are trying to put together a polar plunge team. Please talk to me if you are

interested. I am passionate about it!

g) Jeremy: This weekend we are making survival bracelets! Please come! Sunday from

7:22pm - 9:18 in Barnum Lounge

h) Jenny – Provided for you are the items for Turkey Baskets, the sizes of each item and an

average cost per basket from Waremart.

i) Madison: program slips please turn them in and leave placards where they are

19. Adjournment

a) Jeremy moves to adjourn the meeting

b) Hunter seconds

c) Meeting is adjourned at 8:50pm