Residence Hall Association Board of Governors
January 19th, 2016
7:30 PM
FPG Student Union Room 3102
I. Call to Order
II. Attendance
a. Late -
b. Absent – Secretary, Ehringhaus
c. Leaving Early
III. Approval of the Minutes
IV. Reports
a. Executive Officers
i. Vice President –
1. Ethics board stuff with Krista
2. Planning student body debate with Taylor
3. Planning on doing one on ones earlier in the semester
ii. Executive Secretary-
iii. Executive Treasurer –
1. one on one with Krista this afternoon
2. talked to Travis about NCARH expenses
3. money left over from fall grants
iv. Internal Affairs –
1. Congrats to Granville for reaching 2000 community cup points
2. Working on programming board, super excited
3. NCARH
v. External Affairs-
1. one on one with Krista tomorrow, talk about contracts
2. Parker and LQ have new marketing managers, please send Katelyn contact info
vi. National Communications Coordinator-
1. working on legislation
2. instead of using OTWs for cogo members of the member
a. tinyurl.com/cgm
vii. Chief Enhancements Officer-
1. Couple communities have purchased large enhancements, others please do that
viii. Director of Special Projects –
1. working on lots of special projects, keeping it brief today
ix. President –
1. Tunnel of Oppression – RHA partners with the program
a. would anyone like to go right before BOG next week?
b. feel free to take your cogo
2. BOG feedback survey
a. student congress mixer
b. VP coming
c. Merrick Osbourne
d. 5 minute break policy enacting soon
e. working with BSM to have a debate more accessible to first year students, then we can vote as BOG to endorse a candidate
f. OTM winner Karen for Stress Less Fest
3. Email winner was Sean
4. Interview student union candidates
b. Board of Governors
i. Carmichael –
1. New governor Naomi
2. Resetting new meeting time with Cogo
ii. Cobb –
1. New governor Damian
2. Cobb is now Pride Place, excited to work with LGBT community
iii. Connor -
1. Picked new weekly events
2. Winter formal coming along well
3. brought guest Maelin and Sarah
iv. Craige –
1. Brought Julian
2. Ready to start weekly events again
3. Yesterday started Bachelor viewing parties, 30 people there yesterday
v. Ehaus – It took more work than I expected, but we finally found a time for the Ehaus CoGo to meet this semester. Also, we will hopefully have WWE up and running again next week.
vi. Granville –
1. Last week last semester there were a few exam week events that got more and more popular
2. Thought of new weekly events
3. Grand Thrill Music Festival planning in the works
4. Friday working with EDR to see if they want to partner
vii. HJ –
1. Set a meeting time – Wednesdays now
2. Will start to meet with Angie
3. They’re not in debt
4. Going to order shirts
viii. Kenan –
1. Working on new meeting time
2. Working on the formal
3. Will be stepping down this semester, and Ana will be taking over next week
ix. LQ –
1. Just set up meeting time: Thursday
2. New marketing manager
3. Worked with Alaina to order med deli for the formal
x. Manning East –
1. Shirts have been in since December but they haven’t gotten them yet
2. First meeting tomorrow night
3. Will restart weekly events
xi. Manning West –
1. Planning on distribute shirts this week
2. Tomorrow they’ll talk about the south campus formal
xii. Morrison
1. First meeting yesterday
2. One on one with Andy
3. Planning a few events in the next few weeks
xiii. Odum –
1. First meeting last Thursday
2. Planning a karaoke night – Friday 29th
3. T shirts will be ready to be ordered by this week
xiv. Parker –
1. First meeting tomorrow, will now meet Wednesdays
2. Meeting with Aaron
3. First retreat of the semester soon
xv. Ram-
1. No meeting time yet
2. Healthy budget
3. Long sleeve shirts?
4. NCARH planning
xvi. UQ –
1. Distributed shirts last semester
2. Met with TK
3. Weekly events
4. Preliminary planning for BBQ, formal
5. Excited for NCARH
c. NRHH-
d. Advisor(s)-
i. Janai: Tunnel of Oppression is great for service hours, will email Taylor link to sign up for opportunities
e. Student Government Liasion –
i. Office of equal opportunity and compliance, new form online for sexual assault
1. need help to make it more user-friendly
ii. putting physical resource boxes in halls: had a couple meetings
iii. coordinating to have more voter registration drives
V. New Business
a. Oath of Office for Damian & Naomi
b. Constitution/Bylaw Amendments
CEO amount for large enhancements
Motion: Craige moves to Q&A
Motion: Craige moves to call to question
Vote: 13-1-1 passes
Checkout process for enhancements
Motion: Craige moves to Q&A, Granville seconds
Motion: Ram Village moves to call to question
Vote: 14-1-0 passes
Late fees for enhancements: how they’re assessed
Craige: Does that mean the CM charges students?
Kenan: Where does the money go to?
Janai: The money goes into a pot that’s used to replace the items, late item fees also go into the pot
Motion: Craige moves to discussion
Motion: Ram Village moves to add amendment, seconded by OCUQ
Ram Village withdraws, OCUQ withdraws
Motion: Craige moves to call to question
Vote: 14-1-0 passes
Treasury bylaws: summer programming fees are collected by DHRE and not RHA, those living in apartments don’t pay fee
Motion: move to end Q&A, seconded by Parker
Motion: move to call to question, seconded by Granville
Vote: 14-1-0 passes
Add that Governor, President and CEO must go to SAFO training only if student life requires it
Motion: Craige moves to end Q&A, seconded by Manning West
Motion: Move to call to question by Craige, seconded by Parker
Vote: 13-2-0 passes
Treasurers can’t make purchases for their government, and cannot request a reimbursement on their behalf.
Connor: Can’t treasurers make purchase things if they get their governor signs off on it?
Tresurer: Yes, SAFO says yes, but we’re writing it into the constitution that you can’t.
Janai: If treasurer is the only one available to make a purchase, can someone sign off?
Treasurer: Technically exec treasurer can sign off, but regardless they shouldn’t
President: Point of information: can treasurers request invoices?
Treasurer: Yes
Granville: Is there anything that prohibits treasurers from making purchases?
Treasurer: Not yet, that’s what this bylaw is saying. So in the future you’ll be violating the RHA bylaws
President: Right now the SAFO policy you can’t reimburse yourself. Matt’s proposal prevents treasurer from being reimbursed. Previously, RHA would advise treasurers to not make purchases due to conflict of interest
Manning West: Can the treasurer use not their money but the community government’s money? Can they use the Harris Teeter Card?
President: Governors can still be reimbursed?
Matt: Yes
Craige: Is the second whereas statement needed?
Motion: Move to end Q&A by Craige, seconded by Carmichael
Objection by Odum – anyone on cogo can make purchases except for treasurer, right? Yes
Motion: Move to amend bylaw from Granville, seconded by Manning West
Objection from Craige
Granville: Treasurers should be able to purchase things in the case that no one else is available
Ram Village: SAFO will not allow treasurer to buy something and then pay himself back, but the governor can go to SAFO with the treasurer. This is saying RHA is not allowing this, even though SAFO does.
Parker: Some communities have limited amounts of money, maybe only the treasurer has a credit card. I think it makes sense for the governor to sign off on treasurer
Craige: I think the best thing to do would be to steer clear from any potential unethical situations
Matt: Frienly amendment: strike the red
OCUQ: I feel that when a treasurer interviews with the governor, they should be held to higher standards. I think there should be an addition where treasurers aren’t allowed to make purchases as long as it’s not with personal money.
Parker: We should have it as a role of the governor to make sure everyone acts ethically.
Motion: Odum moves to extend discussion by 2 minutes, seconded by Granville
Odum: Can’t we make our rules the same as SAFO’s?
President: Right now we’re discussion whether or not to let treasurers make purchases at all
Granville: Treasurers still have to get governors to sign off, so where’s the ethical dilemma?
Motion: Craige moves to call to question, seconded by Manning West
Vote: (to vote on amendment by Granville) 7-8-0 fails
Motion: Connor moves to strike everything in red, Manning West seconds
Objection: Ram Village wants to discuss more
Ram Village: Let’s add a part about it’s just not allowed to use personal money
Manning West: We should strike everything in red, so treasurers can buy things
Motion: Craige moves to postpone discussion to next week, seconded by Granville
Objection: Parker believes we can decide today
Vote on objection: 6-8-1 fails
Motion: Move to table discussion until after grant request
c. Aaj Kha Dhamaka Grant Request
Aaj Kha Dhamaka is held annually at Memorial Hall, features dance teams from around the country.
Asking RHA for $1,500 to help pay a portion of the expenses for T-shirts, printing, and souveniers
Every year there are over a thousand Carolina students attending
Supports Mahatma Gandhi Fellowship, promote awarenss of South Casian culture on campus
Question and answers
OCUQ: How much for tickets?
$10 for members, $12 for students, $15 otherwise
Money raised goes to MGF and expenses
In the past, $2000-$3000 goes to MGF
Goal is to raise lots of money to go into endowment fund, and will then be self-sustaining
President: Since the event is this Saturday, how will RHA be publicized?
Pamphlets will include RHA, social media, flyers, printing is last minute
OCUQ: Other outside funding?
RHA would potentially be the only funder
Sean: Where in the budget is it to go to prize money?
Accidentally not included in budget
Sean: RHA’s money could not go to that
Yes, it would go to shirts and printing
Sean: Why is Sangam approaching RHA this year and not in the past?
Going big this year and building profit
AKD can’t be funded by student government because it’s a fundraiser
Motion: Granville moves to extend Q&A by 2 minutes, seconded
Sean: Percentage of attendees to be on-campus?
Around 60%, this is a really big year
Granville: Ticket sales will cover costs and donations will go to MGF?
Fundraise and benefit nights, money comes in from various places
Ticket sales don’t necessarily cover expenses. Everything considered, whatever is extra goes into fellowship
Connor: What’s the performer fee?
The guy that’s singing
End of questions
Treasurer: We can move extra funding from last semester to this one
Motion: Connor moves to reallocate funds from Fall to Spring, seconded
There is now $5,020 left in pool
Motion: Craige moves to fund in full, seconded by Manning West
Objection: Connor wants to discuss more
Craige: Good way to invest in community
Connor: Agree with Craige, but funding it in full shouldn’t be that way because students already have to pay for the event. So they will be paying twice essentially
Granville: They could maybe cover from ticket sales and is what they did in the past without RHA
Kenan: Reasoning behind grant is making it a bigger event, what are the shirts going to?
Treasurer: Performers all get the shirts, and they will be sold
Manning West: We’re missing the long term goal, so helping them towards their goal will be good
Craige: I believe Granville and Connor brought up good points, essentially we’re just donating to fund because they’re already able to cover everything.
Motion: Craige moves to table indefinitely, seconded by Granville
Objection: Manning West would like to continue discussion, seconded by Morrison
Vote: 5-4-3 objection is sustained
Motion: OCUQ calls to question, Craige seconds
Objection: Manning West would like to continue discussion, seconded
Vote: 6-0-6 objection is sustained
Manning West: I think it’s a disservice if we don’t fund them anything, even though there are other streams of income.
Granville: I think it’ll be a fantastic event, I still think $500 is still high, I think our funds are going to a donation rather than help the residents
Connor: I agree that it would be good to associate, but I don’t like students having to pay
Motion: Craige moves to amend to fund $200
Craige: Reasonable solution
Motion: Manning West moves to table indefinitely, seconded by Granville
Objection: Carmichael wants to discuss further, seconded by OCUQ
Vote: 5-4-2 sustained
Carmichael: They’re strapped for cash, please consider request seriously
Motion: Call to question by OCUQ, seconded
Vote: 11-0-2 passes
Main motion is to fund for $200
Motion: Odum moves to call to question, OCUQ
Objection: Manning West would like to discuss more, no second
Vote: 11-0-2 passes
Connor moves to extend meeting by 10 minutes, extended by Granville
d. Programming Board Bylaw adoption
e. Constitution/Bylaw Amendments Continued
Presidential elections, clarity of policies that already exist
Campaigning
Student funding
Hallstorming
Move to end Q&A
Move to call to question
Objection from Parker on grounds of further discussion, seconded by OCLQ
Vote: 8-2-4 sustained
Motion: Parker moves to table, seconded by Granville
Objection: Manning West wants to discuss tonight, withdrawn
Meeting time elapsed.
VI. Recognition
VII. Announcements
VIII. Adjournment :9:40 pm
NOTES:
/ SAFO EXPENSE CODESFinancial Summary Sheet / Stipends-5130
8/31/2015 / Conferences-5400
Office-5300
Total Working Funds: / $ 89,700.00 / Training-5210
Beginning Funds / $ 40,700.00 / Marketing-5500
Occupancy Fees (Fall) / $ 8,500.00 / Internal-5630
Occupancy Fees (Spring) / $ - / Grants-5120