IV.
VI.
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STUDENT
ASSGCCIA TION
EMPOWERING THE STUDENT VOICE
Student Association Board of Finance
Meeting Minutes
March 1*, 2020 —-5 PM
The HUB Conference Room
Call to Order and Roll Call
Approval of the Minutes
1. McCracken — Motion to approve
i. Daquial - Second
Public Comment
1. None
Chairs’ Report
1. Samuel Salazar, Chairman of the Board of Finance
i. Pam has congratulated us on the work we are doing. We will
hopefully finish 6/7 of the external budget tonight. We will do
last minute changes and our new & unfunded groups last. Next,
we will conduct Comptroller and Deputy Comptroller
application review. Internal budget will begin when we get
back from spring break and when we have a President and VP
elect. We should have it approved on April 5 and Senate will
meet April 18 (Saturday) to vote on it. I don’t know when Rules
Committee meets but I hope to get in contact with them about
SAFRA
2. Molly Donelan, Vice-Chairwoman of the Board of Finance
i. Emailed my groups, some replied and some didn’t. Please let
me know if you will be absent or late to our meetings
beforehand.
Comptroller’s Report
1. Tony Kelley, Comptroller
i. Not here
Senate Report
1. Sabra Simon, Chair of the Appropriations Committee
2. Tanner McCracken, Ranking Member of the Appropriations
Committee
i. Approved all 3 groups today, 1 was amended. It is the JAMSA
contract we will be looking at later. I don’t know how much
money is left off the top of my head but Sabra Simon has that
information
3. Donelan - Motion to go into new business
i. Zhang - Second
VII. Budgetary Business
1. Ivan’s Groups
i. African Student Association
1. Their budget this year was $24k and they are asking for
an increase to $36,518.
2. McCracken - Motion to amend group name from
UAlbany Gavelists Club to African Student Association
a. Daquial - Second
3. Daquial - I do want to point out the $15k celebrity
performer. How much was it last year? Africa Night is
one of their biggest events with a good price per head
a. Salazar — Their whole Africa Night budget is
15,700.
b. McCracken — This isn't official but I've heard they
plan on going to Appropriations Committee.
They’ve come for Dippikill and might come for
this as well
4. Salazar — It is possible that we will have to cut
supplemental if we continue to give these increases
because we need to balance our budget
a. McCracken - It was 120k last year and about 70k
this year. We have barely chewed into it. If we
give them more now, they are less incentivized to
come for supplemental funding
5. Daquial — I want to point out again the low price per head
for Africa night, I don’t have problems with that. It’s
good for me.
6. McCracken- Did we have a max dollar amount on
performers?
a. Salazar —I don’t think we did, but we had one for
hosts. This is special because it’s a special
celebrity performer
7. McCracken - I think the venue is past our cap because it's
not all inclusive.
a. Daquial — What's our cap again?
i. Salazar - $4,000
ii. POI - What’s our cap again?
1. 4k
iii. Salazar — normally above 4k is all
inclusive. We’ve had one
iv. McCracken - Motion to cut venue to 4k
1. Second- Donelan
2. Objection Zhang — knowing there’s
going to be 700 attendees will
increase the price of venues. I’ve
never attended but seeing from photos
I think they use the same one year to
year
3. McCrakcen — we set a standard when
we cut ASUBA’s. Every time we’ve
immediately cut to 4k. The price per
head is incredible and I love that but
if we cut this to 4k, it would be fair
and consistent
4. Daquial — I think Amy is right in
terms of 700 people. That makes a
difference. I understand there is a max
but its not a one size fits all. We don’t
want to force them to get a smaller
venue.
5. McCracken — Rescinds motion
v. Daquial - Motion to cut venue to 8k
1. Zhang — Second
vi. Is 1k for decorations a bit much?
1. Daquial —I agree
2. Daquial - Motion to cut decorations to
500
a. Donelan - Second
b. Objection by Zhang 600?
c. McCracken — motion cut to 600
d. Daquial- second
vii. Zhang — Its over 2k for dippikill, do we
know how long hteir trip is?
1. McCracken — it was 2 nights this year
and they went twice. The one they got
back from for today was 2 nights
2. Salazar — I am assuming for dippikill
its for the whole year. They can use
the line whenever they want to go to
dippikill
Zhang — photo? 420 600
2700 vs 2500 for
Motion to approve - Daquial
Second - Donelan
Sy U1. BS 00
ii. Amnesty International
1. Did not submit
iii. Jamaican Student Association
1. Budget is 8k, spend about 1k. Charge no dues. Anticipate
spending the rest of the money but it doesn’t say
anything in terms of prices for upcoming costs
a. McCracken — Is it fair for me to provide the
numbers because I’m on approps.?
i. Salazar —- Good
ii. McCracken — 12,500 for contract and
supplemental and income line
2. There is no price per head for dance hall competition and
island fever. Fundraising and community service don’t
really require it but the events do. The artist is 15,000 but
the DJs seem right
a. Zhang — The most concerning part is that there’s
no price per head and it’s a lot of money
b. Daquial — motion to table
c. Second - Zhang
iv. Cornerstone Protestant Campus Ministry
1. The reason why its on email is because t 12580 4272. No
dues. Will be spending remainder. There’s nothing really
concerning but the reason they have high requests is
because these are weekly events.
2. Donelan — What is their total?
a. Daquial - $19,900 from $12,580
b.
Salazar — I got 22,268 so they must have changed
it and added more? Let me look at their
submission.
i. Daquial — The original was blank
ii. Salazar —It says 19,900 on their
submission but 22,268 on their excel
unless my numbers are wrong.
iii. Daquial — I can email them to fix it
iv. Donelan — Motion to table
1. Zhang - Second
v. National Association of Black Accountants
1. 13,500 and plan to spend 11,300 which will almost finish
their budget. The Conference price per head is a bit high.
2. Have we capped flights and hotel?
a.
b.
vii.
Salazar — no we just consider where the conference
is, the details.
McCracken — This one just says conference, no
details
Donelan — Price per head for hotel is pretty low
McCracken Motion cut flights 5,500
i. Donealn — Second
Donelan- We can’t even understand because we
don’t know the price
McCracken — I think the price per head
compared to this is very high.
McCracken - Motion to cut hotel to 2000
1. Second - Zhang
McCrackenSince we are cutting flights that
means the people going will. Be cut. So, then
hotel rooms will also be cut
Donelan — rescind objection
Donelan — Motion to cut miscellaneous
1. Second - Zhang
Donelan — Food for every meeting
I agree, price per head is high for this
Daquial — Its for the entire year
xi. McCracken- If you go to every meeting and eat
at every meeting you’re spending 37 of your
student activity fee
xii. Donelan — Motion to cut food to 600 Daquial
xiii. | Daquial motion to approve Donelan
vi. Pan Caribbean Association
1,
2.
4.
Salazar - Last year they were cut 20% because they were
late
Daquial - 32,000. They have spent all of their budget and
they still have other events; I am assuming its coming
from income line. Looking at their breakdown, there are
two performers and if you add them up its 6,200. There is
another steel band performance at 800 and 12,050 for a
venue for 300 people
a. Salazar — Looks like an all-inclusive venue
because there’s food at west Indian night but no
food on the request
. Zhang — For the breakfast event, the dj is 600 and their
other DJs are 350, 400, 500.
a. Daquial - Motion to cut DJ to 450, Zhang
i. Donelan — object — wants to know our
previous DJ cap
ii. Salazar — Largest one is 400
iii. Donelan — Motion to cut all DJs to 400
except for DJ competition
1. Daquial — Second
Salazar — Concerned about car rental
a. McCracken — Concerned for liability?
b. Yes, we would be funding this which makes us
liable.
c. Daquial — We have approved travel even when we
don’t know what it is
d. McCracken — We could put this in our budget
know but Id rather pay more for ubers so they have
safe travels
e. Salazar — 500 policy — liability
f. Daquial — Motion to amend car rental to travel
i. McCracken- Second
g. Daquial — motion to approve
i. McCracken - Second
vii.
Albany Sports Business Organization
There isn’t really anything concerning other than the
1,
format. This year’s budget was 5,300 and theyre looking
to get 5,716.
. Donelan — not itemized
a.
McCracken — What are they traveling to?
Donealn — NO idea what this is being spent on
a.
b.
McCracken — They can use myinvolvement but for
this organization it’s good to have their own
Zhang — This does help out their mission
statement, their trying to network and be
professional with it.
We don’t know what this is.
Daquial — Moiton to table
i.
ii.
iii.
iv.
Daquial Second
Zhang — object — we have a lot of things
tabled and are in a time crunch
Daquial — This setup is weird, and it was
my mistake that I didn’t notice it. If we
approve this and it looks like this, that will
be a big problem
McCracken — In situations like this, we
don’t table it. We denied it. I would
approve it the way it is, but it is better to
cut the line than table it. If it’s so
important
Donelan — Motion to cut misc.
1. Second - McCracken
2. Zhang — object — This says career fair,
sports, social event- this is a key part
of their organization
3. Daquial - I think it’s the two events
1. McCracken — rescind second
2. Zhang — Motion to amend that line to
member services
Donelan — The lines will be shown
McCracken — can’t we clean it up?
Salazar — yes
Daquial Motion to approve
McCracken - second
oa >. BS oe
viii. Organized C.H.A.O.S.
1. They often give free performances. They are asking for
an increase from 1,762.56 to 5,370. In their request, the
highest price per head is 170 for off campus step
competitions. I don’t see any issue with hotel flights or
gear. Its significantly less than other groups
2. Zhang - their expenses are way below our limits and
price per head is goo
3. Daquial — we have to be mindful in terms of prizes. It’s
kind of unclear how our bylaws work for that. POI Can
we look it up?
a. Salazar — We could cut it and have them appeal
b. McCracken — Motion to cut
c. Donelan - Second
d. Daquial — Motion to Approve
e. Donelan - Second
ix. Women Excelling in Business
1. Daquial — the most active student group in my liaison
assignment. Their 2710 they spent 2,014.75 they have
about 600 left and they are spending it on cookie
decoration, shirts for all members, and stoles for seniors.
Looking at their budget breakdown, dynamic women in
business conference is significantly low. Their social and
community service events is a 90-cent price per head.
The thing I’m concerned about is calling something
anticipated expenses because they are all anticipated
expenses.
2. Motion to change to apparel — McCracken
a. Second - Zhang
3. McCracken- Motion to approve
4. Second - Donelan
x. UAlbany Veterans
1. Daquial — Shopping trip 1-7 is weird to me but I guess
it’s for every time they go get nutrition bars. The biggest
request is end of the year dinner and it is not itemized.
2. Nutrition bars? Not sure what that’s for
a. Daquial — I am meeting with them on Wednesday
3. Donelan — Motion to Table
4. Second - McCracken
2. Marielle’s Group’s
i. Daquial — What are we doing about the attendance policy
1. Zhang — Motion to go into executive session
ii. Albany Society of Physics Students
1. Donelan — We did cut pizza/food for other groups
2. Zhang — 32 dollars for pizza each meeting per person.
3. Daquial Motion to cut pizza to 250
a. Zhang - Second
b. Motion to approve - Donelan
c. Second - Daquial
iii. Angelic Voices of Praise
1. Donelan — Motion to change to Anointed Vessels of
Praise
a. Zhang — Second
2. Zhang — CC Ballroom consistent with price?
a. Salazar — Consistent with SORC prices
3. Daquial uncomfortable with spring retreat because it
looks wrong.
a. Donealn —I can email them.
b. Daquial — We can split up Marielle’s groups but
we can’t approve this
c. Donelan — The
d. Gala vs Service
e. Salazar — Had them for SORC. A lot of people
went to gala which is great. I assume service
complements their org. Usually in a lecture hall
from what I’ve seen.
f. Donelan - Motion to table and email about retreat
i. Daquial - Second
iv. Dance Council
1. Donelan — They are clearly in a predicament
2. Salazar — Budget last year was 14k
a. Salazar — originally they wanted to perform in the
auditorium but they can get splinters. I would be
comfortable with them in the egg
b. Donelan — Motion to approve
i. Zhang - Second
v. Doctors IV Hope
1. Donelan- We cut gifts for other groups
2. Zhang — It might be gifts for panelists
vi.
vii.
viii.
ix.
Xx.
3. Donelan - Motion to cut gifts; they can appeal and
provide more insight on what it really is
a. Daquial — Second
4. Donelan — MOtion to cut community service because its
not itemized; they would already be appealing
5. Daquial — Motion to approve
a. Zhang - Second
Hillel
1. Zhang — Motion to table this because the holiday events
can be broken down. I would like to see a breakdown
a. Second - Donelan
International Association of Emergency Managers
1. Did not submit
2. Donelan — Motion to recess
a. Zhang - Second
Japanese Student Association
1. Did not submit
Pitch Please!
1. Asking for $100 increase.
2. Zhang — I know for every other group we tabled but for
this we can copy and paste
a. Salazar — Yes, we have all the information
3. Zhang — Motion to itemize this quickly
a. Donelan — Second
4. Zhang — Motion to approve
a. McCracken — Second
Serendipity
1. They are asking for $80 less
2. McCracken — For all graduating seniors they give them
flowers and cards
a. Salazar — It is fine as long as it is
3. Donelan — Motion to separate misc. costs
a. Zhang — Second
4. Donelan — Only thing questionable is dippikill.
a. McCracken - that’s one line. If they don’t budget
for the cabins that’s fine and on them.
b. Donelan — I'm cool with it because it’s less than 50
per person for a great experience at Dippikill
which is our subsidiary
c. Donelan — Motion to approve
i. Zhang - Second
xi. The Guild
1. Salazar — They are asking for less.
2. McCracken — ask what they are paying for with upkeep,
what room and space rentals, events need a breakdown,
what are we paying for with card game tournaments
3. Donelan — Motion to table and I will email them
a. Zhang - Second
xii. Torch Yearbook/Photo Services
1. Donelan — Motion to add group name
a. Zhang — Second
2. Zhang - Hard to have cost per head for yearbook and
equipment but there should be one for dippikill
a. Donelan — Motion to table, I will email them.
i. Zhang - Second
xiii. Two and a Half
1. Salazar - Asking for an increase.
2. Zhang — Form what ive seen, teal week and denim day,
they support sexual assault survivors
3. McCracken — Its odd how they list 3 events together and
then list it as one
a. Donelan — Motion to table, I’1] email them
i. Zhang - Second
xiv. UAlbany Sustainability
1. Zhang — Motion to add group name
a. Donelan — Second
2. Zhang — Price per cabin?
a. Salazar — It could be for the whole year or a
weekend
b. McCracken — It says “event” which implies its
once
3. Donelan — Motion to approve
a. McCracken - Second
xv. Under Construction
1. Zhang — What’s the difference btw new member shirts,
conferences?
a. Donealn — And apparel?
b. Zhang — Motion to cut new member t shirts
i. McCracken — Second
2. McCracken — Motion to cut DJ
35
4.
a. Donelan — Second
McCracken — Cut apparel to 1k for both events
a. Doenaln — Second
McCracken — This budget has been cut a bit. I motion to
approve
a. Zhang - Second
xvi. Umoja
1.
xvii. MAP
1.
2)
6.
7.
Did not submit
Salazar — Keep in mind the error in their budget this year.
They are asking for about 200 more.
Zhang — I’m trying to compare the food and beverage for
the bigger ones but I’m not sure. I’m not sure if the
estimated number of attendees is accurate
I went to one and there’s no way there were 200
attendees. The room is too small, HU 354 is a small place
where talks were given
Zhang — The biggest one they have is assembly hall.
Most are in HU
McCracken — PPH is probably too good to be true
Donelan — I am ok with price even if attendees are too
high
Zhang — Moiton to approve
a. Donealn- second
xviii. McCracken Motion to add Middle Earth, Donelan
1.
23
Vice Chairwoman Chairs
Salazar — I looked through middle earth, it looks good to
me. They are asking for 78,093 last year allocated 74k. A
lot of them are the same but there is a new conference.
McCracken — No price per head for that?
a. Salazar — Great question
McCracken — How does salary work?
a. Salazar — They have some part time people
working there. Students can’t help manage the day
to day functions of middle earth and these are
licensed professionals to help. I don’t think they
are undergraduate students. We also pay Shannon,
Dulce, and Dippikill staff.
. Donelan — How much was invoice for ryan russel?
a. - $12,000
. There should be a cost per head for conference because it
is the only new event.
Zhang — Motion to table and have liaison email for cost
per head
a. Salazar -
. McCracken - Motion to have five quad budget emailed to
everyone and ask liaisons to email
a. Zhang — Second
. Salazar - Motion to get out of budgetary business and go
into closing roll
a. Zhang
VIII. Unfinished Business
1. None
IX. New Business
1. JAMSA Contract
i. Tanner saw this for appropriations today and it was approved. It
is by a little booking agency.
ii. They were able to front the 7,500 (6030) they have income
from fundraising. They put all of that towards their first deposit.
Supplemental is for the 5k additional backend cost, we did
approve it. We approved it because our hands were tied. It will
hit the floor on the 11"
1.
2.
Donelan — Hands were tied?
McCracken — I abstained but they approved because if
they already put all their money towards it. Complete rest
of contract
. Daquial — There’s a bit of typos (Wireless microphone)
a. Daquial Motion to change to Three (3) Wireless
Microphones
b. Second - Donelan
c. The numbers add up
d. Passes 4-0-1
X. Closing Roll and Adjournment
L,
Salazar — Thank you for keeping up. $462,300 Allocated. That’s
going to change because club sports, middle earth, five quad is huge.
Thursday will be a big day. Every group we tabled will be up - that’s
30 groups. I need to go through with Sabra all the new and unfunded
requests to make sure that they are eligible.
Zhang — I think a lot were the breakdown. We can fly through them.
Donealn — Can we spend some of our comp review day on it
i. Salazar - that’s past our deadline to send out responses
4. Motion to adjourn
i. McCracken Zhang
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