SBA Board Meeting Minutes- 8.28.16

SBA Board Meeting Minutes 8.28.16

SBA Board Meeting Agenda  (8/28/16)

1. Call to Order

– Nikki @ 6:04

2. Approve Agenda for 8/28/16 meeting

Motion to Approve: Britt, Second: Chanel

3. Approve minutes for 8/21/16 meeting (moved off record)
4. the outcome of the vote on the agenda is not indicted
5. Change “Brittan” to Brittany or “Britt”

1. Change “Carrie” to Keri

1. Under Barrister’s, “Reason for” was participation in last year’s committee, did a great job

1. Change “Silvia” to Sylvia (global change)

1. Who made the motion to approve the 4E rep?

1. Diversity is its own committee with a separate budget from career development, the minutes indicate they are one in the same

1. Halfway There bumped to $4,000 (not “$40”)

1. Career Development does not get “club funding,” please delete

1. Did the board vote to approve the budget?  It’s not clear and no vote is indicated

1. Did the board vote on the amendment to the start-up fund bylaw amendment?  It’s not clear and no vote is indicated

1. Outcome of motion to adjourn?

4. Language for Bylaw for late request- Mary. (see language below)

Current Provision

Section 1.01 Eligibility for Sponsored Activity Grant Funding.

(f) Late applications will be considered on a case by case basis.  However, the SBA Board retains the discretion to deny an application solely on the factor of being a late submission..

Proposed Amendment (8/28/16)

(f) Late funding applications will be considered according to the following guidelines:

• Applications submitted one to six (1-6) days late shall receive a 10% funding deduction from the amount requested.

• Applications submitted one (1) week late shall receive a 15% funding deduction from the amount requested.

• Applications submitted two (2) weeks late shall receive a 25% funding deduction from the amount requested.

• Applications submitted three to four (3-4) weeks late shall receive a 50% funding deduction from the amount requested.

(iv)       Any request that is submitted more than four (4) weeks late will be denied.

SBA may further reduce funding allocations where CSOs have sufficient existing funds in their account to pay for the event.  SBA may also utilize its discretion to determine whether further reductions are appropriate on a case-by-case basis.

1. Non-amendment. Amend to a policy to be posted in SBA room and sent out to clubs. – Nikki

1. Amend language of “weeks” to “days” late

1. At 14- day mark, no more funding forgiveness- Chanel

– Agreed to as a board

5. Language for food/drink policy

– move to change proposed language non-alcoholic to language that conforms with McGeorge policies (Chanel)

– Motion to Approve: Nav, Second: Rachel

6. Funding Requests
   1. Woman’s Caucus
      1. $1,200 to use towards event. $3,000 estimated ticket sales + auction items
      2. Mtn to approve with claw back to up $2500 loaned by SBA- Chanel. [Motion to amend- Chanel]

• Amend mtn- lend 2,500, claw back 2,000 Chanel [retract Motion- Brandon]
  1. Section 1.03- SBA McGeorge Policies (Sylvia and Brandon): CSO, Charity, or scholarship. SBA can match 1:1

1. Mtn to 50% of profit made, up to the original amount borrowed goes back to SBA (Rachel) [Retracted]
2. Mtn to claw back 50% of clawback funds and apply matching funds to remaining $1250 (Brandon) [Retracted]
3. Mtn Funding $2,500, clawback $1,250 (50% of original amount requested)-Tyler, second- Brandon. Abstain- Sylvia, Brittany
   1. POLICY for future reference: Claw back 50% of future funds donated by SBA

1. McGeorge Soccer Party
   5. Sept 10 (Sat) tournament, teams of 5.
      1. Mtn to fund: chanel, second Brandon. No abstains
   6. Discuss amendment to Bylaw 5.05(a) Representative at Large description – Mary Varni
      1. Reserve discussion for next meeting
   7. Discuss amendment to Bylaw 6.02 SBA standing committees – Mary Varni
      1. Reserve discussion for next meeting
   8. Claw-back policy
      1. Matching Funds: Discussion amend language of the claw back policy:
         1. (break to sing Brittany “Happy Birthday”)
         2. Removal of matching funds: Current Mc George admittance is large and Board has a healthy budget. For future boards, looking at their budget, it is up to their discretion the percentage to claw back- Chanel
         3. 2015-2016 board ran into issues with funding and not clawing back funds for Fall Spectacular
         4. Sylvia- matching funds encourages clubs to invest in their events, and SBA’s negotiation tool
         5. “May request”, not “shall grant” language is important in the claw back policy- Nikki
         6. We should add language defining “matching funds”- Navi
      2. Motion to completely remove “matching funds” from language of 1.03. Second- Mary. In favor- 5. (see language below)

“CURRENT LANGUAGE

Section 1.03 Events for Profit, Charity, or Scholarships.

(a) Clawback provisions- If an event makes a profit the CSO will be required to refund SBA the full amount of money granted or the full profit, whichever is less. The CSO must refund SBA whether or not the profit is for the CSO, charity, or a Pacific McGeorge Scholarship. If an event intends to make a profit but is unsuccessful in doing so, the CSO is not required to refund SBA.

(b) Matching funds – If an event’s proceeds are going towards a charity or CSO scholarship, the CSO may request 1:1 matching funds.  No refund to the SBA will be required for matching funds.

(c) A CSO may request a combination of funds (Clawback and Matching) subject to subsection (a) and (b) restrictions.

PROPOSED LANGUAGE TO WORK WITH

Section 1.03 Events for Profit, Charity, or Scholarships.

(a) Clawback provision – If an event makes a profit, the CSO will be required to refund SBA one-half (50%) the amount originally requested and funded from SBA. The CSO must refund SBA whether or not the profit is derived from a CSO, charity, or a Pacific McGeorge Scholarship. If an event intends to make a profit but is unsuccessful in doing so, the CSO is not required to refund SBA.

(b) Matching funds – If an event’s proceeds are going towards a charity or CSO scholarship, the CSO may request 1:1 matching funds.  No refund to the SBA will be required for matching funds.

(b) A CSO may request a combination of funds (Clawback and Matching) subject to subsection (a) and (b) restrictions.”

10. Closed meeting section (UOP changes) – not discussed

Meeting Adjourned @ 7:32 – Nikki

– All in favor ]