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Date: May 18, 1997
Type: Executive Board
Time: 3:04 p.m.
Site: Brazos Room
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The first meeting of the 1997-1998 TJCSGA Executive Board was held on Sunday, May 18, 1997, at 3:04 p.m. in the Brazos Room of the San Antonio Airport Hilton in San Antonio, Texas. President Terry Leggett, Frank Phillips College, served as chair, and Parliamentarian Trey Morris, Midland College, served as recording secretary.
The meeting was called to order by President Terry Leggett, Frank Phillips College.
Roll was called by Parliamentarian Trey Morris, Midland College. There were 8 members present, 1 absent. Those present were:
President - Terry Leggett, Frank Phillips College
Vice-President - Jason Biggs, Kilgore College
Parliamentarian - Trey Morris, Midland College
Treasurer - Shannon Bell, Odessa College
Bulletin - Betra Adame, Del Mar College
Host - Jonathan Donaldson, Navarro College
State Advisor - Lisa Anderson, Kilgore College
State Advisor-Elect - Matt Veach, HCCS-Southwest
Secretary school Brazosport College was absent. A quorum was met.
Observing the meeting were John Green, Frank Phillips College; Jan Reed, Midland College; Seree Gladson, Odessa College; Homer Ramos, Del Mar College; and Shannon Eddins, Navarro College.
The Orders of the Day were read by Parliamentarian Trey Morris, Midland College. There were no additions or corrections, and the orders were accepted as read.
Ice Breaker
President Terry Leggett asked State Advisor Lisa Anderson to explain the Ice Breaker. Lisa instructed everyone present to choose a car, a color, and a cartoon character that they felt best described themselves. Parliamentarian Trey Morris moved that we recess to complete the Ice Breaker. Host Jonathan Donaldson seconded. The motion carried and President Terry Leggett declared the meeting recessed.
President Terry Leggett called the meeting back to order at 3:33 p.m.
Officer Reports
A. President Terry Leggett, Frank Phillips College, said he was glad to see everybody here, and that he was very glad about the group we had. He said that the agenda was lengthy but that it wasn’t anything we couldn’t handle. Also, because the agenda is so lengthy, parliamentary procedure would be more lax than usual. As we progressed, parliamentary procedure would be brought up to a higher level. Copies of the letter he sent out were passed out for those who did not receive it. He asked everyone to bring three goals that they would like to see reached by the State Convention. Every group wants to make their convention better, but as high a level as this organization has been at makes it difficult to improve, but we still will. His goals for us are:
Vice-President: Questionnaire sent out in the fall regarding entertainment; did they like it, what would they like to see, etc. It’s difficult to schedule entertainers anyway, so schedule early and be prepared for cancellations.
Parliamentarian: Send out parliamentary newsletter, common stuff and explain stuff that happened at last year’s convention, just to help elevate level of parliamentary procedure.
Secretary: Send out minutes from executive board meetings to all schools, also to FPC so they can be put on the web page.
Treasurer: Send out quarterly reports, so we can know who has paid dues.
Host: Registration packet in brochure form, avoid losing papers.
State Advisor-Elect: Make list of all schools, designate members and non-members and give to Treasurer, try to get more schools to join.
State Advisor: Send out more correspondence to State advisor group.
President: Create TJCSGA brochure to distribute to all junior colleges; be most positive, most energetic, and most motivational leader he can. At next executive board meeting will have gold lapel pins that say "Whatever It Takes" to be Executive Board slogan. Whatever it takes to do a great job, have a great convention, to overcome any problems. Also, would like for everyone next year at State Convention to bring own soap and shampoo, and then donate soap and shampoo from hotel to a charity.
B. Vice-President Jason Biggs, Kilgore College, said that at last two conventions there were groups that were against each other. Doesn’t know what we can do about it, but it seems to go deeper than politics and at large meetings we should make it so that schools are not going after other schools. Also, in the free time there should be planned activities so we can meet people from other regions and get to know them.
C. Parliamentarian Trey Morris, Midland College, said that he wanted to determine the status of the Student Uniformity Book. Also, if possible, it would be nice for us to attend the various region conventions and possibly hold workshops on parliamentary procedure. We should use parliamentary procedure to expedite the meetings, and not to hold us back. Any suggestions for changes to the constitution are welcome.
D. Secretary was not present.
E. Treasurer Shannon Bell, Odessa College, said that she was glad to be here and agreed that we should all try to attend region conventions. She wanted to see more unity throughout the state, and did not have the information previous to the meeting to deliver a full Treasurer’s report at this time.
F. Bulletin School Representative Betra Adame, Del Mar College, said that she agreed with "Whatever It Takes" and wanted to see it implemented. She was also in support of the concept of visiting various region conventions. She wants to include more cartoons, interesting things in the bulletin and take advantage of Del Mar’s new Technology Center, and wants to institute a Communications Award. She wanted to see some sort of service project, along the lines of "Adopt a Nursing Home" or "Adopt a Grandparent" and make it statewide.
G. Host Jonathan Donaldson, Navarro College, listed personal satisfaction and pride as his goals, and said that if we all did the best we can, this convention will rock, and that we should work for others but also work for ourselves. He said that last year’s convention changed his whole perspective around and that we should "continue the excellence." We can touch a lot of people in special places, and we should strive to make the students remember the 1998 convention forever. The hotel will seat everyone. The ballroom can hold a maximum of 1000 people, and another ballroom can hold 300 people. There are several rooms for region meetings, and a special meeting room for the executive board. Letters about food will be sent out to every school to minimize complaints. He said a letter has been mailed out about the theme. The rooms are a good price. He knows we will do well, and he hopes we do better than we think we can. President Terry Leggett commended Jonathan Donaldson and Shannon Eddins on the hotel and on the preparation they have done. The hospitality is wonderful and he is impressed.
H. State Advisor Lisa Anderson, Kilgore College, told us that she has been doing advising for a long time and every year she wonders how next year’s group can be better, and every year it is. Each year we do things differently and improve on them and things always turn out better than expected. We have big shoes to fill, but we can fill them. We won’t do everything exactly the same, but different is usually better. The hotel is wonderful, the parking situation, the fact that we can all be in the same hotel is wonderful. She warned Jonathan that the response about the food would be overwhelming and not to get stressed. Her main goal is to make herself accessible to us, and she wants to leave Matt in the position where next year he has to say "we have big shoes to fill." She wants to correspond with us weekly and then daily as the convention approaches. She said that she thought that we could strike a useful balance with parliamentary procedure. We have to rely on Trey’s interpretations and let him explain so we can make decisions and move on. She expects every one of us to have something in each issue of the bulletin, whether about parliamentary procedure or bios on the entertainers, treasurer’s reports, etc. There will be so many things that we want everyone in the association to understand and the bulletin is the way to do that. She likes the idea of going to the region conventions, because it makes us more accessible. When we get our fall schedules we should let her know so we can keep in touch better. She looks forward to the next many hours and hopes that we can get a lot accomplished. She has noticed the laughter and relaxed feeling, and is glad we feel comfortable with each other.
I. State Advisor-Elect Matt Veach, HCCS-Southwest, wants to be pinched. He has a unique perspective, both as an advisor and as a student. His foremost goal is to serve us, and he wants us to call him or email if we need him. He wants to be as accessible as possible. His second goal is to recruit more colleges and people for the TJCSGA. This has happened with his region, such as Alvin Community College. He agrees with Jason that the adversarial atmosphere must be improved. We must agree to disagree, and our disagreements must stay within the room and not be carried out of it. This is a dream come true for him, and he is glad to be here helping put on the best convention possible.
New Business
A. 1998 State Convention
President Terry Leggett handed out packets with information they used when Frank Phillips College was Host school. They are there for us to look at and decide if we should keep, change, throw out, etc. We should bring up our ideas so everyone can benefit. Parliamentarian Trey Morris moved that we suspend the rules to discuss Section A of New Business. Vice-President Jason Biggs seconded. The motion carried.
President Terry Leggett reinstated the rules at 7:36 p.m. Vice-President Jason Biggs moved that the meeting be adjourned until after the meeting with the hotel tomorrow morning. Bulletin Representative Betra Adame seconded, the motion carried.
The meeting was adjourned to a fixed time at 7:37 p.m.
President Terry Leggett called the meeting back to order at 12:51 p.m. on May 19, 1997. Those present included the participants from yesterday, with the addition of Secretary Melanie Guerrero, Brazosport College, and Cheri Morrow, Brazosport College. Shannon Eddins led us in an invocation.
President Terry Leggett reviewed what was discussed while the rules were suspended. Discussion was begun. President Terry Leggett noted that in order to have discussion without a motion, we must suspend the rules. Host Jonathan Donaldson moved that we suspend the rules to discuss a theme. Vice-President Jason Biggs seconded, the motion carried. President Terry Leggett suspended the rules at 12:56 p.m.
President Terry Leggett reinstated the rules at 2:53 p.m. Host Jonathan Donaldson moved that we accept "TJCSGA: Whatever It Takes... Unlock Your Potential" as the theme for the 1998 Convention. Parliamentarian Trey Morris seconded, the motion carried.
Host Jonathan Donaldson moved that we tentatively add the following paragraph to the competition guidelines: "The purpose of these competitions is to cause students to reflect on the role of their SGA in their school and their community with an eye toward preparing future SGA members to continue their work. Successful entries will demonstrate the importance of the interaction of various student groups of their college toward common goals." Bulletin Representative Betra Adame seconded, the motion carried.
Host Jonathan Donaldson moved that we tentatively add the following paragraph to the media portion of the competition guidelines: "Can be generated by computer (i.e., multimedia), slide show (i.e., series of pictures), video equipment, but it must be submitted on standard VHS video tape." Parliamentarian Trey Morris seconded, the motion carried.
Host Jonathan Donaldson moved that we tentatively add the following paragraph to the scrapbook portion of the competition guidelines: "To show how this year’s SGA has affected its college campus and community through pictures, newspaper clippings, and various scrap material to use as an idea giver and in turn a memory enhancer." Vice-President Jason Biggs seconded, the motion carried.
Bulletin Representative Betra Adame moved that we tentatively accept the following changes to the essay portion of the competition guidelines: numbers 1 and 2 be made into paragraph from reading "Entries should incorporate a variety of activities provided by the student government association of your school and should incorporate policy making of your student government (i.e., how your school has benefited from your student government’s actions)." Numbers 3, 4, and 5 to be renumbered into 1, 2, and 3. Treasurer Shannon Bell seconded, the motion carried.
Treasurer Shannon Bell moved that under awards we add: 4. Communication Award. Bulletin Representative Betra Adame seconded. Parliamentarian moved that the motion be amended to read "4. Communication Award, judging criteria to be determined by Bulletin Representative Betra Adame." Bulletin Representative Betra Adame seconded, the motion to amend carried. Host Jonathan Donaldson raised a point of information concerning where the resolutions should be mailed, President Terry Leggett said they should be mailed to him. President Terry Leggett put the question on the amended motion, the motion carried.
Vice-President Jason Biggs moved that we change the campaign guidelines in the following ways: Renumber item 14 to be item 15 and include item "14. No campaign items shall be thrown or tossed through the air during campaign time or general sessions." Also, amend item 7 to state "Only masking tape may be used to hang posters from the walls; no posters may be hung on the doors." Bulletin Representative Betra Adame seconded, the motion carried. Bulletin Representative raised a point of information to remind whomever printed out the guidelines to boldface the new amendments.
Bulletin Representative Betra Adame moved that the following corrections be made to the deadlines: All amendments, all resolutions, and all honorary member nominations due February 17, 1998, pending acceptance of convention dates; also that the address on the nomination forms be changed to mail to TJCSGA President - update to FPC, Terry Leggett. Treasurer Shannon Bell seconded, the motion carried.
Bulletin Representative Betra Adame moved that we correct the last part of the competition and judging requirements to reflect change in President. Treasurer Shannon Bell seconded, the motion carried.
Vice-President Jason Biggs moved that the Campaign Guidelines be changed to reflect the correct dates for this year’s convention. Bulletin Representative Betra Adame seconded, the motion carried.
Treasurer Shannon Bell moved that accept the tentative budget as read:
Income: Dues: $7,500
Registration:
270 @ $85 = $22,950
180 @ $95 = $17,100
Total: $47,550
Expenses: Executive Board Meetings:
May Meeting: $1300
November Meeting: $1300
Convention: $1500
Total: $4100
Region Conventions: $2000
Convention Expenses:
Meals: 450 @ $66.00 = $29700
T-shirts: 450 @ $7.00 = $3150
Speakers, entertainment: $2500
Printing: $1000
Awards: $1000
Total: $37350
Total Expenses: $43450
Income Statement:
Income: $47550
Expenses: $43450
Surplus: $4100
Bulletin Representative Betra Adame seconded, the motion carried.
Bulletin Representative moved that on-site registration be $115 and sponsor’s registration be $95. Vice-President Jason Biggs seconded, the motion carried.
Vice-President Jason Biggs moved that we accept March 19-22, 1998, as the convention dates. Host Jonathan Donaldson seconded, the motion carried.
Vice-President Jason Biggs moved that we accept the tentative schedule of events as written, with the exception of 7 workshops instead of 3. Bulletin Representative raised a point of information: Do we need to specify the proposed changes of the theme? President Terry Leggett said that as long as it was tentative we could accept a final schedule in the fall. Host Jonathan Donaldson seconded, the motion carried.
Bulletin Representative Betra Adame moved that we recommend the following changes on the Ethics Policy: The date be updated, and that number 19 be replaced with the Federal Equal Opportunity Clause. Host Jonathan Donaldson seconded. Parliamentarian Trey Morris pointed out that the FEOC does not include protection from discrimination on the basis of sexual orientation. Bulletin Representative Betra Adame moved that the motion be amended to include sexual orientation with the FEOC. Parliamentarian Trey Morris seconded. The motion to amend carried. The amended motion carried.
Parliamentarian Trey Morris moved that we postpone any changes to the Student of the Year competition pending the results of a poll to be carried out in the fall bulletin. Treasurer Shannon Bell seconded, the motion carried.
Host Jonathan Donaldson moved that we change the TJCSGA Honorary Member Nomination Form: Nominated By would read Nominating College. Vice-President Jason Biggs seconded, the motion carried.
B. Other New Business
Parliamentarian Trey Morris moved that we accept November 9-10, 1997, as the dates of the fall executive board meeting. Bulletin Representative Betra Adame seconded, the motion carried.
Announcements
State Advisor Lisa Anderson said that the executive board did a great job, excellent work.
Bulletin Representative Betra Adame said that she knew we would have a lot of stuff for the upcoming bulletin, and if possible over the summer if the officers would put together a little bio for a bulletin in mid-September.
Parliamentarian Trey Morris said that he would be sending out a request for roster information in early August, and that after that he would be mailing out a new constitution, ethics policy with recommendations, and updated roster.
Vice-President Jason Biggs said that after the meeting, we should all have a group hug. He said it would work out if we went boy-girl-boy-girl, but so as not to discriminate against anyone, boy-boy or girl-girl would be ok, too.
President Terry Leggett said that this meeting lived up to all his expectations, that he was looking forward to working with us, and it was just going to get better.
President Terry Leggett adjourned the meeting at 3:49 p.m.