Graduate and Professional Student Assembly Business Meeting Minutes

Big Red Barn Greenhouse February 26, 2001 5:00–6:00p.m.

Attendance: 2000–01 GPSA Members 4/24 8/28 9/25 10/30 11/27 1/22 2/26 3/26 4/23 Debbie Anderson P P E A A A A Virginia Augusta A P P P P P P Pat Carr P P P P P P P Erica Doerhoff P P Stefan Hames P P P P P E P Sergei Krasulya P P P P P P P Bhaskar Krishnamachari P P P P P E A Krysta Levac P P P P P P P Aaron Saathoff P P P P P P P John Sebastian P P P P P P P Lidija Sekaric P P P P P P P Eric Sprague A A A A A Lakshmi (Vatsa) Srivatsa A on-leave — resigned 8/00 Andrew Thomas A P P A P P P Lotus Wang P P P A A A P Jessica Ward P P P P P Krista Zanetti P P P P P P A Others Present: B. Bailey, Kris Corda, P. McPheron, V. Blodgett, and M. Carvalho.

I. Call To Order

P. Carr, At-Large Representative and President of the 2000–2001 GPSA, called the meeting to order at 5:00 p.m.

II. Open Forum

P. Carr told members he had attended a student-elected Trustee session prior to attending this meeting. Candidates for the Trustee Race were announced. They were: Leslie Barkemeyer ‘03, Evan Lupion ‘03, Emanuel Tsourounis II ‘00 JD ‘03, Heather Wynder PhD ‘04, and Ron Zember ‘04.

H. Wynder, 2nd year PhD candidate and a candidate for student-elected Trustee, introduced herself to GPSA members and announced her candidacy. She stressed that it would be very helpful to have a graduate student in this position. She acknowledged the challenge of mobilizing graduate students to vote and asked for the GPSA’s help in getting the word out to other graduate and professional students. She asked for members of the GPSA to support her in this race. She will be sending an email about herself and the race to the GPSA.

V. Augusta, College of Agricultural and Life Sciences, Social Sciences Representative, asked when elections were taking place.

H. Wynder replied that they would be held on March 6th and 7th at several locations around campus.

P. Carr announced that polling locations would include buildings frequented by graduate and professional students and named the Big Red Barn, Vet School, Law School, and Sage Hall as some of the places one could vote.

B. Bailey, Office of the Assemblies, added that election postcards would be mailed in the next couple of days to graduate students who live locally. These postcards are timed to be sent closer to the election dates and hopefully will help remind students they have this opportunity to vote for Student-elected Trustee.

H. Wynder also announced that one incentive for voting would be a 20% off coupon from the Cornell Campus Store.

III. Approval of GPSA Minutes

The January 22, 2000 GPSA minutes were approved as amended.

IV. Announcements and Reports

A. Executive Committee

P. Carr reported a graduate/professional student vacancy on the Faculty Advisory Committee on Athletics and Physical Education. No members present indicated interest in filling the vacancy.

P. Carr also announced that Walter Cohen, Dean of the Graduate School, sent an email regarding the grievance procedure in the graduate school. Language will be added to the grievance procedure to state that the Dean of the graduate school must work with the Dean of the department involved when grievance cases arise.

B. University Assembly

K. Levac, Other Representative and University Assembly (UA) Vice Chair, reported that the UA was getting ready to review the program documents for CURW, Campus Store, Gannett, and Transportation Services. The documents will be examined at the March and April UA meetings, but there will also be open forums held for public comment and input prior to the program documents being brought before the UA.

K Levac also related that the UA resolution to get UA designated members on the TCAT board was supported by all of the assemblies but ultimately rejected by the President.

S. Hames, Division of Biological Sciences Representative, asked if the President gave any explanation for his decision.

K. Levac replied that the President said that TCAT was a business and there are already 3 Cornell people on the board representing the interests of the Cornell community. Anyone can contact those 3 people with any concerns or comments.

A. Saathoff, College of Agricultural and Life Sciences (Biological Sciences) Representative, told members that the UA also discussed its role and the way it fits into the Cornell governance system. He mentioned there is a feeling that constituents most often approach the constituent assemblies with issues or concerns and many do not utilize the UA. The UA is looking to focus more on what each assembly is doing and incorporate that into the UA.

K. Levac clarified that the big issue is surrounding the purpose of the assemblies. What is their real power? What can they really do? She informed members that the Fall 2001 Advance would focus on introspection regarding the role of the assemblies.

S. Hames commented that there is a high turnover rate from year to year in the assemblies, so the administration is able to continue doing the same things. He felt the same issues kept coming back.

K. Levac expressed the need for more honest discussions about what the assemblies can and cannot do so they can focus their efforts appropriately.

C. Big Red Barn

V. Blodgett informed members that she discussed the GPSA’s desire to continue programming efforts in the Big Red Barn (BRB) over the summer with Dean Cohen. She reported that Dean Cohen felt the matter was resolved since Cornell Dining agreed to keep the BRB open from 9am-3pm Monday through Friday over the summer.

V. Blodgett, Assistant Director of Graduate Student Life, explained that the Graduate School has not replaced Hillary Ford since she left Cornell in January. This has caused the loss of a person for graduate student life. V. Blodgett and K. Corda, Director of the BRB, explained that they are not in a position to provide professional over view of the BRB over the summer and that if graduate students want alcohol service during the summer they may want to look into hiring Cornell Dining (catering) for this.

P. Carr said that he would have another conversation with Dean Cohen because his understanding was a bit different.

K. Corda discussed things that could be done to improve the Big Red Barn. This was in response to the GPSA indicating their possible interest in using some of their surplus money for this reason at their last COR meeting. She suggested the following possibilities: 1) purchasing a new computer. The current computer is old and slow. She was told by the campus store that they could get a new computer with Bear Access on it for under $1,000. 2) installing 3 or 4 ethernet connections upstairs so people can plug in their laptops. Costs total approximately $2,000. 3) improving ventilation. She has not received a response regarding this yet. She mentioned that the work might be done by either Cornell Dining or University Maintenance. 4) purchasing new patio furniture. She will be meeting with Dining on Friday, however, to see if they would be willing to cover this cost instead.

V. Blodgett clarified that the BRB would pay the monthly ethernet costs. Item two would only be asking the GPSA to pay the initial installation costs.

K. Thompson suggested that acknowledgment of donations made by the GPSA for things such as a new computer, ethernet connections or patio furniture be done. He suggested writing “paid for by the GPSA” on anything the GPSA buys. He argued that many people aren’t aware of the GPSA and this would be one method to help raise awareness.

K. Corda added that the GPSA might also want to have a monthly event in order to get their name out.

S. Hames asked if Cornell makes money from the Big Red Barn?

V. Blodgett replied that Cornell does make some money, but not as much as they would like. They asked to have undergraduate meal plans accepted at the Big Red Barn to help increase the revenue. On average, Cornell makes $1,000 a day in revenues at the Big Red Barn.

S. Hames calculated that Cornell makes approximately $200,000 a year from the Big Red Barn.

P. McPheron, Director of Graduate and Professional Student Housing, clarified that dining units operate as separate profit centers. Each individual unit and manager is in charge of their own costs.

S. Hames asked if the Big Red Barn is a sub-unit?

P. McPheron replied that it is considered a separate sub-unit.

V. Blodgett interjected that the food, plates, forks, etc. are bought from Trillium.

K. Thompson commented that Trillium is going to be closed over the summer.

P. McPheron suggested looking into having CIT supply public kiosks for the BRB. CIT would take care of all of the service costs and the BRB would have no costs.

P. Carr asked about the experimental wireless technology that is available in some buildings.

K. Thompson responded that it still has quite a way to go before he thinks the public would find the performance acceptable. Even within a building one can still have problems getting a signal.

V. Unfinished Business and General Orders

A) GPSAFC Treasurers’ Guidelines Changes

J. Sebastian reported that the resolution brought to this meeting is basically the same as the one brought to the February 12 COR meeting. Typos were fixed and this is now the final version.

B) GPSAFC Changes Regarding Summer Funding

J. Sebastian reported that they are still very much interested in summer funding for organizations. The problem they are running into is how to change their current funding cycle, which runs from August-May, and still operate under Cornell’s funding calendar. They are still working through various details with the SAFC/GPSAFC office.

P. Carr proposed that they might be able to get a non-standard budget cycle such as September-September. He mentioned the pep band and marching band are currently using such non-standard cycles.

L. Sekaric asked if the GPSAFC currently pays for honoraria and guest speakers?

J. Sebastian answered that they currently do not - this is a new addition.

S. Hames moved to adopt the resolution.

It was approved by the GPSA by acclamation.

The text reads as follows: R.2

Resolution on Changes to Specific Guidelines for Graduate Student Organizations Section and the Funding Process and Line Item Concept Section of the GPSAFC Treasurer’s Handbook

Whereas the GPSAFC is receiving funds from activity fees paid by the graduate student body for distribution to graduate student groups, and

Whereas feedback from these graduate student groups has indicated a need to improve GPSAFC guidelines to allow more freedom of spending,

Whereas the GPSAFC has discussed and agreed upon the following changes,

Be it therefore resolved that the Graduate and Professional Student Assembly approves the attached changes to the GPSAFC Treasurer’s Handbook.

Respectfully submitted,

John Sebastian GPSAFC Chairperson

Graduate and Professional Student Assembly Finance Commission Treasurer’s Handbook August 2000

VI. Specific Guidelines for Graduate Student Organizations

“Speaker” allocations will pay only for travel, honoraria/speaker fees, meals and lodging for the speaker. Reimbursement for speakers’ meals will be paid only if restaurant receipts are submitted indicating separate meals. Honoraria/Speaker fees will be funded with an annual limit of $200.

The GPSAFC will not fund activities for which a student can receive academic credit. This includes seminars and colloquia which may be taken for credit.

Funding for social events will not exceed $300 or 25% of an organization’s allocation, whichever is greater, per funding cycle.

Funding for receptions will not exceed $350 per funding cycle.

B. The Commission has decided that it WILL NOT FUND the following:

Publication of Academic journals.

HOW TO APPLY FOR FUNDING FOR YOUR GROUP

The Funding Process and Line Item Concept

Speaker Expenses � 4) Honoraria — Honoraria can be funded with a funding cycle limit of $200. There is also a limit of $200 per speaker.

Reception - The GPSAFC can allocate funds for speaker or program receptions. However we are unable to provide funding for a major reception. The maximum funding from the GPSAFC for a reception is $350 a funding cycle.

Social - The GPSAFC tries to provide every graduate organization with some social activity funding. Small social gatherings are the norm. The maximum funding for social funding is $300 or 25%of the total budget allocation (whichever is greater).

As approved by the Graduate and Professional Student Assembly on February 26, 2001 by acclamation.

C) Red Robe Rental

K. Levac told members she has gotten feedback from students in response to her issue regarding renting red graduation robes for the graduating PhD’s students. People who responded to her query were overwhelmingly in favor of giving students the option to rent the red robes. K. Levac then followed up with Connie Mabry, the Cornell Commencement Coordinator, to check into the feasibility of this. C. Mabry is trying to contact Cornell’s robe representative to see if it would be possible to offer PhD candidate students the option to rent red robes. K. Levac mentioned that all the law school graduates wear red robes. Since they graduate 2 weeks before everyone else, it may be an option to see if it would be possible to “recycle” those robes for rental.

If Cornell agrees to provide renting red robes as an option, the remaining questions would be: 1) Would they be available for the ‘01 graduation? 2) Would there be enough recycled law school robes for the remaining PhD students? 3) Would they be able to rent them for the same $40 fee charged to the law students?

S. Hames asked how many PhD students, on average, walk in graduation.

K. Levac replied that she was told approximately 500 students typically walk in the ceremony. Guidelines may need to be implemented to help with organization and planning and PhD students who wish to participate may need to be given a deadline to respond if they want to rent red robes.

P. Carr informed members there was an addition to the meeting agenda. The topic of “budget surplus” should have appeared on the agenda since it was brought up at the February 12 COR meeting with a plan to follow-up on the discussion.

D) Budget Surplus

K. Levac presented to the group that a stable sum of approximately $18,000 is in the GPSA account. She had thought this amount would continue growing each year, but has learned that the GPSA spends as much as it brings in each year to pay its own bills for items such as copying, election costs, food at meetings, and NAGPS. She reported that some of the most popular suggestions for using some of this excess money that she received were: 1) decrease the money collected from the student activity fee. K. Levac argued that this would not be a feasible option because they would lose money. 2) buy a computer for the Big Red Barn or add ethernet ports (3 people) 3) establish an emergency assistance fund (3 people). K. Levac clarified that since the GPSA isn’t adding money to its account every year that this might be too complicated. 4) sponsor a large graduate student community event (2 people) 5) one person suggested getting a speaker

S. Hames suggested leaving the bulk of the money in a fund for use when special assistance is needed. He mentioned the National Association for Graduate and Professional Students (NAGPS) also was a worthy expenditure for the money.

V. Augusta asked what the NAGPS does?

S. Hames responded that this is a national organization that lobbies in Washington, D.C., on behalf of graduate and professional students. They focus on lobbying congress on a wide range of issues, they provide an alternative insurance plan, and they have a job board among other things. They also have conferences that Cornell GPSA members have attended on occasion.

K. Levac reported that one person emailed her with an opinion that their department opposes putting money into the Big Red Barn because no one in their department uses the Big Red Barn.

A member noted that the GPSA spends money on other things, such as Cornell Cinema and CUEMS, that are not used by every graduate and professional student. However, it is felt that these are widely used by many of the constituents and therefore is an acceptable use of the money.

S. Hames suggested using the money to buy two iMac’s for the BRB. He felt it would be good to have modern computer equipment that could perform current functions with ease.

K. Thompson expressed his concern that public computers with programs on them may encourage people to use them for long-term use as opposed to serving the purpose of checking email or other fairly quick functions. This would then cause problems because people might “tie the computers up”.

K. Levac suggested looking into getting public kiosks from CIT for free as had been mentioned earlier in the meeting.

A. Saathoff suggested getting ethernet ports. Computers become outdated quickly and the ethernet connections would last a long period of time.

S. Hames asked if someone connecting to the ethernet ports would need to put in an ICP number.

K. Corda volunteered to ask CIT if someone would just be able to plug in their computer or if they would need to know an ICP number.

P. Carr stated that this discussion would be postponed until the GPSA could get a quote on the amount it would cost for ethernet ports and hear about CIT supplying public kiosks.

VI. New Business

P. Carr announced that if anyone had any suggestions about the student activity fee process to send an email to either Pat Carr or Lotus Wang.

V. Blodgett offered to help to make the GPSA more visible to the graduate students if the GPSA wanted to come up with ways that they could help.

VII. Adjournment

P. Carr adjourned the meeting at 6:00p.m.

Respectfully Submitted, Melissa Carvalho, student clerk