General Body Meeting

1/15/17

9:00PM-12:00AM, Benjamin Franklin Room, Houston Hall

  1. Roll Call
  2. Open Forum
  3. Reports
  1. President’s Report
  1. Upcoming Meetings
  2. Spring Semester Administrator Meetings
  1. Vice-President’s Report
  1. UA Steering Dates
  1. UA Report
  1. GBM Schedule for Spring 2017
  1. Treasurer’s Report
  1. New Funding Steering Assembly Member
  1. Executive
  1. Old Business
  1. Bylaw Amendment
  1. Budget 
  1. Updated Contingency Guidelines
  1. Academic Initiatives
  1. Discussion Papers
  1. 2019-2020 Academic Calendar Discussion Paper
  1. Dining, Sustainability and Facilities
  2. Social Justice
  1. Completion Reports
  1. UA Winter Clothing Drive
  1. Student Life
  2. External Seats
  3. Communications


Reports


President’s Report

  1. Upcoming Meetings:
  1. Spring Semester Administrator Meetings
  1. President Gutmann (2/1)
  2. Provost Price (2/3)
  3. VPUL Val Cade (2/6)
  4. SRFS (joint meeting with SCUE)
  5. Business Services
  6. Chaplain’s Office
  7. NSO Office

Vice-President’s Report

  1. UA Steering Dates
  1. This semester, UA Steering dates will be: 1/24, 2/7, 2/21, 3/14, 3/28, 4/11. They will be on Tuesdays at 7:30pm in JMHH F55 unless otherwise noted.

UA Report

  1. GBM Schedule for Spring 2017

GBM #

Date

Start Time (EST)

Location

1

January 15th

9pm

 

Benjamin Franklin Room,

Houston Hall

2

January 22nd

9pm

 

Benjamin Franklin Room,

Houston Hall

3

January 29th

9pm

 

Benjamin Franklin Room,

Houston Hall

4

February 5th

1pm*

 

Room 108,

ARCH Buidling *

5

February 12th

8pm*

 

Room 240,

Huntsman Hall *

6

February 19th

8pm*

 

Room 240,

Huntsman Hall *

7

February 26th

9pm

Benjamin Franklin Room,

Houston Hall

8

March 19th

9pm

The Class of 1978 Pavilion,

6th Floor Van Pelt *

9

March 26th

9pm

Benjamin Franklin Room,

Houston Hall

Comm

April 2nd

9pm

Benjamin Franklin Room,

Houston Hall

* Irregular meeting time/location.

 

Important information:

1-    The budget meetings on February 19th and 26th count for double attendance. You will need to stay for 2h to get half attendance and cannot leave the room for more than 20min. The last GBM is on March 26th. This means that we technically have 11 GBMs, and that you can miss up to 3.5 GBMs.

2-    The meeting on April 2nd is our Communications Meeting. This is the time where we have an entire meeting dedicated to Communications, reflecting on the past year and concluding our session. This meeting is not open to the public.

Treasurer’s Report

  1. New Funding Steering Assembly Member
  1. The Assembly of International Students, AIS, was added to the Common Funding Application as a funder and with the advice and consent of the UA Exec, as per the bylaws, will be added to the Funding Steering Assembly of 2016-2017.  


Executive


Old Business

Attendance Bylaw Amendment

Authored by: Jay Shah, Naomi Kadish, and Eric Tepper

Background

It was brought to our attention that a situation where a member has to miss more than the allotted absences for legitimate reasons (including but not limited to religious holiday observance) was not adequately addressed in the bylaws. In order to clarify such a situation, the Executive Board has agreed to put forth the following amendment to remove any ambiguity in the future. The bylaw amendment we are suggesting is listed below among the original text as subsection “d.”

The new bylaw will be placed in the existing bylaws as follows.

  1. Process of Removal
  1. When a member is absent for either
  1. 25% of the total number of committee meetings that semester (including airport shuttle shifts as above), or
  2. 35% of the total number of General Body meetings that semester,
  1. The member will be removed from the UA for all purposes at the next UA General Body meeting occurring no sooner than one week after notification.
  2. The UA Secretary must notify the member within 24 hours after the member is 1 or 1.5 absences (from either committee or general body meetings) away from reaching the absence limit, as well as when the member has reached the absence limit.
  3. Any UA member who expects to miss more than the allotted GBM or committee meetings in a semester, and who has valid excuses for those expected absences (including but not limited to religious holiday observance) must meet with the Executive Board within the first two GBMs of his or her election to discuss these expected absences. Each case will be treated on an individual basis.
  4. In case of systemic religious or medical absences, a member may request a variable length exemption from the attendance policy for no longer than one semester. The Executive Board may approve or deny such requests.
  5. Any time the Executive Board approve such a request, it is required to notify the UA General Body immediately. In the cases of medical absences, the Executive Board will not be required to divulge specific conditions affecting the member receiving the exemption. The General Body shall have the option to veto this approval with a simple majority vote at the next General Body meeting. If no vote is called for by any member of the General Body, the approval is automatically upheld.

Enactment

The Undergraduate Assembly hereby resolves to add the following to the UA Bylaws in Section I: Members (Process of Removal), Article 5, listed as subsection d:

Any UA member who expects to miss more than the allotted GBM or committee meetings in a semester, and who has valid excuses for those expected absences (including but not limited to religious holiday observance) must meet with the Executive Board within the first two GBMs of his or her election to discuss these expected absences. Each case will be treated on an individual basis.


Budget


New Business

Updated Contingency Guidelines

Authored by Michelle Xu, Nile Nwogu, and Max Grove

The last time the contingency guidelines were updated was by the budget committee in 2013.  We have recently updated them with the major change being new policies addressing conference funding.


Academic Initiatives


Discussion Papers

2019-2020 Academic Calendar Discussion Paper

Authored by: Kat McKay

The Council of Undergraduate Deans is considering two options for the 2019-2020 academic calendar. Both have the same start and end dates for each semester. The fall semester will be from Tuesday, August 27 to Thursday, December 19. The spring semester will be from Wednesday, January 15 to Tuesday, May 12.

The main difference is whether Family Weekend will be held during late October on a weekend with no home football game or in November on a weekend that does have a home football game. See the following document for more details.

One other thing to note is that the Faculty Senate has an ad hoc committee exploring changing the format of the fall semester so that classes start after Labor Day. They are considering making all classes longer (50 minute classes would last 60 minutes, for example), cutting Fall Break, or cutting Reading Days to accommodate the change. Riad, Shawn Srolovitz, the new chair of SCUE, and I spoke to the Faculty Senate member chairing the ad hoc committee over Skype during winter break to give feedback on these proposals. The consensus among myself and many members of SCUE is that none of those options are acceptable because they do not benefit students. I will let you all know if it seems like the Faculty Senate is going to propose any sort of major change to CUD when it meets next in February.

Discussion questions

1. Which schedule between the two options do you prefer?


Dining, Sustainability, and Facilities



Social Justice


Completion Reports

UA Winter Clothing Drive

Authored by: Jordan Andrews

In the spirit of giving, this project sought to collect clothing and personal care items to benefit Broad Street Ministry. Broad Street Ministry is one of Penn's community partners through Civic House, and it is a local non-profit dedicated to providing goods and services to Philadelphians in need. At the conclusion of this week-long clothing drive on December 12, we had raised about 8 bags of clothing, which included jeans, t-shirts, hats, gloves, coats, and personal items. All the donations were delivered to Broad Street Ministry on January 11, 2017, and they were very well-received! This project is now complete.


Student Life



External Seats



Minutes


  1. Roll Call
  1. AM- Simon and Maria
  2. New members- Julianne and Aimee
  1. Open Forum
  1. Reports
  1. President’s Report
  1. Upcoming Meetings
  1. First one is this Friday with EVP Craig Carnaroli. In the past we have talked about tuition, a better room scheduler etc
  1. Spring Semester Administrator Meetings
  1. Please let me know if you have projects that you want presented at these meetings
  1. Brian- How is the search party with new Provost
  1. Totally confidential. The goal is to know by the end of the year
  1. Vice-President’s Report
  1. UA Steering Dates
  1. The steering dates are listed in the report. Our first meeting will be next Tuesday and Malik Washington will be there.
  1. Tunmise- Malik is great
  1. UA Report
  1. GBM Schedule for Spring 2017
  1. Please pay attention to the budget meetings. They count for double attendance. The last meeting is communications and we get to talk about anything for the whole year. It is good to decompress.
  1. Kanishka- What if the new time conflicts with something?
  1. Eric- It is still an absent
  1. Treasurer’s Report
  1. New Funding Steering Assembly Member
  1. AIS reached out to me with around 21 constituent groups. In order to be instated there has to be consent from UA exec so we voted on it and it passed.
  1. Executive
  1. Old Business
  1. Bylaw Amendment
  1. Kanishka- Could you just summarize where this is not addressed?
  1. There is the case of medical case exemption.
  1. Kanishka- If you are going to miss half the meetings, does this mean that you can miss more meetings
  1. No
  2. Kat- We don't want people to be in a position where they have to choose between a wedding or a religious holiday, and they have to choose between the UA.
  1. Nile-
  2. Kyle- I think that we should trust our leadership on this
  3. Kanishka- This ensures that all things are brought up early
  4. Brian- I think that this is good for all the UA members
  5. Simon- I think open communication is good. Should pass
  6. Kyle- There are a lot of checks and balances
  7. Taylor- Does this still apply to us?
  1. Kat- Yes it does
  1. Naomi- This does not solve all the issues but it's a work in progress
  2. WITH A VOTE OF 23-0-0 THIS PASSES
  1. Budget 
  1. Updated Contingency Guidelines
  1. We are in the process of updating them and they should be on the website by the end of the week. We have decided to fund only facilities for conferences.
  1. Academic Initiatives
  1. Discussion Papers
  1. 2019-2020 Academic Calendar Discussion Paper
  1. CUD sets the academic calendar every year. We are talking about the 2019 year. Everything is the same. Family weekend is different. One option is Homecoming in October and not have a home game. The other option is to have it in November and have it a home game.         
  2. Brian- I prefer option 2 because my parents did not come to it because i had seen them a week before
  3. Sam S- I would prefer 2 because I think that it would be weird to have HOmecoming without a football game. I think the students want longer reading days so are already upset with the proposition put forth by ad hoc committee
  4. Kat- Penn has to follow strict regulations in the accreditation process. I don't think they took student opinion very well because they cut fall break and reading days as well. The chair of SCUE and I are in charge of planning this with them.
  1. Gabbi- Is penn in danger of its accreditation?
  1. No they are not in danger. It was that they needed more hours so they either had to start before labor day. Some professors claim that they can't find babysitters when it's before labor day.
  1. Gabbi- I also think that we should do football game so Option 2 because it's important for parents
  2. Simon- Option 2 because i remember when my parents came over we went to go see the football game. I think that they should be more spread out.
  3. Krone- If the athletics want to continue with school spirit, then we should go with option 2
  4. Tunmise- I think I prefer option 1 because it give people a little more room. And the classes won't be changed right?
  1. Kat- The classes has not really been brought up but I don't really have the answer to that.
  1. Kanishka- Is there something to make sure that this does not happen in the future
  1. Kat- Penn does not make decisions for the Ivy league who plans the football games.
  1. Kanishka- how many students have parents who are alumni
  1. Sam- I think about 12 percent
  1. Julianne- I think that something else that has to be brought up is that in Option 1 it is during Halloweekend
  2. Natasha- Why isn't there family weekend on homecoming
  3. Gabbi- Has there been any talk about extending reading days
  4. Aimee- I am for option 1. Most students don't go to football games and so there are not going to go to 2
  5. Tunmise- I think Julianne has a good point and will determine things
  6. Julianne- Parents who are legacies will not come for both
  1. Dining, Sustainability and Facilities
  2. Social Justice
  1. Completion Reports
  1. UA Winter Clothing Drive
  1. Thank you to everyone who helped out! I just had the scheduled drop off. We had about 8 big trash bag full. They gave us more flyers
  1. Tunmise- are you thinking of doing one at the end of school
  1. That is a good idea
  1. Sam S- Do you or the UA have  a idea whether we would be doing this every year?
  1. I am not sure
  1. Brain- I think it would be cool if we had a holiday project every year. That would be cool.
  1. Student Life
  2. External Seats
  3. Communications