Futures Committee Meeting April 5, 2013 La Sierra Minutes by: Danielle Aka Chair: Richard Gray Opening Prayer

Richard Gray Meeting called to order at 7:09 Roll Call: Parliamentarian: Kristine Osuna Secretaries: Danielle Aka & Amanda Alonso President Committee: Melody Ilacas (LSU) Lupe Williams (UC) Financial Committee: Kristy Guy (PUC) William Lopes (??) EVP: RVP: SVP: PVP: Daniel Hagwood (PUC) Cameron Haley (PUC) Jean-Perre Tan (PUC) Israel Carreon (LSU)

Logistics Committee: Jonathan Jacobs (AU) Ethan White (SAU) Bylaws Committee: Geoff Doctoroff (UC) Jono Pratt (WWU) Advisors: Stacy Hunter - General Advisor Kari Shultz - Financial Advisor Bylaws Committee Report: Geoffrey Doctoroff Section 1: Membership - Andrews GSA removed to combine AU SA and AU GSA President: - Deleted line item b due to redundancy with line item g - Deleted vice presidents and added executive committee

Item f, appoint the executive secretary and other pertinent positions with approval from exec committee Item I, be responsible for actively communicating with each member student government on a monthly basis

Executive secretary - Item a, compile all official AIA documents and distribute - Item d, send out executive committee meetings to all member student governments every other month, to increase accountability - Revisions collected by the executive secretary Executive VP - Item h, facilitate communication with each executive vice-president of member student governments every other month - Facilitate communication with AIA representatives - Item j, removed, due to repetition Financial VP - Item g, facilitate communication with each financial vice-president of member student governments every other month - Item I, removed, due to repetition Publications VP - Item d, promote regular publications exchange among member institution and distribute every other month - Ensure publication and distribution of mugbook by host campus at the annual convention - Item f, assist the PR VP in promoting the AIA convention - Item g, removed - Item c, in consultation with executive secretary copy edit all updates to AIA governing documents. Public relations VP - Item e, removed, due to overlapping duties - Item e, create promotional advertisements and designed by the host campus for convention use - Item h, facilitate communication with each PR vice-president of member student governments every other month - Item k, be the incoming PR VP for the convention, if declined, the committee will hold elections, they must make their intention known before the committee Social VP - Item d, added, facilitate communication with each Social vice-president of member student governments every other month - Item e, added, distribute social event calendars every other month - Item f, removed, because we currently dont have a website - Assist host campus in coordinating events for the annual convention and AIA coail activities - Be the incoming social VP of the host campus Religious VP - Assist host campus in coordinating convention and religious activities

facilitate communication with each executive vice-president of member student governments every other month be the incoming RVP of incoming campus

Parliamentarian - advise exec sec of any changes to maintain order Advisors - financial advisor shall be appointed by the finance committee and term of office shall be 3 years Purpose article 4 o form official statements and recommendations to the AACU, NAD and other pertinent organizations, o all official statements must be passed by 2/3 majority vote section 10 o item 3, exec vp, for clarification section 8, article 5 o item 1, consist of 1 rep from each student government, with 2 presidents being present, appointed by exec committee, with recommendation by student government section 9, bylaws o consist of 4 delegates from the pres committee, and 4 from the VP committee, elected by their respective committee

Motion to table, second Vote sustained Financial Report Section 5 change the word audit to the word review, will not require us to pay for it

section 6 item 2, financial vp among those that must approve the budget

section 7 item 4, instead of finance committee reviewing expenses during the convention, review it after the convention for a finalized list item c added, clarification

Section 8

item 6, line from the bylaws for clarification

Motion to approve changes to the financial manual , second Vote passed Section 7 item 3, j, proposing a cap to the reimbursement to the ticket of the AIA reps that are not holding a current SA position o to prevent AIA having to cover extremely expensive tickets

Motion to approve this change, second Vote passed Other Stop Hunger Now Project (Cameron Haley) wanting to bring this project to the attention of all other schools project that works to partner with other schools to fight hunger reason for partnering, to reduce hunger and keep children in school Creative way to create continuity amongst respective campuses Ilacas: according to bylaws and constitutions, we do not discuss any incoming projects unless they are submitted to us before brought to agenda Logistics voted to not entertain any projects until the Egypt project dues have been met

Motion to psotone other business regarding the stop hunger now project until it has been spoken to in logistics Melody Ilacas, La Sierra: Motion to remove any items that have not gone through the proper channels to reach futures committee on this agenda , Second Vote passed Logistics Committee Report 2014 convention location of the convention o Motioned that Andrews will be the host of 2014, pending that general assembly receives the letter of invitation by the end of the convention Rotation of convention o Has been west coast schools for the past 5 years o Want to evenly distribute locations, without changing past 5 years o Proposed new rotation o Nothing set in stone until advisory board gets back to us AIA projects o Voted last year that we do not move on with any AIA projects until all schools pay their dues for other projects

Asking that all schools will pay their dues by the end of this school year so that we can move forward with a new projects ! Andrews 2075 ! LLU 4300 ! La Sierra 4000 ! PUC 2500 ! Southern 1141.85

Motion to accept the decisions of the logistics committee and everything that has been discussed, second Motion to discuss Questions regarding outstanding balances o Debt is based on how much each school could earn o How will schools be able to support the commitments that they made When the promise was made to bring this money, they made a commitment o If this was not possible, the commitments should not have been made What is the standard procedure to deal with schools that are unable to fulfill their commitments These are all donations, promises to contribute based on passion for the project o Because this is a donation, there are no ramifications o This is merely an attempt to come to closure o If schools are unable to do so, it is time to move on If we commit to no project till this is paid off, we prevent ourselves from starting a new project That is why we are attempting to pay this off If we add an addendum to excuse missing funds after a certain period of time, how do we go about that? Through logistics? o Through futures or finance Important for incoming officers to be involved in discussion of projects and budge necessary. Incoming officers must know what they are responsible for

Vote passed 1 opposed Other AIA official website o While individual school websites exist, an AIA website would increase accessibility As an organization, what would AIA share on the website? o We already have outlets to do so, facebook, youtube, none are being used o We now have orgsync, free option, less maintenance o Websites are expensive, maintenance and start up fees o Orgsync has the option to create a website o Webmaster was removed at LLU, he was voted in in 2008 ! After the front page, he did nothing, the website was lost o AIA facebook page

Advantage to website o One place that can direct people to various information outlets o Explains who we are, what are goals are, and other information No professional outlets available o Facebook and other free things are not as professional and present distractions Concern that we already have pages that nobody uses o If we cannot use what we already have, we should not financially burden ourselves with a bigger project before we have established consistency We are not invested enough in AIA to care enough about a website and to regularly check it o The idea is good, but might not be effective based on our yearly rotation of positions When we had the webmaster, he was a professional website developer o He was paid, but nothing was accomplished o Try a website through orgsync before we try to explore a real website Trial basis was mentioned, but has already happened and was not successful o A website is not necessarily the best means to foster communication o Proposed bylaws changes will help with communication, and a website is not necessarily needed It is hard to make a statement in this world without an online presence o While there is no need for an internal website, it might be good to have a simple page to allow us to present a mission and purpose Is there a detailed proposal in place?

Motion to table this until we have detailed report including cost and other details, second, Vote passed Point of information This project is tabled for now, however if the next exec is passionate about this, they could start it whenever they want

Bylaws (returned) Discussion Question regarding accountability o It is up to the schools to help hold each other accountable Within the election manual, there are clear impeachment policies

Motion to accept bylaw changes, second Vote passed Motion to recess until afternoon meeting, second Vote carried Adjourned at (8:12)

Opening Prayer Richard Gray Meeting re-adjourned at 10:46 Roll Call Constitutional Changes Article 4, exchange shall serve as a means to share student government programming and issues, AIA business and matters of interest to students among AIA members institutions

Motion to accept changes to the constitution, second Vote passed Elections Manual Changes Section 5, campus AIA rep, the incoming executive vice president of member student government shall serve as AIA representative to facilitate communication between the organization and its campus. If not in attendance or declines, the member student government president shall appoint a campus AIOA representative who has attended and AIA convention Concern regarding the EVP being the campus AIA rep (PUC) Concern, what if there is no one on campus that has attended AIA if the EVP declines (SAU) It is hard to represent AIA on your campus if you have not attended Question, regarding AIA rep as EVP rather than president (PUC) AIA EVP could be the go to person for the execs Concern that this task is too much for the EVP who is also in charge of senate (SAU) If it is an issue, the EVP may decline and the president can accept the responsibilities Suggestion that incoming president is in charge of the AIA rep and can defer or decline and pass it on to the EVP if they choose, due to the fact that the president is the face that is known by all (SAU). It may fit structure better as the EVP does not deal as closely with social and campus related activities Suggestion that we change it to EVP or member of student government

(PUC) Motion to amend the section 5 to read the executive vice president or the president shall, second Vote passed AIA Budget Discussion of major difference between last year and this years budgets

Membership Dues AIA receives 0.83$ per student Interest, around the 20$ mark Majority of AIAs finances go to help support to convention expense We pay for the apparel, the mugbook, binder and printing, general administration fees

o Hopefully it will remain around the 1000$ mark All expenses of the host campus in excess of the allotted amount will be covered by the host campus 1000$ divides to about 6.50$ per person, increased to 8$ per person Stipends take up a large portion of AIA expenses Travel reimbursements, changed from 4000 to 4500 o Due to AIA execs that come earlier Approximately 3315$ Budget amendment process will be proposed by the financial vp, voted on by the president, financial advisor, financial vp

Motion to approve, second Vote passed Elections Manual (returned) Page 3, section 6, parliamentarian, executive secretary, and other pertinent positions Section 1, dates, officers shall assume their office on june 1st on the year of their election and shall hold office for a year. All appointed officers must be approved by june 1st Article 3, officer removal, if an officer is not in good standing with their university they shall be removed from office. The member student government advisor will send a letter stating that they are in not good standing to AIA general advisor Question, is this based on home campus stipulations? (LSU) Clarification, yes, they must be in good standing with their university

Motion to approve changes to the election manual on page 3, second Vote Passed Question regarding approval and change of bylaws Does not come into effect until minutes are approved, meaning next year

Committee Officer Nominations President Kevin Iyechad (PUC) Alcira Groomes (WAU) Jonathan Jacobs (AU) Richard Gray (CUC)

Executive Vice-President Michael McNeil (WAU)

Financial Vice-President Jono Pratt (WWU)

Religious Vice-President ??

Social Vice-President Kelly Gabriel (AU)

Publications Vice-President ??

Public Relations Vice-President ??

Richards Thoughts After being president, lots of thinking and discussion has been done We see AIA as an organization One thing that I have come up with through terrible communication, is that its funny how things change when people come together If we talk individually, we say that the main purpose of presidents and leaders is the set the tone and culture of our schools When we come together at AIA, we let politics and rules get in the way The reason we go to our schools is to enhance the culture at our schools If we could move away from formality and more towards inspiration and change Less about politics and more about hitting the root At our different campuses, different majors become our pastors, doctors, teachers They benefit the most from the culture that our leaders set The roll that is important to me that AIA should take is to enhance the culture because that is the purpose of our schools to make it better. If you feel that what we are doing is okay, then thats fine Im hoping that people that come after me will catch this vision

Melody Ilacas: I have been coming to AIA for a long time (2007) When I came back from missing an AIA, I noticed a drastic change I feel like weve lowered our standards in AIA since I started and now we are trying to bring back to standard It seems like there has been no real growth It has been broken down and now we are trying to build it back up Richards vision is the essence of AIA Somewhere along the way, leadership did not own up People have been concerned about AIA Now is our chance to build it back up and move it forward

Richard Gray: Sometimes we do not see us in an actual job It is important for the future of who people become when they leave our campuses because they set the tone for our future College is one of the most influential times of our lives AIA is the epicenter for what makes us more More than a convention, and making motions

Jonathan Jacobs: Where do you see the most growth in AIA?

Richard Gray: Not seeing it as a thing but as a mindset Not about the convention More about a family effect

Alcira Groomes: Dotting our Is and crossing out ts is important Part of the experience is about ownership Most of us at AIA have owned up to leadership AIA is important to be professional When we leave and have jobs, this is how meetings work The tools we build now will allow us to be better in the professional world These agendas are important and should be built upon

Jean-Pierre Tan: Appreciate the vision, enormously important Example of how you would see this vision happening?

Richard Gray: JP Tan: All campuses are very different The way we do things is unlike any other campus I can do things that others cant because of certain luxuries Whats good about AIA the way it is, is that we come and we are on the same level The biggest struggle this year was communication In my mind I thought I had to come up with things Realized that our schools have needs and that a president doesnt do it alone but it comes down to communication and relationships Because of the high turnover rate of presidents, we need to discover what we can do

Meetings like this keep things applicable and relevant to everyone Individuality and campus representation will identify how dissimilar all campuses and positions truly are from each other We need more specifics and instruction

Melody Ilacas: I loved going to AIA, not because of the meetings, futures, breakouts, because every school is different The person that trains you the best is the person before you I got to see the friends I built relationships with Closest friends met during AIA AIA needs to go back to encouraging each other, regardless of encouraging each other because we are potentially going through the same struggles Being able to encourage and pray for each other is important Knowing that someone else is going through the same struggles, praying for each other Vision casting when we get to AIA Looking at the other visions of other schools See what kind of vision I want for my school We need to get back to vision and relationships

Geoffrey Doctoroff: Concern raised about not wanting to be re-nominated Appreciate the recognition of communication as a fault from last year How would you improve communication? Recognizing is one thing, improving is another

Richard Gray: I realize how important it is That is what it takes and that is what is important

Danielle Hagood: Appropriateness of futures committee Share this concern at the general assembly

Cameron Haley: What if AIA was built on a concept where we present what we do Social vps could work together to plan events for individuals Share ideas RVP team up to do worships This is how we do it on our campus

Alcira Groomes:

When did this realization occur?

Richard Gray: At the beginning of the year, I cant tell people what to do if I am unsure of it Took me a while to understand what AIA was Second semester began and I shared ideas By then I had burned bridges When I realized, it was much too late

Alcira Groomes: Why didnt you attempt to change things and implement a plan?

Richard Gray: I am the kind of person, for me I had to see what the best option was to do it I wanted the best options for the exec Came up with the document It was too late

Samantha Angeles: Do you want to be re-elected?

Richard Gray: I do, if this is the direction that we know we want to go in

Samantha Angeles: You are held to different standards because you are president What are the politic things you want to take out and what can you institute? We want a plan, we believe in the vision

Richard Gray: I dont want a plan for 1 year For those students that will be in college eventually AIA reps because we have things like surveys, file sharing, picture sharing, More than that, there are people that contacted me because AIA should be more (CYE) The central hub should be better CYE wants to provide tools to help improve AIA In my mind, the incoming exec should go through this I care more about AIAs growth than me being the one to do it

Samantha Angeles: There needs t be structure

Richard Gray: Im not trying to remove politics More so about vision casting and helping others better their schools

Geoffrey Doctoroff: Motion to table this discussion, second Vote passed , 2 passed, 1 abstained Motion to approve all candidates for election, second Vote passed Other Discussion WWUs presentation : Jono Pratt Inclusivity Proposal: reading by Jono Pratt o LGBTQ community o Opportunity for each school to add their names to the signature list and only to include the schools that vote yes Does this have to be presented at general assembly? (PUC) Point of clarification, its asking for school names so that the conference invests time and resources in the treatment? (PUC) Most of Adventism is against homosexuality and alienates people that have chosen that life We are all sinners, no one is perfect What is really asking? (PUC) We are asking for the conference to spend some time to rethink their stance Encourage us to act differently towards them For clarification, I dont know that this is the purpose for AIA, not necessarily the statement itself but adding our names to the list (UC) o this can be done outside of AIA Mission statement is to be the voice of schools This should be initiated by AIA and not one school (UC) What would happen with this? Where does this go if we attach our names to it? What is the purpose (PUC) We will send a letter to the GC to show that collegiate Adventism believes strongly in the point and that we want to see the change Walla walla will initiate this? (PUC) is that the intention I thought we would write something up here After attaining this information, AIA will decide how to proceed (PUC) Because you are asking individual schools to sign this, it should not come to AIA. Should be sent to different presidents and let them decide if they want to attach their names. Last year we said it would have to be a unanimous vote (LSU)

Motion to not present this at general assembly and that ASWU can present it to other schools, second Amendment that Walla Walla does not bring this document to general assembly, and that WWU does not have the permission to use AIAs capacity to present this document to any official capacity, second Stacey Hunter Would this committee be comfortable with the idea that there is just the walla walla president is requesting to meet the other presidents in an informal, un-AIA related manner

Jono Pratt If a school wants to send a letter through AIA how would they do that?

Melody Ilaca: They must go through AIA, present it at least 2 months before and take it to futures

Cameron Haley: Must be indicative of schools

Motion to end discussion, Vote passed Vote on amendment Vote passed, 1 opposed, 2 abstained Motion to allow WWU in a capacity to present their intent, second Clarification, motion for WWU to say, we care about this, if you care, wed like to talk in the year

Stacey Hunter: My concern is with this sort of motion is that it enters the minutes Can we just say well give WWU to make the announcement? Call it an announcement

Danielle Hagood: I think that we should not silence people We should not overstep but we should give them the opportunity to present their ideas to work on in the future

Israel Careon:

I do not think GA is the time or place The presidents can discuss during breakouts

Geoffrey Doctoroff: I believe that AIA has outlined in the bylaws the proper channel to bring this to AIA I do not think they need a forum at the GA They can take the initiative to discuss with student gov

Stacey Hunter: Being over cautious due to the topic In our meeting this morning a gentlemen presented a fundraising plan, if we took that as the issue, if he has asked, can I have the opportunity to ask others, how would we have responded? We should respond in the same way to this as we would have to that Consider the realm of inconsistency

Cameron Haley: This doesnt have to go through the session The Exec would have to approve the space and time that this can be presented

Danielle Hagood: If this was informal, I would not have made a motion I am looking for general approval for this to be announced, not discussed or voted on

Melody Ilacas: The president of the school that brought this forward, it is easy for that president to say, lets meet to talk about something, after the meeting has been adjourned

All those in favor of the call in question to end discussion, second Vote passed Motion that the executive committee entertain what WWU brought to the table and to voice the intent that this is what our college cares about and to voice this at a later date, as this is where the colleges come together and we can share what is important to us, second JP Tan: We need to respect and give them the opportunity to do so

Vote Not Passed, 5 opposed, 1 abstained Motion to recommend to the WWU rep at presidents meeting, that after adjournment of president meeting that all the presidents and any other members of their exec that would like to meet, there

will be an informal meeting and here is the time and place. Not to push under a rug but to assign a different time or place, second Vote Passed, 1 opposed, 3 abstained Jono Pratt: AIAs mission is to be the voice of other schools If another hot topic comes up, and it is not during general assembly Is there a way we can make a statement as AIA

Melody Ilacas: At the point, the president of that school would ask the other schools to discuss It might be time sensitive but it cannot be voted on because we need general assembly If during the year all presidents are contacted then it can be brought to AIA, and if all schools are on board, can we make a statement

SWAU: Last year, race and womens ordination came up This is closing the conversation of homo-sexuality This is a matter of time and place We cannot make a vote without research from schools Any topic needs well documented background done so that when we go to the conference we have more than a social statement Must follow 2 month protocol Hard to get 8 votes

Jono Pratt: SWAU: Follow 2 month procedure All my point is, is that there is protocol and all SA presidents should be contacted to take this to their schools Difference between 2 examples is that there was no fore-warning last year If we do have time to hear back from students

Melody Ilacas: They can bring in senate

Jono Pratt: Do we have to wait till the conference?

Danielle Hagood:

Reference to bylaw changes regarding official statements

Geoffrey Doctoroff: Reading of said bylaw change

Danielle Hagood: Your school can follow the procedure, in order for us to make an official statement

Cameron Haley: SWAU: We are not trying to silence you, we just feel that procedure needs to be followed It starts on your campus and then you can reach out

Motion to let walla walla know that we are not trying to silence you or keep you away from talking about certain issues, but just to follow procedure, second Geoffrey Doctoroff: We can draft an official document

Vote passed Stacey Hunter: Point of clarification, reading the constitution, 2/3 vote or unanimous

Melody Ilacas: It is 2/3s but it can be set in the motion to be unanimous and would supersede Unanimous vote is necessary to make official AIA documents If anything were to be said, they should motion that it should be a unanimous vote

Motion to adjourn, second Vote passed Meeting adjourned at 12:14 Closing Prayer- Richard Gray