Meeting Minutes March 25, 2025

(View PDF version of Meeting Minutes)

Attendees: Rosalinda Garcia, Fred Juarez, Dr. Andrew Hazelton, Ana Vargas, Jesus Galaviz, Adriana Anderson, Natileigh Aviles, Abelardo Gonzalez

Other Attendees: Denisse Botello, Mayra Hernandez, Melissa Olivarez, Claudia Beltran, Rosabel Ramos, Elizabeth Vasquez, Patricia Ruiz

Student Attendee: Gabino Rivera

Welcome

Ms. Garcia welcomed everyone to the meeting and thanked the attendees for their time and participation. Noting several guests and new Committee Member Mr. Abelardo Gonzalez, Ms. Garcia asked everyone to please introduce themselves and identify their role.

Introductions

The Committee Members and other attendees introduced themselves.

Approval of Minutes

Approval of December 11, 2024 Minutes

Motion to approve made by Mr. Galaviz and seconded by Mr. Gonzalez; all in favor voiced “I”. The meeting minutes were approved as presented.

Follow-Up From November 11, 2024 Meeting - Emergency Funding Process

Description by SCCE Director, Ms. Mayra Hernandez

Ms. Garcia referenced the questions raised at the Committee’s last meeting regarding how the emergency funding process works. Ms. Garcia introduced Ms. Hernandez and Ms. Olivarez to present a summary of this resource for students in need.

Ms. Olivarez stated students first meet with her to discuss what the emergency funds are needed for and to complete an application. Ms. Olivarez cited an example of a which would not be considered an approved emergency funding request. Supporting documentation is required for each application. Ms. Olivarez stated Grant Committee Members consider the funding availability already in effect for students including department funds, financial aid, and other resources. Ms. Olivarez advised Grant Committee Members have respective grant requirements which may be different from those of SCCE requirements.

Ms. Garcia stated $10,000 in funding has been allocated for this fiscal year and advised $1,000 has been used thus far.

Study of 2025-2026 Budget: Review by Mr. Fred Juarez

Overview: Ms. Garcia explained the main responsibility of the SFAC is to study the fees collected and how these fees are used on campus. Ms. Garcia explained the university gets funding from different “buckets” which include: tuition, grants, fund raising activities, other fees paid, and monies received from the state and/or federal government. The Committee’s primary focus is to review the fees – specifically Health Service Fees, Student Center Fees, and REC Center Fees given that the Student Services fee was rolled into the University fee at the summer board meeting. This is something that most A&M schools have done. Ms. Garcia stated Mr. Juarez and Ms. Botello have prepared a report showing how much money is expected to be collected from these fees for next year and how these monies will be used and referenced an example of the estimated fees to be collected from the projected enrollment in the REC Center and the distribution of these monies to facilitate the operation of the REC Center as required. Ms. Garcia noted the Directors of these three offices are present to answer any questions the Committee may have.

Budget Review: Mr. Juarez presented a summary of the fees anticipated to be collected from the three fee categories stating this review considers the university as a whole and the information presented today is only a projection for next year – detailed follows:

Discussion Items
Recreational Sports Fee Operating Budget: Historical data, Spring 25, and Projected Summer included. Debt repayment related to the expansion of the REC Center is incorporated – overall funds available $5,224. Mr. Juarez stated available funds are allocated or reduced from the Maintenance & Operations and Travel accounts.
Health Fee Operating Budget: Comprised of 3 departments: 1) Health Service Center: This year, operations and maintenance expenses are considered separately between TAMIU and contracted services provided by Mercy Ministries (women’s health services and medical directorship services provided by Dr. Leonides Cigarroa). Expenses are applied to all students with an estimated $20,955 funds available. 2) Student Disability Services: Operations and maintenance expenses include sign language and transcriptions services – about $80,000 per quarter and 3) Student Counseling Services: The department added one additional counselor which has significantly reduced the wait time for students seeking services and has assisted the department to operate more efficiently. The anticipated budget for this year is $18,580.
Student Center Fee: A projected revenue amount of $1.24 million, the budget incorporates community relations and special events, deferred maintenance, and debt services which this year are estimated at $464,974. Mr. Juarez stated the debt service is attributed to the sky lab and flooring renovations on the first floor of the STC building. Mr. Juarez advised the Committee that the fees collected by the respective fund must remain within the specific fund – meaning for example REC funds can only be used for REC purposes. Mr. Juarez added the Student Center Fee does not have a “travel account” and any requested funding is taken from the deferred maintenance account. In total, the funds available for this year’s budget amount to a deficit of -$14,607.

Committee Discussion/Questions

Discussion Items
The Big Event: Mr. Galaviz asked how much money had been used in the LOVE Committee’s initiative related to The Big Event. Ms. Garcia stated the expenses taken from the $5,000 in approved funding for The Big Event has not yet been finalized as this event just recently occurred. Ms. Garcia noted any monies remaining will be identified and possibly returned to fund TAMIU’s Make a Difference Day.
Student Disabilities Services: Ms. Vargas asked if interpretation services are required only when the student is taking a class or also when there is a function. Ms. Vasquez advised the university must provide these services for any events posted on the university’s website – including classes.
Budget for SOLE: Mr. Galaviz inquired about this department’s budget. Mr. Juarez stated this budget falls under a separate review.
Proposed Recommendations to the SFAC: Mr. Gonzalez requested information on how to propose recommendations to the Committee referring to his last semester at UTSA wherein the soccer team had their own club and funds available for travel and the possibility of establishing this type of club function here at TAMIU. Ms. Garcia stated the fees reviewed in this meeting are specific to the fee accounts discussed earlier under REC, Health, and STC, however additional proposed recommendations can be presented to the Department Director or herself and this information will be communicated back to the appropriate departments. Ms. Garcia noted the same principles are applicable – fees pertaining to certain funds must remain and be allocated to those funds. Ms. Garcia thanked Mr. Gonzalez for bringing forth this idea and added she will ask the VP if this type of initiative can be explored stating NCAA guidelines would also need to be considered.

Recommendations from Previous Meeting:

Ms. Garcia provided an update on the two recommendations presented at the last meeting:

1) Additional Funding for SOLE and SCCE Emergency Programs: Students recommended the university review the fees allocated to ensure these budgets address student needs. Ms. Garcia stated these offices were previously included in the SFAC review of fees, however since she oversees these 2 offices and Ms. Hernandez was an SFAC Committee Member at that time the decision was made to remove themselves from this recommendation.

2) Budgets and Funding Allocation Processes: Students recommended a change in the processes related to the allocation of funds collected and this recommendation was accepted.

SGA and CAB Funding:

Mr. Galaviz requested clarification on the $5,000 budget reduction for SGA. Mr. Juarez stated this request was received from SGA and a $5,000 budget reduction was also realized for CAB with the total $10,000 budget reductions allocated to the Greek Council. Ms. Garcia advised this reallocation of funding was completed as requested by SGA.

Action Items

Discussion Items
The Big Event: Ms. Garcia will review the expenses for The Big Event and present an update on any monies remaining from the $5,000 approved funding to the Committee at its next scheduled meeting.
Memo to the President: Ms. Garcia volunteered to draft the memo SFAC must submit to the president regarding our recommendations. The committee agreed Ms. Garcia can draft it and then forward this memo to all Committee Members for review.

Meeting Adjourned: 4:41 p.m.