Archeologists can still dig up cavemen’s first works of pottery, but Southwestern College’s Associated Student Organization (ASO) cannot do the same with the Clay Club’s allocation forms.
When its club allocation forms were lost in a paper shuffle, the Clay Club was left dangling without any funds for the semester, according to advisor John Lewis. Club president Edward Bia and Lewis said they are very frustrated because they turned in the allocations form on September 8, three days after their weekly Inter-Club Council meeting.
“We turned in our form earlier than most clubs because we wanted to make sure the money would be allocated,” said Lewis, an assistant professor of art.
Lewis criticized the ASO for being disorganized while distributing such large amounts of money. He also said their system is outdated.
“We found out the allocations were lost when it was too late to apply for round two,” said Lewis.
The ASO lacks transparency, Lewis said, and ASO personnel did not find out the allocations were lost until he and Bia began asking questions. Lewis and ASO adviser Craig Moffat exchanged testy-emails, each accusing the other of failing to correctly handle the forms. Moffat was not available for comment. He was recently put on administrative leave by the college for reasons that have not been disclosed.
Director of Student Activities Arlie Ricasa said Moffat’s leave was not related to the Clay Club controversy.
Lewis said the ASO needs to come clean and do its business in a more open manner.
“We would like to know how these decisions are made, what other clubs ask for and where the money is going,” said Lewis. “It is a mystery.”
Clubs turn in allocation requests to the ASO every semester to receive funds that are used to finance club activities. Allocations must be turned in before the deadline and usually within two weeks clubs receive award letters stating the amount of money the ASO is giving them.
Tameika Guerrero, vice president of club affairs, said that clubs must go through two cycles to apply for allocations. About $12,000 is allocated in the first round, she said, and $3,000 in the second. Forms must be thoroughly completed, legible and detailed or the club will not receive any money.
“Allocations have never been misplaced before,” she said.
Guerrero said she does not feel that the affairs of clubs are private. She said she has an open door policy and encourages anyone to contact her about any questions they have.
“Money allocated to the different clubs is public record and this information can be requested if at any time anyone would like to see them,” said Guerrero. “Inquiring minds could also go directly to club executives for information regarding how much they received from allocations.”
Bia said the ASO allocations system is flawed.
“I would like to know why they do everything in paper work,” said Bia. “Nowadays everything is done digitally and it is much less likely to be misplaced, a record of turned in allocations should be kept so proof exists and issues can be avoided.”
Guerrero said she appreciated Bia’s suggestion, but insisted paperwork is more appropriate.
“The reason we do paperwork instead of digital is because we want it to be official and in their hands,” she said. “We are considering a receipt process for next semester.”
Decisions regarding allocations give lenience towards new clubs, Guerrero said, and priority to fund raisers and events that benefit the most students.
“We discourage excluding people,” she said. “We want clubs to plan events that will benefit the whole school.”
New clubs are less likely to have their own money since they have never raised funds before. Guerrero said the ASO tries very hard to keep things fair, but some clubs need the money more than others.
“Clubs can ask for whatever they need, the rewards letter explains the reasons for how and why the money was distributed that way,” said Guerrero.
At the beginning of the semester the ASO holds Club Training Day. ASO treasurer Angela Ramirez held an allocations workshop before training day. If any other questions come up representatives must make sure to ask the vice president of club affairs so that no mistakes are made when filling out forms.
With the help of Jason’s Courtyard coffee cart, the Clay Club funded its own ceramic cup sale on November 22.
“We always try to plan ahead when it comes to educational activities,” said Lewis.
The club also raised $1,500 for a field trip.