Meeting Minutes 4/22/19

Published: April 22, 2019

CEB AGENDA

Monday, April 22nd, 2019

6:00 PM. in Economics 117

Call to Order
Roll Call

Present: Mavjuda, Christina Reyes, Skylar, Nickey, Hayden, Chidera, Sandra, Jhossep, Niko, Jessica, Julisa, Monica, Victoria, Anuja, Helen, Maya, Jemil, Sowmya, Victor

Proxies:

Excused: Ashley, Isabelle, Christina F., Nora, Josh

Absent:

Fun Activity :)

1. Weekly Fun Activity Sign-Up Sheet - SIGN UP!!!!!!

Open Hearing

Approval of the Minutes

Approval of the Agenda

New Business
1. Board Dinner (25)
  1. Bucca di Bepo (4)
  2. Chipotle (0)
  3. Rio (3)
  4. Illegal Petes (5)
  5. Olive Garden (9)
  6. Tiffins (7)
  7. Noodles & Company (2)
  8. Panera (0)
2. New Members
  1. Keep it as one semester or two semesters?
  2. Strongly believe in two semesters
  3. Question of number of people
    1. Can be a good thing because of diversity of thought
    2. Could we set a maximum number
  4. Question of seeing a funding cycle
    1. Can decide that it is only important in certain positions
  5. Motion to Approve Two Semester Interviews
    1. Motion passes
3. Dates for next year
  1. Retreats -
    1. October 25th-27th
    2. March 1st
  2. New Member Interviews
    1. October 7th and 14th
    2. February 10th and 17th
  3. Funding Cycles
  4. First Funding Cycle
    1. July 15th
    2. July 22nd
4. Elections
  1. Assistant Speakers Coordinator
    1. Maya
  2. Social Media Coordinator
    1. Julisa
  3. Secretary
    1. Victoria
    2. Monica
    3. Sandra
    4. Skylar
  4. Webmaster
    1. Jhossep
    2. Nickey

Old Business
1. Fifth Funding Cycle:
  1. Sikh Student Association “Sikh Week” April 8th-12th @ UMC, Norlin Quad, Norlin Fountains, & Kitt - Chidera and Sowmya
    1. Who should have attended:
      1. Sowmya
      2. Chidera
      3. Maya
      4. Sandra
      5. Victoria
      6. Jemil
      7. Ashley
      8. Skylar
      9. Anuja
    2. Advertising
      1. Started advertising quite late
        
        Week before the event, but did advertise well
        
        Individual handbills for each of the events
      2. Earlier events better advertised than later
      3. Similar look for posters would be more successful if cohesive
      4. Postered in areas where not allowed
    3. Content
      1. Day 1
        
        First day was good, successful turnout. Consistent student base
        
        Very educational
        
        Everyone working the stand was very helpful
      2. Day 2
        
        No notes
        
        Campus closed in the evening due to weather
        
        May have affected attendance
      3. Day 3
        
        Two Parts
        
        Great event
        
        Friend Group, not many people outside the org
        
        Do not put in Fleming in the future
        
        Did not talk about what Bhangra
    4. Logistics
      1. Mostly students attending between classes
        
        In ISA or SASA
      2. Day 3, a lot of friends from Denver
        
        Mostly community members
    5. Future
      1. Please ensure to print posters after feedback from the board has been taken
      2. Advertise earlier
      3. Do not fund events the week of CWA
      4. More cohesive advertising
      5. Do not book Flemming
      6. If there is an event that lasts more than one day, prioritize events
      7. Submit budget proposal on time
  2. International Festival Committee “IFest” April 14th @ 3;00 - 7:00pm Glenn Miller Ballroom and UMC 235 - Ashley and Isabelle
    1. Who should have attended
      1. Chidera
      2. Jessica
      3. Julisa
      4. Ashley
      5. Isabelle
      6. Nickey
    2. Advertising
      1. Advertising was great, saw their posters all around campus and mainly in bg gathering areas like the UMC cafeteria as well as communal areas in the bigger buildings on campus, so that definitely attracted a lot of attention to them.
      2. Postered on campus before the poster was approved
    3. Content
      1. Such variety! It was nice to see the event broken down by regions, in which UMC 235 was much more SA as well as feww middle eastern countries while GM was divided on one side as the middle east, one area as east Asia, and such.
      2. No clear MC was seen, and the one that did talk wasn’t as great with transitioning between performances
        
        Did appreciate his speech before the event that had many refugee students. He talked about how we should empathize, understand, and seek to immerse and learn form Refugees and that gained a lot of audience applause and support
      3. Heavily Asian/ Middle Eastern performances. Didn't seem many booths from other regions as well.
      4. It would have been great to see more variety in performance and booths! More European or African.
        
        ASA was in Seattle, does not know that Ifest exists
      5. Not all of the food was very good or authentic. The boba tea at Taiwan was definitely not boba tea. Future suggestion to do this event at Farrand Field and get outside catering!
      6. People had to ask the booths about their country
        
        Uncomfortable asking people about their booths
    4. Logistics
      1. They did not have enough people at each booth manning it, to which there were long lines at each booth with only two people running them, having to finish the activity to gain the stamps to their “passport” and thus covering other booths that people could have attended as well.
      2. Lack of organization at the beginning of the event. People at the doors were not that helpful in guiding people in the right direction
      3. A lot of people went to this event! It seems very popular every year.
      4. No prescribed direction for traffic
      5. Made people do activities for their booth, making people wait in line
        
        Instead of one on one activities, have posters
      6. Opened the event later
      7. Smaller space
      8. A lot of waste
    5. Future
      1. Please ensure you do not go live with the event prior to boards approval of posters.
      2. Suggest countries to speak with the attendees of the event. People in booths did not communicate well in regards to their culture/country.
      3. Have the event at Farrand Field to receive more catering.
      4. Have all booths make their stations interactive in order to receive food.
      5. Have a prescribed direction for the group to ensure people knew where regions and where entrances/exits are.
      6. Instead of one on one activities wherein long lines are created, have posters to help people with activities, or have one person direct a group of people
      7. Do not run out of prizes in future
      8. Reserve more room in between booths.
      9. Make sure you are not being wasteful. Booths already had plates and utensils at stations so no need to provide it beforehand.
  3. Students for Sensible Drug Policy “2019 Cannabis and Psychedelic Symposium” April 17th @ Wolf Law - Victor and Christina R.
    1. Who should have attended
      1. Jemil
      2. Chidera
      3. Christina R.
    2. Advertising
      1. A bit last minute-- not a lot of time between when they first started advertising and when the event was
      2. Did not see many posters on campus
        
        Did not correct changes that CEB suggested
    3. Content
      1. The panel I attended on psychedelics was very informative. Every person on it had something different to contribute and had well-thought out answers to audience Q&A - Christina R.
    4. Logistics
      1. Around 55-45 (slightly more students than community members for the psychedelics panel)
      2. Students appeared to be genuinely interested in topics
      3. Good location because a lot of law students were interested in topic
    5. Future
      1. Advertise earlier
        
        Consider making a poster for each keynote speaker like last year (poster this year looked a little busy with all of the information on it)
      2. Advertise a lot heavier. Perhaps dedicate time to tabling
      3. Determine keynote speakers before applying for funding (considerable amount of confusion there between CEB/SSDP liaisons)
      4. Towards the beginning and the end of being liaisons, the adviser was planning a lot. Give students more power in planning.
  4. CU Comedy Club “Tig Notaro” April 19th @ Glenn Miller Ballroom - Skylar and Jessica
    1. Advertising
      1. Really good, posters were everywhere for a couple of weeks before the event
    2. Content
      1. Tig’s set was great!!!
      2. Moderated Q&A was very awkward (whoever’s moderating should practice beforehand and it seemed like the professor was very nervous)
        
        Professor did a good job with questions he had
        
        People thought Q&A was hilarious
    3. Logistics
      1. Setting up to check people into the event was a little rocky at first
      2. A lot of student and faculty attendance
      3. Only two people from CU Comedy Club showed up to ticket
        
        Members of org attended, but did not help with set up
        
        Do not have typical meetings
      4. A lot of student attendance
        
        450 attending
    4. Future
      1. If we to have a collaboration again, more dialogue can occur regarding the tickets and signs
  5. Graduate Musicology Society “Haitian-Creole Music and Culture with Speakers” April 19th @ Old Main Chapel and Koenig Alumni Center - Hayden and Helen
    1. Who should have attended:
      1. Victoria
      2. Helen
    2. Advertising:
      1. Didn’t really see it that much advertising apart from a few posters.
      2. Not that much postering at all but they asked CEB to help with the advertising and it seemed helpful
        
        Ben emailed asking for help
        
        One poster at C4C
    3. Content:
      1. She was amazing. Also had the crowd participate in it which was really nice.
      2. She was so talented
      3. The music was so amazing
      4. Although she was singing, she was talking about the culture and the meaning
      5. She sang barefoot
    4. Logistics
      1. They started on time
      2. It seemed full
      3. Ratio- it was dark but it did seem like there were a lot of students
        
        A lot of students, packed, all seats in Old Main were full
        
        Lower floor was full
    5. Future
      1. Ensure you are advertising. We did not see many posters on campus which could have increased attendance. CEB can also help advertise in the future
      2. We want to applaud you on starting on your designated time
      3. We have noticed your improval from since last year, and it has been amazing
  6. VeRVE Collisionz “12th Annual VeRVE Collisionz Street Dance Competition” April 20th @ Glenn Miller Ballroom - Jemil and Hayden
    1. Who should have attended:
      1. Helen
      2. Jemil
      3. Nora
    2. Advertising
      1. Saw advertising everywhere, great!
      2. All dancers advertised
      3. Advertised two weeks prior to event
    3. Content
      1. AMAZING
      2. Great dances
      3. Practiced 8am-till the event started
      4. Mc was great
    4. Logistics
      1. Majority of students
      2. Community members as well
    5. Future
      1. Not as many community members as last year, thank you for improving
  7. African Student Association “Tour of Africa” April 20th @ Lower Rec -

Nora and Helen

1. 1. 1. Who should have attended:
      1. Victoria
      2. Nora
      3. Helen
    2. Advertising
      1. Tabled at UMC for a few days up until the event
        
        Tabling was great! They were playing music and dancing as they advertised
      2. Had most of their members post on there social media countiliouly leading up to the event.
      3. I didn’t see many posters, but I am sort of oblivious
      4. Saw a lot of posters
    3. Content
      1. Mostly East African with little to no representation for the other regions
      2. Performances were good and well organized
      3. Food was also good with a lot of variety
    4. Logistics
      1. Started really late. Poster said 5 but didn’t really start until 6:30. They had people eat before to by more time for the performer to get ready. There was a lot of community members. A lot of students from sister schools also came.
      2. ASA was not very responsive and we had to email multiple times to get in contact with them
      3. Monica has an email to share from CSI Finance
      4. Large gaps in performances
        
        People were changing
      5. People were walking out at 7
      6. People did not like the location of the event
        
        That is the largest event that will accomodate them
      7. Total bill was $8,000 for ASA, moved funds without CEB’s approval
      8. $200 delivery charge from restaurant, only $0.50 can be reimbursed per mile
        
        Individual may not be able to be reimbursed
    5. Future
      1. Make sure the posters are updated with board feedback.
      2. Make sure good communication is put in place if they come back next year for funding
      3. There were many issues with communication. Ensure leaders are responding to emails within 24 hours.
        
        Requires more time that should have been better organized
      4. Make sure ample time is given to respond for the movement of funds. Do not reach the day before the event.
      5. Make sure you send out surveys to the audience.
      6. Make sure there are not 5-7 minute gaps in between performances.
      7. Pay slips were not requested until a week before the event
        
        Must ensure that pay slips are requested earlier in advance
        
        Submitting payment requests must be submitted before the event
      8. Ensure event starts and ends on time. Make sure you are not serving food prior to the start of the event.
      9. Work on the organization of the event. Make sure rehearsals are set in place.
        
        Ensure that executive officers are present during set up

1. 1. Creative Writing Association “Poetry Month Performer Series” April 11th and April 25th, Thursday @ Club 156 @7:30pm, doors open at 7- Sowmya and Skylar
    1. Update: We Just need to give them the survey link!
    2. Who is attending?
      1. Christina
      2. Sowmya
      3. Sandra
      4. Chidera
      5. Hayden

Officer Reports

1. Advisor(s)
  1. CSI Student Involvement Awards
    1. Cultural Event of the Year
      1. SSA - Lungar
    2. Tomorrow, April 23rd 6:30pm (Doors open at 6pm) in Glenn Miller
  2. Event Posters
  3. Tarana Pictures
    1. Uploaded to Google drive
    2. Glenn Asakawa - photographer
      1. Please give credit
  4. Graduation Stoles
  5. Exec Board Meeting: Expectations/Goals
  6. Talked about expectations of the Exec Board, two weeks ago
    1. Expectations are (on Google Drive)
      1. Going to challenge the board, challenge the process
2. Leg Council
  1. No updates
  2. Elections concluded
3. CUSG Liaison
  1. Passed a resolution on Special Order for CU Presidential candidate Mark Kennedy
    1. Sole finalist
    2. Expressed unhappiness in candidate and the lack of choices
    3. Students are encouraged to see what the candidate has to say and to ask the hard questions
      1. Friday 10am, Macky
  2. Protest on Friday during the Q&A
4. Webmaster
  1. None
5. Social Media Coordinator :
  1. Chose VD signed poster winner ! (random.org)
6. Student Outreach Coordinator
  1. Please go on Friday for the Q&A in Macky
  2. Please let officers know how they can improve on their new positions
7. Speakers Coordinator
  1. Congrats Anuja!
    1. We’ll be meeting some time this week to help prep on future SC goals, speakers on deck, and planning
  2. Thank you everyone for a great past year in helping bring such awesome speakers and impactful conversations to campus!
  3. Tarana Event:
    1. Discussed with Julisa on sending out a post-event announcement for students, staff, faculty, and community to respond to so that it can help the new SC for addressing and planning things better for Fall 2019 and beyond!
      1. comments, thoughts, future ideas received. Read CEB email responses if any have been submitted
8. Assistant Speakers Coordinator
  1. Good luck to all the people running for ASC tonight!
  2. Whoever gets the position, let's set up a time to meet so we can go over a few things. If the end of the semester is too busy to figure it out, I’ll be here most of the summer so we can meet up then if it’s easier :)
  3. If you have 2 minutes, please fill this out for me! Much appreciated! https://cuboulder.qualtrics.com/jfe/form/SV_71D8zv5A85VeRed
9. Marketing Coordinator
  1. This is my last meeting with you all. Thank you for a great two years.
10. Secretary/Historian
  1. Congratulations to all the new officers!
  2. Look for my email!
  3. Happy last official meeting of CEB!
11. Chair
  1. Tarana Burke - thank you all so much for a wonderful event!!!
  2. Met with Exec team in which goals were made
  3. New officer meeting with all officers together
  4. Collaborating with Program Council for Welcome Fest
  5. Exec team has been ratified
Adjourn
1. 9:05pm

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Meeting Minutes 4/22/19