Meeting Minutes 01/31/22

Call to Order   

Roll Call

1. Present: Anuja, Teagan, Jemil, Bailey, Allie, Taylor, Josh, Cole, Inji, Maya, Aneesh

2. Absent: Shubham 

3. Tardy:

4. Excused:

Open Hearing 

Approval of the Minutes

Approval of the Agenda

New Business 

1. Hillel will be coming in to answer some of our questions.

   1. What Frats will be attending

      1. Mostly Jewish Frats

         1. Will also be inviting other frats

            1. Having general greek life attending and recruiting may not be in alignment with the Hillel and CEB mission statement

   2. How will you ensure that Israel’s diverse cultural heritage is the main focus (Not being partial to any one culture)

      1. Will be inviting artists from Israel to celebrate all of the the cultures

   3. What on-campus organizations 

      1. Muslim Student Association

      2. MESA?

   4. Can you elaborate on the missions of the organizations that you are inviting

      1. Artists for Israel

         1.  

   5. How can you ensure that the attendance of your event is not solely based on food?

      1. Passport system

         1. Passport collected at the info stand

            1. Need at least 3ish stamps before they can get food

   6. General Notes:

      1. A lot of this seems like a be involved fair

2. Liaison Assignments

   1. TEDxCU, April 2nd

      1. Josh

   2. International Festival, April 10th

      1. Anuja

      2. Cole

   3. Graduate Musicology Society, April 8th

      1. Bailey

   4. VeRVE Collisionz, April 23rd

      1. Maya 

         1. I sent the email late- that’s on me, so they haven’t responded yet

         2. We had no questions come up during original discussion, so I didn’t ask any. If any come up tonight, I can contact them again for clarification

   5. Psychedelic Club, April 15th-16th

      1. Aneesh

      2. Inji

   6. SASA, April 16th

      1.  Allie

      2. Jemil

   7. Breaking Club, April 2nd 

      1. Teagan

   8. Hillel, April 7th

      1. Taylor 

   9. NSA, April 15th

      1. Anuja

      2. Teagan 

Old Business

1. Third Funding Cycle

   1. TEDxCU “Breaking Boundaries,” April 2nd, 2022, 6:00 PM to 10:00 PM in Macky Auditorium

      1. Budget Request

      2. Notes

         1. Advertising (sent to CMCI) - $2,100.00 - $500.00

         2. Decorations (sent to ASSG) - $4,190.72 - $1359.05

            1. Programs - $1,359.05

            2. Miscellaneous - $695.80

            3. Water Bottles - $584.66

         3. Food - $1,800.00 - $0.00

         4. Space Rental -  $9,210.30 - $9,210.30

         5. AV Equipment - $13,400.00 - $13,400.00

            1. Danny Rankin (videographer) - $1,400.00

            2. Videographers - $12,000.00

      3. Total - $30,687.31 - $24,469.35

      4. Discussion

         1.  

      5. To-Send Notes/Questions

         1.  

      6. Budget Approval

         1. Motion to approve TEDxCU’s event “Breaking Boundaries” for $24,469.35

         2. 8 - 0 - 0

         3. Motion Passes

   2. International Festival “IFest 2022,” April 10th, 2022, 3:00 PM to 7:00 PM in Glenn Miller Ballroom

      1. Budget Request

      2. Notes

         1. Advertising - $826.80 - $500.00 

         2. Equipment Rental - $5,070.00 - $5,070.00

         3. Food - $13,967.64 - $13,967.64

         4. Space Rental - $2,090.46 - $2,090.45

         5. Speaker/Performer - $900.00 - $900.00

         6. Supplies (sent to CMCI) - $10,310.15 - $5,627.92

            1. T-shirts -  $478.42

            2. Decorations - $1,380.33 - $0.00

            3. CSI Photo Booth - $75.00 - $75.00

            4. Promotional Items - $3,301.90 - $0.00 

      3. Total - $34,545.38 - $28,156.01 

      4. Discussion

         1. The above number is different from the one on the budget.

      5. To-Send Notes/Questions

         1.  

      6. Budget Approval

         1. Motion to approve International Festival’s event “IFest 2022” for $28,156.01.

         2. 7 - 0 - 0

   3. Graduate Musicology Society “Samba Workshop,” April 8th, 2022, 4:00 PM to 6:00 PM in Kittredge Central

      1. Budget Request

      2. Notes

         1. Space Rental - $130.00 - $130.00

         2. Speaker/Performer - $800.00 - $800.00

      3. Total - $930.00 - $930.00

      4. Discussion

         1. Thank you, GMS.

      5. To-Send Notes/Questions

         1.  

      6. Budget Approval

         1. Motion to approve the Graduate Musicology Society’s event “Samba Workshop” for $930.00.

         2. 8 - 0 - 0

         3. Motion passes

   4. VeRVE Collisionz “VeRVE Collisionz Competition,” April 23rd, 2022, 6:30 PM in Glenn Miller Ballroom

      1. Budget Request

      2. Notes

         1. Advertising - $200.00 -  $200.00

         2. Food (gift baskets) - $300.00 -  $0.00

         3. Security - $769.00 - $769.00

         4. Space Rental - $3,462.00 - $3,462.00

         5. Speaker/Performer - $6,500.00

         6. Parking - $100.00 - $0.00

      3. Total - $11,331.00 - $10,931.00 

      4. Discussion

         1.  

      5. To-Send Notes/Questions

         1. Re-emphasize highlighting the cultural piece of hip-hop dance at your event.

      6. Budget Approval

         1. Motion to approve VeRVE Collisionz’s event “VeRVE Collisionz Competition” for $10,931.00.

         2. 8 - 0 - 0

   5. Psychedelic Club “Cannabis and Psychedelic Symposium,” April 15th @ 4:00 PM to April 16th @ 6:00 PM, 2022, Norlin Quad and Zoom

      1. Budget Request

      2. Notes

         1. Advertising - $205.00 - $205.00

         2. Supplies - $536.00 - $536.00

         3. Speaker/Performer -

            1. Day 1 - $120.00 - $0.00

            2. Day 2 - $500.00 - $500.00

         4. Videographer - $200.00 - $200.00

      3. Total - $1,561.00 - $1,441.00 

      4. Discussion

         1.  

      5. To-Send Notes/Questions

         1. Potentially talk about the indigidious significance of psychedelics.

      6. Budget Approval

         1. Motion to approve Psychedelic Club’s event “Cannabis and Psychedelic Symposium” for $1,441.00.

         2. 8 - 0 - 0

   6. South Asian Student Association “SASA Show 2022,” April 16th, 2022, 6:00 PM to 10:00 PM, CU Recreation Center (Lower Court)

      1. Budget Request

      2. Notes

         1. Advertising - $200.00 - $200.00

         2. Costumes - $500.00 - $500.00

         3. Decorations - $0.00 - $0.00

         4. Equipment Rental - $7,684.00 - $7,684.00

         5. Food - $2,240.00 - $2,240.00

         6. Space Rental - $258.25 - $258.25

         7. Speaker/Performer - $8,000.00 - $8,000.00

      3. Total - $18,882.25 - $18,882.25 

      4. Discussion

         1. Can they reuse some of their costumes from last year

         2. How many of each costume do you need 

         3. Food: Buffet or Per plate?

         4. Should have people to serve the food 

      5. To-Send Notes/Questions

         1.  

      6. Budget Approval

         1. Motion to approve South Asian Student Association’s event “SASA Show 2022” for $18,882.25.

         2. 8 - 0 - 0

   7. CU Breaking Club  “Rockers Rumble 14,” April 2nd, 2022, 10:00 AM to 10:00 PM, Muenzinger Psychology

      1. Budget Request

      2. Notes

         1. Advertisement - $600.00 - $500.00

         2. Audio/Visual - $1,272.00 - $1,272.00

         3. Equipment - $625.00 - $500.00

            1. Chairs - $125.00 - $0.00

            2. Linoleum - $300.00 - $300.00

         4. Speaker/Performer - $3,714.00 - $3,714.00

            1. Speaker/Performer Flights - $1,614.00 

            2. Honorarium - $2,100.00

         5. Speaker/Performer Accommodations - $2,438.00 - $2438.00

      3. Total - $8,424.00 

      4. Discussion

         1. Can you get chairs from the University?

      5. To-Send Notes/Questions

         1. Re-emphasize highlighting the cultural piece of hip-hop dance at your event

         2. Why not rent chairs from the UMC?

      6. Budget Approval

         1. Motion to approve CU Breaking Club’s event “Rockers Rumble 14” for $12,438.00.

         2. 8 - 0 - 0

   8. 9:00 PM - Hillel “Israel Fest 2022,” April 7th, 2022, 3:00 PM to 7:00 PM, Farrand Field

      1. Budget Request

      2. Mission Statement Alignment

         1. Motion to add stipulations to Hillel’s mission statement alignment for their event “Israel Fest 2022.”

            1. 6 - 2 - 1

         2. Motion to approve mission statement alignment for CU Boulder Hillel’s event “Israel Fest 2022” (with stipulations added by CEB)

            1. 7 - 1 - 1

            2. Motion Passes 

         3. Motion to table Hillel’s budget review until liaisons have spoken to them about event stipulations.

            1. 8 - 0 - 0 

      3. Notes

         1.  

      4. Total - ___ - ___ 

      5. Discussion

         1.  

      6. To-Send Notes/Questions

         1.  

      7. Budget Approval

         1. Motion to approve Hillel’s event “Israel Fest 2022” for ____.

         2. In favor - Abstain - Negation

   9. 9:30 PM - Nepalese Student Association “Nepal Night: Expedition to the Himalayas,” April 15th, 2022, 6:00 PM to 10:30 PM, Williams Village Multipurpose Room

      1. Notes

         1. Advertising - $450.00 - $450.00

         2. Accommodations - $2,278.50 - $0.00

            1. Hotel - $1,481.50

            2. Flights - $797.00

         3. Costumes - $859.76 - $859.76

         4. Decorations - $917.97 - $0.00

         5. Food - $7,250.00 - $3,842.50

         6. Space Rental - $534.32 - $534.32

         7. Program Council - $4,500.00 - $4,500.00

         8. Singer - $7,000.00 - $7,000.00

      2. Total - $23,790.55 - $18,668.08 

      3. Discussion

         1. Get the totals for the staffing

      4. To-Send Notes/Questions

         1. Can you go through your storage and try to find costumes?

         2. We did not fund your international performers because they will not be able to get a VISA in time.

      5. Budget Approval

         1. Motion to approve Nepalese Student Association’s event “Nepal Night: Expedition to the Himalayas” for $18,668.08.

         2. 7 - 0 - 1

         3. Motion passes

Old Business

1. Office Hours Sign Up

2. Third Funding Cycle

   1. CU Gaming “Press Start to Continue,” January 28th, 2022, 6:00 PM to 10:00 PM in Glenn Miller Ballroom

      1. Advertising

         1. Posters and table tents in the UMC

         2. Really cool UMC tabling

         3. Lots of handouts

         4. Social media advertising 

      2. Content

         1. Really cool stations and different types of gaming consoles (VR, Switch, etc.)

         2. Tabletop games as well

      3. Logistics

         1. Did the event start on time?

            1. We do not know…

         2. Technical difficulties with the casters - did this end up happening?

         3. Their funding was all over the place

            1. Need to improve communications 

      4. Future Notes

         1. Try to make sure the first version of your budget is the final one

         2. Meet with your CSI liaison several times 3-4 weeks before the deadline to ensure the ^ above

   2. Asian Studies Graduate Association “2022 CU Asian Studies Graduate Association (CUBASGA) Conference,” February 19th–20th, 2022, 10:00 AM to 4:00 PM via Zoom

      1. Taylor

      2. Updates:

         1. No updates

         2. Send a check-in email

   3. Middle Eastern Student Association, “Middle East Night,” February 19th, 2022, 6:00 PM to 9:00 PM in the Rec Center

      1. Teagan & Josh

      2. Updates:

         1. No updates

         2. Need to figure out the belly dancer deposit. Email - emphasize in-person meeting

3. Fourth Funding Cycle

   1. Volunteers Around the World “Culture Day,” March 7th, 2022 in ECCR 1B40

      1. Bailey & Aneesh

      2. Updates:

         1. They have ignored my first two emails to meet with Jamey

            1. I’ll email them again now that we’re back to in-person 

Sigma Psi Zeta “Culture Shock: Remember Your Roots,” March 5th, 2022 in Glenn Miller Ballroom

1. Teagan & Cole

2. Updates:

   1. No updates

Officer Reports

1. Advisor(s)

   1. Please let me know if you have not gotten paid. 

   2. Waiting on agency to approve marketing to move forward with SL event.

2. Leg Council

   1. TBD

3. CUSG Liaison 

   1. Absent

4. Diversity Liaison

   1. Absent

5. GPSG Liaison

   1. Absent

6. Finance Board Liaison

   1. Budget season is upon us 

7. Marketing Coordinator

   1. Finishing SL marketing

      1. Poster done

      2. Working on tickets/social media collab

   2. Beginning AR marketing

   3. Recruitment marketing in the works now :))

   4. Creating/ordering merch 

8. Speakers Coordinator

   1. SL poster completed

   2. Interested in moderating?

      1. Maya

      2. Allie

      3. Taylor

      4. Aneesh

   3. Interested in Q&A team?

      1. Allie

      2. Cole

      3. Taylor

      4. Maya

      5. Anuja

      6. Teagan 

   4. Announce date this Friday

   5. Sign up for tabling and ticketing!

   6. ROD responsibilities assignment for next meeting

9. Student Outreach Coordinator

   1. TABLING!!!

   2. Please sign up! Do it right now! 

   3. Spring Involvement Fair is this Wednesday from 11-2 in Glenn Miller

      1. Please sign up for this so that we have more than just one person at the table for each hour!

10. Assistant Speakers Coordinator

    1. Working on SL ROD

11. Webmaster

    1. Will add marketing to the website

    2. Check back in next week about updated minutes 

12. Social Media Coordinator 

    1. TEDXCU keeps tagging me in stuff without being approved for the budget 

    2. Meeting with Allie and Maya soon to discuss market strategy for SL and AR

13. Secretary/Historian

    1. I’ll meet with Anuja to go over how to help set up the minutes

    2. Alexis Gonzalesif there’s a way to get me on Presence it would really help - got you, on my to-do list for next week!

    3. Just got my SSN

14. Chair

    1. Budget season

    2. Trying to juggle problem children - i.e. student orgs

Adjourn

1. 9:53 PM