Meeting Minutes 08/16/21

1. Call to Order   

2. Roll Call

Present: Anuja, Bailey, Teagan, Inji, Kenny, Suvu, Erin, Anbareen

Excused: 

Absent: Tania, Jemil, Maya, Ornella

3. Open Hearing

4. Approval of the Minutes

5. Approval of the Agenda

6. New Business

   1. Acting Secretary: Bailey

      1. Secretary Rotating Schedule

      2. Attendance Sheet

      3. Secretaries, please remember to send out the meeting minutes 24 hours after every meeting with a quick summary of what we discussed included in the email.

   2. Fall Welcome Event

      1. Q&A session tomorrow morning with DSB - 9:00 AM

         1. Ornella

         2. Anuja

         3. Maya

7. Old Business

   1. First Funding Cycle

      1. CU Gaming “Press Start 2021” September 10th, 6pm @ UMC Glenn Miller Ballroom - Jemil

         1. Budget Request

         2. Notes

            1. Advertising - $5,000.00 - $500.00 

            2. Space Rental - $619.03 -  $0.00

               1. *Note: requested amount in the original budget is $619.03. Furniture budget requested is $340.40 versus $293.60 listed in the UMC quote. UMC quote is $532.09.

                  1. Need invoices 

               2. Security costs were not listed in UMC quote - $156.00.

            3. Security - $456.00 - $0.00

               1. UMC Security - $156.00

               2. CSOs - $300.00

            4. Audio/Visual - $19,746.54 - $2,014.50

               1. Event Equipment - $10,420.26

                  1. Rental is around $2,014.50 (taken from screenshots of rental gear)

               2. Production - $9,326.28 

            5. Food - $7,500.00 - $0.00

            6. Parking - $1,800.00 - $0.00

            7. Performers - $3,000.00 - $3,000.00

            8. Hotel - $500.00 - $500.00

            9. Guest Meals - $500.00 - $0.00  

               1. Need invoices and dates for the speaker.

            10. Airfare - $7,500.00 - $0.00

                1. Speaker Travel - $1,500.00

                2. Caster Travel - $6,000.00

            11.  Ground Transportation - $500.00 - $0.00

            12. Total - $47,584.60 - $6,014.50

                1. Calculated budget according to original budget sheet is $46,965.57.

                2. Calculated budget according to submitted documents is $46,878.63. 

         3. Discussion

            1. Expecting around 800 people to attend. Last year was  successful. 

               1. Unlikely to be cancelled 

            2. Renting (approx $3,000) vs buying (approx $20,000) gear 

               1. Cheap laptop rentals through CU Bookstore - need PCs 

               2. Are we okay with funding items that will be used again outside this event? If so, where will they be stored?

            3. Discrepancy in total budget possibly due to issues with BuffConnect 

            4. Can’t wait until 08/30 if we are going to fund it since their event is 09/10

               1. CU Gaming submitted their budget 3 weeks late 

            5. Is there enough time to get our questions answered? 

               1. Potentially ask them to apply to another funding cycle 

         4. Budgetary Questions

            1. Why is there a discrepancy between the UMC quote for venue costs and the budget?

            2. Why is there a discrepancy between the requested total and the calculated budget?

         5. Motion to table indefinitely CU Gaming’s budget proposal for “Press Start 2021.”

            1. 4 - 1 - 1

         6. Post-Discussion Notes

            1. Anuja will email CU Gaming 

8. Officer Reports

   1. Advisor(s)

      1. Fall Welcome is Here!
         Student Events | Division of Student Affairs | University of Colorado Boulder 

      2. BeInvolved Fair -- August 24

      3. Student Employment Opportunities: https://www.colorado.edu/involvement/about/work-csi 

      4. CSI Advisory Board 

      5. COVID Reminders: COVID-19 Information | University of Colorado Boulder 

   2. Leg Council

      1. Budgetary member ratifications and ratify Maya as Speakers Coordinator 

   3. CUSG Liaison 

      1. Absent

   4. Marketing Coordinator

      1. Referred French Club to the Arts and Sciences board 

      2. Waiting on America Ferrera posters to put up in the next week or two 

   5. Student Outreach Coordinator

      1. Second funding cycle advertising will start soon. First email going out on Wednesday.

      2. Recruitment will start soon as well. Applications open September 1st, so we will start advertising for that soon! They will close September 17th and we have a few people on a list to contact already. 

      3. Be Involved fair is August 24th, get excited!

         1. Make form for people to sign up for the table. 

      4. Table through first week of school, both for AF event and for recruitment

         1. Need to make table reservation 

   6. Speakers Coordinator

      1. Absent 

   7. Assistant Speakers Coordinator

      1. TBD

   8. Webmaster

      1. No updates

   9. Social Media Coordinator 

      1. Absent 

   10. Secretary/Historian

       1. TBD

   11. Chair

       1. In-person meeting times

          1. Send out a poll for switching to 7:00 PM meeting time.

       2. Ratifications

          1. Maya as Speakers Coordinator

          2. Ornella as budgetary

          3. Bailey as budgetary

9. Adjourn

   1. Adjourned at 7:06 pm