Meeting Minutes 10/25/21

Call to Order   

Roll Call

1. Present: Anuja, Teagan, Cole, Suvu, Jemil, Allie, Bailey, Josh, Aneesh, Meha, Inji, Erin, Alexis

2. Absent: Maya (excused), Taylor, Tania, Ornella (tardy excused), Shubham 

Open Hearing 

Approval of the Minutes

Approval of the Agenda

New Business

1. Welcome, Meha!

   1. Director of D&I 

2. Thank you all so much for a fantastic retreat!

3. Secretary Elections

   1. Aneesh - Congratulations!

4. 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. Anuja & Allie

      2. Budget Request

      3. Notes

         1. Equipment - $7,064.00 - $7,064

            1. Computer Rental - $6,000.00

            2. Gaff Tape - $407.00

               1. They won’t need to buy it as CSI is buying tape.

            3. Gimbal - $149.00

            4. Gimbal Stabilizer - $279.00

            5. Shotgun Mic - $229.00

               1. (c, d, and e) Will be used for future years but will only be used for specific training events

         2. Production - $329.95 - $329.95

            1. HDMI to SDI Converter - $290.00 - $290.00

               1. There is a possibility that they could be rented through ATLAS

                  1. That being said, this piece of equipment is technical enough to where ATLAS may not have it

            2. SDI Cable - $39.95 

         3. Space Rental -$2,718.06 -  $2,718.06

            1. Furniture - $340.40 - $340.40

            2. Venue - $921.66 - $921.66

            3. Personnel - $1,456.00 - $856.00

               1. Security, CSO, casters

                  1. Specific costs outlined in documents shared with us.

                     1. Do they have a quote for Christopher Lessard? - Caster

                     2. We can fund the first caster but we can’t fund the second caster until they have a quote.

         4. Speaker - $12,000.00 - $12,000

         5. Supplies - $6,000.00 - $500.00

            1. Advertising - $5,000.00 - $500.00

               1. Documentation has not been provided yet (3:10 PM) - Info provided in the evening

               2. Projected to reach 19.5k-21k people via Snapchat and Twitter.

               3. $5,000 seems like too much for advertising

                  1. We normally only fund advertising for $500

               4. We also want their primary outreach to be to CU Boulder students and not greater Boulder or other universities

            2. Food - $1,000.00 - $0.00

               1. Not cultural food

               2. Can go to ASSG

      4. Total - $28,112.01 - $23,758.01

      5. Discussion

         1. Production

            1. Converters (HDMI to SDI)

               1. Though the price they have listed does seem high, they are sourcing from a semi-profesional store and do require high-quality equipment for their production

                  1. Not an outrageous price

                  2. Seems reasonable to assume that price dictates quality 

         2. Personnel

            1. They have only provided documentation for one of the casters and therefore we cannot fund the one missing proper documentation for the amount they are asking ($600 for Christopher Lessard?)

               1. They can come in for an appeal once they have an actual quote

         3. Advertising

            1. $5000 is simply too much for us to fund

               1. In the past we have typically funded a max of about $500 for advertising

            2. They’re methods of advertising (mainly Twitter and Snapchat) are very broad-spectrum.

               1. We would like advertising to be primarily focused on CU Boulder students and not the greater Boulder community

               2. They can reach out to other gaming clubs for advertising in their respective schools

         4. Food

            1. No funding for their food as their food is not culturally relevant and is not an integral part of the success of the event

               1. May be able to get funds for food from other boards/committees (ASSG)

      6. Budgetary Questions

         1.  

      7. Motion to approve CU Gaming’s event “Press Start to Continue” for $23,758.01.

         1. 5 - 0 - 0

         2. Motion passes

      8. Post-Discussion Notes

         1. Allie will send the email 

   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. Ornella & Taylor

      2. Budget Request

      3. Notes

         1. Food - $1,309.18 (Restaurant Chez Thuy) - $1,309.18

            1. Appetizers: fried eggroll & springroll (veggie & non-veggie

            2. Entree: Chicken stir fry, Tofu combo special, and Fish stir fry curry

            3. Drink: soft drinks & smoothies

            4. Desserts: sesame ball

            5. $25pp * 40 + tax + 20% tip

      4. Total - $1,309.18 - $1,309.18

      5. Discussion

         1. All expenditure is accounted for so there are no problems with their budget request 

      6. Budgetary Questions

         1. N/A

      7. Motion to approve CU BASGA’s event “2022 CU Asian Studies Graduate Association (CUBASGA) Conference” for $1,309.18. 

         1. 5 - 0 - 0

         2. Motion passes

      8. Post-Discussion Notes

         1. Ornella will send the email within 48 hours 

   3. Middle Eastern Student Association, “Middle East Night,” February 17th, 2022, 6:00 PM to 9:00 PM in the Rec Center

      1. Teagan & Josh

      2. Budget Request

      3. Notes

         1. Advertising - $300.00 - $300.00

         2. Equipment Rental - $8,134.00 - $8,134.00

            1. Audio System - (~$900)

            2. Large Lighting (~$700) 

            3. Staging (~$4,750)

            4. Spot light (~$100)

            5. Labor (~$1087)

            6. Transportation (~$100)

         3. Food - $2,528.68 - $2,528.68

            1. Have a receipt from Ali Baba Catering with detailed breakdown of food items and individual prices.

         4. Henna - $300.00 - $300.00

         5. Performers - $5,250.00 - $5,250.00

            1. Belly Dancer - $250.00

            2. Tehran Von Ghasri - $5,000.00

         6. Space Rental - $1,183.00 - $1,183.00

      4. Total - $17,695.00 - $17,695.00

      5. Discussion

         1. Their singer is not coming so the price of the performers has dropped

         2. Belly Dancer is now slightly more expensive ($100)

         3. All of their budgeted items have proper references so there are no concerns about the legitimacy of their request 

      6. Budgetary Questions

         1.  

      7. Motion to approve Middle Eastern Student Association’s event “Middle East Night” for $17,695.00.

         1. 5 - 0 - 0

         2. Motion Passes

5. Alex Honnold Event - DSB

   1. Monday, November 1st, 5:30 - 5:45 PM (no meeting)

   2. 10 VIP tickets available for CEB

      1. Teagan

      2. Suvu

      3. Allie

      4. Taylor

      5. Aneesh

      6. Josh 

      7. Bailey

      8. Anuja

      9. Cole 

      10. Note from Erin: Erin and Alexis will both be on site for the event as well and will be helping with event details from an advisor perspective. 

          1. Tania does not need a ticket but will still come to help (Jemil is also available).

   3. Anuja will meet with DSB on Tuesday Oct 26, 2021

Old Business

1. Office Hours Sign Up

   1. Jemil, Cole, Suvu, Tania, Maya, and Taylor still need to sign up

   2. Aneesh will email people that have not signed up

2. Second Funding Cycle

   1. South Asian Student Association “Step Up CU,” December 4th, 2021

      1. Anuja and Ornella

      2. Updates: 

         1. Org responded to the check-in email and said they’re doing well

            1. Will get back in case they need help

   2. Nepalese Student Association “Cultural Talent Show,” November 13th, 2021 5:30 - 9:00 PM

      1. Maya and Teagan

      2. Updates:

         1. *Chair’s note: please send them the survey in an email

         2. Will ask about advertising

   3. CU Catalan Club “Making Traditional Catalan Panellets,” November 5th, 2021 4:00 PM

      1. Jemil and Bailey

      2. Updates: 

         1. *Chair’s note: please send them the survey in an email

         2. They have posters - Jemil needs the Board’s approval

            1. They need the CUSG logo and the ASL logo (preference is the old logo)

            2. Suggestions - 

               1. Clear date and time

               2. Transparent background logos

         3. Had finance meeting about two weeks ago

         4. Bailey or Jemil will email them within 48 hours

      3. Who is attending?

         1. Jemil

         2. Bailey

         3. Aneesh

Officer Reports

1. Advisor(s)

   1. Position Pay: I have escalated concerns about the timeline to the cabinet member who oversees this office. My sincere apologies that this continues to be an issue. 

   2. Halloween Programming: Student Events | Division of Student Affairs | University of Colorado Boulder

      1. Come hang out with Alexis and Erin at Drag Queen Bingo this Thursday night at 7:00pm in the Ballroom 

   3. Cultural Food: Meeting with campus dining and EP&C tomorrow (10/26) at 12:30pm (Anuja I sent you a Zoom link, please let me know if you did not get it).

   4. Alexis and Erin will be working on scheduling meetings for CEB exec board members to work on advisor transition and helping Alexis learn all about CEB. 

   5. Speakers Discussion Follow-Up: Erin and Alexis will be meeting with Maya on Friday to talk through next steps for the spring semester board events. 

   6. Name tags update:

      1. We need a name tag for everyone other than Jemil, Maya, and Anuja

2. Leg Council

   1. Allie and Taylor were ratified as Budgetary Voting members 

   2. SOAC board is up and running

   3. Aneesh needs to be ratified as Secretary

3. CUSG Liaison 

   1. Afghan Healing Retreat - Meha

      1. 4-8pm Nov 13th

         1. Speaker

         2. Food

   2. Diversity & Inclusion Summit -Meha

      1. Slam poetry/storytelling

      2. Nov 2nd from 6-7:15pm

   3. Run-in with Carson - Tania

      1.  

   4. Hiring updates/SOAC Updates

      1. Business as usual

         1. 7 through on Thursday (October 21, 21), and filled Meha’s cabinet

         2. New SOAC chair (Jemil is interim chair)

   5. Regent Visit

      1. Tuesday November 2nd - Wolf Law - 7:15pm

   6. Homecoming

      1. Monday - DSB: Alex Honnold

         1. Selling 100 more tickets on Wednesday in the UMC

      2. Tuesday - Senior Night at Rio 

         1. Must be a senior to attend

      3. Wednesday - Homecoming Concert

         1. Peach Tree Rascals with Mr. Mota opening

         2. Student tickets are $5

      4. Thursday - 

      5. Friday - parade on Pearl Street

4. GPSG Liaison

   1. Shubham - absent

5. Finance Board Liaison

   1. Finance Board is filling in for SOAC

   2. First Quarter reports due in ~2 weeks Anuja ANGO8123

   3. Setting priorities for budget season

   4. Student Pay may increase with the minimum wage increase

6. Marketing Coordinator

   1. TBD

7. Speakers Coordinator

   1. Maya - Absent

8. Student Outreach Coordinator

   1. Can we start to get back in the habit of typing up our updates before the meeting :)

   2. No other updates

9. Assistant Speakers Coordinator

   1. TBD

10. Webmaster

    1. Retreat photos

       1. Computer is down so not all updated

       2. You have veto powers if you don’t want a particular photo uploaded

       3. Check once they are up (Bailey will text in gc) and pick your favorite

11. Social Media Coordinator 

    1. No updates

12. Secretary/Historian

    1. Birthdays

       1. Get everyone’s birthdays (for bday cards)

          1. Tania - 11/02/1999

          2. Suvu - Nov 20

          3. Bailey - 09/24/2000

          4. Josh - 03/05  

          5. Allie - 09/11/2003

          6. Ornella- 09/18

          7. Cole 05/09/2002

          8. Teagan - 04/10/2002

          9. Meha 06/27/2000

          10. Aneesh - 05/17/2003

          11. Alexis -

          12. Erin - 

    2. Need to be approved by Leg Council

13. Chair

    1. 1v1s

    2. Meeting with DSB Chair tomorrow evening

    3. Make expenditures worksheet/funding summary

       1. Last year’s

Adjourn

1. 8:28 p.m.