Meeting Minutes 10/09/23

Call to Order

Roll Call

Present: Aneesh, Teagan, Manasa, Hanna, Monique, Allie, Kellen, Mayra, Lawrence, Freya, Apoorva, Alexis

Absent: Taylor (excused)

Open Hearing

Approval of the Minutes

Approval of the Agenda

New Business
1. Introductions
2. Official announcement week for VD!
  1. Mark your calendars: Tuesday, November 7th at 4:00 PM
    1. If you have any schedule conflicts, please let Alexis or Marya know ASAP!
  2. CUBT story is now live
  3. Eventbrite is live
  4. Starting 10/11 please begin sharing/interacting with marketing materials
  5. Reminders:
    1. Tabling week of 10/23-11/3
      1. Will have a spreadsheet ready next meeting!
3. VD Moderators
  1. We will select moderators next week.
  2. Who is interested? Put your name below.
    1. Aneesh
    2. Taylor
    3. Manasa

Old Business
1. First Funding Cycle
  1. Women of Aeronautics and Astronautics, “WoAA Conference 2023: First Take Off,” October 7th, 10:00 AM-4:00 PM, Aerospace Department on East Campus
    1. Liaisons: Teagan and Marya
    2. Updates:
    3. Post-Event Review
      1. Advertising
        None of us are engineering students, but there was probably a lot of internal advertising.
      2. Logistics
        It was clear to go once you were in the building.
        Some people wanted to go to multiple sessions that were offered at the same time.
        There were people who wished the Conference was longer. This might help with people wanting to go to multiple sessions.
        They ended on time.
        All students were out by 4:00 PM and everyone else by 4:15 PM.
      3. Content
        They did have breakfast available.
        Keynote speaker at 10 AM
        Turnout was great, lots of people.
        After the keynote, there were different sessions taking place.
        It was very organized.
        There was a BeInvolved Fair sort of set up at the end with a lot of different companies and organizations.
      4. Future Notes
        Maybe advertise more on Main Campus.
        Perhaps make it a multi-day conference.

Sigma Lambda Beta, “Noche de Baile,” October 3rd, 6:00 PM-10:00 PM, Williams Village Multipurpose Room A
1. Liaisons: Apoorva and Aneesh
2. Updates:
3. Post-Event Review
  1. Advertising
  2. Logistics
    1. They were still setting up at 6:00 PM when the event was supposed to start, but they let people come in and sit down and get food.
    2. Started the event around 6:30 PM.
    3. Had the post-event survey at the beginning of the event, so maybe not the most accurate.
    4. Lots of MGC people in attendance.
  3. Content
    1. The opening presentation was really good.
    2. The workshop was well done.
  4. Future Notes
    1. Please have a main dish that is vegetarian…
    2. Liaison concerns
      1. Organization has not been good in the past, but it started off on a good foot.
      2. Their advertising was done early and they were prepared before applying for funding.
      3. They did not follow the proper protocols to work with EP&C to get catering.
      4. The communication was not there for many aspects of the event (the band change, food issues, etc.).
        They communicated with CSI about this but not the liaisons, and not in a timely manner.
        They almost did not have a band for the event because of this.
      5. They were confused about who to contact about various issues and did not understand using BuffConnect.
      6. Everything was very last minute, and they were not mindful about how this would impact other people trying to help them.
      7. We will be bringing them in for a post-event hearing next week.
Hindu YUVA, “Ganesh Chaturti,” September, PM, Sewall Field
1. Liaisons: Allie
2. Updates:
  1. Will be coming in at 7:15 p.m. next meeting (October 16th).
    1. We will have a document (like we have for the other hearings) so we have an outline of what we would like to discuss with them.
  2. They have been turning in requests for reimbursement for items that the Board did not vote to fund.
    1. Allie is putting together a list of everything they were funded for so as to make it clear to Hindu YUVA and to help CSI Finance.
    2. They bought items that they did not talk to us about and then have requested to be reimbursed.

Second Funding Cycle
1. NSA, “Around the World,” October 28th, Glenn Miller Ballroom
  1. Liaisons: Taylor and Manasa
  2. Updates:
    1. Advertising approved and the NSA team is informed.
    2. They reached out to us asking for any alternative other than PC- it is sorted now.
    3. They received new quotes from PC and EP&C and requested us to go through them.
      1. Motion to approve $43.62 in additional funding for EP&C/Space rental for NSA’s event, “Around the World”.
        Chair approves.

SASA, “Garba Night,” November 9th, Will Vill Multipurpose Room
1. Liaisons: Kellen and Aneesh
2. Updates:
  1. Pre-spending meeting on Wednesday.
ASA, “ASA Fashion Show,” December 9th, Glenn Miller Ballroom
1. Liaisons: Allie and Apoorva
2. Updates:
  1. Have been reaching out to EP&C but haven’t heard back - reached out today for an update and if not, we will also reach out
    1. They came into CSI today. They did go to EP&C to ask them about it and they do not have an update about it yet.
      1. Catering is held up because of the back and forth on menu items. They will be contacting ASA by Friday about this and whether or not EP&C can accommodate their requested menu. Because of this, we still won’t know the price until Friday at the earliest.
  2. QR code to sign up to walk in the event can be sent out because it’s not really marketing for the event, more just prep for their event!
    1. So if you see it around, that should be fine and they know not to have the flyers out
  3. Haven’t scheduled the pre-spending meeting yet because we are still waiting on having all of their quotes.
    1. Still missing catering and venue.

Officer Reports
1. Advisor
  1. Reception Guest List - please fill out by 10/20!
  2. The CSI Board is meeting biweekly and working to create better communication across CSI and the various organizations that fall under them.
    1. They are looking for an informal liaison to go to their biweekly meetings on Wednesdays from 5-6 PM.
      1. Who would be available?
        Aneesh
        Freya
2. Leg Council Liaison
  1. No new updates
3. GPSG Liaison
  1. No new updates
4. Finance Board Liaison
  1. No Updates
5. Student Outreach Coordinator
  1. New member orientation - I will get the rest of you scheduled here shortly!
6. Marketing Coordinator
  1. Retreat Oct 20 -22
    1. Can new members go?
      1. Only new members please fill out this driving form!
    2. Please fill out these two forms for retreat!!
      1. Dietary Restrictions
      2. Time people get out of class on Friday
    3. Retreat Destination Reveal!!
  2. Fill out this form for sizing for merch/sweatshirts!
  3. VD Postering
    1. Will be printing posters soon and they will be in the office once printed
7. Speakers Coordinator
  1. See new business
8. Secretary/Historian
  1. I’ll send an updated roster to the UMC front desk.
  2. I’ll add everyone to the GroupMe as well.
9. Social Media Coordinator - Can we do a CEB Jams V.3?
  1. Posted something for Indigenous people’s day and VD so pls go interact w/ it or something
10. Assistant Speakers Coordinator
  1. Up for election??? (after retreat)
11. Webmaster
  1. Up for election??? (after retreat)
12. Chair
  1. PC
    1. Working on creating a Docusign for orgs and PC to use to establish good communication and accountability.
  2. Bylaws were passed
  3. Onboarding
    1. Will be doing another new member orientation with Allie later this week.

Adjourn
1. 8:14 PM

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Meeting Minutes 10/09/23