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Meeting Minutes 10/21/23

  1. Call to Order   

 

  1. Roll Call

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

Absent: Kellen (Excused), Taylor (excused)

 

  1. Open Hearing

 

  1. Approval of the Minutes

 

  1. Approval of the Agenda

 

  1. New Business

    1. Voting Member Elections (3 positions

      1. Freya

      2. Monique - Congrats!

      3. Hanna - Congrats!

      4. Lawrence - Congrats!

    2. Speakers Discussion

    3. Third Funding Cycle Second Hearings

      1. 8:00 PM - CU Ceramics - “CU Ceramics Club: Visiting Artist Series Spring 2024” at Visual Arts Complex 1B20 (Auditorium) & 175 (Ceramics Common Studio) 

        1. February 1st, 9:00 AM - 1:00 PM - Demonstrations/Conversation

        2. February 2nd, 9:00AM-1:00PM (Workshops) & 5:30PM-6:30PM (Lecture)

        3. Budget Request

        4. Liaisons: Apoorva and Hanna

        5. Breakdown

          1. Speakers - $8,000.00 - $8,000.00

          2. Advertising - $500.00 - $500.00

        6. Total: $8,500.00 - $8,500.00

        7. Notes

          1.  

        8. Questions

          1.  

        9. Discussion

          1.  

        10. Motion to approve $8,500.00 for CU Ceramics Club’s event “Visiting Artist Series 2024.”

  1.   4 - 0 - 0

  1. 8:15 PM - CUBASGA - “CUBASGA Conference” at UMC - Aspen Rooms, UMC-247

    1. February 24th, 9:00 AM - 5:00 PM

    2. February 25th, 10:30 AM - 6:00 PM

    3. Budget Request

    4. Liaisons: Monique and Marya

    5. Breakdown

      1. Speakers: $2,720.84 - $2,720.84

      2. Advertising: $472.00 - $472.00

      3. Office Supplies: $200.00 - $200.00

      4. Food: $5,473.50 - $3,473.50

    6. Total: $8,866.34 - $6,866.34

    7. Notes

      1.  

    8. Questions

      1.  

    9. Discussion

      1. Only funding day 1 Breakfast/refreshments and day 2 lunch/refreshments

      2. Not funding the dinner on Sunday night since it is after the conference.

    10. Motion to approve $6,866.34 for CUBASGA’s event, “CUBASGA Conference.”

      1. 4 - 0 - 0 

  2. 8:30 PM - Saudi Student Association - “Saudi Foundation Day 2024”

    1. Budget Request

    2. Liaisons: Taylor and Freya

    3. Breakdown

      1. Venue: $456.63 - $456.63

      2. Food: $1,846.38 - $1,822.75 (based on quote provided)

      3. Decorations: $105.95 - $23.98

        1. Burlap Bags - $28.99 - $0.00

        2. Banner Stand - $43.99 - $0.00

        3. Balloons - $8.99 - $0.00

        4. Hand Held flags - $14.99

        5. Toothpick flags - $8.99

      4. Printing: $227.88 - $0.00

        1. Not funded for banner due to lack of clarity of purpose for banner

    4. Total: $2,636.84 - $2,303.36

    5. Notes

      1.  

    6. Questions

      1.  

    7. Discussion

      1. The funding for food is based on the quote amount and not what is requested in BuffConnect 

      2. They need to have a conversation with EP&C regarding bringing in outside food. If they are seeking outside catering, they will need to go through the proper channels to bring in outside food or use university approved catering.

      3. They will still need to find a translator for their event - have they started on this?

      4. It is unclear what the banners are for. We do not know what is going on them or what the purpose is. Perhaps we wait to ask them more information before we vote for funding on this item. 

    8. Motion to approve $2,303.36 for SSA’s event, “Saudi Foundation Day 2024”.

      1. 4 - 0 - 0

  3. 8:45 PM - Vietnamese Student Association - “VSA Culture Show” at GMB - 5-10 PM

    1. Budget Request

    2. Liaisons: Aneesh and Kellen

    3. Breakdown

      1. Performers: $25,800.00 - $800.00

        1. Thuy: $20,000.00 - $0.00

          1. Negotiation Range: $5,000.00 -$0.00

        2. Ascent Lion Dance: $800.00 - $800.00

      2. Advertising: $220.00 -  $220.00

      3. Space Rental: $838.00 - $838.00

      4. Security: $704.64 -  $704.64

      5. AV Setup:  $3,284.00 - $3,113.00 (based on quote provided)

      6. Decorations: $1,262.96 - $362.96

        1. Photo booth - $0.00

      7. Food: $7,200.00 - $5,928.50

        1. New Saigon: $1,050.00 - $1,050.00

        2. Vitacane: $1,800.00 - $1,800.00

        3. The Alley: $1,895.00 - $1,895.00

        4.  L&L BBQ: $1,150.00 -  $0.00 no quote provided

        5. Bahn Butter Bakery: $795.00 - $795.00 based on quote provided

        6. Dochi: $388.50 - $388.50 

        7. Event staff - $0.00 no quote provided

    4. Total: $39,190.10 - $11,967.10

    5. Notes

    6.  

    7. Questions

      1.  

    8. Discussion

      1. It is unclear who the quote for the performer came from. We should ask them for more information since we cannot determine if the quote we see is from VSA to the performer or from the performer to VSA. 

        1. If it is coming from VSA, they offered money that they didn’t have and they are also offering to give them even more. This is quite confusing. 

        2. Is it even a quote? Can they get a quote?

      2. They have two different quotes for microphones from both PC and EP&C - only funding microphones from PC unless they can make a good case as to why they need both from EP&C and PC

      3. We can’t fund the photobooth, so we will refer them to CSI. 

      4. They need to have a conversation with EP&C regarding bringing in outside food. If they are seeking outside catering, they will need to go through the proper channels to bring in outside food, use university approved catering, or get an exemption.

    9. Motion to approve $11,967.10 for VSA’s event, “VSA Culture Show.”

      1. 4 - 0 - 0

  1. Old Business

    1. Second Funding Cycle 

      1. NSA, “Around the World,” October 28th, Glenn Miller Ballroom, 5 PM to 8 PM

        1. Liaisons: Taylor and Manasa

        2. Updates: 

          1. They printed their posters. 

          2. Their banner has not been printed yet because there are some issues printing them. They will be printed sometime next week. 

          3. Who is going?

            1. Apoorva

            2. Aneesh (6:30 - 7:30)

            3. Manasa (7:00- 8:00)

            4. Freya (5:00-6:30)

      2. SASA, “Garba Night,” November 10th, Will Vill Multipurpose Room

        1. Liaisons: Kellen and Aneesh

        2. Updates:

          1. Had pre-spending meeting last week. 

      3. ASA, “ASA Fashion Show,” December 9th, Glenn Miller Ballroom 

        1. Liaisons: Allie and Apoorva

        2. Updates:

          1. Decorations quotes

            1. They can’t have real candles if that is what they were planning on. 

              1. The candles look fake, so they are good to go. 

            2. Is the cutlery/cups biodegradable?

              1. Even though the university doesn’t compost, it is still in our bylaws. 

              2. Why is it under the decorations line item?

            3. Could the student orgs share decorations that they have previously been funded and aren’t currently using?

              1. There has been no precedent set in the past about this. 

            4. We don’t fund balloons. 

            5. Can they get the table clothes from EP&C. 

            6. Total: $900.63 for decorations

              1. If “balloon” was in the title, we didn’t fund it. 

              2. The tablecloths were not funded. 

              3. The plates, napkins, cutlery, and cups were not funded. 

            7. Motion to approve $900.63 in additional funding for ASA’s event, “ASA Fashion Show.” 

              1. 4 - 0 - 0

          2. Venue quote additional funding

            1. Already funded $167.24

            2. New quote is for $638.97, so a $471.73 increase

              1. Approved by Chair

          3. Advertising

            1. One is a “save the date” and the other one would be an advertising flier. 

              1. Save the date: They should move the CUSG logo to the bottom. 

            2. The flier (the one with the woman on it)

              1. It is a little crowded, hard to read, a lot is going on

              2. “CU” should be in caps

              3. The color contrast isn’t great and should be fixed so it is easier to read in general

            3. The “save the date” flier is approved and the flier should be sent back in for reapproval. 

  2. Officer Reports

    1. Advisor

      1. No updates

    2. Leg Council Liaison

      1. Absent 

    3. GPSG Liaison

      1. No new updates

    4. Finance Board Liaison

      1. No updates

    5. Student Outreach Coordinator

      1. Please send out second hearing emails by Wednesday!!!

    6. Marketing Coordinator

      1. Working on merch

      2. Poster!

    7. Speakers Coordinator

      1. No updates.

    8. Secretary/Historian

      1. Please email me headshots so I can put them on the board outside the office. 

    9. Social Media Coordinator 

      1. Absent

    10. Assistant Speakers Coordinator

      1. N/A

    11. Webmaster

      1. N/A

    12. Chair

      1. Elections for Webmaster and Assistant Speakers Coordinator will take place on the 30th of October.

        1. Interested in ASC → talk to Marya

        2. Interested in WM → talk to Apoorva

        3. Ask people for nominations

      2. Poster by EOD Monday 10/23

      3. Marya, we can meet to discuss ROD some time next week

        1. Add this to go over at the meeting on Oct. 30

 

  1. Adjourn

    1.   9:03 (Break from 5:30 and 7:55)