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Meeting Minutes 11/27/23

 

  1. Call to Order   

 

  1. Roll Call

Present: Aneesh, Teagan, Marya, Hanna, Allie, Freya, Morgan, Apoorva, Alexis, Taylor (zoom), Manasa, Lawrence (tardy), Kellen  

Absent: Monique (excused)

 

  1. Open Hearing

 

  1. Approval of the Minutes

 

  1. Approval of the Agenda

 

  1. New Business

    1. 7:15 PM - CUBASGA Funding Appeal

      1. CUBASGA is requesting that we reconsider the funding of their post-conference dinner. (only $1,000)

        1. The dinner is open to all attendees. 

        2. The same dinner has been funded by the Board in the past.

      2. Notes

        1. It is now only $1,000.00 that they are requesting because the Department of Asian Languages and Civilizations has contributed the other half. 

        2. They believe the dinner is important because:

          1. Finality of the conference 

          2. Community-building and barrier-breaking

            1. Chance for everyone to speak together as scholars

          3. Networking opportunity for young scholars

            1. It is a stressful event for grad students and they can relax at the end. 

          4. Industry-standard 

            1. Conferences normally have dinners at the end. 

          5. Cross-disciplinary 

            1. Everyone can mix and mingle after the event and meet scholars outside of their area of study. 

            2. During the conference, you must choose panels to attend, so at this you could interact with people that you didn’t get to talk with. 

      3. Questions

        1. How many people are expected?

          1. 40

          2. It is open to all, but not really advertised. 

      4. Discussion

        1. It’ll be around $20-25 per person with what we would fund. 

        2. We have funded it in the past, so there is some precedent. 

        3. It is said to be open to all, but it won’t be advertised. If people show up, they will be welcome to come, but attendees who are not presenters will not be notified about it. 

        4. It might be considered important to the event because it allows people to interact with presenters that they did not get to see during the conference. 

          1. It might be good professional development as well. There are not many opportunities for networking for graduate students outside of stem. 

        5. It seems like it is more connected to the actual conference than we previously thought. 

      5. Motion

        1. Motion to approve $1,000 in additional funding for CUBASGA’s event, “CUBASGA Conference”. 

          1. 6 - 0 - 2

    2. Hindu YUVA 

      1. CSI Finance sent us additional quotes to be funded. 

      2. They did not end up using the service provider that we funded for AV. They split it into two separate companies. 

        1. We already funded $5,332.40 for Rockfan. We could reallocate it and fund a little additional for the mismatched quote and invoice from Sunbelt. 

      3. Additional funding - Equipment Rental

        1. Mitaksh Entertainment: $4,100 

        2. Sunbelt Rental: $966.69 - $1,716.67

          1. Interestingly - the actual invoice that CSI got is about $800 more. 

        3. It would be an additional $484.27 and a reallocation of $5,332.40. 

      4. Motions

        1. Motion to approve an additional $484.27 in funding for the equipment rental line item for Hindu YUVA’s event “Ganesh Festival”. 

          1. 7 - 1 - 0 

        2. Motion to reallocate $5,332.40 towards new vendors for Hindu YUVA’s equipment rental for their event “Ganesh Festival”. 

          1. 7 - 1 - 0 

 

  1. Old Business

    1. Second Funding Cycle 

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

        1. Liaisons: Allie and Apoorva

        2. Updates:

          1. ASA has received their off-campus food exemption.

          2. EP&C quotes

            1. Additional Funding Space Rental Line: $793.85 - $793.85

              1. Linens: $322.50 - $322.50

              2. Venue : $471.35 - $471.35

                1. Increase from their original $638.97 quote specifically from venue

              3. Motion to approve $793.85 in additional funding for the space rental for ASA’s event “ASA Fashion Show”.

              4.   8 - 0 - 0 

          3. Catering quotes

            1. Sweet Pepper Kitchen - $450 - $450.00

            2. Msosi Kenyan Cuisine - $240 - $240.00

            3. Temsalet Ethiopian Restaurant - $2,400 - $2,400.00

            4. Joanna’s Kitchen - $1,030 - $1,030.00

              1. Check to see if the water will be in plastic bottles. 

            5. Drinks - $207.83 - $162.83

              1. 96 Coke/Sprite cans - $103.88 - $103.88

              2. 48 Lemonade cans - $58.95 - $58.95

              3. Water - $45 - $0 

            6. Motion to approve an additional $4,282.83 in funding for catering for ASA’s event, “ASA Fashion Show”.

              1. 8 - 0 - 0 

          4. Additional Flyer approval

            1. The word “ballroom” is not inline with the rest of the text. 

            2. CU needs to be capitalized. 

            3. The top of the woman’s headpiece is cut off. 

    2. Third Funding Cycle 

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

        1. Liaisons: Apoorva and Hanna

        2. Updates: 

          1. No updates

      2. CUBASGA - “CUBASGA Conference” at UMC - Aspen Rooms, UMC-247

        1. Liaisons: Monique and Marya

        2. Updates:

          1. No updates 

      3. Saudi Student Association - “Saudi Foundation Day 2024” 

        1. Liaisons: Taylor and Freya

        2. Updates:

          1. Pre-spending meeting is done. They are currently working with EP&C regarding catering. - Aneesh

      4. Vietnamese Student Association - “VSA Culture Show” at GMB - 5-10 PM 

        1. Liaisons: Aneesh and Kellen

        2. Updates:

          1. Pre-spending meeting is done. They are currently working with on EP&C regarding catering, and they should be getting us quotes soon for performers.

            1. There should be a standard procedure for getting outside catering now. Orgs have also been informed to contact us if they run into problems or delays in communication from EP&C. If you are a liaison for an org that is seeking outside catering, you should have been CC’d on an email about this. 

  2. Officer Reports

    1. Advisor

      1. Hanna and Taylor - please see me to clock in, p l e a s e 

        1. SWEARSIES- Taylor 

      2. EP&C/catering updates

        1. Orgs will be asked for recipes is what I have been told

    2. Leg Council Liaison

      1. No updates 

    3. GPSG Liaison

      1. No Updates.

    4. Finance Board Liaison

      1. No updates

    5. Student Outreach Coordinator

      1. NSA

        1. They have a new invoice for PC. There may be a future reallocation necessary. 

      2. Reach out if you are interested in SOC!

    6. Marketing Coordinator

      1. Working on Merch

    7. Speakers Coordinator

      1. CWA meeting on Wednesday

    8. Secretary/Historian

      1. Let me know if you are interested in Secretary!

    9. Social Media Coordinator 

      1. Nada 

    10. Assistant Speakers Coordinator

      1. N/A

    11. Webmaster

      1. Please send me a fun fact about yourself and why you joined ceb so I can add it to your bios ;-)

    12. Chair

      1. Meeting with CWA on Wednesday 

      2. Elections → December 11th

        1. Positions:

          1. Secretary

          2. Assistant Speakers Coordinator

          3. Student Outreach Coordinator

      3. Last meeting of the year → December 11th

        1. Not in the DSCC → LBB 231

        2. Planning to get it catered (put ideas below)

          1. La Mariposa

          2. Rincon Argentino 

          3. Godavari (Indian food) 

          4. Something really yummy

 

  1. Adjourn

    1. 8:03 PM