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Meeting Minutes 2/10/25

Present: Aneesh, Allie, Morgan, Lawrence, Sanjana, Ratna, Naisha, Angela, Bree, Shruthi 

Absent: Alexis  

  1. Approval of the Minutes 
  1. Approval of the Agenda  

New Business 

  1. Motion to approve mission statement alignment for AU’s event, “Passport to Asia” 
  1. 4-0-1 
  1. UMC concerns 
  1. Motion to put CSSA on financial probation for 1 semester.  
  1. 5-0-0 

Recruitment 

  1. Only one applicant 

Fifth Funding Cycle Second Readings Pt.2 

LSA – LSA Formal 2025 – Koenig Alumni Centre– April 19th - 2pm-10pm 

Liaisons 

  1. Lawrence 
  1. Morgan  

Notes 

  1. Already in a nice venue, so expensive decorations not necessary  
  1. Budget Breakdown 
  1. Food: $5,250.00 - $0.00 
  1. Ask for a quote for 120 Portions 
  1. Ask for more vegetarian options (board recommends: 40 veg, 80 nonveg) 
  1. Liaisons: Recommend more vegetarian options and a smaller head count based on their last event, if they can provide an RSVP with a larger amount of attendees closer to the event date then the board could re-assess the catering amount approved 
  1. Clarifications from last meeting 
  1. Increasing vegetarian options - worried that there will be more leftovers like in their past event 
  1. Choice of Restaurant – authentic immigrant owned Latin restaurant that they want to highlight 
  1. They will get back to us with an accurate estimate for the attendance after they send out an RSVP form in late Feb/early Mar 

Question – When will they have to send their updated invoice  

  1. Space Rental: $900.00 - $1,275.00 
  1. Updated request  
  1. From $900 to $1275 
  1. Speaker/Performer: $2,500.00 - $2,500.00 
  1. Parts/Materials/Supplies: $3,634.06 - $589.22 
  1. Not funding:  
  1. $2864.99 - Metallic Masquerade Complete Theme 
  1. $179.85 Sunflower pins (not enough for all attendees) 
  1. The why - The performers will be playing many genres of cultural music, most of which are from different countries that represent LSA members...Decorations and similar supplies will set the ambiance for the entire event and celebration for our seniors, which will help us along with our speakers to inform and educate those who attend about various cultures, the history of Mexican and Latin American students at CU, in Boulder, and how their legacy is carried through us. 
  1. Contracted Services/Labor: $100.00 - $75.00 
  1. Photo booth 
  1. Advertising: $500.00 - $500.00  
  1. Total: $12,884.06 - $4,939.22 

Budget Approval 

  1. Motion to approve $4,939.22 for LSA’s event “LSA Formal 2025” 
  1. 5-0-0 
  1. oSTEM – oSTEM Region E Conference – ECCS 200, 201, 245, 265– April 12th – 9:00am-5:30pm 
  1. Liaisons 
  1. Sanjana  
  1. Angela 

Notes 

Budget Breakdown 

  1. Parking: $375.00 - $375.00 
  1. Food: $1,625.00 - $1,625.00 
  1. Office Supplies: $102.00 - $102.00 
  1. Branded/Promotional Items: $75.00 - $0.00 
  1. Promotional items need to be more event specific  
  1. Gifts/Awards/Prizes: $500.00 - 0.00 
  1. Verify who speakers are before funding the gifts  
  1. Total: $2,677.00 -  $2,102.00 

Budget Approval 

  1. Motion to approve $2,102.00 for oSTEM’s event “oSTEM Region E Conference” 
  1. 5-0-0 

BSA – BSA Jazz Formal - Touchdown Club at Folsom Field – April 12th - 5pm-10pm 

Budget Request 

Liaisons 

  1. Ratna 
  1. Lawrence 

Notes 

Budget Breakdown 

  1. Space rental - $11,257.03 - $11,257.03 
  1. Food - $5,033.00 - $0.00 
  1. Liaisons: Ask why there are 2 caterers, aim for approximately $15/person, get a more solidified quote 
  1. Why both Jambalaya (only get veg from one place?) 
  1. Advertising - $500 - $500.00 
  1. Speaker /performer fees - $1,000 - $500 
  1. $500 for jazz band, approved 
  1. $400 for DJ, aligns with what CEB has previously funded 
  1. Audio/visual set up services- $450.00 - $0.00 
  1. Not funding: 
  1. Photographer because no quote provided, and person is unclear 
  1. Equipment Rental - $995.00 - $0.00 
  1. Not funding:  
  1. 360 camera because CSI offers cheaper photobooth option 
  1. Parts/materials/supplies - $319.91 - $ 0.00 
  1. Not funding:  
  1. $164. 97 – Utensils (not compostable) 
  1. $114.95 - Plates (not compostable) 
  1. $39.99 -  Food warmers (check with caterer) 
  1. Costumes/Decorations - $676.22 - $113.94 
  1. Not funding 
  1. $51.96- Sashes (Prizes, send to ASSG) 
  1. $21.99 - Balloon arches (CEB does not fund arches) 
  1. $7.59 - Gold exploding star  
  1. $13.99 - Gold, blue, black balloons 
  1. $84.97-B,S,A letters (concerns about storage and not event specific) 
  1. $119.92 - Black and navy feathers 
  1. $11.38 - Fairy lights 
  1. $19.99- Lanterns  
  1. $57.56 -Mood lights 
  1. $31.98 - Flowers 
  1. $7.99 - Rose petals 
  1. $44.99- Photo booth props 
  1. 69.98 - Photobooth props 
  1. 17.99 - Pearls 
  1. Printing - $200 - $0.00 
  1. Need to approve before funding 
  1. Total - $19,753.94 - $12,370.97 

Budget Approval 

  1. Motion to approve $12,370.97 for BSA’s event “BSA Jazz Formal” 
  1. 5-0-0 

HEAL – ECCR 150 – April 3rd – 6pm-7pm 

Liaisons 

  1. Lawrence 
  1. Morgan 

Notes  

  1.  SOAC has approved their food budget 
  1. Sent us the quotes for their promotional materials 

Budget Breakdown 

  1. Speaker/Performer - $30,000.00 - $2,500.00 
  1. $15,000.00 per speaker for two speakers, S.S.N and K.P 
  1. Liaisons: clarify that board cannot fund speakers in full 
  1. Advertising - $62.00 -$155.78 approved on 2.4.25 by Chair 
  1. UMC Table Tents, Instagram ads 
  1. Branded Promotional Items - $172.80 - $0.00 
  1. Ask for further clarification on the purpose of candles - not funding currently since the candles are technically considered prizes  
  1. The candles in the "Branded Promotional Items" section were meant as incentives to encourage participation and engagement at the event. However, if this does not fall within CEB’s funding guidelines, we completely understand! 
  1. Total - $30,743.71 - $ 

Budget Approval 

  1. Tabled 

 Old Business - Third Funding Cycle 

Art Auction CU - “Art Auction Festival” on Feb 8th from 5:00-9:00PM at Glenn Miller Ballroom  

Liaisons:  

  1. Ratna 
  1. Morgan 

Updates 

Post-event Review 

  1. Advertising 
  1. Saw on social media 
  1. Printed ads only seen on campus day before 
  1. Logistics 
  1. Performances started 15-20 minutes late 
  1. Had a QR code instead of buff one swiper, which is not reliable 
  1. Did not see post-event survey, still has no responses.  
  1. Food was in Aspen rooms 
  1. People did not know about the activities/booth because of curtains 
  1. Not enough volunteers to run booths 
  1. Activities were incomplete regarding materials (ex. Paintbrushes but no paint) 
  1. Expected 400 people, but only about 50 
  1. Was not executed to the board’s expectation 
  1. Lack of marketing, not enough people there 

Content 

  1. Warn audience of flashing lights 
  1. Content was not educational 
  1. Food was not super relevant to event 

Notes for next time 

  1. Ask org for a post-event hearing 
  1. Sold art :( 

CU Boulder Asian Studies Graduate Association (CUBASGA)- “CUBASGA Annual Conference 2025” on Feb. 22nd and 23rd  from 9:00 AM – 6:00 PM and 10:00 AM – 6:00 PM at Norlin Library British and Irish Room 

Liaisons: 

  1. Angela 
  1. Sanjana  

Updates 

  1. They are requesting reallocation on their transportation budget; one of their keynote speakers is going to rent a car and would need parking instead of transportation arrangements. Rental car reimbursements would be up to $150 instead of the $260 per speaker funding that we gave them.  
  1. Their colleagues volunteered to provide transportation on Sunday to dinner, so they also request using part of the remaining transportation funds to arrange parking 

 

Sigma Psi Zeta - “Culture Shock 2025” on Feb 15th from 6:00 – 9:30 PM at Glenn Miller Ballroom 

Budget Request 

Liaisons:  

  1. Naisha 

Updates 

  1. Sent Post-Event Survey. 
  1. Event this weekend! 

Who is going? 

  1. Naisha (6:00-7:30) 
  1. Aneesh (6:30-8:00) 
  1. Ratna (6:00-7:00) 
  1. Sanjana (6:00-7:00) 
  1. Morgan (7:00-9:00) 
  1. Bree (6:00-7:00) 
  1. Angela (6-8) 

Black Law Student Association (BLSA) - “Black History Month Celebration” on Feb 27th from 6:00 – 8:00 PM at Wolf Law 

Liaisons: Sanjana and Aneesh  

Updates 

  1. Marketing approved 

Fourth Funding Cycle 

Iranian Students at CU Boulder – “Persian New Year 2025”-WVCC Multipurpose Room – March 15th 6-10pm 

Liaisons 

  1. Morgan 
  1. Sanjana 

Updates 

  1.  Did not send additional quotes yet  

Women of Aeronautics and Astronautics – “CU WoAA Conference” - Aerospace Building- March 8th 9am-4pm 

Liaisons  

  1. Shruthi 
  1. Bree 

Updates 

  1. I don’t think they are doing the RSVP thing anymore so need to clarify that  
  1. Should be smooth sailing from now on, I think they have everything we need in. 

Discussion 

  1. Not funding in promotional items 
  1. $323.00 Euros flight tags (find domestic options)  
  1. $207.96 Pins (dont know amount) 
  1. Liaisons: As org to choose between pins OR domestic option for flight tags 
  1. $399.80 Mugs (too expensive for only 20) 
  1. $1656.00 totes (too expensive, and not needed for success of the event) 

Vietnamese Student Association – “Lunar New Year Culture Show 2025” -  GMB – March 16th 5:00 PM – 10:00 PM 

Liaisons  

  1. Allie 
  1. Aneesh 

Updates 

  1. Check-in email sent 

Muslim Student Association – “MSA Iftar Night” - Rec Ice Rink Overlook– March 16th 4:30-7:30pm 

Liaisons  

  1. Angela 
  1. Naisha 

Updates 

  1. They sent us their marketing.   
  1. Ask org to be more specific regarding location in rec 

Fifth Funding Cycle 

SASE – Byron R. White Club– April 4th – 6pm-10pm 

Liaisons 

  1. Naisha 
  1. Sanjana 

Updates 

  1. Scheduled prespending meeting for Wednesday 

7:45 PM – ASA – Village Centre – April 19th – 5:30pm-9:00pm 

Liaisons 

  1. Allie 
  1. Bree 

Updates 

  1. Mawafro - $600 
  1. Eman - $600 
  1. How many songs are they performing? 
  1. Pre-spending meeting is done 
  1. Make sure ASL logo is more visible (consider solid footer at bottom) 
  1.  Typo in location/rooms 
  1. Liaisons: ask about DJs on poster 
  1. Vendors: 
  1. Sultan Elixir: 
  1. What will they be selling? What goods/services are they offering? 
  1. Selling jewelry and authentic African inspired accessories 
  1. How are they able to take payment?  
  1. Cash/card/digital/etc 
  1. Significance of their presence at the event: why is it important to have this vendor at your event? 
  1. Sultan Elixirs strives to promote self-confidence and beauty. By selling cultural Black and African inspired products that connects our clients to the motherland and providing a safe space to be their authentic selves.  
  1. Rahmi creations 
  1. Selling paintings and art prints 
  1. Cash and digital  
  1. The artist is a trailblazer in the Denver art scene, an immigrant recently moved from Kenya that has been able to make a name for themselves in a new space and culture,his story is full of resilience and determination and odd beauty as portrayed in his art,he is involved with community projects and initiatives (Sketch Party and the IRC an organization that works with immigrants and survivors of conflicts from all over the world  
  1. IG:@rahmi_creations 

SASA – Lower Rec – April 12th - 6:30pm-9pm 

Budget Request 

Liaisons 

  1. Shruthi 
  1. Angela 

Updates 

  1. No updates yet, waiting for a reply on when2meet.  

VeRVE Collisionz – GMB– April 6th - 6pm-9pm 

Liaisons 

  1. Ratna 
  1. Bree 

Updates 

  1. Waiting for org to fill out when2meet 

NSA – Nepal Night 2025 - Glenn Miller Ballroom– April 12th – 4:30pm-10:00pm 

Liaisons 

  1. Naisha 
  1. Ratna 

Updates 

  1. Performers are traveling internationally, but managers are taken care of visas and other legal things (included in quote) 
  1. Misc expense:  Backstage rider request, Backup gears (battery, chargers, power strips, cables), Extra transportation fees (uber, or food delivery), Towels, personal care items, Extra Backline rentals - if the extra or specific gears that is not been provided by the organizers or the venue. 
  1. Pre spending meeting scheduled for Thursday 

Notes:  

  1. International performers not usually funded due to challenges for CSI 
  1. Schedule meeting with Alexis about paying for international artists 
  1. Ask about how many performers are part of the band 
  1. Not funding artist still because misc are still too vague  

IFest – Glenn Miller Ballroom – April 13th – 3:00pm-7:00pm 

Liaisons 

  1. Aneesh 
  1. Shruthi 

Updates 

  1. Waiting on response for pre-spending meeting. 

 

Officer Reports 

  1. Advisor  
  1.  
  1. Leg Council Liaison 
  1. No updates 
  1.  GPSG Liaison 
  1. No updates 
  1. Finance Board Liaison 
  1. CEB  hearing on Thursday  
  1. Student Outreach Coordinator 
  1. Recruitment... New deadline – Feb 21st 
  1. Just want to note again:  
  1. If an org is requesting a reallocation or an allocation under $750, just reach out to Aneesh and cc me and we can get it approved quickly 
  1. If it’s over $750, but seems pretty straightforward, you’re able to email the board and ask for a vote – and voting members should respond within 2 days 
  1. If it’s over $750 and needs some discussion, reach out to the org regardless and let them know when they can expect a response 
  1. ***again, big thing is that you at least told them that you got their message 
  1. Marketing Coordinator 
  1. Please fill out this form regarding Diane’s Marketing  
  1. Constructive Criticism is much appreciated!!!!!! 
  1. Speakers Coordinator 
  1. CCP 
  1. March 11th 4-6PM 
  1. Received quote for Four Directions Cuisine – Andrea Murdoch 
  1. Marketing check-in this week. 
  1. Speaker 
  1. Potential live stream option? 
  1. Pay? 
  1. CWA will share marketing once approved. 
  1. Secretary/Historian 
  1. Newsletter?  
  1. Multimedia Coordinator 
  1. None 
  1. Assistant Student Outreach Coordinator 
  1. None 😛 
  1. Assistant Speakers Coordinator 
  1. Vacant  
  1. Chair 
  1. Looking ahead 
  1. Adjourn 
  1.  10:30