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Meeting Minutes 01/30/23

  1. Call to Order   

 

Present: Allie, Alexis, Apoorva, Iliana, Taylor, Michelle, Teagan, Hector, Aneesh

Absent: 

 

  1. Open Hearing 

 

  1. Approval of the Minutes

 

  1. Approval of the Agenda

 

  1. New Business

    1. Liaisons

      1. MECHA (April 28-29)

        1. Aneesh 

        2. Iliana 

      2. Sigma Lambda Beta (April 4th)

        1. Apoorva 

        2. Michelle 

    2. Fifth Funding Cycle 

      1. Voting Key: For - Abstain - Negation

  1. First Hearing

    1. 7:15 PM - Sigma Lambda Beta “Weekend in Vietnam,” April 4th, 6:00-9:00 PM, Kittredge Multipurpose room 

      2. Notes

        1. Want to showcase Vietnamese culture

          1. Show what vietnamese people do

        2. Aims to broaden diversity and cultural awareness

          1. Highlight the similarities across different cultures and identities

        3. Will coincide with Founders Week 

        4. Similar to the Dia de los Muertos event

        5. What’s going on

          1. 5-6: arrival/check-in

          2. 6-630: arts and crafts activities

          3. 630-7:00: presentation on a weekend in Vietnam

          4. 7-745: Vietnamese games

          5. 745-9:00: Wrap up

        6.  

      3. Questions

        1. i.e. only requested funds for venue and supplies/decorations? 

        2. Have you thought about inviting VSA or other groups to present? So that all representation is addressed.

        3. In the past, many of the MGC affiliated events have had a large portion of their attendance be the rest of MGC. How will you ensure that this event is marketed and clearly open to the entirety of the student body? 

          1. Planning to reach out to other RSOs that have a similar mission to try and ensure that it is not only a MGC event.

        4. Per CEB bylaws, your advertisement has to be ready for submission and postering two weeks prior to your event, what is your plan to meet this deadline to ensure yout event is successful? 

          1. Within a month of the event they will have advertising out via social media. Will also reach out to RSOs that have a similar mission.

            1. Just so we are all clear, all marketing needs to be approved by CEB before it goes out anywhere. This can take up to a week. Please account for this in your marketing plans. (note for the org)

        5. Do you have a team that is helping plan this event? In the past, we’ve run into some issues when only one person is planning an event, so just want to check.

          1. The entire fraternity will be helping plan the event and carry it out. Will also ask for help from VSA for planning and logistical support (personal connections, not an official collaboration). Event scale will not exceed 300 people. This will also help alleviate the stress of running the event and also giving the presentation.

        6.  

      4. Discussion

        1. One-man shows have been historically unsuccessful

        2. Word-of-mouth has been how MGC has been advertising in the past 

          1. Doesn’t rly work out

        3. One person doing a presentation alone is worrying

          1. MGC has also done not-so-great presentations in the past

          2. Only sharing one story from one perspective

          3. It would be better if they were to invite VSA to collaborate to present

        4.  

      5. Motion to approve Sigma Lambda Beta’s event, “Weekend in Vietnam” for alignment with CEB Mission:

        1.  4 - 1 - 1

    2. 7:30 PM - UMAS y MECHA “MECHA National Conference,” April 28th-30th

      2. Notes

        1. National conference for MECHA

        2. Aim: Increase respect, acces, equity, dignity, and justice for marginalized communities

          1. Provided an environment where everyone can feel safe 

            1. In light of the situation at Will-Vill

        3. Theme: Revolutionary Love

          1. Love as a source of change

        4. Itinerary includes:

          1. Workshops

            1. self -love

            2. Care for the community

            3. Mind, Body, and Soul

          2. History talks

          3. Keynote Speaker

            1. Priscilla 

              1. Member of the Boulder community

          4. Breakfast on Sunday 

        5. Expected attendance = 500ish

        6. Going to have an RSVP form

      3. Questions

        1. Where on campus is your event taking place? 

        2. What place are you getting catering from?

          1. A+b = do you have to have an exemption for food?

            1. Yes you do

            2. Double check all of your buildings

        3. Because this is a national event, is there an expected break down on the attendees from the university and attendees from outside of CU?

          1. Expected to be mostly CU

        4. How will you ensure that students that are not in UMAS or MECHA are also going to be able to participate in the event?

          1. Planning to invite a lot of different RSOs to the event. Using the conference as an outlet to spread the message and theme of the event.

        5. Marketing plan:

          1. Postering around ƷSMӰƬ

          2. Reaching out to RSOs

          3. Reaching out to schools in the local area

          4.  

        6. This is a long and super large event. Is there any assistance from anyone who has planned this before? And if not, what is your plan to ensure that you all are prepared? 

          1. Have alumni that are helping.

            1. Were planning to have this event, but COVID

        7. What are your workshops going to look like? (Lecture/interactive etc).  If you are going to have speakers, are you going to compensate them?

          1. Mix of both types.

          2. Still trying to dial the speakers in

          3. And if they are, then we will need the professional documentation for them by next Monday, if approved. 

            1.  
        8.  

      4. Discussion

        1. Snaps for that mission statement

        2. 500 people is a lot to manage

          1. Especially for 3 days

        3. If 50% are going to be non-students that’s a lot of money to pay from students fees

        4.  

      5. Motion to approve MECHA’s event, “MECHA National Conference” for alignment with CEB Mission:

        1.  4 - 2 - 0

  2. Second Hearing

    1. TEDxCU “Serendipity,” April 7th, 6:00-10:00 PM, Macky

      2. Notes

        1. Venue Rental (Macky) - $10,577.75  

        2. Decorations/Event Supplies - $1,400.00 (Send to ASSG) - $0.00

        3. Equipment Rental (Videography) - $12,000.00 - 

        4. Advertising - $500.00 - 

      3. Total

        1. $24,477.75 - $23,077.75

      4. Discussion

        1.  

      5. Budgetary Questions/Comments

        1.  

      6. Motion to approve TEDxCU’s event, “Serendipity” for $23,077.75.

        1. 6 - 0 - 0

    2. NSA “Nepal Night,” April 8th, 5:00-10:00 PM, Glenn Miller

      2. Notes

        1. Venue - $623.34  

        2. Catering - $7,666.17 - $4,599.70

          1. $3,916.17 Increased by $3,750.00 due to new food 

            1. 60% = 4599.702

        3. Program Council - $3,885.00

        4. Performer - $9,700.00 - $9,700.00

        5. Decorations and Costumes - $1,139.22 - $142.94

          1. Decorations - all good

          2. Costumes - $0.00

        6. Advertising - $180.00 - $180.00

      3. Total

        1. $19,443.73- $19,130.98

          1. *total is low due to it being before the 3,750 increase

      4. Discussion

        1.  

      5. Budgetary Questions/Comments

        1.  

      6. Motion to approve NSA’s event, “Nepal Night” for $19,130.98

        1. 5 - 1 - 0

    3. SASA “SASA Show,” April 22nd, 6:00-10:00 PM, Lower Rec Courts

      2. Notes

        1. Venue Rental - $956.83 

        2. Equipment Rental - $7,542.00 

        3. Catering - $2,096.75  

        4. Advertising - $300.00 - 

        5. Costumes - $515.54 - 

        6. Decorations - $326.59 - $289.79

          1. -36.8

          2. Fund the tape but ask CSI before buying

      3. Total

        1. $11,737.71 - $11,700.91

      4. Discussion

        1.  

      5. Budgetary Questions/Comments

        1. Is RockFan who you used last year for the equipment rental? There were a lot of problems with them. 

      6. Motion to approve SASA’s event, “SASA Show” for $11,700.91.

        1. 6 - 0 - 0

    4. Psychedelic Club “Cannabis and Psychedelic Symposium,” April 15th, 11:00 AM to 6:30 PM, Virtual (Zoom)

      2. Notes

        1. William Leonard Pickard - $500.00 - 

        2. Monica Cadena - $500.00 - 

        3. Video Editing - $500.00 - 

        4. Website Design - $600.00 - $400.00

          1. Kinda counts are advertising which is cappped at $500.00

        5. Flyer Printing - $100.00 - 

      3. Total

        1. $2,200.00 - $2,000.00

      4. Discussion

        1.  

      5. Budgetary Questions/Comments

        1. Please go to another soure for the remaining $200.00

      6. Motion to approve Psychedelic Club’s event, “Cannabis and Psychedelic Symposium” for $2,000.00.

        1. 6 - 0 - 0

    5. Asian Unity “Passport to Asian Banquet,” April 7th, 5:30-10:00 PM, Byron R. White Club 

      2. Notes

        1. Venue - $4,960.00 - 

        2. Operational Expenses - $1,575.00

        3. Advertising - $300.00 - 

        4. Decorations - $1,539.27 - $368.76

          1. No for general lights and plants

          2. Yes to cherry blossoms, lanterns, and blossom lights

        5. Catering - $5,113.00 - $5,113.00

          1. Price per person = ~20

        6. Headliner and DJ - $9,504.00 - $9,504.00

          1. DJ Expense - $2,704.00 - 

          2. Headliner Fee - $5,000.00 - 

          3. Headliner Travel/Lodging - $1,800.00 - 

      3. Total

        1. $22,991.27 - $21,820.76

      4. Discussion

        1.  

      5. Budgetary Questions/Comments

        1. Ask about an all-inclusive quote for the headliner

      6. Motion to approve Asian Unity’s event, “Passport to Asia Banquet” for $21,820.76

        1. 6 - 0 - 0

  1. Addressing campus safety and security 

  1. Old Business

    1. Fourth Funding Cycle 

      1. International Festival Committee “International Festival 2023” March 4th 3:00-7:00 PM, Glenn Miller Ballroom  

        1. Iliana and Aneesh 

        2. Updates:

          1. No updates

      2. VeRVE Collisionz “VeRVE Collisionz Street Dance Competition” March 19th 6:30-8:30 PM, Glenn Miller Ballroom  

        1. Michelle and Taylor

        2. Updates:

          1.  Had our pre-spending meeting today! Went well

      3. Sigma Psi Zeta  “Culture Shock” March 12th 6:30-10:00 PM, Glenn Miller Ballroom 

        1. Aneesh and Apoorva 

        2. Updates:

          1. No updates

    2. Third Funding Cycle 

      1. Saudi Students Association “Saudi Foundation Day,” February 26th 4:00-11:59 PM

        1. Aneesh and Iliana

        2. Updates: 

          1. Make sure to send the post event survey to them next week 

      2. CUBASGA “CUBASGA Spring 2023 Conference,” February 4th-5th 9:00 AM-7:30 PM

        1. Taylor and Teagan

        2. Updates:

          1. Who is going?

            1. Taylor 

            2. Teagan

            3. Iliana 

      3. VSA “Culture Lunar New Year Show,” February 4th 6:00-10:00 PM

        1. Apoorva and Aneesh

        2. Updates: 

          1. Do we need a table for the event at their Night Market?

            1. They just offered today

            2. I’ll let them know today and will also remind them about no recruitment in general

          2. Will send the post-event survey after the meeting tonight

          3. Who is going?

            1. Teagan 

            2. Aneesh 

            3. Taylor 

            4. Apoorva

            5. Michelle

            6. Allie 

      4. Multicultural Greek Council “MGC Yardshow 2023: Stomp Your Heart Out,” February 18th 6:00-9:00 PM

        1. Teagan and Taylor

        2. Updates: 

          1.  Will be sending the post event survey soon. 

    3. Post Event Review

      1. APALSA “Lunar New Year Celebration,” January 26th 6:00-8:00 PM 

        1. Advertising:

          1. Saw a lot of advertising digitally

          2. Not a lot of postering

          3. Not very active on social media

        2. Logistics:

          1. Better dedicated event space especially for events and performances

          2. Started at 6pm exactly, performances also started right at 6.

            1. Not a great idea

            2. Doesn’t really cater to non-law students

              1. Next time maybe have a ~15 min welcome/mingle time at the start

          3. No compostable things

          4. Lack of veggie options

          5. Didn’t get everything that was quoted

            1. Sesame chicken

          6. Didn’t get a lot of responses due to lack off explanation

          7. Mainly law students, decent turn out

        3. Content:

          1. Person passed out during the Keynote speaker

            1. Got carted away into an ambulance

            2. Kinda killed the vibe (had to turn off music for cops taking story and for EMTs)

            3. Props for being prepared for this

          2. Keynote was very good

          3. MC was good

        4. Future Notes:

          1.  Better dedicated space

          2. More buffer time in the beginning before performers start

  2. Officer Reports

    1. Advisor(s)

      2. PC Collab Attendance (Me)

      3. PC Collab Roles, will be setting up a meeting with Aneesh/Iliana in the next week or so to discuss roles and responsibilities

      4. AM Book 

    2. Leg Council

      1. Constitutional amendments are still at rules

      2. Hector running for CoS

    3. CUSG Liaison 

      1. TBD

    4. GPSG Liaison

      1. TBD

    5. Finance Board Liaison

      1. Budget season is upon us…

    6. Marketing Coordinator

      1. Recruitment 

        1. I promise more marketing will go out soon on this, but I’m gonna need a sec

      2. AM Marketing

        1. I believe the game plan is announce on Wednesday with CUBT

        2. I need you all to poster this week, postering locations are

          1. I’m not going to select your location for you, but I need you all to sign up right now for a section

          2. Posters will be in our office by Thursday, so please pick them up and poster before our meeting on Monday

        3. Tabling w/AM marketing will start next week (ie. A-frame, poster on table, advertising for it, etc.)

    7. Speakers Coordinator

      1. Meeting with AM on Wednesday at 2:30.

        1. Will finalize the more minute details with her.

      2. If you have any conflicts on the 16th of Feb that would stop you from being at the event by 4:00 let us know ASAP

      3. PC has gotten back to us for our spring collab

        1. Finalized a headliner and an opener.

          1. More details as we get them

      4. Increased Security at AM event

      5. Use eventbrite in the future 

    8. Student Outreach Coordinator

      1. Sign up for   

        1. Unless your names are: 

          1. ALLIE LINDSEY 

          2. TEAGAN BOIARSKY 

          3. ANEESH WAIKAR 

      2. If you are a liaison, please CC me on your emails 

        1. It is quite literally my job to be in the know 

      3. Meeting with CISC earlier today 

        1. Christina 

          1. Outreach to AAPI students for graduation details 

        2. Stephanie 

          1. Fostering connections with RSOs from marginalized groups 

      4. Alexis I can not have 

    9. Assistant Speakers Coordinator

      1. Emailed AM, I most likely won’t be at the AM event at the start.

      2. Sending out emails for CCP

    10. Webmaster

      1. No updates

    11. Social Media Coordinator 

      1. Please fill out this google

      2. Share stuff on socials 

    12. Secretary/Historian

      1. Let’s try and keep anything we don’t want in the minutes in the comments

      2. We really need to cut off orgs that talk about the budget. It defeats the purpose of our second hearing.

        1. If we don’t allow it in that hearing, we can’t allow it in our first hearing.

    13. Chair

      1. I know we are all super tired and burnt out right now. This semester is hitting hard, but we just need to get through the next few weeks and then CEB will be a little bit less crazy. Please just sign up for what tabling you can do, we need people power and we just don’t have it right now. 

  3. Adjourn

    1. 10:35

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