Fall 2010 FiCom Meetings Before Classes Begin

FiCom Initial Agenda

 * initial funding
 * Signer Sem

-- We want to show that FiCom is in charge of student groups (and funding)

-- We should discuss length of Signer Sem. is it more important to make it short and painless, or give people the opportunity to attend multiple valuable sessions

-- We should discuss Signer Sem. food (we will fund 3$ per head - so for 300 people, we will fund 900$) We will fund 1,000$ max.

-- We want copies of actually funding request to show poeple

-- We want to show people how funding on Zoho works (show them the Signer Sem. food request using Zoho) (maybe like a little sample FiCom discussion?)


 * student group recognition
 * SAF orientation for Council
 * FiCom strategic planning (goals/ideas for the semester) - Sunday
 * Improving relationship with CLA/Council
 * Outreach for new members
 * budgeting for the semester/opinion poll results

Meeting Schedule

 * First meeting Thursday 8pm, FiCom office
 * Meeting with Pam Friday 330-415 (only time that worked..)
 * Initial funding, approve money ($1000?) for signer sem, Signer Sem, SAF Orientation, student group recognition Saturdayat 3pm
 * Strategic Planning session Sunday
 * Wrap up weekend agenda items Monday
 * budgeting decisions Wednesday
 * Meeting with Mark Spiro (budgeting best practices, HCEMS, SAGA's monopoly over student group food &amp; monetary impact (e.g. $12/person brunch Signer Sem)), Friday 10th at 1130am
 * meeting to make decisions re changes to funding policies, FiCom meeting times Saturday 11th at 1pm

Some Random Notes:


 * Tipping policy is actually 20% (NOTE at Signer Sem)

9/3/10 FiCom Meetings with CLA
Discussion: Signer Sem.

-        We recapped what FiCom members had discussed with Pam about Signer Sem. in the fall. (See agenda from previous meeting)

-        There are more new signers in the fall, so basic training in funding and procedures is very, very important

-        CLA wants FiCom to run a larger group presentation – FiCom will discuss, tenuously agrees

-        FiCom will update the PowerPoint that was previously used, making it more attention grabbing, and visually appealing

-        FiCom will include a practical demonstration of Zoho (in the large group presentation)

-        FiCom wants sample funding requests handed out to the signers  (Note: We need to make this happen . . .)

-        FiCom will assist in holding a Hampedia breakout session

-        CLA’s plans for Signer Sem.:

Brunch at Noon

-- Funding discussion

-- FiCom is currently funding at 4.00 per head meeting food, and feels it is inadvisable to spend more feeding student leaders for one event then we do on regular student groups

-- After a discussion among FiCom at previous meeting, we are willing to fund 3$ per person, with an estimated attendance of 300, so we will round up and fund 1,000$

-- CLA says it will cost 11.35$ per person, via SAGA

-- With an estimated attendance of 300, that would cost 3,405$

-- CLA is willing “too eat up most of their budget” in order to fund this brunch

-- CLA points out the social value of food, which FiCom recognizes

-- FiCom asks, “would sandwiches or coffee and muffins be cheaper?”

-- CLA says it would be very difficult to get a nice meal any cheaper through SAGA.

-- SAGA’s rights of refusal are problematic. Should be addressed.

-- CLA says they might be able to make the brunch a little cheaper, do away with fruit salad

-- FiCom will put a question in the Signer Sem. pre-registration form, to see how signers feel about funding food for Signer Sem. out of the SAF

- 12:45 Signer Sem. Welcome and Intro

- 1:00 FiCom Session (Has been allotted ½ an hour with Q and A, can have ten more minutes)

- FiCom must hammer in funding forms/procedures, there will be many new signers, and even experienced signers don’t always understand how to get funded.

- There will be a breakout session on avoiding burnout (Run by Community Health Collaborative?)

- FiCom requests the CLA forwards draft of Signer Sem. plans to FiCom and Community Council

- There will be a breakout session with Spiritual Life

- FiCom strongly suggests continuing to run a “Seasoned Signer” breakout session

- FiCom is also in favor of running a brand new signer session

- Suggestion: Maybe an “Intro to Community Council” breakout session?

- CLA – we need to emphasis that signers from the same group need to split up and attend different sessions

Discussion (Brief): Hampfest

-        Everyone should get pumped up

-        Hampfest will be much improved this year

-        People can come in (to the CLA?) and make a sign for their group

-        Need to reduce noise pollution at Hampfest

Discussion (Brief): FiCom Funding Opinion Poll

-        Mention that FiCom has sent out a funding opinion poll to the signers

-        FiCom is projecting a 40,000$ budget shortfall as compared with last year

-        FiCom hopes to get results from signers as soon as possible, as we want to implement changes to funding policies at the outset.

Discussion: Risk Management

- CLA – things with risk management are still not been done to the level that they need to, groups are getting away with things, especially some of the on-campus publications, - we are “behind the eight ball” in risk management – CLA is working on this.

Discussion (Long): Student Group Recognition

-        CLA – There are many groups pending either for risk management problems, or other various concerns

-        FiCom requests the spreadsheet showing which groups are approved, pending or denied and the reason why

-        This would help with transparency

-        This would increase FiCom’s efficiency, as we would see where student interests were focused, and could better determine how to use the SAF

-        The CLA strongly feels the spreadsheet does not need to be shared with FiCom, although it is not confidential

-        The CLA stated the Group Recognition is solely their purview, and that it would serve no purpose to share the spreadsheet with FiCom

-        FiCom says it has received student complaints about the seemingly arbitrary nature of Group Recognition decisions

-        CLA says to forward all complaints to them

-        The CLA explains they put a lot of work into the spreadsheet, and that they want FiCom to trust them to do their jobs

-        CLA claims they do not interfere in FiCom funding practices (they just offer suggestions), so they do not want FiCom involved in group recognition

-        FiCom can not even offer suggestions about Group Recognition if we do not have all of the information (i.e. the spreadsheet)

-        CLA – if FiCom has specific questions about Group Recognition, they will be given specific answers (but not given access to the raw data)

-        CLA explains a little about Group Recognition process

-        CLA - Groups have to meet certain guidelines to become groups

-        CLA – The CLA always offers a reason a group will not receive recognition

-        CLA - Sometimes if requested groups seem similar they are told to combine, put in touch with signers from other groups

-        (For example, three gun groups were told to combine into one group – a Sexual Health Activists group was asked to combine with the Sexperts)

-        CLA – Sometimes they suggest a merger, sometimes they involve student life, or suggest an EPEC class

-        CLA – The end goal being not to was duplicate efforts

-        CLA – CLA believes the longevity of a group is important, indicates success

-        CLA – Some groups that have been around a long time have “fallen”

-        CLA - It is essentially a risk management process

-        CLA – Everyone is going to have to sign a waiver, risk management has become too complicated

-        FiCom: Could this be done with digital signatures? CLA – No, the forms need witnesses

-        CLA – the risk management process stuff comes from above (Letters from Beth Carmichael)

-        FiCom again reiterates its desire for the spreadsheet with Group Recognition process information

-        CLA says it doesn’t want the process to be simplified down to a spreadsheet

-        CLA – Let’s respectfully agree to disagree (subject is dropped)

Discussion (Brief): Change of Signer Form / Misc.

-        Return to discussion from last May about lack of security in the Change of Signers form

-        Concern that risk management does not transfer when signers change – this needs to be fixed.

-        FiCom asks CLA to draft language that will allow risk management to transfer on the Change of Signers form

-        CLA it is about more than just the signature, it is about learning the risk management rules

-        CLA – we see a lot of things through a risk management filter

-        CLA – we want to do a social breakfast or lunch with FiCom

-        FiCom plans to meet with COCA and CLA regularly – possibly revisit the funding for things like Halloween and Spring Jam, raising money

-        FiCom is planning a joint meeting with COCA once classes starts

9/3/10 FiCom Meeting Notes
This meeting immediately followed the 9/3/10 meeting with CLA

- FiCom discusses difficulty in getting the spreadsheet with Group Recognition data

- FiCom expresses frustration about relations with the CLA

- FiCom is concerned with transparency and lack there of (CLA takes issue with this phrasing), does not see why FiCom should not have access to this document, when it is not confidential

- FiCom feels the relationship with the CLA needs work, was not happy with the interaction regarding the Group Recognition spreadsheet

- Some FiCom members feel that as Group Recognition is indisputably in CLA’s purview, it is not a problem that FiCom is not given access to the spreadsheet

- Some FiCom members feel that such a spreadsheet could be useful in gauging community interest in various activities, and thus useful in funding decisions

- Some FiCom members feel that not having enough data about how Group Recognition decisions are made raises questions about checks and balances

- FiCom is concerned that groups which may on a superficial level seem similar are not actually all that similar, making a merger undesirable

- FiCom agrees this issue needs to be part of a larger conversation on governance

- FiCom discusses CLA’s views on the longevity of groups - FiCom feels as though Hampshire is different than most colleges, our groups are based on yearly interest, not on longevity, so new groups are as valuable as older groups

- This is why FiCom removed the 500$ spending cap on new groups

- FiCom would like to address this issue again before spring semester Group Recognition

- FiCom will suggest that the guidelines (i.e. about mission statements) be posted on Hampedia, in order to prevent problems that leave groups as pending

- If CLA posts Group Recognition guidelines it might also remove some of the feeling that Group Recognition decisions are arbitrary

- Then FiCom would be asking for methodology, not raw data (i.e. the spreadsheet)

- The CLA gave some of the methodology orally

- FiCom members are concerned that perceived difficulty in getting Group Recognition will prevent new groups from forming, or discourage students from forming a group

- Some FiCom members feel it is acceptable to ask groups to explain what they bring to the campus, what need they are filling, etc.

- FiCom can point out that groups are permitted to meet without being recognized, they simply will not have access to funding.

FiCom meeting for Saturday changed from 1:00pm to 3:00pm

9/4/10 FiCom Meeting Notes
Signer Sem:
 * dividing up and working on presentations for new signers, Hampedia, and MLH presentation, discussion on seasoned signer presentation (discuss opinion survey results in greater detail)

Other:
 * $75 initial food funding unanimously approved, $5 initial advertising funding unanimously approved
 * NEW FiCom POLICY: No color printing without special permission, because costs .40 per page versus .03 for B&W. Unanimously approved.
 * Approved $1000 for Signer Sem Brunch, wrote up fund transfer to CLA account.

Misc.: We need to discuss the Change of Signer form.