FiCom Meetings, Spring 2009 Minutes

Meeting notes for FiCom's Spring 2009 meetings.

End of the Year
While the school year ends, FiCom questions and issues do not come to such a simple close. This space is for the FiCom Director, Ananda Valenzuela, to document decisions and actions taken between the last FiCom meeting in the Spring and the first one in the Fall, so that there is complete transparency.


 * Topics that need to get reviewed in the fall: Equipment storage space and mechanics, permanent equipment inventory, food funding form, COCA coordination, CLA coordination
 * Hampshire College Space Program: Wantd to purchase GOMTV Starcraft registration, subscription for 6 months that ends in October ($49.99) - this purchase requires approval from FiCom. Any purchase made with SAF must be approved by FiCom.

email: This is a common misunderstanding about SAF Guidelines. Budgeting changes, from one FiCom-approved funding request to a different FiCom-approved funding request, under $100, can be made without FiCom approval. However, this is very different from giving student groups free license to spend money in their accounts on anything they want. Any expenditure must first be approved by FiCom, to ensure that it falls within our funding policies.


 * Slam Collective: Although FiCom aproved the Slam Collective's trip to Nationals over the summer (in past, an exception to the no summer expenditures rule, as Slam works all year to go to Nationals), it cannot be approved by the college due to risk managemen. Update: After further discussion, and meeting with Beth Carmichael, it was concluded that "this trip would not be a risk liability, as long as waiver forms are signed by all participating members." This bodes well for next year's Slam trip!
 * Greenhouse: As approved by FiCom and CC, $25,000 will come out of 601 after the fiscal year has ended (after July 1st)
 * Budget Report for Women's Center $3,000 submitted by Emily Rimmer on 5/7:

Budget Report for Women’s Center Student Programming

1, Women’s Center Student Lunch Discussions ($900) 2, Vagina Monologues ($935) 3,Women in Comedy Night 1 and 2 ($340) 4, Women in Religion ($75) 5, Survivors support group ($200) 6, Feminism and Social Change in War and Terror ($550)

Student Lunches I started the Women’s/Feminisms student lunches this semester to build community and develop a group of students who could utilize and plan how this money was used. The group was advertised and open to the entire campus community I tried to appeal to new students and others who weren’t already involved with the Women’s/Feminism Center. The lunches began as planning sessions where the events listed bellow were developed and other informal gatherings were planed. The meetings turned into discussions some were formally planed like a discussion on the Pope and his comments about women’s liberation or the economy and what it means for the schools future other discussions were impromptu depending on what students had prepared for the meetings The group met twelve times over the course of the semester and we spent $75 on average for each meeting. Some meetings people volunteered to cook other times we ordered food ($900)

Vagina Monologues with excerpts from a Memory Rant and a Prayer Three performance times performed in the Red Barn February 13th &amp; 14th. Each cast member attended 2-3 rehearsals a week under the direction of the director. $225 Lighting $150 Cast t-shirts for performances $90 Programs $30 Advertising $400 Food for cast in-between performances and some rehearsals $40 Supplies ($935)

Women in Comedy Night 1 and 2 The first Women in Comedy Night took place April Fools day where students advertised for female comedians to perform stand up comedy. The second Women in Comedy Night was a nigh of funny women on DVD. Food Cost $150 for each night (dinner) DVD costs $40. ($340)

Women in Religion Wednesday February 25th 5pm Students researched different aspects of the impact of Christianity on women, examining empowerment and biblical stories involving women. Food Cost $75 ($75)

Survivors Support Group Friday’s 1:00pm This group was formed by students to offer peer support to victims of violence. The group requested money for snacks for their meetings ($200)

Feminism and Social Change in War and Terror 5pm Thurs 26th March Rachel Zaslow (performance Studies NYU, gender studies Rutgers, midwife, co-founder of the Global Women's health Collective. Hampshire alumni) and Chioke L’Anse (Philosophy/African Studies, Gender studies, University of Tampa) Honorarium $400 Food $150 ($550)


 * Disciplinary issue arose concerning misuse of SAF, and is currently in the process of being discussed and deliberated. Further information concerning the meat of the decision will be shared after the situation has been resolved.


 * FiCom will be meeting beginning on September 1st in order to do funding approvals and discuss a variety of topics, which are being assembled on the FiCom Meetings, Fall 2009 Minutes page. All are encouraged to contribute their thoughts and opinions- feel free to use the "Discussion" tab if you are not a FiCom member.

Wednesday, May 6, 2009

 * Metalheads Machining Coalition fund transfer $500 to Lemelson acount equipment was bought through
 * TechCrunch - Jose followed up with full details:

Participants: 6 Ticket cost: $370 per person Conference fee: $195 per person Hotel cost: $140 per room per night (3 nights, 1 room)

Total expenses Tickets: $ 1,110 (half) Conference fee: $ 585 (half) Hotel cost: $420

Grand Total: $2,115


 * Approved, need to let us know if don't spend money in spring, need to inform FiCom. Also, be sure to properly communicate this to all participants, and do more advertising!


 * Queer Community Alliance $486.42 to Emily Rimmer, Drag Ball overage
 * Schedule meeting with new QCA signers in the fall to discuss why they are in probation, in the red
 * Email Pam re why is she not asking FiCom before approving fund transfers; all fund transfers should be approved by FiCom
 * This came up because QCA got almost $3000 moved into their account from various other student groups, and this was never brought to FiCom's attention

Monday, May 4, 2009
Agenda:


 * Capoeira request
 * Comics hotel request
 * opinion poll
 * announcements

Minutes:


 * Pre-request from Hampedia - wants to redo graphic interface of Hampedia, wants to hire developers in Guatemala over the summer (at most $600), get receipts, and get reimbursed in the fall
 * Should there be a continuing workstudy position for tech backup skills?
 * Could it all be done at Hampshire?
 * Jose will look into these options and get back to us on Wed
 * TechCrunch conference: could purchase everything with pcard now, and pay back school in the fall
 * will hand in proposal to be reviewed Wed
 * Grupo Capoeira Angola - approve, note that this needs to be requested at the beginning of the semester
 * Comics Collective - approved use of pcard to reserve hotel room
 * funding request will be reviewed in the fall
 * needs to meet with Pam at least two weeks in advance of trip, because it falls outside of trip range
 * Opinion Poll Questions:

How can we improve equipment storage/funding in the future? How did rolling funding work for your student group? How did changes in food funding affect your student group? How important do you think meeting food is for your group? What ways of sharing information with you were most effective? What questions do you have about how FiCom, CLA, or COCA work? What do you hope FICom continues to do in the fall? Do you have any compliments/complaints about FiCom, CLA, or COCA? How did you use the FiCom Office Assistant, Marie, and how useful was she? How often do you go to CLA?


 * Equipment storage system


 * liability- need to make sure ficom does not become liable for equipment


 * acountability- bar code scanning system, tie into OneCard?


 * larger desire: bar code system for inventory, be able to have documented list of all equipment


 * judgement call, what's worth barcoding?


 * emphasis: inventory system, need to have safe space, not required to store it with ficom, it's just one option

Wednesday, April 29, 2009

 * Excalabur to Magic Draft: Excalibur general account to Magic Draft food budget
 * Approved: in the future apply for money in advance
 * James Baldwin Scholars: accidentally submitted food payment as general budget
 * FiCom will transfer $743 to zero general account
 * RAISES: requesting transfer from food to general for T-shirts and publication
 * Pending: need to submit detailed funding request for publication
 * Denied: t-shirts are personal equipment and not group
 * Comics Collective: re-submitted hotel request
 * Pending: we need to know more about hotel policy
 * Society for Creative Anachronism: summer trip to fair
 * Denied: FiCom does not fund summer trips
 * Sent up Hampedia additional funding request to email signer when form is submitted
 * Send out email to HampSigners listserv about last day for requests
 * Talk to media services to talk about labels for permanent equipment
 * Send emails out to groups with over $500 left in their accounts at the end of the semester

Attendance Mida, Luke, Ananda, Wills Excused Dan, Dillon, DeeDee

Monday, April 27, 2009

 * DeeDee attends Wednesday Bible studies meetings, will not be attending Wed meetings
 * Sabeena had to go to the housing lotteries both days last week
 * Cabbage has not replied to FiCom's emails, he continues to not have voting privileges
 * Luke moves to make Dillon a voting member, all are in favor
 * SOURCE: meeting food transfer to general budget for six flags trips

More info: Defensive Drivers:

- Ariel Dunn - Stephen Akbeg - Monika Martinez - Andre Woodbery - Ashley Young

Six Flags Fund Transfers:

UMOJA: $300 from food funds to Cultural Center fund Raices: $200 from food funds to Cultural Center fund Mixed Heritage: $300 from food funds to Cultural Center fund PASA: $200 from food funds to Cultural Center fund Cultural Center student group: $100 from general funds to Cultural Center fund

total transfer: $1100


 * Approved: we have reservations about the large amount of money left in the meeting food budgets
 * we will meet with SOURCE signers on Monday, September 14th, to discuss appropriate budgeting for fall 09
 * Mida will contact student groups whose budgets are negative, James Baldwin Scholars and Sexperts
 * Re-rad: food funding $120 to cover already purchased food and for two more meetings
 * Approved: request that in the future they plan ahead for food funding
 * Capoeira: $2800 request for instructor
 * Pending: Hampedia page is not updated
 * Jose briefly explains a trip to a conference in the fall for technology and entrepreneurial
 * Funding Guidelines [[Media:SAF_Guidelines.pdf|SAF Guidelines]]
 * point of reference: too inflexible or necessary flexibility?
 * accountability vs. responsibility: include both
 * take out bit about "point of reference"
 * adding meeting times, locations, signers on Hampedia
 * adding group related activities must be advertised
 * adding student groups may collaborate with offices, but all events must be student initiated
 * alteration to 'permanent non permanent'
 * clarifying that stipends exemptions for Community Council officers
 * added Operation Fund Overflow account 595

Attendance Mida, Sabeena, Jose, Dee-Dee, Dillon, Daniel, Ananda, Wills, Luke

Wednesday, April 22, 2009

 * Springfield Tutors and After School Connections: transfer $13.10 and $18.00 food-&gt; general
 * Comics Collective: Marie is working with them to get it registered in the library
 * Counselor Advocates: want to transfer food money to general to buy got consent stickers
 * contact them and ask why there account was negative in the first place
 * Cultural Center: follow-up on $3,000 budget allocation
 * spent on honorarium for facilitators of Multi-Racial Alliance Building for Advancing Social Equity Workshop
 * Blacksmiths Collective: transfer $20 from general to food
 * Magic Draft: transfer $30 from general to food
 * Transfer Policy:
 * If an expenditure of any FiCom approved purchase exceeds the proposed amount by $50, a proposal should be submitted to FiCom.
 * Any transfer between meeting food and general budget should be submitted as a proposal to FiCom.
 * Any time accounts become negative, an explanation to FiCom is required.
 * The Misc. form on Hampedia would be the best form for these types of transfer proposals.
 * Upon approval, FiCom will write the funding transfers.

Extended Meeting: Bylaw Revisions!!! Check out the hampedia history to see changes: Bylaws for the Finance Committee (FiCom)

Bylaw Wishlist:


 * COCA-FICOM Relationship
 * more detailed Spending Regulation

FiCom Meeting Attendance: updated to reflect bylaw revisions and meeting attendance

Ananda, Director -&gt; Directing Co-Chair

Wills, Financial Chair-&gt; Financial Co-Chair

Mida, Office Chair-&gt; Office Manager

Cabbage, IT Chair -&gt; position has been eliminated, and because of meeting attendance, currently does not have voting privileges. If he wishes to petition for voting privileges he should submit a statement to FiCom before the next meeting

Jose, Adviser

Members

Dee-Dee: check up on why she has missed the last two meetings

Luke

Sabeena: check up on why she has missed the last two meetings

Sebastian: no longer a member

Dillon: not a voting member

Attendance Mida, Ananda, Daniel, Dillon, Luke, Wills

Monday, April 20, 2009
Agenda:


 * Email to Signers' listserv with notice about accountability, permanent equipment policy, and requesting feedback
 * Funding policies for next semester - need to discuss, so that when groups fill out group recognition and get redirected to FiCom App Portal, there is clarity about what will occur next
 * p-card policy (add to Purchase Order form?)
 * Follow up with CC, Women's Center re use of $3000 this semester, discuss QCA re next semester

Minutes:


 * Source: End of the year to Six Flags ($24.50xpersonx36 people with two comp. tickets= $998?)
 * want to transfer food money to Cultural Center (currently have $7900+ in accounts)
 * need to send a detailed trip request
 * May 3rd


 * Meeting food policy for next semester: an option $120 to start with additional requestable


 * Wednesday: 6-8pm Bylaws update
 * Drafted statement for FiCom Application Platform (students will go there after filling out Recognition form)

"Welcome to the FiCom Application Platform!

If, at any point during the school year, your group wants student group funding for anything, this is the place to go!

'''Please make sure that your student group's Hampedia page has, at the very least, your group's mission, signers, contact information, and meeting time/location.You will not receive any funding until correct information is provided. If you are a new student group, you should have a Hampedia page once your student group has passed Recognition.'''

Be aware that there is a strict 30-day refund policy for all receipts; the Business Office will not accept any receipts that are over 30 days old!

'''If you asked for initial food funding, you have been given $120 in initial funding. If you want additional food funding later in the semester, there will be a food funding request form available on this page.'''

'''Please plan ahead. Submit funding proposals at least two weeks before you need to spend the money!'''

'''If you have any questions do not hesitate to email FiCom. "'''


 * Approved HCEMS $5,000 funding (will come out of SAF 601), noting that this is an extremely unique situation and should not occur again; this is something that must be paid for by Hampshire. It does not fall under the guidelines of Student Activities Fee funding
 * Ask CC, Women's Center re use of $3000 this semester, want detailed breakdown of use of funds

Attendance Mida, Ananda, Wills, Luke, Daniel, Dillon

Wednesday, April 15, 2009
Agenda:


 * Funding Requests
 * Email to Signers' listserv with notice about accountability, permanent equipment policy, and requesting feedback
 * Community Council Report Back
 * Funding policies for next semester - need to discuss, so that when groups fill out group recognition and get redirected to FiCom App Portal, there is clarity about what will occur next
 * Olfactory Oligarchs at 640pm
 * Role of FiCom Office Assistant
 * COCA Bylaws
 * Continue discussion of bylaws
 * Agreement of Best Practices (if time permits)

Minutes:


 * Red Scare, Emma Brewster: "We are looking at a laid-back one-day tournament at Bard College. The bid is $150. The mileage is about 150 miles round trip. We had originally allocated money to cover two teams participating in a tournament with a $200 bid per team plus gas money, so over twice what this tournament will cost."
 * Approved: changed in funding from one tournament to another
 * Climbers Coalition: Applied for additional gas and food money
 * Denied: $134 food will be transferred from general account and already have money in budget for gas
 * Community Council Reportback
 * Marie is part of FiCom and therefore part of Community Council, but role needs to be clarified
 * From now one, all standing committees will submit funding requests to FiCom (no need to initially allocate COCD $20k, they can request that much over the course of the semester)
 * Unfortunately, the changes to the bylaws have already been made, without any communication to FiCom beforehand, so it's an issue that must be left for the fall
 * Clarifying role of Ficom Office Assistant
 * role between CLA and Community Council
 * Job description
 * Relationship with Community Council
 * Constantly working to improve communication and cooperation
 * COCA visit (Sam Light)
 * QCA and Slam Collective: never got initial budget allocation
 * COCA will fund QCA through there account (only about $1000)
 * will send us information about Slam initial
 * Confusion about how to take money from Endowment, need clarification on how Board of Trustees vote will work; there will be a joint meeting with Executive Cabinet, FiCom, and Mark Spiro, ideally before next CC meeting
 * CC still needs to give FiCom a written request for EMT funds, so that we can coordinate approval and transfer of funds!
 * Olfactory Oligarchs: do not know about the signer's p-card purchases
 * will find a new signer for the rest of the semester
 * Comics Collective: hotel reservations
 * was $600 last year and have more people this year
 * submit a request afer talking to hotel about reservation policy (cancellation fees)
 * End of the year email
 * note on accountability
 * feedback about FiCom and COCA
 * Permanent Equipment: remind signers that it is permanent and they are accountable for it, need to track it all down before the end of the semester, if there is no safe public space to store it over the summer, check it in to the CLA. for fall, FiCom is in the process of creating a much better storage system for student groups, welcome your input.
 * Ideas for storage of permanent equipment: bar code system, so each item has a bar code that can easily be scanned and put into the system, so that signers can check in and out equipment quickly and easily.
 * Need for "semi-permanent" equipment, that will be expected to last several years, with the understanding that it breaks/deteriorates after a period of time
 * Trips that require hotel rooms/airplane tickets need more than two weeks' notice, so that they can be bought more cheaply, be better-planned
 * Next meeting: need to discuss and decide on changes in funding policy for the fall

Attendance Mida, Ananda, Wills, Jose, Dee-Dee, Daniel Excused: Sabeena, Dillon, Luke

Monday, April 13, 2009
Agenda:


 * FiCom Semester Additional Funding Requests April 2009 - Week of 6th to 12th
 * Review CA Request (email)
 * Review and approve FiCom statement of support for Greenhouse
 * Community Garden at 620pm
 * Olfactory Oligarchs at 640pm
 * CC Bylaws: Significant changes to FiCom's bylaws have been made, and are in need of discussion

Minutes:


 * Gin and Tonics: came in, to discuss getting paid $100 for performing. Check is made out to Hampshire College, they intend to donate it. What is the policy for student groups getting paid for their work? Gray area, as groups do fund-raising for uniforms, etc. Encouraged group to make policy about fund-raising and share it with FiCom, as it is a subject in need of discussion (they often get offered payment for their performances)
 * 28mm: asking for addition funds over the $500 limit for new groups
 * Denied: that is the limit, they also have meeting food money they could transfer and use for supplies
 * Slam Collective: budget issues with approved events
 * Sent to COCA
 * Comics Collective: want to reserve hotel rooms for conference in fall
 * Pending: further details regarding the number of rooms, nights, cost per night, and cancellation fees, and reason why they cannot wait until the first week of school next semester?
 * Community Garden: working on a check-out system for tools
 * already procured plexiglass and paint for Community Garden sign
 * seed costs this year are higher then next year: 2 gardens, including hops garden, perennials, looking to make fruit and nut tree, price of seeds has gone up this year
 * Approved: $510 for seeds and perennials
 * Mixed Nuts:greater transparency regarding financing
 * hoping for weekly financial reports to be approved at the Sunday meeting to get posted on Hampedia
 * Mural Collective: inquiring about funding for events through COCA or FiCom
 * COCA handles all events: it would be good for them to send COCA an email before their next meeting to make sure they go over the request
 * Climbers Coalition: New Paltz, NY and Farley, MA trip
 * Pending: need millage and break down of gas costs (# vehicles)
 * Climber Coalition: additional meeting food request
 * Pending: additional meeting food requires you to come in and explain your need
 * Polo Academy: uniforms for group $150
 * Pending: need an itemized breakdown of costs for shirts and printing
 * why do they still not have a student group number?
 * Counselor Advocates: $359.95 Got Consent? Stickers
 * Approved: we want to stress that these should be used by the Counselor Advocates not work study students at the Community Health Collaborative; we do not fund offices
 * Olfactory Oligarchs: David Axel Kurtz is no longer a signer and cannot be refunded for purchases in the future
 * the account is frozen until the other two signers come in to speak with us
 * all groups who have David as a signer will have to assign a new signer (fill out form on Hampedia) before they can submit any new requests
 * Ananda will email all of the groups affected (Olfactory Oligarchs, The Omen, Cheese Club, Les Bohemes) informing them of the situation, a follow-up to David, Pam, and Marie (request from David for seller's contact info will be complied with)
 * FiCom's support for the Greenhouse investment
 * Approved: Ananda will email Council about this, and bylaws

Statement reads: "FiCom is in full support of giving the Greenhouse Mod $25,000 out of the Endowment Fund in order to help fund the construction of a new greenhouse. FiCom is extremely impressed with the deep support of the students involved, and the amount of long-term planning that has taken place, especially the Operating Procedures written for the Greenhouse Mod. We feel that it is a great example of how to successfully operate a student-run space on campus, and hope that it can serve as an example for other student-run spaces' creation or revival. We look forward to seeing all the information posted to Hampedia.

Since the Endowment requires both an All-Community Vote and Board of Trustees approval before money can be withdrawn, it will be a perfect way to show other potential donors that the construction of the Greenhouse Mod is fully supported by the Hampshire Community as a whole. "


 * Community Council's bylaws: not compatible with FiCom's current operating procedures

Statement reads: "FiCom is not in favor of Community Council's present revision of their bylaws. Significant changes were made to the section describing FiCom's role, without any prior notification. While we reviewed the changes proposed by the Bylaws Taskforce, there are a significant number of changes which are different from those proposed by the Taskforce. The changes are not compatible with FiCom's current operating procedures, and have significant repercussions. These decisions were not well-informed, as they show ignorance of FiCom's daily operations. The changes need to be well-publicized significantly in advance of their being made official, so that FiCom has time to alert Community Council of the repercussions. Had FiCom known in advance that such significant changes were being made, they would have entered the dialogue at a much earlier point and helped Council better understand their position. We request that the bylaws not be approved until FiCom is given time to properly convey their disagreement with the new revisions."

Attendance Mida, Luke, Cabbage, Sabeena, Dillon, Ananda, Wills

Wednesday, April 8, 2009
Agenda:


 * Accountability Discussion
 * FiCom Semester Additional Funding Requests April 2009 - Week of 1st to 5th
 * FiCom Semester Additional Funding Requests April 2009 - Week of 6th to 12th
 * Van pool use
 * Greenhouse coming in at 640
 * Agreement of Best Practices (if time permits)

Minutes:


 * Accountability Discussion
 * talk to Pam
 * invite signers at 640
 * re-write p-card policy
 * write Dawn
 * Community Garden: $180 Sign
 * Approved: do they have plexiglass and what about rust?
 * Community Garden: $169 garden tools
 * Approved: post list on Hampedia of inventory
 * Community Garden: $510 seeds and perennials
 * Pending: can you cut this down, come talk to us
 * Community Garden: $200 labels for plants
 * Approved mj
 * Community Garden: Granite plaque for forest garden
 * Denied: a sign is a good idea, but this is too expensive
 * Community Garden: Emergency funding for summer
 * Denied: you can save your receipts and apply for them in the fall
 * Get Baked: $200 baking supplies for 4 events
 * Approved
 * Sports Co-op: $38 Dodge ball
 * Polo Academy: uniforms
 * Pending: more details and we do not fund personal equipment
 * Polo Academy: tubes, tape, etc
 * Pending: need an itemized break down
 * Polo Academy: $250 mallet making supplies
 * Approved
 * Spring Field School Tutors: $260.10 gas money
 * Approved
 * Counselor Advocates: $359.95 for 5000 Got Consent stickers
 * Pending: what time span will you use these stickers? Maybe the 2500 deal is a better number?
 * Van pool use
 * budget is in the red
 * transfer $1,500
 * Greenhouse: Emily Ryan and Tobin Porter-Brown came in to talk with us
 * Revised plans
 * have several donors, including Gary Hirschberg, who is willing to contribute $60,000, as long as it is also being funded by Hampshire community
 * trying to have it cost under $100,000
 * Community Council promised them $25,000 last spring (before it was made clear that only FiCom approves funding requests)
 * Idea: endowment for student-run spaces, to support long-term larger repairs and maintenance
 * Have written up detailed operating procedures for Greenhouse Mod, which will be sent to FiCom and shared with Hampshire Community
 * intend to post all info on Hampedia
 * FiCom's recommendation: take the $25,000 from the Endowment. This requires both an All-Community Vote and Board of Trustees approval, which is good, as it will show alums/other donors that all of Hampshire is in support of this project
 * FiCom will submit an official letter of support to Council by Tuesday. Ananda is writing up a draft and will send it to FiCom members, so that it can be officially OK'd by all members at Monday's meeting

Attendance Mida, Luke, Daniel, Ananda, Wills Excused: Dee-Dee

Monday, April 6, 2009

 * Crazy Pitches: Asked to come in to discuss food funding request, request denied on Hampedia as they will have to resubmit
 * Mida will talk to duplications about checking IDs and writing a name along with group number
 * Wills re-wrote the duties of the financial chair
 * we have edited them
 * NEW 702 account: roll over account for unused SAF
 * Only FiCom will have the ability to transfer money to and from this account
 * Reader: their budget was messed up because of issues last semester
 * Approved additional funds to right the account
 * Tabling other requests for Wednesdays meeting
 * Discussed "Agreement of Best Practices" line by line.
 * Refined language to make it consistent with FiCom's usual process for approving funding requests
 * Added clarification about 702 account, FiCom's new account for holding unused SAF funds from past semesters
 * Simplified process of Council denying a fund transfer
 * Improved system for Council requesting funds: Council submits a funding request to FiCom, in the same way any group submits a funding request to FiCom. If FiCom denies the request, and Council overturns FiCom's decision, then FiCom must transfer the funds. If FiCom does not transfer said funds by the end of their next meeting (worst-case scenario), then Council can submit the transfer directly to the Student Activities Coordinator
 * Met with representatives from the Executive Cabinet of Community Council (Wes Ringel and Alex Torpey) from seven to eight, discussed Agreement at length and came to positive agreement about its content. New and old versions being sent out by FiCom Director to Council listserv, so that it can be discussed at tomorrow's meeting

Attendance

Mida, Sabeena, Luke, Ananda Late: Cabbage, Wills Excused: Dee-Dee

Wednesday, April 1, 2009

 * Jewish Student Union: $300.79 accidentally entered as meeting food
 * Transfered from General to Meeting Food
 * Necronomicon: $600 for 4 mask making workshops
 * Approved: advertising must occur
 * Society for Creative Anachronism: $368 renaissance clothing
 * Approved, must be stored in EDH costume barn
 * Society for Creative Anacronism: Garden of Simples
 * Pending: still needs details about it, as noted at least meeting where it was reviewed
 * Comics Collective: $800 comics and graphic novels
 * Approved: must be entered into the library
 * FiCom will check RFP receipt against list registered with library
 * Springfield School Tutors: $100 meeting food
 * Rejected: should apply for gas money
 * Amnesty International: $260.16 trip to NYC
 * Accepted: need to talk to Pam at the CLA about defensive driving
 * Dudes' Austen Troupe: $77.70 Zombie Pride and Prejudice books
 * Approved: must be entered into the library before lent to group members, FiCom will be checking
 * STWAR: $308.16 airport parking and gas money
 * Approved
 * COCA: $10,000 for student events and $5,000 additional for spring jam
 * will be communicated officially to Council on Tuesday
 * Spring Jam current total: $41,716
 * COCA now meets Thursday 7-9 as well
 * next meeting agenda item: check over permanent equipment purchased this semester
 * "Agreement of Best Practices"
 * transfer or proposal: Council wants to be aware (paper documentation. Can we take steps to move towards the digital age, and begin a page on Hampedia documenting all transfers?)
 * putting checks on both FiCom and Council, ensuring that neither has the power to simply force something through without having a conversation
 * it ensure that any Council approval of funding proposals must be reviewed and approved by FiCom, so that both bodies are not pulling from 601
 * Council should definitely be made aware of fund transfers. However, as this is not money being paid out of accounts, but simply FiCom moving money to make it available for use, does it need a bureaucratic check that will slow the process?
 * Can we instead revise FiCom's bylaws so that the Financial Chair is expressly expected to report any transfer above $5000?
 * The document should include a line about the savings account that will be created, so that it can be clear that this account, as well, comes under FiCom's authority
 * document has been approved by Council as it stands
 * next meeting: Monday after FiCom 7-8pm

Attendance Mida, Wills, Jose, Sabeena, Dee-Dee, Daniel, Luke, Ananda Late: Cabbage Excused: Dillon, Dee-Dee

Monday, March 30, 2009

 * Springfield School Tutors: have been using meeting food for gas money and have run out
 * Pending: need to submit funding request for gas
 * STWAR: "a bit more money" for White Privilege Conference
 * Pending: need more details about parking cost and gas milage
 * Hampshire Mural Collective: $1000 Spring Jam mural with workshop
 * Approved
 * Necronomicon: $600 honorarium mask for making workshop
 * Pending: itemized budget needed and name of guest artist/workshop leader
 * Sports Co-op: $200 dodge balls
 * Approved
 * SAF balance down to $1000
 * pull $10,000 from contingency account
 * over $200,000 sitting in accounts
 * Community Council: FiCom is requesting detailed written funding requests for Greenhouse rebuilding and HCEMS stipends
 * Excalibur: $300 Conbust convention at Smith
 * Approved: except $4 gas because defensive driving technicalities may or may not be met
 * note: if money is still wanted for gas, resubmit
 * The Reader: $60 under budgeted for advertising
 * suggested talking to Marie during the day and come back on Wednesday
 * The Film Collective: $331 screening
 * Approved: cut advertising from $10 to $1
 * Comics Collective: $800 graphic novels
 * Pending: more detailed cost of each book, also make sure they get cataloged in the library so they don't get stolen
 * Discussed Friday's meeting with Executive Cabinet and Student Services about improving relations between FiCom and Council. Wills, as FiCom liaison to Council, will begin making full reports every Tuesday, utilizing FiCom meting minutes and Marie's weekly summaries. In addition, FiCom is improving the way it interacts with Council; today it officially requested detailed funding requests for the Greenhouse and HCEMS proposals that were approved by Council, so that FiCom can review them.
 * Discussed "Agreement of Best Practices" handed out to everyone at Friday's meeting. Since a revised copy with the proposed 2/3s veto vote had not yet been distributed to FiCom before the meeting, members had not had time to properly review the document. While FiCom would be happy to have the scheduled joint meeting with Executive Cabinet on Wednesday at 630, since FiCom will not yet have fully discussed the newest draft of the document and presented their updated draft to Council for discussion, a Wednesday meeting may not be a very constructive use of time.

Attendance Mida, Wills, Ananda, Luke, Sabeena, Dee-Dee, Dillon, Daniel

Wednesday, March 25, 2009

 * Lindsay Kerby: going to a Urban Development Conference
 * Rejected: Nature of the conference is academic
 * STWAR and HUA: $316 additional funds for white privilege conference
 * Hampedia was displaying a larger amount than data-tel budget
 * Contingency Fund: money from last semester
 * Council seems concerned that there are no policies regarding the use of the money in that account
 * it is SAF (Student Activity Fee) therefore it is for student activities
 * EMT Funding: Council has yet to officially ask council
 * Mixed Nuts: how do we increase transparency
 * bring them in to meet
 * Zine Collective: $780 for 130 zines Gorilla Heart Zine Collective
 * Approved

Attendance Mida, Wills, Jose, Cabbage, Sabeena, Dee-Dee, Daniel, Luke

Monday, March 23,2009

 * Climbers Coalition: $2113 spring break trip to West Virginia and Kentucky
 * Approved
 * Counselor Advocates: $672 meeting food
 * Approved
 * Mural Collective: $1000 Spring Jam Mural
 * Pending: need cost break down
 * Counselor Advocates: $371 initial budget allocation mistake
 * Approved
 * Accounts in the red:
 * Gin and Tonics: $2.10 general
 * Animal Behavior $2.00 general
 * Mixed Heritage: $00.09 general
 * Hampedia: $5.35 general
 * Re-Rad: $26.93 general
 * We will email:
 * Zine Collective: $41.61 general
 * Jewish Student Union: $300.79 food
 * Springfield School Volunteers: $238.48 general
 * Cultural Center: $790 general


 * Ananda motions to make Wills the FiCom Representative to Council
 * Motion passes
 * Is the Hampsigners list serve up to date?
 * Ask Pam
 * COCA has not been checking Hampedia pages
 * we will ask them to

Attendance Mida, Ananda, Wills, Dillon, Luke, Daniel

Wednesday, March 11, 2009

 * Curling Club: request for uniforms
 * Denied:uniforms for personal use do not comply with the SAF as they are personal equipment
 * may reapply if they will be communal equipment with proper storage
 * Olfactory Oligarchs: $260 candle making workshop materials
 * Approved: please update Hampedia page with dates of workshop
 * Contra Dance Collective: compact disks for recording live music at $15 each
 * Approved: $105 (7 weeks x $15)
 * Climbers Coalition: spring break trip
 * Denied: submitted less than 10 business days- no time for risk assessment
 * we should post more clearly that 10 business days is necessary for risk assessment
 * Film Cooperative: meeting food (did not apply at beginning of semester)
 * Approved: $300 ($12 per member per semester to start)
 * Film Cooperative: 2 screenings
 * Approved: $406= $200x2 rental + $3x2 advertising, food approved above
 * Third Wave:event- Giving Birth Like a Girl
 * sent to COCA
 * The Omen: Buffalo
 * sent to COCA
 * Hampshire College Society for Creative Anachronism: garden of simples
 * Pending: more details on summer maintenance and security and Hampedia page needs signers, meeting details and mission statement
 * The Dudes' Austen Troupe: screening
 * Pending: Hampedia page does not have signer and meeting time information
 * as a "Dudes" group, we would like to know if the group is open to non-male identified people
 * it can be advertised as a "Dudes" groups but still be advertised as open
 * Hampshire College Society for Creative Anachronism: 6 costumes
 * Pending: Hampedia page needs signers, meeting details and mission statement
 * Paid $13,479 to PVTA
 * Moved $10,000 out of Contingency into SAF, as SAF is low (about $4,000 left)
 * Approved official email to Executive Cabinet of CC concerning the contingency account misunderstanding

Attendance

Ananda, Mida, Luke

Excused

Wills, Sabastian, Dee-Dee, Sabeena, Cabbage

Monday, March 9, 2009
Special meeting with COCA to discuss:


 * Budget
 * Funding transfers between FiCom and COCA through out the semester


 * Budget: Spring 2009 to date
 * budget increase from last year
 * accounting of last year was under counted
 * increases in tent, lighting and sound costs because of new vendor
 * will have a revised budget soon with a finalized budget 2 weeks before event
 * Spring Jam: $40,000
 * Projection for other events: $30,000
 * No mention of relationship between FiCom and COCA in bylaws
 * Communication between FiCom and COCA
 * Check-in on funding approval processes to make sure that there is a unified face for student group funding

Regular Meeting


 * Counselor Advocates: asking for additional food funding
 * there is no additional food funding form online-&gt; should use additional funding request
 * Cheese Club: attendance of 25, meet in ASH lounge, sundown Friday or Thursday
 * Approved: $705 (7weeks*$4*25people and $5 for advertising)
 * Curling Club: $1435 Nationals Trip
 * Approved
 * COCA:how much for Spring Jam and budget
 * maintain budget of $35,000 until a breakdown of expenses suggests differently
 * allocate $10,000 additional ($10,000 allocated last Wednesday), they can come back when their budget is low
 * we will talk about uniforms next meeting
 * tabled two funding requests because we ran out of time

Attendance

Wednesday, March 4, 2009

 * COCA: they have used their initial events budget
 * requesting more money for events $20,000 that will likely cover events through April they have been turning down and cutting down peoples events due to lack of funding
 * Move to give them 10,000,
 * Asking for them to make accessible to us meeting minutes, bylaws and how they project funding for the rest of the semester
 * Will ask for them to meet with us this upcoming Monday at 530, have a closed meeting until 630 to discuss these issues together
 * Community Garden: clarifying the difference between the community garden and a Div III project
 * the stones and lumber are for extended care of the garden, not directly tied to the academic work
 * Approved: $550
 * Cheese Club: Asked to come in to FiCom to explain request in person
 * SJP: checking on budget being in the negative at the end of last semester, encouraged to find out exact numbers from Marie
 * asking about supporting 5-college events: YES
 * Curling Club: Letting us know that the CLA approved risk management for Nationals trip
 * Resubmit proposal
 * Climbers Coalition: Risk management approved by Pam, asked to resubmit trip request with revised numbers
 * Animal Behavior: advice regarding book purchases, encouraged to fill out permanent equipment form
 * Necronomicon: asked about earlier denial of request, asked to resubmit in greater detail
 * Excalibur: transferring money from event food to meeting food
 * Meeting Food: at the beginning of the semester we only allocated $12/person
 * if groups would additional funding they can come in to request funds
 * some groups relay on food more than others so we want to allocate the appropriate amount

Monday, March 2nd

 * Motion to make Dillon Compton a member of FICOM
 * Approved
 * Curling Club
 * Came in to discuss trip funding for 2009 National College Curling Tournament
 * Sent to speak with Pam Tinto regarding trip distance
 * Requested they revise proposal to adhere to Ficom guidelines
 * Curling Club will come back in on Wednesday, March 4th for final decisions
 * Discussion: Food Funding
 * Recap of previous semester discussion
 * $12/student/semester? Unclear
 * Should food funding be considered on a month-to-month or a semester-long basis?
 * Proposal: Fund based on 4 week food cycles: $4/student/meeting for a 4 week cycle
 * Issues: Student group confusion, some members have concerns regarding potential 'changing standards'
 * Pros: Allow re-evaluation of SAF and student group circumstances regularly throughout the semester
 * Motion for food funding policy tabled until Wednesday, March 4th to allow all FICOM members a chance to review proposal
 * Explanation of endowment and contingency fund
 * Community Council has control over disbursement of the bottom 20k of contingency fund,
 * FICOM can access any funding above those 20k in the contingency fund
 * Presently, there is $58,000 sitting in the contingency fund's account that is actually savings, for which Stephen Pereira had intended to create a separate account, but never did. Only the base $50,000 is the contingency fund
 * Community Council in charge of endowment
 * FICOM member for Endowment Taskforce?
 * Chris Love not a member this semester
 * Motion to give Daniel Eareckson and Sabeena Bali-dingra voting priveleges
 * Approved
 * Cheese Club
 * Proposal for meeting food
 * Tabled until Wednesday, March 4th to wait on the decision about food funding procedures

Attendance: Dillon, Sebastian, Luke, Ananda, Sabeena, Daniel, Dee-Dee

Excused: Caboj

Wednesday, February 25

 * COCA: Event requests are now at COCA Semester Additional Event Funding Requests February 2009
 * Jewish Student Union: wants additional funding for Shabbat dinners
 * Sent to COCA
 * SOURCE: asking for additional money for meeting food $6355
 * Approved
 * QCA: wondering about COCA not having enough money to fund events
 * FiCom will consult COCA
 * Excalibur: $250 Deathfest banner
 * Approved
 * EPEC: $750 Wool processing
 * Approved
 * Community Garden: fence, stepping stones, lumber for Greenwich Forest Garden
 * Pending: Asked to come in to discuss details
 * Curling Club: trips to Nationals
 * Pending: Asked to come in and talk about expenses

Attendance Mida, Joseph, Daniel, Sabeena, Dee-Dee, Dillon, Wills, Ananda

Monday, February 23

 * Slam Collective: $1327 trips to SlamMasters Poetry Convention, CUPSI, and shipping for books
 * Approved
 * Curling Club: came in to talk about club membership proposal
 * $800 membership to a curling club
 * Approved: Requesting a statement from Club manager to
 * HALA: came in to talk about speaker
 * Referred to COCA
 * Climbers Coalition: came in to talk about pads $1500 ($2000 already approved)
 * Approved
 * QCA: checking on meeting food proposal
 * Approved
 * Jessie Kahn: asking about HIP/Div III technicalities
 * Discussion: are our funding procedures transparent enough?
 * should we set policy and follow that or do it on a case-by-case basis
 * want to have an open meeting to talk about Ficom's funding policies
 * 28mm: $400 miniatures
 * Approved
 * EPEC: wool processing
 * Pending: requesting more details
 * HALA: $195 meeting food and advertising
 * Approved
 * Blacksmiths' Guild: $4500 Air-powered Hammer
 * Approved

Attendance Mida, Joseph, Sabastian, Luke, Daniel, Sabeena, Dee-Dee, Dillon, Cabage

Wednesday, February 18

 * QCA: $2800 food for semester
 * Pending: Need to update Hampedia page
 * Hip Hop Collective: $1500 travel expenses for KRS1
 * Approved
 * Climbers Coalition: $426 gas for several trips
 * Approved
 * Curling Club: $684 curling brooms
 * Approved
 * Curling Club: admission to a curling club
 * Rejected: please come in to clarify

Attendance Mida, Joseph, Ananda, Chris, Sabastian, Luke, Daniel, Sabeena, Dee-Dee, Dillon

Monday, February 16

 * COCA: cap of $35,000 for Spring Jam
 * Alt-spring break to Guatemala:
 * Rejected: cannot fund trips out of the country due to risk management
 * GNU+Linux Users Group: $180 meeting food and advertising
 * Approved
 * Contra Dance Collective: trip to Dance Flurry $902
 * Approve: we do not fund food for trips (total adjusted)
 * Film Cooperative: screening
 * Rejected: requesting more details on rental expense of $100
 * Curling Club: equipment- curling brooms $640
 * Resubmit: need more information on the breakdown and hampedia page needs to be filled out
 * 28mm: modeling knife and mat $100, plastic and putter miniatures $250, modeling equipment $50
 * Resubmit: hampedia page needs to be filled out
 * Mud Club: clay, glazes and tools $300
 * Resubmit: more detailed breakdown of expenses and hampedia page needs to be filled out
 * Climbers Coalition: Spring Break- KT and WV
 * See CLA: trip is over 250 miles
 * Climbers Coalition: crash pads $1500
 * Asked to come in to meeting to clarify
 * Yellow Bike: meeting food $180, bike tools $1000
 * Approved
 * motion: Sabastian, Daniel, Sabeena is member of Ficom

Attendance:

Mida, Joseph, Ananda, Wills, Chris, Sabastian, Luke, Daniel, Sabeena, Dee-Dee, Dillon, Cabbage, Leanna, Jacky Micheller

Wednesday, February 11

 * Directors note: we are funding 40 more groups than last year, we have less money for the rest of the semester (40-50,000)
 * what will we do for spring jam: how much does COCA need
 * how much will the students use for events: this semester we did rolling events, it is uncertain what will be proposed
 * we will communicate with COCA about the balance of the SAF and suggest a budget reduction for spring jam
 * motion: Luke Rafftey is member of Ficom

Attendance:

Mida, Joseph, Ananda, Wills Kinsley, Chris, Sabastian, Luke, Daniel, Sabeena, Dee-Dee, Dillon Compton

Monday, February 9

 * Discussion of officer positions
 * Director: Jose Fuentes
 * Finance Chair: Wills Kinsley
 * Office Chair: Mida McKenrick
 * IT Chair: Cabbage
 * Springfield School Tutors: proposal for donation to Boston Aquarium Trip rejected
 * the Student Activities Fee is not used for donations
 * Mida from HCEMS: proposal for EMT bikes approved $2031
 * Andy from Yurt: inquiring about acting as a non-recognized group and how to become recognized next year
 * Chuck from Slam Collective: checking on additional funding request,
 * $50 for DV tapes approved
 * more details requested for other proposal

Attendance:

Mida McKenrick, Joseph Fuentes, Ananda Valenzuela, Cabbage (Armand Fahrer), Chris Love, Sabastian Birch, Luke Rafferty, Daniel Eareckson, Sabeena Bali-Dingra

Excused

Dee-Dee

Wednesday, February 4

 * Signer Sem


 * Jose will send out an email tonight with full information about Signer Sem, with powerpoint, groups you're working with, etc


 * Since we don't have the program written to put the forms automatically on Hampedia, we may have to manually upload the forms to Hampedia, all before Saturday. There are about 300 forms in need of uploading.


 * We need to figure out the chair positions


 * Stephen Pereira is on leave right now, which may make this semester difficult, as Stephen was used to working with CC

Tuesday, January 27

 * Signer Sem


 * Hoodies are in! We will hand them out at the end


 * We want to allow people to preregister, so that there are not long lines at the event. Those who preregister wouldn't need to type in their names, their clubs, etc, it could just take five seconds by giving someone their name or swiping their ID card


 * Signer Sem should be short; there will be a presentation in MLH, food, a Q and A session, and then small groups working with FiCom reps


 * Continued funding approvals (late ones)
 * Should FiCom fund the full amount of airplane tickets for trips? Seems like we should, as those of lower income would not otherwise be able to afford going on the trip..

Thursday, January 22

 * Instead of allocating $70,000 for food like last semester, we only allocated $20,000, meaning there is now an extra $50,000 available for student groups to use to do awesome things! ^-^
 * Funding approvals, all day


 * We need to have a discussion about our policy for funding food bought during trips
 * We should consider purchasing a van specifically for student group use
 * We need to contact signers from the Bicycle Builders group and Metalheads Machining Coalition and let them know they need to fill out the General Information form