FiCom Meetings, Spring 2010 Minutes

These are FiCom's Spring 2010 meeting minutes.

FiCom TO-DOs

 * FiCom and CC
 * Stipends, exceptions to SAF Guidelines
 * HCEMS Proposal
 * COCD money
 * FiCom and CLA
 * Delineation of roles; what do you see as your role and responsibilities?
 * Student group recognition process (NSNS lists criteria beyond risk assessment)
 * Meeting with Dawn re working relationship
 * Bottled water
 * FiCom and COCA
 * Improve relations!
 * capping amount a single group can spend on an event, so that there is greater collaboration (but doing this in a streamlined way so that it is not bureaucracy). Add sections to event request form asking for other student groups/offices, with contact emails?
 * Need to continue full audit of COCA's practices, as promised in CRB Report. Attend meetings to get better sense of how they fund
 * Bylaws (include each other in our bylaws)
 * Monthly joint FiCom/COCA meeting
 * FiCom and COCD
 * Better system of accountability, moving towards a system parallel to COCA
 * Funding equipment storage space in RCC
 * set up meeting with bob (rgarmirian@) to look at storage cabinet space
 * FiCom
 * Get PCard system running
 * Get storage system running
 * Update permanent funding language, so that it specifically notes the amounts of each obligation, to keep better track, in writing, of each time these amounts change
 * Zoho Improvements
 * master signer spreadsheet on zoho, pw-protected?
 * work with Marie re Zoho accounting system
 * Put Zoho tutorial on Hampedia
 * ideal governance structure for ficom
 * calendar!
 * FiCom 101
 * what are the differences between community council, ficom, and coca? How do systems work between them?
 * people don’t know how their money is being handled, get really worried about things like the Sam Light issue
 * Give students a guide to SAF - really simple explanation of how you pay the money, CC collects, gives to FiCom
 * description of funding processes should be on Hampedia, as well as details
 * make pages for each type of form (Marie’s example forms), with info on exactly how to fill it out, and what to make sure you have before doing so
 * Equipment system
 * SAPs (Student Activated Projects) - Unrecognized student groups who want to do a project would have to meet with us, show that they are organized, etc, have detailed plan for money use, and we will fund them. Expectation that they will become recognized student groups the next semester. Should we do this? What should the expectations be? When would they need to do risk management? In what format should they submit requests? What information should they provide to us? Should there be a minimum number of students interested in getting involved in the project?
 * System for scanning RFPs (was supposed to be part of deal when FiCom stopped signing RFPs, to ensure that there is accountability, but it never happened). There is a scanner in CLA, so just need to figure out how system would work.
 * Direct deposit reimbursement?
 * bylaws do not mention SAF Guidelines, add one additional voting member to make even number of voting members
 * officially change SAF guidelines, add language re closed group support
 * What kinds of bigger numbers/more detailed numbers analysis would we like to see from Marie?

Wednesday, May 12th
Minutes

Present: Sarah, Julia, Ananda, Madeleine, James (late) Excused: Zilong


 * Comments and complaints form


 * Request that the chair of FiCom be elected
 * The chair needs to have worked on FiCom for at least a year
 * FiCom members – fill out the C&amp;C form


 * Year-end report?

Alternative Sexuality Collective


 * Asking for $200 back to cover some charges which were missed
 * They gave the money back to the SAF after funding had stopped
 * Other groups have given money back and then had this happen
 * Approved $200

Magic Draft


 * Their account is mysteriously $200 in the red
 * They talked to Marie
 * All the approved funding says that they should have this money – they should have had a surplus of $373
 * Some fund transfer never made it through?
 * This is troublesome – follow-up with Marie?
 * Approved $373 to Magic Draft

PASA


 * Want to move money from food to general to use for an honorarium
 * Is there any more information?
 * Paperwork was due today
 * They only have $67.66 in their food budget and we can only transfer whole dollar amounts
 * Approved $67 from PASA's food to general. Please make sure to follow up in a timely-fashion and with more information in the future

28mm


 * Want to move $99 from general to food
 * This was already approved?
 * They have $12 in general and $96 in food
 * Was this supposed to be submitted under HCEMS? We approved HCEMS for food funding, and this signer signs for both groups
 * Approved $99 from HCEMS general to meeting food – please be careful about your account numbers in the future and make sure you are submitting requests correctly; we assume this is for HCEMS.

Re-Rad


 * Want to transfer $33 from general to food
 * The money is in their account
 * Approved $33 transfer from ReRad's general to meeting food

Alternative Sexuality Collective


 * Want to move $90 from meeting food to general account to cover a contract
 * The money is in their account
 * Approved $90 transfer from Alt Sex's meeting food to general

QCA


 * Want to transfer $80 to CFF to cover the cost of an ice cream social
 * They have $2 in general and $22 in their meeting food
 * Was this part of Speak Week? Yes
 * Approved $24 transfer to CFF – this is all that is in their account


 * Commencement table


 * In contact with Special Programs

Community Council came in


 * Had Council approved $4,000 for Council in the fall?
 * Council approved $250 for orientation
 * This was out of the discretionary fund
 * This fund is not in Council's bylaws
 * This fund has existed for a few years, outside of the bylaws
 * Sentiment that FiCom is trying to hinder Community Council's ability to function
 * Council approving its own discretionary budget goes against the agreement of best practices between FiCom and Council
 * This fund has existed since 2006 in an informal matter
 * The amount in this fund has varied over the past few years
 * Were Council's funds transferred in the beginning of the fall or both semesters this year?
 * The fact that the discretionary fund is not in Council's bylaws was not brought to Council before
 * Is the discretionary fund amount written down?
 * Not in the bylaws
 * Since 2006, there was only one year that the Council discretionary fund was $8,000
 * FiCom does not know how much we are supposed to transfer
 * Suggestion that the fund was supposed to be $4,000 every semester
 * Sentiment that emails sent from FiCom and FiCom representatives to Council create a negative image for FiCom
 * FiCom members are worried about the Agreement of Best Practices being neglected
 * Suggestion for FiCom to turn in a budget at the beginning of the semester
 * Our funding is done on a rolling basis
 * This is in regards to COCA, CoCD, Council, SafeCom, Spring Jam, Halloween, etc
 * We didn't know until two weeks before Spring Jam how much it was going to cost
 * We did set a ceiling on that budget
 * FiCom can work on submitting a budget for next semester
 * We started working on this this past semester, but didn't do this exactly
 * Regarding increasing the SAF
 * Sentiment that people don't know how FiCom prepares to spend their money, so having a budget might help with this cause


 * What to do about the $250 for orientation?


 * We can't give them money out of a budget that doesn't exist
 * They have done this every year – where have they gotten the money?
 * The difficulty is in the timing
 * Community Council's bylaws state that Council can distribute the SAF
 * The Agreement of Best Practices, SAF guidelines, and FiCom bylaws all contradict this
 * Council can fund out of the SAF through FiCom
 * If Community Council is in charge of the SAF, then why does FiCom exist?
 * Email to Community Council read out
 * Make sure that the $250 for Community Council doesn't get zeroed out
 * We are looking forward to discussing a permanent discretionary account for Council
 * Email approved to send to the Council listserv
 * Approved $250 to Community Council for orientation event
 * Approved for Marie to move this to the Orientation Budget if necessary


 * Council discretionary account?


 * Why can't they go through other bodies?
 * Council is the overseeing body of FiCom
 * FiCom doesn't approve everything
 * Council can overturn any FiCom decisions
 * Then why don't we just let them have the fund?
 * This would eliminate a check and balance
 * This will be discussed more in the fall


 * SAF Hampedia page


 * The information which was recently added was not correct
 * This information is reflected in CC's bylaws, but nowhere else
 * FiCom submits a budget for Community Council to approve
 * FiCom begins distributing funds before CC meets
 * CC does have the power to approve money for standing committees, in a very indirect way
 * CC has the power to veto FiCom's decisions, but FiCom can make decisions without consulting CC first


 * Discussion of C&amp;C Form


 * FiCom approval to submit the feedback to Dean of Students

HCEMS


 * Never got the meeting with Mark Spiro
 * They don't know what their budget is for next year
 * Can FiCom write a statement in support of the EMTs?
 * We should include why HCEMS cannot be funded out of 601
 * Ask for an official response by the end of May


 * Email from Chameleon Club


 * Respond apologizing for the email being sent out late
 * We had different understanding of the funding target
 * This was the only indication we had this semester for how much students would fundraise
 * There was a the miscommunication about budgets
 * This is a pilot program, we appreciate their input
 * Any extra money we get will help


 * Equipment emails were sent out
 * Need to reconcile FiCom bylaws, CC bylaws, Agreement of Best Practices, and SAF Guidelines


 * Ask FiCom/Council to make this a priority for the fall


 * Meeting adjourned 6:22PM. FiCom will not be meeting any more in Spring 2010.

To-Dos


 * Julia


 * Email Marie re: Magic Draft – make sure this can't happen again
 * Send email to Chameleon club


 * FiCom members!


 * Submit the C&amp;C form by Sunday afternoon


 * Ananda


 * Email FiCom listserv about C&amp;C form
 * Draft EMT email

Monday, May 10th
Agenda:


 * PCard meeting Tuesday, feedback from PCard holders, discussion

PCard Feedback from Marie:


 * no initial training was provided - for on-line posting desc. &amp; proper GL#'s
 * BO - hole in acct. system - no income done w/ pcard fund transfers until I brought to their attn -
 * asking students to turn in pcard forms and receipts - in a timely manner
 * asking students to post the descriptions and GL #'s - in a timely manner
 * great deal of follow-up work for Marie

Questions sent out to PCard holders:


 * 1) Was the PCard a useful tool for your group? (Why or why not?)
 * 2) What, if any, problems did your group experience when using the PCard, or filling out PCard related paperwork?
 * 3) In your opinion, should FiCom continue with the PCard program this upcoming fall? (Why or why not?)
 * 4) What suggestions do you have for improving the PCard program (How can we make using the PCard, and doing PCard related paperwork, easier for you?)
 * 5) How can FiCom deal with PCard holders not turning in their paperwork on time?

Replies:

HCEMS:

1) The PCard is an essential tool for us (HCEMS.) We order our medical supplies from Bound Tree Medical, and with the way they handle backorders it is impossible to use the CLA's Pcard (since they are not allowed to keep it on file with the vendor.) The group PCard means that I don't have to front $700 for medical supplies.

2) The biggest hurdles we encountered were with properly allocating funds to the card and being able to check our balance. In the beginning of the semester, funds requested for reimbursement would often be allocated to our card account, and funds for future purchases allocated to the general account, resulting in our card being denied several times. An extra field in Zoho for "Pcard fund request" would fix this. There is no easy way for group members to check the total funds currently on the card, or have easy access to a deposit history so that we can figure out which funds went where - we have to email the business office for the balance, and go through Marie's binder of transfers for the latter.

3) Yes. It makes HCEMS' lives much easier.

4) Having a specific "Pcard funding request" field on Zoho to request funding for the pcard would do much to fix the complications we encountered.

5) Take the card away. If a group cannot be organized enough to turn in paperwork then it doesn't deserve a corporate card. That being said - sometimes it can take longer that expected to get receipts, invoices, etc. A grace period for these items is okay, but 10 business days is plenty of time to turn in the "PCard form" with signatures.

Magic Draft:

Sorry I dont have time to prepare better remarks, but I'll be driving for most of monday so writing then is out. The pcard is very nice, and useful, but if you want to make it really effective I would suggest training the pcard holders in some form of basic accounting. The JPMorgan website does not help you keep tabs on how much money is still available, and that is a very important number indeed.

Excalibur:

1. Was the PCard a useful tool for your group? (Why or why not?) Absolutely. It was a huge time saver to be able to purchase practically anything from anywhere so long as I could get an itemized receipt and the purchase was approved.

2. What, if any, problems did your group experience when using the PCard, or filling out PCard related paperwork? As this was the testing of the card, I understand the some of the hiccups are acceptable but there were certainly things about the card I didn't find out until after quite an extensive use of it. For instance, the business office never trained us on how to properly log our purchases. Additionally, other than keeping meticulous records, there was no way to determine how much money was exactly on the PCard without called JP Morgan or the business office, which was extraordinarily annoying, as just about every bank website has the very obvious feature. Additionally, I personally was under the impression that as I requested funds to be moved to the PCard, they would be removed from my general expenses or meeting food accounts. As there were only 5 cards given out, I thought it would be silly to have a section in the weekly financial report that showed what the PCard had on it, so I assumed that it was the money, once moved to the PCard was not reflected in the available accounts whatsoever. However, the money in the accounts actually mirrored what was in the PCard, leading to confusion, making it seem at times that I had twice as much money as I actually did.

3. In your opinion, should FiCom continue with the PCard program this upcoming fall? (Why or why not?) Absolutely, just so long as the instruction on how to do it is complete and that there is an easy way to access the exact amount currently available on the PCard itself.

4. What suggestions do you have for improving the PCard program (How can we make using the PCard, and doing PCard related paperwork, easier for you?) See #3.

5. How can FiCom deal with PCard holders not turning in their paperwork on time? Same as before, warnings, then make a different signer have the card, then revoke.


 * Email to Council approval

Dearest Council,

FiCom recently learned that Council made some decisions that are not in its power to make.

Since the discretionary fund is not part of Council's bylaws, Council cannot fund $250 out of a non-existent fund for Orientation. We look forward to engaging in a conversation with Council in the fall regarding the role of the Discretionary Fund, and witnessing a vote on whether it should be included in the bylaws. Until then, Council cannot make funding decisions, as it does not have any funds.

Please note, as outlined in the Agreement of Best Practices, "Council will no longer fund directly out of 601 unless either: It has gained written permission from the Financial Committee or, it is overturning a previous ruling made by the Financial Committee."

This agreement was written due to the problems Council and FiCom have had in the past, due to Council acting as a funding body, which is not its role. Council has, in the past, approved tens of thousands of dollars for use out of 601, making it impossible for FiCom to fulfill its role as a budgeting body managing the SAF.

We understand that Council has no more meetings this semester, but are submitting this for Council records, and will ask Council to review this information in the fall.

Love,

FiCom


 * Email to listserv approval

Dearest Signers,

Please take a moment to give us some feedback. We'd like to know what you think of FiCom, COCA, Pam Tinto, Carolyn Koske, and Marie Johnson.

Please please please take a moment to fill this out: http://creator.zoho.com/ficom.hampshire/funding-request/#Form:Comments_and_Complaints

We NEED your complaints and comments in order to improve!

Love,

FiCom


 * Equipment check-in
 * House budgets emails check-in
 * Fundraising check-in
 * Commencement check-in
 * Opinion poll (May 2010 FiCom Opinion Poll)
 * Areas in need of improvement for upcoming year, ideas, feedback
 * Request for feedback for Director
 * Governance at Hampshire, focusing on FiCom and how it works, decision-making process

Minutes Present: Julia, Ananda, Jackie, Sarah, James Excused: Zilong, Madeleine


 * Julia did not get around to any of their to-dos from last meeting
 * There is currently $200,000 tied up in student group accounts


 * COCD has $14,000 of this
 * The SAF has around $6,000 of this


 * Responses about P-Cards have been gathered


 * There is a meeting about P-Cards tomorrow at 2PM in the FiCom office
 * Issue with there being no initial training for the P-Card
 * Business office wasn't putting some of the fund transfers through – some funds never got transferred to the P-Card
 * Getting students to turn in paperwork on time has been an issue
 * Replies to P-Card questions are on FiCom's minutes page
 * Biggest hurdles were checking balance and making sure money was on the P-Card
 * Issue with the P-Card total being reflected in the weekly financial reports – this confuses signers as to how much money they have
 * Signers need to keep track of their money
 * We should talk about budget managers at Signer Seminar
 * What are the goals of our P-Card meeting?
 * The student groups that have been using the P-Card are happy with it
 * We would like to continue if we can get the signers trained better
 * What about doing this after Signer Seminar?
 * Only certain groups would need the P-Card
 * We should only allow groups who are very active spenders and spend large amounts of money to hold P-Cards
 * There need to be detailed Hampedia instructions on how to use the P-Card
 * We need to discuss how to work the punishment system best
 * Can we give the power to Marie to revoke the P-Cards? She knows what is going on with the groups better than we do


 * FiCom needs to look over our probation list
 * Email to Council


 * They do need the $250 for orientation – there is a time crunch here
 * Suggestions of other ways to get funds (CoCA, CLA, Orientation budget)
 * Email approved by FiCom


 * FiCom needs to review permanent funding as the very first thing in the fall
 * All-signer email


 * Review of feedback form
 * Email approved by FiCom


 * Equipment check-in


 * Emails will be sent out by Wednesday


 * House budget emails


 * Need to be sent out tonight


 * May 2010 FiCom Opinion Poll Hampedia page


 * Talk to CoCA about some of these


 * FiCom members: think for Wednesday about how FiCom can improve
 * FiCom members: evaluations/feedback for Director


 * FiCom can be used as a learning activity if anybody wants to do this


 * Fund transfer request

Exaclibur


 * Want to move $500 from general to meeting food
 * Due to complications with P-Cards
 * They have $1,800 in their general
 * Approved for $500 transfer of general to meeting food

Magic Draft


 * $200 in the red
 * What happened to their money?


 * For Wednesday: everybody on FiCom fill out the comments and complaints form
 * Probation List


 * All groups that were put on probation in F09 were removed from the probation list


 * Meeting adjourned 6:14PM – FiCom might stay later on Wednesday

To-Dos


 * Sarah


 * Email the Controller


 * James


 * Send out E-mails re: equipment before Wedensday


 * Julia


 * Send out E-mails re: housing budget - tonight
 * Email Zilong and Madeleine
 * Email CoCA about meeting on Friday and say that we will be talking about fundraising and budget cutting – mention the opinion poll
 * Email Magic Draft &amp; Marie about why Magic Draft is in the red


 * Zilong


 * Reportback about fundraising groups


 * Madeleine


 * Reportback about Commencement table

Wednesday, May 5th
Present: Ananda, Zilong, Julia, Sarah, Jackie, Madeleine, James, Ian

Minutes


 * What happened to Monday's fund transfers?


 * They were handed in yesterday


 * These need to be handed in sooner


 * Staff awards are tomorrow at 10AM in MLH!


 * Community Council Thank-You Brunch Monday at 11AM in the Red Barn


 * Comments and Complaints form


 * Trips vs event funding


 * Fund transfer requests

EPEC


 * Had submitted a contract but it hadn't gone through


 * Need to pay for a contract that we had already approved


 * Emails have been going back and forth between Marie, EPEC, and the FiCom inbox


 * Approved $350

HCEMS


 * Want to reallocate funds for supplies to make thank-you goodies


 * Gifts have to be under $1/person


 * The money is still going to stay in their account


 * This is for food people are going to eat, not for a permanent gift


 * We should make sure to let them know it has to be $1/person or less


 * Approved for a reallocation of $50 towards thank-you goodies; please keep this within $1/person

Connoseiurs of Cheesey Commestibles


 * Would like to reallocate the $40 from their meeting food to the Omen


 * Approved for transfer of $40 from Cheese Club's meeting food to The Omen's general


 * Fundraising groups: The Reader, Chameleon Club, Red Scare, Slam Collective


 * What do we do if groups don't fundraise their entire amount?


 * We should put the groups that don't match their goals on the probation list


 * What about taking a set amount away from the funding they receive?


 * There is no set amount


 * Signers roll over


 * What about making them come in to a FiCom meeting for any request over $100?


 * How much time would this take out of FiCom meetings?


 * Ideally, in the future, groups would come in earlier in the semester to begin their fundraising


 * We need to email all the fundraising groups


 * Include how much we know they have fundraised thus far and ask how they will fundraise the rest? Please give us some sort of timeline


 * Should we charge signers if they don't raise the money back?


 * Can we do this?


 * Nobody would want to try to fundraise then


 * It depends on the group, not just the individual(s)


 * We should encourage groups to try to raise money before we give them the whole amount to do something


 * What motivation do we have for signers to get money back to the SAF?


 * Hopefully we should never have to loan out the money


 * We should make it part of our rules that they have to fundraise in advance


 * PCard emails were sent out


 * Email was sent to Curling Club


 * There was a reply directing questions elsewhere


 * Equipment emails


 * Emails being written asking how groups are storing equipment over the summer


 * Emailing groups which might not use equipment in the future


 * Council survey


 * Council Thank-You Brunch people want hoodies


 * We only have small hoodies


 * There were about 40 people nominated


 * Most of these people are not signers


 * If they are signers, they already got their hoodies. If they're not signers - we don't give away hoodies to people who aren't signers


 * We are selling the rest of the hoodies to fundraise


 * Council reportback


 * COCD's Graffiti wall ACV was passed


 * Is there enough time left in this semester when people are leaving and doing finals?


 * Council approved $4,000 for themselves for a discretionary fund for next year


 * This goes directly against the Agreement of Best Practices between FiCom and Community Council


 * Community Council also approved money for orientation


 * Community Council could overturn any decision for FiCom not to fund something out of 601


 * ”Community Council will no longer fund directly out of 601 unless either:

a. It has gained written permission from the Financial Committee or,

b. It is overturning a previous ruling made by the Financial Committee”


 * We should discuss this discretionary fund with Council


 * Governance in relation to how FiCom works


 * We should give some feedback to the governance task force


 * All-signer email


 * To be sent out after finals


 * Evaluation form


 * Meeting adjourned 5:57PM

To-Dos


 * Julia


 * Send out email to comments &amp; complaints person re: thanks for your comment, please fill out our opinion poll


 * Email fundraising groups, letting them know that we will have to penalize the groups somehow if they cannot raise the money

Slam Collective was loaned $425 and has raised a lot of this

Red Scare was loaned $1,000 and paid it all back

The Reader was loaned $600 and they are about halfway there

Chameleon Club was loaned $500 and they are currently fundraising


 * Email Council listserv regarding Agreement of Best Practices and taking $4,000 out of 601


 * We will bring this forward in the fall, but wanted to make you aware of this issue


 * FiCom doesn't object to the discretionary fund, but we think there should be a discussion about this


 * Sarah


 * Send out PCard Email

Monday, May 3rd
Agenda

Report Back from 4/30/10 Meeting with Pam Tinto


 * We need to nail down the time FiCom COCA and the CLA are going to meet.


 * The Reader complained to the President’s Office, says FiCom “tossed them into debt”


 * The Slam Collective needs money for their annual summer trip to the nationals - they met with the President's Office, and want the President's Office to fund them - the payment for summer nationals usually comes from the following fall's budget, and they want assurances they will be reimbursed - FiCom: it is best if they ask and receive funds from the President's Office
 * FiCom needs to have conversation with current PCard holders to work out what worked and what didn't this semester - Pam thinks it doesn’t look that good to keep going with the PCards, based on all of the problems - FiCom: It is still important to do full review, we believe the main problem was a communication breakdown - Of course we should do the review, but if people can use the PCards to get the goods, they will have no incentive to do paperwork, as they personally don't need reimbursement


 * Pam arranged for the early arrival of FiCom voting members in the fall


 * Discussion of Stipend Issue - Pam did preliminary paperwork - Community Council members still need to sign it - is not opposed to stipends, simply to CC continually voting on the amount of money - proposal: some sort of stipends/compensation for work study students (spending 10 hours a week as an officer can prevent people from earning their own work study money) - however compensating any student governance member is problematic, as signers for many clubs work equally hard, and it comes down to value judgments


 * Discussion of upcoming Community Council elections: It is very, very bad that if you run for Chair, and lose, you will not be able to have a spot on Council - this means some of the most dedicated, hard working people will not be on Council - additionally, while there were over 60 nominations, only 15 people accepted nominations (for 12 spots) and there are two houses (Merrill, and Greenwich) with no people running to represent them. Data at: http://www.hampshire.edu/studentlife/18023.htm


 * Signer Seminar Discussion:

-- FiCom wants to run it -- Pam is definitely running it, -- It is part her job description, and she is personally invested in running it -- She wants to work hand in hand with FiCom -- Signer Seminar will be on a Sunday this upcoming semester -- This follows requests from the Rabbi, Spiritual Life Office, and letters from concerned students -- Concerns raised that a vocal minority is determining something that effects all signers -- Also unfair to athletes (who often have games on Saturday), and that that Saturday the Trustees and in FPH, whereas on Sunday they aren't -- Concerns raised that Sunday causes a conflict for those with other religious obligations (i.e. Church) -- This was an invalid concern, and less important then a religious prohibition against work -- FiCom: problem isn't with religious concerns, the problem is students were asked for their opinions about which day was better, and Saturday was chosen, and now their opinion is being set aside without a larger discussion about who should make these decisions, and community awareness about issues which effect them -- The date for spring Signer Sem. isn't set - maybe we can have a discussion before then -- We want to show that FiCom is in charge of student groups (and funding) - that's why Ananda did the Powerpoint last semester -- It would be a good idea to have a cool Signer Sem. video -- 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 -- Signer Sem. needs a hot breakfast

Minutes

Present: Ananda, Jackie (Left Early), Madeleine, Zilong, Sarah, James, Julia (Late-Excused)

Absent: Frances (Excused), Ian (Excused)


 * FiCom, COCA, CLA, &amp; Marie meeting – Friday the 14th at noon


 * We need to build fundraising resources for signers


 * What is going on with the EMTs (funding)?

Nothing pertinent in the recent Community Council notes Are the EMTs going to have a budget this upcoming year?


 * Report back from 4/30/10 with Pam Tinto

See Agenda


 * FiCom members should attend Staff Awards (Thurs. 10:00 AM), if at all possible, in order to show support for winning staff


 * We need to determine what to do about the PCards

Send out email to PCard holders, conduct PCard review


 * Plan for fall Signer Sem.:

We need to work with Pam on this

Larger question: Whose role is Signer Sem.? It used to be just run by FiCom

Should run a seminar: How not to get funded – common mistakes signers make

Would a “cool” Signer Sem. Video be effective?

Who has time to make one?!


 * Plan:

Ask Signers to send comments about working relationship with CLA employees, in order to help us improve the communication process, and find out where there are difficulties


 * Slam Collective comes in:

Are confused about getting funding for summer nationals trip

Talked to the President’s Office, were told to talk to Pam Tinto about getting “student initiated funding”

Difficulty scheduling a meeting with Pam Tinto

Pam Tinto told them to ask FiCom

Suggestion: They need to send a funding proposal to the President’s Office, in order to get funding

Suggestion: They need to talk to Jackie, not Abby

Ask if they may fundraise this summer – Yes! Fundraising is always good

They have fundraised over 250$ - They should give it to Marie ASAP, for the SAF


 * Consider changing the by-laws to add voting members to FiCom


 * Community Council:

Community Council wants to write 4,000$ discretionary spending into their by-laws

They need to wait at least two meetings: one meeting to discuss, then they could vote the following meeting

Consider the possibility of changing the balance of power between CC and FiCom?

Work on relationship with Community Council

COCD has brought CC a Graffiti Wall proposal, and CC wants to bring this to an All Community Vote (ACV)

But CC said it was too late in the semester to properly inform the community about an issue before an ACV

How would this proposal be funded?

CC seems to want an end of year spending review

Wouldn’t this need data from FiCom? – Data for the current spending period cannot be properly analyzed until the funding period is over


 * EMTS

Request to transfer 200$ from General Funding to Food Funding, onto their PCard

Approved


 * Ahoula

Requests 51$ for an Arabic textbook

Denied: Funding is closed for the semester

Could they transfer existing money?

Yes, they could transfer 51$ out of their Food Funding into General Funding, and then purchase the textbook

Purchasing anything over the summer causes problems - the Business Office only accepts month - old receipts for reimbursement

They are permitted to leave equipment with Pamela, but must list it all on Hampedia first


 * The Omen

Requests funds for another issue of The Omen (not the special issue)

Denied: Funding is closed for the semester


 * The Zine Collective

Request to transfer 200$ to The Omen

Approved

Note: We are impressed with your generosity


 * SafeCom

Request to transfer 200$ from General Funds to Food Funds

Approved


 * BAAB

Request to transfer 15$ from General Funds to Food Funds

Approved


 * QCA

Request to transfer 200$ to Women’s Center from QCA

Approved


 * SAF (Council)

Request to transfer 200$ in Stipend money to Music Department from 601

Approved


 * The Reader has fundraised over 300$


 * Review of funding sent to FiCom by the housing offices:


 * GE Houses Fall Funding Report:

Ask them for their budget priorities

Ask what is expendable

Ask them how they think they can save money

Concern: 3,054$ spent on groceries – why was this?

Please send us a budget breakdown for the spring semester


 * Prescott House Fall Funding Report:

Ask them for their budget priorities

Ask what is expendable

Ask them how they think they can save money

Concern: Expensive groceries on Jan. 20th, right before everyone left for the break between JanTerm and Spring Term

Please send us a budget breakdown for the spring semester


 * Other Houses:

Ask them for their budget priorities

Ask what is expendable

Ask them how they think they can save money

Please send us a budget breakdown for the spring semester


 * Chameleon Clubs comes in:

Made 316.82$ at tag sale

Were asked to fundraise 500$ to pay for trip to New Orleans

They would like to donate half of the funds they raised, even though they didn’t reach the 500$ goal

Decision: Denied, FiCom needs to put this money back in the SAF

Please give funds raised to Marie ASAP, for the SAF


 * In the future: Allow students to donate part of what they are asked to fundraise, as an incentive to fundraise more money?


 * Pre-Law Society:

CLA did not want to approve the Pre-Law Society without an advisor


 * Larger issue about student group recognition

What about active groups who do not need (regular) funding?


 * FiCom Hoodies:

What should we do with the extra signer hoodies?

Let's sell the hoodies for 35$ each at commencement

Wednesday, April 28th
Minutes

Present: Ananda, Jackie, Madeleine, Zilong, Ian, Sarah

Absent: Julia (excused), Frances (excused, James (excused)

Fund Transfers:

Climbers Coalition:


 * Request transfer of 300$ from general funds into food funds


 * Have they paid the SAF back money from fundraising?


 * What happened with their spring break trip?


 * We believe their account is settled


 * Approved

Alternative Sexuality Collective:


 * Request to transfer 2,000$ back to the SAF


 * Approved


 * Request to purchase 100$ of books from Circlet Press


 * Alt. Sex. needs to register these books with the library before the end of the semester


 * Approved

Excalibur:


 * Request to transfer 150$ from food funding onto their PCard


 * Approved

Announcements:


 * Meeting with Pam at 1:30 on Friday


 * Marie wants FiCom to send out an email reminder about the paperwork deadline – May 12th


 * Approved - Include info that we are planning the budget for next year, and to be on the lookout for more information

Review of Marie’s notes:


 * Request that the Contra Dance Club come to next FiCom meeting to discuss trip issues


 * Check in with Mix-Nuts? (They constantly use SAF money, fund circle) – No known issues


 * Plan joint meeting with COCA and Pam to discuss creating SAF Cutting (opinion) Poll, and plan for next year

Community Council Stipend Transfer Request:


 * Request to transfer stipend money (150$, 250$, 200$) into Community Council Account


 * This is a one-time exception to the SAF Guidelines, which read "The SAF cannot be spent for [...] donations of any kind; including offices on campus, administrative departments, and third parties." We will be asking Council to review its bylaws in the fall in order to address this issue.

Budgeting for Next Year:

Ideas:


 * Cut meeting food to 3$ per person Cut trip funding to 50$ (exceptions?)


 * Cut all trip funding (trips only serve a few students, while most on campus meetings and equipment are accessable to the entire student body) * *Talk to COCA about cutting event funding (significant cuts possible for Halloween and Spring Jam?)


 * Begin incentive based fundraising


 * Make any group requesting 500$ and above fundraise 10%


 * Have groups fundraise 10% of any request (concern: then a group that wanted 100$ would request 110$ to get paid in full)


 * Charge 5 - College students for admission to (all/most/some) Hampshire events


 * Have advertisements in The Climax, The Omen, The Reader, and other publications (maybe even from intra Hamphire Offices)


 * Cut Stipends to Council Officers


 * Cut Permant Funding by X%


 * Report back from individual work (# crunching) done between FiCom meetings


 * How should we structure the fund cutting opinion poll?


 * Discussion: FiCom's relationship with Community Council - this is unclear - role of CC currently being reviewed by Governance Task Force - could we become our own committee? - larger governance discussion needed

Monday, April 26th
Agenda


 * PCard Task Force (meet with holders, meet w Marie and BO)
 * Letter to community re SAF
 * viewbook photo shoot on wed
 * officer elections

Minutes

Present: Ananda, Jackie, Madeleine, Frances, James, Zilong, Ian, Sarah

Absent: Julia (excused)


 * Report back on Community Council SAF Task Force Meeting
 * Plans to survey students about how funding should be cut
 * Meeting with COCA, Pam, and Marie


 * Plan to create spreadsheet documenting student group funding
 * Problem: COCA does not require standardized group name


 * For Wednesday: Gather information, crunch numbers on different scenarios
 * What should we do about extra signer hoodies?
 * Use them for fundraising (to be sold at commencement, 40th anniversary)


 * Should we try have Hampshire events (i.e. Halloween) sponsored in the future?


 * Elections: Current officers describe their positions
 * Elections:
 * Ananda states intent to run for reelection for Director of FiCom
 * This is motioned and seconded
 * Ananda is the Director of FiCom
 * Zilong states intent to run for “Director Elect” position
 * This is motioned and seconded
 * Zilong is the FiCom “Director Elect”
 * James states intent to run for Financial Director
 * This is motioned and seconded
 * James is the Financial Director
 * Sarah states intent to run for Community Liaison
 * This is motioned and seconded
 * Sarah is Community Liaison for FiCom
 * Frances states intent to run for Director of Council Relations
 * This is motioned and seconded
 * Frances is Director of Council Relations
 * Discussion of voting members
 * 7 voting members will return on September 2nd


 * Creation of SAF Cutting (Opinion) Poll


 * Suggestions:
 * Cut food funding to 2.00$ per person
 * Cut food funding all together
 * Cap total amount of additional meeting food at 500$
 * Cut trip funding (sports exception?)
 * Talk to COCA about cutting event funding
 * Generate funds (sell tickets)
 * Give students incentives to fundraise
 * Match funding raised
 * Any funds requested 500$ and above must fundraise 10
 * Get advertising in The Climax, The Reader, The Omen, and other campus publications


 * Find out about how other colleges use SAFs:
 * How does Mount Holyoake raise money?


 * Signer Seminar:
 * Will be on a Sunday
 * Community voted to hold it on a Saturday
 * Who has the authority to decide this?
 * Run a make-up session on Sunday?
 * Should FiCom run Signer Seminar?
 * FiCom would like to be in charge of Signer Seminar in the up-coming year


 * We need to meet with Pam to discuss this
 * Food for Signer Seminar: Get cheaper food


 * Divide up into individual work, to crunch numbers on how much different fund cutting methods would keep money in the SAF

Wednesday, April 21st
Agenda


 * funding requests- all reallocation of funds, except meeting food. Fund transfer was discussed via email, they just want to move meeting food funds
 * Did Monday fund transfers get handed in? No, according to Marie
 * Raising the SAF: discussion of document, Tuesday meeting, how to move forward
 * 10pm Council meeting- all are welcome to attend, not just officers, especially since we are about to transition officers
 * Officer elections, if everybody has time to give statements on why they want to run for their positions today, can we run elections on Monday? With possibility of transition time/"alternate" positions/fall reelections, as needed? Please be sure to meet with the officer who presently holds the position you are running for, in order to gain a deeper understanding of the responsibilities of that role
 * End of semester/beginning of fall: when are members leaving Hampshire? Will they be able to return early? Who are OLs?
 * What major issues/problems/ideas should we be sure to discuss this semester?
 * Did you read Marie's notes? Any thoughts/conclusions from that?
 * EMT Proposal (in FiCom inbox)- submit FiCom statement explaining why cannot come from SAF ands howing support? Revise old statement?

Present: Julia, Zilong (left early), Madeleine, Sarah, James, Jackie (late) Excused: Ian, Ananda, Frances

Minutes


 * Zilong motions to make Sarah a non-voting member of FiCom. Madeleine seconds. No blocks. Motion passes.
 * Funding requests: Submitted

Contra Dance Collective


 * Want to reallocate $447 to new tickets for NEFFA
 * They have the money in their account
 * Approve $447 reallocation to NEFFA

HCEMS


 * Want to reallocate money to new bike parts
 * Bikes were stolen and crashed
 * Want the funds on the P-Card
 * P-Card does not mean faster
 * But then they don't have to front
 * Approved $75 to be transferred from general to the HCEMS P-Card


 * What is FiCom doing about P-Cards?


 * We need to talk to the signers that hold them, the business office, and the CLA about this


 * Denying additional food request with the same statement as before
 * Fund transfer requests
 * Do other colleges fund meeting food?
 * Meeting food


 * Some clubs only use food funding
 * How can we keep track of the number of people going to meetings? What about a signup sheet?
 * Groups would be really averse to this. Also attendance can fluctuate highly from week to week
 * Isn't it more fair for students to pay towards food that everybody can eat than towards trips that only a few people go on?

Latin American/Latin@/legal studies group


 * Transfer of $120 for an event
 * This event was approved by COCA
 * They have $100 in general and $120 in meeting food
 * They want to transfer from their meeting food
 * Approved transfer $120 from meeting food to Social Science &amp; Latin American Studies


 * Fund transfers from Monday were not brought to CLA


 * Will be rewritten and turned in with the Wednesday transfers


 * Pending requests

Zine Collective


 * Had emailed them about if they went on the trip and how much it cost, but they haven't replied yet
 * Pending

Climbers Coalition


 * Gunks trip
 * Had emailed them about gas, they have't replied yet
 * Pending
 * If these groups don't get back by Monday's meeting, we should email them again


 * We need to put on Zoho that if people are requesting money to go on the P-Card, they should input their name and email

Metalheads Machining Coalition


 * Never got back to FiCom from a long time ago
 * They have $154.52 in their account
 * This would only cover one of their two requests


 * Raising the SAF


 * Council voted no for an all-community vote
 * FiCom did try to stress that we were asking them to ask the community, not to raise the SAF
 * Council is concerned that we are pushing this too quickly, and that we are providing biased information
 * Council created a task force to put together information about the SAF and discuss how to publicize this information
 * FICom members should be able to be there
 * FiCom officers and people interested in being officers should go to the Community Council officers meeting at 10PM this Wednesday (tonight) in the CC Office


 * What do we do about the raising the SAF issue?


 * There is no way that the SAF is going to get raised for next fall
 * Suggestion to put a poll on the intranet (not a vote)
 * This was discussed at Council
 * We can put out a poll saying that the SAF was not raised and asking the community what the best methods are to take
 * We need to start discussing funding policies for next year
 * There need to be pretty dramatic cuts


 * What should we do for next semester?


 * Suggestion to have mandatory fundraising for large trips
 * How much money would this really generate?
 * Suggestion to reevaluate meeting food
 * A lot of the time, clubs are discussions around dinner
 * Suggestion to fundraise for everything
 * Fundraising for purchases over $100
 * This would be on a “per meeting” basis for meeting food
 * Trips are most expensive per person
 * Suggestion to ask about eliminating trips altogether
 * Suggestion to ask about eliminating all but admission costs for trips
 * Suggestion to stop offering mileage reimbursement
 * What if we switched to bringing in gas receipts as opposed to mileage reimbursement?
 * Can we legally do that?
 * Trips do help get the college's name out there
 * Stricter enforcement for not funding things twice (i.e. for underestimation)
 * Except for trips where more people want to go after the initial request
 * We do require people to submit some requests really far in advance
 * This would stick students with bills that would come from a mistake
 * We advocate getting requests in early over having them accurate
 * What about not funding things after the money is spent?
 * The person who has to pay for it is probably going to be the signer that's most on their game who steps up and takes responsibility
 * People don't really know how the system really works
 * College students can't afford to pay for these things – how do we expect signers to deal with this then?
 * What if FiCom didn't have the money to pay for these?
 * Signer Seminar does not work for getting information to signers
 * Is there any form that signers have to fill out to be signers?
 * No
 * Should we make one?
 * We should discuss this more in-depth later when we talk about signer seminar
 * Change of signer form?
 * We should review these when they are submitted, and check off if people went to signer sem, or else make them review the powerpoint
 * This form is currently supposed to be submitted by one the signers not involved in the transition
 * Should the other two signers have to fill this out?
 * The form has no login system
 * Is there a way to do this? Just to submit a form, not to see it. Also, we don't want to send our login data elsewhere.
 * Can it be moved to Hampedia?
 * The database would have to be transferred
 * Then this puts forms in different places
 * We should talk to Ananda about this to see how feasible this is, since she knows more about how Zoho works


 * Not enough people are here to talk about officers – let's do this next week; FiCom members, keep thinking about this
 * End of semester/fall


 * People are leaving mid-may and coming back as early as possible
 * FiCom is currently petitioning to have voting members to come back early
 * Can these people come back early for FiCom if this goes through?
 * We need to work on figuring out who are voting members for next semester


 * Meeting adjourned 6:02PM

To-Dos


 * Julia


 * Email Metalheads Machining Coalition

Monday, April 19th
Present: Ananda (left early), Zilong, Julia (left early), Sarah, Madeleine (left early), Jackie, Ian, Frances, James, Mike (left early)

Minutes


 * We are going to spend most of the meeting working on the information about raising the SAF
 * Stipend donating


 * Taxes come out of stipends
 * The entire amount needs to be taxed, not just what would go to the individual

The Reader came in


 * Question about raising $600 by the end of the semester
 * Not sure how to do it
 * We asked The Reader to follow up right away
 * They have been exploring options for this
 * They are looking into advertising
 * They can no longer put ads into this year's book, but have been asking vendors to put ads in next year's book
 * They are asking the vendors essentially to advertise on faith
 * The Reader had already essentially spent more money than FiCom could afford to give to this
 * What are other groups doing?
 * One group is doing a tag sale
 * Some groups have individuals contribute money
 * Another group is selling chapbooks and CDs
 * Another group makes calendars
 * Suggestion to ask the people who submitted to The Reader for suggestions
 * What about selling prints of some of the photography and artwork?
 * Not sure how to get this done by the end of the semester
 * Could also sell at the 40th anniversary if anybody is going to be here over the summer
 * Can't charge Hampshire students for The Reader since it is funded by SAF money
 * There is still time after classes and before commencement – this could be a good fundraising opportunity
 * Fundraising the $600 for this fiscal year gives you until the end of June
 * They need to pay the printer
 * The money is in their account


 * How much money is left in 601?


 * $500 definitely
 * Potentially $1,087 from money coming back from Circus Folk Unite, RAICES, Project Teach, and Radical Philosophy Society

Slam Collective came in


 * Tara Hardy has been mostly resolved
 * Last November a performer was brought out who has not submitted a W-9 after multiple emails
 * This money will be going towards Tara Hardy
 * Fundraising update
 * Have been selling at the open mics and in front of the library
 * Did a fundraising show
 * Sold at CUPSI
 * Sold in Boston
 * Have made a total of around $280
 * Still selling at the open mic
 * Send FiCom an email about this
 * What happens if they aren't able to raise all the money back?
 * FiCom doesn't know yet, as this is the first semester we've tried this


 * How much money do we have to spend right now?


 * $1,250 or so

Alternative Sexuality Collective should have around $1,000 to give back, but Sodexho hasn't given them an invoice yet, so they don't know how much


 * Pending requests

Zine Collective


 * This trip already happened
 * They got all our questions answered after our meeting
 * This trip was last weekend
 * Did they drive or get a van? Did they have a defensive driver?

Community Council came in


 * All-community meeting tomorrow
 * Want the officers of FiCom to come to the meeting on Wednesday night
 * Can this be moved to 10PM? FiCom officers can't make it before then
 * FiCom officers will be there at 10
 * Isn't Council supposed to vote on the raising the SAF issue on Tuesday?
 * Some issues with the all-community vote
 * Inflation needs to be better addressed and defined, including the way this information is distributed
 * The statement submitted to Council was only a small part of the information
 * We are working on getting more information together tonight
 * If Council agrees to hold an all-community vote on Tuesday, then make sure that FiCom officers show up on Wednesday night
 * Council would also like to discuss this issue even if Council doesn't decide on an all-community vote


 * Back to requests


 * Follow up with Zine Collective

Climbers Coalition


 * Trip this weekend
 * We were waiting on risk assessment
 * They followed up about this
 * Need gas money
 * How much does this come to?
 * $300 for gas
 * Can we recommend that they use a Hampshire van?
 * They can't get one at this point
 * Did they say they would be okay with paying for their own gas?

Slam Collective


 * We did say that we could give them $100 for Slammasters
 * We denied this last meeting
 * This was our mistake
 * They emailed FiCom in reply to this
 * Approved $100


 * Somebody was told that when taking a Hampshire van, they need to get funds to refill the van gas tank


 * This isn't what FiCom was told – we will talk to the CLA about this


 * Some things appear to be missing from permanent funding


 * Van pool?
 * Airport lounge water?


 * Reviewing officer position descriptions


 * We need to have officer elections soon!
 * Director of Council Relations
 * Member of Council – representing FiCom
 * Take minutes
 * Hold the P-Card – this should probably be moved to Financial director
 * Go to Community Council officer meetings (as should all FiCom officers)
 * Send emails
 * Signer
 * Community Liaison
 * Engage with community
 * Run advertisements for FiCom events
 * Sometimes goes to student group meetings – this needs to be reevaluated
 * Financial Director
 * Writes fund transfers
 * Meets with Marie once/week for 1 to 1.5hrs
 * Data analysis at the end of the semester
 * Has access to MyBudget
 * Is a signer
 * Director
 * Sets the agenda for the meetings
 * Meets with Pam every week
 * Checks in with Marie often
 * Meets with Dean of Students, business office, occasionally Council – whomever requests
 * Answers emails that come into the FiCom inbox – this should not just be the responsibility of this person
 * Reviews Zoho requests before meetings
 * Makes sure that FiCom follows through with the projects that they take on
 * Facilitates meetings
 * Is a signer
 * Candidtates for FiCom director must have been on FiCom for a full two semester before they are eligible
 * Has anybody been on FiCom for a full two semesters at this point?
 * Only Ananda – we can have a Director-in-training next semester


 * Information on increasing the SAF


 * Questions
 * of group, how much funding each one gets
 * of groups at each college, total SAF
 * If it were divided evenly
 * More information about permanent funding
 * What systems are in place to ensure effective operations of groups?
 * How does this compare to other institutions?
 * How do we evaluate what groups spend in each category? (Also explain meeting food vs events and FiCom vs COCA)
 * Scenarios for different cases of if we were to raise the SAF by different amounts
 * We should also write up why Hampshire is unique and comparing us to other institutions is not always effective
 * Jackie, Zilong, and Ian will work on number crunching
 * Sarah and Frances will work on FiCom vs COCA, how funding is allocated, and what systems are in place to ensure effective operations of groups
 * James will work on condensing the information sent to FiCom earlier


 * Ananda, Julia, Madeleine, and Mike leave


 * Remaining FiCom members work on individual write-ups, as described above

To-Dos


 * Julia


 * Follow up with Zine Collective about if they went on the trip
 * Follow up with Climbers Coalition – do they need the gas money for this trip?


 * Ananda


 * Talk to CLA about van pool


 * FiCom


 * Think about – what happens if groups aren't able to fundraise the entire amount?

Wednesday, April 14th
Present: Julia, Zilong, Sarah, Madeleine, Jackie, Ananda, Ian, James Minutes


 * Fund transfers from Monday were never handed in to the CLA


 * They were brought in late today


 * FiCom currenty has $9,574 (minus stipends) (plus $407 back from COCA)
 * Let's review pending; we can deny some of these
 * We also need to leave about $200 in 601 to pay for the water for the Airport Lounge
 * Pending requests

Bart's Arm


 * Don't need these funds anymore
 * Talked to signers
 * Denied: signers said they don't need the money anymore

Building Awareness Across Bars


 * Never followed up with FiCom about being in the red
 * They aren't in the red anymore
 * Denied: they don't need this transfer anymore

Community Garden


 * Permaculture class
 * We said we would fund this up to $2,400
 * Leaving in pending to review later

Circus Folk Unite


 * Clowning Workshops
 * Are doing these, have had a good turnout
 * Leaving in pending

Hampshire Confucius


 * World Expo
 * Leaving in pending

EPEC


 * Posters
 * Leaving this in pending

Re-Rad


 * Submitted a fund transfer instead
 * Denied: we will review the fund transfer

Massage and Bodywork Club


 * Massage therapist
 * They really do want to do this
 * Leaving in pending

Red Scare


 * Trip
 * Leaving in pending

Shake and Bake


 * Trip
 * Leaving in pending

Circus Folk Unite


 * Trip
 * Planning on doing more advertising
 * Leaving in pending

Zine Collective


 * Trip
 * They want gas mileage reimbursement now
 * They found lodging for everybody

Community Council came in


 * Regarding a fund transfer
 * For $150 from a stipend to SOURCE
 * FiCom had suggested that the person take the stipend and then donate the money back
 * Council voted on this being allowed
 * It is against the SAF Guidelines for SAF money to be donated
 * Checks are cut in the summer
 * Wants to donate the stipend for this semester
 * Did Council realize that donating stipends is in conflict with the SAF guidelines?
 * The SAF guidelines falls under the Council bylaws
 * This never came to FiCom
 * It was presented at Council
 * Council is asking to allocate funds to a department, not to donate the money
 * Isn't this the same thing?
 * This will be brought to Council next meeting
 * This also needs to be checked with the Business office
 * There might need to be a trail showing that the individual is giving the money, not FiCom

The Climax came in


 * They got the email about there being only a small amount of money left
 * They assumed they wouldn't be able to get enough money to print much
 * FiCom has a little bit more money now
 * Submit a few requests with various options


 * Stipends for the semester total $3,550
 * Back to requests

Zine Collective


 * Submitted a new request for the trip after talking to CLA about risk assessment


 * Denied the pending request

Contra Dance Collective


 * Trip
 * Date has passed
 * Denied

HALA


 * Trip
 * We said that if we heard back from them we would transfer the funds
 * Did they ever get back to us?

Kyudo


 * Trip
 * We asked them to get in touch with us a while ago
 * Denied: never followed up with FICom

Climbers Coalition came in


 * Wanted to know if we were able to review a request
 * We are trying to get an idea of how much we have in requested
 * They are requesting a reallocation of funds
 * Will get a decision tonight

Climbers Coalition


 * Trip
 * Leave in pending

Hampshire College Slam Collective


 * Trip
 * Date passed
 * We said we might be able to fund the plane ticket up to $100
 * Leave in pending, email Slam

Community Garden


 * Plants
 * COCD minutes say that COCD is paying for these plants
 * Maybe they were trying to get more funding from two separate places?
 * Denied: COCD is putting money towards these

Mixed Nuts


 * Refrigerator and freezer
 * Submitted to COCD
 * We don't know if they are paying towards this
 * Left in pending

Climax


 * Submitting another request
 * Denied: new requests will be submitted


 * Food requests


 * If we deny all the food requests, that saves about $2,000
 * FiCom will be denying all the food requests
 * All the meeting food requests will be denied


 * Total that is in pending: $9,338
 * Submitted requests

Climbers Coalition


 * Asking for a reallocation of $419 to finish their climbing rack
 * They have been trying to finish this for a long time
 * Approved for $0; approved fund reallocation of $419

Circus Folk Unite


 * Clowning workshop
 * Duplicate request
 * Denied: duplicate request

Community Garden


 * Equipment
 * They want to transfer funds from their food money to cover this
 * Approved: transfer of $80 from meeting food to general

COCA


 * Transferring $407 back to 601
 * Approved transfer of $407 back to 601

Zine Collective


 * Calculated at 51 cents/mile rather than 50 cents/mile


 * Increasing the SAF issue


 * Council voted at the meeting yesterday to vote on this next week
 * If the all-community vote does pass, FiCom members need to put in a lot of time and energy into getting information out there
 * FiCom needs to talk about consequences of not raising the SAF
 * We should put out what would happen if we raised this by inflation; also if we raised this at the same rate as tuition
 * Non-signers don't really know how to access and approach FiCom
 * Housing lottery is coming up, as are finals
 * Who is going to gather more information about increasing the SAF?
 * Julia, Madeleine, James, Zilong


 * We have $10,265 worth of requests, and $6,331 to work with (after the water is accounted for)

Hampshire Confucius came in


 * Everybody is willing to put $50 in
 * This would cut the request from $2,376 to $1,440


 * Minus the fridges for Mixed Nuts and the excess from the trip request from Hampshire Confucius, there is $6,129 in requests


 * How much should we leave in 601 in case things go wrong?
 * This leaves $400


 * Request to extend the meeting by 15 minutes so we can get funding requests reviewed


 * A few people have to leave, but we can keep reviewing requests

Community Garden


 * Permaculture design class
 * Approved $2,400

Circus Folk Unite


 * Clowning Workshop
 * Approved $500; make sure that you know if you have funding before you bring somebody in

Hampshire Confucius


 * Trip
 * When is this happening?
 * June 18th-24th
 * FiCom can't fund activities happening over the summer
 * This is a Hampshire program
 * There will be exhibitions and workshops on campus
 * What about the New Orleans trip that occurred over Spring Break?
 * That still during over the semester
 * Is this trip open to the community?
 * What about things like Slam Collective? We fund their Nationals over the summer
 * What comes from this trip will be a large part of the community next semester
 * FiCom needs to be very careful about funding groups for the summer
 * This trip is an exception because it is a continuation of a project throughout the semester, until the next semester, where it will be integrated into programming for first-years
 * Let's review this at the end, since it's more difficult


 * Director declared quorum only to approve funding requested in submitted and pending as the body sees fit. Ananda, Jackie, and Ian leave (at 6:02PM).

EPEC


 * Wants $2 for posters
 * Black and white
 * They have exhausted their advertising budget
 * Approved $2

Massage and Bodywork Club


 * Massage therapist
 * Hosting for 1.5 hours
 * To teach a self-massage techniques workshop
 * Approved $50

Red Scare


 * Only want the admission cost
 * This is $26/person, for $14 people
 * This comes to $364
 * Approved $364

Shake and Bake


 * Trip to Holy Cross Shakespeare festival
 * They did advertise in the digest
 * They want gas reimbursement
 * This comes to $54
 * Plus $30 for admission
 * Approved $84

Circus Folk Unite


 * Trip
 * Using a van
 * Admission is $20 for 10 people
 * Approved $200

HALA


 * Trip
 * Looks like this passed
 * They never got back to FiCom
 * Denied: never got back to FiCom about this trip request

Climbers Coalition


 * GUNKS trip
 * $15/person for 6 people
 * Comes to $90
 * Want gas reimbursement
 * 2 cars, 300 miles, comes to $300
 * Did they do risk assessment?
 * Their most recent email says they were waiting to set up a meeting
 * Pending: meet for risk assessment, then we can approve this

Slam Collective


 * Trip
 * Date passed
 * We were possibly going to fund them $100 towards this
 * Denied: trip date passed, do they still need this?


 * Moving to submitted requests

Zine Collective


 * Anarchist Book Fair trip
 * Want mileage reimbursement
 * Total of this comes to $259
 * Can they get receipts for the zines?
 * They were going to talk to the CLA about this
 * Pending: email Zine Collective

PASA


 * Color posters
 * FiCom doesn't fund color posters
 * How about 25 black and white copies?
 * Should we still give them the 11x17?
 * Approved $2 for 25 11x7 black and white copies

The Climax


 * The 2 issues of 16 pages is cheaper than the 12 page
 * Because they are ordering in bulk
 * Denying the two other requests
 * Approved $686 for two issues of the Climax for the rest of the semester


 * All the additional food requests are being denied
 * Fund transfer requests

Alternative Sexuality Collective


 * Transfer of $200 from general budget to meeting food
 * They money is already in their account
 * Approved $200 transfer from general to meeting food

Local Foods Initiative


 * Transfer of $175 from general to meeting food
 * The money is in their account
 * Approved $175 from general to meeting food

Community Garden


 * Want to transfer $80 from meeting food to general
 * The money is in their account
 * Approved $80 from meeting food to general

Hampshire Confucius


 * Transferring back to 601
 * The money is in their account
 * Approved $39 from Hampshire Confucius back to 601

Re-Rad


 * Wants to transfer $79 from meeting food to general
 * For website
 * The money is in their account
 * Approved $79 from meeting food to general

Sexperts


 * Want to transfer money from meeting food account to the Center for Feminisms
 * They money is in their account
 * Approved $176 from meeting food to the Center for Feminisms

FiCom


 * This fund transfer should be through Community Council
 * Community Council is not on the dropdown menu
 * FiCom cannot make a decision on this yet
 * Pending: FiCom needs to have a discussion with Community Council about the practicality of donating stipends directly out of 601

Hampshire Confucius


 * Trip during the summer
 * This is an exception because it is a continuation of a project from the end of last semester, which will continue into next year. It will also be part of Hampshire's 40th annual recruitment; it is an official Hampshire program.
 * FiCom will establish clearer guidelines for trips not to be funded during the summer
 * Approved $1,440


 * FiCom spent $5,728 this meeting
 * Meeting adjourned at 6:34

To-Dos


 * Ananda


 * Add Sarah to listerv
 * See if "Community Council" can be added to the dropdown menu for requests


 * Julia


 * Ask Climbers Coalition about the risk assessment for their GUNKS trip. Please respond before the date of the trip or this will be denied
 * Email Zine Collective about the Anarchist Book Fair trip and ask them to get back to us re: risk assessment and zines. Please respond before the date of the trip or this will be denied.
 * Make sure FiCom members are working on gathering information about the SAF increase

Monday, April 12th
Agenda:


 * Review of officer roles
 * discuss who is interested in possibly doing what roles
 * email Reader re fundraising, have they done any/what are their plans?
 * reportback from meeting with Pam
 * recognition updates: recognition starts the 19th at 5pm, ends the 27th at 11pm. changes: no longer statement of purpose, it's a msision statement, include more details. also, want to have a requirement that all groups must offer a "program" to community each semester. definition: something that educates in some way or offers an opportunity to members of the Hampshire community that is open. CLA intends to somehow keep track of what each group is doing. FiCom's thoughts?
 * need to make Hampedia a higher priority, ensure that COCA and FiCom are both always checking it before making funding decisions
 * want to have meeting with FiCom, COCA, and CLA together, after funding has concluded
 * recognition form needs to integrate CLA and FiCom questions, see email from Carolyn in inbox
 * need to address issue re Council decision to allow officers to donate stipends (Pam agrees this is against SAF guidelines, but let's wait to bring it to Council until after deal with this issue re increasing SAF)
 * could someone please give one signer hoodie, XL, for student on field study, to Pam?
 * re voting members coming back early, Pam will talk with other offices, follow up
 * Improving relationship with COCA- see COCA email in inbox. invite members to FiCOm meeting/have some FiCom members go meet with them, to discuss monetary situation?
 * For today: cannot give out all the funds in case SafeCom/COCD submit stipends requests. What to do? maybe review, get sense of funds needed, in preparation to give out all funds on Wed?
 * Issues Marie is dealing with: everyone, please take some time to read Marie's notes, to discuss at upcoming meetings

Present: Julia, Sara, Madeleine, Jackie, Zilong, Ian, James, Chris (left early) Excused: Ananda, Frances Minutes Glass Collective

Glass Collective came in


 * Don't know how much money is in their budget – Jackie can look this up
 * They haven't heard back about an event request that is coming up soon
 * This is COCA’s responsibility
 * If they need to use food money for supplies?
 * If it's over $50, send in a fund transfer request on Zoho

Shake and Bake came in


 * To talk about their trip request to the Shakespeare conference
 * Not staying overnight
 * Have they advertised?
 * To the people in Shake and Bake
 * Only two people replied
 * Trips are meant to be open to the entire Hampshire community
 * HACU faculty have put up flyers about the event
 * Just about the conference, not associated with the student group
 * What is the paper being presented?
 * They accepted a paper proposal from one of the signers
 * What is the transportation ticket cost listed?
 * It's a 50 mile drive there
 * Mileage reimbursement calculations are handled by FiCom
 * Can they advertise for this on the intranet?
 * Yes

Red Scare came in


 * Submitted a trip proposal for a tournament on 4/24
 * Is there any way to cut down costs?
 * FiCom has less than $1,000 left
 * They would like to at least be reimbursed by FiCom for the entry fee


 * FiCom should have a better idea of how much money we will have on Wednesday


 * We won't know much more before then


 * Sports Co-op


 * Was $1,900 instead of $7,200
 * We still don't have enough money to fund things because we are still waiting to hear about stipends from Council


 * Should we put off funding decisions until Wednesday when we have a better idea of what our funds will be?


 * Yes
 * We did think before that we would be hearing back about stipends


 * Why is it written into the stipend rule that the stipend can be donated back to a department?


 * People could just donate the money back to the student group or department
 * This rule sets a precedent for donating SAF money
 * This is explicitly against the SAF guidelines
 * So is giving stipends
 * The Community Council stipends are an exception written into the guidelines
 * This way does sort of guarantee money to certain student groups or departments/offices on campus

*FiCom members: read Marie's notes!*


 * This will be discussed in upcoming meetings


 * We will be talking about donating stipends after Council decides on the raising the SAF issue
 * Officer positions


 * Julia is graduating – need a new Director of Council Relations
 * Jackie is probably going to transition out mid next-semester – need a new Financial Director
 * Ananda is going to be Div III – need to work something out about the Director
 * FiCom is doing elections for next semester during this semester so the committee can start meeting right away
 * This isn't a good time of the year to start training people for positions
 * We don't necessarily need to start training; we need to know who's going to fill the role
 * How do we envision all of these jobs?
 * Director of Council Relations responsibilities
 * Takes minutes
 * Is the FiCom representative to Community Council
 * Might start going to Community Council's officer meetings
 * Sends out emails to student groups
 * Holds the FiCom PCard
 * Other positions will be evaluated later


 * Community Council Officer Meeting


 * Wednesdays 9PM
 * First half hour open, second half hour closed
 * Is this not entirely open now?


 * Meeting with Pam


 * Student group recognition timeline
 * Statement of purpose is now a mission statement
 * Requirement that all groups must offer a “program” to the community each semester
 * CLA intends to check up on this
 * Need to make Hampedia a priority and ensure that it is checked before funding decisions are made


 * FiCom approved money for Blacksmiths' Guild when the money wasn't in their account?


 * They had asked for the funds to be transferred directly to Lemelson
 * Marie says this has been done
 * Lemelson claims this isn't in their account
 * Check with Marie to see if there is an outgoing fund transfer for the correct amount


 * Need to schedule a meeting with FiCom, COCA, and CLA after we finish funding for the semester
 * Need to integrate FiCom and CLA questions on the group recognition form


 * The group recognition form and the form to be eligible to get funding are going to be merged


 * Suggestion that FiCom rework their definitions of “open” and “closed” groups


 * Reiterate that closed meetings still need to happen in a public space


 * Review of FiCom's form for student groups


 * The question of “how does your student group intend to engage with the larger community?” should encapsulate what the CLA is asking for about a “program”


 * Email from COCA


 * COCA had a screening request disappear
 * The T-shirts COCA bought last year have dwindled in number
 * They think some of the old members took the T-shirts
 * They want to buy more that current members can sign out, and can pay for on their own if they want to keep them
 * They want these T-shirts so that COCA can have matching staff shirts at community events (especially Hampshire Halloween and Spring Jam)

Community Garden came in


 * Their meeting food money that is in their account would just about entirely cover the cost of their miscellaneous request
 * Put in a fund transfer request on Zoho
 * They then want that money to be transferred to the Farm Center
 * Submit another fund transfer request for that as well and FiCom can transfer the money directly to the Farm Center


 * COCA email


 * Never found the Zoho screening request
 * Could COCA have accidentally deleted it?
 * Probably not; that takes a lot of steps
 * Could the student group have taken it off Zoho?
 * No; Zoho requires that you be logged in to delete a request
 * T-shirts
 * We can't give out T-shirts
 * Can we give out things that cost less money? Such as sashes, armbands, etc?
 * Email COCA back saying we have more money than we thought, but we don't know how much, and will get back to them Wednesday
 * Anything specifically we should tell COCA?
 * Should we send FiCom members to COCA to discuss the money situations?
 * Can anybody go on Thursday?
 * We can discuss this more on Wednesday


 * Open/closed definitions
 * There was a discussion about whether it is appropriate for money from a fund which all students contribute to to be used for groups which are not open to the entire community


 * There were a lot of discussions about this that can be found in retreat minutes on Hampedia. The end decision was that closed groups should be eligible to receive funds as well.
 * If these groups can all receive funding in the same way, should we still ask them to self-designate, or just ask how they intend to engage with the greater Hampshire community?
 * There is value in information being there; i.e. students can find on Hampedia if they can go to certain groups
 * FiCom is only funding closed groups that have a legitimate reason to be closed (i.e. identity-based groups, performance groups, etc) – we have not had any problem with this
 * FiCom is asking the groups to self-designate; we are not forcing designations on any group


 * What kinds of problems exist from the existing questions on our form?


 * We can add the “must have an updated Hampedia page” and “must meet in a public space” to the closed group definition on the form
 * Get back to CLA; FiCom believes that their question about the program seems to be similar to what we are getting at with the “engaging with the Hampshire community”


 * FiCom should encourage groups to advertise more (not just to listervs, for example)


 * List acceptable forms of advertising


 * Start talking with CLA about the question of engaging with the Hampshire community
 * PCards


 * Need to schedule a meeting with signers, CLAs, and business office about the PCards


 * FiCom members – read a portion of Marie's notes for next Monday's meeting


 * What issues is she having right now?
 * Students see that money has been approved on Zoho, and go in to the CLA to use the money before the money is actually transferred to their account
 * Students don't realize that they need an appointment to use Marie's PCard
 * There is a lot of incorrect paperwork
 * Students will frequently add more than 10% to their tip
 * Read through Marie’s notes to get a better idea


 * Donating stipends


 * FiCom will bring this to Council after the SAF increase
 * Does FiCom want to change this?
 * This does make visible whether or not the students take their stipends
 * Students should not be depending on stipends to meet their financial needs
 * Does it show up right now if you take your stipend, or just if you are awarded a stipend?
 * No
 * Is anybody going to see that stipends are donated?
 * It would show up on Zoho

Zine Collective came in


 * Anarchist book fair trip
 * Secured lodging
 * A lot of people have a place to stay with their family – they shouldn't need a hotel room
 * All they are asking for now is the money for the vans
 * Zine Collective also wants $100 to get new zines for the Hampshire library
 * They are asking for less than they have requested and received in the past
 * Do they need receipts for all of these purchases?
 * In order to get reimbursed, there need to be itemized receipts
 * Try to talk to Marie about this
 * Send us an email if you talk to Marie
 * FiCom should know more about this by Wednesday
 * They would be leaving on Friday
 * This was submitted a month ago
 * Have you reserved the vans?
 * They're gone on Friday
 * There are vans that can be requested from Social Change; these can be reserved, but they cost money
 * Can FiCom pay for this?
 * We don't know
 * Have you met for risk assesment?
 * They shouldn't have to
 * How much does the CPSC van cost?
 * Somewhere around $150
 * Are any members of Zine collective defensive drivers with cars?
 * Talk to CLA tomorrow and then get back to FiCom
 * Will come back on Wednesday


 * The Hampedia page says over 250 miles round trip needs risk assesment, the Zoho says 250 miles one-way


 * This will be changed on Zoho


 * Hampedia


 * Can we modify the drop-down menu for groups so that when the groups submit a request, the name of the group in the request is a link to their Hampedia page?


 * How much money do we have in pending and submitted reuqests?


 * Miscellaneous: $8,081
 * Publications: $1,282
 * Additional food: $1,640 (if groups are cut to $4/person)
 * Equipment: $4,700
 * Trips: $2,100
 * Total: $17,803


 * Has there been discussion of capping how much money groups would get?


 * Yes, but this would affect the most active groups on campus, and not do much for the less active groups


 * Can we review the fund transfers?

Re-Rad


 * $78.95 to general from food
 * For their hosting and domain registration
 * Their general budget is in the red by $8.39
 * They can ask Marie to transfer $10 from food to general without asking FiCom
 * Approved fund transfer $79 from food to general

Sexperts


 * To pay back the Center for Feminisms for meeting food
 * They have $176 exactly in their food account
 * Approved fund transfer $176 from food to Center for Feminisms


 * Email from EPEC


 * Don't need their meeting food money
 * This is $100/28
 * Approved fund transfer EPEC food to 601, $100


 * Meeting adjourned 6:56PM

To-Dos


 * Julia


 * Email The Reader about fundraising
 * Email the CLA about the “engaging with the Hampshire community” - reply to email from Carolyn
 * Email CLA about the PCard situation (scheduling a feedback meeting)


 * Ananda


 * Email COCA

Wednesday, April 7th
Present: Jackie, Madeleine, Ian, Zilong, Julia, Ananda Minutes


 * Depending on Sports Co-op, we have somewhere between $1.5K and $8K; probably on the lower end of this


 * This doesn't include the two fund transfers that were stopped yesterday


 * Council is still waiting on SafeCom and COCD to submit stipend requests
 * COCA still has around $8K and is not planning on shutting down funding until potentially after Spring Jam


 * FiCom can't spend any money today because we have to wait to hear about the stipends
 * There is not enough money to fund all of the requests
 * There is also not going to be, no matter what we do. How do we make any decisions?
 * Should we email the signers and ask if things really need to happen this semester?
 * Should we email the signers and ask them to stop making new requests?


 * What should we do about the permaculture class?


 * They submitted very early in the semester
 * We did say we could only fund them up to a certain amount; we didn't guarantee any money
 * This could wipe out the rest of our account


 * Transfers back to 601


 * Acct 727 can put back $40
 * HCEMS don't need the $60 for batteries
 * Alternative Sexuality Collective should have money to give back, but this depends on Sodexho getting them an invoice


 * Two fund transfers from last meeting got paused

Hampshire Confucius


 * Last month, this club got two rounds of food funding
 * This was for two different things – the workshop, and the group meeting
 * FiCom has always given only one meeting per week for food funding
 * All of the food money from March has been spent
 * Would it be a huge issue if we didn't give the group another month of food funding?
 * They will discuss this

Community Council


 * No money was pulled back into 601
 * Council spent their entire budget last semester
 * Council wants $500 for the Five College Coordinating Board Fee
 * This is about half of the money that we have left
 * Council still has $1,000 left in their account
 * They want to use this for the Thank-You Brunch
 * Could this event be run on $1,000?
 * FiCom already promised Council this money
 * The idea was that this was from part of Council's discretionary fund that they didn't spend last semester
 * Once the money gets zeroed back into 601, isn't it just part of the SAF again?
 * The Five-College Coordinating Board is a yearly fee, not semesterly
 * Is it possible to take the money that we promised back from Council?


 * The only reason we were able to borrow money last semester is because we promised that FiCom would never do that again.
 * FiCom will draft a statement to send out in an all-signer email


 * We will also write something for the submitted requests right now


 * Council has spent $1,875 for the semester


 * They were transferred $4,000 once this year


 * FiCom needs to talk with COCD about their budget for the semester


 * Zilong will talk with them


 * Madeleine motions to make Ian a voting member of FiCom. Jackie seconds. No blocks. Motion passes.
 * Community Council


 * Has spent upwards of $5,000 in past years
 * Shouldn't they have budgeted for the Five College Coordinating Board fee?
 * There has been some confusion as to what Council gets every semester
 * Was the information that we were given wrong information?
 * Does Council as a body know about this fee?


 * Fund transfer requests

Blacksmiths' Guild


 * Funds for the blacksmithing art class into two accounts
 * The money is in their account
 * Approved $200 fund transfer to Lemelson
 * Approved $150 fund transfer to Lemelson

Alternative Sexuality Collective


 * Conference supplies paid through Women's Center
 * The money is in their account
 * Approved $600 fund transfer to Women's Center

Community Council


 * Fund transfer of stipend to a student group
 * Does this fall within SAF guidelines?
 * Shouldn't the people just take the stipend and then write a check back to the student group?


 * SAF Increase Meeting Sunday 4/11 at 5PM in FPH 102


 * Draft of statement to Council read aloud.


 * Meeting adjourned 5:59PM

To-Dos


 * Ananda


 * Write up all-signer email
 * Pend all the requests with a note about how FiCom doesn't have much money


 * Julia


 * Email statement about the SAF increase to Council after approval from FiCom

Monday, April 5th
Agenda:


 * funding requests
 * Spring Jam funding
 * HCEMS meeting
 * stipends
 * increasing the SAF
 * student recognition reportback
 * SAF Guidelines
 * pcard meeting

Present: Ananda, Julia, DeeDee, Gabe (left early), Ian, Madeleine, Zilong (left early) Excused: Jackie Minutes COCA

COCA came in


 * Can FiCom look at the Spring Jam budget tonight?
 * We'll look at it as soon as more people get here
 * T-shirts?
 * Need more official Spring Jam T-shirts
 * Where did we get hoodies from?
 * Moonlight Designs
 * The T-shirts last year were absurdly expensive
 * Come back if you really need them

Community Garden came in


 * Regarding the permaculture class
 * Want this to happen this semester; May 10th
 * There was a permaculture design class at Hampshire in the past
 * Some of the facilitators are coming back to do this
 * These professionals were paid 4 or 5 months after the event
 * Want to check that this won't happen again
 * Go check in with CLA; as long as the money is there and the signers fill out the proper paperwork, this should be fine
 * The biggest issue right now is that FiCom has so little money to fund something like this
 * FiCom has somewhere around $4,000 for the rest of the semester after all is said and done
 * How do they set up a rolling account for fundraising for this?
 * We will discuss this at FiCom tonight
 * After FiCom approves a rolling account, then the CLA and Business Office work on this
 * How have you been doing outreach?
 * Flyering and group emails
 * There will be an application process for the 24 slots
 * Still waiting to hear back from NS; gave their presentation last week
 * Some concerns were raised about allocating NS funding to this project
 * How much money does COCD have for the semester?
 * They usually have $20K for the semester
 * They still have about $20K in their account, but we don't know how much of that has already been allocated


 * Funding Requests

COCA


 * We need to review their Spring Jam budget
 * Should we transfer them the amount that they budgeted, or the entire $30,000?
 * Could we give them a tiny bit extra in case something pops up?
 * How about $29,000?
 * COCA will also be coming back with more permanent equipment requests


 * Approved $29,000. $24,957 should be transferred to 777 so this account will be brought up to $29,000 allocated for Spring Jam.

Hampshire Confucius


 * Does this need to have a decision tonight?
 * Wednesday night is fine

HCEMS


 * Want 2 cans of spray paint for T-shirts for new EMTs
 * What happened to all the spray paint from the Graffiti wall?
 * None of it was usable
 * Approved $15

Circus Folk Unite


 * Trip to NYC
 * Projected attendance of 10
 * How is this being advertised?
 * Taking a Hampshire Van
 * Pending: how are you advertising?

Shake and Bake


 * Holy Cross College Shakespeare Conference
 * Projected attendance of 3
 * Presenting a paper
 * Is this being advertised?
 * Pending: please come in and talk with us about this trip

Hampshire College Equestrian Team


 * Regionals at Umass
 * Projected attendance of 11
 * Admission is $25/person
 * Comes to $275
 * Coaching is $150
 * Approved $425

The Urban Word


 * Umass Fine Arts
 * $5 admission for Five-College students
 * Will advertise
 * Projecting 15 people
 * Not requesting mileage reimbursement
 * Total comes to $75
 * Approved $75. Please advertise widely.

Climax


 * We are still waiting to hear back


 * Additional food funding requests

Counselor Advocates


 * Last approved for food funding in February
 * There is still a month left in school
 * Approved $180 in meeting food

FiCom


 * Last approved for food in February
 * Want this on the PCard
 * Having some issues getting money onto the PCard
 * Approved $80 to go on the PCard

Hampshire Confucius


 * Want the money transferred straight through to the Spiritual Life office
 * Last approved for food in early March
 * Approved $200 in meeting food


 * Fund transfer requests

Blacksmiths' Guild


 * Money is not in their account
 * Wait until we hear back from the signers

Hampshire Confucius


 * Want to move the $182 presently in their food account to Spiritual Life office, which has been fronting for their food
 * Approved fund transfer $182

QCA


 * $3,000 Vaginal Davis event, want this transferred to Women's Center
 * Event was approved by COCA
 * Approved $3,000 transfer

Latin American/Latin@/legal studies group


 * Do not appear to have been approved for this event
 * Do not appear to have submitted this event to COCA
 * Denied: we cannot transfer funds that have not been approved


 * HECMS meeting regarding funding


 * Next meeting isn't set yet
 * Meeting with Mark has been scheduled
 * He had already spoken to the EMTs
 * Wants Dawn to be present for the next meeting
 * SafeCom and HCEMS should be contacting Dawn
 * Can the meeting be canceled and rescheduled for a time when Dawn will be available?
 * Potential to invite Mark to a Community Council meeting


 * Pending FiCom requests

HCEMS


 * Bicycle painting
 * This is the most cost-effective way for the bikes to be painted professionally
 * Approved $225 to go on the PCard


 * Issues with PCards


 * Student group PCards are going into the red
 * The PCards are not showing the amounts that have supposedly been transferred to them


 * Email from a student group


 * Made a fairly large purchase at WalMart
 * The decision to not reimburse purchases from WalMart has been in place for years
 * This is also announced at Signer Seminar


 * Permaculture Design Course


 * We told Community Garden a while ago that we could fund at most $2,400
 * They have contacted other funding sources, but haven't had much success
 * They would still like to hold this course this semester
 * They are requesting the $2,400
 * How much does FiCom have left?
 * We have around $3,000
 * We did promise them this towards the beginning of the semester, and they have been working on this this entire semester
 * Community Garden would also like to make their account a rolling account, as Mixed Nuts' account, so they can do more effective fundraising
 * Why isn't the Permaculture class going under COCD?
 * This is a workshop, not a permanent change to a space on campus
 * Do we know if we give them this money, would this course be able to happen?
 * They are planning on this course happening this semester
 * We said $2,400 because there are 24 spaces in the course
 * There is a huge demand for the course
 * Is anybody against giving Community Garden the $2,400?
 * This would mean that we would only have $600 definitely left for the rest of the semester
 * Why did we take so long to approve this?
 * We were waiting for Community Garden to come back
 * We told them we would fund up to $2,400
 * Can we give them $1,200?
 * How much do the instructors cost?
 * The instructors alone cost up to $6,000
 * No matter what, FiCom cannot give enough money to make this happen entirely through FiCom
 * Should we pend this for Wednesday until we have a better idea of our financial situation?
 * We do want to look at other requests in pending, but if we leave this until last, then there is the possibility that we would spend money to the point where we would no longer be able to fund this
 * What if we didn't spend anything else today?
 * If we cut funding for groups, we need to know if the things can happen if we partially fund them
 * Concern of where the other $6,000 for the course is going to come from, and whatever other money we might not give towards the permaculture course


 * Can somebody total how much money we have sitting in pending requests?


 * Madeleine will do this


 * Emails


 * This is DeeDee's last meeting as a voting member!
 * Community Council isn't on the dropdown menu on Zoho
 * They are asking for $500 to cover the Five College Coordinating Board Fee


 * Stipends discussion


 * Draft of statement to Council read aloud, based off of statement written two years ago
 * The statement does not speak to newly implemented procedures, such as the $450 cap
 * What about violating SAF guidelines?
 * Council stipends are the only exception written into the guidelines
 * Does the general community know how much the officers get?


 * Ananda motions to approve the statement communicating the feelings of FiCom as a body regarding stipends with the changes that FiCom has suggested. Ian seconds. No blocks. Motion passes. The statement will be read at Council tomorrow.
 * Pending numbers


 * Excluding trips that the dates have passed
 * Excluding duplicate requests
 * Excluding fund transfers
 * As requested, there is $8,933 in pending
 * With Community Garden's Permaculture Design class to $2,400, this goes down to $6,790
 * There is also at least $2,800 in submitted
 * There is somewhere around $3,000 to give out right now ($8K minus potential stipends)
 * When will we know about stipends?
 * We should know on Wednesday
 * There are some trips that are happening very soon
 * The Amnesty International trip needs to be reviewed tonight
 * The $500 for Community Council needs to be reviewed tonight

Amnesty International


 * They needed to meet with Pam about vans, and got the proper waivers
 * They just need money to register
 * Approved $150

Community Council


 * FiCom received a bill for $500 for the Five College Student Coordinating Board
 * All the student governance bodies are a part of this
 * This needs to come out of Community Council's budget
 * This is for the 2009-2010 school year
 * Had anybody known about this, it would have been submitted last semester
 * Did the Community Council fall account roll over to the spring?
 * No
 * The remaining money in Community Council's account right now is going towards the Thank-You Brunch
 * Submit this on Zoho so we can review it – we will come back to this when it is submitted

Hampshire Confucius came in


 * A group of Hampshire students are traveling to China this summer
 * This requires an entrance ticket
 * FiCom members: read this email for Wednesday


 * Increasing the SAF


 * We only have about a month left in the semester
 * If we want to do this, we need to bring this to Council, have it approved, and hold an all-community vote
 * Sentiment from FiCom members that this needs to happen
 * Reportback from the open meeting regarding raising the SAF
 * Students voiced concerns about FiCom's funding practices
 * The savings account that had been accumulating in prior years has been diminishing every semester
 * We are only considering raising the SAF by the rate of inflation
 * This would still put us at $100K less than the old FiCom was used to working with
 * Sentiment that the SAF needs to be increased, and at the same time, FiCom needs to reevaluate our funding practices
 * We can submit a proposal to Community Council, then they vote on it, and iff they approve, then an all-community vote is held
 * FiCom will still reevaluate our funding practices if we get the extra money
 * FiCom needs to know how much money is in 601 regardless of whether or not the business office has transferred money
 * Inflation keeps going up; we are going to keep having less and less buying power if we don't raise the amount of the SAF
 * FiCom is consistently improving our budgeting practices and will constantly be working on this
 * Accounting for all of the money going in and out of 601 is a full-time job; this is why Marie was hired
 * What if the proposal coming to Council tomorrow integrates the two ideas?
 * Include this in the reportback
 * Ask Council to vote on this a week from tomorrow
 * Can we hold an event about raising the SAF this week?
 * We need to reserve a classroom and advertise
 * Can any FiCom members attend the Community Council officer meeting?
 * Madeleine will work on getting an event together


 * Statement about raising the SAF
 * Ananda motions to suggest to Community Council to increase the SAF by $35/person/semester beginning the upcoming school year of 2010-2011. Zilong seconds. DeeDee blocks. 3 in favor. 1 opposed. 0 abstentions. Motion passes.


 * Will also submit the numbers that were read off at the SAF informational meeting to Council
 * $35 is to adjust for inflation


 * Student Group Recognition Process meeting reportback


 * Idea that students don't realize the amount of work that goes into managing so many student groups
 * What does the CLA want to change about the group recognition process?
 * Each student group having 3 signers and 5 members
 * Do those signatures hold much meaning?
 * Combining student groups with similar missions
 * Groups with similar missions are supposedly already turned down
 * “Fast track” for groups that have been around for a long time
 * Cap on new groups
 * Suggestion that groups that have been around for a long time should not need to resubmit the same paperwork
 * What about improving the process as a whole?
 * Suggestion that groups that have been around for a while should not have to deal with the constant changes in the bureaucratic system
 * There is an issue that being a recognized student group does not guarantee ability to apply for funding
 * Groups are very dependent on the signers, not just on how long they've been around
 * Some of the identity-based groups can't always find a 3rd signer
 * A lot of the groups have continually been lumped into one category
 * Council will be talking about identity-based funding tomorrow


 * Back to Zoho

Community Council


 * $500 to the Five College Student Coordinating Board
 * Submitted on Zoho


 * DeeDee motions to approve $500 for Community Council. Ian seconds. No blocks. Motion passes.


 * Approved $500


 * SAF Guidelines


 * Inserting language about Community Council
 * Proposal to add after the first sentence “Community Council oversees the SAF, and has the power to veto any decision made by FiCom.”


 * Ananda motions to make this change to the SAF guidelines. Madeleine seconds. No blocks. Motion passes.
 * Policy about large funding requests submitted after Spring Break.
 * Ananda motions to approve the statement as FiCom and submit it to COCA for their review before adding it to the FiCom and COCA funding policies page on Hampedia. Julia seconds. No blocks. Motion passes.
 * PCards


 * We need to get feedback from all the signers, Marie, the Business Office, etc, and decide what to do next semester
 * Keep this in mind for Wednesday – we need FiCom members to do this project


 * Meeting adjourned 6:59PM

To-Dos


 * Julia


 * Reportback to Council
 * Fund transfer to COCA for $24,957
 * Stipends statement
 * If we don't give out stipends, we will have the money for all the submitted requests
 * Read aloud to Council tomorrow during reportback
 * Raising the SAF
 * Read statement
 * We are proposing an increase to the SAF by $35
 * We will also go back and look at our own accounting practices
 * We will be submitting this as an agenda item for a vote for the week after this week. After that there is no time
 * The ideal plan of action is to hold an open information meeting on Sunday at 5PM that everybody is welcome to attend to learn more about this
 * Does Community Council have any other suggestions?
 * (SAF Guidelines change)
 * Write a statement about the proposal to increase the SAF, send out to FiCom members tonight
 * Email Community Garden about their funding request and that we will look at it on Wednesday


 * Madeleine


 * Organize/advertise for the second SAF informational meeting


 * Ananda


 * Send out an all-signer email for last call for signer hoodies

Wednesday, March 31st
Present: Ananda, Jackie, Julia, Zilong, Gabe, Madeleine, Ian, Chris, James, DeeDee Minutes


 * COCA will be coming in later to talk about Spring Jam
 * The $7,000 that was approved for Sports Co-op has not yet been transferred
 * There is a different account waiting to be reimbursed for this
 * FiCom is working with about $10,000 for the rest of the semester between FiCom and COCA
 * Zeroing out the accounts did help; if we hadn't done that, we would probably be shutting down right now
 * The fund transfer form on Zoho should specify that the budget number to transfer to must be 13 digits long, contain no dashes, and the name of the office must be specified
 * Students are coming to CLA to transfer money the day after FiCom approves it
 * The business office still needs to give them the money; this can take up to a week
 * Make sure to stress this the next signer sem
 * This can be added to the automated email that gets sent out for fund transfers
 * Jackie is writing up a proper fund transfer form


 * Funding requests first

Five College Architecture


 * Rehamping project
 * Make sure funding requests are submitted BEFORE the money is spent; FiCom can't always fund the requests
 * Approved $89

Community Garden


 * Plastic sheets to cover the community garden ground over the summer
 * For improving the community garden
 * Approved $66

Circus Folk Unite


 * Arch
 * The original request for this is currently in FiCom pending
 * This is for Spring Jam
 * This might be used for Spring Jam, but it is permanent equipment
 * We can't pay the labor
 * Approved $116
 * Approved fund transfer for $116 to Lemelson for the Arch


 * Council reportback


 * Stipends
 * Only 1 stipend per student
 * Only up to $450/semester
 * What did FiCom say?
 * We had drafted a statement about workstudy; we didn't talk about submitting a statement after we had the second discussion
 * We should submit a statement to Council
 * This will be drafted tonight, approved on Monday
 * EMT meeting
 * Thursday, 12:35, at the Bridge, DeeDee and Grace Ann will be meeting to talk about what the meeting with Mark will be about
 * SAF Guidelines wording
 * Council oversees SAF, not FiCom
 * FiCom manages SAF
 * We can discuss this more on Monday
 * Council decided not to overturn COCA's decision to not fund Tara Hardy
 * Council discussed what should happen when signers do things like this
 * Council also discussed what to do to make sure events are approved in a timely fashion
 * One suggestion was to put Slam Collective on the FiCom probation list


 * Slam Collective


 * Dakin Living Room, Friday, 7:30PM, Slam Collective is holding a fundraising event, selling chapbooks and CDs


 * Reportback from Increasing the SAF meeting


 * Raising the SAF might need to happen, many students realize this
 * FiCom still needs to spend responsibly and trim the amount of funding that is given out
 * How do we do this? Value judgements? Funding per head?

COCA came in


 * Spring Jam budget has been emailed in
 * Email explained why they are asking for $15,000
 * COCA denied a lot of requests yesterday, and cut a lot of funding
 * COCA had $14,165 in submitted and pending events as of last night
 * The date of some of the events that have not yet been approved have already passed
 * COCA emailed these groups asking if these events happened, and how they paid for them
 * COCA emailed in a request for $10,000 for the rest of the semester, as events are still coming in
 * There is currently about $10,000 for the rest of the semester – between FiCom and COCA
 * Can FiCom send out an all-signer email asking student groups to submit projects they want done at Spring Jam?
 * Should we give COCA half of what we have left?
 * Sounds good. We will reevaluate our position in a week or two and see if we will be able to give them more money depending on how things go
 * We gave COCA $5,000 last time
 * How much have we given them total this semester?
 * $40,000 + Spring Jam
 * Students are still submitting tons of event requests

Zine Collective came in


 * Anarchist Book Fair trip
 * Lodging?
 * The website lists a few hotels
 * What does FiCom need?
 * We need to know how many rooms, how many people per room (we try to fit 5 or 6), and we need to know the exact amount
 * If there are people that have a place to say, FiCom doesn't need to know about all this
 * Is it possible to reserve two vans?
 * Go in to CLA and meet about risk assessment for vans
 * We can review the request again after you meet for risk assesment, figure out lodging, and give us more complete information


 * Regarding COCA


 * Some stuff does come up at the last minute
 * Splitting the money straight down the middle can prevent these from being able to be funded
 * COCA will probably spend the money as soon as they get it
 * COCA did set up their funding in a way that they funded events later in the semester earlier in the semester, so that if they shut down, events would not necessarily shut down
 * Thought that FiCom might be able to find a little bit more money in other places
 * Sentiment that FiCom is going to run out of money before the end of the semester, no matter what we do
 * All the permanent funding that FiCom knows of has been funded
 * Approved $5,000 to COCA


 * Emails


 * Grupo Capoeira Angola
 * Should we cut the amount of funding they get for this?
 * They want $4,000
 * This group has been on the FiCom probation list for this same issue in the past
 * It seems that they can cut down on the number of sessions; they have done ten already
 * We could limit this to 15 sessions instead of 20
 * 10 of the sessions have already happened
 * Should we make them fundraise?
 * Cut their funding down to $3,000 and have them fundraise?
 * What precedent exists for doing this?
 * This is just that we are running out of funding at the end of the semester, and this request was submitted exceedingly late
 * We have discussed this with Grupo Capoeira Angola before, and specified at signer seminar that groups needed to submit big requests, such as instructor requests, in the beginning of the semester
 * Can we write something to make sure that other groups know this will happen?
 * Statement to Grupo Capoeira Angola read out
 * Approved for $3,000


 * Meeting adjourned 6:05PM

To-Dos


 * Ananda


 * Draft up stipends statement
 * Draft addition of Council to SAF Guidelines
 * Draft language for policy for large funding requests submitted late in the semester


 * Julia


 * Send COCA an email re: Spring Jam events – tell them to send it to hampsigners@lists.hampshire.edu, and reply to it
 * Follow up with New Leaf about the permaculture class; we are almost out of funds, we need to know ASAP if the class is still going to happen

Monday, March 29th
Agenda:


 * Funding requests
 * Hoodies reportback (cost, etc)
 * Stipends
 * Feedback re signer appreciation event
 * SAF evemt
 * HCEMS Meeting
 * Recognition Feedback (Meeting Wed!)
 * PCard meeting
 * SAF Guidelines

Reportback from zeroing meeting with Marie: For these, check Zoho for what it was for. If it was from fall, pull out automatically, if it was Spring, email and ask, with deadline (Mon Mar 29):


 * Hampshire Hacktivists, $320 for book scanning supplies
 * RAICES $620 in general
 * The Omen $1721 (had $1986 at end of fall)
 * SPICI $350 in general
 * Project Teach $96 fall
 * Radical Philosophy Society $1320 General
 * Circus Folk Unite $2264 in general
 * Local Foods Initiative $454 in general

For these FiCom will zero (ie Marie will do in spreadsheet on Monday):


 * Amnesty International, $115 leftover from fall
 * EPEC, $344 in general, leftover from fall
 * Hip Hop Collective, $200 leftover from fall
 * The Yurt $145 in general, leftover fall
 * Knitting and Crafting, $180 fall money
 * The Crew Team $1,007 fall money
 * Lat American $307
 * Blacksmiths $229
 * Asian Media $1265 (not going on Anime Boston trip)

Side note: COCA's Spring Jam account has $4000

Present: Julia, Ananda, Madeleine, Ian, Zilong (left early), Gabe (late), James Excused: DeeDee, Jackie Today's FiCom meeting begins an (optional) hour early


 * Discussion about raising the SAF


 * What happens if we don't raise the SAF?
 * Putting caps on student groups
 * Partial funding
 * More serious considerations of what to fund
 * Should we raise the SAF by the factor of inflation?
 * We should try to raise it in a way that means it won't have to be raised again for another long period of time
 * What does FiCom think?
 * How would this affect financial aid?
 * Everything on the tuition statement can be covered by financial aid; this wouldn't necessarily affect financial aid
 * What about permanent funding?
 * SAF at colleges are somewhere around $200, SAF at Amherst is around $400
 * Do we know how much each group is spending?
 * We have a spreadsheet
 * We need one to update this during the semester, as money is spent
 * Theoretically, Zoho can do this
 * Review of presentation/opening of discussion

Wednesday 2-4PM FiCom meets with CLA concerning Student Group Recognition process

Minutes

Project Nur came in


 * Regarding a screening request
 * COCA deals with screenings
 * Publications request for flyers
 * There should be $5 in initial advertising in all student group accounts


 * Review of some of the answers from the CLA survey

The Reader came in


 * When fewer books are printed, the unit cost per book increases
 * By cutting production by 50%, less than 6% of the cost is saved
 * There seems to be no way to reduce this cost
 * Were other publishers available?
 * This publisher offers the best quality for the best price
 * They have also worked with them before
 * They also want to print a color cover this year
 * FiCom does not truly have this much money to give out
 * FiCom was involved in the discussions during prior semesters
 * They did cut down the number of copies while increasing the color pages
 * The Reader needs to get proofs to the publishers by Thursday
 * They are going to meet with other offices on campus to see what kind of funding they can get

Grupo Capoeira Angola came in


 * Regarding instructor funding request
 * Was filled out very late
 * They have Capoeira and Samba sectors to the group that run fairly separately
 * The instructor is the same for both groups
 * It is somewhat difficult to know the number of sessions that are going to happen at the beginning of the semester
 * The biggest problem FiCom ran into was not having this early on
 * They didn't know if the instructor was going to be involved at all
 * Should they split into two groups?
 * This decision is between the people in the group
 * Submit a request like this at the beginning of the semester for the most it would cost, then come back and tell us when classes don't happen
 * Could you turn in an estimate with less of a buffer? We don't have that much money to give out right now, and a large problem is money stagnating in student group accounts
 * Will send an email by tonight – FiCom can review this at Wednesday's meeting

BBQ Militia came in


 * The money for their food is in their general account
 * This should be fine
 * Special programs takes care of tables and chairs

COCA came in


 * FiCom has somewhere around $20,000 (between us and COCA) for the rest of the semester after all things are accounted for
 * COCA still has lots of requests
 * They still weren't able to get a finalized Spring Jam budget
 * FiCom needs this before Wednesday's meeting
 * Should FiCom and COCA evenly split the rest of the money right now?
 * We have no idea what would be reasonable
 * Request the ideal amount of money from FiCom; we will see what we can do
 * Also tell us what might be reasonable and tell us what would allow COCA to function for the rest of the semester

EMC came in


 * Regarding the Xenakis trip
 * Hadn't factored in subway costs
 * They were able to get the extra tickets refunded
 * If there is a change in the use of funding under $50, this can be done without consulting FiCom
 * The subway cost somewhere around $10


 * Funding Requests

Bart's Arm


 * This is an event
 * We shouldn't give away more than $1/person
 * We have funded materials for arts and crafts in the past
 * Denied: resubmit to COCA

Slam Collective


 * Plane ticket for Slammasters
 * We told them to submit the entire amount, and that we could only approve them for so much
 * Total request is for $205
 * Approved $100

The Faerie Project


 * Learning how to make faerie wings
 * Wings to be used in more meetings and events; will stay with the Faerie project
 * Taught by a Hampshire alum
 * Approved $106 – please list equipment on Hampedia

Circus Folk Unite


 * Clowning workshops
 * COCA told them to come here
 * Did the first two workshops happen? How many people are attending them?
 * Pending: how many people are attending? How are these workshops being advertised?

Zine Collective


 * NYC Anarchist Book Fair
 * Need to go through risk assessment
 * There is a lot of interest
 * They are on the probation list
 * Pending: please come in to FiCom to talk about this; do you need money for lodging? How are vehicles going to be working?

JSU


 * Kitchen supplies for Passover
 * Was approved via email by FiCom members
 * Approved $250

Dandelion Den


 * Herbs
 * First and only herb order of the year
 * Willing to use some meeting food money
 * How much is in their meeting food money?
 * $100
 * They can't front the money
 * Go in to the CLA
 * Approved $291; we are moving your meeting food over. $191 comes out of 601. $100 comes out of Dandelion Den's meeting food

The Climax


 * Need to approve their issue for 4/15
 * They will research other printers
 * Approved $631

The Reader


 * Doesn't this violate the SAF guidelines?
 * They are giving away books for $8.13
 * Giveaways from the SAF are supposed to be $1 or under
 * This has been an exception for years, as with the hoodies
 * The guidelines are only guidelines
 * Could we get them to fundraise?
 * FiCom can't really afford this
 * What if we gave them the amount to print 600 and asked them to fundraise the extra $340?
 * Could we also encourage them to fundraise beyond that?
 * They only have till Thursday to pay their printer
 * Can we fund them on the condition that they fundraise at least $2,000?
 * What happens if they don't?
 * Why should we pay out 25% of our remaining budget to one student group?
 * They are going on the FiCom probation list
 * This is the same amount of money that they got last year
 * What is the minimum to make this happen?
 * $5,820
 * If we ask them to fundraise, we need to make sure they can actually do this
 * But we still want to give them an incentive to fundraise
 * Last year The Reader came in to FiCom towards the beginning of the semester
 * How much should we have them fundraise?
 * What if we asked them to fundraise between now and next time they want funding?
 * FiCom seriously cannot afford to pay for this
 * What if next year they put advertising in the book?
 * What if they tried to sell some copies?
 * The SAF can't be used to pay for fundraising
 * How much could they realistically fundraise?
 * As long as we give them money, they're not going to have an incentive to fundraise
 * Is it worth it to not give them the extra $300 for so many more copies?
 * How much could we reasonably ask them to fundraise?
 * A couple hundred dollars
 * Should we just give them the minimum to make it happen?
 * Then what if we say we won't fund them next year if they don't fundraise the rest?
 * It will be all different signers
 * What if we gave them the 600 copies?


 * Julia motions to give them the $5820 and have them fundraise the rest. Madeleine seconds. James blocks.


 * How many pages are in color?
 * 1/5 of the pages
 * We just don't have the money for this
 * How do we hold them accountable if we ask them to fundraise after giving them money and they don't?
 * Should we have them retroactively fundraise, and then make sure they lower the cost by at least $1,000 for next year?
 * They would only have 3 days to fundraise the $700
 * The middle option would mean they would only have to fundraise $300 more
 * By the time we hit May, we should be having next to no funding requests
 * What if we say they need to fundraise $600 by the end of the semester?
 * Julia changes motion to: Fund them for everything, have them fundraise $600 by the end of the semester or else we won't fund them next year; of the total cost next year make them fundraise $1,000, and talk to FiCom within the first month of the semester, or we won't fund them. And put them on the probation list. Ian seconds. No blocks. Motion passes.
 * Approved for $6,500. The Reader is on the probation list. Please make sure to fundraise to ensure that you can be funded next semester.

Project Nur


 * Has this money in their account
 * Denied: the money is already in your account from initial advertising costs


 * No additional food requests!

BBQ Militia


 * Wants to transfer $160 from their general account to their meeting food
 * Approved $160 fund transfer

JSU


 * Passover seder fund transfer
 * They were approved by COCA
 * Approved $900 fund transfer


 * Governance task force


 * Looking for student members for the student governance task force
 * If you are interested, send a statement of interest ASAP
 * Meeting between subcommittee chairs is happening tomorrow night


 * Reportback on hoodies


 * Total cost was $5,590
 * We purchased 320
 * The hoodies are running really small
 * Signer were upset and confused with an event late at night
 * Sodexho and Public Safety were challenging to work with – nobody from Sodexho showed up to help even though the ice cream was locked up, and PubS was in the middle of a shift change
 * We should pose as a question for signer seminar next year – how much the hoodies cost and if this is a good use of the SAF
 * People liked the hoodies better last year
 * Let's talk about this more on Wednesday when more of FiCom is here

ZAP


 * We didn't approve them for an $80 fund transfer because the money wasn't in their account
 * The issue was that the business office hadn't transferred the money, so we didn't see it in there
 * Approved $80 fund transfer


 * Stipends


 * Council needs the official statement from FiCom
 * FiCom decided last Monday to not take stipends
 * We would like to encourage other standing committees to do the same
 * Suggestion that this creates a divide due to fiscal situations


 * EMTs


 * Need to schedule a meeting
 * We need to send a FiCom rep. Who wants to do this?
 * Ananda and James volunteer
 * Council should be getting back with a time


 * Teahouse


 * Began as a Division III project
 * They should have approval from Phys Plant, etc, by now
 * Total cost is $6,940
 * Not charging for labor done while in school
 * Salvaged about half the materials
 * This would have incurred more fees
 * This would cost about $15,000 normally
 * This is coming out of COCD's budget
 * This is what COCD does generally
 * Council should be approving this, FiCom shouldn't necessarily discuss it
 * Is there anything that violates SAF guidelines?
 * Doesn't look like it


 * Group Recognition process feedback


 * Meeting w/ CLA at 2-4PM in Dakin Living Room
 * Nobody attended the sessions ClA held about how to improve the group recognition process
 * Only 30 people answered the survey
 * What changes does FiCom feel should be made to improve the group recognition process?
 * Should the number of student groups be looked at more closely?
 * Should the recognition process be more complex?
 * Should similar student groups be combined?
 * Lots of groups show that varied interests are supported
 * Suggestion to increase advertising and advertise not just primarily to signers
 * Group recognition was moved to the CLA because of risk assessment
 * What do we want to bring to this meeting on Wednesday?
 * What does CLA want to change?
 * We are in support of having a diverse range of student groups
 * We still want to have this range of student groups even though it is very stressful on FiCom
 * Clearer definitions of why groups are put into pending for recognition
 * The group recognition process now mainly seems fine; most of the improvements suggested were for the standing committees
 * Include FiCom in the decision-making process
 * The meeting is only about the recognition process
 * “The process should be quite trivial, such that any random group of people with an idea can create a group rapidly -- whether or not they actually do anything with it is not terribly important; what's important is that the bureaucratic process necessary is very easy, such that *only* their own ability or lack of ability to organize and run a group affects the group's success or failure.”
 * Wish to be able to create student groups in the middle of the semester


 * Meeting adjourned at 6:50PM – to go to the 7PM meeting in FPH 102 re: should FiCom raise the SAF?

To-Dos


 * Make sure The Reader talks to FiCom early next semester


 * Julia


 * Reportback to council
 * Stipends – not taking them
 * Note why this was voted on
 * FiCom needs to know when the meeting about EMTs is going to be taking place

Wednesday, March 24th
Agenda:


 * funding requests
 * Sundaes before Sunday advertising
 * Council reportback
 * SAF event
 * HCEMS
 * emails in inbox
 * PCard meeting

Present: Julia, Ananda, Madeleine, Ian, Zilong, Gabe, Jackie (late), DeeDee (late) Excused: James Minutes

New Leaf came in


 * Training
 * We told them to go to COCA
 * COCA said to come to FiCom
 * FiCom will review this tonight
 * This is off-campus
 * The people coming out to give the training are requesting an honorarium
 * While this is open to anybody, it cannot be open to more than 20 students
 * Sharing the cost with the Massachusetts Leadership Campaign

UMOJA trip request


 * This was going to be approved once they met with Pam for risk assessment
 * This doesn't cost us anything right now
 * Approved $0

EMC trip


 * Had a downsize in attendance; want to switch from van to car
 * Email them

New Leaf


 * Weatherization training
 * Approved $200

Amnesty International


 * Funds for a van for Get on the Bus
 * Needed risk assessment
 * Want enough to rent a van

The Reader came in


 * Want to ensure that they have funding for this year's issue
 * Did their requests disappear from Zoho?
 * We emailed The Reader a while back about group recognition for the semester
 * The people who are running the club don't have access to the email
 * They keep a completely anonymous application process
 * Make sure there is an email on Hampedia that will reach the people who run the group
 * Are they on the Hampsigners email?
 * They have been receiving these emails
 * Nobody realized that they had to fill out the form
 * They didn't make it to signer seminar, but they did get to the makeup sessions
 * The Reader also lost their leadership recently
 * The Reader cost about $5,000 last year
 * They are asking for a 12% increase in price; color photography pricing has increased 300%
 * Can the number of color pages be cut down at all? This is still a large portion of the SAF to go to one group
 * They have a lot more color submissions than usual
 * They have already put the whole book together, and emailed the people who submitted telling them that their pieces are in
 * Is there a way to cut down the number of copies?
 * Maybe print some in black and white and some in color
 * Last year 1,200 copies were printed
 * FiCom only has about $20,000 for the rest of the year
 * What about electronically distributing some of them?
 * The need to find somebody that is willing to do this for free
 * Would this save on cost?
 * Then less physical copies could be printed
 * What is the most money they can get?
 * Can you get a few quotes from the printer?
 * They have contacted other publishers to try better prices; these seem to be the best prices they'll get
 * Email FiCom the various prices
 * We don't know how much money we will have, due to the 3/24 zeroing out deadline
 * In the email to FiCom with the prices, also write about why each piece of this book is important

The Climax came in


 * Have looked into a different printer; came out to more money
 * Looks like the printer they use now is going to be the best one
 * Requests are all for $631, for a 12-page issue
 * The last issue was only 8 pages, this means some money is left over
 * There is a lot of money sitting in the general account – how much of this is left over and how much is going to be tied up in charges from past issues?
 * Is there a digital version of the Climax?
 * Yes
 * The amount of copies the Climax gets are irrelevant; the price depends on how many pages are in the copies
 * They won't know how many pages are in their next issue now
 * Colleges all around the Northeast use this printer
 * If we approve for the 4/15 one, then there should be more time to research other printers
 * Perhaps a local printer or a different printer will be able to print less copies for less money?

COCA came in


 * COCA has somewhere around $1,000 right now
 * There is over $19,000 in pending and submitted event requests
 * The events that have happened thus far have been a success
 * What is happening with the zeroing out?
 * Can COCA go back and take back money for events that haven't happened?
 * Student groups are supposed to inform COCA when things don't happen; this has only happened twice, but also is no guarantee
 * COCA doesn't know how to effectively do this
 * There is the Triggering Change conference – COCA wants to have some money to fund this
 * FiCom needs a Spring Jam breakdown
 * How much money does FiCom have right now?
 * After the $30K for Spring Jam, $5K for hoodies, $5K for Capoeira – FiCom is somewhere around $20,000
 * FiCom is going to be holding an event regarding increasing the SAF
 * If FiCom can approve any money for COCA tonight, they can keep functioning
 * COCA does not want to stagnate as happened last semester


 * Zoho


 * Regarding the Amnesty International trip
 * Fifteen-passenger vans cannot be rented
 * Twelve-passenger vans cannot be driven by students
 * Pending: meet with CLA


 * COCA
 * DeeDee motions to approve $5,000 for COCA. Madeleine seconds. Jackie blocks.


 * Events need to keep happening
 * Can we approve them for less?
 * Suggestion to do this on a week-by-week basis
 * This does not allow enough time for COCA to properly distribute funds
 * The money is going to be distributed to a lot of student groups
 * We are going to give them more money on Monday, we just don't know how much
 * This money wouldn't reach them until Tuesday. Would they spend this before it hit their account?


 * Motion – 3 in favor. 1 opposed. 1 abstention. Motion passes.


 * Approved $5,000


 * Sundaes before Sunday – who is advertising?


 * Hampsigners email? FiCom approves
 * FiCom members – get there a few minutes early (10:40PM, WLH) Saturday night


 * When do we want to do an event about raising the SAF?


 * Suggestion to do this at the Sundaes before Sunday event
 * That's supposed to be a lighter event
 * What about next weekend?
 * That's really late
 * What about Monday after FiCom?
 * Works. Let's do it.
 * FiCom members: Everybody read the email drafted about this – send commentary TONIGHT!


 * Fund transfer requests

Sexperts


 * Anatomical models
 * Been approved
 * Approved $96 fund transfer
 * $247 for safer sex supplies
 * Already been approved
 * Approved $247 fund transfer

Metalheads Machining Coalition


 * Do they have this money?
 * Yes
 * Approved $700 fund transfer

Glass Collective


 * Gas money
 * Do they have the money in their account? Yes
 * Approved $461
 * Design collective
 * Approved $93 fund transfer

Sexperts


 * Meeting food
 * Approved $120 fund transfer

Climbers Coalition


 * Reimbursement for van rental for spring break
 * The money is in their account
 * Approved $1046


 * People who want to talk about the SAF increase – meet at 4PM on Monday
 * Meeting adjourned 6:00PM
 * Meeting adjourned at

To-Dos


 * Julia


 * Email EMC – are tickets refundable? Will the money we gave for tickets cover the gas mileage they want now?
 * Digest announcement about Sundaes before Sunday


 * Ananda


 * Email Hampsigners list

Monday, March 22nd
Agenda:


 * Fund transfers
 * Hoodies vote results, next steps
 * Stipends (see notes from last meeting). These need to be approved today, in order to be submitted to Council Tues
 * SAF Increase discussion - plan open meeting, text, advertising. Ideally this week (running out of time!)
 * Moving forward with HCEMS issue (see inbox, unclear statement from Council re next steps)
 * Starred emails in inbox, down to March 10 (if lack full info, skip, leave for Wed)

Present: Julia, DeeDee, Madeleine, Jackie, Ian, James, Chris (left early) Excused: Ananda, Zilong Minutes New Leaf came in


 * To talk about the $200 request
 * FiCom hasn't met since this was submitted
 * At the latest, you should hear back Wednesday night

JSU came in


 * Still don't have money for Passover food
 * Were told to itemize request
 * When was the last one submitted?
 * In the past, this hasn't been funded by Spiritual Life, so they didn't put it in their budget; they do not have any money to support this
 * They need this money ASAP
 * FiCom received an email 3/11
 * There is no itemized request
 * Submit an itemized request or email FiCom with a list, and we should know by Wednesday
 * They should be okay with an RFP so long as they submit the paperwork after the funds are in their account


 * Stipends discussion needs to happen tonight


 * Need to be approved to be sent to Council tomorrow


 * CLA has been having issues with fund transfers; some of them have not been written up correctly


 * There have been issues with fund transfers that everybody has written up
 * We need to get an exact list of what to write down
 * Can we have sample fund transfers?
 * There is one on the desktop – now printed out and hung on the wall


 * Stipends


 * We need to decide on the amounts
 * Recap of stipends discussion
 * Workstudy vs non-workstudy students
 * The positions take away from people being able to complete workstudy hours
 * People do devote large amounts of time to groups anyway
 * People shouldn't be working just for the money
 * Everybody is doing work
 * Some of the FiCom members are doing tons of work and not even being considered for stipends
 * Considering only work-study students is a step towards not having stipends
 * Most people don't know that there are stipends before they enter into these positions
 * Student governance is important for all groups to run
 * The numbers also change from semester to semester. This creates a lot of issues
 * Suggestion that only starting to remove stipends is not fair to everybody; effectively removing it halfway
 * What if FiCom entirely foregoes stipends this semester?
 * We shouldn't make that decision without everybody here
 * Then some people still get paid and some don't
 * Suggestion that it would be more effective if FiCom members didn't take stipends; it would show that we mean what we're saying
 * We did come to the decision of only paying workstudy students last week when we had a discussion entirely about stipends
 * If FiCom foregoes our stipends, will it really change anything?
 * We need to consider the stipends for more than just this semester and who is in the officer positions now
 * How do the other standing committees feel about this?
 * At least one other committee is uncomfortable with stipends
 * The number of officers also changes every semester

Slam Collective came in


 * Funding for Slammasters
 * Plane ticket cost more than $100
 * Submit a ticket for the price of the plan; FiCom would say we could only fund $100. We need itemized requests
 * Tara Hardy event
 * Going to email Community Council
 * CUPSI Fundraising
 * Hoping to hold a fundraising show
 * Applied for $75 to cover the cost of printing books they want to sell
 * If FiCom can't fund the books to sell – would the group still be able to fundraise?
 * They would work to figure this out

COCA came in


 * To talk about Atlas Sound
 * Charging five-college students
 * Venue will be in the Red Barn
 * Who will staff the cashbox?
 * The idea is there would be a COCA officer and at least a signer
 * How do you make this process accountable?
 * This is COCA's opportunity to see if this works
 * They also want to see how much would come back from this event
 * Can you have numbered tickets, with a separate person giving and collecting tickets?
 * This also might allow advance tickets happen
 * Worry about pre-sale tickets meaning the event would sell out, and Hampshire students wouldn't be able to go


 * Stipends


 * There has been no campus consensus on the issue
 * Suggestion that if there are stipends, they have to be heavily regulated
 * Suggestion that the SAF shouldn't be used for stipends, since the money should be used for student activities on the campus
 * Do we give them a number for the stipends we would give?
 * What if Community Council decides to give stipends?
 * If we submit “nothing”, then Community Council would have to approve “nothing”


 * Can any member make a motion?


 * You can make a motion. Non-voting members cannot second, block, or vote.


 * Ian motions that FiCom does not take any stipends this semester, and that FiCom encourages all standing committees to do the same. Julia seconds. Jackie blocks. 4 in favor. 1 opposed. 0 abstentions. Motion passes.
 * Hoodies


 * How do we publicize voting results?
 * Just post the design and colors in the digest, etc


 * Sundaes before Sunday


 * Suggestion to move this to Sunday night
 * Jackie motions to keep this event on Saturday night. James seconds. No blocks. Motion passes.


 * SAF discussion


 * We should do Zoho first; can we get through it in half an hour?


 * Zoho

Slam Collective


 * FiCom isn't comfortable giving seed money for fundraising
 * Denied: FiCom cannot give seed money for fundraising.

Grupo Capoeira Angola


 * They had to be reminded to submit this instructor fee
 * This is the sort of request we needed submitted before 2/24
 * Can we actually deny this?
 * Do we have the money to support this?
 * They submitted an instructor request at the end of last semester
 * They are currently on the probation list
 * Should we put this on pending and ask them to come in?
 * So long as we account for having an extra $4,000 missing
 * Pending: please come in and talk to us ASAP


 * We are at $25,000 for us and COCA (not including Spring Jam) for the rest of the semester after hoodies

New Leaf


 * Hosting a home weatherization training
 * This is an event
 * Denied: submit to COCA

Hampshire Animal Behavior


 * Butterfly trip
 * 8 more students, admission costs
 * Approved $64 – make sure you have enough transportation for everybody

Slam Collective


 * CUPSI
 * Requesting money to secure the hotel
 * They say they will fundraise this back
 * We allowed this for other groups
 * Approved $425 with the understanding that it will be fundraised and returned to the SAF

Circus Folk Unite


 * Acro arch
 * Risk assessment
 * We cannot pay Hampshire students
 * Pending: meet for risk assessment, we cannot pay the $20 for labor

Sexperts


 * Safer sex supplies
 * Make sure to put the demonstrators in inventory
 * Approved $343

HCEMS


 * Want their bikes painted
 * They might have new bikes
 * Could they do this for cheaper?
 * They probably want the bikes to look very professional
 * This looks like it can wait until Wednesday
 * Pending – is there any more cost-effective way to do this?
 * Uniforms
 * Were unable to pay vendor
 * Having issues with RFPs for money that hadn't gone onto the Pcard
 * They have been having issues with which is going on the Pcard and into the general account
 * FiCom approved this before; we need to transfer to the Pcard
 * They say they don't have enough money in their account
 * How much is there?
 * They are $50 short
 * This also doesn't say where this money is going to go
 * Should we just give them an additional $775 directly to their Pcard, then have them come in and talk to us about their budget and what needs to be where
 * Approved $775 to the Pcard; please come talk to us ASAP

The Reader


 * On the probation list
 * Magazine
 * They don't say when they need this
 * Tabled until Wednesday

PASA


 * PASAzine
 * Request totals $180 for 75 copies
 * Approved $180

HALA


 * Hampedia is up to date
 * Haven't submitted any other additional food requests
 * $3.50/student/meeting
 * Approved $140 in additional food

PASA


 * Hampedia is up to date
 * Haven't requested additional food
 * Approved $400 in additional food

Climbers Coalition


 * Hampedia is up to date
 * We approved them for $200 on 3/1
 * Groups shouldn't have to run out of money entirely before they get re-approved – 3 weeks is reasonable
 * Approved $200 in additional food – this should last until the end of April

QIPOC


 * Spending $20 too much per meeting
 * Hampedia is up to date
 * They haven't requested additional food this semester
 * Approved $240 in additional food

The Reader


 * This is an event
 * They did not request any money
 * Denied – this is an event

German Language Group


 * They're spending too much money
 * We approve on a monthly basis
 * This would mean approving them for one meeting
 * Are they a food group?
 * Their Hampedia page is up to date
 * Should they be doing these as events?
 * Some other food groups don't spend more than $4/person
 * Approved $40 in additional food; is this $115 figure from one meeting? We typically fund $4/person

EMC


 * Pending trip
 * We wanted them to advertise
 * They advertised; they have no additional interest
 * We can't fund the Redbull
 * This totals $240; admission for 20 people
 * Approved $240

Contra Dance Collective


 * Email about the trip
 * Also want to change the mileage reimbursement from no to yes; one of the drivers is a defensive driver
 * More public advertising?
 * Sending another email – we can review this Wednesday


 * Is there anything FiCom can do about raising the SAF now that tuition for next year has been released?


 * Tuition, room, and board were released. We might still be able to do something about the other fees.
 * We would have to go to the board of trustees for this
 * Tabled until Wednesday


 * Fund transfers tabled until Wednesday
 * Emails
 * Tennis jerseys


 * Will be staying with club, and locked in multisports


 * We need to write up a fund transfer for Ahoula – one for $80 for food was not written up
 * Meeting adjourned at 7:08PM

To-Dos


 * Julia


 * Email UMOJA about their pending trip request
 * Reportback for Council
 * No stipends
 * We spent about $3,000 today
 * $775 to HCEMS
 * Slam Collective should be giving us $400 back from fundraising
 * Signer hoodies and signer appreciation event

Wednesday, March 10th
Minutes Present: Jackie, Julia, Madeleine, Ian, Ananda Excused: Frances FiCom's meeting tonight begins an hour early


 * COCA has been thinking about charging five-college students to attend Hampshire SAF-funded events


 * Starting w/ Atlas Sound on 4/30
 * Can ticket sales be run through the bookstore?
 * Would the students have to come here to buy the tickets?
 * Also talk of having tickets at the door w/ a COCA member staffing this
 * This might leave too much room for error
 * Would there not be able to be any tickets sold at the door?
 * What about Mixed Nuts' sales system?
 * Everything needs to be recorded
 * They still need to be able to sell tickets at the door
 * What about numbering the tickets?
 * Event monitors are going to need to be hired – perhaps they can help with this


 * Email about FiCom's stance on stipends from last semester read out
 * Discussion of Stipends


 * Suggestion to work with the CLA on this issue
 * Suggestion that Council and the standing committees should not have the power to determine stipends
 * Some people in the community are unaware that officers received stipends
 * Do taking on these officer positions prevent people from getting a job?
 * How many people have stipends?
 * The officers from the committees; generally 3 or 4 a committee
 * It is possible to waive the stipend; some people do this so they can take community service hours
 * The total amount given out last semester was $3,100
 * This does all come out of the SAF
 * Idea that the money should come from somewhere other than the SAF
 * Sentiment that if we aren't funding the EMTs out of the SAF, we also shouldn't use the SAF for stipends
 * Suggestion that the committees shouldn't choose the stipends for their own officers
 * If the stipends didn't come out of the SAF, they wouldn't be able to come from anywhere
 * Can they look into having these positions be work-study?
 * That means that non work-study students can't be officers
 * This wouldn't mean that non-work-study students wouldn't be able to be officers, just that they couldn't receive stipends
 * This would need to be clearly articulated; there have been issues with this in the past
 * We need to make sure that these positions are filled and opened to everybody
 * How many hours you get for workstudy can seem fairly arbitrary
 * Workstudy is done with a cap; you can get paid until you reach that cap
 * What about by financial need?
 * The best measure we have for this is workstudy
 * Worry that this might discourage people who aren't on workstudy from taking the positions
 * The officers should be serving for more than just the money
 * The hourly rate is pretty terrible
 * Then why have payment at all?
 * Students who are also working workstudy would not be able to put in the time; that would discourage them
 * People put in tons of hours to other projects that they don't get paid for
 * How about having it be the difference from what you fail to meet of your workstudy cap?
 * Up to a certain amount
 * This might be an honor system
 * The business office keeps track of this
 * What about the arbitrary cuts from financial aid?
 * This is the best financial aid indicator we have
 * How would officers on workstudy log their hours?
 * There is an entire system on the hub
 * Can it go through workstudy if we don't pay minimum wage?
 * Say “you will be paid for x amount of hours for the semester”
 * A lot of offices on campus do this already (EMTs, orientation, interns, etc)
 * There are a lot of stipends given out
 * How do we take control of office positions being created?
 * Anybody who works a minimum number of hours per week
 * How to keep track of that?
 * Should we restrict this to two people getting stipends per committee?
 * This wouldn't be fair to everybody
 * Doesn't it have to be approved for people to get stipends?
 * Within the committee
 * How is it determined how much people get/up to how much they can receive?
 * This does get changed every semester
 * Other people on campus commit large amounts of time to projects
 * Why should standing committees be any different?
 * They are an essential part of the college
 * Is there a cap on the amount of stipends that could be given through one body?
 * No
 * How about...
 * Only work-study students get stipends
 * Perhaps only for the hours they don't make
 * Have a low ceiling for stipends
 * Making a maximum cap of $1,000 or so per committee
 * Are there any bodies that spend less than that?
 * Some committees work a lot more than other committees
 * Would the cap per committee change frequently?
 * What do we think we could get approved by Council?
 * We can't fix the way stipends are given out
 * We can push the workstudy thing
 * Council can't necessarily impact workstudy; they can give money to only work study students
 * We don't think they can do anything about logging workstudy hours
 * We aren't necessarily comfortable with this, but believe it's better than what is in place now
 * At least this can be a step in the direction to changing stipends


 * Discussion of stipends within FiCom


 * What did we give out last semester?
 * Should we give out $1,350 tops?
 * If we are recommending giving stipends only to workstudy students, should we give stipends only to workstudy students in our committee this semester?
 * Should we make two numbers, for if Council does and doesn't approve this?
 * We want to stick to our own values
 * Still shouldn't spend extra money because people wouldn't get stipends
 * Should we have numbers in place for what the officers would get?
 * The cap should be for the officers altogether, and then only the people who are eligible should receive the stipends
 * Proposal
 * $200, $200, $300, $500

Tele-visionally Speaking came in


 * This is a new club that's really active now
 * They run a Hampshire TV show done episode-by-episode about issues on the Hampshire campus
 * They want to distribute copies of their show once a month on DVDs
 * They're working on their first episode
 * Request for DV tapes
 * Do you need that many?
 * The show is an hour long every month
 * They are trying to do two episodes
 * It takes about 4DV tapes per show; they should need about 8, minimum
 * 10 should be sufficient for the semester
 * Request for DVDs
 * $0.07/DVD
 * Does this include shipping?
 * Yes
 * Where are you buying the DVDs? We need an itemized request
 * Additional food requests
 * FiCom funds up to $4/person for meeting food
 * How does FiCom food funding work?
 * Monthly

Hampshire Animal Behavior came in


 * Overspent on meeting food for a large introductory meeting
 * Thought they could just transfer from general funding to food funding
 * The meeting food total was $217.50
 * The general funds in the account were “zeroed” funds; the funds were from last semester, not this semester
 * Submit a fund transfer request on Zoho
 * Butterfly Conservatory trip was approved
 * There are now 23 people going on the trip
 * Submit a miscellaneous request with the amount extra you need


 * Funding requests!

Tele-visionally speaking


 * 10 DV tapes for $40
 * Approved $40

SafeCom


 * Want the rest of their $750
 * SafeCom said they would figure out how much this means
 * Jackie will look this up

HCEMS


 * Food for bootcamp
 * Why is this in miscellaneous?
 * COCA told them it was not an event, to resubmit to FiCom under miscellaneous

SafeCom


 * They are $285 short from the original $750
 * Approved $285

HCEMS


 * Food money for bootcamp
 * How many people are going to be there?
 * There are about 20 EMTs
 * Estimated attendance for their event request was 30
 * Is there a funding limit for event food?
 * Sodexho has been exercising their first right of refusal, and their catering gets very expensive
 * Approved HCEMS $144

Tele-visionally Speaking


 * DVDs
 * Doesn't say how many DVDs
 * The previous request said they were $0.07/DVD
 * Approved $40

UMOJA


 * Venus 2010 NYC symposium trip
 * For 3/17
 * Over 250 miles
 * Need to go to risk assessment ASAP
 * All they want is to be reimbursed for gas
 * They don't need reimbursement; they are taking a Hampshire van
 * Make sure they are not limiting their attendance to 12 people
 * If they need more money for additional vehicles, they can always come back
 * Pending: this will be automatically approved once you pass risk assessment. Please email us when you do this

Amnesty International


 * “Get on the Bus” trip
 * They want registration fees
 * They need two vans
 * They are requesting a 2nd driver
 * FiCom cannot provide drivers
 * The money for gas comes out of the van pool
 * Pending: this will be approved once you meet for risk assessment. Please email us once you do so.

HALA


 * ICAS conference
 * They have been advertising well
 * Projected attendance of 10
 * This comes out to $507 total for 10 people
 * This is under the guideline FiCom is trying to keep to
 * Pending: please meet for risk assessment. Once you do this, this will be approved.

The Climax


 * Did they ever get back to us about the newspaper?
 * Send them another email


 * Additional Food Requests

Shake and Bake


 * $2/person
 * Hampedia is up to date
 * Approved $80 meeting food

Hampshire Confucius


 * There have been issues; they overspent on an event
 * We should talk to them
 * Hampedia is up to date
 * Approved $180 meeting food

Tele-visionally Speaking


 * Hampedia is up to date
 * Approved $240 meeting food


 * Suggestion for FiCom inbox – label who responds to what email
 * Does the HCEMS transfer go to the Pcard?


 * They didn't ask us
 * Let's transfer it to the Pcard
 * They did tell us to put everything on the Pcard before, yes?


 * We should have a meeting about Pcards right after Spring Break
 * Fund transfer requests

Hampshire Animal Behavior


 * Should we put them on the probation list?
 * They saw that they had money in their account
 * It was still part of their general account, not meeting food
 * We should put them on the probation list
 * We need to really explain the difference between the general and meeting food budget
 * Does the money exist in their account?
 * The money was still visible in their account
 * Do they still have to request this money for this semester?
 * They might need to update their Hampedia
 * Approved $98 transfer – Hampshire Animal Collective is being put on the probation list

ZAP


 * Moving over meeting food for design conspiracy
 * Is the money in their account?
 * No
 * Denied: please request the meeting food money first


 * Reveiw of FiCom Probation List


 * Has Grupo Capoeira Angola submitted requests for instructors yet?
 * Email them!

Glass Collective


 * This is a request to transfer money from last semester
 * We approved them last semester
 * The money should be in their account, they are just requesting to have it transferred
 * Approved $590 from Glass Collective to Lemelson


 * Pending requests

Metalheads Machining Coalition


 * Drill sharpener
 * The least expensive decent machine they can get
 * Machine can last for years


 * Do we have any idea how much money is in the SAF?


 * No
 * We had no clear start point from the beginning of the semester, so we don't know how much is left
 * We should be able to catch up over Spring Break to see when all the fund transfers go through
 * Why didn't we know the starting point?
 * SAF rolled in in increments, not in one big block
 * Money comes in as we spend it
 * Do we know how many students are paying into the SAF?
 * We do not have that number
 * The Business Office gives the money to us as students pay their tuition

Metalheads Machining Coalition


 * Drill sharpener
 * Approved $600; please list on Hampedia


 * Reportback from Ananda's meeting with Pam


 * Focus group with signers is going to happen
 * They are also sending a survey to students about student groups, SAF spending, etc
 * All of the questions are open-ended
 * FiCom asked for access to all of the answers in their original state
 * FiCom would also like to meet with CLA afterwards
 * Wednesday 3/31 from 2-4PM
 * Fund transfers
 * Can Jackie write up a short document w/ how to write them up?
 * Sure


 * Sundaes before Sunday


 * CLA is funding this
 * They will be in contact w/ Sodexho


 * Hoodies voting


 * Needs to go up ASAP
 * Looking into intranet
 * You can create your own form
 * Sign in on FiCom's account – create a form there


 * Zeroing out accounts on 3/24


 * We might not be able to do this due to paperwork delay
 * Send an email to signers asking them to send in paperwork BEFORE SPRING BREAK

Pre-Law Society


 * They will not use their $120 food
 * Approved – transfer back to SAF


 * Stipends


 * We have to approve this the Monday right before the Tuesday Council meeting


 * Ananda will not be at the Monday FiCom meeting right after Spring Break
 * Meeting adjourned 6:01PM

To-Dos'


 * Julia
 * Email COCA about charging five-college students

Email Climax about further issues

Email EMTs telling that we put the money from Boot camp food on the Pcard, please specify in the future exactly where the money is suppposed to go

Email Grupo Capoeira Angola regarding instructor fees

Create signer hoodie voting form on FiCom's account


 * Jackie

Write a short document on how to write up fund transfers


 * Ananda

-All-signer email regarding paperwork by Spring Break

Monday, March 8th
Agenda:


 * funding requests
 * reportback re staff awards
 * SafeCom at 630pm
 * Pcard issues
 * Five College Tea reportback
 * whether or not to increase the SAF

Notes from Officers' Meeting


 * "rotating devil's advocate": have someone who purposefully questions/takes the opposite point of view, even if they agree. Only for difficult issues, especially ones where people may be uncomfortable voicing an unpopular opinion
 * should have a standing committee officers' meeting at the beginning/end of each semester
 * officers should always take notes when meet outside of FiCom, and post them to Hampedia
 * for decisions made outside of meetings, be sure to inform in advance of meetings (add to agenda on Hampedia in timely manner)
 * created FiCom listserv for improving intra-FiCom communication
 * ensure that Director strives to only call quorum for non-contentious issues
 * everybody needs to be on time (text if going to be late)
 * relaxation retreat, discuss problems/ideas and do check-ins
 * general awareness of problems balancing efficiency and accountability

Minutes Present: Ananda, Jackie, Zilong, Madeleine, Julia, Ian, DeeDee, James Excused: Frances


 * Pending requests – people haven't gotten back to FiCom

Contra Dance Collective


 * Trip to Downeast Country Dance Festival
 * Ask them how it is being advertised
 * Pending
 * Might not have enough funding through March
 * Asking for $150
 * Approved $150


 * EMC came in (not the signers)


 * Looking for funding to drive down to NYC to see an exhibit
 * Tribeca Film Festival is also having a night at 92nd street
 * Depending on flexibility, they can go to one or two of the shows
 * They would like to be able to see all of them
 * Transportation cost on Zoho was estimated gas cost
 * They are driving back the same night
 * $12.50 for each screening
 * If they're buying in bulk (both screenings), they can cut down the price to $20 total
 * The people running the screenings are not making any money
 * Have they coordinated with the signers for EMC?
 * Yes
 * They are taking a Hampshire van and have a defensive driver
 * They have talked to the HACU office about the trip
 * They were sent there
 * They haven't talked to the CLA about a van yet
 * How is this trip being advertised?
 * They have a full event
 * They would be welcome to opening it up, but would need another van and driver
 * Open community event
 * They will hold a lecture/presentation in FPH on 3/26
 * FiCom does not fund food for trips
 * This includes the redbull
 * Make sure to forward the email you get in response to the EMC signers
 * They need to open it up, so it's not just for a class
 * Risk management - talk to Pam immediately.
 * Pending until meeting with Pam, awaiting updated attendance

Hampshire Confucius


 * Books on Chinese classics
 * 25 books for $150
 * Weekly workshops to be held
 * This is itemized on Hampedia
 * Approved $150


 * How much money is in 601 right now?


 * The budget hasn't been updated since the beginning of last week


 * When are the student accounts getting zeroed out?


 * 3/24
 * Everything but meeting food, or events and trips occurring after 3/24th

Metalheads Machining Coalition


 * Drill sharpener
 * This is for $600
 * How necessary is this?
 * It would save all the drill bits
 * Where are they getting this number? Is it possible to get something any less expensive?
 * Have the Lemelson staff helped find one?
 * Pending – we need more information

The Reader


 * The Reader is not currently a recognized student group

Chameleon Club


 * Additional food
 * Hampedia is up to date
 * Approved $80


 * EMC's Hampedia is up to date, except that there is no meeting time listing – send the signers an email about the Hampedia page

COCA


 * Additional food
 * Hampedia is up to date
 * Approved $200

Tele-visionally Speaking


 * Still haven't come in – send them another email

Glass Collective


 * Fund transfer
 * Need the correct budget #


 * E-mails
 * FiCom mailing list has been set up for all intra-FiCom discussions
 * Hoodies


 * Should Julia do anything about the design that hasn't been re-submitted yet?
 * Tell them to get it to us tomorrow or we can't do it
 * Sample hoodie passed around
 * FiCom members say we should go with the lighter weight cheaper hoodie
 * What about the business itself?


 * Community Liaison has drafted an email to send out the community re: a possible event about the SAF


 * Sending this to the FiCom listserv


 * CLA questions


 * Was Magic Draft's transfer supposed to be to their Pcard?
 * Yes
 * P-Card transfers need to be written up separately

Hampshire Animal Behavior


 * Wants to move money from a COCA event to meeting food
 * Asking them if that money isn't supposed to be used for something else

Slam Collective came in


 * Update about the Tara Hardy event, also questions about college team funding
 * Submitted to COCA for the Tara Hardy event
 * COCA approved the travel cost, then denied the performer cost
 * Slam Collective wants to know how to go to Community Council
 * COCA said that they won't fund anything retroactively
 * This was the same reason COCA gave the first time they denied this
 * Slam Collective needs to tell the performer something
 * How to go to Community Council?
 * Council can make COCA overturn their decision; they don't actually fund these things
 * Send an email to the Council account; Council will look at this
 * Council meets every Tuesday from 3:30-5
 * Officer/Agenda meetings are Wednesday at 9 – agenda items need to be submitted the Wednesday before the meeting
 * CUPSI trip funding
 * Request was submitted – they were approved for $1,126
 * Participant registration costs $200 more now
 * Hotel costs changed to less – they are putting everybody in one room
 * Slam is short about $400
 * They have plans for fundraising
 * Books went to duplications today
 * They need money right now to hold the hotel
 * Do they think they could fundraise the $500 back?
 * How much are they already fundraising?
 * For a 2nd hotel room and travel
 * They think they might be able to, but aren't comfortable saying this without talking to the entire group
 * FiCom already funded the $100/person
 * But this is a time-sensitive issue
 * Can it wait until Wednesday and can they talk to the group before then?
 * They can email FiCom an update by Wednesday
 * Submit a miscellaneous request by Wednesday


 * P-Cards


 * There is still a lot of confusion among signers about how to use the P-Cards
 * The business office said that an online purchase didn't have a good enough invoice for the business office; the students were unable to get one
 * This is just one of the problems popping up with P-Cards
 * How would this be different if it weren't spend on the P-Card?
 * The student doesn't front the money


 * EMC came back in


 * Is intranet and facebook satisfactory for advertising?
 * FiCom could fund for flyers
 * Paper flyers are not necessary if other methods are being used


 * P-Cards


 * Marie wanted to know if we could try to differentiate on P-Cards between food and general money
 * How does that affect the business office?
 * We don't know
 * The bookkeeping is still on the Weekly Financial Report
 * Ask Marie about how to go about this


 * Reportback from Marie


 * HCEMS P-Card fund transfer was not written up
 * Marie cannot actually look to see how much money is on a student's P-Card
 * This can be an issue
 * Students should know how much was on their card – there is internet banking for the P-Card
 * Email HCEMS and have them reply to FiCom and tell us if the money is there
 * Some of the groups on the dropdown menu haven't been active student groups for a while
 * Can somebody edit this?
 * Ananda and James will do this
 * Things have to be approved by FiCom, then CLA, business office, then go back to CLA
 * Sentiment from CLA that checks and balances FiCom has implemented have been cumbersome


 * Food for Signer Seminar was charged to 601 – almost $4K


 * FiCom has paid for Signer Sem food in the past
 * This comes out to $14/person
 * This is ludicrously expensive
 * The food that was out was very costly
 * Nobody went to the taste-testing w/ Sodexho
 * The CLA negotiated the food
 * This was never discussed with FiCom


 * Ananda is meeting with Pam on Wednesday at 2PM

Circus Folk Unite


 * The trip ended up not happening – we can pull the $600 out of their account and back into 601

Discussion of roles


 * Ananda emailed groups


 * Madeleine visited to see what they thought of the community liaison
 * ASL emailed back in confusion about Madeleine's purpose for being there


 * The Reader sent an email about the $20 charge apologizing and stating they were not aware of the spring recognition process


 * Should we recognize them?
 * Are these all new signers, did they go to signer sem?
 * Hampedia is not up to date
 * Send an email asking all of these questions


 * COCA emailed about the Signer Appreciation Event


 * COCA is working on the lines between funding closed and open events and where closed events can go to get funding
 * COCA and FiCom should probably have a discussion about open and closed events
 * This event needs to find funding soon
 * DeeDee went to the COCA meeting
 * Suggestion to open the event up to people who are intending to be signers the next semester, but only give hoodies to the signers from this year
 * FiCom should write back saying that this event will be open to people wanting to become signers
 * The event would still be geared towards signers
 * There is no event that is not geared towards certain people
 * How would we make sure that the people who aren't signers don't get hoodies?
 * Have somebody with a spreadsheet, and tell people to bring their IDs

Hampshire Tennis Team


 * Jerseys will not stay with the players, but will stay with the team and be locked in the RCC
 * Approved $178


 * Make sure to tell council about a makeup SAF session
 * Red Scare is giving FiCom back $1,000 – they fundraised this much
 * Current Issues


 * Fund transfers from Wednesday were turned in late
 * Sports Co-op
 * Need clarification as to what goes into the staff account
 * Worry about P-cards and student groups
 * FISH didn't turn in a receipt
 * Chameleon Club has some accounting issue
 * Slam Collective
 * Need new requests to cover P-Card charges which go over
 * The Urban Word
 * Didn't bring in the paperwork from a weekend event
 * COCD
 * Just got another invoice from New York Times for the semester even though this should have been cancelled
 * Maybe this is from old issues?
 * Email COCD about this


 * Who wants to go to SafeCom tonight?


 * James will continue the discussion, along with Madeleine


 * Madeleine motions to make Ian a non-voting member of FiCom. James seconds. No blocks. Motion passes.
 * HCEMS


 * FiCom recommends to SafeCom to add a $15 line item to the tuition bill, as this money cannot come from the SAF, and that Community Council hold an all-community vote


 * Reportback from officer meeting


 * Rotating devil's advocate
 * To always have the other point of view
 * Everybody would take turns
 * For contentious issues
 * Sounds like a good idea – but everybody should be thinking about this anyway
 * Worry that this could hold up the process
 * We will just keep trying to use “point well made”
 * Officer meeting of all the standing committees
 * Officers always take notes from meetings outside of FiCom
 * FiCom members should be made aware of any decisions made outside of FiCom immediately
 * Create a listserv
 * Director should only call quorom for non-contentious issues
 * Everybody needs to be on time!
 * Talk of having some aspect of relaxation at a retreat
 * Check-ins
 * To be aware of how everybody is doing emotionally as well as rationally
 * Issues with balancing efficiency and accountability


 * Reportback from Council retreat


 * DeeDee, Julia, and Madeleine were all there
 * Discusses goals for the semester and issues that people have with CC
 * Started a “council resume”
 * List of the members of Council and what they can do well – who to go to for what
 * Can people put this on their Hampedia profile?
 * Talk of a bi-weekly officer meeting from the different standing committees and council
 * Retreat minutes will be up
 * Council Thank-You brunch has a task force started
 * Talked about having paper copies of the minutes stored in the Council office
 * Having minutes on Hampedia is accessibly 24/7
 * This wouldn't mean taking them off of Hampedia, but additionally requiring copies in the Council office

Community Garden


 * Re-reviewing this request
 * Total request is for $8K
 * If we fund $100/person, we would give $2,400
 * Should we fund them $2,400 and ask them to fundraise?
 * Suggestion to see if they can fundraise before we fund them, so we don't tie up that money?
 * Have them come in to discuss fundraising; at most we will be able to fund $2,400
 * Follow-up with fundraising pilot projects?


 * Discussion about raising the SAF


 * Last time the SAF was raised in 2002 from $158 to $165
 * What would inflation make this now?
 * Question of how this would affect financial aid
 * The inflation calculator says that $165 in 2002 has the same buying power as $198.74 in 2010
 * Why we would be doing this?
 * Last semester FiCom ran out of money (borrowed $20K from spring semester)
 * We just plain don't have enough money to fund all student groups the way they would like to be funded
 * What about the Bridge money?
 * The Sodexho contract was renewed last year
 * Worry about this happening right alongside the EMT line item
 * If we raised the SAF to account for inflation, it would put into the SAF about another $50K
 * This doesn't mean spend all of the money as soon as it comes in
 * There used to be rollover in 601 that was put into contingency
 * This rollover doesn't exist anymore
 * Suggestion that we can't justify adding inflation because we didn't used to spend that money
 * There weren't as many active groups or requests, and rolling funding (and Zoho) has only been in place for about a year
 * Some of the issues had to do with things that we didn't know were going to be charged to the FiCom account
 * That doesn't mean that the money would have existed


 * Should we have a retreat?


 * Stipends need to be approved right after we get back from Spring break


 * The Wednesday FiCom meeting will start an hour early (at 4PM)

SafeCom came in, re: HCEMS


 * Doesn't look like Council has the power to add a line item to the tuition bill – only the power to increase the SAF
 * The danger of making a line item is that it can be cut at any point; they don't want the EMTs to have to keep fighting for this every year
 * This shouldn't come out of the SAF
 * There are things already coming out of the SAF that aren't really for student activities
 * To have an all-community vote, people voting in favor of supporting HECMS would be a big message to send to the college
 * As things stand now, the EMTs would not be able to be around next year
 * Suggestion for EMTs to work only when Umass Health services are closed
 * EMTs also do trainings and other related things
 * Requesting a meeting w/ Council and Mark Spiro
 * FiCom is in support of this decision


 * Meeting adjourned 7:08PM

To-Dos


 * Julia

Email EMC re: Hampedia page Email Tele-visionally Speaking about coming in to FiCom Email The Reader Email COCA about the signer appreciation event Email COCD Follow-up with funraising pilot projects


 * Slam Collective
 * Red Scare
 * Climbers Coalition
 * To council
 * Bring up the SAF makeup session


 * Jackie

Email HCEMS about the P-Card budget Gather all the information regarding the increase in the SAF


 * Ananda

Fix dropdown menu on Zoho Follow-up about how increasing the SAF would affect financial aid

Wednesday, March 3rd
Agenda:


 * HCEMS
 * Five College Tea reportback
 * Pam reportback

Minutes Present: Ananda, Julia, Zilong, Madeleine, DeeDee, James Excused: Jackie


 * Skipping the first few miscellaneous requests – they are for the Community Garden Class

Circus Folk Unite


 * Want to have their PA system repaired
 * Cheaper than buying a new one
 * Approved $115

Experimental Music Collective


 * Trip
 * Waiting for them to come in
 * It was apparently not submitted by EMC – waiting for them to come in, try to collaborate with EMC

Contra Dance Collective


 * Revised NEFFA request
 * Didn't we already approve them for an amount?
 * Was approved for $926
 * Where are their numbers coming from?
 * What we approved them for before wasn't the correct amount
 * The current request comes out to $1,057
 * There is a difference of $131
 * Approved $131

Mixed Nuts


 * Wireless router
 * Can they not use the profits from their account to purchase this?
 * They don't generate that much – the profits go directly back into purchasing inventory
 * They are still a student group
 * Tell them they can't make it secured, so that other people can use it?
 * Too many people could be on it
 * Are we allowed to have routers on campus?
 * FiCom will look into this

Slam Collective


 * Mini DV tapes
 * To record poets that they bring in
 * Approved $24

Magic Draft


 * Laser tag guns and batteries
 * Didn't account for all the costs
 * Amazon said there was no shipping, this wasn't true
 * The price increased
 * The issue was with Amazon, not with the people who submitted the request
 * Approved $75

Mixed Nuts


 * Router
 * Denied:Routers are not allowed – we cannot purchase this with SAF funds. See Hampshire Computing's website.

Tennis Team


 * Team jerseys
 * Pending: will these stay with the club?

Circus Folk Unite


 * Equipment
 * Cut down on the prices for the diablos
 * The old request was for about $60 more
 * Sent FiCom an email explaining why they need these juggling balls and pins
 * Approved $318 – please list your equipment on Hampedia


 * Ask COCA about screening requests?


 * COCA emailed people and asked them to put dates for the screenings
 * They aren't in pending right now
 * COCA will consider the requests when dates are given

Mixed Heritage


 * They are spending way more on food than they should be; almost double
 * Hampedia page isn't formatted properly, but it is up to date
 * Approved $240


 * People don't usually look to Hampedia for information


 * We are trying to make there be one centralized, reliable source for information

Ahoula


 * Hampedia is up to date
 * Approved $80

The Urban Word


 * $2 over the $4/person
 * Hampedia is up to date
 * Approved $112

Natural Disaster Club


 * Hampedia is up to date
 * Approved $96

Tele-visionally Speaking


 * Still waiting for them to meet with us

The Urban Word


 * Fund transfer for an event
 * Event was already approved
 * Want a record of the fund transfer to go to the MDB and EDH
 * MDB &amp; EDH are requesting this
 * Approved for a $150 fund transfer from Urban Word to MDB


 * Emails


 * Sport Co-op
 * Say that 6 people per hotel room is too much; atheletes need a good night's sleep before a game
 * FiCom has been trying to keep it to $100/person/trip – what would this mean for them?
 * Mixed Nuts request for the course
 * Haven't requested funding from other sources yet
 * Interested in being a fundraising pilot
 * Trying to cut potentially extraneous costs, but probably not going to cut down much
 * Going to be working in the Community Garden
 * Let's invite them in and discuss fundraising


 * SAF Information Session Makeup


 * Bring this to the next council meeting

Circus Folk Unite


 * Spring break trip that has been in pending
 * Met w/ Pam
 * Can't take a Hampshire van
 * Rental price for a van around that size is about $575-600
 * This is their only cost
 * It turns out to less than $100/person
 * Approved $600

Chameleon Club


 * Trip request that has been pending
 * Final request is $2,400
 * They raised a lot of money on their own
 * Nobody said yet if they could pay
 * They need the money right away if they are going to be able to go; plane tickets rise in price with time
 * Original request was about double this
 * Their request now is for $133/person
 * Last meeting we had $33K left to spend
 * If we funded $100/person, this would be $1,800 which is a $600 difference
 * Signer left her phone number – we are going to call her to ask her to come in


 * HCEMS


 * Suggestion to open up the proposals to the community
 * The decision to raise the SAF is not FiCom's decision
 * FiCom needs to say if the SAF, as it stand right now, can support HCEMS (it can't)
 * FiCom should then issue suggestions
 * An extra $15/person to have 24/7 medical service seems understandable, but this should be put out to the whole community for a vote
 * Worry that this is something that should be institutionally funded, and funding this through the SAF would mean that the college would never look at this again as something that they would need to fund
 * Feeling that the institution has already dropped this
 * Worry that if we don't fund this, then the institution won't either
 * What if we issue a statement to the administration?
 * Are the EMTs professionally trained?
 * The EMTs all go through an intensive training process that costs about $1000/person, then do a semester of volunteer work, and then they qualify to be paid for fewer hours a week than they work
 * Feeling the the EMT funding should not come out of the SAF
 * The last time the SAF was raised, it was less than $5
 * FiCom might also be trying to raise the SAF
 * While having the EMTs on campus is vital, the SAF isn't supposed to support a medical program
 * It would be appropriate to fund the EMTs to be on call for events
 * If the SAF doesn't support this, where is the money going to come from?
 * Thought to add a line item to the tuition bill, $15 for “EMT service”
 * Why not have the EMTs on call when health services is closed?
 * That's still 16 hours a day
 * Issues raised with Health Services
 * How many emergencies happen during the day?
 * What if something does happen?
 * What if we were to add a line item to the tuition bill for “HCEMS” for $15? This money would not fall under SAF guidelines, but would be used specifically to fund the EMTs
 * This is what we are bringing to SafeCom at 6:30 on Monday

Chameleon Club


 * There are plane tickets – they need this money ASAP
 * How much are the plane tickets for?
 * That is all they are asking for now
 * This is what they need to make this trip happen
 * Approved $2,400; please do some additional fundraising, we are funding this now to make sure that this trip can happen. Please follow up with FiCom about how much extra you are able to raise.


 * Reportback from Council?


 * Why does COCD only have $8,000?
 * We have been waiting to hear from them
 * This is going to take an additional $12,000 out of FiCom's funds for the semester, when the account gets refilled
 * Why did FiCom not do this? This now puts FiCom at $12K less
 * The bylaws say that COCD is supposed to automatically get $20,000 at the beginning of the semester
 * COCD did not really exist at the beginning of the semester
 * The fact that this wasn't transferred in the beginning of the semester means that we all of a sudden lose more money
 * FiCom members didn't know that the COCD money had not been taken out, and hadn't been account for/set aside
 * The decision to not move this money wasn't brought to FiCom
 * People who try to get involved with committees often find themselves hindered and confused by processes which are not written down anywhere
 * Suggestion to take the money for COCD out of FiCom's account, separate it like we did with the money to COCA. This would prevent FiCom from feeling like there is extra money in the account.


 * FiCom writes the fund transfer to COCD
 * Meeting adjourned 6:05PM.

To-Dos


 * Julia

– Follow through with the Urban Word fund transfer – Announce the SAF informational session at the next Council meeting and talk to people about what times would work – Email cocd and ask them to put up meeting minutes and meet with ficom


 * DeeDee

– Talk to COCD

Monday, March 1st
Agenda:


 * reportback re staff awards
 * increase SAF?
 * retreat (possible agenda: stipends, EMTs, increasing SAF)
 * Council SAF informational session (7pm Mon, FPH 105)
 * disciplinary issue report to Council
 * Approval of officers

Minutes Present: Julia, Ananda, Zilong, DeeDee, James, Madeleine, Jackie, Ian, Chris Excused: Frances HALA came in


 * About their trip to NY
 * Going to take a van
 * Conference put on by Institute for Critical Animal Studies
 * About intersection of different social justice issues
 * Only have two people?
 * There are now ten people interested
 * Don't have a definite number; afraid they would need to reapply for more funding
 * Wanted to make sure they had the money before they advertised
 * This becomes a problem for groups: They want to make sure they would have enough funding to bring everybody before they advertise, but FiCom wants a number of attendees before they will fund a trip.
 * Give FiCom a reasonable estimate
 * Have you met with Pam for risk assessment yet?
 * No
 * There is also a $15 conference attendance fee which was just posted; this wasn't on the website before
 * Check to see about group and student rates
 * FiCom is going to deny this request; resubmit with more info

Sports Co-op came in


 * Updated the Hampedia to include inventory
 * Meeting times always vary because it depends on the coach schedule
 * Some of the teams have been started already, and others are waiting to hear from the coaches
 * Lots of information about sports teams is available through the RCC
 * Write this on the Hampedia page


 * Do we usually asks groups how many people are going before we fund them?


 * We usually ask for a decent estimate, and will fund them extra if more people are interested

Sports Co-op


 * Added a bunch of info to their Hampedia page
 * They do keep their uniforms with the club; they are just getting extremely worn out
 * This is going to cost $7K to approve in full
 * What about their hotel rooms?
 * They have already been on most of these trips
 * Note that next semester we would expect them to fit about 6 people in a hotel room
 * Approved $7,220: please note that in the future we will be expecting you to room 5 or 6 to a hotel room


 * There is about $40,000 in the SAF, not accounting for whatever is tied up right now
 * Is their other funding through OPRA?


 * FiCom funds Sports Co-op in full


 * Review of agenda

Circus Folk Unite


 * Want money to be able to repair equipment
 * FiCom needs itemized requests
 * Denied: Please resubmit and itemized request

Community Garden


 * Asking for a total of around $8K
 * For a course that 24 students would take; this is around $333/person
 * We will NOT be able to fund this in full
 * Typically, we fund at most $100/person
 * Does this go through FiCom?
 * It would be an EPEC course
 * Have they contacted other offices?
 * Are there any other ways of cutting costs?
 * If they are planning on planting a garden, do they have permission?
 * The community garden is open
 * Is this through the community garden space?
 * Is this academic?
 * FiCom does not fund individuals' academic activities; we do fund EPEC courses
 * This is for after classes are over (during finals)
 * Students have to leave campus on 5/22
 * Pending: Please come in and discuss this project with us
 * We are also pending all of the other requests from other groups for this same project

JSU


 * Trip to Boston
 * Open community event?
 * JSU is really good about making their events, etc open to the community
 * Also asking $8 for tolls
 * Can we put a column in the Zoho that will automatically calculate how much the trip costs?
 * They want to use the Hampshire van, so we don't need to fund them for mileage
 * Approved $8


 * The “van pool” is entirely separate from the current SAF; the money is taken out at the beginning of the semester

Circus Folk Unite


 * Juggling balls &amp; pins, diablos
 * Have they searched for anything cheaper?
 * Pending: how do these prices compare to elsewhere?

JSU


 * Passover supplies
 * Is this closed?
 * The kitchen is open to everybody
 * Should this be coming out of the SAF?
 * What about any identity-based funding? This is a much larger conversation
 * Can we talk to the school and ask them to take over part of this responsibility of permanent funding?
 * This really is a much larger issue, and it's a lot more complicated than that
 * Pending: can Spiritual Life help defer the costs a little?


 * Send another email asking COCA to review the screening requests

Hampshire Confucius


 * Hampedia is up to date
 * Approved $200

SMIFF


 * They should be spending about half of what they have been
 * Hampedia is up to date
 * Approved $112

The Omen


 * Hampedia is up to date
 * Approved $140

Excalibur


 * When was the last time Excalibur asked for food money?
 * 2/1
 * Hampedia is up to date
 * Approved $720

Climbers Coalition


 * Hampedia is up to date
 * The last time they submitted a food request was last semester
 * Approved $200

JSU


 * Want to reimburse the Rabbi for a meeting in the beginning of the semester
 * Can they use their initial food funding?
 * Approved $82 from JSU to Rabbi Steve
 * Shabbat dinner on 1/29
 * Was this approved?
 * There is nothing in January 2010 about Shabbat dinners
 * Are the only Shabbat dinners that COCA has approved been for Spring 2010? Where did the money come from last semester?
 * If they are requesting a fund transfer, do they have the money in their account?
 * They said it was too early to get funding from COCA
 * COCA wasn't funding anything at the end of last semester
 * Denied: this should have been requested in the fall. Ask COCA about this and come back to us if there are problems
 * Another Shabbat dinner request
 * Denied: see above comment

SafeCom came in


 * Wanted to apply for the difference between the $750 they were supposed to receive and the money that they took
 * Want to hold more events
 * Send an email to the FiCom account
 * Can they go to Marie to find the difference or can they find this out somewhere on their own?
 * Probably have to go to Marie; a lot of purchases have been made
 * The $750 was the money that was supposed to automatically go to SafeCom but they didn't take all of it


 * Should the committees get initial funding transferred to them automatically?

Excalibur


 * Needed to get Deathfest food transferred to the Pcard immediately because of the time sensitivity
 * Was put through on Thursday
 * FiCom has no issues with this transfer


 * A lot of students know FiCom and COCA, but not SafeCom and COCD


 * Initial funding can help them get their word out
 * This is part of Community Council's bylaws


 * We need to ask Council to approve our bylaws before they can approve our officers – which is on their agenda for tomorrow


 * Can one of the officers write all the fund transfers after FiCom? They have all this information
 * Jackie does not have any issue writing them during the meetings, and can write some up after the meetings
 * How is the Director of Council Relations faring?
 * Fine. Will be clearer once they're actually a Council member
 * How is the Community Liaison doing?
 * Fine
 * Have they been planning any events through FiCom?
 * Not yet; suggestion that this might be a good idea
 * Want to hear about this position from the community
 * Is this useful? What should they do?
 * The community probably hasn't taken advantage of this yet because the position is new
 * Discussion of recruiting new FiCom members through Facebook
 * FiCom is the easiest source of money on campus; other offices don't publicize


 * Check in – how is the renewal of officers affecting the Director?


 * Still dealing a lot with emails
 * Idea that Director is the one with the most comprehensive knowledge of what is going on


 * Is there a reason why the FiCom members can't read the emails?


 * We can log in (just ask for the password), and we can all reply so long as we give out the right information!


 * Officers approved by FiCom
 * SAF Informational Presentation reviewed


 * Need to print out copies of SAF guidelines


 * Are we going to resubmit the misuse of funds issue to Council?


 * Do that for tomorrow if we are going to; officer approvals are tomorrow
 * We also need to make sure FiCom's bylaws are approved
 * Submit it as one of the FiCom reportbacks


 * Contingency is at $0 right now


 * FiCom doesn't even have $50K right now


 * Community Council bylaws on Hampedia might not be the correct ones at this moment
 * Discussion of Contingency &amp; the Endowment &amp; what these are and where they come from
 * Any additions to the SAF presentation?


 * What about how much money FiCom has right now?
 * Council will get this information tomorrow
 * We spent $8,600 today
 * There is $200,000 sitting in student group accounts right now


 * Does FiCom want to have a retreat sometime soon?


 * Can we do a mini-retreat?
 * What is this about?
 * Stipends, increasing SAF
 * What is going on with EMTs?
 * The college is getting them the $30,000, but they need a minimum of $50,000 to be 24/7; they used to operate at $150,000


 * Can't find a discussion about the misuse of funds issue


 * Since we were still getting so many complaints, we were going to resubmit this to Council for reconsideration
 * Submitting this to Council because it is out of our power
 * We are bringing this back to Council because of the number of complaints we have received from the students even after the punishment was doled out; can resend the Excel spreadsheet with the comments and complaints from students to the Council listserv


 * Retreat?


 * We need to talk about the EMTs before next Tuesday
 * Be sure to think about this for Wednesday
 * Trying not to have a retreat if we can avoid it
 * Have we talked to SafeCom about the EMTs?
 * We sent members to their meeting last time
 * Did SafeCom have any idea how to proceed?
 * No; they want to try to get the money institutionally
 * James will head over to the SafeCom meeting and ask if they want to come in to our Wednesday meeting and talk about the EMTs and write a joint letter of support (whichever way that lies)


 * Increasing the SAF?


 * Who do we have to talk to?
 * We would be submitting a proposal through Council


 * Apparently the HCEMS proposal is going to Council tomorrow?


 * This Tuesday is supposed to be elections
 * SafeCom wants us to send people to their next meeting
 * FiCom asks them for meeting minutes and notes on what they are doing by Wednesday


 * FiCom should ask the community their opinions on increasing the SAF, instead of just deciding this within FiCom


 * Community Liaison tasked with planning how to do this


 * Meeting adjourned 6:55PM

Wednesday, February 24th
Agenda:


 * signer hoodie- which type to buy (difference of $1,000)
 * Reportback from those who visited SafeCom re HCEMS
 * Reportback from CLA
 * Zorb is still buried in risk management issues, waiting on news from Pam
 * Tavern is in planning stages
 * Greenhouse Mod now has concrete plan, plan now going through higher offices
 * group recognition, about to evaluate the process, sentiment that there are too many student groups, too much of a burden on CLA and BO
 * As for returning early in fall, need to write up proposal, highly dependent on number of students who want to return early
 * COCA has not been communicating with CLA in the least, apparently Admissions also had no idea about the change in Spring Jam date, there is supposed to be a meeting between CLA, other offices, and COCA at 11am tomorrow, but thus far only one COCA member has RSVP'd
 * Missing equipment (ie Hampshire College Curling Club)
 * SAF Info session Monday 7pm, FPH 105

Minutes:

Attendance: James (late), Jackie, Ananda, Deedee, Madeleine, Ian Absent: Zilong (excused), Julia (excused), Frances (excused)

EMTs


 * food to pcard

Send email to televisionally speaking, make sure they understand their requests are pending until they come in and meet with us

Zine collective


 * approved 100$ in initial food funding

JSU


 * pending, please itemize

EMTs


 * binders and supplies approved $56

CDC


 * approved $926, trip, New England Folk Festival Association

Women’s Health Collective


 * Global Health Conference- approved for use of van approved $0

James Baldwin Scholars


 * bowling at Sparetime, approved for use of vans and $234

Glass Collective


 * Oxygen &amp; propane approved $1190

EMTS


 * beanies and hats approved $351

Hampshire Hacktivists


 * Book Scanner Building Supplies, check to make sure you can store in the media basement. Approved $320

QCA


 * additional food funding, approved $240

Glass Collecetive


 * additional food, approved $80

Zap


 * additional food, approved $80
 * equipment, build electronics library, approved $177

Metalheads


 * different cutting tools, etc approved $400
 * digital probe, approved $250

Signer Hoodies


 * $20 organic cotton (heavy) per person, $17 half organic cotton (lighter) per person. Ask them to send us a sample of each to compare?

Report back from Safecom


 * will HCEMS be supported by the institution? EMTs are fighting to keep 30k. Up the SAF for EMTs? Already need to up the SAF to support current student activities. What do we recommend to Council? Email EMTs to get a revised proposal. Two proposals: add 70 to SAF per person, take out $40 per person as SAF currently stands.

Next Monday: Council Info session FPH 105, 7pm

CLA


 * see notes in agenda

COCA


 * Want 10k- last installment of 40k. Please meet with Pam. Were not aware that Pam didn’t know about spring jam date change. When is Spring Jam? Probably on the 17th. Meeting with admissions on Monday about it. Did pubs bill for Halloween?-don’t think so. Status of the light? –think report was filed. Screenings? Committee was unclear about it. Will do them now. Zoho dropdown menu? Follow up with rest of coca before Ficom adds it in.
 * approving 10k for COCA

Updates


 * Need to follow up, ensure permanent funding has gone through.
 * Did we get the 5k from Dawn? Still waiting on 5k from COCD.
 * Pull money back in from offices that didn’t spend it last semester.
 * Look into groups who have permanent equipment that is missing.

Monday, February 22nd
Agenda:


 * funding requests
 * Meet with SafeCom
 * Staff awards
 * outreach
 * Signer Appreciation Event
 * Hoodie Art Contest
 * Jackie reportback
 * Change of Signer form

Minutes Present: Ananda, DeeDee, Madeleine, Jackie, Frances, Zilong (left early), Julia, James (late)


 * There is about $60K in the SAF right now

Equestrian Team


 * Coaching fees
 * Approved $450 for the semester


 * People are confused about the 2/24 deadline

Tele-visionally Speaking


 * Asked them to come in

SMIFF


 * Magic Board Advertising, want $20 for four days
 * $20 is the maximum to spend in a month, ask them to advertise for a month
 * Approved $20

Counselor Advocates


 * Advertising cards
 * Have they spent their initial advertising?
 * We don't know; there is other money in their general
 * We have also seen their advertisements
 * We already approved CAs for extra advertising this semester, so they have used it
 * Approved $6

Contra Dance Collective


 * NEFFA
 * We need more info

Equestrian Team


 * For their horse shows during the semester
 * $665 for the MoHo show
 * Can we go through and see how much all their shows total costs?
 * Each show should probably cost about $600 and they are only requesting two shows
 * These are all also only for admission and gas
 * Approved for $665+856 = $1,521 for two trips
 * If they want to do more trips during the semester, we should ask them to do some fundraising
 * Can they take a Hampshrie van?
 * The equipment takes up a lot of room
 * They could also take a van and another car instead of 3 separate cars

Circus Folk Unite


 * Accidentally submitted a request twice
 * To go to Oberlin College to do networking
 * They're taking a Circus van, not a Hampshire van
 * Are we comfortable funding this if it passes risk management?
 * Looks like an event where other circus groups are coming together
 * Ithaca also has people going
 * Pending: risk assessment
 * This would be for $650

Chamelon Club


 * New Orleans volunteer mission over Spring Break
 * Should this come from Spiritual Life?
 * No, the group is initiating this
 * Transportation cost is $250 per person; we would have to ask them to fundraise no matter what
 * This request also comes to a little less than $5,000 total
 * Pending: please come in and speak with us
 * Why didn't they submit this a long time ago?
 * They were trying to get funding from other offices first


 * Has Julia checked to see if forms were automatically sending emails?


 * Not yet, will tonight

Hampshire Animal Behavior


 * Butterfly Conservatory in Deerfield
 * Have they advertised?
 * This comes out to $57 in gas, plus $128 for admission, so $185 total
 * Approved $185, make sure to advertise!

HALA


 * Institute for Critical Animal Studies in Cortlandt, NY
 * This trip is only for two people definitely, and may only ask two other people
 * They need to go to risk assessment
 * Trips need to be open to the community
 * Pending: please come in and meet with FiCom

SFT


 * For a trip to DC, submitted only 8 days in advance
 * FiCom cannot fund this
 * Denied: request was submitted too late
 * Projected attendance of 1

Contra Dance Collective


 * March trips
 * Going leave this until later this meeting to do the math

Women's Health Collective


 * Trip to Global Health Conference in New Haven
 * All they are asking for is gas for one round trip
 * How have they advertised?
 * Is this for a Hampshire van?
 * Is FiCom supposed to be giving mileage for Hampshire vans?
 * We aren't sure, we need to email CLA about this
 * Shall we approve them for use of a Hampshire van?
 * Yes; meet with Pam Tinto
 * Pending: we will review this for the next meeting


 * FiCom: email Marie and Pam and ask how the gas funding for Hampshire Vans work

James Baldwin Scholars


 * Trip to bowling alley
 * This trip request was submitted way too late
 * The bowling alley does this every week, so they can resubmit for a later date
 * Denied: submitted too late

HCEMS


 * Batteries for walkie-talkies
 * How long will these last?
 * They have this figured out by now
 * Approved $240
 * New uniforms
 * They recently got more people
 * Approved $775

Climbers Coalition


 * Want to buy two movies
 * Are these movies available through ILL?
 * You generally can't even get movies from the other four colleges
 * This is expensive; is there anywhere else to find these cheaper? Amazon?
 * Should we just approve them for less money?
 * Approved $67; please try to spend less money if possible

ZAP


 * Electronics supplies
 * Comes out to $177, includes itemized breakdown
 * The time they meet is not updated on Hampedia
 * Pending: update Hampedia

Circus Folk Unite


 * Chalk ball to chalk their hands
 * Approved $6
 * Socks
 * They found these locally
 * Approved $17

Magic Draft


 * New box of cards
 * Approved $90

Tele-visionally Speaking


 * Asked them to come in

RAICES


 * La Fuerza
 * Approved $123

Climax


 * We need to write up the fund transfer which was never written
 * For $390
 * This was FiCom's fault
 * Approved $390
 * Also submitted requests for all of their remaining issues
 * They had money left over in their account at the end of last semester
 * Climax needs to print a certain amount at once to make it worth the price
 * Can they find other printers?
 * Suggestion to approve the first two issues, and ask them to come in to discuss printing with them for the further issues
 * Approved $1,262 for two issues


 * Additional food reqeusts

Alternative Sexuality Collective


 * Hampedia is up to date
 * Approved $180

Re-Rad


 * Hampedia is up to date
 * Approved $240

ZAP


 * Hampedia is not up to date
 * Wait until we hear back from them

Sisters


 * Hampedia is up to date
 * Approved $400

COCD


 * They have initial food funding

Chameleon Club came in


 * Want to fundraise for their trip, will come in next week to talk about this

Ahoula came in


 * Don't have a student group account number yet
 * Have to order from duplications
 * FiCom is waiting for the first transfer to be made to the business office; this should have happened already
 * There should be a group account number; it looks like there is one now
 * Can they get a combination lock for their locker, and give FiCom the combination? They want students to be able to access the locker. Yes.

SafeCom came in


 * Some people from FiCom are supposed to go to SafeCom today at 6?
 * We may or may not be able to do this depending how far we get
 * Sodexho is donating coffee to SafeCom for the event to make sure they happen


 * Back to additional food funding

COCD


 * They do still have their initial food funding
 * Denied: use the initial food funding

UMOJA


 * Hampedia is up to date
 * Approved $320

RAICES


 * A bit over budget
 * They should be spending $72, not $100
 * Hampedia is up to date
 * Approved $288

Counselor Advocates


 * They are doing better with their food budget
 * Hampedia is up to date
 * Approved $200

Tele-visionally speaking


 * Waiting to hear back from them


 * Emails

Sports Co-op


 * They updated their Hampedia page
 * Their is still nothing in their inventory
 * They should also list places and times for when all the sports meet


 * Email them asking about this

Red Scare


 * Indoor tournament on 2/20 got canceled
 * This was under a trip request to Greenfield
 * This was approved for $293
 * Will talk to Marie about getting this moved back to 601


 * Need to transfer SJP for $144 for a previously approved publication; the fund transfers were unable to be processed and need to be rewritten

Contra Dance Collective


 * Contra Dance Collective has enough money in their account to cover March; but also all the February trips haven't happened
 * The figure they quoted left over in their account should be after all the February trips
 * Approved $0


 * Community Council, Jackie is technically the Council Rep


 * Daniel might also be able to go, but he quit
 * Don't we have the Director of Council relations for this purpose?
 * Yes, but the bylaws haven't been approved
 * There probably isn't going to be any voting in Council tomorrow
 * When can we do the SAF informational session for the new Council members?
 * We should do this before the second Council meeting
 * How about next Monday after FiCom, 7-8PM


 * Frances, Zilong, and James will head over to SafeCom to talk about HCEMS


 * HCEMS should be institutionally supported, not supported by the SAF
 * $50,000 is also not something FiCom can support for permanent funding
 * Worry that if we temporarily support the EMTs financially, the institution will not step up, and will expect the SAF to continue to do this
 * Send the SafeCom/HCEMS proposals to FiCom so we can quickly re-read them


 * Outreach


 * We need to work on building a stronger FiCom for the fall, especially since people are graduating
 * What about Magic Board?
 * CLA has agreed to put advertisements for Ficom up
 * Need to target people who are interested in economics, and also people who want to improve student life
 * Can we meet with faculty and staff?
 * Zilong with meet with Noah, Julia will meet with Colin
 * Also we should talk with Josiah


 * We also need to figure out how to get people back early in the fall


 * Why can't things be figured out before the summer?
 * Funding doesn't stop until the end of the school year
 * Can it be split up? There is time after exams are over for all five schools, but before commencement
 * What were the specific issues with people coming back early?
 * Weren't specifically noted
 * What about asking for voting members to come back early?
 * We would need to replace officers before the end of the semester then (as some are graduating)
 * FiCom is creating a Facebook group


 * Signer Appreciation Event


 * Being looked into


 * Change of Signer form


 * New signer must submit form
 * Haven't seen this before
 * Some members are uncomfortable with this
 * Now the old and new signers both get emailed when this is changed, and this gets automatically emailed to Carolyn and Marie as well
 * When was the decision that the new signer must submit form approved? It should be approved by the entirety of FiCom
 * Nobody knows when this form was updated
 * Have the signer that is not involved in changing signers fill out the form?
 * This seems reasonable, FiCom agrees on this


 * HCEMS proposal


 * First proposal is to increase the SAF by about $70 per person
 * Second proposal is to set aside $35 from each person as the SAF currently is to cover emergency medical coverage
 * They need $150,000 for 24/7 coverage
 * Either way, they are asking for SAF money


 * Frances, Zilong, and James head to SafeCom's meeting
 * Signer Hoodie art contest


 * Designs reviewed
 * We should put them out to the community for votes
 * Need to check to see if all of the designs can be printed
 * Need to have hoodies by the Signer Appreciation Event
 * Date of this is changed to 3/27
 * When we send out the designs, we should also ask people which colors they would want
 * Ask what colors the ink can be
 * Thinking we will go with a lighter weight hoodie this year, it can save FiCom $1,000
 * We can also put on the voting form a question asking if people if they would prefer signer t-shirts to signer hoodies, as this would save a significant amount of money (about half)


 * FiCom arranges members to go to the five-college student government tea on Friday
 * Meeting adjourned 6:57PM

Wednesday, February 17th
Minutes Present: Julia, Madeleine, Ananda, DeeDee, Jackie (late) Excused: Zilong The Climax came in


 * Were late getting in a request at the end of last semester
 * Emailed Ananda, explained the situation, asked to have it reviewed quickly
 * Request was for $631 to publish the final issue of last semester
 * This was approved at the retreat; Ananda had unofficially approved it beforehand, and then it was brought up at a retreat
 * What's the issue now?
 * This never showed up as being approved, and says on Zoho that it was declined because it was a “multiple request”
 * Was submitted 12/10
 * This is actually listed as approved on Zoho; multiple requests were submitted for different amounts. Climax was approved for the $341 request
 * Marie can tell you the exact dates of the charges and where they came from
 * Marie said that they needed to talk to FiCom
 * FiCom CC'd Marie on an email to Climax; we don't know what happened here either
 * Climax knows that the paper cost $431
 * FiCom had said that we would give money that was needed, but we'd wait to transfer money until Climax made their charges
 * Charges might have been made before FiCom transferred any money, and thus the account would be in the red
 * Can FiCom still approve Climax for funding?
 * Can Climax wait?
 * That would push them back another week, maybe two
 * We can't actually see all the details of the charges, which is why we send people to Marie
 * Can FiCom approve Climax with a caveat that Climax finds out where this charge came from?
 * FiCom would have to retroactively penalize the group
 * Climax signer says that there was a Pcard form filled out for the purchase with both Pam and Marie's signatures on it
 * We will process the request tonight and get back to you
 * Marie was sick today, and Pam is too busy to get a hold of
 * If they get it figured out tomorrow, email ficom@hampshire.edu
 * Won't hear from Marie until tomorrow
 * FiCom members are not comfortable making a decision without the rest of the group here
 * Any other questions or issues?
 * All of the purchases were made through a CLA Pcard to an off-campus distributor
 * They would like to be tentatively approved for funding from FiCom, and have it so Pam and Marie won't sign the Pcard purchase form unless certain conditions are met


 * Which forms on Zoho currently give out automatic emails?


 * James is checking all of these; we should know by the end of the meeting


 * Tabling Climax issue until more members show up

Circus Folk Unite


 * Weekly conditioning workshops
 * COCA sent them back here
 * Isn't this like a class?
 * We usually route this through EPEC; we can do that
 * $1,000/12 = $83
 * Why 12? There aren't that many weeks left in the semester
 * Is $85 a session reasonable?
 * The other EPEC instructors we have generally paid the same amount or more; this is a very reasonable price
 * Approved $1,000

Tele-visionally Speaking


 * DVDs for distribution
 * What is this show? We don't know about it – why does it need to be on DVD?
 * Is this a new group? They were new as of the fall, but they were not active; they just revised their Hampedia page
 * They are a new group; we should have them come in

Contra Dance Collective


 * NEFFA
 * Need details

Hampshire College Equestrian Team


 * Horse show at Umass
 * Requesting gas mileage
 * Approved $675

Red Scare came in


 * Regarding fundraising
 * Emailed the house office, didn't hear back, went to see them, haven't heard much
 * Talked to the team, and everybody is paying $20 in, so $600 is taken care of right there
 * They are also doing other activities, so they will hopefully have at least $1,000 to put towards the trip
 * FiCom didn't give them a clear number to fundraise
 * This needs to be taken care of soon
 * Will paying the $20 be a problem for any of the team members?
 * They have plans to take care of this
 * The amount needed for the vans is exactly $3,100; Pam needs to know soon
 * We will follow up with you tonight
 * Did the Climbers Coalition have to fundraise?
 * Yes! Slam Collective, too.
 * FiCom has been trying to fund around $100/person
 * Red Scare is already making people pay $100 out of pocket
 * The trip is an entire week long, they are going to need to spend their own money when they are there

Red Scare


 * Trip to Georgia
 * Can we approve them for the entire amount with the caveat that they fundraise and give $1,000 back?
 * What about taking buses?
 * The closest bus station for this is about four miles away
 * The amount of time it would take to get down to Georgia might not even make it worth it
 * They have thought about this, but the big problem with buses is that they wouldn't really be able to get to the tournament; couldn't park at the house
 * Also see if CLA will contribute money for the vans
 * $1,000 is not a small sum to be fundraising
 * The entire request comes out to about $6,900
 * Where did the money from their calendars go before?
 * They are making people pay out of pocket now, and FiCom doesn't fund food for trips
 * Approved: with the understanding that $1,000 will be fundraised and repaid to the SAF. FiCom will be unable to fund this in full, or even to this degree, next year, so please start making fundraising plans now

Climbers Coalition came in


 * Fundraising for spring break trip
 * Have $1,600
 * Required by risk management to take a $1,100 van
 * What does FiCom envision Climbers Coalition doing to fundraise?
 * FiCom is also a bit unclear
 * It is a bit late to really fundraise properly for this trip
 * This is a very difficult group to fundraise for and make sure that there are enough funds to make sure that everybody that wants to can go on the trip
 * Can you hold events with suggested donations?
 * The main event they put on raises money for the Western Mass Climbing Coalition (part of the Five College Outdoor Festival)
 * The Five-College website doesn't say anything really; they looked at this trying to get money from the Five Colleges, Inc
 * Somebody said they don't do anything, another person said they might but probably won't, and that getting funding from them is unlikely
 * Fundraising does depend on what the group wants to do
 * Could Climbers Coalition do an event at Spring Jam?
 * It is also possible to put money away and have it earn interest
 * If enough profit is generated, your account doesn't need to be zeroed out
 * We will have a fundraising page on Hampedia with ideas from groups
 * There is a lot of issue with sports groups on campus and where they get their funding
 * Sentiment that sports at Hampshire shouldn't need to be funded through the SAF
 * If Spring Jam is on Accepted Student's Day, maybe you could get money to hold an event there
 * Regarding the screening that has been in pending for a long time
 * Signers didn't realize there was a difference between renting and buying the movie
 * Want to have a screening this Friday, they have a movie and a room
 * They do want extra food funding for this
 * We can review this tonight
 * About the Pcard
 * FiCom is pretty stuck right now; the Business Office is a bit worried about Pcards
 * Gunks trip is still in pending; email FiCom when you do risk assessment
 * Please do update FiCom about fundraising!


 * About the Red Scare trip


 * We already approved them for the house; we are approving them for the rest of the money, assuming they fundraise at least $1,000
 * Approved


 * Climbers Coalition


 * Screening request
 * Money for food
 * Approved $70

Climax


 * Want 1,200 copies
 * Can we provisionally approve this?
 * We just don't want anything like this to happen again
 * Approved $631 provisionally, under the condition that the missing funds from the account are a legitimate charge


 * Email from Pam


 * Change of date for Spring Jam
 * COCA has been talking with admissions about the potential change in date
 * Pam should not have only heard about the change today
 * Does Pam have the authority to say when the date is? This is a COCA event; COCA should be able to choose when the date is
 * This should still be discussed with other people and offices on the campus
 * Does admissions make accepted students take a survey about what made them come to Hampshire?
 * There are Spring Jam interest meetings – tonight and Friday


 * We were not able to make it through all of the funding requests today
 * Meeting adjourned 6:01PM

Monday, February 15h
Agenda:


 * emails
 * project reportbacks
 * Magic Draft PCard fund transfer (awaiting risk assessment)
 * Climbers pending requests
 * With regards to the climbing holds here are the links: http://www.etchholds.com/cart.php?m=product_list&amp;c=23, http://www.soillholds.com/cart.php?m=product_detail&amp;p=154. A route on the climbing wall uses at least 15 holds(for both hands and feet), and a route in the bouldering cave usually not much more than 15. Each set of holds contains about 5 holds, giving us a total of 25 holds, or maybe two new routes. Five sets of new holds are necessary to make a difference on the routes. A few larger features on either the wall or the cave make a huge difference in the variety of routes, not to mention the enjoyment of climbing.

Minutes:

Present: Ananda, Frances, DeeDee, Chris Thomas(guest), Zilong, Dan, Jackie, James


 * Climbers Coalition

Pended equipment request 5 holds and two new features = $500 approved


 * Announcement: Meeting with Marie at 1 pm this Thursday to learn how to write up fund transfers effectively for BO


 * FISH

re pended food request (updated Hampedia page) $400 = 4 meetings with 25 people each approved, please don't overspend


 * Magic Draft

need us to write up the PCard transfer on PCard form they're working on risk management with Pam form is written up


 * Climbers

spring break trip 5-colleges won't fund extra we gave them $1100 out of $2180 requested $240 for hotel $1100 van $525 gas $315 gas for personal vehicle The other colleges funded half of this willing to turn down gas funding for Gunks trip for mileage for this save $500 by taking vehicles not van (risk assessment issues?) Should we make them fundraise the $500 difference (if they don't use a van)?


 * note that we're not paying gas for the vehicles

impressed with 5-College collaboration sentiment that it's always the same few people (+/-3) who request hundreds of dollars for trips we'll fund them partially (and taking $$$ from Gunks) worries about the amount of SAF using in proportion to the # of students we still expect fundraising (especially in future years) in light of the limited SAF approved for an extra $500


 * BAAB

had money left over in their account from fall and didn't realize it went away they were in the red and are requesting ($30.50) to get out of the red we need an itemized breakdown speak with CLA (forms from LAST semester), can they still submit RFPs from fall09?


 * SafeCom

Attached document with detailed breakdown of duplications charges approved for $59


 * CAs

more posters $12 for 200 approved


 * Kyudo

trip we need an itemized breakdown (is admission per person or total?) number attending? advertising? pended


 * Climbers

NoHo athletic club 17th of april $100 for 10 people please advertise approved


 * Contra Dance Collective

$50 admission per person $550 lodging pended for more info


 * EMTs

Stickers for equipment $80 approved


 * Ahoula

$17.99 for markers $40 for text book offer them a locker approved


 * Circus

socks + shipping $33.72 Why can't they buy them locally? (no shipping) Pended


 * WE GAVE SCREENINGS TO COCA, so they are being skipped. COCA has not reviewed over one-week-old screening requests


 * CAs

transfer $150 for day of love supplies transfer $33 to pay for food (to CHC) approved


 * Blacksmiths' Guild

transfer $700 forge approved


 * Excalibur

transfer $90 (games night) to PCard transfer $121.26 (meeting food) to PCard approved


 * Sexperts

transfer $49.41 approved

People


 * 5:15pm and 5:22pm and 6:06pm and 6:10pm SJP and Zine Collective

Duplications charges One person comes in Come back with everyone else please! Getting people together for Wednesday


 * 5 people at 6:10pm

What happened with the duplications charges? There was a verbal agreement that they'd use zine collective funds no followup someone charged anyways FiCom never approved the funds when zine collective did request (after the fact), ficom denied it $150 was requested


 * over the top advertising expenses
 * ficom was running low at the time

Zine collective never followed up and was never approved zine collective is now in the red There were several SJP purchases totaling: $377 SJP has some leftover conference funds to cover this We can't fund things that were sold (against SAF guidelines) What about the donated funds? They can apply for the printing that wasn't sold They have about $300 left over from the conference If we gave them $150, they'd need $227 to cover the rest of the costs We can re-review request, but we don't retroactively fund Lets put Zine Collective on the probation list Should we put SJP on the probation list?


 * they should have checked to see if funds were approved not just relied on a verbal contract
 * but they were unknowingly mislead

Vote: Zine collective on list = passed SJP on list = doesn't pass


 * Red Scare 5:23pm

Requested funds for a house and van House was approved, told to wait on vans (risk) Met with Pam Pam wants to process the PO High Tide Frisbee Tournament $3800 for house, more info for vans ($3120) 30 people Trip trouble (funding)? (We'll fund about $100 per person)


 * Partial fundraising (another pilot group)

They need ~$3k more and now it's a little late to fundraise the additional $3k They're paying for their own gas Timelines issues!!! (on FiCom's end) Give us some fundraising ideas (how you'll help fund this) and start contacting offices by wednesday night, and we'll see what we can do. Come back on Wednesday We WILL help you make this happen! They leave and expensive trip discussion ensues


 * That's where most of our money is going
 * But what about the long-standing trips?
 * Caps vs. per-person
 * would gas be cheaper than vans? (not really)
 * Why didn't we do caps?
 * disagreement re how much the cap would be
 * how much money would we save?
 * capping highest 5 groups wouldn't save much
 * cap punishes the most active groups
 * is punish the right word?
 * having them be considerate of other groups
 * some groups would spend more if there was more money

Semester budget vs. year-long budgets


 * we don't know exact numbers at the beginning of the year
 * groups, signers, and policies change so frequently

We need a better long-term system for these expensive requests We need to set a framework for next semester


 * Slam Collective comes in at 5:42pm

Mess up with a feature Tara Hardy Denied funding by COCA (day of the show) (too expensive) Requested funding in November came in a week before the show Tara Hardy was already here (she bought the plane ticket) went to COCA the week after the performance COCA agreed to fund the travel costs (~$421) $1k left to pay This needs to go to COCA and Council FiCom can't hand out funds Follow up with FiCom


 * Fencing Trip @ 5:52pm

This is not a new request (even though it looks like one) requested equipment and trip (denied because not itemized) $10 for gas $30 per person $100 for lodging 4 people + they have a defensive driver $359 divided by 5 people (4 fencers + 1 extra) = $71.80 They need to meet with Pam for risk assessment They don't need to be reimbursed for all of the gas $220 = $44 per person Hampedia page updated approved for $220 They'll submit the equipment request later (new request)


 * SafeCom comes in

EMT situation put on the agenda next monday We also need to meet with COCD at some point


 * Hoodies

We have a submission (the front page is from the back of a two dollar bill)


 * Dan quits, Zilong unanimously voted in as a voting member


 * Julia's email

How much money has FiCom approved this semester? Jackie will research and it'll be on the agenda for next Monday


 * Signer listserv is happening


 * COCA

please come in about signer appreciation DeeDee will go on Thursday


 * Jackie

Wednesday, signer seem make-up ash wednesday and she needs to go to mass Jackie can't make both THIS and FiCom Ananda and James will cover


 * DeeDee's email

FiCom's signer email Council and COCD are on the no-funding lists caused a bit of a panic DeeDee smoothed it over For FiCom: it was a procedural thing DeeDee didn't get the email (also caused confusion) we need to update the signer list listserv will be brilliant and council will be put on it old listserv has too many strict guidelines and we can't get access to it can we give its control to COCA and FiCom?


 * Alex Torpy doesn't get back to us
 * DeeDee will talk to Rae Ann about it


 * Smith Tea

5-college student government meet up Many from ficom can go

Wednesday, February 10th
Agenda:


 * Climbers Coalition- holds, previously-denied box and lock
 * emails
 * project reportbacks

Minutes Present: Julia, Daniel, Ananda, Jackie, Madeleine, Zilong, James, DeeDee, Frances (late) Zine Collective came in


 * Regarding the duplications charges
 * SJP thought that the request for zines for the conference had already been approved
 * This adds up to a lot because the pamphlets were in color
 * Was this request denied to SJP or Zine Collective?
 * Zine Collective
 * The initial request was also only for $150
 * How was the charging done? SJP went to Duplications and charged it to Zine Collective's Account
 * We have contacted Duplications and reminded them that it is required to check IDs
 * Did SJP print this after talking to Zine Collective?
 * The issue here is that FiCom would not have funded this purchase to begin with
 * Should we bring SJP in here to ask about this? We don't know if there was a breakdown in communication somewhere further down the line
 * Some of the SJP people are in their final semester of Div III
 * Can everybody come in together?
 * Send an email to SJP signers and the people who made the charges, inviting them in, CC Zine Collective
 * The issue does seem to be a breakdown in communication; we need to figure out where this happened
 * Can Zine Collective still make funding request?
 * It will depend on what FiCom decides tonight; there seems to be no reason to punish the club as a whole
 * Ideas from FiCom?
 * Why wouldn't we have funded this?
 * When the funding request came in, we said we would fund them for black and white copies, and put it in pending for another question. The group never got back to us
 * Should the people who made the charges be charged for the difference?
 * Suggestion that it is too early to make this decision because we have not talked to SJP yet
 * Issue raised with somebody who wasn't a signer charging a purchase to a student group account at duplications
 * This purchase was made before Duplications was checking IDs; this sort of thing used to happen all the time
 * The people who made the purchase should still be aware of problems that may arise
 * Why would Zine Collective tell SJP that they would cover the costs before being approved?
 * Zine Collective thought they had money in their account to begin with
 * Is SJP going to say the same thing that Zine Collective just did?
 * If we are going to reprimand anybody, we should talk to them
 * What about putting Zine Collective on the probation list?
 * Tabling the discussion for now, invite everybody in


 * Zoho

Counselor Advocates


 * Didn't realize they didn't have enough in initial advertising
 * Approved $7

Hampshire College Space Program came in


 * Regarding their pending trip
 * Student had an idea to have some people pay, and have FiCom work with people who can't pay for the trip
 * FiCom still can't fund much of this trip, no matter what
 * Group is also interested in holding a few community events upon coming back from the conference using resources acquired there to get others involved
 * Can you do some fundraising for people with financial needs?
 * We should be able to fund a small amount, providing you show us plans for fundraising
 * The only people that have shown interest have said that they would be interested even if FiCom could only help a little bit
 * Resubmit a funding request with a plan for fundraising

The Big Skunk Ape Project came in


 * Regarding publication request
 * Why color?
 * The publication is collaborative work between artists and writers, so there is a focus on art
 * Zine Collective said they might sponsor half of the price
 * Feeling that the color covers are very important
 * Can you make color samples and print the ones that you distribute in black and white?
 * The cover is the only part that is in color
 * This is planned to be a monthly publication
 * They are thinking that this publication is going to grow as there has been a lot of interest
 * Regarding collaboration: all groups get their money from the same place. Collaboration is looked kindly upon, but all the money comes from the same place
 * Approved $100

Amnesty International


 * Requesting $40 for color posters for the semester
 * Already have $5 in their account
 * We can't afford to give all groups color advertising, so it would be unfair to give one group the funds
 * How about using color paper if it is to make people notice the posters?
 * If made from color to b&amp;w, the cost goes from $40 to $3
 * Denied: you have initial advertising costs, we can't fund color copies


 * The issue with advertising money was resolved

Blacksmiths' Guild


 * Materials for blacksmithing DART class
 * Why isn't DART paying for this?
 * They're paying for Jacob to teach
 * Which is the right number? $350
 * No itemized breakdown, but there is a good reason why
 * Is this class being registered through EPEC?
 * It hasn't been yet
 * Make sure this happens if you want FiCom funding
 * Is this all student initiated?
 * The club has been trying to find a way for Jacob to teach for a long time
 * Will be transferred directly to Lemelson
 * Approved $350; register this course with EPEC!

Counselor Advocates


 * Calling service
 * Happens every semester
 * Approved $300

Shake and Bake


 * Complete works abridged
 * Trip isn't fourteen days in advance
 * They're going on the buses
 * Approved $160; ask them to advertise off their mailing list as well for future events

Amnesty International


 * Letter writing
 * How much did we approve them for last semester?
 * What about postage?
 * This is for 136 stamps, and if it is a weekly project, this seems reasonable
 * Approved $65

Magic Draft Club


 * Laser tag
 * They are also planning to work with Mythos and Excalibur
 * $627 gets 20 sets of reusable equipment
 * Rechargeable batteries would be a lot more expensive than regular battery packs
 * This is a huge investment; would laser tag really happen?
 * Yes!
 * Please meet with CLA about risk assessment!
 * Laser tag for Spring Jam?
 * Where will they store the equipment?
 * Magic Draft has a locker
 * Approved $627

Blacksmiths' Guild


 * Chileforge
 * This is expensive!
 * There is really only one forge that works right now
 * Would like to spread out the people working so nobody gets hit
 * What did Blacksmiths get last semester?
 * A power hammer
 * A Chileforge
 * The forge they bought last time is a bigger version; this is a smaller, cheaper version
 * How much of a difference is there between these forges? If it costs $100 more but is a lot larger, this might be worth it
 * $800 for the forge itself without stand and shipping, not a good enough deal to make a difference
 * Where is this forge going?
 * On the other side of the hot shop near the welding tables
 * The company is also giving them a discount
 * Approved $700

Gin and Tonics


 * Pitch pipe
 * Why do they need this now? Did the old one get lost?
 * It's only $16 and they're not going to ask unless they need one
 * Approved $16

Hampedia Project


 * New battery so Hampedia doesn't go down during a power outage
 * Wasn't bought last semester
 * Why is there so much shipping?
 * These are really heavy!
 * Approved $94

ReRad


 * Advertisements
 * Comes out to $22 once initial advertising is taken out
 * Approved $22

Counselor Advocates


 * Transfer to Community Health for meeting food over Janterm
 * Meeting food was frozen over Janterm
 * Do they have the money in their account? Then it shouldn't matter
 * They only have $33 in their food account
 * Denied: meeting food was frozen in November, and there is only $33 in the account. If the $33 is not going to be used, we can transfer this to CHC

Sexperts


 * Transfer from Sexperts budget to Center for Feminisms for meeting food
 * They have the money in their account
 * Approved $42


 * We are not reviewing the Change of Signer or Pcard requests? Not now
 * Signer appreciation event


 * Sundaes before Sunday
 * Hoodies should be there
 * Cost $3.50 each for cups, cost $5.50 each for make-your-own sundaes, with $60 charge for staff
 * How much is this total?
 * When would this be for? Maybe before spring break – before 3/24
 * The event would be so much better if we did make-your-own sundaes
 * Submit the request to COCA


 * Hoodies


 * Estimate of cost?
 * Waiting for a design
 * We have the number of hoodies we need, ask for how much it will cost


 * Climbers Coalition requests


 * Box and lock that they didn't buy last semester
 * The locks we have for the lockers won't work
 * Approved $10 for lock, ask them that it has to be keyed and they need to give FiCom a key
 * Approved $30 for the box


 * Hoodie art project – advertise more!
 * Meeting adjourned 6:08PM

Monday, February 8th
Agenda:


 * funding requests
 * Signer Sem
 * Signer Sem Makeup Sessions (this Wed 3-4pm, next Wed 12-1)
 * All-signer Email
 * Funding for purchases already made
 * $5 advertising not being given to students??

Reportback from Signer Sem: Comments from Pre-registration Form


 * signer sem. should be the first weekend of school. And Hampfest should be the second week. Making signer two weeks in slows down groups and makes finances very difficult for the first month of school and carries into the rest of the semester.
 * The shorter the seminar is, the better for everyone. (2 comments)
 * I love FiCom. I love it so much I want to take it out behind the middle school and get it pregnant.
 * Can FiCom really afford to order everyone sweatshirts? I know it's tradition, but I feel like there are much better and more necessary ways to use that money. (2 comments)
 * Comments expressing excitement/desire for hoodies (3 comments, popular question at Signer Sem)
 * lone wolf catering (2 comments)
 * Several comments expressing desire to move Sem to Sundays
 * It would be helpful if I knew more about what the signer' seminar actually is. I have little to no idea what we're going to be doing, so I don't know what to anticipate.
 * The signer seminar needs to be better advertised!! This is the first I'm hearing about it and it is in 2 days and I already have things to do on Saturday!
 * (SafeCom) I need help running a student group that others, namely FiCom and CLA believe in. I feel it will make future signers lives easier. Thoughts?
 * Beer with brunch would be superb.
 * shorter line then I thought!

Hoodie size


 * XXL 7
 * XL 17
 * L 47
 * M 104
 * S 80
 * XS 24

Preferred Date


 * No Preference 106
 * Saturday 103
 * Sunday 69

Signer Feedback, from Seasoned Signers Session


 * handouts are great!
 * liked when it was divided by what type of group you are, but didn't work well for some: what about dividing by extremely active groups, or groups that do a lot of events?
 * having an initial budget, one single deadline for the entire semester?
 * for regular events, funding, for those who have consistent events
 * current system feels kind of like shopping in advance, does not give real experience planning a budget
 * however, want to be able to make funding requests later in the semester
 * Real problems with relationship between COCA and FiCom, poor communication
 * desire to fold COCA into FiCom
 * desire to have COCA subordinate to FiCom
 * could make changes to the power structure with COCA, have FiCom be the governing body, make executive decisions
 * signer was told there were no rules to remove COCA if they commit an infraction
 * strong desire for clear systems of checks and balances
 * how can we have better collaboration between signers?
 * sodexho right of refusal. MANY complaints. strategy: request kosher, vegan, etc; go in and talk to the people who work there (Doug)
 * majority of signers don't know that holding ficom/coca accountable is the role of Council, how can we make this info more prominent?
 * CC- no community forum. we don't have All Community Meetings. used to be in RCC 5pm Fridays.
 * can we hold a community meeting? How hard can it be? Advertise it and ppl will come
 * desire for comments and complaints discussion board
 * record meetings/broadcast them: meeting minutes are not adequate to truly understand what went on
 * 1/3 of people would have shown up to this session if it were NOT required, **qualifying comment: they would not have shown up to last semester's Signer Sem if it was not required, but they enjoyed this specific session
 * Mixed Nuts, for bulk orders and catering, can pay with a credit card and/or fund transfer
 * checks and balances for space reservations!!! HUGE COMPLAINTS! Special Programs, how are you accountable?!
 * have a seasoned signer session before signer sem, to really discuss improvements and help plan signer sem

Minutes Present: Ananda, Jackie, James, Julia, Daniel, Madeleine, Zilong, Frances (late) Excused: Deedee Guest: Veronica Climbers Coalition came in


 * Update about Spring Break
 * About a week ago, there was a more detailed request emailed to FiCom for the spring break trip
 * Collaboration with other schools
 * Mt Holyoke contributing gas for another car (not listed)
 * There are about 21 people currently interested
 * FiCom has been trying not to fund expensive trips in full, and working with some groups as pilot projects in fundraising
 * Gunks trip is in pending why?
 * Risk assessment
 * Email FiCom after you meet with CLA for risk assessment
 * Box and lock
 * Lock went missing last semester
 * Never purchased a box, even though money was approved last semester; this needs to be re-approved now
 * Lock is for a separate box than the one requested
 * Email about the climbing holds was replied to


 * Funding requests

EPEC


 * $6.18 for duplications charge going over expected
 * Approved $7


 * FiCom is having issues with the $5 initial advertising; Marie would like to talk to somebody on FiCom – Ananda will meet
 * Meeting Thursday for FiCom members at 1PM to learn how to properly write fund transfers
 * Nobody showed up for the food tasting for Signer Seminar!

Sports Co-op


 * Have not updated their Hampedia page since 10/12
 * Inventory is not updated
 * Submitted a document for what they want for the entire semester
 * Did we buy them uniforms last semester? No.
 * Should we be asking them to submit each request separately, or reward them for knowing everything up front?
 * The request is itemized, so let them do it this way?
 * Sports teams are supposed to turn their uniforms back in
 * Pending: Hampedia update, questions on Zoho (how many people in a hotel room?)

Counselor Advocates


 * SAF money may not be donated to outside organizations
 * Denied: SAF money may not be donated

Slam Collective came in


 * Heard there are equipment lockers, want to know how to get one
 * Is all the equipment listed on Hampedia?
 * Submitted a funding request, it hasn't been approved yet
 * Funding request is for lamps
 * Is there anything Media Services has that works?
 * The only lights Media Services has are for filming, which can't be left on long enough
 * The lamps requested might not fit in the lockers
 * They break down
 * Check the lockers and see if they might fit the lamps, then come back
 * Alternate funding sources – don't know how to find funding apart from SAF. Asking from offices
 * List of “offices at Hampshire” - send people emails asking for emails
 * Ask offices to transfer to your student group account number; CLA can help you figure this out

Slam Collective


 * Equipment request – lights
 * Lamps don't have light bulbs in them when they are bought
 * Is this an issue?
 * When they come back, ask if they also want to add a request for light bulbs

Metalheads Machining Coalition


 * Cutting tools
 * Hampedia is not up to date
 * Is this amount of equipment reasonable? How many students actively use these things? A lot.
 * Do they need this many more? The tools dull.
 * Pending: update Hampedia

Metalheads Machining Coalition


 * Pending: update Hampedia, and contact FiCom once you do so


 * Make sure to let groups know to email FiCom when they update Hampedia

Contra Dance Collective


 * Why are they asking for another trip in February?
 * They want to go Friday and Saturday of the same week


 * Slam Collective gets set up with an equipment locker


 * Yes, they will want light bulbs

Contra Dance Collective


 * What does this come out to?
 * $98 = $70 admission + $28 for gas
 * Make sure that they know they have funding for two trips that weekend
 * Approved $98

Slam Collective


 * Lamps
 * Should we give them some money for light bulbs?
 * How much are light bulbs at Target?
 * They can always ask for more money
 * $10 for light bulbs
 * Approved $55; note that we gave them $10 for light bulbs

SJP


 * Publication
 * Every other week, at least 3 times during the semester
 * First month is 2 rounds
 * Comes out to $144 for the first two
 * Approved $144 for the first month

The Big Skunk Ape Project


 * Hampedia is not updated
 * Want color covers
 * Is this necessary?
 * Pending: please update Hampedia; are color pages necessary to this publication?


 * Do we want to move screening requests to COCA?


 * Sure

FiCom


 * $160 for the next month of food
 * How about $120? $160 seems a bit much
 * Approved $120

FISH


 * Does anybody here attend? No.
 * Is their Hampedia page updated? No.
 * This is a highly popular meeting
 * Pending: please update Hampedia


 * Why does Hampedia need to be updated?


 * People might contact the wrong signers

SafeCom


 * Been spending $35 for 11 people
 * Next month would be $140
 * Approved $140

New Leaf


 * Spend $10/meeting
 * Let them know that they have $100
 * Did they request the initial funding? Yes
 * Denied: let them know that they have initial food funding

Sexperts


 * Over the $4/person limit
 * Request again once money runs out
 * $4/person comes out to $176 per month
 * Approved: $176; come back when you run out

FiCom


 * Wants to put $100 from meeting food onto Pcard
 * Approved $100

Metalheads Machining Coalition


 * How much money is in Metalheads food funding right now?
 * No money is in their food budget
 * Design Conspiracy kept buying meeting food after food funding was frozen
 * Which semester is this for?
 * Pending: please update Hampedia; which semester is this for?
 * How do we have Design Conspiracy request meeting food?
 * Should we have one student group do this?
 * Please put somebody in charge of Design Conspiracy's meeting food and request meeting food on a month-by-month basis


 * Signer Seminar


 * Comments on the FiCom meeting minutes page
 * More people wrote that they want Signer Seminar on Saturday rather than Sunday
 * FiCom feedback from Signer Seminar?


 * Signer Seminar makeup sessions


 * This Wednesday 3-4PM, next Wednesday 12-1PM
 * Julia and Daniel will go to this Wendesday 3-4PM
 * James and Jackie will go to next Wednesday 12-1PM
 * Whichever other FiCom members can go should


 * All-signer email


 * Read aloud
 * CC Marie on all-signer emails
 * Trying to get an all-signer listserv in place
 * Expect signers to remove themselves from listserv if they are no longer a signer and do not wish to receive the emails


 * Funding for purchases already made


 * If we didn't approve funding for purchases already made, who would be held accountable for purchases made before they are approved?
 * What if this is something that we would approve anyway? FiCom doesn't meet every day
 * Large items (including instructor fees) still do need to be requested in advance
 * Even if we do put in this rule, we would probably just make exceptions
 * Sometimes exceptions are necessary
 * This rule would be incredibly difficult to follow without CLA checking every single receipt against a Zoho request
 * There shouldn't be an expectation of “we purchased this, now pay us back”
 * This mindset doesn't actually exist; we would be getting many more requests
 * This seems like a rather circumstantial rule to try to enforce
 * It is awkward to try to not fund somebody for something when they have already spent the money
 * How often does this happen?
 * Is this relevant?
 * It also gets really unfortunate if club members front and signers don't turn in forms
 * Suggestion to make this a rule, but work loosely with it
 * This is the rule; get permission first
 * Signers tend to forget a lot
 * Should we put this in the all-signer email?
 * It is not a large enough issue right now


 * How do we set up listservs now?


 * Contact Rae Ann; she can at least point you in the right direction


 * Pending requests

Climbers Coalition


 * Spring Break Trip
 * Why aren't the other schools helping out more?
 * They are funding the house rental ($1700)
 * Climbers Coalition has put a lot of energy into advertising and getting this trip
 * How much does their section come out to?
 * $2420, if we funded $100/person it would be $1100
 * Does the SAF helping to fund students from the other colleges fall under our guidelines?
 * Any Hampshire event is open the entire community; this line is tricky
 * If we give them some funds, they will have three colleges interested, and the Five Colleges Incorporated should match funds
 * Pam has already set up the van rental
 * Approved $1100; try to apply for funding through the Five Colleges, Inc. You will be a pilot group for fundraising, let us know how that is going.


 * Ananda is going to clear out pending requests from last semester

COCA came in


 * Weekly targeting budgeting has been going well
 * Trying to rework their officer structure
 * A lot of the money is going to be spent in the first few weeks
 * Gone through all of the initial $15,000
 * Fund transfers have been a little messed up; there is no ink in the printer. Re-request for this semester
 * Requesting $15,000
 * Gmail Calendar on Hampedia!
 * Updated as events are approved
 * Always includes how much the events cost
 * Zoho has been auto-sending emails from COCA
 * Halloween cost $40,939.13; maybe?
 * PubS never billed COCA
 * COCA emailed PubS after Halloween, got a reply, but never got a number
 * Where do EMT fees come from?
 * COCA will email PubS again to try to figure this out
 * Limelight bill was paid
 * May be able to get some insurance money for the missing light? FiCom and COCA have been getting different messages about this
 * The Hampedia page on Halloween is supposedly accurate, except for the Limelight cost
 * Wizard was a higher cost, Amherst Police was a lower cost, PubS was the same cost (as expected)
 * The $5K missing on Hampedia is PubS and the missing light
 * Spring Jam
 * FiCom has been waiting to hear from COCA
 * Rough projections puts Spring Jam at $30,000
 * Won't know music costs for a while
 * Spring Jam interest meetings (for the Hampshire community): Wednesday 2/17 and Friday 2/19
 * Send FiCom the breakdown of funds – submit it on Zoho
 * FiCom is trying to get everything on Zoho so that everybody can see it
 * Issues reworking Zoho
 * Going to export last semester's funding requests and decisions
 * Screening requests
 * Does COCA want these?
 * Sure
 * Make sure that groups have the licenses to show the films
 * Brand room has costs associated with it
 * Make-up sessions for Signer Seminar – announce at COCA meeting
 * Will CC COCA on all-signer emails

COCA


 * Submit the request for more money on Zoho
 * Approved $15,000
 * Do we want to consider putting more than $40,000 aside or talk about this later?
 * Talk about this later. COCA budgeted to have $40K for the semester and FiCom doesn't know how much money we're going to have for the semester until a lot of things clear
 * Additional food request
 * 12 people, make it $45 instead of $50
 * Comes to $180
 * Approved $180


 * Introducing our guest to FiCom!


 * We try to budget; we primarily try to figure out what is best for Hampshire


 * Meeting adjourned 7:01PM

Wednesday, February 3rd
Agenda:


 * COCA Halloween Budget
 * reportbacks from various projects
 * Interest group signups &amp; blurbs (email Pam Wed night!)
 * update policies on Hampedia (send out announcement)
 * all signer email and prereg

Minutes Present: Julia, Daniel, Frances, DeeDee, Zilong, Jackie, Ananda, James, Luke, Madeleine


 * Everybody needs to sign up for workshops to run at Signer Seminar
 * FiCom members – read over the handout that was sent out
 * We are working on transitioning to automated emails from Zoho
 * Zoho

Excalibur


 * Wants $180 of their Deathfest food on their Pcard
 * Approved

Climbers Coalition


 * Advertising on Magic Board; this is for one day
 * Is there an issue with buying the movie?
 * Pending: please meet with Carolyn about licensing

Climbers Coalition


 * Climbing Magazine
 * Misunderstood the definition of “publication” - should we change this to “printing”?
 * We won't make the groups resubmit for this
 * This is a subscription
 * Renewal, meaning they got it last year
 * Make sure this is stored in a common area
 * They do have a rack in a public space
 * Approved $30

Climbers Coalition


 * Rock and Ice
 * Another subscription
 * Can they get the older magazines archived in the library?
 * Approved $30

Climax


 * Postcards to advertise their meeting
 * Postcards should be 4 per page
 * They're putting them in the mailboxes, so they are using 375 pages
 * They will have $10 in their account from initial advertising
 * Approved $2

Climbers Coalition


 * Climbing holds – equipment
 * Expected to last at least ten years
 * Did we give them money for this last spring?
 * Does this go through COCD?
 * It's still FiCom; COCD is for things like infrastructure improvements
 * Climbers Coalition does not have any holds listed on their Hampedia page
 * We did approve them for other equipment
 * This gets them 5 sets of holds – how many holds are in a set?
 * Pending; please give us more details

Climbers Coalition


 * Large plastic storage box
 * Already funded one last semester
 * Denied

Hampshire College Space Program


 * Trip to Texas
 * Biggest Planetary Science Conference possibly in the world
 * Happens once a year in Houston
 * FiCom has been looking closely at trips, as they are the most expensive thing we fund
 * FiCom would probably only be able to fund around $500 for this trip
 * Hampshire College Space Program isn't expecting to be funded in full, but would like help
 * We don't want to hand over money for a trip that then wouldn't be able to happen – if we gave only a small portion of funds, what might happen?
 * Just getting the hotel room might help
 * It is only for one hotel room; it is still $1,600. Check nearby?
 * If FiCom funded this partially, it would still need to be open to the entire community, but not giving all the money would mean that not everybody could go
 * We are trying to run a couple pilot projects in fundraising
 * 5-day conference with a 3-day microsymposium beforehand, which is why the lodging is so high
 * Let FiCom know if you want to be part of the fundraising pilot – it would involve raising a significant amount of money
 * What amount can people pay for FiCom to be able to fund this at all?
 * It needs to be accessible to people; see what might be an approachable amount for everybody who is interested in going
 * Follow up with FiCom once you've decided what you want to do. Meet with Pam now for risk assessment. We are denying the original request now, so resubmit when you have more details.


 * Does any of this factor into anybody's Division III?


 * It needs to be open to the entire community


 * Back to Zoho requests

Climbers Coalition


 * Combination Lock
 * For the box that we just denied
 * Denied: what happened to the box from last semester?

Hampshire College Fencing Club


 * Want to replace their blades for safety purposes
 * Denied: please resubmit with an itemized breakdown

Alternative Sexuality Collective


 * Wickke Faire hotels
 * Approved last semester, fund transfer never physically written
 * Approved for $516

Climbers Coalition


 * To Worcester on 2/13
 * This was submitted ten days in advance, not ten business days
 * FiCom only requires things to be submitted ten days in advance
 * Comes out to $183 for 10 people
 * Approved $183

Contra Dance Collective


 * Brattleboro Dance
 * This is separate from the other dances that we approved them for
 * Comes to $94
 * Approved for $94

SafeCom


 * Want advertising and binders
 * Did we give them binders last semester?
 * Denied: please resubmit with an itemized breakdown of costs

Climber Coalition


 * This is an event!
 * COCA Already approved this
 * Denied

Hampshire Fencing


 * Tournament fees
 * They sent in a document – it looks like they should need a lot less money
 * Denied: please resubmit with an itemized breakdown


 * We need to fix the Zoho to make sure that people realize that requests need to be itemized


 * We should also update the main page on the Zoho to reflect funding changes

Counselor Advocates


 * Self-love baggies for Valentine's Day
 * Is this an event?
 * They're just making the bags, not holding an event
 * Approved $200


 * Need to check up on the lockers
 * COCA Halloween budget


 * They should be getting us their budget this week; we haven't heard from them yet
 * Send them an email reminder


 * Interest groups (Signer Seminar Workshops)


 * CLA wants blurbs – Ananda will do this
 * COCA needs to tell FiCom which groups they are running – CLA wanted them by Tuesday


 * Remind COCA to come in at 11AM to Signer Seminar
 * Funding policy changes


 * We need to update everything on Hampedia to reflect these
 * This involved searching for the pages that need to be changed


 * Ananda asks to be approved send out an all-signer email with a preregistration form tonight


 * Everybody needs to fill out the preregistration form, even FiCom and COCA
 * Approved


 * Did everybody review the PowerPoint? Are there any issues?


 * It's a bit wordy
 * It will be reformatted before Signer Seminar


 * Jackie will try to get some of the numbers before Signer Seminar
 * Emails


 * Five-College student coordinators – Smith College is hosting a tea on 2/26, Friday, 3:30-5
 * All the 5 Colleges are sending officers to discuss how student government functions at their college
 * FiCom needs to send people
 * Deadline to register – 2/19
 * Friday – board of trustees in SAGA from 12-2
 * SafeCom
 * Want to have a joint meeting
 * The only time that works for everybody is Monday at 6PM, during a FiCom meeting
 * Want security bluelights, thinking about fundraising, and using money that would have been used on stipends from the officers last semester
 * Can this be done? The money has gone back into 601


 * We do need to have a discussion about stipends this semester
 * SafeCom is trying to work out ways to finance the EMTs


 * Send an email to SafeCom saying that we will try to have some people drop by the Monday after next Monday at 6PM; next Monday is supposed to be our introductory meeting

Blacksmiths Guild came in


 * Want to send students to Haiti to help rebuild
 * Because this would be a service trip, if they were able to get risk assessment passed, what would FiCom say?
 * When would the trip be? Probably spring break
 * FiCom would still not be able to fund the whole thing
 * Make sure it would be an open trip
 * Go to the Five College Presidents Meeting


 * Meeting adjourned 5:59PM

Monday, February 1st
Agenda:


 * FiCom elections
 * Report to Council/community
 * First Council meeting
 * Slam trip
 * feb 24th deadline problem: we cannot guarantee you being funded through the entire semester. submit requests as soon as you know what you want.
 * Signer Sem handout- James reportback
 * hoodie contest
 * Signer Sem Preregistration

Minutes

Present: Ananda, Luke, DeeDee, Frances, Madeleine, Jackie (left early), Daniel, Julia, Zilong, James


 * Elections


 * According to Bylaws – Officers chosen by Director, then approved by 2/3 a vote by FiCom
 * Shall we change this? Is this too much power for the Director?
 * FiCom still has to vote
 * Would anybody else want to run against somebody chosen by the Director?
 * Whatever we decide, we need to do elections today
 * Jackie wants to run for Financial Director
 * Frances and Zilong want to run for Community Liaison
 * Julia wants to run for Director of Council Relations
 * Frances removes herself from Community Liaison, Madeleine wants to run for Community Liaison


 * Jackie Director of Finances? Unanimous.
 * Julia Director of Council Relations? Unanimous
 * Why Community Liaison?


 * Madeleine – wants to make sure all interest are fulfilled for each group and for the community as a whole within the financial constraint we have as a body. She has had a lot of signers come to her with issues already, and it has been helpful on both sides.
 * Zilong – suggests having two Community Liaisons as opposed to one; all FiCom members should reach out to bring the information we have to the signers. Also planning to stay with FiCom for the rest of his time at Hampshire.
 * What if there were two?
 * Would this affect stipends?
 * FiCom hasn't even discussed if anybody is getting stipends yet
 * The more community outreach FiCom has, the better
 * Were there any duties assigned that would be disrupted by having two people try to do them?
 * Worry about the voice of FiCom coming from two different people, and confusion about having a point person
 * Does the position itself have any real power?
 * Having a direct contact to the community, representing FiCom, indeed might have a lot of power
 * Suggestion that the advantage to having two people is bigger than the disadvantage, and duties can be coordinated and distributed
 * There are a lot of groups to check in on; having two people could help make this happen
 * There is also the concern of conflicting messages from both people
 * All large things, like all-signer emails, would still go through the entirely of FiCom
 * This position is the public face of FiCom
 * What is the worst that could happen?
 * We also don't really know what this position is yet


 * Motion to have two Community Liaison: 3 in favor, 2 against, 1 abstention. Motion does not pass.


 * Is this a tie? Yes. Director gets to break the tie. This was voted in as one position; Director decides that there will be one person in the position for now, but we will review this throughout the semester


 * Voting for Community Liaison – secret ballot


 * Zilong withdraws himself from the position – he has not been here for as long, and will still help. He will considering running for this position again in the future.
 * Madeleine for Community Liaison? Unanimous.


 * First Council meeting is this Tuesday. Julia will go – this is her responsibility now.


 * What do we want to bring to the first Council meeting?
 * What is going on with Council?
 * They don't have quorom yet
 * Would like to request that they run elections ASAP


 * Pending Slam Collective Trip


 * Want to use them as a pilot group to see how fundraising will work
 * We are not going to put any SAF seed money into their fundraising
 * Shall we announce at Signer Seminar that we are running a pilot program for groups with larger expenses to fundraise?
 * How much are we comfortable funding them? It is $1,126 without bus tickets or extra hotel room
 * Can't take Hampshire van for overnight
 * Who wants to start creating a fundraising page on Hampedia? This means adding a page to the esigner binder
 * Is fundraising allowable by our bylaws?
 * We will update our bylaws if the pilot project is successful
 * $1,126 still seems like a lot for 6 people
 * They are the first group we're ever asking to fundraise
 * This means, in order to get what they want, they need to fundraise about $1,000


 * Approved $1,126 for the trip
 * Feb 24 Deadline for request submission issue


 * Signers can still submit requests early
 * Issue calling it a deadline
 * Has anybody talked to non-FiCom people about this?
 * Deadline gives signers a sense of urgency
 * Does this really give us a good idea of where we stand for the rest of the semester?
 * Will people then not submit requests later in the semester?
 * Why not tell groups that we can't guarantee funding the entire semester? The later you submit your request, the less money you will get
 * It was very recently that FiCom told groups to spend, spend, spend
 * Do signers trust if FiCom or COCA will fund things if they are submitted later?
 * This forces groups to sit down and think about what they want to do for the whole semester
 * How is this an incentive?
 * A deadline gives a stronger message than just saying that there is not unlimited money
 * Do we want to make a deadline for requests over a couple thousand dollars?
 * This isn't a fake deadline, but how much will it help if signers can still request things after the deadline?
 * Won't groups submit requests that they don't follow through on?


 * Motion to have a 2/24 deadline for initial funding. 3 in favor, 2 against (Jackie has left). Motion passes. There will be a 2/24 deadline.
 * Signer Seminar handout


 * Forms are done, haven't been able to talk to Pam, will talk on Wednesday
 * Hoodie contest
 * Never given the go-ahead from FiCom to advertise – also waiting on the list of signers
 * Put a “hoodie size” on the preregistration form?
 * Signers will be upset if they aren't able to get their size
 * Will change the last sentence


 * Signer Seminar Preregistration


 * Anything to add to this form? Nope


 * Funding requests

Bart's Arm


 * Weekly figure drawing sessions – would like to pay the models $10/hr
 * Who are the models? We can't pay Hampshire students. Please meet with CLA and discuss the possibilities of using SAF money to pay the models. (cc Pam on this email)
 * Pending: who are your models?

The Omen


 * Want $12 for 1,600 valentines
 * Why 1,600? They want more than mailboxes, and people send more than one
 * Approved for $12
 * Ask them to update their Hampedia page and give the correct meeting time

Alternative Sexuality Collective


 * No longer needed – retracted by signers

Contra Dance Collective


 * Request for dances in Greenfield for the month of February
 * They use vans whenever they can, but can't always
 * They also have more than 8 people frequently
 * Approved $390 for February dances in Greenfield

Red Scare


 * Trip to Greenfield for a tournament
 * Mileage and admission are the only costs
 * Can they get a Hampshire van?
 * Approved for $293, ask if they can get a Hampshire van


 * Shoulld FiCom have a list of defensive drivers?


 * Public Safety will not release the list to students
 * When CLA processes the paperwork, this is checked

Climbers Coalition


 * Dartmouth competition trip
 * They have defensive drivers
 * Would it be any more cost-efficient to take a van?
 * Approved for $304, ask if they can get a Hampshire van

Climbers Coalition


 * Trip to NoHo on 3/1
 * Can they go on the bus?
 * Approved for $132 for mileage and admission, ask if they can use a Hampshire van

Climbers Coalition


 * 4/3 Farley Ledges trip
 * Only cost is mileage
 * Approved $47 for mileage

Climbers Coalition


 * Gunks trip
 * Need to meet for risk assessment
 * Is there a way to edit Zoho to make it if you put in over 250 miles for a trip, it can ask if you have met for risk assesment? This is difficult, but we can try
 * Please advertise your trips well
 * Pending: have you met with CLA for risk assessment?

FiCom


 * Red Scare calendar
 * Our calendar is out of date!
 * Approved for $20 for a calendar

HCEMS


 * Repairing bikes
 * Have they talked to the bike repair people on campus?
 * Yellow bike is not very active now, and the group would still have to pay for equipment
 * Approved for $120

The Omen


 * Want $2,100 for the entire semester
 * Last semester we took money back because they didn't print anything
 * Should we fund them just until we are pulling money back? i.e. for the first two months; four issues
 * 4 issues, 350 copies; 1,400 copies total, $1,344 total
 * Approved $1,344 for four issues. Please request more funding when this runs out.

Slam Collective came in


 * Coming in to talk about ACUI and Slammasters trips
 * ACUI
 * FiCom is not going to be able to fund this in full; we would like to work with Slam Collective to be a pilot project in fundraising and support this project
 * FiCom will be funding $1,126 for the trip (one hotel room and full admission for everybody); fundraising is needed for the extra hotel room and for bus tickets
 * Slammasters
 * This is only for one person
 * How is this required? In order to be a PSI registered venue, you have to send a representative to Slam masters
 * This is a consistent problem for a lot of venues
 * Have to be a PSI registered venue in order to compete in most of the competitions that they participate in
 * FiCom has been aiming somewhere around $100/person for most trips
 * Regarding the hotel – one night can be taken off the request
 * Is it at all possible to not stay at the hotel?
 * This is the host hotel, and it's in Ohio, so we don't know about public transportation in the area
 * What happens if we can only fund about $100?
 * Hampshire is currently the only school to send a representative to both national and college competitions
 * This allows Slam Collective to bring in performers for much lower prices, and generally gives the college a good reputation
 * Has Slam Collective tried going to offices on campus? Since this is so unique to Hampshire, maybe the President's office would be willing to contribute
 * The Board of Trustees is having an open meeting with students at lunch on Friday; maybe you can bring this up there
 * We'll put Slammasters in pending for now, and have them contact us as to where they are on this once offices have been contacted. Plane ticket should be bought as soon as possible, though!

The Omen


 * Valentines issue
 * This is separate from the normal issues
 * Want 300 copies, and this issue is generally gigantic and well-received
 * Approved $630 for Valentine's issue


 * Additional Food Requests

Excalibur


 * Have been frustrated by having big meetings before Signer Seminar and being unable to pay for food
 * Request for the DM planning meetings
 * These meetings are usually very long (3 hours or so)
 * Do we usually pay for these? Yes
 * Weren't we talking about funding only one meeting per week per group?
 * Lots of people do plan events but don't get food funding for planning meetings
 * If Deathfest had their own club, this wouldn't be a problem, would it?
 * This could also lead into discussing food funding in general
 * FiCom is funding closed groups now
 * Approved $360 for Deathfest planning meetings. Deathfest better be awesome!

Excalibur


 * For normal meeting food
 * Spend about $3/person at this moment
 * Requesting all but $50 on the Pcard
 * This is probably to get the funding sooner
 * What is the $50 for?
 * Approved for $670 for meeting food on the Pcard. Ask if they are expecting the $100 in initial food funding, and how much extra is really needed.

Zine Collective came in


 * To talk about duplications expense
 * No idea where this came from
 * Duplications says that they should find the dates for the expense – Zine Collective will go talk to Marie tomorrow and then head back to Duplications
 * Come back into FiCom once they have the information
 * The forms that Duplications has should say who did this
 * Zine Collective never wound up printing anything for SJP, so this probably isn't the issue
 * Unless somebody thought that Zine Collective was going to pay for this
 * FiCom doesn't know what they would do at this point if that is what happened
 * FiCom cannot find any Zine Collective requests that were approved


 * FiCom is down about $40,000 from last week
 * Signer Appreciation – CLA has not officially approved the new groups yet, so FiCom does not know how many signers there are
 * Signer Seminar PowerPoint will be emailed to everybody; please look it over before our next meeting
 * FiCom members come in at 11AM to Signer Seminar this Saturday
 * Feedback from COCA meeting? The notes will be online tonight
 * Anything to talk about now?


 * Madeleine would like to know how as Community Liaison she should attend cultural center meetings and other closed meetings of groups to which she does not belong; email them beforehand?


 * Luke has changed the time on every single FiCom poster to make it correct – distributed to FiCom members to poster
 * Is there anything FiCom needs to discuss?


 * We need somebody to work on coordinating Pcards
 * FiCom automatically denied any group that has had funding issues
 * Julia volunteers to work on coordinating Pcards, with help


 * FiCom has not received any replies from COCD


 * Send another email


 * Fund transfers – make the numbers reflect the zeroing out of accounts


 * Julia will check in with Marie about this. FiCom gives their approval for her to fix fund transfers as need be.


 * Aim for next Monday's meeting as an introductory meeting
 * Initial funding will be distributed after Signer Seminar


 * The numbers in the current Weekly Financial Report do not reflect how much money is in your group's account – don't spend the money that FiCom hasn't approved this semester!

The Urban Word came in


 * Wants to know if their group is going to be approved as a recognized student group for Spring 2010
 * FiCom will take care of this


 * ACUI certification for Slam Collective


 * To compete in the tournament we approved them for
 * Approved for $85.


 * Excalibur was counting on the initial $100. We can transfer $150 to their meeting food account now, and not giving them initial funding.


 * Approved $150 to meeting food for Excalibur. Make sure they do not get the initial $100.a


 * Meeting adjourned 6:52PM

Wednesday, January 27
Present: Julia, Daniel, Ananda, Luke, Frances, Madeleine, DeeDee, Zilong, Jackie, James

Minutes


 * Meeting w/ COCA


 * Best times – appears to be this Saturday
 * Meeting in the FiCom Office or Council Room
 * Meeting Saturday 4PM


 * Zoho requests

EPEC


 * Misc request for $350
 * Want to continue the Salsa class
 * Class was very popular last semester
 * $50/class, 7 classes
 * Approved $350

Slam Collective


 * Slam Masters
 * Allows the club to remain certified
 * Only one person
 * What do we do? We need to give them an option as to how to do this
 * They have been certified for the past two years
 * Why would this trip be a requirement?
 * What about the other request for certification?
 * The other request is the fee to be certified, this is a meeting to remain certified
 * Pending: please come in, is this truly required? What would happen if FiCom could not fund this trip? Are there any ways to save money?

Asian Media


 * Anime Boston, 4/2-4/4
 * Haven't started advertising, have at least 4 people definite
 * This is not the official hotel; it is cheaper
 * Why do people have to stay in hotels? What about hostels?
 * Want to be as close as possible to where the event is, or else there are additional transportation costs


 * System administrator came in from Student Computing Initiative


 * Looking for a place for students to keep servers, the FiCom office was discussed
 * If SAF money is going to be used, projects need to be student-initiated
 * This room already gets pretty warm!
 * Come back in when there is a full proposal
 * If this is just a question of storage, why not?
 * Are there other committees that want to use this space as well?
 * Who would pay for remodeling the space?


 * Back to Zoho

Anime Boston


 * Asking for $600 because they don't know when the $500 for 2 rooms will expire
 * What about hostels?
 * Transportation costs in the city are not covered
 * Should we pend this?
 * If it doesn't get done quickly, we might lose this option

UMOJA came in


 * FiCom only pays for half of registration fees above $50
 * FiCom would pay $51 towards this registration cost
 * Is there any way to get around this?
 * UMOJA has never had an opportunity like this, and has never asked for this much money
 * If students have to pay for half their ticket, they won't be able to go
 * FiCom doesn't have enough money!
 * There are ten students that want to go, at $105 per student
 * Mileage would be $180
 * Was the dinner included in the registration?
 * Seems like it – can email the conference again
 * FiCom is trying to figure out if we can put in place some fundraising
 * We'll review this request once we know how much money is needed
 * Deadline is the 30th of January; if it goes past that, it'll cost more
 * What to do if they don't get all the money?
 * Apply to offices on campus
 * The only part that FiCom would not be able to fund would be the 50% of admission
 * The group is also not asking FiCom for hotel money
 * Didn't Excalibur go on a trip that got paid for, including hotel rooms? Yes
 * UMOJA is reducing costs anywhere they can


 * Reviewing this request


 * Hotels are a huge part of trip costs
 * We do have this rule about tickets
 * If it were a similar conference that were half the price, but had hotel rooms, wouldn't we pay for it?
 * How do we address this issue?
 * This conference comes out to a little under $100/person
 * The group is looking to make it as cost-efficient as possible
 * Are we making an exception to the guidelines?
 * Sentiment that we should rewrite the guidelines
 * The guidelines do state that exceptions can be made in extraneous circumstances
 * We are willing to pay the additional cost for admission as they are willing to forgo a hotel and use only one van for up to 12 people
 * FiCom needs to try to not make value judgments, but be aware of the limited funds
 * Should FiCom start thinking about a cost per person policy for trips? This seems like it would make more sense
 * There are 10 as opposed to 14 people
 * Approved for $1,122 for UMOJA for the trip
 * What about Slam Collective? We haven't figured this out yet – most of the extra cost is for the hotel


 * Submitted Trip Requests

Asian Media


 * Total amount comes to $1,265 for 12 people – it's about the same as the other trip we just approved
 * Approved for $1,265 – please try to get the cheapest possible lodging

Alternative Sexuality Collective


 * Leave this one for now – not enough info

Contra Dance Collective


 * Want to go to Greenfield; submitting for the entire semester in one request
 * Should we make them submit individual requests?
 * They are going the same place every time
 * Should we fund them just for a month, like food funding? Or should we fund them just for one trip?
 * How many trips are they going on?
 * Denied – please submit a more detailed budget breakdown. We usually have groups submit a separate trip request for each trip. We may be able to fund you on a monthly basis.


 * Equipment

Blacksmiths Guild


 * Going to resubmit with better numbers
 * Denied – resubmit

HCEMS


 * Medical supplies on an as-needed basis
 * Equipment carried in the packs; this is listed
 * Assume that we should put this on the Pcard
 * Is this how much they spent last semester?
 * This is less
 * How much was spent just on medical supplies last semester?
 * Is this the prediction for the entire semester or just a portion of the semester?
 * Shall we approve for $1,000, and have them submit a new request when running low
 * What about submitting a budget for the semester?
 * This is a blanket budget – this is an exception to a lot of FiCom rules, but it is very important that HCEMS be able to have the right supplies at the right time
 * Don't want to see them not be able to get money later in the semester
 * Spent over $3,000 on medical supplies last semester?
 * Should we put this in pending? Need to give them some money right away
 * Should we approve for $1,000 and have them come in to talk about where the $2,000 figure comes from
 * Approved for $1,000; please come in to discuss the $2,000 number


 * Publications

EPEC


 * Booklet for Saga made by a Janterm EPEC
 * $36 for 100 copies; only $0.36/booklet!
 * Approved for $36


 * Additional Food Requests

ASL Collective


 * Want a food budget of $350 for the entire semester
 * We need to make sure if we do this that they don't get the initial food funding
 * They already know what they're going to do, and have a contract with Sodexo
 * Approved for $350, they will not get initial food funding

BBQ Militia


 * 3 BBQs
 * This comes out to $525 for the entire semester
 * Should we approve just for 2 now and have them come back later?
 * What about just for the first one and ask them to come back?
 * We do food funding on a monthly basis
 * Approved $175 for the first BBQ, come back for later requests


 * Fund Transfer Requests

Counselor Advocates


 * Fund transfer no longer relevant


 * Slam Collective trip – ACUI tournament


 * How much did this cost? Over $2,000 for six people
 * We have always asked groups to put 6 in a hotel room
 * $2,144 is the total amount – this is $357 per person
 * Without the bus costs or the second hotel room, this is $1,126 – which is $187.6/person


 * We've spent almost $4,300 today
 * Slam Collective Trip


 * Is only 6 people – it's going to be a large cost per person
 * Suggestion of $100 to $120 per person
 * Does $720 cover admission and travel? It covers admission and bus tickets almost perfectly
 * There is a hostel with 6-bed dorm rooms which is 1.3 miles from Emerson College
 * Would this come out any cheaper?
 * FiCom agrees that we cannot fund this trip in full
 * Do they still have time to fundraise? Yes
 * How have they done this in the past? FiCom has always had the money to do this
 * Suggestion to give the money, if they want to fundraise, and have them work with us to find exactly how they are doing it
 * We can't really do this
 * What if they fundraise without using SAF money?
 * This is fine
 * What about giving them just the money for the admission and one hotel room?
 * We aren't going to get to a final number right now – send them an email update saying that we will be able to fund some of this, and have them come in – we want to continue working with them
 * Pending – send them an email


 * Agenda items for the meeting w/ COCA Saturday 4PM – can FiCom meet for a few minutes beforehand?


 * FiCom members show up at 3 – FiCom office


 * Everyone think about outreach and advertising
 * Pcard update: Magic Draft has been trying to get money on their Pcard for two weeks – it hasn't shown up yet


 * Nobody is giving them any information


 * Meeting adjourned 6:02PM

Monday, January 25
Agenda:


 * Review pending Slam Collective request
 * Signer Sem Presentation
 * Report to Council/community

Minutes Attendance: Ananda, Luke, Zilong, Madeleine, Jackie, Frances, Julia, Daniel, James


 * Soccer team, part of OPRA came in


 * Been playing indoor in Greenfield
 * Understanding that the funding the last few years has been through FiCom through OPRA – it has been through Sports Co-op, a student group which works very closely with OPRA
 * Email Sports Co-op student group for questions about sports funding
 * Expect an answer to if you've been funded within a week (if you've submitted the request on Zoho) – it might take a week or two for money to move around


 * Zoho requests

Slam Collective


 * Trip
 * Is actually during the school year, not in the summer
 * Only four nights, not five
 * Two rooms is too many for six people
 * 6 students, comes to $1,240
 * Everything fits within the guidelines
 * This is for four nights
 * Should we have groups fundraise for things like this?
 * We probably wouldn't be able to figure out a policy tonight
 * This request is for April
 * There must be a reason they are requesting this now
 * Tabled for now, come back to it later


 * New funding requests

Slam Collective's misc request tabled because it's for the trip we haven't decided on yet

Excalibur


 * Subscription to Backpack (online project management system)
 * Aren't there much less expensive services?
 * This system works very well; much better than the less expensive ones
 * Excalibur has already started using it – don't know when the 30-day free trial was started
 * $50/month
 * Approved for $50 to go on Excalibur's Pcard


 * Trip requests

Alternative Sexuality Collective


 * Wicked Faire
 * Ticket prices will raise on 2/1
 * How much gas money would be needed?
 * $406
 * How much would this trip cost per person?
 * The total approved for the trip would be around $1300. The trip is for 15 people – this is less than $100/person
 * Approved for $881 to Alternative Sexuality Collective for tickets and gas reimbursement

Hampshire College Space Program


 * Lunar Planetary Science Conference
 * Asking for plane tickets
 * Projected attendance of 5
 * What has this group done this past semester?
 * What about fundraising?
 * Trip is for a long period of time
 * Pending: please come in to talk


 * Fund transfer requests

Metalheads Machining Coalition


 * Requesting to move money to Lemelson for items they bought
 * Did they ever request the funding for these items?
 * They have money in their account – where did it come from?
 * Pending – ask if they submitted a funding request to FiCom for the materials
 * Found approval on 10/1 for $1,500 to build a lathe; they want to use the leftover money?
 * Then they need to submit a funding request on Zoho
 * Why is this not on Zoho? It was still viewable in other places
 * FiCom needs to NOT approve anything via email for the spring


 * Additional food requests will be reviewed starting next meeting, when spring semester has started
 * Emails

Alternative Sexuality Collective Queer Sexuality Conference


 * Requesting money to help fund it, as they haven't heard from COCA
 * The problem is that it is an event
 * FiCom has approved event money before in extenuating circumstances
 * Can this go through COCA?
 * Been trying to ask COCA for all of Janterm
 * Have gathered $1,000 for a band (Coyote Grace) who would also be hosting workshops; need a response by tomorrow or they will be taking a different gig for that day
 * What would COCA say? Would there be any problems with this?
 * Once there was an amount, work with the band to figure out how to get lodging, travel, etc, within that price
 * Why hasn't COCA funded this?
 * They were uncertain of their funding situation for the spring
 * COCA has been supportive of the event, and has said that they would help once they knew their situation
 * Make sure that this would go through COCA eventually
 * There are still additional funds to be requested through COCA; we just need the extra money for Coyote Grace now so that we can be sure to get them to Hamphire
 * Worry about starting the semester on the right foot with COCA
 * We want student events to be able to happen
 * FiCom has been trying to contact COCA to talk about situations and funding
 * COCA would be meeting tomorrow at 7; this would not help us get information to the band in a timely fashion
 * Madeleine motions to approve $1,000 for Alternative Sexuality Collective to cover the cost of the band for the upcoming Queer Sexuality Conference. Ananda amends that this is clearly an exception due to needing the information before COCA can meet, and that we will send them an email explaining the situation. Daniel seconds. DeeDee blocks, because this is not under FiCom's discretion. 2 in favor. 1 against. 3 abstentions. Motion does not pass.
 * Abstentions due to the fact that this is an event
 * COCA hadn't approved the event because FiCom never gave them money
 * There is a lot of tension between the funding bodies, and funding this would set a bad precedent
 * COCA hadn't not approved this event; they didn't approve the event, because FiCom didn't get them their budget
 * FiCom has been trying to meet with COCA
 * COCA sent FiCom an email asking about meeting, but it was only for one time and Ananda couldn't make the meeting
 * Asking the COCA members on FiCom: what do you think?
 * COCA would probably understand, as it is an extreme situation, and they have been waiting on their budget for a long time
 * Alt Sex has been trying to get funding all through January
 * It is incredibly frustrating to have these kinds of situations because the student government bodies can't find times to meet – this should not affect the student events like this
 * How would COCA react to giving the group the $1,000?
 * This is only one piece of a larger event
 * COCA would expect the funding request to them to be reduced by $1,000
 * COCA has said that they would be willing to approve this event, but did not know what their funding situation would be.
 * Madeleine's motion is repeated. Daniel seconds, DeeDee blocks. 4 in favor. 1 against. 1 abstention. Motion passes. Send COCA an email tonight! This is a big exception!


 * Signer Hoodies


 * Announcement for digests has been drafted
 * Deadline for submissions for art 2/20
 * Called hoodie company – needs to know what color hoodie, color ink, how many of what sizes, and picture
 * Cost depends on how many are needed
 * Can we get a projected amount for this?
 * Why are we talking about signer hoodies when we don't have money to fund everything else?
 * This is something that is always done for signer appreciation


 * Meeting with COCA


 * When works for FiCom members?
 * Doodle poll will be sent to FiCom and COCA
 * They didn't tell us any days that work


 * Signer brunch tasting


 * FiCom members going to attend


 * Zoho accounting


 * Business office is worried about not having paper trails
 * Ananda will meet with Wendy and Debbie


 * QCA


 * Didn't actually submit a fund transfer request?


 * Hampshire Halloween items


 * There is no documentation of theft for Hampshire Halloween items
 * Money would then have to come out of SAF, not out of insurance
 * This is for $2,733; that's a lot of money!
 * Add this to the email to COCA
 * Could a report still be submitted?

Magic Draft


 * Wants their Pcard money to stay in the account for spring


 * There is another Zoho request
 * Ananda will send an email to all signers to remind them that all paperwork to CLA must be submitted tomorrow – accounts will be zeroed out tomorrow!
 * There is a lot of money left over from the fall, even after FiCom had to start turning requests down at the end of the semester.
 * Zoho

Blacksmiths Guild


 * Bronze ingots
 * Have to wait until the spring, as accounts are being zeroed out


 * Need to make sure that today's fund transfers don't get zeroed out of accounts
 * Ananda will meet with Marie to go over how the zeroing of accounts will work
 * Signer Seminar


 * Abbreviated PowerPoint
 * Run-through of schedule
 * Read-through of PowerPoint
 * Initial food funding changing to $100, advertising to $5

Slam Collective came in


 * Hotel rooms – won't let 6 in a room
 * They would be getting a discount in this hotel because it's with the trip
 * This particular trip has been funded in the past without problems, and it's cheaper this year
 * Policy has been half of admission over $50 for the past couple years
 * Slam Collective says that there has never been an issue before
 * Not funding the full cost could bar some people from trying to compete
 * They can't fundraise right now as it isn't allowed at this point
 * FiCom in the past has had a lot of money to give out – not so much now
 * How would Slam Collective go about fundraising?
 * Possibly selling works, benefit show
 * The admission cost is the biggest issue
 * Could fundraising potentially help?
 * Yes
 * FiCom doesn't have any answers today
 * Try going to offices on campus?

Counselor Advocates came in


 * Had submitted two fund transfer requests to Community Health Collaborative for calling services
 * Was for more money than was in the CAs account
 * Didn't understand that no money at all had been transferred
 * What happened? CAs went over budget on food for a workshop because somebody was going to drive and get the food, but they were sick and it wound up costing a lot more (the food had already been ordered before the day of) to do delivery express
 * Submit a miscellaneous funding request for the extra amount
 * Then we will review the old pending requests
 * Waiting until miscellaneous request is submitted


 * Trip funding


 * Question of changing the admissions tickets policy


 * Fundraising


 * Can this be done on a case-by-case basis?
 * Groups want a clear-cut policy
 * Students shouldn't be charged for anything that is paid for by SAF
 * How would this be worked into SAF guidelines? We would need to make sure they reflected this
 * What is the benefit? What are the issues?
 * Issues with having the SAF used to help groups fundraise
 * Only if we give them the money with the expectation of the group paying it back
 * What if the fundraising fails?
 * We need to start tightening funding somewhere – expensive trips for small groups comes to mind quickly
 * The issue is trying to fundraise using SAF money, not fundraising in general
 * Is it reasonable to have a product funded by SAF to ask people for it?
 * Discomfort raised with asking a student group to raise money and not tell them how
 * Do any of the other five colleges use fundraising systems?
 * Mount Holyoke has a fundraising system in place which seems to work for them
 * This sort of thing cannot be implemented in the middle of a semester
 * How would this work for groups? Would the signers be able to understand it?
 * How many groups would really use this?
 * What about matching funds?
 * For FiCom approved purchases
 * Discomfort giving seed money for fundraising
 * Some want to try fund matching
 * What about funding up to a certain amount and requiring groups to fundraise the rest?
 * Trips vary a huge amount
 * What about something like “we'll fund specific pieces, fundraise for the rest”?
 * This allows everybody to know early on how much FiCom is giving and how much people groups would need to fundraise


 * Slam Collective


 * Do we think that FiCom would be able to fund this trip in full at the price it is now?
 * Don't know

Counselor Advocates


 * Requesting an extra $14


 * This was the extra amount from what they discussed before
 * Approved $14


 * Fund transfers for Counselor Advocates


 * These fund transfers were in pending because the money wasn't in their account
 * Approved $192 for answering service fund transfer to CHC
 * Approved $70 fund transfer to CHC for the active listening workshop


 * Signer Seminar PowerPoint


 * Will email this out to the FiCom members


 * Ice Cream Social


 * Tabled until Wednesday to figure out how many signers there are
 * Signers are from both last and this semester – but not everybody always shows up


 * Slam Collective and fundraising


 * Discomfort raised in FiCom funding the full amount for the trip


 * Want to start thinking about how to tighten funding


 * Don't want to have this happen midway through the semester
 * Don't want to raise the SAF


 * All of this would be a major change, and we need to include signers in this discussion
 * Can we do case-by-case fundraising this semester, but try next semester to put a better policy in place?
 * Another option is to realize that the SAF will run out, not fund any differntly, and stop funding as soon as it does


 * Groups which requested funding in the beginning would have events happening later in the semester
 * We want to avoid this option if at all possible


 * Fundraising


 * If we help them fundraise, they will learn about how to do events and things that fall outside of SAF guidelines


 * Talking to signers


 * Should ask signers their input
 * People don't read the all-signer emails
 * Can we put out a survey for Signer Seminar?
 * Encourage students who are thinking about putting together a trip or something to come in and work with FiCom before they submit a funding request


 * Meeting adjourned 7:04PM

Monday, January 18
Agenda:


 * Comics Collective pending purchase
 * statement to council
 * Signer Sem, do we want followup meeting?
 * use of part of FiCom room for student server room? Josiah Erikson is interested, office willing to pay part of wall moving costs and pay for equipment

Present: Ananda, Frances, Madeleine, Jackie, Luke Guest: Sean Fletcher Absent: Daniel, Julia, DeeDee, James, Zilong

Minutes:


 * Slam Collective:
 * Admissions (half) and hotel costs (not enough people per room)
 * ACUI 2010


 * Red Scare
 * 3800 house
 * 1900=deposit (reservation)
 * approved
 * Willing to pay for their own gas
 * Hampshire vans? Do they have a driver? Can they be renter overnight?
 * working with Pam Tinto on it
 * will get back to us
 * Approve for house funding and wait for more info on vans
 * Funding cap warning
 * this trip is their priotiry
 * 4 tournaments in addition to Spring break trip
 * We'll hold off on transferring funds to their account because all accounts are zeroed on 1/21


 * Circus
 * zorb ball waiver = looking really good
 * The Five College risk coordinator doesn't want it out at events? not looking good


 * Signer Sem Meeting
 * another meeting with pam (abbreviated pp.)?
 * We don't need to meet with Pam again
 * Follow up on Signer Seminar format
 * MLH + break out session
 * cutting down the introduction- too long and uninteresting


 * Comics Collective is working on getting books into library system


 * ZoHo: we're working on how to keep track of everything
 * pool all the info into one form
 * would be available to everyone


 * How does food funding work?
 * $120 given to each group that asked for it
 * additional funding requests
 * look at financial weekly reports from the beginning of the semester


 * Contra Dance Collective
 * Dance Flurry
 * we cut them to 2 rooms for 14 people
 * they still want 3 rooms
 * these rooms are mini-suits
 * 3 beds, 2 per bed = only 2 people sleep on floor
 * they can easily squeeze
 * if they're still upset, come talk to us
 * Admissions fees
 * not everyone can afford half the ticket prices
 * good opportunity for fundraising
 * $65 tickets
 * over $50, FiCom funds half
 * Ask students who can afford more to help cover
 * we should cover up to $50 instead of only half
 * we can't keep making exceptions for ONE group, ONE student, etc


 * Zine Collective
 * -$377 (negative money in their account), all duplications fees
 * signer can't come in because of class
 * come to a meeting during spring


 * Climbers Collective
 * they gave us $200 when we were short on funds
 * now they're $50 in the red due to an oversight
 * approved to transfer $50


 * UMOJA
 * trip request
 * 19-21 feb
 * black solidarity conference
 * no formal info about the costs
 * not sure what is included and what isn't
 * pending
 * please follow up with us when you have full financial info
 * we'll only pay half of the ticket fees ($103)


 * Food request for spring
 * (ignore for now)


 * QCA
 * $300 from general account to meeting food account
 * what is that money from?
 * please come in


 * Excalibur
 * $50 reimbursement
 * $2700 in general
 * Did COCA ever reclaim leftover event money? No, they never took back any leftover event money
 * approved to move $50 from general to food
 * weekly meetings should be meetings, not events
 * try to clear up grey area
 * meet with us about this to improve for spring


 * ASL Collective
 * Spent money they hadn't been approved for
 * due to miscommunication with the Dean of Students Office
 * made better plans for the future (will get 350 for each semester up front)
 * approve $303 fund transfer (from 601 to the Dean of Students Office)
 * reimbursement for ASL's weekly meetings


 * Josiah Erikson
 * IT wants a student server room
 * they'll pay for equipment and wall moving costs
 * it would take out half of the FiCom office (10x10 estimated)
 * will it infringe on our control of the space?
 * actual dimensions?
 * quotes?
 * where would the money come from? COCD? SAF?
 * who is spearheading the project? Students?


 * Statement to council
 * follow up with council about JanTerm retreat
 * disciplinary issue
 * signed off on a PO thereby spending SAF money, breaking FiCom's punishment
 * PO had a false account number, which alerted Marie to it
 * Has he signed off on other things?
 * why hasn't council done anything about it?
 * Pam wants us to submit an official statement to council
 * LOTS of complaints about it on ZoHo
 * we should compile a concise list of complaints, to present it to council
 * Frances might be able to do it (get back to it next week)


 * Retreat
 * 2pm this saturday (1/23)

Visitor Feedback:


 * People like FiCom as much as they hate COCA


 * Reportbacks
 * Hampedia
 * look over hampedia before retreat
 * Locks
 * reciept was submitted
 * Signer Appreciation
 * DeeDee not here
 * Sweatshirts
 * James/Julia/Dan not here


 * Jackie and FiCom numbers
 * total money approved about $80,000
 * didn't look at fund transfers (to avoid double counting)
 * 62 groups asked for money from FiCom (not counting initial food funding)
 * 123 groups submitted General Information Form for the spring
 * Request Data
 * Requests range from $25 to $8100
 * Mean: $1200
 * Standard Deviation: $2000
 * Median: $419
 * Caps
 * $6411 = 95 percentile (would affect 4 groups: excalibur, EMS, red scare, sports)
 * $4000 = 90 percentile (would affect 7 groups)
 * $2988 = 85 percentile (would affect 10 groups)


 * $2247 remaining in FiCom's fall account
 * 21st is the last day for paperwork


 * Queer Sexuality Conference
 * We can't approve any funds because it's an event
 * We need to communicate to COCA about getting funds
 * remind them how installments work
 * they don't need to hesitate about asking for more money
 * we are impressed by their budgeting plan
 * we are happy to work with them so they receive their money in timely fashion


 * COCA
 * Schedule a meeting
 * email COCA about their funds
 * They voted to not spend the 5k over Janterm
 * They only have $2700 left
 * How did they approve the SafeCom event if they froze events?

Monday, January 11
Agenda:


 * Zine Collective, re duplications charge
 * Equestrian Team email re Probation List
 * Contradance Collective Dance Flurry request
 * James Baldwin Trip
 * Comics Collective
 * Signer Appreciation Event
 * Hoodies
 * Reminder, changes to meeting structure
 * be careful with elongated conversations: "Point well made."
 * if there is a funding request where ppl cannot agree, table it until end of meeting, let ppl think about the issue
 * PCards (additional notes + review from PCard training session)
 * ON PAPERWORK need to put in slot for PCard, have that amount get processed and sent to Mickey
 * charges will always be posted to your account within 7 days (average 1-4 days)
 * ONLY CLICK the "reviewed" box when you've turned in the paperwork

Minutes Note: The Janterm minutes are currently under the “Spring 2010 minutes” in order to make them easier to find, although the funds do not reset until Janterm ends. There might be a “Janterm 2010 minutes” Hampedia page made later. Present: Ananda, Daniel, Julia, Frances, DeeDee, Luke, Madeleine, James


 * A student came in


 * Wanting to hold a screening, not through a student group
 * Now Media Services is needed to hold screenings in a specific room
 * Cost of about $50 per screening, wants to screen for the next two Sundays
 * Trying to put on a screening to showcase the screening room
 * Student of post-modern films; wants to show off the films as well
 * This is something he wants to do by himself
 * Advertising on the hub and posters
 * Screenings require a fee to be allowed to publicly screen a film
 * Academic screenings might not require
 * Talk to Carolyn Koske in the CLA
 * FiCom does not fund screenings without the proper licenses
 * In order to get money?
 * Need to get permission from FiCom to do something not through a student group
 * Don't we have film-related student groups?
 * Worry that they might not have money; student groups do not have money sitting in their budget, they request for specific things, and FiCom can then transfer the money to their account
 * FiCom isn't meeting to approve any money between after tonight's meeting and next Monday
 * Perhaps try going to some of the offices on campus (CLA, Dean of Students, any Center on campus, etc)
 * Please fill out the comments and complaints form on Zoho and let us know about the space that you want to use and why it isn't accessible!
 * Try to submit a funding request through a student group for Monday
 * Money to pay the licensing fee can be requested
 * Is there a link to Zoho?
 * It's on your student group page under “Submit a funding request”


 * Reminders to FiCom


 * ”Point well made”
 * Tabling difficult request until the end of the meeting to give people time to think


 * Let's get through Zoho first thing since we're only meeting once a week over Janterm


 * Both the miscellaneous requests are intertwined with trip requests


 * Climbers Coalition


 * Janterm trip to Worcester to a climbing gym
 * 2 defensive drivers, 1 Hampshire van, 1 car
 * 10 students, might get more people wanting to go
 * Also want money so students can rent equipment


 * How much money does FiCom have for Janterm?


 * $4,000


 * COCA's budget is unreliable
 * Climbers Coalition


 * Submitted within 14 days
 * They've already met with Pam
 * Trip comes out to $318 + mileage
 * Approved $318


 * Climbers Coalition


 * Spring break trip
 * Collaborating with outing clubs at other schools
 * The lodging needs to be addressed ASAP
 * Pending, come in and talk about the costs and how you're working with the other colleges


 * Red Scare


 * Spring break trip
 * 3 vans, 30 people
 * 1 week to GA
 * The lodging needs to be addressed ASAP
 * Let them know about the possible cap on the student group funding for spring semester
 * Any sort of cap would be implemented alongside a fundraising system
 * Pending: come in and talk about the costs


 * Slam Collective


 * Summer trip?
 * National poetry slam in Boston
 * The policy is to not fund summer trips, this was an exception in the past because it is the culmination of all the work the club does all year
 * Pending: Where are you traveling from? What are the exact dates? Risk assessment?


 * Additional food requests – Food money is frozen!!
 * ASL Collective


 * Why wait to talk to FiCom for so long?
 * Shouldn't penalize the office if the student group made a mistake
 * Pending: come talk to us


 * Note: FiCom is only meeting one hour a week in Janterm.
 * Excalibur


 * Additional food money.
 * Denied!


 * Fund Transfer Requests


 * James Baldwin Scholars
 * JB trip
 * Were approved for $1,300
 * Asking to transfer $1,300 to the Dean of Faculty's office so that they can pay for it
 * Approved for $1,300 transfer from JB Scholars to the Dean of Faculty's office: please hand in the paperwork to FiCom, and make sure any money that isn't spent is returned to 601


 * JSU


 * Want to use money for Shabbat dinner over Janterm
 * Can't register the first Shabbat dinner of Janterm due to the 14-day policy
 * The money is already in their account, they just want approval to spend it for the Shabbat dinner
 * Shabbat dinners are reliably held every week, and this has been submitted to COCA
 * Have JSU issues from last semester been cleared up? Apparently so!
 * Where did the money in the general budget come from? Shabbat dinners that didn't cost as much as expected.
 * Approved to use leftover funds for the Shabbat dinner: please review your budget, and make sure this is submitted earlier in the future. Don't spend more than you normally would on a Shabbat dinner; don't go over $80.


 * Glass Collective


 * The equipment requests were already approved.
 * Approved: fund transfer from Glass Collective to Lemelson for $100 ($40 for kiln elements, $60 for oxygen tank)


 * Can a student group's entire budget be moved onto that group's Pcard? Submit a funding request in order to do that.
 * Zine Collective


 * Had a strange duplications charge
 * Signers were emailed, haven't come in yet


 * Equestrian Team


 * Requesting to be taken off the FiCom probation list, because the mistake was a FiCom oversight, not the team's mistake
 * We will take them off the list


 * Circus Folk Unite


 * Want to store the Hampster ball in FiCom's office
 * Yes, we'll let them store it here


 * 2-hour Signer Seminar planning session


 * Which times work?
 * This Thursday, 1-3PM, CLA


 * Purchase Orders were used incorrectly by student groups


 * There was a problem with some of them being used incorrectly
 * There was a PO signed by a person who is not allowed to move SAF money
 * It was requested that FiCom report this to Council
 * FiCom will come back to this Monday


 * Climbers Coalition came in


 * FiCom will email them asking for specific info
 * The Worcester trip was approved for 15 people, make sure any extra money goes back to 601


 * Comics Collective


 * 3 books not listed in the library
 * Send an email asking them to follow up for Monday


 * COCD


 * $2,787 for Fall 2009 deliveries of the NY Times
 * Automatically renewed, nobody realized
 * 2-year contract?
 * Ask that COCD ask that they follow up with the questions we have been asking them (communication, follow-up), CC all the signers


 * Contra Dance Collective


 * Dance Flurry request


 * Suggestion to change FiCom's policy


 * To fund up to $50 in ticket fees, as opposed to only half of anything over $50
 * Tabled until the Janterm retreat to take into account for Spring


 * Dance Flurry


 * FiCom is only reimbursing for half the ticket price
 * Total cost of the trip: $1,231
 * Will they be able to be refunded for tickets if people do not attend?
 * If they want to use the Pcard to buy tickets, but FiCom only pays for half the tickets – buy half the number of tickets on the Pcard, then collect money from the students to pay for the other half
 * Approved for $1,231


 * Janterm projects – think about what you'd like to work on (maybe an hour outside of FiCom meetings)


 * Improving Hampedia – Madeleine, Frances
 * Equipment lockers – Luke, Ananda
 * Semester budget analysis
 * Improving Zoho
 * Signer appreciation event for Spring - DeeDee
 * Signer hoodies – Julia, James, Daniel
 * Signer Seminar meeting


 * FiCom – can we approved $40 for ourselves to buy locks for the lockers for the upcoming semester?


 * Approved for $40 to buy locks


 * There is a new request
 * Magic Draft


 * Requesting to move all their budget to their Pcard
 * Pcard issue recognized of not having a delineation between the student group general and food accounts
 * Approved: $335 from Magic Draft's account (food and general) to be moved onto their Pcard. Will be turned in once we get the Pcard account numbers from the CLA


 * There will be a new question on the funding requests asking if they have a Pcard, do they want the money to go onto the Pcard
 * Requests like that do take up to two weeks for the money to be put on the Pcard after FiCom approves the purchase, as opposed to one day – groups will have to wait longer before they can make their purchases
 * Climbers Coalition


 * Send them an email asking if the request is still applicable? (It was submitted a while ago).


 * Meeting adjourned 7:15PM