COCA March12, 2013 Minutes

CoCa Meeting Minutes CoCa

March 12th 2013

Attendance Ashley, Avi, Kareema, Anna, Yasmien, Xavier, Mandy, Carter, Jasmine, Jessica, Frances, Brittany, Sal, Lisa

Event Request

Not-a-student group(Genderf**k)

Date: 26-Apr-2013

Location: Dinning Commons

Event Breakdown: Lighting & Sound	$ 150.00 Peformer Costs	$ 0.00 Security	$ 250.00 Food	$ 40.00 Advertising	$ 10.00 Other Costs	$ 80.00 Please Explain	Food costs: I will be ordering a vegan option (either a processed snack food or vegetables w/ dip), a gluten-free option (gluten-free cookies), a non-dietary-restricted option (cookies, candy, or chips), and water (dispensers and cups). I need to have a reasonable amount of snack food for 200 attendees. I will consult w/ Sodexo to meet this goal while keeping the bill as small as possible.

“Other Costs $80.00”: The $80.00 requested here is for student event monitors, of which Event Services stipulated I would need 2. Student Event Monitors are paid $8.00 per hour, the event is 5 hours long (including set up and clean up time), so each will be paid $40.00. Total for paying the Student Event Monitors: $80.00.

Advertising: I will use the Duplication Center to make copies of flyers for the event to post around campus. I will choose an economical option for the flyers (8 x 11, not fancy, but w/ some color ink). Total Requested	530.00

Last meetings Discussion: Mandy motions to pend. Anna seconds. No blocks. Motion passes Event Discussion: Carter motions to deny. Vibe is already having an event on this date, please resubmit for a different date. Mandy seconds. No blocks. Motion passes. ………………………………………….Event Denied………………………………….

Hampshire Confucius(Welcome Back from SB Screening)

Date: 24-Mar-2013

Location: FPH

Event Breakdown:

Lighting & Sound	$ 0.00 Peformer Costs	$ 0.00 Security	$ 0.00 Food	$ 200.00 Advertising	$ 0.00 Other Costs	$ 0.00 Total Requested	200.00

Last Meetings Discussion: Xavier motions to pend. Lisa seconds. No blocks. Motion passes. Event Discussion: Xavier motions to approve with an added $5 for advertising. Kareema seconds. No blocks. Motion passes. ………………………………………….Approved for $205………………………………

The Omen(Omen 20th Anniversary!):

Date: 30-Mar-2013

Location: Library Lawn

Event Breakdown

Lighting & Sound	$ 0.00 Performer Costs	$ 0.00 Security	$ 0.00 Food	$ 300.00 Advertising	$ 5.00 Other Costs	$ 10.00 Please Explain	cups, plates, napkins, garbage bags for cleanup. Total Requested	315.00

Event Discussion: Carter motions to approve in full. Kareema seconds. No blocks. Motion passes. ……………………………………Approved for $315……………………………..

Not-a-student group(The Flag in our Front Lawn: Open Discussion):

Date: 11-Apr-2013

Location: FPH

Event Breakdown

Lighting & Sound	$ 0.00 Performer Costs	$ 0.00 Security	$ 0.00 Food	$ 150.00 Advertising	$ 5.00 Other Costs	$ 0.00 Total Requested	155.00

Event Discussion: Mandy motions to approve in full. Carter seconds. No blocks. Motion passes. …………………………………….Approved for $155…………….…………….

Blacksmiths' Guild(Steel Smelting)

Date: 03-May-2013

Location: Firepit

Event Breakdown

Lighting & Sound	$ 0.00 Peformer Costs	$ 0.00 Security	$ 0.00 Food	$ 100.00 Advertising	$ 0.00 Other Costs	$ 531.64 Please Explain	2 foot section of flue tile - $21.29 50 lbs dried, ground clay - $14.50 8lbs cellulose building insulation - $8.23 5 ft 24 inch wide chicken wire - $10.95 1/4 in copper pipe for tuyere - $16.67 approx. 200 lbs wood charcoal (not briquettes) - $425 Fire Permit - $35 Total Requested	631.64

Event Discussion Frances motions to approve $637 with an added $5 for advertising. . Mandy seconds. No blocks. Motion passes. ………………………………………Approved for $637………………………………..

Decolonize Media Collective(The House I Live In: Walking in Between Bars):

Date: 26-Mar-2013

Location: MLH

Event Breakdown:

Lighting & Sound	$ 150.00 Peformer Costs	$ 300.00 Security	$ 0.00 Food	$ 500.00 Advertising	$ 10.00 Other Costs	$ 85.00 Please Explain	We are purchasing the film through iTunes in order to be able to screen it. The cost is $12.99, we added a few dollars more in case of any tax that may be added. Our panelist Akil Gibbons representing the director of the film is traveling from NYC by Peter Pan bus. A round trip cost about $60.00 including tax.

Lighting and Sound: We will need someone to screen the film, control the sound and secure the mics for the panel after the screening. I honestly, do not know the prices to each of these, and so I have requested $150.00 to be on the safe side. Thank you! Total Requested	1045.00

Event Discussion: Jessica motions to pend this event. Multiple things need to be addressed with this event. Where is the performer cost going. Carter seconds. No Bloocks. Motion passes

………………………………….…Event sent to Pend………………………….

Non-a-student group(The Starving Artists Guild's Open Mic/Art Show/Barn Party!!!):

Date: 25-Mar-2013

Location: Red Barn

Event Breakdown:

Lighting & Sound	$ 0.00 Peformer Costs	$ 0.00 Security	$ 250.00 Food	$ 0.00 Advertising	$ 5.00

Event Discussion: Lisa motions to approve the event in full for $250. Carter seconds. No blocks. Motion passes. …………………………………….Approved for $250………………………………….

Anti-Sexists and Feminists United Collective(The Politics of Feminist Curiosity: “Considering how dangerous everything is, nothing is really very frightening.”):

Date: 28-Mar-2013

Location: CFF

Event Breakdown:

Lighting & Sound	$ 0.00 Peformer Costs	$ 200.00 Security	$ 0.00 Food	$ 0.00 Advertising	$ 0.00 Other Costs	$ 0.00 Total Requested	200.00

Event Discussion: Mandy motions to pend, we cannot transfer the money to this account. Anna seconds. No blocks. Motion passes. ………………………………………….Event sent to Pend……………………………..

Local Foods Initiative(Spring Jam):

Date: 20-Apr-2013

Location: Hampshire College

Event Breakdown:

Lighting & Sound	$ 0.00 Peformer Costs	$ 0.00 Security	$ 0.00 Food	$ 1,200.00 Advertising	$ 0.00 Other Costs	$ 0.00 Total Requested	1200.00

Event Discussion: Carter motions to pend this event. We need a breakdown of the food for this event. Ashley seconds. No blocks. Motion passes.

………………………………………..Event Sent To Pend……………………………………..

Sexperts(Sexperts Screening: Shortbus):

Date: 25-Mar-2013

Location: FPH

Event Breakdown:

Lighting & Sound	$ 0.00 Peformer Costs	$ 0.00 Security	$ 0.00 Food	$ 125.00 Advertising	$ 0.00 Other Costs	$ 0.00 Total Requested	125.00

Event Discussion: Frances motions to pend on the grounds that this event does not have an exact location. Xavier seconds. No blocks. Motion passes. …………………………………….Event Sent To Pend……………………………..

Not-a-student group(2nd Town Meeting):

Date: 03-Apr-2013

Location: RCC

Event Breakdown:

Lighting & Sound	$ 0.00 Peformer Costs	$ 0.00 Security	$ 0.00 Food	$ 736.00 Advertising	$ 40.00 Other Costs	$ 0.00 Please Explain	Here is our food & Advertising Request: Advertising: $ 40 for 75 posters at .3 per copy and 60 Mailers (4 per page) at .3 per copy. For the first town meeting we only got $29 dollars in advertising, and had to use additional funds in order to print enough mailers. Therefore I respectfully request a full $ 40 for advertising - it is very, very important that students are aware of the new student government - their vehicle for controlling their student life experience.

As far as food goes, here is our request, which should feed about 150 people: 10 Orders Tacos(2): Plain ($4 per order) = $40 20 Orders Taco s(2): Chicken ($5 per order) = $100 10 Orders Taco s(2): Potatoes & Carrots ($5 per order) = $50 10 Orders Taco s(2): Sirloin Strips w/ Onions & Cilantro ($6 per order) = $60 20 Orders Quesadillas(3): Plain ($5 per order) = $100 10 Orders Quesadillas (3): Chicken ($7 per order) = $70 10 Orders Quesadillas (3): Beef ($7 per order) = $70 4 Orders Tamales(12): Black Bean ($22 per order ) = $88 Platanos Fritos (feed ~50) = less than $60

food: ~$638 +tax: ~$38.28 +tip: $60 TOTAL FOOD: $736

Total Request: $776 (736 for food and 40 for advertising) Total Requested	776.00

Event Discussion: Lisa motions to pend. Frances seconds. No blocks. Motion passes. ……………………………….………Event Sent To Pend………………………