COCA September 30th, 2010 Minutes

MEETING – SEPTEMBER 30th, 2010

Brit Jessica Martin Josh Kalei Emily Paul Sarah Nora Sam Jeremy Jorge Eliana Kristina

AGENDA

1. minutes 2. report backs a. sodexho b. non-HH lil’ cocas 3. event requests 4. HH (by 8:15) a. lil cocas b. map c. posters 5. Generate tomorrow’s meeting questions

Cyree gives proxy to Kalei. Jeremy is Fac.

Josh motions to approve the minutes. Jorge seconds. No blocks. Motion passes- minutes for 9/28 APPROVED.

Josh explains Saga meeting- Doug is giving up right of first refusal for student group food, introduces Saga catering for future.

EVENT REQUESTS

PENDING: SJP request for Palestine 101 (was pended due to overlap with In Solidarity With Immigrants) - $100 for food, $15 for advertising.

Josh: Did they get back to us? Kalei: No. Nina: We need to make it clear that groups need to respond to COCA quickly, due to pending bylaws and stuff. Martin: It’s not always clear what they’re supposed to reply to. Kalei: Bylaws not approved yet, but yes, we need to promote these new rules.

Kalei motions to deny, give them a chance to resubmit. Jeremy seconds. Josh blocks- the logistic reasons we would deny this for are our own judgments; no reason to deny this. Nina: How are we that week? Kalei: We’re not at budget that week. Eliana: We should tell them! We did. They didn’t get back. VOTE: In favor- Jessica, Jorge, Brit, Sam, Sarah, Martin, Nora, Eliana. Cyree (via Kalei) Opposed- Josh, Nina Abstaining- Kalei, Jeremy, Paul, Emily Motion passes, event denied.

EVENTS SUBMITTED

Council Minigolf- we tabled it to wait on Cyree finding the minutes about its approval. She is not here.

System explained: CC gets money through COCA; couldn’t request future semesters last semester, so this event fell through the cracks and has ended up needing to be retroactively approved. Goes from 611 to 601.

Eliana: Does this effect our budget? Kalei: It would come into this week’s budget.

Josh motions to approve- it’s happened, it’s a sad reminder of our old system that has now been changed, and the money has been spent- let’s close the chapter on this. Eliana seconds. Kalei blocks on principle. Nina points out that this is in violation of our bylaw about retroactive spending. Kalei notes CC overlooks our bylaws. IN FAVOR: Josh, Nina, Nora, Emily, Sarah, Kristina, Jeremy, Eliana, Cyree, Paul. OPPOSED: Kalei. ABSTAINING: Jorge, Jessica, Sam, Martin, Brit

Council Orientation food- already happened as well. Same situation as above.

Josh: This is becoming a bit of a habit. This is a bad system. They spend money, we deal with the outcome later. Nora: Council has had an internal dialogue about this issue; now it has been dealt with.

Jeremy motions to approve- we have to be consistent. Kalei seconds. No blocks. Motion passes- $37.50 for council’s food event.

Slam Collective- Carlos Williams Emily: When they submitted three, we approved one and denied the other two. We’ve approved much larger requests for groups at this point, so this would only put their semester spending for around $1,000. Kalei: I know we already denied this, but it’s on October 5th- we need to have clear laws about the 14 business day policy. Resubmission rules? Nina: Did they not realize this when they resubmitted? When was that? Kalei: They did it 3 days ago, came in Tuesday. Nina: So they thought the rules didn’t apply? Josh: No, we’re kinda jerking them around.

Emily motions to approve the event. Sarah seconds. Martin blocks. Nina: What we have to talk about is the bylaws, not this event. Martin: Is this their first event? Second. Martin rescinds his block upon learning more about the event details. Jeremy blocks. Emily notes that if this was last semester’s rules, pre-one meeting pending, this time frame would not have been an issue. Nina: We need these policies to get people to move timely and work with our schedule. Emily notes the event is small and flexible, the time frame isn’t about logistics but bureaucracy. Nina: We need to set a precedent. Jeremy: We need to vote on this. APPROVAL- Jessica, Paul, Jorge, Kalei. Jeremy, Sam, Sarah, Emily, Martin, Nina, Josh OPPOSED- None ABSTAINING- Cyree, Brit, Eliana, Kristina

Josh: Notes that 14 day business bylaw needs to be more flexible to specific events based on logistics and size and so on. Thinks resubmitted events should not fall into this. Jeremy: Resubmitted events should not fall into this bylaw, it’s unfair if they need to scramble. Kalei: Before this semester, we didn’t give money out once we gave them any money. Notes 14 day rule is one that we note because the business office follows it, and we have lots of paperwork to get in. Nina: We can’t have groups fronting own money. Kalei: 14 day rule is not artbitrary, it is for everyone’s benefit. One meeting in pending thing shouldn’t be a bylaw, it’s not flexible enough. Jeremy: Open minded to events that we do partial funding for (in terms of 14 day deal) Emily: What about 2 meetings in pending? That should give groups more time. Martin: Then they’d have a week, which we could clearly communicate. Kalei: If it’s in pending for 2 meetings, can they resubmit? Martin: If they respond to our changes that we pended it for, then yes. Emily: It would still fall into the 14 day rule. Jeremy spoke, didn’t catch it. Nina: By law could be, 14 days from your FIRST submission. I’m not sure if I like that that though, because it could be easily exploited. Kalei: A vote to change the bylaws- well, our voting for the bylaws are not in the bylaws. Martin: We’re talking about resubmitting and deadlines. Kalei reads bylaws outloud. Josh notes that it’s 7:50.

MICHAEL PISARO REQUEST Red Barn. $900. Cox is behind it. Eliana: Nothing that week. Josh: Makes a pitch, this guy is contemporary and significant and that is what our community is about. Nina: Into it, faculty behind it… $900 is a lot. Discussion: security and lighting and sound not mentioned, it’s on a Monday night.

Jeremy motions to pend, ask them for more details. Brit seconds. Kalei blocks- Jack is experienced in this process, he would have asked for those things, trust his judgement. Perhaps advertising money, but still. Nina commends them for getting money from Cristoph. Why are we pending? Jeremy just wants clarification, look at Monday still. Emily suggests we not hold them to different standards, they should still submit a full request with advertising and all. In the past, EMC didn’t advertise (Josh notes we shouldn’t hold them to a different standard! LOL). In Favor- Nora, Martin, Emily, Kristina, Sam, Jeremy, Eliana, Cyree, Paul, Jessica. Nina: We just complained about all this pending, and we just did more. Opposed- Nina, Kalei, Jorge, Josh

Feminist United Split between QCA, TSA, FUC for a total of $1100.00 between 3 requests. East Lecture Hall Nina: How much are performer costs? Structure of request would require 3 different contracts, Kalei notes. Nina would like them to come in to explain the request.

Josh motions to pend, given size of request, complicated nature, and time issue. Jeremy seconds. Kalei blocks- we’re not spending that week, they requested it, they’re collaborating, why wouldn’t we approve it all. Brit: What is total? Josh: $1100. Kalei: They’re getting $400 from other offices. Josh rescinds motion. Jeremy motions to approve. Emily seconds. Kalei blocks- contract stuff is still complicated! Josh suggests we approve and then worry about it later. In favor: Josh, Jorge, Sarah, Emily, Kalei, Cyree, Kristina, Eliana, Nora. Opposed: No one. Abstaining: Nina, Martin, Sam, Brit, Paul, Jessica. Motion passes for $747.50.

Part 2 of same event.

Josh motions to approve the QCA’s $200 part of the request. Jessica seconds. No blocks. Motion passes for $200.

Part 3 of same event.

Sam motions to approve the TSA’s $300 part of their request. Kristina seconds. No blocks. Motion passes for $300.

$1247.50 in total!

Urban Word- Greer Barnes resubmitted. Kalei notes that we can’t vote on it because it’s way expensive- we can’t transfer money, only endorse to council. Josh: We should, they’re working hard- pushed it back to October 22nd- and made it more specific. It deserves its day in court. Jeremy agrees. Nina thinks it’s good for another council to weigh in on this contentious and lengthy process surrounding the Urban Word request. Emily: We suggested they go to the 5 college board- we still don’t have much money and we should attempt to cut it down more before giving this to another committee. Brit notes that the meeting with the 5 college board still hasn’t met, and we can’t rely on it. Pushing contract dates is no good.

Jeremy motions to bring it to council. Nina seconds. Kalei blocks- we are not going to be able to fund this. Emily agrees, without more funding it’s not going to happen. Brit says this isn’t fair, as this is the group’s first event- one of two of the semester- and the 5 college board hasn’t met yet. Josh notes Brit’s presence in the room- as an urban word member- breaks protocol. Brit says she is not a signer, Kalei says that she is still a member, and as such should leave while we vote. She leaves. In Favor- Josh, Nora, Sarah, Jeremy, Cyree, Kalei, Jorge, Jessica, Eliana. Opposed- Emily, Martin, Paul, Nina. Abstentions- Kristina, Sam. Motion passes, it’s going to council.

HAMPSHIRE HALLOWEEN TIME

-Glowsticks: We can get 5 cents a glowstick- 500 for $25. Argument about number of glowsticks. Jeremy suggests we vote to approve an initial $100 on glowsticks. Josh seconds. Nora blocks- we spent $200 on candy, same on glowsticks. Josh doesn’t to follow this logic. More argument. Jeremy recinds. We do more research.

Jeremy motions for four cases of glowsticks (2,000) Kalei seconds. Martin blocks: let’s talk about attendance at Halloween. If we expect 3,000 people, shouldn’t they all get a glowstick? Kalei: We did it like that last year. Jessica notes that this was not big on the survey, Josh agrees. Martin notes that that survey was also about spending, and this is less than last year. Brit observes that 3,000 glowsticks are $160. More arguments. In favor: Everyone but Martin and Brit, who are opposed. Motion passes. COCA to order 2,000 glowsticks.

-Candy Lil’ COCA to meet on Monday.

-Haunted House -Martin spoke to Amy in Prescott- who passed on idea to housing directors and interns. They didn’t bite. Brit says that they didn’t act Dakin interns. Jeremy notes it was the directors, not the interns. -Nina talked to Nancy Apple, Environmental Safety. Meeting Monday. Did have to talk to Pam, felt we should collab with housing offices. Who now don’t want to. Pam doesn’t think it should be on Thursday- save our resources for Friday. Nina contends, it’s already part of the budget, as it is a block weekend, and it would be COCA staffing it. Sub-free issue. -Kalei stresses that all events are technically sub-free. -Nina: Does COCA still thing it should be on Thursday? Discussion ensues.

Martin motions for it to be on Friday. Brit seconds. Jeremy blocks. Friday is going to be insane, can’t also run a Haunted House. Brit argues it’ll be a draw and provide us with more diverse activity offerings. Jeremy: we don’t have any trouble selling tickets. Emily: The idea is that we’re all working Friday, and we can’t commit enough people (though Brit suggests we do have more people). Kalei: We will be busy with lots of variables and other things. Nina: Only way it’ll work on Friday would be if we did it early. Also, Pam’s opinion shouldn’t rule our decision making process. Likes idea of it as a pre-halloween hype-up. Friday is different, it won’t fit. Sarah: Also likes Thursday- what about circus involvement? Martin: We have the manpower, but I need to take it to circus first. Martin rescinds motion.

ACTION ITEM: Martin to talk to Circus.

Nina: What do I do about the Thurs/Friday thing? Kalei: Come to meeting tomorrow.

-Fireworks funding, Brit: Dakin said no. Prescott asked for an itemized budget. GE has not met yet. Merrill is also meeting tonight.

-Sharking: Sarah wore the shark suit around campus.

-Josh mentions need to get a map in, as well as a reportback from Pam about budgeting ahead of time- we can budget over and bring change back.

-Kalei notes Halloween is 4 weeks away, tomorrow is first staff meeting.

We begin to plan Saturday- 10am Faculty Lounge.

Discussion of posters. We look at Nina, Nora, and Sam’s submissions. A variety is good, we agree. Themes- movies? Kalei suggests a slow build set of posters.

Martin motions to approve Nora’s and movie theme. Josh asks him to rescind so we can make it more specific. Josh motions for first wave of posters to be Nora’s. Kalei seconded. Jeremy blocks for Pumpkin posters. Unanimous in approval, motion passes.

Kalei motions to approve pumpkins and Nina’s painting. for second wave. Jeremy seconds. Sarah blocks. Don’t like Nina’s. In favor- Emily, Jessica, Paul, Jorge, Kalei, Jeremy. Opposed- Sarah, Josh, Martin. Brit abstains. Motion does not pass; quorum is not met. Sarah motions we approve the pumpkins, just the pumpkins, for the second wave without the “get ready” which seems drug-related. Kalei seconds. Motion passes.

Josh motions to adjourn, meeting ends.