FiCom December 5 2009 Retreat

This page documents the FiCom meting discussions on Saturday, December 5th, 2009, from two to seven in the evening.

Agenda:


 * review agenda draft
 * review present monetary situation
 * brainstorm profit-generating enterprises (30 min)
 * Divide into small groups (60 min):
 * Equipment storage (lockers test group)
 * Equipment review of all semester’s purchases
 * Creation of open/closed info form for spring, info statement
 * Review of all comments/complaints submitted to FiCom
 * 10 min break!
 * Reportbacks from small groups (20 min)
 * Discussion of QCA, outreach to community (40min)
 * Discussion of FiCom and COCA, ideal decision-making structure, what to do about present situation

Minutes:

FiCom retreat Saturday, 12/05/09 Present: Ananada, Zilong, Luke, Madeleine, Daniel, Julia, MC, James (late), DeeDee (late) Excused: Jackie

Minutes


 * Agenda Reviewed
 * Discussion of whether Wills should remain a voting member


 * Ananda will email him, checking in; unless he objects, we will take away voting membership on Monday


 * Money situation


 * FiCom doesn't have any money
 * FiCom spends money as soon as they get it
 * This is what FiCom is for!
 * In Marie's notes
 * SAF is at about -$600
 * There is money coming back from Excalibur, 777, and money has been requested from the CC discretionary budget
 * Issues with the 777 budget and communication between FiCom and COCA
 * In every communication, FiCom has made it clear that the money will be moved back into 601; just like all funding requests, if the money is not used for what it was specifically requested for, the extra money must go back into 601; it cannot be spent on whatever the group wants to spend it on
 * Money from Quiz Bowl (643) can be taken back


 * Profit Generation Brainstorming Session


 * Could be an incredibly beneficial system
 * Accountability needs to be in place
 * Everybody only has so much time
 * Look at Mt Holyoke- they have a system in place where students can generate money, and actually have to pay back part of the amount of money they are given: http://www.mtholyoke.edu/org/sga/funding/budget_proposals.shtml
 * This is actually mandatory for their student groups
 * How does Mt Holyoke's system work?
 * They have very strict rules, including that money over the amount they have to pay the school back can be kept
 * Can Hampshire do fund-matching?
 * Should FiCom have options for ways to fundraise depending on types of purchases?
 * Student groups should not sell tickets, because this can exclude people from events
 * Using the SAF to buy materials to fundraise builds in accountability because the amounts of what is bought are transparent, and FiCom can request to know the amount that people are selling items for
 * What about things like bake sales?
 * Dangers of over-purchasing
 * Fundraising proposals, and FiCom isn't going to give out tons of money for fundraising, especially initially
 * Possibility of having some deadline for “by this date, this amount of money needs to come back”
 * Is the expectation to put all the money back into the student group account?
 * What to do if the fundraising falls short and money isn't made?
 * All purchases made with fundraised money must follow the SAF guidelines
 * If FiCom makes groups raise only a certain amount, and they exceed it, what to do with the extra money?
 * Have it for future purchases?
 * Rolling over?
 * It is important to keep track of how much each group fundraises, and spends out of that money
 * Matching for anything groups want to purchases after a certain amount
 * This system is trying to be put in place so that student groups won't be treated differently depending on when in the semester they submit their request
 * When would fundraising be needed?
 * For requests of a certain amount
 * I.e. trips, the zorb ball, etc
 * The SAF does roll over
 * Rolling over fundraised money into individual student group accounts instead of putting it straight back into 601 at the end of the semester
 * This can be put back into 601, so long as those specific amounts go straight back to each of the student groups that raised that money
 * FiCom does not want to create a 3rd account for fundraised money
 * What does FiCom want to do about suggested donations?
 * COCA's policy is that suggested donations can't be collected at the door
 * Should it be allowed to put a specific amount?
 * Should there be a FiCom donation box that only FiCom has the keys to open?
 * The money would go back to the student group that raised it, but this would build in a check from FiCom to see how much money was raised
 * This is NOT a good idea: student groups don't trust FiCom, FiCom shouldn't trust future FiCom
 * It is also a problem if anybody can open the box
 * What about having the CLA able to open it? Mixed feelings.
 * Why can't tickets be sold?
 * Some people can't afford it, events need to be open to the entire campus
 * Selling tickets for events and whatnot is something that COCA deals with
 * FiCom should talk with COCA
 * FiCom can present these suggestions to COCA, COCA doesn't have to accept them
 * Merchandise is perhaps the easiest to keep track of
 * Would groups have to submit detailed proposals every time they wanted to do fundraising?
 * What about accountability in fund-matching?
 * Fund-matching is for something groups already want
 * This brings social norms into play; the three-signer system means that all three are aware of the fundraising, and should share the desired goal they are fundraising for – there must be trust and accountability within that group, so that they self-police
 * What about groups that need a lot of money, especially if FiCom puts a cap on money to go to each student group?
 * Does FiCom want to implement this cap?
 * This is to be discussed after we get the numbers
 * Worry about merchandise being pushed and students being expected to spend money at “free” events
 * FiCom doesn't do events
 * There should be easy and well-advertised ways for students to submit comments and complaints to FiCom, so that the system is more self-policing
 * There is already a lot of room for improvement from within FiCom without this, we should keep this as simple as possible
 * Suggestion to implement profit generation based not off of SAF money
 * Also to come to FiCom if the initial cost is very expensive, to try to work something out
 * 6 minutes left on this issue
 * Jackie's suggestions: having FiCom members at events, but this would create a lot more work (or have COCA members, but this would still put a lot of extra work on students!)
 * Final thoughts?
 * We need to have discussions with the CLA and business office and COCA
 * Having money go back into student group accounts is relatively easy
 * Keep it simple!
 * Talk of Mt Holyoke's system being enticing
 * Groups would decide how much to sell their merchandise for, but FiCom would post this somewhere to make sure people know, increasing transparency
 * We don't know how many cases we would have to deal with
 * Experience from Mt Holyoke can be helpful
 * FiCom should work with groups on specific proposals, learn on a case-by-case basis in the Spring


 * Small groups! Topics: Media basement equipment storage; Reviewing equipment purchases from this semester; Comments and complaints form; Open/closed groups form

Groups are: Media basement – Luke &amp; Julia; Reviewing equipment: Daniel; Comments and complaints – Madeleine &amp; James; Open/closed groups – Ananda, Zilong, DeeDee


 * Reportbacks from small groups
 * Reviewing equipment


 * What still needs to be done:
 * check coca – Ananda has sent an email asking that they please let us know about all equipment purchased this semester, and ensure that it is on Hampedia
 * check cocd– Ananda has sent an email asking that they please let us know about all equipment purchased this semester, and ensure that it is on Hampedia
 * check council– Ananda has sent an email asking that they please let us know about all equipment purchased this semester, and ensure that it is on Hampedia
 * check miscellaneous - Done!
 * check other zoho forms - Done!
 * check non zoho submissions - Done!
 * check sports co-op
 * Some equipment needs to still go up on Hampedia


 * Media basement


 * Drafted a letter to send to signers of groups who have bee approved for a locker
 * Also drafted a letter to signers to ask for volunteers to nominate their group
 * Nominated: 28mm, Mythos, Magic Draft, possibly Knitting and Crafting, The Hampshire College Space Program, and a publications group
 * Drafted a contract
 * Have we seen the lockers? A few people have, they are like gym lockers (½ the size of the ones in the RCC)
 * Media Basement has asked FiCom to specifically choose the groups because they do not want a sudden influx of people
 * Does this not create problems, if we don't open it up to all the groups?
 * FiCom could send out an email asking if groups have problems storing items
 * All 6 groups that were chosen will be contacted
 * Locks are around $10-20 for 4

Letter to test groups: Dear Signers,  Congratulations! You have been approved to be a test group for a student group locker! These lockers are located in the Media Basement (Library Bottom Floor) and are accessible anytime the Library is open. These lockers exist for your convenience and to help you secure your club’s equipment. While FiCom does not expect your equipment to return to the locker after each meeting, we expect all the equipment purchased with the SAF to be accounted for and secured by the end of the semester. FiCom recognizes that not all equipment will fit into these lockers, but does expect your group to be accountable for any equipment not stored in lockers – as has been the case in the past. While there is an expectation that if you can store equipment in these lockers, you will, please remember that these lockers exist to alleviate a number of potentially stressful situations for signers. Henceforth you will not have to awkwardly store your equipment in your dorms or mods. Better still, you will not be asked to take your equipment home for the summer, or store it in the unsecured CLA basement. We will make these lockers available on (Month) the (Date), your group will be provided with one key to the padlock while FiCom will hold a second key. Please designate one signer to be responsible for the key. This signer will have to sign a contract with the John Bruner of the Media Basement prior to your receiving a locker. FiCom will not access your locker except A) upon your request (lost key, etc) or B) at the end of the semester to verify that all applicable equipment is present. Be aware, if a keyholding signer loses the key, that signer will lose keyholding privileges across all student groups. Love,  FiCom Letter to potential groups: Dear Signer,   Your group has equipment! FiCom is looking for some groups to help us test storage space we have procured in the Media Basement. These lockers are located in the Media Basement (Library Bottom Floor) and are accessible anytime the Library is open. These lockers exist for your convenience and to help you secure your club’s equipment. These lockers are about the size of lockers you may have had in High School, so space is limited. If your group has small equipment, please apply by emailing FiCom at:  ficom@hampshire.edu   Please include the sort of equipment your group has, and how much. Be advised that FiCom does not expect your equipment to return to the locker after each meeting. However, we expect full accountability for all equipment and we ask that all of your group’s equipment find its way back to the locker by the end of the semester, space permitting. Please email us by MM/DD. Love,  FiCom


 * Open/closed groups


 * Reading of zoho form

Detailed Mission Statement: Is your group closed or open? (Open is defined as all meetings and activities being open to the general Hampshire community. Closed is defined as having any meetings or other activities that are not open to the general Hampshire community. Learn more at [INFO SHEET]) Why are you open/closed? Do you have any other comments/complaints about FiCom, COCA, CLA, or Marie?


 * There is a Hampedia page with “FAQ” - this is read aloud
 * FiCom Open and Closed FAQ
 * No issues are raised with the forms


 * Comments and Complaints


 * Many of the comments &amp; complaints were referencing the recent “drag ball is cancelled” letter from QCA
 * several positive comments about Marie
 * Also noting that she is overworked
 * no positive comments about CLA, a few negative comments
 * Question of whether COCA is funding appropriately
 * Question of whether COCA events should have caps on their funding
 * Comments to COCA regarding Sam Light still having any say at all concerning where the SAF goes
 * Suggestion that the chair of FiCom should be elected by the student body at large
 * Suggestion that information should go to the community at large, not just to signers
 * E-mails and Hampedia are good ways to get out information
 * Problems with Hampedia have been voiced
 * Issues raised with food funding and closed group funding
 * Suggestion to rework SAF guidelines about closed group support
 * Suggestion to write a letter to the community regarding the QCA funding and closed group policies, and that FiCom and COCA are open to everybody, and that Drag Ball being canceled was a decision by the QCA, not by FiCom or COCA
 * Comments on signer seminar: complaint that there is not enough information given in the time signers are asked to spend there
 * Complaint that there is no spreadsheet that can be seen by/for an individual student group, for groups to keep track of their individual accounts
 * FiCom is trying to work with Marie to make Zoho put in place something like this
 * Suggestion to put a Zoho tutorial on Hampedia
 * Also a description of funding processes should be on Hampedia, as well as details
 * Comments relating to QCA
 * The only FiCom requests from ID-based groups that have been denied: the $0 food funding request (group asked to submit more information), and when a SOURCE group submitted multiple requests for food funding on the same day (groups only need to submit one request)
 * The only COCA events that have been denied are closed events, as well as when additional funding was requested for an event (COCA does not fund twice for the same event)
 * Complaints were about denied funding; we can't find any that were inappropriately denied
 * FiCom has funded closed ID-based groups for food during the entire semester
 * This now creates a discrepancy between FiCom and COCA, which operate under the same SAF guidelines
 * This needs to be a discussion with COCA
 * What about funding for closed trips?
 * Idea that this is to be a case-by-case discussion to avoid value judgments
 * Trips which are closed due to skill (i.e. climbers coalition trip) are still closed, just not in the same way
 * Sentiment that the comments are not talking about denial of funding, but the groups' interactions with the offices
 * Also, just because nothing has been denied, does not mean that funding hasn't been cut
 * There is a history here that is causing issue
 * There were allegations that the groups were continually denied funding
 * If COCA approved an event, they may have still cut funding, and was this perhaps disproportionately?
 * In FiCom, there are clear guidelines as to why things are being approved
 * COCA recognizes that this causes problems, and is working on guidelines
 * These guidelines will speak specifically to events, in addition to the SAF guidelines
 * Sentiment that COCA's minutes need to reflect that the decisions are made by the entire body, not by the individual
 * Everybody still needs to vote
 * There seem to be value judgments reflected in their minutes
 * COCA needs to be able to cite rules, rather than seem like everything comes out of opinion
 * FiCom should go to a COCA meeting to see how they do funding
 * This can't happen this semester, as COCA is no longer funding
 * This should happen with the other subcommittees as well, and should be brought up to Council
 * This will be part of the audit process


 * What is FiCom going to do to engage with the community?


 * Discussion later about having a FiCom liaison to talk with student groups and be an approachable resource
 * Also more outreach


 * Drafting the letter to the community


 * Need to make sure we're not “treading on COCA's toes”
 * Also should describe what FiCom and COCA do, when they meet, and that everybody is welcome to join
 * This requires figuring out how FiCom and COCA will work together
 * Is there a way to directly email all students?
 * Through a dean of students


 * COCA


 * Reportback from the COCA meeting which 4 FiCom members attended for various amounts of time
 * FiCom has already gone $10K into the red, by COCA's definition of “in the red,” and would need to use the 777 budget to get out of this. If COCA used the 777 budget, they would be contributing to putting the SAF further “in the red”
 * The only December event that has been approved was the VIBE event which got funded through a fund transfer from CDC
 * There is no announcement from COCA yet on the intranet regarding the freezing of funding
 * COCA will probably be requesting $80K up front from the SAF next spring
 * COCA submitted a fund transfer request a while ago for $5K
 * Sentiment that the decision of whether or not the $5K should be spent is the decision of the body, regardless of whether or not FiCom agrees with it
 * This request was submitted before 601 emptied out
 * Sentiment that event planning should know what money they are getting up front, rather than piece by piece, and should know up front where all the money comes from
 * Idea that the same amount of money should be spent each semester
 * The semesters are different lengths, students are different, and are going to do different things
 * Because there is more permanent funding the first semester, the first semester students are disadvantaged because there is less money in the fall – this would act as a balancing act and even out the amount spent either semester
 * Are there more student groups in the spring or the fall?
 * Doesn't matter, unless the difference is extreme, as amount of activities wax and wane, number of groups is not a good indicator, as all depends on how active those groups are
 * COCA does fund non-student group events as well
 * FiCom is working on ways to make sure that this doesn't happen again, we do not approve of cutting off funding to groups when in a perfect world we would have the money
 * Don't want to have student activities shut down for the last three weeks
 * Sentiment that if there is any way events can happen, they should
 * Idea that COCA might not understand FiCom's processes
 * FiCom does need to do more numbers analysis
 * This doesn't mean that COCA should start doing this
 * Worry that if COCA gets all their funding up front and splits the SAF with FiCom, money will not be able to move around between the two bodies
 * if FiCom is not giving them money in odd chunks, we’ll have a much better sense of the overall budgeting situation
 * main problem: it’s very inefficienct if we both have budgets and ficom and coca are not in constant communication
 * Perhaps FiCom should have a rough target for how much to spend in a week, in a month, etc
 * This could help both FiCom and COCA
 * This would help keeping better numbers
 * This would need to be flexible, because requests are vastly different
 * The fact that FiCom's policies change and improve must be taken into account
 * What is FiCom going to do about COCA shutting down event funding?
 * Suggestion to ask CC to overturn COCA's decision
 * What happens if CC doesn't come to a decision? Is there anything FiCom can do?
 * Suggestion to take back the money from COCA and fund everything but events
 * FiCom cannot fund events over COCA if CC doesn't approve this
 * We should send COCA an email saying that we are going to go to CC
 * What do we do about the initial funding request for $80K?
 * FiCom is the budgeting body, is in charge of the money
 * Is not talking to FiCom a deliberate action?
 * This could have been prevented if COCA came to talk to FiCom
 * Is there any logistical difference between what COCA does now and what they would do if they approved funding for events and sent them to FiCom to do the transfers?
 * COCA wants an absolute limit on their funding
 * This can't happen if both bodies fund out of the same pot
 * What if COCA and FiCom flipped their meeting times, or made it so that FiCom met the day after COCA?
 * Worry that FiCom would spend all of COCA's money – addressed by ensuring that a certain amount of money is budgeted to COCA from the outset
 * Better budgeting! From FiCom and COCA
 * Business office wants to have FiCom in charge of fund transfers eventually, instead of filing them with the business office (work-intensive process)
 * COCA wants to know their upper limit to know where and when they have to cut back
 * This system puts more responsibility on FiCom, but is the same responsibility the body used to have
 * COCA would still have the power to allot funding for events
 * Discomfort handing over money to COCA when they don't have clear guidelines
 * All of CC and the subcommittees have a responsibility to the community
 * The communication between FiCom and COCA broke down a lot this semester
 * This is what FiCom is trying to avoid by keeping all the money in one account
 * FiCom is going to be accused of not being up to this task
 * Also that planning events includes budgeting for events
 * This way, COCA still needs to know what their upper limit is
 * This is entirely possible
 * FiCom cannot overturn COCA's decisions unless they violate SAF Guidelines/numbers are ridiculous
 * FiCom and COCA are right now seen as even committees
 * FiCom should be the budgeting committee; this is not FiCom trying to take power from COCA
 * Why would setting aside a certain amount for COCA for the semester be a problem? This could let FiCom know how much they can pull without disadvantaging COCA
 * Flexibility and fluidity. If COCA/FiCom used up all its money, it should be easy to move money between the two committees, and change budgeting easily, as need be
 * COCA didn't used to fund events
 * This is going to be seen as FiCom having veto power over COCA
 * FiCom is the budgeting body
 * visitor's thoughts:
 * Didn't know before yesterday the difference between the two committees
 * Had been to a FiCom meeting once in the spring because she was mistakenly told that FiCom approved events
 * View of COCA being unprofessional because they don't follow through in a timely manner (no emails sent/responded to), and talking with individual members of COCA yields different information than talking to COCA
 * Not a lot of information as to how the power dynamic works in COCA (who votes, how conflicts of interests work, etc)
 * Knew that FiCom dealt with meeting food
 * Speaking to veto power
 * This could become a problem; say that FiCom can only veto for specific reasons
 * How is there a difference between setting aside money for COCA and giving money to COCA? FiCom wold have to be very careful not to dip into COCA's allowance of the money
 * Veto power
 * The issues that come from two separate pots of money and trying to move money around between the two
 * Communications to try to move this money around broke down
 * Would allow money to flow more freely between the two bodies
 * This would have to go into place over COCD and SafeCom as well as COCA at the same time
 * This will still create the feeling that the groups don't have power, even if FiCom doesn't use this power ever
 * FiCom will make it very clear when a decision could be vetoed
 * COCA's mission is that they are in charge of planning Hampshire Halloween/Spring Jam, helping student groups plan events, and approving funding for events
 * CC never officially approved the COCA bylaws
 * Worry that it is going to be seen that FiCom doesn't have any checks on them
 * Everything FiCom does has to go through multiple checks; this should be spoken to
 * Worry that CC isn't going to pass changes to bylaws
 * CC already has the power to veto decisions
 * What sort of approved events would FiCom veto?
 * There should not be any, if COCA is funding properly. Accountability is also provided by the community, as all event funding is viewable by all on Zoho
 * Having all the money in one pot would make for less power plays than having it in two accounts
 * This is not a power play, because FiCom cannot approve events
 * FiCom would just be watching the COCA numbers
 * COCA should submit a budget to FiCom to approve in the beginning of the semester
 * This could be a proposal for the future, but FiCom needs to be aware that they need to be able to prove that they can budget properly before a proposal like this will be readily accepted
 * FiCom has the same turnover as student groups, and will learn from their mistakes
 * This proposal would very clearly delineate FiCom and COCA
 * If FiCom assumes this power, they also assume more responsibility
 * This would help so that FiCom wouldn't be blamed for COCA's actions; FiCom would have to take responsibility for them as well
 * The proposal is essentially to simplify budgeting processes and avoid many of the problems that occurred this semester
 * Isn't this all contingent on what CC votes?
 * Yes. FiCom should put forward a proposal in the spring
 * Agreement of Best Practices came about because two bodies were pulling out of 601
 * Having more than one body approving funding from the same account led to politics, power plays, and miscommunication
 * Bring these issues to CC saying that we are trying to better understand how the subcommittees should operate
 * What does FiCom want to do now?
 * Have a conversation with COCA about their budget from the outset
 * Make it clear that COCA is going to be funded at least for a certain amount over the course of the semester
 * Point out that FiCom always funded COCA this entire semester, no matter what it took
 * Continue to fund COCA as has been done, bring out the new proposal, start budgeting much better
 * COCA's spring and fall budget are going to be presented to CC on Tuesday
 * Make sure this gets sent to FiCom
 * What to do about the $5K that COCA isn't spending?
 * Ask CC to overturn COCA's decision to not spend that money
 * If this doesn't happen, move the $5K back into FiCom's budget so FiCom can continue funding student activities, except events
 * Also need to send COCA an email saying that 777 money is going back to 601


 * Anything else to bring to the CC meeting?


 * Should FiCom all be there?
 * It would be good to have FiCom members there. It is an open meeting, and the last CC meeting of the semester
 * The meeting is going to be very conscious about the time, so things might come to a vote quickly


 * Full review of all funding requests this semester to see if it is true that we have not funded events


 * Funding for SJP vans
 * COCA sent them to FiCom
 * Sexperts safer sex supplies for Halloween
 * Due to the time crunch, COCA approved of the safer sex supplies but students mistakenly submitted it to FiCom as an equipment request
 * There was a time when a group requested a fund transfer without going to COCA first
 * FiCom waits for COCA's decision on these
 * FiCom has not approved or funded any events this entire semester


 * Any final comments/issues?


 * Open letter of explanation about the situation with the QCA, the difference between COCA/FiCom, explain closed group policy
 * Are we going to send this to COCA?
 * If there is anything which might speak for COCA
 * Also might want to mention that COCA is drafting their own letter
 * Can't speak for COCA
 * Ask them in the email to send to COCA if they are drafting a letter and when it would be sent to the community


 * Meeting adjourned 6:50PM