COCA September 21st, 2010 Minutes

Attendence:

MEMBERS

-Kalei

-Cierra

-Jorge

-Cyree

-Emily

-Jessica

-Josh

-Jeremy

VISITORS

-Martin (mmom09)

-Faustino (fv10)

-Eliana (emh08)

-Sarah (slg09)

-Sam (sd08)

-Kristina (kmg08)

-Mireidys (mg10)

-Gabby (gsr10)

-Kaitlyn (kem09)

emily - tweeting

cyree - facilitator

Kalei: event requests, hamp halloween by 8:10 at latest, must power through. community council report back: potential for people to skype into meetings to maintain voting rights. officer stipends discussion- $4,000 a semester, controversial topic, next meeting will be addressed.

josh: motion to approve minutes

cierra/cyree second

no blocks

motion passes

kalei: sodexho meeting- first right of refusal goes to sodexho (all food requests go first to sodexho). more of a ficom issue, but it effects us. meeting next thursday the 30th at 5:30 in saga with all of Coca, Ficom, Sodexho.

Cierra to read zoho, kalei to edit zoho.

PENDING COCA REQUESTS

kudler (via COCA, no EMC) - Zebu concert. Performer cost, $50, security, $65, advertising, $3. $118. He got two more people to sign on - ben swift, jack callahan.

Cyree motions to approve.

Josh seconds.

Kalei blocks.

IN FAVOR:

-Josh, Kalei, Jorge, Jessica, Emily, Jeremy, Nora (via proxy) Brit (via proxy)

ABSTENTIONS

-Cierra

MOTION PASSES (JOY!!!!)

excaliber - DEATHFEST. event request for the 23rd of october; new date is nov. 13. asked us to deny.

cyree motions to deny.

emily seconds.

no blocks.

motion passes.

greenhouse mod- bread and puppet show, 100 expected attendance, $3,200, food - $200, ZERO adveritizing (noted as not a good thing).

-cyree: no event monitors for a 100 person event? no advertising? that’s no good.

-kalei: didn’t respond to our note- how much $ from CLA?

-cyree: have had over a week to respond.

cierra: give them another meeting?

kalei: past our one pending rule.

emily: deny, ask to resubmit?

cierra motions to deny

cyree seconds

no blocks

motions passes

denying greenhouse mod bread/puppet. need a better budget estimate.

EVENT REQUESTS- SUBMITTED

coca- sneakerball. $295.

discussion- is this moral? seeing as we do not have to officially submit this event, us actually submitting it is an attempt to be transparent.

moved to end of meeting by kalei, so we can talk about it.

in solidarity with immigrants. talk on migrants in media- robert lovato.

cierra: spoke with nikko during office hours, it is their only event of the semester.

$25 - lighting and sound

$3k for speaker

$100 for food

$5 - advert

$3130 total

cheap food from el guanaco in south hadley

emily: this would be awesome, despite high cost. reservations about low attendance projections by nikko- 30-50. we could get around 100. let’s approve with the stipulation that they really work to bring in an audience.

kalei: how much $ is being spent on the 14th of october?

cyree: $149.

kalei: weekly in october is $4926. lil’ coca to help them advertise!

LIL COCA: LOVATO TALK -Emily

-Cyree

cyree: consider things that could not happen unless a specific signer event (uniqueness vs. cost).

cierra motions to approve.

cyree seconds.

jeremy blocks: how much can they get from SS? we talked to them about collaborating with other departments.

IN FAVOR:

Josh

Cierra

Kalei

Cyree

Jessica

Emily

Jeremy

ABSTENTIONS:

Nora

Jorge

Paul (via Jorge)

Brit

MOTION PASSES: $3130

note to nikko: emily and cyree are going to help out!!!

QCA: Queertillion

$150 lighting

$30 adverts

$100 security

$25 in other costs- decorations

$305 total

queertillion explained by cyree; a rare event for queers of color in the valley, for sporting events the queer community hosts. one of two requests in around this- QIPAC is taking the costs of the performers, QCA is in charge of the event.

kalei: 12th of november, we are at $3214 that week.

cyree: king corn screening?

kalei: it was cancelled, hampshire owns a copy. cut $15 from adverts.

kalei motions to approve $290 for Queertillion.

emily seconds.

no blocks.

motion passes.

note: cut adverts, you’ll do great things with just $15.

DEATHFEST - RPG festival by Excaliber. at least 200 people go to it.

same week as queertillion. SCANDAL!

kalei: deathfest came in first, then retracted original request, then queertillion, then a new deathfest request, then a new queertillion request- priorities difficult.

josh: let’s look at the month’s budget- end of november is vacation, perhaps we can do both at full.

kalei: deathfest is 12 hours, queertillion is a big party. this is happening in a two-day period- too intense?

cyree: no, both scenes love each other/stuff.

jeremy: people do not tire of deathfest.

kalei: let’s go in- they’ve cut the food down from last year a lot.

cierra: made their own grilled cheese!

emily: would either group change their date to encourage better attendance for both? which is harder to change?

jeremy: they have to book all of FPH- it’s tough. the budget, not the date, is the issue.

we add up both costs for the one weekend- $3445 if both approved in full.

jeremy: ask both to fund riase $100?

general agreement

cierra: but we just approved QCA in full!

kalei: that’s just the dance. let’s do it in order- qca, deathfest, qipac. admission?

cyree: it’s my request- $2 at the door to the SAF is doable, no one will be turned away at the door. ficom admission fee pilot test?

emily: just 5 college students?

cyree: everyone, but harder for 5 college.

josh: if we were to reduce the QIPAC thing, how would we do that? attendence x $2 at door?

cyree: we’d give it back after the fact, got the band to go way low for this, it was special for them to play a show for their community.

kalei: talked to ficom about admissions with jorge, didn’t get details- would have to work with QIPAC, ficom, etc. to do this. BACK TO DEATHFEST.

jeremy motions to approve $915- take out $100 for their fundraising, $20 from advertising.

kalei seconds.

emily blocks: would rather approve in full, go over budget, hope it’ll balance out in the end- these are two big events, we should give them our full support after they worked to lower costs.

cyree: i agree, but $40 for advertising for such a big event is not essential. full support in zach and excaliber, but we can cut the advertising.

cierra: banners!

cyree: that’s more of an misc. costs issue. $35 of posters is too much.

emily: the $100 for fundraising is unfair.

cyree: yeah, plus there is no protocol.

kalei: morally incorrect to impose untested system on group.

IN FAVOR:

no one!

Cyree motions to reduce advertising to $15, approve rest in full- $1015.

Josh seconds.

No blocks.

Motion passes- $1015 for excaliber.

CIRCUS FOLK UNITE - jason webley, sept. 29th. requested on sept. 18th; not in the window of 14 day requirement.

martin: can we push back the event to get around it?

kalei: it’s our policy, no.

Josh motions to deny.

Cierra seconds.

no blocks.

motion passes- circus folk denied.

moving on...

SNEAKERBALL!

kalei: it’s happening this friday, as is the tour de franzia.

general excitement/realization that this is not great for the dance.

Kalei: sodexho is catering our event, we’ve made hundreds of fliers, pam is into it... let’s be honest with ourselves about this.

cyree: for the sub-free crowd.

kalei: we’re about to motion our own event, so take all of this into consideration.

cyree: no reason to deny it.

kalei: no security for it, so, it’s very cheap and efficient as a request.

jeremy to talk to media services.

kalei: food, $150, adverts, $10. $310, as opposed to $295.

cyree: we can’t retroactively change it.

kalei: it’s $20 more on our own request.

agreement to edit the request.

emily: change to saturday night? no one will go.

kalei: don’t know if we can do that... ask pam? she’s really into it. we’ve planned it since orientation.

jeremy: let’s try to push it back one day. it’s suicidal as it is right now.

kalei motions to approve the event for $310 for friday the 24th; tomorrow, one of you call Pam to see if we can change it to the 25th, then we’ll figure it out then. cyree takes this responsibility.

cyree seconds.

kalei blocks: to give ample observation to the fact that this situation sucks.

IN FAVOR:

Josh

cierra

kalei

cyree

jessica

Emily

Brit

jeremy

DENY:

Jorge

Paul

ABSTENTION:

Nora

Motion Passes for $310.

kalei: new piece to the puzzle- brit has not gotten back to us about Dre as DJ. Sam delaughter to DJ if dre can’t?

to do: flyer, fix facebook events.

HAMPSHIRE HALLOWEEN

kalei reports: survey going on announcements tomorrow- 174 respondents, most people want candy, don’t like glow sticks.

faustino: a safe zone!

kalei: we will try. open response section yet to be explored. let’s talk about the budget. last year: $40,048.53. first up: tents- $6,012.80.

cierra: call tents, get quote. lighting package- different from spring jam, which is cheaper. due to dancier nature of halloween, it’s more expensive. it’s a fairly awesome effect, but please voice if against that. will get lowest and highest quotes, will likely stick to last year’s package.

kalei: take a deep breath- $8,425. last year. Spring Jam, around $3,400. not a great light show.

cierra: awesome light drops, with music.

cyree: can we look for a cheaper lighting system to stay consistent with our signers’ sem message of cheapness?

cierra: we can cut some costs, lose imagry and visualiser and such. cost around $1,000.

kalei: someone stole our bat light projection, it was $1500. let’s not do it again.

cierra: will call them monday the 27th during my office hours.

kalei: water and food, $1090- very important to have sustenance for drug-using campus folk, last year’s drug-related medical emergencies.

discussion of working on halloween (you have to), it’s intensity. cierra makes a “in tents” pun.

emily: idea- nonprofit called Drug-something that promotes safe drug use willing to sponsor event, check for clean drugs. meeting on thursday?

bring ‘em.

emily: will hamp allow?

kalei: do not know.

cierra: we do tell the cops not to arrest people.

cyree: they do for students of color, frequently. people have been expelled due to halloween related drug use.

josh mentions Reed college drug/FBI controversy.

kalei: collaboration with safecom- non-existent yet. need to spread awareness about halloween’s extreme nature, police presence at event.

LIL COCA: HALLOWEEN SAFETY

emily, kalei, josh. martin as non-coca lil’ coca member.

kalei: jazz tent, gallery show (last halloween, hampshire’s artistic community put on a SCAAAAAARY art show and stuff, plus acoustic music, cost around $400), fireworks ($3,500! down from $5000), suggestions...

kaitlyn: when do we decide on bands?

kalei: oct. 2nd

kaitlyn: always on a friday?

kalei: yes

kaitlyn submits The Ghost Dinner Band for the event.

kalei: how to get the word out about halloween- no poster yet. only 20 band submissions so far (vs. 70 from last year). how can we advertise band submissions?

cyree: magic board

emily: facebook

eliana: daily digest

cyree: interest meeting

jeremy: mascot to go around!

kalei: cardboard dresses! (jeremy and kalei wore them during orientation)

division of duties:

josh- facebook event

cierra- magic board

cyree: let’s talk about bands...

faustino: do rappers come?

kalei: people don’t submit many rappers.

cierra: no one came to Rain at spring jam. it was embarrassing.

josh: let’s wait to discuss bands until we have band submissions.

jeremy: expenses- dance tent, also a live band tent. differing tastes.

emily: haunted house? RCC, gym?

cierra: floors are a big deal.

kalei: $300 just to cover floor.

jeremy: coordinate with house offices, they do this stuff.

cierra: team up with housing committee for sub-free haunted house? sub free mod and all.

jeremy: tavern?

general agreement that new tavern policies preclude that

martin: FPH is scary!

jeremy: movie screening there...

brit: sub-free movies there.

cierra: make it sub free.

josh argues sub-free folk are people too and also like being scared.

cierra: christian groups who don’t like halloween; we should extend our understanding of sub free to christian groups too.

cyree: as a christian, disagrees.

cierra: it is perceived as “devil’s holiday” and all

argument ensues; passes.

cyree: blackout day on halloween, exceptions for non-participating groups.

cierra: Dee Dee did this last year, there is a precedent, had 30-40 attendees.

emily: haunted house in FPH would rule.

brit: EDH!

josh: that’s off the beaten track, space is a little tight...

cierra: dance hall?

josh: dance people absolutely HATE people in the dance thing, shoe on floor policy and all.

cyree: this is one of our two big events, that part of the community should recognize this and work with it.

kalei: looking at survey- my first year, inflatable stuff on the lawn. last year’s poll said, NO, perhaps ask again? it came up in suggestions.

brit: how much?

kalei: $5000...

general no.

cierra: trampoline?

general no. that’s dangerous.

josh moves to get the conversation back on track.

cierra: return to dance hall topic- what if it gets fucked up?

josh: there is NO way we’re using the dance floor, they hate that, it’s impossible to imagine.

cyree: what about just the boat (middle of music building)?

josh: that’s a pretty small space.

martin: FPH is versatile, and has been adapted into a maze-like adventure in the past.

kalei: 3 things. 1) it’s very time/person consuming to run a haunted house. 2) pumpkin carving contest, registered via coca, enter contest, know a fixed budget before hand- do week (tues) before halloween, display all week, but them local. 3) costume parade.

cyree: zombie walk! FPH basement is scary as hell.

brit: is this going to be sub free? how is that going to be enforced? breathalyzer? that’s not even legal. how do we make sure it’s safe? if it’s a scary house, it’ll be hard to protect people.

jeremy: guides for house to keep it orderly.

eliana: thursday before, saturday after (kalei’s idea to prevent craziness, i forgot to type this earlier)

martin: circus, who i represent, wants to do a musical halloween thing with an active, dancing audience- we love parades, would love to get involved in that or zombie walk, as well as haunted houses- would be happy to get involved in that. our event will have dj, bouncer, attempts to avoid anything uncouth. discussing internally the “having fire stuff” issue.

kalei: forwarding sodexho meeting info, jeremy going to media services, cyree calling pam, put up posters everyone.

Sarah’s 3rd meeting; she leaves room.

cyree motions to approve as new member

cierra seconded.

kalei blocks.

IN FAVOR:

unanimous.

Sarah is welcomed as a NEW MEMBER OF COCA.

kalei motions to adjourn.

josh seconds.

motion passes.