COCA September 14th, 2010 Minutes

COCA 9/14/10 AGENDA 1. approve minutes 2. report back on c.c. 3. budget 4. event requests 5. hampshire halloween 5a. avertising OFFICER MEETING financial director jorge reports: ficom asked us to up our budget request from $5,505- jorge went to $7k, they went to $8k. kalei/jorge wrote budget; ficom did not/does not write our or any budget. surplus: put into cont. fund? contingency fund must be at $50,000, for legal defense of school (community council ruling) we have a deficit; why? SAF up; larger class as well. Why do we have a deficit? We must make up for it though. ficom: more student groups, tighter spending; cut $45,000 out of year (not just coca, all of SAF). requests far larger than spending. $25,000 getting covered by coca; $25k by ficom. jorge/kalei: $8,000 out of requests, $5,000 from hampshire. need to consider $16,000 that comes in from selling tickets. stipends: capped @$450, general discussion of stipends cut jorge’s office hours: dude goes to a bunch of meetings; we should decrease his office hours as a testament to that commitment. meeting food: due to flexible numbers, ficom does not give us a separate account for food. specifically us. $3/person = budget. every other meeting? josh vocalizes: fine w/o meeting food. kalei agrees; put to vote. MEETING kalei motions to approve minutes cierra seconds motion passes visitors: Faustino Vidal fv10@hampshire.edu, Sarah Glasser slg09@hampshire.edu, Paul Yao py09@hampshire, jeremy cone jrc08@hampshire.edu introductions for new members/visitors, favorite cartoon! cierra- carebears steven- from alaska paul- dexter’s laboratory jorge- ah! real monsters jeremy- tim and eric kalei- futurama emily- scooby doo sarah- rita and runt josh- daria faustino- phineas and ferb REPORT BACK: kalei explains CC as overseeing body of student government, made up of representatives from housing offices, at-large elections, etc. today: elected officers, new sec. comm. and facilitator. josh asks: who is head? kalei: leanna. sunday the 26th of sept: all officers/all members of subcommittees meeting/dialogue, in leanna’s mod (59) @ 5pm. sept. 16th: acitivst BBQ. sept. 21st: 3-4:30 all-com meeting with marlene BUDGET: jorge recaps officer meeting notes about conversations w/ficom about the budget; $8000 budget for SEPTEMBER. kalei submitted new bylaws to council- no pending for more than a day, rules about attendence, etc. spending per week? jorge: didn’t cut budget (see: ficom budget cuts) across the board; by month not week CUTS BY MONTH $1000 from sept $3k from oct $2k from nov $1.5k from dec $500 from january kalei explains budget crunch funding rules: strip down requests piece by piece to determine necessity cierra: max pearl sez kingdom didn’t paid; kingdom did not submit his W-9 in time, didn’t sign contract; threatening legal action. kalei: no case- no contract! cierra: follow through, see if any loopholes to avoid fucking over artist. emily: what happened to money? kalei: didn’t get spent; can’t spend retroactively. nora enters (hi nora) josh explains zoho to faustino and sarah we begin the zoho process- emily to tweet, cierra to facilitate contra dance- l/sound - $150, $550 for performers, 0 ad/0security = red flags to cierra kalei: pam covering some costs; explains 0s? substantial cost is performers. 90 projected to attend. jorge: $1379 a week for sept. cierra: motion to cut $50, put $10 for advertising jorge: pam probably helping w/advertising, has seen flyers kalei motions $700, emily 2nds, cierra blocks: give $500 not $550 quorum is determiend to be 4 motion passes; $700 to contra faustino leaves; we mourn. he had fun! (“i had FUN” - faustino) jessica and brit enter (YAY!) king corn screening: 50 people, $2000, not student group thus submitted as event not screening performer $1500; ad $10; other costs 490.00- sort of a buffer. josh is anti-that much spending on screenings not 3 names on it possibly due to clearing zoho error- “academic food program” josh motions to pend: student group not recognized lacking 3 names cierra seconds motion passes- no blocks cierra to do the calendar jorge: meeting w/ficom about group putting in event accidentally kalei: e-mail from king corn group, $2000 just for performers; upping costs. moving on to Kudler; agree to get back to it once we find out which of the 2 requests is the correct one (red barn or saga) brian ellis request from slam; couldn’t fund last week, is happening tonight. he is doing it for free tonight. cierra motions to deny; josh seconds; motion passes- retroactive funding does not work. shira erlichman/open mic request from slam; $400 for performer, $5 for ad. alum/nationally know poet. josh: discussion of slam’s strategy of multiple requests stacked (a strat. we recommend but find difficulty in distributing between because slam is particularly mobile at getting their many requests in quickly)- looking at $1300 between 3 requests over a month kalei: points out that those events submitted well, and might be the only events we can do in those weeks, etc. cierra: bring them in to prioritize kalei/nora: in on time, supporting alums josh: action item, e-mail signers to encourage them to submit as many events as possible to provide with a diverse selection of activities (to avoid the image of nepotism with one group like slam getting mad $ and events in because they are good at it) kalei: motion to pend w/request on zoho to come talk about requests emily seconds no blocks motion passes kalei: what kind of note? josh suggests a “lil’ coca” delegation to meet with slam to explain our suggestions/questions action item: nora/josh meet with slam. frisbee team- estimated attendence 400, home tournament, bbq, $300 in food $10 in advertising cierra motions to approve brit seconds josh blocks motion passes unanimously james baldwin dinner: $75 food, $5 ad josh motions to approve cierra seconds motion passes for $80 discussion of JB scholar meetings- talk to ficom about meeting food kalei motions to pend JB meeting requests so we can talk to ficom aboubt it emily seconds motion passes nora motions to deny retroactive JSU request kalei seconds no blocks motion passes sexperts request! $556, lots of giggling. kalei: ask to cut down? really want event to happen! cierra: why low expectations (20 people)? kalei: day long event; important, equally important as councilor advocates etc. it’s a sunday (discussion: sunday = end of week, not beginning) emily: performer costs dominate request; is this changable? emily motions to approve for $556 josh seconds no blocks motion passes; $556 to experts necrocinema: kalei motions to pend, date incorrect (march 10th already passes) jorge seconds, motion passes excaliber: DEATHFEST, oct. 23rd. food, $800, $35 josh notes their cost cutting admirably; motions to pend until date is determined (oct. 23 or nov. 6th), but general enthusiasm abounds kalei seconds no blocks motion passes personal action item: get deathfest passed ASAP excaliber: december 11th, milk/cookies night- heartwarming movies + cookies + milk + cider, $220 for food (70 people), $5 ads ($225) kalei: last semester, we would say “get cookies from saga/target for cheaper, not suger jones fresh baked” cierra motions to approve nora seconds jorge blocks: tight $- an agenda we endorsed jeremy: they are sticking to $3 a person emily: we went from $4 a person for a MEAL; this is cookies steven: milk/cookies/cider doesn’t pass- not enough for quorum kalei motions to approve for $210 to make it exactly $3 a head + $5 for ads, total of $215 nora seconds emily blocks: homemade cookies factor- not critical to event, pricing an issue; homemade option? cheaper cookies would not destroy this nora: bulk cookies deal from sugar jones? doesn’t pass- not enough for quorum nora researches: $110 for 128 cookies on site. emily: motions $150 josh seconds no blocks greenhouse mod: bread/puppets- $3400 24th of oct josh notes- popular events brit- when are they here? cierra: a lot! loudly! kalei- $3400 is almost 3/4th of our weekly target in october ($4926) emily- last year’s costs kalei: last year pam paid for it, first week of semester cierra: other student groups? pam? we take most of it, try to get the last ~$500 around emily- CLA collaboration brit motions to pend: ask how much $ from CLA, if they can look furthur for $ kalei seconds no blocks motion passes comic books: dude who wrote Bone, $0 cierra motions to approve brit seconds no blocks motion passes CYL request- intro for CYL student groups, oct 14th, 40 people, $120 brit motions to approve emily: why isn’t this meeting food brit: to get new members? kalei: it’s also just a meeting, like the JB meetings; we can approve the event of Introduction, not meeting. no second; motion drops meeting food, decided josh motions to deny; it’s a meeting, use meeting food money from ficom our dear friends jorge seconds kalei blocks: see a vote up down motion passes FORMAL DANCE kalei mentions how we wanted an informal dance; this is a deal-breaker for brit. discussion of an informal party vs. formal party (last time we talked about post-apocalyptic, underwater dance) lets see hampshire students dress up! - brit “queertrillion” laughter (thanks nora) formal homecoming at amherst successful - jeremy formal THEME dance? - kalei - have fun with formality brit asks jessica about her last prom- SNEAKER ball, formal attire + awesome sneakers budget breakdown for sneaker ball: sept. 24th? we all note how abrupt that is jeremy to design flyer, formal attire required action item: jeremy to make flyer for thursday meeting, approve/distribute by friday the 17th free punch and mangos! our pro-diarrhea dance! decorations: balloons, streamers, etc. to be dealt with thursday HAMPSHIRE HALLOWEEN kalei: look at calendar in next couple days survey to be ready for hampfest tomorrow night 12:30 friday meeting with pam; then more offices join in as it goes on fireworks: $5000 for 15 minutes - kalei says, easiest cut emily: people really appreciate them sarah: cheap roadside fireworks? safety concern brit: intern funding? jeremy: interns get to watch the fireworks; making such a request totally valid, plus house offices have money motion to extend meeting by 5 min does not pass kalei: use intratnet poll for halloween shit, need 400 people