COCA October 5th, 2010 Minutes

MEETING 10/19/10

In Attendance: Brit Jessica Faustino Joshua Sam Kalei Kristina Eliana Martin Emily Sarah Jeremy Cierra

AGENDA

1.	Minutes 2.	Event requests – 7:40 3.	Elections 7:40-8:20 4.	HH Schedule @ 8:20

Josh motions to approve the minutes. Cierra seconds. No blocks. Motion passes. Minutes approved.

Kalei notes that Josh has uploaded the Fall minutes to the Hampedia.

Kalei: Ficom is almost out of money. Our money- around $5,000 for the semester- might be the last we get until after Halloween. We have 4 meetings, and we need to spend specifically as ficom is dwindling in funds. I can’t tell you how much they have, as I haven’t met with them as much as I should, but it’s not a lot.

Brit asks when they meet; Kalei answers Mondays and Thursday.

Eliana: Does the $5k include the Nov. events we’ve approved?

Kalei: We’ve gotten 3 different chunks of $8k from ficom- around $24,000- and we’ve spent around $18,000. I’m being conservative with the $5k, we might have a little more. Few students get access to the budget, one in ficom, one in coca, so this is based on what the business office has totaled. We need to aim low, we’ve been in a lot of situations where we thought we had more.

Brit: $5k for semester, or until Halloween?

Kalei: We have asked for about $40,000 for the semester and we are at $24,000, so we’re getting to a point where we need to be careful. We need to spread events out over the next four weeks- the rest of the semester- so we can be sure there are events until the end of the semester regardless of funding

Nora enters. Hi Nora!

Eliana: Jan term?

Kalei: Grey area- last year, no spending as no one met. People have tried to request, but usually not. This year it’s factored into our budget at $438 a week, so it’s technically a part of it but a diminished one.

EVENT REQUESTS

Brit asks about Misc. on the Zoho and Kalei clarifies it is for Ficom.

Kalei notes that Faustino and Josh are having fun.

SUBMITTED

Kalei brings up- saw a Facebook event for Bread and Puppet show. WTF? Martin says Pam is paying for it from CLA as she asked Circus to perform. Kalei notes that we should be aware of groups that make Facebook events for events that are not yet approved.

Sam to read the Zoho.

Circus Folk Unite tabled.

Lucas Weisensee (ldw09) enters to discuss Green Gone Wrong Proposal. (He says it’s funny.)

Lucas: trying to get Heather Rogers to speak. I am a new organizer! The book she is speaking on is a critique of corporate Greenwashing. We want to fly her out and house her. Madeline Burrows couldn’t come, so I did.

Kalei: Is the cost of the performer negotiable?

Lucas: Yes.

Kalei: How low can she go?

Lucas does not know, but said Madeline wanted to set a good precedent for paying speakers.

Kalei: We don’t pay ‘em that much. CSI, Pop/Develop Program, Int. Socialism, New Leaf, Students for a Just and Stable future are all behind this. You know the fee can go lower, but not how much lower.

Lucas: Yes.

Emily: If we gave you a portion, could you make up the rest?

Lucas: It’s $2k for her, $80 for bus, $50 for ads.

Emily: Did you factor in media services?

Lucas notes he hadn’t, but hadn’t settled on a room to hold it in which would effect that cost. Wants a big room. Would add it on.

Emily: Security as well.

Lucas: We pay pub safety?

Kalei: Event monitors! Sometimes lectures and panels ask for them, sometimes fights break out. Any more questions?

General: No.

Cierra: Other events this semester?

Kalei: It’s five different groups.

Lucas: Not New Leaf. We mostly organize for other events.

Kalei: Do you have questions for us?

Lucas: What exactly do you do in here?

Kalei explains the COCA deliberation process about event requests.

Sam: Advertising plans?

Lucas: Flyering.

Sam: $50 is a lot.

Lucas: Yeah? Josh: Usually we approve $5.

Discussion of duplications costs.

We suggest that they raise their expected attendance given that it is a five group event. Lucas is positive about that prospect.

We thank Lucas for coming in! Good work, Lucas!

Eliana: That’s a lot of money for $5000.

Josh: We can’t drop 2/5ths of our operating budget on one event. But he said he could lower the speaker costs.

Sam: Yeah!

Kristina: This is a widely supported event that will likely have a big turnout. It speaks to a lot of students. If they can lower the speaker costs, we should support it.

Cierra: That’s a lot of money for 50 people. It puts me off. If they lower the costs and talk to CSI and NS, it’s doable. Not in full though.

Kalei: My issue is not about the cost but that it’s about the date. It’s on the 28th, just before Halloween. If it was in November, which has much less going on, it would be better. Having said that, that’s not a reason to totally bar it. $1,000 for speaker, $88 for bus, $5 for advertising- $1,093- would be comfortable.

Emily: I agree, that’s reasonable. It sucks that it’s already perceived to be happening, due to the facebook group, because it’s not realistic that we’re going to spend $2000 on this and if the speaker turns it down it all falls in our lap.

Josh remarks that he feels like COCA’s image is improving.

Jeremy: We need a lot of people at this. Date negotiable?

Emily: It’s a book tour.

Eliana: Is $1k typical?

Cierra: Depends on the speaker’s status, amount of care, and so on.

Kalei: To Emily- It’s another example of student groups taking the reigns. It’s annoying that they assumed that, but I’m happy that they’re this ambitious to get an event done. I lean more towards the former, but we can’t ignore their efforts.

Emily: I agree, but they submitted this request on the 13th- which might be logistical- but if they had the way slam does it, it would have gotten approved before our funds fell.

Martin: How much do we usually spend on speakers? Can we get an average?

Josh: That might not help us because the variables- budget, etc.- would be next to impossible to factor in.

Kalei- We have 130+ groups, and their statuses and nature greatly effect the price of the speaker, making the average likely to be useless because of the varied nature of who they’re bringing in. For example, the author of Push got $2000.

Jeremy: Robert Lovato JUST got $3000+.

Martin: Let’s put the speaker fee up to $1200, motion for $1293.

Martin motions to approve for $1293. Sarah seconds. Kristina blocks- we should find out from the group if that is enough for her. Kalei: We can pend, but this group thinks this is happening- if we give them options, they can work with that. Pending means they lose valuable time. Are we ultimately going to look at it if it needs to be, say, $1500? Martin: It doesn’t seem like the signers know a rock bottom, so let’s try this to start. Jeremy: There are other funding sources, so it’s not that all or nothing. They have options. ALL IN FAVOR Josh, Kristina, Eliana, Emily, Martin, Sarah, Cierra, Nora, Kalei ALL OPPOSED Sam, Cyree, Jeremy ALL ABSTAINING Brit, Jessica Motion passes for $1293 to the coalition of group supporting Heather Rogers speaking at Hampshire. Martin: Little Coca to make sure they don’t mess it up? Sarah: We’ll be explicit in our e-mail to them about offices to go to. Jeremy lists some offices.

Kalei offers ricolas and asks Jeremy to add her as a facebook friend

Cierra: I’d like to bring back Ralph Jeremy: I just want Manfred

Emily reads Hampshire Slam Collective Event with Sean Conlon- request stresses his involvement in the Hampshire Slam Scene. For $700.

Eliana: Not comfortable with this. We’ve approved three events for them this semester.

Sarah: Plus, no date.

Brit asks about the last event we approved, if they provided a time frame. They did not.

Sarah notes that Sean was a controversial figure on campus regarding allegations of racism and a protest against him. Josh mentions it was a convoluted scenario.

Kalei notes that Slam has put in eight event requests. Eliana says that 3 are on the calendar, Kalei sees that 4 were not approved.

Cierra motions to deny. Nora seconds. Jeremy blocks: they put on good events, and are good people. Let’s vote on it. ALL IN FAVOR Josh, Sam, Kalei, Cyree, Eliana, Emily, Sarah, Jeremy, Cierra, Nora. ALL OPPOSED None ALL ABSTAINING Martin, Jessica, Brit, Kristina Kalei sends a note explaining our tight budget Denied

Cierra reads Zap!’s learn to solder workshop

Sam: they could get cheaper components Jeremy: I agree, but I’d like to appeal to the “Soldering YES!” community Sarah: Could it be an equipment request from FiCom? Sam: It wouldn’t really be reusable equipment

Jeremy motions to Approve in full. Martin Seconds. No blocks Zap!’s event is approved in full for $240.27 on October 28th

Kalei reads election procedures Jeremy: Does a member have to be present to be nominated? Kalei: No

Cierra reads e-mail from Jorge explaining his departure from Hampshire ☹

Kalei reads description for the position of COCA’s Financial Director

Nina enters

Kalei: current officer commitment is 15-20 hours/week

Everyone submits nominations (Jeremy accidentally turns in two Nominations are resubmitted Nominated: Emily, Nina, Paul, Emily, Sarah, Paul, Kristina, Sam Emily: Accepts Nina: Declines Paul: absent Sarah: Declines Kristina: Declines Sam: Declines

Jeremy Calls for a speech from Emily

Emily: I’m very committed to COCA. I’m an NS Div 2, which includes a lot of math. I’m ready for a leadership role on this committee.

Nina: I support emily’s nomination. Important to start training senior members, as we’re about to lose two of our chairs. Cierra: What struggles do you anticipate with this position? Emily: I’ll need to be trained on forms, etc. and will have to miss a few meetings for basketball games. Martin: Should the treasurer have an opinion on how much should be spent on events? Nina: Everyone on COCA should have opinions on funding Kalei: They should advise the committee at the beginning of the meeting on approximately how much should be spent at that meeting, and should look at my budget to figure that out. Jeremy asks Emily to solve a nonsensical equation

Kalei calls for a vote for position of Financial Director Votes: Emily, Emily, Emily, Emily, Emily, Emily, Emily, blank, Emily, Emily, Emily, Emily, Emily Twelve votes for Emily, one abstaining Emily is the new financial director! Congratulations!

Members of Greenhouse mod arrive to discuss their Halloween Open House

Kalei: How is the greenhouse mod unlike a typical mod? GreenHouse Mod: We like to host events in and around our mod to keep it as a community space. When the Greenhouse is built, it will be more clearly defined as a communal space. Nina inquires about money requested for Pie GHM: we’ll bake them for those in attendance Jeremy: I love pumpkin pie Nina: has it been successful in the last few years without the pie GHM: we made caramel apples last year and got event money for them. We also get pumpkins for people to carve

GHM asks about bread and puppet- notes that they have funding from other offices on campus. Kalei: the first time it was submitted, we gave it two meetings in pending and then denied it, then they resubmitted late. From the financial standpoint, FiCom may not be giving us any more money. If we funded this now, it would be all of the money in our account right now. GHM: is it possible to get $500 now in hopes that you can give us more pending your funding? Any funding would be appreciated. It’ll get funded somehow, but would be a bit chunk out of CLA’s budget. Kalei: resubmit it now and we’ll look at it in the last five minutes of our meeting GHM leaves

Emily needs volunteer to go to CLA office to book flights for Halloween artists Nina: if Starscream brings a projector can they use it? Kalei: tell them to bring it, but it might not be feasible Jeremy will pick up Shunda K since he’s a defensive driver

Cierra motions to extend the meeting 15 minutes Martin seconds No blocks- the motion passes and the meeting is extended

Kalei needs people to stuff mailboxes with Halloween vouchers

Kalei explains what happened with Afrika Bambaataa- weren’t able to get paperwork filled out in time Nora: Max Pearl will still DJ Cierra: we booked e-603 for $900 Nora: was that our backup for Afrika? Cierra and Sarah: Yes Brittany: We need to be prepared earlier for Spring Jam Sarah: I understand people are upset about $20 tickets, but they’ll still sell Brittany: What are we doing with the extra money that would’ve gone to Afrika? Kalei: we would’ve been over $50,000, I feel much better being under that number and having more to give to student groups

Kalei: let’s talk about the lineup

Initial suggested lineup: RCC: Whirl, Gas Station, Max Miller, Death & the Senator, Stimulus Package, Math the Band

Kalei: 15 minutes between sets.

Cierra: Whirl, 30 minutes (6-630), Gas Station, 30 minutes (645-715), Max Miller, 30 minutes (730-8), FIREWORKS- 8 to 830, Death and the Senator, 60 minutes (845-945), Stimulus Package, 60 minutes (10-11), Math the Band, 1 hour 30 minutes (11:15-1245).

Nina: This works because we have rock and then party music separated by the fireworks.

General approval of this initial lineup.

Initial line up suggested for Library Lawn:

Issue with plotting out extended time for Shunda K and Starscream given placement of fireworks.

Jeremy: Shunda K is the most expensive, she should get a full hour.

Brit: Amen.

Eliana: Let’s listen to Shunda K?

Emily plays Shunda K.

915-1015: Shunda K 1030-1130: E603 1130-1215: Sbarr 1215-1: S. Light

Emily reminds us about Circus’s placement.

Kalei: Is the schedule above okay?

General: Basically yes.

Emily: Only giving Sam ½ hour?

Nina: No!

Basically we’re all okay with this. Discussion of Bearodactyl and Starscream. Where to put Starscream?

Kalei: Starscream will draw people in, let’s put them before Shunda K.

6-7: Max/Circus? 7-8: Bearodactyl 8-830: Fireworks 830-915: Starscream

Sarah: Move Starscream to later in the RCC? It’s intense, pity to waste it.

Josh: Agrees.

Jeremy: We have a nice flow at the RCC. I feel like a certain group going to RCC tent, might disturb the flow.

Sam: Also, Starscream after the fireworks will be awesome.

Nora: Isn’t Math the Band an 8-bit DJ also?

Josh: Neither are. Bands.

Kalei: The lights will accompany Starscream really well- it’ll have a greater effect. They do projections, too!

Martin: What about moving Starscream after... nevermind.

Cierra: If everyone is fine with this, including the Circus…

Kalei: …and Max Pearl…

Jeremy: Does that mean Max is DJing Circus?

Martin: So I asked COCA to send me DJs…

Eliana: That was me, oops.

Martin: I didn’t get anything, and I don’t know anything about him. Can I get his contact?

Kalei motions to approve this line up. Emily seconds. Martin blocks: What if Max doesn’t want to do it? Cierra: He’s interested. Kalei: Or Sam DeLaughter can do it. Martin: Okay. Kalei: We can vote if you want to after this on getting another DJ for circus. ALL IN FAVOR Unanimous Motion passes: Halloween line-up finalized.

EMTS ENTER

Riley distributes EMT budget.

Cameron: After consulting with various offices, we are adding personnel.

Riley: Same amount of money, allotted differently.

Cameron: Actually, no, it is more. We need more equipment.

Riley: Whoops.

Cameron: We’re reducing our teams to 4 during peak hours to reduce some costs. We’re adding an observation team to oversee hospital transport for 12 hours. We’re adding a runner for supplies. We’ve split up the command structure- more hours spread across more people. Pub Safety has ceded their food budget to us, as we are teaming up and staging out of the Faculty Lounge. 20 EMTs, 20 officers. Expensive bit- we need new walkie talkies. We have 3, they’re $250 a piece. We’re getting 10 $50 pairs ($267 for 10 as opposed to $250 for 1). It comes from Ficom.

Cierra: We will have to ask for money from ficom for the permanent equipment which we can’t do.

Kalei: It might be in our purview as we did it for walkies last year too.

Jeremy leaves.

Emily: Will you use them all year?

Cameron: Just Halloween, and Emergencies.

Kalei: We didn’t know that last year that a Hampshire Student kicked a medic in the face and really hurt him… so it’s not 5 College Students.

Kalei offers the EMTs free Council pens as a thankfulness for their fine work, for which we commend them for. Clapping follows.

Kalei: Next week, we’re meeting every night. Now, lets move to the final three requests.

GREENHOUSE PUMPKIN CARVING: $130 (125 food 5 ads)

Cierra motions to approve. Sarah seconds. Eliana blocks. Then rescinds it. The motion passes. We approve the Greenhouse mod $130.

GREENHOUSE BREAD AND PUPPETS: est. attendance 200, $3,300 for performers $200 for food, $3,500 total.

Kristina: Aren’t they getting $550?

Kalei: Yes, but that’s already in the budget.

Josh: From whom? Kristina: CLA.

Eliana: We can’t approve this in whole, we don’t have that money. They said they are happy with what we can give them…

Sam notes that they said the food money is most important.

Sarah: They sounded like they’d be happy with $500, so lets give them that plus the $200 for food.

Sarah motions to approve for $700. Martin seconds. Cierra blocks: This hasn’t been talked about much, it doesn’t seem like people are talking it up around, and it’s at 10am on a Sunday. Sarah: First years like it! Josh: Well let’s just give them the KEYS TO THE CASTLE, SARAH. Eliana: Based on our bylaws, can we approve this? Last week we denied mad events due to the 14 day rule. Kalei: This came in August. Sarah: We can’t penalize them for our own processes being slow. Kalei brings up the example of Slam collective’s resubmittal. IN FAVOR Josh, Sam, Kalei, Eliana, Emily, Martin, Sarah, Nora, Jessica OPPOSED None ABSTAINING Cyree, Brit, Kristina Motion passes for $700.

CIRCUS FOLK HALLOWEEN REQUEST: $140 $32 for black lights $14 for 2 bottles florescent nail polish $14 for 2 bottles florescent hair gel $66 for three containers $14 for 4 rolls of florescent duct tape

Josh: WTF $66 for 3 containers?

Kristina asks Martin: Containers are for body paint.

Sam clarifies: it is for 3 containers of body paint.

Kalei: Black lights are permanent equipment, but if they get used up, are they? Like glow sticks?

Eliana: Will they even be effective with the lighting?

Kalei: What about the level of darkness at 6pm? Will it work at all?

Emily: It’s been getting dark around 5pm.

Kristina discusses effectiveness of black lights versus florescent body paints.

Sarah: Weren’t we going to talk about circus vs. DJ?

Kalei: We can provide a DJ.

Sam: I’ll do it.

Eliana motions to approve circus. Kristina seconds. Cierra blocks: I can’t really imagine it. Kristina: Martin’s been advocating very hard for months, and it’s the beginning of the night and might round people up. Josh: We are mobilizing the campus for a campus wide event; we should activate this population for the greater good. Cierra notes his presence on COCA to keep in mind. IN FAVOR: Josh, Sam, Kalei, Kristina, Eliana, Emily, Sarah, Brit, Nora, Cyree OPPOSED: None ABSTAINING: Jessica, Cierra

Josh motions to approve for $140. Eliana blocks. Kristina: You can get a pint for under $10. Sam: What sizes were they looking at? Sarah: He said he had a special kind. Kristina: Martin didn’t know. Josh amends motion at Eliana and Kristina’s suggestion to $100. Sam seconds. Cierra blocks, because that’s how she is today. IN FAVOR: Josh, Sam, Kalei, Kristina, Cyree, Eliana, Emily, Sarah, Nora OPPOSED: None ABSTAINING: Cierra, Jessica, Brit Motion passes for $100 to circus.

Kalei motions to adjourn. Cierra seconds. No blocks. Motion adjourns.