SGA Finance Board 10/21
Roll call
Late: Yasmin @ 5:40pm + Stephanie @ 5:36pm
Absent: Emily
Approval of Minutes from 10/7 and 10/14
Nothing eventful pointed out.
Pre Meeting Discussion
James gives presentation on Finance Board spending and new financial terminology. The gist of which was to warn us that on average this finance board is spending 30% more per meeting than the previous Finance Board. Our current rate of spending will exceed the $150 thousand for student orgs. Even though this finance board is more stringy then last years, we are receiving more requests this year that must be taken into account. Issue of cutting back spending without crippling student life.
David: There tends to be more activity in the spring than the fall. Usually 85 thousand goes to spring and 65 goes to fall event. We have almost spent 60 thousand this semester. Since we are past the 60 day deadline for over $3,000 events, we should not see any more requests come in.
James: We don’t want to fund an event that would prevent a larger one from taking place in the spring.
Harsh: I thought we had already spent $35,000 this semester. Dose the $60,000 include money allocated last year.
James: Yes, Did not include last years budgeting process in the demonstration.
Silva: We should be more careful with funding orts that have the same events. I feel that we have a lot of the same organizations in here for request.
Harsh: We have to be more stingy about orgs. that go off campus.
David: SGA has been talking about increasing the student activity fee to allow for more funding. One option to extend the life of this money is to require some of it back. For example, we give orgs. money and tell them to charge students x amount at the door, and we would get that amount back.
James: Maybe only for off campus events. Don’t want to nickel and dime students for events. Even small admission charges can make events on campus less appealing.
Yasmin: I am also not comfortable doing that now, but for some events that are maxed out no matter what. Events like Jambo night would be more comfortable asking for a ticket price because I don’t feel it will discourage students from going.
James: Its possible that we’ve just been getting a lot more requests at the beginning of the year because of the new budgeting process. Have to keep an eye on it.
Steve: Equity. A lot of groups do great events. The first events to go if we are making restrictions are from groups that have multiple requests. Asks groups to be more selective.
Allocations
5:45 Kappa Omicron Sigma: Men’s Basketball Season Opener Tailgate
Tailgate event is for season opening game Nov 18. Half an hour for students to move into RAC. 4: 30 to 6:30. Have the space reserved from 2:30 to 8:00pm. Went for the cheapest quotes. Treasurer of org then proceeds to read off long detailed list of every single item cost. I did not deem it necessary to include here.
Questions:
Stephanie: How many are you expecting?
KOS: Initially 100 students. How many seats are there in the RAC? We will aim to get half that number to attend.
Harsh: How can you need a student marshal for 4 hours?
KOS: That was advised by student planning.
Yasmin: How are you advertising?
KOS: Flyers, Facebook, myUMBC.
Harsh: 100 free flyers.
Harsh: Is this event open to everyone?
KOS: Yes.
Discussion:
Yasmin: Its good. New org. this is their first main event.
Silva: My only concern is the 200 burgers and hotdogs for 100 people.
Yasmin: May get more then 100 people.
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
5:52 UMBC Table Tennis Club: Practice Supplies
Asking for means to be able to continue training students. This is the first time we have asked for money. We have 30 active members. Asked for 20 paddles to train multiple people at multiple tables. Also for upkeep. If we are given the amount asked for, it will be reusable for years to come.
Questions:
Yasmin: Where are you storing this equipment?
TTC: Everything will be compiled into one container and will be taken into safekeeping, only to be used for events.
Harsh: Anyone in club can use the equipment?
TTC: Yes.
James: What are the “Ball retrieval supplies”?
TTC: Basically a huge net to make ball easer to collect.
Silva: What is the difference between training balls and tournament balls?
TTC: Quality of the balls. Tournament balls used for tournaments, but don’t break.
Harsh: does the club compete?
TTC: The club does not compete, but does hold tournaments in which anyone can attend.
Stefan: Anyone can play?
TTC: Yes
Harsh: Balls would be used for students on campus?
TTC: Yes.
Yasmin: Did you list these supplies in order of importance?
TTC: Yes.
Stefan: Where are you getting the supplies?
TTC: A couple websites we looked at, mostly zeropong.com. Also Paddle Palace and Table tennis pioneers.
Discussion:
Harsh: 200 for balls?
Yasmin: This is their first request.
Harsh: Can take out the ball retrieval equipment.
James: $100 will buy a lot of training balls. Also asked for 20 paddles for 10 tables, don’t think there are that many in the game room.
Yasmin: They also practice in the UC Ballroom. The balls will last them a long time.
Harsh: cut ball retrieval.
Stephanie: Could be necessary. Only $18.
James: could just give them tournament balls.
Yasmin: Could give them a total of $100 for balls and can spend it as they like.
Decision: $466 new total. Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Paksa:
Salaam E Kabobs
Same as last week (event was tabled due to conflicting with a meeting date). Setup in front of bookstore in commons. Supposed to be during stress free week.
Questions:
Harsh: What time?
PAK: Around free hour. Reserving from 11:30am to 1:30pm.
Silva: How many people are you expecting?
PAK: A lot since it’s during free hour. Limiting 1 bite per person.
Silva: The food is for how much?
PAK: Can serve up to 800, will probably be more like 500.
Discussion:
Yasmin: $400 worth of kabobs for 800 people? Would rather fund $200 for 400 people.
James: Does the giveaway of food differ any from regular giveaways? It is relevant to org? It is cultural food, but student activity fee does not go to feeding people.
Catherine: They are a new group.
Yasmin: They had a potluck, would rather fund their next big event then fund this one instead.
Harsh: way to cut down on spending by not funding orgs who are just giving out food. I think we made a mistake with Pie event.
James: There are some cases where giving out food will benefit the org.; this is not one of them.
Yasmin: Don’t want precedent set. Especially after funding $400 for meeting food.
Harsh: Meeting food is different.
Vote on full amount.
Decision: Members For: 0, Opposed: 3, Abstaining: 1, Absent: 1
Eid Formal
From 7 to 12. Budget includes brochure.
Questions:
Harsh: Advertising?
PAK: Total budget I came up with is $2,872.
Harsh: We have $2,857.50.
PAK: We saved a lot of money on catering, food is $1,050. Have food for 135 people. We will be selling 120 tickets. Free for UMBC students, $10 for everyone else. We still need LCD and marshal for another hour.
Harsh: There’s going to be a band and DJ?
PAK: Yes, the band will be our main attraction. The band is free, but we have to pay for the DJ.
Yasmin: Is he bringing his own equipment?
PAK: Yes, so is the band.
Yasmin: The student marshal is $90 instead of $100.
Yasmin: How necessary are the decorations?
PAK: Key part of the event. Would be willing to take out the brochure instead.
Yasmin: total $2,872
Discussion:
Harsh: Total is $2,872
James: I got $2, 697.
Decision: New total $2,697. Members For: 3, Opposed: 0, Abstaining: 1. Absent: 1
6:09 SASA: Ajooba
Cultural show, dances and fashion walks. Our main event of the year. Anyone who wants to make dances or show can.
Questions:
James: What about the shirts for performers?
SASA: Last year was the first time we did it. Present for time invested.
Harsh: These t-shirts are not used in the actual show?
SASA: No.
Christine: How many performers?
SASA: About 80
Harsh: Our policy prevents us from funding the t-shirts.
Yasmin: You can use money from your carry over.
Harsh: How many are coming to event?
SASA: Have tickets for 300. Had 200 last year, expecting bigger turnout.
Harsh: Is this event free?
SASA: Yes
Stephanie: where?
SASA: UC Ballroom.
Harsh: Time?
SASA: 7 to 9pm
Harsh: students will pick up tickets at commons desk?
SASA: Yes. Was wondering how many chairs would fit in the ballroom.
Yasmin: 450 max.
SASA: Scheduling people said we couldn’t schedule it until we had funding.
Yasmin: We can do that tomorrow.
New total is $1,727 without shirt.
Discussion:
Took off money for t-shirts.
Decision: New total is $1,727. Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
6:14 Mama’s Boys: Festivus Acapellius
5th year of event. In LH5 Free to all students, have groups from other colleges come by.
Questions:
Harsh: What time?
MB: Saturday 8 – 10
Yasmin: Wardrobes?
MB: Tradition is to wear togas. Only buying for new members, will be recyclable.
Stephanie: How many usually go?
MB: About 200
Harsh: What are decorations?
MB: Since its right after Halloween we get (really, really) cheap Halloween decorations.
Yasmin: Are the wardrobes are necessary?
MB: Gets everyone excited about the event. All other groups will be wearing outfits as well.
Discussion:
Yasmin: Don’t know if wardrobe is necessary. Not sure if it really adds to event.
Catherine and Silva assert that they think it does.
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
6:17 Persian Student Association:
Shabe Yalda:
Traditional holiday - Celebrates the longest night of the year. Gets UMBC students involved in Persian culture.
Questions:
Harsh: When and where?
PSA: December 5th in UC Ballroom.
Silva: Where did you get the food quotes?
PSA: We have two options, Chartwells or restaurant.
Harsh: How many are you expecting?
PSA: 300
Stefan: What about the outfits for dancers?
PSA: Every year we have a dance group perform. Trying to make group look more cohesive. Traditional outfits, reuse a lot.
Yasmin: You are asking for the advertisement package and the banner? Did you check to see if that marketing package actually comes with a banner?
PSA: Yes. Two packages that they offer, this one is a generic brand. Want a banner we can use for other events.
Harsh: What are the misc. costs for?
PSA: In case something goes wrong at the last minute. Had an issue last year
Harsh: You requested well over $2,000 for food and drinks, additional for utensils 700 – is all that really necessary?
PSA: If it’s through Chartwells, they give us free utensils. The results here were from looking up prices for Giant.
Yasmin: Have you spoken to Chartwells?
PSA: They kept pushing meeting back. Set for Thurs 11:30pm. Pricing for food is worth it so we wont run out. If things with Chartwells fall through, will use caterer.
Yasmin: Might have to find someone else if their not meeting with you.
Silva: Are the utensil costs from Chartwells?
PSA: No, they are an estimate in the event that we are not given utensils by Chartwells.
Harsh: What are the signs for?
PSA: For people coming from off campus. Around the circle to help give directions.
Harsh: So your not asking money for that?
PSA: We don’t know where to get that done. Assuming Common Visions. Handmade signs last year.
Yasmin: You can get fined for that. Should look into it.
PSA: For the past few weeks, we’ve been trying to contact other orgs on campus; a lot of them rejected us. Is there anything we can offer other orgs. like incentive? We are talking to SEB to see if they will help sponsor event.
Harsh: They flat out rejected you?
PSA: Doesn’t make sense to ask them to help us for no reason.
Christine: Orgs. will do this sort of thing for free.
Yasmin: I don’t think SGA has done anything like that in the past.
James: Maybe in the past we funded an event where we paid orgs.
Yasmin: We wouldn’t do that for on campus events though. You could do a raffle for all performers, we can fund that. Could ask Common Vision for prizes they could give out or contact people to see if they would like to donate.
Harsh: What food items are your highest priority?
PSA: Top five listed. Main dishes are 1-5. The rest are appetizers.
Silva: Is this event open to off campus?
PSA: Mainly for on campus, maybe family.
Silva: Are you charging?
PSA: Only for non-students.
Stefan: What are the police for? Is that required?
PSA: Yes. When you have a certain number attending, you must have on marshal.
Catherine: How many non-students are you expecting to attend?
PSA: 75-100
Stephanie: Do you think it would be possible for people to bring homemade food?
PSA: Not for 300 people.
Harsh: It’s a lot of money for food, so we probably will have to cut it down a bit.
Yasmin: Do you want to wait to vote on this until you have quotes from Chartwells?
PSA: It would help, but the food platters and appetizers can come from Chartwells. We have to see what they can provide. We can do that.
Yasmin: They have a lot in carryover.
Discussion: Event tabled.
Decision: Event tabled until more accurate quotes could be obtained.
Henna Day:
Fundraiser, get henna cones. 3 for $5 each. Trying to get PSA name out there. Want to do something we created.
Questions:
Harsh: Three packs for $5 each?
PSA: Yes, each cone will last for about 20 people.
Harsh: What is the extra money for?
PSA: Don’t know what happened with that. Probably extra for advertisement. Would be max $15 for cones.
Silva: How many people will you get per cone?
PSA: Will vary depending on the design size, or mistakes.
Harsh: What are the board markers for?
PSA: Advertising?
Stephanie: Where?
PSA: Set up table outside commons.
Erica: Is henna free?
PSA: If we do fundraiser, will charge depending on size (about $2). Could do it for free.
Harsh: Where would donations go?
PSA: To our carryover for future events or to a specific organization.
Yasmin: Event would have to be free or suggested donation because we cant fund charities.
PSA: We were thinking of suggested donation.
Harsh: The money couldn’t go towards your organization carryover?
PSA: We could put it into carryover.
Yasmin: Could use $25 from carryover and then ask for $10. That might be more beneficial.
Harsh: You want to just cancel the request?
PSA: Yes.
Discussion: Request cancelled
Decision: PSA decided not to request SGA funding for this event.
6:43 Musicians for World Peace: Band of Brothers in Concert
Three concerts for this year. Having a short concert from 12-1pm and the full concert will be in the evening. Point of the first two concerts is to let everyone know about the band. Will have free food. Last concert we are trying to do fundraising for AOET- program in Uganda. Trying to raise awareness for important events on campus.
Questions:
James: Is the band that’s performing part of the Musicians for World Piece, or separate?
MWP: Technically separate, though I (pres.) am in it.
Harsh: Will there be other bands? Is that what the band payment is for?
MWP: Yes.
Harsh: Free for UMBC students?
MWP: Yes. Donations are optional. No donations for this event. For later concert.
Harsh: How many people?
MWP: 30-50
Silva: how will you advertise?
MWP: We were going to use banner and flyers. Issues with advertising, have flyers already.
Silva: So you don’t need money for that?
MWP: Forgot to put in 30 for banner, but can handle it with carryover if needed. Will be about 37 with tax.
Yasmin: If you are paying with SGA money you don’t have tax.
Discussion:
MWP: Forgot to mention that the band sound for the second concert is only $50.
Harsh: Move the 50 for the evening concert and combine two events since they are on the same day.
James: Had 30.50 for advertisements. Added 680.50 for additional flyers
Decision: New total for combined concerts is $680.50.
Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
6:48 UMBC Club Tennis: Social/ Coach Appreciation Night
We just started a few years ago. Wanted to do two part event, social and for the head tennis coach who is leaving. Event scheduled Nov 14 from 7 to 10 pm.
Questions:
Yasmin: Who is welcome to this event?
CT: Anyone interested in tennis.
Harsh: Free?
CT: Yes
Yasmin: How are you advertising?
CT: Facebook, common vision, flyers.
James: How many people is the food quote for and where did you get it?
CT: Direct quote from Chartwells, expect 100.
James: What kind of food.
CT: Mainly appetizers and dessert.
Harsh: How many people not associated with the tennis could are you expecting?
CT: Have 50 members on the club now, expecting about half.
Yasmin: Is this your biggest event for the year?
CT: This is our first event, if it goes well maybe.
Silva: If people who don’t go here anymore want to come, will you charge them?
CT: Probably not, trying to keep it free.
Erica: Do you get support from athletics department?
CT: We are not affiliated with the UMBC varsity team. For a while we weren’t funded as an org., recently SGA recognized us as an org. Haven’t done anything for SGA yet.
James: No funding from athletics.
Discussion:
Catherine: A lot of money for the crab cakes.
Stefan: Chartwells charges too much.
Harsh: Will this event contribute to Campus life?
Catherine: Contributes to the org. more than the campus.
Yasmin: I’m for it, but I think we should cut it down.
James: They are a restricted org. Considered a club sport.
James: This is not a competitive event.
Erica: What are criteria you will set for what benefits the campus vs. the org.?
Yasmin: I think its ok for us to fund events that would be good for the org. Like with meetings.
Silva: People outside the club may be interested in going to see the prof. who is leaving.
James: It’s a lot of food for 100 people.
Stephanie: I feel like the event is limited to just club members.
Yasmin: Some of the meetings that we fund fully are limited.
Harsh: Their not trying to attract other students.
Steve: Are not under the same realm as non-restricted, should not get the same perks.
Yasmin moves to vote, Silva seconds.
Decision: Members For: 1, Opposed: 2, Abstaining: 1, Absent: 1
6:50 (ish) Chinese Student Association:
Dim Sum Trip
Big event, funded for the past 6 years. Biggest cultural event for the year. Chinese cultural dishes. Had 50 people come last year, event is open to everyone. Carpooling, everyone meeting on the commons circle. Are working on making a Facebook. $400 we requested was not enough last year.
Questions:
Yasmin: Is there anyway to bring the event on campus.
CSA: I thought about that, but Chartwells might not agree. They don’t do Dim Sum, but they do have Chinese food. Not an easy event to cater.
Harsh: How many are you expecting?
CSA: 60. Open to everyone, hoping to get a lot of freshmen.
Harsh: What time?
CSA: Noon, meeting on commons circle.
Catherine: Everyone on campus welcome?
CSA: Yes, we are providing transportation. We have 15 cars so far.
Discussion: N/A
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Karaoke Night:
Done for the past 2 years. Equipment used to be funded by the mosaic center, but they no longer do that, so we fund equipment ourselves. Want to get a lot of people to come, try and get Chinese food. Music is not just Chinese – anyone can join in.
Questions:
Harsh: What time?
CSA: 6-11pm 50 or more people expected.
Harsh: How will you advertise?
CSA: Facebook and word of mouth.
Discussion: N/A
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Recess @ 7pm, Lasts until 7:05
Linux Users Group:
First 4 days will be Linux awareness week. Only need money for advertising. Wanted to get a banner for install fest. Plan on reusing it.
Linux Kiosks
Questions:
Harsh: Where is it going to be?
LUG: Main Street.
Harsh: What time?
LUG: From 11am to2pm first 4 days. On install fest day goes from 10am to 5pm.
Silva: What made you want to start this org?
LUG: Linux is cool software that is all free. University uses it. Wanted to provide resources for people interested.
Harsh: Is the Install fest a separate event, or is it part of the Linux awareness week.
LUG: It’s the end part of it.
Harsh: can just combine events?
LUG: Ok.
Discussion: N/A
Decision: Agreed to combine this event with the Install Fest below since they are related. Date changed to 11/3-11/7. New total $251.50. Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Install fest:
Questions: see above
Discussion: N/A
Decision: Event was combined with the Linux Kiosks (see above)
Not attending
Social Work Student Association: Breast Cancer Awareness
Questions: N/A
Discussion:
Yasmin: Have issues with the giveaways. Also can’t fund the one on the 20th, can fund the 30th.
Yasmin: Maybe bracelets and stickers for awareness, but candy seems unnecessary.
Harsh: I say we give them $100.
Some issue of the event being in line with the org’s mission statement raised by a finance board member who shall remain anonymous.
Yasmin: Not sure if giveaways are what we want to be funding. Maybe if event were more informational.
Maybe if they were giving out pamphlets.
Yasmin: Would maybe give them $50 for two days so they could buy pamphlets and bracelets.
Harsh: Lets take out decorations and food. Brings total down to $100.
Decision: New total $100. Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Arab Student Union: 1001 Arabian Nights Additional
Questions: N/A
Discussion:
Harsh: Had extra costs come up. $115 for increase scheduling gave them.
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Anime Society:
Scheduled Showings Fall 08
Canceled the request – they forgot they had already received funding for the showings last semester.
Scheduled Showings Spring 09
Questions: N/A
Discussion:
Harsh: $350 for spring meetings.
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Orthodox Christian Fellowship: Coffee house
Questions: N/A
Discussion: N/A
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
The UMBC Russian Club: Russian Ballet
Tabled - did not submit description.
Post Meeting Discussion
Email assignments:
Silva: SASA, KOS, UMBC Table Tennis Club
Yasmin: All tabled orgs. Russian Club, PSA, Ethiopian.
Christine: Paksa, Mama’s Boys, Social Work Student Association
Harsh: Musicians for World Peace, UMBC Club Tennis, CSA, Linux Users Group.
Stefan: Arab Student Union, UMBC Anime Society, Orthodox Christian Fellowship
Announcements:
Steve: Looking to do a campus security walk.
Homecoming this weekend.
Election night Extravaganza coming up.
Cellular solutions: cell phone charging units. Have an advertising venue on 15 min cycle.
Roll Call
Christine leaves early @ 6:41pm. Emily leaves early @ 7:50pm.
Adjournment
7:50pm