SGA Finance Board 11/4
Call to Order
5:06pm
Roll Call
All present except for Silva, Catherine (both late @ 5:11pm) and Stefan (late @ 5:27pm)
Approval of Minutes
N/A
Pre Meeting Discussion
Accurately Conveying the Finance Board’s Views
Harsh: Noticed a negative comment about the SGA on a org’s Facebook page claming SGA had forced org to raise the price for non-students. I responded saying that we had only suggested it. When I went to print out the comments, I found they had been deleted. It worries me that the Finance Board is being misrepresented.
Yasmin: We knew when we accepted these positions that there were going to be people who weren’t always happy with our decisions. I would not worry about it.
Harsh: Event is still free to students, but non-students were angered.
James: The people who were angry about it were off campus.
Quizbowl is not coming, Poli Sci did not meet Monday deadline – will go next week.
Allocations
Persian Student Association: Yalda Night
We had a meeting with Chartwells, they told us we were not going to get a better price at that at Sam’s Club. We are now funding food on our own. Bringing lots of things from home. Cookies from subway. Going through Caspian (local market). Cut out some food costs, tried to buy a lot in bulk. Sam’s Café, changed count to 300 (they thought it was higher), our price went down by $150
Questions:
Harsh: Costs for tablecloths, is that quoted?
Only thing we are getting through Chartwells.
Yasmin: Are tablecloths reusable?
They are cloth tablecloths – we are renting them.
Yasmin: You could just use $300 to buy them.
Have to take cost of bleaching and washing into consideration.
Yasmin: We are currently trying not to use Chartwells because of expenses.
Harsh: What is the concert package?
That’s for the UC ballroom – speakers and microphones we need for performances. House keeping went up a little.
Emily: How many people are you expecting?
300
Catherine: What’s all the fruit for? 400?
Part of the event. Tried to find the best deal. Important cultural part of the event. We cut the main appetizer out, so we have to compensate with having fruit.
Harsh: You have a summer of general costs? Is this additional?
No, just a rough estimate.
Harsh: They don’t add up.
Just a general idea of what we need based off of prices from last year.
Harsh: Do you want me to go by the prices in the summery?
No. Go by prices listed.
Silva: What are the signs for?
To direct those coming from off campus. Thought we might invest in buying them, so they don’t get destroyed every year. We are not supposed to be making them anyway.
Silva: For non-students?
Christine: How many non-UMBC students are you expecting?
PSA: 100
Emily: Could you charge non-students?
PSA: We are.
Emily: How much?
$10
Yasmin: Right now we are having issues with finances. Looking to remove things that are aimed for off campus. We can cut that out or you can use carryover.
Harsh: What is the total for food?
PSA: Around $1500
Harsh: You have a total?
PSA: No.
Emily: Its $20 per UMBC student, and they are charging $10 for non-students.
PSA: We should raise off campus price? Maybe $10-15.
Catherine: The price is for 200?
Emily: If they invite 100 parents, 200 will be students.
Catherine: $4000 is for 300 people?
PSA: Money includes faculty, not just students.
Yasmin: Could bump up number of expected students to 350.
PSA: We usually have 50 to 70 over what we expected.
Harsh: What exactly is the additional cost?
PSA: $300 - $150 performers, $150 DJ
Harsh: Total 3945?
Yasmin: $4151
Something we are missing on the list, the members are bringing it. $200 also.
Yasmin: are you asking for the napkins/ utensils?
PSA: No, anything with a name next to it is what we are bringing.
Yasmin: Are we thinking about cutting prices?
Harsh: Added all these up:
$420 for setup, $400 AV/sound, marketing $200, security $60.
PSA: Cookies are $250
Harsh: Utensils $300, food about $2000, contract $300. What to cut down?
Catherine: If price is for 300 people and 100 are from off campus, couldn’t we just cut down the total?
Harsh: We should cut down food.
PSA: We already cut down a lot for food. Getting cheapest prices for this. Stretched very thin financially. Don’t want the event to fall though.
Harsh: Money we fund here should be for students. If non-students paying can use revenue to offset some of the costs we cut. Might be more willing to fund event if it was 300 students.
PSA: Will probably be more around 350, numbers before were a rough estimate.
Discussion:
Yasmin: Take $100 off for signs. I will also move to vote. Hope you will be balancing it out amount you make from non-students. You have to be willing to ask for less in the future. We may not have enough money to fund event later.
PSA: Don’t want to ask for as much next semesters.
Harsh: take out signs and $200 for cookies
Harsh: its $900 for appetizers $900 for meal, I don’t think that’s necessary.
PSA: What about the amount you spent for Halloween fest?
Silva: It was only $1000 for whole event.
PSA: We need a lot of cultural food and variety. Did cut down a lot already.
Silva: You have a variety of food, but that’s what is making it so expensive.
Harsh: Would not cut down entire section, just individual costs.
Harsh: Have never funded this much before.
Christine; never done something before doesn’t mean you cant do it now.
PSA: Cultural food, can’t cut it down. We are asking for minimum
Yasmin: move to vote on $4051.36. Stefan seconds.
James: think this is an event we need to go to
Harsh: what time
PSA: 7pm doors open.
Christine: December 4th we are having a student org dinner, want to invite you.
Decision: Vote on. Members For: 3, Opposed: 2, Abstaining: 1, Absent: 0
Ethiopian Eritrean Student Association
Decision: Missed three meetings - voted down
Members For: 0, Opposed: 4, Abstaining: 1, Absent: 0
Freedom Alliance: Transgender day of Remembrance
I apologize; our treasure was supposed to be here but is not. Need total. Last time we requested funds and you asked us to do more research on the cost and try to raise money on our own and come back to you. We got the speaker of Transgender Day of Remembrance for $750 plus transportation. We got our contributions raised to this amount of $750 so now we have cover the cost of the speaker. We now need the amount for the flight, hotel and car.
Questions:
James: How many more events do you think you will need funding for?
FA: This semester is our last time. We got fundraising for world aids day. That would be the only event we needed funding for.
Yasmin: How are you advertising?
FA: Free black and white flyers via SGA and black and white flyers from the Mosaic Center.
Harsh: Is this event free for everyone?
FA: Yes, we are planning on carpooling.
Harsh: When and where is the lecture?
4-6pm, LH4
Discussion:
James: There is an issue with equity amongst orgs. Freedom Alliance has a few thousand dollars. What if a new org that needs funding comes up with a request?
FA: I understand your issues with equity, but you have to consider our representation at UMBC. We are on of the only minority orgs that doesn’t have office. We don’t get a lot of help from administration.
FA: Can we start submitting requests for spring?
Yes
FA: Went online and budget shown was from last year.
Yasmin: Unfortunately I have little control over that; I'm trying to work on it.
FA: We don’t want another situation where we ask for money, but then it turns out we have some transfer.
Yasmin: You don’t have anymore transfer.
Decision: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
Maryland Student Legislature
Fall Interim Assembly
Chance for different schools around the state to come together and submit legislation pieces that they have debated in their respective chapters and present them to a group of multiple chapters.
Questions:
Harsh: This event is off campus?
MSL: Yes.
Yasmin: How many are going?
MSL: How much did we ask for?
Yasmin: $525.
MSL: Have registered 10 so far, 5 more expected.
Harsh: How do people find out about event?
MSL: Advertise during club meetings.
Harsh: How do you chose who goes?
MSL: Anyone can go.
Discussion:
Silva: Not sure about this event. Goes back to issue of individual benefit. It’s a lot of money.
Harsh: Are there any additional costs you have to pay yourselves?
MSL: General fee. We are requested to give certain amount.
Harsh: Are you paying for anything other than this?
MSL: We will be paying for gas.
Yasmin: A lot of money for 15.
Emily: Around $33 per student.
Harsh: Have funded it to the event. I am ok with it.
Catherine: Delegation fee?
MSL: Each chapter of each school has to pay every year to be recognized.
Christine: I think we should cut it down. It’s only for 15 people.
Harsh: So if they asked for another 20 people and raised price proportionally, you would be willing to fund it?
Yasmin: I’m also fine with funding it.
Christine: The only event you’re doing?
MSL: Only off campus event.
Stephanie: how many from other schools?
MSL: Some are smaller than ours, may have only 5 people.
Harsh moves to vote. Yasmin seconds.
Decision: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
Spring LTI/IA
Combination of our two fall events: Leadership training institute and Interim assembly. Training for writing bills and leadership. Chance to present bills.
Questions:
Harsh: How many?
MSL: 15-20
Discussion: N/A
Decision: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
Annual Session
Biggest event of the year. In Annapolis Statehouse. Anything that hasn’t been debated before is addressed and debated. Is like a gala celebration.
Questions:
Harsh: How many?
MSL: 20-25, more people are willing to go. Have more members towards the end of the year.
Yasmin: How many miles is the hotel from here? 30?
Erica: Its under 50 miles.
Yasmin: We don’t fund hotels under 50 miles away.
Harsh: We would not be able to fund this event.
Silva: Have you guys tried fundraising?
MSL: Have been doing that more this year then before.
Silva: Have you started yet?
MSL: Not yet, planning now.
Harsh: How are you getting there?
MSL: Driving.
Harsh: You can request for gas money.
MSL: Can we request for it now?
James: How many cars?
MSL: 3 or 4 for spring event and 4 for Annapolis.
Yasmin: You might just want to submit another allocation.
Harsh: You have a lot of time for the deadline, just submit another. Just probably not for the Fall Assembly request.
Discussion:
Catherine: you said you were planning on fundraising, is it possible they could fundraise money before this?
MSL: We will do our best, but we are not a well-known org. Will fundraise for additional people to come.
Decision: For $500. Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
Not Attending
Game Developers: Happy Fun Game Night
Questions:
Harsh: I cost less than $500 you don’t have to come to meetings.
Harsh: How many people? Is it free to everyone?
Will mostly be just members but we will be inviting others. The event is free for students.
Discussion:
Harsh: What does everyone think about the Happy Fun Game Night?
Silva: Good name.
Yasmin: Hoping it will draw more that 60 people
Can we start reserving rooms before money can get in account?
Yasmin: You reserve a room and it will be tentative. Should be taken care of by Monday. Scheduling will call to make sure you have money in the account.
Decision: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
UMBC Russian Club: Russian Ballet
Discussion:
Harsh: $52 per person
Yasmin: Don’t mind cutting it in half, but think it’s a cool event.
Silva: was only sent out to Russian club.
Yasmin: But anyone can join the club.
Silva: how do we know they did all that advertising?
Yasmin: cut in half.
$184.95
Make it clear that cost must be divided amongst students.
Catherine: This event takes place during break.
Yasmin: that’s why only 7 have responded.
Harsh: Is it legitimate use of SGA money?
Decision: New total $184.95. Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
Post Meeting Discussion
Yasmin: Will reschedule Model UN. Was supposed to come today.
Erica: She stopped by and was looking for you. She knew she could come but she wasn’t sure if she had been asked to come. I told her to contact you and reschedule.
Contacts
Harsh: Game Developer’s Club, Ethiopian Eritrean Student Association, UMBC Russian Club.
Silva: MSL
Stefan: PSA, Freedom Alliance
Yasmin: Model UN
Yasmin: Please make sure you email your organizations. If they don’t know they have money they may not schedule events.
Roll Call
All members present
Adjournment
6:12 pm