SGA Finance Board 11/11
Call to Order
5:33pm
Roll Call
All members present. Christine absent from 6:14 – 6:40pm. Secretary is late >.<
Approval of Minutes
Issue with last weeks vote for Yalda Night. Minutes incorrectly state that one person abstained from voting. This number is actually 0.
Pre Meeting Discussion
Issues with members interrupting each other and orgs talking during discussion
Harsh: Have had some past problems with members of the Finance Board interrupting each other. We have also had issues with orgs giving input during discussion time. This has affected our ability to vote in the past.
Yasmin: I think it should be our responsibility to either correct finance board members, or tell orgs to refrain from comments during discussion time.
Emily: What if we want to ask questions during the discussion time?
Harsh: You can ask them questions.
Harsh: We also need to try not to interrupt each other during discussions.
Stephanie: Couldn’t we raise our hands if we have a comment? I know some of us do already.
Yasmin: I think its ok to ask a typical question, but if discussion is heated, its easer if we raise our hands. It’s more cordial.
Decision on that as etiquette for future meetings.
Yalda Night:
Harsh: Steve vetoed it on the ground that it’s a lot of money for food, especially for1 third non-students. These non-students were also being charged, so we would be basically putting $1000 into PSA’s carryover.
Catherine: I think we should not fund the 1/3 that are non-students.
Emily: I think we shouldn’t pay for the $1000. Subtract this from total.
Yasmin: I am still confident in my vote from last week. Think this is case where food is important for big event.
Stefan I agree with Yasmin, went to this event last year. The food was defiantly an important part of the event.
Harsh: Food is important but we can take out $1000 for money made for non-students. Should not affect the event. They could come back and ask for money the next time they have an event. Need to be careful about funding events that caters to large amount of non-students.
Christine: They have already cut down costs as much as possible.
Catherine: If we cut the money they get from non-students, they will get that money back anyway, so we’re not asking them to cut down on the food.
James: How can money go to that event, if they wont recognize the profit of the ticket sales until after? $1000 can’t go to this event, will have to cut out 1000 in food. Later on they have another big event they can use that 1000 dollars, but they cant use it for Yalda Night. Also the fact that it is a traditional event needs to be taken into consideration. Has happened more that 4 years. You know that this is a legitimate event.
Nayana: Need to consider equity of amount. For amount of money they are asking, is this the best way it can be used?
Stephanie: I feel that people are anticipating this.
Harsh: I’m still uncomfortable with $1000 going into org.’s carryover. We have no guarantee that it will go towards the next big event for students.
Stephanie: Next time they come back for funding we can mention carry over.
Yasmin: Agree. This will sway our decision in the future. They’ve won best event of the year - well-established event.
Harsh: would be more inclined to fund it if it were 300 students.
Yasmin: no way to guarantee that it won’t be 300 students. Our policy says it must be half UMBC students. If we are upset with that policy we need to look into this.
Silva: is there a 300 person limit?
PSA: 300 guest limit. Unless some people leave.
This is the day of, or before?
PSA: The day of. 300 is the max, we make up 20 people. For anyone that leaves, more come in.
Stephanie: Think we should fund it because its one of their main events. Cultural event, important of UMBC. Even if we are paying for non-students, they will learn about UMBC.
Silva: Changed my mind and I now agree with Yasmin. I didn’t realize how much would be going on during event. There is a lot too it. Food will not make the event, but still good. If it doest work out we can learn from our mistakes
Emily: Learned our lesson from pie day. Compared to that, this is pretty legitimate.
Stefan: We are not sure how much money we will have next semester. I would rather fund the whole thing now so they make carryover, will have some money in spring that will help them fund later events.
Harsh move to vote
Yasmin second
Override veto: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
Yasmin: schedule is odd tonight. A lot of the people I contacted had class. Two orgs per half an hour.
Allocations
ASC: Eliot Chang
Eliot Chang is a comedian - focuses on stereotypes. He will have a Q and A session to get students to think of the actually stereotypes. Open to all students. Want other students to know what these stereotypes actually mean. Event will take place on December 4 in UC ballroom 7pm. Can fit 350 students. Free, but there will be a small fee for off campus. If not funded we will charge students a small amount. Good turn out last year.
Questions:
Emily: How much would you charge students?
ASC: $5 without your funding.
Emily: Non-students?
ASC: $7 or $8 if not funded, otherwise $5
Emily: how are you advertising?
ASC: We always have it so its well known. Flyers, common vision,
ASC: already been booked for UC Ballroom
Silva: your giving out tickets before hand?
ASC: Yes
Discussion:
Emily: its just $5, if it’s free for all students and it was sold out last year I don’t know how they would to do ticketing. If people were committed to going, they would probably pay $5
ASC: Actually was free last year. That’s probably why it was sold out. Fees tend discourage people from coming.
Stefan: Even if they charged $5, total only comes to $1500, short $1000
Yasmin: Something we should think about: not a bad idea to partially fund it and ask students to pay something like $2. We are in financial crisis.
Harsh: This seems to be a traditional event, sold our every year.
Yasmin: How would you feel about partially funding?
Stefan: Is this going to become our policy for future events? We will have to set a guide for how much we are asking them to charge students.
Emily: Sooner and later we may have to ask them to do that.
Stephanie: a lot of people will not go just because of $2 fee.
David: This brings up a problem you have to solve: you are running out of money. Shouldn’t solve money issues via individual allocations. Don’t make policy based off this request, need to figure out how to handle shortage of funds.
Harsh: Shouldn’t discriminate after we gave so much money to PSA
Catherine: I think we should fund it but agree with David.
Yasmin moves to vote.
Silva seconds.
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Gospel Choir
Gospel Choir Concert
Every semester we have a concert, been doing this for many years. In FA recital hall. December 6th at 8pm.
Questions:
Stephanie: how many? 340
Yasmin: This event is in the recital hall? Did you get the quotes for sound, light and visuals from them or from commons?
GC: From contractor with the FA building
Emily: food?
GC: Reception at the atrium afterwards. Will have food such as chicken and cake
Stephanie: decorations?
GC: Banners, balloons, each year we have a color theme to go with mission statement with choir. posters, flyers
Yasmin: where did you get quote for food?
GC: Chic-fil-A
Discussion:
Catherine: I think it sounds like a good event, not sure about the prep session
Yasmin: seems like good event
Stephanie: Not a bad amount to request for 300 people coming.
Decision: Members For: 3, Opposed: 0, Abstaining: 1, Absent: 1
Yasmin: a lot of big events going on: PSA’s event the night before, drop name of big events. You guys could collaborate to get more people to come.
Prep Session
Different event, occurs the same day, a few hours before. Preparing themselves for the concert. In skylight lounge between 12 and 2pm.
Questions:
Harsh: how many?
GC: Required for members (60), plus advisor. I have the quotes from Chartwells for that
Discussion:
Emily: have problem with this – seems like a lot.
Stefan: part of it is just Chartwells. I think we should cut it.
David: is this really a separate event, or part of single event? Is so then it wouldn’t have made the deadline. Could say its one event, second part of which we can’t fund because of deadline issue.
Stefan: I think its two separate event. Caters to two different audiences.
Silva: Don’t see a big benefit for the whole campus.
GC: What we do besides singing is administering, that’s part of our mission statement. Message to students of UMBC. More than just singing and performing, need to prepare ourselves for this event. Prep session like a self-check. Will mostly be for gospel choir. Big part of what we do.
Emily: I think part of the event
Catherine; think it’s important but money we are giving you for food comes from all UMBC students. Doesn’t seem fair to them. Most people there will be gospel choir.
Yasmin: Gospel choir is open to everyone, not restricted funding. I do think concert might be more beneficial.
Silva: don’t need that much money to gather people do something special
Nayana: Why does it matter if it’s a separate event?
Harsh: if combined will exceed deadline
Catherine: can you fundraise and get food from someplace other then Chartwells
GC: Thought of using on campus resources for food.
Yasmin: We are trying to work with Chartwells and to bring down prices. We are currently encouraging people to go off campus.
Emily: We should consider partial funding. It is important, don’t need Chartwells, but should have this event.
Catherine: They are only asking for food. You can still have the prep session without food
GC: We won’t be eating
Catherine: Unless you can raise your own money
Stephanie: Agree with partially funding it
GC: If we come back next semester with price from Chartwells, you will recommend some place else
Yasmin: We will know that by that by the end of semester. Should we only fund them $300? Then could combine with the concert event.
David: $335 works.
Silva: I see them as two separate events.
Catherine: Group of people attending makes it separate. Not catering to same people.
Yasmin: is it an event that we want to fund?
Nayana: can we table it and have them come back with new quotes from elsewhere.
Decision:
Event tabled.
Yasmin: you can work with me on it.
Musicians for World Peace
Free hour Concert
Evening Concert
AOET – provides education for orphans in Africa. Two concerts play, just the keyboardist plays for free hour. Their guitarist has a conflict. Entire band can’t play evening. Keyboardist will play for both. a lot of changes to budget.
$55 for flyers, wanted them in color. Easer for black and white flyers. $14.
Questions:
Yasmin; how do you feel about half sheet flyers?
MFWP: We were planning for two on each half.
You can get 100 free SGA flyers this months and 100 next month, so you wouldn’t need cost. Can make quarter sheets. Can email you.
MFWP: Sound in both cases down to 100 each same with band payment. $200 total instead of $300.
Harsh: Do we consider this one event?
Yasmin: doesn’t matter
Harsh: Would be easer for legislation. Will just change sound for second concert to $200
David: 746 total?
Harsh; getting 646
They cut the band payment and half
MFWP: We are expecting 30 to 40 people
Where: harsh
MFWP: Sports zone 7 to 9 pm, other at free hour.
MFWP: Food would be pizza, ran out last time. Asking for a bit more.
Yasmin: Asking for $150 for food?
MFWP: Need to set tables up in front to have our banner and another banner for AOET.
Discussion: N/A
Decision: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
UMBC Quizbowl
J sergeant Reynolds Tournament
On the 22nd Funding request only for entry fee, we are paying for everything else. Cost for two people. 130 f
Questions:
Harsh: You mentioned last time that you bring different people for each event.
QB: Yes, brought less people last time because cost was higher.
Discussion: N/A
Decision: Members For: 3, Opposed: 0, Abstaining: 2, Absent: 0
Note that Christine abstains in this case due to absence during the discussion with QB.
University of Maryland Tournament
Bringing 7 or 8 people. Collage park is a shorter distance, can bring more people
Get discount for November 16 – “trash tournament” on pop culture.
Questions:
Yasmin: are you going to be coming back for more money this semester?
QB: Should be our last of this semester, not sure about next, we may go to nationals. We could fundraise. Do two to three tournaments a semester
Discussion: N/A
Decision: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
Virginia Commonwealth University:
Questions:
Catherine: date is Nov 8,
QB: We submitted it too late to get funding so we covered it ourselves
Discussion: N/A
Decision: Event ineligible for funding due to deadline issue.
Bartleby: McNaughton Publication Deposit
Yearly journal for UMBC students. Creative non-fiction, fiction, poetry, art.
Questions:
Yasmin: says its due Dec 1st, if so it would be 30 days in advance
BTBY: Was when I submitted, it was 30 days in advance. Does not have to be by that date, but we like to get it done soon as possible. This is first year we didn’t have a budget
David: Why aren’t you asking for entire cost?
BTBY: They require deposit and after we publish we pay the rest of money. Put in deposit now and pay off rest later.
David: This will be a problem later, you have committed to paying several thousand to publication. Will be tail end costs for something you funded. May not have enough money then. Would be beneficial to ask them to come back and submit total request.
Yasmin: do you know total cost? Do you have access to full amount?
So I should submit another request form?
Yasmin: You have access to complete amount?
Stefan: if its over 3000 deadline issue
Harsh: The earliest you could spend it would be December 4th
BTBY: That’s fine. So were getting money for the entire thing? And we wont have to pay in the spring?
David: your responsibility to make sure deposit gets paid on time. Can ask questions for whole event as if it had been submitted, so he doesn’t have to come back and explain everything again.
Silva how many copies do you make.
BTBY: 2500 or 3000
Harsh: free?
BTBY: Yes.
Yasmin: our literature magazine, anyone can publish if it gets approved. Free for everyone.
Harsh: can you have amount ready for next week?
BTBY: I can email it to Yasmin
Yasmin: And we can vote on it next week
Not attending
Pre Medical Society: Medical Movie Night
Discussion:
Yasmin: I don’t think they have to pay for the copyright. I think the library probably has it. For every DVD that they library buys, they also have to buy the copyright to use on behalf of a University. We give money to the library every year for that. This is why a DVD collection is so expensive. We should check on this.
Harsh: table?
Decision: Event tabled
JSU
Shabbat
Hollywood Shabbat
Board Game Shabbat
Discussion:
Yasmin: Hollywood Shabbat is actually 12/21
Harsh: Do we have enough information to vote.
Yasmin: always a dinner on Friday nights.
Silva: not sure what the purpose is?
Yasmin: prayer and dinner, food encourages people come.
Catherine: I think the food a bit expensive. Not asking for cultural food.
Harsh: I'm ok with it.
Catherine: They don’t need two appetizers. Kosher food. Not quite cultural.
Yasmin: they said there was no real cultural food when I asked them.
Silva: Figure this is like gospel choir,
Emily: think they need to specify on the food.
Catherine: food is expensive
Yasmin: How much we think would be appropriate for 30 people?
Yasmin: I propose that we move it to $200 per Shabbat
David: Are you considering them separately? One of them violates a deadline
Yasmin: Mistake on 11/21
David: three consecutive weeks.
Yasmin: 11/21, 12/5, 12/12
Yasmin: Submitted 11/6. Ok for deadline.
David: Fine on deadline. But is this an event you be asked for funding every week?
Silva: every Friday?
Yasmin: we haven’t funded them yet. Homecoming Shabbat missed deadline.
Nayana: could table it and ask them to come here
Emily: Paksa asked for money a lot less
Yasmin: not a give away
Stefan: prayer is optional
Yasmin: These are not meetings, they are events.
Decision: All three events are tabled.
Kinetic Sculpture Club: Round Table Lunch
Discussion: N/A
Decision: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
HAPP CoM: End of Semester Event
Discussion:
Emily: not sure how many people are expected or how much food it is.
Decision: Tabled.
Poli Sci CoM: Brown Bag
Discussion:
Silva: attendees bring their lunch?
Christine: Have it outside.
Emily: Is this more about the professors?
Stefan: more of an event for students
Decision: Members For: 4, Opposed: 0, Abstaining: 1, Absent: 0
Post Meeting Discussion
Email Assignments:
Yasmin: Tabled events/ bring up issue about copyright license with Pre Med
Christine: PSA
Stephanie: Elliot Chang
Stephan: Gospel Choir
Catherine: Quizbowl
Silva: Musicians for World Peace
Harsh: Kinetic Sculpture. Poli Sci CoM
Reminder to be sure to email orgs.:
Harsh: Sometimes people forget. Sometimes events don’t happen. Cc me to all events sent out. Legislation in by Thurs every week. Email orgs by Friday night
Yasmin: Its ok to tell an org. if we didn’t get everything in on tine. Better to apologize than saying nothing.
Roll Call
All members present.
Adjournment
7:09pm