Student Government Association

October 25th, 2007
Commons 318

5:35pm Meeting called to order
Present: Oy, David, Ozell, Ashley

Persian Student Organization
Yalda
Joy: Tell us about the event.
Its a celebration of the longest night of the
year. We'll be giving out
refreshments,
drinks, etc. We're trying to make it as big as
possible with people
inviting parents and
other people from off campus.

Joy: How many people are you expecting?
250

David: Are you charging?
For UMBC students its free, for non- UMBC
students we're thinking about
charging $10.

David: Are you planning on requesting funds later
in the year or should we
consider these
your two maor requests for the year?
Thie is our main event for the semester. WE have
another one next
semesteras well with
about the same price. we're thinking about having
a few smaller events
later but
not as big as these.

Joy: can you tell us about the decorations?
We're going to have small centerpieces on the
tables, small fish, etc.
We're going to bring
in more traditional things to make the UC look
nicer.

Ahsley: Did you get these quotes from the proper
people?
Yes, they're exact quotes.

Ashley: What will you use the admission that you
charge off campus students?
Save it, use it for other events, charity etc.

Igor enters 5:41pm

Joy: The fruits and sweets...what are those?
We're going to have some fetta cheese,
nutritional fruits such as
pomegranetes, grapes,
apples etc.

Joy: And the advertisements are being given by
common vision?
yes

Thank You

SEA
Joy: Can you tell us about the event?
Yes, it was brought to you a few weeks ago and
was tabled. Its going to
take place at
the Sculpture Park. We have had it before and it
was extremely
successful. Its an
educational event as well as a celebration of
Greenspace on campus.
Greenspace is a
program which plants trees all over the world
with rocks next to them and
eventually absorb them signifying a metaphor.The
trees on campus are 4
years old now
and are growing well.The Fine Arts Dept paid for
about $400 and asked us
to pay the balance.

SGA Advisor: The reason the finance board tabled
this was because the
request wasnt timely.
What has changed?
I didnt think that it was timely beceause there
was no planning to be done
and all we had to
do was pay our share of the money.

SGA Advisor: It wasnt tabled because the finance
board cant fund something
thats taking place
within 14 days.

Joy: What is the mapping cost for?
The maps were printed for the event and theyre
maps of the Greenspace
trail on campus.

Joy: Can you explain the lunch cost again?
The lunch cost is basically to provide lunch for
ppl coming to the event
and Fine Arts
asked us to chip in.

Ashley: So this event hasnt happend yet?
Yes it has happened.

Joy: So youre requesting a reimbursement?
Yes.

Joy: So who paid for the costs?
I did, out of my pocket. The reason I didnt
submit the invoice on time
was because I didnt
think it was something that needed planning and i
neglected to read
budgetary policy.The maps
I just decided to have printed because it
benefits the whole campus and
educates people. Fine
Arts also told us that the maps had already been
printed.

David: Are the maps event specific or do they not
have a deadline?
NO theyre all over campus for people to pick up.
Fine arts went ahead and
had the maps printed
from the company and paid their share and we had
a separate invoice for
our share. I dont mind
paying out of my pocket but it benefits the whole
campus and if I can get
reimbursed that woudl be
great. I dont want to break a rule but if I can
then that would be great.

PreGame tailgate:
Joy: Can you tell us about the event.
We're having another tailgate event like we did
last time. We're expecting
300-400 people again
and it should be as succesful as last time. We
dont expect the cost to go
up either, its the same
as last time. Last time the commons terrace was
full, we almost ran out of
food but we managed.
WE are going to be advertising more this time.
We are speaking to RSA,
Residential Life, etc for
co sponsorship so that we dont have to bear the
whole burden. $250 is the
max we expect to pay
but if we get co sponsors then itll be less.

SGA Advisor: You talk about this as a strategy to
encourage athletics to
deal with SGA and students
a different way. Would you at any point say that
we've tried this method
before, its not working,
we need to stop and change?
I think that these events do help. On one end
we're tryign to nurture a
relatinoship with Athletics
to develop a better understanding with students.
On the other hand this
is also just a school
spirit event to increase school spirit on campus.
In answer to your
question I really dont know
when that point will come. Ive been doing a lot
of thinking about that
question and you guys will
get a report about Athletics spending but on the
other hand I dont want to
hurt student life by
getting athletics to hav a better relationship
with us.

Question: Would there be anyway to see in numbers
how many people come to
this event and then
go to the volleyball game?Can we do that next
time?
Yes we can.

David: maybe we could get some kind of ticket
that people can get at the
tailgate and then turn it
in at the game and possibly get something in
return so that we can track
the numbers?
Yes we can definately do that. This is going to
be a great game as its
Womens basketballs first
home game. There'll be free tshirts at the game
as well.

Question: How do you decide whichc team you hold
a pregame for? What if a
team asks why you arent
supporting them?
We basically just decide based on the best day
and time. WE picked a
friday this time because
we've got the name of the tailgate out and ppl
should stay back on a
friday for it. We picked the
womens game because the mens game is on a
saturday and will be well
attended while we've already
done an event for womens volleyball.

Thank You

Deliberations on JSU's deficit:
David: If an organization goes into deficit for
its carryover then its
their issue. We have nothing
to do with their carryover. What happend 4-5
years ago was there was a co
sponsored event led by
JSU. Each of its sponsors was responsible for
different parts of the
event. What probably happened
was that the co sponsors probably didnt pay their
share. This legislation
will basically take
the funds out of the the JSU's SGA account and
put it in its carryover.

Fouad: So we wont be losing money?
David: we already lost the money 4 years ago.

Question: What happens if an organization goes
into a deficit?
David: They basically owe us the money and are
responsible to pay us back.
The reason we're trying
to help JSU is because none of their officers or
members were here when
the debt took place and
we dont want to give them a hard time.

Question: Where is the other money coming from?
Basically they will pay $500, and we'll hold them
in good faith and wipe
the other $2000 clean.
However we'll be taking it out of the GL and
putting it in their carryover
to even it out.

Fouad: Wont this open doors for other
organizations?
This is the first time the SGA has fixed this
problem this way. Its on a
much larger scale and
the biggest complication is that it took place so
long ago.

Fouad: Couldnt we hold the co sponsors
accountable?
WEll co sponsorships are no longer handled the
way they were 4 years ago.
Now we give all the money
to the lead organization and they deal with the
co sponsors.

Question: The SGA President and treasure
embezzled about a quarter of a
million a few years ago.
What happened was that altough the SGA after this
event wasnt responsible
for the occurence,
they were responsible to pay back the money
slowly.

SGA Advisor: Even if SGA officers tried to
embezzle money they would get
Student Judicial services
involved and it would be much harder. This was a
mistake of the policy.

Question: Couldnt we make them a limited funded
organization for another
year and slowly make them
pay back the debt?
WEll we could but not many of their officers
would be willing to work to
pay back the debt.

Steve:ust like JSU has inherited this debt we've
inherited the problem
that JSU has been funded
and the debt has been ignored. But now theyre
going to be cleared of the
debt, that just seems
a little unfair.
David: There really isnt much we can do, its a
four year hole thats been
ignored.

Deliberations on PSO's Yalda:
For $2454: 4
Opposed:0
Abstaining:1
Passes

Deliberations on SEA Greenspace:
David: We cant pay for the lunch since its
already passed.We could fund
the map cost however.

James: I think we need to make the 14 day policy
concrete. Why cant we add
in a last day clause
or make it a lesser deadline. My point is the
Agape event was something
we would have funded
and was a good event and we probably could have
got them the money in time
but we decided not to
fund them because of the 14 day clause.

Joy: The other thing aobut the 14 day policy is
that it makes groups plan
ahead but i also see your
point about being able to fund them. I think that
now they know that there
are consequences to not
planning ahead then they will be more prepared.

Fouad:Couldnt we set the date with respect to our
meeting time. It would
make it a lot easier.
Instead of making it 2 weeks before the event,
couldnt we make it two
weeks before the meeting
or one week before the meeting?

James: We could add a clause saying that it is
upto the discretion of the
finance board whether
ornot an event can be funded even if it is past
14 days. We could make
the clause more elastic.
There might be events wehere the 14 days arent
necessary although it can
be used as a reason to
reject and allocaion. But we can say tht it is
also at the discretion of
the finance board to
decide whether or not to fund something. that can
leave room to allow
funding for an event that
would be positive and possible.

Joy: I agree with some aspects of what you're
saying. But sometimes
organizations come late
because of misundersatndings for the
organization.

James: thats why the discretion of the finance
board clause would be
useful when reviewing
such events. Lately we have been seeing possible
events that would have
been positive but we
couldnt fund them because of the 14 day policy.
We could make it more
elastic.

SGA Advisor: The 14 day policy does allow the
finance board to call
organizations back
for questioning. Without it the finance board
might hav to vote without
full information.

James; Right but thats why the 14 day policy
would be in place so that it
can be used to reject
requests for time contraints.

SGA Advisor: But then organizations can ask why
they werent funded under
14 days while another
was.

David: Well we could explain to them why 14 days
wasnt enough to process
their request.

James: I think we should make the deadline the
time at which we really
cannot get the money to
the organization in time.

David: What if an organization's cost for an
already allocated event went
up and they came back to
us for more money within 14 days. Could we fund
that?

SGA Advisor: Your rules dont allow that.

David: Then we need to fix that.

James: So the finance board be willing to
consider a change in legislation
to the 14 day policy?

SGA Advisor: I would suggest that a super
majority of the finance board
would have to accept the change
in the policy in order for it to be passed.

Joy: back to SEA, how did everyone feel about
this?

David: We cant fund the lunch cost, but we can
fund the map cost if we
decide its beneficial.

SGA Advisor: I dont think you can fund the maps
either because theyve
already been funded.

Joy: So do we just not vote?

David: We could vote and just fail it, or can we
just automatically fail it?

SGA Advisor: Well if it does get passed then it
can go to the supreme
court. But if it isnt then
theres no problem as it dies. The last thing you
want to do is to
encourage students to spend their
own money with the hope of getting reimbursed.

Discussion Tailgate;
For: 4
Opposed: 0
Abstaining: 1
Passes

JSU issue:
For paying off JSU's debt from General Ledger:
For: 4
Opposed: 0
Passes

Roll Call: Igor, Joy, David, Ozell, Ashley

Meeting adjourned at 6:45pm

October 30th, 2007
Commons 318

Meeting called to order at 5:42pm
Roll Call: Ozell, David, Ashley

Muslim Student association Sister Talent Night:

Ozell: Please describe the event.
It’s an exclusively female event. No men will be
allowed but all UMBC
women will be allowed. We are raising funds for
an organization. The cost
I put on the paper is short as when I went to
reserve UC311 they said we
had to have 2 cleaning ladies and the minimum
rental is 3-4 hours which is
$175. We need money for food, set up, etc. We
haven’t had a fundraiser
event but we have about $300 so far from
donations but a lot of this money
is going towards other events. But we’re
getting$100 out of that.

David: your organization has $6600 carryover.
Yes most of that money we need to give to another
organization for a co
held event a few years ago. That money is taken
care of.

Fouad: So youre still charging admission?
Yes its $5 for UMBC students and $6 for off
campus students.

Fouad: Is this going towards funding the event?
Yes it is. Since it is a talent show we would
like a cash prize.

David: Would you be willing to make the event
free if we gave you all the
money?
Well we wanted to give a cash prize as incentive
to get people to the
event. If you like we could make it $4 for UMBC
students and $6 for off
campus to balance out a bit.

David: Are you using any carryover?
Yes $100.

Thank you

ASME tower Challenge:
David: tell us about the event.
We planned a competition in which competitors
would design the tallest
free standing tower using marshmellows and
toothpicks.

David: you requested $1021 in addition to this.
Where would you rank this
in your priorities?
This is a pretty important event.

Thank You

ASA Cry for Help Ball
David: tell us about the event.
It’s a charity event we have every year and we
basically pick African
countries in dire need to help out. We have a
fundraiser, information,
and an auction to raise money. This money goes as
aid.

Ozell: And the food you requested is that for the
students?
Yes

David: Could you reallocate the cost of the
security?
WE asked for a DJ so we could reallocate that.

Ozell: You guys have $240 already, so part of the
audio visual can be
reallocated to whatever else you need.

David: This event is free for UMBC students?
Yes, we’ll ask for a donation at the door.

Ashley: Where are you getting your food from?
We’re ordering it, we already have a food waiver.

Fouad: How many people are you expecting?
About 250 or more.

Ashley: Where are you holding the event?
At the UC Ballroom

Thank You

Joy enters at 6:06pm

Tea Empire Flowering Tea:
Joy: can you tell us about the event.
Im representing Sharlene who put in the request.
Each of our meetings is
technically an event, we don’t really have events
outside meetings. Since
this is one of the events we’re doing flowering
tea we’d like some money
to get the stuff we need.

David: For the advertising we can give you free
copies.

Ozell: Whens the event?
Should be upcoming Tuesday…the 6th.

Ashley: so the flowering tea is just the tea?
Yes its just the loose tea or the tea bags.

Joy: Any other questions?

Thank You
David: We cant fund the Muslim Student
associations talent night. Theyre
not letting in men and theyre charging admission
for a cash prize.

Joy: Do we want to vote on the tower challenge?
How does everyone feel
about it?
Ahsley: I think its fine.
Fouad: Whats going to happen with the
marshmellows?
Ashley: I guess theyre just going to throw them
out.

Voting on Tower Challenge:
For:3
Against:0
Passes.

Voting on $62 for Tea Empire($2 for advertising
not required due to free
SGA advertising):
For: 3
Opposed:0
Passes

Joy: How do you feel about the ASA Cry for Help
Ball

David: they’ve inflated all their costs
ridiculously from their budget.

Voting on Cry for Help Ball:
For: 3
Opposed:0
Passes

Igor enters 6:17pm

Lee Calizo:
I just wanted to stop in and say hello. Ive been
trying to make rounds to
meet groups and say hello on behalf of our the
Student life office. Thank
you for what you do for campus life and student
life. As the finance
board you have a very important job with helping
to create campus life and
allocating your funds. You partner with us and
help improve student life.
Remember our office is here to help you. I just
wanted to know if there
was anything we can do to support you right
now?Any questions? Have a good
night. Thank you.

Calling EESA on Aids banquet:
Ashley: Can we ask you questions about your
event?
Yes. Was someone supposed to attend the meeting?
Ashley: No that’s fine I just wantedx to ask you
some questions. Are you
planning to charge admission?
Yes $10 for everyone.
Ashley: is there anyway you would not charge UMBC
students?
Id have to speak to the President , can I call
you back in half an hour.
Ashley: Yea or just email us.

Ozell, Igor, Ashley, Joy, David present.

Meeting adjourned at 6:32pm

5:40pm meeting called to order.

Roll call: Christine, Igor, David, Joy

Budget Allocations:

Total Allocations: $43684.98.

3 errors:

1. Increase $30 to the Go Club as we originally approved $30 for supplies for an oversized board for them but it was left out of the total. They were given $450 when they should have been given $480.

2. Decrease Alpha Nu Omega by $100.

3. Increase MSL by $50.

Voting:

For: 3

Against:0

Passes

Mock Trial:

Voting for $1225 for Mock Trial:

For: 3

Against:0

Passes

JSU Hannukah Party:

For: 3

Opposed:0

Passes

Hindu Students Council Issue:

Nayana: Apparantly the finance board had paid for the sticks and food for the Garba but you still charged for it anyway. Can you explain that?

Well we are always going to charge for food and water. That was our idea from the beginning. I thought id made that clear.

Nayana: But wasn’t the food fully funded?

I think so but im not exactly sure. Atleast for the sticks we charged because what happened last year was we charged $1 for renting and refunded them if they returned them. Bascially we wanted to avoid that this year. So this year it was $3 and if they returned them they got $2 back.

Igor: Didn’t the money we allocated cover the sticks?

No they ended up costing more and you didnt give us enough for them.

Igor: Our goal is to keep admission costs as low as possible. We allowed you to charge so people wouldn’t get free tickets and we subtracted what we expected the profit to be so you would break even so by charging $3 admission wouldn’t you come even with the money you lost on the sticks?

No because when we applied for money we didn’t expect money for security and housekeeping to go up. These expenses went up about $1200 to $1500.

Nayana: So did you gain money for your carryover account?

NO we haven’t done the calculations yet. We know housekeeping didn’t show up. So we can cut $400 from expenses but we hav to figure that out. Security came up an hour and a half late.

Joy: How much profit did you make?

I don’t know. A couple people still have to apply for reimbursement so I havnt actually totaled everything up.

Igor: How much did you gross.

Gross was $1823 subtract whatever expenses we had.

Fouad: Do you expect that if security and housekeeping take their money then will you come up less?

We’ll probably break even. I want to say there were a significant number of off campus students.

Joy: We just want to make sure people aren’t trying to abuse our system and work around it.

Well yes I understand. But at the end we just gave the food and water away. We really weren’t trying to make a profit of this. We just wanted to make sure people don’t steal our stuff.

Joy: Also in the future if you do have other expenses come up then you can just come to us for them.

Igor: I guess now that the event is over, it’s a good time for your organization to analyze what you did well and the problems you encountered.

Yes once I get the final figures done then I’ll be more sure of the exact situation financially.

Organization Contacts:

David: Basically we’ve been getting a lot of emails from organizations complaining about why they havnt got money. I was thinking that each of you could take a few organizations and basically be responsible to tell them why they didn’t get money and an explanation. Itll just make the situation more personal and make sure they don’t get too angry.

BSU:

Joy: Can you tell us about your budget.

We have all the money we need for this semester and Ozell said that for next semester we could come back and talk to you about them. We are having a fashion show which will be free for UMBC students. The money that we have already will have to go to clothes but we might need SGA’s help for the venue costs, sound, Dj, etc. The total is about $210 for eight hours. We’re going to have about 400-450 people. We’re going to have a picture table with photos. We’re going to have a few tables for the DJ and other things. The DJ is $400 for 8 hours but we don’t mind discussing that with you and possibly changing that. The total cost is $1701. We already have $800 ourselves. We’re going to market it by going to Common Vision and getting a banner. There are going to be a lot of Deltas from other schools so we’ll be charging for outside people.

David: Ok , we’ll let you know by tomorrow afternoon or Thursday morning.

Thank You

Elani- MHEC-SAC

This legislation is for the MHEC-SAC. It meets every month and we have a strong membership at UMBC. Unfortunately earlier this week a university would host this weekend but that fell through. Josh and I decided we could hold it here and the total cost is $350 but we’re asking for $400 just to be safe. We’re expecting about 40-50 people. We’re making this an general ledger expenditure because even though im an executive member this isn’t an executive event.

David: So this event is on Saturday?

Yes

David: Is it open to any UMBC students?

I don’t think its been declared closed. I remember times when members have brought guests.

Christine: So you and Josh are representing UMBC.

Yes. We’re also asking for food for breakfast for the people. It’s a quote from Sodexho for the skylight room which is where its being held.

Fouad: Is there any policy about funding an event like this?

David: Its general ledger so theres no rules about funding it.

Thank You

Voting on $1701 for BSU’s Fashion Show:

For:3

Opposed:0

Passes

Voting for MHEC-SAC:

For:0

Opposed:0

Passes

Roll Call: Same as earlier.

Meeting adjourned at 6:39pm

Meeting Start: 5:36pm

Role Call

Christine Ozell, David, Joy

Absent: Ashley, Igor

Interfraternity Council:

They originally requested $4000. Program during Greek week, UC ballroom, April 16th, program by campusspeak.com. Speaks about domestic violence month; used to highlight that fraternity men are not as depicted (violent).

Appx. 200 people attending

$4000 speakers, $200 sound system

Open to all students, free. Evening event with a positive response from other campuses; very gender tame. Reflects a positive image of Greek life

Sound system price quote from ops. $4000 charge set by program.

Backup – less known speaker appx. $700 cost

Happ COM:

End of year celebration, congratulations for graduating seniors. Names announced by professors. Tradition event.

$430 cost

Free for students. Appx. 30 students and 5 professors

***Ashley arrived / Revised Absent list: Igor

Board: $430 reasonable range for food, need more information on why organization is in deficit in carryover. N/A because their SGA account is not in deficit.

ASC:

Eliot Chang, well known comedian, played in several colleges. Dec 6th in UC Ballroom. Free admission.300 ppl limit. 200 allocated to students, welcome to buy more tickets for outside people. Ranked 2nd biggest event in ASC. This is the total cost needed for the event ($2378.75). Plan to advertise thru flyers facebook, word of mouth

Musical Theatre Club:

Spring musical, the show will be “Company”. Cost (3450). Held in Ballroom, need sound, lights and sets. Hoping to expand marketing thru common vision. Licensing to Int’l music theatre as royalties for 3 shows and books for actors, very essential. Free to students on campus and charge for off campus. Trying to schedule a slot at recital hall, having difficulty to obtain though at (april 3-5). Possibly a dinner theatre on one of the show dates. If recital hall obtained then fees will significantly decrease.

Recital Hall: Difficult as many people use for rehearsal and symphony and it and many sound distractions.

----Happ COM: $430 graduation celebration

For : 4 reps/Opp: 0/Abst: 0

----ASC: Comedy event

For: 4/ Opp: 0/Abs: 0

----Musical Theatre:

We will give them Licensing, Sets and Props, Costumes, and Marketing totaling at (2325); The rest of the items will be given when place of event will be decided. They need to double check if they need security with scheduling.

For: 4/Opp: 0/Abs: 0

Tea Empire:

Emphasizes Women spirituality and relaxation. Part of bigger Pagan SU raffle event. Asked for certain type of teas to make ur own blend of tea. Ranked in importance of organization events (Lower), but interesting. Commons mainstreet, held for 3 days; appx. 300ppl attendance.

Sikh SA:

Event already occurred and charged for housekeeping because it is obligatory.

----Tea Empire:

For: 4/Opp: 0/Abs: 0

In regards to Sikh SA; we will see what the reason is for Housekeeping not being asked for/ no knowledge about cost. Possibility: we can reallocate 165 from their account and then give them the difference ($11).

In regards to BSU; they must talk to Drema and get a cost breakdown in order to figure out the difference between what was given to them and revised cost.

Role Call: Ozell, Ashley, David, Joy, Christine

End Meeting: 6:45pm

5:33pm meeting called to order
Present: Ashley, Joy, David, Christine, Igor, Ozell

BSu Fashion Show:
Joy: Can you tell us about the Contract Revision Costs?
We had a meeting with the safe committee and everybody who we had to meet. We came
up with a total of about $1700, but
when the committee revised it they came up with a figure of about $2200. The
increase was due to house keeping(+$420),
and about a $100 more for setup for audio visual. Shawny told us that the total
increase would be over $700 because she
forgot the amount for the tickets and fliers. So the total increase would be $776,
(+$420 housekeeping, $192 a/v
, $164 for fliers).

Joy: This event is free for all UMBC students?
Yes, we have two shows. The first one will be free for UMBC students and $10 for
outside students. Everyone will have
to pay for the second show. WE have to have another safe meeting for the second
show. Its going to be $5 for UMBC
students for the second show and $10 for outsiders again for the second show.

Fouad: Is there a difference between the first and second show?
No theres no difference but in the past mainly parents come to the first show as its
a Saturday and other ppl come to
the later show.

Ashley: So you're saying that for the first show more parents come?
No, Students tend to go to both shows but parents generally like to come to the
first show because it used to be on a
saturday. But we'll have a larger crowd at the second show since its late on a
Sunday this year.

David: Initially they charged you $1600?
No they charged us $1200 which we put in their account. There was also no traffic
and the second bus was slower than the s
second so they asked the first to go slower. That could hav affected the time. And
they also didnt feel we could fill
2 buses so they had to call the second bus after we filled up the first. This also
added to the time. Also we had no
bus driver's phone numbers so it took us time to find them.

David: Ill set up a meeting with you and the company and I'll be there as well.

Thank You

Voting on $768 for BSU Fashion Show:
Ahsley: I think theres going to be more students wanting to go to the Second show
whicch is going to be charged.

David: Well the issue was that they wanted to do bothh shows free initially but they
were worried that the same ppl
who went to the first show would come back for the second.

Joy: So we should contact them to let them know that we dont want them charging UMBC
students more than $2 for the second
show.

Ozell: So we're rying to pass legislation saying that for the second show UMBC
students are only to be charged $2?

David: Yea, and non UMBC students can be charged whatever.

Calling BSU:Ozell: We want to know if you guys are willing to charge no more than $2
for UMBC students for the second show.
Yes thats fine, can we still charge anything for non UMBC students?
Ozell: Yes thats fine.

Voting:
For: 5
Opposed:0
Passes

Sikh Student Union:
David: Well its just housekeeping costs I guess we can give it to them

Ozell: But hasnt this event already happened? I dont think we can do that.

SGA Advisor: Didnt we already discuss this last week. SIkh student association
already has enough SGA funds to come within
$12 of the $176 they want for housekeeping.

Memo on Fudning policy for Student Organization Event Admission:
Ozell: If the costs go up after the event then should they be requested to come back
within a 2 week period?

David: Yeah, we could put that in.

Ashley: We're not allowed to reiumburse groups are we?

David: No, once the event is over we cant reimburse.

Joy; so hidden costs should all be dealt with at the safe committee meeting.

SGA Advisor: If SGA is making a contribution to an event, then whether or not the
group is charging money, they have to come
back if costs go up. They cant make a decision themselves. If they want more money
or if they want to charge higher admission
then they have to come back to you.

Fouad: But what if the costs go up like 3 days before the event and the finance
board meeting has already passed then is
that organization just going to hav to be pay out of their own pockets?

Sga Advisor: I think that is good incentive for organizations to pin down the costs
14 days before events.ALso you might want
to add that in no event can the organization raise the admission cost without the
finance board's approval. You have to also
figure out all the ways an organization can play you for money.

Joy: I feel that groups do want to make money but theyre not going to go so far as
to have their event only to make money from
non-UMBC students.

David: Also do we want to set a timeline for organizations to return for a second
request.

SGA Advisor: You might want to include the 14 day rule in this legislation.

NAACP Potluck:
Joy: Tell us about the event.
Its going to be a big potluck for UMBC students where they can just come out and
relax and eat. The money will mainly be
going towards food items. The food will be prepared by members of NAACP exec board
as well as other people. Theres a $100
charge for DJ and music since the event is going to be in the commons cabaret.

Joy: How many people are you expecting?
WE're expecting about 25-30 ppl at a time. But people will be going in and out. We
only have the bottom half of the cabaret
and the max capacity is 40. But the food is free and its geared toward only UMBC
students. People will be dropping in and
out.

Thank You

Voting on NAACP:
For: 4
Opposed:0
Abstaining:2
Passes

Joy: Everyone has emailed their allotted organizations.

Roll Call: Christine, Ashley, Joy, Igor, David, Ozell

Meeting adjourned at 6:37pm

5:39pm meeting called to order

Present: Ashley, Joy, Christine, David

Minutes Approved.

Musicians for World Peace:
Joy: Tell us about the event.
We are having an event in flat tuesdays to raise money for hurricane Katrina.

David: Is this going to be a free event with a donation jar?
No it will be a ticketed event between $5 and $10.

David: We're not allowed to donate to charity so would you be willing to make it
free to
UMBC students and have a donation jar that you can optionally donate to?
Yes.

Joy: Thank You

Russian Club:
Joy: Can you tell us about the russian new year event?
Its an informal event for people interested in Russian culture, etc. Its free for UMBC
students and itll be held in Harbor. Itll be on December 14th.

David: are you getting the food through SOdexho or outside?
Outside, members from our organization are going to buy food from a Russian store.

SGA Advisor: Whats the food youre bringing in?
Salads, snack foods.

SGA Advisor: Anything you're going to need to keep warm?
NO we need to keep it cold, so we'll need to use a fridge.

Thank You

Igor enters 5:50pm
Social Work Student Association
Were not present. Attached document includes interaction with organization by email.

Joy: How do you guys feel about the monthly meetings?
David: WE didnt fund any organizations for that kind of request.

Chess Club:
Joy: Can you tell us about your World Amateur Team East?
Yes its a competition we do every year. We already requested money in our initial
budget
request. We got money in our entry fee for $260. We didnt get any money for the
hotel.
There might have been some confusion because i received an email saying that there
was a rule
about that. WE want to clarify that there are no try outs for this team, its open to
anyone
on the club and the club is open.

Christine: Do you have any fundraising events?
The only fund raising events we have are two tournaments on campus here to which we
charge
entry fee. The amount we make depends on turn out.

David: Is this the cheapest quote for the hotels you could get?
Well its actually a special rate for people in the tournament.

Fouad: This is just the lodging cost, how are you guys getting there?
WE're planning on driving.

Ashley: Why are you having 5 rooms for 10 people?
Well last year we had 2 rooms for 8 people and 4 people per room. That was really
cramped
and it affected people's performance. Im tryign to make it a lot more comfortable
this year.
There are 2 beds in each room.

Joy: What are your other funding alternatives if we dont give it to you?
WEll its a lot of money, we could possibly send one team but i dont think people
will want
to drive all weekend and pay this much money. WE probably wont be able to go and if
we do
then we'll only have very few.

Ashley: Why havent you done any fund raising other than your two competitions.
Well its difficutl to get everyone together.

David: Couldnt you get funding from business sponsorsr?
Well we get sponsorship for our other team which is selective though. So we cant
really get
much funding for this club.

Joy: How many people are in the chess club, non team?
About 25 ppl.

Joy: DO you already have people confirmed who want to go?
Yes

David: So theres a separate chess club that the administration funds?
Well a lot of the people on the club are on the team but the club doesnt get any money.

Joy: So for the people who are going for this, are they mostly on the team or are
there a lot
who are only on the club?
There are about 3-4 who are not on the team.

Joy: Do these tournaments count towards the chess team's reputation?
Its a serious tournament, and it draws about 1300 players. It counts for personal
ratings
and it would help us get our name out. There are many high school students who would
look at a succesful chess team here at UMBC and then want to come here.

Joy: Do you plan to come back for anymore money?
I cant think of anything of the top of my head. We got most of what we wanted.

Thank You

Discussion:
Ashley: But more than half the students going on this are from the Chess team. Why dont
they get funding from the chess team source.

David: Well I dont think its an official chess team competition. Also the chess club
is an
open organization.

Ashley: I just feel that if more people from the chess team are going than people
not in it,
then they shouldnt ask us for funding. Shouldnt there be more non chess team people
going?

Fouad: Also they didnt do any advertising or any preparation.

David: I dont think the fact that theres a chess team and a club hurt them. Also
this event
is in February so we can table them and take it up later.

Joy: We'll just say that today is the last meeting for this semester. When should we
have our
meetings next semester?

SGA Advisor: The finance board can decide when to have their meetings, but i would
recommend
against that. The SGA should schedule its meetings on a permanent basis.

Joy: We'll discuss it.

Back to Chess Club:
David: It is possible that the players that are going to the tournament are not the
scholarship
chess students.

Fouad: But then would it be worth spending over $1000 for 10 students.

Ashley: Also why should they have 2 people to a room.

Fouad: Compared to the other things they're doin this year, is this the biggest?

Christine: yea I think it is in addition to the other competitions on campus. But they
already have money for those events.

Joy: They did say that it would help bring students to UMBC.Do we want to vote on
this?

Voting on $1161.50:
For: 3
Opposed:1
Abstaining:1

Passes

Social Work Monthly Meetings cannot be funded as the Finance Board hasn't funded any
so far.

Karaoke Night Social:
Voting ono $300 for Karaoke Night:
For: 4
Opposed: 0
Passes

Sexual Abuse Panel Discussion:
Votin on $100:
For: 4
Opposed:0
Passes

Musicians for World Peace:
Voting on $350 for Mardi Gras Concert:
For: 4
Opposed:0
Passes

Taiwanese Association:
David: I sent them an email but they havnt responded.We cant vote on the Coffee And
Donuts
Social since its too late. We cant fund them.

INDS COM Lecture:
David: I dont think they need a full page color ad in the Retriever. Its over $900
dollars.
They can just use our free space in the Retriever.

Discussing the Retriever:
David: Thhey sent me an email requesting $300 to go to a skating rink and for pizza.
They
called it an outing for their officers. Their second request was $600 to send three
of their
officers to HOuston where they're going to play a flag football game.Theyre going to
report
on this event in Houston. They want to spend their own money but reallocate it.

SGA Advisor: Well the first request is definately an issue. But the second request
is an option
they can take to spend their own money. its not about the reallocation but its for
you to decide
whether its an appropriate reallocation of funds. You can use this information when
you
do budgeting for next year.

Joy: Do they have a hotel room there?

David: WEll they have a travel expense and they choose to use it however they want
and we
dont have a say over that. But we can use that next year for budget hearings.

Votin on Russian Club:
For: 4
Opposed: 0
Passes

American Red Cross:
Joy: Can you tell us about your Shots for shots event. Its a basketball tournament
but we didn
get any money or food donations for the event so we had to postpone it.

Joy: How many people are you expecting?
Around a 100. WE're expecting 15-16 teams to compte.

Fouad:Whats the name from?
The money is going to vaccinations for people.

Fouad: So youre going to have an optional donation at the door?
No we're charging teams to enter the tournament.

David: WE're not allowed to give state money directly to charity. If you were
willing to
make it free to students to watch and ask for an optional donation then thats fine.

Joy: for us to fund this fully you would have to not charge UMBC students $2.
Yes, I know SGA isnt allowed to fund for prizes but we were going to use our own
money for
prizes but then replace that with our admission charges.

David:Well I would suggest you take some of the money out of the donation to use for
prizes.
Yes well 50% of the revenues will go to the measles initiative while the rest will
go to
the club to pay for expenses.

SGA Advisor: well the most important aspect here is that it would have to be free
for UMBC
students and all your revenues would have to come from optional donations.
Yes we'd be wililng to do that.

Ashley: Soo the $400 youre asking for will be used for food?
Yes,

Joy: So as of now, if you get full funding, you wont charge anything?
Yes. It will be free for UMBC students to watch, an optional donation from the teams
and
we'll charge for non UMBC students.

David: Is that $400 from Sodexho?
NO

David: If you spend more than $175 on food then you have to get a food waiver.
Ok.

Joy: Have you got a date for the event?
No, we're hoping for the first or second friday in February.

Washington DC Trip

Joy: can you tell us about your Washington DC trip?
Itll be a trip to the Red Cross headquarters in DC. We'll be going with Towson and
JHU.
There will be 20 people from our organization. We know how much it will cost for our
side of the trip.

David: Is this only for club members or can non members go?
Well if we have seats available we'll give them out to non members but is popular
with our
members so there probably wont be enough spots for non members.

Christine: How many members do you have.
We have about 20 active members and 50 semi active members. We have an attendance
record
so we'll give priority to the most active ones.

Yasmin: Are you getting your own bus or are you sharing with JHU and Towson.Also is
it a
direct quote?
We're getting our own bus, and its a round about quote from a website.

David: So this is an outside quote not a UMBC bus quote?
Yes its an outside quote. It worked out much cheaper than UMBC.

Shots for Shots event tabled as specific date not known.

David:I dont think we should fudn the food subsidy

Ashley: Yea we havnt funded anyone elses food for trips.

Joy: Does everyone feel ok with the bus quote?

David: Yea thats a reasonable quot for buses.

Voting on $500 for bus trip:
For: 4
Opposed:0
Passes

Meeting adjourned at 7:05pm
roll call: Igor, David, Christine, Joy, Ashley

Sga retreat:

Elani: Please come to the SGA retreat with ideas of improvement, things needed for revisions.

Advisor: Perhaps the budget should not occur the way it has been. Maybe an additional allocation system only system would suit better.

Chris: Indeed. If the volume of allocations received proves to be independent of the budget hearings then this should be highly considered.

Highlights from last semester

Christine: Making events free have definitely increased the turnout exponentially.

Indek: On another note, the events that take place in the ballroom aren’t as popular because of the numerous problems associated with planning an event there.

Elani: Moneywise how has the amount you have spent in comparison to the amount predicted?

Indek: The number we gave out last semester was very close to the amount we had projected.

Attendance: Joy, Ashley, Igor, Indek, Christine, Ozell

6:01p

Minutes approved.

McCauley: Im running for election board chair. I am doing this because it is a critical position that needs to be looked after and that is why I have stepped up to fill this position.

Najmi: Will your personal biases impede your decision?

James: no. I like to keep a level of profession.

Ashley: So what about your old position and the tasks you were taking care of?

James: I have made sure that my projects are taken care of by others at the same level I left them.

Joy: Is there something in the past election that caught your eye that made you decide that you need to take on this position.

James: actually the turnout last year was 2x that of the nat’l average so no.

Anime society:

Spring social: way to introduce new members into UMBC and re-greet old members. Improve socialization within the society. Turnout is usually around 90 people. They are willing to put in 25% of the total cost from their carryover. Advertisement will be done.

For 4
Against/abstain 0/0

----------------------------------------------
MD Student legsislators

Spring leadership training institute:

Held at Salisbury uni., gives a basic overview of organizations purpose, eg. How to write bills. About 10-50 turnout and appx. $30 per person.. Will spend appx. $20 per person for hotel out of pocket.

For 4
Against/abstain 0/0

----------------------------------------------
CPAC:

Conservative politial action progress. Convention in DC with many conservative leaders. Great opportunity for networking and learning especially for students. Training seminars regarding new digital republican program as well. Received money for registration but wants to reallocate money to hotel and ask for more money to cover cost for hotel and pay registration out of pocket ($25) . Appx. 13 student turnout.

Joy: we cannot fund the hotel because it is within 50 miles. However we can fund your transportation, gas, parking costs.

Indek: we can do a reallocation to change the costs to include these items.

----------------------------------------------
Pre-Med Society

Chris: I believe that it would not be in interest to fund a speaker who I s a staff member of UMBC as it is part of their job to enrich students with their knowledge.

Decided on $180 for the six non UMBC speakers

For 4
Against/abstain 0/0

------------------------------------------
INDS

Invite someone who upholds interdisciplinary work. Their speaker Jeffery does Global Women’s studies. Retriever Ad, Posters and a $500

Indek: If the SGA were not able to fund part of your advertisement and/or honorarium would you be able to continue?

INDS: we are usually accustomed to giving that amount to speakers.

Retriever Ad removed
Cut poster cost in half, suggest myUMBC and facebook
Final cost $725
For 4
Against/abstain 0/0
----------------------------------------------

Asia awareness forum:

Social forum to bring together students of different nationalities from countries in Asia. Refreshments provided.

For 4
Against/abstain 0/0
----------------------------------------------
AICE

Engineering week, Gak sliming:
Students will have the opportunity to to mix lime and silly putty to form the infamous
Gak and slime.

Ask to reallocate funds form account
For 0
Against/abstain 4/0

7:26pm
Meeting adjourned: Joy Ashley Christine Ozell Indek

Meeting called to order at 5:36pm

Present: Joy, Ashley, Christine, David

Minutes approved.

Confirmation of James McCauley:
Voting:
For: 3
Opposed:0
Passes

Equipment for Army ROTC:

Igor enters at 5:40pm

Christine: Why isnt the school paying for this?
SGA Advisor: SGA wanted to be a partner to the
organization and UMBC by providing some money
that they need.

David: We can wait till next week to ask Jay
about this.

Initial Budgeting Process:
David: The process didnt go that well this time
and it took up a lot of time and often there
wasn't even
anyone at the hearings. We need to figure out a
way to fix this so I can train next year
treasurer.
There was an idea to scrap budget hearings and
just make it purely based on additional allocation
and making
it a staggered process. So basically the
organization would have to come witihin two weeks of
their event.

Fouad: What did organizations think about the
budget hearings?

David: A lot of them didnt like it but I dont
know if they'll be happy with having all money be
through additional
allocations. The argument for the additional
allocations process is that its a lot stronger and
more oragnized.
We can do it staggered so that they're already
into planning their event and the whole allocation
will be a lot more
definite.

SGA Advisor: The problem with doing the staggered
additional allocations process is that you wont
know when the bulk
of the requests will come. You'll be going into
it blindly and you wont know how much you should
give out at any point
in time.

Joy: Well the initial budget process could be
done in such a way that they fill out their
paperwork and their requests but
they dont have to come and meet us at the time.
What they put down on paper could be given
priority so we know how much
we should expect to give out and when the events
will generally occur.

David: Yes, or we could get organizations to come
to us with their biggest events or their
traditional events and
we could allocate them money for those, but they
wouldnt have to come in at the time. They would
come in around 2
weeks before the actual event when theyre more
sure of the details.

SGA Advisor: The problem is that you cant reserve
money for an event that you have no idea whether
you're willing to fund.
If you do the staggered process then if an
organization was requesting say $3000 then you could
ask them to let you know
3 months in advance or something along that line.

Joy: Well what happens when an organizations
comes asking for equipment?

David: Well equipment has to be related to an
event. The initial budgeting could be simply for
equipment and administrative
activities of the organization. Then the
staggered additional allocations would be solely for
events.

Ashley: I wouldnt mind doing away with the whole
budget hearings process but if we're going to do
the additional allocations
the problem is going to be people wont know what
theyre doing in 3 months.

David: Well the problem is going to be worse if
they have to declare their events in the initial
budget hearing process.

Christine: I just thought the initial hearing
process was a mess especially for the organizations.
And its not like we're
going to fund everything in the initial budget
process, we often just push it to additional
allocations.

Joy: But is it worth having organizations know in
general waht they want at the beginning of the
year?

David: Well I think thhey should be doing that on
their own, we dont have to babysit them. And we
dont want to hold money for
an organization when they give us their plan for
the year and then find out the event isnt worth
it.

Yasmin: But the whole idea of having it 3 months
in advance if its over $3000 then we'll have
already spent that money and
itll defeat the purpose of ending initial budget
hearings.

David: I agree.

joy: then everything under $1000 will be within 2
weeks?

SGA Advisor: Well why dont you go by days?

David: Ok so above $3000 is going to be 90 days.
And lets make it 10 days for under $1000.

SGA Advisor: But suppose someone submits
something tomorrow for an event in 12 days then you still
only have one meeting.

David: Ok then, 10 working days.

SGA Advisor: This is the kind of thing several
people have to sit down for with the policy guide
and figure all the details
out.

Igor: My concern with the staggered system is
that right now if we know some events occuring but
then someone else applies
for money and we dont have enough for all events
then how do we decide between them. Are we going
to discriminate against
the smaller events?

David: Well I guess we could decide on a case by
case basis depending on how organized and
beneficial the event seems.

Joy: Any other comments?

Roll Call: Igor, David, Christine, Joy, Ashley.

Meeting adjourned at 6:11pm

Meeting called to order 5:39pm

Roll Call: Ashley, David, Joy

Minutes from last week approved.

Habitat for Humanity Spring Break:
Joy: Tell us about the event:
This is something we do every year. The
additional allocation is for gas cost. We're going to
Buno, Florida. Its
near Daytona Beach. All our paperwork is in.

Joy: How many people are going?
20 ppl, 4 mini vans, 5 people per van. Its going
to be atleast a 12 hour drive.

David: I see you have a little over $5000 in your
carryover account.
Yes we're paying some out of our carryover, but
whats not included in our allocation is our hotel
fee which every group
member is paying $200 towards.

David: Where are you renting the vans from?
Enterprise.

Thank You

NSBE Conference:

Joy: Can you tell us about the event?
Its our national conference. They have it every
year and it calls together all chapters of NSBE
internationally. Its about
a four day event with atleast 3 days geared
towards college events. You do self improvement for
your chapter and yourself.
They have career fairs, people get internships
full time job offers, etc. There are competitions,
etc. There will be
people from other colleges, companies, graduate
schools, etc so its a great networking
opportunity.

David: And this is your most important event for
the remainder of the year?
Yes, it takes place from the 19th to the 23rd of
March.

Joy: How many people are going?
Right now we have generated interest from atleast
20-25 people

Joy: Where is it being held?
Its in Florida, we're trying to take the cheapest
route there. Thats going to be train which is a
lot lesss than air fare.

David: Is there a set registration cost for
people?
Some people have already registered. The people
who registered already from last year paid $80
while ppl registered now
would pay $140. But if you go as a volunteer liek
we are then that will just be $20. So we're
trying to subsidize the cost
for as many ppl as possible.

Thank You

Elani: We were also thinking about merging the
student orgs advocates and the finance board on
some processes. Do you think t
this would benefit the finance board in any way.

David: Well once we allocate an organization
funds then the Student orgs can check up on them so
we dont have to worry about that
Because a lot of the time organizations wont
email us when their events dont happen and the money
just sits there. We
get a lot of emails like that.

SGA Advisor: Why are the emails not happening?

David: Well a lot of the bureaucratic procedures
complicate it for them

Ashley: They dont get any money till they get
receipts right?

David: Well I usually tell them to go see Shawnee
who tells them the best way to go about spending
their money and having it
taken from their account rather than having to
get reimbursed for them.

Joy: Do you think youre going to have enough
people running for Student orgs advocates positions?

Elani: Yes I think we will.

David: Yea i think merging the two will help
because right now Student Orgs doesnt have much
structure.

Ashley: But werent Finance board and Student orgs
split up like a year ago, and now we're putting
them back together?

Elani: Well we're not really merging the two, we
just want the two to figure out what the other is
actually doing and for student
orgs to have an idea of what they can do.

Roll Call: Ashley, Joy, David

Meeting adjourned 6:13pm.

5:36pm meeting called to order.

present: Ashley, Joy, David, Christine

Appointment of new Finance Board member due to
shortage of voting members:
Voting for Fouad and Yasmin to become voting
members: 3
Passed.

CHinese Student Association:
Barbecue:
Joy: Can you tell us about your end of year
barbecue.
Its something we hold every year. We try to get
our members together to celebrate for
the end of the year and to enjoy before exams.

David: Is the event free and open to all
students?
Yes

Ashley: Where is it going to be?
Usually we hold it at Harbor hall or erickson.

General Body Meeting:
Joy: Can you tell us about your general body
meeting?
WEll we didnt get the money in our budget,

David: Was it for next year?
Yes

David: Yea we havent gotten to that yet, we'll
only have to deal with that next year.
Well the problem was when we asked for money for
this past fall, we didnt get it. And
when we asked for Spring 2008 we werent funded
for that either so we had to spend from our
own pockets.

Ashley: Back to the barbecue, are you going to
use any of your carryover?
We plan not to because that money is for
emergencies when we're not funded by you guys.

Joy: How many people are you expecting to the
barbecue?
atleast 30-35.

David: Do you have any other big events this
year?
We are going to be working with other
organizations this year. We're planning to request
SGA for some of that money but also spend half of
our own on that.

Thank You

Philosophers anonymous:
Joy: Can you tell us about Pi day.
Its on 3/14. We'll have a person who comes and
gives a talk for the Math, Physics and
Philosophy coouncil of majors. We've already got
the chairman of te philosohpy dept at College
Park to come and talk. We also need an
honorarium for him.

Fouad: How many people do you expect?
Last year we had 40-50 people but this year we're
better planned, etc and we're advertising
so we're expecting more people.

Ashley: Can everybody comlme for this and where
are you having this?
We're having this in the Philosophy building and
everybody is welcome.

Thank You

Jambo Night:
Joy: Can you tell us about the event.
Its a cultural event and we usually have a team
come and perform. We have other performers
from Africa and one main event.

Joy: How many people are you guys expecting?
We usually get 600 but this year since we didnt
get the RAC we're expecting capacity at about
450.

Ashley: Did you get that printing quote from
Common Vision and what is the money going from.
Its going towards fliers, etc.

Fouad: Are you planning to charge for admission?
Its free for UMBC students but we're goging to
charge non students.

David: Your chair quote is for the Rac right, but
for the Ballroom its a lot cheaper.
WEll a lot of this budget is numbers for the RAC
but now we know we didnt get the RAC
so we'll have to change it.

Thank You

Drag Show:
Joy: Can you tell us about the event?
Its something we do every year. WE charge $5
for everyone except if you come dressed up its
only $3. WE filled up about half the ballroom
last year.

Yasmin: How do you feel about not charging
students for the event?
We could do that, we had a lot of offcampus
people last year. The only reason we need it is
for our carryover so we can fund our early events
next year.

David: Did you apply for anything for next
September, October in your initial budget?
Im not sure.

Yasmin: Where are your quotes from?
We looked them up online, we havnt met the safe
committee or scheduling.

Joy: Have you found a host yet?
We have a potential host.

Joy: You should speak with scheduling and the
safe committee because they will tag on
more money for security, etc. Basically, you can
schedule to meet with them and then come
back to us for more accurate quotes.

Habitat for Humanity:

Joy: Its a lot of money for just 20 people, how
do people feel about this?

Ashley: If anything we could cut the gas, car
costs.

SGA Advisor: When youre sending students away for
such events, how much of the benefit
goes to the student and how much goes to other
students. For this event, a large part
of the satisfaction is going to the students who
go on the trip and very little is coming
back.

Joy: Personally I feel the amount is ok, the only
thing I would cut out is gas price.

Ashley: I don have a problem with it because they
dont usually ask for anything else.

David: I dont see us running out of money because
of this event as it was factored in to the
initial budgeting process.

Fouad: We already gave them $2300, if we dont
fund this will they stil be able to go?

Ashley: Probably not.

Filmmakers anonymous:

JOy: Can you tell us about the event.
Lightstruck was pretty active at UMBC a few years
ago and then it sort of fell off.
Its a student film festival for UMBC students.
What we would like to do this year is
try to take it into Baltimore city and get more
exposure for our students. We will be taking
submissions from all students and encouraging
them to submit multiple works. We will
then eventually screen all movies at a screening.

Joy: How many people do you expect to attend the
screening?
70-150.

Fouad: How many of those will be UMBC students.
Id like to say atleast 50%. Right now the
filmmaker group is trying to get some of the theatre
actors into our programs.

David: Are you charging admission?
NO charge for submission of films. WE were going
to have discounted tickets for UMBC students
but we were going to charge non students a few
dollars more.

David: Would you be ok with not charging
admission?
No thats not an issue at all, we would not mind
making it free to UMBC students.

Fouad: What are the prizes?
IF we had money, we wanted to give students film
related prizes.

Joy: As of now we havnet been funding prizes,
etc. You could take the money from non UMBC
students and use that for prizes thats fine.
Well thats fine, we were only considering it if
we had enough money.

Fouad: How important is this event to you in
terms of the other events youre having.
Its the most important event by far.

General Meetings
Joy: Can you tell us about your general meetings?
Every week we have open meetings where we have
open forum. We have free movie screenings
once a month to all UMBC students.

Joy: Usually we dont do food for every meeting
but we usually do give money for a big first
time meeting or a general body meeting at a big
show.
Yea we can make the money for food for our last
big screening.

Habitat for Humanity:
Christine: They already have $2300 and although
its a lot for 20 people its a once a year thing
and I think we should give them most of it.

Yasmin: I think it is a little ridiculous to fund
this much for 20 people, but just the fact
that we're already half way funding them, to pull
out of it now it would be messy.

Joy: So do we want to cut down gas?

Ashley: I dont want them to use their carryover
for this event.

SGA Advisor: DOes anyone know why their going to
Florida rather than somewhere in Maryland or
closer?

Christine: I move to reduce the amount given for
gas. I vote to reduce the amount to $720 for
gas.

Voting on Reducing amount for gas to ($720):
For: 4

Voting on Full Amount($2200):
For: 5
opposed:0
Abstain:1
Passes

NSBE conference:
Voting on $2000:
For: 5
Opposed:0
Passes

KSA Bowling:
For:5
Opposed:0
Passes

INtramural Team:
For $40 for registration fee:0
Opposed:5
Abstain:1
Passes

Chinese Student Association:
End of year barbecue:
For: 5
opposed:0
Abstain:1
passes

PHilosophers Anonymous Pi Day:
For:5
Opposed:0
Passes

Filmmakers Association:
Voting on $1550(prizes removed) for Filmmakers
Association:
For: 5
Opposed:0
Passes

Voting on $100 for Beginning meeting:
For:5
Opposed:0
Passes

End of year meeting $100:
For:5
Opposed:0
Passes

Joy: Can you tell us about the $5000 for the
tailgate.
Jake: Well our role will be similar to our role
in the past tailgates. IT will be a partnership
between Athletics, ResLife
and us. Athletics suggested that it become a
competition between the dorms. All the dorms would
decorate, etc and then
go to a huge pep rally at the RAC. Student
affairs is providing the sound, Athletics is providing
the RAC. We're going to
have the pep band, cheerleaders, spring athletes,
etc. We're tryign to bring athletes, students,
staff and fans together.
I would like the SGA to take care of food so that
it can get its name out there.

Yasmin: How is SGA getting its name on this. I
feel people will give Athletics the credit and SGA
will be ignored.
Jake: I think SGA should become involved, members
should wear SGA clothing, go out there and show
that theyre involved.
Theres going to be a banner with SGA's name on it
but SGA members also have to get involved.

Ashley: IS athletics providing the t shirts etc?
Athletics is providing the space, spirit stuff,
trophy, etc.Each community will have its own
smaller pep rally, then all
communities are going to the rac where they will
be judged based on best dress, originality,
attendance, etc. We're going
to try and make this a tradition for the last
mens home basketball game.

David: And this is on a saturday?
Yeah its on saturday from 5:30pm to 6:30pm.

Voting on tailgate:
For: 5
Opposed:0
Abstain:1
Passes

Roll Call: Yasmin, Fouad, Christine, David, Joy,
Ashley

Meeting adjourned 7:26pm

5:31pm meeting called to order

Present: Fouad, Yasmin, David, Joy, Ashley, Christine

Minutes from last 2 weeks approved.

Senate Event in Patapsco, Chesapeake, Potomac and Harbor:

Initiative to make SGA visible in housing. Will tell people in residence halls
about SGA events, etc
Here to solicit Finance Board's support. Advertising will begin next week.
Messages sent out to CAB's.

Budgetary Policy:
SGA Advisor: The legislation for the new budgetary policy appears to be good. Only a
few problems with naming
and wording will be easily solved and the legislation looks good to be passed.

Persian Student Association:
Joy: Tell us aobut your event?
Its a show and dinner to celebrate the Persian new year. Most of the performances
are done by our members. It is
to get more people aware of the cultural implications show up. We had about 320 ppl
show up last time from DC, Virginia
and Towson.

Joy: Do you expect the same number this year?
WE expect about 300.

David: Housekeeping and clean up appear to be the same thing.
Those are actually two separate charges. We've met with OSL but we havent met with
the Safe Committee yet.
Sodexho is going to provide our food. Sodexho is going to the deal with an outside
company. The last time
Sodexho did the food they didnt give us the breakdown of the charges but just
handled all the costs according
to our budget. We dont know how much it will cost but we expect it to be about
$2500. We expected less people
last year so we ran out of food but this year we're planning to have more and we're
gettin a discount from the
restaurant.

David: It may make sense for you guys to come back next week when you have exact
numbers and you've met with the safe
committee.
Ok.

Joy: Are you charging admission?
Its free for UMBC students but for outside we may or may not charge depending on how
much money we get.

David: You're allowed to charge outside people as much as you want.

Joy: What are the outfit costs?
We wanted to buy outfits and a sepaarate generic banner that we could use every year
rather than keep asking
for those costs.

PSA: Can we get part of the budget approved so we can get moving with the event?
David: What parts are you sure about?
PSA: we have the room reservation, the advertising, and most of the rest. We're
only waiting for the food costs.Our
security costs are a little higher after we met with Denise. Our myUMBC spotlight
was $50.

SGA bbbAdvisor: Spotlight is free.
PSA; Ok then we can take that off.

Yasmin: If we passed this next week what would be the problem?
PSA: Well we've already started making some payments and we dont have that much
money.

David: I think we can give you the advertising and that stuff but the food I think
we should wait till you meet with
them.

Christine: What time are you guys having this?
Its a saturday at 6:30pm. We have to be out of the room by 2am.

Thank You

SEA Camping:
Fouad: How many people are attending this event?
about 15.

Joy: Can you tell us about the event?
Every semester we go camping. Last year we went to Kentucky. Its a 4 day trip, we
go hiking, camp out there, etc.

David: transportation, is that gas cost?
yes, its 500 miles for 3 cars.

Yasmin: How are you deciding who gets to go?
If theres going to be more than 15 people theyll have to pay, but we're trying to
make sure no one has to pay.
Its going to be first come first serve but its open to anyone.

David: Are you charging students?
Not if we get the full amount?

David: are you going to ask for funding for other events?
No this is probably the main one.

Thank you

GES Com:
Joy: Can you tell us about the event?
Its a trip to the Science center.

David: You have admimssion for 10 students, if more students come how will you work
that out?
We'll just split whatever u give us and then get everyone to pay the balance.

Fouad: How will people find out about this event.
We're going to put it up on various list procs. WE're gonna put up some posters and
make some fliers. We're trying to
connect with SEA's facebook group also.

Thank You

Bus Trip:
David: Its $3000 for the buses for 2 days to Binghamton.
Voting on bus trip:
For: 5
Opposed:0
Passes

Hindu Students Council:

Joy: Can you tell us about your event?
We wanted to do a cultural talent show. We also wanted to do a big enough event so
that students recognize that we arent just
a religious organization. People are going to dance, sing or play instruments. It
will be culturally themed.

David: Have you been to a safe meeting yet
We're schedule for Friday next week.

David: Have you seen scheduling yet?
yes we have, these numbers are from them. The common vision cost is advertising.

Joy: How many people are you expecting?
We're planning to maximize the ballroom at about 400. This is the first time we're
doing this event, so we're not as sure
about attendance yet. We want to project this as a family event so we'd like the
families to come out.

Christine: Are there going to be tryouts?
Well not really try outs but we're trying to keep the content as cultural and
appropriate as possible.

David: This event is free for all UMBC students?
yes

Social Dinner:
Joy: Can you tell us about that?
WE try to do this social dinner every year to get the community involved. We're
working with food services to get food for
the skylight lounge for a formal dinner. We're going to try and get the max
capacity of the sky light lounge of 150. Its available to all UMBC students and open
only to UMBC students.
The time for Holi Hungama is starting at 6pm till 9:15pm.

Thank You

Chinese Student Association:
Lion Dance Troupe:
Joy: Can you tell us about that?
Its going to be a lion dance cultural performance. The total cost is about $300 but
we were going to request $150
from you and pay the rest through our carryover.

Thank You

Asian Student Connection:
Joy: can you tell us about the event.
Setup is just setting up the tables, etc. Audio visual is the cost for lighting,
concert and the stage stuff. Food costs
are actually abut $2400 but we only put $1400 because we're using our alumni
connections to pay for some of that. We
dont need the police but the security cost is for student marshalls. We're getting
fliers and postcards for marketing.
We're going to use facebook, etc to advertise.

David: You've got these figures from scheduling?
Yes

David: have you had a safe meeting yet?
Yes.

Joy: How many people are you expecting?
300

David: Are you charging students?
No, but we're charging non students.

Thank You

Deliberations:

SEA:
Joy: How do people feel about the camping trip?
Ashley: I think its a good idea, it seems like a good price for how far theyre going
and it seems like itll be something
that promotes their club.

Voting:
For: 5
Opposed:0
Passes

GES COM:
Voting:
For: 5
Opposed:0
Passes

HSC:
Holi Hungama:
voing on $1410 after removing $300 for DJ:
For: 5
Opposed:0
Passes

Social Dinner:
For: 5
Opposed:0
Passes

Chinese Student Association:
For: 5
Opposed:0
Passes

Asian Student Connection:
For: 5
Opposed:0
Passes

Present: Same
6:45pm meeting adjourned

Meeting called to order at 5:33pm

Present: David, Joy, Ashley, Yasmin, Fouad, Christine

Minutes from last week approved.

Persian Student Associatioin:
Norooz:

How much of your turnout is students?
about 50-60%.

Are your dance costumes reusable?
Yes

What is the final cost of the event?
$5618.50

Thank You

Russian Club
HIllwood Museum:

Joy: Tell us about the event.
We're going there April 12th, the museum houses russian and french art. It will be
educational.

Fouad: So the money for tickets is going towards students and the 5 adults?
yes.

Fouad: And the quote from the gas money is from where?
Well we thought we could fit everyone in 3 cars and that would be $10 dollars roundtrip
to washington dc.

Joy: The adults aren't students correct?
Yes theyre not students.

Joy: Well the student fee money is only for students so we cant really fund
for the adults.

David: you had an event earlier int he year that you didnt get refunded for, you
can just reallocate that.
Yes, that was our idea.

Yasmmin: How much are the student and adult tickets?
The student tickets are $7 and the adults tickets are $12.

Thank You

Delta Epsilon induction:

David: Do you have the breakdown of the costs?
Cords for inductees $564, food $3500, decorations $150.

Yasmin: How many inductees are there?
Last year about 45-50.

Christine: What are your requirements for admission?
a 3.5 gpa in economics classes.

Joy: so the event is open to everyone?
yes, anyone can attend the induction but the cords are only
for inductees.

Joy: How many people are you expecting?
about 130-150.

Yasmin: Do you think itll be only students or others?
Well half of the attendees are inductees. The rest are other students,
faculty, ppl who give out the awards, etc.

Joy: How do you advertise this event?
We dont advertise, we send out invitations. OUr donors and faculty get and send out
mass emails but its not advertised to students other than those inducted who can
invite their friends.

Christine: If you dont get money for this how will you fund it?
Well itll be difficult because the econ dept has had budget cuts this year
and its extremley important for us to get funding.

Joy: Were you funded last year?
Yes we did.

Yasmin: If you're using this event to get people to look at your club then
why dont you advertise?
Well we advertise for accounting club and econ COM but this is kind of like the Golden
Key society. Not everyone can become an inductee unless they meet the criteria but we
definitely advertise through other organizations such as accounting club and econ com.

I also wanted to clear up that we dont charge but we do charge inductees $5 to
ensure they
attend. The money from this goes towards other costs we incur. We charge guests but
inducted students get in for $5, Frnds of these students would have to pay the $30.

Joy: Typically we dont give money to an event thats charging students.
Thats why we're asking for money to cover the students who dont pay enough to cover
the food.
That way we dont have to charge students.

Joy: So youre asking for $3500 for food so that you wont have to charge students?
Yes, if we get this funding we wont have to charge students, but if we dont then
we'll have
to charge our guests, etc.

Thank You

Delta Phi Epsilon:
JoyL Can you tel us about awareness week?
We have an awareness week in March to raise awareness about anorexia, etc.We're
tryign to
make the event bigger and bigger so we're asking for money this year.

Fouad: Where will this event take placce?
Over the week the events will take place on campus.
'
Joy: How many people do you expect?
Well for example at the bake sale it will be whoever passes by.Our biggest event will
be the vigil on Thursday where our sorority, other greek members and faculty attend.
Last year we had close to 100 for this.

Christine: what kind of food are you having?
It will be mostly cookies and cupcakes for the bake sale. The vigil will be real
food like
pasta, etc. OUr sorority will be cooking as well. The bake sale isnt really a sale
though,
we're giving out food and asking for donations.

Christine: Can you explain the bake sale?
Well we're goingn to hand out goods, raise awareness, etc. We have information
pamphlets,
to try and catchattention and get the name out there.

Yasmin: Where is the vigil taking place?
Itll be outside behind the commons but in case it rains we'll have a room reserved.

Thank You

Bartleby
Poetry slam:

Joy: can you tell us about the event?
Well im not the one planning the event but ill try to do the best I can. the poetry
slam
is basically a fundraiser we're holding this year. We're charging participants $5 to
particiapte in the contest. the winner will get half of the money that comes from
the $5
charge.

Yasmin: Will students hav to pay?
No theyll get in free. We have a box in the Fine Arts building where students can
submit forms
and their money.

SGA Advisor: How many poets do you expect to participate?
We're expecting around 20.

Thank You

Steve:
For the past few weeks ive been trying to have the SGA retreat moved up a few days.
In the
past SGA members have had to choose between being a Woolie or going on the retreat.
I've t
talked to people from ResLife, etc and I just wanted to see if fyou had any problems
with it.

Voting on SGA Budgetary Policy:

For:5
Opposed:0
Passes

Voting on SGA Budgetary Statutes:
For: 5
Opposed:0
Passes

Go Club, Alpha Phi Omega tabled

Voting on PSU Norooz:
For: 5
Opposed:0
Passes

Delta Phi Epsilon:

Voting:
For:5
Opposed:0
Passes

Russian Club: Reallocated funds

Delta Epsilon:
Voting:
For:0
Opposed:5
Passes

Roll Call: all present

meeting adjourned 6:46pm

5:32pm mtgcalled to order

present: yasmin,ashley,david,fouad,joy

minutes approved from last week

Womens Collective Pink Party
Joy: Tell us about the event
Its a benefit event, its going to be a kind of dance party in the ballroom, we have a
reservation already. We'll be takin donations at the dance itself. Its going to be a
fun time for students to have fun and donate to a great charity. Students will be able
to get involved. We wanted to find out how University financing and regulations work.
We also wanted to get students to give back to the University and take part in student
life.

David: Are you planning to charge?
No,

David: Are these numbers from scheduling?
yes

Joy: How many people are you expecting?
Well since this is the first time we're having this event, were not really sure but it
shouldnt be more than about 75.

Ashley: How are you planning to advertise for this event?
Well we want to use the commons package. We're going to rely on that and UMBC
spotlight,
facebook, etc.

Ashley: Are you going to use carryover for this event and donate all carryover to the
charity?
Well our president is more aware of the finances and she'll be here soon, shes running
a litle late because of the traffic.

Final Event Planning Meeting:
Joy: can you tell us about the event.
Well about a week before the event we're going to try and have some students who arent
that involved in the organization come in and help set up, etc. We want to make sure
everyone in our organization knows whats happening, and to find out how many of them
will be attending, etc.

Joy: How many people wil be at this meeting?
Probably 10, we're not sure yet though.

Thank You

Club Cheer
Titan Competition:
Joy: Can you tell us abou tthe event
Its on pier 6 in Baltimore, Its a competition, we went last year.

Ashley: Do you have to try out for this?
Well we have a club and a team. The club is open to everyone, the team has try outs
for
competitions. Everyone goes to the event but only the team participates and have to
pay
registration fees.

Ashley: How many people from the club are going and how many from the team?
Well one person from the club is not going. There are 15 people going, 14 are competing
and one isnt.

Fouad: Where did you get the bus quote from?
From UMBC transit.

Yasmin: Are you planning to use your own money?
Whatever we dont get from you we'll pay ourselves, we wont be able to pay the buses
because we dont have that much but the registration we can pay.

Fouad: How are you advertising for this?
Fliers, newspapers, facebook.

Joy: How much is the registration fee per person?
Its $35 per person.

Thank You

Voting:

Womens Collective Final Even Planning Meeting:
For:4
Opposed:0
Passes

Pink Party:
For:4
Opposed:0
Passes

Club Cheer Titan Comp:(Only bus)
For: 4
Opposed:0
Passes

Alpha Phi Omega Tabling
We're asking for money for tables so we can sit out on main street and talk to people,
get our name out there, try to recruit ppl, etc.

Go Club Go Tournament
Joy: can you tell us aobut the event?
WE're requesting money for our Spring tournament which is coming up in April. We have
about 100 ppl coming, a lot of which are from UMBC, and many from the American GO
Association. Anyone whos a student at UMBC can come and participate, no experience is
needed. Non students have to pay to participate. We got some money from another
foundation
and we're using that as prize money. We're using this as a qualifier for a bigger
tournament in China.

David: Are you using some of your carryover funds for this?
Yes we probably will.

Ashley: Are you goint ot be reusing the banner every year?
Yes, whenever theres a uMBC go Club meeting we'll use the banner again. Its just a
general
club banner.

Thank You

Voing on Go Tournament:
For: 4
Opposed:0
Passes

Voing on Tabling:
For:4
Opposed:0
Passes

MUN National Model UN
Joy: Tell us abouut this event
Its a conference we've participated in for the past few years. We've started winning
awards at this conference, we're ona 3 yr winning streak. Theres about 28 people
from UMBC
going there. Its a pretty big deal.

Joy: How much are hotel rooms?
Well we're putting 4 ppl to a hotel room which is the max allowed, we have 6 hotel
rooms,
hotels in new york are pretty expensive so we're trying our best to cut down
expenses as
much as possible.In the past you've covered delegate fees and thats a big chunk so that
would be great. IF you could cover that we would be extremely happy and if you cover
some transportation we'd be ecstatic. Our program is bringing a lot of recognitition
to UMBC and we're doing well. We do fundraise a lot but its sometimes not possible
to fundraise the amount we need. We're tryin to build an alumni base but we stil need
some help from you.

Yasmin: How many nights is the hotel for?
Its for 4 nights, the conference is meant to be 5 nights but we're leaving the day the
conference ends to cut costs.

Joy: The delegate fees are per person/
yes its a $125 per person. It covers hotel services, tags etc.

Joy: HOw much is the hotel per night?
ITs $209 per night, and its the hotel for the conference.

Thank You

HIndu Studens Council
Raascals Performance:

Joy: tell us about the event
Well theyre a team from UMBC that performs around the state, theyve been invited to
perform
and we just want to give them money for transportation.

Yasmin: Is it a UMBC group performing at UMBC?
no theyre going to be performing at Penn state.

Joy: What are the costumes for?
Well theyre the traditional indian costumes and theyre renting them

Joy: How many people in the group?
16 people.

David: Transportation is $20 per person?
IM assuming thats gas, i think theyre taking their own cars, the person whos directly
involved in this is coming he'll have a better idea.

Yasmin: SO this is a compettion?
Yea its a competition they got invited to at PEnn State, anyone can join, but as of now
its set for this competition, but its open to anyone to join. Theyve already spent a
considerable amount of their own money tey just need a little bit of extra help.

FASA Pisahan:

Joy: tell us about the event.
Its our annual filipino culture show every year. We have cultural performances, etc
such
as singing, dancing, martial arts, etc. We have it every year.

David: Are these numbers from he scheduling office?
All the numbers are from last year so theyre pretty accurate.

David: Hav eyou had a safe meeting yet?
WEll we've met with scheduling, but not the safe committee.

Joy: Do you hav a room reserved?
Yes its in the UC, we're gettig a food waiver.

Joy: We'll probably table this to give you time to meet the safe committee and then you
can come back with better numbers.

Ashley: Are you oging to be reusing the costumes and props?
We'll be reusing them every year, last year the costumes werent accurate, last year
someone
from the filipino embassy came and they werent happy with the costumes so we're
trying to
rebuild our costume stock.

Thank You

MUN Voting on ($4800 for travel, delegate fees)
For: 4
Opposed:0
Passes

HSC's Raascals Performance:
For:0
Opposed:4
Fails

FASA tabled

Black Artists Society:

Book of Poetry:
Joy: Tell us about the event.
We had people submit their poems to us and we're going to create a book out of
everyone's
original poetry. We want to get them printed and sold to the campus, etc.

Ashley: So anyone could submit poems?
Yes, it wasnt based on how good the poem was or anything like that, but it was just
basic
expression. Anyone on campus could submit.

Ashley: Did you advertise for this?
Yes we did. We just had a question, the only reason we wanted to sell back was so
that we
could obtain our own budget. How would you suggest we obtain our own budget without
charging
our own students?

David: Well if you wanted to use your own carryover then you could charge students
all you
want but if SGA funds you then we dont want to see students charged since they already
pay the student activity fee.

Joy: So would you want the money from us and not charge students?
David: You can always come back to us after speaking to your organization.

Tabled

Organization Representation:
Joy: Can you tell us about this
It would be a banner stand that we would use everytime we'd have an event.
Basically we'd
use it to advertise for our events, organization, etc. We were going to speak to
Common
Vision about actually putting the banner up.

Joy: Where did you get the quote from?
We got it from the internet.

Madden and Spades Tournamen:
Joy: Can you ell us about the event.
Its happening this sunday, its to help bring UMBC students together, We're going to
have
a madden tournament and a spades tournament. Theres a tv in the Patapsco basement
which
we'll use for the Madden tournament. The people entering the madden tournament are
charged
$3 per person, and people int he spades tournament are charged $5 per person.
Admission
is free for food, watching, etc, and participating in the tournament is optional in
which
case you have to pay.

Comic Book Series:
Joy: Can you tell us about this.
We're trying to print a comic book series, on our website we're goign to have the comic
book, we're just trying to get publicity for our art, drawings, etc. We're not
trying to
make a profit or anything, we're just trying ot get our names ou there. WE want to try
and get these comic books printed whenever we want to put a book out.

Joy: Do you pass these out?
Yes.

David: So you wont be charging for these?
Right, we'll be passing them out for free.

Thank You

Ballroom Dancicng Latin Dance Night:
Joy: Tell us about the event.
We did this in the fall and it was extremely successful, we had about 150 people.
We're tryign to do the same thing this Thursday. This is going to be an open floor
event to everyone, we're trying to bring this to the campus to get people involved.
Its an hour long dance lesson and then an open floor. We want beginners to come and
learn
to dance from our experienced dancers.

Joy: What time is this?
Its at 8pm.

Yasmin: Did you advertise for this?
Yes, we've been advertising through list procs, fliers, etc.

Thank You

Intervarsity Conference:
Joy: Can you tell us about this.
Its a conference/camp in Pennsylvania. ITs a chance to hang out with people from UMBC
and other colleges in the area.

Ashley: Can people not in intervarsity go?
Yes, we're encouraging people from outside the intervarsity to come.

David: What wil you do if more than 20 ppl sign up.
Theyll have to pay.

David: Would it be possible to spread the costs out over everyon who goes?
Yes

Thank you

College Democrats:
Joy: Tell us about the event.
The event is a political career internship fair. We're working with the baltimore
county
young democrats. We're trying to work withh the Shriver center and career center.
WE're
hoping to get 200-300 people. WE're goin to be advertising a lot on campus. Its going
to be an informative event more than a job offer event. We're going to try to bring
in some local politicians, etc to come and speak to students. We're trying to get the
governor to show up.

Yasmin: How many people do you e