MINUTES

August 8, 2012 Executive Committee Saskia Sawyer, President, Saskia.sawyer@du.edu, x12704 Ashley Beaudry, Vice President, ashley.beaudry@du.edu, x16068 Nicky Bruckhart, Past President, nbruckha@du.edu, x14241 Kathy Aliaga, Treasurer, kaliaga@du.edu, x13284 Lisa Cox, Secretary, Lisa.Cox@du.edu, x13170 Jordan Ames, Webmaster, jordan.ames@du.edu, x12781 Members in attendance: Aderhold, Jonathan University Technology Services Aliaga, Kathy Facilities Ames, Jordan University Communications Beaudry, Ashley The Womens College Bieging, Lindsey Sturm College of Law Chabot-Olsen, Nick Registrar Cowan, Stefanie Center for Multicultural Excellence Cox, Lisa Institutional Compliance & Internal Audit Gonzalez, Becky Student Financial Services Hower, Don Facilities Jackson, Cheryl Center for Teaching & Learning Koch, Cindy Daniels College of Business Kyner, Michelle Penrose Library Meyers, Will Office of Research & Sponsored Programs Michel, Richard Conference, Events and Special Programs Nowakowski, Arianna Arts, Humanities & Social Sciences Pinnock, Ken Human Resources Raeburn, KellyNSM Rossi, David GSSW Rundle, Steve University College Sawyer, Saskia University Advancement Shrader, CarrieArts, Humanities & Social Sciences Wilkes, Kaila Career Center Volunteers and guests in attendance: Dunker, Katie Human Resources Geist, Susan Controllers Office King, Amy Human Resources King, Chad Sustainability Coordinator Kitta, Jan Marketing & Communications The meeting was called to order. Minutes Page 1

1) Approval of July Meeting Minutes 2) Introduction of Council Members 3) Presidential Debate Update a. Winter Walker introduced Allan Wilson who is managing logistics for the Presidential Debate in October. i. Allan noted that the debate is not a spectator event, but rather a media event with a sitting president so it is high security. There will be a heavy secret service, FBI, police and National Guard presence. ii. The Ritchie Center is the center of activity. DU is one of the few universities in the nation that can hold the entire event in one building. iii. The perimeters of the event are Buchtel/Asbury and University/High. iv. All images seen of the Ritchie Center on TV will be from the north end of the building with the bell tower in the background. v. It is a credentialed event. The accreditation center is in the lobby of Centennial Halls, so go there if you need credentials. The credentialing process depends on the level of credentials needed; very few individuals will be able to get close to the Ritchie Center on the day of the debate. To obtain general level credentials a government issued ID will be needed. For higher level credentials individuals will be working with the Secret Service and will go through a background check. vi. From 9/21- 10/4 the only individuals allowed access to the Ritchie Center are those that are credentialed. vii. Hamilton Gymnasium is where the reporters will write their stories during the debate. The only individuals viewing the debate in Magness Arena are six television networks. viii. After 9/28 the Coors Fitness Center will be closed for one week; there are no agreements established that allow members to use a different gym for no cost. ix. Any department that will potentially be affected by the debate has already had discussions with Allan and his people. No university personnel will be able to enter any building on campus on 10/3 as the buildings will be on lockdown. x. Allan has attended every neighborhood meeting and has met with every HOA and is working with them to address their concerns. xi. Marketing & Communications is working on getting articles in local and community newspapers and magazines to better inform the community of the events. b. Winter Walker then discussed DebateFest i. DebateFest is a free event, but pre-registration is required. It will take place on 10/3 from 3pm- 9pm. ii. DebateFest will take place in the Carnegie Green area (the area between Fritz Knoebel School, Mary Reed, University Hall, Daniels, Marjorie Reed and the New Academic Commons) and the Dan Ritchie Circle. These areas will be broken up into six different Minutes Page 1

areas and the entire area will be fenced in with three different entrance points. Four specific areas are: 1. Issues Alley- student groups, advocacy and community groups. This will be west of the new Academic Commons building 2. Interactive Area- fun family area with military vans, face painters, etc. This will be in the area between Marjorie Reed and Daniels College of Business. 3. Dan Ritchie Circle will hold a food truck rally. 4. Main Stage- up and coming local artists (music). This will be right behind University Hall. iii. There will be no available parking for DebateFest; explore alternative means of transportation. The High Street light rail station will be closed, although light rail will be running. Buses will be running between the other two close stations and the University to get you to campus. iv. Bikes are not allowed in the fenced in area, but Lot F is going to be a bike valet where bikes will be monitored at all times. v. Tickets and registration 1. Registration for students/staff/faculty runs from 8/31-9/15. Registration for alumni and the community starts on 9/15 2. Staff and faculty can obtain up to 4 additional tickets. All attendees must have a government issued ID to enter and staff and faculty must have DU ID. 3. Students can obtain one additional ticket. All attendees must have a government issued ID to enter and students must have DU ID. vi. Information on the event can be found at Debate2012.du.edu c. Buddy Knox then presented on Parking i. Buddy noted that everything that he told SAC is based on assumptions and therefore anything could change. ii. Starting in mid-August, lot W becomes a staging area for items that need to be moved away from the Ritchie Center. iii. Starting on 10/2, all handicap parking spaces on campus become regular parking spaces. If someone needs accommodations, contact Kathryne Grove. iv. On a regular day, Parking Services needs 3,700 parking spaces to accommodate students, staff and faculty. There are 5,000 parking spaces on campus. For the debate (10/2 and 10/3), only 658 spaces out of those 5,000 spaces will be available to accommodate the 3,700 needed on a regular day. v. Starting on 9/21, the University is losing all parking north of the Ritchie Center. All parking north of Evans will be significantly impacted. People who have permits to park north of Evans will be moved to the south side of campus. Anyone being paid to work with a permit will have a space until 10/2; the parking space may be further than wanted, but there will be a space. Minutes Page 1

vi. The majority of parking will be back to normal starting on 10/4 except for north of Ritchie while stages are being broken down. d. Amy King from Human Resources noted that tele-commuting leading up to the debate is highly encouraged and that individuals should start having conversations about such with their supervisors. She also noted that HR is working on a FAQ sheet for debate day personnel. There is not a final list of debate day personnel, but she did note that if required to work on debate day, that those individuals will be allowed to take a different day off. e. Misc. i. If there is a crippling blizzard in Denver, the debate will still happen on 10/3. ii. There are currently 630 registered volunteers so far. Communications for volunteers will start on 8/22.

Meeting adjourned. Next meeting: October 10, 2012, 12 1 pm Respectfully submitted, Lisa Cox Secretary

Minutes

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