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February 22 SAC Allocation Meeting

February 22 SAC Allocation Meeting

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Published by Molly Redden

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Published by: Molly Redden on Mar 24, 2010
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10/23/2012

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SAC Allocation Meeting
2/22/10
Call to order:
Ethel
Members Present:
 Daniel, Andy, Sofia, Natalie, Scott, Emilio, Ruiyong, Harrison,SenyoI.
Budget Update:
 a.Previous Allocation Budget: $42,611 b.Allocated at last meeting: $4,657c.New Allocation Budget: $37,954i.19% of total allocation budgetii.34% of post-BAG allocation budget II.
Proposal:
 GUAA 6858000 William a.
Event
 G40: Art Summit – 3/26/10.Francesca, Alex, Henya presenting: Since the last meeting we’ve gotten in closer contact with the people we’ll beworking with, and have gotten more concrete numbers. There are twodifferent budgets that reflect different caterers. We’ve also worked out thenumbers for the band and equipment. b.
Comments/Concerns
– i.
Presentation
1.
Harrison:
Make sure that the caterer you use submits a copyof their insurance to the school.2.
Scott:
You have listed $3,600 in other income? That is nolonger there.3.
Harrison:
How do you plan to advertise? On campus, we’ll becontacting all of the newspapers, we’ll have a Facebook event,we’ll be in the weekly emails, CORP marketing, Artdepartment, tabling, flyering4.
Dan:
I think it’s great that you have such a substantial event asa new group, but seeing as it falls between the two breaks, thismay pose a marketing problem, so you should start advertisingimmediately.5.
Bill:
An event of this size that involves alcohol will be required by Risk Management to have Special Event Insurance, whichcosts $400ii.
Discussion
1.
Senyo:
Did she really say she’d be comfortable cutting the artinstallation?2.
Natalie:
The event
is
about the art, but what she meant was thefunding for the installation.3.
Ruiyong:
I don’t feel comfortable with the $1,800transportation cost, as this venue is metro accessible.
 
4.
Harrison:
I see where Senyo’s concern comes from, and whenyou look at the cost breakdown, what SAC is being asked tofund is predominantly food and DJ expenses.5.
Scott:
I think a lot of the issue concerning the transportation, isthe fact that they might expect to have some intoxicatedattendees who might need a direct ride back to campus, butthat’s just a possible hypothesis for the need for the busses.Another concern I have is the high participation expectation, because if a lot of people don’t show up, then we could have asimilar situation to the Hawaii Club last year.6.
William:
To address the transportation concern, doesn’t themetro close at midnight? Additionally, the music is supposedto add an aural component to taking in the visual.7.
Andy:
I think it’s important to keep in mind that we need tomake our decision based on what we actually see here, notwhat we think we see in terms of the possibility of this becoming just a massive party.8.
Senyo:
Seeing as this is a new group with little experience in programming events of this scale, we are taking a huge risk inapproving this event, because we stand to lose a great deal of money if they don’t garner the support they expect.9.
Harrison:
For any group, there must be a first time for everything, including large events. Considering theoverwhelming success they’ve had in all of their events to date,we can expect a successful event this time around too.10.
Daniel:
Concerning the alcohol at the event, $15 is quite acheap ticket if alcohol is being served. Additionally, theymight run into the same problem that Dip Ball ran into last year where they ran up a huge alcohol bill because they were beingcharged by bottle.11.
William:
I agree that the price for alcohol consumers should behigher. The Art-Wino contract had a set volume of alcohol, but I’m not sure about the High Life contract.12.
Scott:
As a commission, I think we should encourage moderategrowth steps, rather than huge leaps to events of thismagnitude.13.
Senyo:
If this gets approved and it doesn’t work out to theextent that they expect in terms of ticket sales, we cannotexpect to hold them accountable, because we can’t put a babyin their hands and expect them to be able to handle it. We’ll just have to incur the cost on our own, and we won’t be able tosanction them in any way.14.
William:
In terms of cutting cost, since they don’t have to useArt-Wino for the catering, it’s not required for the space,therefore we can cut that cost if we so choose.15.
Harrison:
I would suggest doing a bus fee of $4 to ride the bus
 
for those people that’ll either be too inebriated to take themetro or who simply don’t want to. Additionally, they canthen only order the number of busses they need based on bus pass sales.16.
Senyo:
The problem with that is what’s to keep people whodidn’t take the bus there just getting on the bus at the end of thenight. People will end up riding the bus for free in that event.17.
Natalie:
If people want to attend, they’ll find a way to getthere, so that’s definitely a place we can cut cost.iii.
Motion by
 William to approveiv.
Second by
 No one v.
Motion by
Sofia to approve without transportation expensevi.
Second by
  Natalie1.
Income – 
$6,0002.
Expense – 
$6,6253.
Allocation – 
$(525)4.
Vote:
 4-6-15.Motion Failsvii.
Further discussion
1.
Scott:
I’m uncomfortable with the event as a whole. We’realso restricted as to what we can cut due to the terms of thecontract. If we strap the event but approve it, we’re settingthem up for failure.viii.
Motion by
Scott to table indefinitelyix.
Second by
 No onex.
Motion by
 Senyo to approve Speakers, DJ, and Flyeringxi.
Motion Rescinded
xii.
Further Discussion
1.
Harrison:
To address a paradigm we seem to be operatingunder: there is a distinction between being an advisory boardversus an entrepreneurial organization. Should we be willing tosimply throw money away? No. However, it is upon us to takerisks for our clubs to foster growth and expansion. Hawaii wentinto huge debt, but because they didn’t comply with policy.GUAA has no negative history upon which we can doubt their abilities or potential for success.xiii.
Motion by
Sofia to approve without transportation expensexiv.
Second by
  Natalie1.
Income – 
$6,0002.
Expense – 
$6,6253.
Allocation – 
$(525)4.
Vote:
 6-5-05.Motion PassesIII.
Proposal:
 SJP 6919000 Harrison a.
Event
 DAM Concert – 4/28/10.Guillermo presenting: DAM is a Palestinian

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