SUFAC
Meeting Minutes for 11 Dec. 2008
I. Call to Order
SUFAC Chair Tania Galligan called the meeting to order at 5:15pm.
II. Roll Call
a. Members Present: Lynsy Beckett, Andy Locke, Sheila Schroeder, Lindsay Acterberg, John Lee, Ellen Domine, Joe Tyrrell, Jessica Olive, Cheng Thao, OFO – Nicole Maas, Kervin Blanke, Ron Ronnenberg, Tessa Pieper, Ryan Conohan, Tania Galligan, Matt Kehl
III. Recognition of Guests – Anthony Strahota- Wargames and Model Hobbies; Rachel Gerth- SGA; Chris Hady- WGBX; Katelyn Broda- WGBX; Adam Koenig- Art Agency; Jamie Karlin- SAGA; Nick Boreen- MENC
IV. Approval of Agenda- Tania entertained a motion to approve the agenda. Matt motioned. Andy seconded. Joe called the question. Lynsy acclimated.
V. Approval of Minutes- Tania entertained the motion to approve the minutes. Joe motioned. Andy seconded. Matt called the question. Joe acclimated.
VI. Reports
a. OFO: Contingency is $26,087.73 and small org is $1500.00
b. Senate: Constitutional amendment did not pass. There is a presentation for a green roof. Meeting is January 26.
c. Honorarium Task Force: The recommendations passed in senate.
d. Senate Ad-Hoc Committee: Already stated.
e. SGA Exec: Meeting January 26
f. Good Time Programming: Pat McCurdy was here yesterday. Gamblers game Friday.
g. Vice Chair: We will be meeting next semester on Thursday. The discussion on Suf Rates will be next semester.
h. Chair: Ad-hoc committee will be meeting January 8 from 10:30 to 4. Honorariums will come together over break to create guidelines before D-Day.
VII. Discussion Items
a. WGBX Contingency Request: Because of the outstanding balance, all of the members made a collaborative motion and paid it in whole. $75.00 is needed for student awards and CDs to put our entries on. This is a very important thing that we attend because we are a new org and the state recognition would be great. Lynsy asked when they have to be submitted by. January 12. Matt asked if the money had been paid for this event. No, because it would be presented to SUFAC.
WGBX Travel request: We are requesting funds so we can attend the ceremony for the awards that students receive. The request is to attend the ceremony in Madison. Request is for the registration of $10 per person with 15 people attending. We decided to take a school van done there and it is priced at $.33 per mile for gas; the numbers were given to us by OFO. It is expanding our knowledge of the broadcasting industry and it gives us the opportunity to listen to students that do win. Lynsy asked if there was a certain time when this had to be decided by. This doesn’t have to be approved immediately. John asked if it was a definite 15 students attending. Tania entertained the motion to add the contingency request to the action items. Andy made the motion to add both of them as action items. Jessica seconded. Matt was unsure why both of them had to be action items. Roll call vote passed 6-5-0; only the contingency request was added as an immediate action item.
b. Art Agency Budget: We do need photocopying because we do a lot of our own publicity for events so that is needed. Other expenses include- a purchase award for an art show that is done. Three visiting artists that are hoping for this year. Drive by Press- students from Madison that has a press in their van to make tee shirts, etc. They promote the arts and get all students involved with the art community. Sam Davis is a photographer from LA. He also does some sculpture. He would come to different classes and talk about various things. The final is a Sheboygan artist. He would come so we could apply local art to things and it brings a familiarity to them. We have a few travel requests that include trips to SOFA in Chicago. That is a large art fair that takes place at Navy Pier every year. We take a bus down there. It showcases a lot of contemporary art and gives students a chance to get off campus a bit. Joe asked if Sam Davis came before. No, a professor has gone to school with him. Matt asked if Sam Davis was going to be speaking at classes. He would be and if there were slots open he would be available for the students. Jessica asked if they could rate their choices. As they are laid out; Drive By, Same Davis, and then Kohler. Ellen asked if they were going to have individual promos or package them together. They do them individually. Joe asked if they had done the Chicago trip before. Yes, Lindsay asked if it was open to all students. Yes. Matt asked what the turnout was for Drive By. It was a two day event and there was a generally large crowd. Joe asked how the turnout was for the Chicago trip. They fill all the seats.
c. Music Educators National Conference Budget- the general supplies needed include copying and duplicating. We do a lot of our own promoting. With the membership it would be kind of nice to offset the membership but it is not a necessity but it would be nice. Contractual amount we try to get a large amount of money to bring in a few good people to present. Tim Lautzenheiser is a good speaker who is education based so he will bring in a few more students from across campus. For food we do a holiday mixer to bring in new members and touch base with everyone. The music department wanted us to add the food for their auditions but I don’t think that’s right so if you want to cross that one off. Jessica asked if they would be able to rank their speakers. They replied that Tim Lautzenheiser was ranked number one, but it is difficult to rank anymore because sometimes students or faculty come in with other ideas or names and we choose to have them come and speak. Ellen asked since they wanted Tim to come, what sort of promos you are expecting to do to bring him in. They stated that they created a website and some professors have a large email list. Also, he stated that he goes around town to area high schools and they do different advertising things on campus. Matt asked if they considered charging. It is a definite possibility but if they did they would like to keep things inexpensive since high school students may attend. Matt asked if he could describe their membership. It is a national conference. Sheila asked what they get back when they register nationally. They get articles and different brochures and emails with various pieces of information that is sent directly to the members.
d. Sexuality and Gender Alliance org budget- General supplies include ribbons and different things to keep the org going. Copying, duplicating, and advertising we do ourselves. We are looking into getting a few different subscriptions to magazines such as the Advocate. For the concert I am going to add a third concert which would total at $800. A movie showing will be held in the spring closer to the day of silence. I will take the extra $200 for a comedian or a musical artist to get the point across that we are here. We have a SAGA social each semester for people to check out the org and we bring in the incentive of food. There is an L.G.B.T conference in Madison and we stay overnight. Joe asked about the movie showing and breaking the silence. We always have tried to do a small break the silence and we always have a small get together to help people talk about the experience and we would like to have a speaker of comedian come in and create a dialogue. We tried to do the movie last year during pride week but it fell through. We didn’t advertise well enough for pride week. Matt asked about the drag show and how the turnout was. When it was I the E.C. there were about 40 people. This year it was held in the Phoenix club and there were about 50 people. The more we do it the more people know about it and check it out.
e. WarGamer’s and Model Hobbies travel request- The trip is to a conference in Chicago. It is the largest miniatures conference in the country. One of the main draws for this is internationally known painters and sculptures doing forum about this. There are Q&A sessions as well. About 10 people are interested in going this year and there may be an increase. I may limit the people to 10 and we are going to have 3 rooms for the night at the hotel where the convention is being held. The weekend pass involves hobby sessions where students can choose which they would like to attend. I am unsure of how travel works so I will leave it up to the club if they would like to go as a club or people can drive. Rates are increasing now they are $25 after Jan. 29 they are $30.
WarGamer’s and Model Hobbies Budget- General supplies include increasing terrain supplies. Major portion goes to maintaining old terrain or supplies to create new terrains. New rule books to help with the games as they update. Duplicating and copying is for advertising and flyers for our club. We will increase that significantly over the next semester. That includes putting flyers in the game shops in the community and other towns. $60.00 is for 1 subscription of a hobby magazine. It contains hobby guides, products, and new rules. We may rent that out for a fee to bring in money for our agency. Programs include fantasy battle tournament. This is the first time getting our budget in and this tournament was a success we charged $25 per person and we had 18 people. As of now, I have 20 people preregistered at $15 gift card to gnome games and 2 - $10 , 3-$5. It is open to all students not just club members. We do have several community members that interact with our group but it would not be open to them unless they pay an entry fee. Travel on the budget is the same as the request. Revenue is entry fee for the tournaments. Revenue- in the student org budget there is a board of regents policy that they have to pay us back up to the amount that they borrowed. It is in the budget so we don’t artificially inflate the seg fees. Sheila asked about their tournament. We charge $15 per person and the larger events can charge up to $50 per person. There have been conventions where you pay $5 to get into the tournament and then $10 to get into the tournament. Matt asked with the painting convention would they be charging. If we have community members we will charge. Matt asked if there was a charge would it come back to SUFAC. Tania entertained the motion to make the travel request an immediate action item. Lynsy motioned. Andy seconded. Joe called the question. Matt acclimated. Lynsy objected. Objection was withdrawn. Roll call vote passed 11-0-0; action item.
f. SGA food Request- On January 8 we need to provide food for 10 people. Lynsy asked if they were going to post the agenda. Lynsy motioned to make it an immediate action item. Jessica seconded. Andy called the question. Roll call vote 11-0-0.
G. SGA Contingency request- Food for D-Day is $241.55. Matt asked if there was a reason why the taco dip was only for 15 people. Andy asked if we were allowed to vote on this because it is for us. SGA has included it into the budget for this year. Joe noticed that there was only 1 gallon of punch; could there be more. Joe retracted his question.
H. SGA Budget- This year SGA tried something new where the court, SUFAC, the chairs, and Senate had a say in the budget. General supplies included: SUFAC- colored paper, paper clips, post-its, 2 in. ring binders, clear dividers; Court- file folders; Senate- poster putty, calendars, space cubes, name badges, transparencies, post-its. Subscriptions for the New York Times were also included in the budget for the students. There are four computers that need to be maintained and faxing is used very little. $100 for promotional items for Orgsmorg. Capital items include 2 voice recorders for the court and SUFAC and a digital camera. The court also requested their own robes because in the past they have borrowed from the Provost. Becky Wendt was contacted in terms of appropriate salaries that everyone is receiving and that can be added as a point of interest on D-day. Usually we give $1000 for the Max- U day speaker and for the leadership day. Food is requested for various meetings such as D-day and events such as pass the gavel at the end of the year. There a couple of trips being requested in Madison as a networking with other ad-hoc committees to keep up to date with other campuses in the system. Someone had asked if the robes were necessary. Lynsy asked about the trips and if they were open to just the president and the vice president or were they open to senators also. Some are open just for the president and vice president but there are a few that are open to others. Someone had asked if events such as pass the gavel and the exec retreats were open to everyone. The exec retreats are open and pass the gavel is open to the advisors and members. Someone had asked if there was clear data on the New York Times for next year yet. No, not yet.
Lynsy motioned to reconsider the WGBX vote. Matt seconded. John called the question. Lynsy acclimated. Roll call vote passed 11-0-0.
Lynsy pointed out in our guidelines that we can’t acclimate the vote until they are decided by a 2/3 vote.
VIII. Action Items
A .SWEA reallocation-Joe motioned to approve. Andy seconded. Andy called the question. Joe objected. He stated that they wanted $43 for a thank you and we generally don’t allow that to happen. Matt stated that it would actually be a contract rate. They are traditionally negotiated and then contracted. Andy called the question. Roll call vote passed 9-1-1.
B . Phoenix Martial Arts Reallocation- Andy motioned to approve. Jessica seconded. Joe called the question. Roll call vote passes 10-0-1.