Presented to the Senate Floor On s1

1Senate Bill #90 2Page 1

1Presented to the Senate floor on May 5, 2011.

2 3 4 5 6 7Authored by: HSU 8Co-authored by: Colato 9Introduced by: Internal Affairs Commission 10 11Referred to: Internal Affairs Commission 12 Business and Finance Commission 13 External Affairs Commission 14 Gender and Sexualities Commission 15 Ethnic and Cultural Affairs Commission 16 Environmental Policy and Planning Commission 17 18Recommendation: Internal Affairs Commission 19 Business and Finance Commission 20 External Affairs Commission 21 Gender and Sexualities Commission 22 Ethnic and Cultural Affairs Commission 23 Environmental Policy and Planning Commission 24 25 26An ASUCD Senate Bill to implement the Long-Range Plan for Picnic Day. 27 28Section 1. The ASUCD Senate hereby adopts the following Long-Range Plan for Picnic Day. 29 30Finance: No Appropriation: None Vote: Majority 31 32I. Purpose and History 33 34Picnic Day began in 1909 when the University Farm invited the surrounding community to view the 35University’s new dairy barn. Two thousand attended, bringing picnics to complement the coffee, 36cream, and sugar provided by the University. Following the success of the 1909 picnic, the faculty of 37the University Farm continued to plan and sponsor the event until a student committee took over the 38task in 1912. 39 40Picnic Day attendance soon began to grow in leaps and bounds. In 1915, 5,000 people gathered to 41enjoy the picnicking and square dancing at the University Farm. The next year this figure tripled to 4215,000, far outnumbering the 314 students hosting the event. This increase in attendance was in 43large part due to Molly, a dairy cow who performed a record 97-hour cow-walk from Davis to Berkeley 44to publicize the event. A few years later, Molly's son, Pete, also walked to Berkeley, following in his 45mother's footsteps. 46 3Senate Bill #90 4Page 2

47By 1925, Picnic Day had grown to such an extent that the student committee felt it necessary to begin 48planning and organizing the event six weeks in advance. Since then, the event has expanded to the 49point that preparations begin each June for the Picnic Day occurring the following April. 50 51Through the years of Picnic Day history, in only five years has the event been cancelled. In 1924, an 52outbreak of hoof-and-mouth disease among the cowherds caused the first cancellation of the event. In 531938, delayed construction of the gymnasium, which was needed to accommodate the ever-increasing 54number of participants, led to a second cancellation. During World War II, the Army Signal Corps 55controlled the campus; as a result, Picnic Day disappeared from 1942 through 1944. 56 57Since 1945, Picnic Day has been growing strong. The event, held on the Davis campus annually, now 58boasts an attendance of more than 75,000 people each year. Attendance peaked during the 96th Picnic 59Day held in 2009 (it is estimated that over 100,000 people attended). The Picnic Day Board of 60Directors was reorganized and consolidated during 2010 to reflect the changing needs of the 61organization and maximize efficiency. 62 63Believed to be the largest student-run event in the nation, Picnic Day showcases the richness of 64diversity and achievement at UC Davis and the surrounding community in the areas of research, 65teaching, service, and campus life. The 2012 Picnic Day will be the 98th. 66 67The objectives of Picnic Day are to provide an annual opportunity for visitors and members of the 68campus community to experience a recreational and informative day on the UC Davis campus and to 69provide an educational and enjoyable experience for the students who organize and carry out the 70events of the day. 71 72II. Operations 73 74Picnic Day is the umbrella organization for many smaller operations which occur on Picnic Day. The 75Picnic Day student Board of Directors is a unit of the Associated Students of the University of 76California, Davis (ASUCD). Directors’ Quarterly Reports from the 1960s to the present are archived at 77the Special Collections Archive at Shields Library. Training for operational functions is coordinated by 78the Center for Student Involvement (CSI). 79 80Picnic Day is comprised of many various events, including: 81 82  Student Organization Faire (student groups on quad, fundraising booths, informational booths, 83 food booths) 84  Multicultural Children’s Faire (crafts, activities, and entertainment with a cultural influence for 85 families with young children) 86  Entertainment (four (4) stages, bands, dance groups, musicians) 87  Parade (on campus and downtown route, involving student and community groups, 88 departments, non-profit organizations, marching bands, and businesses without political 89 affiliation) 90  Nonprofit Resource Faire (local non-profit organizations come provide information) 91  Special Events (e.g. the Chemistry Magic Show or Laser Maze; though coordinated by Picnic 92 Day responsibility for each event lies with the department or student group) 93  Exhibits (coordinated by Picnic Day; actual organization and responsibility lies with the 94 department) 95  Administrators’ Luncheon 96 97Security is maintained by Aggie Hosts, the UC Davis Police Department (on campus), and the City of 98Davis Police Department (off campus). 99 100In addition, there are events occurring during the week immediately preceding Picnic Day. The 101purpose of these pre-week operations is to build up excitement for and generate awareness of Picnic 102Day proper. Events include the annual cow-milking contest, an eating contest, and sneak previews of 103Picnic Day performers. There is also a walk around campus by Picnic Day staff, who give out free ice 104cream, Frisbees, etc. The cost of pre-week operations means that sponsorships from businesses 105and/or organizations like the Cal Aggie Alumni Association (CAAA) are necessary. 5Senate Bill #90 6Page 3

106 107Future Plans: 108  Develop better risk management protocols to deal with emergency situations. 109 110III. Personnel 111 112  Chairperson: The Chairperson oversees the Directors and Assistant Directors, plans the 113 administrative luncheon, and sets up board meetings and other meetings. The Chairperson is 114 hired by ASUCD. 115  Vice Chairperson: The Vice Chairperson assists the Chairperson in supervising Directors, 116 oversees sponsorships, lost children, and first aid, and coordinates parade marshals, hosts, 117 and honored guests. The Vice Chairperson receives a $950 stipend and works on an 118 independent contractor basis. 119  Directors: Directors delegate tasks to Assistant Directors and Volunteers. Each Director is 120 also responsible for creating a board report for his/her successor including everything done 121 during the Director’s tenure (e.g. contacts). Each Director receives a $400 stipend and works 122 on an independent contractor basis. 123 o Animal Events Director: The Animal Events Director is responsible for coordinating 124 animal events, including setup (e.g. fencing), on Picnic Day. 125 o Business Director: The Business & Administrative Services Director is responsible for 126 overseeing the ASUCD portion of the Picnic Day budget, working with the Vice Chair 127 on sponsorship, coordinating merchandise sales and purchases, collecting student 128 fees, maintaining information booths (floating task), and managing business 129 paperwork. 130 o Communications Director: The Communications Director is responsible for 131 publicizing Picnic Day, writing press releases, and granting interviews, if appropriate. 132 o Entertainment Director: The Entertainment Director is responsible for coordinating 133 all entertainment stages on campus, recruiting for entertainment, and staffing the 134 day-of entertainment booth. This Director is also responsible for the use of the Voice 135 of Diversity Forum funds. 136 o Exhibits Director: The Exhibits Director is responsible for coordinating day-of events 137 that are departmentally affiliated (e.g. the Crafts Center Open House and the Music 138 Department Open House), and the Non-Profit Resource Faire. 139 o Graphics Director: The Graphics Director is responsible for designing the graphics for 140 necessary logos, letterheads, posters, and merchandise. 141 o Multicultural Children’s Faire Director: The Multicultural Children’s Faire Director is 142 responsible for coordinating crafts, activities, and staff activities, preparing crafts, and 143 buying necessary materials. 144 o Operations Director: The Operations Directory is responsible for ordering tables, 145 chairs, canopies, restrooms, and golf carts, and works with grounds and facilities for 146 custodial services. 147 o Parade Director: The Parade Director is responsible for coordinating the parade, 148 including preparatory work such as recruiting, staffing, staging, and chalking. 149 o Special Events Director: The Special Events Director is responsible for coordinating 150 day-of and pre-week events and overseeing all events with an action component (e.g. 151 the Battle of the Bands, the cow-milking event, and the pie-eating contest). 152 o Student Organization Faire Director: Student Organization Faire Director is 153 responsible for coordinating student groups on the quad, information tables, major 154 food booths, and fundraising tables, working with the Center for Student Involvement 155 (CSI) and Campus Unions, and ensuring compliance with fire codes. This Director also 156 coordinates sustainability efforts. 157 o Technical Director: The Technical Director is responsible for supervising the 158 preparation, use, and troubleshooting of radios, and sound equipment during pre- 159 week and day-of (contracted out to an external company). 160 o Transportation Services Director: The Transportation Services Director is 161 responsible for working with Transportation and Parking Services (TAPS) and Unitrans 162 to reserve parking lots and shuttles, respectively, for Picnic Day. 7Senate Bill #90 8Page 4

163 o Volunteer Director: The Volunteer Director is responsible for recruiting and assigning 164 volunteers for pre-week, day-before, day-of, and day-after. 165  Assistant Director: Each Assistant Director reports directly to the Director to which he/she is 166 assigned. One (1) to six (6) Assistant Directors are hired by each Director, as needed. There is 167 a total of approximately 60 Assistant Directors. All are unpaid (volunteer) positions. 168  Volunteer: Volunteers are recruited by the Volunteer Director to work day-before, day-of, 169 and day-after in two-hour shifts. Incentives for volunteering include a free lunch and t-shirt. 170 There is a total of approximately 400 Volunteers. 171  Advisor: The advisor oversees the University portion of the Picnic Day budget and is a 172 Campus Unions (CSI) staff member. This position is non-student. 173 174Note: Numbers of positions may vary based upon need during a specific year. Given numbers are 175generally ideal. 176 177Future Goals: 178 179IV. Finances 180 181Picnic Day receives two (2) funding allocations each year, one from the Associated Students of the 182University of California, Davis (ASUCD), and one from the University. The ASUCD portion of the 183funding is required to bring in approximately $14,000 in income (soft money) each year. 184 185The budget that comes from the University averages about $32,000 per year, based on an attendance 186of 50,000 to 60,000, and is managed and under the control of the ASUCD Business Manager. This 187budget is used for operational expenses (e.g. grounds fees, equipment costs) and is not under the 188purview of the Picnic Day Chairperson. Use of these funds is more flexible. This budget does not 189generate income. Some expenses are transferred to the ASUCD budget. 190 191The budget that comes from ASUCD averages about $30,000 per year and is managed and under the 192control of the Picnic Day Chairperson. This budget is used for administrative and programmatic 193expenses, as well as a general assistance fund. (Note: The rest of this section concerns only this 194ASUCD budget.) 195 196Picnic Day’s projected income for the 2010-2011 year is $14,140. The unit’s projected expenses for 197the 2010-2011 year is $31,412. Accordingly, the unit will receive a subsidy of $17,272 to cover its 198remaining expenses. 199 200Picnic Day’s main source of income is business sponsorships (from, for example, Kaplan, USC, Travis, 201the Davis Food Co-op, Ariani, the Centennial, various UC Davis departments, and Repro Graphics). 202There is a large fluctuation from year to year, but sponsorships typically come in as a line item of over 203$6,000 per year. In addition, Picnic Day receives a percentage of all Sodexo food sold. 204 205In the past, Picnic Day was responsible for all reservations. Now, groups pay for reservations 206themselves, though student groups still do not pay for Quad space. 207 208Detailed Projected Income: 209 210Food Sales, Student Organization Entry Fees, T-Shirt Sales, and Business Sponsorships are listed as 211line items for Projected Income in the 2010-2011 budget. 212 213 1. The income from Food Sales is estimated to amount to $5,000. 214 2. The income from Student Organization Entry Fees is estimated to amount to $2,000. 215 3. The income from T-Shirt Sales is estimated to amount to $1,140. 216 4. The income from Business Sponsorships is estimated to amount to $6,000. 217 218Detailed Projected Expenses: 219 220 5. Copying & Printing is a $1,500 line item. 221 6. Mail is a $300 line item. 9Senate Bill #90 10Page 5

222 7. Office Supplies is a $500 line item. 223 8. Travel is a $2,100 line item. 224 9. Telephone Equipment is a $420 line item. 225 10. Telephone Toll Charges is a $100 line item. 226 11. Equipment Purchase is a $100 line item. 227 12. Equipment Rental is a $200 line item. 228 13. First Aid is a $600 line item. 229 14. Services Rendered is a $7,775 line item. 230 15. Publicity is a $3,500 line item. 231 16. Awards is a $350 line item. 232 17. Signs is a $100 line item. 233 18. Pre-Week is a $100 line item. 234 19. Volunteer Recognition is a $3,000 line item. 235 20. Sound is a $2,500 line item. 236 21. Administrative Luncheon is a $250 line item. 237 22. Staff Development is a $500 line item. 238 23. Multicultural Children’s Faire is a $1,250 line item. 239 24. Voice of Diversity Forum is a $1,500 line item. 240 25. Picnic Day Sustainability is a $400 line item. 241 26. Sheep Dog Trial is a $700 line item. 242 27. Administrative Recharge is a $674 line item. 243 244Future Goals: 245  Eliminate the need for income from Student Organization Entry Fees. 246  Eliminate the line item for First Aid and combine it with the line item for Office Supplies. 247  Increase revenue from merchandise/retail sales (e.g. glassware, t-shirts). 248  Divide the Volunteer Recognition line item into separate Volunteer T-Shirts (expenditure) and 249 Bookstore T-Shirts (income-generating) line items. 250  Establish a reserve account. 251  Establish plans for the event that university funds decrease. 252  Consider fees for certain events to offset expenditures. 253 254V. Environmental Sustainability 255 256Frisbees are made of recyclable materials. Some of the printing is done on recycled paper. Picnic Day 257also works with the University’s ground crew to facilitate good environmental practices. 258 259Student Organization Faire food booth participants must use compostable materials (plates, etc.) 260where possible, subject to legal restrictions. 261 262Future Plans: 263  Continue to work with the Office of Sustainability to ensure that composting efforts continue. 264 265VI. External Relations 266 267Picnic Day works with a large number of University and community groups, including, but not limited 268to, the following: 269 270UC Davis and UC Davis-Affiliated Organizations 271 272  Alcohol, Tobacco, and Other Drug (ATOD) Intervention Services 273 274 Picnic Day works with ATOD to increase awareness of dangers related to alcohol, tobacco, and 275 other drug use. 276 277  ASUCD City/County Affairs 278 279 Picnic Day works with ASUCD City/County Affairs to 280 11Senate Bill #90 12Page 6

281  ASUCD Elected Officials (Senate and Executive Office) 282 283 Picnic Day works with ASUCD Elected Officials, particularly the unit’s adoptive senators, to 284 285  Conference and Event Services (CES) 286 287 Picnic Day works with CES to 288 289  Campus Recreation 290 291 Picnic Day works with Campus Recreation to 292 293  Campus Unions 294 295 Picnic Day works with Campus Unions to 296 297  Center for Student Involvement (CSI) 298 299 Picnic Day works with CSI to 300 301  Ceremonies and Special Events 302 303 Picnic Day works with Ceremonies and Special Events to 304 305  City and Government Relations 306 307 Picnic Day works with City and Government Relations to 308 309  Cross-Cultural Center (CCC) 310 311 Picnic Day works with the CCC to increase the diversity of students represented at Picnic Day. 312 313  Education Abroad Center (EAC) 314 315 Picnic Day works with the EAC to increase student awareness of opportunities for studying 316 abroad. 317 318  Environmental Health and Safety 319 320 Picnic Day works with Environmental Health and Safety to 321 322  Grounds 323 324 Picnic Day works with Grounds to 325 326  Intercollegiate Athletics (ICA) 327 328 Picnic Day works with ICA to 329 330  Lesbian, Gay, Bisexual and Transgender Resource Center (LGBTRC) 331 332 Picnic Day works with the LGBTRC to increase the diversity of students represented at Picnic 333 Day. 334 335  Repro Graphics 336 337 Picnic Day works with Repro Graphics to 338 339  School of Veterinary Medicine 13Senate Bill #90 14Page 7

340 341 Picnic Day works with the Department of Veterinary Medicine to 342 343  Sodexo 344 345 Sodexo provides the majority of the food sales at Picnic Day. Picnic Day receives a portion of 346 the revenue from food sales based upon the food service contract. 347 348  Transportation and Parking Services (TAPS) 349 350 Picnic Day works with TAPS to facilitate adequate transportation and parking arrangements. 351 352  UC Davis Police Department (UCD PD) 353 354 Picnic Day works with the UC Davis Police Department to maintain and improve safety at 355 Picnic Day events on the UC Davis campus. 356 357  University Communications 358 359 Picnic Day works with University Communications to 360 361  Women’s Resources and Research Center (WRRC) 362 363 Picnic Day works with the WRRC to increase the diversity of students represented at Picnic 364 Day. 365 366 367Non-UC Davis Organizations 368 369  Cal Aggie Alumni Association (CAAA) 370 371 Picnic Day works with the CAAA to 372 373  City of Davis 374 375 Picnic Day works with the City of Davis to 376 377  City of Davis Fire Department 378 379 Picnic Day works with the Davis Fire Department to maintain and improve safety at Picnic Day 380 events around the UC Davis campus. 381 382  City of Davis Police Department 383 384 Picnic Day works with the Davis Police Department to maintain and improve safety at Picnic 385 Day events off campus. 386 387  City of Davis City-UCD Liaison Commission 388 389 Picnic Day works with the City of Davis City - UCD Liaison Commission to 390 391  Davis Chamber of Commerce 392 393  Davis Downtown Business Association 394 395  Local and Regional Businesses 396 397 Picnic Day works with local and regional businesses to 398 15Senate Bill #90 16Page 8

399  News Services 400 401 Picnic Day works with news services to 402 403  Nonprofit Organizations 404 405 Picnic Day works with nonprofit organizations to 406 407  Yolo County Visitors Bureau 408 409 Picnic Day works with the Yolo County Visitors Bureau to 410 411Future Plans: 412  Work with the City of Davis and its departments to address alcohol and related incidents 413 during Picnic Day. 414  Increase alumni relations to include past Picnic Day alumni. 415  Maintain outreach to underrepresented groups to create an inclusive, safe space for all.