CEB Meeting Agenda

Oct. 10, 2011

I) Call to Order

a. Roll Call

i. Present: Jenna, Talia, Kate, Laura, Erin (Advisor), Jess, Hiwot, Aashish, Quinn, Adam, Kylie, Samantha, Ryan

ii. Absent: Martha

iii. Tardy: Katie

II) Open Hearing

III) Approval of Agenda

a. Jenna

b. Hiwot

c. Acc

IV) Approval of Minutes

a. Jenna

b. Laura

c. Acc

V) New Business

a. Motion to add space in meeting to go over budget proposals for tonight’s meeting, since they did not get sent out until this morning.

i. Motion passes, acc

ii. Break to meet with mentor/mentee to go over proposals.

1. Break until 6:20 b. Liaison reports

i. LLSA Dr. Derbez (Kate)

1. Event happened this past week. Went to talk on immigration, which we funded. Attendance was awful, might be due to early morning program. About 25 people attended, mostly law students. Content was really good. Saw posters on campus, facebook ads. One student planned majority of event, might have been the problem. Only 4 or 5 students were returned.

ii. SASA update (Jenna)

1. Jenna met with student from SASA, she is really overwhelmed as it sounds like she is doing the event herself. Needs a few hundred more dollars for hotel/travel. Seems to not be very organized. Will need additional support throughout process. Needs info on defensive driving, Jenna will get it and send it to her.

c. 3rd Funding Cycle – 1st Reading

i. All came through on time, all student groups (one might be a little questionable – Kate will address). Kate explains process of how the proposal process goes.

ii. 6:45 African Student Association 1. VP and President of ASA presented. Annual event, arts & fashion show, generally held annually but did not have it last year due to timing and funding. Focuses on art, fashion and culture throughout the week and several different events. Vendors will be there, but will not be selling anything. Planning on having outside fashion a. Sam – Wanted to clarify an item on posters/handbills, will be it used for advertising or day of. Students clarified that they sent an updated copy to Norm. Will be used for ads only. b. Jess – Food at event. For everyone or just performers/staff c. Laura – Parking? For vendors who will be attending. d. Laura/Samantha introduce themselves, tell them about the process. iii. 6:53 Vietnamese Student Association 1. Jessie, Cheryl, Tina presenting for VSA. Event focuses on the Lunar new year. Brings people in from community and group to showcase Vietnamese culture. Event will include fashion show and will educate about what the Lunar new year is. Will be bringing well known performers to campus, known world wide. Event has been held for over 10 years, very successful for campus community and Boulder community. Free event. a. Jess – 4 contracts, please rank them for us. Performers help bring in community members. Top priority is to have at least one of the singers and the dancers. Explained a little bit about each performer. b. Ryan – Which singer would you prefer to have of the two? c. Jenna – Ad plan? How are you advertising for program? Table tents, flyers on campus, flyers in community. d. Kylie/Aashish introduce themselves to the VSA and explain process. iv. 7:01 Creative Writing Association 1. Clare (Tres) and Kathy (Pres) wants to bring Junot Diaz to campus. Pulitzer prize winner. Great speaker, can bring a large audience to his speaking engagments. Extremely engaging, doesn’t fit into any one mold and his writing and speaking reflect. He is “Oprah” huge, has been on Oprah. Has also been on the Colbert report a. Quinn – What will he be talking about in his addess? Can’t promise exactly what he will be talking about, but will bring pop culture into his discussion. Not an activist, but a writer with a voice to engage an audience. b. Aashish – Parking c. Quinn – Cost for flight? Business flight d. Quinn – Advertising? Day of or ads before… ads prior e. Aashish – Cost of event? CU affiliates free, outside will have to pay $5. f. Kate – Macky size event, have you done an event here before? No, spoken with Angela and they seem to have a good handle on event. 50 active members and growing. g. Quinn introduces himself as liaison and explains process, Martha will also be liaison. v. 7:09 Chinese Student and Scholars Association 1. Henry (English name) President of CSSA. Annual event for Chinese New Year, has brought about 800 people for past events. Explains the history of Chinese New Year, very similar to Christmas Eve/Christmas in US culture. Very important to Chinese culture. Wants to get more students involved in process, has more student performers for event this year in hopes to do so. Performers, language demonstrations, CU music department, Chinese acrobats. Traditional costume show, will have ancient costumes flown here for event. Inviting local chinese schools to participate in event. Has mostly been a CEB funded event, do not have a lot of other funding sources. Free event. Helps increase CU’s image in community of Boulder. Event has been held for 15 years and hoping to continue to do so. a. Jess – Contracts, what is the ranking? Included in packet b. Jenna – Food? How crucial is it to event? Will be catered through UMC, works directly with catering to test recipes to make sure they are authentic and to their liking. Food is very important to event – like Turkey on thanksgiving. c. Jess – Copies/Printing? Clarified ads prior to event and day of. Looking to get donations from outside funding, they will be on the flyers and will have a booth outside of event, will not be selling anything. d. Ryan – Elaborate on $360 misc for games? Raffle type process, with prizes. e. Kate – Section of program will be in Chinese, will there be a translation provided? Need to think about it, will have a language host who will be speaking both translating. Clarify that there needs to be an English translation for songs in Chinese. f. Ryan – introduces himself and Jess and explains process to Henry. vi. 7:17 MEChA 1. Chela & Cecilia – wants to bring performer/hip hop trio group to campus, they do a lot of social justice work and incorporates into music. Very relevant and has a new song every week about what is going on in the states/world. Very engaging. From Chicago and NY. Utilizes music to reach out to audience to engage and promote change. Activists through music. Really into race and gender, focus on intersections of identity. All aspects of identity represented in music. a. Quinn – Performance/Song? Both, will be highly educating for audience. b. Adam – Charge for event? Free c. Laura – Rap in Spanish? Mostly in Spanglish or English. Will a translation be needed for participants. Wants to respect what they do and not have them conform to norms, but will provide if needed. d. Laura – Equipment rental clarifications? Have the writer and have talked with PC and SOFO. e. Quinn – Targeted audience? Main focus is students at CU f. Adam introduces himself and Jenna, explains process to presenters. vii. 7:25 Racial Initiative for Students and Educators

1. Elana, PhD student, Adam, PhD student. RICE symposium, to bring scholars to campus to talk about identity and social justice, targeting K- 12 specifically and what is going on in education. Successful event in the past. Influential speakers, essential to success of symposium, more detailed info about speakers in packet of info for proposal. One day event, but has a much larger scope than just that day. Bridge the gap between many different. Funding that has been requested will bring event well-known speakers to campus, specifically the keynote. Designed to draw people together, recruiting more undergrads, but was designed originally for grad students. Will be it’s 3rd year of hosting event. Has become more institutionalized.

a. Jess – Digital ads? Yes, UMC and C4C.

b. Kylie – Is travel included in contract? Yes.

c. Kylie – more details about keynote, q&a, etc…? Explain more of the event and schedule. d. Jess – Lunch? For everyone attending event. Provides an opportunity for networking

e. Kate – Rank of contracts? Out of state would be preference.

f. Kate – Postage? Thank you notes, newsletter after event to provide more knowledge

g. Jess – What’s the DVD for? Achieving symposium for school of education.

h. Hiwot – Milage/gas to airport? Help pay for gas trips to pick up speakers and be sensitive to rising gas costs for students who volunteer their time to pick people up.

i. Samantha – project attendance, how did you get the number? 100 people came last year, has continued to grow each year. Hoping to continue to do so. Do a lot of work to recruit students to attend.

j. Talia introduces herself and Kate and explains the process. viii. 7:33 Muslim Students Association

1. President and Events coordinator for MSA. Annual event, Sights and Sound of the Islamic World. Very performance based. Wants to include a social hour that will be more focused on education and will provide an greater opportunity to look at booths and mingle with students; help break the ice. Fashion show, comedian, food, dancing, DJ apart of social hour, cultural booths, will all be apart of the event. Completely culturally relevant, no specific religious ties to this event. Will focus entirely on the cultural aspects of Muslim culture. Comedian will help breakdown stereotypes, DJ will play cultural music (not Katie Perry!),

a. Jess – DJ? Local? Yes, current CU students. Comfortable with him because they have been worked with him in the past.

b. Jess – Is the comedian confirmed? Yes and he is based out of Detroit. Makes educational, but does not make it seem like it. Cost is flexible. Will perform for about an hour.

c. Katie – Printing costs? Just for prior to the event.

d. Hiwot – What is the misc $$$ for? Help to educate participants, decorations for booths, basically making the event the best that it can be.

e. Hiwot – Can you reuse decorations, other items for future events? Yes, will be kept in the MSA office for future use. f. Kate – cultural booths? Table and poster, will have artifacts from each country and/or region. Wants to create photobooth where students can try on cultural outfits and really be engaged in the culture.

g. Katie introduces herself and Hiwot and explains process.

d. Culturally relevancy?

i. African Student Association

1. Moved to move to 2nd reading. Seconded.

2. Discussion.

a. Any questions to ask them:

i. Is the food relevant to event or is it just to draw attendance?

ii. Detailed ad plan

b. How is this culturally relevant?

i. Showcase African culture through dance, fashion and music

3. Motion passes: 11,0,2

ii. Vietnamese Student Association

1. Move VSA to second reading. Seconded.

2. Discussion.

a. Large budget for event, will probably need to cut budget event.

b. Focus marketing to more students and not just community. Maybe charge community members to attend event.

3. Any questions to ask them?

a. What are umbrellas for?

b. Ask if they are willing to charge for community members to attend events?

c. Detailed ad plan

4. How is this culturally relevant? a. Showcase how a different culture celebrates their New Years.

5. Motion passes 11,0,2

iii. Creative Writing Association

1. Move to move CWA to second reading. Seconded.

2. Discussion.

a. Concern about them having an event in Macky. Can they handle this event on their own? Maybe more of a collaborative event with CEB.

b. Concern about presenters also being instructors in CW program. Clarified, they are apart of the CWA student group as well.

c. Concerns about what the speaker will be actually talking about.

d. Confident that they can “sell out” Macky, but they name will not sell itself. Will need to advertise a lot to do so. Have the resources to get the word out.

e. Change in venue will decrease cost of event be over $5000 due to logistics of a Macky event.

f. Does it add to the cultural relevancy if one of his books is being used in classes on CU campus?

g. Charge for community members – CEB gets that money.

h. First class versus business class, amend bylaws potentially for this.

3. Questions for CWA:

a. Potential change of event venue?

b. More clarification of the content of talk itself, make sure it is culturally relevant. Need concrete topic, so that we can really evaluate event.

4. How is this culturally relevant?

a. Need more information, next week.

iv. Chinese Student and Scholars Association 1. Move to move CSSA to second reading. Seconded.

2. Discussion:

a. Appreciated the thoughtfulness and details of presentation.

b. Successful event last year.

c. Very organized.

d. Very community oriented program, think they should charge for them. Community members will still attend program regardless. Nice way to get some money back.

e. Food is very important to this event.

f. Did not fund event during previous budget cycle for another event.

3. Questions for CSSA?

4. How is this culturally relevant?

a. Relevant because it shows a different perspective on how they celebrate their holidays through traditions, performers, food, etc…

5. Motion passes 11,0, 2 v. MEChA

1. Move to move MEChA to second reading. Seconded.

2. Discussion:

a. Only concern would be the Spanglish and providing English translation.

i. Why is there a need for translation? We want people who attend to understand what is going and not feel excluded at the event. Can be subjective for each event. Suggestion to have a little bit of info about each song and a brief description of the song.

b. Great opportunity to get exposed the Spanish language. A large population on campus.

c. Liked that the audience will be engaged in the discussion with the hip-hop trio.

d. If you can’t understand lyrics, you miss the cultural message.

3. Questions for MEChA? a. Detailed ad plan

4. Why is this culturally relevant?

a. Using music to showcase to underrepresented groups and communities, in addition will focus a lot on social justice through their music.

5. Motion pass 11,0,2

vi. Racial Initiative for Students and Educators

1. Move to move RISE to second reading. Seconded.

2. Discussion:

a. Asking for a lot of money for the number of people that will be attending the event.

b. Low turn out in the morning last year, picked up at lunch. Definite draw for undergrads is the free lunch. Plus they get to hear the keynote during lunch.

c. Change of venue. Law school not the best place to get a high number of participants.

d. Night attendance potential option.

3. Questions for RISE:

a. How will they incorporate more undergrads and from a wide variety of majors? Addressed in presentation.

b. Would you be willing to have some late night events to increase attendance?

a. Looking at race, equality, inclusion in K-12 system. Relates back to all of us and our experiences.

5. Motion passes 11,0,2 vii. Muslim Students Association

1. Move to move MSA to second reading. Seconded.

2. Discussion: a. Events are really well planned, concerned about previous lack of advertising for their events. Got the word out for their current event; flyers, word of mouth. b. Discussion about community members paying for events on campus.

i. Big community event, potential to charge for community members. Maybe make this something that we are always requesting of groups.

ii. Concern that some groups will find it disrespectful to charge.

iii. Community members are generally able to pay.

iv. Student fees pay for event, should we pay for community members?

v. Maybe a donation from community members who attend – not required?

vi. For large events like comedian, speakers, performers, food, etc… there should be a charge because people are receiving something/entertainment at event. c. Cash exchanged – who gets what after event? d. Advertising, where are the majority of the advertisements going? e. Records of previous of attendance for events on hard drive – in process of getting hard drive fixed. f. Social hour? Did they explain it well enough? Will the DJ be enough to keep people there?

i. Will help keep people there to look at the booths more. Help engage.

ii. Explained well how the event will go. Schedule of things.

iii. They can play music, without having a DJ.

iv. DJ will bring people to event, has a following. Is a CU student.

v. Concern that they are using the DJ for attendance purposes. Maybe something to talk more about during second reading. g. Concern about the comedian in the past has had a lot of inside jokes, people feel like outsiders. Helps to fill a void on campus.

3. Questions for MSA:

a. Costumes from last year?

b. Detailed ad plan.

c. How many booths will be at the event?

d. Ask them to speak more about the DJ and why is he performing for so long?

a. Most culturally relevant program (Kylie), due to the campus culture in regards to this culture. Helps to breakdown stereotypes and showcases their culture on a variety of different levels.

b. Great way to reach out to the campus via the comedian. Personalizes the Muslim culture and makes it less “scary” and more approachable/accessible to students and community.

e. Small Events

i. documentary presentation (Martha)

1. Looked over powerpoint slides and trailers and narrowed it down to final two.

a. Pray the Devil…

b. For the Bible Tells Me So

VI) Officer Reports

a. Webmaster

i. Send bios/pictures to Jess.

ii. Working on it!

b. Historian

i. CEB history presentation 1. Presented on what/who CEB is for the campus.

a. Lectures, films, conferences, art display, theatrical performances, culturally relevant events for campus.

b. Talked about events that CEB has funded in the past.

c. Hiwot presented scrapbook from the 80’s

d. Brought flyers/posters from previous events, mostly from the 80’s.

i. Most events were either board projects or collaborative events. c. Student Outreach

i. Survey revisions

1. Made minor changes to survey, looks great though. Nice job Jenna!

ii. Liaison

1. Email groups quickly

2. If you have any questions, talk to Jenna.

3. Kate will send out templates for 1st reading email. There are 3 numbered bullet points for questions that you need to ask them from board discussion.

a. CC Kate when you email the student group.

b. Include contact info for both liaisons on the email

c. Follow-up with another email or phone call if you don’t hear back from them prior to 2nd reading. Need this info for second reading to evaluate event and make decisions.

4. Three events this week – Jenna will have surveys ready and will be in the CEB office for events.

a. MSA – Islam Awareness Week (All week)

b. Take Back the Night (Thursday at 6:00pm)

c. Drag Show – (Saturday at 8:00pm) CEB can get “VIP” seating, Katie took poll and will get back with them on number of seats we want reserved for us.

d. Speakers Coordinator

i. Speaker update – not much of an update this week. Laura is still working with potential speaker’s agent/manager about content of presentation.

ii. Date is confirmed for December

iii. Laura will also look panel discussion program to see if speaker will participate.

iv. Contract fee went up, negotiating cost. Cost could go down, especially if we sell the potential speakers new book (also co-authored by faculty member on campus)

e. Vice Chair

i. Street team meet & greet

1. Street Team has been postponed temporarily, hoping to have meet & greet next week. Date TBD. Passed flyer around for group to look over and approve. Buff bulletin will be sent out tomorrow.

a. Poster feedback – Add contact information, make CEB bigger, add website address. Overall board likes it.

f. Chair

i. Video, brochure

1. CEB brochure – who wants to make one to pass out events? Katie and Laura volunteered.

ii. Wiggio

VII) Summary of Tasks

a. Aashish: go over wiggio with mentee

b. Adam: pickup key card and meals card, send out liaison email to student group for results of first reading,

c. Hiwot: scrapbook, conference committee email

d. Jenna: Go over wiggio with mentee, fix survey and print survey for upcoming events. e. Jess: Go over wiggio with mentee, work on the website

f. Kate: get nametags, go over wiggio with mentee, send out emails for first readings

g. Katie: CEB brochure (with Laura), send out liaison email to student group for results of first reading, Street Team meet & greet date finalized

h. Kiley: pickup key card and meals card, send out liaison email to student group for results of first reading

i. Laura: CEB brochure (with Katie), finalize contract for December speaker (price, content of presentation), will look into the two documentaries that board picked out to bring to campus (with Martha), go over wiggio with mentee

j. Martha: will look into the two documentaries that board picked out to bring to campus (with Laura)

k. Quinn: pickup key card and meals card, send out liaison email to student group for results of first reading

l. Ryan: pickup key card and meals card, send out liaison email to student group for results of first reading

m. Samantha: pickup key card and meals card, send out liaison email to student group for results of first reading

n. Talia: pickup key card and meals card, send out liaison email to student group for results of first reading

o. Everyone: Send bios and pictures to Jess for the website

p. Erin: Will bring baked good for next week!

VIII) Adjourn