Presented to the Senate Floor On s1
Senate Bill #90
Page 1
Presented to the Senate floor on May 5, 2011.
Authored by: HSU
Co-authored by: Colato
Introduced by: Internal Affairs Commission
Referred to: Internal Affairs Commission
Business and Finance Commission
External Affairs Commission
Gender and Sexualities Commission
Ethnic and Cultural Affairs Commission
Environmental Policy and Planning Commission
Recommendation: Internal Affairs Commission
Business and Finance Commission
External Affairs Commission
Gender and Sexualities Commission
Ethnic and Cultural Affairs Commission
Environmental Policy and Planning Commission
Senate Bill #90
Page 8
An ASUCD Senate Bill to implement the Long-Range Plan for Picnic Day.
Section 1. The ASUCD Senate hereby adopts the following Long-Range Plan for Picnic Day.
Finance: No Appropriation: None Vote: Majority
I. Purpose and History
Picnic Day began in 1909 when the University Farm invited the surrounding community to view the University’s new dairy barn. Two thousand attended, bringing picnics to complement the coffee, cream, and sugar provided by the University. Following the success of the 1909 picnic, the faculty of the University Farm continued to plan and sponsor the event until a student committee took over the task in 1912.
Picnic Day attendance soon began to grow in leaps and bounds. In 1915, 5,000 people gathered to enjoy the picnicking and square dancing at the University Farm. The next year this figure tripled to 15,000, far outnumbering the 314 students hosting the event. This increase in attendance was in large part due to Molly, a dairy cow who performed a record 97-hour cow-walk from Davis to Berkeley to publicize the event. A few years later, Molly's son, Pete, also walked to Berkeley, following in his mother's footsteps.
By 1925, Picnic Day had grown to such an extent that the student committee felt it necessary to begin planning and organizing the event six weeks in advance. Since then, the event has expanded to the point that preparations begin each June for the Picnic Day occurring the following April.
Through the years of Picnic Day history, in only five years has the event been cancelled. In 1924, an outbreak of hoof-and-mouth disease among the cowherds caused the first cancellation of the event. In 1938, delayed construction of the gymnasium, which was needed to accommodate the ever-increasing number of participants, led to a second cancellation. During World War II, the Army Signal Corps controlled the campus; as a result, Picnic Day disappeared from 1942 through 1944.
Since 1945, Picnic Day has been growing strong. The event, held on the Davis campus annually, now boasts an attendance of more than 75,000 people each year. Attendance peaked during the 96th Picnic Day held in 2009 (it is estimated that over 100,000 people attended). The Picnic Day Board of Directors was reorganized and consolidated during 2010 to reflect the changing needs of the organization and maximize efficiency.
Believed to be the largest student-run event in the nation, Picnic Day showcases the richness of diversity and achievement at UC Davis and the surrounding community in the areas of research, teaching, service, and campus life. The 2012 Picnic Day will be the 98th.
The objectives of Picnic Day are to provide an annual opportunity for visitors and members of the campus community to experience a recreational and informative day on the UC Davis campus and to provide an educational and enjoyable experience for the students who organize and carry out the events of the day.
II. Operations
Picnic Day is the umbrella organization for many smaller operations which occur on Picnic Day. The Picnic Day student Board of Directors is a unit of the Associated Students of the University of California, Davis (ASUCD). Directors’ Quarterly Reports from the 1960s to the present are archived at the Special Collections Archive at Shields Library. Training for operational functions is coordinated by the Center for Student Involvement (CSI).
Picnic Day is comprised of many various events, including:
· Student Organization Faire (student groups on quad, fundraising booths, informational booths, food booths)
· Multicultural Children’s Faire (crafts, activities, and entertainment with a cultural influence for families with young children)
· Entertainment (four (4) stages, bands, dance groups, musicians)
· Parade (on campus and downtown route, involving student and community groups, departments, non-profit organizations, marching bands, and businesses without political affiliation)
· Nonprofit Resource Faire (local non-profit organizations come provide information)
· Special Events (e.g. the Chemistry Magic Show or Laser Maze; though coordinated by Picnic Day responsibility for each event lies with the department or student group)
· Exhibits (coordinated by Picnic Day; actual organization and responsibility lies with the department)
· Administrators’ Luncheon
Security is maintained by Aggie Hosts, the UC Davis Police Department (on campus), and the City of Davis Police Department (off campus).
In addition, there are events occurring during the week immediately preceding Picnic Day. The purpose of these pre-week operations is to build up excitement for and generate awareness of Picnic Day proper. Events include the annual cow-milking contest, an eating contest, and sneak previews of Picnic Day performers. There is also a walk around campus by Picnic Day staff, who give out free ice cream, Frisbees, etc. The cost of pre-week operations means that sponsorships from businesses and/or organizations like the Cal Aggie Alumni Association (CAAA) are necessary.
Future Plans:
· Develop better risk management protocols to deal with emergency situations.
III. Personnel
· Chairperson: The Chairperson oversees the Directors and Assistant Directors, plans the administrative luncheon, and sets up board meetings and other meetings. The Chairperson is hired by ASUCD.
· Vice Chairperson: The Vice Chairperson assists the Chairperson in supervising Directors, oversees sponsorships, lost children, and first aid, and coordinates parade marshals, hosts, and honored guests. The Vice Chairperson receives a $950 stipend and works on an independent contractor basis.
· Directors: Directors delegate tasks to Assistant Directors and Volunteers. Each Director is also responsible for creating a board report for his/her successor including everything done during the Director’s tenure (e.g. contacts). Each Director receives a $400 stipend and works on an independent contractor basis.
o Animal Events Director: The Animal Events Director is responsible for coordinating animal events, including setup (e.g. fencing), on Picnic Day.
o Business Director: The Business & Administrative Services Director is responsible for overseeing the ASUCD portion of the Picnic Day budget, working with the Vice Chair on sponsorship, coordinating merchandise sales and purchases, collecting student fees, maintaining information booths (floating task), and managing business paperwork.
o Communications Director: The Communications Director is responsible for publicizing Picnic Day, writing press releases, and granting interviews, if appropriate.
o Entertainment Director: The Entertainment Director is responsible for coordinating all entertainment stages on campus, recruiting for entertainment, and staffing the day-of entertainment booth. This Director is also responsible for the use of the Voice of Diversity Forum funds.
o Exhibits Director: The Exhibits Director is responsible for coordinating day-of events that are departmentally affiliated (e.g. the Crafts Center Open House and the Music Department Open House), and the Non-Profit Resource Faire.
o Graphics Director: The Graphics Director is responsible for designing the graphics for necessary logos, letterheads, posters, and merchandise.
o Multicultural Children’s Faire Director: The Multicultural Children’s Faire Director is responsible for coordinating crafts, activities, and staff activities, preparing crafts, and buying necessary materials.
o Operations Director: The Operations Directory is responsible for ordering tables, chairs, canopies, restrooms, and golf carts, and works with grounds and facilities for custodial services.
o Parade Director: The Parade Director is responsible for coordinating the parade, including preparatory work such as recruiting, staffing, staging, and chalking.
o Special Events Director: The Special Events Director is responsible for coordinating day-of and pre-week events and overseeing all events with an action component (e.g. the Battle of the Bands, the cow-milking event, and the pie-eating contest).
o Student Organization Faire Director: Student Organization Faire Director is responsible for coordinating student groups on the quad, information tables, major food booths, and fundraising tables, working with the Center for Student Involvement (CSI) and Campus Unions, and ensuring compliance with fire codes. This Director also coordinates sustainability efforts.
o Technical Director: The Technical Director is responsible for supervising the preparation, use, and troubleshooting of radios, and sound equipment during pre-week and day-of (contracted out to an external company).
o Transportation Services Director: The Transportation Services Director is responsible for working with Transportation and Parking Services (TAPS) and Unitrans to reserve parking lots and shuttles, respectively, for Picnic Day.
o Volunteer Director: The Volunteer Director is responsible for recruiting and assigning volunteers for pre-week, day-before, day-of, and day-after.
· Assistant Director: Each Assistant Director reports directly to the Director to which he/she is assigned. One (1) to six (6) Assistant Directors are hired by each Director, as needed. There is a total of approximately 60 Assistant Directors. All are unpaid (volunteer) positions.
· Volunteer: Volunteers are recruited by the Volunteer Director to work day-before, day-of, and day-after in two-hour shifts. Incentives for volunteering include a free lunch and t-shirt. There is a total of approximately 400 Volunteers.
· Advisor: The advisor oversees the University portion of the Picnic Day budget and is a Campus Unions (CSI) staff member. This position is non-student.
Note: Numbers of positions may vary based upon need during a specific year. Given numbers are generally ideal.
Future Goals:
IV. Finances
Picnic Day receives two (2) funding allocations each year, one from the Associated Students of the University of California, Davis (ASUCD), and one from the University. The ASUCD portion of the funding is required to bring in approximately $14,000 in income (soft money) each year.
The budget that comes from the University averages about $32,000 per year, based on an attendance of 50,000 to 60,000, and is managed and under the control of the ASUCD Business Manager. This budget is used for operational expenses (e.g. grounds fees, equipment costs) and is not under the purview of the Picnic Day Chairperson. Use of these funds is more flexible. This budget does not generate income. Some expenses are transferred to the ASUCD budget.
The budget that comes from ASUCD averages about $30,000 per year and is managed and under the control of the Picnic Day Chairperson. This budget is used for administrative and programmatic expenses, as well as a general assistance fund. (Note: The rest of this section concerns only this ASUCD budget.)
Picnic Day’s projected income for the 2010-2011 year is $14,140. The unit’s projected expenses for the 2010-2011 year is $31,412. Accordingly, the unit will receive a subsidy of $17,272 to cover its remaining expenses.
Picnic Day’s main source of income is business sponsorships (from, for example, Kaplan, USC, Travis, the Davis Food Co-op, Ariani, the Centennial, various UC Davis departments, and Repro Graphics). There is a large fluctuation from year to year, but sponsorships typically come in as a line item of over $6,000 per year. In addition, Picnic Day receives a percentage of all Sodexo food sold.
In the past, Picnic Day was responsible for all reservations. Now, groups pay for reservations themselves, though student groups still do not pay for Quad space.
Detailed Projected Income:
Food Sales, Student Organization Entry Fees, T-Shirt Sales, and Business Sponsorships are listed as line items for Projected Income in the 2010-2011 budget.
1. The income from Food Sales is estimated to amount to $5,000.
2. The income from Student Organization Entry Fees is estimated to amount to $2,000.
3. The income from T-Shirt Sales is estimated to amount to $1,140.
4. The income from Business Sponsorships is estimated to amount to $6,000.
Detailed Projected Expenses:
5. Copying & Printing is a $1,500 line item.
6. Mail is a $300 line item.
7. Office Supplies is a $500 line item.
8. Travel is a $2,100 line item.
9. Telephone Equipment is a $420 line item.
10. Telephone Toll Charges is a $100 line item.
11. Equipment Purchase is a $100 line item.
12. Equipment Rental is a $200 line item.
13. First Aid is a $600 line item.
14. Services Rendered is a $7,775 line item.
15. Publicity is a $3,500 line item.
16. Awards is a $350 line item.
17. Signs is a $100 line item.
18. Pre-Week is a $100 line item.
19. Volunteer Recognition is a $3,000 line item.
20. Sound is a $2,500 line item.
21. Administrative Luncheon is a $250 line item.
22. Staff Development is a $500 line item.
23. Multicultural Children’s Faire is a $1,250 line item.
24. Voice of Diversity Forum is a $1,500 line item.
25. Picnic Day Sustainability is a $400 line item.
26. Sheep Dog Trial is a $700 line item.
27. Administrative Recharge is a $674 line item.
Future Goals:
· Eliminate the need for income from Student Organization Entry Fees.
· Eliminate the line item for First Aid and combine it with the line item for Office Supplies.
· Increase revenue from merchandise/retail sales (e.g. glassware, t-shirts).
· Divide the Volunteer Recognition line item into separate Volunteer T-Shirts (expenditure) and Bookstore T-Shirts (income-generating) line items.
· Establish a reserve account.
· Establish plans for the event that university funds decrease.
· Consider fees for certain events to offset expenditures.
V. Environmental Sustainability
Frisbees are made of recyclable materials. Some of the printing is done on recycled paper. Picnic Day also works with the University’s ground crew to facilitate good environmental practices.
Student Organization Faire food booth participants must use compostable materials (plates, etc.) where possible, subject to legal restrictions.
Future Plans:
· Continue to work with the Office of Sustainability to ensure that composting efforts continue.
VI. External Relations
Picnic Day works with a large number of University and community groups, including, but not limited to, the following:
UC Davis and UC Davis-Affiliated Organizations
· Alcohol, Tobacco, and Other Drug (ATOD) Intervention Services