ASUW Special Appropriations Committee Monday: October 29, 2012 HUB 303, 2:30pm ASUW Finance & Budget Director Riley Lee-Card called the October 29, 2012 meeting to order at 2:32 pm Present: Riley Lee-Card Janna Jalla Umetin Matt Watson Billy Stinson Ryan Perrizo Michelle Lee Ryan Seacrist Rene Singleton Phil Hunt ROLL CALL: Absent: Ryan Baker (Excused) Jeff Mcnerney (Excused) Guests: Stephanie Robinson (Real Food Challenge at UW) APPROVAL OF AGENDA: Ryan P. moves to approve the agenda. Billy seconds. The motion passes. Welcome- Introductions: NEW BUSINESS: Riley starts off with letting the committee know that they will be jumping into everything. They already have had a lot of requests go through and straight to the board. He explains that the role of the committee is to allocate up to $55,000 to Registered Student Organizations on campus for their events. The money is broken down in to percentages per quarter. Orientation will last a couple meetings. Ultimately, they are trying to get rid of the money in the most responsible way.. He then also explains what an RSO is, and continues to explain the process of how they apply for funding and what the Student Advisor Office Advisor s roles are in the process. In a span of 15 minutes, the RSO will present their proposal, the committee will ask questions and they will have an approval or a rejection by the end of the permitted time. The RSO is required to write a follow up report after their event. Riley reminds the committee that the people asking for funding will be terrified. The RSO may or may not be able to run the event without the funding. He encourages everyone to ask questions rather than give suggestions for the event. He wants to make sure that the committee allocates the funds responsibly, as well as benefitting students on campus. Riley advises the committee to review the documents that will be in the reminder email on Thursday, especially the bylaws.
Rene reminds the committee that each case is unique. As the requests go on, they will be able to identify which groups are prepared and are not. But, the committee needs to be prepared as well, and the requests need to be read. She advises the committee on what proper committee etiquette is when dealing with RSO s that are presenting. She also says to understand the policies and to use their gut instinct. The committee has to remember that the events that they fund will be sponsored by ASUW and to honor that sponsorship. Rene will support almost every committee decision except for the ones that break the policies. She also hopes that they can go to some of the events that happen on campus. Riley wanted to add that the committee should keep in mind that when they read through the request forms to take note if the group is inviting a speaker. Do some research on who that speaker is; do research beforehand, to avoid potential controversy. He wanted the group to know that GPSS has a Special Appropriations fund as well, and they can recommend that these groups can go to GPSS as well. And to also keep in mind the date of the event to keep things in order. He asks when GPSS has their meetings? Rene answered Friday. And asks if this is a real event? Riley answered yes. Matt asks if we re allowed to fund advertising and promotions? Riley answers yes. Billy asked if they can t fund food, but let s say someone wants to host a barbecue event, are we still able to give them funding? Rene says they can give the group money to fund other things besides food. Riley also answers that the money can t be used to buy food because it is like taking Washington State money and giving it to an individual for food. The money needs to go to facilities and rentals. Rene adds that the groups cannot host the events off campus. And the events have to be on the Seattle campus because the student that will be attending will be from the Seattle campus. Riley plans to change the request form in some ways. Specifically the part in the form where it asks which association the group is asking money from, either ASUW or GPSS. So far, ASUW has been footing the bill since there is no way to ask GPSS who and what is being funded. Instead of the office only, it will become the GPSS column, therefore allowing dialogue between Special Appropriations, Finance & Budget and GPSS. He also advises that the committee goes the events, since ASUW is funding them. Attending the event will give the committee firsthand experience to see if their funding was worth it. Real Food Challenge enters at 3:13 REAL FOOD CHALLENGE- American Meat Riley breaks down the time slot into 2 minute intro, 8 minutes of questions, 5 minutes to approve and discuss everything. Then someone from the committee needs to move and approve.
Stephanie explains what her RSO is and what they do for the campus. She explains what the RSO needs funding for and adds that they will be working with 4 other groups on campus, SHC, the Public Health Association, Student Farm and the Student Co-Op. Everyone in the meeting introduces themselves and what their positions are. Riley opens up floor for questions. Matt asks how many people they are expecting to attend? Stephanie answers that they are targeting 200 people, but are also reaching out to organizations off-campus. Riley asks what promotions they have been doing to advertise for the event? Stephanie answers that they have already done a lot of promotions over Facebook, individual connections as well as faculty members. She adds that there will a guest panel right after the film. Riley acknowledges that publicity regarding the screening has already, and is currently, happening. He then inquires as to whether the ASUW logo has been in place on current marketing materials. Stephanie says yes that they are, since SHC is already on it. Rene asks about what the breakdown of the facility equipment and staff charges were? Stephanie answers that it is mostly just the physical equipment that they will be needing for event. Ryan P. asks if this is the quote they received from Classroom Support Services? Stephanie says yes, that it is the most current one. Riley moves on to the discussion period. Stephanie asks how she will find out the decision of the committee? Riley answers that she will receive an answer by the end of the meeting. Riley then asks the committee what their thoughts were? Ryan P. explains that he feels good about the event, overall. He says that he has spoken to Monica Ng, the SHC director, Stephanie Robinson and Ryan Baker about the event. He likes the
event and adds that the facility cost for Kane Hall is accurate. He believes that the event is organize with lots of collaboration and expects it to have good amount of attendance. He asks if this is the first time the event will be held on the UW Seattle campus? Stephanie answers that it will be the first time on the UW campus, but will be the ninth showing in the nation. Matt motions to approve the full amount requested. Ryan S. and Ryan P. both second the motion. The motion is passed. Riley will present it to the Board of Directors; the RSO will have funding by the end of the week. And he applauds the committee for a successful first funding. Stephanie Robinson exits. Rene explains that the more requests that the committee receives, the more complicated things will be, and the more questions that they will have. She continues on by explaining that some things will take more time and to be patient with things as they come. Riley asks how the committee was feeling? They just gave away $700. Billy asks if that was a normal amount that was usually given away? Riley says yes, the range is usually between $500 and $700 with a limit of $2,000. We have a final amount that we can t give out to the same group throughout the year, since groups will come back multiple times throughout the year. Billy asks if the committee usually uses up the money? Riley yes, the committee ran out last year. But, they can get money back through ticket sales, and it has to go through HUB ticket crew. Special Approps require that they are the first people to receive the money back. Riley said at the end of last year, they got $10000 and got money back from groups that didn t use up all the money. The money went back to the ASUW General Fund. Therefore, the answer is both yes and no. Billy clarifies whether they had $55,000 in the budget before the RSO came? Riley says yes, and he adds that Finance & Budget handles the numbers. During spring quarter, they give out more fundings. ANNOUNCEMENTS: RILEY said that he has no announcements. He moves onto request for information, he says he will give them any information they need by the next meeting. He will also be providing the numbers for what they have funded last year, and what they have funded so far this year.
Ryan P. moves to adjourn. Billy seconds the motion. ADJOURNMENT: The October 29, 2012 meeting of the Special Appropriations Committee adjourned at 3:30pm. Respectfully Submitted By: Janna Jalla Javelona Umetin Administrative Assistant to the President and Finance & Budget Director