Present: AJ, Jess, Chanel, Brittany, Crystal, Bahar, Courtney, Mary
Not Present: Jordan
Phone Present: Derek, Nicole
Brittany: Motion to approve the agenda for today
Mary: Second
All in favor
Courtney: Motion to approve meeting minutes from last week
Crystal: Second
All in favor
AJ: Although we discussed JBC funding request last week we did not vote on it, we just need to vote on it again. Because itw as late and no rule in the bylaws about being exempted from the four week process if it starts in school
Bahar: Denying funding request
Jess: Second
All in favor except Chanel based on exemption
Chanel: Exemption
AJ: I know almost all of you are in other clubs so if you have not received your start up funds please let me know. So let’s talk about graduation party funding request from last year. Every year third year day students have grad party which comes out of the SBA fund it is up to Rebekah’s discretion if it is over 60 days. She asked us to put it up for a vote, it would come out of our budget.
The 3L Representative from last year has just filed for a reimbursement for the 3L Graduation party from last year. The amount for the reimbursement is approximately $550. Because of the large amount of this request and the reality that it will likely come out of the current budget, Rebekah has encouraged that we put it to a vote. There is no current bylaw on point that addresses issues such as this. Accordingly, we will have a vote to determine whether a reimbursement is appropriate
NAV: Dustin and I were in charge of the Grad party last year, $4,500 was our budget and last year we set aside about 600-700 for extra expenses that would pop up. Two days before we were still under budget and had that money so I called up someone we used before and explained money situation and that I wasn’t sure if he was going to get paid before or not. The day before I sent an e-mail to Rebekah saying that it was approved budget and could she pay him, she said you pay and then ask for a reimbursement. I didn’t think it would be a big deal this way coming up later since everyone left for summer. Chanel and Bahar were very accommodating to sign it. Including photo booth we were udner budget.
AJ: Why was this not turned in between ending study for the bar and last week?
Nav: I’m sorry this is totally my fault
Bahar: He did contact me during the summer and I was working and he was studying.
AJ: The concern is amount of time between the bar and now which was basically a month and a half. This x amount is the money that went to the photobooth.
Chanel: I don’t think it is a good idea to not fund a student who stayed within the budget and was studying for the bar. Even though it is late last year gave an excess in budget and we should take it out of that.
Bahar: Also we do have 1500 that is unaccounted for in the budget, so whatever money is left in that account goes into our account so that should be transferred over this week.
Chanel: Move to fund in full
Courtney: Second
Crystal: Does Rebekah tell them about the 60 days when she tells a student to pay out of pocket. Especially when it’s a large dollar amount
AJ: we will definitely let her know in the future to let students know
All in favor of motion
Nikki and Derek are here by phone
Funding Request: Lamda Law Student Association
Megan: As I’m sure you know I’m here for Lamda fall spectacular, it is to sponsor Levine’s civil rights scholarship. The difference this year is in the past we used to use proceeds for spectacular to pay ourselves back and last years profits to fund the scholarship. This year we want to pay the full amount and give all proceeds to the scholarship, if we make our goal then Levine will match our funds. Powell matching is a scholarship matching fund, if it makes $50k before December 31 then any money made after that we get the interest on that money this year. The diversity scholarship is also dollars away so we would absolutely love it if we too could reach our goal. Lambda never makes a profit on it but would basically end up clear, this year we are going to lose money from our club fund and then all profits can goto our scholarship program. It is so important that we get every single dollar to Polay.
Chanel: Will you foresee needing any money in the future since you are asking for the full $3,000
Megan: With the amount of money we have, we have a fair amount of cushion for the rest of the year and since spectacular is an event for the whole campus we thought SBA could help with this and we will take care of the rest of the year costs.
AJ: Bahar how much did we give them last year?
Bahar: On a side note since you were approved of the $200 start up funds that will have to be taken from the total cost.
Megan: We don’t have an exact expenditure from last year. We want to create a better budget so whoever sits in front of you next year would have more information. We are looking at about $1,000 for food and if it could be less than that that would be great. Because this is an event with alcohol so we want to make sure that there will be enough food. For the stage it is about $500. Curtains should be about $150, spotlights about $350, musical equipment about $700, decorations we are looking at around $300 we are hoping for new makeup for sanitation reasons and a $25 alcohol permit, and printing cost for drink tickets and posters. We want to make sure drink tickets and raffle tickets to look extremely different to ensure there is no mistaking the two. $3,425 is our total we are asking for $2,800 from you and will cover the rest of the cost.
Chanel: Motion to fund in full $2,800
Mary: Second
Bahar: Just make sure since SBA is funding you the SBA logo must be on tickets and flyers so make sure those are on there.
Megan: I was unaware of that until now so we already have one and I will make that adjustment before it goes to print. We are expecting about 200 this year, we have no numbers from last year and about 200 the year before.
Courtney: Was the event request sent on time?
AJ: It was timely
All in favor
AJ: Alright motion passes and Lambda will be funded in full.
Shoeb: The late request is the one I am ready to talk about.
AJ: Brittany let’s chat about the barbecue. Will you be able to do a barbecue facebook invite?
Brittany: Food is in order
AJ: Bahar what are our reserves looking like?
Bahar: We have $19,500 and about $4,000 in miscellaneous funds.
AJ: In the interest of time let’s have Shoeb start.
Shoeb: I am Shoeb VP of trial ad association. We have an untimely funding request we are here to discuss. Our model as any organization is we work off a system of an organization. Our treasurer was unable to request the funding in time. We have $162 because we are a fairly new club. The President and VP have absorbed the treasurers duties into their duties. Somewhere along the line someone dropped the ball and we are rescheduling future events, in the beginning we had a meetings scheduled earlier and we are pushing events back further to ensure that all requests in the future will be made timely. We have also moved our deadlines up in the organization to make sure every member has done their duty. When we realize someone has not done their duty we have ample time to take care of that. All further funding requests will be done by the president or myself. By the time finals come around you will have all of our funding requests for next semester. Basically public speaking workshop is expected to be very effective. We will be discussing all aspects of how people should present themselves and what tangible things we can provide people so they can know what confidence looks like. All the administrative matters are taken care of in e-mail and we spend our meetings offering students actual skills they can take with them. We work closely with trial ad and evidence to make sure every meeting gives something to students that helps them with their classes and real life situations.
AJ: So I spoke to the president and you that we have never funded a late event in full.
Courtney: Did trial ad get start up funds?
AJ: I helped with that and know that some of the start up funds were used by themis also helped with food.
Chanel: Can we talk about $150 and knock $100 for being late?
Jess: I just don’t want them to be drained, it is the worse thing being a former club president.
Chanel: Motion for funding at $200
Jess: Second
In favor: Jess, Crystal, Brittany, Chanel
Opposed: Courtney, Bahar, Mary
Abstain: Nicole
Brittany: For the barbecue it is 225 and they will be taking care of drinks beforehand. Buildings and ground has been asked to set up tables and hopefully the volleyball net.
Chanel: Just to make sure I will give my corn hole and ring toss game but if they are broken or misplaced can they be replaced?
AJ: Yes of course
Chanel: Motion to adjourn
Brittany: Second
All in favor
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