Butler Committee Meeting Minutes 6-01-2009

Submitted by Nancy Jones- Communications Secretary
Committee Members present: David Jorgensen (Butler Chair), Dante Ricci (External Relations Rep), Nancy Jones, Nicole Jui (gardening co-coordinator), Tao Long (gardening co-coordinator), Bo Xu (Web Master), Ed Mateo (Treasurer), Bronwyn Smith (Community Room Coordinator).

Community members present: Olivia Martel, Olga Rodriguez, Jeff Dwoskin, Abigail Trarbach

Meeting called to order at 9:10pm.             

David began the meeting with reports from committee officers.

Olivia- She was not able to meet with Matt Ferry lately about the issues we've previously discussed. (IE: dumpsters.)

Bronwyn (Community Room)- Picnic area reservation issue: There was a picnic reserved. Dwight found a mess left and the question is whether or not that picnic left the mess. There was trash all over and was more work for the workers who are already under staffed. Animals are getting into the garbage, etc. Who is responsible for clean up? Also the question about alcohol for picnics. Olivia mentioned that any alcohol involved needs to be registered with the dean. Registering for the picnic area is only about the use of alcohol, not for reserving the area. Some information from past picnic events has been passed on to Bronwyn. Bronwyn wants to know how much she is responsible for the organizing of reservations for the picnic area. It was discussed that an e-mail can be sent out to explain the specific guidelines for registering picnics where alcohol will be served, as well as guidelines for the general use of the public picnic areas. Olivia will talk with Lisa about what exactly are the private areas (backyards, etc) and public areas. Bronwyn just wants a specific guideline to be published: number of people at gathering, when/where events need to be registered, etc.

Also, Bronwyn needs to know if there is a rain date reserved for the annual Cinco de Mayo event this week. She does not have it a Community Room reservation booked on the calendar. Discussed that yes, we will need the Comm. room reserved in case of rain. She will do that. 

Nancy (secretary)- There is an accumulation of newspapers gathering in different areas on the sidewalks. The lawnmowers have run over them sometimes, accidentally. David will send an e-mail about please picking up their newspaper subscriptions. Abigail suggested including a reminder to cancel subscriptions when moving out. David will e-mail Anna about a move-out e-mail.

Bo (webmaster)- Upload the web page for task force. Finished history record for past members up to 1999. Asked that we as a committee take a look at what he has for any feedback.

Nicole Jui, Tao Long (gardening co-coordinators)- They are trying to organize activities like a garden lecturer. But no more than 10 people were interested, so they couldn't get a lecturer to come. Most gardeners have begun planting. Sent an e-mail to those who didn't get housing who had garden plots, to give them back. A refund was issued to them.
 
Ed (treasurer)- Went over the budget. (Budget will be submitted later on website) Made sure the gardening submitted receipts for the March gardening party. Matt mentioned that we have until the last day of this month to spend the surplus money. The matter of deciding what to use the money for needs to be resolved tonight. Matt also inquired about the money spent so far for the summer kick off (Cinco de mayo--this year to be held June 4th). Jeff brought up the concern that the receipts for the yard sale won't be turned in on time before the surplus is taken away. Asked about a cash advance.

A wish list for the surplus was discussed: Dante suggested a good cd player, possibly one with an IPod hook-up. David suggested the purchase of serving bowls/spoons (to be for use in the Community Room kitchen), then price check a CD player, and board games with whatever is left over. Bowls/spoons and CD player to be purchased soon. Bronwyn volunteered to purchase the items for the Comm. room kitchen.

Matt also brought up the need to come up with a budget for the next year. Matt will need to come up with a proposed budget and present it at next meeting. David asked that he bring the old and new budget to compare. The question was asked as to whether the graduate school will be changing our budget for the coming year. Matt says the numbers should be the same from the graduate school.

Dante (external relations)-  Reporting committee business for him and Rachel, who is out of the country.
Rachel ordered food from On the Border. Dante is taking care of plates, bowls, etc. Dante needs to know what additional alcohol would be preferred for purchase. David asked about getting the basics for Margaritas instead of the mix. Olivia asked about 1/4 keg. Non-alcoholic beverages are also going to be provided. What about desserts? Decided that desserts weren't necessary with so much food. David volunteered to make the margaritas. Dante asked Olivia about getting the tug-o-war and the potato sacs from the graduate school? She said yes for sure to the tug-o-war and not sure about the sacs, but she can get hula hoops! Water balloons will also be one of the activities.  Decorations are taken care of.  Dante needs volunteers to help with the set up. Tao volunteered to be there for the drop off of the food, etc. Others volunteered for set up and clean up. Nancy volunteered to fill up water balloons for the activity.

David also brought up organizing the setup for the yard sale on Saturday June 20th. Nicole will contact Rachel about further info. We need volunteers to help run this. Dante will be in charge of that. Dante will rent tables from equipment rental from building services. Does the event need to be registered? Olivia says to be safe and have the area reserved, to go ahead and reserve the picnic area.

Dante brought up the issue of costs for air conditioning installation for individual apartments. Wants to know why? The answer was essentially, liability reasons. Dante did look into it, and it was the cheaper way to go instead of liability insurance. Olga also brought up the fact that the University is now requiring that each renter get their own personal renters insurance (not from the University). It is compulsory to get the insurance, but from what company doesn't matter.

David (chair)- Reporting his committee business and Anna's.
Discussion about surplus money. (This was mentioned as part of tonight's agenda, before reports began.)
Had a question about the Speed limit sign being fixed.

Anna (Dolly coordinator): lots of use for the dolly for move outs. She will be putting in a new Bugle by July 1st. If we have any new info, please get it to her in the next 2 weeks. Including any old info that needs to be removed. David needs to be in charge of having the codes for the community buildings re-programmed and get the new codes to Anna to include in the Bugle.

By-law amendment change: David explained some key reasons for the change to the new residents present at meeting. Vote took place: 8 committee members were present, all voted in favor; 3 residents all voted in favor also. Voting was unanimous for all present 11/11.

Meeting adjourned at 10:26pm