Butler Committee Meeting Minutes 10-05-2009

Submitted by Rachel Galvin—Social Chair (she is substituting for Nancy Jones the Communications Secretary)
Committee Members present: David Jorgensen (Committee Chair), Dante Ricci (External Relations Rep), Anna Frost (Community Life Coordinator), Nicole Jui (Gardening Co-coordinator), Bo Xu (Webmaster), Ed Matteo (Treasurer), Bronwyn Smith (Community Room Coordinator), Rachel Galvin (Social Chair)

Community members present: Olivia Martel, Olga Rodriguez, Chris Bergstrom, David Vineyard, Chase Zachary, Laura Nielsen, Jens Klenner, Ping Liu, Li Li, Kristen Flynn

Meeting called to order at 9:10pm.

David began the meeting with reports from committee members.

David (Chair): Chair report will be given first this time in order to discuss elections.  The Butler Cheat Sheet for transportation is posted on the bus stop in plastic wrap.  We will have two elections: one in November for the position of Chair; one in December for the rest of the officers.  David announced that he will be running for re-election.  In general people don’t need to announce that they will be running for anything until directly before the election.  David explained the tiered priority system (which is posted in the committee by-laws). He reiterated that in order to be eligible to vote, a resident must attend at least one meeting in the 12 months preceding the election.  Candidacy can be declared directly preceding the election.  He explained that the reason we’re holding two elections is that it is written in the by-laws to do so. This allows people to decide if they want to run for chair in November and can therefore vacate that position so that it will be open in December. 

Ed (Treasurer):  Ed circulated two pages of information: one regarding committee funds and one regarding the garden.  Two kiddie flags have been stolen, so Ed bought 3 new ones but hasn’t put them out yet.  He would like to find a way to secure them, such as padlocking them to something.  Bronwyn asked if we need permission to padlock them to something.  Olivia said she will ask facilities.  Anna pointed out that lawnmowers would have to work around them. 

Moved on to the budget.  (Posted on the website.)  David asked if we have received funds from the Graduate School already, and Olivia answered that we have.  Ed pointed out that we have 282 left in Sovereign Account. (Salsa event: only $100).  David asked if we have straightened out the procedure for requesting funding for social events.  Rachel and Ed and Dante explained that it is now Rachel’s responsibility to make requests for funding to the GSG Events Board and forward all requests to the Committee.

Nicole (Gardening Coordinator):  No news on the garden, which is winding down for the season.  She is not going to hold the Harvest party this year because it didn’t really pan out last year.  Garden issues will pick up again in January.

Bo (Webmaster): Updated website with information about pets.  Olivia explained how requests to join the listserv work.  Bo will be stepping down from his position since he’s graduating, but he’ll be glad to continue helping out with the website as needed and if no one else runs for Webmaster, he’ll be glad to finish out the year as Webmaster.

Dante (External Relations Rep): Overheard a conversation between facilities workers today regarding the installment of blue light phones at the CJL, suggesting that there are some leftover phones that could be installed elsewhere (without the cost of purchasing the phones).  The facilities workers also discussed the installment of lights by the bench near the bus stop.  Olivia spoke with Garth today and found out that this discussion has reached the dean and it’s now just a matter of obtaining the funding.  Olivia is surprised that there are spare blue light phones available but glad to hear it.

 Update on the Butler/Stanworth Task Force: Butler is scheduled to close by 2012.  There will be a lot of displaced Butler residents displaced in Stanworth, which has a comparable community feel.  Dante explained that the Task Force was formed to help out-going Butler residents as they move into Stanworth or any other new facilities in the future.  The Task Force is intended to advocate for having the kinds of amenities that we enjoy at Butler and assess what other unforeseen issues we might encounter.  The Task Force is open to anyone who wants to join.  Currently it includes Dante and Anna and Abigail.  Abigail broke her foot, though, and cannot attend any meetings immediately.  Dante proposed holding a meeting with Facilities for a tour of Stanworth at the end of October on a Monday or Wednesday afternoon.  He suggested that at least two people attend.  David asked if the Butler/Stanworth Task Force ought to meet beforehand.  Dante suggested an email list be circulated ahead of time.  Olivia suggested that the Task Force meet fifteen or twenty minutes before the meeting with Facilities.  David asked how the co-chairing of the Task Force has been progressing.  Anna and Dante agreed that it is working out fine.

Dante said that on Monday, Oct. 19, Housing will hold a meeting regarding the update of the Housing master plan.  This is our opportunity to get the latest news about the housing changes.  The question of whether or not an outside developer will be brought in was discussed.  Dante will attend the Housing meeting and report back in November.  David asked if the meeting is open to all graduate students.  Olivia said that the meeting is not publicized but that if a student attends, he or she will not be turned away. 

Anna (Community Life coordinator):   Bugle - delivered to residents and stack is going to housing for late move-ins. She asked if, in the future we should have it ready by move outs and give about 100 to Housing Office to distribute with the key?  It was agreed upon to do so. Then on move in day (in September) we will deliver a copy to all units, and give another stack to housing for late move-ins. Dolly - steady use. No problems. E-mail - clothing donations. In the past there has been a box to donate clothing. Problems included overflowing and scattered possessions. There were non-clothing items around cluttering up. It was taken away by company that serviced it and was not replaced. Other options could include Lupus foundation could pick up about twice a month - if scheduled. (Info is linked on move out section of website.) We could share info with the residents by email around move out season or set a community day were we have a location for everyone to drop their clothes and we have Lupus Foundation pick stuff up then.

David asked if the problem was the quantity of Bugles or the date by which they were delivered; Anna answered that the date was the problem.  David clarified that we will only have one Bugle per year. 

David agreed that the Lupus foundation would be a great option to the clothing donation box.  Anna suggested scheduling two collections per year.  Residents discussed the benefits of scheduling a time when the L F would arrive versus having a box ready at all times.  Several residents said they’d be more likely to make use of it if they knew someone was coming at a special time.  Olga Rodriguez advocated a way to sign up on the website or via email.  Ed commented that most people—the average person—is not likely to use the web to schedule a pick up.  Anna suggested we schedule a Butler-wide pickup a few times a year, especially during Move Out.  We could also put a sign on the bulletin board.  Jens pointed out that there are boxes within walking distance all around Princeton.  Chris asked why we can’t have our own pick up box here and Nicole and Dante explained it was taken away for maintenance reasons because people were leaving a lot of belongings messily.  Anna suggested that we hold a pick up during Move Out and David suggested we coordinate that with the Yard Sale. Rachel said that she had gotten in touch with the Social Chairs at Hibben-Magie and that they would be glad to coordinate with us either to share a yard sale or share a Goodwill truck at the end of the day, so that it can come around to both apartment complexes. The consensus was that this could potentially be a way to go, if we decide to hold the yard sale next year.  We decided to hold off on deciding about this for another few months.

Anna asked if Bo if he can make the website searchable.  He said he will look into it. 

Rachel (Social Chair):

Rachel proposed a series of social events throughout the whole year, starting with a follow-up on the Fall Welcome, which was a big success.  (Big thanks to Olivia!)  She suggested a Wine Tasting on October 22 or 20, a bagel brunch in November, and a holiday party on December 13.  For the Wine Tasting we can invite a sommelier from Corkscrew to come speak to us for an hour at the cost of $100.  Rachel suggested getting three white wines and three red wines and Kristen and others agreed that made sense.  The sommelier at Coolvines charges $250 so Corkscrew is a much better deal.  They also give a 10% discount on cases of wine and agreed to take back unused bottles if need be, as long as we clear it in advance.  We will have to advertise the event as being open to all graduate students if we pursue GSG funding, so there’s no point in making it an RSVP event.  David was concerned about the quantity of wine that each student would receive, but after a brief discussion it was determined that since the average “pour” is about 1.5 oz at the most, we should have plenty of wine for everyone.  Committee members will volunteer to pour and that will help control portions as well. The sommelier can also suggest cheeses to pair the wines with.  The proposed budget for the event is $700, the same amount as was allotted in 2008; but Rachel suggested we could do it for under $500 if need be. 

Rachel brought up idea of reviving the morning bagel brunch that Tara used to run, and holding it at 8:30 a.m. on a weekday sometime in November to do a dry run and see if people would come.  Einstein Brothers Bagels looks like the best bet: Coffee is $15.99 per big box; 24 bagels plus 4 cream cheese is $28; we could triple that and add juice and so on.  “Sweets Nosh Boxes” with muffins, coffee cakes, pastries, and breakfast breads are also available for $2.33/person.  One other option is a mix of bagels and sweets, for $38 or $1.81/person.  Panera is a bit more expensive and the Bagel Hole isn’t prepared to cater coffee.  The total budget for this event would be a maximum of $150. Ed said we have the money available.  The Committee agreed that it was worth holding the event once in the fall and seeing whether the turnout was good—in which case we could hold another one in the spring.  The idea of holding it on the weekend, for instance on a Sunday morning at 9 a.m. was suggested, so that residents can bring their kids and hang out, as opposed to weekdays, when people have to rush off. 

Last of all, Rachel suggested holding a cozy, casual, non-denominational holiday gathering in December for adults and kids with cookies and sweets, juice, soda, mulled cider.  Residents could contribute baked goods.  It could be held on a Sunday afternoon such as December 20^th from 2-4pm, after classes are over.  The consensus was that it would be better to hold it on December 13 instead, since people will still be in Princeton and won’t have left for the holidays yet. The proposed budget for the event is $150 for drinks and snacks.

Spring events such as Chinese New Year, Cinco de Mayo, and the Yard Sale were discussed briefly.  Rachel asked if we could establish a date for Chinese New Year right now.  It was decided that Thursday, Feb. 11^th would be the best day—just a few days before actual Chinese New Year.  She also pointed out that it will be the Year of the Tiger—so we can start thinking about decorations!  Cinco de Mayo also happens to fall on a Wednesday, and since the Community Room is available on Thursday evenings as a backup in case of rain, we should be able to hold Cinco de Mayo actually in Mayo this year!  David suggested that we hammer out the details for these events at a future meeting.

The question of how to manage the Halloween came up.  Kristen, Nicole, Anna, and Rachel discussed benefits of handing out Trick or Treat signs ahead of time.  Rachel will send an email on Sunday saying that the flyers will be in boxes the day before Halloween.  Olga, Anna, and Kristen will help hand out flyers on the 30th.

Bronwyn (Community Room Coordinator): Nothing to report about the Community Room.  Bronwyn will be out of town for the last meeting, which will be her last meeting.  She needs someone to volunteer to take her duties for the last two weeks of November since she is moving to San Diego.  Anna volunteered to take over her duties for those two weeks.   

Olivia:  Discussed playgrounds with Matt and they are now trimmed back.  The light over Halsey Court was supposedly fixed: Olivia polled the group and Ed answered that Jeff said it is back on.  Ed added that the clotheslines are back up too.  Olivia’s next top priorities are the signage and the blue light phones.  (Matt Ferry)  Some signs have been ordered but others are still in preparation.  David asked Olivia to get updates on the dumpsters from Matt Ferry.  David said we had requested that several be replaced and he would like an update on that.  Olivia said some were switched out over the summer.  Anna added that many were replaced with larger dumpsters.  David reiterated that we have requested more frequent pickups.  Anna asked if we really have a necessity to have more frequent pickup.  Olivia checked her notes and said that there was a raccoon issue and also a question of non-Community members dumping things in them.  Olivia then left.   

Nicole asked about the vacancies coming up on the Committee.  David answered that Tao and Bronwyn’s positions will be vacant in November.  Bo said he probably will graduate in spring and therefore he won’t run for reelection but if no one else runs for the Webmaster position he will be glad to continue to perform his duties.

 Meeting adjourned at 10:15.