[Coca] (no subject)

[Joanna Tova Price]

Hi all,

I'll be there on Tuesday, but what time?

All of the positions (or no position) seems fine with me EXCEPT secretary
because I am really bad at taking minutes (multi tasking like that). So I will
take whatever no one else wants, or nothing at all, except for that, basically.

Also, I volunteer to design a formal method for groups to contact each other
about funding/co-sponsoring, and to do any work on templates (funding app, etc)
that needs to be done.

One last thing: can we go over basic 'dos' and 'donts' of coca-ing, so that if
the chairs aren't there, or people who have substantial experience on COCA, we
can still be productive? Last year, we had some difficulty with that.

Hope you're all doing well. See you Tuesday...

-Joanna
-------

Hey COCA,

As you all should know, the funding application deadline passed Tuesday.

FiCom is going over funding proposals for everything except events right now.
COCA has been assigned setting semester opening budgets for events. In
addition, this semester COCA is back to having it's own budget. We will have
$35000 allocated for Halloween and $15000 for additional funding proposals
throughout the semester.

So right now our first task is getting through these opening funding proposals.
Jose told me that there are around 90 proposals to go through. So this is what
I suggest:

We have our first meeting of the semester on Tuesday September 2nd, the day
before classes start. (We should also consider moving our regular weekly
meeting to Tuesday since that would be between FiCom meeting days.) We go over
a few proposals as a group and go over the basics of funding proposals such as
how much is standard for advertising, etc. Once everyone's gotten the hang of
it, we split into pairs so that it goes more quickly. If at any pair has
questions, they should of course just stop and ask a chair. I want to do it
split up into pairs because otherwise it will just take too long. We'll have
the few at the beginning as a group to get everyone comfortable, but then we
need to split up into pairs so that we can have all the budgets on Hampedia by
Signer Seminar - next Saturday, a week from tomorrow (four days after our
Tuesday meeting).

This brings me to my next point. The beginning of the semester is a good time to
start dividing up tasks. I would like people to respond to this email, over the
list, volunteering to take on some specific roles for the semester. As an
aside, I'm hoping to get these positions into an official by-laws this semester
which will mean two things: 1) you can put these positions down on resumes with
a fancy title and 2) there's a possibility of some positions getting paid. (No
promises on payment. Hopefully fancy titles is enough of an incentive.) Here
are the officer positions we need taken care of immediately:

-Secretary: Responsible for taking meeting minutes and putting them up on
Hampedia.

-Treasurer: Responsible for keeping track of how much money we've spent and how
much money is in our account. (Would also make sense for this person to be our
liason to FiCom)

-Student Group Liason: Responsible for being in touch with student groups about
the status of their proposals and how to successfully plan their events.

COCA Chairs will of course help people out with their roles in the beginning,
but eventually the Chairs shouldn't really have to be doing any of the work of
at least these three positions. If all these roles get taken quickly and you
don't have one, there will be other officer positions. If you're interested,
here are some other positions we'll need to be have filled at some point. I'm
sure we'll think of more too as the need arises:

-Administrative and Staff Liason: Responsible for coordinating with all offices
on campus relevant to COCA's work, primarily Special Programs, Student
Services, Public Safety, Physical Plant, and occasionally Sodexho.

PLEASE email back, over the list, ASAP if you have any objections to my proposal
for how we get through this first 90 event funding proposals. Please also
volunteer yourself for an officer position. I hope to hear back from everyone
over this list by Sunday.

~Jay