Minutes from the Sept 2nd LSA Meeting

LSA General Meeting Minutes: September 2nd, 2009 (3:00-4:30pm)

Present: Caryn Daniels, Diane Ortiz, Julie Mason, Maria Records, Tamara (Tammy) Rising, Sharon Scott, Shonn Haren, Sarah Allison, Toshu Takamaru, Carol Boggs

1. Approval of Minutes-

a. August minutes were approved electronically by LSA Executive Board members.

b. Subsequent minutes will need to be approved by LSA department representatives as well.

2. Information on Audit- Caryn

a. Treasury reports for July 2008-June 2009 were audited by Tammy, Diane, and Caryn. They were balanced.

3. Approval of Treasury Reports for July and August

a. We currently have $1706.92 in all accounts.

b. Service Plus Credit Union was bought out.

c. Caryn proposes we use Altura Credit Union for both checking and savings. They charge a $12 membership fee and require a $100 minimum deposit. Tammy and Caryn will go to Altura, and they need to close Guaranty and ING.

d. Treasury Reports for July and August 2009 were approved.

4. LSA Treasury Materials in Special Collections

a. Special Collections Archives has materials older than July 2008.

b. Access will be limited to the President and Treasurer of the current year.

5. LSA website-Maria

a. We are going to start using this more. For example, we can send invites, have people RSVP, post flyers etc.

b. If you want access to be able to update the website, ask Dana to give you access. All agreed to Carol's suggestion of having changes be funneled through the Secretary.

6. Meeting with Dr. Jackson

a. Caryn, Maria, and Tammy met with Dr. Jackson to discuss several issues.

b. Breakfast with LSA- will be held September 16th, 9-11am in Science Room 240. Caryn will talk to Mary Miller about the room. Department representatives need to tell their departments about the event. Tammy and Diane will buy the food. Two flyers have been approved by Dr. Jackson. Anyone who can show up early should do so.

c. Year End Meeting- Dr. Jackson liked the idea of "furlough fantasies." She cut out Mexico from the menu. We have an Asian, Hawaiian, and European appetizer station. McGrath's got the quote down to $1400. Julie found "Catering for a Cause" and we will look into this. We do need servers because otherwise we will need food safety equipment such as sneezeguards. Tammy will ask Dr. Jackson for more money. Shonn can sing a couple of songs in Portuguese.

d. Survey- She approved of this idea

7. Food Safety Training Information

a. We can only sell pre-packaged items.

b. If we are selling or giving anything internally, we do not need a permit. If we are selling or giving anything to the public, then we need a permit.

c. Tammy will ask Edgar Romo about the Edible Book Contest and who is considered to be internal vs. public.

8. Survey- Julie

a. Maria suggested adding a “comments/suggestions” box.

b. Julie will add “Due to budget constraints…” wording.

c. Julie will send the survey to administration by the end of September to be sent to everyone in the library. We will post the results on the LSA website.

9. Flyer Approval and Distribution-

a. As soon as the room is booked, Tammy will send out flyers for distribution, and send an email as well.

b. Maria is in charge of gathering fake flowers for decoration.

10. Breakfast with LSA- Please see item VI B. above for this discussion

11. Year-End Meeting

a. This event needs to be catered.

b. Theme- Furlough Fantasies, Escape to…Dream Vacations

c. Decorations- Asia, Europe, Hawaii (we have a lot of Hawaiian decos), maps, and travel themes. Invitations will look like passports, and they need to state that “light refreshments” will be served.

d. Maria suggested placing chips and salsa on each table.

e. Dr. Jackson decides the date of the meeting- we need to make sure there is no conflict with Staff Assembly or Physical Plant event.

f. Sarah Allison accepted an invitation to head up the donations committee.

g. Tammy will talk to Julie Ree about inviting retirees.

12. Fundraisers-

a. We can sell See’s candy bars and make this a year-round fundraiser. It would have to be limited to just certain people selling to keep track of money.

i. Maria will talk to Heidi about potential conflicts with the See’s Holiday candy fundraiser.

b. Maria will bring samples of different fundraising ideas such as lollipops.

c. Another idea- SCRIP. Sell gift cards that LSA buys for a discount.

i. Julie and Sarah will bring literature on it to the next meeting.

d. We should take another survey regarding fundraising after we complete the first survey.

13. Charities-

a. We should look into different charities. In this economy, it might make more sense to give to food charities. Examples: Angel Food Ministries, 2^nd Harvest Food Bank. We need to be careful about origins and names of charities. Some people may take offense.

b. The wording in the donation letter could be changed to include “food banks, such as…”

c. Tammy and Sarah will get together to shorten the donation letter, and then Tammy will send a copy out to everyone.