September 27, 2023

Call to Order

• • Joel calls this meeting to order at 2:40 pm.

Roll Call

Position	Name	Present	Absent	Late	Excused
Chairperson	Joel N.	x
Chair of Club Affairs	Sean H.	x
Chair of Equity	Silmi S.	x
Chair of Finance	Will W.	x
Chair of Programs	Dana S.	x
Chair of Marketing	Dan G.	x
Vice Chair of Programs	Darin D.	x
Vice Chair of Marketing	Carys A.			x
Advisor	Maritza A.	x

Public Comments

• • • Maritza: clarified that inactive clubs have time to reactivate, but their accounts will be made inactive soon, and funds will be moved if they don't act within a year. She also mentioned plans to arrange for web developers.
    • Dana and Darin: discussed their plans for Homecoming on November 17th and a tailgate on November 18th, emphasizing that it's a campus-wide event and they plan to collaborate with DASG and the administrative section of De Anza. They invited others to join the planning team.
    • Maritza: Needs to confirm the event location with Patrick Gannon.
    • Maritza: emphasized importance of getting location approval before sharing information. Possibility of seeking additional funding beyond their budget. She will be supporting with logistics.

      Summary: Discussion focus was on club reactivation, Homecoming planning, event marketing, location approval, and ICC's role in the event.

Business Items

Check-In

• • • Discussion on how the representatives were adjusting to their first week, including social and academic experiences.

Modality for Exec Meetings

• • • Joel: Initiated discussion on whether to meet in a hybrid format or in person.
      • Discussion about barriers students have attending the meetings in person as default including: scheduling constraints, commute times, work obligations etc.
        • Joel: asked to extend the discussion.
        • Sean: I move to hold the ICC Executive meetings in a hybrid format for the Fall 2023 quarter.
        • Darin: I second.
        • Dan: I third.
        • Maritza asked for objections and passed the motion by consensus.

Summary: The discussion revolved around the preferred meeting format and logistical considerations for ICC Executive meetings. Ultimately, it was decided to have a hybrid format for the Fall 2023 quarter.

Executive Tasks & Reminders

Office Hours

• • • Maritza: Office hours can be in a hybrid format:
      • Must be a minimum of 2 hours per week Monday through Friday, 9am-6pm; with a restriction on Friday after 1pm.
      • Hours do not need to be consecutive.
      • Hours are not to be divided into less than 1-hour blocks.
      • Separate 1-hour blocks or a 2-hour block is sufficient.
      • Hours are to be spaced throughout the week and not scheduled all at once.
      • Coordinate with one another if needed. 

Campus Center Advisory Board

• • • • Maritza: explained that the Campus Center Advisory Board is a vital part of shared governance where important decisions regarding the campus center building are made. These decisions can include matters like creating a mediation prayer room, adjusting hours of operation, and dining options. Student representation in this board is crucial.
      • Need for three ICC representatives who can attend quarterly meetings held on Mondays from 2:30pm to 3:30pm. She also noted that she would be one of the representatives.
      • Dan and Sean expressed their interest and availability to serve as ICC representatives.
      • Maritza: agreed to forward invitations for the meetings.
      • Joel: Asked to be included on the information as well.

Summary: Discussion on the need for representatives on the Campus Center Advisory Board and identified Dan and Sean as available representatives for the upcoming meetings. Joel also expressed interest in being kept informed about the meetings.

Club Awards

• • • • Maritza: there is a total allocation for club awards, and it's up to the ICC to decide how funds will be distributed.
      • Fund 41 represents the funds for the current year and does not roll over. These funds cover administrative expenses like brochures, supplies, and food.
      • Club awards have a separate allocation of $6,000 for the entire year. This allocation is distinct from funds for new clubs.
      • Club Day, perfect attendance (quarterly and annually), Club of the Year award, Cultural Day, and new club funds, will continue to receive allocations.
      • Emergency funds are available as a buffer, and there should be some funds left for Cultural Day.
      • Graduation costs need to be considered as well.
      • Can rule out $250 for some clubs, but they need to double-check for five clubs.
      • ICC members are to meet before the first representative meeting to discuss the allocations and inform the clubs about the funding they can expect.
    • No questions from members.

    • Summary: The ICC discussed the allocation of club awards funds, clarified the categories eligible for funding, and emphasized the need to plan for various club expenses and events.

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Marketing / Social Media

• • • • Maritza: suggests having a form for team to submit materials, requests, info etc. specifying needs and preferences.
        • This form will be listed on the website to access.
        • Chairs will be meeting in 1:1s with Maritza.
        • Vice chairs can schedule when needed.
        • Members will send availability.
      • Sean: suggested having 1:1s with Maritza during lunch breaks.
      • Maritza: Will revisit availability with Sean.

Bulletin Board

• • • • No discussion occurred. Will revisit and brainstorm at next meeting.

Office maintenance

• • • • Maritza: ICC office, club room, closets – carts should not be sitting in there. It is a shared space for clubs to utilize. Make sure it is regularly maintained.

New/Reactivated Club Applications

• • • • Maritza: If you are receiving club applications, make sure they are going to your advisors via emails so they do not get lost.

Fall Club Day Planning

• • • • Maritza: For Club Day, do we want the timing to be from 11-1 or 11-2?
      • Darin: 11-1.
      • Dana: 11-1.
      • Maritza: Booked the time duration for Club Day. Any thoughts on what to spend funds on?
      • Dana: Theme is established. Need more beverages.
      • Darin: We can reserve this item for the next meeting.
      • Maritza: Will connect with Patrick Gannon on pricing.
      • Item will be discussed next meeting.
      • Discussion about bringing items from home to support Club Day.
      • Maritza: Volunteer sign-up sheet needed by next week to get an idea of who plans to attend and table. Do you know [ALL] if you will be available for at least some of club day?
      • All: Everyone raised their hand indicating availability for October 12^th.
      • Maritza: We need to be ready by 10am for Club Day. Idea for rotation of shifts to accommodate the needs of setup/cleanup etc. Recommendation to have club shirts, volunteer badges etc. to be easily identifiable.
      • Sean: Inquired about orientation timing post review of applications.
      • Maritza: Opened orientation positions for the rest of the group to participate in if interested.
      • All: No further questions from group.
      • Sean: Knows of many students who are interested in creating the basketball club so if any students are interested, keep in mind so it can be formed.

Summary: Discussion covered Club Day timing budget allocation, volunteer sign-ups and the possibility of creating a basketball club.

Public Comments

• No public comments.

Adjournment

• Joel adjourns this meeting @ 3:43pm.