October 22, 2024

Call to Order 

• Shiqi calls the meeting to order at 4:04 PM 

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Roll Call 

Senators	Present	Absent	Late	Excused
Shiqi Wang (Chair)	X
Rami Abukhater	X
Anish Shamarao	X
Lauren Hartono	X
Jin Gi Min	X

Interns	Present	Absent	Late	Excused
Jackie Wang	X
Jayven Huang	X
Myles Vongnakhone	X
Youn Thezin Aung (Jessica)	X
Michael Anderson Tran	X
Caden Ang	X
Aryen Palkar	X
Cyrus Nakar	X
Atharva Salkar	X
Melinda Nguyen	X
Lakshya	X
Audrey Tai	X
Allen Tran	X
John O'Sullivan	X
Min Thai			X
Min Pyae (Koi)	X
Kelvin (Kaung Htet Shein)	X
Ben Vahidi	X
Varshitha	X

Advisors	Present	Absent	Late	Excused
Dayna Swanson	X
Maritza Arreola	X

Guests:
Amna Aslam
Nina Tran
Shibani Ghosh
Jolin Dang
Saanvi Madapoosi
Honey Maung
Shoon Le Tun
Maven
Joseph Hua
Jackie Wang
Jayven Huang
Hoang Anh Thu Tran
Ritik Jalisatgi
Katelyn Yoo
Karthik
Anh Tuan Tran
Caden Ang
Scott Bihag
VJ Lukka
Martina Ng
Julia Kuzniarz
Zijie Huang
Michael Myers
Ruben Alexander Pasaribu
Kyla Jamilano
Vivian Chuong
Nam Tran
Anushka Goswami
Achintya Gupta
Ryan Yi

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Approval of Minutes  

• October 15, 2024 
• Moved by Anish, seconded by Lauren

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Public Comments 

• Jin: For people who didn’t become an intern, we evaluate work before intern interviews. If you are working hard, please apply again, as you will have a better chance of becoming an intern. Keep working hard.
• Lakshya: Diwali Event, an event put up by the Indian Student Association, will happen tomorrow, Wednesday, October 23, 2024, from 2:30 PM – 5:30 PM. It is going to happen at the Main Quad, and it's going to be a load of fun! 

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Advisor Announcements 

• Dayna: I am very excited for our homecoming event. We have an agenda item to discuss further. Anyone who is working to organize vendors should get us any quotes, agreements, contact information, or any other points by today.
• Maritza: I would like to remind you all that we can still get the word out about events while planning details. We have enough solidified to put out marketing requests. I strongly suggest that you make it a habit to put a save-the-date for your different requests. When we have more specific details, we can put in a more detailed request. 

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Business Item 1

Title: Check In Game 

This item is an icebreaker. Bingo Game

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Business Item 2

Title: Flea Market Updates

This item is to give an update on Flea Market Planning.

Presenters: Anish, Rami

• Anish: Last day to sign up for the mini-flea market for 6-month vendors is this Friday, October 25, which means Tuesday, October 29 is the day we will meet to select interns, and I will be delegating tasks. Please save 45 minutes – 1 hour after the meeting to help out if you are a flea market sub-committee intern.
• Rami: If you are a marketing intern, please meet with me after the meeting to discuss ideas. 
• Dayna: A reminder of some dates. Mini-Flea Market is November 19 and if you would like to donate food to the Auto Tech for the November 2 market, please contact me, Anish, or Rami, thanks.

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Business Item 3

Title: Resource Fair Preparation

This item is to discuss the tabling planning for the resource fair.

Presenter: Shiqi 

• Date: Oct. 24
• Time: 12 - 4 PM
• Katia: There is a sign-up sheet in the discord. Please sign up ASAP!
• Shiqi: The location is above Conference Rooms A & B. Anish will send the volunteer sheet. If you would like to become an intern, tabling at the event will count as your one intern project. If you sign up for volunteering, you will receive an email from me or Jin and Lauren.

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Business Item 4

Title: Closet Donation 

This item is to discuss the possibility of having another closet donation for students and its planning

Presenter: Shiqi

• This was brought up by our President, Luca. Here on our campus, we do professional clothing donations. I just want some perspective on whether we want to do it again. The rough idea is this event will last 2-3 days, and people will come and donate clothes as they wish. 

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Business Item 5

Title: Halloween Event

This item is to discuss the possibility of having a Halloween event for students and its planning.

Presenter: Shiqi

• Event Ideas Discussed
  • Mini Pumpkin Decoration: Inspired by Instagram, considered as a centerpiece activity for a small-scale event.
  • Scavenger Hunt: Suggested for Halloween Day.
  • Costume Incentive: Attendees in costumes receive candy.
  • Costume Contest: Proposed as a popular event option.
  • Pumpkin Carving: Discussed but deemed unsafe due to use of sharp tools.
• Key Updates
  • Haunted House: Canceled due to time constraints.
  • Event Scope: Focus on smaller, manageable activities.
• Next Steps
  • Finalize Planning: Venue, decorations, and all details to be confirmed by tomorrow.
  • Marketing Requests: None submitted yet—urgent need to initiate marketing.
• Outcome
  • A vote was conducted to decide on moving forward with a Halloween event.

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Business Item 6

Title: Homecoming Planning 

This item is to discuss planning for Homecoming Planning. 

Presenters: Lauren, Jin Gi 

• Responsibilities
  • DASG: Managing games, henna, and professional services for Day 1 (Dance).
  • ICC: Handling decor, food, and Day 2 (Football game).
• DJ Updates
  • Status: Waiting for a response from the preferred DJ.
  • Next Steps:
    • Provide contact info for alternative DJs if needed.
    • Music must be family-friendly and clean.
    • Submit DJ details quickly to avoid delays with contracts.
• Photobooth
  • Progress: Five options will be presented to Jin and Lauren by tomorrow.
• Event Planning
  • Theme: "Hollywood."
  • Games: Volunteers needed for layout design. Sign up in the Google sheet.
  • Master Document: Use the shared document in the programs chat for updates and questions.
• Deadlines
  • Finalize all plans by the end of the week (Friday at the latest).
• Marketing
  • Submit all marketing requests for DASG and ICC immediately.

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Business Item 7

Title Intern Restructure

This item is to present the new structure for events.

Presenter: Shiqi

• Call for Volunteers:
  • Shiqi needs 2 responsible and attentive interns to assist with administrative tasks.
  • Tasks include creating organizational tools to track intern projects.
  • If interested, contact Shiqi directly.
• Intern Structure Update:
  • Rules and instructions for intern structure are still being finalized.
  • Updates will be completed by next week to prepare new interns.

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Business Item 8

Title: Programs Committee Action Items 

This item is to recap the tasks and action items assigned during the meeting.  

Presenters: All 

• Homecoming
  • Coordination: Lauren and Jin to finalize all details by tomorrow and send them to Dayna and Maritza.
  • Staffing Document: Create a document listing who is working for homecoming. If not done, Lauren and Jin need to complete it.
• Flea Market
  • Marketing and Planning: Ensure all tasks are completed as soon as possible.
• Halloween Event
  • Sign-Up: Shiqi will share a form/document in the programs chat by 9-10 PM.
    • Add your name if interested, and Shiqi will contact you by tomorrow.

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Introduction and Approval of Prospective Interns 

• Aryen Palkar
• Cyrus Nakar
• Atharva Salkar
• Melinda Nguyen
• Audrey Tai
• Allen Tran
• John O’Sullivan
• Min Thai
• Min Pyae (Koi)
• Kelvin (Kaung Htet Shein)
• Ben Vahidi
• Varshitha

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Public Comments 

• None

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Adjournment 

• Shiqi adjourned the meeting at 5:03 PM.