Asian-American Student Union
Board Meeting
2009-09-05
Asian-American Student Union
Board Meeting Agenda
Friday, September 5, 2008
CMU Board Room
• Team building (10 minutes)
o moral: in order to have successful events, we need to discuss in advance, have guidelines, reflecting on past events, etc. Discuss who does what, so each person has their own roles.
• Past Event Reflections (Tom – take notes)
o Turn in reimbursements ASAP to Paul
o Affiliate BBQ (Board)
Could have used more affiliates; but we did email…we had trouble getting a response from people. Way to make it more successful: plan it ahead of time, and notify affiliates well in advance (perhaps before school is out?)
Get all of the contact information of all the new board members for affiliates before the school year ends, so we have a few ways to contact them (more than email, phone number as well?)
We needed some more time to set up the event, such as more time for setting up the volleyball nets and such. Food ran out really quick (Sushi)
o Fall Retreat (Board)
Cons: we could have looked at last year’s retreat notes, for improvements. Board bonding was as good as it could have been. More people bonded with the people they rode with. Topics in the meeting talked in circles, could have been more guided. Things could have used more team effort. Bad water at the retreat. We could have maybe done more stuff during the meeting, such as planning Kick-off. Splitting the meeting would help break it up, and keep people enthused. If we had maybe broken up into small groups to discuss ideas, and then brought it back to large groups, it could be more productive.
Pros: Location was good. Talking about each person’s expectations was really helpful, so each person could get more ideas about their jobs.
When discussing topics, we should bring more details to the table, such as room rental information.
o MCAE Orientation (Meky, David, Jimmy)
More time to prepare would have been helpful. If we had more ideas prepared, then we could attract more people to our table.
The event is really important, we just need to stay on top of things.
o Welcome Week Activities Fair (Andy/Vanessa)
It’s a new fair/event for all freshman.
We need to know if we were signed up or not, so we need to be more prepared from that aspect. Since we weren’t added until last minute, our location (on the hockey rink) wasn’t ideal, and we probably have claimed a more ideal location.
Since we were unsure, we ran out of candy, brochures, etc. We could have easily handed out 150 brochures, had we been prepared!
People who attended the MCAE fair recognized ASU, and were excited to visit our table.
• Kick Off
o Overall budget – Paul (this year’s) & Andy (last year’s)
o Ice cream social
Monday, September 8
• 61 + Cloudy + 30% chance of rain
• Move to Tuesday? (71 + Sunny)
o Nope, keeping it on Monday, from 11-12…usually run out in first 20-30 minutes.
o David will go out Monday morning to buy the ice cream sandwiches. Purchase from grocery stores, $150 allocated to buy the ice cream sandwiches.
Time & Location
Volunteer(s)
• Buy ice cream on morning of
• Pass out ice cream (<30 minutes)
o Volunteers meet David in the back of Coffman as close to 11 as possible, to bring from back to front.
o Open House
Friday, September 12 – 11am to 1pm – ASU room
• Send out email to affiliate and their Presidents (Nehal or Andy)
o Nehal will email.
Food
• Pizza? How much?
o $200 total for food and drinks.
o Domino’s pizza, using the Daily Card special. Large 1-topping pizza for $3.99.
o Ellyn and Joe will pick up first round of pizza; Ellyn and Keyur will pick up second round of pizza.
o 30 pizzas total. 10 cheese, 8 pepperoni, 8 sausage, 4 pineapple
o Amy will order, 1 day in advance.
• Drinks?
o Volunteers to buy drinks
Have 2 liters of pop instead of cans. Serving the cups will cause people to stand in ASU longer. Buy cups and 2 liters. Also, get jugs of water to serve.
10 2 liters of pop, Irene and Ellyn will buy, as well as cups, plates and napkins.
• Utensils – Do we need to buy? – see above
Volunteers
• Serve food
• ASU poster board + Pass out flyers/brochures
o Game Night
Friday, September 19 – 6 to 8 pm – Goldy’s Game Room
Volunteers to greet people
• Sign up online via email
o Karaoke
Friday, September 26 – 7 to 10pm – Location TBD
• Mississippi Room.
• Start event at 7:30 instead, b/c someone has room until 7.
Music set-up & logistics
• Rental: $200, Amy’s rental: between $200 & $400.
• Go with Amy’s rental. She will come set up for us, stay throughout the evening. Request is written on a slip of paper, then hand to them.
Food (what, where, how much, etc.)
• Cater from Kow Loon.
• Chicken wings, potstickers, vegetable fried rice, wontons,
• Aim for serving 100 people.
• 300 chicken wings; 100 potstickers; 200 wontons; enough veggie lo-mein to feed 100 people; tofu dish, pork dish.
• Andy/Tom get water. 6 cases? 150ish bottles; Kha picking up food.
• Andy will make sign-up sheet to serve food.
• Minneapolis Activities Fair
o Tuesday, September 16 – 10am to 2pm
Need to get a table at 9, try to get it next to affiliates.
Tom is responsible for claiming a table.
o Hand-outs: brochures + ??? (candy?)
o Sign-up
Sign up will be sent via email spreadsheet, sometime next week.
• Questions, comments, concerns
o VSAM Mid-Autumn lantern painting. Room 323, Wednesday September 17th. Time 12-4?
o Vanessa: For the game night, we should have name tags for all guests?
o GA and Board meeting will still be at 5:30 on the 26th of September.
o Tom: requesting pictures from other board members, for variety.
o Everyone email office hours to Nehal.
o Lots of new freshman faces in the ASU room for the first week, awesome!