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January 10th, 2022

AgendaMinutes

Present: Sue Carter, Vivian Pham, Emily Montano, Matthew Sarti, Maryann Gooje, Gloria Qit, Bara Mudita, Charlene Proo, Brynna Downey, Andy Huynh, Kayla Gomez, Stephanie Herrera, Lydia Jenkins-Sleczkowski, Elizabeth Moya, Alvin Ho

Video Conference Access:

Zoom link

Meeting ID: 988 1501 6845

Passcode: 885121

  1. Welcome and Introductions
    1. SFAC Community Agreements
  2. Approval of Agenda and 12/01/2021 Minutes
    1. Gloria motions to approve the agenda, Charlene seconds.
    2. Mathew motions to approve the minutes, Gloria seconds.
  3. Announcements & Updates
    1. Host CSF meeting in Spring?
      1. Brynna says SFAC would be able to travel to different UC’s
      2. Charlene adds whether we would consider hosting for Spring
      3. Mathew asks what the procedure would be like for the health pass badges
      4. Charlene responds that it would most likely be a hybrid situation of in person restrictions, depending on the campus
      5. Lydia adds that there is a symptom screening test and folks have to self report. As of right now guests can come as long as they are following the mask mandates. Will double check with Lucy.
      6. Gloria asks if SFAC hosted, would food be covered and how long would they be staying in Santa Cruz?
      7. Brynna responds, in the budget of our SFAC budget we have a pocket of money for stipends and a pool of money for travel. SFAC’s own budget would be covered. Does not know about food.
      8. Lydia adds, through the historical context, each campus is in charge of travel and lodging in previous years. Typically, SFAC would be covered through the budget since it is a campus sponsored event. Usually held on a Saturday and Sunday and typically leave on Sunday after the final meeting.
      9. Brynna asks who would like to attend
        1. Matthew puts thumbs up
        2. Stephanie puts thumbs up
        3. Bara puts thumbs up
      10. Brynna says to circle back in a couple weeks to give CSF a firm answer whether SFAC would like to be in the running
    2. Keep your schedules up-to-date
    3. SSF report
      1. Brynna adds that it is pertinent to remember that there are people who track exactly what is being spent. This would represent perammant funds and given to units on a permanent basis.
    4. Other announcements
  4. Funding Call Deliberations
    1. Ideas for process
      1. Funding call is due tonight at midnight
      2. Would not discuss until week four (due to MLK holiday)
      3. Idea is for the group to take notes
      4. Discuss order of proposal, the amount per week, and the information needed per week
      5. Mathew liked the system for last year as long as the notes are looked at
      6. Gloria asks the amount of proposals that have been submitted so far
      7. Brynna responds about ten being submitted so far and estimates that it will be in the 40-50 range. Already at $300,000 requested for just seven proposals
      8. Gloria likes the process of last year but has to refer to the notes. Adds in that ranking does not matter if we have reallocated or bias when we look at proposals in the beginning since SFAC has a lot of funding and toward the end the group gets consiverate with the among given.
      9. Brynna agrees and wonders if the order of proposals matter. Now thinks order matters. Brynna adds how the system of last year, with the three week break, tends to lead to statistically small numbers when going through proposals. Asks group if its possible to read 40-60 proposals within this time frame.
      10. Alvin answers that would be hard to do
      11. Stephanie asks if SFAC can break the amount of proposals?
      12. Charlene agrees with Gloria’s point. Wonders if there was a way to think of a system to where a certain amount of groups read specific proposals to efficiently remember
      13. Stephanie asks if the group can split the amount of proposals read in half. I Think 40-50 is a bit much and having it in thirds would be more doable.
      14. Alvin agrees with the 4-6 each week for proposals. Smaller amount is more manageable.
      15. Gloria agrees with breaking it apart. Maybe we do 25 each per week so it's more fresh in our minds. She agrees with Stephanie. Asks if we could normalize the data according how many people have ranked them
      16. Brynna thinks if done in thirds, SFAC would rank it in those 20 and in order for those 20 proposals
      17. Alvin thinks this idea is good
      18. Brynna thinks if the proposal was more fresh in our minds, can go through faster. Suggests it can take 2 weeks to go through one third
      19. Stephanie thinks this should be scheduled around midterms to avoid unavailability
    2. Ratings worksheet
      1. Brynna will update this worksheet regularly.
      2. Goes over how to go over the proposals and what to expect
      3. Brynna says to feel free to email if there are any questions
      4. Maryann asks if the worksheet will be our job to do during meetings or outside of meetings?
      5. Brynna responds that you will read the proposal outside of the meeting. Read and rank them on your own time. Then come to SFAC meetings, have discussions to motion the amount to fund and discuss. When referring to the meeting, we can do whatever we want. Can do breakout rooms. Last year, we just did one group big discussion.
      6. Maryaan asks the amount of proposals that need to be read before the Monday SFAC meetings?
      7. Brynna suggests to read a third of all proposals in two weeks from now and then discuss in two weeks from now how many proposals to read from that following meeting. Reiterates the importance of taking notes
      8. Maryann agrees with Brynna’s suggestion
      9. Brynna has a proposal to the amount of proposals submitted tonight, will take a third of this amount to read a third of all of these proposals by two weeks from now
      10. Majority agrees with Brynna
      11. Kayla asks if by later tonight, there would be more sheets added?
      12. Brynna responds that she will sent an update on this when it is ready to go
      13. Brynna asks advice from new members when reading the proposals
      14. Matthew suggests having a notebook, comfort food, and not leaving the desk until he is done with half and once done with that would give himself a one to two day break. As long as it gets done it should be fine.
      15. Alvin suggests reading four to five proposals a day.
      16. Andy suggests to get a card for each proposals rather than an individual note page
      17. Charlene suggests keeping an open mind and taking breaks and getting relaxed and taking notes. Would go through each proposal and put effort to what would be a good suggested allocation.
      18. Vivian suggested looking at the budget sheet first to get a sense of the money and after reading the proposal and whether everything on the budget sheet made sense.
      19. Lydia suggests being mindful of the first proposals you read and try to pace it out and do not read everything at once.
      20. Kayla asks, for conflicts of interest do we abstain from adding ratings and add that information to the notes?
      21. Brynna responds that this will be talked about in the next meeting
  5. Adjournment
    1. Charlene motions to adjourn, Mathew seconds, motion passes.

Upcoming Guests/Topics:

  • Summer Campus-Based Fee Levels
  • Elimination of CBF Policy (Lisa and Diane Lallemand)
  • DSAS Space Initiative (Lucy)
  • SUGB, Student Union Governance Board
  • On The Margins, Daniela Obeso (coaching, care circle)
  • Referenda presentations (February)