University Center Advisory Board
May 7, 2003
3:00 - 4:30 p.m.
Members present: Randy Cubero, Jeff Davis, Laura Eurich, Gayla Gallegos, Anthony Martinez (attending for Danny Bristol), Tara Miller, Tally Paulich, Ron Wisner, Mary Yates
Members absent: Becky Coffrin, Danny Bristol, Christi-Marie Butler, Robert King, Tim Miller, Olivia Sebastian
Jeff Davis opened the meeting at 3:07 p.m. A meeting agenda, the previous meeting minutes, University Center Lobby Display Policy, University Center Mission Statement, Student Government Club Kiosk Policy, and an addendum to the University Center Scheduling Policy were distributed.
Approval of minutes 3/20/03. Jeff asked that the previous meeting minutes be reviewed. Randy Cubero moved to approve the minutes with no changes and Mary Yates seconded the motion. The vote was to approve.
By-Law Changes Approved by UCCS Student Government. Jeff noted that the changes to the University Center Advisory Board By-Laws were approved by Student Government on May 2, 2003.
Food Service Contract Completed – notice about exclusivity in fall. Jeff noted that the Food Service Contract with Sodexho has gained all signature approvals. The commission percentage will be readjusted to the correct percent and Sodexho will cut a check for the difference.
The exclusivity clause in the Food Service Contract with Sodexho notes that Breckenridge and the Lodge in the Housing Village are included with the University Center in the clause. Sodexho acknowledges that pizza parties and similar events are not usually catered by them. Jeff noted that he will email the campus at the start of Fall 2003 to update the campus on the exclusivity clause in the Food Service Contract with Sodexho.
Jeff noted that the Columbine Coffee cart is now serving Seattle's Best coffee and that Sodexho is reporting an increase in sales. He reported the survey that was conducted and it's results. Randy asked if the University Center has any concerns about the service that Sodexho provides. Jeff noted that most of the results are positive.
Lobby Display Policy Approval. Jeff explained that departments have requested displays in the University Center and that this policy is based on the input from this Board for a proposed policy for placement of display materials. The members reviewed the proposed policy. Ron Wisner asked if there will be a preference given to table rental vs. display in same space. Gayla Gallegos noted that there will be not conflict and that both will be able to be placed without impeding traffic. A discussion ensued and it was decided that University Center staff will coordinate the display placement. The members approved the policy with noted changes. (Please see attached.)
Student Government Kiosk Decorating Policy Approval. Jeff asked the members to review the policy. A discussion ensued of painting the space by clubs or organizations and whether there should be an approval for what design/color is to be painted. Jeff noted that he will make these revisions to the policy and bring it back for the Board's review.
Mission Statement Change Approval. The members reviewed the proposed mission statement and approved with amendments to grammar and punctuation.
University Hall rental. Jeff noted that certain dates will be made available by Theaterworks for the use of University Hall. University Center Scheduling Office would then be able to reserve the space for events during those specified dates.
Jeff announced that the NACAS 2003 National Conference will be held at the Broadmoor in Colorado Springs, November 2 – 5. Monday, November 3, a tour of the University will be given.
Administrative Unit Reservation Policy. Jeff noted that based on requests from administrative departments for room reservations an addendum to the Room Rental Policy is proposed. Randy asked if the addendum encompasses gym usage and Jeff noted that it does. The members reviewed the proposal and voted to approve.
Anthony Martinez for the Bookstore. He noted that book buy back is May 12 – 20, 2003. He stated that the bookstore buy back books at a higher pay than wholesalers. He announced that during this time there will be an increase in traffic in and out of the shipping/receiving dock.
Mary Yates for Campus Life. She noted that ROAR Daze went well and that the final event this semester for Campus Life is the Everclear concert at the City Auditorium.
Randy Cubero for Intercollegiate Athletics. He noted that the Golf Team went to finals last year and may this year. The scholarship has been eased by the use of reserve monies. He announced an awards banquet this Saturday at the Cheyenne Mountain Conference Center.
Gayla Gallegos for Scheduling. She announced the upcoming Graduate Breakfast and Cap and Gown events.
Ron Wisner for Dean of Students. He noted an appreciation to Jeff for the display of the Veteran's Affairs Yellow Ribbon Presentation.
Jeff thanked all of the board members for their input and attendance throughout the year.
Meeting adjourned 4:10 p.m. The next UCAB meeting will be announced in Fall 2003.
Attachments: University of Colorado at Colorado Springs or University of Colorado System Administrative Unit Room Reservations in the University Center; University Center Lobby Displays; Student Government Kiosk Decorating Policy; University Center Mission Statement and Operating Philosophy
Respectfully submitted by Samantha Villarreal
University of Colorado at Colorado Springs or University of Colorado System Administrative Unit Room Reservations in the University Center/UCCS
1) room reservations made by a UCCS Administrative unit for a UC system function may be made up to six months in advance
2) administrative units are to be considered under department policies for normal operations/meetings
3) reservations involving the entire campus made by administrative units may be made six months in advance
Clubs/Organizations may "decorate/individualize" their specific desks as follows:
1) they can not suspend anything from the ceiling that significantly disrupts the air flow in the space
2) they can not suspend anything from the ceiling that significantly impairs the view across the room (impeding the ability of people to find other desk locations ) (impair ability for a direct visual of the fire alarm strobes)
3) they may paint the walls of the desk space (not the wall ends) as long as they are willing and able to reimburse the University Center for the cost of returning it to original when the desk space is allocated to a different club/organization
4) nothing can be done that impairs the safety of use by any other club/organization/individual
5) there will be no alteration made to the wall wood cap (drilling, nailing, etc)
6) design/color scheme to be approved by a committee consisting of the UCCS Student Government Co-Executives and the Director of Campus Life
University Center Lobby Displays
1) At no time will there be more that 3 displays at either location
2) The "In the University Center" display is not counted in the available space
3) Displays for entities housed in the University Center have first priority to space (i.e., Student Government, Bookstore, Athletics, Campus Activities Board)
4) Displays must be of importance to the entire student body
5) Displays are limited to a maximum period of 2 weeks
6) The University Center will provide display easels as needed
7) Solicitation tables in the second floor lobby take precedence over information displays
8) Displays too large for a regular easel must be self standing
9) Displays can not exceed 3' wide, 6' tall, and 3' deep (typical footprint of an easel)
10) Display placement is to be coordinated with the University Center staff
The mission of the University Center is to facilitate the educational process by providing opportunities for the university community to interact in a variety of formal and informal settings, to assist with student growth and the development of co-curricular cultural, social, educational, and recreational awareness.
The University Center serves as the community center for the University; serving students, faculty, staff, administration and guests. As the community center, the University Center complements the academic programs by providing support to the out-of-classroom experience through an extensive array of cultural, recreational, social and educational programs. The University Center is a student-centered organization that values participatory decision making and volunteerism. The University Center provides these programs through the services and facilities that are the University Center; the division of Campus Life including the Refuge for Organizations, Activities and Recreation (ROAR), Campus Activities Board, Student Government, Student Clubs and Organizations, Campus Recreation, the Scribe, Information Desk, meeting rooms, the game room/pub, food services, bookstore, the Stop & Paws Convenience Store, and the Copy Center.