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Section 7: Department of Sections & Committees

Guidelines for Use of Bar Services & Staff

Office Hours. The DBA hours are from 8 a.m. to 5 p.m., Monday through Friday. The DBA staff must be notified when meetings are scheduled at the DBA office, especially at times other than normal working hours as notice must be given to the building security to arrange to be here or open the office.

Conference Rooms. The DBA has five conference rooms available by appointment on the 9th floor. The conference room capacities are: one conference room will accommodate 30 persons, two rooms will accommodate 20 each, another 12 and the smallest will accomodate 4.

Non-Smoking Offices/Meetings. The DBA offices are designated as being a non-smoking environment. All of the conference rooms are also non-smoking areas.

Parking Validation. The DBA will validate members' parking coupons when visiting the DBA office for Committee Meetings.

Phones/Offices. Generally, there are phones and/or an office available on a temporary basis for members to use. Please ask the staff to locate a vacant office/phone for you.

Refreshments. The area outside of the conference rooms is equipped with a coffee maker, water, refrigerator and sink. Coffee is available to members and visitors at no cost. Soft drinks may be purchased from the machine in the kitchen.

Staff Assistance. The DBA staff is available to assist committees and sections in the following ways:

  • Reserve conference rooms for meetings. Reservations should be requested through the DBA staff as far in advance of each meeting as possible to avoid conflicts in scheduling.
     
  • Send out notices of meetings if notified to do so within a reasonable period of time prior to the meeting. We suggest at least three weeks advance notice to give members adequate time to plan. The Colorado Supreme Court requires 2 weeks notice to ensure time to grant CLE credit for an event.
     
  • Reproduce and distribute meeting minutes to committee members. It is the responsibility of the committee to take and prepare minutes.

Finance Department

1. Committees that need funds only for mailing notices and conference calls have a budget of zero as these expenses now come out of the General Committee Budget for all the committees.
 
2. Committees that have ongoing projects have been assigned budget based on last year.  For new projects that come up during the year, you can request funds from the Committee Contingency Budget. These requests will be reviewed quickly so that you can start on your projects.  Requests for less that a $1000 go to the Executive Director and those larger will go to the Executive Council.  New projects that do not require additional funds must be approved by the Deputy Executive Director.
 
3. Committee funds are not to be used to provide free CLE programs.  All CLE programs should be self-supporting by charging an appropriate fee .
 
4. Committee funds are not to be used to provide free lunches to committee members.  Staff can assist in ordering lunches and those attending will be required to pay for their lunch.
 
5. Committee funds are not to be used to make donations to charitable activities or other organizations.  Activities designed to be fund raisers can only give the charity the net after all expenses.
 
6. Staff is available to send out meeting notices and to assist in meeting setup and general coordination.  Staff is not available to take minutes of the meetings, generate information for the website or handle other administrative tasks that can be divided up between committee members.  If you put the people on your committee to work, your committee will have increased attendance and the committee will accomplish more during the year. 

Committee Preference Sheet