Student Activities Council Meeting Minutes
August 29, 2012
Call to Order
3:00PM
Roll Call
(Present) Blake Barlow, Elizabeth Bousson, Keenan Collins, Margaret Gill, Becky Griesmer, Katie
Keller, Rob Kelly, Ian Kerley, Kelly Kleier, Becca Longville, Collin Neri, Jacquelyn Reineke, Colleen
Reynolds, Kate Sabetta, Katie Schad, LeeAnn Scherbauer, Kevin Tighe, Kaitlin Whelan (Excused)
Abbie Kinnett (Absent) Kelly Kleier
Prayer
Approval of minutes
8/22/2012 minutes were not approved pending addition of all reports
Public Forum
Molly Dugan
Introduction, new Board of Elections advisor and Senior Week advisor
Pat Schlembach
Introduction, New Student Conduct Liaison
Tapuwa Chikwinya
Dead Sea Scrolls coming to Cincinnati, recommend SAC send students on buses. BSA labor day
icebreaker.
Margret Gill
Resigning
Leeann Scherbauer on behalf of Abbie Kinnett
Seeking associate SACer status
Dustin Lewis
Will need to leave the meeting early
Needom Mitchell
Introduction, Senate Coordinator
Kevin Tighe
Center for the Study of the American Dream
Review of the Budget
Crystal Guffey
Report of the SGA Executives
Matt Morefield
I hope everyone’s week is going well. We only have a couple things to say today. Seth and I met with
SAAC (Student Athletic Advisory Committee) to see what the student athletes want from SGA. One of
their big things is their dodge ball tournament on September 28. They are interested in SACers help if
anyone or any committee is interested. Please let me know.
Student Activities Council Meeting Minutes
August 29, 2012
Street signs are going up on the blue route this week. We are working on the rest of the routes still.
Anyone have any ideas – we are working on a new list of projects.
Would like to collaborate with the student athlete society
Report of the SAC Chair
LeeAnn Scherbauer
SAC! What’s up?!
I have a few announcements and items to review with you today so bear with me.
First, Abbie and Margaret are excused for class. Also, Elizabeth, Ian, and Rob are excused for BUAD
class at 4pm today. Katie K. is excused at 4:45 to meet with a professor.
My next announcement is a thank you to Jacquelyn, Margaret, and Ian for helping collapse all the
tables after Club Day. You were a great help and clean up wouldn’t have happened without!
Congrats, Kaitlin, for being the first to enter office hours into OrgSync!
Also, I just want everyone to know my policy for late proposals this year. I will waive one late
proposal from each committee. This week I have waived Life & Cultures and we do not need to
suspend the Rules of Order.
I found a mentor folder in the office. I’m not sure whose it is, but if you’re missing one it is sitting in
my mailbox.
Congrats on all the successful events this past week. I’m so proud of your hard work and I could not
have hoped for a better turn out. However, I would like to remind you all that set-up and clean-up are
important parts of the event as well and we need many hands to make them go faster. After an event,
we all want to go home and the more people we have to help clean up the faster we can all leave.
Therefore, be cognizant of when other committees need help with clean up.
Now, this discussion leads me to my next item. Please pull out your binders and open them to the first
page. I would like to review the expectations sheet of a S.A.C. Member. If you do agree with the
outlined agreement as stated in our Rules of Order, please, sign the first copy and pass them forward
to me. Disregard point d under other. I had printed these sheets before I fully understood that the
tabling program would not work with the busy schedules we lead so it will not be an expectation that I
would like you to meet. However, if you agree to all other statements in this expectation please sign.
Keep the second copy for yourself as a reminder of your commitment and expectations.
Okay for the rest of the binder, I would like to now briefly go through it, so you know what is all
inside.
1)
The Calendar: know what S.A.C. is doing. All the events for the semester are listed on the
calendar. There are always event that are going to need a lot of help to execute properly and others
that will not need as many. Therefore, realize what dates you should keep free to be a volunteer for
S.A.C. events.
2)
The next two sheets are Contacts: the first is everyone on S.A.C. I would recommend you
enter everyone’s phone number into your phone. That way you will never be without a S.A.C.
member’s number when you need it. The second sheet is just helpful contacts for S.G.A. and for event
planning.
3)
The next sheet is a helpful guide to event planning. Read this over and it will hopefully help
you remember everything you need to do to have a successful event.
4)
The next three forms are an example of a blank proposal, a blank promo sheet, and an event
and promotions checklist. Use these to facilitate your event planning and your event is practically
guaranteed for a successful event!
5)
Financial Forms: we will go through this more at workshop, but in the meantime if you need
help filling out a form, this packet will help you out.
6)
OrgSync: we will also being going over this at workshop but this is a helpful guide to the
basics.
a.
It has step by step instructions of where to go to enter event information into the calendar,
create polls for students to share their opinions, fill out timesheets, and find helpful forms for events.
Student Activities Council Meeting Minutes
August 29, 2012
b.
There is also an example of a timesheet that is how to best fill out what you are doing during
office hours.
7)
SAC Meeting Information: the next two sheets help explain what is going on in the meeting
and the appropriate parliamentary procedure. If you are ever confused, use these documents to help
you out during the meeting.
8)
Constitution and Rules of Order: these documents explain how we operate our Organization.
We are in review year, so these documents will be changing. However, it is helpful if you know some
of the basics and I would recommend you read them over. If you ever can’t sleep, these might be
good bed time reading. In addition, I will give you a new copy of the Rules of Order once the first
years join the board. Therefore, be patient with not having the most complete version but it is coming
soon.
That’s it for the binder; use it wisely and effectively.
Mentors encourage your mentee to talk in the meeting today. Several of your assignment tasks are
due to me today!
Thanks for listening. I know it was long, but have a great rest of the week!
Report of Advisor
Dustin Lewis
First off, the bottles that are at your seat are for you to take home and enjoy. These were Club Day
giveaways that arrived late in shipment, but the good news is that because they were not here on
time – they are now free!
For your Senate Minute, I have some updates on what individual senators are currently working on for
their projects:
•
Bush – Phone Charger Station or Cord Rental in Gallagher Student Center
•
Chikwinya – Better marketing and promotions for the airport shuttles
•
Dziedizic – Working with IT to better communicate to students about the changes made this
summer to the wireless networks
•
Martin – NBC Sports Network is now on campus (Channel 96)
•
Roveda – Buenger and Kuhlman Chapels are set to be renovated and restored this fall,
including new furniture, new carpet, new walls, new artwork and new crosses.
Regarding the SAC binders that LeeAnn distributed to all of you today – it is your responsibility to
bring that binder to meetings and to have access to this information at all times. Please use the
binder – she did not include any information that you will NOT need for this year. Please reference the
Rules of Order when we are discussing procedures in meetings and don’t just go off of someone else’s
memory...you have your very own copy right in front of you.
The Liberty System that SAC owns is for SGA and SAC only. It is not for any other clubs to check out
or borrow. Please direct other clubs downstairs to the Welcome Desk. SGA bought the liberty
systems that they check out at the welcome desk for clubs several years back and the purpose of SGA
having our own is that we have access to at least one nice working system at any given time for our
own activities.
Please double check the room reservations on your upcoming events. I did make many GSC
reservations for SAC last spring, based on the events and details from planning day, but it is still your
responsibility to double check that those are all set and that you’re good to go. Please check with
Debbie Romanello if you have an upcoming event in Gallagher or with Dave Zlatic if your event is in
the Theater. As for other spaces (such as Kennedy and Kelley), you will need to make a reservation
with Nicole Hosking in the Registrar’s Office.
Student Activities Council Meeting Minutes
August 29, 2012
Just a reminder about supporting events and buses – for all of our bused events, you do need to have
identified SAC volunteers who will be working the actual event – not just going. With regard to buses,
if you have an event where attendance is lower than anticipated, let the drivers know to just go home.
We will receive a discount for any buses we release early and can save money. An example would be
the fireworks this weekend – we have 12 buses but if we only use 7, send the other 5 home. Please
let Crystal and I know anytime you release a bus early so that we make sure that the amount paid is
the correct amount. Another bus reminder – we must hand out bus cards for any event that includes
buses. These cards should have a contact number of the SAC event chair (in case of emergency) and
also a number for a taxi cab – in case they miss the bus home.
The SAC Closet is for SGA use only. Please do not allow any other groups to access the items in that
closet without permission from LeeAnn, Crystal or myself. There have been a number of clubs helping
themselves to resources in the SAC Closet. This is why we built the Club Space – to give them access
to materials on their own.
Kelsey – please remember to see Crystal or I soon to get start up cash for the Reds ticket sales.
NACA (National Association for Campus Activities) fall conference will be in Grand Rapids, Michigan.
We plan on leaving on Halloween (Wednesday, October 31st) and returning on Sunday, November
4th. This conference would be all expenses paid and I encourage you to attend. Please let me know
by show of hands who is interested in possibly attending NACA this fall?
(Becky, Whitney, Jacquelyn, Collin, Tiffany, Keenan, Becca and Kaitlin) Most likely LeeAnn, Morgan,
Kevin and Katie Keller will be attending as they have been accepted to present sessions at the
conference – please congratulate them!
Muskies After Dark went well this past weekend. I just want to thank everyone for their hard work
and the long night that we all pulled together. Please remember – MAD is a signature SAC event. It
is something that we are offering 4 times this year and it truly does make a difference. I’ve had
numerous hall directors tell me that when we have a MAD, the number of incidents in the hall is
dramatically decreased. The work we are doing does make a difference and does give Xavier students
a free, safe, fun, Friday night experience on campus.
Remember that I am out until next Thursday and will not be accessible by phone or email. It’s my
30th birthday in Vegas! Have a great week and see you next Thursday!
Do you think it would beneficial to add chaperone clause into rules of order? Yes.
Why Dayton airport shuttle removed? Offering looping shuttle, is not cost effective to offer Dayton,
very few students have used in past, better use of student money.
Did you know in order to not add buses to Dayton, would have to amend budget? Not the case.
Report of the SGA Resource Assistant
Crystal Guffey
Opinion Entries
Leeann, for Abbie Kinnett
Dear Fellow SAC members,
I sadly must resign from my voting position in SAC due to the fact that I have class from 3:00-5:15
on Wednesdays and am not able to attend any meetings. I am however, still very interested in being
an Associate SAC member. I would love to continue to work with the publicity committee in
contributing to to all the wonderful things SAC accomplishes throughout the year by entering the trial
period of three weeks necessary to become an Associate member. Thank you.
Student Activities Council Meeting Minutes
August 29, 2012
Margret Gill
resigning
Proposals
Cristela Alonzo
Date & Time: 9/21/2012
Location: GSC
Estimated Attendance: 150+ students
Event Description: Cristela Alonzo will be performing a stand-up routine.
Budget Requested from: Concerts Committee
Cost Breakdown:
Logistics:
Promotions:
$300
$60
Total:
$360
Friendly amendment to $60
Debate
Sol interested in collaborating, September is Hispanic heritage month.
Passed
Oktoberfest
Date: Saturday, September 22
Time: 6:00-10:00pm Looping Bus
Location: Fountain Square
Est. Attendance:
Event Description: Oktoberfest is a Cincinnati event that is held in Fountain Square. S.A.C. would be
providing a looping bus for students to come and go as they please. One bus will be provided to meet
in a specific location at both the sites of Xavier for departure and return and a specific location at
Oktoberfest as well.
Cost Breakdown:
Promo
Looping Bus
Total:
Passed
$65.00
$250.00
$315.00
Closed Executive Session
Failed
Open Executive Session
Passed
Executive Session Closed
Straw poll: Prefer Seth comes to meetings - 17, Will try this it out - 7
Blast from the past
South Jordan/Cincinnati Night: 600 people came, thanks for those who helped out.
Student Activities Council Meeting Minutes
August 29, 2012
LNM, The Avengers - Thursday - Saturday
MAD - around 750' people seemed to stay longer at this MAD.
Jason Mraz - thanks for those who helped out last min.
Here and now
Cinnabons Late Night Snack
WEBN Fireworks
Committee Reports
Publicity
Sorry I had to leave early for the BUAD Junior orientation. Publicity has just been working on the usual
promos. This weekend we need promo checklists from Late Night Snack: Multicultural Food Fair, Boat
Dance, and the Trip to Concert on the Square. We will not be having a meeting this weekend due to it
being a holiday weekend and I assume many of you will be out of town. However, I will be in town if
you would like to meet with me. If this weekend doesn’t work for you just let me know and we can
arrange something. Publicity, look out for an email from me sometime later this week.
Late Night Programming
Late night had a great week and I am extremely thankful to Whitney, Rob, and Elizabeth for all their
hard work these first two weeks of school. Three events within a week has been a little overwhelming
but they have been terrific. Rob and Whitney are all ready for Cinnabon tomorrow. Thank you for
signing up to help. Elizabeth is all set up for laser tag next Wednesday. Thank you for signing up for
that as well. We are not sure how the volunteer process will work but once we find out we will send
out an email or explain it next week. Promo for 5 year engagement is in and, as Blake’s old mentor, I
just want to say that he did a phenomenal job on his first promo! Next week you’ll be seeing the next
Muskies After Dark proposal and the next late night movie. It is never ending from Late Night!
Do you think student body might be interested in election programming or live feed?
Have been talking to senators about info session or viewing party.
Straw poll 1 party -7, two parties - 6, 0 parties, - 6
Concerts
Can you use something else besides OrgSync, no one uses it?
We could do programming or tabling to promote.
Campus Traditions
As you all know The WEBN Firework Labor Day Show is this Sunday, September 2 nd. We have ordered
12 buses and are planning on transporting between 500-600 students. Students should meet at 7:30
p.m. in the Residential Mall near the volleyball courts in order to get a seat on the bus, as we will load
buses on a first come, first serve basis. The event is free to all students! Coolers of any kind will not
be permitted on the buses.
We would love to see a large crew from SGA at the fireworks! We would also like to have two SGA
members on each bus. Please let me know if you are available to attend the event. Also, please tell
you friends to attend the fireworks show! It is sure to be a blast! Thank you for all of your help with
SGA!
Will you be proposing for that? No, it is line item.
Student Activities Council Meeting Minutes
August 29, 2012
Life & Culture
Kudos to Becky for her first event of the semester with Cincinnati Night ft. South Jordan!
Thank you for passing Oktoberfest today.
We will be selling tickets for the Sept. 7th Red’s Game Friday Aug. 31st from 1:00-3:00 in GSC for $2.
The only people attending the event on FB are SGA members and we have 180 tickets to sell so
please tell your friends and actually add them on FB!
Ride the Ducks ticket sales will be Sept. 10th from 1:00-3:00 and the event is Sept. 14th. Is promo
in?
I will be in contact with SAAC for their Dodge ball event and I will be in contact with Ian for creating
promo using the same design on their t-shirt. Ps. they will be changing the date from Sept. 29th so I
will keep you posted on that.
Are we planning on doing a Multicultural Late Night Snack?
Contact res life so they know about reds game. Many students who wanted to go to the res life reds
game, did not get to go. We have been bumped from our multicultural food fair Xavier yard
reservation.
Straw Poll on if we would like to have an event for the Dead Sea Scrolls in November?
Straw poll: go to dead sea scrolls - 8, opposed - 11
Financial Affairs Committee
Closing Sentiments
Cynthia Bear was given to Jacquelyn. What has been the best part of the first two weeks, what are
you looking forward to?
Adjourned: (4:48)