Student Activities Council Meeting Minutes
August 22, 2012
Call to Order
3:00PM
Roll Call
(Present) Blake Barlow, Elizabeth Bousson, 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) Keenan Collins, Kelsey
Kirkegaard, Morgan Zuziak, Abbie Kinnett (Absent) Tiffany Hudson, Whitney Rohr
Prayer
Given by Kate Sabetta
Approval of minutes
4/25/2012 minutes were approved without change
Public Forum
Pat Schlembach
Introduction, New Student Conduct Liaison
Review of the Budget
Crystal Guffey
Report of the SGA Executives
Matt Morefield
Unlimbering printing as of now
Do you feel like Kristin will not know what's going on with SAC?
Do not think it will be an issue will change if it is.
It was a good opportunity to see what all of you are doing.
Will be around office 24 7, will see how this goes.
Report of the SAC Chair
LeeAnn Scherbauer
I can’t believe it is the beginning of the new school year and we have our first event today!! I’m truly
excited to get this year rolling and see the amazing events come to fruition that each of you will be
chairing.
Great job on all the work each of you have done this summer for the events in the coming weeks.
Next, I
1)
2)
3)
4)
would like to inform you briefly on what I have been doing this summer:
Divided the discretionary dollars for each committee to have a budget
Created the new Mentor Program and have continued to follow through on its development
Worked with Publicity to create the T-shirts you are wearing today.
Planned the bonding event for Sunday, September 16th. We will meet on the Sand Volleyball
courts and play for a little while and have pizza afterwards. Meet @ 4pm.
5) Worked with Publicity and Needom to create the new flyer for SAC and Senate.
6) Outlined Workshop for September 9th. Make sure this date is on your calendar. I have been
working with the Chairs for Workshop as well.
7) I worked with Needom to have Club Day promotions ordered. We will be passing out water
bottles with the S.G.A. logo on them. Please sign up on this sheet. We need workers from 9am
to 2pm.
Student Activities Council Meeting Minutes
August 22, 2012
8) I uploaded the S.A.C. application to OrgSync. It is available to all First Year students and
Transfers. Please let anyone know that is interested that they can find the application on the
website: www.xavier.edu/sac
9) Here are your binders. They hopefully have everything that you will ever need in them. I tried
to think of everything…
10) I had one-on-one meetings with each of the chairs at the end of the summer to stay updated
on what all of you have been doing this summer.
11) Lastly, I worked on updating the Rules of Order. Hence, why we are putting some of the
Chapters up for a vote today. The Associate S.A.C. Member Chapter was crafted with the
Chairs and the Appointment Procedure was reexamined by me, Morgan, Matt, & Dustin. I look
forward to hearing your questions and comments on the revisions.
Chairs – we don’t have a meeting time at the moment. We do not have a like time on the
whenisgood.net. We can talk more about this later, but I just wanted to let you know.
Please fill out your office hour on this sheet. You may hold your office hour during the hours of 8am
and 5pm M-F.
Lastly, I have the Snacks for S.A.C. sign-up sheet. Mentors remember to sign-up with your mentee.
I think that’s it for me. Have a great week!
Report of Advisor
Dustin Lewis
Dean of students new position, why?
Too much work for one person, role beyond one person ability. Decided to get sole person for conduct
role.
Report of the SGA Resource Assistant
Crystal Guffey
Opinion Entries
LeeAnn Scherbauer, for Abbie Kennett
I must leave early from this and every meeting due to the fact that I have class from 3:00-5:15.
Although I would love to be a full member of SAC, due to the fact that I am unable to attend the
meetings I am now waiting to resign pending the Associate Member Section update to the Rules of
Order. Hopefully, I can then have a movement to become an associate member enabling me to still
participate and contribute to the publicity committee in making sure that all the other committees'
hard work is advertised to the student body.
Has class, waiting to resign, wants to be sac associate.
Margret Gill
Not Emailed
Has class during meetings wants to be an associate SACer
Proposals
Rules of order suspended
To vote on proposals
Rap battle
(See below for description)
Date & Time: September 12, 2012
Student Activities Council Meeting Minutes
August 22, 2012
Location: GSC Atrium
Rain Site: GSC Atrium
Est. Attendance: 350-400
Event Description: There will be a stage inside the GSC Atrium (rented from Physical Plant). Various
students will get the chance to show off their freestyle raps on stage in front of the audience. We will
have our liberty system set-up along with our microphones, etc. We will be sending out e-mails and
asking people we know who freestyle to perform at the event. Our goal is to have 3-5 set students to
perform before the actual event – but we will also have open mic.
Budget Requested From: Concerts Committee
Cost Breakdown:
Prizes
$200.00
Item Description: We are going to do music themed/giftcards for prizes.
Promotions
$60.00
Item Description: Fliers yo.
Contingency Amount (5%):
$20.00
Total:
$280.00
(Initial Questions)
what time? Have not decided, evening
Students in. Ind to invite.
Yes, in contact with students and dj
Try out? Haven't consider try outs yet.
Who decides prizes.? Thinking about having judges or having crowd based.
Rules? Yes, some censorship, having them sign a form, will not be eligible to win prizes.
Regulations on profanity from last years concerts? No regulation, they knew expectations.
As advisor concerned about the speech, or words that put down a group of people, bias racism, etc.
(Debate and Discussion)
Not sure that contract might be overkill, discussion may be enough.
We cannot buy anymore gift cards as prizes or a way to pay people. University policy.
Debate Ended
Passed
Late Night Movie
(See below for description)
Event: Late Night Movie
Date: September 13-15
Time: 11pm Thursday – Saturday
Location: GSC Theater
Est. Attendance: Avg. 100 per showing
Event Description: Late Night Movie of the board’s choice in the GSC Theater.
Total Amount Proposed: 1,200
Budget Requested from Late Night Programming
Cost Breakdown:
Student Activities Council Meeting Minutes
August 22, 2012
Movie Rights
Theater Costs
Movie Posters
Promotions
Initial questions
Debate and discussion
Debate ended
Passed
$930
$200
$10
$60
Chapter 2 Rules of Order
(See below for description)
Initial Questions
Senate can be overruled. Same in constitution.
Yields to it, adheres to constitution
Section 3, thought about having someone fill in their place?
We didn't think person could be unbiased make decisions.
Debate
Debate ended
Passed
Chapter 4 Committee Chairs
(See below for description)
Initial Questions
Can you explain why we are doing this?
Sac rules of order are not current to what we are actually doing. Just updating big stuff so we can
operate more efficiently
Debate
Debate ended
Passed
Chapter 8 SAC Voting Members
(See below for description)
Initial Questions
8-7 office hours, amend?
No
We need to be here 3-5 or the entire sac meeting?
After five ok, even thou it says 6
Friendly amendment to change to say 3-5pm.
Do sac meetings go over a lot? Occasionally
Can still conduct meeting .
With this new time period, committee chair may not be here to give reports. This was a problem last
year. Can we add committee chairs are not allowed to leave early.
This would rarely be a problem, chairs can have report read for them in that case.
Friendly amendment if member has a conflict
Debate
Debate ended.
Passed
Chapter 11 Rules of Order
Student Activities Council Meeting Minutes
August 22, 2012
Move to table
Motion failed
Chapter 13 Associate SAC Members
(See below for description)
Initial Questions
Debate
Debated ended.
Passed
Blast from the Past
Here and Now
South Jordan/Taste of Cincinnati
Late Night Movie: Avengers
Tickets for Jason Mraz
How many tickets? 130
Have received a lot of emails about this, should be really popular/successful.
Committee Reports
Publicity
Publicity has been very busy during the summer mainly getting promos ready for the first 2 weeks of
school! Other than the first events of the year we have worked on promotional materials for the Spirit
Celebration, the SAC t-shirts which I hope you like, and some social media stuff among other things.
Blake has been working very hard with the social media campaign and has organized a couple other
things like getting Coke to come to campus for give ways. In fact, it is happening for the first time on
Thursday and SAC will be recognized as the group who brought them, so look out for that. By the end
of today I need promo checklists for Rap Battles, Late Night Movie, and Ride the Ducks. The Events
that should be meeting with Publicity this weekend are Christela Alonzo comedy show and Oktoberfest
(I already have the checklist if you don’t feel the need to meet). As always we meet at 7:00pm on
Sunday evenings. One last thing, if Publicity could hang around for a couple minutes after the meeting
so just we can all touch base that would be great, Thanks.
Late Night Programming
Late night is off and running. We had our first committee meeting on Monday and looked at our next
four events coming up. Our first priority is to put on a great MAD on Friday! Thank you for signing up
to help with that. We will be meeting in the SGA office at 730 and then we will split up to start setting
up. Please wear your shirts. Whitney and Rob have been working hard on the first late night snack. It
has changed to Cinnabon and it should go over very well. Elizabeth has been working on bringing laser
tag to campus and there has already been a great deal of interest. Thank you for passing the
September late night movie. The five-year engagement is hysterical and Whitney will be happy when I
tell her that was the winning title! That's it for now. Have a great week!
Concerts
I hope you all had a great summer and I am excited that we are all back and starting off the year
tonight with the Cincinnati Night feat. South Jordan event.
Student Activities Council Meeting Minutes
August 22, 2012
Cincinnati Night feat. South Jordan: Thank you Colleen, Jacquelyn, Matt, Seth (etc…) for helping load
in for the concert tonight. I really appreciate it!! I’ve been in touch with Jesse Feister (a band member
– maybe the drummer? I’m not exactly sure) and he said they are all excited for tonight and he is
actually from Cincinnati and went to St. X so he is excited to play in his home town and he is happy
we are giving out free yummy Cincinnati food – so they are looking forward to tonight! We don’t need
much other help with the concert tonight other than load out at 8:30pm so if you are free please come
out and help with that! We look forward to seeing you all there tonight.
Jason Mraz feat Cristina Perri Concert: As you all know we will be selling Jason Mraz concert tickets
tomorrow on the 1st floor of GSC starting at 5:00pm. We have made numbers to represent each ticket
– if we give out all of the numbers before 5:00p.m. – we will start giving away tickets earlier because
essentially all of our tickets would be given away at that point anyway. We still need 2-3 people to
help out with ticket sales tomorrow – you would need to be there around 4:15/4:30 just to check out
the crowd and start handing out ticket numbers. Also, for the day of concert we will be handing out
these taxi tickets that the execs had made, just in case students happen to miss the bus.
Rap Battle: (only read if rap battle is passed haha) Thanks for passing our Rap Battle proposal today!
Large Concert: Due to the lack of Fall dates we have `decided to move the large concert to the
Spring. We still don’t have a date because we have to wait for the Basketball schedule to come out. I
have been in touch with Mike Dunn from Cintas though so he will let me know what’s available when
the schedule comes out. Also, regarding an artist – after I finished compiling all the survey results our
top artist only got 124 votes which is extremely insignificant compared to the amount of students that
we have at X – therefore, we have decided to do another survey as well. Concerts committee is going
to choose 5-7 artists or groups of artists and send out a survey with those 5-7 choices on it and we
will have students choose their favorite from there – that way we are sending out the message that
one of those choices will definitely be coming to Xavier. We don’t want students to be blind-sided by
the choice of concert so we thought this was a better way to let other students have a more significant
part in choosing the artist/performer for the major concert.
A next survey, artist picked out? No.
Did you know Mt. St. Joe wants to get in contact with you to collaborate shows/tickets?
Campus Traditions
Hi SAC! I hope everyone had a fantastic summer. Special thanks to all of Campus Traditions for all of
their hard work so far. We have a few big announcements. First of all, we have our fall lecture on lock.
Please remember to keep the name confidential until our big reveal. The date is October 29th at 7pm,
and we're really excited about the variety of clubs and organizations we will be collaborating with.
Another big change for Campus Traditions is moving Boat Dane to the fall this year. This will be
replacing our annual fall ball and hopefully increasing attendance. Kevin and Kaitlin have been working
really hard on making this happen, and it's looking like we'll be going with a Masquerade theme! The
date for the event is September 28th. Just a reminder that WEBN Fireworks is coming up on Labor
Day weekend. We originally thought it was on the Monday, but the event will actually be on Sunday
September 2nd. Kelly has done a great job with this event, and I hope you all can make it. That's all
of the updates I have for now, and I hope you all have a great first week of classes!
Date for boat dance Sept. 28th mascaraed theme
We are collaborating with other groups for lecture
Serving food at boat dance? Yes
Life & Culture
Welcome back, I hope everyone had an awesome summer!
Tonight is Cincinnati Night ft. South Jordan at 7pm on the Green space, so thank you for volunteering
to help I look forward to seeing you all tonight.
Student Activities Council Meeting Minutes
August 22, 2012
L & C had our first meeting today and our meetings will continue to be Wednesdays at 2:30pm if you
would like to stop by.
Our next event will be the Red’s Game! The promo is up and looking great, but we need everyone to
invite their friends on FB!! We want to make sure people do not confuse this event with the freshman
going to the Red’s game this Friday. Ticket sales will be Aug. 30th from 1:00-3:00 and the event is
Sept. 7th leaving at 6:30.
Our 3rd event this semester will be “Ride the Ducks” and we will be having ticket sales Sept. 10 th from
1:00-3:00pm.
To Ian: What is going on with the promo? Contact Tiffany if you did not get all of the information.
This Sunday Katie S. will send in her proposal for Oktoberfest buses and she will propose for the event
next Wednesday!
Financial Affairs Committee
I know I’ve seen and said hello to a few of you, but to the rest, welcome back and I hope you had a
good summer. Mine went well. I worked a lot but had some fun at the same time.
As per FAC stuff that was worked on this summer, Drew and I talked a lot. Not only did we talk
though, but we accomplished quite a few things as well, in addition to beginning other projects. The
biggest thing that has been established is our theme, which is: it’s a new year; a new FAC. Every and
anything is subject to change so we can be the best committee to serve our fellow students. Keeping
that in mind, here’s a summary of a few things we’ve been doing over the summer:
-We’ve begun the FAC Constitutional Review process. All Committee Members read through the
document and provided their feedback. Next week we will be meeting to establish the timeline for the
process so to get this done quickly.
-We’re back to the drawing board when it comes to the club budget request and allocation process, as
well as the Special Request process. Our plans are not developed enough to share just yet, but we’d
love to hear any and every thought in relation to those.
-Club Workshop is going well. We’re doing a much more interactive approach that club executives
seem to be responding to well.
-We have been receiving and responding to over 20 different inquiries over the summer, including an
attempt to make a special request, which we had to decline because we weren’t in session.
-We are trying to make club executives have access to their club banner accounts via OrgSync so they
are aware of their account status without contacting Dustin, Crystal, Drew or me.
So that’s it for now. If you have any questions feel free to ask now or contact Drew or me at any
point. Our goal with this year is to make FAC a committee other students like, trust and want to come
to.
Closing Sentiments
Cynthia Bear was given to publicity committee, Favorite thing you did over the summer?
Adjourned: (5:05PM)
CHAPTER TWO: APPOINTMENT PROCEDURE
Section One:
To be eligible to be a Voting Member of the S.A.C., students must be able to fulfill the
expectations outlined in Chapter Eight. Interested student must fill out an application and
interview through the S.A.C. Selection Committee in accordance with these Rules of Order.
Student Activities Council Meeting Minutes
August 22, 2012
Section Two:
There shall be two (2) scheduled selection processes, one in the fall and one in the spring. The
fall selection process shall only be open to first year and transfer students. The spring selection
process shall be open to all current students. Current students may only apply during the fall
selection process, if a Voting Member of the S.A.C. resigns or is removed and all potential
replacements have been exhausted in accordance with Chapter Two, Section Eight. S.A.C.
Applications shall be made available by the S.A.C. Chair. S.A.C. Applications should be
available for the fall and spring selection processes for at least three (3) weeks before the
deadline.
Section Three:
The S.A.C. Selection Committee shall consist of the Advisor of the S.A.C., the current A.V.P.,
the current Chair of the S.A.C., a non-returning S.A.C. Voting Member who has served for three
(3) semesters on the S.A.C. appointed by the Chair of the Selection Committee, and a fifth
member determined by the time of the selection period. The Chair of the S.A.C. shall be the
Chair of the Selection Committee. All five individuals of the Selection Committee shall have a
vote. Each Member of the Committee must vote for or against all participating applicants in
which he or she interviews. Only if a Selection Committee Member is absent during an interview
of one of the applicants, he or she will not vote.
During the fall selection process, the fifth member appointed to the Selection Committee, shall
be a Committee Chair, who has served at least three (3) semesters on the S.A.C., and shall be
appointed by the Chair of the Selection Committee. In the spring selection process, the fifth
member of the Selection Committee shall be the A.V.P-elect. In the event that any Member of
the Selection Committee plans to reapply, their position should be filled by a non-returning
S.A.C. Voting Member who has served on the S.A.C. for a minimum of three (3) semesters and
is appointed by the Chair of the Selection Committee. If this is the case for the Chair of the
S.A.C., the current A.V.P. should assume the role of the S.A.C. Selection Committee Chair.
Section Four:
The Chair of the S.A.C. shall be responsible for creating the S.A.C. application. The application
must be approved by the Advisor of the S.A.C. prior to being made available to applicants, and
must include a description of all time commitments involved as detailed in Chapter Eight.
Section Five:
The Publicity Chair and Committee shall be responsible for thoroughly advertising each
selection process to the entire campus. All promotional materials must be up no later than two
weeks prior to the application deadline.
Section Six:
All interested students must fill out an application and interview with the S.A.C. Selection
Committee. All Selection Committee Members shall review the applications and have a vote for
all applicants interviewed. The interview shall last for about fifteen (15) minutes allowing the
Selection Committee time to ask the applicant about their application and interest in the S.A.C.
Student Activities Council Meeting Minutes
August 22, 2012
After all applicants are interviewed, the Selection Committee shall recommend S.A.C. Voting
Members to the Association President.
Section Seven:
Appointments made in the spring semester shall consist of twenty-three (23) Voting Members at
maximum. S.A.C. Members appointed in the spring selection process shall take office at the last
S.A.C. meeting of the spring semester. Selection of the remaining S.A.C. Members will be in the
fall. These Members shall only consist of first year and transfer students. A maximum of seven
(7) S.A.C. Voting Members shall be selected. At the end of this process, the S.A.C. shall consist
of no more than thirty (30) Voting Members.
Section Eight:
As stated above in Section Six, the S.A.C. Selection Committee shall recommend Voting
Members of the S.A.C., in accordance with Chapter Two to the Association President, who will
appoint the recommended Voting Members of the S.A.C. The recommended Voting Members of
the S.A.C. must be appointed collectively. In accordance with Chapter Nine, Section Ten, the
Association President has the right to veto the decision within one week, if he or she feels it is
not in the best interests of the Association. This decision can be overruled by the S.A.C. with
three-fourths vote. The S.A.C. Members appointed in the spring selection process shall take
office at the last S.A.C. meeting of the spring semester. The S.A.C. Members appointed in any
other selection process shall take office at the first S.A.C. meeting following their appointment.
Section Nine:
If a Voting Member of the S.A.C. resigns or is removed, the A.V.P., in consultation with the
Chair of the S.A.C., may recommend to the Association President a replacement among any
potential Associate S.A.C. Members that may be eligible to fill the vacancy or select from a new,
unscheduled selection process.
Section Ten:
If a Member of the S.A.C. participates in a credit earning study abroad program during his or her
term that impedes him or her from fulfilling his or her obligations as outlined in Chapter Eight,
he or she will forfeit his or her membership.
Section Eleven:
Any eligible and interested student will be allowed to apply while studying abroad, in absentia, if
necessary. That student must make all necessary arrangements with the Chair of the S.A.C.
Selection Committee at least one week prior to the due date of the application.
CHAPTER FOUR: COMMITTEE CHAIRS
Section One:
The S.A.C. shall choose Life & Culture, Campus Traditions, Concerts, Financial Affairs, Late
Night Programming, and Publicity Chairs from among its members following the Chair of the
Student Activities Council Meeting Minutes
August 22, 2012
S.A.C. elections. Open nominations will be accepted from the floor. The candidate must win by
50% + 1 votes or a runoff election of the top candidates.
Section Two:
The Committee Chairs of the S.A.C. shall:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Hold committee meetings on a weekly basis or as needed
Evaluate his or her own performance with his or her committee once per semester
Report to the Chair of the S.A.C. on the progress of his or her committee
Communicate with respective Event Chairs
Ensure that the committee is motivated and productive
Check and respond to all committee correspondence on a regular basis
Collaborate with the Chair of the S.A.C. in selecting committee members
Be responsible for maintaining committee records and evaluations
Report to the S.A.C. at each meeting as to the progress of his or her committee
Ensure the support of all S.A.C. Members in the implementation of each event as needed
Serve a term of one year beginning at the end of spring semester
Be a Voting Member of the S.A.C.
Attend all workshops. If a committee chair will be missing any workshop, it must be voted on by
the S.A.C.
14. Serve generally as an administrative leader of the specified committee, not subject to the same
rules and conditions as a general S.A.C. Member
15. Manage the budget of his or her own respective committee
Section Three:
The Life & Culture Chair of the S.A.C. shall:
1. Oversee the implementation of all Life & Culture S.A.C. events, including:
a. Those that enhance the social aspects of Xavier students’ lifestyles
b. Cultural events and activities including those that create opportunities to inspire others or
those that create a dialogue for the campus
c. Those both on and off campus
2. Strive to maintain a balance between points 1a. and 1b, Chapter Four, Section Three
3. Perform the duties of a Chair as defined in Chapter Four, Section Two
Section Four:
The Campus Traditions Chair of the S.A.C. shall:
1. Oversee the implementation of all traditional S.A.C. events including but not limited to:
a. Fall Ball
b. Mr. Muskie
c. Lecture Series
d. Boat Dance
2. Ensure that all committee members are actively involved in the planning of all events
3. Perform the duties of a Chair as defined in Chapter Four, Section Two
Section Five:
The Concerts Chair of the S.A.C. shall:
1. Oversee all large and small concerts
2. Plan at least one larger concert/music event per semester
Student Activities Council Meeting Minutes
August 22, 2012
3. Coordinate National Association for Campus Activities, hereinafter N.A.C.A., musical acts on
campus
4. Coordinate coffeehouse-styled musical performances
5. Perform the duties of a Chair as defined in Chapter Four, Section Two
Section Six:
The Financial Affairs Committee Chair of the S.A.C. shall:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Oversee and work with F.A.C. representatives on both the S.A.C. and the Senate
Attend and lead Monday F.A.C. Meetings
Manage the Special Request Funds and Club Allocations budgets
Keep record of all club financial requests and paperwork through the year
Work with the Executive to establish the Student Government Association Budget
Meet with clubs in order to allocate club budgets for the following year
Act as a Co-Chair for the committee with the Senate F.A.C. Chair
Respond to all club fund requests in a timely manner
Advertise available Special Request Funds to clubs
Perform the duties of a Chair as defined by Chapter Four, Section Two
Section Seven:
The Late Night Programming Chair of the S.A.C. shall:
1. Oversee the implementation of all Late Night Programs by the S.A.C., including but not limited
to:
a. Muskies After Dark
b. Late Night Snack
c. Late Night Movie
d. Late Night Gaming
2. Perform the duties of a Chair as defined by Chapter Four, Section Two
Section Eight:
The Publicity Chair of the S.A.C. shall:
1. Oversee and work closely with the Publicity Committee members
2. Maintain general publicity tools in the S.G.A. Club Space including, but not limited to, poster
paper, paint, markers, and need for other promotional supplies as they arise
3. Manage internal promotions of the S.A.C.
4. Organize the S.A.C. materials for club days
5. Fulfill the responsibilities outlined in Chapter Two, Section Five of the S.A.C. Rules of Order
6. Perform the duties of a Chair as defined by Chapter Four, Section Two of the Rules of Order
CHAPTER EIGHT: THE S.A.C. VOTING MEMBERS
Section One:
The S.A.C. shall meet at 3:00 p.m. on Wednesday afternoon unless the University Calendar
dictates otherwise. It is required that all S.A.C. Voting Members keep their schedules open for
the meeting until 6:00 p.m. The Chair of the S.A.C. may waive this requirement for the first
Student Activities Council Meeting Minutes
August 22, 2012
semester of membership for S.A.C. Members added during the fall selection process. If a S.A.C.
Member must miss a meeting, he or she must notify the Chair of the S.A.C. in advance.
Section Two:
Expectations of S.A.C. Voting Members:
1. Attend all the S.A.C. meetings and all meetings of committees in which he or she is a member. If
unable to attend the entirety of the S.A.C. Meeting, he or she is not eligible to maintain full
membership. See Chapter Thirteen for alternative membership
2. Support all decisions of the S.A.C. once finalized
3. Attend all workshops
4. Maintain one (1) office hour per week between the hours of 8 a.m. and 7 p.m.
5. Spend at least one (1) additional hour per week on the S.A.C. related work, which may include
their standing committee meeting
6. Attend all planning days as advertised by the Chair of the S.A.C.
7. Any missed meetings or workshops must be approved by the Chair of the S.A.C. prior to the
absence
Section Three:
The S.A.C. Members shall remain in Good Standing with the University, both through conduct
and academics. S.A.C. Members must maintain a 2.0 cumulative G.P.A. and hold the status of a
current undergraduate or graduate student to serve as a Member of the Student Government
Association and the S.A.C. per the Student Handbook. The Office of Student Involvement is
permitted to verify this information per semester in accordance with the Terms of Agreement
submitted with the S.A.C. Application. S.A.C. Members unable to meet this requirement are not
eligible to hold membership in the S.A.C.
Section Four:
The S.A.C. Voting Members shall serve a term expiring immediately before the last S.A.C.
meeting of the spring semester.
Section Five:
Current members of the Student Government Association shall not be eligible to win prizes at
the S.A.C. events. This rule does not apply to events which only use funds from the Financial
Affairs Special Request Funds budget.
CHAPTER ELEVEN: EVENT PROGRAMMING GUIDELINES
Section One: Expectations of Event Chair
The Event Chair(s) shall:
1. Propose to the S.A.C. all anticipated funds for the event three (3) weeks before the event.
2. Effectively communicate to the S.A.C., Committee Chair, the Chair of the S.A.C., and the
Advisor of the S.A.C. throughout the entire planning process
3. Meet with the Advisor of the S.A.C. one (1) to two (2) weeks prior to the event
Student Activities Council Meeting Minutes
August 22, 2012
4.
5.
6.
7.
Be responsible for strictly following the event budget passed by the S.A.C.
Be responsible for adding the event to both the OrgSync and the S.G.A. calendar
See to the completion of all necessary financial and university paperwork
Promote the event to the appropriate audiences through printed & electronic promotions no less
than two (2) weeks before the event with the help of the Publicity Committee
8. Complete a Post-Event Evaluation on OrgSync within one (1) week after the event.
Section Two: Ticket Policy
1. The only Members of the S.A.C. guaranteed free tickets are the following: the Event Chairs,
Committee Chair of the event, and if the event needs chaperones, they are to receive free tickets.
2. If the event needs more volunteers, the Event Chairs may request for volunteers from the S.A.C.
All volunteers selected by the Event Chairs may receive a free ticket; however, if selected to
attend for free, all volunteers must help out when needed as instructed by the Event Chairs.
3. Event Chairs should use discretion, when choosing how many free tickets should be available to
the S.A.C. Factors to consider include, but are not limited to the amount of tickets for sale, the
demand for the tickets, the price of the tickets, and the true need of volunteers to properly execute
the event.
4. S.A.C. Members who wish to attend the event, but are not volunteering at the event may have an
alternative opportunity to volunteer at the ticket kick-off. Any S.A.C. Member volunteering for
the ticket kick-off may purchase a ticket for the event prior to kickoff. The Event Chairs have the
discretion of choosing the number of volunteers for ticket kick-off and the amount of tickets
available for purchase following the same factors of consideration as the free tickets.
5. S.A.C. Members receiving or purchasing tickets prior to ticket kick-off may only receive one (1)
ticket. If more than one (1) ticket is desired, S.A.C. Members must wait in line as a member of
the general student body.
6. For events with more than forty (40) tickets available, each student may purchase at maximum
two (2) tickets per All Card with one (1) All Card per student. If any events has forty (40) tickets
or less available for purchase, at the discretion of the Event Chairs and Committee Chair, they
may decide to offer only one (1) ticket per one (1) All Card per student.
7. A ticketing guideline should be crafted by the Event Chairs following these rules as outlined by
Chapter Eleven, Section Two, and discussed at the time of the proposal of the event.
8. In the event the line has greatly exceeded the limit of tickets prior to the start of the ticket kickoff, the Event Chairs may begin the ticket kick-off in advance. However, the Event Chairs may
not begin the selling of tickets more than one (1) hour before the stated time of the sale.
9. If a student is seen line jumping by a S.A.C. Member working the ticket kick-off, the S.A.C. has
the right to refuse the sale of a ticket to that student.
Section Three: Bus Policy
1. Attendees at any event where buses are provided must ride the bus.
2. All bus pickups are to take place at Buenger Circle.
3. A bus schedule must be outlined and given to bus riders upon boarding the bus (either spoken or
written). During any commuting for the event, a S.A.C. Member must be on every bus. Prior to
exiting that bus, the S.A.C. member must announce when riders need to be back at the bus and
when it will depart.
Section Four: Cancellation Policy
In the case that an Event Chair does not meet all expectations outlined in Chapter Twelve,
Section One, the Advisor of the S.A.C., the Chair of the S.A.C., or Committee Chair of that
Student Activities Council Meeting Minutes
August 22, 2012
event’s committee may cancel the event after consultation with one of the aforementioned
persons.
CHAPTER THIRTEEN: ASSOCIATE S.A.C. MEMBERS
Section One:
Any Xavier student who has been appointed to the S.A.C., but is no longer serving as a Voting
Member of the S.A.C. may petition to be appointed as an Associate S.A.C. Member by the Chair
of the S.A.C. No student may apply to become an Associate S.A.C. Member, who has not
previously held the position of a S.A.C. Voting Member. An Associate S.A.C. Member can be a
previous member of the board, who did not participate in the S.A.C. Selection Process in the
spring or a current S.A.C. Voting Member that is no longer able to meet the requirement of
attending the entirety of the S.A.C. Meeting. All such appointments require the agreement of
two-thirds of the voting membership to take effect. Discussion of an Associate S.A.C. Member
must be done in the absence of the petitioning member in a closed Executive Session. Discussion
will occur after a three week trial period of the past member.
Section Two:
An Associate S.A.C. Member shall serve on one committee of his or her choice with the
approval of the Chair of the S.A.C. and the Chair of the chosen committee.
Section Three:
Expectations of Associate S.A.C. Members:
1. Attend all committee meetings
2. Attend all portions of the S.A.C. meeting in which he or she is available. If a scheduled class
interferes with a portion of the S.A.C. meeting, he or she is expected to attend all portions of the
meeting in which he or she is not in class
3. Support events planned by the S.A.C.
4. Attend all workshops
5. Maintain one office hour per week between the hours of 8 a.m. and 7 p.m.
6. Spend at least one additional hour per week on the S.A.C. related work which may include his or
her standing committee meeting
7. Are not eligible to be a Committee Chair. See Chapter Thirteen, Section Five
8. May continue to hold a F.A.C. representative position pending approval of the S.A.C. through a
separate majority vote
Section Four:
Associate S.A.C. Members are not Voting Members of the S.A.C. and Chapter Eight does not
apply to them.
Section Five:
Student Activities Council Meeting Minutes
August 22, 2012
Any Member of the S.A.C. considering the role of an Associate S.A.C. Member must resign
from being a S.A.C. Voting Member during Opinion Entries. However, the S.A.C. Voting
Member should still express interest in the position during Public Forum in the same meeting
before resigning. Therefore, the trial period will begin immediately. If the S.A.C. Voting
Member is currently a Committee Chair, he or she must also resign from this position.
Section Six:
The trial period will begin once the no longer serving S.A.C. Member expresses interest to the
S.A.C. during Public Forum, or after resignation, if the member is still currently a Voting
Member. The trial period will begin on a Wednesday and end three weeks following the start.
During the trial period, the student must uphold the Expectations of Associate S.A.C. Members,
as outline in Chapter Thirteen, Section Three. If two or more of the expectations are unfulfilled
during the three weeks, the previous member is at risk of being ineligible for the position of an
Associate S.A.C. Member. At the end of the trial period, the previous S.A.C. Member will be
discussed in a closed Executive Session in the absence of the student. During this time, the
Committee Chair of the chosen committee for the potential Associate S.A.C. Member should
give the S.A.C., his or her recommendation of the previous member, based on how he or she
upheld the expectations during the trial period. A vote will occur and the agreement of two-thirds
of the voting membership is required for the appointment to be made. All previous S.A.C.
Members interested in becoming an Associate S.A.C. Member must partake in the trial period.
Section Seven:
All Associate S.A.C. Member appointments shall expire at the end of the spring semester of the
academic year in which they are made. Associate S.A.C. Members appointed in the fall semester
may not become S.A.C. Voting Members in the spring unless a vacancy has occurred. In this
case, the Associate S.A.C. Member may apply to become a S.A.C. Voting Member in the S.A.C.
Selection Process, as defined by a S.A.C. Voting Member in the S.A.C. Selection Process, as
defined by Chapter Two, Section Eight.
Section Eight:
Any Associate S.A.C. Member’s appointment may be revoked with the agreement of two-thirds
of the voting membership.
Section Nine:
Associate S.A.C. members shall not be eligible to win prizes from the S.A.C. events. This rule
does not apply to events funded by the Financial Affairs Committee.