Student Activities Council Meeting Minutes
September 19, 2012
Call to Order
3:00PM
Roll Call
Present: Blake Barlow, Elizabeth Bousson, Keenan Collins, Samantha Easterling, Becky Griesmer, Allie
Haar, Tiffany Hudson, Danielle Jackson, Katie Keller, Rob Kelly, Ian Kerley, Kelsey Kirkegaard, Kelly
Kleier, Becca Longville, Brian Murphy, Collin Neri, Megan O’Donnell, Jacquelyn Reineke, Colleen
Reynolds, Kat Rivers, Kate Sabetta, Tyler Sauerbeck, Katie Schad, LeeAnn Scherbauer, Kevin Tighe,
Kaitlin Whelan, Morgan Zuziak
Excused: Allie Haar
Prayer
Given by Elizabeth Bousson
Suspend Rules of Order to change meeting order
Passed
Approval of minutes
9/12/12 minutes were approved without change
Public Forum
Seth Walsh, SGA President
Introduction
Tonya, BSA
BSA's SGA member at large
Kevin Tighe, Alternative Breaks
Info session today and tomorrow, Monday 5pm applications due
Dustin Lewis
Signup for Club Olympics, Oct. 7th
Review of the Budget
Crystal Guffey
Report of the SGA Executives
Matt Morefield
Like co-curricular, but one time? Yes, similar.
Who decides? executives.
Could reapply for next round, maybe in November- if this works out.
May not receive 100% of asked for
Do they need to fund raise part? They will be funded 75%
Student Activities Council Meeting Minutes
September 19, 2012
This plan is for making roll over more wide spread than for SGA.
What is the highest amount you can request? $15,000
I liked this better when funding was internal, just for us.
That felt biased. Because it is rollover, in executive fund, want to avoid favoritism for friends in SGA.
How are you getting information out? 1st one sent to people who have already reached out to us. Next
round will promo more.
Next round would be another $15,000 in Nov., then in Feb. another $15,000
If a similar situation happened like in Xavier Fest where it needed more money and you didn't have
any? We may not have it. Money is in rollover is not just for SGA events - should be spread out to
campus.
Can you make an emergency fund for SGA in case you run out? There is a lot of rollover – don’t think
that is necessary.
I like this. Can I apply for an event that is happening any time? Yes.
Can you apply more than once? Yes. Can keep applying.
Think this will help SGA image. Another opportunity for the people who FAC turn away.
Clubs cannot apply for this.
Why? $30,000 is already allocated to clubs. Want to reach out to the rest of the university.
Straw poll $15,000 allocation, Yes- 28, No-0
Report of the SAC Chair
LeeAnn Scherbauer
Once again welcome new members to Student Activities Council. I’m so happy to have all of you here!
First off, SAC Vacancy Applications are now available to all students. We still have three seats to fill.
The timeline for the next selection is as followed. Applications were made available on Monday,
September 17, 2012. Applications will be due 3 weeks following this date on Monday, October 8, 2012
at 5pm. Interview times will be on Monday after the application is due, Tuesday, and Wednesday
before leaving for Fall Break. We will send Seth our appointments to review and for Senate to review
them on Monday, October 15, 2012. New members will be voted on the following week to follow their
Rules of Order and new members will be announced on Monday, October 22, 2012.
Applicants who were not selected in the past selection have been encouraged to re-interview for a
place on the board during this application process. They do not need to fill out another application, but
will need to interview again because the Selection Committee most likely will be different people. I will
be sending out a whenisgood.net link to all board members who have served for at least three full
semesters on the board for the three dates to determine who will be on the selection committee.
Yesterday, I met with the new members to help them become acclimated to the meeting and board
today. I also met with the committee chairs to establish what committee they are now serving.
Mentors, thank you for sitting with your mentee today. Please sign up for the remaining snacks for the
rest of the semester.
No proposals are due to me on Sunday. Coming up, proposals due to me the following Sunday are
Late Night Snack (October), Movie on the Xavier Yard, and Blue Man Group.
Thank you, Tiffany for bringing snack this week. Next week, Colleen, Kelly, and Morgz is bring snack.
Make sure to vote today or tomorrow in the Senate election!
Thank you to everyone who came out to bonding on Sunday. I had a lot of fun and I hope you did too
hayride/farm market during the day. The only problem is there is not one that close. I found one in
Loveland called Blooms and Berries Farm Market that looks really nice though. Let me know your
thoughts after my report.
If you are going to be late to SAC, I would really like a 24 hour in advance notice. Thank you.
Report of Advisor
Dustin Lewis
Student Activities Council Meeting Minutes
September 19, 2012
First off, a big welcome to our new SAC members! This past week the Selection Committee met with
20 candidates for the open SAC positions and I can tell you that these 7 are the best of the best. It is
so exciting to see fresh faces and vibrant new energy joining the board – you are welcome and we are
glad you are here!
I am sending around a sign-up sheet for Club Olympics. Anyone interested in participating on behalf
of SAC/SGA, please sign up. The event will be on Sunday, October 7th from 1-5pm on the Xavier
Yard.
For your Senate Minute today, Senate had quite a bit of business this week:

Kelly Leon and Laurel Bauer spoke to the board for the Report of the Administration. Kelly is
the new Director for our Public Relations and Media Relations. Basically, she and her staff are
the spokespeople for the university.

Autism Speaks U passed this week into club conditional status.

Model UN passed this week into club conditional status.

National Association for Black Accountants passed this week into club conditional status.

As Kevin shared, the Distance 4 Dreams loan passed in Senate for their upcoming trip to
Florida for the marathons.

Association Affairs withdrew a motion to amend the Senate Rules of Order to match the new
SAC Rules of Order in terms of there being no Senator serving on the SAC Selection
Committee. At this point, the two sets of rules are in conflict but because the process belongs
to SAC, their rules supersede the Senate’s.

Cypher Club was proposed to the Senate as a new hip hop and social justice organization.

Honors Council was proposed to the Senate to officially receive club recognition and status as
an honors group.

Senator Geiser brought forward a resolution related to the university’s recent publicity
surrounding the denied invitation to consider an Obama Rally on campus.

The Senate was proposed a budget amendment from Needom, identical to the amendment
from LeeAnn to SAC today.
Don’t forget to vote today and tomorrow for your new First Year Senators. The polls close tomorrow
at 4pm.
When planning an event that is a trip off campus, don’t forget to scan the list of students attending to
LeeAnn and myself. We need to know who we are taking off campus in case of an emergency or in
case we need to regenerate the list following an event as we needed last year following the Boat
Dance.
Please review the new Bus and Ticket policy to ensure that we are following it correctly. This is under
the SAC Rules of Order in Chapter 11 Sections 2 & 3. The updated policy is on the T: drive as well.
I need to meet with M.A.D., King’s Island and Bengals. Please sign up to meet with me for your preevent meeting.
Finally, we discussed the NACA Conference earlier and I will be asking for interest from our first year
and new members in an email later this week.
Buying ticket for someone else, need banner number? Give as much info as you can. At least know the
name. Also, you must ride the bus to attend event.
Report of the SGA Resource Assistant
Student Activities Council Meeting Minutes
September 19, 2012
Crystal Guffey
Opinion Entries
Jacquelyn
Today I would like to apologize for my lack of interest in SAC and SGA recently. In the last few days I
have really been working on looking into my time on SGA and attempting to reinvest my energy into
this amazing organization. Last night I was presented with a question: Why do I do SAC? It is a
question that I can easily answer: “well, because I love it.” “But why do you love it?” This simple
question wasn’t nearly as easy to answer. Maybe it should have been but I found myself without a
concrete answer, searching for a way to put how I feel about this organization into words. After a few
minutes and a few more questions to help me get there, I realized that the answer is within the
feeling I get when I see an event go well, meaning when I get to see fellow Xavier students enjoying
themselves because of an event this board has invested our time and passion into. I realize now that I
took my eye off of that and let the last few months get in the way of my answer to that why. I am a
senior with one year left of my Xavier life. That means that it would be easy for me to walk away, look
at this as my last year to fulfill my Xavier bucket list and proceed with a far less stressful life of being
fully involved with only myself and my last year. Instead, I love this board, this organization, and this
University, and I know that I deal with stress far better than I deal with free-time so I am not pulling
away.
From here on out, I promise all of you that I am devoted to making the lives of Xavier
students better by putting on events that they will come and enjoy and that will hopefully shape their
Xavier experience and maybe inspire some of them to get involved or spark interest in a whole new
area. This may seem ridiculous or far more passionate than SAC really is but we do make a difference.
Not every person who comes to MAD, participates in a Rap Battle, or gets a Ticket for Ride the Ducks
will be inspired but someone will along the way, and this is why this board is important. This is why I
promise to reinvest my time and energy into this board.
Did you know, the past events you have been a part of have been some of our best events?
Katie Schad
Last year geared to women in politics? Still gender specific, but women in general.
Proposals
FIFA 12 Tournament
Date: October 16th
Time: 9 p.m.
Location: Clocktower Lounge
Est. Attendance: 30
Event Description: Tournament style FIFA gaming on Xbox 360. Sign up in the SGA office. Deadline
to sign up is October 12th.
Budget Requested From: Late Night Committee
Cost Breakdown:
Food
Prizes
Promo
$40
$100
$60.00
Student Activities Council Meeting Minutes
September 19, 2012
Total:
$200
Initial Questions
available on Wii? no
Are you going to bring in your xbox? yes
how many xboxes are you planning to get? 3
How will you get the game? I have it
if someone just show up can they play? mess up bracket
Debate
Think this is a great event. Appeal to some students who don't attend regular sac events.
Passed
Fall Boat Dance 2012
Date: September 28th, 2012
Time: 6:00pm
Est. Attendance: 350-400
Event Description and Cost Breakdown:
We want to take $2,700 from the Campus Traditions to fund extra expenses for this year’s fall Boat
Dance. With money left over from the WEBN Fireworks event and the change in Homecoming Week
plans, this should hardly affect our budget.
Potential extra bus with the number of tickets we sell ($313)
Adding a photo booth to the boat ($600)
Flowers and decorations ($1,350)
Reserving the larger boat
Contingency
Total Amount Proposed: $2,700
Budget Requested From: Campus Traditions
Initial Questions
Explain Boat Dance budget? Wanted to use the larger boat we used last year, decoration increased
because of bigger space. Had money left over from fireworks.
How much will we get back from ticket sales? $2-3000.
Debate
Excited for photo booth
Have heard a lot of excitement for this event.
Passed
SAC conferences/ NACA Conference
Proposer: LeeAnn
Budget Requested from the SGA Conferences
Proposal Description: The budget rationale for SAC Conferences currently allows for SAC to take four
SAC members to NACA in the fall. Fortunately, four members (Katie, Kevin, Morgan, and LeeAnn)
have been selected to present at this upcoming NACA. However, three of the four members have
previously attended a NACA in the past. Therefore, the limitation of the rationale and the budget does
Student Activities Council Meeting Minutes
September 19, 2012
not allow for other members to attend NACA at this time. But the SGA Conferences budget has extra
money in it at this time, because of funding was appropriated for NACA Student Government East and
NJSLC this summer from last year’s fiscal year instead of using these funds. This extra money could
be used to help fund two more SAC Members to attend NACA this fall.
Cost Breakdown:
Registration for 2 = $386
Meals for 2 = $350
Hotel Room = $632
Vehicle = $300
Total Requested Amount: $1,668
Initial Questions
What was the number of people who wanted to go? Selection criteria? 4 people interested, not
including new. Looking for people who having gone before, interested.
Tabled until next week
Blast from the Past
Ride the ducks
Had good time, but didn't sell all the tickets.
Any insight why we didn't sell all tickets? Promo was put up late. Contacted people, but didn't follow
up soon enough.
Was in res life office this week, old promo still in RA mailboxes?
X-Mile
only estimated 30-40 people, some things not ironed out before the event, but it went well.
6-7 performers, 358 people attended. Changes for next time - formal sign up in advance and iron out
small details more than days in advance
LNM - 5 Year Engagement
331 people
Here and Now
Cristela Alonzo
Friday evening
Oktoberfest
Boat Dance ticket sales
Committee Reports
Publicity
Right Now Publicity is pretty busy juggling multiple different events and promos at once. I’m currently
working on The Frank Warren promo as well as a template for our weekly Newsire ad. Becca is
currently working on the second MAD promo. Blake is working on the FIFA Tournament as well as the
social media campaign. Next week I don’t believe anyone needs to meet with us however, I do
encourage you to submit promo checklists early if you have events for the most part finalized. This
just helps us get ahead if we have down time. As always we will be meeting at 7:00 pm on Sunday.
Student Activities Council Meeting Minutes
September 19, 2012
Before I defer to Blake to give you an update on social media, I’d like to welcome our new committee
member Danielle Jackson to Publicity!
Thought about ways to use twitter board? Twitter camp, connect laptop to TV. Connect twitter to
tumblr. Any more suggestions good.
Did you know think social media has stepped up this year, doing good job.
Amazed at amount of followers
Follow @xaviersac
Late Night Programming
First and foremost I would like to apologize for missing the meeting last week because I was sick.
Thank you for passing FIFA, Rob is extremely excited for it and I think it will appeal to a whole new
group on campus. I am super excited to have a full committee again! Welcome to Kat and Tyler! Late
night is working hard on MAD for October 5th. We finally have the okay for the lights to be dimmed or
turned off. Step one is complete. Magic Mike is generating a lot of attention which is great. I think it is
going to end up going really well. I think that is all for me, have a wonderful day!
Concerts
First, I'd like to say Congratulations and Welcome to SAC to all of the new members (: we are all
happy to have you here! Also, Samantha, Welcome to Concerts Committee - we look forward to
having you on our committee!
Other than that, no big updates this week. We hope to see you all come out and support SAC's
comedy act Cristela Alonzo this Friday at 7:00pm!
Campus Traditions
Hi SAC! Short and sweet report today. First I'd like to welcome all the new SACers, especially Brian
and Megan. I hope everyone is excited for Boat Dance next weekend! Just one more reminder that
ticket sales are tonight at 6:00pm and be sure to have your all card. Kevin and Kaitlin will be taking
care of signups during Here and Now. I hope to see all of you there. Other than that, nothing new to
report. Have a great week!
Life & Culture
Welcome to our committee Allie! We had an awesome first meeting today at 1:30, our new meeting
time!!
Ride the Ducks rocked!
Oktoberfest this Saturday! Good to go on people riding the bus.
Halloween Haunt ticket sales Oct. 1st 1:00-3:00 waiting on promo to come in
Bengals ticket sales Oct. 3rd 5:00-6:00 Going to hang promo soon
Ordered buses/ Called Peterman
Cancelling Multicultural Food Fair
Katie Schad working on service event, collaborating with the execs and UC SGA
Financial Affairs Committee
The D4D loan passed senate, has been signed and we officially accomplished our first-ever loan.
SOL meeting with us again because we still had numerous questions. Next week will still be outside of
3 weeks before the event so we are good. Hopefully I’ll have a proposal for you next week.
Artists for Others meets with us Monday. Again, hopefully you’ll see a proposal from us for them next
week.
Current FACers, Constitution meeting at 8 tonight. Be there.
New SACers, Morgan and I are dating… wait we’re not dating.
No new members on FAC but pumped you’re here anyway
Student Activities Council Meeting Minutes
September 19, 2012
Samantha, we should get coffee sometime. Oh and this is Rob, my other mentee. We should all hang
out.
SAC, did you know that Ian’s parents met each other on SAC. Therefore, you all should know Ian is
single and ready to mingle.
Social Justice Update of the day: Chick-Fil-A declared today that they will not fund anti-LGBTQ groups
any further. Therefore, who wants to head to Chick-Fil-A tonight? I have no idea where one is, but I’ll
buy.
Closing Sentiments
Cynthia Bear was given to Collin and Keenan, Favorite Rap Artist?
Adjourned: (4:30PM)