Student Activities Council Meeting Minutes
September 5, 2012
Call to Order
3:00PM
Roll Call
(Present) Blake Barlow, Elizabeth Bousson, Keenan Collins, Margaret Gill, Becky Griesmer, Tiffany
Hudson, Katie Keller, Rob Kelly, Ian Kerley, Abbie Kinnett, Kelsey Kirkegaard, Kelly Kleier, Becca
Longville, Collin Neri, Jacquelyn Reineke, Colleen Reynolds, Whitney Rohr, Katie Schad
LeeAnn Scherbauer, Kevin Tighe, Kaitlin Whelan, Morgan Zuziak, Matt Morefield, Crystal Guffey
(Excused) Kate Sabetta
Prayer
Given by Morgan Zuziak
Approval of minutes
8/29/12 minutes were approved without change, 8/22/12 Minutes were approved
Public Forum
Daniel Jackson
First year student, wants to join SAC
Whitney Rohr
Resigning today, would like to be associate SACer
Kevin Tighe
Constitution Day at Randy's, Center for the Study of the American Dream
Apply for Alternative Breaks
Tonya, BSA representative
Would like SGA to get involved in BSA, come to meeting today
Review of the Budget
Crystal Guffey
Report of the SGA Executives
Matt Morefield
Food stipends - First, we would like to address the email that was sent out last night in regards to food
stipends. For those who were confused, under the Executive budget from this summer there are three
lines listing food stipends of $400 each.
As we mentioned in our email last night, the food stipends came up this summer as a conversation
about pay for future executive teams, and we never expected it to be offered to us for this year at the
time. However, it was and we did not realize that it was against the Constitution until preparing for
Constitutional Review.
We apologize for our error in judgement.
Rollover - (Matt, can you create a rollover list from the budget real quick before the meeting?) This is
how we spent the Executive fund this summer. You’ll notice we weren’t anywhere close to what we
Student Activities Council Meeting Minutes
September 5, 2012
estimated before the summer, but we wanted to update you all on how it was utilized. (Straw poll vote
for approval)
On another note, we wanted to thank you for your discussion last meeting about all of the Executives
being present at these meetings. We assure you we have taken into consideration everything said and
will continue to keep it at the forefront of our minds as we evaluate how it works over the coming
weeks.
Finally, we have begun work on what we call our “2nd Platform.” We feel we have exhausted the work
on our first one, which you can see it in detail on our door, and have designed a list of things we want
to accomplish over the next semester. We will keep you updated on progress as we move forward with
this.
What happens if food stipend does not pass Senate? Will see what Senate would like next steps to be.
Plan to alter constitution? No, will add to budget.
Why is it going thru Senate? Looked like pay increase, has to go thru senate. Gray areas with rollover,
constitutional review board looking at.
When we were straw polled last year, will we be re-polled again on same things? Yes, this is new
rollover will straw poll again.
Report of the SAC Chair
LeeAnn Scherbauer
Unfortunately, I will need to step out of the meeting at 4pm today for an information session about
my senior research project for German. I regret that this is when the meeting was scheduled, but I do
not have a choice in whether I attend or not. In addition, Kate is ill and excused.
As for an update, I have been preparing for Workshop. The chairs are working in teams to help
facilitate several sessions and I have been briefing them as to what each entails. In addition, I would
like to pass around a sign-up sheet for which bagel you prefer from Panera. Secondly, we will hold a
straw poll for the lunch restaurant. Would you rather have some sort of pizza or Melt Eclectic Deli?
Matt will lead a straw poll after my report. As a reminder, we will be meeting in the SGA Office at
9am. We will be driving to an alternate location though for the remainder of the day. After my report,
please let me know if you are willing to drive and how many your car seats.
Also as a reminder promotions need to be up on time, which is two weeks before the event. If
promotions are not up, the event may be cancelled. Publicity puts much time and effort into creating
the promotions and I do not wish to cancel an event for this reason; therefore, please utilize this
important step into the event planning process and have it up on time. 75 go to ResLife and the rest
go up around Alter/Hailstones/GSC/etc.
Jacquelyn, thank you for putting up all the promotions that needed to be up this week. I appreciate it.
Next, I would like to address the mentor/mentee program. New S.A.C. Members please communicate
with your mentor in advance during the event planning process about a step you do not know how to
do. Your mentor can only provide help to you, if they know you do not understand how to do
something. In addition, mentors please make sure you are going through the steps as outlined on the
checklist. We will be crossing off many of the items by the end of this week and I would really like to
see your mentor folders in my mailbox to review. If you have any feedback for me about the program,
you may also include this in your folder.
S.A.C. Applications are due this Friday. If you know anyone, who may be interested make sure you
let them know! Currently, this selection is only for first years and transfers. Once we go through this
selection, we will hold a second that will be available for all students to fill the remaining positions that
Student Activities Council Meeting Minutes
September 5, 2012
have been lost due to vacancies. This course of action was decided, because this selection period has
been promoted for first years and transfers only; and, therefore, I think it is only fair to the rest of the
student body to have a second selection properly promoted process for the vacancies. Currently, we
have 8 application submissions and we will be holding interviews next Wednesday and Friday.
Multicultural Food Fair needs a new date. When this is decided just let me know!
Proposals due to me Sunday are the following: Late Night Movie: Rocky Horror Show, MAD: Glow in
the Dark, King’s Island: Halloween Haunt, and Bengal’s Game. For events with ticket sales, make sure
you are also coming up with a ticketing procedure as per the new Rules of Order.
Becky and Abbie have snack next week. This week’s snack was provided by the closet/Late Night
Programming since Kate is sick.
Chairs—please fill out the new whenisgood.net link I sent out earlier today. We need to find a meeting
time!!
Lastly, I would like to bring up something that has been on my mind since the first week of school. We
will be evaluating the first weeks of SAC at workshop. However, I thought I would explain my
sentiments first in my report and let you maul over for a moment before we discuss this year during
workshop. Therefore, here goes.
I want us to take a step back and really think about what each of us has contributed to this
organization this year to make it run smoothly. This year, I imagined the board to be very positive and
willing to take on any challenge thrown at them. Nevertheless, I’m not sure if I have seen this yet.
Personally, I think we have all had some hiccups. We have been unprepared, unable to turn in forms
on time, and promotions have not been hung on time. Now, I thought the behavior of the board was
going to turn itself around as we got away from the craziness of the first week of school. However, I
do not think that has come true yet and we are now in our third week. SAC has always been an
important part of my life here at Xavier and I want each of you to feel the same way. I know,
everyone has a different commitment level to what they have signed up for, but you did sign up for
this and SAC isn’t open to everyone. The selection committee chose you last year because they saw
potential in the greatness and passion you have for programming. Now, I would like to see the same
passion you gave in your interview and application. Because honestly, I’m not sure, if each of you are
truly exuding everything you’ve got.
Therefore, I think communication is the key and we all need to step up how we are communicating
with one another, so things do not fall through the cracks. Also, if you said you were going to do
something, just do it. If you are unsure how, ask someone. I am always willing to help out, so if you
really have no one else to go to just call or text me. I know we are all involved and have social lives
outside of SGA and SAC; but on the other hand, we also have the privilege to serve our fellow
students by providing awesome events to them each week. Let’s show campus everything we can do
for them, and carry out our mission. I truly do look forward to great year and I do not mean to sound
harsh or discredit what you have done, but I would like to see a stronger effort as we move forward.
Thank you for hearing me out. Please think about what I have said today and we will discuss further
on Sunday. Here is the bagel sign-up sheet. Please let me know if you are willing to drive and Matt will
you please take the straw poll. Have a great week everyone!
SAC application, will be doing second round for members stepping down? Yes.
Straw Poll: Pizza - 6, Melt - everyone else
Student Activities Council Meeting Minutes
September 5, 2012
Report of Advisor
Dustin Lewis
Report of the SGA Resource Assistant
Crystal Guffey
Opinion Entries
Whitney Rohr
Resignation
Katie Schad
Proposals
None
Blast from the Past
Cinnabon
321 served
WEBN Firework
140 students went, rained, but turned out well. Thanks for those who came.
Here and Now
Laser Tag
Tonight
Reds Game
Friday, Sold all tickets, buses leave at 6PM
Committee Reports
Publicity
Did you know Late night movie is no longer Rocky Horror.
Late Night Programming
Thought about asking DTA? Don't think they would take on all 3 days, which was the problem with
Players.
Concerts
Campus Traditions
Hi SAC! Thanks again for everyone who came out to the WEBN Fireworks event. It meant a lot to us
that you all came out to help despite the weather. In case you haven't already seen or heard, our
PostSecret night with Frank Warren is now on Facebook. The event was unexpectedly created by
Frank Warren's agent but the good news is students have been very responsive. Please join the event
on Facebook and start inviting all of your friends. As of now the event is still open to the public, but
because of the response we've had so far, we're re-thinking this and will keep you all posted. Nothing
new as far as Boat Dance updates go. Look for an article in the Newswire next week about the change
from spring to fall. Shutout to Becca and Ian for helping us come up with some awesome promo ideas
so far. Have a great week!
Student Activities Council Meeting Minutes
September 5, 2012
Life & Culture
The Red’s Game is this Friday! We sold all 120 tickets and buses will be leaving from Buenger at 6:00!
Promo for “Ride the Ducks” is up. Ticket sales will be next Monday from 1:00-3:00 1st floor of GSC.
Ian please create a FB event for “Ride the Ducks” and promo for Oktoberfest has been approved so
please order ASAP.
Thank you Morgan for taking the lead on Multicultural LNS, Katie S. will be the chair from our
committee!
Next week we will be proposing King’s Island Fear Fest and the Bengals game!
Financial Affairs Committee
To start, I'll let you know what Drew and I have been up to. So far we've met with 4 different clubs to
discuss Special Requests or budgetary issues. We've received two special requests that we'll be
fielding on Monday. Speaking of, feel free to attend on monday at 1:30 if you're interested in what
FAC does. We'll be in the SGA office by the ridiculously large TV. Finally, to my FAC members, make
sure you fill out the whenisgood and review the 1st chapter of the Constitution for revisions.
Closing Sentiments
Cynthia Bear was given to Kelly, What is everyone doing this weekend?
Adjourned: (3:45PM)