Student Activities Council Meeting Minutes
September 26, 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 Colleen Reynolds
Suspend Rules of Order to change meeting order
Passed
Approval of minutes
September 19, 2012 minutes were approved without change
Public Forum
Desmond Dodd
Senator, ‘Kickn’ it with SGA’ Friday at Andy's 4-7pm, talk with minority students. Ask for your
attendance.
Will this be reoccurring? May have a series.
Victoria
Commuter Council GA, runs programs for commuter students.
Erin Hinson & Abby Schafer
Senators, Introduction
Morgan Zuziak
SGA is listening, would like to attend, contact her
Molly Boggs.
Was on 10pm shuttle for Oktoberfest, too many people on bus. people sitting in isle, 4 people per
seat, was shoved when loading bus.
Solution is that we will not bus people so late in the evening. The bus basically turned into a drunk
bus.
Dustin Lewis
Club Olympics, Oct 7th, 1-5pm
LeeAnn Scherbauer
Xavier University Night at the Crew
Dustin Lewis
Student Activities Council Meeting Minutes
September 26, 2012
NACA conference
Review of the Budget
Crystal Guffey
Report of the SGA Executives
Matt Morefield
When will we see 2nd wind platform? I have list of an ideas, want to make them solid before we put
out a final list. Can go over them with you if you are curious.
Report of the SAC Chair
LeeAnn Scherbauer
Thank you for voting in the emergency vote for Boat Dance this weekend. I hope this is our last email
vote for the year, but thank you for being accommodating for Campus Traditions as they were in need
of these funds.
The chairs this weekend had dinner at Morelein Lager House for our meeting. We discussed many
things about the board and where we currently stand. From this meeting, I have been reflecting on
what we discussed.
Therefore, I would like to share the following sentiments. I am proud of you for keeping your spirits up
and hosting wonderful events this semester thus far. We really have stepped up our game and the
events we have had have been very successful in presentation.
My only concern is our method to reaching the final presentation of the event. This is where I feel I
have not adequately prepared the board. This has either been through my lack of direction or
clarification of who should take charge of certain tasks to train our new members.
Therefore, I would like to apologize to each of you for not being the person who I wanted to be this
year so far. I feel many of you are frustrated with me because of my lack of directness and leadership
in situations.
I look to improve on my ability to think of effective solutions on my feet, provide direct advice to those
who seek it, and to lead this board into a successful and worthwhile year.
Therefore, I have a few action items:
Mentors and Mentees from the Spring Selection Process, I sent you yesterday a sign-up for
discussions with me on Sunday, September 30, 2012 from 11am-5pm. Please sign up for a 30
minutes time slot with your mentor/mentee. In addition, please fill out the survey and return to me (in
my mailbox) by Friday at 5pm. It’s short. I just want to know general opinions, before entering the
meetings on Sunday. Thank you. Also if Sunday does not work for either of you to meet together,
please notify me and we can set up a different time to meet.
Mentors for Fall Selection Process, your folders are in your mailbox to complete with your mentee.
Please follow the guidelines I have provided as in the initial process at the beginning of the year. If
you have any questions, please let me know. I expect the tasks to be completed by the appropriate
Student Activities Council Meeting Minutes
September 26, 2012
dates. After I receive the feedback on Sunday, I will let you know if I want to change anything for the
rest of the mentoring process.
Chairs, we will meet this week at 8:30pm on Sunday. At this time, I will be looking into establishing a
new time for us to meet. Sundays really do not seem to be working for us either. I’m going to be
proposing doing Monday and Tuesday sometime after 8:30pm. Please look into your schedules and
figure out, if these times really do not work for you. I think we need around a half hour to meet on
most occasions. If it has to be late, but it works better than Sundays, I would much rather change it
to this time.
Now onto updates about upcoming deadlines:
SAC applications are due on Monday, October 8, 2012, at 5pm. Encourage people to apply for these
three vacancies. If the Selection Process goes through in the next two weeks, we will be interviewing
from these policies.
Proposals due to me this Sunday are the following: (1) Movie on the Yard, (2) Late Night Snack, and
(3) Black Light Dance.
Morgan, Kelly, Colleen: thank you for bringing snack today. Katie and Margaret, you have snack next
week.
Straw poll: Like - all, don't like - 0
Report of Advisor
Dustin Lewis
In the meeting today, you met two of the four new Senators. I would like to invite the new SAC
members to stop by the next Senate meeting (Monday at 3pm) to introduce yourself and show
support for the Senate. The new Senators are Abby Schafer, Erin Hinson, Jake Hudson and Antronette
Black.
Following Victoria’s comments earlier in the meeting, I can’t emphasize enough how important it is
that each of you take time to update your events in the OrgSync calendar. We often rely so heavily
on students to just “know” what our events are and to understand what an activity (like MAD) is
without any definition or additional information. It is incredibly important to also remember that not
all students follow SAC on Facebook/Twitter and not all students live in the residence halls where they
may or may not see your promo up on the wall. All students, however, do visit the Xavier website and
browse the internet looking for things to do. Let’s do our part and keep the SAC events updated
online with better descriptions and event details.
My last comment today is to again remind all of you how important it is that you participate in the
process of discussing the Constitutional Amendment proposed by Jacquelyn today. I urge you to talk
with multiple Senators and to talk with one another to better understand why this amendment is being
proposed, how it impacts both SAC and Senate as well as the entire association, and develop what
your own opinions or suggestions are related to this debate. Next week, the Senate will be discussing
and voting on the amendment and I encourage you to attend their meeting and listen to their
discussion. It may be helpful in you better understanding their various points of views and opinions
on the issue. I also encourage you to go to the discussion on Sunday at 5pm in the SGA office that
Jacquelyn and Meghan are hosting.
Report of the SGA Resource Assistant
Student Activities Council Meeting Minutes
September 26, 2012
Crystal Guffey
Opinion Entries
Proposals
FAC - SOL Special Request
Straw Poll: vote for SOL proposal - 0, vote for FAC proposal - all
Initial questions
Would you show them this new proposed event cost to them? Would tell them why?
Can we table this? When special request runs out runs, it runs out. Why are we holding back?
I compared the cost we have from late night snack, decided the amount they are requesting for food
is too much, the reason we have SACers on FAC committee because we have experience planning
events, know cost of things. SOL said these were the quotes we got from companies.
Want to give counter offer because we think the amount is too large.
Is this similar to Fiesta De SOL from last year? No, different location celebrating something different.
Were you speaking to SOL when you made these changes? No
Struggling because this is not the request that was brought to SAC.
We can recapture extra funding if they don’t spend it all.
With changing these numbers, undermining group, saying 'you aren't going to use all this money.'?
Yes, I see how all that can be perceived.
Didn't they explain about decorations, something special, that’s why the made it so high? They did not
talk about that.
Discussion on if this was morally correct, solution to problem rather than saying, raise the money on
your own. In our opinion gave them enough money to make the event happen. Job of FAC to decide if
we are using money correctly. I think the money would be wasted if we gave it to them.
Straw Poll: $3500 - 14, $2240 - 15
This would be $17 per person, not including the cost of tickets. Think it is reasonable, can ask for
money next year.
When we made budget smaller, for 130 people number seemed big.
Think they can get down to those numbers, they can bargain.
Think it's hard to make this decision if we don't have these details. Don't feel right voting when we
don't have details.
Think you should talk to them before we vote.
Vote is for $2,240
Passed
SGA Conference fund for NACA
Senate Motion #13-032
Re-allocate $1,668 to the SGA Conference fund from the SGA budget
Passed
Closed Executive Session
Constitutional Amendment
Senate Motion #13-036
Amend the constitution in order to include the new SAC selection process.
Student Activities Council Meeting Minutes
September 26, 2012
Initial Questions
Did you know, I would encourage you all to come to Senate meeting so you know how they will vote.
Tabled until next week
Rules of Order Amendment
Tabled until next week
Closed Executive Session
Blast from the Past
Cristella Alnzo
Over 200 students, people watching from other floors. Kept it clean. Rewarding because we got to see
people enjoying it.
Would you have put her in theatre or atrium? Atrium, brought people in.
Oktoberfest
Oktoberfest was a success in the attendance by the students, being 511. However, there were flaws
because of the overwhelming amount of students. On a positive note, on every bus I was on I was on
multiple students stopped to thank the bus driver, myself and other SACers because they very much
appreciated SAC sponsoring their ride to and from Oktoberfest. However there was also an opinion
that students should keep in mind they were offered a free ride and it was abused through their
actions. Next year many things need to be re-evaluated including number of buses, number of SACers
controlling the event and even if the free ride that was considered a “drunk bus” should be provided at
all.
I apologize to those who had a bad experience, we handled the situation best we could given the
unexpected circumstances.
I would still like to recognize those who worked very hard at this event being Katie Keller, Tiffany
Hudson, Becky Griesmer, Colleen Reynolds, Colin Neri, and non SACer Jake Donovan it was very much
appreciated. And to end on a positive note, we did transport over 500 students an in general the
transportation seemed to be very much appreciated.
Did you know, now more than ever student body is hyper-sensitive to any mistake we make? Would
caution not to have a ‘justification’ tone, they want to be heard, should take an ‘apologetic’ tone.
I tried to get on bus to leave, not a clear line, bus not on time, mobs of people, people waiting and not
getting on buses, people cutting in the line that was trying to form. Someone should be there the
whole time of the event.
Katie called me because there was a large line and no one to help. Mob of 200+ showed up
intoxicated, tried to form a line. Belittled our position, did not listen. Thought about calling campus
police to help. Was nearly trampled. Someone on the board leaned out the window to three of their
friends, told them to get on, as if they reserved spots for them. Caused students to get angry. People
associate this event with drinking, do we need someone with authority like police to control situation?
You should never hesitate to call campus police, should call them.
Fix could be a drop of time and a pick up time. Regulate number of people.
We typically we give out a taxi card, what if we pay to get them back to campus.
I think we should just stop busing people after a certain time. We are liable and cannot predict what
happens when alcohol is involved.
Student Activities Council Meeting Minutes
September 26, 2012
I rode back at 8:30, was still under control.
Will this be for this event in particular? Or just for looping buses?
This event is centered toward drinking. Consider for this event.
Why didn't anyone pick up the phone and call me (Dustin Lewis, Advisor)? You should never be in a
situation where you feel unsafe or in danger. Next time call, text, etc.
I feel like this isn't a student government issue, it’s a student population event.
I would be disappointed if SAC did not go to this event next year; this is a big event for Cincinnati. We
should address problems instead of canceling.
I don't this talk is over-exaggerated. I know someone who drove 11 people home in a car because
they couldn't get on the bus.
Do not think this is dramatized.
Should have been someone on every bus, at all times.
Victoria: attended event, guided students to bus. Was told by SAC member at 6pm it would run every
20min. but there was no predictable time when the bus would show up. Online it didn't even say it
was a looping bus. Was told there would be a couple extra loops at the end of the night. The SAC
members that were running it were dressed in regular clothes. Had no idea of knowing who was in
charge. When you didn't inform people ahead of time, when they are drunk, aggravated the situation,
would have already known, avoided crowd control issue. Good service, but think not organized right.
Making it earlier is an idea, but from the people I know, they drank the whole time no matter what
time of day it is.
Looping buses are a pain, but we foresaw. Hunger Games, we assigned buses ahead of time. Went
very smooth, took 20 mins. to load. took time to organize before the event, but did not have problems
day of.
To defend life and culture. Katie passed around signup sheets, no one signed up, not even people on
the committee. I think it is important to think about next time, should sign up to help.
No one here is trying to blame life & Culture, we are trying to make sure students are safe and this
doesn't happen again.
This is important for all committees to consider. Please don't think we are attacking Life & Culture.
Think committees should discuss amongst themselves.
Here and Now
Boat Dance
Be at Buenger circle 5:30 if helping with buses.
Check tickets as getting on bus?
Do have to sign people in as they get on bus, Kevin should be making alphabetical spreadsheet.
Is there alcohol on the boat? No
How does return work? Getting off boat at 10pm, getting back on campus about 10:30.
Will be nine buses, no loops.
Committee Reports
Publicity
So after a couple busy weeks we have a little dead time. Next week I believe the only event that
needs to meet with us is the Halloween Movie and Late Night Snack. 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.
Late Night Programming
Hey SAC, first I would like to thank the person that put up Magic Mike promo. Both Elizabeth and I
appreciate the help! MAD promo also went up on Monday and it looked great, thank you Becca for the
Student Activities Council Meeting Minutes
September 26, 2012
effort on that! Late Night had our first committee meeting with Kat and Tyler on Monday. It was
exceptionally nice to have a full table and know that we are now five members strong with one
associate. Thank you for voting for Whitney as an associate. I can now officially say that we’ve
survived the storm! We are all working extremely hard to make the most of the next Muskies After
Dark. I would like to ask all of you to please keep your calendars open for October 5th to come and
help out from 7:30pm-1am. I know that this is a large amount of time to devote to SAC but MADs
take a lot of help and cannot run smoothly unless we have the most help possible. This event only
happens twice a semester and the next one is not until February so please try and be there. Next
week you will see Kat’s first proposal for the next LNS with Campus Traditions’ movie on the
greenspace.
Victoria: MAD, trying to promote to commuter students. Things are unclear on university calendar on
what events are. Commuter students came to me that things are unclear to them, no access to
information.
Will clarify.
Concerts
Thanks for all your input today, you'll be hearing more from us soon! Thanks to those of you who
attended Cristela Alonzo last Friday - I really appreciate it!
Campus Traditions
Traditions had a great meeting this week and we're happy to finally have a full committee. We hope
everyone is excited for Boat Dance this weekend. I wanted to be sure to thank you all for passing our
emergency proposal last week. Boat Dance would not have been possible without your all's support,
and again if you have any questions for us about what happened, we'd be happy to answer them.
Kaitlin will go over some final details about Friday during Here and Now, but I also wanted to say an
extra thank you to those of you who are helping out with buses. Our lecture with Frank Warren is
shaping up nicely, and you all can be on the lookout for a pre-event event sponsored by Res Life
within the next few weeks. That's about all the updates we have for now, and I hope you guys have a
fantastic week!
Life & Culture
I would assess that Oktoberfest was a successful event. It was attended beyond expectation due to
effective promoting (Thanks Ian and for everyone who invited people from FB) but the services of SAC
were abused and this is in no way the fault of the board. We can look and this experience and move
forward with assessing pros and cons for next year.
Katie S. has also been working on her Nov. speaker/service event for campus leaders, “Facing Issues
Together”. She is in contact with the main professor, who will be speaking at the event and we will
update you with more progress next week.
Halloween Haunt ticket sales are Monday Oct. 1st from 1:00-3:00 for $10
Bengal’s ticket sales are Wednesday 6:00-7:00 for $25
Please invite your friends on FB and come out to support our events!
Coming up in November we have Blue Man Group and the Cyclones game so look forward to proposals
in 2 weeks!
Financial Affairs Committee
Closing Sentiments
Cynthia Bear was given to Campus Traditions, Favorite color?
Student Activities Council Meeting Minutes
September 26, 2012
Adjourned: (5:50PM)