Student Activities Council Meeting Minutes
November 28, 2012
Call to Order
3:00PM
Roll Call
Present: Blake Barlow, Elizabeth Bousson, Keenan Collins, Samantha Easterling, Becky Griesmer, Allie
Haar, Tiffany Hudson, Dannie Jackson,, Rob Kelly, Ian Kerley, Kelsey Kirkegaard, Kelly Kleier, Becca
Longville, Brian Murphy, Collin Neri, Megan O’Donnell, Michael Ryan, Jacquelyn Reineke, Colleen
Reynolds, Kat Rivers, Kate Sabetta, Tyler Sauerbeck, Katie Schad, LeeAnn Scherbauer, Luke Schafer,
Kevin Tighe, Lauren Ulmer, Kaitlin Whelan, Morgan Zuziak
Excused: Katie Keller
Prayer
Given by Dannie Jackson
Approval of minutes
November 21, 2012 minutes were approved without change
Public Forum
Kevin Tighe
SGS sponsor Unified for UNIFAT child?
Review of the Budget
Crystal Guffey
Opinion Entries
FAC Proposals
Proposals
Open Executive Session (FAC Constitution)
Report of the SAC Chair
LeeAnn Scherbauer
I have a few updates about the upcoming two weeks.
1)
Thank you for all who have met with me so far to talk about evaluations. I look forward to the
ones to come in the next two days. I have enjoyed sitting down with you all. Tiffany and Margaret
please see me after to schedule a time to meet. Collin, it’s unacceptable that I have not received your
evaluation. Please talk to me after the meeting.
2)
Workshop: it is this weekend! If for any reason, you cannot come, I need to know now. Please
tell me during the question part of my report.
a.
We are meeting at 5pm. Senate is meeting at different time; do not show up with them. We
are taking a looping bus and we will not all fit with all our stuff on the bus. If you want to be
comfortable arrive at 5pm.
b.
For dinner, please choose an eating establishment from the following list: Noodles & Co.,
Chipotle, or Chik-fil-a. A sign-up sheet is going around. Please place your choice of restaurant in the
box.
c.
We will be walking to dinner from the hotel and we will be walking to our meeting room on
Saturday from the hotel with your luggage. The walks should not be any longer than 15 minutes at
Student Activities Council Meeting Minutes
November 28, 2012
maximum. We are staying one night, so pack appropriately. I recommend layers, as we do not know
how hot or cold the rooms/buildings will be.
d.
Chairs, do not forget about your committee PowerPoint. If you would like to send it to me, I
am willing to collect them all and then you may just pull it up from my email. If not, please have it
ready before Friday night. That is when we will be presenting them.
e.
Lastly, I am sending around a Workshop Participate Agreement. By signing this, you are
agreeing to not participate in any of the following actions, but to behave according to the Student
Code of Conduct. All attending must sign this to participate. As a reminder, participating in Workshop
is an expectation of all SAC members.
3)
Senate Meeting on December 3, 2012:
a.
Two Mondays ago, I sent you all an invitation to the Senate meeting on December 3, 2012,
with Fr. Graham. To explain further, each year, the Senate meets with Fr. Graham as their Report of
the Administration. We are all asked to attend, as we take our SGA group photos during this meeting.
Dress is business casual and we meet in the Conaton Board Room in Schmidt Hall. Schmidt is the
second to last building on the Academic Mall past Hinkle Hall. The Conaton Board room is on the
second floor. Appetizer-esque food will be served and we will have time to socialize and interact with
Fr. Graham afterwards.
b.
I highly recommend you all be in attendance, so we are in the photograph. The photograph
will be taken after the Senate meeting, so if you cannot be there right at 3pm that is fine. I would
recommend coming around 4:30-4:45pm just to be safe that you do not miss the photo. Also, if you
are unsure what to wear, the last four years of photos are hanging on the wall in the office. Let me
know, if you have further questions.
4)
Planning Day is next Wednesday:
a.
At Planning Day, we will not be breaking off into committees to talk about events. Instead, I
will open an open executive session and I will begin in January and go through each month of events.
When your committee’s event is called I would like a report of the following information: 1) has the
space been reserved and where; 2) have co-sponsors been contacted, if involved; 3) communicated
with Publicity or have thought about one different way to promotion beside the normal ways and
explain what they are.
b.
If any of these questions, have not been taken care of prior to Wednesday, the event will not
be placed on the calendar for the spring.
c.
All proposals for events before January 30th are due to me by this Sunday at midnight. I
realize they are not officially on the calendar yet; if, for some reason the event has not met the
following criteria from above, I will not allow for the event to be proposed during the meeting.
d.
Please let me know at the end of my report, if you have any more questions about this
process next week. I do not want anyone to be confused.
5)
I have a few more things that I will be changing for next semester that I would like to share
now.
a.
I will not waive proposals next semester. If your proposal is late, you must suspend the rules
of order. It will also be up to you, to send out the late proposal to the board if it is done after I send
out the rest of the proposals. My hope is that every set of proposals will be to you by noon on Monday
next semester.
b.
If for some reason you need to leave the meeting early, you do not need to tell me. Please
explain your reasoning why you are leaving to the board during opinion entries. I think it makes much
more sense this way. The only reason you need to tell me about your absence to the meeting is if it is
because you will be late or you are absent.
c.
Snacks for SAC: Here is a sign-up sheet for next semester. Please sign up, so we can enjoy
delicious snacks each meeting. I’m unsure, who has snack next week. I’ll email you. Sorry about that,
I forgot my list in my room this morning.
d.
Also, here is a sign-up sheet for Office Hours next semester. If you are still unsure of your
schedule, you may sign up in the first week of January. But as a point of information, in January, I will
Student Activities Council Meeting Minutes
November 28, 2012
be holding a contest. The SACer to record the most office hours for next semester with an accurate
description of the work completed, I will be offering a prize. So get your game face on!
6)
Have a great day! Please ask me questions, I said a lot today.
Committee Reports
Publicity
Late Night Programming
Late Night has been working hard coming up with ideas for MAD: Mardi Gras. That proposal along with
the first late night snack and movie will be to you next week - we are moving forward with Perks of
Being A Wallflower as our January movie and Rob is working on a snack vendor. We are also bringing
back grocery bingo, my first event as a late nighter last year and all our newbies will be working on
that one!
We will be taking the evaluation comments into account when planning our events for next semester.
Thank you to everyone that gave us constructive feedback both positive and negative, it will help us
move late night forward. With that in mind, I want to remind you all that we are always open to
suggestions and please do not hesitate to talk to any of us.
My lovely committee members, I will see you after the meeting for a short meeting!
That's all from us! We shall see you at workshop - with bells on.
Concerts
Not much to report on. Thanks to everyone who helped with Glo Hard! We have our last event next
Wednesday at 6:30pm, Caroling in the Caf, which we hope to see you all at! In regards to the major
concert, today is the last day, until 7pm, that our current offer holds, therefore if we don't hear
anything we will be moving on to our 3rd choice in artist.
Campus Traditions
Life & Culture
Financial Affairs Committee
Thank you for listening to our presentation. If you have any questions, feel free to ask any member of
FAC. Today, FAC also evaluated ourselves and started planning for our next semester. The ideas ran
the entire gambit such as an auditing process or better outreach, but if you have any ideas, let us
know. Finally, we planned FAC’s Secret Santa outing.
Report of the SGA Executives
Matt Morefield
So the first thing I want to address is the EAF. I know there has been some confusion as to why SGA
was eligible, then not eligible and eligible again. Last week Senate voted against the lump sum which
made SGA ineligible, however we emailed SGA about a compromise and a few Senators and us got
together and worked out a different solution that works for both sides. On Monday, Senate voted
again for the compromise and passed it. Because of how long this process has taken, we were really
worried about getting the application out in enough time for people to apply. Therefore, we made the
mistake of sending the application out to SAC without explaining beforehand, and for that we are
sorry. Because SAC passed the 15k two weeks ago we did not need to propose again but we wanted
to make sure you knew the process for what was happening. That compromise included 2 SACers and
2 Senators that will check the decision for Seth, Kristin and I after we decide where we want to
Student Activities Council Meeting Minutes
November 28, 2012
allocate the money. If those 4 agree then we will distribute the money and report to both boards next
semester on where the money went. You are eligible to be in that group of 4 if you are not applying
for funding or on a committee applying for funding. We apologize for the confusion and frustration. Let
me know if there are any questions. Any volunteers?
See our door for sign ups for Miss Black and Gold on Friday, December 7th and World Quest in
February.
We have been working on our Mid-Year Report and will be distributing it out next week.
Were any SAC members consulted about change before Senate voted?
Did not receive a response from SAC. This is giving SAC more power, just voting on process, apologize
for sending the documents out in reverse.
Do we need to vote on it again? No, voted on spending $15,000. Stays the same.
Will work with those 4 people if they do have issue with the picks, would be a very informal thing, will
not move forward unless they are comfortable with it.
Report of Advisor
Dustin Lewis
For your Senate Minute, the Senate met in Williams College of Business and invited Brian Till (Dean of
the Williams College of Business) to be their report of the administration. Dean Till spoke about the
evolving mission of WCB and his plans for the college in future years. The Senate approved the new
Board of Elections Code – which I encourage all of you to look at on the SGA website and also to read
carefully if you are aspiring for an executive position in the spring.
This week the new Club Connection email went out announcing two main points for our student
organizations – 1) Mid Year Reporting is now open and all student organizations need to submit their
mid year reports by Wednesday, December 19th. 2) Spring Involvement Fair Registration is also now
open for student organizations to participate in the Spring Involvement Fair – like an indoor Club Day
but sponsored by Student Involvement. The Spring Involvement Fair will be held on Tuesday, January
15th from 11am-2pm. Traditionally Publicity Committee has coordinated SAC’s involvement with the
fair and I hope they continue to do so this year.
Just a reminder that any of you who are submitting an event – and this goes for committee members
not just chairs – to the calendar next week, you need to reserve the space in advance for order for the
board to approve your event on the calendar. In addition, I encourage any of you with January events
to talk with Publicity now and have them get started on designing for your first month of events.
Please don’t wait until the last minute to consider promoting your January programs.
Did you receive the motions that were missing in the Senate minutes?
We did not receive them on time, but sent out a notice to senators, we are collecting them.
Report of the SGA Resource Assistant
Crystal Guffey
Blast from the Past
Cyclones Games
Lots of fun, a few of us got to go out on the ice to play musical chairs - check it out on the SAC
Facebook page.
Facing Issue Together
Great event, Ran overtime, lots of conversation, hope to plan more events like this in the future.
Glo Hard
Was a great success, thanks for everyone that came out and helped, attendance 411.
Student Activities Council Meeting Minutes
November 28, 2012
O'Charley's
Went ok, could have been better, was our first event, learned we needed to be more assertive.
Movies
Went well, this was Whitney's last event, glad we could use our line item to fund this type of event,
glad we could get off campus.
Did you know SAC had 6 events in 6 days and can you guess how many people SAC reached out to
during that time? 1,200.
Here and Now
Caroling in the Caf, Tuesday to 6:30, can sign up in the office, but also at the event
Just Christmas songs? No, any song.
Do you have a list of singing groups? have reached out to A Cabellas, is going to talk to president.
Harmon-X has an event day of or day after. Do not think those clubs will come.
Festival of Lights
Sunday, sold all of tickets.
Late Night Movie: Dark Knight Rises
This weekend, expecting a lot of people, get there early to get a seat.
Closing Sentiments
Cynthia Bear was given to LeeAnn, What is your favorite Christmas movie?
Adjourned: (4:50PM)