Student Activities Council Meeting Minutes
December 5, 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, Katie Keller, Rob Kelly, Ian Kerley, Kelly Kleier, Becca
Longville, Brian Murphy, 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: Kelsey Kirkegaard, Collin Neri
Prayer
Given by Lauren Ulmer
Approval of minutes
November 28, 2012 minutes were approved without change
Public Forum
Emily McLaughlin
Crosstown help-out. Student from Xavier and UC come together on MLK day to help out around the
city.
Kevin Tighe
Center for the study of the American Dream. Scholarship available for students interested in working
in the public sector - let me know if you are interested.
Tap
ASA - "MLK the new generation" event faculty speaker, mock MLK walk to put us in mind set of what it
would have been like. SAC interested in collaboration?
Review of the Budget
Crystal Guffey
Opinion Entries
Becky Griesmer
I just wanted to inform you all that I will be asking to suspend the Rules of Order today because my
proposal for Ice Skating was two hours late on Sunday evening. This was an event proposal already
sent in last month, but the event was postponed due to scheduling conflicts until second semester. I
am working with BSA on a collaboration and had not heard back from the gentleman at the Fountain
Square ice rink until late Saturday evening to see if renting the ice would be possible for the date we
wanted next month, otherwise I would have sent it in earlier in the week. I was having Internet
glitches during the day on Sunday and thought that the proposal had been sent to LeeAnn, but in
reality, the document had not gone through. I apologize for this inconvenience and got it to her as
soon as I realized the mistake around 2am. I sincerely hope that the students are not harmed by the
cancelling or postponing of this event because of my deadline error.
Ian Kerley
Recently Publicity received its evaluation back and we were all a little surprised and caught off guard
by them. Some of the evaluations were very positive while a few others said we should be paying
grad students to do our fliers.
Student Activities Council Meeting Minutes
December 5, 2012
I wanted to take this time to address some of the main concerns we received in our evaluations as
well as give you some of plans for next semester.
Concerns
1. First of all, if you didn’t already know, you are supposed to meet with publicity the Sunday
prior to the Wednesday you will be proposing
a. By meeting with us we can get a feel for what all you want on the promo as well as
discuss different ways to promote the event which will become even more important
this semester
b. This allows us enough time to complete it, send it out for approval and order it
c.
If you don’t meet with us we don’t really have a feel for how you want it to look and
we are going strictly based off what’s on the promo checklist
d.
It also dramatically cuts our turnaround time for completing the promos
i. Example: One promo this past semester I was given the night it was due
ii. That’s not fair to us or you
2. When we send out the promo, we send it to the publicity chair, SAC chair, Dustin, the
committee chair of whichever committee is hosting the event and the event chair.
a. Upon sending it out we ask for any recommendations you have so we can make any
necessary changes
b. For multiple events this semester we never received feedback from the event chair
and we have been forced to order the promo to meet deadlines
i. We simply ask that if you are waiting for a promo to be completed check your
email once a day which you should already be doing
c. By approving it, this your 2nd direct way of advising publicity on how you would like
the promo to look… once in meeting with us and twice by approving
3. Some evaluations bashed the use of social media saying we weren’t doing enough well…
a.
b.
Update on followers increase
Blake cannot be constantly tweeting
i. If you want the twitter username and password we can give it to you if you
want to tweet about your upcoming events
4. Multiple times we were bashed for not coming up with creative giveaways or promotions for
SAC events
a. We want to help you guys and we want to do creative promotional pieces however, we
need to know you want to
b. The events that explicitly came to us for creative promo pieces got them and in fact
we were willing to help pay for them
i. We welcome you all to come to us with an idea or come to us and say I want
to do something creative but I’m struggling to think of something
c.
Now with that being said, we will order everything and get everything ready but we
aren’t going to pass stuff out for you, that’s on you and your committee
Ideas moving forward
1. I will be walking campus to find all potential spots to hang promo next semester
2. We intend to work with the Caf more to promo
a. Done through table tents, promo on the walls on the way out etc.
3. Looking in to monthly table times
a. Once or twice a month go table for all the upcoming events at once
4. Email blast
a. We plan to get the email blast up and running
Student Activities Council Meeting Minutes
December 5, 2012
b.
5.
6.
7.
8.
Due to current limited reach we hope to have hall directors email it out to their
residents
Late Night Movie: PowerPoint previews
Sandwich boards or other signs outside the caf
Creative giveaways which we are going to need help on
Twitter raffles
a. We have an inventory of gift cards we are looking to giveaway next semester to
promote upcoming events
b. If you have a ticketed event we can do a giveaway if you want to donate a ticket or
two
9. Wear t-shirts more (everyone) – that’s what they were made for
I for one am excited for what Publicity has planned this semester and I look forward to working with
you all to ensure we promote the upcoming events to the best of our abilities
did you know i really like the preview before the movie idea
does anyone on your committee have experience with imovie or anything like that? In my elvaluation
of publilcity I was trying to be constrution, was never ment to be a bashing or pointing out individuals.
I just want you to know I never meant to bash you, and I don't think the board did either. I think pub.
doing good job, thankful.
We were thinking about doing door hangers, stickers for coffee cups, how should we budget that into
program - give us a site so we can include it in our pricing.
We don't have a particular site/complany,
If any of you are interested in companies that we've used in the past, just lwt me know. I want you to
take it to heart that we will not have Alter to promo in. I want you to think about what creative ways
you could promo.
When I fill out promo sheet, should i be more specific in what I want.
When you meet with us, that's where we can get specific. We'd like you to meet with us instead of just
leaving it in our mailbox.
When we send you an email with the promo, tell us then if you don't like it, we'll fix it. Instead of
giving us a bad review.
Ian Kerley
As I mentioned earlier I have to resign as the Publicity chair as well as a full time SACer due to a class
conflict next semester. Unfortunately I have tax accounting 2:30-4:10 next semester so I will not be
able to attend most of the weekly meetings. I still plan to do everything I currently due as a fulltime
SAC member I just won’t be able to attend the meetings. It’s funny how just a few short months ago
I was helping revise the rules of order for associate SACers and now I will have to abide by them. I
will be nominating Blake Barlow to take over as chair of the Publicity Committee. I ask you accept my
request to be an associate SAC member effective at the end of the meeting.
Did you know I'm going to miss you.
Becca Longville
Will be resigning to associate SACer
Jacquelyn Reineke
LeeAnn Scherbauer (On Behalf of Whitney Rohr)
FAC Proposals
Proposals
Student Activities Council Meeting Minutes
December 5, 2012
Open Executive Session
Grocery Bingo
Initial Question
Do we already own bingo supplies? Email Shonda Daniels
Is promo still 40.25 without Alter? Will find other places to promo
Debate
I like this event, glad we are continuing event from last year.
Passed
LNM: Perks of Being a Wallflower
Initial Questions
Is this a good movie?
Yes. Has been ranked high.
Did you know Book Club has read this movie?
Debate
Passed
LNS
Add $20 to total $600
Passed
MAD Mardi Gras
did you know the photo booth we got for boat dance is cheaper? Yes, we are switching to them.
Who is doing gumbo? it will be canned
The band is Lagnyopic
Jester might double as balloon artist. We are working with Cincinnati Circus.
Please check a couple restaurants for Gumbo
Passed
Open Mic Night
Friendly amend for higher priced cookies
Friendly amend to provide hot water and hotel room
Friendly amend for $800 - accepted
We can see if we can get the caf taken care of
Looking forward to see So Long Solo
Passed
Art After Dark
Considered doing looping bus? No
could probably get more students to go?
May not be able to get the attendance for a looping bus.
Passed
suspend rules of order until the end of the meeting
Passed
Ice skating
because it is split, selling them at once? Yes.
Passed
Student Activities Council Meeting Minutes
December 5, 2012
reinstate rules of order
NACA National
Congratulations to the reps.
Debate
I'm really excited.
Passed
Open Executive session for Publicity Chair
Blake Barlow voted Chair of Publicity Committee
Report of the SAC Chair
LeeAnn Scherbauer
It’s our last meeting of this semester. I can’t believe it. I would like to say that I’m very proud of all of
you and the events we planned as a board. I could not be happier with how this semester has gone.
And it truly could not have been accomplished without all of you! I look forward to what we have
placed on the calendar for next semester and I think our fellow students will be very happy with the
events SAC is providing.
Thank you for all your hard work in the last few weeks to have the following tasks done for your
events which are now on the calendar. I know it took some planning ahead and made you a little more
busy these past couple of weeks, but hopefully when the spring rolls around and your proposals are
passed, some of these details will not seem so significant to tackle as you are following up on the
parts of the event.
When we come back from break, the following events will be due to me on the Sunday before we start
classes on December 7, 2012: Name that Tune from Concerts and Ski Trip from Campus Traditions.
As a reminder of a couple of my new policies and ideas:
a)
I will not waive proposals in the upcoming semester. Like today, we will first have to suspend
the Rules to see if we can vote on the proposal.
b)
Explain to the board during opinion entries, if you are to leave the meeting early. Contrary to
what I said last week, still email me if you are to be leaving early so I may approve it still because
that is what the Rules of Order state. If you do not contact me within 24 hours prior to the meeting,
your absence is not excused.
c)
Therefore, if you are coming late to the meeting, also please contact me 24 hours prior to the
meeting. If this does not happen, you are not excused and you will lose voting rights if then in
attendance later for the rest of the meeting. I will only waive this requirement in severe
circumstances. The main reason why I would like 24 hour prior notice is so I can write it in my report
and be mindful of Crystal, so she knows in advance.
d)
Office Hour Contest! Next semester, I will be holding an office hour contest during the month
of January. For this to work though, I need Office Hour descriptions to be explicit and follow the
outline I have left in all your binders. If this method is not followed, I will not approve of your office
hour/s. I want this to be a helping mechanism to hold ourselves accountable during our office and to
get the work done that we intend to do. The prize has yet to be determined, but I anticipate it to be
worthwhile.
So as I said last week, get your game face on!
Student Activities Council Meeting Minutes
December 5, 2012
e)
Please give snaps for Morgan for our new Snaps for SAC jar. Don’t forget to recognize your
fellow members for a job well done or just to write a nice note to them for their helping hand at your
event. This way, we are offering up nice sentiments about all of us in addition to giving Cynthia bear
to a deserving member.
I wish you all luck in finishing up the last week of the semester and for final exams. Just remember to
breathe, get plenty of rest, and remain positive. This is a stressful time for us all but we can get
through it together.
Have a happy holiday and I look forward to meeting back again in the New
Year!
Committee Reports
Publicity
Publicity will be meeting very briefly this weekend for a couple things. We ask that if you need to meet
with us come right at 7:00pm so we can all get back to studying. Hope your weeks haven’t been too
rough and good luck with exams next week!
concerts was wondering about table tents for caroling in the caf? Miscommunication - did not know
about them.
Late Night Programming
Thank you for passing our massive amount of proposals today. We are very much looking forward to
the next semester and it should definitely be a great one. Over break we will be finalizing everything
for Mardi Gras MAD and attempting to look into some other things to bring to you next year!
Remember to stop by the atrium tomorrow night at 10pm to get some Naked Pizza for Lauren’s first
event! Of course we will then see everyone at the Christmas party on Friday where late night will be
bringing Jello and Cheesy potatoes…though the prospect of fruit content and brussel sprouts are still
being weighed.
A few End of Year sentiments:
As a chair, I want to make sure I take a moment and thank my wonderful committee for making this
an amazing Fall. There have been some highs and lows in SGA this semester and my committee, Rob,
Lauren, Tyler, Kat, and Elizabeth, you guys have been the constant ground in which all of my
motivation has come from. I count Late Night extremely lucky to have you guys for the heart,
laughter, and hard work that you all bring to the table.
And of course I want to thank everyone on the board, Dustin and Crystal, and the execs, on behalf of
Late Night, for your help over this last semester. Late Night is constantly in need of support through
volunteers, guidance, and feedback and everyone is always willing to lend a hand. For that, we are
entirely grateful.
May you all have a very Merry Christmas and a relaxing break. See you in 2013!
Concerts
Not much to report on today. Thanks to all of you who attended Caroling in the Caf - we appreciate it.
Major Concert update - good news, the current offer that we have out has been accepted! WOO! I
can't really tell you all much more than that as of now, but we are really excited that we are so close
to finalizing everything with the act. One thing I can tell you is this act was rated high on the survey,
which excites concerts because we know we are providing our fellow students with an act that they
really want. Along with that, as you all saw Xavierfest is only 12 days after the major concert,
therefore, we will need some help from all of you in planning and working Xavierfest, therefore right
Student Activities Council Meeting Minutes
December 5, 2012
now I would like to ask you all to let me know if you are interested in taking a leadership role in
planning Xavierfest.
Also, anyone who is interested in revising the SAC Rules of Order with Colleen, Blake, LeeAnn,
Jacquelyn and I - let me know! It's no longer part of constitutional review.
Campus Traditions
Life & Culture
Thanks for planning an awesome workshop! I know it was very beneficial for my committee and I am
excited to follow these action plans and make changes.
Katie S. and Shelby, we are really excited for the Christmas party Friday, we’re going to bake
something awesome, and we are real
Thanks for passing Ice Skating, So Long Solo, and Art After Dark. Over break we will be finishing
details for Ice Skating and following up contact with clubs to solidify collaboration contracts! You can
look forward to seeing a proposal from Michael for The Doctor’s Event.
My committee rocks!! Love you all Merry Christmas!
Financial Affairs Committee
Report of the SGA Executives
Matt Morefield
First we wanted to apologize for not holding everyone to the same level this weekend. We are
disappointed with ourselves and the Association for the actions that occurred. We should all hold
ourselves to a higher standard and we should take this as a learning experience moving forward.
Updates on the last week:
•Seth met with the Faculty Assembly today to discuss the Student Core Committee. The next Core
meeting is Wednesday.
•The Mid-Year Report will be coming out this week. It is currently 21 pages long and we are editing it
down to a more reasonable level
•Kristin, Needom, and Emily were hard at working last week making the Senate appointment.
Congratulations to Olivia!
•Matt and Kristin met with Lori Lambert and company to discuss how mental health issues and
concerns are handled at Xavier
•At the same time Seth met with Chief Couch and Doug Ruschman and a fellow student to discuss on
how an off campus shooting incident was handled by Xavier
•Seth and Kristin met with University communications to discuss marketing to Xavier students
•Seth went to the Board of Trustees meeting last Wednesday and will be going to the next one on
Thursday. In between, he met with admissions to discuss some topics he brought up in the meeting
Have a good week Senate!
Thanks you for your apology. What happened over Thanksgiving Break? an XU Alert Me was sent
out...
Does Xavier Police have the ability to text just people in just certain areas? No, it is possible, would
need upgrade, cost is more, it's in conversation
Committee to address space issue? Seth has contacted SACers.
Did you know Seth, Drew and I along with the rest of FAC have talked about how we can have
guidelines etc. so these situations don't happen.
Straw Poll: 12,000 for Senior Board Deficit Yes – Majority
Student Activities Council Meeting Minutes
December 5, 2012
Report of Advisor
Dustin Lewis
What is a hoop house? Portable garden house. Allows you to create a place to grow plants, natural
heat for sustainable farming.
Where would is be? Around Dana-mont project
Report of the SGA Resource Assistant
Crystal Guffey
Blast from the Past
Caroling in the Caf
25 mins. of Performers, facebook page said the wrong day, also it was on a busy day, other than that
is was good. thanks for those who stopped by.
did you know my roomate said she enjoyed performing, and would do it at any other SAC events
Fest of Lights
Crapy weather, but descent amount of people showed up.
LNM
highest attendance of the year by 100. Reached out to 525 students within the three days.
Workshop
Here and Now
Winterfest 5-7 friday, right outside the caf
Do you need any help at the event? No, would like you to come to event
LNM 10pm Naked Pizza
SGA Christmas party
Closing Sentiments
Cynthia Bear was given to Tyler, What are you doing over the break?
Adjourned: (5:20PM)