Student Activities Council Meeting Minutes
January 23, 2012
Call to Order
3:00PM
Roll Call
Present: Blake Barlow, Elizabeth Bousson, Keenan Collins, Samantha Easterling, Chanessa Fant, Becky
Griesmer, Allie Haar, Tiffany Hudson, Katie Keller, Rob Kelly, Ian Kerley, Kelsey Kirkegaard, Kelly
Kleier, Brian Murphy, Megan O’Donnell, Michael Ryan, Jacquelyn Reineke, Colleen Reynolds, Kat
Rivers, Tyler Sauerbeck, Katie Schad, LeeAnn Scherbauer, Luke Schafer, Kevin Tighe, Lauren Ulmer,
Kaitlin Whelan, Morgan Zuziak
Prayer
Given by
Approval of minutes
January 16, 2013 minutes were approved without change
Public Forum
Abby
Urban farm forum
Kelsey
SGA Buddies have been assigned
Is this like the mentor program or is this hanging out just for fun? We want this to be like hanging out,
making relationships.
Kevin Tighe
Athenaeum Open mic/performances
Review of the Budget
Crystal Guffey
Opinion Entries
Blake Barlow
LeeAnn Scherbauer
I’m going to say this again from last week’s meeting. Students are not being informed that we have
events happening on campus and this fact needs to change. I’m now passing around a sheet that
states where promo can be hung around campus. There might be more places but this list will for sure
place all the ordered promo around campus. Also, make sure it is hung up on time. Often times, if
promo is not hung on time, it leaves very little time for people to know that we are having a ticket
sale. Also, event chairs need to realize when promo is not going up and you as the event chair need to
do something about it! This is your event and you should want as many people on campus as you can
to come, so you should want to be promoting it in every way possible. It is not only the responsibility
of Publicity to make sure promo is up. It is everyone's responsibility. Therefore, if a banner has not
been made or a Facebook event has not been created, instead of complaining about it, how about you
do it! Like I said last week, we need to start taking the initiative when it comes to events! As I said in
the beginning of my report, we are doing well and meeting or exceeding attendance numbers. But I
think we could be doing better, if we promoted more. Use OrgSync, use the Portal, use digital signage,
make sure a banner is being hung, hang up all printed copies of flyers around campus and not just
Student Activities Council Meeting Minutes
January 23, 2012
rely on ResLife (we know they are not that reliable). Use social media and talk up the event to your
friends and people in your classes. People pay $115 each semester for events on campus, we are
supposed to be providing them events, and without them knowing that they are occurring, we are not
fulfilling our mission. Let’s step up our promoting efforts and fulfill our mission! Promoting our events
is our biggest opportunity that we expressed at Workshop, let’s enhance our promotion skills.
FAC Proposals
Proposals
Cooking in the Caf
Chair: Kelsey Kirkegaard & Michael Ryan
Date: February 10th
Time: 3-4 & 4-5 pm
Location: Hoff Dining Complex
Est. Attendance: 40
Event Description: Hoff employees will instruct students on how to decorate pastries. We will do two
shifts of 20 people.
Total Amount Proposed: $1000 [Could be less]
Cost Breakdown:
$35 Promo
$965.00 Food & Services at the Hoff
{Contingency included}
Questions
Will you meet with Blake about promo after meeting? Yes
Will there be sign-ups? Yes
More of a break down in the total? We are basing the number off last year, which was pizza. Do not
have a price from the caf.
Last year, I think the caf split the price of supplies with us.
Debate
Remember the aprons leftover from last year are in the closet.
Passed
Late Night Movie Skyfall
Date: February 14-16
Time: 11:00 p.m.
Location: GSC Theater
Event Chair: Lauren Ulmer
Estimated Attendance: 100 average per show
Event Description: Late Night Movie in the GSC Theater Feb. 14-16. The movie is Skyfall.
Total Amount Proposed: $1,350
Budget Requested From: Late Night Programming
Cost Breakdown:
Promo: $35
Movie Poster: $15
Theater Costs: $159
Student Activities Council Meeting Minutes
January 23, 2012
Movie Rights: $1,141
Total: $1,350
Questions
Movie rights, is that how much we always pay? Every movie is priced differently; this is a premium
movie, so it costs more.
Did you know the movie costs will be $12,210 (includes poster).
Will the theater costs be higher because the movie is longer? Yes.
This is a “line item”, so technically doesn't need to be proposed, price can vary without needing to be
proposed.
Is moving the time an option? It depends on what is in the theater beforehand. The theater is very
booked most of the time, so rare that we'd be able to move the time.
Is there a reason the movie is not during MAD? Intentionally not trying to combine the two programs,
both events draw large crowds. Students will have more weekends with alternative programs.
Passed
Suspend Chapter 9
MAD Mardi Gras event promotion
Mardi Gras beads from
http://www.orientaltrading.com/tri-color-mardi-gras-beads-a2-3_1850-11-0.fltr?xsaleSku=12/13750
$8.50 for 48 beads
or $76.50 for 432 beads
Plus shipping ($15.00)
Total: $ 91.50
Debate
I think the beads will be a great way to promo. Will probably be handing them out in front of the caf
that Thursday.
Passed
X-tinguish Smoking on Campus
Proposal Spring 2013
Leading Facts:

Cigarette smoking causes an estimated 443,000 deaths each year, including approximately
49,400 deaths due to exposure to secondhand smoke.

Lung cancer is the leading cause of cancer death among both men and women in the United
States, and 90 percent of lung cancer deaths among men and approximately 80 percent of
lung cancer deaths among women are due to smoking.

Smoking causes many other types of cancer, including cancers of the throat, mouth, nasal
cavity, esophagus, stomach, pancreas, kidney, bladder, and cervix, and acute myeloid
leukemia.
Student Activities Council Meeting Minutes
January 23, 2012

People who smoke are up to six times more likely to suffer a heart attack than nonsmokers,
and the risk increases with the number of cigarettes smoked. Smoking also causes most cases
of chronic lung disease.
Issue at Large:
In order to prolong the life of the students at Xavier, it is necessary to not only ban smoking, but to
implement a program to help them quit. At Xavier University all members of the community share
responsibility for the health and safety of fellow students and for the regulation of student conduct.
The standards of student conduct are designed to foster the “ethical, developmental, and personal
integrity of students and to promote an environment that is in accord with the values of respect for
oneself, respect for others, respect for authority, respect for community, respect for property, and
respect for University values - honesty and integrity. Choosing to join this community obligates you to
act in a manner that is consistent with these principles” (10.0 Values Statement, p. 16).
The Student Handbook clearly states, “Working together, students, faculty, and staff create a climate
rooted in the Jesuit, Catholic tradition. Xavier embraces certain values, which enhance the integrity of
the educational community. A student’s behavior should reflect the values of respect for oneself,
respect for others, respect for authority, respect for property, and honesty and integrity.”
Vote: Should Xavier’s campus be smoke free (meaning this question will be added to the 2013 student
ballot)?
Questions
Would faculty and staff be included in ban? Yes
Can you explain what the ballot is? It is for executive elections, there are questions added.
If there is a ban on campus what would be reaction/punishment for someone who smoked? That
would be something we would decide, could be a fine through campus police.
Would there be a designated smoking place? There might be a smoking designated place or two, but
that wouldn't be included in this proposal, it would have to be passed on a different ballot or
something.
Do you know how many other universities have a smoke-free campus? I don't know; I know UC tried
a couple years ago. Other campuses have done this.
Can I add info? This begins with student voice, then faculty and staff are brought in (faculty
committee). NKU is smoke free; UC has been back-and-forth on the issue. This is a bigger
conversation than the referendum. Many more conversations would happen afterword, would be a
policy written etc. Just because you are putting this on referendum doesn't mean you are endorsing a
smoke free campus.
Luther Smith was a big fan of this my first year, do you know why that failed? There was discussion
about it at that time, a forum was held, never any action or polls taken. There were just conversations
about it.
As of Jan 2, 2013 1,130 smoke free campus in us according to source.
What is going on the ballot? This info doesn't have to be on the ballot, info can be distributed another
way.
Who will be leading? Colleges against Cancer, unless SGA or someone else would like to back it.
Will the other side be able to share their information, this is one sided? They have the right to vote no
for this.
People that are openly opposed to this can campaign against this.
I think the info needs to be somewhere else than Facebook or twitter, not everyone participates in
social media.
Once this goes through, whose project will this be? Colleges Against Cancer, with the help of others if
they want to be a part.
What makes us decide this should be on the ballot? It is your personal decision.
Student Activities Council Meeting Minutes
January 23, 2012
Having a problem deciding if we are putting this on the ballot or putting this on the ballot and having
SGA back this? This is a vote for putting this on the ballot.
Debate
I think if a group of students comes to us to put something on the ballot, it's up to us to say ok
whether we agree or not.
Ballots should not be used in place of being of being a survey. I think SGA should have a plan for
afterword, I think SGA should support or not. I think there needs to be a plan and research for us.
I do agree that this should not be something that is tied to us in any way. There is a lot more that
goes into this than us just being annoyed about walking through smoke on campus. We need to think
about workers smoke breaks, how that affects them and their job etc.
Have you thought about doing a survey? Students are more likely to vote on the issue if it is on a
ballot, will not get as much response if we did a survey.
To be able to smoke, students would have to walk to the edge of campus, safety issues. There are
bigger factors that need to be discussed than whether you can smoke or not.
Yes - 14
No - 11
Passed
Open Executive Session
Associate SAC members
Ian - Yes
Becca - Yes
Report of the SAC Chair
LeeAnn Scherbauer
I want to first start by saying what a great week we had last week with all our events! Perks is now
the topping grossing movie for the year – it beat out Dark Night with 540 people in attendance. Open
Mic Night had 110, exceeding the expected attendance and it was a great night of tea and music. The
student performances were wonderful. Bingo also went well last night with around 90 people gathered
in the atrium to win groceries. I also heard that the first years, Kat, Lauren, and Tyler, did a great job
working together on this event!
Today applications are due for the SAC vacancy positions. We will be interviewing tomorrow and
Friday. Colleen, Morgan, Matt, Dustin and I are the ones sitting on the selection committee. At the
moment, we will be bringing on four new people as nothing more has been decided.
Late Night Snack is the only proposal for next week.
Becky has snack for next week.
Do not forget to log your office hours in OrgSync. The contest is still happening! And if you have any
further questions, please do not hesitate to ask.
Since the meeting today is long today, and next week we only have one proposal and we will be
welcoming new members, I would like to propose that we have a short meeting next week. We will
end the meeting at 4pm and then for the rest of the time we will have SAC bonding. How does this
sound? Thank you Keenan for the idea!
Last week, I went to the first budget meeting to discuss how next year’s budget will be allocated. The
Executives have changed it up since last year and I would just like to fill you in on the process. There
will be a proposal created for each line of the budget for next year. Therefore, it will be similarly
allocated to how we pass proposals in SAC. I have asked the chairs to draft a preliminary proposal for
their committee in the future, but to keep in mind that we are not planning events for next semester.
But the committee is to create a budget for the sustainability of the committee for the future and they
Student Activities Council Meeting Minutes
January 23, 2012
will be presenting their ideas to me and the other chairs the week of February 3-9th. I will then submit
a final proposal of all line items for SAC to the Executives by February 15th. Therefore, if you have
strong opinions on the future of SAC and budgeting, please share your opinions with your chair and
myself so your ideas can be heard while we are planning for next year. If you have any questions
about the process, please direct them to me or the Executives and we will do our best to answer any
of your questions.
As a point of information, the Old Hoff Dining is now available to be used for events. There will be a
cleaning fee and Xavier dining and audio visual needs will need to be used. We cannot bring outside
food or audio visual in.
Chairs, we will be meeting tomorrow at 8am in the office. If you have a problem with this time, please
let me know. We are all not in class, and as far as I know, we do not work at this time. All other times
are unavailable that I have offered for the last two whenisgoods, so I picked this one.
Committee Reports
Publicity
Late Night Programming
Concerts
Campus Traditions
Life & Culture
Art After Dark is this Friday 1/25 leaving from Buenger Circle at 5:30! Thanks for passing Cooking in
the Caf for Feb. 10th, we'll be bringing you more details next Wednesday! Ps. We've cancelled
multicultural food fair and easter egg hunt, but we've added National Eating Disorders Awareness
Week (NEDAW) March 11-15 (Ps. does some one on senate want to fill us in on what's happening
during diversity week/could this be included?) Keeneland April 5th and Stress Relief Day during Spring
Week!
Financial Affairs Committee
FAC has been up to alot lately, including Club Workshops, committee meetings in which we discussed
the newly replenished Special Request funds, and meeting with the SGA Budget committee as well.
Meetings on meetings on meetings, yo. Here is a summary of everything:

Club Budget meetings went well. We are following up with clubs that were not in attendance.
Next year, attendance is mandatory. Any club that does not attend will be significantly
punished as disqualification from the budgeting process is an option.

We are currently revisiting FAC proposals from last semester that we were not able to hear as
we begin allocating the funds given to us by the Executive.

Seth is doing a job well done in facilitating the SGA bugeting process. I speak on behalf of all
the FAC in saying we are excited for the task as it is now in the process.
If you have questions feel free to ask. If they might be long-winded ones, I will be available after the
meeting.
Report of the SGA Executives
Matt Morefield
What is world quest? World team trivia event at Cintas
Report of Advisor
Dustin Lewis
This week in Senate, Jean Griffin (Director of Student Integrity) will be offering the Report of the
Student Activities Council Meeting Minutes
January 23, 2012
Administration, discussing her new role on campus and the future of conduct at Xavier as well as the
new student handbook. Senate is going to be proposing their version of the constitution this week
and as a reminder, this version will have to sit for one week before it is discussed and approved to
pass to SAC. I want to strongly encourage all of you to make it a priority to review the version that
Senate is discussing. This is really it, your last chance to drive any changes into the SGA Constitution.
There are still several points of contention that have not been addressed whatsoever between SAC
and Senate – two being SAC selection process and also determining what qualifies a student to be an
Executive. There are other small areas where the boards are not in agreement, but these two stand
out to me. Also, with SAC’s refusal to review the new Budget Article this week, I do hope you all take
time to read that section. It is new and you have not reviewed it before.
I wanted to also give a shout out to Tyler, Lauren and Kat on a job well done with Grocery Bingo. I
heard you three did a great job working together – congrats!
Just a reminder that next week, you will have more NACA artists to review. We leave on the 15th for
Nashville and will hopefully find some great acts and bring home a lot of great ideas for SAC.
Are tickets more expensive after today? No
Report of the SGA Resource Assistant
Crystal Guffey
Blast from the Past
So long solo: was a success 110 people
Grocery Bingo: 90 people, everything went really smoothly
Perks of Being a Wallflower: 542 people came
Here and Now
Art After Dark
SAC Applications due today
Closing Sentiments
Cynthia Bear was given to Kat, Lauren & Tyler, favorite thing to buy at the grocery store?
Adjourned: (5:00PM)