Student Activities Council Meeting Minutes
March 13, 2013
Call to Order
3:00PM
Roll Call
Present: Abdiel Acevedo, Blake Barlow, Patrick Carlotti, 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
Excused: Elizabeth Bousson, Kelly Popp
Prayer
Given by Luke Schafer
Approval of minutes
March 6, 2013 minutes were approved without change
Public Forum
Brianna Lynch
U4U sponsorship
Lauren White
Concerns with SAC/Senate separation. now no mechanism to get student input, thinks Students should have a say in what SAC does, because now elected official will not have input.
Randle Mitchell
Applying for SAC
Review of the Budget
Crystal Guffey
Opinion Entries
Chanessa Fant
Leaving early
Tyler Sauerbeck
Passing around a survey
FAC Proposals
Proposals
Trip to Findlay Market
Findlay Market is in the historic Over-the-Rhine neighborhood and is the state's oldest continuously operated public market. The Farmers Market is open seasonally (April through November) on
Saturdays from 8:00 AM to 2:00 PM and Sundays from 10:00 AM to 2:00 PM
Sunday Vendors: 1893 House, Bee Haven LLC, Betina's, Blue Oven Bakery, Blue Rock Medicine, Cake
Rack Bakery, Claddagh Farm, Dorsa Studios, Gaudio Produce, It's All My Stuff, Maumee World

Student Activities Council Meeting Minutes
March 13, 2013
Traders, Ron Roth Produce, Royaltees, Simpson Produce, Stacey Cat, Taste the Market, Todd's Run
Nursery
We will have one looping bus to Findlay Market on Sunday, April 7th, from 10:00 AM to 2:00 PM. The week before we will hand out reusable shopping bags with the SAC logo/information to promote the event.
Looping bus: $300
Promo: $42
Creative Promo: $100
Proposal Total from Life and Culture: $442Questions
Questions
I like the shopping bag idea; can you get logo on it? I looked into, would cost extra
Amend to include SAC logo
Debate
I really like reusable bag idea
Passed
Late Night Movie
Date: April 4-6
Time: 11 p.m.
Location: GSC Theater
Est. Attendance: 120 per showing
Event Description: For Late Night Movie in April.
Movie: Argo
Total Amount Proposed: $1,300.00
Budget Requested From: Late Night Committee
Cost Breakdown:
Movie Rights $1,065.00
Theater Cost: $200.00
Promo $35.00
Total: $1,300.00Amend cost of movie rights $1,266.
Passed
MAD: Vacation-Get-Away
Date: April 5, 2013
Time: 9pm-12:30am
Location: TBA
Estimated Attendance: 500
Description: Muskies After Dark with a Vacation-Get-Away theme. We will be having music, crafts, entertainment, food, and prizes.

Student Activities Council Meeting Minutes
March 13, 2013
Total Amount Proposed: $7,000
Budget is Requested from Late Night Programming. The Club Day money would go toward funding this event and allowing Late Night to put more money toward their last two late night snacks and theater costs for movies.
Cost Breakdown:
Crafts
Shell Necklaces $200
Painting
Sand Art
Food
Skewers
Frozen Drinks
Cake/dessert
$100
$300
$800
Limbo
Entertainment
Rock Wall
Mechanical Surf
Airbrush T-Shirts
Obstacle Course
Games
Skee Ball
Caricature Artist
Band/DJ
Raffles
Promo
Balloon
Fliers
$270
$100
$1,200
$1,100
$700
$550
$405
$475
$350
$250
Leis $200
Questions
You are getting a rock wall outside? Yes
What is the mechanical surf? Like a mechanical bull, but a surf board
If it is inside? Rock wall - atrium, mechanical surf 1st floor
Why is DJ $350? We are getting 3 bands.
Bands are Xavier bands? We don't know yet
Chance of this being outside? That ’ s what we plan for
I ’ m in charge of finding bands; I thought we should do two bands that are beach band, instead of DJ.
Should it be all bands, or combination?
Straw Poll: 2 bands -5 1 band DJ- majority
Passed
The Doctor ’ s: Xavier Edition
Date: Wednesday, April 3rd
Time: 6:00 – 7:45
Location: GSC Theatre
Event Description: The Doctors: Xavier Edition (like the TV show) is a panel discussion to promote health and wellness and encourage use of health resources on campus; In Collaboration with SHAC.
Total Amount Proposed: $592

Student Activities Council Meeting Minutes
March 13, 2013
Promo: $100
Food: $420 (for 200 people)
Theater: $72
*Alpha Epsilon Delta is willing to contribute $300 so we were hoping that SAC would be able to fund the difference.
Questions
Do we have GSC theatre booked? AED does
What kind of doctors? 3 different ones coming in
Are they going to come with talking points? There will be a day where they will collect questions, they will answer questions there, and have their own topics
Is promo already out for this? That is not promo, we will check on that
If they already made promo, what is this for? We are producing promo; I don't know what that other things is.
Only involvement promo? Yes, and helping with tabling.
Should we check what that promo is, if it's similar to this event....?
I don't think they would ask us to pay for this if they did it themselves; I think we should accept this and move on.
If our only involvement is promo and tabling, why would we put money into it?
Why would we put money into an event if there is another event that is similar?
This is just your approval that the money can be spent
Tabled
Suspend Rules of Order
Failed
Open Executive Session
SAC By-laws
Tabled
Continued: The Doctor ’ s: Xavier Edition
Debate
Promotion is for the same event, I don't think we should give them money.
Familiar with SHAC, they told me they were sure what SGA was doing with this program, so they paid this out of pocket. We don't need to make a new promo; it's up to SAC what you want to do.
Main focus of SAC is to plan event, I think this is not our mission of SAC, not a bank, programming board. If we do it once for them, what make another group not come to them for same thing?
I don't think we should.
What have you promised them? The communication has been very minimal. Same issues with NEDAW event. We were going to help with promo and running event.
It ’ s important to know that that promo doesn't have logo on it. If there is no mention of us on this promo, it's like we aren't doing anything.
I want to remind SAC that we gave SHAC $500 for NEDAW event.
Have we promised them this money? No.
While I agree with what is being said, this is what we did with NEDAW. What makes that right and this wrong?

Student Activities Council Meeting Minutes
March 13, 2013
SAC logo is on NEDAW. Our name is on the event.
The NEDAW thing was a big miscommunication.
I think both of these events are good. That is why we are here. While we're not on the promo, our name is on the event. Need to focus on the event, if we decide we can put our self in it.
I understand what you are saying, but what is SACs role in this event?
Three weeks out, you have the power to take this event and make it yours. We plan a MAD in 3 weeks.
If the promo is out, how much have they already planned? What more can we do?
Are we helping out with anything besides promo?
If promo is out there though, seems like this event is going to go on with or without us.
SACs involvement, where would we be, email was sent out about tabling for NEDAW, no response. Are we committed to be involved in this?
They couldn't wait for us, didn't know if we were going to help. Maybe that's why they sent out the promo.
SHAC was unsure what SACs involvement was going to be. No one is communicating within that club.
I'm voting this down.
Proposal withdrawn
Committee Reports
Publicity
Late Night Programming
Thank you for passing our two proposals today. You will see just one more from us in the coming weeks. We have every intention of making these last two months really count! MAD planning is in full bloom and everyone is working on their designated area. As we touched on during the MAD proposal,
I have a proposal in front of Senate right now for the remaining money that is in the Club Day fund. If any of you have questions for me on that, feel free to ask now or any other time you see me.
Why? How much? $2,000. Just because it's sitting there. acted on it.
What will you spend it on? Go toward our full budget - LN. Helpful in paying for our final events.
Concerts
Xavier Fest update!
Thanks to everyone who attending Battle of the Bands! For those of you who weren't there our winner who will be performing at XavierFest is Vanilla Sake. Props to Keenan and Abdiel for an awesome event! Our attendance was 132. Sam and Chanessa have been working on Xavier's Got Talent and have 11 acts signed up. We hope you all come out to support next Monday in Kelly Auditorium. Also,
Luke and Pat have been working hard on preparing for Music Bingo with LNS Noodles next Friday.
Lastly, as of today we have 1126 tickets sold for the Neon Trees and Owl City Concert. Thanks to
LeeAnn for helping us canvass this weekend. Sam and I hit 23 businesses Friday afternoon and 61 cars, myself and Troy hit 20 places Friday night, and Sam, Troy, LeeAnn and I hit 67 places Saturday.
So total we have posters up in around 300 businesses. I would like to say I am really disappointed with the help concerts has received in promoting the major concert, this is supposed to be a SAC event and this is financially the largest event SAC has this year and I have seen little support from the board for this event. We NEED to sell tickets and it's disappointing to me that the response I've received from SAC as a whole is a response saying that SAC doesn't care at all to help and don't care if we sell tickets or not. Many of you aren't attending the concert, you don't help promote through canvassing, social media, nothing. I think concerts committee is somewhat popular on campus but it's gonna take a whole heck of a lot more than me and my committee to sell tickets. The point of me

Student Activities Council Meeting Minutes
March 13, 2013 expressing my opinion to you all is to say that I'd like to see more support, I want to see more facebook, twitter, etc. posts from you all and I'd like more of you to attend the concert. Also, if we ask for your help canvassing I'd like to see more sing-ups and more people actually show up day of.
SACers are not supporting other events. Could have been a lot more SACers at our events last night.
We need to support each other; we could invite friends to increase attendance.
Canvasing opportunity, going out Saturday early afternoon.
Contacting high schools is going well. Mailing posters to them
Did you check into Cincinnati libraries? Will do.
Campus Traditions
Life & Culture
I hope everyone had a great week. This last Sunday, we had our second committee meeting of the semester. It was good to catch up with everyone! We are definitely working on communication. The
Xavier Social was this weekend, and it was a success! Tomorrow night we have cooking in the Caf, it should be a lot of fun! This week is NEDAW. Thanks for passing Trip to Findley Market. We will be working hard on these events.
How is your first week being chair? Great.
Financial Affairs Committee
Report of the SGA Executives
Matt Morefield
Report of the SAC Chair
LeeAnn Scherbauer
Report of Advisor
Dustin Lewis
I wanted to start off by letting you know that I will unfortunately not be able to attend the SGA
Banquet this year as I am in the Cincinnati Men’s Chorus and our spring concert is scheduled on the same date.
Regarding the By-Laws discussion, LeeAnn and I spent time editing your Rules of Order and removing
SGA from the documents. I want to remind all of you that this is just the beginning of the conversation. As you have ideas and suggestions, let’s start discussing them and working on how to build a new future for SAC. I think that the board will continue to operate very similar to how it does now but I also want you to find room for improvement as we prepare for the new board to come together. Please spend some time reviewing the By Laws and adding your comments this week so that everyone is prepared to discuss and vote next week.
Following our proposals and discussion surrounding NEDAW and The Doctors, I want to stress how important it is that SAC put our best foot forward when building collaborations and co-sponsorships with others. Now more than ever, SAC needs to tighten down our practices and show other organizations that we are the best organized and most professional when it comes to planning events. With both NEDAW and The Doctors, we did not do this. The next time we are approached or approach a group to collaborate, we need to clearly articulate how we plan to support the event and what our role will be, beyond just being a piggy bank for other clubs.
As we focus on stepping up our game, we need to keep in mind that forms such as the Fundraising
Permit Form and reservation requests need to be made as early as possible (more than 2 weeks before we plan on the activity happening) so that we too are following the policies and setting a better example for other groups on campus.

Student Activities Council Meeting Minutes
March 13, 2013
In response to Morgan’s report today about the Concert, what are you going to do as members of the board to help out for the Neon Trees/Owl City show? This is now the third meeting in a row where a member of concerts has told you that they’re frustrated and upset by the lack of support from the board. Only half of you have tickets to the show and plan to attend. Step up and do your part to help sell tickets. Luke pleaded with the board for help last week and none of you offered to help last weekend with promotions. Morgan now is telling you that the board has to get involved and work hard to sell tickets. What are you going to do to make this happen?
We have 5 events in the month of March and 6 events in the month of April. For those of you who are saying that SAC is overwhelming you or that you’re feeling like there’s too many expectations... you’ve got to be kidding me. 5 out of 31 days in March have events. 6 out of 30 days in April have events, and that includes XavierFest and the Concert. 17 of you sitting around the table have reapplied for SAC, wanting to make a commitment to come back to the organization. I am telling you right now that in your interviews this week, I am going to ask, why should we choose you to rejoin
SAC? What did you do this year to better the board and what are you going to do next year to make
SAC a better, stronger, independent organization. If you cannot answer these questions, you seriously need to reconsider whether or not this is something you are committed to doing for another year.
We could start using a co-sponsorship form that lays out responsibilities
Report of the SGA Resource Assistant
Crystal Guffey
Blast from the Past
Xavier Social went well, large attendance; people said it was cool nice weather, lost attendance because we started too early
Battle of the Bands
Here and Now
NEDAW
Cooking in the Caf
25 students signed up
Late Night Movie: Flight
Luck on the Levee
Closing Sentiments
Snaps - Abdiel
Adjourned: (5:15PM)