Student Activities Council Meeting Minutes
October 24, 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, Brian Murphy
Prayer
Given by Katie Keller
Approval of minutes
10/17/12 minutes were approved without change
Public Forum
Tonja Thompson
BSA Busing student to Haunted House tickets on sale in OMA, Tues 7pm-political event speaker talking
about voting.
Tapuwa Chikwinya
Come to BSA meeting, 5pm, 7pm SGA forum - executive hosting dialog on diversity and SDOD
position.
Dustin Lewis
Check out the Halloween costume campaign 'is your costume racist?'
Review of the Budget
Crystal Guffey
Report of the SGA Executives
Matt Morefield
Report of the SAC Chair
LeeAnn Scherbauer
Once again, welcome, Michael, Luke, and Lauren! I am so happy that we finally have a complete
board. If you ever need anything, please do not hesitate to come to me.
Please RSVP to SGA Bonding by sending me an email. I would like to see more of you attending! It
should be quite fun going on a hayride to get a pumpkin and through the corn maze. So many fall
activities as we close October!
Also, Colleen and I might be going on the Xavier-UC Bridges Walk. If anyone else is interested let me
know.
Thank you Katie and Collin for bringing snack today. Elizabeth and Blake have snack next Wednesday
on Halloween. Don’t forget to dress in your best costume!
The SAC Proposal due next Sunday is the Crosstown Help Out. Sorry, that I said it was due last week.
Workshop will be November 30th to December 1st. Please mark this on your calendars!!!
If you did not sign-up for a Mentor discussion, do it today.
Student Activities Council Meeting Minutes
October 24, 2012
Have a great week and I hope to see you all on Saturday.
Report of Advisor
Dustin Lewis
Did you know there is a lot of Buzz about the lecture, especially in the freshman halls?
Appreciate the Halloween campaign info
People I know off campus have been messaging me wanting to know info.
Report of the SGA Resource Assistant
Crystal Guffey
Opinion Entries
Proposals
ASA special request funding
Initial questions
Do they have a way to get the rest of the money? They have a plan of action.
What if they do not get the money? We can recapture the money we gave them.
Passed
SAC trip to a Cyclones Game
Nov. 15th 2012
6:00 pm – 11:00
ESTIMATED ATTENDANCE: 80 students
DESCRIPTION: SAC is taking 80 students to a Cyclones game. We will need 2 buses for 5 hours.
Budget requested from Life and Culture
COST BREAKDOWN:
Buses
$530
Promo
$60
TOTAL
$590
Initial questions
Tickets include? Yes, both
How much are tickets? $5, we are selling them the tickets before.
Event during $1 beer night? Yes. Plans if this might be like Oktoberfest? Will be a little different
because we have a set number of people going, willing to discuss about it.
Debate
Promotions cannot include $1 beer night info.
Passed
Glo Hard
Date: November 16, 2012
Time: 9:00 p.m. - 12:30 a.m.
Location: O’Connor Sports Center
Est. Attendance: 300-400
Student Activities Council Meeting Minutes
October 24, 2012
Event Description: This event is going to be a black light dance held in O’Connor Sports Center with
student DJs.
Budget Requested from: Concerts
Cost Breakdown:
Logistics: $ 4,000.00
-Thunderbolt will be providing the black lights and other technical elements for the event.
O’Connor: $10.00 p/hr
-We will have to pay the manager to stay the extra hours for our event.
DJ: $150.00
-Jay Jones and Zach Freeman will be collaborating on the music.
Promo: $60.00
-Flyers
Creative Promo: Some of the left over money will be used for this
-Glow Sticks, etc. Initial Questions
Total Amount Proposed: $ 4,710.00
Initial questions
Free for students? Yes
If we pass, then Cintas charges more? Scheduling issues with Cintas, we are still in process of figuring
out how much it would cost to move event to Cintas.
What are technical elements? Stage, DJ, need lifts to put lights up. Most of the money will be for that,
logistics.
Non Xavier students? This is an event for Xavier students. Can come along if they are not, but should
have college id.
Who is DJ? The one that was at our last rap battle
Would you consider another DJ, Sarah Bediako? Have plans.
Heard the DJ at the rap battle didn't do a great job? Will take that into consideration, this person does
their own stuff.
What kind of music are they going to play? House, hip hop stuff
How would you handle non-Xavier students? This kind of thing could get out of hand.
Will someone be there? Us and Dustin
If we have dunk people? How will that be handled? We expect some student to be drinking, will not let
them in if they are too drunk. Can call campus police if there is an issue, they are nearby.
No set security? When BSA had Ice Breaker we were required, don't know if that is a Cintas thing.
Attendance over 200, you need security.
How much would security be? For BSA it was $35 per officer per hour, minimum of 4 hours.
Would cost around $400
Debate
This event is on the same night as the trip to Newport Theater
Scheduling reason we had to have these two things at the same time.
Friendly amendment of $500 for security? No
If they cannot budget more for security, there aren't any places to make up that money. Everything
else is set prices that cannot be change. Have to follow the rules to have security.
Do not have the money in our budget committee to add $500. Can take money from this event
instead.
Where will you take the $500 from? Changing our creative promo.
Passed
Student Activities Council Meeting Minutes
October 24, 2012
Late Night Snack
November 15, 2012
Kat Rivers and Tyler Sauerbeck
10 p.m.
GSC Atrium
Estimated Attendance – 250
Event Description – Food to feed 250 people.
Budget requested from Late Night Programming
Cost Breakdown:
Food
$520
Promo
$60
Total
$580
Initial Questions
Why did we pick O'Charley’s? People really like O'Charley’s rolls, cheap, can get a lot of Chicken strips
in a lot of different options. I really like the chicken sticks.
How many chicken sticks are people allowed? 2 maybe.
Curious which O'Charley’s? 7 miles away, Crookshank Road
How will we make sure food does not get cold or soggy? No plan yet. Get them close to the time they
are prepared.
Buffalo Wild Wings stayed pretty crispy.
Sustainable, healthy snack? I asked last week if anyone had recommendations, would appreciate any
now.
Debate
Sounds like this will be comfort food
I've never seen this late night snack in my 4 years, something new and unique.
Passed
Rock Band with Late Night Snack
Thursday November 15th 2012
10:00 pm
GSC Atrium
Est. Attendance: 300
Students will be able to engage in playing the hit video game “Rock Band” before, during, and after
the serving of Late Night Snack. Students will be able to feel like a rockstar by playing one of the four
instruments (Guitar, Bass, Vocals, Drums) while on the GSC Atrium Stage looking out towards the
crowd and inflatable screen (which will display the game).
Budget Requested from: Concerts Committee
Cost Breakdown:
Inflatable screen
500$ for 2 hours
Promo:
30$
Proposed Amount:
530$
Being split with Late Night Programming due to this being a collaborative event.
Student Activities Council Meeting Minutes
October 24, 2012
Initial Questions
Need help with equipment? Yes
Anyone who has rock band equipment?
Will price change if we drop inflatable screen? Yes, classroom support will let us use one for free.
Debate
Do this in Kennedy, use projector for free?
If you did that, there would be $500 freed up for Dance.
Would no longer be in combination with late night snack.
Would be difficult to get people to come if not with snack
Can get projector from classroom support to use anywhere.
Cannot motion to add $500 for security today, would be too late next time.
Passed
Preamble, Article I (General Provisions), Article II (Association Executive)
Initial Questions
Graduate student can't attend events anymore? No, they can. But they do not pay student activities
fee.
Clean up grammar? Will be doing that, thought about sending it to English professor.
Who makes the call that a student is in bad standing? No one on SGA, Dustin and Leah would, I think.
Director of Student Integrity will provide report of students in critical standing. Violations are rated. If
you are not in good standing, you know, the university contacts you.
Why dropping student in student senate? We've dropped student from other names and is not
consistent thru all of document, still Student Senate the first time it is mentioned.
Change of "with agreement of Student Senate”? Does not mean or change anything with selection
process, just eliminates any repetition that might come up later.
SAC is taking YOU to the movies!
Location: Newport on the Levee
Date: Friday November 16th
When: 7:00pm
Estimated Attendance: 125 people
Event Description: We are taking 125 students to the movies. We are having 3 busses that will take
students to and from the movies. Students will pay $3 for their movie tickets. We will be selling tickets
Monday, November 12th at 5pm.
Cost Breakdown:
3 Busses: $720
Promo: $75
Movie Tickets: $900
Total: $1695
Profit: 125*3= $375
Initial Questions
Are you buying a certain amount of tickets for just twilight? Yes
Set time when buses will be running, since movies are at different time? Will come back at Midnight
Not a looping bus? No
Still providing just 3 movie options? Will not know until the week before
Debate
Student Activities Council Meeting Minutes
October 24, 2012
Cool new and unique event
Passed
Open Executive Session
Blast from the Past
Here and Now
Movie on the Yard
cupcakes giving away at 9, movie starts at 9:30
Post Secret Frank Warren
Volunteers in by 5:30pm, Facebook page will update if there are tickets left. Cannot get in door
without ticket.
SGA bonding
RSVP with LeeAnn
Committee Reports
Publicity
Late Night Programming
Welcome to Lauren! It is great to have a complete committee finally. Not much to report outside of
those proposals that were passed today. A very happy belated birthday to Elizabeth. Welcome to your
20s. That is all from me!
Concerts
Welcome Luke to Concerts committee! We are happy to have you! SAC, thanks for passing our Glo
Hard and Rockband proposals today - sorry for the confusion earlier! You can expect more updates on
both of these events next week as well as a proposal for our last event of the semester, which you will
hear more about at the end of my report when I turn it over to Kate and Sam. But before that I would
like to give you a quick update on the major concert - we have been in contact with our agent and we
have been getting closer to booking someone for our major concert. Just to give you a rough estimate
- everything should be finalized for the major concert around mid-november.
Concerts in charge of Xavierfest this year, will you let us know planning? Have not had a Xavierfest
planning meeting yet.
Campus Traditions
Hey SAC! Hope everyone is having a great week. Special welcome to all of our new members. Campus
Traditions has a busy few weeks coming up. Just a reminder that Movie on the Yard is tomorrow night
at 9pm and the PostSecret lecture is on Monday in Cintas at 7pm. I want to be sure to thank everyone
who helped out with the ticket giveaway on Monday. Everything went smoothly, and to my knowledge
there are still plenty of tickets available in Cintas. Please spread the word to anyone who you know
that may be interested. Also, Mr. Muskie applications are available for about another week, so please
spread the word. Will we be doing two rounds of promo for this event, one for applications and the
other for the event itself, so props to publicity for all of their help. We have also extended the
application deadline to October 31st. Applications can be found on the front table here in SGA, and the
official theme for the event is the Xclusive Bachelor. Sorry boys, but we are not allowing anyone on
SGA to participate. Besides all of our upcoming events, Campus Traditions is working together to
Student Activities Council Meeting Minutes
October 24, 2012
create a new collaborative event dedicated to portraying all of the various Winter Traditions that
students here at Xavier celebrate. Have a great week SAC!
Life & Culture
Blue Man Group sold out super fast! The event is this Sunday at 1:00 and everyone is really looking
forward to it!
Had Jeff Shaner presented during our meeting today – considering collaborating with business clubs
for this motivational speaker event sometime in January. We’re e-mailing the clubs this week to gauge
interest.
Thanks for passing buses and promo for the Cyclones game! We’ll be selling tickets Nov. 12th @ 1 in
GSC for $5 and the event is the 15th
Katie S. has been working on her event “Facing Issues for Others” solidifying the location and
speakers.
Lots of L&C members will be coming to the movie tomorrow night! And attending boding Saturday at
12:00.
If someone comes to post secret, can they get ticket at box office? Can just show up at door.
Financial Affairs Committee
Thank you for passing the ASA event. They will be thrilled. We met with them, Voices of Solidarity and
Accounting Society on Monday. Unfortunately, we could not pass the Accounting Society's proposal as
the event was already budgeted for and not significantly different. We did, however, pledge to allocate
$1,000 from Special Request to Voices of Solidarity for their cultural event.
Tonight FAC will be meeting at 8:00PM to finalize our edited Constitution. It will be awesome.
As always, feel free to join us on Monday at 1:30PM for our meeting. If you have a Special Request,
visit OrgSync. If you have questions, I'll take them now or after the meeting or via e-mail
Closing Sentiments
Cynthia Bear was given to Kevin Tighe, What you dressing up as for Halloween?
Adjourned: (5:15PM)