Student Activities Council Meeting Minutes
January 19, 2013
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, Kelsey Kirkegaard, Kelly
Kleier, Becca Longville, Brian Murphy, Collin Neri, Megan O’Donnell, Michael Ryan, Jacquelyn Reineke,
Colleen Reynolds, Kate Sabetta, Tyler Sauerbeck, Katie Schad, LeeAnn Scherbauer, Luke Schafer,
Kevin Tighe, Lauren Ulmer, Kaitlin Whelan, Morgan Zuziak
Excused: Kat Rivers
Prayer
Given by Kevin Tighe
Approval of minutes
December 5, 2012 minutes were approved without change
Public Forum
Kelsey Kirkegaard
SAC/Senate buddies
What happens if the members are uneven? Seeing how many member sign up, will figure out from
there
LeeAnn Scherbauer
Spring Involvement Fair volunteers for tabling
Kelly Kleier
Colleges Against Cancer meeting to attend occasionally at 5pm Wednesdays, I need to leave early.
Kevin Tighe
Center for the Study of the American Dream Scholarship, interested let me know.
Katie Keller
Student Athlete Council Make a Wish Foundation Donations in GSC and the game tomorrow.
Review of the Budget
Crystal Guffey
Opinion Entries
Kate Sabetta
Resigning
Did you know the board will miss you and good luck?
Michael
Leave early
Chanessa Fant
Leave early
Did you know we're really happy that you're here with us?
Student Activities Council Meeting Minutes
January 19, 2013
Margret Gill
Resigning
LeeAnn Scherbauer
Collin resigning
Dannie resigning
FAC Proposals
Proposals
Name that tune with Late Night Snack
Chairs: Luke Schafer and Kate Sabetta
Date: January 31, 2013
Time: 10pm
Location: GSC Atrium
Estimated Attendance: 50+
Event Description:
During Late Night Snack there will be a contest/game show setting where there will be five
contestants at a time partaking in the contest. There will be 6 different rounds in the hour and each
round will go for ten minutes. The contestants will listen to the song for 20 seconds and in order to get
a point they must answer the correct song. In order to answer they must ring the bell in front of them
first. After ten minutes or after a certain amount of songs the winner will be the one with the most
points and win a gift card.
Total Amount Proposed: $155
Requested from: Concerts
Cost Break Down:
Gift cards-$100
Promo- $15
Creative Promotion (coffee lids)-$40
Total: $155
Questions
You don't have to sign up ahead of time? No, whoever is there can participate
Type of music? All different kinds
Debate
I like this event
Passed
Ski Trip
Committee: Campus Traditions
Event Title: Late Night Ski Trip
Date: February 1, 2013
Time: 9:00pm-1:00am
Location: Perfect North Slopes
Est. Attendance: 50 Students
Event Chairs: Megan O’Donnell and Brian Murphy
Student Activities Council Meeting Minutes
January 19, 2013
Event Description:
We will be taking 50 students to Perfect North for the annual Late Nigh Ski Trip. Students will be
paying $15.00 to ski, which includes their rental.
Cost Breakdown:
Bus - $250
Promo - $43
Ski Passes and Rentals - $2,150
Contingency - $100
Total: $2,543
Charging - $15 per student (-$750)
Total Proposed Amount: $1,793
Questions
If you have your own skis, still the same rate? Yes, same
What if the conditions are bad? Will offer refund/move the day
Friendly amendment bus $340, we had to add extra hour
Friendly amendment to adjust to correct pricing
Passed
Report of the SAC Chair
LeeAnn Scherbauer
I hope you all had a wonderful break and holidays. But I hope you are ready to get back into the
swing of things and start this semester with a bang!
Announcements:
a)
Office Hours: Please fill in one office hour on the sheet I will be sending around. It is important
that you can come to this hour each week to participate in the contest, which I will be talking about
momentarily. If you signed up before break, and need to change it, no worries.
b)
Office Hour Contest: Read the rules, pass around the sheet, and I will be hanging the rules
around the office. Please open your binder up to the OrgSync information. I would like your office hour
entry to appear similarly to what I have done in the example. Make it your own, but be specific. Any
questions, ask them at the end of my report.
c)
Proposals due to me by Sunday: Hip Hop Symposium and Cooking in the Caf (if the date is
being moved to before or on February 13th).
d)
Snacks for SAC: Allie and Luke have snacks for next week.
e)
Kat is excused; she is taking her parents to the airport today. ‘
f)
I have the most updated copy of the Rules of Order for everyone today. Please place it at the
end of your binder for reference.
Student Activities Council Meeting Minutes
January 19, 2013
g)
Recommendations for new SACers! Please nominate two students, who you think could be a
great addition to SAC and to the Publicity Committee. I will contact everyone nominated and hopefully
we can recruit more great people to add to our board.
h)
Publicity: I hung promotions last night around 10pm in Hailstones and was able to put up all
the promo that was left on the counter after being taken to Reslife and being hung in OSI and
Gallagher. I only had one copy left and I hung it in Albers this morning. Therefore, 100 flyers that
Publicity is ordering for each event should not be too many and we should not have promotions left
over. Make sure to have them up, 2 weeks in advance.
i)
For the SWOT Analysis, I do not have it in full. I have all the ideas and suggestions we have
from the initial analysis, but I do not have our action plans. Unfortunately with the cleanout of the
closet, my notes were thrown away. I’m hoping, we can collectively remember enough about what we
talked about in our meeting and from the bolded topics remembering to focus on strengthening
alternative programming and diverse experiences, improving our accountability, enhancing our ability
to promote, and lessening the threat of no available space on campus.
That’s it for me. Let me know, if you have any questions about anything. Have a great rest of the
week!
Did you think that was enough promo, less or more? I thought it was a good amount, but I don't know
if there were any other places around campus to hang
What about Cohen? A lot of classes were moved there. Same for Smith and Joseph
Committee Reports
Publicity
Did you know I really liked the email blast?
Promo outside Caf, just for SAC or would other clubs be able to use it? Probably just for SAC
Late Night Programming
Late Night had our first meeting on Monday and we were able to go over our first two months of
events. We are working on the first LNM, LNS, and MAD and are excited to see them come together.
We have been approached about a cultural event for diversity week that sounds interesting and we
will be pursuing. That is it for now, I will have more next week. Hope you all had a great break.
Concerts
First I'd like to say that concerts will miss you greatly, Kate, and we hope to still see you at our
events! Also, Chanessa, welcome to concerts committee! Thanks for passing our Name that Tune
proposal! You can look forward to having another proposal from us next week for the Hip Hop / Rock
Symposium! Major concert update - unfortunately I still can't tell you who our major concert is due to
our contract still being sent back and forth. However, on the last day of finals I met with Dustin and
we mapped out a to-do list of things for the major concert and we also met with Megan McCarty and
Jordan Bramel from University Communications and they already have a poster design for us that is
looking pretty good! And we have prices laid out for us for advertising costs. Also, Xavier Fest will be
laid out slightly different than anticipated. Becky and I will be co-chairs of Xavier Fest and there are 3
committees with 2 positions each that are listed below. Xavier Fest had their first meeting yesterday
and it went well! If anyone else wants to help out with Xavier Fest, let us know!
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Sponsorships:
Organizations – Elizabeth
Vendors – Kaitlin
Promotions:
Student Activities Council Meeting Minutes
January 19, 2013
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Advertising – Becca
Items – Kelly
Logistics:
Artists/Bands – Kevin
Productions/Operations – Becky
Campus Traditions
Life & Culture
So happy to be back and getting into the swing of school schedules! W
L&C has a busy January coming up! Thanks Caitlyn for hanging up promo! And for those who helped
give out candy canes!
L&C sold 90 tickets for Ice Skating with SAC & BSA which is this Sunday Jan. 13th from 5:30-8:00, so
we will be taking one bus!
Since Marcie from SHAC has left this semester for study abroad, the Doctor’s Event is being canceled
and Michael will be working on something more interesting come February and March!
So Long Solo is coming NEXT Thursday Jan. 17th at 7:00 in Clocktower! We will be having sign ups
for open mic Tuesday the 15th in GSC from 2:30-4:30 and at the door Thursday!
PS. The helium deficiency is a total crisis and I am bummed that we can’t blow up balloons for this
event! Are we never getting helium ever again?!?
Art After Dark at the Cincinnati Art Museum will be Jan. 25th!
Financial Affairs Committee
I don't have much substantial to report. FAC did receive money for special requests from the
Executive (thank you Seth, Kristin and Matt). We are currently discussing this as a committee and will
report what exactly will be happening with said money next week. If you have questions, let me know.
If you feel like they'll be long-winded discussion questions, I can meet with you after the meeting.
In the meantime, because Ian isn't here, I feel obliged to say, "roll Tide".
Also, or p.s. as it were, Crystal got married! So, everyone, let's congratulate her now and congratulate
her every time we see her until it's seriously obnoxious.
Special Committees
Space
Who is in charge of saying we can have certain space? There are different people in charge of each
space.
Report of the SGA Executives
Seth Walsh
First up today is the vacancy applications.
o The app will go out after the meeting
o They will be due back by Friday at 5 PM
o There will be interviews this weekend with the committee of Kristin and Needom
(please send me your name if interested)
You will vote next Monday to approve the new picks
I'm passing around note cards, write 3-5 friends on them who you think would do well on
Senate. No excuses. (no more than 1 senior per notecard)
The Executive Allocation fund was allocated as follows:
o $625 for Key Access to the Club Room
o $600 for a History Class to travel into Cincinnati
Student Activities Council Meeting Minutes
January 19, 2013
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o
o
o
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$2,000 for the Guatemala medical trip
$4,000 to improve the Xavier conduct system
$5,775 to FAC
$1,500 Gym Weight improvements (student initiative)
$500 to the Board of Elections with the agreement that it will offset any deficit run up
due to miscommunication
The Board of Undergraduate Studies is in need of two new students yet again. If you have anyone
who you think would do well from the Business School and the College of Arts and Sciences, please let
me know and I will try to get them on the board.
Chief Couch just updated me on a meeting that I had with him over break. For those of you who saw
over Thanksgiving break, a student made a facebook status concerned about how XU Alert Me was
used on campus. There had been a shooting in the vicinity of Xavier and the suspect apparently fled
toward Xavier. Xavier was not notified of this, however, despite numerous students living in the path
of the gunman. The student and I met with Chief Couch before break to talk about how to improve XU
Alert Me to notify students of such incidents and he informed us it would be an expensive, long
process to accomplish. Over break however, they were able to accomplish it in large part with the help
of IT. The system now allows XU Alert Me to target specific groups around campus, such as all the
students in Husman, to alert them of an incident happening in that area. It should be a great
improvement to the Xavier community but there is still much work to be done.
It is budget season again! FACers and Executive tickets, please check your email for the
WHENISGOOD I sent out. We will be meeting next week to discuss the process and where to go from
there. Executive tickets for the 2013-2014 year will be invited to the session but they will not have a
voice or vote. This is solely to ensure that the transition is smooth and that they do not have to catch
up after they win the election. Only those on the committee (2012-2013 Executive, Senate
Coordinator, SAC Chair, FAC) will be allowed to speak and vote in the meeting.
Promo in the Caf: Meghan, Mat & I talked with Clint Kerman about having a promotion space in the
Hoff area where you get rid of your drinks.
Report of Advisor
Dustin Lewis
Report of the SGA Resource Assistant
Crystal Guffey
Blast from the Past
Naked pizza: went well, pizza sold out fast, got a call from the manager would like to
Winterfest: was successful, had to move it inside because it was raining
Here and Now
Ice Skating on Fountain Square Sunday
Closing Sentiments
Cynthia Bear was given to Brian, What was the best thing you did over break?
Adjourned: (5:00PM)