Student Activities Council
Student Activities Council Meeting Minutes
August 22, 2012
Call to Order
3:00PM
Roll Call
(Present) Blake Barlow, Elizabeth Bousson, Margaret Gill, Becky Griesmer, Katie Keller, Rob Kelly, Ian Kerley, Kelly Kleier, Becca Longville, Collin Neri, Jacquelyn Reineke, Colleen Reynolds, Kate Sabetta, Katie Schad, LeeAnn Scherbauer, Kevin Tighe, Kaitlin Whelan (Excused) Keenan Collins, Kelsey Kirkegaard, Morgan Zuziak, Abbie Kinnett (Absent) Tiffany Hudson, Whitney Rohr
Prayer
Given by Kate Sabetta
Approval of minutes
4/25/2012 minutes were approved without change
Public Forum
Pat Schlembach
Introduction, New Student Conduct Liaison
Review of the Budget
Crystal Guffey
Report of the SGA Executives
Matt Morefield
Unlimbering printing as of now
Do you feel like Kristin will not know what's going on with SAC?
Do not think it will be an issue will change if it is.
It was a good opportunity to see what all of you are doing.
Will be around office 24 7, will see how this goes.
Report of the SAC Chair
LeeAnn Scherbauer
I can’t believe it is the beginning of the new school year and we have our first event today!! I’m truly excited to get this year rolling and see the amazing events come to fruition that each of you will be chairing.
Great job on all the work each of you have done this summer for the events in the coming weeks.
Next, I would like to inform you briefly on what I have been doing this summer:
1) Divided the discretionary dollars for each committee to have a budget
2) Created the new Mentor Program and have continued to follow through on its development
3) Worked with Publicity to create the T-shirts you are wearing today.
4) Planned the bonding event for Sunday, September 16th. We will meet on the Sand Volleyball courts and play for a little while and have pizza afterwards. Meet @ 4pm.
5) Worked with Publicity and Needom to create the new flyer for SAC and Senate.
6) Outlined Workshop for September 9th. Make sure this date is on your calendar. I have been working with the Chairs for Workshop as well.
7) I worked with Needom to have Club Day promotions ordered. We will be passing out water bottles with the S.G.A. logo on them. Please sign up on this sheet. We need workers from 9am to 2pm.
8) I uploaded the S.A.C. application to OrgSync. It is available to all First Year students and Transfers. Please let anyone know that is interested that they can find the application on the website: www.xavier.edu/sac
9) Here are your binders. They hopefully have everything that you will ever need in them. I tried to think of everything…
10) I had one-on-one meetings with each of the chairs at the end of the summer to stay updated on what all of you have been doing this summer.
11) Lastly, I worked on updating the Rules of Order. Hence, why we are putting some of the Chapters up for a vote today. The Associate S.A.C. Member Chapter was crafted with the Chairs and the Appointment Procedure was reexamined by me, Morgan, Matt, & Dustin. I look forward to hearing your questions and comments on the revisions.
Chairs – we don’t have a meeting time at the moment. We do not have a like time on the whenisgood.net. We can talk more about this later, but I just wanted to let you know.
Please fill out your office hour on this sheet. You may hold your office hour during the hours of 8am and 5pm M-F.
Lastly, I have the Snacks for S.A.C. sign-up sheet. Mentors remember to sign-up with your mentee.
I think that’s it for me. Have a great week!
Report of Advisor
Dustin Lewis
Dean of students new position, why?
Too much work for one person, role beyond one person ability. Decided to get sole person for conduct role.
Report of the SGA Resource Assistant
Crystal Guffey
Opinion Entries
LeeAnn Scherbauer, for Abbie Kennett
Imust leave early from this and every meetingdue to the fact that I have class from 3:00-5:15. Although I would love to be a full member of SAC, due to the fact that I am unable to attend the meetings I am now waiting to resign pending the Associate Member Section update to the Rules of Order. Hopefully, I can then have a movement to become an associate member enabling me to still participate and contribute to the publicity committee in making sure that all the other committees' hard work is advertised to the student body.
Has class, waiting to resign, wants to be sac associate.
Margret Gill
Not Emailed
Has class during meetings wants to be an associate SACer
Proposals
Rules of order suspended
To vote on proposals
Rap battle
(See below for description)
Date & Time: September 12, 2012
Location: GSC Atrium
Rain Site: GSC Atrium
Est. Attendance: 350-400
Event Description: There will be a stage inside the GSC Atrium (rented from Physical Plant). Various students will get the chance to show off their freestyle raps on stage in front of the audience. We will have our liberty system set-up along with our microphones, etc. We will be sending out e-mails and asking people we know who freestyle to perform at the event. Our goal is to have 3-5 set students to perform before the actual event – but we will also have open mic.
Budget Requested From: Concerts Committee
Cost Breakdown:
Prizes $200.00
Item Description: We are going to do music themed/giftcards for prizes.
Promotions $60.00
Item Description: Fliers yo.
Contingency Amount (5%): $20.00
Total: $280.00
(Initial Questions)
what time? Have not decided, evening
Students in. Ind to invite.
Yes, in contact with students and dj
Try out? Haven't consider try outs yet.
Who decides prizes.? Thinking about having judges or having crowd based.
Rules? Yes, some censorship, having them sign a form, will not be eligible to win prizes.
Regulations on profanity from last years concerts? No regulation, they knew expectations.
As advisor concerned about the speech, or words that put down a group of people, bias racism, etc.
(Debate and Discussion)
Not sure that contract might be overkill, discussion may be enough.
We cannot buy anymore gift cards as prizes or a way to pay people. University policy.
Debate Ended
Passed
Late Night Movie
(See below for description)
Event: Late Night Movie
Date: September 13-15
Time: 11pm Thursday – Saturday
Location: GSC Theater
Est. Attendance: Avg. 100 per showing
Event Description: Late Night Movie of the board’s choice in the GSC Theater.
Total Amount Proposed: 1,200
Budget Requested from Late Night Programming
Cost Breakdown:
Movie Rights $930
Theater Costs $200
Movie Posters $10
Promotions $60
Initial questions
Debate and discussion
Debate ended
Passed
Chapter 2 Rules of Order
(See below for description)
Initial Questions
Senate can be overruled. Same in constitution.
Yields to it, adheres to constitution
Section 3, thought about having someone fill in their place?
We didn't think person could be unbiased make decisions.
Debate
Debate ended
Passed
Chapter 4 Committee Chairs
(See below for description)
Initial Questions
Can you explain why we are doing this?
Sac rules of order are not current to what we are actually doing. Just updating big stuff so we can operate more efficiently
Debate
Debate ended
Passed
Chapter 8 SAC Voting Members
(See below for description)
Initial Questions
8-7 office hours, amend?
No
We need to be here 3-5 or the entire sac meeting?
After five ok, even thou it says 6
Friendly amendment to change to say 3-5pm.
Do sac meetings go over a lot? Occasionally
Can still conduct meeting .
With this new time period, committee chair may not be here to give reports. This was a problem last year. Can we add committee chairs are not allowed to leave early.
This would rarely be a problem, chairs can have report read for them in that case.
Friendly amendment if member has a conflict
Debate
Debate ended.
Passed
Chapter 11 Rules of Order
Move to table
Motion failed
Chapter 13 Associate SAC Members
(See below for description)
Initial Questions
Debate
Debated ended.
Passed
Blast from the Past
Here and Now
South Jordan/Taste of Cincinnati
Late Night Movie: Avengers
Tickets for Jason Mraz
How many tickets? 130
Have received a lot of emails about this, should be really popular/successful.
Committee Reports
Publicity
Publicity has been very busy during the summer mainly getting promos ready for the first 2 weeks of school! Other than the first events of the year we have worked on promotional materials for the Spirit Celebration, the SAC t-shirts which I hope you like, and some social media stuff among other things. Blake has been working very hard with the social media campaign and has organized a couple other things like getting Coke to come to campus for give ways. In fact, it is happening for the first time on Thursday and SAC will be recognized as the group who brought them, so look out for that. By the end of today I need promo checklists for Rap Battles, Late Night Movie, and Ride the Ducks. The Events that should be meeting with Publicity this weekend are Christela Alonzo comedy show and Oktoberfest (I already have the checklist if you don’t feel the need to meet). As always we meet at 7:00pm on Sunday evenings. One last thing, if Publicity could hang around for a couple minutes after the meeting so just we can all touch base that would be great, Thanks.
Late Night Programming
Late night is off and running. We had our first committee meeting on Monday and looked at our next four events coming up. Our first priority is to put on a great MAD on Friday! Thank you for signing up to help with that. We will be meeting in the SGA office at 730 and then we will split up to start setting up. Please wear your shirts. Whitney and Rob have been working hard on the first late night snack. It has changed to Cinnabon and it should go over very well. Elizabeth has been working on bringing laser tag to campus and there has already been a great deal of interest. Thank you for passing the September late night movie. The five-year engagement is hysterical and Whitney will be happy when I tell her that was the winning title! That's it for now. Have a great week!
Concerts
I hope you all had a great summer and I am excited that we are all back and starting off the year tonight with the Cincinnati Night feat. South Jordan event.
Cincinnati Night feat. South Jordan: Thank you Colleen, Jacquelyn, Matt, Seth (etc…) for helping load in for the concert tonight. I really appreciate it!! I’ve been in touch with Jesse Feister (a band member – maybe the drummer? I’m not exactly sure) and he said they are all excited for tonight and he is actually from Cincinnati and went to St. X so he is excited to play in his home town and he is happy we are giving out free yummy Cincinnati food – so they are looking forward to tonight! We don’t need much other help with the concert tonight other than load out at 8:30pm so if you are free please come out and help with that! We look forward to seeing you all there tonight.
Jason Mraz feat Cristina Perri Concert: As you all know we will be selling Jason Mraz concert tickets tomorrow on the 1st floor of GSC starting at 5:00pm. We have made numbers to represent each ticket – if we give out all of the numbers before 5:00p.m. – we will start giving away tickets earlier because essentially all of our tickets would be given away at that point anyway. We still need 2-3 people to help out with ticket sales tomorrow – you would need to be there around 4:15/4:30 just to check out the crowd and start handing out ticket numbers. Also, for the day of concert we will be handing out these taxi tickets that the execs had made, just in case students happen to miss the bus.
Rap Battle: (only read if rap battle is passed haha) Thanks for passing our Rap Battle proposal today!
Large Concert: Due to the lack of Fall dates we have `decided to move the large concert to the Spring. We still don’t have a date because we have to wait for the Basketball schedule to come out. I have been in touch with Mike Dunn from Cintas though so he will let me know what’s available when the schedule comes out. Also, regarding an artist – after I finished compiling all the survey results our top artist only got 124 votes which is extremely insignificant compared to the amount of students that we have at X – therefore, we have decided to do another survey as well. Concerts committee is going to choose 5-7 artists or groups of artists and send out a survey with those 5-7 choices on it and we will have students choose their favorite from there – that way we are sending out the message that one of those choices will definitely be coming to Xavier. We don’t want students to be blind-sided by the choice of concert so we thought this was a better way to let other students have a more significant part in choosing the artist/performer for the major concert.