Minutes - Xavier University



SAC Meeting

8-31-11

I. Call to Order: (3:00)

II. Roll Call: Christine excused

III. Prayer: Given by LeeAnn, Kevin to give prayer at next meeting.

IV. Approval of minutes: 4-27-11 minutes approved/8-24-11 minutes tabled

V. Public Forum

Megan/Jake UNIFAT

Special Fund Request for Unified for UNIFAT. Sept 15th Speaker Abitimo for event. Wants to put together 500 booklets/booklet is for total year and not for just this event. FAC will report.

Did you apply for promotional funding? Cannot divide budget to cover promo. Planning on selling for? $1 (books will cost $2 to produce)

Ryan

Congratulations SAC for two great events this weekend

VI. Review of the Budget

Crystal Guffey

Handed out copy of Budget

VII. Report of the SGA Executives

Report of the Administrative Vice President, Lydia Gerlach

Keeping it somewhat brief today. First-off, good job at MAD workshop, and ticket kickoff-- you guys rocked. Also, the snack today includes lovely veggies, hummus, pita chips, and for your sweet tooth, cookies. Hope you enjoyed it.

Here’s an update on some stuff:

1. Excused Religious Observances

I met with Rabbi Abie and am starting to do some groundwork. I need your guys’ help on this—nothing too difficult though. I need a copy of as many of your classes’ syllabus as possible. It would be a major help if you could print out a copy from blackboard or make a photocopy for me. My goal is collecting them from 100 different classes. Right now I have 10 different syllabi. Help me get to my goal! Thank you in advance!

2. LGBTQ position

As promised, I have some more information for you regarding the LGBTQ project. For many reasons, upon hours of research and discussing with almost all of the Jesuit schools in the nation this summer, it is clear that it is in Xavier's best interest and the LGBTQ community's best interest to move forward with the position that the previous executives suggested, but in a very different way. The LGBTQ position that I have designed is similar to the appointed positions that are included in the constitution. However, this position, the LGBTQ Training and Support Intern (the name is still in the works), is a temporary position. It is very different than the part time grad student the previous executives suggested at the end of their term. This position focuses primarily on reintroducing a training, similar to safezone, back to Xavier's campus. Roughly 60% of the SLSI's work will be focused on this. However, the other, 40% should be spent on further research on how other universities bring quality support to their campuses and how Xavier can best support the communities here. Applications were scheduled to go out this Friday, but upon deeper review and analysis, more work needs to be done with this position. I’ll be working hard to finish it as soon as possible without compromising the quality of my work.

Alright, and that’s about it. Let me know if you have any questions.

Only looking at Jesuit Universities? No, research is done with public Universities as well. Recommend looking at UW Madison. Pass out food after public forum from now on; was rude of us.

Report of the Legislative Vice President, Ricardo Martinez

Not Emailed

Selecting committee chair before selecting the vacancies? Yes, would like to give the opportunity to current senators

When are Senate applications due? Thursday

Report of the President, Ryan Alleman

Just one quick bit of information that I would like to touch on this afternoon - the association roll-over. As many of you will recall, last year we established a process for the Executives to present their plan for allocating roll-over, and we are prepared to do that today. I'm passing around, now, a hand out which details our plan. We began this process by first examining our current budget to locate any possible gaps. Following that exercise, we met with the SAC Chair and Senate Coordinator, received suggestions from our advisor, and came upon our final decision. As you will see, we plan to allocate the roll-over in a minimum of two stages, the first occurring now, and the second planned for later in the semester. The Executives feel that this is the best course of action for us to ensure that the roll-over is well utilized. This year, the association has roughly $58,000 of roll-over to supplement our budget. The vast majority of this funding was recaptured from Clubs and Organizations that did not effectively utilize their allocations last year. Today, we are presenting our plan for the first $25,000 of roll-over which I am sending around now. If you have any questions, again feel free to let one of us know.

With that, I've said enough for one week's report and I'll turn it over to questions. I hope that everyone's classes have gotten off to a great start so far, and know that I am very happy to see all of you back. I'm looking forward to working with each of you this year. Thank you.

Rollover, consider spread amount among all committees? Executives saw immediate need, but prepared to allocate more to all committees, just don’t know that number yet. Ideas for rollover; come see us. Where can I get more info about Bike program? Will be out in a few days see Taylor or Kristen. Enough bike racks on campus? Plenty for our bikes and yours. Initiative to purchase more bike rack.

VIII. Report of the SAC Chair, Morgan Zuziak

Past Week – I’d like to start off my report by thanking you all for your support and dedication to SAC this past week. We had two successful events and completed workshop! I think that workshop went well and we all learned things benefited ourselves as individuals and as a board as a whole. I really appreciated you all keeping your energy as high as you could and actively participating even though we all were exhausted from working MAD the night before. Speaking of workshop by Friday at 12:00p.m. you will all have a copy of my notes from the promotions discussion in your mailbox. I think it’s important that we all have a reminder of what we agreed on so we can all hold each other accountable. Also, thanks to those of you who worked club day! We got 2.5 pages of sign-ups for SAC, which is great! And thank you Annette for re-doing the club day boards – they look awesome!

Promotions- speaking of promotions and holding each other accountable – I’d like to see us improve our promotions efforts. The beach Waterpark promo sat in the office for a couple days and all promo wasn’t up 2 weeks prior to the event. The WEBN poster sat unfinished in the office for the past 2 days. Those of you who are not actively planning an event should be helping out others during your office hours! I suggest using your white boards to write down anything that you could use help with regarding your events! Please start using your white boards!

OrgSync: Everyone please start logging in your office hours on to OrgSync. Props to Makenna and Jacquelyn for being the first 2 SACers to update them! After the meeting I will be posting a typed list of everyone’s office hours in the office. Also please start updating your events on OrgSync – that is what shows up on our website as well. (pull up xavier.edu/sac)

Facebook: Please invite all your friends to our facebook events! We decided we are going to use facebook so let’s use it to the best of our abilities!

Chairs please send me your committee goals! Thanks!

How many students are on OrgSync? 800

IX. Report of Advisor, Dustin Lewis

For your Senate Minute this week, I wanted to quickly report that Kristin Sanfilippo has adopted the BikeXU program from alumni SGA member Josh Arthur.  Kristin has worked with Student Sustainability Club to acquire 20 bicycles that will be rented per semester to Xavier students, encouraging greener transportation around campus.  The Senate voted to approve a new student business this week – TXT BOX, about which I sent you an additional document earlier in the week explaining more about this textbook business.  Finally, Jimmy Geiser and Tim McGrath have both resigned from the senate to be able to pursue other interests and passions.

Crystal will be joining you this weekend at WEBN Fireworks so that I can have my birthday “off.”  She will be coordinating her times with Sarah as needed for supporting the fireworks.

Following Morgan’s report this week, I have a couple of promotional reminders for you.  First, don’t forget that you must have your promo ordered and posted 2 weeks prior to your event.  I don’t want us to have to cancel any events this year, so please make sure you’re working with Publicity and getting your promotions done on time.  Secondly, make sure that you’re getting your proposals submitted to Morgan on time and at least 3 weeks prior to the event.  You cannot order promotions without a proposal that has passed.

Great job this past week/weekend!  SAC had the two largest Week of Welcome events with Ben Rector (303 people) and MAD (813 people)!  The retreat was awesome and I thought the lunch with IUB was an outstanding way to wrap-up the SAC-filled weekend.  Thank you to everyone for participating, supporting events, and being engaged all weekend long!  This is going to be a great year for SAC!

X. Report of the SGA Resource Assistant, Crystal Guffey

Reports:

As you may have noticed, I only received around half of the reports for last week’s meeting. As a result, you didn’t receive you minutes until Monday. I hope to get them out to you much sooner than that. You can email them to me before the meeting during the meeting, or 24 hours after. If your reports are not on the minutes it’s as if you did then. When future SACers want reference what you did, how you did it, there is no documentation. Please, please, please send them to me.

Around the Office: In case you didn’t know, we have a few Cristo Rey students working in the office Tues-Fri in the mornings. They are 14/15 years old and are here to gain some professional work experience. Try to keep it clean while they are around.

XI. Opinion Entries

Travis

Not Emailed.

Morgan for Christine

Not Emailed.

XII. Proposals (must be emailed prior to meeting)

FAC, Jim Reitenbach

Special Request #001

• Unified 4 Unifat

• Is this a new event/trip/conference

-If not, is it substantially different

• Does this event/trip/conference appear in the club/organization’s initial budget

• Is the club/organization asking for less than or equal to 70% of the total cost?

• Is the club/ organization asking for less than or equal to 4,000

• Was this special request turned 3 week prior to the event

•

Checklist

• No-Is this a new event/trip/conference

- If not, is it substantially different

• Yes-Does this event/trip/conference appear in the club/organization’s initial budget

• No-Is the club/organization asking for less than or equal to 70% of the total cost?

• Yes -Is the club/ organization asking for less than or equal to 4,000

• Yes -Was this special request turned 3 week prior to the event

Application Detail

• Amount Requested - $1,000.00

- $200.00 for refreshments

- $800.00 for 500 books

- Speaker – Free

- Attendance – 200

• Event Description

- Abitimo founder of UNFAT School will be speaking about her experiences and her love for the school to provide knowledge and understanding to Xavier students.

Votes and Rationale

• Votes For - 2

- It is substantially different because of the Book- which is not an awareness material

- We should fund them for $300.00, which would be enough to cover the books.

• Votes Against - 5

- Asking books for entire year not just the event

- Refreshment and Event appear in initial budget

- Amount requested was not less than 70% because no given total cost of the event

- Kick-off/Awareness Event ($ 550.00)

- This event will help our new members understand what our organization stands for, and what actions we take for the UNIFAT school. We plan to host one in the fall and spring semesters. The founder of UNIFAT school, Abitimo, will be in attendance for the fall event. Flyers, merchandise table, giveways, and speakers included in cost.

- Advertising/Awareness Material ($750.00)

- Advertising costs are allocated to promote our organization across campus and in the community. Info cards, magnets, stickers, display boards are all included.

(Initial Questions)

Why is $300 enough to fund books? 500 books is for whole year supply. SRF is only for single event or expense. Megan said $300 enough to pay for 200 book. Will profit but FAC does not want to ask for money back. New club, and has big following, Megan may be confused about funding, give her a break she is new. Good cause.

(Debate/Discussion)

Applied for Co-Curricular, rejected, had too many holes, suggesting SRF. SAC decision will play a large role in Co-Curricular second proposal. First proposal only $80. But make decision on info they gave SAC/Mission to provide funds to educate Xavier community and promote Jesuit Ideals, represent Xavier’s mission, book will add a lot to event and future events. Megan should have to re-proposed an event. Proposal is confusing, not sure if it’s for an event or booklet. They previously proposed a budget for promotional materials for this event, should not make exceptions. Word gets out that we made a special case for them, other club may not be happy. Goal was to follow guidelines closely. What they would do with money? If this is for a fundraiser (they are selling the booklets) they can’t receive funding. Keep in mind last year we weren’t holding everyone to the same standards. Idea of booklet had not come to them yet. Second co-cir is $500. Proposed $1100 budget last year only got small part, If they had this in mind, the cost would have taken almost all budget. Standards were set to avoid evaluating on credit. Did not have the base to evaluate why some events are more valuable than others. Why did this come to SAC if it didn’t pass FAC? Were some questions, wanted SAC opinion.

Straw poll- pass at this amount or different amount: 6, Not pass at all: 17

Debate Ended

Not Passed

Regular

Student Activities Council Proposal

Event Chairs: Jacquelyn and LeeAnn

Late Night Movie—Horrible Bosses

Date: September 22-24

Time: 11pm

Location: Theatre and in Clocktower for MAD

Est. Attendance: 200 per show

Event Description: showing Horrible Bosses for the late night movie and at MAD.

Total Amount Proposed: $950

Budget Requested From: Late Night Programming

Cost Breakdown:

Movie Rights: $900

Promotions: $50

Total: $950

(Initial Questions)

Last year we voted on movies, are we voting this year? We could vote. It’s late night committee events, they voted among themselves. In the past these were Advisor headed, would like to get away from that. This is why there is SAC vote. Talk to LeeAnn after event if you want to change it to a vote.

(Debate/Discussion)

NexCyx Concert outside? Not enough resources and would be no rain plan. Make sure it is well prepared for the clock tower lounge. Last year we stressed it was SGA, who is going to need to volunteer? Signup sheet. Line-item in budget? Yes. Only need one person to work Late Night Movie. Should be part of Late Night committee, not just SAC. SAC voting, committee could narrow down to 3, we should include Senate. Having themes for MAD, want to pick the movie to match theme.

Debate Ended

Passed

Late Night Programming

Event Chairs: Whitney and LeeAnn

Muskie’s After Dark: Last Call for Summer

Date: September 23, 2011

Time: 9pm-1am

Location: Gallagher

Description: Summer is ending, so let’s say a last hoorah to summer with MAD. Most of the activities throughout the night will have a summer feel and give tribute to summer fun! This MAD is also in conjunction with NexCyx and Xavier’s Got Talent! by Concert Committee!! As well, the Late Night Movie (Horrible Bosses) will be showing in the Clocktower at 11pm.

Budget: $4,500

Two-way Joust Inflatable: $500

Create your own aquarium: $800

Green Screen Pictures: $650

Corn Hole Sets (3): Rental fee is $15

Tropical Sun Catcher Crafts: $140

Sand Art Key Chains: $260

Food (includes hotdogs, popcorn, and snow cones): $550

Twister (3): $55

Raffles: $600

Contingency Costs: $930 (I had to guess on several of the items we want because their prices were not

listed, hence why the large contingency amount)

Total Cost: $4,500

(Friendly Amendment) Add $1000 to budget total

(Initial Questions)

Why are we renting corn hole sets, didn’t work out last time? Confusion in wrong location. Easy just to rent than to borrow. How well is they food gone over? Food finished. food theme being changed? Yes.

(Debate/Discussion)

Don’t feel comfortable to add $1000, already $930 in contingency cost, seems like MAD is full event already/Reuse craft material, much is going to waste/Considering Mock-tails/how did you come up with contingency fee, it’s around 25%? Do not know cost for food and aquariums./Contingency is not for those things, will talk later./People complained last time there is not enough food and drinks, should fund/Proposals should be spelled out, need more detail.

(Friendly Amendment) Limit to $4500

(Initial Questions)

The reason nothing is totally planned out. Only had 3 weeks from the last MAD, have not had time to contact all vendors. Cannot come back and ask.

Debate Ended

Not Passed

Debate Ended

Passed

Christine as Associate SACer

Proposed by: Morgan

Refer to previous announcement

(initial Questions)

What is the role? Still board member, but not voting members because they don’t attend meetings.

Debate Ended

Passed

AV

Proposed by Matt

$3000 in case we need to do NexCys

(Initial Questions)

What if you don’t have to go outside? Just spend it on inside event. Should pass whatever money Matt needs to get the concert done. But should hold ourselves to the same standards as clubs. Disappointed you didn’t follow calendar, but don’t think it shouldn’t passed based on that.

Debate Ended

Passed

XIII. Blast from the Past

Ben Rector: went well, perfect weather, good turn out, thanks for the help

MAD: went well, thanks for help

Ticket Kick-Off: thanks for support, sold 500 tickets

XIV. Here and Now

WEBN Fireworks: busses meet in Banger circle, wear tee-shirt if you want.

XV. Committee Reports

Campus Traditions, Sarah Richardson

Please come out to WEBN Fireworks this Sunday! My committee will be there to help with loading up the buses at Buenger Circle and it will be a really fun event. In our committee meeting this week we chose event chairs for all of our fall events, and it is posted on the 'Xavier Traditions' wipe board if you have any interest in helping with Fall Ball or Mr Muskie. Be looking for a proposal from our committee next week for Movie on the Greenspace. We are taking suggestions for movies to be played for the event so come talk to us if you have some ideas!

Concerts, Matt Morefield

Canvassing email will be sent out. The dates for canvassing are September 8 and 22 from 5-9 pm and September 10 and 24 from 12-4 pm. Please sign up if you can help. Dinner/Lunch will be provided.

The ticket kick off went very well. Thanks to everyone who helped out that day. Please keep spreading the word for students to buy tickets.

Muskie Idol will be coming up shortly. More information should be coming shortly from Fara or Travis.

Financial Affairs Committee, Jim Reitenbach

Hey everyone, thank you for participating in our debate for the special request. I appreciate all the support. Other than that we had to correct a budget for entrepreneurship club. That’s it!

Late Night Programming, LeeAnn Scherbauer

Hey SAC! Thank you for passing the proposals today. LNP appreciates it! Also, LNG has been moved to September 15, 2011, so please mark it on your calendars. Thank you!! It's grocery bingo and will be in the GSC atrium @ 9pm. Our committee meets Monday @ 7:30pm, if you would like to attend. :)

Last year during Xavier’s got talent late night snack, will you have one? Has not been proposed, so can’t do it.

Life & Culture, Analisa Condon

Hello Everyone!! Thank you all so much for signing up to help with tickets for Beach Water Park. We currently only have one person signed up for Thursday and although I think we may be sold out by then, please still sign up. Ryan will be sending a reminder e-mail for everyone. Be ready for the Multicultural Food Fair proposal next week! And committee please fill out the whenisgood. I can't sleep at night knowing that some of you still need to tell me your schedule! That's all for now! Thanks!

Can email Katie or Kevin for any Multicultural food ideas

Publicity, Annette Frac

Hey guys just a reminder our Publicity Meetings are Sundays at 7 if you are proposing an event please remember to come to the meeting with us Sunday before you propose. This will avoid any confusion that could happen as to who is doing the promo as a well as avoid the issue of late or incomplete promo ect. If you are unable to attend the scheduled meeting times we are more than willing to arrange another meeting time with you. Thanks to LeAnne and Jacqueline for coming Sunday as we now have a good start on her promo, as well as several great things planned to publicize her upcoming events?

XVI. Closing Sentiments

Cynthia Bear passed to Matt Morefield: What are you doing for Labor Day weekend?

XX. Adjourned : (5:08)

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