Student Activities Council Meeting Minutes

Student Activities Council Meeting Minutes

March 20, 2013

Call to Order

3:00PM

Roll Call

Present: Abdiel Acevedo , Blake Barlow, Patrick Carlotti, Elizabeth Bousson, 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, Kelly Popp, 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: Allie Haar, Luke Schafer, Morgan Zuziak

Prayer

Given by

Approval of minutes

March 13, 2013 minutes were approved without change

Public Forum

Brianna

U4U

Abby Schafer

LeeAnn Scherbauer

SGA Constitution vote

Straw Poll

Yes, vote on it - 12, No, don't vote on it - 8

Chanessa Fant

Becky

PR event for Human Relations, GSC 6pm

Review of the Budget

Crystal Guffey

Opinion Entries

Kevin Tighe

Going the whole meeting without technology

FAC Proposals

Proposals

Xavier Spring Week 2013

Dates: Monday April 22nd – Thursday April 25th

Location: Xavier Yard

Committee: Campus Traditions

Monday

·  Chess Tournament with Chess Club

·  Water Fight (stress relief with Students For Life)

o  Water balloons: $50.00

·  Xavier Showcase on the Yard at 8:00pm

o  Snacks: $75.00

Total: $125

Tuesday

·  Outdoor Rock Wall with Outdoor Club

o  Assistance with funds: $100

·  X-Treme Fans End of the Year Celebration at Xavier Baseball Game

·  Sand Volleyball Tourney (potential collaboration with Club Sports)

o  Freeze Pops: $50.00

o  Music: $5.00 (if we need more speakers)

Total: $55

Wednesday

·  Outdoor Candlelight Mass with CFJ and Father Grahm

o  Programs: Paid for by CFJ

o  Candles: $100

Total: $100

Thursday

·  Potential outdoor DTA show

·  Outdoor Movie:

o  Screen: $800

o  Movie: $500 (Grease or The Sandlot)

·  Xavier Fest Cookies with Caf: $200

Total: $1,300

Friday – XAVIER FEST

Promo –

·  Posters and Flyers: $400

·  100 SAC Beach Balls: $200

Total: $600

Contingency: $300 (Incase any other clubs express interest and/or need additional funding)

TOTAL AMOUNT PROPOSED: $2,680

Straw poll

Grease -6, Sandlot - Majority

Passed

XavierFest

Location: Xavier Yard (See attached)

Date: Friday, April 26, 2013

Time: 5:00 p.m. – 10:00 p.m.

Est. Attendance: 850-1,600 students

Coordinating Parties:

Primary Co Chairs: Morgan Zuziak, Senior and Becky Griesmer, Sophomore

Additional Support: Student Government Association; Dustin Lewis, Associate Director for the Office of Student Involvement and Co-Curricular Program Funding Board

Coordinating Members Structure:

In order to best plan, promote, and execute this large of an event, a defined structure has been established. There is an individual person responsible for each sub-committee and the specific tasks that fall under each category. We will have additional volunteers including members of the Student Government Association who will assist throughout the entire process.

XavierFest Committee structure is below:

Co-Chairs: Morgan Zuziak and Becky Griesmer

Sponsorships Committee: Organizations: Elizabeth Bousson, Junior

Vendors: Kaitlin Whelan, Sophomore

Promotions Committee: Advertising: Becca Longville, Sophomore

Items: Kelly Kleier, Sophomore

Logistics Committee: Artists/Bands: Kevin Tighe, Senior

Productions/Operations: Becky Griesmer, Sophomore

Production Company (Stage, Audio, Visual): Thunderbolt Systems

Contact: Mike Stuckey

Phone: (513) 235-3158

E-Mail:

Audience:

Intended: This event is intended for undergraduate and graduate students. The promotions will be primarily on campus although we will work to target non-residential students as well.

Unintended: This event is not intended for the residents of the surrounding communities. We want the event to be solely for students.

Affecting: This event would affect residents living on campus, namely Brockman Hall, Husman Hall, Kuhlman Hall, and Fenwick Place due to high noise levels. Communication about the event details will be sent to the Residence Life Staff. Additionally, Bellarmine Chapel will be affected as well. Bellarmine has been contacted about the potential disruption on this date and we have received their approval for the event. This event will also affect the residents of the Norwood and Evanston communities as well due to the noise levels of the acts. We will be contacting the city of Norwood and Evanston to inform them of the event. We have contacted the Registrar's Office to find out about the number and locations of classes that occur on Fridays and we have an updated list of rooms that will be affected during the afternoon of XavierFest.

After receiving an updated list of classes held on Friday afternoons from Nicole Hosking through the Registrar's Office, we have researched the names of the classes in Alter, Hailstones, and Smith Halls that will be affected. Our plan is to start having bands arrive for sound checks beginning at 2:00pm. There is one class in Alter Hall's Kelley Auditorium that runs from 1:30pm-2:20pm. There are eleven classes that are held in various rooms in Hailstones from 1:30pm-2:45, nine classes that are held from 3:00pm-3:50pm, and one class starting at 5:00pm. In Smith Hall, there are twelve classes that are held from 1:30pm-2:45pm, eight classes from 3:00pm-3:50pm, and one class starting at 6:00pm. This is a total of forty-three classes that will be going on during the afternoon of our event on April 26th in the three buildings that would be most affected by noise. However, the actual event will not begin at 5:00pm and at that time, there are only two classes that will be in session. Because there are classes being held from all three of the colleges represented at Xavier and in order to get approval about the event going on during class times, we will communicate with Dean Mark Meyers of the College of Social Sciences, Health & Education, Dean Janice Walker of the College of Arts & Sciences, and Dean Brian Till of the Williams College of Business to inform them about the event and ask for support with our plan.

Purpose of Event:

The purpose of XavierFest is to bring students together for an end of the year celebration that will exemplify Xavier’s communal spirit. Ultimately, it is intended to be a time when students can enjoy the end of their school year together at a large music festival.

Logistics:

Staging: We plan on working with a local/regional audio/visual company to provide a covered stage to be placed in the space that once was Ledgewood Ave between Hailstones Hall and Fenwick Place (see attached). We will soon be in communication with Thunderbolt Systems on providing this type of staging. Stage lights and sound will be built into this pending agreement with the companies.

Festival Lighting: We are also seeking availability for festival lighting for the Xavier Yard to create general flood lighting throughout the space where the audience will be located.

Vendors: We plan on inviting six to eight (6-8) vendors to be arranged on both sides of Herald Avenue, placed on the sidewalk (see list of potential vendors and diagram attached). Additional vendor space will be included for band merchandising tables and SAC giveaway items.

Clean-Up: Student Government Association members will assist with "sweeping" the field and road after the event to collect any larger pieces of debris or trash. We would like to ask the Physical Plant to assist with restoring the space following the event. We will also ask that plenty of trash and recycling receptacles are provided by Physical Plant to be stationed throughout the Xavier Yard and on Herald Ave. where the event is taking place.

Security: We will schedule to meet with Chief Couch and Lt. Bill Smith, and anticipate having a mix of Xavier Police and t-shirt security onsite. We anticipate police presence around the stage, entrance to the event, beer garden area, and other areas as assigned. T-shirt security will provide support around the beer garden, merchandise/vendor areas, and support throughout the Xavier Yard for general crowd control. In conversations with Lt. Smith following last year’s XavierFest event, he reported that the event went incredibly smooth and that there were no incidents involving the beer garden or crowd control at the event.

Neighborhoods: The Student Government Association has an existing relationship with the Norwood City Council through the Senate Community Affairs Committee (we have two senators that attend their bi-weekly meetings) and can distribute information to the council.

Academics: We plan to share event details with all three of the academic colleges as the setup and sound check may cause minimal disruption to classes nearby in buildings such as Alter Hall (Kelley Auditorium), Hailstones, and Smith Hall. We will also seek endorsement and support from Dr. Scott Chadwick, Chief Academic Officer and Provost, via Dave Johnson, Associate Provost for Student Affairs.

Tentative Schedule of Events:

Thursday April 25 3:00pm Stage arrives and is set up on former Ledgewood and

trailer is parked in front of Alter/Hailstones

5:00pm Minimal sound, lighting, and power arrives

Lights may be hung and focused when it is dark outside

9:00pm Production leaves for the night and minimal equipment left behind, low risk. Police will lightly monitor the area. Very little risk of large pieces "walking away."

Friday April 26 8:00am Xavier Police close down Herald Ave at Husman

10:00am Production arrives

2:00pm Bands begin arriving and sound checks completed

Load-in from Bellarmine Circle, parking in the Cintas

parking lot

2:00pm Food vendors load in

5:00pm First artist begins

Food vendors begin

10:00pm Event ends

11:00pm Area cleared

1:00am Stage down and departed

Proposed Artists:

Mid-Level Artists: Headliner: Green River Ordinance (Soft Rock/Indie Pop)

Opening Act: Thick As Thieves (Alternative/Hip-Hop)

Pre-Headliner: Regional touring band (TBD)

Local Artists: Xavier Battle of the Bands Winner (Upcoming SAC program)

Xavier student DJ (House/Pop/Hip-Hop)

Rio Van Risseghem band (Blues)

Proposed Vendors:

We will be contacting local restaurants and vendors who would be interested in helping to sponsor the event and/or provide food or drinks for Xavier students. It is also possible for vendors to sell their products to students for a small fee. Restaurants may include, but are not limited to:

Buffalo Wild Wings

Potbelly's

Naked Pizza

Chipotle

Currito Burrito

City BBQ

O'Charley's

Ryan's Pub

Skyline Chili

McAlister's

Panera Bread

Xavier Dining (rootbeer keg)

Yagoot Frozen Yogurt

Graeter’s Ice Cream

Hawaiian Shaved Ice

Proposed Budget:

Music:

Stage & A/V: $14,500
Mid-Range Artist: $6,000

Thick As Thieves: $2,600

Promotional Items:

Stadium Cups (500): $320

Stickers (1000): $95

Door Hangers (2000): $140

Yard Signs (100): $190

Shipping: $60

T-Shirts: $2,500

Banner: $65

Fliers: $50

Logistic Support:

Wristbands for Beer Garden: $45

Tents for Vendors: $800

T-Shirt Security: $1,000

Xavier Police: $1,500

Hospitality:

Water (8 cases): $30

Food & Beverage:

Beer Kegs (4) (sold at $2/beer): $200

Root Beer Kegs (2): $100

Additional Food: $500

10% Contingency: $1,890

Total: $32,585

Monetary Contributions:

S.G.A./S.A.C.:

Concerts: $15,000

NACA Artist Bookings: $2,600

Co-Curricular: $6,000

Student Organization Contributions $6,985

Vitamin Water $2,000

Total: $32,585

Event Map

Staging Details

Stage will be 36’x24’ and will fit on the street formerly known as Ledgewood Ave. in front of Bellarmine Chapel. The stage is set to be 4’ tall and will additionally have PA wings on the front that extend an additional 8’x8’. The downstage width, in total, will be 52’. Thunderbolt will be providing generators for all of the power needs and will have a festival set-up for audio/visual requirements.

Alcohol Proposal

Age Breakdown of Audience as of April 26, 2013

Full-Time Students
Under 21 / 21 or Over / Grand Total
Undergraduate / Freshman / 820 / 17 / 837
Sophomore / 890 / 65 / 955
Junior / 371 / 503 / 874
Senior / 71 / 1092 / 1163
Undergraduate Total / 2152 / 1677 / 3829
Graduate / Grad Student / 0 / 798 / 798
Graduate Total / 0 / 798 / 798
Total / 2152 / 2475 / 4627
Part-Time Students
Under 21 / 21 or Over / Grand Total
Undergraduate / Freshman / 57 / 109 / 166
Sophomore / 7 / 35 / 42
Junior / 4 / 73 / 77
Senior / 3 / 194 / 197
Undergraduate Total / 71 / 411 / 482
Graduate / Grad Student / 0 / 1360 / 1360
Graduate Total / 0 / 1360 / 1360
Total / 71 / 1771 / 1842

Percentage of Full-Time Undergraduates Under 21: 56%

Percentage of all Undergraduates under 21: 52%

Percentage of Graduate Students Under 21: 0%

After talking with Susana Luzuriaga (Strategic Information Resources), we learned that at the time of XavierFest on April 26th, there will be 48% of all Undergraduate students who will be 21 or older. However, if we add the number of Graduate students who will be 21 or older, we have a total of 2,475 students. This is 53% of total Undergraduate and Graduate full-time students who will be 21 or older. We will work hard to get of-age students to XavierFest by promoting the event off campus where majority of upperclassmen live. At the time of XavierFest, there will not be any Graduate students under the age of 21. We will be sending invitations for the event to the and GSA offices.

We will work very hard to make this an event for all students. XavierFest is a time to celebrate the Xavier community and a chance for all types of students to come together and enjoy music, food, and the sense of community, that Xavier prides itself on having. Having alcohol at this event will allow for Upperclassmen to enjoy the communal spirit for one of the last times of the 2012-2013 school year in a safe environment that will promote responsible drinking. This event will allow for one last chance for all students to come together and celebrate the start of summer and finishing the semester.

Alcohol: Working with Leah Busam Klenowski, we are continuing to explore and seek approval for having Alcoholic beverages served in a fenced-off “beer garden,” by Campus Dining Services in adherence to University alcohol event policy. The Beer Garden will allow for better control of alcoholic beverages at the event and to reduce the risk of minors receiving a beverage from an of-age student. Students in the beer garden area must be 21 and will be ID checked by staff and then given a tyvek wristband for admission into the garden. When a student purchases a beer, a star hole punch will be placed on the students' wristband as a way to monitor the alcohol intake. Servers will be instructed to “cut-off” any students who appear visibly intoxicated.