Executive Committee Meeting Minutes
Conference Call
Tuesday, February 9, 2010
6:00 p.m.
Present: Tom Campbell, Jackie Carlson, Ed Godek, Ron Grasso, Andy Hochberg, Sean LeBlanc, Joel Slovin and Ron Spicer
Absent: Shyno Chacko Pandeya and Sara Coady Howe
Staff: Deb Goodhind and Anna Symington
The meeting convened at 6:05 p.m.
Approval of Minutes
Motion: by Tom Campbell, seconded by Ron Grasso, to approve the minutes of the January 12 Executive Committee meeting. The motion passed unanimously.
President’s Update
Tom Campbell has agreed to join the database committee. The group convened a conference call in the past week and plans to meet with Mike Leto, vice chancellor for development and alumni relations, in February regarding the alumni/donor database. Sean is confident that the group can work with Mike to come to a positive resolution on this matter.
Executive Director’s Update
Anna attended the CASE District I Conference in Boston two weeks ago, where she had an opportunity to network with numerous colleagues from other universities. She was pleased to find that the UMass Amherst Alumni Association is ahead of the curve on various programs and services in comparison to peer institutions, including social media, online career webinars and mentoring. She also noted that many universities are beginning to view fundraising and friend raising as equally valued parts of the same equation, rather than as two distinct and separate functions.
In an effort to increase Alumni Association visibility, as well as enhance the vitality of the Clubs program, staff will be traveling to California and Florida in March to meet with current club leaders, and to begin recruiting new volunteers in these regions.
Membership Restructure
The Executive Committee reviewed a draft presentation of the membership restructure proposal, developed by the Communications, Marketing and Membership (CMM) Committee, and based on the restructure framework and related concepts approved by the Board of Directors at their October meeting. A key component of the proposal is to promote alumni affinity and participation through inclusivity. All alumni will be considered members of the Alumni Association, and any past and future dues paid will be credited towards a Life or Legacy membership level.
The proposal also includes a new benefits structure based on feedback from the recent alumni survey, which includes a number of newly negotiated campus-based benefits for the upper membership tiers. The proposal also references that various bylaw amendments and revisions to the standing rules for nominations and elections would need to be considered as next steps upon the Board’s approval of the proposal.
February Board Meeting Agenda
The February board meeting will convene in the new function room on the 26th floor of the W. E. B. Du Bois Library. In addition to discussion of the membership restructure proposal, the Board will begin discussions towards drafting a new strategic plan. Anna is working to identify a possible facilitator for this portion of the meeting.
Committee Reports
Audit
The Audit Committee met earlier today to review the mid-year financial statements. The FY 2009 audit concluded the three-year contract we originally negotiated with our current auditors. The Audit Committee charged Deb with requesting a quote for FY 2010 audit and tax preparation services from our current auditor. If the quote is in line with that of last year, the Audit Committee recommends contracting with them again for FY 2010.
Career Connections
None
Clubs
The Clubs Committee is working to develop a process for managing club officer nominations and elections, as well as developing standardized talking points for committee members to use in contacting their assigned club leaders. Plans for Community Service month are underway, as are preliminary discussions surrounding the Leadership Conference this fall.
Communications, Marketing and Membership
None
Finance and Investments
The Finance and Investments Committee met in late January to review mid-year investment performance reports and financial statements. They also discussed the possibility of adding new asset classes that fall within the parameters of the current investment policy statement, but have not yet formalized any specific recommendations for the Board’s consideration. The Committee will continue its previous discussion of utilizing a portion of the membership reserves for operating costs after the Board vote on the membership restructure proposal.
Honors and Awards
All five recipients of this year’s Distinguished Alumni Awards have accepted and confirmed their intent to participate in the ceremony. Their names were published in the most recent edition of the Board newsletter. The Honors and Awards Committee is working to evaluate and recommend changes to the evaluation criteria and ratings system used to select the award recipients. The Committee will begin reviewing scholarship applications later this month and will have representation on the selection committees for both the 21st Century Leaders and Honorary Degree awards.
Nominating
The Nominating Committee completed its review of all nominee applications for both the director and clubs representative positions and selected a number of nominees to interview with committee members in February. The Committee will meet again in early March to determine the election slate for both positions.
Programs and Services
The Programs and Services Committee will meet tomorrow to begin discussions on a possible restructure of our current reunion programming.
Technology and Online Services
Members of the Technology and Online Services Committee recently completed usability testing on a number of redesigned email templates.
Volunteer Advocacy and Public Affairs
The New Orleans service trip was very successful, with 25 alumni volunteers and two staff members participating. Daily updates on the volunteers’ progress were made available through photos, videos and story blogs posted regularly on our and social media sites. Given all the positive feedback received to date on this program, the Volunteer Advocacy and Public Affairs Committee hopes to work towards planning more of these alumni service trips in the future. The Committee is developing plans for the legislative staff reception to be hosted at the State House prior to the Distinguished Alumni Awards ceremony in April.
Old Business
None
New Business:
None
Adjournment:
Motion: by Ed Godek, seconded by Ron Spicer, to adjourn the meeting. The motion passed unanimously.
The meeting adjourned at 7:05 p.m.