UMass Amherst Alumni Association
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Executive Committee Meeting Minutes
Worcester Crowne Plaza
Thursday, December 14, 2006
6:00 p.m.
In attendance: Elaine Barker, Mary Custard, Hal Lane, Sean LeBlanc, Kathleen Mitchell, Marc Rossen, Kim Sherman and Anna Symington
Absent: Mike Fiorentino and Christine Lopes
Guests:
Staff: Deb Masloski
Call to Order
The meeting convened at 6:20 p.m.
Approval of Meeting Minutes
Motion: by Elaine Barker, seconded by Mary Custard, to approve the November 9 Executive Committee meeting minutes. The motion passed unanimously.
President’s Update
Hal reported that Deb would be serving as interim executive director upon Cristina’s resignation from the university. He also noted his pleasure with the success of various athletic teams over the past few months.
UMass Club Proposal
Deb provided a brief overview of the renegotiated reciprocity agreement between the Alumni Association and the UMass Club in Boston and conveyed Cristina’s full support of the proposal as presented. The new agreement is fair and equitable to both parties and provides increased exposure for the Alumni Association. Deb noted that the effective date of the agreement would be modified to January 1, 2007 if the Executive Committee approves the proposal.
Motion: by Kathleen Mitchell, seconded by Elaine Barker, to approve as amended the reciprocity agreement between the UMass Amherst Alumni Association and the UMass Club. The motion passed unanimously.
February Board Meeting Agenda
Committee members discussed various topics for possible inclusion on the February board meeting agenda. Everyone agreed that one or more components of the meeting should have an interactive aspect to help engage all board members in the discussion. Tentative agenda topics for the February meeting include:
- Discussion with John McCutcheon, Athletic Director, on how the Alumni Association can support Athletics to mutual benefit. Deb will work with Thorr Bjorn to secure the date on John’s calendar.
- Volunteer training for Alumni Admissions program. A representative from Admissions will join the meeting to outline how alumni volunteers can support the admissions process and provide key campus messages they can use to talk about the university as it exists today.
- Continued strategic discussions around membership. Marc will facilitate a conversation on membership initiatives, including an update on the board feedback received through the roundtable discussions at the November meeting.
- Regular board business
- Invitation to combined Student Leadership and Membership Appreciation reception
The Executive Committee will finalize the agenda at their January meeting. An invitation will be extended to Stephen Tocco, chair of the UMass Board of Trustees, to attend the May board meeting.
Executive Director Transition
Deb reported that Chancellor Lombardi has decided to postpone initiating a search to fill the executive director position until he appoints a new Vice Chancellor for Advancement. Deb noted that, in the end, this decision would probably be in the best interest of both the university’s Advancement division and the Alumni Association as it will be important to ensure that the new executive director can work in partnership with both organizations. Kim noted that board members would need to remain actively engaged during this period so that the Board does not lose momentum in addressing strategic initiatives.
On behalf of the Executive Committee, Hal will forward a letter to Chancellor Lombardi stating their support of Deb’s appointment as interim executive director, but also expressing their desire to see the vacancy filled by the end of the calendar year. As a response to Andy Hochberg’s inquiry regarding the overall search process, Marc suggested that an overview of the university’s search process and a copy of the letter be distributed to all board members.
Committee Reports
Alumni Career Services
Kim reported that the committee hosted two networking programs in New York City that were well received by attendees. The first program was geared towards younger professionals and the second was targeted to mid-career to experienced professionals, which drew a number of high profile alumni. Both events continued to generate new memberships. The committee has received commitments from four alumni for spring programs.
Alumni Clubs
Sean reported that Anna participated in the committee’s last conference call to answer questions regarding the upcoming nominations and elections process.
The committee has developed a clubs spending policy related to the appropriate use of membership allocations that will be forwarded to the Finance Committee for review and approval. Sean distributed a copy of the policy to all Executive Committee members.
Audit
Deb reported that the Audit Committee convened its first meeting in late November. The committee is currently working to develop a request for proposal to hire a new firm to conduct the annual audit and prepare associated financial statements and tax returns.
Communications, Marketing and Membership
Marc reported that the committee plans to meet in mid-December to review the board feedback received through the roundtable discussions at the November board meeting.
Sean and Marc have held preliminary conversations about developing new member only events to be hosted at the UMass Club in Boston. These events would feature alumni considered to be “local stars” and would attempt to leverage their high profiles in an effort to increase membership and generate new public relations opportunities for the Alumni Association. Kim expressed her support of working towards developing a series of members only events in the future; however, to be successful in this effort, she suggested that the Alumni Association continue to host inclusive events that will help raise awareness of and add value to the Alumni Association’s overall programming. Once alumni begin to understand better the value proposition of membership, she believes both inclusive and exclusive events can work in parallel to each other.
Finance and Investments
Elaine reported that the Finance and Investments committee interviewed five investment management consultants earlier this week. Based on the consultants’ presentations, the committee has selected two firms as finalists. Ron Grasso, Joel Slovin and Paul Sienkiewicz will meet with each firm again sometime over the next few weeks to address outstanding questions or concerns, and then forward a hiring recommendation to the entire Finance and Investments committee for consideration. The committee hopes to develop a possible hiring recommendation for board approval in February.
Elaine also noted that the Chancellor’s Office requested assistance in facilitating payment to a charter trip company hired to transport the Marching Band to the NCAA Division I football championship. Working with Deb, she approved the temporary transfer of $160,000 from one of the Alumni Association’s cash accounts to the charter trip company. The Chancellor’s Office will reimburse the Alumni Association in full within the next few days.
Grants Review
Deb reported that Norma Heim would be assuming the staff liaison role for this committee. She anticipates that Norma’s participation in this capacity will help the committee to better evaluate and subsequently fund grant requests that appropriately satisfy specific marketing and membership opportunities for the Alumni Association.
Governance
Kathleen reported that the task force plans to meet after Cristina returns from Chattanooga, TN.
Nominating
Anna reported that the Nominating Committee has met twice over the past few weeks. Committee members are reviewing current board demographics, as well as the nomination application and review and selection criteria used in last year’s nominations and elections process. Anna anticipates that the committee will recommend several changes to the application and interview process to help the committee objectively evaluate all nominees.
The committee is also developing standing rules for the Clubs representative nomination and election process. Their recommendation will be presented to the full board in February for approval.
Programs and Services
Mary reported that the names of the Distinguished Alumni Award recipients would be released after one last nominee officially accepts the award.
Hal noted that he spoke with a former award recipient, Tsidii Le Loka ’98. who indicated that she never received her award. She had been unable to attend the awards ceremony (prior to the Alumni Association’s change in policy that all recipients must attend the ceremony to receive their award) and she apparently did not receive the award that was mailed to her at that time. Deb will work with Janine Sicks to send a new award to her. Tsidii is currently working with staff from the School of Humanities and Fine Arts on a project in New York City. Hal noted that Tsidii also discussed the possibility of presenting a future concert to benefit the university.
Student Programs and Services
Kathleen reported that the Student Programs and Services committee conducted a brainstorming session on various student programming opportunities that might support membership growth.
Volunteer Advocacy and Public Affairs
Deb reported that the committee is collaborating with the Student Programs and Services committee to host a Student Leadership reception after the February board meeting. Mary suggested that a focused effort be made to recruit students of color to attend the reception. Deb will ask Melanie Corbeil to take the point on this suggestion.
Executive Director’s Report
Deb reported that two new assistant directors will begin employment with the office in early January and will be assigned to support student and alumni career services programming.
Staff is working to design a new board website that will be accessible only to board members. The website will host various committee documents and other information pertinent to board business.
Old Business
Volunteer Code of Conduct
Sean asked the Executive Committee to consider what the ramifications would be if a board member does not sign the Volunteer Code of Conduct indicating that they have read and understand the document. Hal expressed concern that the Alumni Association could be at risk if a board member who has not signed the document were to violate any of the policies outlined within. He argued that the board has accountability to its membership and requiring all board members to sign this document helps to evidence the board’s effort in meeting these responsibilities. He suggested that a standing rule change or bylaw amendment be implemented that requires all board members to sign the document. In an individual refused to sign the document, his or her access to certain board documents or the website could be restricted, or perhaps the individual could no longer participate as a member of the Board of Directors.
Kathleen commented that if such a rule were implemented, she would suggest it be effective as of July 1, 2007 to address any concerns current board members may have related to this new requirement for serving on the board. She also noted that any standing rule change or bylaw amendment would require majority approval by the full board of directors. Anna suggested that all nominees be provided access to the document and be informed that they must sign the statement to be eligible to serve as an elected or appointed member of the board.
Motion: by Sean LeBlanc, seconded by Marc Rossen, to charge the Governance Task Force with reviewing and developing a recommendation related to requiring board members to sign the Volunteer Code of Conduct statement. The motion passed unanimously.
Alumni Association Business Cards
At the last Executive Committee meeting, Cristina reported that a board member had acquired Alumni Association business cards through the university’s printing department that are replicas of employee business cards. She noted her concern that individuals or organizations receiving the cards from this board member might be unable to distinguish the fact that the individual is a volunteer and not an employee of the university. This same individual contacted Bob Goodhue from the President’s Office to discuss the matter. Bob has forwarded his concerns about the matter along to the University’s counsel for review and determination on the most appropriate way to address this issue.
Deb reported that staff has since determined that another board member has acquired Alumni Association business cards that are replicas of employee business cards as well. Deb has contacted the campus’ Print Services office to determine their policy and procedures for providing business cards to non-employees associated with the institution. She and the department’s manager have agreed that Deb must approve any future requests for Alumni Association business cards prior to Print Services processing the order.
UMass Amherst License Plate
Toivo Tammerk, Interim Vice Chancellor for Advancement, has provided his preliminary approval to release the license plate letters to applicants informing them that the project has been tabled for the time being. Staff members are working with the News Office to complete a few final revisions requested by Toivo prior to the letter’s distribution next week. In addition, the News Office is assisting staff with developing standardized speaking points to address any inquiries or concerns we may receive from alumni. Press releases will not be distributed to media outlets when the letters are mailed.
Executive Committee members asked Deb to contact Toivo and inform him of Elizabeth Dale’s commitment to honor the university’s original agreement to reimburse the Alumni Association its $50,000 investment over three years in the event that the Alumni Association or another campus department successfully re-launches the license plate project.
New Business
Hal noted that he hopes to schedule a meeting with Toivo Tammerk in the near future to discuss Alumni Association initiatives.
Committee members discussed their recent decision to invest approximately $70,000 in a charter package trip to the NCAA Division I Football Championship in Chattanooga, TN. As of this evening’s meeting, 48 individuals had registered for one of the 130 available seats, which will result in a loss of approximately $40,000 to the Alumni Association. Marc noted his general support of the charter’s overall intent and his understanding of the emotion and excitement surrounding the football team attending a national championship game. However, he expressed concern that investing such a large sum of money for one program may not have been the best strategic investment in terms of membership growth. Several other committee members expressed differing opinions arguing that such an investment is an outstanding public relations opportunity for the Alumni Association and it supports the organization’s overall mission of helping to promote the university. Hal noted his overall support for the charter trip as a step in the right direction for lifting the expectations of our alumni related to the programs and services the Alumni Association can provide to them. Deb noted that both the Chancellor’s Office and President’s Office were very excited that the Alumni Association supported this initiative.
All committee members agreed that they were uncomfortable with the short timeframe they had to consider the proposed plan and associated investment. Deb outlined the constraints under which Alumni and Athletic staff were working when developing the proposal, but also agreed that a more proactive review of possible playoff scenarios could have provided more time for committee members to evaluate the proposal, as well as more time for staff to promote the charter trip and increase attendance numbers. In general, committee members expressed a desire to invest in similar charter trips in the future as appropriate and Deb will work with staff and the Programs and Services committee to review and plan for these opportunities well in advance of the event date.
Committee members also suggested increasing overall athletic programming to take advantage of various teams’ success over the past several months. Deb will ask staff to work with the appropriate committee to evaluate this suggestion. She noted, however, that current staffing constraints may limit our overall ability to support this initiative and this issue would need to be addressed if the board wished to move forward in this direction.
Sean recommended that the board plan an event at the UMass Club in Boston honoring Coach Don Brown and his football team by the end of January, regardless of the outcome of tomorrow night’s championship game. All committee members supported this initiative. Deb will leverage her contacts with Athletics staff to help make this a successful event.
General Announcements
None
Adjournment
The meeting adjourned at 8:30 p.m.
