Executive Committee Meeting Minutes
Conference Call
Tuesday, May 18, 2010
6:00 p.m.
Present: Tom Campbell, Jackie Carlson, Shyno Chacko Pandeya, Ed Godek, Sean LeBlanc, Joel Slovin and Ron Spicer
Absent: Sara Coady Howe, Ron Grasso and Andy Hochberg
Staff: Deb Goodhind and Anna Symington
The meeting convened at 6:05 p.m.
Approval of Minutes
Motion: by Tom Campbell, seconded by Ron Spicer, to approve the minutes of the April 13 Executive Committee meeting. The motion passed unanimously.
Motion: by Ed Godek, seconded by Ron Spicer, to approve the minutes of the April 29 Executive Committee meeting. The motion passed unanimously.
President’s Update
Sean represented the Alumni Association at the graduate and undergraduate commencement ceremonies earlier this month. He had an insider’s view to the amount of work and coordination that goes into planning both and was very impressed.
Executive Director’s Update
Anna noted that the Alumni Association launched a new tradition with a pinning ceremony at both commencement ceremonies to recognize the newest members of the Association. Feedback on the pinning ceremonies from graduates, campus administrators, faculty, and trustees was all very positive.
A record number of approximately 950 students attended Commencement Ball at the Mullins Center this year. Chancellor and Mrs. Holub also attended the event and had a great time.
Anna is in discussions with Graduate School administrators on ways to better engage graduate students as members of the campus community. She will work with staff over the summer to develop possible ideas for collaboration, including the creation of a graduate version of @UMASS.
She recently met with representatives from the International Programs Office (IPO) to consider options for developing affinity-based clubs and engaging more diverse student and alumni populations, as well as to help promote study-abroad opportunities to current students. The new Paris Club will host its first event in the coming weeks.
Staff members are continuing their work on the membership transition plan, and are making headway with developing new marketing materials and addressing technology and other operational changes necessary to implement the restructured membership program. The redesign of UMassAlumni.com is currently scheduled to launch July 1 concurrent with implementation of the new membership program.
The Annual Assembly will convene on the Saturday morning of Reunion Weekend. She hopes to see all Board members in attendance at the Assembly.
Mission Statement and Core Values
Anna presented an initial draft of the proposed mission statement and core values to Executive Committee members. She developed the core values using key points of consideration acquired from Chancellor Holub’s Framework of Excellence report, the Alumni Association’s previous strategic plan, and Board feedback. The core values will be used as building blocks to develop specific goals and objectives within the new strategic plan. Committee members shared suggested revisions to the document, which Anna will incorporate and then share with the full Board.
FY 2011 Operating Budget
Deb reviewed the proposed FY 2011 operating budget that included a comparison of budget vs. actual revenues and expenses over the past three years. She developed the budget based on revenue projections and known funding requests related to proposed committee initiatives for FY 2011. Revenue projections were estimated conservatively, including a projected 4.5% rate of return on investments, and membership revenues were projected taking into consideration the new membership structure to be implemented effective July 1. Operating expenses were decreased accordingly, primarily through reduction of administrative, general marketing, and certain event costs.
FY 2011 Meeting Schedule
Anna presented the proposed FY 2011 meeting schedule for all Board and Executive Committee meetings. The proposed schedule includes an increased number of conference call meetings for the Executive Committee as a means to save on both travel and meeting expenses, as well as to accommodate out-of-state committee members. The Committee can still maintain flexibility to gather in person if necessary.
Going forward, staff will investigate the possibility of using Skype or other video-conferencing technologies during Executive Committee and Board meetings, which would also require the Board’s consideration of how use of video-conferencing might affect current requirements of directors’ participation at Board meetings. A Board member has volunteered to try using Skype during the upcoming Board meeting on a trial basis.
Committee members agreed to invite newly elected and appointed directors and Executive Committee members-at-large to their June meeting.
Committee Reports
Audit
None
Career Connections
None
Clubs
The Board of Directors will vote at the May Board meeting on the Clubs Partnership agreement, revised to incorporate changes to the nominations and elections and funding sections. Over 200 volunteers participated in the annual Community Service Month.
Communications, Marketing and Membership
None
Finance
The proposed FY 2011 operating budget, along with proposed revisions to the Investment Policy Statement, will be presented for approval at the May Board meeting.
Honors and Awards
The Honors and Awards Committee will meet in the early summer to review and develop recommendations for revising the Distinguished Alumni Awards nominee application.
Nominating
Elections for the Executive Committee member-at-large positions are concluded and results were shared with the Board earlier this month.
Programs and Services
The Programs and Services Committee plans to meet again prior to the next fiscal year to discuss Homecoming Weekend.
Technology and Online Services
The Committee plans to meet in the next few weeks to review progress on the website redesign and usage statistics.
Volunteer Advocacy and Public Affairs
The Volunteer Advocacy and Public Affairs Committee met to review legislator attendance at the Distinguished Alumni Awards and the staff reception prior to the luncheon. Tom suggested that a representative of the Alumni Association be considered for inclusion on the Chancellor’s new diversity committee. He also questioned how the Alumni Association might help advocate for state funding in light of the recent budget news. Anna reported that University Relations would support a partnership with the Alumni Association in this matter and staff is working to incorporate a call to action, asking alumni to contact their state legislators regarding public funding of the university, into the next edition of @UMASS.
Old Business
None
New Business:
None
Adjournment:
Motion: by Tom Campbell, seconded by Ed Godek, to adjourn the meeting. The motion passed unanimously.