1 NOTICE OF MEETING Eastern Michigan University Alumni Association Board of Directors DATE: April 16, 2016 TIME: 9:00 a.m. PLACE: 247 McKenny Hall Ypsilanti, MI 48197 AGENDA: 1. Call to Order & Roll Call 2. Approval of the Agenda - Action item 3. Approval of Minutes – February 20, 2016 – Action item 4. Alumni Association President’s Report – Patrick Barry 5. Alumni Association President-Elect’s Report – Marques Thomey 6. Alumni Association Treasurer’s Report – Nik Schillack 7. Office for Alumni Relations Report – Ann Thompson 8. Divison Update - Jill Hunberger, Interim Vice President, Advancement 9. University Update - Don Loppnow, Interim President 10. Student Body Update - Steven Cole, Student Body President BREAK 11. Committee Reports A. Awards & Recognition - George Harrison, Action item B. Chapters - Jasmine Lee C. Nominations & Elections - Marques Thomey D. Outreach & Community Service - Amanda Bennett E. Scholarship - Pat Andrewes F. Ad Hoc Bylaws - Ruth Halsey, Action items G. Ad Hoc Strategic Planning - Patrick Barry
Transcript
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NOTICE OF MEETING Eastern Michigan University Alumni Association Board of Directors DATE: April 16, 2016 TIME: 9:00 a.m. PLACE: 247 McKenny Hall Ypsilanti, MI 48197 AGENDA: 1. Call to Order & Roll Call
2. Approval of the Agenda - Action item
3. Approval of Minutes – February 20, 2016 – Action item
4. Alumni Association President’s Report – Patrick Barry
5. Alumni Association President-Elect’s Report – Marques Thomey
6. Alumni Association Treasurer’s Report – Nik Schillack
7. Office for Alumni Relations Report – Ann Thompson
9. University Update - Don Loppnow, Interim President
10. Student Body Update - Steven Cole, Student Body President
BREAK
11. Committee Reports
A. Awards & Recognition - George Harrison, Action item
B. Chapters - Jasmine Lee
C. Nominations & Elections - Marques Thomey
D. Outreach & Community Service - Amanda Bennett
E. Scholarship - Pat Andrewes
F. Ad Hoc Bylaws - Ruth Halsey, Action items
G. Ad Hoc Strategic Planning - Patrick Barry
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12. Old Business
A. Providing gift for Dean Tidwell
B. Providing Board donation to McKenny Gallery exhibit
13. New Business
14. Open Discussion & Announcements
A. What does the Board vote on?
B. Are we/should we be a non-political organization?
15. Adjournment
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Eastern Michigan University Alumni Association Board of Directors Meeting McKenny Hall Saturday, February 20, 2016 Members present: Patricia Andrewes (phone), Patrick Barry, Amanda Bennett, Tom Borg, Ryan Buck, Tom Charboneau, Sarah Fall (tardy), Randi Glaza, Mike Gomez, John Godre (phone), Ruth Halsey, George Harrison, Jasmine Lee (tardy/phone), Jenita Moore (tardy), Matt Mortier, Robert Murkowski (phone), Chad Newton, Paul Nucci, Don Reichert, Niklaus Schillack, Marques Thomey, Claudia Young Members absent: Linda Edwards-Brown (excused), Greg Sheldon, Mauricio Silva (excused) Ex-officio members present: Don Loppnow, Ann Thompson Emeritus member present: Bill Malcolm, Fred Roberts, Bud Schimmelpfenneg Emeritus member absent: Vicki Reaume (excused) Others present: Lucas Langdon, Jacqueline Page, Andre Poplar, Gabriella Salagen 1. Call to Order/Approval of the Agenda Mr. Barry called the meeting to order at 9:03am. He welcomed the Board. Mr. Mortier motioned to approve the agenda and Mr. Schillak seconded the motion. Agenda approved. 2. Roll Call Ms. Halsey took attendance. The results of the roll call can be found at the top the minutes. 3. Approval of November 21, 2015 Alumni Association Board of Directors Meeting Minutes Mr. Thomey made a motion to approve the November 21, 2015 minutes. Mr. Gomez supported the motion. Minutes approved. 4. Alumni Association President-Elect Report Mr. Thomey spoke about the consistent communication between Mr. Barry and Ms. Thompson. A future discussion on filling Mr. Thomey’s spot on the Foundation Board will be discussed later in the meeting. 5. Alumni Association Treasurer’s Report Mr. Schillak mentioned a few highlights from his report. The Alumni Association account is significantly less than previously reported because of the transfer of funds to the Legacy Scholarship Endowment
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($10,000) and the Alumni Programs Endowment ($10,000). License plate monies continues to be an opportunity to be the best way to increase incoming money. Mr. Schillak asked all directors to consider purchasing a “E” license plate if anyone does not currently have one. Comment: Mr. Buck asked for the individual line items for the Board’s operating budget. Answer: It will be included in the next report. Mr. Barry offered comments that we are on track to stay within budget. Mr. Barry also shared historical reference for guests and director candidates in the room. Question: Mr. Schimmelpfenneg asked how close the Legacy Scholarship Endowment is to fully supporting scholarship? He suggests that maybe the Board considers transferring more money up front to get to a point of self-sustaining the scholarships sooner. Answer: Endowment continues to grow and the endowment is several years from the point of being self-sustaining. Comment: Mr. Thomey asked for the current operating budget to be included in the email with the meeting minutes. Comment: Mr. Schimmelpfenneg asked if there are any license plate brochures to be passed out at graduation? Answer: Ms. Thompson responded that she does not know if there are any in her possession. She will look into an option to provide graduates and also suggested that any brochure should be included in the degree folder, instead of being passed out at graduation. 6. Office for Alumni Relations Report Ms. Thompson welcomed the directors and guests. The recent Atlanta alumni event was successful and alumni in the area will likely be forming a network soon. The online networking portal called “Eastern Michigan Connect” is progressing toward implementation and is currently in the testing phase. Ms. Thompson will soon send an invitation to the directors so that they can create their own profiles and hopes that everyone gets involved. The web portal will allow for students and alumni to connect for resume reviewing, career mentorship, and potential job shadowing. There are new alumni benefits listed on the website: travel insurance (revenue sharing), Hotelstorm (20-50%) off hotels, and Credibles (student loan consolidation). All will go live this spring. There is a new partnership with Athletics to reduce costs in tailgates for home football games. Athletics is working on a license for offering beer on the patio and the alumni will be represented at these events. There may only be an outside-the-stadium gathering for Homecoming. A program called Academic Homecoming is being developed where one alumnus from each academic program will be invited to campus to speak about their professional journey and current role in their respective fields. The hope is for the events to help cultivate giving back to EMU.
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Ms. Thompson addressed her feelings that the Alumni Tunnel at Commencement was awkward with no items to gift to the new graduates. She suggested that $500 be allocated to purchase a small gift. Ms. Halsey commented that $2,000 is budgeted for strategic initiatives and this fits the purpose. Discussion on this topic will occur in New Business section of the meeting. Mr. Barry offered encouragement for all directors to attend Commencement to assist in the Alumni Tunnel so there can be an actual tunnel. Ms. Thompson also provided a list of upcoming events. It now includes all Division events. Question: Mr. Buck asked about the return on investment for trips to cities like Atlanta. He also asked about not losing the Alumni name attached to home football events. Comment: Ms. Thompson responded by sharing that there has been a cut-back on cities visited in response to a lack of return. Ms. Thompson also explained the new partnership with Athletics in tailgates for football games. Alumni will still play an active role in the events. 7. Division Update Ms. Hunsberger was not present to provide an update. 8. University Update Dr. Loppnow shared how nice it is to be back and engaging with so many people who are doing great things for the University. He thanked the Board for their time and efforts in making everything we do a success. Dr. Loppnow commented on the great job that Ms. Hunsberger has been doing as Interim Vice President of Advancement. Dr. Loppnow has moved the key members of the Advancement team to Welch Hall to be a better location for their efforts to engage donors. Dr. James Smith has been announced as the new University President. 81 applicants were whittled down to the final 3 and were presented to the Board of Regents. Dr. Loppnow is very pleased with decision to hire Dr. Smith. Dr. Smith has seen success in raising money for universities and solid experience in schools that are similar to EMU. Dr. Smith’s wife, Dr. Connie Ruhl-Smith, has many accolades to her own name. Dr. Loppnow has high hopes for Dr. Smith’s leadership and abilities to be the next leader at EMU. There is a new neuroscience major for undergraduate students at EMU. It is a biochemistry and psychology interdisciplinary major. There is also a new fermentation science program. It is housed in the Chemistry Department. EMU has now been reclassified as a Doctoral-Granting Institution in the Carnegie Classification System. Efforts to continue to grow research is ongoing.
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EMU’s Doctoral Psychology program has been ranked the 30th best in nation. MA in Special Education has been ranked in top 50. Information Assurance has been listed as a Center of Academic Excellence by the National Security Agency. The Provost Research Awards for junior faculty awards exist to support research in a variety of ways. Dr. Loppnow shared a couple of examples of the types of projects being supported, both in science research and school-age student research. Dr. Loppnow announced that Dr. Rhonda Longworth has been announced as the Interim Provost. He feels she is the right person for the job. Two current vacancies will be filled: Executive Director of Government Relations & Chief Diversity Officer, which is a new position. The CDO will work to embrace new opportunities for diversity and to continue to grow current initiatives. This person will assist all University leadership to incorporate diversity into their programs, etc. Dr. Loppnow mentioned the announcement of the Board of Regents to discontinue EMU’s role in the Educational Achievement Authority (EAA). The University’s contractual agreement will end in June 2017 but some efforts in Lansing to create new programs may replace the EAA sooner. Dr. Loppnow believes the intentions to join the EAA were just and true but many other factors did not allow the ideas to reach their full potential. The Board of Regents approved a $30 million capital budget. Money will be distributed to several projects, including Wise Hall renovations, investments in Strong Hall, some improvements for Sill Hall, assistance to safety initiatives and some technology initiatives. April 12th is EMU Day in Lansing. Students, faculty, staff and alumni are all going to speak with state lawmakers about issues pertinent to EMU. Directors are invited to attend. Some of the topics this year will be an increase in annual state appropriations and an increase in money in the newest capital outlay bill for campus improvements. Representative David Rutledge will be the Commencement speaker at the upcoming April 24th Commencement ceremonies. He is currently serving in his final term as a state representative. Dr. Loppnow invited all Directors to the men’s and women’s basketball games today at Noon and 2:30pm. He is hosting various community government members and the Women in Philanthropy campus organization. Dr. Loppnow concluded his remarks by thanking the Board for the upcoming recognition as the recipient of the Porter Distinguished Alumni Awards at the Annual Alumni Awards ceremony. Question: Mr. Malcolm asked if any plans for improvements to the Rec/IM facility exist. Answer: Dr. Loppnow responded by sharing what students are looking for when choosing an institution. Recreation facilities is a top opportunity and recognizes the need. Academic buildings also need attention such as the College of Technology. The need for raising funds to offset low amount of state aid is high.
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Question: Mr. Borg asked Dr. Loppnow if he knew about Dr. Smith’s history of involvement with alumni. Answer: Dr. Loppnow responded that he feels Dr. Smith is very engaged with alumni. His skills include using alumni to assist in networking with outside parties to benefit the university. 9. Student Body Update Student Body President Cole was not present. BREAK from 10:11am to 10:23am. 10. Committee Reports A. Awards and Recognition Mr. Harrison highlighted Dr. Loppnow as a recipient of one of our Alumni Awards. Mr. Harrison shared the purpose of his proposal for the Excellent Teachers Engaging Alumni Awards which was sent via email by Mr. Harrison prior to the meeting. The committee has voted 6-3 in favor of sharing the proposal with the full Board. He anticipates a vote by the Board on the proposal at the April meeting. Mr. Schimmelpfenneg shared his reasons for dissenting in the committee vote. His reasons: nominations are open for anyone to send in, increased costs/less nominations, lower attendance - all reasons similar program was voted down. He also does not want to diminish the value of the previous awards. This proposal simply expands the TEA program. Mr. Charboneau commented that he is in favor of bringing back this type of event. Mr. Charboneau and Mr. Buck want the Board to consider the idea, in principle, for now and save the details of the events for later. Mr. Buck would like to see funds committed before finer details are set. Ms. Glaza also believes the event has great intentions but does not feel comfortable voting for something without the finer details. Taking her heart out of the situation, she does not see the full value of such a program. Mr. Schillack would like the Board to consider how all events fit our mission and purpose. Mr. Schimmelpfenneg commented on the listed partners in the proposal and his concerns in the stakeholders’ value in the program and for their committed support. His intentions are to share his concerns and would like to see the committee work to answering, in his mind, critical questions. Mr. Buck, again, asks the Board to commit to planning the event before more work is done to finalize details.
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Mr. Reichert shared his position of not agreeing with the proposal. He feels strongly that the Board should not take on the event and he feels that the TEA event was not embraced by the faculty. He would like the University to help support such a program. Mr. Barry shared his similar concerns with funding and consistent support. He also feels that the nomination concerns shared by Mr. Schimmelpfenneg can be controlled like it has been for the Alumni Awards. He shared some outcomes from a conversation with Dr. Loppnow and Dr. Longworth of integrating our awards with a current award ceremony for EMU educators. Mr. Barry also feels like the purpose of the events fits the mission of Board. Ms. Bennett asked for us to consider what other universities are doing. She feels that we should add our award to a current event. Mr. Roberts would like to see the conversation end and a vote be postponed on such an event. More conversation will occur with the committee. This concluded his report. Ms. Andrewes inserted her comments as the conversation shifted that she feels like such an event is valuable and hopes to see this proposal pass. B. Chapters Report Ms. Lee highlighted a few items from her report. There are currently new alumni groups being created. The committee’s primary focus has been to redevelop the Chapters awards since the new classifications are now in place. She also mentioned that the awards will no longer be a monetary award and replaced with items such as a trophy, plaque and breakfast for winners. C. Nominations and Elections Mr. Thomey welcomed a few of our candidates who are running for election to Board at the Annual Meeting. 9 seats will be available this cycle with 5 incumbents and 7 new candidates. He also encouraged all Board members to attend a lunch reception in the Alumni Lounge to meet the Board candidates immediately following the meeting. D. Outreach & Community Service Ms. Bennett shared that the committee’s Hat & Mitten Drive was successful. Saturday, May 7th is the Heart Walk and the committee is looking for Directors to volunteer to work a water station. Ypsi Pride Day is Saturday, May 21st. More volunteer opportunities for these events will be announced. Mr. Barry asked all directors to join in the committee’s efforts to volunteer. The purpose of the committee is to create volunteer opportunities but people must attend the created events.
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E. Scholarship Ms. Andrewes was not available on the phone to present her report. Mr. Barry shared the highlights from the report, including the timeline for the upcoming decision process for the next round of scholarship recipients. F. Bylaws Ms. Halsey went through each amendment provided in the meeting packet. Each amendment will be presented for voting at the Annual Meeting. When reviewing the amendments, please notice that the second amendment has two options for adoption and the fifth amendment’s origin was a recommendation of the Executive Board. 5th amendment comment: Ms. Moore shared that she believes there should be an excuse or alternate for work conflicts. 3rd amendment comment: Mr. Buck would like the amendment to include more clear language that defines all ex-officio members as non-voting members. 5th amendment comment: Ms. Glaza believes that attendance for 2 of the 4 meetings to be in-person is reasonable. She believes the success of the Board is better served when Board members are present. 5th amendment comment: Mr. Roberts also believes that the requirement is not too much to ask. Directors commit themselves to the Board and are fully aware of the meeting dates in advance. 5th amendment comment: Ms. Fall feels that when work conflicts exist, there should be allowances so she is not penalized. 5th amendment comment: Mr. Schillack asked if this bylaw applies to Emeritus members? 5th amendment comment: Mr. Schimmelpfenneg echoed the history of the Board to not be punitive in those who have legitimate reasons. 5th amendment comment: Mr. Nucci shared that he believes the Board should be cognizant of not being too restrictive with the way the Board meets, especially with a younger generation moving in. The Board will want to be accommodating. G. Fundraising There is no current chairperson for this committee. Mr. Barry shared that there is no immediate need as there is significant change occurring within the Foundation.
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11. Alumni Association President’s Report Mr. Barry shared the communications he has been having with many University administrators and stakeholders. His conversations with each person is summarized in his report. Mr. Barry and Ms. Thompson have been meeting with various deans and department heads and providing a survey to learn about their current alumni programming and engagement. Some data is included in his report and much finer details will be presented once data has been better collated. Action items: Confirm Mr. Harrison as the Alumni Association Board of Directors Foundation Board representative. Motioned to be approved by Mr. Charboneau. Motion seconded by Mr. Newton. Motion passed. Creation of Ad Hoc Strategic Planning Committee and its members Motioned to be approved by Mr. Buck. Motion seconded by Ms. Glaza. Motion passed. Strategic Planning Update: Mr. Barry shared the work that the group has done with Dean Michael Tidwell of the College of Business. Mr. Barry shared highlights of his report in the meeting packet. 12. New Business
A. Because of University gift regulations, the Board cannot purchase a gift of more than $40. Mr. Barry suggested that at the April meeting, the Board will “pass the hat” to collect donations for a gift for Dean Tidwell.
B. Mr. Barry shared historical reference in the creation of the McKenny Gallery. The gallery has Museum Experience class. The gallery is currently looking for money to support the physical exhibits. Mr. Barry proposes that the Board consider a donation of $250. Mr. Buck suggested that the proposal be brought to the April meeting when the current operating budget has been presented to the Board. Consensus to wait until April is supported by the Board.
C. Mr. Barry presented the topic of the commencement gifts. Ms. Bennett shared another idea of providing a plastic keychain that are clipped to an informational card. Ms. Halsey shared that there is money available in the “Strategic Initiatives” budget line item for this purpose.
Ms. Glaza motioned to vote for up to $.25 to be used per item as a giveaway for the April Commencement. Ms. Moore seconded the motion. Mr. Buck offered a friendly amendment that the cost not exceed $600. Mr. Charboneau supported the amendment. Mr. Reichert called to question. Motion passed. Ms. Thompson will research and purchase items to be delivered before Commencement.
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13. Open Discussion & Announcements Mr. Barry brought up the topic of what items the Board should vote on. Mr. Reichert motioned to move this and other discussion topics into the respective committees. Mr. Schillack seconded the motion. Mr. Buck shared his thought that everything should be voted on. Ms. Bennett, Mr. Charboneau, and Mr. Schimmelpfenneg all stated support. Motion passed. 14. Adjournment Mr. Reichert motioned to adjourn the meeting. Everyone supported the motion. Mr. Barry adjourned the meeting at 11:57am.
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Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
I will speak to the Board of Directors about the necessity and value of moving our Association forward in the coming years to a place of increased relevance and value to the university and our current and future alumni. I will speak to the need for a continuing – and increasing – commitment to the process of strengthening our Association by our Board of Directors in order to successfully build loyalty, pride and support for our university and alumni.
Activity since Last Report Committee Participation Strategic Planning Committee Retreat. March 5. Chapter/Network Committee meeting. March 14. University Outreach Attendance and Participation McKenny Gallery Committee meeting. March 10. College of Business Awards Ceremony. March 18. EMU Collins Awards for Teaching and Research. March 30. Undergraduate Symposium. April 1. Honors College Graduation Ceremony. April 5. CMTA Forensics Showcase. April 6. Honors College Admissions Tour presentation to students and parents. April 8. College of Health and Human Services department heads outreach (with Ann Thompson). April 13. McKenny Gallery Opening. April 14. Construction Management Graduation Ceremony. April 14. Alumni Outreach Attendance and Participation Masters of Public Administration Gathering. March 16. Arm of Honor Fraternity Society to create a $5,000 challenge grant to fund EMU swimmers’ participation in the 2016 Olympic Trials. March 22. Hotel and Restaurant Management Gathering. March 26. Novi Detroit Catholic Central Gathering with current and future alumni. April 7. Community Outreach Attended EMU/PCEP Choir Concert and Fundraiser. March 27. Association Governance Marques, Ann and I always communicate in scheduled bi-weekly meetings and as often as several times a week. Signature & Report Date Patrick J. Barry, Jr. April 16, 2016.
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Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
Activity since Last Report I spoke to: o The Nominations and Elections committee members via email several times since February regarding the candidates and timeline for elections o Board of Director candidates (See Nominations and Elections Committee report)
I participated in: o The Strategic Planning committee meeting on 3/5 o The EMU Foundation donor thank you program by calling and writing letters to several key alumni and facility members
I communicate with/meet with Ann Thompson weekly. Patrick, Ann and I meet via conference call bi-weekly. Discussions with the Alumni Board at the April 16 Board Meeting o Congratulations to George Harrison for his appointment as a Trustee on the Foundation Board
The following report includes five (5) major things:
1. Simplified Financial Position Overview 2. Detailed Scholarship Endowment Information 3. Detailed Program Endowment Information 4. Detailed License Plate Information 5. Budget Information
1. Simplified Financial Position Overview
a. We have $60,941.00 in the alumni association account (R12003) as of March, 2016 b. Checking account balance = $2,402.82
i. Total deposits were $0.00 ii. 0 check(s) written for $0.00
c. Total cash position = $63,343.82 d. Scholarship Endowment = $429,875.00 e. Programs Endowment = $22,760.00 f. License Plates
i. Calendar Q1 2016 revenue = $7,405 ii. Rolling 4 quarter total = $31,945
iii. Total YTD units for 2016 (calendar year) = 663 ! 53 new and 610 renewals
iv. Total YTD revenue = $7,405 v. Revenue since inception = $473,600
2. Detailed Scholarship Endowment Information
3. Detailed Programs Endowment Information
Scholarship Endowment Balance at 7/1/2015 - (MARKET VALUE - DATA REPORTED BY L. WILBANKS) 441,664.00$ Donations and Transfers - July 1, 2015 - March 14, 2016 18,636.00$ Expenditures: July 1, 2015 - March 14, 2016 -$ Approximate Investment gain/loss - July 1, 2015 - January 31, 2016 (30,475.00)$ FY1 Spending Budget (4% of 12 quarter average) 14,536.00$ Scholarships awarded FYTD -$ Estimated Market Value as of March 14, 2016 429,875.00$
Programs Endowment Balance at 7/1/2015 - (MARKET VALUE - DATA REPORTED BY L. WILBANKS) 11,917.00$ Donations and Transfers - July 1, 2015 - March 14, 2016 11,665.00$ Expenditures: July 1, 2015 - March 14, 2016 -$ Approximate Investment gain/loss - July 1, 2015 - January 31, 2016 (822.00)$ FY15 Spending Budget (This Endowment Will Be Available for Spending in FY17)Estimated Market Value as of March 14, 2016 22,760.00$
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4. Detailed License Plate Information
5. Budget Information
R12003 (A lumni A s s oc iation/L icens e Plate) FY14 Budget FY14 Actual FY15 Budget FY15 Actual FY16 Budget FY16 YTDR evenueL icense P lates 31,945.00$ 32,000.00$ 23,825.00$ Advancement ActivitiesAlumni Awards 16,500.00$ 12,603.33$ 15,000.00$ 6,606.77$ 10,000.00$ Teaching E xcellence Awards 5,500.00$ 3,956.24$ 5,000.00$ 3,194.61$ Alumni P rogramsC hapter Grants 7,500.00$ 7,500.00$ 7,500.00$ 4,926.64$ 7,500.00$ 3,500.00$ C hapter Awards /R ecognition 750.00$ 750.00$ 750.00$ 750.00$ 750.00$ 500.00$ C ons tituent R elationsAlumni As s oc iation E xecutive Board Meetings 330.00$ 347.26$ 300.00$ 221.48$ 300.00$ 111.00$ Alumni Board Meetings (4) 1,540.00$ 1,050.87$ 2,000.00$ 944.88$ 1,000.00$ 186.72$ Alumni As s oc iation S cholars hip 8,800.00$ 7,259.00$ 6,700.00$ 6,603.00$ 5,465.00$ 5,464.00$ Trans fer to S cholars hip E ndowment 8,061.50$ 8,000.00$ 6,135.00$ C ommencement Activities (2) 1,100.00$ -$ 10,000.00$ -$ Mis cellaneous E xpenses 1,500.00$ 304.79$ 350.00$ S trategic Growth Initiatives 2,000.00$
Total E xpenses 44,220.00$ 33,466.70$ 48,750.00$ 31,613.67$ 35,365.00$ 15,896.72$
Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
________________________________________________________________________________ Awards and Recognition – Addendum COMMITTEE REPORT
COMMITTEE NAME & PURPOSE:
Chairpersons George Harrison
Members: Tom Borg, Chad Newton, Bill Malcolm, Bud Schimmelpfenneg, Don Reichert
Members Absent: Ryan Buck, Fred Roberts and Sarah Fall Alumni Relation Office Representation Jessica Nietrzeba and Ann Thompson
Committee Meeting Date: March 28, 2016 Next Committee Date: TBA
Action Item(s): For the April Board Meeting
Approval of the ETEA^2 – Excellent Teachers Engaging Alumni Award - as presented to the full Board on February 20, 2016, 2016 Activity since Last Report
1. Conference call was held on February 9th to discuss the ETEA^2 proposal. The committee voted by a 6-3 margin for approval and to present the proposal to the full Board on February 20, 2016, minus the funding component. Committee wants to have program designed and approved, prior to securing a funding source.
2. The ETEA^2 proposal, minus the funding component, was presented to the Executive Board on February 9th. There was some confusion on what the committee had approved the previous night. Chairperson Harrison polled the committee to re-confirm the 6-3 vote to support the ETEA^2 proposal as presented and discussed minus the funding component.
3. The ETEA^2 proposal was presented to the full Board on February 20th as a first reading. Prior to the meeting, each board member was emailed a copy of the proposal.
4. Committee met on March 28, 2016 to discuss the Annual Alumni Awards, ETEA^2 and the position of vice chairperson for 2016-17:
• Jessica provided an overview for the May 21st event, 5:00 at the EMU Student Center, Master of Ceremonies TBD, Patrick Barry and representative of the EMU leadership Team will speak, an invitation to new President Smith will be extended, a surf/turf entrée, with options will be on the menu, assistance with speech and program development is being explored and committee members will serve as hosts to our 2016 recipients: Drew Minock, David Behen, Mary (Kathy) Walsh, Ingrid Sheldon and Don Loppnow.
• The ETEA^2 proposal for Board approval, minus the funding component, was presented and Ann Thompson added that there is consideration of blending the ETEA^2 with the Collins Awards. All possibilities are very preliminary this time. Committee members want to make sure the Alumni Association would maintain ownership in the nomination and selection process.
• Chairperson Harrison asked those committee members that would be interested in serving as vice chairperson in 2016-17 to do so by submitting an email to him.
George Harrison, March 30, 2016 Chairperson Signature & Report Date
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Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
Members: Patrick Berry, Paul Nucci, and Mauricio Silva
Next Committee Meeting Date: Monday, May 9th @ 12noon
Activity since Last Report Alumni Groups changes
• Counseling alumni has closed • Historic preservation has closed
Sponsorship Requests • $3,000 in funding still available (as of March 14, 2016) • OT alumni network requested $259 for their conference social that will kick off the 75th anniversary of the
program on April 7, 2016 • Accounting and Finance requested $1,000.00 for their annual golf scramble scheduled for June 10, 2016 • Chicago alumni network requested $250.00 toward their alumni happy hour scheduled for April 21, 2016 • Hotel and Restaurant management requested and was granted $250.00 toward their alumni gathering scheduled
for March 26, 2016 Committee Updates
• Committee met on March 14th to discuss changes to the chapter of the year award process and briefly the annual report.
Chapter of the Year Updates
o Timeline " Deadline Sept. 1st " Decision by Oct 1st " Announcement by Oct 3rd
o New categories " Outstanding Event " Outstanding leader/volunteer " Chapter/network of excellence
o Award " Chapters will not be able to submit for more than one category " Proposed recognition breakfast at first board meeting
o Forthcoming " Official rubric " Roll out plan for alumni groups
Annual report updates
• Removed the scaled questions at the bottom • Replaced with the following questions
o What can the association/alumni relations office do better support your alumni group, with drop down menu (i.e., need better communication about alumni association meeting dates; needing more email communication; needing more funding, etc.
• Made adjustments to the community involvement/education activities question
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Communications
• Hilary has been in touch with all chapters requesting updates on activities, plans for the last few months of the year and if needed to meet and do some planning for the next year.
Next steps
o New name of committee to reflect new responsibilities and new alumni group structure o Communicate with chapters about new process
Chairperson Signature & Report Date Jasmine Lee
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Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
Linda Edwards-Brown George Harrison Paul Nucci Don Reichert Ann Thompson Office for Alumni Relations Liaison
Members Absent:
Committee Meeting Date: 1/19/16
Action Item(s):
None
Activity since Last Report o Thank you to the candidates whom attended the February 20 Board Meeting: Gabriella Salagean, Jacqueline Page, Lucas Langdon, Andre Poplar. The candidates that could not attend contacted me prior to the meeting and informed me of their scheduling conflicts. All wish they could have been in attendance. o Candidate bios were published on March 15 along with the online election form. An email notification was sent out by Hilary Simmet. Online voting will close on April 15 at 3 PM. Committee Report
The Nominations and Elections Committee has determined that the following twelve (12) candidates are eligible to run for the nine (9) available Board of Director seats:
Linda Edwards-Brown (incumbent)
Jasmine Lee (incumbent)
John Godre (incumbent)
Matt Mortier (incumbent)
Nik Schillack (incumbent)
Jacqueline Page
Lucas Langdon Allen Williams
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Andre Poplar
Gabriela Salagean Peter Scranton
Christine Lonski
• Terms for Linda Edwards-Brown, Jasmine Lee, John Godre, Nik Schillack and Matt Mortier expire at the end of this school year and they are eligible to run for a Director position beginning in FY2017.
• Terms for Patricia Andrewes, Ryan Buck, Bobby Murkowski and Don Reichert expire at the end of this school year and are not eligible to run for a Director position beginning in FY2017.
• A total of nine (9) seats are available.
• Elected offices at the 2016 Annual Meeting will include the office of Secretary.
Committee Meetings
Immediately following the conclusion of the Annual Meeting
No further committee meetings until summer
Key Election Process Dates for Directors
April 16 Election for Directors continues at the Annual Meeting
April 17 Those elected as Directors will be notified by Marques Thomey
Key Nomination Process Dates for Officer Positions
April 16 Candidates for office positions will speak to their candidacy at the
regular board meeting
Key Election Process Dates for Officer Positions
April 16 Candidates for office will speak to the board at the regular meeting
April 16 Election at the Annual Meeting
Notes: Write-ins will be allowed. There will be no speaking to one’s candidacy during the Annual Meeting
Chairperson Signature & Report Date Respectfully submitted,
Marques R. Thomey – 4/16/16
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Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
Members: Randi Glaza, Mike Gomez, Claudia Young, Christine Melnik, Jenita Moore, Steven Cole, Jessica Nietrzeba (liaison)
Members Absent:
Committee Meeting Date: N/A Next Committee Date: TBD
Activity since Last Report
-‐ Food Drive for Swoops Pantry took place at the men’s and women’s basketball games on Sat., Feb. 20. Eight of the EMU Alumni Scholarship recipients donated and we filled three large Rubbermaid containers.
-‐ The Heart Walk will be Sat., May 7 at EMU. The Alumni Association has been given permission to volunteer at one of the water stations. We’re looking for 3-4 board members to assist with this outreach event.
-‐ Ypsi PRIDE will be Sat., May 21 at various locations around Ypsilanti. We’re looking for alumni in the Ypsilanti area to volunteer for our Alumni Team. Claudia Young is our point person and will select the area and be in touch with all of our volunteers the week before the event.
-‐ Claudia is moving on to become Chair of the scholarship committee and Mike Gomez has agreed to become the next Vice-Chair of Outreach. He’ll take over for me as Chair when I term out next year.
Chairperson Signature & Report Date Amanda Bennett April 16, 2016
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Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
COMMITTEE NAME & PURPOSE: Chairperson Pat Andrewes
Members: Ruth Halsey George Harrison Matt Mortier Vicki Reaume Don Riechert Hilary Simmet Office for Alumni Relations Liaison
Members Absent: NA
Committee Meeting Date: NA Next Committee Date:
June 15, 2016
Action Item(s): The Scholarship Committee Schedule for 2016 is as follows: May 6, 2016 (Friday) Online Application Deadline May 11, 2016 (Wednesday) Applications made available in Dropbox for reading, evaluation and selection by committee members June 11, 2016 (Friday) individual committee members choices due to the Scholarship Chair June 15, 2016 (Wednesday) Meeting to choose the final recipients/McKenny Hall at 6:00 p.m.
Activity since Last Report On line application updated to include changes suggested by committee in 2015. Chairperson Signature & Report Date Respectfully submitted Patricia M. Andrewes March 6, 2016
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Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
Members: Tom Charboneau, John Godre, Jenita Moore, Bobby Murkowski, Bud Schimmelpfenneg, Ann Thompson
Members Absent: None
Committee Meeting Date: Last meeting date was 1/21/16 Next Committee Date: TBD
Activity since Last Report During our January 2016 meeting, the Bylaws committee provided several proposed changes to the Bylaws.
These items were presented to the Board of Directors during our February 2016 meeting. Voting on these changes
to the Bylaws would occur at the Annual meeting, in April 2016.
To access the most recent version of the Bylaws, visit the website: http://www.emich.edu/alumni/documents/bylaws.pdf Action Item(s):
Please find attached the five proposed amendments to the Bylaws, which will be voted on at the April 2016 meeting.
Chairperson Signature & Report Date Ruth Halsey 3/29/2016
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Proposed Changes to the Bylaws Alumni Board of Directors
February 2016 Meeting Bylaws Committee Members: Ruth Halsey (Chair), Tom Charboneau, John Godre, Jenita Moore, Bobby Murkowski, Bud Schimmelpfenneg, Ann Thompson The Bylaws Committee met on January 21st to discuss the topics listed below and is recommending the following amendments to the Bylaws. Items for Discussion (to be voted on at Annual Meeting, April 2016) First Amendment
Current Text Article I – Name, Purpose and Membership
Section 2 – Purpose: The purpose of the association shall be to engage alumni and students in programs, events, and services that stimulate interest in, build loyalty for, and increase support of Eastern Michigan University (University).
Recommended Amendment Article I – Name, Purpose Mission and Membership
Section 2 – Mission: The Eastern Michigan University (University) Alumni Association serves to promote pride, loyalty and continuing support for the university among current and future alumni and the University community.
Rationale
Incorporates the change to the mission for the Alumni Board of Directors, following the 2015 Strategic Planning meetings.
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Second Amendment Recommended Amendment
Article III – Board of Directors
Option 1 - No current text
Add Section 2, "Roles of the Board of Directors" as section 2. Section 2 – Roles of the Board of Directors: The roles of board of directors members shall be to:
• Serve as ambassadors of the Alumni Association. • Provide leadership to the Alumni Association. • Solicit alumni to serve on the Association’s Board of Directors. • Support the Alumni Association and the University financially. • Work collaboratively with the Office for Alumni Relations to support, advise and initiate
programming. Adjust the numbering of current sections to Section 3, etc. For example: Section 2 – Number, Tenure, and Qualifications, renamed to Section 3.
Option 2 - added words are in bold and highlighted
Adjust Section 11 adding the roles of the Board of Directors.
Section 11 – Code of Conduct Policy: Alumni Association of Eastern Michigan University hereby adopts the following code of conduct policy to be affirmed annually by all board members.
1. Be an active member of the Alumni Association and promote and participate in its
events, particularly but not limited to, Homecoming, the Teaching Excellence Awards, and the Alumni Awards Dinner. Attend other alumni, chapter, and University events as frequently as possible.
2. Serve as an ambassador of the alumni association. 3. Provide leadership to the Alumni Association. 4. Solicit alumni to serve on the Association’s Board of Directors. 5. Support the Alumni Association and the University financially. 6. Work collaboratively with the Office for Alumni Relations to support, advise and
initiate programming. 7. Actively participate on at least one of the board committees 8. Serve as a positive representative of Eastern Michigan University 9. Board Directors will not use their position or title on the board to represent personal
views or opinions not approved by consensus of the full Board of Directors.
Rationale Incorporates the roles for the Alumni Board of Directors, following the 2015 Strategic Planning meetings. Option 1 implies to the reader of the bylaws that the Code of Conduct applies to the individual board members, and the Roles of the Board of Directors applies to the board as a whole. Option 2 implies to the reader of the bylaws that the Roles of the Board of Directors and the Code of Conduct are one and the same, implying that the whole equals the sum of its parts.
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Third Amendment
Current Text
Section 2 – Number, Tenure, and Qualifications: Additionally, the University President, the Vice President for Communications and the Director for Alumni Relations shall serve as ex-officio members of the Board of Directors. Two (2) student representatives may be appointed by Student Government for a one-year term. Such students shall serve as ex-officio members and not have voting rights.
Recommended Amendment
Removed words are stricken through, and added words are in bold and highlighted. Section 2 – Number, Tenure, and Qualifications: Additionally, the University President, the Vice President for Communications Vice President for Advancement and the Director for Alumni Relations shall serve as ex-officio members of the Board of Directors. Two (2) student representatives may be appointed by Student Government for a one-year term. Such students shall serve as ex-officio members and not have voting rights.
Rationale
Updates the Bylaws to reflect the University's recent restructure of the Alumni Relations office. Note that if Option 1 of the second amendment is adopted, Section 2 would become Section 3.
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Fourth Amendment Current Text
Section 11 – Code of Conduct Policy: Alumni Association of Eastern Michigan University hereby adopts the following code of conduct policy to be affirmed annually by all board members.
1. Be an active member of the Alumni Association and promote and participate in its
events, particularly but not limited to, Homecoming, the Teaching Excellence Awards and the Alumni Awards Dinner. Attend other alumni, chapter, and University events as frequently as possible.
2. Actively participate on at least one of the board committees 3. Serve as a positive representative of Eastern Michigan University 4. Board Directors will not use their position or title on the board to represent personal
views or opinions not approved by consensus of the full Board of Directors.
Recommended Amendment
Removed words are stricken through, and added words are in bold and highlighted.
Section 11 – Code of Conduct Policy: Alumni Association of Eastern Michigan University hereby adopts the following code of conduct policy to be affirmed annually by all board members.
1. Be an active member of the Alumni Association and promote and participate in its
events, particularly but not limited to, Homecoming, the Teaching Excellence Awards and the Alumni Awards Dinner. Attend other alumni, chapter, and University events as frequently as possible.
2. Actively participate on at least one of the board committees 3. Serve as a positive representative of Eastern Michigan University 4. Board Directors will not use their position or title on the board to represent personal
views or opinions not approved by consensus of the full Board of Directors.
Rationale
Updates the Bylaws to reflect the fact that the Teaching Excellence Awards are no longer a part of the Board of Directors functions. The Bylaws could be revised again once a replacement of the Teaching Excellence Awards is approved by the Board of Directors.
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Fifth Amendment
Current Text
Section 9 – Attendance: Any director with two (2) unexcused absences from the regular meetings in any fiscal year or three (3) excused absences in a fiscal year or consecutively over two fiscal periods shall be considered as having resigned. The president or the president’s designee shall notify such director in writing by either regular or electronic mail. If a dispute arises as to whether an absence should be excused, the Executive Committee is the final arbiter.
Recommended Amendment
Removed words are stricken through, and added words are in bold and highlighted.
Section 9 – Attendance: Any director with two (2) unexcused absences from the regular meetings in any fiscal year or three (3) excused absences in a fiscal year or consecutively over two fiscal periods shall be considered as having resigned. Attendance is expected to be in person for at least two (2) of the four (4) yearly board meetings. The president or the president’s designee shall notify such director in writing by either regular or electronic mail. If a dispute arises as to whether an absence should be excused, the Executive Committee is the final arbiter.
Rationale
Updates the Bylaws to reflect that attendance in person at board of directors meetings is an important part of developing group cohesion, improving communication, and effective communication.
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Eastern Michigan University Alumni Association 234 McKenny Hall, Ypsilanti, Michigan 48197
________________________________________________________________________________ Ad Hoc Strategic Planning Committee Report
COMMITTEE NAME & PURPOSE:
Chairpersons: Patrick J Barry Jr and Ann Thompson
Members: Robin Baun, Amanda Bennett, Tom Borg, Linda Edwards-Brown, Mike Gomez, Jessica Nietrzeba, Hilary Simmet, Marques Thomey, Ann Thompson, Claudia Young. Mike Tidwell, Facilitator.
Members Absent: Bennett, Edwards-Brown, Nietrzeba, Young.
Committee Meeting Date: March 5, 2016 Next Committee Date:
Action Item(s):
No vote requested. We will seek board members’ affirmation and active participation in plans for 2016-2017.
Activity since Last Report The Strategic Planning Process Given the changes that may be coming with new university leadership, the committee agreed to focus on one goal for next year: “Increase alumni involvement in the life of the university.” What active involvement looks like. We included:
• Participating in events • Donating time, talent and treasure • Reading university publications • Wearing EMU gear • Having an EMU license plate • Talking to people about EMU
Lifespan of an alumnus We discussed the ‘lifespan’ of an alumnus from student through retirement. We concluded that our efforts are best utilized by focusing on the early-mid years of the alumni lifespan. Mike calls it: the Distribution of Effort. (DOE) We discussed where affinities lie and concluded that they are usually based on a department or organization in which the alumnus participated. We discussed having an emphasis on these experiences; involve alumni with their affinity groups and believe they will give back to them and the university if we do.
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Alumni, defined. We discussed that EMU includes anyone who has a degree. Other universities include anyone who attended, whether or not they earned a degree. There is food for thought for future discussion on the differences and impacts they might have. We added to our Strategic Plan Our Strategic Plan now includes: Goals o Implement an online alumni-to=student networking platform o Develop programmatic relationships Tasks o Create a database of all EMU events o Create an ‘involvement’ baseline We agreed to support four activities for 2016-17 By consensus, we agreed to support the following activities to meet our goal of increasing alumni involvement. We will present these to the Board at our April meeting for their support. 1. Support the Alumni Relations office in the implementation of the EMU Connect program that will build alumni-student relationships. 2. Support the Alumni Relations office in the Academic Homecoming plan for October 3-7, 2016 3. Participate in the Alumni Business Conference, September 15, 2016 We will ask the Board members to provide the name of one person we recommend participate in the conference. 4. We will support the Alumni Relations office in their work with the department of Communication, Media and Theatre Arts in their attempt to convene an alumni-student event. Chairperson Signature & Report Date Patrick J. Barry, Jr. and Ann Thompson April 16, 2016
