Executive Committee Meeting Minutes
Worcester Crowne Plaza
Tuesday, September 15, 2009
6:30 pm
Present: Tom Campbell, Jackie Carlson, Shyno Chacko Pandeya, Sara Coady Howe, Ed Godek, Andy Hochberg, Sean LeBlanc, Joel Slovin and Ron Spicer
Absent: Ron Grasso
Staff: Deb Goodhind and Anna Symington
Guests: Zach Morello, Dayna Morton and Petra von Ziegesar
The meeting convened at 6:40 p.m.
Welcome and Introductions
Sean thanked the new board members in attendance for their participation on the board. All attendees introduced themselves and shared a brief overview of their past volunteer experience supporting UMass Amherst and the Alumni Association.
Approval of Minutes
Motion: by Sara Coady Howe, seconded by Ed Godek, to approve the minutes of the August 18 Executive Committee meeting. The motion passed unanimously.
President’s Update
Sean outlined the operating standards used by the Board of Directors, including the Alumni Association’s bylaws, standing rules, and Robert’s Rules of Order, for the benefit of the new directors in attendance. He encouraged the new directors to familiarize themselves with this information by reviewing both the Alumni Association website and the new secure Board of Directors website. Minutes of the Executive Committee meetings, as well as individual committee meeting minutes and reports, are accessible also on these respective websites. Full board meetings convene three times a year where board members typically engage in strategic discussions on matters of importance. This year the Board is focusing on a possible restructure of its membership program and development of a new strategic plan.
To ensure that their volunteer experience on the Board is positive and productive, Sean encouraged the new directors to actively participate in their specific committee assignment(s) and whenever possible, attend local alumni events to engage with our constituents. Any questions could be directed to Sean, Anna or Deb.
The Alumni Association collaborated with Athletics to host the Celebration of UMass Basketball event in Boston earlier this month. Sean thanked those Board members who attended.
Andy has drafted a memorandum of understanding relative to the alumni and donor database and the database sub-committee is working to finalize this matter.
The next meeting of the full Board of Directors will convene on Saturday, October 17.
Executive Director’s Update
Anna reported that staff is working with colleagues from Athletics, University Relations, Development and Admissions to plan various receptions prior to the UMass vs. Memphis men’s basketball game on December 19 at the TD Bank Garden. ESPN will televise the game. Athletics is reviewing the feasibility of promoting a bus trip from Amherst to Boston to increase student attendance.
Coach Derek Kellogg has expressed an initial interest in stopping by the October board meeting to ask board members to attend upcoming games and encourage other alumni to attend as well.
The Alumni Association will host a series of events on campus over the next several weeks to engage students, including our Welcome Back Pancake Breakfast and Morning Mixer. In addition, staff is working collaboratively with colleagues from across campus who support student career programming in their respective areas to develop a series of fun and interactive career-related events throughout the academic year. The initial kickoff event, called “Fall into Success,” is scheduled for October 6.
Anna encouraged all board members in attendance to register as a Minuteman Mentor on MaroonCentral.
The Minuteman Mentors network connects alumni and students with other alumni willing to share their experiences and provide guidance on careers and professional growth. Volunteer involvement may consist of one email, a few phone calls, or an ongoing relationship. Deb will forward the link to register as a Minuteman Mentor to everyone in attendance.
Life Membership Reserves
The Alumni Association’s bylaws require life membership revenues be allocated to a separate reserve account; neither the membership revenues nor the interest generated on the reserve account can be used currently for general operating purposes. The original intent for establishing this reserve account was to generate sufficient funds to offset the annual costs of providing programs and services to life members. The balance of the account has grown substantially since its establishment, so the Executive Committee has charged the Finance Committee with developing a recommendation for future use of life membership revenues.
Joel reported that the Finance and Investments Committee has reviewed several possible options for use of life membership revenues and interest earnings, all of which included the allocation of interest earnings to life member programs, as well as preservation of the account’s current fund balance. A majority of committee members agreed that establishing some flexibility relative to the future use of life membership revenues and interest earnings would be in the best interest of the Alumni Association and have recommended two specific options for further consideration, both of which include the expenditure of a portion or all of new revenues to offset general operating costs. After discussion of the options presented, a majority of Executive Committee members agreed that using a portion of life membership revenues would be advantageous to the organization. However, they agreed it would be most prudent to postpone making a formal recommendation on the use of these funds until the Board reviews the membership restructure proposal, given that we are not yet certain how the proposal may impact the life membership program.
Joel will report the Executive Committee’s feedback to the Finance and Investments Committee. He noted that the Finance and Investments Committee is also considering whether to recommend investing the reserves into a different investment vehicle that will provide increased revenues.
Standing Rules – Board and Committee Meetings
Deb reviewed the proposed revision to the standing rules that will allow directors and staff attending Board meetings, or assigned committee members and staff attending committee meetings, or guests officially invited to either Board or committee meetings to receive complimentary meals as available. Any other attendees at Board or committee meetings could have a meal, if available, at their own personal expense. This proposed revision is intended to help maintain Board and committee meeting expenses at a reasonable level.
Motion: by Ed Godek, seconded by Tom Campbell, to recommend approval at the October Board meeting of the proposed revision to the Standing Rules for Board and Committee Meetings. The motion passed unanimously.
Deb reported that all votes taken at Board or committee meetings are recorded with yeas, nays or abstentions, with the absence of any nays or abstentions resulting in the vote being declared unanimous. The vote positions of individual directors are not currently tracked; however, if a director would like his or her vote position known, he or she may ask at the time of the vote count that his or her vote position be specifically recorded within the minutes. This process will not require a revision to the current standing rules for board and committee meetings.
Director Travel and Business Expense Policy
Deb presented the proposed revisions to the Director Travel and Business Expenses policy. The revision to the lodging section is proposed to reflect the change in board meetings to Reunion and Homecoming Weekends and to eliminate the travel radius requirement approved in the original policy. The revision to the meals section is proposed to reflect consistency with the proposed revisions to the standing rules for board and committee meetings.
Motion: by Ed Godek, seconded by Jackie Carlson, to recommend approval at the October Board meeting of the proposed revisions to the Director Travel and Business Expense policy. The motion passed unanimously.
October Board Meeting Agenda
The Executive Committee approved the draft agenda for the October board meeting as presented.
Committee Reports
Executive Committee members agreed to postpone presentation of their committee reports until their October committee meeting.
Old Business
None
New Business:
Jackie reported that nominations for the Distinguished Alumni Awards are due by the end of October.
Ed noted that the Pioneer Valley Alumni Club and staff are working to plan an event around a Fine Arts Center presentation on November 10, which coincides with the November Executive Committee meeting. Sean asked committee members to notify Deb as to whether any of them are planning to attend the event so that he can determine if we should reschedule the November committee meeting.
Adjournment:
Motion: by Sara Coady Howe, seconded by Andy Hochberg, to adjourn the meeting. The motion passed unanimously.