"Agenda for the - DOC"
Board of Directors Meeting Norfolk State University Alumni Association, Inc. (NSUAA) NSU, Norfolk, VA (Spartan Suites) - Dec 13, 2008 Minutes I. Call to Order-President Charles W. Pleasants called the meeting to order at 1:10 p.m. II. Invocation - offered by Chaplain James Wood. III. Establishment of Quorum –quorum was established by parliamentarian Robert Lee. Board Members President Charles W. Pleasants, President Gregory Grimes, 1st Vice President (Alumni Services) Robert Holmes, 2nd Vice President (Chapter Development & Membership) Nancy Myrick, Corresponding Secretary Sandra Pitchford, Financial Secretary Thelma Burns-Bynum, Treasurer James Wood, Chaplain Shelvee Osborne, Past President Robert Lee, Parliamentarian Tommy L. Bogger, Historian Woodrow Tabb, Alumni Band Lillie Smith-Heath. Alumni Cheerleaders Robert Randall, Chesapeake Phillip Foreman, Greater Northern Virginia Trent Webb, Military Alfred Steward, Norfolk Marilyn Watkins, Peninsula Joan Carter-Marsh, Petersburg Laural Armstrong, Portsmouth Jennifer Baker, Suffolk Dwight Hendricks, Virginia Beach Lindsay Robinson, Washington, DC Virginia Caraballo, Pre-Alumni Board Members Asbent Mia Roberson-Wood, Recording Secretary Greg Willis, Atlanta Metro Ronald Morrison, Houston Langston Willis, Prince George’s MD Demond Thorne, Raleigh-Durham NSU Alumni Staff Kimberly Walton, Director Alumni Supporting Student Achievement 1 Board of Directors Meeting Norfolk State University Alumni Association, Inc. (NSUAA) NSU, Norfolk, VA (Spartan Suites) - Dec 13, 2008 Minutes Maurice Hawkins, Associate Director Laverne Moore, Annual Giving Officer Committee Chairs Present Curtis Hurdle, Golf Lillie Heath, Homecoming Malik Gladden, Membership Joan Marsh, Annual Giving Charles Brown, Budget & Finance Others NSU Staff Present Dr. Y. T. Shah, University Provost Dr. Clarence Coleman, Vice Provost Phillip Adams, VP, University Advancement Paul Adams, Assoc. Director, University Bands IV. Introduction of Special Guest. The President introduced NSU Provost, Dr. Y.T. Shah. Dr. Shah offered his perspective having served as Provost for seven (7) months. a. Dr. Shah commented that the school is in a great location. b. There are three (3) key challenges: i. Image (internal and external) ii. Established processes/systems iii. Resources – The state provides approximately 1/3 of budget ($140 M). Tuition provides approximately ½ and the remainder is from sponsored research, philanthropy, and auxiliary enterprises. c. Dr. Shah summarized his five point plan to address the University’s challenges: i. Change internal culture. ii. Improve institutional performance iii. Grow enrollment by 50% during 2008 – 2013 period. iv. Improve retention (freshmen, graduate students, and non-traditional students) v. Increase sponsored research. d. Dr. Shah addressed how the alumni can help: a) advocate and support expansion of the Honors College and b) give support the new School of Extended Learning. Dr. Shah identified Margaret Massey as the acting school dean e. Dr. Shah then responded to questions from the NSUAA Board. V. Presidential Observations. The President observed that the December commencement was a great event. Also acknowledged the Office of Alumni Relations (OAR) staff. Other observations included: Alumni Supporting Student Achievement 2 Board of Directors Meeting Norfolk State University Alumni Association, Inc. (NSUAA) NSU, Norfolk, VA (Spartan Suites) - Dec 13, 2008 Minutes a. Jennifer Baker will be retiring and her dinner will be on March 7, 2008 at the Suffolk Hilton and the Board is invited to participate. b. There is a new University video available which may assist with recruitment. c. It would be helpful to have more alumni visibility on campus. d. Annual giving is down and we must continue to support this area – we are working to get 2000 alums to give. e. The area of committee/chapter reporting needs improvement. VI. Approval of Minutes – (July Board) The following corrections were noted: a. Page 1, should read Alumni Band at Tab B; Page 5,,6, and 7 the name should be spelled “Shelvee”. Greg Grimes, moved that the minutes be accepted as amended; Nancy Myrick seconded the motion. The minutes were approved as amended. VII. Correspondence – A letter was read from the Norfolk Chapter requesting that the Summer Conference be moved to campus and the discussion was tabled until Chapter Presidents could discuss with their membership. It was also recommended to continue research regarding conducting the conference in the Richmond area. VIII. Financial Report – Thelma Bynum reported that the membership was at 69% of the projected budget. Revenues: Unrestricted $1,860.70, Membership Dues $12,845.00, Golf Tournament $15,148.69, Homecoming $9,270.00, Pins $19.00 = Total $39,143.68. Total expenses $21,214.32. Net Income $17,929.36. IX. Membership Update - Sandra Pitchford reported that membership is off 50% and noted the importance of submitting membership information timely. The Financial Secretary also asked the Chapter Presidents to audit their membership and requested that over the next 30 days a report be prepared and sent to the P.O. Box. It was also noted that the registered agent documentation paperwork needs to be filed by December 31, 2008. X. Reports of Standing Committees – Summary a. Membership: Robert Holmes, Vice President – Membership needs a chairman; report is attached. b. Alumni Relations – Kim Walton i. Feb 6 – 8, 2009 – Alumni Weekend ii. March 9 – 14, 2009 – MEAC Tournament, Winston-Salem, NC iii. March 28, 2009 President’s Gala ($150.00) iv. December 22, Alumni Dinner – Voices of Courage ($20.00) v. Feb 2009 – NSU Day at the VA General Assembly vi. President Pleasants requested Town Halls be held with NSU President Meyers Alumni Supporting Student Achievement 3 Board of Directors Meeting Norfolk State University Alumni Association, Inc. (NSUAA) NSU, Norfolk, VA (Spartan Suites) - Dec 13, 2008 Minutes c. Annual Giving (Joan Marsh) – Report attached. d. Homecoming 2008 – Laurel Armstrong provided a final update on homecoming 2008. Report is attached. e. Homecoming 2009 – Lillie Heath Smith provided an update. Homecoming will be held October 31 – November 1, 2009. The contract has been signed with the Sheraton at Waterside ($109/night and $19/parking). It was noted that the Executive Committee had not approved prior to signing of contract and that this should not happen in the future. It was requested that the ticket package be ready at the summer conference. A jazz auction was suggested as a funding raising idea. f. Budget (Charles Brown, Chesapeake Chapter) – Requested committee/officer worksheets. g. Investment Committee – (Charles Brown) Reported a balance or $28,000 (our balance is down due to downturn in the market). h. Board of Visitors (Nancy Myrick) Report attached. i. Action Items: i. NSUAA President requested Kim Walton to present fund raising on behalf of Anthony Knight. It was suggested that an auction/reception be held at the Town Point Club. N. Myrick motioned that we move forward with the event and it was seconded by Greg Grimes. The Board approved the action. ii. 2009 Summer Conference Site – Robert Holmes moved that the Summer Conference be held in Richmond, VA and it was seconded by N. Myrick. The action was approved by the NSUAA Board. iii. It was moved by Sandra Pitchford that the profits from the Golf Tournament ($8,000) be divided equally between the NSU Foundation and the Athletic Foundation; this motion was seconded by Shelvee Osborne. The NSUAA Board approved the action. iv. It was moved by Shelvee Osborne that we be a sponsor for the 2009 President’s Gala ($4,000); Robert Randall seconded the motion and the motion was carried. v. The President recommended we provide $300.00 in support of an On-Campus Activity honoring the Norfolk 17 (1958). Nancy Myrick motioned support for this activity; James Woods seconded and the motion was carried. XI. New Business a. Laural Armstrong discussed a Portsmouth Chapter funding raising banquet event at the Ambassador Club. b. An overview of a new video teleconferencing capability was provided to the NSUAA Board by Paul Adams, associate director of bands. XII. Adjournment: President Pleasants adjourned the meeting at 4:21 pm. Alumni Supporting Student Achievement 4 Board of Directors Meeting Norfolk State University Alumni Association, Inc. (NSUAA) NSU, Norfolk, VA (Spartan Suites) - Dec 13, 2008 Minutes Respectfully submitted, Nancy Myrick Corresponding Secretary Recording Alumni Supporting Student Achievement 5