November Minutes 2006 by keralaguest

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									                             MINUTES OF THE MEETING
                               BOARD OF TRUSTEES
                                 November 10, 2006

A regular meeting of the Board of Trustees was held on November 10, 2006 at Maine
Maritime Academy, Castine, Maine. Chairman Graffam, Vice Chairman Grosh, and Trustees
Bullock, Clark, Hartford, Larson, Mooney, Peacock, St. Pierre, Warren and Walker were in
attendance. President Leonard Tyler, Vice Presidents Barlow, Ericson, and Loustaunau,
Alumni Association President Malcolm Cianchette, Faculty Representative Lauren Sahl,
faculty, staff, visitors and members of the press were also present.

Chairman Graffam called the meeting to order at 9:01 a.m.

MINUTES OF AUGUST 4TH, 2006 MEETING

On a MOTION by trustee Walker and seconded by Trustee Mooney, the Board voted to
accept the minutes of the meeting of August 4, 2006 as distributed.

Chairman Graffam introduced the two new Board members, William C. Bullock, Jr and
Elizabeth Warren, noting that Mr. Bullock was a trustee some years ago. Chairman Graffam
also welcomed the new president of the Alumni Association as an ex-officio board member
and the faculty representative Lauren Sahl who will also participate at board meetings.

   1. ALUMNI ASSOCIATION REPORT

Mr. Cianchette began by commenting on the Celebration of Achievement dinner held last
night and noting how much everyone enjoyed it. He also remarked that the student breakfast
with trustees held this morning was a good meeting.

Mr. Cianchette then gave a brief self introduction. He is a 1973 graduate of MMA and has
worked with the Cianbro Corporation for 33 years. He served on the Board of Trustees for 16
years from 1983 to 1996 and for 10 years on the Alumni Association. He has now been
elected as the President of the Alumni Association and will serve for the next two years.

His goals are to increase alumni participation and to foster our relationship based on trust.
Both organizations have tremendous boards and though there is much to be done, we have


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many ongoing initiatives, which we intend to improve and add to. Mr. Cianchette then
distributed a list of Alumni board members and pointed out new members to the board.
Yesterday, the Alumni Association had a meeting with A.G. Edwards, investment advisor to
the association.

The next meeting of the Alumni Board is scheduled for November 13th in Portland. There
will be two main agenda items. The first is to ask what the Alumni Association can do to
better support the Academy. There will be six or seven committees and all members of those
committees will be required to be active. The second agenda item is the Alumni Association
agreement with the Academy. A copy of the draft agreement is included in the trustee folders.
Mr. Cianchette would like to see the agreement pared down significantly and hopes to have
something for the board of the Alumni Association to vote on at the December meeting. Mr.
Cianchette then thanked Len Tyler and Ellie Courtemanche for hiring Paul Mercer and
Heather Boggs, noting that they are a dynamic team who will bring a lot to the Alumni
Association. Paul was a classmate of Mr. Cianchette’s and will work very well with the entire
board and Heather is providing wonderful support. Mr. Cianchette also extended thanks to the
Board of Trustees for allowing the President of the Alumni Association to sit as an ex-officio
member on the board.

Chairman Graffam thanked Mr. Cianchette for his report. He then remarked that at previous
Board meetings it was decided that we should discuss issues of strategic importance to the
Academy at each meeting. He then introduced Lisa Roy, Chief Technology Officer noting that
IT is of great strategic importance.

   2. CHIEF TECHNOLOGY OFFICER’S REPORT

Ms. Roy gave a brief overview of her background and experience explaining that she has been
working in this field for about 20 years. She worked for the City of Bangor, and her most
recent position was with Maine Public Broadcasting where she did all of the IT related work
and helped with the conversion to digital television.

Upon arrival, her first task was to determine what should be the goal of the department:
superior technical support and secure access to relevant technology for all people related to
the school; students, faculty and staff.

Ms. Roy reported that she used the Baker, Newman, Noyes report as a starting place and
conducted interviews with staff, faculty and students and used what was gathered, as well as
her experience, to come up with a plan for the department. Some of the problems she
encountered were the inconsistency in budgeting, planning, and deployment of hardware and
software. She found that there was no enterprise-wide overview or strategy for the way IT
would be deployed throughout the school. As far as data systems are concerned, there is a
real lack of transparency because there are so many steps in between where the data starts and
where it ends and a lot of possibilities for things to go wrong. Ms. Roy found that there is no
reliable consistent access to data. This is not only frustrating but can lead to incorrect results.
There have been access problems with older equipment failing resulting in people not being
able to obtain data. In order to fix some of these problems, Ms. Roy produced a Gantt chart to
map out a 4 year strategy of where we need to go. This was on display at the meeting and is
available for viewing in the IT department.

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There are three areas that we need to address. The first of these deal with infrastructure
problems, such as switches, hubs, data storage and enterprise backup. These things are
likened to the basement of a house. If you have a sturdy foundation you can be sure that the
structure will be supported. Infrastructure improvements need to be done before we can make
any further advances.

The second item which the IT department needs to address is data and business process
improvements. There have been discussions regarding a comprehensive student information
system. This would allow us to replace what we are using now with something all
encompassing which would include all aspects from pre-admission, to transcripts, to billing.
We also need to put in a better type of collaboration suite. We do have email now which is the
primary means of communication on campus, but there are some things which are very
lacking in this system. Ms. Roy suggested that they would like to bring in systems which
would give us access to more of a conferencing system which would build an on-line
community. Calendaring and many other things would be improved with this system. We
need to look at our accounting system too to make sure that it is integrated into whatever
student information system we install. We also need to look at some of the processes around
campus. There seems to be a lot of paper and redundancy. Work requisitions, time sheets,
budget reports, etc. are currently on paper and are quickly outdated. The IT department would
like to do some business process analysis so that we can see which areas could be automated
to free people to work on more important things.

The last area is the budgeting, staffing and oversight for IT on campus. At the moment, each
department has its own budget for IT which is not an efficient way to do things, nor will we
ever get to uniformity and consistency of equipment using this method. What Ms. Roy
suggests is that we aggregate the funding for computer purchases into one budget which
should make for a much smoother and more efficient operation. We also need to refine the IT
budget so that it is realistic and can meet the needs that we have.

The staffing structure of the IT department also needs to be addressed. Staff here are very
capable and dedicated but for a long time, they have been running from one crisis to another,
with no time to take a global view of what needs to be done. Ms. Roy noted that we have
hired some additional staff and would like to hire more. It is her hope that when we get to our
ideal staffing level, we will be able to address some concerns such as user support, help desk,
application training and so on. While IT is all one department, it is now broken down into
three groups. The network group which will take care of connectivity issues, an application
support group which will address training, student information, and integration between
applications and a third group which will deal with user support and a help desk.

Chairman Graffam noted that the trustee folders contain a synopsis of Ms. Roy’s strategy. He
also thanked for her good report and asked that in December she report to the Board on the
progress in her department in relation to the findings of Baker, Newman and Noyes.

 CHAIRMAN’S REMARKS

Chairman Graffam began by drawing attention to the 12 month agenda included in the trustee
folders. Several items are mentioned in the agenda including the list of trustee expiration
dates and such things as the trustee breakfast with students which we schedule on a regular

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basis. He noted that it has been very interesting to gain the perspective of the students. This
morning’s breakfast was scheduled at 6:00 a.m. to accommodate the Veteran’s Day ceremony
to be held later today, and was attended by several trustees and about 30 students.

Trustee St. Pierre who organized the breakfast suggested that groups from the various tables
compare notes from this morning so that they are aware of issues raised by different groups of
students.

Chairman Graffam noted that trustees were involved in some very positive interaction with
students and that no major issues were raised, though some concerns were expressed over
such things as registration. Trustee Peacock remarked that one student commented that we
have now grown to an enrollment of 850 students and it is time to accept and address this fact
in terms of scheduling, size of classrooms, etc. Chairman Graffam responded that the trustees
are very well aware and engaged with this issue.

Chairman Graffam pointed out the amendment to the Maine Maritime Academy by-laws
drawn up by Trustee Richardson and included in the trustee packets and asked for a MOTION
to accept this change.

On a MOTION by Trustee Peacock and seconded by Trustee Mooney, the Board voted
to accept the amendment to the Maine Maritime Academy by-laws as set forth in
Attachment A.

The Chairman then noted that the annual trustee retreat will be held in Portland on January
31st and that the theme will be a discussion of the direction for Maine Maritime Academy ten,
twenty or even thirty years into the future, as well as a dialogue on succession planning.

At the last meeting the Strategic Plan was reviewed, but due to an oversight, no vote was
taken on its adoption. Chairman Graffam asked for a MOTION to adopt the Strategic Plan as
presented at the August meeting of the Board.

Trustee Grosh presented a MOTION to accept the Strategic Plan as presented. The
motion was seconded by Trustee Walker, and following a vote, the MOTION was
carried.

Chairman Graffam remarked that after the NEASC visit, we will review the change to the
Mission Statement suggested by Nicole St. Pierre as well as other possible changes suggested
by the accrediting team. The amended Strategic Plan will then be circulated to all
stakeholders before being voted on.

Trustee Bullock asked why the trustee retreat is being held in Portland instead of a more
centralized location, which would cut down on travel time and expense for both trustees and
members of the administration. Chairman Graffam responded that we have moved the retreat
to several different locations over the years including the Senator and the Samoset, so that the
venue is convenient to all members.

At the Executive Committee meeting held at noon, one of the items discussed was succession
planning. We need to have a process in place to handle the transition either when President
Tyler retires or in the event of an emergency situation. Chairman Graffam remarked that
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President Tyler is doing an outstanding job and that he would be in favor of bringing in a
replacement while President Tyler is still here to facilitate the changeover. Chairman Graffam
suggested that we have a formal plan in place to assure a seamless transition. Also discussed
was the NEASC accreditation visit and Chairman Graffam urged trustees to read the self-
study report in preparation for discussions with the visiting team.

Chairman Graffam reported that legislative strategy was discussed at the Executive
Committee meeting. We have submitted a budget request to the state for two 9% increases in
funding over the next biennium. Ellie is hiring an external affairs person to deal with the
legislature and Chairman Graffam will be meeting with the Governor in person to urge his
acceptance of our request regarding the budget as well as our suggestion that the size of the
Board should be increased from 13 to 16 members. Richard Ericson has drafted a piece of
legislation to this effect and we are hopeful that now the election is over, this can be moved
forward.

The Executive Committee also discussed a comprehensive energy strategy for the Academy.
The engineering department gave a very interesting presentation to the Educational Policy
Committee yesterday. We are also engaged in discussions with Cianbro regarding research to
be conducted on tidal energy. We need to look at ways to make the campus energy efficient
and also provide wonderful opportunities for students to be involved in this initiative.

The last item discussed was the need for a check list of policies for the Academy.
Administration will compile a list of the policies we have in place so that we are sure that we
are on track with best practice and governance issues. It is imperative that trustees know what
policies are in place so that if there are holes in coverage, we can fill them.

Chairman Graffam concluded by urging trustees to read the Loeb-Sullivan School self study
report as well as the NEASC self study report as it will greatly increase their knowledge of the
institution.

Trustee Bullock commented that the Sarbanes-Oxley Act will force us to be more mindful of
governance practices. Chairman Graffam noted that we have joined the Association of
Governing Boards which is a very useful tool in providing the latest information on
governance of non-profit organizations.

   3. PRESIDENT'S REPORT

President Tyler remarked that his report will be brief as many of the items he used to cover are
now included in the various committee reports. He mentioned that enrollment is excellent and
that this was the largest incoming class ever. Last year we stopped accepting applications for
the first time and this year, applications are running ahead so it appears that we will have
another record incoming class. We began the year with around 880 students and we are
currently at 855: this number consists of approximately 835 undergraduate students and 20
graduate students. Unlike the University of Maine, we only count full time students, not those
who are taking only a few credit hours. If we were to count numbers as they do, we would be
in the range of 1200 students. Our female student enrollment is currently at around 140 and
has been increasing steadily. Over the next twelve years or so, the demographic in Maine and
New England high schools will be declining and we expect that increasing enrollment among

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female students will enable us to keep our figures high. Within the next five years, President
Tyler would like to see the percentage of the female population increase to 20% or even 25%.
At the Celebration of Achievement dinner last night our three alumni being honored noted the
big difference in the atmosphere on campus and attributed that largely to the inclusion of
females.

President Tyler then noted that we have a lobbyist in Washington paid for by the State
Academy Association and that they keep us appraised of developments which might affect us.
The fact that the new Speaker of the House comes from the area which includes California
Maritime Academy should bode well for all the maritime academies.

Today at 11:00 a.m. we will be conducting a Veteran’s Day ceremony in the newly landscaped
area in front of Leavitt Hall. Next weekend we will be hosting the first ever state maritime
academies basketball tournament hosting New York and California Maritime Academies.

President Tyler then announced that we are working on a crisis management plan which we
hope to present at a future meeting. It is important that we be prepared to address any
eventuality such as hurricanes, ice storms, or the possible deployment of the training ship
which impacts student housing, classrooms and teaching staff. The plan has been outlined but
administration plans to perform a dry-run before presenting the final document to the trustees.

The President’s Action report was the next item to be addressed by President Tyler. He
directed attention to the list included in the trustee folders and included here as Attachment B
for the conferral of degrees and asked for a MOTION to accept the recommendations.

Chairman Graffam presented a MOTION to accept the recommendations, included
here as Attachment B. The motion was seconded by Trustee Clark, and following a vote,
the MOTION was carried.

President Tyler commented to Trustee Bullock that this is a change from when he formerly
served on the Board in that we now have a number of students who graduate mid-year. We
have a small but nice graduation ceremony at the President’s House which will be held this
year on December 15th. All trustees are encouraged to attend.

Chairman Graffam thanked President Tyler for his report before moving on to the report of the
Student Affairs Committee.


   5. STANDING COMMITTEE REPORTS

a. Student Affairs Committee
Trustee St. Pierre reported for the Student Affairs Committee which met yesterday. Several
announcements of new personnel were made including Omar Chaar as Dining Services
Manager; Tom Perkins as the Director of Security; Audrey Bradford as the bookstore manager
and Jim Setterle as the commanding officer of the NROTC unit. Hugh Porter gave a report on
the admissions department: we have 187 applications versus 174 at this time last year. We
have also received 15 deposits versus 12 last year so we are ahead in this respect and also
have 3 more female students accepted than at this time last year. The admissions department

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has been involved in various initiatives to bring prospective students to campus, such as Open
Houses, Service Academy night, the ROTC drill competition coming up next month and a
LEGO robotics competition which should bring about 400 young people (grades 4 to 8) to
campus. This will create a lot of exposure and publicity for the school. Jeff Wright has been
traveling a good deal attending college fairs and conducting Admissions 101 seminars for
high school sophomores. Mr. Porter also spoke to the committee about the Discovery Voyage
program which brings high school students to campus in groups and allows them to
experience what college life is like. Numbers of participants in this program continue to
increase: last year we hosted 920 students and we expect a similar or greater number this year.

Trustee St. Pierre noted that Captain Loustaunau updated the committee on the MELMAC
grant proposal. This is a $225,000 grant which we are eligible to receive if we can
demonstrate that retention is one of our top priorities. The proposal is now in its final stages
and should be submitted within the next two weeks. Our retention rate is currently 69%. This
is the percentage of students who graduate within six years and it is the highest rate of any
public institution in Maine. We also have the highest retention rate of any of the state
maritime academies. By comparison, Colby, Bates and Bowdoin are at 80% to 90% so there is
room for improvement.

Trustee St. Pierre went on to announce that in his report to the committee, Tom Perkins, the
new Director of Security focused on a community policing system. One of his objectives is to
establish relationships with students in order to be pro-active rather than reactive. This should
help to create more of a community and a safe atmosphere for everyone. The Security
Department plans to set up a safety road block before Thanksgiving break where they will
hand out safety paraphernalia and encourage people to buckle up and drive safely. Also,
during finals week they will hold a late night barbecue which will be good for students who
are studying and want a break. This should be a good way to foster improved relations. The
department has been doing a lot of strict parking ticketing and this has served to decrease the
amount of tickets now being issued.

Captain Loustaunau reported to the committee on the itinerary for cruise. Turkey has been
dropped from the schedule and Croatia has been added. The cruise will now call at Gibraltar;
the Ukraine; Croatia; Halifax, Nova Scotia and finally Rockland to pick up family and friends
for the return trip to Castine.

Trustee St. Pierre concluded by expressing personal thanks to trustees Walker, Peacock,
Graffam, Clark, Larson and Hartford for attending the breakfast with students this morning,
noting that it is extremely important for students to see that trustees are engaged and
responsive. Trustee St. Pierre also thanked President Tyler and Mac Cianchette for attending
the breakfast.

The student government association in conjunction with the Commandant’s staff has been
working hard to organize the Veteran’s Day ceremony which will be held on the quad at 11:00
a.m.

Chairman Graffam thanked Trustee St. Pierre for an excellent report.




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b. Education Policy Committee
Vice Chairman Grosh reported that the Education Policy Committee met yesterday and Dean
Barlow described a number of academic initiatives. One of the issues raised at the meeting is
the need for a foreign language instructor: this is a position that has been hard to fill over the
last several years. We are now looking at an internet based course which will be available to
students 24 hours a day, 7 days a week. Thirty different languages at two different skill levels
will be offered, providing an excellent opportunity for our students while at the same time
conserving our resources.

Dean Barlow resumed the report on the proceedings of the Education Policy Committee by
noting that it was mostly an informational meeting and there were no action items. The
concept of a Power Engineering Operations major which was initially raised about a year ago,
was again discussed and a mandate was received to move forward with this. Dean Barlow
hopes to have a curriculum outline to be presented to the Board for their approval at the next
meeting. He went on to explain that the difference between Power Engineering Operations
and Power Engineering Technology is that the latter is ABET accredited and trains people for
management level positions while the former is designed for students who want to be
operators in a more hands-on environment. We do not anticipate needing any additional
resources for this course and it will be ideally suited for students who prefer a program with
less rigorous math requirements. The academic department is also working on a Small Vessel
Systems program in collaboration with the Landing School for an Associates degree.
Students would spend a year at Maine Maritime Academy followed by a year at the Landing
School studying yacht systems such as plumbing, electrical and mechanical systems.

The Dean announced that our NEASC accreditation visit starts on Sunday and that we
encourage as many trustees as possible to meet with the visiting team on Monday at 11:00
a.m. Those who are unable to attend can participate via teleconference if they wish.
Immediately following, the visiting team will have a lunch meeting with three different
groups; students, faculty and administrators and trustees are encouraged to attend. Dean
Barlow suggested that trustees read and familiarize themselves with the self study report in
preparation for questions from the visiting team. The self study should be viewed as an
opportunity, not merely as an obstacle to be overcome though it involves a tremendous
amount of work. Incorporated into the self-study report is a section on projections of what we
plan to do in the future. Dean Barlow noted that he will be incorporating these into a
spreadsheet along with a timeline so that they can be included in our strategic planning.
Another NEASC accreditation may not be necessary for ten years, however, dependent on the
findings of the team based on this visit, an interim report may be required in five years.

Other items discussed at the committee meeting were the Evaluation and Review Committee
which evaluated the library and the arts and sciences department this semester. The report on
the library was delivered at the committee meeting. Our next review will be of the Regiment
and that should be accomplished before the end of the semester. The results of each report are
now brought before the Executive Committee who make recommendations before forwarding
the report to the trustees.

The faculty development committee gave a report which indicated that we have seen a much
greater participation rate among faculty. We have also been able to provide more resources.
The procedure is that the faculty member files a development plan with their department chair


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and can then submit a request for funding and support. Release time may be requested so that
the faculty member can keep up in their field or attend various conferences and meetings.

The faculty research committee also presented a report. A recent faculty survey has looked at
various areas where we might concentrate our efforts in research. The Marine Science
department along with the International Business and Logistics program has been the most
active in research but there are now a number of initiatives taking place in the Engineering
department, including such things as tidal energy, geothermal energy, and faculty and student
collaboration with the University of Maine.

Dean Barlow noted that the self study report for the IACBE which is the accrediting agency
for the business program has now been distributed to trustees. The IACBE visiting team will
be here in February.

Chairman Graffam thanked Dean Barlow for his report noting that there has been great
progress in the academic department.

c. Finance Committee
Trustee Clark announced that the Finance committee met yesterday and that the meeting was
well attended. One of the first items discussed was the report of the endowment fund
managers. Each of them reported on performance and gave a projection of future earnings.
Gains and returns have improved significantly since the report of November 2005.

The next agenda item discussed was the status of the budget. Richard Ericson had prepared
detailed reports on year-to-date activity and as of October 31st, expenses were on track with
the base operating budget. Income actually exceeded expectations largely due to the $10,000
donated by MARAD to help with fuel costs and the sale of the Wyman property in Milbridge.
The committee then discussed the surplus generated by these items. It had previously been
decided that the proceeds from the sale of property would go into the plant renewal fund in
order to replenish some of the funds already expended. The money donated by MARAD will
go into the general operating fund.

Trustee Clark reported that the biennial budget request submitted to the state was the next
item discussed by the committee. We are struggling with costs that exceed inflation and our
revenue resources have been very limited. The Finance committee made the commitment that
we would put the extra effort into our request and not simply settle for flat funding. The
additional amount that we will ask for is 9% so that when we look at tuition rates for the next
academic year, we can base any increase on cost-of-living increases as opposed to overall
costs. In mid October Richard Ericson met with the Governor’s budget advisory group who
collectively guide the Governor’s recommendations as to what goes into the budget. Trustee
Clark noted that Mr. Ericson did a wonderful job with the materials he prepared for the
meeting and that those are available should anyone wish to see them. We can expect to
receive an indication of the Governor’s planned recommendation around Thanksgiving and
will then have a brief window of opportunity in which to appeal the decision. The process
will then go to the legislative hearing phase. Chairman Graffam noted that we will try to meet
with the Governor before a decision is made in order to try to influence his thinking.

Mr. Ericson noted that even when there is a flat funding scenario, we have always aimed high
and asked for more than we anticipate receiving. During the last biennium, flat funding was
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anticipated but we managed to negotiate an increase of 2.5% for the first year and 2% for the
second year of the biennium.

Trustee Clark reported that the committee then heard from Amy Gutow who updated them on
the status of her efforts in developing a business plan. Ms. Gutow gave a well thought out
presentation on the elements that will have to be included in any business plan and also
outlined a proposed mission for the department.

Richard Ericson then reported to the committee on the status of the discussions with the three
collective bargaining units. We have now received ratification from the units and the Board
for the faculty bargaining unit and the staff-support bargaining unit and wage adjustments and
other provisions are now fully in effect. Mr. Ericson will report on the status of negotiations
with the supervisory unit during the Executive Session later this morning.

Trustee Bullock remarked that he was not able to attend the committee meeting and asked for
clarification on our current draw on the endowment fund. Mr. Ericson responded that while
we have several endowment funds specifically earmarked for scholarships, we also have a
general endowment fund the proceeds of which do not flow into the operating budget but are
held in reserve so that they are available for plant needs, etc. For the scholarship funds, we
use a five year rolling average with a percentage range of 3%-6%. The Finance Committee
makes a recommendation to the Board annually regarding the percentage to be used, which
recently has been about 5%. Mr. Ericson will send to the new trustees a copy of our current
investment policy.

d. Facilities and Property Report
Trustee Hartford reported that the Facilities and Property Committee met yesterday and that
Stacey Ericson reported on the status of current projects, including the President’s House, the
turf on the athletic field, the barge simulator, the steam line project at the waterfront, and
plans to put additional dorm space in the area presently occupied by the sick bay in Curtis
Hall. Trustee Hartford noted that the highlight of the meeting was a presentation on the
master plan by Richard Graves Architects. The plan included details on our current status
versus where we need to be in terms of additional living and classroom space, renovation of
Dismukes and the waterfront. While the committee took no action, it was the consensus that
the plan highlighted a lot of needs and now we need to figure out how to provide for these
needs. It was an excellent presentation and Ms. Ericson will email a copy of it to everyone.

Chairman Graffam also remarked on the presentation noting that it is a big step forward that
we now have a master plan.

e. Advancement Committee
Trustee Walker reported on the meeting of the Advancement Committee. The first item
discussed was the Annual Fund. A year ago at this time, we had raised about $67,000. The
report included in the trustee folders shows that as of November 6, 2006, we had raised
$90,000 and since then the amount has increased to $111,000. Trustee Walker noted that we
should have no problem meeting this year’s goal. He went on to explain that of the $35,000
in restricted gifts for the academic program, $30,000 came from the Boston Marine Society.
Of the $23,000 in scholarship funds, $19,000 was received from the Salem Marine Society.
The class of ’86 contributed to endowed scholarship funds and the Portland Pilots fulfilled
their campaign pledge payments. All told, at the present time, contributions year-to-date total
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around $260,000. We are doing well and should meet or exceed our goal for this year.
Trustee Walker asked for trustee help with identifying major contributors to the new capital
campaign.

Campaign planning was the next item on the agenda. There have been several meetings and
teleconferences to discuss the plan. Trustee Walker drew the Board’s attention to the
campaign timeline included in their folders and remarked that we are on schedule. We have
not yet established a goal for fundraising. As we enter phase II at the beginning of next year,
we will come closer to being able to identify our goal.

The next item on the agenda of the Advancement Committee was the Alumni Association
Agreement, but Trustee Walker pointed out that Mac Cianchette had already covered that item
in his report to the Board.

Trustee Walker then drew Trustees’ attention to the section of their folders which includes the
Wyman House Resolution and asked for a MOTION to approve said resolution which is
included in these minutes as Attachment C.

Trustee Hartford presented a MOTION to approve the RESOLUTION as presented.
The motion was seconded by Chairman Graffam and following a vote, the motion was
carried.

Also included in Trustees’ folders and appended to these minutes as Attachment D is a list of
gifts and grants of $1,000 or more as well as donated property. Trustee Walker asked for
Board approval for the acceptance of these items.

On a MOTION by Trustee Mooney and seconded by Trustee Peacock, the Board voted
to accept with gratitude all gifts and grants as set forth in Attachment D. Following a
vote, the motion was carried.

Trustee Walker concluded by saying that Ellie Courtemanche and her team are doing a
wonderful job.

Professor Lauren Sahl, faculty representative to the Board asked about the breakdown of
scholarship funds and whether we know if certain funds are only available to certain students.
Deidra Davis responded that a recent exploration of this matter revealed that the percentage of
regimental versus non-regimental scholarships is quite evenly divided. Most scholarships are
need-based but some criteria for selection are determined by the donor. The figures on this
distribution are available should anyone wish to see them.
Chairman Graffam noted that the Development Office will be hiring an external affairs person
who has experience in lobbying and grant writing. The search committee has been organized
and interviews will be conducted over the next two weeks. A number of applications have
been received.

President Tyler noted that Trustees should have received a copy of his goals for the upcoming
year and asked that any comments or suggestions be forwarded to him. He stated that his
goals adhere to the Strategic Plan and are at the same time based on the goals of his team.
The goals do not change drastically from year to year as his mission remains to provide a


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good learning environment for all of our students and make sure that we maintain enrollment
and funding sources that allow us to provide a quality education.

President Tyler then thanked all those involved in organizing last night’s Wall of Honor and
Celebration of Achievement banquet, remarking that it was a very nice event. The three Wall
of Honor inductees spoke of their education here thirty or more years ago and of how it was a
life-changing experience for them. President Tyler also remarked that we have some top-
notch young people attending the Academy today and that we can all be proud of their
accomplishments.

Chairman Graffam remarked that President Tyler is doing an outstanding job and that his
goals are very ambitious.

There being no further comments or questions, Chairman Graffam adjourned the meeting to
Executive Session at 10:31 a.m.

The meeting was reconvened in open session at 11:00 a.m

Chairman Graffam noted that the only item of business left to address was a RESOLUTION
which reads as follows:

           BE IT RESOLVED that the Academy administration is hereby authorized to
           implement the provisions of the successor collective bargaining agreement it has
           tentatively negotiated with the Maine State Employees Association, local 1989
           SEIU AFLCIO CLC, on behalf of the Academy’s Supervisory bargaining unit.

Trustee Walker presented a MOTION to accept the RESOLUTION. The MOTION was
seconded by Trustee Mooney and following a vote, the MOTION was carried.

There being no further business to bring before the Board, Chairman Graffam adjourned the
meeting at 11: 01 a.m

Respectfully submitted,



Annette Dixon
Secretary to the Board of Trustees
Maine Maritime Academy




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