Council Meeting Minutes
African American Alumni Council Meeting
VCU Alumni Association Boardroom
University Student Commons
Saturday, June 12, 2004
MEMBERS PRESENT: Daryl Lynn Dance, Regina Harris, Larry Powell, Eddie Robinson, Nina Sims
I. CALL TO ORDER
The meeting was called to order at 10:30 a.m.
II. WELCOME
Ms. Sims welcomed the attendees.
III. APPROVAL OF APRIL 3, 2004 MINUTES
A motion was made to approve the minutes as revised during the meeting. Moved. Seconded. Carried.
IV. EXECUTIVE COMMITTEE REPORT
Mr. Powell contacted the officer nominees and confirmed their interest to serve if elected. A motion was made elect the slate of nominees as follows: Frank Wallace - president; Teresa Hairston - treasurer; Mary Francis - secretary; and Edward Robinson - parliamentarian. Moved. Seconded. Carried. The new officers will serve two year terms effective July 1, 2004.
V. COMMITTEE REPORTS
Budget
Mr. Powell distributed copies of the AAAC budget for review. He reported that most of the expenses for the year were connected to the alumni reunion weekend.
Mr. Powell also reported that the VCU Alumni Association has developed a new funding structure for the school boards and affinity groups associated with the VCUAA. Under current structure, The AAAC receives $3,000 annually from the VCU Alumni Association and both organizations share a 50/50 split of the AAAC's membership dues revenue. The new VCUAA funding structure will determine annual support to school boards and affinity groups based on the number of alumni association members they attract. The new funding formula will take effect next fiscal year; however, the AAAC will be allowed a three year grace period to adjust to the new structure. The change will require the AAAC to be more self-sufficient than it is currently.
Scholarship
Mr. Powell reported that there is still an unsolved issue regarding $8,000+ in unused scholarship funds AAAC became aware of last year. A decision needs to be made regarding how to use the funds. This issue has been discussed previously but the AAAC as yet to make a final decision on what to do.
Ms. Sims requested tabling any discussion of this issue until the new officers begin their terms. In the meantime, Ms. Sims suggested organizing a meeting of the past AAAC presidents this summer to develop ideas and strategies to prepare position the organization for the future.
Bylaws
Mr. Powell distributed copies of the proposal to revise the AAAC's by-laws. The VCUAA wanted all associations/boards to have language in their by-laws indicating how funds would be handled if the organization were to dissolve. According to the AAAC's bylaws, amendments need to be sent to the members and allow them 30 days to communicate any objections to the change. I motion was made to approve the proposed revisions to the bylaws. Moved. Seconded. Carried.
Professional Development
Ms. Alicia Aroche, assistant director at the VCU Career Center, contacted Mr. Powell with some concerns regarding her appointment as the chair the professional development committee. Mr. Powell assured her that she would make an excellent chairperson and if she could not attend some of the meetings she could submit a written report or send a representative from the committee.
Program and Events
Mr. Powell reported that the alumni reunion was a very successful event this year attracting close to 500 attendees to the Saturday night alumni dance. Mr. Powell mentioned that the Friday events need to be reassessed. Alumni seemed to enjoy the EU show; however, because of some difficulties surrounding the concert the AAAC will not organize a similar event next year.
The 2005 reunion will take place April 29 - May 1, 2005. Mr. Powell stated that he is currently reviewing a contract from the Sheraton Richmond West Hotel for 2005 and hopes to get it finalized soon.
Public Relations
No report given. Ms. Sims stated that she would like to stay active on the Council after her term as president expires and would like to continue to chair the Public Relations committee. She wants to work on improving the AAAC's visibility and generating more publicity. Ms. Sims stated that if she could not attend a meeting she would send a report for her committee.
Scholarship Committee
No report given.
VI. OTHER BUSINESS
Renaming of the Academic Campus
Mr. Powell informed the Council that the academic campus will be renamed the Monroe Park Campus.
Student Organizations
During the meeting, the members discussed the issue of getting students organizations more involved in the AAAC. It was felt that the students could benefit from the knowledge of alumni and assist the Council with students oriented programming ideas. The AAAC was unsure of how to reach out to the student organizations?
Several ideas were mentioned including having a member of the AAAC attend the student organization meetings and listening to their issues. Ms. Sims said she would be willing to represent the AAAC if we decided to pursue this idea. It was also suggested that we add the student organizations to the AAAC mailing list.
VII. ADJOURNMENT
The meeting adjourned at noon.
Submitted by
Daryl Dance and Regina Harris