Council Meeting Minutes
African American Alumni Council Meeting
VCU Alumni Activities Conference Room
Saturday, June 16, 2007
I. CALL TO ORDER
The meeting was called to order at 10:12 a.m.
II. WELCOME
Mr. Wallace welcomed everyone, especially the new members, and let the group through introductions.
III. APPROVAL OF MINUTES
A motion was made to approve the March 17, 2007 minutes. Motioned. Seconded. Moved.
IV. PRESIDENT'S REPORT
Thank You
Mr. Wallace thanked the members of the Programs and Events Committee and the Office of Alumni Activities staff who planned a successful 2007 alumni reunion weekend.
Black Caucus Representative
Mr. Wallace reported that the previous Black Caucus representative graduated in 2006 and the Caucus did not replace the representative to attend AAAC meetings. Mr. Wallace stated that he would contact the Black Caucus and ask that they identify another representative to attend the meetings.
V. COMMITTEE REPORTS
Budget
Mr. Tyner shared copies of the budget and stated that he would have a more detailed financial report once all of the reunion expenses have been processed.
Professional Development
No report given.
Program and Events
2007 Reunion
Mr. Powell stated that the reunion attracted smaller numbers this year but was still considered a success. The reunion generated ten new AAAC members due to the alumni cultivation by Mr. Wallace and Mr. Robinson during the dance. Mr. Powell also reported that this was the first year the AAAC organized a casino night and though the event didn't attract as many people as expected those who participated seemed to have a good time.
2008 Reunion
Mr. Powell reported that the 2008 reunion will be held at different venues. The host hotel will be the Hilton Garden Inn near Innsbrook and the dance will take place at "The Place at Innsbrook."
In preparing for the 2008 reunion there are a lot of promotional things that the Council should consider. Some suggestions were: 1) utilize the website to better serve alumni and; 2) explore finding alternative funding sources for the reunion. Mr. Powell stated that the JMU African-American Alumni Association received funding from Dominion Virginia Power to fund their reunion. The university advancement office passed along information for a contact we have at Dominion Virginia Power and Mr. Powell will get in touch with her to inquire about their charitable giving program. The members were also asked to think about businesses they may be familiar with who may be interested in providing funding for the reunion.
Fundraising
A fund raising committee needs to be established to begin researching individuals and business that have the capability to donating $5,000 to $10,000. A chairperson is needed for this committee and Mr. Powell asked members to contact him if they were interested in serving on this committee. Mr. Bolden stated that he would like to work with the fund raising committee.
Public Relations
Website
Mr. Powell shared statistically information about AAAC website usage. He reported that 29.72% of website hits occurred within a two month window around the time of the reunion. Mr. Powell reported that most are entering the AAAC website through direct entry versus finding the site through the VCU Alumni Association home page. Mr. Wallace and Mr. Powell met with Eric Atkinson regarding Phase 2 of the AAAC website project which would include: enhanced opportunities for communication, exploring why for alumni from outside the Richmond area to participate in the monthly meetings, increased usage of video content, and the incorporation of a "content management" system to allow more flexibility in making website changes and updates.
Alumni Paraphernalia
Mr. Wallace thanked Mr. Robinson for obtaining AAAC hats to promote at the reunion.
After some discussion, it was decided that items would be priced at a $5 profit with the proceeds allocated to the AAAC scholarship fund. Mr. Powell was asked to proceed with setting up the online store for alumni to purchase AAAC items.
AAAC Logo
The membership discussed the idea of a new AAAC logo. A lot of discussion took place regarding identifying artists to work on a new design. One idea that was discussed consisted of using the web site to solicit designs for a new AAAC logo and awarding a $100 prize and a free annual AAAC membership. Any alumni, regardless of their AAAC membership status, should be allowed to submit design ideas. This project requires more fine tuning and will be revisited in the future.
Scholarship
Mr. Powell stated that the Executive Scholarship information had been sent out. He has received two scholarship applications; however, either student submitted an official transcript. Mr. Powell was asked to contact the two students to request their official transcript and to extend the application deadline to solicit more interest. Mr. Powell was asked to contact financial aid to determine the best time line to make the award with consideration to the 2007-08 academic calendar.
Ms. Phinizey was asked to check on the graduation status of the current Leadership Scholarship recipient to see if the AAAC needs to solicit applications for the scholarship.
VI. VCU ALUMNI ASSOCIATION REPORT
Alumni Director
Chip Rossi has accepted a position at the University of Charlotte and began his new duties shortly after commencement weekend. A search firm will be contracted to find his replacement. The position will be upgraded to assistant vice president and Diane Stout-Brown will serve as interim director until the position is filled.
VCUAA Representative
The AAAC representative on the VCU alumni association board is a position was intended to filled on a rotation basis similar to the officer positions. Mr. Wallace stated that Michelle Jones has been gracious enough to serve in this capacity for several years now and AAAC should consider asking if she would be receptive to allowing another member to serve as the board representative. Mr. Wallace said that he would contact Ms. Jones and discuss the board representative position with her and asked if any of the members would be interested in the position. Mr. Robinson volunteered to serve as the AAAC's board representative if Ms. Jones was agreeable to stepping down.
VII. OTHER BUSINESS
Nominations
Current officers terms are scheduled to expire June 30, 2008. The officer nomination process will begin this fall with elections taking place in the spring. Anyone interested in serving as an officer or submitting a nomination should contact either Mr. Powell or Mr. Wallace.
VIII. ADJOURNMENT
The meeting adjourned at 12:20 p.m.
Respectfully submitted
Regina Phinizey