Council Meeting Minutes
African American Alumni Council Meeting
VCU Alumni Association Boardroom
University Student Commons
Saturday, May 31, 2003
I. CALL TO ORDER
The meeting was called to order at 10:15 a.m.
II. WELCOME
Ms. Sims welcomed everyone and asked for introductions.
III. APPROVAL OF MARCH 22, 2003 MINUTES
A motion was made to approve the March 22, 2003 minutes. Moved. Seconded. Carried.
IV. EXECUTIVE COMMITTEE REPORT - NINA SIMS
Ms. Sims stated that there was no report because two officer positions on the executive committee remain vacant. During the summer Ms. Sims will concentrate on filling the vacancies. The president-elect position is a crucial position that needs to be filled, but if no one is identified to replace her, Ms. Sims agreed to continue serving as president until the position has been filled. Mr. Powell shared information from the AAAC's bylaws regarding this situation. The bylaws state that once the current president's term expires, in the absence of a president-elect the executive committee would lead the AAAC. In the absence of an executive committee, the Alumni Activities Office would be responsible for the AAAC.
Ms. Sims emphasized that the officer duties were not difficult because the alumni office does most of the work. She asked the members to contact Mr. Powell if they had any recommendations for the vacant positions.
V. DISCUSSION OF SCHOLARSHIP MONEY ALLOCATION - REGINA HARRIS
A report from Ann Hoffler was given to the members regarding the use of the funds in an old AAAC scholarship account recently found. In a previous meeting, the members had several questions that Ms. Hoffler addressed in her report. The Council will continue to work with Ms. Hoffler to help determine the best use of the funds. Ms. Sims stated that she would start reviewing the other AAAC scholarship criteria used to help develop the guidelines for a new scholarship program. Some of the members suggested requiring that the scholarship recipient perform volunteer work for the AAAC. Mr. Powell suggested that the AAAC explore developing a student ambassador program similar to the group that supports the VCU Alumni Association.
VI. COMMITTEE REPORTS
Budget - Larry Powell
Mr. Powell distributed a copy of the AAAC's budget and reviewed it with the members. Mr. Powell reported that the revenue for 2002-03 was a little higher than originally projected.
The Council has about 285 dues paying members compared to over 10,000 overall VCU Alumni Association members. Ms. Sims stated that the 285 members are probably not aware that their involvement in the AAAC is needed. The AAAC needs to somehow reach out to the members to get the word out to them that they are greatly needed.
Professional Development - Larry Powell
Two workshops, "How to Apply for Jobs" and "Personal Appearance at the Workplace," were organized for VCU students. An e-mail message was sent to approximately 3,000 African American students inviting them to the workshops. 15 to 20 student responded but only 3 to 4 students attended each workshop. The workshop was facilited by the staff at Career Planning and Placement. The workshop seemed to be worthwhile but no one had any answers as to why attendance was so low. Mr. Powell stated that he had received evaluations on the workshop but had not yet followed up with Ms. Carter or the Career Center to get their thoughts.
Program and Events (Mr. Powell reported on behalf of Jackie Tunstall Bynum and Rumae Foddrell)
Mr. Powell stated that he had received positive feedback regarding the reunion. It was a big success and the AAAC needed to take advantage of the momentum. Mr. Powell gave a quick analysis of the weekend activities: approximately 400 people attended the dance; Saturday morning seminar with Dr. McCreary as the facilitator was excellent; the park outing and flag football game was very well attended; the Sunday breakfast, featuring musical selections by the Black Awakening Choir was well attended and enjoyed by all; the golf outing was a success attracting approximately 40 players; "Fridays at Sunset" had a nice showing of alumni; and the Alphas coordinated a very successful Friday evening event that featured poetry reading, a jazz band and a DJ.
Public Relations - Nina Sims
There was no report.
Scholarship Committee - Larry Powell reported for Alyson Lawrence(out of the country)
Mr. Powell stated that he had received an email from the AAAC's Leadership Scholarship recipient, Marc Cheatham. Mr. Cheatham informed Mr. Powell that he had been activated for military duty due to the war in Iraq and had to withdraw from school during the spring semester. Mr. Powell said he would keep the AAAC abreast of Mr. Cheatham's situation. He also reported that he informed Mr. Cheatham that his scholarship would be available to him upon his return to VCU. Mr. Powell wanted to make sure the AAAC supported the gesture and the members gave their approval.
Nominations - Larry Powell
In addition to the officer positions previously mentioned, Mr. Powell reported that committee chairs are needed for the budget, nominations and the professional development committees.
VCU Alumni Association Board Representative
The VCUAA is currently engaged in a loan consolation program with SunTrust which seems to be going very well. The VCUAA will get a set dollar amount for alum who is applies for student loan consolidation. The VCUAA learned that alumni applying for loan consolidation averaged over $40,000 in student loan debt.
Ms. Sims announced that she has been asked to serve as the secretary of the VCUAA board. Mary Cosby decided not to accept re-nomination to the board. Michelle Jones will be contacted to determine her interest in continuing to serve as the AAAC's representative on the VCU Alumni Association board. The next VCUAA meeting is scheduled for September 2003.
The VCUAA has contacted various alumni boards requesting that they change their by-laws to include language consistent with their by-laws regarding the allocation of funds should any of the alumni boards disband.
VII. OTHER BUSINESS
Ms. Sims asked if a list of the 2003 "Black History in the Making" honorees could be obtained and for the purpose of sending a letter congratulating them and encouraging them to continue their excellent work.
It was suggested that the Council begin identifying potential "Black History in the Making" nominees during the summer and select a recipient at an earlier date than in previous years.
VIII. ADJOURNMENT
The meeting adjourned at approximately noon.
Regina Harris