Council Meeting Minutes
AFRICAN AMERICAN ALUMNI COUNCIL MEETING
Saturday, September 12, 1998
Members Present: Monica Austin, Marilyn Campbell, Trotter Collier, Mary Cosby, Val Fisher, Michael Greene-Russell, Navon Irving, William Johnson, Michelle Jones, Michelle McQueen, Larry Powell, Arthenia Rachel, Wanda Rollins, Gail Robinson, Mary Smith, Eric Williams.
Visitor: John Slaughter, VCU Athletic Department
CALL TO ORDER
Michelle McQueen called the meeting to order at 10:05 am.
WELCOME
Ms. McQueen welcomed everyone and asked the executive board to introduce themselves
III. APPROVAL OF MINUTES
A motion was made to approve the May 30, 1998 minutes as submitted. Motioned. Seconded. Carried
IV. FUND RAISING OPPORTUNITY-John Slaughter, VCU Athletic Department
Mr. Slaughter, assistant to the athletic director, discussed VCU basketball games as a fundraising opportunities for the Council. He explained that the athletic department is offering group tickets sales to groups and allowing the organizations to split the proceeds 50/50. All tickets requested for sell are nonreturnable but additional tickets can be requested, if needed.
After considerable discussion, a motion was made that the Council would purchase 100 Norfolk State versus VCU basketball game tickets. Moved. Seconded. Approved. Members at the meeting committed to sell a set number of tickets. Ms. McQueen reminded the members that tickets are non-refundable and that they will be responsible for forwarding the appropriate funds to the Council even if they weren't able to sell all of their tickets.
A second motion was made that a basketball game be used as an annual educational fundraiser every year. Motion. Seconded. Moved.
V. Brotherhood Retreat for African-American Males-Gail Robinson
Gail Robinson reported on the status of Brotherhood Retreat for African-American Males. The retreat will focus on young African-American males who are beyond high school and address issues involving the transgression from adolescence to adulthood. The organizing committee is trying to attract a diverse group of participants as well as VCU students. The retreat is also an attempt to deal with the criticisms that the black middle-class do not reach out to the less fortunate. The retreat is a pilot project and if it is successful they will continue to do it in the future. Ms. Robinson asked the Council to consider sponsoring a group of VCU student at a cost of $50 per attendee.
After some discussion, A motion was made to sponsor three VCU students to attend the Brotherhood Retreat Program. Motioned. Seconded. Moved.
Mr. Powell reported that the Council approved allocating $11,000 from its membership revenue account to an endowed scholarship account during the May 1998 meeting. The Council also decided that half of future membership revenue would be transferred to the scholarship endowment.
Mr. Powell reported that the next step in the process is to establish a committee to develop the scholarship criteria for awarding the funds to an existing VCU student. The endowment account is in the process of being established with the university. Mr. Powell explained that the funds will be invested in the VCU Foundation and a portion of the interest generated devoted to awarding scholarships.
V. Committee Reports
Executive Committee - reported by Michelle McQueen
Ms. McQueen stated that the executive meetings met twice during the summer and discussed the following:
Parliamentarian
Mary Cosby was selected to serve as the Council's parliamentarian
Committees
The Council will have five active committees this year, Public Relations, Program and Events, Career Exploration, Scholarship, and Budget.
Bylaws
Several changes were made to the Council's bylaws and the revised document will be sent to the membership at least 30 days prior to the November meeting. The membership will vote on the revised bylaws at the November meeting.
Fundraising
Exploring fundraising opportunities will be a priority this year. Ms. McQueen stated that Trotter Collier will be instrumental in helping the Council in this area and would like for him to serve on a committee devoted to raising money for the Council.
Partnership
Ms. McQueen's theme during her tenure as president is "Partnership for the Future." She would like to explore partnership opportunities with both on and off campus organizations to help move the Council forward and create more visibility. She added that through partnering the Council could attract new members and encourage more active participation.
The executive committee reviewed a list of all student organizations on campus and came up with several to approach. Ms. McQueen was going send a letter to the leadership of each organization introducing herself, summarizing the Council's activities, request a copy of their 1998-99 agenda, and to consider opportunities to work with the Council.
One of the first examples of partnerships is Project Leap through the Office of Minority Student Affairs. Ms. Greene-Russell sent a letter to all AAAC members inviting them to participate in this mentoring program developed by Victor Collins. In addition to Project Leap, the Council is working with the Black Caucus have a small role in the unofficial "Black Homecoming" on September 25. The Council will set up an informational table during the pre-event picnic.
Black History Month
The executive committee discussed the Council's Black History Month program, but develop any concrete ideas.
Letter to Trani
Ms. McQueen will send a letter of introduction to Dr. Trani outlining the organization's goals for the year and passing along an open invitation to attend any future Council meetings.
Public Relations, Publicity - reported by Mary Smith
The Committee is trying to raise money to fund its proposed newsletter to be sent to all African-American alumni. A proposal requesting $4,000 was sent to First Union Bank and the Council is awaiting a reply. Mr. Powell informed the membership that First Union contacted his office in response to a contribution requested Mr. Collier sent them while trying to money to support last year's black history month program. At the time they expressed interest in the Council's programs but were not in a position to provide support during its reorganization. At the time he suggested that the Council submit a proposal by late August.
Mr. Powell, in exploring other options for the newsletter, asked Bill Iles (director of alumni activities) about possibilities of sending out the newsletter as an attached Shafer Court Connections "dust cover" (i.e. having a four page newsletter attached to outside of the magazine and only sent to African-American alumni). The quote for a "dust cover" for approximately 6,000 pieces is approximately $896 for a 2-color newsletter and $1,186 for 3 colors. Both quotes are significantly less than the cost of a stand-alone newsletter.
After some discussion, it was suggested that the first newsletter be sent to all African American alumni with a disclaimer that future issues will only go to dues paying members.
c. Program and Events - reported by Larry Powell
Mr. Powell updated the Council on the 1999 Reunion Weekend schedule. On Friday, April 23rd there would be an early evening reception at the Virginia Museum honoring the retirement of Dr. Grace Harris followed by a midnight cruise on the Annabelle Lee. Mr. Williams reported that Kappa Alpha Psi was interested in co-sponsoring the midnight cruise. The committee is considering hiring a band to play at either the reception or the dance. On Saturday, April 24th the committee is planning a morning alumni basketball tournament at will involve representative from each of the Greek fraternity organizing a team. A non-Greek team will be organized as well. The committee is also considering charging admission to the game as a fundraiser. The Council will also plan to have its annual family picnic and dance at the Student Commons. Because this year marks the 10th anniversary of the Council, the committee will invite all Greek organizations to participate rather than identify a single co-sponsor.
A motion was made to accept the reunion weekend plan with the following recommendations: 1) hire DJ for the Saturday evening dance and use recorded music at the reception; 2) rather than organize a basketball tournament arrange for open, informal basketball games at the gym. Motion. Seconded. Moved.
d. Career Exploration - reported by Michael Greene-Russell
A letter from Ms. McQueen was sent to the membership announcing that the Council is partnering with the Office of Minority Student Affairs to assist with "Project Leap." The letter has generated 14 responses from alumni who said that they were willing to assist.
Project Leap coordinates a database of alumni so when there are students interested in your particular career someone from Mr. Collins' office can call you to meet with the students to have a brief discussion/question and answer session. Project Leap is not a program that you would have to delegate a lot of time too but a good way to help students.
VIII. Office of Alumni Activities Report-Larry Powell
The Friends of VCU are looking for board candidates and advised those who are interested to contact Linnie Carter at the library. He also reported that the new VCU Alumni Activities house will be unveiled Tuesday, September 29 to a group of campus and alumni leaders including the Council's officers.
IX. Other Business
The VCU Alumni Association now has two seats for African American Alumni Council members. Marilyn Campbell currently has one of the positions and Todd Pilot has been asked to fill the other position. The seats do not have voting privileges.
Ms. McQueen adjourned the meeting at 1:00 pm.
Submitted by Michael Greene-Russell, Secretary