Council Meeting Minutes
African American Alumni Council Meeting
Board of Visitors Conference Room - Stuart C. Siegel Center
Saturday, September 18, 1999
(Minutes from the November 1999 meeting will be posted upon approval at the January 2000 meeting)
ATTENDANCE: Trotter Collier, Regina Harris, Michelle McQueen, Larry Powell
GUEST: Vincent Edmonds, Thomas Simmons
I. Call to Order
Michelle McQueen called the meeting to order at 10:30 am.
II. Welcome
Ms. McQueen welcomed everyone and asked for introductions.
III. Approval of May 22, 1999 Minutes
A motion was made to approve the May 22, 1999 after adding Trotter Collier to the list of attendees. Moved. Seconded. Carried.
IV. Brotherman Retreat Report - Thomas Simmons (Student Attendee)
Mr. Simmons stated that the theme of the retreat was communion and culture. At the retreat, Mr. Simmons said he had the opportunity meet other African-American men from different backgrounds who he normally would not have come in contact with. Mr. Simmons roomed with another VCU student and developed a close bond that they continue to share.
Mr. Simmons mentioned that they watched and discussed a movie that showed the different walks of life a man takes. Through the discussion of the movie, he developed a better understanding of fathers, brothers, starting a family and how to treat women/girlfriends. He got a chance to meet and talk to a young father who was his age and was amazed at the responsibility this man had at such a young age. He was also fascinated that the Director of the NAACP would take the time to attend the retreat and discuss financial planning and the home buying process with the group.
Mr. Simmons learned of the retreat from the Office of Academic Success. Overall he felt that the workshop was something that was definitely needed and thought that every young African-American male should have the experience of attending. He emphasized how much he would love to attend another retreat in the future.
V. Reunion Photo Album-Vincent Edmonds
Mr. Edmonds discussed a proposal to sell photo albums of reunion 1999. He suggested charging a little extra so that the Council could benefit from the sale. Mr. Edmonds has taken photographs at the AAAC's reunion for the past three years and last year put together a photo album of the 1998 reunion and sold them at the dance. Since the albums sold out rapidly he thought he would approach the Council with his idea.
It was felt that the photo album was an excellent idea. Mr. Edmonds was asked to attend the next Council meeting and to bring a sample of the album and the price he wanted to charge so that it the members could vote of his proposal. Mr. Edmonds asked if the Council wanted to select the pictures that would go in the album. The Council stated that they felt comfortable with him selecting the pictures as he did this year. Ms. McQueen stated that any money made from the photo album sales would be allocated to the Council's Educational Fund.
VI. Scholarship Endowments
The agenda was adjusted so that the scholarship endowments would be discussed during the scholarship committee report.
VII. Executive Committee Report
At its last meeting, the Executive Committee decided to participate in a basketball game fundraiser. The Council will sell tickets to the December 30th basketball game against North Carolina A&T. Tickets will sell for $8, with $4 going to the Council for its Educational Fund. Because the Council has to pay for the tickets in advance, Ms. McQueen stressed that it should be made clear to people selling tickets that they are non-refundable and that the Council cannot accept returned tickets.
It was decided that Mr. Powell would mail tickets to people who request them. People interested in selling tickets need to forward their money to him by the November 20th meeting.
VIII. Committee Reports
By-laws Committee
Ms. McQueen reported that the bylaws changes would be addressed at the next executive committee meeting. Ms. McQueen mentioned that she felt that it was important that the change take place prior to the next administration taking office. She reported that one of the items that needs immediate attention is the issue of what to do if the Nomination Committee is unable to find nominees to fill the vacant positions.
Career Exploration
Regina Harris reported that seniors would not be invited to the reunion weekend family cookout as previously reported. The change in plans is due to next year's reunion weekend taking place after the school year.
Ms. Harris stated that the committee will try to put together a workshop to help prepare students for the February Career Day. The committee was allotted $100 for this program. Ms. Harris also reported that the Office of Multicultural Student Affairs is evaluating the success of Project Leap.
Scholarship
Because there weren't enough members in attendance to form a quorum, the Council was unable to vote on the endowment agreements for the Council's two scholarship programs. Ms. McQueen stated that she would address quorum issue during the next Executive Committee meeting.
Mr. Powell stated that he had spoken with Victor Collins about the possibility of the AAAC's scholarship being administered through his office. Mr. Powell said that the Council, if they decided to go through the Office of Multicultural Affairs, would have the option of moving the scholarship if they thought it was not being administered properly.
Merit-Based Scholarship
Ms. McQueen stated that Jack Sims' departure from VCU would put more pressure on the Council to raise money for their Freshman Merit Scholarship. Mr. Powell stated that he had a meeting arranged with Phillip Perdue and Anne Hoffler in advancement services to discuss the endowments and fundraising strategies.
Program and Events
Reunion
Mr. Powell stated that the committee has proposed increasing the price for the Friday night cruise to $20. The committee also discussed paying extra to extend the event an additional hour. Last year the cruise attendees mingled quite a bit after the cruise ended. The Annabel Lee staff mentioned that in the future our guests will either need to exit more promptly or the AAAC could pay for their staff to stay on board an additional hour to allow attendees time to mingle. There were varied opinions but no final decision was reached.
After reviewing last year's reunion activities, the committee decided to have a vendor provide the food for the picnic. The Program and Events Committee is considering using Hawks Barbecue as the picnic vendor. The reunion dance will be held at the Crowne Plaza instead of the Student Commons. The dance will end at 1 pm; however, there will not be any pressure for the alumni to vacate the ballroom after the function. The committee is also considering using the MCV day care services during reunion weekend. The alumni would have to pay a fee for the service and would deal directly with the day care service. The Council will also survey alumni to determine their interest in playing golf.
Provost Reception
Mr. Powell stated that plans for the Council's reception to welcome the university's new provost, Dr. Roderick McDavis, are going well. The reception will take place Wednesday, November 3 from 6 - 8:30 p.m.
Public Relations/Publicity
Newsletter
It was reported that Diane Stout-Brown is still working on posting the AAAC's newsletter to the alumni website.
IX. Other Business
Mr. Powell asked if the Council would pay for Ms. McQueen's ticket to represent the Council at the Alumni Stars dinner during Founders Day. Tickets for the event are $25. Since there weren't enough members present to take a vote, the issue will be decided by the Executive Committee.
Ms. McQueen stated that the budget should reflect any changes that was discussed at the meeting to ensure that funds are available to committees when their budget requests are submitted.
X. Adjournment
The meeting adjourned at 12:50 p.m.
XI. Siegel Center Tour
The tour of the Siegel Center will be held at a later date.