NOTICE OF MEETING. Eastern Michigan University Alumni Association Board of Directors. DATE: September 12, 2015

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1 NOTICE OF MEETING Eastern Michigan University Alumni Association Board of Directors DATE: September 12, 2015 TIME: 9:00 a.m. PLACE: 247 McKenny Hall Ypsilanti, MI AGENDA: 1. Call to Order & Roll Call 2. Approval of the Agenda 3. Approval of Minutes April 18, 2015 Action item 4. Guest Speaker Dr. Michael Sayler, Dean of the College of Education 5. Alumni Association President s Report Patrick Barry Action item 6. Alumni Association President Elect s Report Marques Thomey 7. Alumni Association Treasurer s Report Nik Schillack Action item 8. Office for Alumni Relations Report Ann Thompson 9. Division Update Linda McGill, (interim) Vice President, Advancement 10. University Update Dr. Kim Schatzel, Interim President, Provost and Executive Vice President of Academic and Student Affairs 11. Student Body Update Steven Cole, Student Body President BREAK 12. Committee Reports A. Awards & Recognition George Harrison B. Chapters Jasmine Lee Action item C. Nominations & Elections Marques Thomey Action item 1

2 D. Outreach & Community Service Claudia Young E. Scholarship Pat Andrewes F. Bylaws Ruth Halsey Discussion G. Fundraising Nik Schillack 13. New Business 14. Open Forum 15. Adjournment 2

3 Eastern Michigan University Alumni Association Board of Directors Meeting McKenny Hall Saturday, April 18, 2015 Members present : Trudy Adler, Chad Allee, Patricia Andrewes, Patrick Barry, Robin Baun, Amanda Bennett, Ryan Buck, Tom Charboneau, Linda Edwards Brown, Randi Glaza (phone), John Godre, Mike Gomez, Ruth Halsey, George Harrison, Jasmine Lee (phone), Matt Mortier, Paul Nucci, Don Reichert, Niklaus Schillack, Gregory Sheldon (phone), Mauricio Silva, Marques Thomey, Tom Wells, Claudia Young Members absent: Robert Murkowski Ex officio members present: Susan Martin, Desmond Miller, Ann Thompson Emeritus member present: Bill Malcolm, Fred Roberts Emeritus member absent: Vicki Reaume (excused), Bud Schimmelpfenneg (excused) Others present: Tom Borg, Steven Cole, Sarah Fall, Jenita Moore, David Palmer, Hassan Stigler 1. Call to Order/Approval of the Agenda Mr. Barry called the meeting to order at 9:03am. Mr. Barry asked to add an update to the agenda to include a note from Mr. Kraft about the Homecoming parade. Agenda approved. 2. Roll Call Mr. Thomey took attendance. The results of the roll call can be found at the top the minutes. 3. Approval of February 14, 2015 Alumni Association Board of Directors Meeting Minutes Mr. Charboneau made a motion to approve the February 14, 2015 minutes. Mr. Reichert supported the motion. Minutes approved. 4. Alumni Association President s Report 3

4 Mr. Sheldon congratulated the retiring Board members and thanked those who have reached out for the support for him and his wife. 5. Alumni Association President Elect Report Mr. Barry shared that all members were given an updated Events Calendar for next year, which includes meeting dates for He also asked for members to complete the Committee Assignment Preference Sheet. Mr. Barry also shared that Mr. Schillack has been asked to sit on the search committee for Foundation Director position. Mr. Barry will serve on the search committee for the Dean of the College of Technology. An All Board Retreat has been announced for Saturday, June 13, 2015 to build relationships and discuss future plans for the Board, among many other topics. More details will be shared. Finally, Mr. Barry thanked all committee members for their work this year and for the committee chairs for their commitment. 6. Alumni Association Treasurer s Report Mr. Wells reviewed the report included in the meeting packet and announced the balance of the Board s accounts. Mr. Wells also shared that the Association s insurance bonding has lapsed and will not be renewed for the time being. Should the account balances exceed $10,000, bonding may be reconsidered for the future. Ms. Baun caught an error in the total cash deposit amount listed. Actual amount should include the checking account balance. Mr. Schillack posed a question about past reports of the license plate renewals. Ms. Halsey made a motion to approve the budget at the Board Retreat and Mr. Barry asked that official Board voting be considered at a regular business meeting. Ms. Halsey rescinded her motion. Mr. Buck asked that the past discussion about budget transfers to assist in the purchase of pins for Commencement be reconsidered. Ms. Thompson said that this request is no longer needed and funds will not be needed. Mr. Buck also noted that the Board should consider a policy to move excess budgeted funds to the endowment account. Mr. Charboneau noted that a bylaw change will need to be made to address the Treasurer being bonded in Article IV. 7. Office for Alumni Relations Report Ms. Thompson updated the membership count of the Alumni Association is at 13,430. This year, 349 online votes were cast in the Director Elections. The three Florida alumni events were successful and overall event 4

5 attendance is at 3,600+ and also includes alumni activities at the chapter level. The new University Gallery exhibit is called In Her Shoes and is now open. A comprehensive survey will be sent to all alumni to help with future planning. Ms. Thompson announced that, in conjunction with student leaders on campus, there will be a Senior Class Gift this year. 200 pencil pouches have been distributed to young students in area elementary schools and 600 Exam Survival kits were shared with EMU students in preparation of final exams. Ms. Thompson asked for all available to attend the Board Retreat. The website is being updated to a new content management system and minutes will be posted to the website in the near future. Upcoming Events include: TruEMU Day at the Eastern Market, Ypsi Pride, Alumni Awards, TruEMU Day at the DIA, TruEMU Night at Comerica Park, and 6 home football games. All dates and details can be found in the Upcoming Events Calendar. Ms. Thompson congratulated Mr. Thomey and Mr. Murkowski at the birth of their sons this past week. 8. University Update President Martin was greeted with a standing ovation from the Board in appreciation of her retirement announcement. President Martin addressed the great event and location in Denver and the chef s connection to EMU. Commencement is expected to be another record class, up 10%. Former NFL player, Charlie Batch, and Emmy Winning Producer, Sally Young, will be this year s Commencement speakers. There is a new Emu House, named after the animal, owned by the University that will now be used to host visiting guests. President Martin shared her excitement for the new University Gallery and the newest exhibit, which includes her shoes. McKenny Hall is continuing to be re inhabited. The Ballrooms and kitchen are operation and meeting rooms are being decorated with furniture donations from the Brehm Family. Rackham Hall is continuing to be renovated to keep up with the growing demand of the programs within the College of Health and Human Services. President Martin addressed the excitement over the incoming 2015 Fall class. Applications are over 13,000 and the trajectory looks great. Several Board members shared their appreciation her her dedication, passion, and love for Eastern Michigan University. 9. Student Body Update 5

6 Student Body President Miller shared the success of a few recent events. One event addressed issues surrounding the overconsumption of alcohol and promoted ways to drink safely. Mr. Miller also was excited about Club Halle, the opening of Halle Library for 24 hours during exam week. He also shared that there were some great learning experiences in the recent impeachment process but is thankful to still be President. Mr. Miller thanked all alumni for the support that they give to helping students. Mr. Miller also announced that the current Vice President will serve as the future President and introduced Steven Cole. Mr. Cole addressed the Board and is excited for the next year. Ms. Adler asked Mr. Miller about work on campus to address sexual assaults on college campuses. Mr. Miller shared several events on campus that happen monthly and annually to address. President Martin added that the University is supporting the work in this area with the creation of Coordinator of the Women s Resource Center and a Title IV Coordinator. BREAK from 10:07am to 10:17am. 10. Committee Reports A. Awards and Recognition Mr. Harrison announced the excitement for the Alumni Awards on May 16th. B. Chapters Report Ms. Baun shared that her comments can be read in her prepared report. C. Nominations and Elections Mr. Barry shared that speeches for Elections will occur in New Business. Other announcements are listed in the prepared report. D. Outreach & Community Service Ms. Bennett shared that she continues to look for volunteers for Ypsi Pride Day. Interested volunteers can sign up on the website. American Association Heart Walk is quickly approaching so please plan to attend. Other comments can be found in the prepared report. E. Scholarship 6

7 All scholarship applications are due on May 1, As of today, 20 applications have been received. The review process can be found in the prepared report. F. Bylaws Mr. Thomey reviewed the suggested amendments presented in the meeting packet. Ms. Baun motioned to accept the Bylaw changes as presented. Mr. Schillack seconded the motion. Mr. Schillack suggested a friendly amendment to include Board of Directors elected for a first term. Ms. Adler seconded the friendly amendment. Mr. Schillack withdrew his friendly amendment and presented a second amendment to include First term after the previous strike through. Mr. Buck supported the amendment. Amendment change will read as presented below: Article III Board of Directors First term Directors elected at the annual meeting will be eligible to run for elected officer positions at the following year's annual meeting. Directors that are elected or appointed after the start of the university s fiscal year will be eligible to run for elected officer's positions at their second annual meeting. Motion for the bylaw changes passes, as edited. G. Fundraising Mr. Schillack elaborated on the comments presented in his included report. Ms. Andrewes suggested that future work in fundraising include the current fundraising piece of the Scholarship Committee. Ms. Adler asked about support for fundraising from the University and President Martin included comments about the University s focus on filling needed positions to offer the needed support. 11. Old Business Homecoming Parade Mr. Roberts addressed an received from VP of Communications, Mr. Kraft, and voiced his displeasure in the position of the University to decline the event. The was shared with the Board members prior to the Board meeting. 12. New Business Speeches for Officer Positions Mauricio Silva rescinded his candidacy for Treasurer for career related reasons. 7

8 Those running for office spoke to their candidacy in the order below: Parliamentarian: Ruth Halsey Treasurer: Nik Schillack President Elect: Don Reichert and Marques Thomey Bonding of the Treasurer Mr. Charboneau motioned to cancel bonding of the Treasurer and Mr. Schillack seconded the motion. Mr. Wells clarified several Board members confusion on the issue of continuing the insurance bonding. Ms Thompson shared the University s Legal position is comfortable with the checks and balances that exists in the Board s policy without bonding. Mr. Charboneau withdrew his initial motion and amended his motion to change the bylaw in Article IV to replace the word shall to may to read The Treasurer may be bonded. Seconded by Mr. Thomey. Mr. Thomey called to question. Motion fails. Ms. Baun motioned to bond the Treasurer and President on Monday. Seconded by Ms. Edwards Brown. Motion passes. Mr. Buck shared the displeasure of many Board members that bonding at this point is a waste of $300, which is 15% of a small checking account. 13. Adjournment Ms. Andrewes motioned to adjourn the meeting. Supported the motion Mr. Buck. Mr. Barry adjourned the meeting at 11:22am. 8

9 Meeting Reports September 12, 2015 President s Report September 12,

10 As I begin my presidency, I wish you to know some things about my viewpoints and goals in working with the Board, its elected officers, the committee chairs and the Office for Alumni Relations. My Mantra: Communicate. Collaborate. Celebrate. This will drive my efforts for the next two years. My Goals o Present a positive public face for the Association and EMU at all events. o Continue to represent the alumni at events for alumni, chapters and the university. o Keep a clear, open and positive channel of communication with board members and the alumni office staff. o Support and assist the work of our officers, committees and alumni office staff. o Work with the Board and the Office for Alumni Relations to: o Connect with our current and future alumni. o Increase alumni participation and loyalty to EMU. o Continue to reach out to the Regents and Foundation to elicit financial and staff support for the goals and programming of the Association and the Office for Alumni Relations. o Increase communication with our department heads, deans and faculty in order to build support for our goals and programs. Some Specific Ideas o Balance the needs for efficiency and positive relationships on the board by providing and encouraging appropriate time for focused communication during our meetings. o Encourage board members to join us after board meetings for social time at a local establishment. o Investigate opportunities where we can meet for social events during the year. o Communicate with the Board regularly between our four scheduled meetings. Our Retreats I am delighted to tell you that the retreats have been outstanding. Dean Mike Tidwell has been efficient, engaging and energizing. He has served as both facilitator and consultant, as the flow of the retreat dictated. We have focused on our mission, goals and measuring those goals. One issue has been the roles and responsibilities of the Board of Directors and the Office for Alumni Relations. Ann and I continue to discuss this. I will be shooting some ideas to our Executive Committee for their feedback and then to you as the process continues. Big thanks to all those who have attended one or both of the retreats. We are working with Mike to find a date hopefully in October for our third session. You ll know the date as soon as we know the date. 10

11 Summer Reach Out I have communicated with the following people during the summer in an effort to continue to build relationships and to learn of their ideas for continuing to develop our association on the behalf of our current and future alumni: o Interim President Kim Schatzel o Interim Foundation Director Linda McGill o Regents Beagen, Crumm, Fitzsimmons, Stapelton and Treder Lang o Upcoming meetings with Regents Hawks and Webb I learned from this that there is strong support for building relationships with our alumni and that all parties see this as very valuable. In fact, the Presidential Search Committee feels very strongly about this and has directed the search firm to have a meeting with the association leadership and Ann Thompson. I have also spoken to the following groups on behalf of the association: o The Honors College Presidential Scholars at their recent Up North retreat on August 26. o Our newest students at the Move In Day Convocation on September 4. These contacts with our students are part of our goal to connect with our future alumni and build a connection that we hope will continue through commencement and beyond. Ratification of Committee Chairs Our bylaws require that I appoint the committee chairs and that the whole board ratifies them at the first meeting of the year. As you know, I will be appointing the following chairs: Awards George Harrison Bylaws (Ad Hoc) Ruth Halsey Chapters Jasmine Lee Fundraising (Ad Hoc) Nik Schillack Nomination and Elections Marques Thomey Outreach & Community Service Amanda Bennett Scholarships Patricia Andrewes Thank you to all the committee chairs, vice chairs and committee members. I will be asking you to ratify my appointments at our meeting. My Commitment to You 11

12 I wish you to know that I am fully committed to the success of this organization as we work to define our mission, goals and programming in order to engage and build the support of our alumni for the institution we all love so much, Eastern Michigan University. Please do not hesitate to contact me with ideas and concerns. I will do my very best to respond in a manner that is positive and productive. I look forward to working with you for the next two years, as I have for the past eight. I am appreciative and honored that you put your trust in me when you elected me President Elect two years ago. I will do all I can to validate your decision. Respectfully submitted, Patrick J. Barry, Jr., 71, 73 Eastern Michigan University Alumni Association 12

13 Committee Descriptions The majority of work that is done on behalf of the Alumni Association is done in committees. There are three categories of committees: o Executive committee o Standing committees o Ad hoc committees All members of the Board of Directors are expected to serve and actively participate on a committee. Some directors choose to serve on more than one committee. Committee assignments are based on a combination of the needs of the Board of Directors and the interests, time and talents of the individual directors. Committee assignments are made by the president of the Association and announced at the first regular meeting of the Board of Directors each fall. Descriptions Article V, Section 1, of the Bylaws describes the Executive Committee: The Executive Committee shall consist of the officers and the committee chairpersons as the president may designate. The Executive Committee is empowered to act on matters that arise between meetings of the Board of Directors and shall perform duties delegated to it by the Board of Directors. The Executive Committee shall serve as the financial oversight committee of the association and be the operating arm of the Board of Directors between regularly scheduled meetings, subject to the right of those persons enumerated herein to call a special meeting of the Board of Directors. Executive Committee members who miss two (2) unexcused meetings of the Executive Committee may be replaced by a majority vote of the Executive Committee. Article V, Section 2, of the Bylaws describes the Standing and Ad Hoc committees: The President, with assistance from the officers, shall establish from time to the time the Board of Directors standing and ad hoc committees. The members of each committee, including committee chair, shall be appointed by the President at the first regular meeting of the Board of Directors. Such appointments are subject to ratification by the Board of Directors. Each standing committee member shall serve for a period of one (1) year or until the president determines that such committee shall be disbanded, whichever comes first. The following committees have been established. Their descriptions follow on the subsequent pages. Awards and Recognition 13

14 Bylaws (Ad Hoc) Chapters Fundraising (Ad Hoc) Nominations and Elections Outreach and Community Service Scholarship EMU Alumni Association 14

15 Treasurer Report September 2015 Prepared by Niklaus Schillack 1. Report includes a. Simplified financial snapshot and Scholarship fund balance b. Updated FY15 Budget c. Integrated charts and graphs 2. Our current financial position is as follows: a. We have $75, in our alumni association account ( R12003 ) b. Checking account balance is $2, i. Total deposits were $0 ii. 0 check(s) written for $0.00 c. Total cash position of $75, d. Programs Endowment = $11, e. Scholarship Endowment balance is $443, f. Includes market gain/loss ($16,979.00) g. Includes $15, in donations/transfers since July 1, License Plates a. Calendar Q revenue = $8,120 b. Calendar Q revenue = $7,860 c. Rolling 4 quarter total = $31,935 d. Total YTD units for 2015 (calendar year) was 1,415 e. Total YTD revenue $15,980 f. Revenue since inception = $457, Budget Planning a. Current FY15 Spend is $11, (34.8% of the budget). Balance Sheet 15

16 Budget Planning License Plate Data 16

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19 Awards and Recognition Committee Purpose The Awards and Recognition committee serves as the Association s bridge to evaluation and development of programming that recognizes our Alumni and their contributions to Eastern Michigan University and the betterment of their community or profession. We are in charge of planning our signature event, the annual Alumni Awards. We are in the process of developing innovative and affordable programming that meets the mission of our organization. Committee Members, George Harrison Chair Tom Borg Ryan Buck Bill Malcolm Chad Newton Don Reichert Fred Robert Bud Schimmelpfenneg Jessica Nietrzeba Office for Alumni Relations Liaison Meetings Our committee meets in person to make our awards selections. We also meet in person and via conference call 5 6 times a year. We communicate regularly via electronic mail. Meeting times vary, with a typical time of one hour per meeting. Alumni Awards Categories Outstanding Young Alumnus/Alumna Award This award is presented to alumni whose achievements have been signified by personal honors bestowed upon them by their peers and who have demonstrated the worth of their education through their post college achievements. Generally, recipients have been graduates of EMU for less than 10 years or less then 35 years old. Alumnus/Alumna Achievement Award This award is given to alumni who have achieved distinction in their chosen field, clearly demonstrated the value of their college education, and maintained a continuing interest in Eastern Michigan University. Generally, recipients have been graduates of EMU for years. Distinguished Alumnus/Alumna Award This award is given to alumni who have achieved extraordinary distinction in their chosen field, demonstrated unusual service to others, and maintained a continuing interest in Eastern Michigan University. Generally, recipients have been graduates of EMU for more than 25 years. 19

20 Dr. John W. Porter Distinguished Service Award This award is presented to individuals who have made an outstanding contribution to Eastern Michigan University or the Alumni Association of EMU. Recipients need not be graduates of the University. Policies Faculty and Staff of Eastern Michigan University cannot be nominated for any award until at least one year after the date of separation as employee. Adjunct Faculty is exempt. Recipients of the Young Alumni Award are not eligible for other awards until 20 years after receiving said award. Young Alumni Award recipients are eligible for up to 2 awards in their lifetime. All other recipients may only receive one award throughout their lifetime. The Awards and Recognition Committee may consider a nominee for an award for which they were not nominated if the award criteria are more appropriate for their experience. The Vice President of Communications and the President of Eastern Michigan University will review the list of selected nominees prior to notifying recipients and the Board at large. If any recipient is questioned the Executive Committee will review the list and confer with the Awards and Recognition Committee regarding any recommendations as appropriate. The final recipient list may be adjusted based on the recommendation of the Executive Committee review. Members of the Board of Directors are not eligible for any award until 5 years after retiring from the Board. Decision Making Our decision making process is through discussion, presentation and voting. Recommendations to the Board are decided via majority of the committee with transparency regarding the number of votes for each recommendation. Methods for scoring Methods for scoring may be updated by the Awards and Recognition Committee at any time. 4 rubrics will be provided for assessment of all recipients, each of which is catered to specific award criteria. The members of the committee will score each person for the award for which they are nominated in advance of the selection meeting. The members Awards and Recognition committee will meet, ideally scheduled in November, with their top 5 choices for each award in rank order. Members that are not 20

21 able to attend in person may submit their selections to the chair for consideration in advance. The rank order scores will be combined with other scores and then be inverted. For example, if an individual was ranked #1 on a committee members list, they would receive 5 points, if ranked #5 they would receive one point, if ranked 3 they would receive 3 points and so on. Tentative Timeline for the Alumni Awards Nomination Letters send for nominations: August 31 September 4, 2015 Nomination Deadline: Friday, October 16, 2015 before 5 p.m. R and A Committee Selections: November December2015 Alumni Awards: Saturday, May 21,

22 CHAPTERS COMMITTEE REPORT COMMITTEE NAME & PURPOSE: Chairpersons Members: Members Absent: Committee Meeting Date: Action Item: Jasmine Lee Patrick Berry, Paul Nucci, and Mauricio Silva n/a n/a Next Committee Date: n/a Chapters committee moves to approve the Accounting & Finance Alumni as a fully chartered chapter of the Alumni Association. Activity since Last Report New Chapters Accounting and Finance Submitted all required material. Chapters Committee approved the chapter to be chartered on August 25, Needs full board approval. See motion above. Sponsorship Requests Construction Management was granted $1, toward their Annual Golf outing, to be held on September 8, The Dr. John A. Weeks & Construction Management Alumni Chapter Scholarship Golf Outing has been running for over 20 years. Hosted by Construction Management Alumni Chapter with help from EMU Staff & Faculty and the EMU Foundation. The event generates funds for two different scholarships that support numerous students enrolled in the Construction Management Program. E Club was granted $1, toward their annual Athletic Hall of Fame, to be held on September 18, 2015 The E Club Athletic Hall of Fame is a dinner and award ceremony recognizing a outstanding (5 8) EMU former athletes who are selected for there accomplishments and enhancing the EMU athletic image and re engaging alumni with the university. Chapter communication Transition Year: will be the transition year for the new chapter structure (see forms attached). The Chapters Committee and Hilary from Alumni Relations will assist Alumni groups in finding their new space as a fully endorsed Alumni Chapter, Alumni Network, or Contact List. Hilary has communicated with all Alumni Network Leaders and Alumni Chapter Presidents regarding new online enhancements and homecoming reservations Join Chapter link on alumni group list page creates added ease for members to join and pay dues on the alumni website. Dues go directly to the chapter, but are doubly counted as gifts toward the EMU Foundation. 22

23 Network gifts link has been added to the alumni group list page and creates added ease for networks to give on behalf of their network, but are doubly counted as gifts toward the EMU Foundation. Alumni Group Support links to forms for design, communication, and sponsorship requests. Chapters and Alumni Networks are able to reserve a table under the Homecoming Tent for Save the date: Homecoming is October 10, 2015 For up to date homecoming events, check out the homecoming website! Chapter of the Year This year s Chapter of the Year Award will follow last year s structure, however the Chapters Committee will work this year to develop a new award process that mirrors the new alumni group structure. Chapter of the Year Award is planned to be announced by Homecoming, or at the latest, the November Executive Board meeting. The following chapters have submitted annual reports and are eligible for the Chapter of the Year Award Athletic Training Alumni Black Alumni Association Chapter Chicago Chapter Alumni Communication, Media and Theatre Arts Alumni Chapter Construction Management Chapter Alumni Dolores Soderquist BREHM Scholars Alumni E Club Alumni Chapter HESA Alumni Chapter Hotel & Restaurant Management Alumni Chapter Las Vegas Alumni Chapter Latino Alumni Chapter MPA Alumni Chapter Northeast Ohio Chapter Occupational Therapy Chapter Paralegal Program Alumni Association Chapter Social Work Alumni Chapter Young Alumni Council Chairperson Signature & Report Date Jasmine Lee 23

24 Nominations and Elections Committee Report September 12, 2015 Committee Members Marques Thomey Linda Edwards Brown George Harrison Paul Nucci Don Reichert Ann Thompson Chair Office for Alumni Relations Liaison Committee Report All committees have met/will have met by September 12 and will their updated Policy Manual to the whole board by October 1. Thank you to all of those who reviewed the Policy Manual and contributed to the update for the coming year. All members of the current Board of Directors are asked and encouraged to check the accuracy of their status on the Board and their eligibility for office. See separate eligibility document. If there is an error, please let committee chair Marques Thomey know ASAP. Available Board seats include those of three term limited Terms for Linda Edwards Brown, John Godre, Jasmine Lee and Matt Mortier expire at the end of this school year and are eligible to run for a Director position in Terms for Patricia Andrewes, Ryan Buck, Bobby Murkowski and Don Reichert expire at the end of this school year and are not eligible to run for a Director position in Thus, a total of eight (8) seats may be available. Elected offices at the 2016 Annual Meeting will include the office of Secretary. In an effort to be both transparent and efficient, the committee encourages those Directors who are eligible and interested in an office to let committee chair Marques Thomey know as soon as they have made their decision. He, in turn, will communicate that information to the Board of Directors in a timely manner. ACTION ITEM Committee Meetings Meetings may be done in person or by conference call. The committee will meet: September 1 Confirm the Nominations & Elections process and dates January 5 Confirm applicants and determine interview schedule January 26 Determine qualified candidates Feb April As necessary to resolve any election process issues Key Nomination Process Dates for Directors 24

25 November 2 Application information goes online this week January 4 Applications are due January 8 15 Applicants are interviewed by the committee January 19 Qualified candidates are determined by the committee January 23 Candidates are notified and asked to speak at the Feb. 14 board meeting February 20 Candidates speak at the board meeting Key Election Process Dates for Directors March 21 Candidates bios will be published via web site and E Edge Notice of Annual Meeting and election date will be published April 15 Online voting closes at 3pm April 16 Election for Directors occurs at the Annual Meeting April 17 Those elected as Directors will be notified by Pat Barry Key Nomination Process Dates for Officer Positions February 14 Known candidates for officer positions will be announced April 18 Candidates for office positions will speak to their candidacy at the regular board meeting Key Election Process Dates for Officer Positions April 17 April 18 April 18 Candidates who wish to be on the ballot will notify Marques Thomey and Ann Thompson by 10am so that ballots may be printed Candidates for office will speak to the board at the regular meeting Election at the Annual Meeting Notes: Write ins will be allowed. There will be no speaking to one s candidacy during the Annual Meeting Respectfully submitted, Marques R. Thomey 25

26 Outreach Committee Report September 12, 2015 Committee Members Amanda Bennett (chair), Claudia Young (vice chair), Chad Allee, Randi Glaza, Mike Gomez, Christine Melnik, Jenita Moore Report Ø First Meeting of the New Academic Year was Wednesday, Aug. 12 o Members in attendance: Amanda Bennett, Claudia Young, Mike Gomez and Randi Glaza Ø Ypsi Pride and Heart Walk o The committee decided to give each event another shot in We have some things we d like to do differently, but we want to give each event an opportunity to grow. Ø EMU Alumni Night at the Basketball games o We re checking on special events that are already schedule so we can piggyback on what s already happening. Ø Hat and Mitten Drive o We want to extend this effort to all alumni events that happen during the winter months. We thought maybe beginning at Homecoming, at the events that are alumni specific activities. Ø Postcards o We d like to purchase postcards for two specific reasons. To have students write messages and thank you notes to donors To have alumni volunteers write to newly admitted students This has direct impact on students who are admitted, but haven t decided where to attend. Will have to work with the admissions office to obtain list of newly admitted students. Samples from WSU were given to Ann and Matt at the Executive Board Meeting. Respectfully submitted, Amanda Bennett Chair, Outreach Committee 26

27 EMU Alumni Association Board of Directors Scholarship Committee Report September 12, 2015 Committee Members Patricia Andrewes Chair Ruth Halsey George Harrison Matt Mortier Vicki Reaume Don Riechert Hilary Simmet Office for Alumni Relations Liaison 1. Five undergraduate Alumni Legacy Scholarships were awarded for They were awarded to the following individuals. All accepted their award. Brielle Bashore (incoming freshman) Haley Quinn (current EMU student) Lily Earl (incoming freshman) Christine Kardel (current EMU student) Emily Locke (current EMU student) 2. Two additional topics were discussed at the meeting: a. Rewording our statement regarding the use of our sample resume b. Converting total points prior to selection meeting 3. The Scholarship Committee document has been revised and additional documentation was added for the Committee Policy Manual 4. The proposed Scholarship Committee Schedule for 2016 is as follows: May 6, 2016 (Friday) Application Deadline May 10, 2016 (Tuesday) or May 11, 2016 (Wednesday ) Applications made available in Dropbox for reading and selection by committee members June 11, 2016 (Friday) individual committee members choices due to the Scholarship Chair June 8, 2016 (Wednesday) Meeting to choose the final recipients McKinney Hall time to be determined Respectfully Submitted 27

28 Patricia M. Andrewes Chair Bylaws Committee Report August 26, 2015 Committee Members: Ruth Halsey (Chair), Tom Charboneau, John Godre, Jenita Moore, Bobby Murkowski, Bud Schimmelpfenneg, Ann Thompson Item for Discussion & Vote The Bylaws Committee met on August 10 th to discuss the topics listed below and is recommending the following amendments to the Bylaws. Note that removed words are stricken through, and added words are in bold. ARTICLE IX Bonds The Treasurer shall be bonded under terms and conditions to be established by the Board of Directors. Recommended Amendment The Treasurer shall may be bonded under terms and conditions to be established by the Board of Directors. Rationale: Provides flexibility to the Board of Directors to keep the Treasurer bonded at the discretion of the Board of Directors. Item for Discussion In addition, the Bylaws Committee Policy Manual Description was revised to include: Process for Editing a Bylaw 1. A bylaw is identified as needing review or development 2. Bylaws committee meets and prepares draft revised language for the bylaw 3. Proposed language is provided, in advance, to the Board of Directors, when board packet materials are ed by the Secretary. In this same , revised bylaw(s) language is called out, and the Board is notified that they will vote on the revision to the bylaws at the meeting 4. Unless identified as time sensitive by the Bylaws Committee, edits to the bylaws will be gathered over the course of the year and presented to the Board of Directors prior to the Annual meeting, and voted on at that meeting 5. Approved bylaw revisions take effect immediately upon approval by the Board of Directors 6. Approved bylaws revisions are incorporated into the current bylaws by the Secretary and the revised bylaws are distributed to the Board of Directors 28

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