OLLI at Yavapai College, Prescott Governing Council ( GC ) Agenda August 17, a.m. Building 31, Room 102

Transcription

1 OLLI at Yavapai College, Prescott Governing Council ( GC ) Agenda August 17, a.m. Building 31, Room 102 Council Members Present (Quorum present at meeting): Ward Stanke Penny Devlin Mark Dillion (Alt) Ken Appletree Dave Rothgery Tricia Berlowe, OLLI Administrator Carol Hammond Bill McFarland Sandra Bennett Bill Miller Others Present: Kelly Boryca, Barbara Mace, Rachel Turet Excused: Ray Lee, Saul Fein, Pat Beitel Absent: I. Call to Order 9 am II. Approval of Minutes Action Taken: The minutes of the July 20, 2017 meeting were amended and approved by acclamation. III. Executive Report Penny D Election of GC Executive Committee o The following GC Members were elected to serve as the 2018 GC Executive Committee: Ward Stanke as Chair, Dave Rothgery as Vice Chair, and Penny Devlin as GC Secretary. Executive Council: Role of Vice Chair o Agreed to expand the role of Vice Chair to include leadership for strategic planning process. Penny to update OLLI Executive Committee Charter, Roles and Responsibilities document, dated Page 1 of 5

2 Dec to reflect expanded role. Updated document will be presented to GC at September meeting Strategic Planning Meeting Dave R o Meeting scheduled for August 28 th. All GC Members and Committee Chairs should plan on attending from 10:30 through 2pm. o Meeting Preparation: Prior to the meeting, attendees should review Mission, Values and Goals from 2017 meeting. Committee Liaison Assignments Penny D o Reviewed Committee Liaison Assignments and confirmed as follows: (Note: GC Members that are also Committee Chairs will function as both Chair and Liaison). Community Partners Carol H Curriculum Dave R Executive Ward S Finance Bill Miller Membership NOTE: Following meeting GC Exec Committee decided to ask Pat B to accept role as Liaison Nominating Bill McFarland Policies & Procedures Sandra B Long Range Ward S Social Ray L Special Programs Note: Following meeting, Penny agreed to chair this committee and act as liaison Technology Ken A IV. Staff Report - Tricia Fall I enrollment underway with high participation. Fall II programing is complete. Enrollment in September field trip to Phoenix Symphony is low and trip will likely be cancelled. Connie DelCastillo, newly hired Olli Administrator was introduced to GC members. V. Committee Reports: Page 2 of 5

3 A. Nominating no report B. Community Partners Carol H Prescott Public Library was awarded Grant PV Public Library Community Read Program Discussion with author of book about Prescott Hotshots was well attended. Denise Woolsey, new YC Faculty Advisor is interested in further partnership projects between OLLI and PTK. Kelly B is investigating potential partnership opportunities with local chapter of League of Women Voters C. Curriculum No Report D. Finance Bill Miller Written summary report was presented by Bill Motion o Preliminary FY17 financial results (written report) o Reserve balance is approx. $80K. o Recommend transferring approx. $50K of reserve balance to endowment fund. Motion by Dave R to authorize Finance Committee to transfer funds from reserve balance to Prescott OLLI endowment fund. Motion was seconded and approved. Policies and Procedures Committee to review existing rules regarding major finance decisions to ensure GC review/approval. Sandra B Fund Raising - Finance Committee is continuing to pursue more formal programs for increasing endowment through member donations. approval. E. Policy and Procedures Sandra B Sandra reviewed proposed changes to Policies and Procedures. Proposed changes are listed as Attachment 1 of these meeting minutes. Motion Motion by Sandra B to adopt changes to Policies and Procedures (as shown in Attachment 1) Page 3 of 5

4 Motion was seconded and approved. F. Technology Dave R Rachel Turet is new Chair of Technology Committee Need for On-line repository for documentation is not clear. This item will be removed from 2017 Goals. OLLI staff will notify GC if and when online retention tools are required. G. Publicity Kelly B Committee is now fully staffed and developing programs/strategies to achieve 3% membership growth. H. Long Range Barbara M Survey has been developed to gather information regarding membership renewals. Survey results will be reported to GC in September meeting. I. Social Tricia B Social Committee meeting on August 23 rd. New committee chair will likely be identified following meeting. J. Special Interest Groups No Report VI. VII. Unfinished Business New Business VIII. Any further business for the good of the order Page 4 of 5

5 Attachment 1: Proposed changes to Policies and Procedures: August 2017 GOVERNING COUNCIL Each July, year, the newly elected Governing Council members will review the previous year s goals and progress towards meeting those goals. The newly elected Governing Council will set goals for the fiscal year. Rationale: This reflects the actual practice of the GC having its retreat in the autumn. In May, If neither the Governing Council Chair or Vice Chair are re-elected, the Governing Council will select a pro-tem chair to conduct the Council s July meeting until the August meeting. In August July, the Governing Council elects the Chair, Vice Chair, and Secretary from among their members by paper vote. All motions shall be part of the minutes and minutes will be reissued with corrections. A Parliamentarian should be appointed by the Chair to help ensure meetings adhere to parliamentary procedures. Rationale: This change lessens the transition time between officers to avoid having several meetings without an official Chair. COMMITTEES Finance The Finance Committee develops an annual budget with input from the Governing Council, Staff, and OLLI s College Liaison. The procedures used shall be in accordance with Yavapai College. The proposed budget is submitted to the Governing Council for approval and then presented to the membership at the annual meeting annually. The Finance Committee meets periodically throughout the year to review the budget and OLLI spending. Financial reports prepared by the Finance Chair and Administrator are presented to the Governing Council monthly each academic session.. The reports shall include a summary of all sources of revenue (including membership fees, foundation income, donations to scholarship and operating expense funds, trip fees, etc.), all categories of expense (including administrative costs, operating expenses, trip expenses, or any other disbursements of funds), and identify financial trends and risks. Rationale: These changes reflect current practice of the Finance Committee. Page 5 of 5