Bob Smith, Past President University of Arizona Anna Wu, Treasurer University of North Carolina, Chapel Hill Bill Haverly, President University of Colorado, Boulder Larry Fusaro, Vice President Purdue University Jim Miller, Secretary Johns Hopkins University MINUTES 2014 SUMMER MEETING BOARD OF DIRECTORS Hesburgh Room, Morris Inn University of Notre Dame, South Bend, Indiana June 22, 2014-1:00 PM to 4:00 PM Attendees: Bill Haverly, President Larry Fusaro, Vice President Anna Wu, Treasurer Jim Miller, Secretary Bob Smith - Past President 1. Call to Order and Review of Agenda - President Haverly welcomed the Board to Notre Dame and gaveled the meeting to order at 1:10 PM EDT. 1.1. The Agenda was accepted as presented. It was noted that the order of the meeting would respond to the arrival of participants. Meeting Notes represents subjects covered but not the order of presentation. 2. Old Business 2.1. Minutes from the teleconference 2014 Spring Board Meeting were reviewed and accepted as presented. 2.1.1. ACTION: Upon receiving a motion and second, the minutes were approved by the Board. 3. New Business 3.1. Membership Report 3.1.1. Resignations - No resignation requests were received. 3.1.2. Pending New Members 3.1.2.1. Twelve pending new members, whose applications have been previously approved, remain outstanding pending attending their first annual conference. Pending members must attend an annual conference within three years of approval or the approval is withdrawn. 3.1.3. * Request for Membership 3.1.3.1. Regina Bleck, Vice President for Design and Construction at Georgetown University submitted an application for regular membership. Jay reviewed his application and recommends approval by the Board with formal membership contingent upon attendance at an annual conference by June 2017. ACTION: Upon receiving a motion and second, Ms. Bleck s membership was approved by the Board. 3.1.3.2. James Ross, University Architect at University of North Carolina at Wilmington submitted an application for regular membership. Jay reviewed AUA Summer Board of Directors Meeting - June 22, 2014 - page 1 of 6
his application and recommends approval by the Board with formal membership contingent upon attendance at an annual conference by June 2017. ACTION: Upon receiving a motion and second, Mr. Ross s membership was approved by the Board. 3.1.4. * Change to Affiliate Status 3.1.4.1. Paul Leef left the University of Colorado at Boulder and requested having his membership changed to affiliate status. ACTION: Upon receiving a motion and second, Paul s membership status change to affiliate was approved by the Board. 3.1.5. * Request by Affiliate Member to Reinstate Regular Membership - None received. 3.1.6. Request for Emeritus Status (Board recommends to membership) 3.1.6.1. Ed Denton, Lee Gavel, Hugh Kilpatrick, Michael Moorman, and John Pearce all requested change to emeritus status. The Board endorsed recommending approval by the membership for all. 3.1.7. Change in Institutional Employment 3.1.7.1. Bill Haverly requested a change in institutional employment to reflect his move to the University of Colorado at Boulder. Past President Smith certified the change. 3.1.8. * Terminations - None required, 3.1.9. Reinstatements - None received. 3.1.10. Necrology 3.1.10.1. John Rishling, AUA passed on June 27, 2013 and will be recognized at the Annual Business Meeting. 3.1.10.2. Jim Smith, AUA passed on August 10, 2013 and will be recognized at the Annual Business Meeting. 3.1.10.3. Elwin Stevens, FAUA passed on April 3, 2014 and will be recognized at the Annual Business Meeting. 3.1.11. Other Membership Issues 3.1.11.1. Jay Bond noted that only 2 gold emeriti pins remain. 3.1.11.2. ACTION: Upon receiving a motion and second, $2,500 was allotted for purchase of additional pins. This amount will be added to the 2015 budget. 3.1.12. AUA Roster and Directory (Miller) 3.1.12.1. Secretary Miller reported a pre-conference membership count of 126 regular members and 15 affiliates. Of the 12 pending new members, 5 are anticipated to attend the conference. 3.1.12.2. Secretary Miller continues to work on filling in missing data on the Membership Roster. 3.2. Treasurer s Reports 3.2.1. 2013 Final Financial Reports 3.2.1.1. The reports to be presented to the membership at the Business meeting were reviewed and adjusted for clarity. 3.2.1.2. Treasurer Wu noted that the association s 2013 taxes statement have been filed. 3.2.1.3. Treasurer Wu indicated the web hosting fees have been paid through June 2015. 3.2.1.4. Past-President Smith noted the AUA is in great shape financially and we should focus on reinvesting in the organization where prudent to do so. 3.2.1.5. It was noted that discrepancies between budgeted and actual amounts exist due to how conference expenses are reported. This is often the source of confusion in the review and presentation of the information. Secretary Miller will review with Andrew McBride to attempt to bring clarity to the issue while preserving uniformity in what is typically presented at the business meeting. 3.2.2. Conference Budget - see 3.3.2 below 3.2.3. Membership Dues 3.2.3.1. Delinquent 2013 dues have been collected and none remain outstanding. 3.2.4. Non-budgeted Expenditures over $100 3.2.4.1. There were no non-budgeted expenditures over $100. 3.2.5. Proposed 2015 Budget AUA Summer Board of Directors Meeting - June 22, 2014 - page 2 of 6
3.2.5.1. Treasurer Wu presented the 2013 Use of Funds, Statement of Net Worth, Conference Comparison, and Actual Expenditures reports for comparison purposes. 3.2.5.2. Treasurer Wu reviewed the proposed 2015 Budget based on 139 dues paying members and including $10K for phase 2 website improvements. 3.2.5.3. It was noted that the projected dues income is likely lower than will be realized due to increased membership. 3.2.5.4. ACTION: Upon receiving a motion and second, the 2015 Budget was approved by the Board. 3.3. Annual Conference 2014 - University of Notre Dame 3.3.1. Review of Program 3.3.1.1. Doug Marsh reported that the planning for the conference has gone smoothly and is in good shape. A robust program is provided with earlier end times on Wednesday and Thursday to allow flexibility for other activities. 3.3.2. Review of Projected Budget 3.3.2.1. Attendance of 121 members and emeriti plus 48 guests is anticipated. 3.3.2.2. Income is projected at ~$116K less expenses of ~$106K yielding a net income of ~$10K. The expenses include a $2,500 contingency that may not be needed. 3.3.2.3. Doug reviewed food and beverage expenses that were very favorable. 3.3.3. Other Conference Issues 3.3.3.1. The Board commends Doug and Pam Marsh and the Program Committee for an outstanding job of organizing the conference, planning a very interesting program, providing plentiful quality food, and doing so with a very reasonable budget. 3.4. Annual Conference 2015 - UNC/Duke/NCSU - Treasurer Wu reviewed the following. 3.4.1. Review of Program 3.4.1.1. Monday and Thursday will be at UNC, Tuesday and Wednesday at NCSU and Duke. 3.4.1.2. Picnic will likely be at UNC s botanical garden. 3.4.1.3. The Board suggested the Program Committee consider using the 60th anniversary to focus on reflections of the past and AUA history. Mary Cox has compiled information on the association s history and should be contacted for participation. 3.4.1.4. Optional events being explored include a farm-to-table meal and a Durham Bulls baseball game. 3.4.1.5. Guest program needs a chaperone/host/guide. The Board agreed that UoO should provide this service. The committee will develop the guest program. 3.4.2. Review of Projected Budget 3.4.2.1. The budget is being based on 135 members and 20 emeritus. The committee plans to survey the membership in the Fall to gauge interest. 3.4.2.2. Transportation costs will be higher than recent conferences, especially if numbers trigger an additional bus. 3.4.2.3. ACTION: Upon receiving a motion and second, the Board approved a $5,000 stipend from reserves for use to support conference expenses. 3.4.3. Conference Hotel Status 3.4.3.1. Anna has made preliminary arrangements with the Carolina Inn for $169 per night. The contract will be forwarded to Linda Smith for review. 3.4.4. Other Conference Issues 3.4.4.1. As the AUA 60th anniversary, it was suggested contacting emeriti members to encourage participation. Secretary Miller volunteered to lead this effort. 3.5. Annual Conference 2016 - University of Washington, Seattle - Co-host Jill Morelli reported the following: 3.5.1. Program Committee AUA Summer Board of Directors Meeting - June 22, 2014 - page 3 of 6
3.5.1.1. Jill and Rebecca Barnes to co-host. Secretary Miller will be the Board liaison. Members of the committee are being identified, Jill to try and finalize after the conference. 3.5.2. Program Highlights 3.5.2.1. Time will be split between various University of Washington campuses. Great options exist for the guest program. 3.5.3. Discussion of Budget Expectations 3.5.3.1. The Board indicated an understanding that costs to host in Seattle could be high and encouraged the hosts to plan for a quality conference knowing a stipend may be required to cover expenses. 3.5.4. Conference Hotel Status 3.5.4.1. Conference housing will be in a student facility that is used for such purposes. The Board was comfortable with this approach. 3.5.5. Other Conference Issues 3.5.5.1. The date of the conference was set for June 26, 2016 to June 30, 2016. 3.5.5.2. Secretary Miller will solicit a letter from university leadership inviting the AUA to hold their conference on the campus. 3.6. Annual Conference - Future 3.6.1. Potential locations include Emory/Georgia, Calgary, SMU, University of Iowa, and Penn/Drexel/Temple. 3.6.1.1. The Board recommends University of Iowa for the 2017 conference. 3.6.1.2. Secretary Miller will solicit a letter from university leadership inviting the AUA to hold their conference on the campus. 3.6.1.3. Vice President Fusaro noted that if expressions of interest in hosting the conference are received from members and/or institutions, the Board should formally respond. 3.7. Committee and Task Force Reports 3.7.1. AIA/CES Continuing Education Credits 3.7.1.1. Bill Haverly reported that Vic Douglass has received confirmation of sufficient AIA/CES Continuing Education Credits to fulfill annual requirements in advance of review of the Case Study materials. 3.7.1.2. The Board wishes to express their sincere thanks and commendation to Vic for taking over this responsibility and executing in a stellar fashion. 3.7.2. Archives 3.7.2.1. Joe Bilotta indicated he believes the entire Archives has been scanned and uploaded to the website. It has been organized by year. 3.7.2.2. Vice President Fusaro noted that he has two boxes in his office and will follow up with Ted Weidner and Howard Parker to verify whether all materials have been scanned. 3.7.2.3. Once it has been verified that all the materials have been scanned, the Board will determine the disposition of the original physical materials. 3.7.3. Case Studies Committee 3.7.3.1. The number of applications was low. Membership should be encouraged to take a more active role in sharing their experiences and knowledge at our conferences. 3.7.4. Information Technology Committee 3.7.4.1. Joe Bilotta reported that the AUA Website 2.0 was ready to launch at the meeting on Monday with a live demonstration. 3.7.4.2. Some aspects of the AUA Website 2.0 were still being worked on with data uploads and organization remaining. 3.7.4.3. The Board encouraged the committee to collect feedback on the website and move forward with additional improvements to add features such as dynamic photos, enhanced titling of photos, and other features that improve usability. 3.7.4.4. Joe indicated and Treasurer Wu confirmed that invoicing for support services for the website have been negligible. AUA Summer Board of Directors Meeting - June 22, 2014 - page 4 of 6
3.7.4.5. The Board is including $10K in the 2015 budget for future improvement to the website. 3.7.4.6. The Board wishes to express their sincere thanks and commendation to Joe and the Information Technology Committee for the excellent work undertaken on maintaining and enhancing the website. 3.7.5. Professional Practice Committee - No report. The Board noted that Carole Acquesta has been taking a more active role in the committee. 3.7.6. Sustainability Committee - No report. 3.7.7. Heritage / Preservation Committee 3.7.7.1. Michael Rickenbaker reported on the committee s conference presentation and preliminary survey results. 3.7.7.2. Michael, who has been Committee Chair for 4 years, indicated he expressed a desire to step down and Richard Yeager volunteered to lead the committee. The Board accepted the proposed change. 3.7.8. Nominating Committee 3.7.8.1. Distinguished Service Award - Past President Smith reported the nominating committee s recommendation that Jay Bond be presented with a Distinguished Service Award in recognition of his years of exemplary contributions to AUA. The Board enthusiastically endorsed the recommendation. 3.7.8.2. Slate of Officers - The Board accepted the nominating committee s recommendation that Alex Roe be submitted to the membership for consideration for joining the Board. The resulting slate of officers would consist of: 3.7.8.2.1. President - Larry Fusaro 3.7.8.2.2. Vice President - Anna Wu 3.7.8.2.3. Treasurer - Jim Miller 3.7.8.2.4. Secretary - Alex Roe 4. Other Business 4.1. Contracts & Insurance 4.1.1. Treasurer Wu reported that insurance contracts were current. 4.2. AUA Management & Operation 4.2.1. Guidelines, Constitution and By-Law Update - see 4.2.2 below 4.2.2. Committee / Task Force Review 4.2.2.1. Past President Smith reviewed the recommendations of the AUA Policy Review Task Force to add provisions to the Member Conduct section of the AUA Policies & Guidelines (rather than modifying the Constitution or By-Laws) regarding AUA Affiliate Member Communications: Communications for Solicitation Purposes Affiliate Members may not send out blanket communications to multiple Members for the purpose of soliciting potential clients for themselves or their company. Distribution of Member Contact Information Affiliate Members may personally contact individual Members to discuss potential needs for consultant services as may be appropriate given the Affiliate Member s position in their company, but they may not give AUA Member contact information to others within their company, nor to anyone outside the AUA, for any purpose. Announcements to Members Affiliate Members may personally send an email announcement to the AUA Membership regarding their relocation to a new company, position or address, but they may not provide AUA Member contact information to others within their company for announcement purposes. 4.2.2.2. Past President Smith reviewed the recommendations of the AUA Policy Review Task Force to add provisions to the AUA Policies & Guidelines that would apply to all AUA Members: AUA Summer Board of Directors Meeting - June 22, 2014 - page 5 of 6
E-Mail Inquiries & Responses The AUA Member Directory is made available to Members to facilitate e-mail inquiries that can be beneficial to the membership. This directory is not to be shared with anyone outside the AUA to protect Member privacy and prevent unsolicited contacts from non-aua individuals or entities. AUA Members may request information from others within their organizations to help answer questions asked in an AUA e-mail inquiry, but only AUA Members should respond back to an AUA e-mail inquiry. New Membership Requirements Individuals that have been approved for AUA Membership must attend an AUA conference before they officially become Members of the AUA. Failure to attend a conference within 3 years following approval will result in the nullification of the approval, making a new application necessary for future membership consideration. 4.2.2.3. The recommendations were reviewed and accepted by the Board. Official action by the Board or the membership is not required for modifications to the AUA Policies & Guidelines. 4.2.3. AUA History Update 4.2.3.1. Mary Cox is continuing to update the AUA history document for distribution to the membership. 4.3. Review of Annual Business Meeting and Banquet Agenda 4.3.1. Attendance and Quorum 4.3.2. Moments of Silence - Rishling, Smith, Stevens 4.3.3. Membership Votes - Minutes, Budget, Emeritus and New Members, 2017 Conference 4.3.4. Board Recommendation of Officer Nominations - vote required 4.3.5. Propose Approval of Nominating Committee - vote required 4.3.6. Other Topics 4.4. New Business - There was no new business. 4.5. Sign Resolutions - Board members signed resolutions for distribution at the banquet. 5. Conclusion- President Haverly gaveled the meeting to a close at 4:24 PM EDT. * Action Item for Board approval Macintosh HD:Users:jmille60:JHU:AUA:AUA Board:2013-Boston to 2014-Haverly:aua 2013 board meeting-fall:aua-fall board meeting-minutes-20131102-approved.docx AUA Summer Board of Directors Meeting - June 22, 2014 - page 6 of 6