Wilberforce University Alumni Association Board Meeting Minutes Saturday, October 15, 2016 Hampton Inn & Suites Baltimore, MD I. Call to Order: Vice President Marvin D. Morrison called the meeting to order at 9:19AM. II. III. IV. Invocation: Rev. Dr. Floyd W. Alexander rendered prayer. Roll Call/Minutes: Ms. Latoya N. McFarland took roll call. The July 21, 2016 Board Meeting minutes were emailed to Board Members and Committee chairs; copies were also provided at the meeting. Motion by Latoya McFarland and second by Col. William Lee to accept the July 21 st Minutes. Motion passed BOT Report: Mr. John Tolbert III The Board of Trustees (BOT) met and a number of topics were discussed; many took place by way of conference call during the transition of the new President. However, some of the main areas that should be mentioned are as follows: Dr. Herman Felton was selected as the new President of Wilberforce University. Dr. Felton attended his first BOT meeting and presented the BOT with a brief but positive report on the goals that he will be striving towards as the new President and, the standards of excellence that he expects from the staff, faculty, administration and the students. Within his report, he also pointed out that there was still much work to be done and that the University still needs to continue to raise funds in order to meet many of its outstanding debts from years back. He gave us some indication that with the staff that he was putting together, the University should begin to make progress towards reducing and hopefully eliminating some of the past debt. Dr. Felton presented the BOT with a new rendition of the University Logo and the proper use of the Seal of the University. This can be seen currently by going to the University s website. He wants the use of the logo and official seal to be used properly on ALL letterhead, advertising, marketing and promotion of the University. The BOT members each were reassigned to various Board Committees that suit the background and interest of the members; those Board members that were present, all received Board and Governance training. This is a commitment that all members made and, it also was a condition of the Show Cause report. The BOT will work very closely with Dr. Felton during the early months of his appointment and will continue to improve the collaboration between the BOT and the University Administration. Presently, the enrollment of the University is better than it has been in the past 2 years. The key to stabilizing enrolled students is retention. President Felton has addressed this issue with the staff he has hired with expertise in the area of enrollment/retention, as well as Institutional Advancement. The University is in the process of hiring Director of Alumni Affairs. The CLIMB program is being revamped. The new University website was launched yesterday. Motion by John Tolbert and second by Nicole Bohanan to accept the BOT Report. Motion passed V. Treasurer s Report: Mrs. Lynette J. Mayberry-Mays Refer to Balance Sheet as of September 30, 2016 and Statement of Revenue and Expenses September 30, 2016 distributed at meeting As of September 30, 2016, Total Expenses were $2088.26 over Total Income The Atlanta Conference Income and Expenses Report will not tie to Statement of Revenue and Expenses as categories are not aligned at this time The Association s primary loss for the Atlanta Conference is under Conference Sponsors. The original sponsorship figure given was $40,000+; actual amount realized was $14,500. Board is requesting Mark Wilson to following up on the sponsorships that were not honored. Motion by Lynette Mayberry-Mays and second by Rev. Floyd Alexander to accept the Treasurer s report subject to audit. Motion passed
VI. VII. VIII. Budget & Finance: Mr. James B. Stafford III Refer to WUAA 2017 Budget Proforma distributed at meeting The Budget is determined by looking at historical data The Conference Budget is based on the prior year s attendance and conference fees If the conference planning stays within 70-80% of budget, the Association makes money Sponsorships are not included in the Budget until money or a promise to pay/contract is received or signed Motion by James Stafford and second by Nicole Bohanan to accept the Budget and Finance Committee report. Motion passed The Budget and Finance Committee recommends that the Budget and Finance Committee be established as a Standing Committee under Article X Standing Committees of the Constitution Motion by James Stafford and second by Sheri Neale to refer the Budget and Finance Committee s recommendation to the Constitution Committee. Motion passed Nominations/Elections: Ms. Gwendolyn Q. Brown on behalf of Rev. Kenneth B. Bibb (Informational Only) Five (5) Board Members terms will expire in 2017 Committee has started receiving petitions. The deadline is January 2, 2017 Committee will work to utilize the electronic voting process; and will need assistance from the Communications Committee in gathering email addresses for ballots Committee Reports: Conference Planning Atlanta Conference Update: Mr. Marvin D. Morrison/Ms. Latoya N. McFarland (Information Only) o Total Conference registrations was 367; Basic 108; Green 91; and Gold - 168 o Total profit from the Souvenir Book was $3890 o The Board needs full disclosure of problems that occurred in Atlanta; lack of oversight, lack of budget controls, and lack of communication o Board Members will take action to address the concerns with President Grooms 2017 Conference Update: Mr. Keith Hunt, Philadelphia Conference Chair (Informational Only) o Other Philadelphia Committee Members present: Bernice Hill and Dan Clark o Conference Update was emailed to Board Members. A few copies were distributed at meeting o Theme: Honoring Our Legacy, Moving Forward Together o Recommendation to have conference planning start two (2) years in advance 2017 Conference Schedule Changes: Mr. Marvin D. Morrison The Conference Oversight Committee will implement the following schedule changes: Thursday: Board Meeting: 1 3 PM Opening Session: 6 PM Friday: Chapter Presidents Meeting: Time TBD President s, Lifetime Members Reception: Time TBD Awards Luncheon (Hall of Fame, Distinguished Service and Class Year): Time TBD Saturday: Annual Meeting: 9 AM Development/Fund Raising: Mr. Marvin D. Morrison on behalf Ms. Annie Price (Information Only) Total amount raised at the 2016 Alumni Conference was $63,791, which includes the Greek Round-Up total of $25,970 Pledge balance as of 9/13/16 is $171,204.88 Awards: Ms. Nicole A. Bohanan Refer to Awards Committee Report distributed at meeting Nominations must come from Chapter President or Board Member Nomination forms, bios and pictures must be submitted by deadlines. Otherwise, candidate will not receive award.
Nominations forms should clearly define the significant contribution to the University, financial or otherwise the candidate has made to the University Committee suggests moving award presentations to a separate event because other activities during the Green & Gold Awards Gala overshadow the awardees Motion by Nicole Bohanan and second by Col. William Lee to accept the of the Awards Committee with changes. Motion passed (Lunch Break 45 minutes) Membership: Ms. Gwen Beckwith on behalf of Rev. Dr. Russel M. Morrow Refer to Membership Committee report distributed at meeting Update to report: Graduates - 126, New Total - 661 Motion by Gwen Beckwith and second by Joyce Vance to accept the Membership Committee report with the update. Motion passed Scholarship: Ms. Gwendolyn Q. Brown Refer to the Scholarship Committee report distributed at meeting Received fourteen (14) incoming Freshman applications A total of $31,500 was awarded The University funding grid is confusing; Gwen Brown will assist with getting it updated Motion by Gwendolyn Brown and second by Col. William Lee to accept the Scholarship Committee report. Motion passed Constitution: Ms. Barbara B. Baulding (Informational Only) Constitution and Bylaws was emailed to all members Fon Holloway also emailed a copy to Board Members present at last night s workshop Conference call for Constitution Committee to be scheduled soon Communications: Ms. Fon Holloway (Informational Only) Four (4) standard means of communication: o Email: nationalwuaa@gmail.com o Website: wilberforceuniversityalumni.com o Facebook: Wilberforce Alumns o Twitter: Wilberforce Alumni Currently have 1765 good emails, 300-400 new emails from PR firm Guidelines for communication request: o ALL requests should be emailed to nationalwuaa@gmail.com o ALL requests should include the 5 W s Who should be listed as the sender of the email What the content of the email is When the email should be sent (provide deadline) Where should the email be sent (i.e. - board members, chapter presidents, board officers, etc.) Why (if applicable) o Anyone requesting an email should know that it can take at least 24-48 hours for distribution of requested email. So, the sooner they send the request, the more time we have to prepare to send the notice. Rev. Floyd Alexander offered to pay for graphic designer to upgrade website graphics Make sure you only share confirmed information on Facebook page Campus Life: Ms. Lynette Mayberry-Mays on behalf of Ms. Wanda C. Mills Refer to Campus Life Committee report distributed at the meeting Need to clarify buildings that are/are not handicap accessibilities ADA Motion by Lynette Mayberry-Mays and second by James Stafford to accept the Campus Life Committee report. Motion failed Motion by Fon Holloway and second by Sheri Neale that John Tolbert follow up on the ADA concerns at the University. Motion passed
IX. Chapter Development: Ms. Dauphine Woods Refer to the Chapter Development report distributed at the meeting Chapter President s Forum established to set goals and objectives around student recruitment, fundraising and alumni membership Chapter Accountability Standards document will set standards and reporting for chapters o Does not affect Regional Alumni Chapters initiative o Require quarterly reporting from chapter Presidents o Standard fundraising donation to the University based on chapter membership; $500 for chapters with 15 or less members; and at least $1000 for chapters with more than 16 members o Encourage at least two (2) chapter members to serve on a National Committee o Define recourse if a chapter does not adhere Motion by Del Woods and second by James Stafford to accept the Chapter Development report. Motion passed Motion by Sheri Neale and second to continue to move forward on the Chapter Accountability Standards and Reporting document. Motion passed New Business IPad Purchase: Ms. Sheri Neale Needed for use for swiping credit cards during Conference and Dawn Dance. o Option 1: Purchase for $629, includes Square service (swipe functionality); must also purchase Internet Service o Option 2: Free IPad with purchase of 2-year Internet Service contract at $20 a month; must purchase $99 Square service IPad will be maintained by Communications Committee Motion by James Stafford and second by Jocelyn Neely to purchase Internet Service w/free IPad at $20 a month and purchase $99 Square service. Motion passed Regional Alumni Chapters: Mr. John Tolbert III Refer to Regional Alumni Chapters Proposal Draft emailed to Board Members There are 26 alumni chapters General Purpose: The idea behind this approach to Regional Chapters is to simply encourage all chapters to work together rather than separately. It is also to maximize each chapter s ability to 1) attract new students, 2) reach Alumni that may not be located within the city where that one chapter is, but close enough for alumni members affiliated with Wilberforce to form an identity as an alumni group, host events and meet for a common reason. This Regional approach will not and should not curtail any traditional or annual activity done by the individual chapters Motion by John Tolbert and second by James Stafford to forward the proposal to the Chapter President s Forum for further review. Motion passed National Historical Black College & University Alumni Association (NHBCUAA): Ms. Nicole Bohanan Membership and training literature provided at meeting NHBCUAA conducts seminars and releases information about the state of HBCUs. The organization provides collective resources to its membership Recommendation to hire NHBCUAA for Board Training at Dawn Dance and make the training mandatory for Board Members. Cost is $2499+ Recommendation to also purchase an annual membership for $300 o What do we get for membership? o Need schedule of events/seminars o Need more information regarding the benefits Motion by Nicole Bohanan and second by James Stafford that the Association purchase a $300 annual NHBCUAA membership. Yes - 6, No - 7, Abstain - 5. Motion failed 2018 National Conference Proposals: Columbus, OH: Ms. Sheri Neale presented the Columbus proposal Charleston, SC: VP Marvin Morrison presented the Charleston proposal. Several Board Members were mailed a copy of the proposal.
o Vote: Columbus - 8; Charleston - 6; Abstain: 5 The 2018 National Conference will be held in Columbus, OH Motion by Col. William Lee and second by Fon Holloway to hold the 2019 National Conference in Charleston, SC. Motion passed (Break 15 minutes) X. Board of Directors: CLOSED SESSION The WUAA Board of Directors (BOD) met during a closed session to discuss the concerns about the Atlanta Conference expressed during the open session of the Board Meeting. The BOD drafted a list of guidelines/requests to address these concerns so that they do not occur in the future. Motion by Lynette Mayberry-Mays and second by James Stafford that the Executive Officers meet with President Grooms to present the list of guidelines/requests. Motion passed ACTION PLAN: VP Marvin Morrison will advise President Grooms that the Executive Officers, on behalf of the BOD, are requesting to meet with him regarding the Atlanta Conference. A letter disclosing the issues expressed and the guidelines/requests will be sent to President Grooms prior to the meeting. XI. XII. Announcements: VP Morrison is requesting that each Board Member buy an extra ticket to the Alumni Luncheon held during Dawn Dance so all Senior students can attend for free. The Association will also provide the Seniors with a 2016 National Conference blanket Ms. Jocelyn Neely reminded us that we need to be mindful of the conversations/debates we have during our Board Meeting when non-board members are present Mr. John Tolbert appealed to VP Morrison that Board Meetings be conducted more efficiently/effectively Mr. Fon Holloway urged Board Members to learn parliamentarian procedure Mr. Fon Holloway announced that a letter of intent was signed by President Grooms to move forward with the WUAA Wine Club as a fundraiser for the Association. A percentage of all proceeds will come to the Association The vendor held a Wine Tasting during the National Conference in the hospitality suite There will be a link on the Alumni website for the WUAA Wine Club. Information will be sent to chapters in a couple of months A quarterly payment report will be sent to the Association Adjournment/Benediction: Meeting adjourned at 3:58 PM. Rev. Dr. Floyd Alexander rendered the Benediction. Roll Call: OFFICERS BOARD MEMBERS PAST PRESDENTS DR. TALBERT GROOMS A MR. JOHN TOLBERT, III P MR. MILTON WIGGINS A DR. DONNA JONES A MR. MARVIN MORRISON P MS. DAUPHINE WOODS P DR. BONITA EWERS P MRS. BARBARA KING A MS. LATOYA MCFARLAND P MS. JOCELYN NEELY P MR. ELDRIDGE WHITE A COL. DR. WILLIAM LEE P MS. SHERI NEALE P MR. HERMAN JONES P REV. KENNETH BIBB A MS. CAMELLA GREENWAY A MS. LYNETTE J. MAYBERRY-MAYS P MS. NICOLE BOHANAN P MS. GWEN BECKWITH P REV. NELSON B. RIVERS III A MS. GWENDOLYN BROWN P REV. DR. CHARMAINE JOHNSON P MS. JOYCE VANCE P REV. HARDING A. DUNLOP A REV. DR. FLOYD ALEXANDER P MR. FON HOLLOWAY P MS. ANNETTE ALEXANDER P MS. VIRGINIA DOUGLASS A MR. JAMES STAFFORD P P = Present, A = Absent, E = Excused Respectfully submitted, Latoya N. McFarland 08 Recording Secretary