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Committee Meeting Minutes - August 29, 2002
BOARD OF VISITORS
University Advancement Committee
President's Conference Room
August 29, 2002
8:00 a.m. - 10:00 a.m.
MINUTES
Mr. Gibson, Chair, called the meeting was called to order at 8:00 a.m.
Roll call indicated that the following Committee members were in
attendance and that a quorum was present.
Members Present:
Mr. Colvin D. Gibson, Chair
Mr. Willie L. Brown
Dr. Alvin Bryant
Mrs. Viola Madison-Foreman
Members of NSU Staff Present:
Dr. Marie V. McDemmond, President
Mr. Paul E. Shelton, Vice President for University Advancement
Mr. Phillip D. Adams, Associate Vice President for University Advancement
for Development
Dr. Joyce E. Bozeman, Assistant Vice President for University Advancement
Dr. Clarence Coleman, Associate Vice President for University Advancement
Mr. Patrick Kelly, General Counsel
Mrs. Metilda B. Rodgers, Administrative Office Specialist III
Other Present:
Mr. Conan N. Louis, Senior Associate, Bentz Whaley Flessner
1. Approval of Minutes
The minutes of the May 9, 2002 meeting were approved with a
correction (Page 2, Item 2A, Paragraph 3, Line 6 - prospective was changed
to perspective). Mr. Brown motioned, seconded by Dr. Bryant and
unanimously voted by the Committee to approve the minutes, noting the
correction.
Mr. Gibson gave an overview of the agenda items and what he hoped to
accomplish during the meeting. He welcomed Mr. Louis of Bentz Whaley
Flessner. He stated that the Committee would go into "Closed
Session" to discuss the Campaign Consultant's Feasibility Report and
information discussed during the session will remain confidential.
Mr. Gibson asked that the minutes reflect that follow-up items from the
May 9, 2002 minutes will be referred to the next regular meeting.
2. Action Item
a. Resolution Amending Board Policy on University-Related
Foundations
Mr. Gibson stated that there was discussion at the last Board meeting
regarding a plan that the E2F was embarking upon. He said the point was
made that E2F, by its nature, would be spawning various business ventures
and the process would slowdown if they are asked to bring each venture
back to the Board for review. Dr. McDemmond stated that it was critical
that E2F had the flexibility to create Limited Liability Corporations (LLC).
She also said it was critical that E2F be exempted from coming back to the
Board each time an LLC was created.
Mr. Kelly stated that it was critical to E2F's function that it had the
ability to move when the occasion presented itself; however, it was still
critical that the Board of Visitors be apprised of its activities. He also
stated that it was inherent in the activity of E2F and its mission to form
the various corporate entities that would be necessary for it to do its
work and he urged the Committee to adopt the amendment. Mr. Brown
motioned, seconded by Mrs. Madison-Foreman and unanimously voted by the
Committee to adopt the Resolution Amending Board Policy on
University-Related Foundations.
3. Information-Management and Administrative Ratios
a. Number of Giving Alumni as a Percentage of Total Alumni
Mr. Shelton reported that this year the percentage of giving alumni was
7% compared to 3% last year and that we had more than doubled the
percentage. Dr. McDemmond commented on the importance of this percentage
and congratulated University Advancement for the work they had done this
year. She said alumni giving rates were on the SCHEV Website and that we
were the lowest last year. This year we ranked with our HBCU peers. She
stated that this year the increase to 7% shows the strong support of
alumni. Mr. Gibson said that we have to increase the number and we were
just getting started. Dr. McDemmond noted that several alumni chapter
activities (designed to raise funds) are scheduled for the fall and Board
members will be invited to attend.
b. Annual Giving Per FTE Student
Mr. Shelton said that the giving per student was $383 for 2002-2003
compared to $259 per student in 2001-2001.
Dr. Bryant noted that there was a trend in the FTE declining. Dr.
McDemmond stated that the University has consciously not wanted to the
increase its FTEs as it improved the quality of student and the
progression the University has seen with our students. She also said if
30-40 percent of the students were not retained at the freshman and
sophomore levels, they would not be here to be retained at the junior and
senior levels. She stated that the University has been working on the
quality of student as opposed to the number of students it brings in. Dr.
McDemmond stated that she was aware that the FTE numbers would go down
slightly as standards were raised. The 2.6 GPA for entering freshmen this
year and the 972 SAT exceeds the average for African American students.
Mr. Gibson expressed his concerned about the 1999-2000 statistics. Mr.
Shelton said that he came aboard in October 1999 and once he became
acclimated, we were well into the latter part of the fundraising year.
Dollars raised represented approximately a half-year effort.
Mr. Brown requested time to share information regarding the Memorandum
of Understanding for University foundations. He distributed copies of
letters that had been prepared for the Norfolk State University Foundation
(NSUF) and the Athletic Foundation which highlighted exactly what they may
expect to receive by establishing a relationship with the University
through a Memorandum of Understanding (MOU). He said the Alumni
Association was working on a Memorandum of Understanding. Mr. Shelton
stated that the NSUF currently had a MOU with the University. Mr. Kelly
stated that one or more of the existing Foundations may have a MOU but the
existing MOU must reflect the University's policy. Mr. Brown suggested
that the Committee review the MOU and if there were suggestions, the
Committee will address them. Mr. Shelton stated that the NSUF was in
compliance with the amended policy and gave an example of a language
change in the policy that accommodated the time frame of the Foundation's
Annual Meeting.
4. Closed Session
a. Campaign Consultant Feasibility Report
Mrs. Madison-Foreman motioned, seconded by Mr. Brown and unanimously
approved by the Committee to move to adjourn and reconvene in closed
session, as permitted by Section 2.2-3711.A of the Code of Virginia, for
the purpose of discussing the Campaign Feasibility Study Report, pursuant
to Section 2.2-3711.A.1.
Mr. Gibson asked that everyone be excused except the Board, President,
Fundraising Counsel, Vice President of University Advancement, and
University Advancement Executive Staff.
The University Advancement Committee having reconvened in open session,
took roll call vote on certification that (i) only public business matters
lawfully exempted from open meeting requirements, and (ii) only such
public business matters as were identified in the motion by which the
University Advancement Committee closed meeting was convened were heard,
discussed or considered in the meeting by the Committee. Any member of the
Committee who believed that there was a departure from the requirement as
stated above, was asked to so state prior to the vote, indicating the
substance of the departure that in his or her judgment had taken place.
Committee members who certified the motion:
| Brown |
Yes |
Gibson |
Yes |
| Bryant |
Yes |
Madison-Foreman |
Yes |
After reconvening in Open Session, the Committee discussed providing
the Feasibility Report to the full Board. The Committee decided: (1) to
provide a copy of the Feasibility Report to the other Board members; (2)
to call a Special Board of Visitors Meeting to review and discuss the
Report; and (3) to invite Conan Louis to the Special Meeting to give
today's PowerPoint presentation.
Mr. Brown motioned, seconded by Mrs. Madison-Foreman and unanimously
voted by the Committee that each Board member receive a copy of the
Feasibility Report for their review and convene a Special Meeting for the
purpose to review and discuss the Report.
5. Adjournment
There being no further business the meeting adjourned at 10:20 a.m.
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Respectfully submitted, |
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EPaul E. Shelton,
Vice President for University Advancement
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Colvin D. Gibson, Chair
University Advancement Committee
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