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MUWAA 2018-2019 BOARD OF DIRECTORS MEETING Winter 2019
Saturday, February 2 – Cochran Hall BUSINESS SESSION, 10:00 a.m., Rose Room (3rd Floor) I. Call to Order & Roll Call II. Adoption of the Agenda III. President’s Welcome IV. Ratify Votes V. Alumni Office Report VI. MUWAA Officers Reports VII. Standing Committee Reports - Nominations - Elections - Recruitment & Retention - Chapter & Constituency Groups - Special Events - Finance - Public Relations VIII. Special Committee Reports - Membership Recruitment - Mentoring IX. Unfinished Business - Renaming MUW Alumni Association Legacy Fund (26108) - Naming of MUW Alumni Association Events X. New Business - Discussion regarding remaining Southern Grace books - SOAC Memorandum of Understanding
Mississippi University for Women
Alumni Association
HTTP://WEB3.MUW.EDU/ALUMNI/ALUMNI-ASSOCIATION
________________________________
1100 College Street, MUW-10
Columbus MS 39701-5800
(662) 329-7295
2
XI. Open Forum XII. President’s Closing Comments/Adjourn
UNIVERSITY PRESIDENT’S UPDATE, 11:30 a.m., Rose Room (3rd Floor)
LUNCH, 12:00 p.m., Limbert Assembly Room (1st Floor)
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MISSISSIPPI UNIVERSITY FOR WOMEN ALUMNI ASSOCIATION
BOARD MEETING
FANT LIBRARY: GAIL GUNTER MULTI-PURPOSE ROOM
2:00 PM, SATURDAY OCTOBER 20, 2018
I. CALL TO ORDER AND ROLL CALL
President Katy Canion Pacelli called the Mississippi University for Women Board
Meeting to order at 2:26 p.m.
Roll Call: MUWAA Board Members present were: Katy Canion Pacelli, President
Kristi Hipp Mosley, President-Elect
Pat Stutsy-Waldrep, Secretary
Antwann Richardson, Treasurer
Courtney Ballard Murtaugh, Immediate Past President
Jayne Perkins-Brown, MUW Foundation Chairman
Carolyn Wilson Byrd
Pam Towery Rhea
Sarah Morgan Howell
Clemmie Phillips
Dawn Kershaw Gibbons
Amy Harris
Rebecca Rogers
MUW Board Members present by teleconference:
Nita Byrd Lumpkin
Heather Fasciocco Stone
Symone Bounds
Audra Odom
Patty Outlaw
A quorum was established.
Absent were Melissa Gilmore and Wesley Garrett, Parliamentarian
Ex-Officio Member Present
Lyndsay B. Cumberland, Director of Alumni Relations
Guests:
Andrea N. Stevens, Executive Director of Development and Alumni Relations
Elizabeth Whittington
II. ADOPTION OF THE AGENDA
Kristy Hipp Mosley moved to accept the agenda. Motion carried.
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III. PRESIDENT’S WELCOME
President Katy Canion Pacelli welcomed everyone to the Fall Board Meeting. President
Pacelli expressed thanks to MUW President Nora Miller for giving us updates about the
university and upcoming events. She also thanked Board Member Rebecca Rogers for
giving us information about SOAC. She was excited that the Board had two tables at the
Welty Gala the previous night and was impressed with the Presenter Brad Meltzer. She
stated the committees have been working hard since the last meeting and it would be
presented in the reports.
IV. RATIFY VOTES
Amy Harris moved to accept the ratification of the Summer Board Meeting Minutes from
the meeting on July 21, 2018, with 19 of 19 board members approving. Motion carried.
V. ALUMNI OFFICE REPORT
Lyndsay Cumberland, Director of Alumni Relations, stated the MUW Alumni Chapters
have been busy from the Lowndes MS; Tupelo, MS; Gulf Coast, Jackson Metro, Delta
Group, Memphis, Arkansas, Colorado, Chicago, etc. Events have ranged from Blues Week
Ody Showdown to feeding the MUW Athletics. She expressed we needed to showcase our
students and alums together. The website will have more information of events. She
thanked President Pacelli for her service.
VI. MUWAA OFFICER’S REPORT
Antwann Richardson, Board Treasurer, submitted the Treasury Report. As of September
30, 2018, there is a total balance of $40,997.88. The account balances are as follows:
Account Name Account
Number
Balance
Alumni Restricted Account 23003 $16,178.78
Alumni Association Activities Fund 26062 $16,744.57
MUW Alumni Association Legacy 26108 $1,079.98
Southern Grace 26114 $1,070.61
Mortar Board Faculty Member of the Year Award 28107 $2,000.00
MUW Faculty Enhancement Grants 28108 $1,000.01
MUW New Faculty of the Year Award 28109 $2,000.00
BLUE Event 28119 $923.73
Total $40,997.68
He reported no major changes.
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VII. STANDING COMMITTEE REPORTS
Recruitment and Retention Amy Harris, Chair, stated the committee has been asked to consider some changes and
additions to the Alumni Awards process and some technical changes to the Policies and
Procedures.
Amy Harris moved to accept the formatting and account number corrections in the Policies
and Procedures as presented. These changes include updates to reflect appropriate
job/board role titles, address changes to the university’s structure, create a consistent
presentation of information for the scholarships, grants, and awards, and corrections to the
account numbers associated with the scholarships, grants, and awards. Motion carried.
Amy Harris moved to change the language regarding Faculty Enhancement Grants in the
Policies and Procedures from $250 to one faculty member in each college to $1,000 to split
evenly among the faculty representing each college. Motion carried.
Amy Harris moved to change the Policies and Procedures to insert the following: Inactive
members who wish to make a nomination may do so by joining the MUW Alumni
Association at the time of nomination. Motion carried.
Additionally, the committee recommended providing comments from any nominators
along with the form that the nominee completes. The committee also recommended that
we will not accept any supporting documentation, such a resume or vita, from a nominee.
Chapters and Constituency Groups Dawn Gibbons, Chair, stated the committee has worked on significant rewrite of the
Chapter and Constituency Guidelines. These updates will include a better delineation
between chapters and constituency groups. Under the new guidelines, groups based solely
on geography will be Chapters where all other types of groups will come under the heading,
Constituency Groups. A draft of the new Guidelines was presented and will be voted on
electronically.
Special Events
Carolyn Byrd, Chair, made a motion to have Nathan Wilson replace Kelly Gilmore on the
committee. Motion carried.
The Long Blue Line Auction has donor and sponsor letters and forms ready to
distribute. An initial list of sponsors has been approved by the Office of Development
and Alumni. If any board member has a potential sponsor, they should give the name to
Carolyn so that she can seek approval to ask them for a sponsorship.
President Pacelli stated we were dropping the word “silent” from the Long Blue Line
Auction. She encouraged us all to donate, sponsor, and/or volunteer our time.
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Finance Antwann Richardson, Chair, provided us a report of the treasury standings. Our
insurance was paid for by MUW President Nora Miller.
Public Relations Rebecca Rogers, Chair, provided reports that they have been working on marketing ideas
and using Facebook Boost for posts. She really wants to make sure we use best posts to
get the most engagement. The committee provided us a calendar of different spotlights
and asked we tag and share in our social media.
Former Presidents Courtney Murtaugh presented on behalf of Deborah Hodges, Chair of Former Presidents
Committee. The Former Presidents met for breakfast prior to the Board meeting.
VIII. SPECIAL COMMITTEE REPORTS
Membership Recruitment Symone Bounds, Chair, provided a report that Back to Blue was successful. In an effort to
expand membership recruitment, the committee participated in Oktoberfest on campus.
The booth had ghost lollipops and owl s’mores. The cost for MUWAA to participate was
$20, which was paid by the Office of Alumni Relations. We made $12.75 during the event.
We need to reimburse the Office $7.25.
Dawn Gibbons moved to reimburse the Office and Development of $7.25 from the
MUWAA Marketing budget line item for purchasing a table for the committee during
Oktoberfest. Motion carried.
Mentoring
Audra Odom, Chair, stated BLUE is set for November 9, 2018 and encouraged us all to
attend and to recommend this event to alumni and students. The event is being marketed
to alumni and students.
Audra also gave an update on Senior Fling. The event is being moved from the Sunday
afternoon of Homecoming to the Thursday night of Homecoming. Audra will be securing
the location and details soon so that Senior Fling can be listed on the Homecoming
schedule.
IX. UNFINISHED BUSINESS
There was no unfinished business.
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X. NEW BUSINESS
Naming of Alumni Association Events
The Board of Directors has been asked to consider naming an Alumni Association event
after a specific alumnus. After discussion, the Board agreed that the Alumni Association
events should be hosted exclusively by the association. The Board briefly discussed
making this an official policy.
XI. OPEN FORUM
Jayne Perkins-Brown provided us with an overview of the Foundation’s Capital
Campaign. Andrea Stevens thanked the Board for having two tables at the Welty Gala.
XII. PRESIDENT’S CLOSING REMARKS/ADJOURN
President Pacelli thanked us again for being on the board. She stated the next board
meeting was on February 2nd during Nora Miller’s Presidential Inauguration
weekend. She encouraged us all to attend. The ceremony will be February 1st at 10:00
a.m. Reports are due by January 14th.
Meeting adjourned at 4:36 p.m.
Mississippi University for Women Alumni Association
Treasury Report
As of 12/31/18
Account Name Account Number
Balance
Alumni Restricted Account 23003 $16,178.78
Alumni Association Activities Fund 26062 $16,985.07 MUW Alumni Association Legacy 26108 $1,444.98
Southern Grace 26114 $1,070.61
Mortar Board Faculty Member of the Year Award 28107 $2,000.00
MUW Faculty Enhancement Grants 28108 $1,000.01
MUW New Faculty of the Year Award 28109 $2,000.00
BLUE Event 28119 $85.73 Total $40,765.18
TO: Katy Canion Pacelli, MUWAA President FROM: Courtney Ballard Murtaugh, MUWAA Immediate Past President/Nominations
Committee Chair DATE: January 27, 2019
RE: Recommended Slate for 2019 Election
In accordance with Association Bylaws, the MUW Alumni Association Nominations Committee received recommendations from the Members through an open process and carried out the charge to identify one or more qualified candidates for each open office.
The MUWAA Nominations Committee is recommending the slate in 2019 to include:
For President-Elect:
Rebecca L. Rogers, Class of 2001, Memphis, TN
For Board of Directors:
Barbara Black Travis. Class of 1970, Flowood, MS Jane Izard Turner, Class of 1980, Flora, MS Christie Jones Lawrence, Class of 1981, Starkville, MS
Troy Lewis, Class of 1991, Grovetown, GA
Monique Jenkins, Class of 2008, Marietta, GA
Remainder of Rebecca Rogers term as Board of Director ( 2 years) Kimberly Griffin, Class of 1993, Jackson, MS On behalf of the MUWAA Nominations Committee, it has been an honor to serve our Association in this manner.
MUWAA ELECTIONS COMMITTEE REPORT
January 11, 2019
Committee Name: MUWAA Elections Committee
Function of the Committee: This Committee shall make preparations for the orderly and timely conduct
of elections and ensure that voting methods are efficient, coordinated effectively, and validated.
Chair of Committee: Sarah M. Howell
Committee Members: Sue Simmons Freeman, Erica Woodard, Terry Coffey, Laura Jane Glascoff,
Mandi Stutsy-Waldrep
Overview of the Work of the Election Committee:
After I receive the report of the Nominations Committee with the slate of nominees for Board of
Directors and President-elect, the Election Committee will officially begin their work for 2019. The work
of the committee should commence around February 1 with the majority of the work being conducted
during the first part of February. Biographical sketches will be written for each candidate and the
voting process will be conducted online according to established policies and procedures.
I have contacted each member of the committee twice by e-mail. A conference call is scheduled with
Lindsey Cumberland and the Election Committee on February 4, 2019 at 7:00 pm Central Standard Time.
Guidelines for the writing of the bios and the work of the committee will be discussed.
Submitted by:
Sarah M. Howell, Chair
MUWAA Elections Committee
January 11, 2019
MUWAA Standing Committee Report February 2nd, 2019
Committee Name: Recruitment and Retention Chair of Committee: Amy Harris Committee Members: Stacey Lee Boyett, MaryBeth Finley Hesse, Marquita Kirk,
Clemmie Phillips, Brianna Warner 2019 MUWAA Alumni Awards: On December 19th an electronic copy of all nomination packets was sent to the board members for review. Voting was done via SurveyMonkey from December 19th – January 2nd. After the initial results were tabulated, there was a tie in the Distinguished Alumni Achievement Award category. A tie-breaker vote was conducted January 3rd – 7th. Winners were notified January 7th-9th and follow-up emails were sent to both the winners and the non-selects. The results were: Distinguished Alumni Achievement Award: Allison Davis Russo; 1998 Distinguished Achievement Award: Nancy Carpenter; Friend of the University Alumni Service Award: Sue Simmons Freeman; 1980 Outstanding Recent Graduate Award: Nicole Dilg Beachum; 2008 Awards will be presented on Saturday, March 30th at Convocation. MUWAA Faculty Awards: An email was sent to Interim Provost Tollison on November 29th to ask him to begin the Faculty Award process. It was asked that winner names be submitted to the MUWAA by February 15th. Submitted by: Amy Harris
Mississippi University for Women Alumni Association www.muwaa.org
MUWAA CHAPTERS & CONSTITUENCY GROUPS COMMITTEE
JANUARY 2019
Committee Name: Chapters & Constituency Groups (C&CG)
Function of the Committee: This Committee shall work to increase active participation in the Association and shall develop chapters and constituency groups in coordination with the University’s Executive Director of Alumni Relations. Chair of Committee: Dawn Kershaw Gibbons
Committee Members: Pat Stutsy-Waldrep, Ashley Dean, Kacey Keeton, & Celina Eaves Pennington
Actions taken by the committee from November 2018 – January 2019:
The C&CG committee made additional changes in late November to the draft copy of the Chapter & Constituency Groups Guidelines that were recommended by Andrea Stevens and her office. The draft is waiting review and approval from President Nora Miller and will subsequently be presented to the full MUWAA Board for approval.
The “How to Start & Grow an Alumni Chapter” toolkit is in the process of being updated to reflect the changes to the guidelines. Once the new guidelines are approved, the toolkit will be finalized.
Plans are being made to reach out to all constituency groups, both formal and informal, after the guidelines are approved to share with them the new guidelines and officially get them connected with the MUWAA. Their contact information and group specifics will be requested so that it can be included on the MUWAA webpage to hopefully encourage more alumni to join one or more of these groups.
Budget Requirements: $0 Submitted by: Dawn Kershaw Gibbons Date: January 10, 2019
MUW ALUMNI ASSOCIATION CHAPTER &
CONSTITUENCY GROUP GUIDELINES
12/01/2018
The Mississippi University for Women Alumni Association (MUWAA) serves and
supports the University by involving alumni and friends with each other and MUW.
MUWAA Chapters & Constituency Groups have a longstanding history of linking the
alumni, affectionately known as the Long Blue Line, and the University. Joining an
Alumni Association chapter or constituency group is one of the best ways to connect
alumni across the nation and around the world. Alumni chapter & constituency group
members are able to participate in a variety of activities to promote and build support for
our University. This includes hosting alumni meetings, increasing positive public
awareness of MUW, raising money for scholarships and University support, and
assisting in student recruitment. Since these groups are voluntary, minimal guidelines
are suggested to encourage their formation and to be able to tailor each chapter or
constituency group to their needs and style.
From time to time, the MUWAA will update these Guidelines. The most recent version
can always be found on the website, https://longblueline.muw.edu/alumni/alumni-
association. The Office of Development and Alumni staff is available to help make
MUWAA Chapters & Constituency Groups a successful partner of the MUWAA and the
University. Contact information is:
MUW Office of Development & Alumni
1100 College Street, MUW-10
Columbus, MS 39701-5800
Telephone: (662) 329-7295
Fax: (662) 329-7466
E-mail: [email protected]
I. CHAPTER & CONSTITUENCY GROUP ORGANIZATION
A. Chapter & Constituency Group Types: When forming an alumni group, there
are four options available based on the composition of the members and
structure desired.
1. Formal Chapters - Groups of alumni within a certain geographical area
who choose to elect officers, collect dues, and generally offer several
opportunities throughout the year for alumni in their area to gather and/or
support the University.
2. Informal Chapters - Groups of alumni within a certain geographical area
who prefer to not have officers or collect dues, but rather have designated
leader(s) whose only role is to coordinate occasional gatherings in the
area. These chapters may choose to have only one formal or informal
gathering per year, but can have more if their members desire.
3. Formal Constituency Groups - Groups of alumni who may live all
across the nation or even around the world, but share a common bond
from their time at MUW or beyond. This may be a group from a specific
major, social organization, graduation year(s), sport, etc. These formal
groups have officers, may choose to collect dues, and plans events
supporting their special interests at the University. These groups may
also choose to have their own bylaws which govern their group, but these
bylaws may not supersede or contradict the Affiliation Agreement,
MUWAA Bylaws approved by the overall body of MUWAA members,
MUWAA Policies and Procedures, and the University.
4. Informal Constituency Groups - Groups of alumni who may live all
across the nation or even around the world, but share a common bond
from their time at MUW or beyond. This may be a group from a specific
major, social organization, graduation year(s), sport, etc. These informal
groups generally do not elect officers or collect dues. They may only
choose to gather informally at certain events or may even choose to be
solely a virtual group who connects exclusively through a social media
page set up specifically for their group.
B. Chapter & Constituency Group Establishment: There are three steps to
begin organizing a chapter or constituency group.
1. Contact the Office of Development and Alumni with your request.
2. For Chapters, submit to the Office of Development and Alumni a list of
counties and major cities and towns within a 75-mile radius of your
community for a survey of alumni within this radius. Results, which
typically take four to six weeks, will identify people who may be interested
in becoming involved. For Constituency Groups, submit to the Alumni
Office the specific type of alumni you are targeting (i.e. graduated with a
degree in a certain major, was a member of a specific organization, or
graduated between these years) for a survey of the number of alumni the
University has on file who may fit your criteria.
3. Once the queries are completed, the Office of Development and Alumni
will contact the requesting party to let them know the results. If enough
potential alumni are identified, the requesting party will then draft a letter
to be sent by the Office of Development and Alumni via email to all those
found during the query. This letter should explain what type of group the
requesting party is wanting to form and give the recipients details about
how to get involved.
While the above steps are available to aid in the formation of a new chapter or
group, it is not mandatory these steps be followed. Groups may choose to begin
more informally through word of mouth or some other means.
C. Chapter & Constituency Group Maintenance: To be considered an official
Chapter or Constituency Group with the University, the following criteria is
suggested.
1. An annual Chapter/Constituency Group Status Report should be
submitted to the Office of Development and Alumni each fiscal year on or
before July 1. A template of this report can be found at Exhibit 1 at the
end of these guidelines. This report is brief and should require no more
than thirty minutes to complete. The report should include names,
mailing addresses, phone numbers, email addresses, and terms of
service for all officers and directors, if any. Submission of this report
allows the Office of Development and Alumni to keep the Chapter &
Constituency Group webpage up-to-date with current group contact
information so alumni visiting the webpage can know what groups are
available and who to contact to get involved.
2. After each chapter/group event, the President or designated coordinator
should prepare a brief summary of the event and send to the Office of
Development and Alumni with the information contained in Exhibit 2.
3. For Formal Chapters, the following is also suggested.
a. Officer Structure: At a minimum, Chapters should consider
electing a president, president-elect/vice-president, secretary, and
treasurer. All officers should be active members of the MUW
Alumni Association and should be elected by a majority vote of
membership at an annual meeting. The following responsibilities
are suggested but not limited to:
President
● Ensures the Chapter operates in partnership with the
MUWAA, the University, and the MUW Foundation
● Maintains communication with the Office of Development
and Alumni in coordinating all activities and
communications
● Serves as Chair of the Chapter Board of Directors
● Presides over all Chapter and Board meetings
● Directs the planning of all Chapter activities
President-Elect/Vice President
● Assists President in all aspects of program planning
● Chairs committees or oversees projects as assigned by the
President
● Performs duties of the President in his/her absence
Secretary
● Chairs the membership committee
● Monitors alumni lists and notifies the Alumni Office of
changes in addresses, phone numbers, email addresses,
births, deaths, marriages, etc.
● Other duties as assigned by the President
● Maintains minutes of Board and Chapter meetings
Treasurer
● Keeps financial records
● Serves on the Chapter fundraising committee and works
with the Office of Development in all aspects of fundraising
● Secures approval for expenditures from Chapter Board of
Directors
● Responsible for processing Chapter bills for payment
b. Terms of Office: Excluding the office of treasurer, all officers
should serve a term of no more than two years.
c. Board of Directors: The Chapter President can appoint members
to a Board of Directors. It is suggested that the Board consist of
the elected officers, the immediate past president, and six(6)
appointed members. All members should be active, voting
members of the Chapter and a diverse representation of alumni in
terms of age, race, and gender. The Board should ensure all
business affairs are managed to support the MUW Alumni
Association, the MUW Foundation, and the University.
d. Chapter Committees: Chapters, depending on their size, may
maintain committees such as Recruitment, MUWAA and Chapter
Membership, Scholarship and Fundraising, and Community
Service and Publicity.
D. Chapter & Constituency Group Funds: Each Chapter and Constituency
Group which elects to collect dues or donations has the choice to maintain these
funds in a designated fund within the MUW Foundation or a bank account with an
outside institution.
1. If the Chapter or Constituency Group chooses to maintain an outside
bank account, it is preferred that they follow these guidelines which
provide benefits for the Chapter/Constituency Group and the donor.
● The bank account should be opened in the Chapter or
Constituency Group name with the MUW Foundation’s federal
identification number. The Foundation will be the “owner” of the
account. The check register and checks are held by the
Chapter/Group treasurer.
● Signature authorities on the bank account are to include:
Chapter/Group President, Chapter/Group Treasurer, and
Executive Director of the MUW Foundation.
● Two signatures are required on disbursements over $500.
● Bank statements are to be mailed directly from the bank to the
MUW Foundation and to the Chapter/Group treasurer. (MUW
Foundation, 1100 College Street, W-1618, Columbus, MS 39701)
● The Chapter/Group treasurer must submit to the MUW Foundation
a monthly report of itemized deposits and checks which identify
the donors who have made contributions, along with the date and
contribution designation. The recap of checks should include
date, vendor, and purpose. The Office of Development & Alumni
has provided a template to be used for this reporting (see Exhibit
3). If no activity occurs, then a report does not have to be
submitted.
● The MUW Foundation reconciles the bank account and then
prepares and submits a quarterly financial statement to the
Chapter/Group treasurer and MUWAA treasurer. Quarterly
reports are submitted by October 31, January 31, April 30, and
July 31.
● Deposits made for scholarship contributions must be remitted to
the Foundation by check monthly.
● The MUW Foundation will prepare and send thank you letters and
tax receipts for all contributions to the chapter bank account.
2. If the Chapter or Constituency Group chooses to maintain its funds within
a designated fund at the MUW Foundation, all donations made directly to
that fund through the University will be handled by the Foundation per its
stated policies. However, if the group collects cash or check donations
and/or dues directly from members, the following guidelines shall be
followed.
● The Chapter/Group treasurer must submit to the MUW Foundation
monthly an itemized report of funds received which identifies the
donors name, amount given, date received, and contribution
designation. All money received should be included with this
report. The Office of Development & Alumni has provided a
template to be used for this reporting (see Exhibit 3).
● The MUW Foundation will deposit these funds into the designated
account upon receipt and will prepare and send thank you letters
and tax receipts for all contributions to the respective donors.
● All checks received should be made payable to the MUW
Foundation.
● If cash is collected, the cash must be delivered in person with the
itemized report to the Office of Development and Alumni. If in
person delivery is not possible, the cash should be deposited into
a member’s account and that member write a check to the MUW
Foundation for the full amount of cash received. A detailed
statement should accompany this check showing the breakdown
of donors for the check. Cash should never be sent through the
mail.
3. Chapter and Constituency Group funds are to be used for the sole benefit
of the Chapter/Group or for the benefit of MUW. Bank accounts and
Foundation Funds are maintained to meet Chapter/Group expenses and
to provide support to MUW.
4. Chapters and Constituency Groups must have a completed W-9 on file
for any vendor that is an individual or partnership. The completed W-9
form should be mailed, not emailed or faxed, to the Foundation office
before the vendor is paid. For any vendor that a chapter/group pays $600
or more in a calendar year, a 1099 form will be issued by the Foundation.
See Exhibit 4 for the current W-9.
5. Chapters and Constituency Groups may offer non-endowed scholarships
to MUW students once per semester. Funding for this type of scholarship
may be through Chapter/Group Funds supported by the Foundation or
through the Chapter/Group’s own account. However, all scholarship
funds must be distributed through the University to the student’s account.
II. PUBLIC STATEMENTS
A. News Releases and Comments to the Media: Representatives of Chapters or
Constituency Groups should restrict any news releases or comments to the
media to information relative to Chapter or Constituency Group activities and
events. Chapter and Constituency Group members are not authorized to
represent or speak for the MUW Alumni Association or the University. The
Alumni Office must approve any press release the Chapter or Constituency
Group wishes to publish. Please allow one week for approval.
III. ALUMNI CONTACT INFORMATION AND RELEASE POLICIES
A. Alumni Database Information: The database of records maintained by the
Alumni Office, the Development Office, and the MUW Foundation represents
confidential information about alumni and friends of MUW. In order to maintain
privacy, the Alumni Office will not release any portion of those records except
contact information for use in Chapter or Constituency Group programs planned
with the Alumni Office according to the requirements outlined in these guidelines.
Final authority in determining legitimate uses of the alumni records is given to the
Director of Alumni Relations.
B. Requests for Chapter Alumni Contact Information: All Chapter or
Constituency Group requests for alumni contact information will be made in
writing or by phone to the Director of Alumni Relations.
C. Confidentiality: The confidentiality of the records must be maintained by the
Chapter or Constituency Group in all cases and used for approved Chapter or
Constituency Group events or meetings. No commercial or political use of
alumni contact information is permitted. Use of contact information for any
fundraising activity is prohibited unless it is for a Chapter or Constituency Group
activity authorized in advance by the Office of Development and Alumni.
IV. CHAPTER/GROUP MEETING AND EVENT PLANNING
A. Thoughtful and Innovative Planning: Informative and enjoyable meetings and
events are critical to a Chapter or Constituency Group’s success. Consider the
diverse audience, choose meeting places that are attractive to a wide variety of
alumni, plan thoughtfully, formulate an agenda for the meeting, and make those
who attend feel welcome. It is University policy to avoid discrimination in any
way. Meetings should not be scheduled for any location, time, or day that
exhibits a discriminatory effect on participation.
B. Requesting Dates and Speakers: When requesting approval for a meeting or
event date from the Alumni Office, please do so a minimum of eight weeks in
advance. Please indicate the preferred University speaker(s) for the meeting or
event. Every effort will be made to honor the request. All speaker requests must
be made through the Office of Development and Alumni and not directly to the
individual speaker.
Depending upon the travel schedule of the President of the University or other
staff members, the Office of Development and Alumni may request that a
Chapter or Constituency Group in a particular area hold a meeting to coincide
with a University official’s visit to that area. This allows maximization of limited
travel funds available.
C. Meeting and Event Details: Once the date has been selected and approved by
the Office of Development and Alumni, each Chapter or Constituency Group
should work on finalizing all details.
D. Invitations and mailings: When the final meeting information has been
submitted to the Office of Development and Alumni, an invitation will be
prepared, printed, and mailed or prepared and e-mailed from the Office of
Development and Alumni. The Office of Development and Alumni will print and
mail invitations to one meeting or event each fiscal year. Please allow six to
seven weeks for the invitations to be printed and mailed after complete
information has been received and approved by the Office of Development and
Alumni. For additional meetings or events, the Office of Development and
Alumni will provide printed and mailed invitations at cost. There is no cost for
invitations sent via e-mail from the Office of Development and Alumni. The
Office of Development and Alumni reserves the right to refuse any chapter/group
mailing request submitted less than six weeks in advance and requests are
approved based on the availability of funds. Chapters & Constituency Groups
may not exceed First Class Postage per piece of mail. Additional cost should be
covered by the requesting party. All mailings, except an event invite, must
include a donation reference or donation form promoting giving to the MUW
Foundation indicating the fund of choice.
Exhibit 1
MUW Alumni Association Annual Chapter/Constituency Group Status Report
(Please complete this report and send to the Alumni Office by July 1)
Date: Month Day, Year
Name of Chapter: XYZ Chapter of MUWAA
President: First Name Last Name
Total Number of Active Members: 123
1. Attach your Chapter or Constituency Group’s list of officers and directors, if applicable, with their contact information
2. List exceptional things about the year 3. List areas of improvement for the upcoming year 4. Explain how you publicize your events.
Chapter Reminders
In addition to this Annual Status Report, an Event Report (Exhibit 2) should be completed after each gathering and submitted to the MUW Alumni Office.
For additional Chapter & Constituency Group support, please reach out to the Alumni office. They will put you in contact with the Chapters & Constituency Groups Committee.
Click Insert > Click Picture > Browse File > Select File > Click
Insert
ADD GROUP OR EVENT
PHOTO HERE
Exhibit 2
MUW Alumni Association Chapter/Constituency Group Event Report
(Please complete this report and send to the Alumni Office following each event)
Date: __________ Name of Chapter/Group: _________________________________
Contact’s Name: _________________ Contact’s E-Mail: _______________________
Event: ________________________________________________________________
Event Location: _______________________ Event Chair: _____________________
Number of Participants: __________ Alumni __________ Friends
__________ Students __________ Parents
(Please attach a list of participants. See Exhibit 2a.)
MUW Representative(s) Present: ___________________________________________
______________________________________________________________________
______________________________________________________________________
Preparation (phone calls, mailings, other publicity) _____________________________
______________________________________________________________________
______________________________________________________________________
List exceptional things about the event: ______________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
List future improvements for this event: ______________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
MUW ALUMNI CHAPTER/CONSTITUENCY GROUP EVENT SIGN-IN SHEET
Event: Event Date:
Chapter: Place:
Name of Participant Alum/Student/Parent/Friend Class Year Phone E-Mail
Exhibit 2a
Exhibit 3
MUW Alumni Association Chapter/Constituency Group Itemized Report of Funds Received*
NAME/ADDRESS EMAIL PHONE
NUMBER CLASS YEAR DUES SCHOLARSHIP
SEND-OFF PARTY
DATE OF DEPOSIT
*Please contact the Office of Development & Alumni for an electronic copy of this template.
Exhibit 4
*Insert current W-9
Mississippi University for Women Alumni Association
www.muwaa.org
MUWAA STANDING COMMITTEE REPORT
February 2, 2019
Committee Name: Special Events
Function of the Committee: This Committee shall assist in coordinating the
participation of Association members in support of formal programs and special
activities planned by the Association President or the University. The committee will
consult with the University’s Director of Alumni Relations regarding these events.
Chair of Committee: Carolyn Wilson Byrd
Committee Members: Shelly Davis, Denna Fortner, Monique Jenkins, Jenny Katool,
Cynthia Kittrell, Heather Stone, Nathan Wilson
Actions taken by the Committee from November 2018 - January 2019:
● Action will need to be taken by the Board to add funding for Greater Giving
contract for 2019-2020. Typically billed in 2 statements for a total of $2,395.00.
$1600 for Online bidding and $795.00 for software. This amount will be deducted
from the LBL Auction proceeds for 2018-2019.
● CWB contacted committee members and additional volunteers to establish
passwords for access to Greater Giving in order for them to assist in the
documentation of donors and sponsors. That access has been established.
● Heather Stone is doing a stellar job of marketing the Long Blue Line Auction.
Nathan Wilson assisted with initial designs. Heather provides a calendar of
events to Carolyn Byrd, Katy Pacelli and Lyndsay Cumberland to be posted on
social media. Response to those posts have been grand. See attached.
● Carolyn Byrd, Shelly Davis, and Monique Jenkins have met via conference call
on multiple occasions to discuss the ins/outs of the Greater Giving website.
Shelly is the brain behind the creation of the MUW GG website. She is schooling
Monique in all its functional capabilities. Carolyn has learned to input donors,
sponsors and photos for the auction and has made plans to “train” Deena Fortner
and Cynthia Kittrell. Audra Odom, Courtney Murtaugh and Jenny Katool will also
assist.
● Many committee and Board members have indicated knowledge or promise of
donors/sponsors. NOW is the time to confirm those commitments. Please
complete the donor/sponsor forms and submit along with a good photograph of
the donated item or logo for the sponsor to [email protected] ASAP.
Sponsors should donate online to the MUW Foundation or write a check to the
MUW Foundation and designate the LBL Auction as the recipient.
● Deadline for Sponsorships is February 22, 2019, so that we will have time to print
signage. After that time, individuals who would like to sponsor the auction may
still donate to the MUW Foundation and designate the Long Blue Line Auction as
the recipient of their donation but should understand that recognition of their
donation will not be published at the auction or on social media.
● Board members are reminded to send names of any individuals or businesses
that could potentially become sponsors of the LBLA to Carolyn Byrd who will in
turn gain approval (or not) from the Office of Development and Alumni.
● If you have a laptop or tablet we can use at the auction, we would appreciate
knowing that.
● Visit the longbluelineauction.com for updates and information.
Budget Requirements: None
Submitted by: Carolyn Wilson Byrd
Date: January 11, 2019
Jan 2019 Report
Heather Stone partnered with designer Nathan Wilson to create a couple of design templates to brand
this year’s auction on Facebook and Instagram. Met with Monique Jenkins to discuss content calendar
ideas and W Photographer Chris Jenkins to develop supplemental media like videos and access to
auction photography.
LBLA Social Media Content Calendar is produced and shared with Alumni Office on regular basis for
approval.
LBLA Committee submitted Fall Visions Magazine Ad to promote Auction.
LBLA Committee submitted copy for an Alumni email blast to promote Auction.
Facebook Insights Reporting
First post was on 11/13/19 highlighting the Legacy Scholarship recipient
Averaging 2-3 posts a week
Most engaged post on 12/14 kicking off the first donation item; reaching 704 people
372 Followers of LBLA FB Page; 3 New Followers in last 28 days
15 - 16 Budget 15 - 16 Actual 16 - 17 Budget 16 - 17 Actual 17 - 18 Budget 17 - 18 Actual 18-19 Budget 18-19 Actual
Operating Expenses
Insurance Policy 1,000.00$ 916.00$ 1,000.00$ 916.00$ 1,000.00$ 916.00$ 1,000.00$ 916.00$
Advertising 500.00$ 202.00$ 500.00$ 352.00$ 500.00$ 261.00$ 500.00$ 130.50$
Travel 1,500.00$ 313.48$ 2,000.00$ -$ 2,500.00$ 2,500.00$ 1,000.00$ 989.38$
Long Blue Line Auction 500.00$ -$ 500.00$ 123.23$ 500.00$ -$
BLUE Event 500.00$ 500.00$
Board Member Recognition 500.00$ 390.62$ 500.00$ 365.07$ 500.00$ 235.72$ 400.00$
Alumni Awards 500.00$ 316.70$ 500.00$ 316.70$ 500.00$ 332.00$ 400.00$
Past President's Pins 1,000.00$ 1,076.03$
School Support
100th Night/Student Event 1,000.00$ 1,000.00$ 1,000.00$ 498.44$ 1,000.00$ 1,000.00$ 1,000.00$
New Faculty Luncheon 900.00$ 825.46$ 900.00$ 544.10$ 900.00$ 634.78$ 800.00$ 634.78$
Legacy Scholarship
(Funded by Auction Proceeds)
Faculty Enhancement Grants 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$
New Faculty Award 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$
Mortar Board Faculty Member of
the Year 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$
Mississippi University for Women Alumni Association
www.muwaa.org
________________________________
MUWAA SPECIAL COMMITTEE REPORT
Winter Board Meeting
February 2, 2019
Committee Name: Public Relations
Function of the Committee: This committee shall, in coordination with the University’s Director of Alumni Relations,
create, produce and disseminate information on behalf of the Association and work to project a positive image of MUW, the
Association, and former students.
Chair of Committee: Rebecca Rogers
Committee Members: Heather Andresen, Nicole Dilg Beachum, Stacey Lee Boyett, Kimberly Griffin, Betty Ruth
Hawkins, Patty Outlaw, JerriLynn Mize Patriquin,
Committee Activities since Fall Board Report
- Worked with Audra Odom to highlight B*L*U*E keynote and panelists in blurbs for social media prior to the
November 9th event
- Committee determining best way to divide tasks and solicitation of information for the items on the proposed PR
calendar for the remainder of the 2018-19 year and 2019-20 year
- Obtained volunteers for Welty Gala spotlights (3); was unable to complete assignment due to delays on the part of
committee chair
- The Office of Alumni & Development (Lyndsay) would like a 2 week notice for any social media posts / email blasts,
etc. to be figured in for all calendar planning / due dates
Press Releases
Alumni Award Winners (3) – in progress
Congrats Digital Flyers
None at this time
Future Planning in Progress
- Committee members will determine the top 3 items from the proposed PR calendar for the remainder of the 2018-19
year to pursue by end of committee year
- Work with Office of Alumni & Development to set a Facebook boosting trial for all posts during a 1 month period
(following Homecoming) to then analyze the ROI and determine targeted areas and $ adjusted boosting for future posts
in each category
Concerns or Requests for Action
- None at this time
Submitted by: Rebecca Rogers, Chair (January 17, 2019)
Membership Recruitment Board Report
Chair: Symone Bounds
Members: Alexandra Woolbright, Bridget Ellis, Brianna Warner, Clemmie Phillips, Edmond
McDavis III, Janie Shields, Shonda Phelon, Leta Palmiter, Quintillia Fowler, Marquita Kirk,
Pam Griffith
Graduation Update
About 150 students walked during the December 2018 Graduation
Approximately 71 completed the graduation forms (60 said they were interested in
joining a chapter; 35 said they used Career Services)
All grads will be imported into the Alumni database system and the graduation forms
were utilized to update their information
An e-mail will be sent to all of them to welcome them to the Long Blue Line
Symone Bounds, Janie Shields, Melissa Gilmore, Katy C. Pacelli, and Lyndsay
Cumberland assisted with welcoming the new graduated into the Long Blue Line by
giving out Southern Grace Cook Books, MUW Alumni Association magnets and pens,
while the recent grads completed the graduation forms
We gave out 132 Southern Grace books at December Graduation. We currently have 362
books left which might not be enough for May graduation.
o The Membership Recruitment Board has suggested that we replace the books with
W shaped keychains
Submitted By: Symone Bounds
Mentoring Committee
February 2019 Update
Members: Audra Odom (Chair), Katherine Shell Benson, Mandy Brownlee, Ashley
Dean, Tara Wages Fort, Marquita Kirk, Troy Lewis, Andy Thaggard, Brianna Warner
Basic Mentoring > As a committee, we are in the process of developing a mentoring
questionnaire to be disseminated the MUW Alumni – to get feedback and create a
cache of potential mentors for a variety of things – to be sent out via Lyndsay
Cumberland and the Alumni Office. This has been tabled currently as we are working
out the kinks in the program. ***planning to look at this again now
BLUE > BLUE was November 9, 2018, in the Pope Dining Room with Marshall Ramsey
as speaker and a panel (consisting of Connie Kossen, Christie Jones Lawrence, Nicole
Dilg Beachum, Jen Robinson Hargett, and Hayley Gilmore). We have gotten feedback
from a few of the attendees:
I really much preferred the keynote speaker moderating the panel at the first BLUE event. It made the topics discussed more cohesive and it set the tone for an interactive panel presentation. A learning experience rather than a lecture. If I were a student I wouldn't have enjoyed some of the discussions by alumni as much.
Wish that there had been a little more structure to the panel and that some questions had been prepared to either plant in the audience and/or create more of a dialogue for the panelist to respond to.
I would have liked more diversity in gender, age and ethnicity. Having a moderator and student involvement in the panel would have made it more productive. It needed more structure. I wasn’t sure the purpose of the panel - perhaps some takeaways.
I loved these women. They were so relatable and approachable.
I thought they each brought something interesting and thought-provoking to the table.
I loved the diversity of the panel.
Kept comments long enough to provide substance, brief enough for everyone to speak. Also seemed coordinated so weren't hearing same thing from multiple
panelists.
I felt like overall there was a disconnect between some of the sentiments of panel speakers and current students. Though I am the key demographic that the event tried to reach out to, I couldn't help but find myself wondering whether or not this panel discussion and the event itself would have been as impactful to the larger majority of students who are in our student body currently. The sentiment that millenial students are not as involved or learning the same skills would have felt exclusionary. Additionally, having some sort of alumni event that reached out to students who were already working may be more useful in the future to bridge some of these gaps.
Each panelist chose a different viewpoint or tidbit of advice, so there was a variety of discussion.
What was your favorite part of the BLUE Event?
Marshall Ramsey & seeing so many students!!
The main speaker.
The speaker because he was very knowledgeable and entertaining.
Keynote Speaker
Networking with student
Being able to meet and interact with the discussion panel was absolutely my favorite part.
The speaker
Mr. Ramsey's talk was both engaging and inspiring. The panelists were interesting and encouraging.
My favorite part of the BLUE Event was the after dinner talk. It was nice that everyone was chatting with each other.
Marshall Ramsey and his life story
The panelists offered wise insight, and the students seemed to gravitate towards them. Overall, it was an outstanding evening! Marshall was great.
What was your least favorite part of the BLUE Event?
I'm paraphrasing, but the two older alumni on the panel both spoke of "following their husbands" in such a way that I found their words to be a turn off.
The room was too cold and there was no networking.
Dinner could have been better.
Loved it all.
Awkwardness of the panel
N/A
5:00 start time
The dinner setting. I would suggest having finger foods and maybe mocktails that way it feels more like a networking event. Check out the Wing's social media presence and how they do events: https://www.instagram.com/the.wing/
I would like to have known what programs were represented - both faculty and student. As a distance learner, I did not recognize other students. A faculty member looked familiar from orientation. She ended up being my advisor but would not have recognized me had I not spoken first. Had I known other nursing faculty were there, I could have met them.
My least favorite part was the mingling part. I felt lost on who to talk to and overwhelmed when I first walk in.
What suggestions do you have for future BLUE Events?
If it stays a Friday dinner, have the meal first and start the speaker over dessert.
Have the students submit questions before the event and/or have a theme or more structure to the panel discussion. Create a handout and/or toolkit that students can access online and/or take home with them. Have actual practice interview sessions for students and review their resumes. Teach a resume writing session as well as how to utilize LinkedIn.
A different method of asking questions to the panel
I think it would be good to involve the students prior to the event and have them submit questions in advance to be asked. Perhaps they could ask from the audience...
Panel needs more takeaways and structure. Needs a moderator. More time for panel. More structure for networking. Provide better opportunities for students to interact with different alumni
More events similar to this, (informal) leadership workshops, cooking seminars, a day in the life professional event, etc...
Maybe have a speed "network" dating event where people can take turns actually talking to others. The guest speaker at a panel event should also host/moderate the panel so they can ask questions that are relevant to the topics being discussed.
Announce programs represented - by faculty and students standing or in some way.
I would love to see a current student on the panel.
Could expand event with workshops to do a deeper dive on leadership. Depends on
future vision for event.
Maybe talk about professionalism?
The main speaker should be the moderator for the panelists, so as to provide a better transition from the "speech" to the panel discussion. There should be a greater diversity of panelists (racial/ethnic/gender) and perhaps not 3 in the same general age bracket. Those alums who have 25 years of work experience or more, and are still working would add a great deal of insight. They tend to be the executives and managers. Branch out into other career fields with the next event to simply build upon this one, and not duplicate.
As you can see, there were lots of takeaways, and things to contemplate if we do
another of these events in the future. One thing I will say is that I TRIED HARD to get
diversity (of the racial, ethnic, gender variety – as we did have people from many
different disciplines), but these were the people who said YES, they would come.
Senior Fling > Thursday, 28 March, at the Stark Recreation Center – food by Proffitt’s
Porch and Sweet Peppers Deli. Networking opportunities and time for fun (before the
Board meetings which will be even more fun)! You can sign up for it when you sign up
for Homecoming.
Respectfully submitted,
Audra Odom
Memorandum of Understanding (MOU) Between
The Social Organization Alumni Council And
Mississippi University for Women Alumni Association Purpose: The Social Organization Alumni Council (SOAC) has agreed by majority vote as of October 19, 2018, of its member organizations to become a constituency group of the Mississippi University for Women Alumni Association (MUWAA) beginning with the signing of this document and ending March 30, 2020. Representing Parties: The SOAC Member Organizations include the alumni organizations of the following:
Alpha Kappa Alpha Sorority, Inc Beta Kappa Tau Fraternity Blacklist Honorary Social Club Coretta Social Club D’Belle Social Club Delta Sigma Theta Sorority, Inc Highlander Social Club Jester Honorary Social Club Lockhart Social Club Masker Honorary Social Club Mam’selle Social Club Reveler Social Club Rogue Social Club Silhouette Social Club Troubadour Social Club Zeta Phi Beta Sorority, Inc
and they are represented for the purpose of this agreement by Katherine Shell Benson and Rebecca Rogers, Founding Co-Chairs of SOAC. The MUWAA is represented for the purpose of this agreement by Katy Canon Pacelli, MUWAA President 2018-2019, and Kristy Hipp Mosley, MUWAA President Elect. Terms: The following terms for this MOU have been agreed upon by the above parties:
• SOAC structure and governance will remain unaltered, consisting of existing structures and governing practices put forth before this agreement. The MUWAA will respect these structures and practices.
• MUWAA structure and governance will remain unaltered, consisting of existing structures and governing practices put forth before this agreement. SOAC will respect these structures and practices.
• SOAC will respect and follow the guidelines of MUWAA constituency group as stated in the October 16, 2018 version of the MUW Alumni Chapter and Constituency Group Guidelines.
• SOAC will report to the MUWAA through the representing MUWAA board director titled: Chapters and Constituency Chair and will include this committee chair, the Director of Alumni Relations, and the MUWAA President on correspondence with the University.
• Before the end of this agreement on March 30, 2020, representatives of SOAC and MUWAA will formally re-evaluate this agreement, set forth a vote within the separate memberships of SOAC and the MUWAA as needed to take one of the follow actions: a) dissolve this agreement amicably with MUWAA and continue as a separate organization, b) agree to continue the relationship set forth in the MOU in formal form, c) agree to explore the possibility of a formal seat on the MUWAA Board as a Board Committee including all boundaries and expectations thereof as outlined in the MUWAA Bylaws, or d) dissolve in entirety as SOAC and formally withdraw from MUW and MUWAA.
• As a constituency group, SOAC does not intend to create a fund within the MUW Foundation. Operating funds will come directly from individual SOAC Member Organizations on an as needed basis, and fundraising for the MUW Foundation will occur through SOAC Member Organizations’ individual MUW Foundation accounts. This structure may be changed only through majority vote of SOAC Member Organizations.
Best Practice and Behavior Expectations: It is understood between SOAC and MUWAA that in order to build and maintain a productive and positive relationship that mutual respect between all parties is expected. Best practices of: service and support of membership and mission, respectful and appropriate behavior, full transparency on matters relating to either party by the other, and continuous, open communication is expected of all parties at all times during this document’s period of effectiveness. Signed & Dated:
XKatherine Shell Benson
SOAC Co-chair
XKaty Canion Pacelli
MUWAA President, 2018-19
XRebecca Rogers
SOAC Co-chair
XKristi Hipp Mosley
MUWAA President-elect, 2018-19