President Charles Green called the 116th meeting of the Ball State University Alumni Council to order at 10:15 a.m.   Green thanked Mark Ervin for his excellent leadership during the previous year.   Two new members, Mike Shumaker and Vince Von Der Vellen, introduced themselves to the membership.

Green asked the Council members to introduce themselves and mention their area of representation.

MINUTES

Referring the Council to pages 3-12 in the background report, Green asked for corrections or additions.   Hearing none, Jim Andrew moved to approve the minutes as presented, Larry Metzing seconded.   The motion carried by voice vote.

REPORTS

A.   Executive and Finance

Green referred to pages 13-14 for a roster of committee assignments.   He mentioned that the committees each have at least one staff member assigned.   Members will be notified of upcoming meetings.

Green reported that a group of Alumni Association presidents and past presidents, including Mark Ervin, Wayne Estopinal, Julie Bradshaw, Tom Farris, and Ed Shipley, met Friday evening, January 12, with Vice President Ben Hancock to discuss the direction that the university is going and what roles the Alumni Association will be requested to play in the coming months.   Green said that Hancock was positive in his remarks about past and current efforts of the Association and expressed that the Association will play an integral role in coming months with the university's efforts to raise the visibility of the campus and the vibrancy of its programs.

The executive committee met just prior to the Council meeting.   Reports will be given throughout the Council meeting.   Green said some specific recommendations will be made regarding budget.

B.   Financial Position

Tom Farris referred to pages 15-16 of the background report for a review of 2006 budget and expenses.   The checking account balance at the end of December was $14,622.40.   Overall, expenditures for 2006 were under-budget, leaving a $37,329.95 to carry forward to 2007.

By way of explanation, Ed Shipley stated that it is not the goal of the Association to have a balance to carry forward.   There are years we go over budget.   This year we stayed under.   Jamie Lake commented that it is great to have a balance to carry forward.   He recommended that we consider ways to assist constituent groups as they have needs, especially when we have the balance in our account.

After discussion, John Bowles moved to accept the 2006 budget as presented.   The motion was seconded by Mark Ervin, and passed by voice vote.

Page 17 provides a summary of all Alumni Association accounts, including those bearing interest.   Farris noted that we have had good returns from investments.

Page 18 presents a net financial summary for fiscal year 2005-2006.   In the revenue column, we funded ourselves with $346,000.00; the Ball State University Foundation provided funding totaling $230,000.00; and the university portion of funding was $1,100,079.00.

Shipley noted that we need to keep in mind that the figures of note are the Association and Foundation funding as the Council develops a budget from those amounts.   The University allocations come from the general fund of the university.   The university funds us on a fiscal-year cycle.   That is by design to provide financial protection.

Farris referred to page 19 for a review of the proposed Alumni Association budget for 2007, including Association and Foundation dollars.

From its meeting preceding the Council meeting, the executive committee proposed a recommendation that the New Initiatives line item in the Alumni Association checking account increase to $15,000.00 and a new title (image, pride, and alumni giving) be assigned.   The Association would be able to maintain a leadership position as the university goes forward with the next capital campaign.   The executive committee also reviewed and recommended that Legacy Scholarship funding be increased to $100,000.00 to accommodate more applicants.

With those recommendations, the total recommended budget for 2007 is $683,300.00.

Returning to a point mentioned earlier, Jamie Lake recommended that we consider establishing a mechanism to enable societies to have funding to accomplish some projects as the need arises.

Lake submitted the proposal in the form of a motion.   Metcalf seconded the motion.

Wayne Estopinal said there is money available for such needs and the issue may be more of an awareness effort than a budget item.

Shipley explained that there is a line item that enables operational funding for activities.   As an example, he said when boards meet, the Association pays for food and refreshments.   Ernie Krug added that funding for special purposes can generally be obtained.   It is incumbent upon the staff liaison for each group to address the need.

Shipley said the bottom line is that if someone needs funding, we can usually figure out how to fund it.   He also said that when the Association hosts an event, we try to get our bottom line at zero; therefore, when a group wants to provide something extra, one way to accomplish that is to build the expense into the cost of the event.

John Bowles asked, then, if we need a motion and, in fact, whether there is a need to establish a line item; Jamie Lake said that if a mechanism is in place, then he is comfortable altering his motion, for example, to let the staff member who serves as liaison put the first check and balance on the issue.   If there is enough built in, then a recommendation that we make the groups aware and approach when there is a need.

Green reminded the Council that there was a motion on the floor.   Lake withdrew his motion and Metcalf his second.

Shipley asked that the minutes reflect there is a mechanism in place to assist.   Groups need to make requests when there is a need.

Farris returned the Council to the review of the budget.   With the adjustment of the two line items, the total is $683,300.00.   Referring to page 20, Farris itemized what the projected review to fund the budget includes.   He then submitted that the budget be approved, as amended.   Mike McMillen seconded.   The budget passed by voice vote.

After the vote, Stephanie Walton asked for clarification on line item, page 19, referring to the stadium suite and to new initiatives.   Farris responded that, with respect to new initiatives, it would enable the Alumni Association to fund activities that will help to rekindle pride in the university, providing a philosophical base that can have a long-term effect.   It would also provide an outlet to bring new people into the life of the university.  We want to say that we realize it's important.   Wayne Estopinal said he would respond more directly:   In the eyes of some, it is not positive that only14 percent of our alumni give to the university.   While members of the Council are in that percentage of those who give, obviously "...there is a large percentage of alumni who have some other opinion of the university.   Given the strategic direction the university is headed, with funding, advertising, and a capital campaign," Estopinal said, "the Association needs to be aligned to the university goals.   We need to be out front, pushing the university image—what it was, what it is—and getting people involved, participating."

Shipley noted that the 14 percent figure is second in the MAC and first of the publics in Indiana.   By way of comparison, Notre Dame, he added is in the 50 percent range. Another issue is that the university has become stagnant in receiving gifts from all alumni prospects.   Some years ago, efforts were switched from getting alumni participation (numbers of donors) to raising more dollars.   "We turned all our efforts, volunteer and staff, to obtaining big dollars, and we've lost the number of alumni participants along the way.   We are raising more money from less folks," Shipley said.

Estopinal said that the Alumni Association, through the staff, can be proactive in reestablishing the increased participation of alumni donors.

Mike Chisley said it would be helpful to learn what an average gift is, excluding large donors from the figures.

C.   Ball State Board of Trustees

Tom DeWeese reported that Hollis Hughes couldn't be with us today, but remains very positive as he continues to work through health issues.

As of December, student applications were up 23.7 percent, which will mean more competition for acceptance at the university.   A large number of people have expressed interest in attending Ball State.

The Indianapolis Center has opened.   The mayor of Indianapolis was among dignitaries present for the grand opening.   The center gives Ball State a positive presence in Indianapolis.   Classes, meetings, and other events will function from the center.

DeWeese noted that there is a significant amount of construction underway on campus. Projects include Park Hall, the communications building, Scheumann Stadium, and Woodworth dining.   On the horizon are a new recreation center and a new residence hall, probably to be constructed where LaFollette now stands.   The student center will be remodeled.

DeWeese concluded by saying the university is in a very good situation.   Everyone should be happy with the job we're doing to attract new students.   We need to keep in mind that every gift is important, and alumni involvement is critical.

D.   Ball State University Foundation

Wayne Estopinal said the Foundation last met November 17-18, 2006.   Tony Schneider, former Alumni Association president, is the new Foundation chairman.   The next meeting will be February 23-24.   Regarding investment management, Mark Ervin stated that the Foundation continues to be diligent in its investments, resulting in returns that are consistently excellent.   Right now returns are in excess of ten percent.   The Foundation has assets of nearly $198,000,000.00, with all-time support to the university about $188,000,000.00

E.   Services Committee

Debbie Linegar referred to pages 22-26 of the background report for a review of Alumni Association services.   Referring to page 22, she said Cardinal Corner now offers some infant and children's clothing.   The balance in the Cardinal Corner accounts as of December 31, 2006 was in excess of $112,000.00.

The affinity credit card program is summarized on page 23.   There are 1,751 active accounts, with an average card balance of $4,173.00.

The American Insurance Administrators partnership is summarized on pages 24-25 of the background report.   There are 457 Alumni Term Life policies in force.   The GradGift Life plan has an acceptance rate of 13 percent from the class of May 2006 and a continuation rate of 15.1 percent from the class of 2005.   The GradMed short-term major medical plan reflects a response rate of 3.2 percent from the class of 2006. Total policies in force for all AIA activity is 1,162 (AlumniTerm, GradGift, GradMed, AlumniMed+, and ProtectorMed+); and the Association has received $3,733.20 in revenue from AIA in the past 12 months.

Referring to page 25, Linegar said there are 4,393 alumni ID cards and 1,683 recreation cards in circulation.   We have 61 merchants participating with our C.A.R.D. program for 2007.

There were 80 responses to the December 2006 new graduate mailing.   Forty-two new graduates signed up for Cardinal Pride license plates.

F.   Coach of the Year Awards

Stephanie Walton referred the Council to page 27 for a listing of the fall 2006 Coach of the Year awards.   They are: Jim Clark, Homestead High School, boy's tennis; Bill Mattingly, Indianapolis Cathedral High School, girl's golf; Scott Coil, Lowell High School, soccer; Rick Torres, Andrean High School, boy's cross country; Steve Lewark, West Lafayette High School, girl's cross country; Kathy Nalley-Schembra, Roncalli High School, volleyball; and Tim Dawson, Concord High School, football.

ALUMNI ACTIVITIES

Jim Andrew referred to pages 28-31 of the background report for a review of past activities.   He mentioned events of note since the September Council meeting, including pre-game rallies, Homecoming activities, and superintendent's receptions.

Pages 32-33 provide a listing of upcoming events.   Andrew mentioned Education Redefined Tour events, beginning in March; the men's gymnastics reunion in June; the class of 1957 50-year reunion, and Homecoming as examples of the variety of events in coming months.

SPECIAL ITEM

President Green permitted discussion on the matter of approving a resolution to define and defend the Alumni Association stance and support of the university as Ball State goes into another capital campaign cycle.

Larry Metzing suggested that a committee be formed to filter ideas and concepts that promote involvement of alumni with the university.   He recommended that the committee should report progress at each Council meeting.   He stated that it is not appropriate to convert the Alumni Association into a fund-raising entity, that is not the role. But, we need to be proactive in formulating ways to encourage alumni giving participation and involvement of our alumni base.

Shipley pointed out that the executive committee believes it is important to support the university, while continuing to maintain what we're doing.

Discussion continued with thoughts about the purpose of the resolution, the value of forming a committee, the action of establishing a list of creative ideas, and specific verbage of the resolution.

Metzing concluded that the resolution should stand on its own.   The action step would include forming a committee to serve as the receptacle for ideas and concepts, to filter them, and establish an action plan.

The discussion concluded.   President Green called for a motion on the resolution.   Jim Andrew moved, John Bowles seconded, and the resolution was approved by voice vote.

The Resolution:

The Alumni Association and the Alumni Council strongly encourage successful and increased alumni involvement and giving participation while maintaining our current successful events, programs, and communications.   The Council continues to fully support the concept and direction of capital campaigns by Ball State University and continues to fully endorse the proactive steps the University is taking to increase pride and participation from its alumni.

CONSTITUENT ORGANIZATION REPORTS

A.   Alumni Chapters

Adams-Wells - Ernie Krug reported that the Adopt-a-Highway was October 14, 2006.   A new family bowling outing is scheduled for Sunday, February 11 in Bluffton.

Greater Indianapolis - Mike Shumaker said the annual Indiana Ice outing is set for Saturday, January 20; and Casino Night at Jillian's is February 24.   In the early spring, Indianapolis area alumni will attend a theatre outing at the Murat to see CATS.   There will be a pre-show activity at the Rathskeller.   President Jo Ann Gora will attend.   Results of the board elections were: Brenda Cox, president; Russ Lawrence, vice president; Mike Shumaker, Alumni Council representative.

Michiana -Vince Von Der Vellen said that the board has a new member, Nicole Rodino, and officers are selected for the coming year.   They are: Wes Steffen, president; Gail Jaskowiak, vice president; and Von Der Vellen, Alumni Council representative. The board hosted a successful wine tasting event at the Studebaker Museum.   The bus trip to Woodfield Mall during the first weekend in December was sold out.   The group will plan to take two buses next year for the annual trip.   Michiana Casino Night is set for April 21.

Northeastern Indiana - Mike McMillen reported that the last board meeting was December 21, 2006.   The annual TGIF at Columbia Street West is scheduled for February 16, with Science Central set for February 25.   The board unanimously approved new board terms and officers.   Russ Hire is president; John Martin was selected vice president; and McMillen was reappointed as Alumni Council representative.   McMillen pointed out that Association president Charles Green is a member of the Northeastern Indiana Alumni Chapter.

B.   Constituent Societies

Alumni Ambassadors - Tom Andrews reported that several focus groups were hosted throughout Indiana and Ohio.   They included Evansville, September 12, 2006; and Marion, November 13, 2006.   The annual Chicago-area winter alumni event was at the Rock Bottom Brewery, December 11, 2006.   There was an outing at the Indiana Basketball Hall of Fame September 28, 2006.   Council member Jeri Giska and her husband Scott arrived in a limosine and celebrated their anniversary there.

Black Alumni Society - Mike Chisley reported that the society board of directors had met December 16, 2006.   The group is working on the society's reunion, set for August 3-5 on campus.   This year's theme is "Celebrate the Legacy".   Co-chairs are Pam Morris and Keith Robinson.   The committee is seeking a dynamic keynote speaker.   The next board meeting is Saturday, February 24.

Cardinal Football Alliance - Tracy Hendricks reported for Ron Duncan.   The group has not met since the last Council meeting.   The football signing reception is February 7 in the Worthen Arena Lounge.   The next board meeting is scheduled for Thursday, February 8, at Delaware Country Club.   An event in conjunction with the meeting will honor seniors.

C.  Professional Societies

CAP - Jamie Lake reported that the annual CAP Alumni Day was September 29, 2006.   The college is searching for a new dean.   Work is ongoing for new ideas for continuing education programs, streamlining, and a new mentorship program.   With an emphasis on increasing participation, the board is working on plans for next September's Alumni Day.   Lake particularly thanked Pat Quinn in CAP and Alumni Association staff members Ernie Krug, Kate Webber, and Michelle Harrell for the support and help for the board of directors.  The next board meeting is Thursday, January 18 in Indianapolis.

College of Business - Jenny Budreau reported that the board of directors last met November 16, 2006 at the Indianapolis Center.   Among events and programs scheduled for the College of Business for 2006-2007 is a Distinguished Speakers Series, including Don Dumoulin, senior vice president with Roche Diagnostics; Steve Walker, CEO of Walker Information; Neil Ellerbrook, CEO of Vectren; and Cynthia Cooper, WorldCom whistleblower.   An ethics week will be built around Cooper's presentation.   Dialogue Days will be held March 6-7, 2007.   Dave Heeter was reelected president of the society's board of directors.   Kevin Walbridge is vice president.   The next board meeting will be February 5 at Conseco Fieldhouse.

FCS - Jackie Johnston said the board of directors met October 26, 2006, in conjunction with the annual Career Mentoring Day activities.   There were 598 participants for career day.   Candy Allen, of Chicos, was the keynote speaker.   The event also included breakout sessions followed by a networking reception.   Members of the board met following the event to discuss the FCS newsletter which will be produced electronically.   The next board meeting will be in February.

Journalism - Charlotte Shepperd reported for Sarah Maisto.   The board of directors selected officers for the coming year.   They are: Brian Hayes, president; David Knott, vice president; and Sarah Maisto, Alumni Council representative.   Jennifer Ross, design and copy editor for the Marion Chronicle Tribune, and Sarah Swan, public affairs specialist with the National Museum of the U.S. Air Force, are new board members.   Mel Sharpe, longtime PR sequence coordinator, retired in December.   The new sequence coordinator is Bob Pritchard.   The board continues to work on plans for regional outings and the society's 2008 reunion.   An initiative of the board is to showcase alumni on the department kiosk and on the Web site.   Shepperd noted that Dr. Louis Ingelhart, longtime Ball State professor, first department chairman for journalism, and a noted champion of First Amendment rights, died January 7.   The next board meeting will be Saturday, January 27 at the Alumni Center.

NREM - Terry Coleman began his report by giving regards from the previous board of director's president.   He thanked Ed Shipley, Sue Taylor, and Laura Waldron for the great staff support.   New officers have been selected for two-year terms:   Amanda Smith is president and Danesa Stolz is vice president.   Since the last Council meeting, the board has been working on plans for the department's April awards program.   The annual Internship Fair is January 23 at the Alumni Center.   A board meeting will follow the event.

Nursing - Kathy Hutson reported that the Nursing Pinning Ceremony was December 16, 2006.   The community project with the Muncie Children's Museum had been put on hold, but thanks to efforts of some of the museum's board members and its executive director, Jama Cashdollar, the project has been renewed.   The scholarship committee will meet soon to select recipients and will also review candidates for the Outstanding Nursing Award, to be presented at the annual award banquet this spring.   The board is considering assembling past board presidents to discuss streamlining the board and society programs processes.   The next board meeting is February 20.

Teachers College - Phil Metcalf said that the Teachers College board of directors met September 30, 2006.   The group reelected Eugene White, president. Mike Garringer is vice president and Metcalf will serve as Alumni Council representative.   New board member Alena Bogucki has been selected as secretary.   Metcalf commented on the Electronic Field Trip program and the quality and notice it has brought to Ball State.   Past example field trips have been to Cooperstown, NASA/Houston, and Carlsbad Caverns.   This year's trips include the Indianapolis 500 and a trip featuring the effects of volcanoes.  The Teachers College has partnered with Best Buy to produce the trips.   The Teachers College Alumni Society will host a family outing to The Children's Museum of Indianapolis, Saturday, March 3.   The next board meeting will be in June.

OTHER BUSINESS

Charles Green said he will appoint a committee for image, pride, and alumni giving participation regarding the resolution approved earlier in the meeting.

A.  Executive Director's Report

Shipley thanked Steve Fulton and Debbie Linegar for their work on the annual report.   Diane Blankenship, communications assistant for more than two decades, has retired.   She worked with communications, Homecoming, and three alumni societies: Family and Consumer Sciences, Journalism, and Nursing.   We are in the process of hiring a new individual.

Shipley referred to pages 34-35 in the background report for a review of the Alumni Involvement Index.   Among items mentioned was that we acquired more than 6,000 new e-mail addresses in 2006.   He asked the board to continue sending alumni e-mail addresses to us.   There were 55,000 alumni involved in some manner with the Association during the past year; only 17,000-plus made gifts.

Page 36 shows an overview of the Council, including staff.

Shipley noted that the Education Redefined Tour is an initiative of President Gora, Vice President Hancock, and the Alumni Association staff.   Over the next 18 months, we will be engaged in 20-plus tours.   The Association will be integrally involved with the tour. Any location where there is a reasonable population of alumni, we plan to get there.

Shipley stated that there will be a new Capital Campaign and that by the April meeting, there will most likely be more concrete details.   Some focus will be on immersion learning and Building Better Communities programs.   The recreation center may be the only brick and mortar campaign.   The vice president plans to do the feasibility study himself.   By the Foundation meeting in June, the university will probably be ready to announce the quiet phase, with the public campaign likely being announced in early 2008.   Integral involvement from the Association, clearly, will be working on increased alumni participation.

Our mission and our goal is to be a national model alumni association.   The Ball State Alumnus magazine is integral to achieving that.   We are ahead of all schools in the MAC.   Ball State and Miami are the only alumni associations with staff dedicated to producing a magazine.   Frequency is also most relevant.   We produce six times per year, on a bi-monthly basis.   By comparison, Ohio State produces 8; IU, 6; Purdue, 6; and Michigan, 4.   Many, like Northwestern, Michigan State, and other Big 10s only distribute to members.   Indiana University's circulation is 77,000 while Ball State's is 129,000.

Among member institutions of CAAE, an organization of 84 larger alumni associations, the average cost of alumni magazines are $1.24 per issue.   Our average is 45 cents, one of the lowest, and we are 18th in distribution among CAAE institutions.   The magazine is vital to us and we need to commit to an initiative to maintain frequency and circulation.

B.   Final Notes

The Ball State basketball game is at 2:00 p.m. vs. Eastern Michigan.

New inserts for the Alumni Council handbook were distributed to all.

If anyone needs an Alumni ID card, see Debbie Linegar after the meeting.

The dedication of Scheumann Stadium is scheduled for Tuesday, August 28.   The first game is Thursday, August 30.   The Communications building and Park Hall dedication dates have not been set.

The next Alumni Council meeting will be Saturday, April 28, 2007.

There being no further business, the meeting adjourned at 12:45 p.m.

Respectfully submitted,

Edwin D. Shipley, Executive Director

Ball State University Alumni Association

Important Dates

Saturday, April 28, 2007 – Alumni Council Meeting

Saturday, September 29, 2007 – Alumni Council Meeting

Saturday, October 13, 2007 - Homecoming

Attendance

Jim Andrew, Wayne Estopinal, Larry Metzing, Tom Andrews  
Tom Farris, Annette Munoz, John Bowles, Charles Green, Doug Reddington     
Julie Bradshaw, Rick Hall, Jenny Budreau, Kerry Hendel,
Mike Shumaker, Mike Chisley, Kathy Hutson, Kim Stout                               
Terry Coleman, Jackie Johnston, Vince Von Der Vellen , Fred Cox,
Jamie Lake, Steph Walton, Tom DeWeese,
Mike McMillen, Mark Ervin  and Phil Metcalf

Staff
Steve Fulton
Tracy Hendricks                            
Michelle Johnson
Ernie Krug
Debbie Linegar
Charlotte Shepperd
Ed Shipley 
Sue Taylor
Kate Webber