Members Present: Dean Joe Bilello, Greg Jacoby, Teresa Jeter-Newburn, Michelle Harrell, Tina Jones, Dave Kroll, Ernie Krug, Jamie Lake, Chris Lehnertz, Doug Reddington, Scott Truex and Kate Webber.

President, Teresa Jeter-Newburn, called the meeting to order at 12:10 p.m. at CAPIC

Minutes
After a brief review of the April 7, 2004 minutes, Doug Reddington made a motion to accept the corrected minutes, Greg Jacoby seconded the motion, and the minutes were approved by voice vote.

40^th Anniversary Theme
Themes suggested for the 40^th anniversary are as follows:

• Forty Years the Impact. . . the college, the students, the faculty, etc. 
• You're Turning 40 … see what the college has accomplished in the past 40 years.
• Look Who's Turning 40 ….  Use images as if someone is looking through a window
  

Discussion followed on each of the proposed themes. No consensus was determined.   A decision on a final theme is planned for the next meeting.

Exhibitions
Dean Bilello brought examples of the Department of Landscape Architecture's alumni squares.  The boards, measuring 12" by 12", are submitted by landscape architecture alumni at the request of Department Chair Malcolm Cairns.  The board requests are sent to all landscape architecture graduates. The boards contain info on the graduate, project(s) worked on, contributions, current work, life, etc. The design, materials and content of the board are determined by the graduate.  The boards and their format could possibly be used as displays for the exhibitions.  Tina Jones   noted that even with a broad format and multiple requests for submissions, the number of actual boards received is limited. 

Tina Jones suggested that department chairs be included in the mailing list for the CAP Alumni  Governing Board minutes   so they are aware of what plans are being made for the year-long celebration.  The chairs could also offer their ideas and concerns to the planning process.

Lectures & Presentations
Dean Bilello announced that guest lecturers will be asked to leave hard copies or disks of their presentation so that they can be used for exhibits.  Lectures will be recorded on DVD.  He also mentioned that the college will pay for putting display information on hard copy.

Monographs & Publications
Greg Jacoby submitted a template suggestion for alumni to use to submit their work digitally.  The following format was agreed upon:

• Jpeg Formatted Image to Fit Within an 8" x 8" area
• Name of Project
• Name of Architect
• Project Team and Year of Graduation
  

The printed information should be produced using Word.  The template requirements will be put in the May eCAP.

Scott Truex reported that he and Diane Brenner had meet and concluded that the monograph would be too costly to produce.  The information gathered could be put on a disk and given as a part of the dinner ticket.

Alumni Communications
Doug Reddington submitted a draft of the letter that will appear in the next eCAP.  Scott Truex suggested that a Web address be included so that alumni can visit the site and   view the criteria for submission of alumni work.  It was noted that not all alumni have access to the Web, and that the format and letter included in eCAP is the preferred method of communication. The deadline for submissions is September 1, 2004.  Dean Bilello suggested showing the entries at Alumni Day, September 18, 2004.

Special Events
Jamie Lake reported on progress made by the Special Events Committee.  He submitted the following: 

Proposed agenda for the fall 2004 CAP Alumni Day:

1.  Saturday, September 18.  One-day event.
2. Encourage more student participation.  The dean will request faculty to bring students.
3. Have signage and advertising or the event displayed within CAP as well as other buildings where students would see them, including CAPIC.
4. Possible Juries for alumni and students to participate in and many displays of student work on the walls.
5. Lunch in the atrium is preferred for more visibility.  Have students at the lunch for interaction with alumni.  Announcement of winners and lectures for the day can be presented at that time.
6. Presentations by Alumni Award winners.
7. Possibly have a student/alumni golf outing pairing students with alumni.
8. Dinner will include the presentation of Alumni Awards, Sappenfield Award and announcement of 40^th anniversary celebration.  Other suggestions include:  sponsorship by firms for past Sappenfield Award winners and their guests, students, student group officers and Indy firms with CAP alumni.  Announce logo competition for the 40^th celebration.
   

Proposed Agenda for spring 2005 – CAP 40^th Birthday:

1. In March host a one-day event to commemorate the actual initiation of the College.
2. Ceremonial Kickoff – birthday party of sorts.
3. Unveil logo winner on banners and t-shirts, etc.
4. Initiate hanging of banners in/on building to advertise upcoming events throughout the year.
5. Dean speaks.
6. President of the university speaks
7. Maybe have one important speaker or guest lecturer.
   

Proposed fall 2005 – CAP Alumni Day:

1. Events as listed for previous fall event, plus:
2. Reunion of Alumni:
   1. First graduating class and "key" graduates
   2. Retired professors and administrators
   3. All those asked back throughout the year for various events, speeches, etc.
3. This should be our "Big Day of festivities." Maybe a two-day event again.  Reinforces our fall event as the time to return to CAP.

Proposed Items to be accomplished for Special Events:

1. Prior to fall 2004 solicit firms for donations and sponsorships for fall 2004 event.
2. Between Fall 2004 and Spring 2005:
   1. Run logo contest.  Possibly have professors incorporate this as a small class exercise.
   2. Select winner or winners of logo contest.
   3. Acquire funding for initial for initial shirt printings.
   4. Print shirts and banners for spring event.
      

Jamie announced that nominations for the Charles Sappenfield award go to Jennifer Milliken.

Additional Business
Tina Jones asked the board members if they were still interested in putting together a mentoring program.  She will bring more information on student mentoring to the next meeting.  The initiation of the mentoring program could coincide with the fall 2004 Alumni Day activities. 

One suggestion made to find potential mentors was to choose alumni from an alumni index and send a letter letting them know they have been chosen by the CAP Alumni board to be an alumni mentor.  Ernie Krug will bring an alumni index list to the next meeting.

Adjournment
The next planning meeting will be Wednesday, June 23, at the Alumni Center at 10 a.m.

There being no further business, the meeting adjourned at 1:15 p.m.