Call to Order
Ben called the meeting to order at 10:20 a.m. The board reviewed the minutes from the September 18 meeting and they were unanimously approved.

Alumni Council
Fred reported on the September 25 Alumni Council meeting. He noted that at-large membership increased from 12-15 members.  These positions were filled from a pool of candidates recommended for openings and are from three previously underrepresented geographic areas. Two of the new members are female. Fred attended a reception on the football stadium expansion campaign and reported on the campaign's goals. Mike suggested that the board lease a suite when the stadium is renovated and the board agreed.

Alumni Council Representative
Ben was thanked for his service to the Alumni Council. Prior to the acceptance of nominations, there was discussion on what Alumni Council needs from a representative and what the position represents in order for members to decide if the position is one they would enjoy and be able to fully participate in. Mike, Anthony and Joyce were nominated and after a ballot vote, Mike was elected Alumni Council representative for a two-year term beginning January 1, 2005. Linda made a motion to place Anthony and Joyce in the 2006 pool for potential at-large openings on Alumni Council.

Reunion Updates   – "Embracing the Past – Steppin' Into the Future"
Publicity. Fred noted that he would put the reunion on the Community Affairs calendars in  Indianapolis markets. He needs radio and TV contact information for other cities where the board lives – please e-mail Fred with this information as soon as possible. Fred reported that he was trying to secure another spot on Living for the City and other community television programs. Again, please e-mail Fred if you have suggestions and contact information for other opportunities.

Anthony suggested that the board make an appearance and publicize the reunion at Expo next year. Mike will contact Charles Haynes to coordinate with the Ball State table.

Linda requested that the Alumnus do an article on the history of the Black Alumni Society Board and its activities. The article would also publicize the reunion. Linda will work long distance with Charlotte Shepperd, editor of Alumnus, on this article. Ed said that the article most likely would appear in the March or May issue.

Foster asked about the appropriate lead time in order to get care and program facilitators in place for the "family friendly" aspects of the reunion. Joyce said that May would be ideal. It was discussed that a postcard about the upcoming reunion early in 2005 could gauge interest in the programming.  The board agreed.

Keith stated that students were working on a design for the t-shirts. Foster also will be submitting designs for the board to make a final decision on at the February 12 (please not this change from February 5) meeting.

Special Invites. Fred and Mike suggested having a table at the reunion for successful alumni and alumni from the Who's Who in Indianapolis list to attend as guests of the board. In addition, the alumni could be recognized at the reunion. Joyce noted that several names mentioned were considered for the panel and asked if the board was interested in paying for the whole weekend for individuals participating in the panel. Mike suggested the board make contact early to get on the calendars of those invited. Linda discussed extending a special invitation and Ben agreed.

Family. Joyce presented some opportunities to include children at the reunion.  She checked with area daycares to see if they provided off-site care and was told they would need a better idea of the number and ages of children first.  Friday, the tours could include children. During the reception, children could bowl at the Student Center at a cost of $75 for 12. This would include bowling, room, cake and refreshments. The cost would be $10 per child. Saturday, youth workshops could be held during the panel. Children would be invited to the picnic but would have separate games available. From 6-12 p.m. pizza and a movie could be shown at the Ball State Student Center Ballroom (potentially free if a sorority or National Pan-Hellenic Council sponsored the activity) or Northside Middle School (small fee for custodian, security). An additional option would be to set up a gym or to have a DJ. There was discussion of the fees and general difficulty acquiring the gym equipment.  The charge for the evening would be approximately $20. The charge for the weekend's activities would be an additional $30.This does not include food.  Joyce noted that programming was geared for elementary through high school children but that a daycare was willing to assist with care and activities for the younger children.

Mike recommended the board secure Northside Middle School as soon as possible. He noted that the cost incurred would be primarily for custodian pay.  Ben requested that Joyce make sure that $30 will cover all expenses for staffing, food, supplies, entertainment, etc.

Anthony suggested that campus tours might be nice for the older children as it might serve as a recruiting tool.

Ben raised the question about health insurance information and liability.  Joyce said that individuals would have to sign a liability release and submit emergency contact information and health insurance information. Linda noted that the cost of the reunion has to be such that cost for including children does not deter participation.

Keynote. Several successful alumni were discussed as potential keynote speakers. Weighed against accomplishments, personal contact with the individuals and public speaking experience, the board agreed to make contact with two individuals who will speak to the theme of the reunion. The initial contact will indicate that the individual is being considered so that they may adjust their schedule and gauge interest. Sue will send out an appropriate letter to determine if either of the two candidates are interested in serving as keynote speaker and are available.

Entertainment. Fred presented two choices for the DJ and Steppin' Ball – DJ Thomas Griffin and "Ambience" and Artistic Motion Group with Nicole and Victor. After some discussion on cost, type of music played and workshop availability, it was decided that Fred follow-up with DJ Thomas Griffin and his dancers, "Ambience." The trio will need hotel rooms for the evening. The dancers will perform a workshop and stay through the Steppin' Ball.

Nancy mentioned she would like music played that kept the crowd energized and dancing. Linda requested Griffin play a mix of music that is not couple centric. This way, groups can dance, singles can dance and everyone feels comfortable. Anthony suggested Griffin do call-outs (i.e., "This one is for the 80s") and give everyone an opportunity to see who is there.

Fred mentioned that alumnus Mike White is a photographer who was interested in taking digital pictures at the reunion. He would create a slide show on CD and sell them on Sunday for $5. Fred suggested asking $6 and putting the extra dollar towards a scholarship.

Hospitality.  Foster reported that the hospitality suite was being taken care of. There was discussion of making a deliberate effort to keep everyone moving between two rooms if the suite was held at the Signature (versus one large room that is available at Lee's). Suggestions were made for smaller tables to make more room for mingling. It was noted that Charles had checked with CJ about the availability of his banquet facility instead of using the hotel hospitality suite. It was recommended that Charles check with CJ further as the current cost might be prohibitive and could raise the cost of alcohol and snacks. Other concerns associated with using the banquet facility were distance back to hotel rooms, the unknown size of the facility in comparison to the number of participants and how this might impact conversation.

Menu. The menu committee met November 20 at Ruby Tuesday's in Indianapolis to finalize the menu. They will report their recommendations at the February 12 meeting (Please note this is a change from the February 5 date originally selected by the board due to a scheduling conflict).

Friday, August 5. It was decided that the board would try to arrive for the reunion in the a.m. in order to help with decorating and other needs. The board will hold a luncheon meeting at 1:00 p.m. in the Alumni Center to touch base prior to the reunion.

Constitution
Board members received a copy of the Constitution with potential changes highlighted in yellow. If the board has questions or changes, please email them to Fred (in red if emailing the original document). The Constitution will be discussed and voted upon at the February meeting.

Next Meeting Date
The meeting was adjourned at 1:45 p.m. The next meeting will be held on Saturday, February 12, 2005 at 10:00 a.m. (Muncie time) in the Alumni Center. **Please note that this is a change from February 5 due to a scheduling conflict and following a board vote**

As a calendar item, please note that the board has also set meetings for Saturday, March 26, 2005 and Saturday, May 14, 2005 at 10:00 a.m. (Muncie time) in the Alumni Center.