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Call to Order-The meeting was called to order at 11:15 a.m.
Minutes
The minutes from the November 9, 2002 meeting were approved as written following Fred's motion.
2003 Reunion: Creating a Bond That Never Ends
Friday, August 1
Lunch (noon): Italian buffet with salad bar followed by the Greek & Non-Greek Reunions from 1:30 –3:30 p.m. A Ball State photographer will be available for group pictures.
Keith suggested putting disposable cameras on the tables to get more candid photos. Phil mentioned that a relative of his might attend the reunion to take and provide pictures on the spot for a charge. Sue pointed out that those would need to be entirely separate from the photos available through BSU Photo Services. Also, many alumni at the last reunion brought their own cameras for candids.
Welcome Reception (7:00-9:00 p.m.): Sue said that this year's reception cost would be $14 a person. More filling hors d'oeuvres will be offered based upon suggestions from the last reunion. John recommended that information be provided about places to dine so that people can get something more substantial to eat if they wish prior to, or instead of, Casino Night. The board agreed. Due to the cost of George Middleton, Fred is looking into Thomas Griffin, a DJ, for Friday and Saturday's entertainment. Sue had heard a jazz trio of BSU students that might be good for the reception. The cost of the trio is $225 for 2 hours. The board agreed with checking into the trio's availability. The DJ could still come in on Friday to fill in breaks and get a feel for the crowd or the DJ could perform at the Casino.
Casino Night (9:00 – 11:00 p.m.): Keith said that some costs associated with Casino Night could be defrayed by not using the company's music or dealers. Phil suggested burning CDs for entertainment. Foster pointed out that there is a degree of skill that the company dealers have that will be needed and the board agreed. Charmaine suggested that bingo be a part of Casino Night. The board agreed and suggested that they could run the game to save money. It was decided that it would need to be in a different room than the casino.
Keith estimated that a casino with 110 people would cost approximately $1900. Ben and Keith suggested a nominal fee for additional chips to help defray some of the cost. There was discussion on whether the event should be itemized on the reservation form for an additional fee or should be built in to the overall cost. Sue said that the cost of conducting the casino would need to be covered in some manner—either the society's foundation account or by the individuals who attend the reunion.
The board will need to solicit prize donations. Anthony suggested that companies attach a business card with their donation for promotion. He also added that free entry to the Saturday wine tasting could be a prize. Ben suggested that companies who may not donate items could sell them "at cost" to the committee. Sue asked the board to submit any donated prizes or information to Keith or Charmaine as soon as possible. Foster asked about the availability of receipts for donations. Sue said the BSUAA may be able to write a letter thanking the donor for contributing, but cannot attach a value to the item.
Saturday, August 2
The board decided to forego a breakfast because it is available at the hotels.
Golf (6:30 a.m. tee off) for approximately $35 a person. Fred asked if a less busy course would be available. Additional activities discussed for 7:00 a.m. include basketball, walking or tennis.
Presentations (9:45 and 11:00 a.m.): Sue will contact Rob Tyler and Dr. David Gobble to determine their availability to present on financial planning and nutrition and fitness.
Lunch (noon) will include a Deli sandwich buffet. Suggestions for activities during this time include bingo, Dominoes, Uno, chess, cards, etc. Sue will check to see if the lunch coincides with RibFest.
Building Tours (1:30-2:30 p.m.) will be available for the Art & Journalism Building and the Human Performance Laboratory. It was suggested that the art museum schedule be offered as an opportunity during free time.
Wine tasting (2:45 – 4:00 p.m.) is an optional event. Phil is investigating costs and availability of Easley Winery and Oliver Winery. Ben suggested contacting Winemasters. He said that last year's room was too crowded. Sue will check with Matt about alternatives but noted that the room last time was adequate for those who made reservations.
Evening Reception (6:00 – 6:45 p.m.). Phil suggested that the large group photo be taken before dinner in order to keep people from dispersing. Fred agreed, saying that was how it was done in earlier years. John said the time the photo will be taken should be emphasized on the flier. Ben said to specify that the photo is a half hour before it really is so that people running late will still have time to get there. The board agreed. Charmaine asked about the availability of rafters for the photo and Sue said she would check on this.
Dinner (7:15 p.m.). The dinner menu is still being discussed. It was suggested that dinner be served promptly at 7:15 no matter what is going on so that the food is not being reheated. Ben and Fred suggested eating first and having the speaker start during dessert. John suggested that the board give the keynote speaker a time frame to work in. Foster suggested 20 minutes with 10 minutes of leeway built in to the agenda. Ben said he will send Dr. White an agenda and tell him that his talk should last 20 minutes. Then he said the board can follow up with a phone call and subtly find out if 20 minutes will work and explain why that length was picked.
Anthony pointed out that the award winners went long the last time. Ben suggested that someone should meet with the recipients and explain the time constraints beforehand. Mike, as emcee, will need to find a subtle way to stop them at 3 minutes. John suggested that someone hold up a card when there are 30 seconds or a minute left. The board agreed.
Awards/Recognitions. John said that the awards committee had narrowed the recipients down to 9 and will meet again to determine the final four. He added that 4 awards may need to be given this year instead of the usual 3.
Ben suggested that the board recognize individuals at the reunion for traveling the furthest distance, earliest graduate, most recent graduate, etc. and give them a small prize (i.e., mug). Foster added that the prize could be taken to the person's table instead of having them come up in order to save time. Ben will talk to Fred about giveaways and see what has been used in the past. In addition, Mike should also announce any special guests at the reunion (i.e., the board, President Brownell). Sue or Ed will see if the president is available for the reunion and then Ben will extend a formal invitation.
Sunday, August 3
Farewell Breakfast Buffet (10:00 a.m.). The menu will include scrambled eggs, muffins, cereals, biscuits, sausage and beverages. Ben will give farewell remarks.
Miscellaneous Reunion 2003
Logo/Decorations. Foster and Allen decided to keep the Black Diamond logo on the front of the t-shirts and a have a second image on the back. Phil suggested the back be an image of adjoining hands.
Accommodations. The Signature Inn will have rooms available for $55 a night. A hospitality room will be available both nights there.
Welcoming remarks. Ben, Foster and Ed would be available to make introductions prior to events. Mike is the master of ceremonies for the program on Saturday evening. Sue suggested that Ed be asked in advance so that he can prepare his remarks.
Contacting alumni/Publicity. Charmaine has representatives from the sororities and fraternities to help contact alumni. If board members know of anyone else who would like to help with reunion outreach, give the information to Charmaine. John and Pam suggested that those who are helping with outreach should be acknowledged in some way (i.e., a letter). Ben agreed and suggested a thank you letter that asked for feedback, offers assistance, etc. to help the volunteers be more productive. He added that following up on them occasionally would also help keep the volunteers motivated.
Black Expo 2003
Anthony asked if the board would have a table at Black Expo. He said many young alumni attend and it would be a good opportunity to invite them to the reunion. Fred said that it hasn't been done in awhile, mainly because of costs. Sue asked Anthony to check on what opportunities and costs there are and to report at the next meeting.
Upcoming Events
Indianapolis Ice Outing on Saturday, February 1, 2003. For further information visit: http://www.bsu.edu/alumni/events/indyice.html
Ball State University Jazz Lab Ensemble is performing at Fitzgerald's Night Club on Monday, February 3, 2003. For further information visit: http://www.bsu.edu/alumni/societies/finearts/fitzgeralds.html
Casino Night at Jillian's on Saturday, February 8, 2004. For further information visit: http://www.bsu.edu/alumni/events/casinonight.html
Next Meeting Date
The next meeting will be March 15, 2003 at 11:00 a.m. in the Alumni Center Board Room.
The meeting was adjourned at 1:25 p.m. and members attended the men's basketball game.
