Penn State Alumni Association, Central Virginia Chapter

CENTRAL VIRGINIA CHAPTER OF THE PENN STATE ALUMNI ASSOCIATION 

BOARD MEETING MINUTES

Tuesday April 13, 2010

Attendees: Pete, Cheryl, Jeff, Nancy, Bob, Dave A, Patty, Adam, Suzanne, Jim Baker and Brett Schneck  

1. Reflections on last meeting
   1. Minutes – Jeff-Approved

2. Penn State Sports Update Dinner (formerly the Annual Dinner) See below outline and actions *
   1. Where, When and How?
      1. We need to set a date and time and place so 30 days advance notice of annual meeting and constitution vote can be given if they are going to be done on the same date.
      2. How much? Member? Nonmember?
   2. Who is heading the committee to pull this off (Dave A and ??  Social Committee??)
   3. What help is needed?
   4. Auction
      1. Items?
      2. Weldon Wirick to be our auctioneer?
      3. Speakers
   5. Business meeting for voting on constitution and directors one-half hour before start of dinner event????

*

• Finalize arrangements for the Spring Annual Dinner on Thursday, May 27^th with Larry Johnson as featured speaker.
• Dinner will be held at Virginia Historical Society Headquarters –Cynthia Moore contact person. The rental cost is $900.00 with half payment due for deposit and final payment due week prior to the event. 125 seat capacity
• ABC license needs to be made ASAP for one time only at a cost of $55.00 –Dave A. will complete application.
• Joe DeFazio Catering has been contacted and reserved for May 27^th. Cost and menu needs to be determined.
• Price of tickets with differential made for Chapter Members, Non members, students and children established. $50 member  $60 Non member  $40 student or youth
• Corporate sponsorships need to be solicited to support overall cost of event. Pete offered his firm. Others-TBD
• We need to solicit items for the silent Auction and someone to volunteer to coordinate this activity. Jeff will coordinate and requested each officer and board member secure at least two separate vendor(s) gift certificates. Contact him to record the gift certificates but bring them to the dinner or mail to Cheryl.
• Women’s Basketball and Autographed football are available. Dave, Bob and Jim.
• Need to invite Roger Williams, Tom Hammond and any other University Alumni Staff. Dave will contact them.
• Weldon Wirick has been selected again to be the Master of Ceremonies.
• We need to have a notice prepared for the Web site and e-mail blast distributed to membership. Additional PR and communication with various media outlets contacted to promote dinner and activities.Jo Lynne/Suzanne and Roberto will handle.
• Someone needs to be responsible for ordering beer and wine as we did for last year’s dinner. Soda’s and bartender are provided by Joe DeFazio. Bob will purchase red wine and other beverages; and Pete has 16 bottles of white wine from previous events we will use
• Should we make arrangements for door prizes as we have in previous years? Bob Heilman will be on Main Campus and can make arrangements to get sticky buns and other Penn State items. Jim will be able to as well. They will coordinate.
• A printed announcement /flyer needs to be prepared with arrangements for a direct mailing to the membership list. Jeff will forward 2009 flyer to Dave.
• Dave A. has a mailing list of all the area High School Football Coaches and Athletic Directors and will prepare labels. Dave will contact and those Larry Johnson knows.

3. Dave A. has been in contact with Michael Robinson and has extended an invitation to attend. He will also be contact other former and present players to extend an invitation to the dinner (at a special ticket price?). TBD

4. Any other items that need to be discussed in preparation for finalizing the dinner arrangements? Time table for event:  5 PM Board Meeting

                                5:30-6:30 Social Hour

                                6:30-7:30 Dinner

                                7:30-9:00 Program 

5. Proposal to Revise Chapter Constitution – Not discussed due to time
   1. Notice to membership that an amended constitution will be considered
      1. At least one month prior to the vote
      2. Changing the constitution requires a majority vote of all chapter members present at any regular board meeting.  Thus,
         1. Will the regular board meeting for May be the same date as the dinner and take place one-half hour before the start of the dinner event or should we separate the regular board meeting for May from the dinner event??
         2. We have to invite all members to the board meeting during which we will submit the new constitution to a vote of the members (majority rules).
            1. Dave Sharp will identify the members to whom notice must be given (including members who do not have e-mail)
            2. Jo Lynne and Pete will make sure this gets done by e-mail (or by mail if member does not have e-mail) at least 30 days before the vote (the e-mail notice should have a link to the new constitution on our website)
            3. The notice should also be obvious on our website (Bob H will coordinate with Roberto to make sure this gets done)
            4. A notice of the May board meeting will also go the members with the invite to the annual dinner if both will occur on the same date (Dave A)
   2. the entire revised constitution has been posted on our website (kudos to Bob H and Roberto R)

6. The text of the Notice to members shall read as follows:
   1. Please Take Notice that all Members of the Central Virginia Chapter of the Penn State Alumni Association are hereby invited to attend the regular meeting of the Board of Directors on May 27, 2010, to be held at 5 p.m. at Virginia Historical Society.  At that meeting, all Members in good standing shall be entitled to vote on the following matters:
      1. the adoption of a proposed revised Constitution of the Central Virginia Chapter of the Penn State Alumni Association to replace the existing Constitution of the Central Virginia Chapter of the Penn State Alumni Association (the Board of Directors has approved the proposed revised Constitution and recommends its adoption by the membership);
      2. the election of the Board of Directors.
   2. For e-mail and snail mail notice (Jo Lynne and Pete) = “The complete text of the proposed revised Constitution of the Central Virginia Chapter of the Penn State Alumni Association is set out on the chapter’s website at www.psucentralva.org”
   3. For website notice (Bob H and Roberto) = The complete text of the proposed revised Constitution of the Central Virginia Chapter of the Penn State Alumni Association is as follows:

Set out the complete text of the revised Constitution here for the website notice 

7. 2010 election of directors and officers –
   1. Director election will occur immediately following the vote on the constitution
      1. Nominating committee slate of directors:
         1. Dave Ambruster 2012
         2. Jim Baker 2011
         3. John Boito 2011
         4. Jeffrey Cole 2012
         5. Adam  Copenhaver 2011
         6. Pete Goergen 2012
         7. Nancy Hallman 2012
         8. Robert Heilman 2012
         9. Suzanne Hess 2012
         10. Cheryl Koenig 2012
         11. Dave Sharp 2011
         12. Patty Wood 2011
         13. Unconfirmed
             1. Chelsea S 2011
         2. Potential Candidates
            1. Jack Tovey – is considering
            2. Cindy Spitzner (unavailable on mornings except during summer) – willing to be a helper no matter what
            3. Brett Schneck and Jim Baker were nominated by attending board members vote.
      2. Nominating committee slate of officers:
         1. Pres – Bob Heilman
         2. VP – John Boito
         3. Sec – Nancy Hallman
         4. Treas – Cheryl Koenig
   2. Notice of election of board should go out to all members at least 30 days before the vote-with the event flyer.
      1. Website notice – Bob H and Roberto
      2. E-mail notice (or snail mail if member does not have e-mail) to all members - Jo Lynne and Pete
      3. Other notice will also go the members with the invite to the annual dinner (Dave A)
         

2. Membership Report-not discussed due to time

3. Treasurer's report- not discussed due to time

4. Communications (website; newsletter)
   1. Someone to replace Jo Lynne- Suzanne Hess agreed to coordinate with support of Brett Schneck as assistant and a committee. Roberto is a standing member of this committee.
   2. Newsletter? -
      1. Jeff is talking to Roberto about being newsletter coordinator-Roberto will format and develop newsletter but must have content contributions for each letter otherwise he is unable to perform this function. He will also need Jo Lynne, Dave A and Dave S to help him get started. Roberto will not be responsible for sending the newsletter out but will post it on the website.
      2. (articles from Chelsea, Dave S, Dave A., and Pete??)-These are needed. A bio of a member, discussion about our 2010 events, Penn State related stories, etc. are welcome.

5. Other-Not discussed due to time except a) iii) below.
   1. People looking for jobs
      1. Statement on website stating we cannot send mailings using our membership list - FERPA?
      2. Put jobs forum back up on website?
      3. How do we respond to requests? Who does it? Brett Schneck will take on this role
         1. Jason Cohan
         2. Greg Prawdzik
         3. Shelby Goode seeking financial sponsors for People to People Student Ambassador Program to Europe.
   2. Have we established a PSU Alumni Career Services link to our website? – Jeff and Roberto???
      1. If so, who will take charge? Did Jeff advise Roberto?
   3. Adopt calendar – have we put it on website? (Bob Heilman and Roberto?)
      1. Include board meetings on membership calendar?

6. May Meeting (in conjunction with annual dinner? If not, second or third Tuesday or Thursday? Firm date, place and time is worthy goal)-7:30 AM, Tuesday May 18^th at Pete’s office.
   1. What was decision at last meeting
      1. Per quarter, two morning meetings and one 6:00 p.m. meeting? Or
      2. Per quarter, one morning meeting and two 6:00 p.m. meetings (per Pete’s notes; reason = Dave Sharp and perhaps Cindy Spitzner)? We agreed that each quarter, we would have one morning meeting and two evening meetings.

Notes: There is interest in having the meeting on the first month of every quarter in the AM at an office, the other two months of the quarter can be at a restaurant/bar in the evening or around 6:30 PM. No other details were discussed.