Memorial Union Building Association

Trustee and Associate Trustee Meeting Minutes

Friday, October 2, 2015

1:45 pm – 3:15 pm CDT

Attendees:

Trustees:

Miriam Boegel, Michael Brody, Ted Crabb, George Cutlip, Sheryl Facktor, Pam Garvey, Miquel Guevara, Sharon Hadary, Carol Hillman, Bill Kasdorf, Jeff Kunz, Lucy Lloyd, Walter Pancoe, Ann Prisland, Lynn Stathas, Doris Weisberg, Jim Wessing, Susie Younkle

Emeritus Trustees:

Jeff Bartell,

Ex-Officio Trustees:

Mark Guthier,

Student Trustees:

Jack Comeau, Philip Ostrov, KheaYashadhana

Associate Trustees:

Kenneth Antaramian, JuliAulik, Dave Chaffin, Steve Cohan, David Cross, Paul Davidsaver, Darren DeMatoff, Susan Dibbell, Leslie Dinauer, Carol Falk, Brian Falkowski, Gina Gialamas, Thomas Gulick, Jeff Haupt, Shayna Hetzel, Carol Knox, Christian Krautkramer, Steve Kundert, Judy Labiner-Wolfe, David Musolf, RomayRupnow, Bill Niemeyer, Glenda Noel-Ney, Rachel O’Leary, Liz Preston, Tim Prince, Noel Radomski, Susan Sell, Peggy Shukur, Tom Smith, Tom Sylke, Stephanie Thomas, Teri Venker

Staff:

Mary Kay Dadisman, Kelly DeHaven, Lori DeMeuse, Jane Oberdorf, Timeka Rumph, Jan Viney

  1. Call to Order at 2:06 p.m. by co Vice-Chair Miguel Guevara

Miguel Guevara welcomed and introduced attendees.

  1. Motion to Accept Fall 2014 Annual Meeting Minutes

Motion made by Ted Crabb to accept the MUBA Fall 2014 minutes.

Second by Walter Pancoe.

Discussion:

  • Ted Crabboffered the following corrections:

Page 2

(as written):

“Union council is the governing body of Wisconsin Union and is controlled by the students.”

(as corrected):

“Union council is the governing body of Wisconsin Union with the student majority and

Faculty and alumni members.”

Page 3

(as written):

“Any donations from 2006 to the future will contribute to the 75 for 75 Campaign.”

(as clarified by Kelly DeHaven):

“ The 75 for 75 Campaign was expanded to be cumulative gift giving including building

campaign gifts as well as other gifts to the Union.”

Page 4

Under ‘Board Leadership and Governance Committee on Bylaw Amendment.The minutes should state that Article 6, Section 4 was amended.

Page 9

(as written):

“… funds will be repaid by profits of the Terrace Paver campaign”

(as corrected):

“… funds will be repaid by proceeds of the Terrace Paver campaign”

Page 10

(as written):

“The following Associate Trustees have completed their terms.”

(as corrected):

“The following Associate Trustees chose not to seek reelection.”

Page 10

(addition):

A statement should be added that the Motion made on August 28 should be approved.

Motion APPROVED as corrected (unanimous)

  1. Report on Board Diversity Study Committee – Rachel O’Leary
  • Rachel reported for the committee indicating that effective organizations look forward to continuing to grow out and be proactive in creating an environment that is welcoming for all folks.
  • Question was asked how we include younger folks and make things open for involving others and how we see the future of this organization. Also, we need to integrate the diversity equityinto all committees which is important for strategic information.
  • Would like volunteers to assist the committee – ‘the more the merrier’. Feedback is welcome.
  • The goal is to create a very transparent and inclusive process and create an environment that gets people involved in the way they want to be involved.
  • Carol Hillman asked how to go about providing a timeline and proposal that would be a roadmap for how we are going to achieve more diversity
  • Miquel Guevara stated that the goal for today is to raise awareness and check in to see if this is a body of work MUBA wants to proceed with. If so, the committee will get together and discuss further.
  1. General Updates and Discussion
  • Miquel Guevara stated that in February 2015 the Executive Committee approved funding of

$60, 000 for working capital to move the Terrace Paver Campaign forward. The funds will be repaid with Terrace Paver Campaign proceeds.

  • Sheryl Factor asked when does the Executive Committee take action? Miquel Guevararespondedthatthe Executive Committee acts between meetings when there is a decision to be made. Whenever possible the Executive Committee defers action until the Trustees are assembled.
  • Sharon Hadary stated she had a concern with the Board Leadership and Governance committee in relation to how many actions are being paused in order to wait for the whole Body of Trustees to meet. Ms. Hadary is concerned that by pausing no action is being taken.
  • Doris Weisberg asked if we move to a point, given our advanced technology, where we can make some of these decisions as a group either by conference call or by email. She noted that some things happen in the Executive Committee meeting and there are things that Ms. Weisberg would be happy to approve but she not aware of topics under discussion due to the lack of communication between Board meetings.
  • Miguel Guevara agreed to discuss how to address engagement and communication frequency between meetings.
  • Ted Crabb stated that the Executive Committee, as specified in the Articles, is responsible for acting for the Trustees between meetings. At the same time, they are responsible to communicate their actions to the Trustees.
  • Sharon Hadary stated that as a committee chair, when there is something that is brought up that relates to her committee, she will always make sure to share it. However, she feels putting the committee chairs in the position of sending a summary of all actions taken at the Executive Committee meeting to committee members is not practical. She suggested not only posting the minutes on the website but also pushing them out (via an email link) to the Trustees and Associate Trustees.
  • Bill Kasdorf addressed the timing issue stating that procedures are perfectly normal from a traditional point of view and is a classic case of the purpose of an Executive Committee. He would rather see a system where members can send approval in advance prior to the meetings. This would require money to be approved to implement such a process.
  • Miguel Guevara stated that there is always an agenda that is sent ahead of time.
  • Miguel Guevara asks two volunteers to look at effective communication between meetings and use of distance technology to address this issue in order to communicate more rapidly.

Bill Niemeyer agreed to take on this role as a volunteer.

  • Mark Guthier confirmed that Emeritus Trustees are recognized with a framed picture.
  • Miquel Guevara stated that he felt some individuals went above and beyond in the planning and execution of the Residency. In addition, the Residency team appreciated the contributions of Jan Viney and her team, and Lori Demeuse and her team.
  • Miquel Guevara shared that the Finance Committee and the Trustees approved the commitment of $30,000 a year for the next 2 years to assist with development activities. Prior to this the Trustees had, for the first 7 years of the capital campaign, supported development activities at $52,000 a year. The capital campaign has ended, but these funds will continue to be used to assist in other fundraising needs and maintain relationships such as hosting badger bash tailgates and theater events to raise money. Mr. Guthier stated his appreciation for this support.
  • Mr. Guevara stated about50 years ago a gift from Sally Owen Marshall created a student purchase award of $100. Upon recommendation of the Program and Leadership Committee, the Trustees approved an increase in the purchase award to $400 dollars.
  1. Nominating Committee Report – Lynn Stathas
  • Noted it was an improved process and thanked all members involved.
  • Recently Elected Associate Trustees: Dave Chaffin, Brian Bikosky, and Tim Prince.
  • Recently Elected Emeritus Trustees: Roger Howard and Karen Johnson-Matthews.
  1. Standing Committee Reports

Membership – Lucy Lloyd

  • Jan Vineyintroduced as the new membership director at the Wisconsin Union.

Accomplishments include:

  • In the process of developing a kiosk to purchase membership with the goal of having first floor membership presence in Memorial Union rather than having to go to membership office
  • Helped 3 focus groups: Lifetime alumni, non-alumni, and annual members
  • Launched a new format for Terrace Views (the membership e-newsletter) with a goal of promoting student leadership at Union and focusing on member engagement
  • Memberships are now being sold at Union Theater box office.
  • Timeka Rumph will be sending a postcard to 90,000 Union members updating them on recent Union happenings.
  • Jan Viney is focusing on membership events with the goal of engaging members. The next event is a Life Member Badger Bash to be held October 17.
  • Noted that there are currently 5 interns in Membership office doing professional level work.
  • Upcoming event: 5 year anniversary of Union South is set for spring 2016.
  • Jan Viney, Membership Director and Mary Kay Dadisman, Assistant Director for External Relations, will be piloting a sustaining giver program in Spring 2016.
  • Emphasized that we need to clarify what Life Membership dues support at the Union in addition to understanding the philanthropic role the Union provides in helping students become leaders.
  • Lucy Lloyd stated that her motto of the month is “unity without uniformity”.

Finance Committee / MUBA Financial Report – Susie Younkle and Ted Crabb

  • Financial Statement/Statement for 2014-2015:
  • Ted Crabb stated it was a very good year; membership income was up $57,800.
  • Overall revenue was $328,000 which was $80,400 more than the prior year.
  • Expenses were $274,000, which was down $7,500.
  • Net income for the period was $53,667.
  • Balance sheet
  • Total assets increased by $119,100 and total liabilities and retained earnings increased by $119,100.
  • Projects and commitments
  • Additional commitments of $96,200 approved during the year. This includes $60,000 for the Paver project which will eventually be repaid.
  • Unrestricted earnings last year was $172,900 and this year is $90,300. This occurred asfunds were withdrawn from the Callable Fund with the UW foundation.
  • Cash flow during the year: took in $275,300 dollars, spent $471,150 dollars anda net cash outflow of -$7,583.

Student Programs and Leadership – Jeff Haupt

  • Alumni speaker series needs to be further developed.
  • Narrowing focus on leadership development and training.
  • In the process of developing WUD Reunion by creating connections and asking leaders to identify what they would have like to have known before leaving college.

Development Committee / Development Director Report – Steve Cohen and Kelly DeHaven

  • Final push is underway for building campaign. Primary focus is on Paver Campaign.
  • Planning for the ways Trustees and Associate Trustees can help with Paver Campaign. Examples of ideas included assisting with: class gifts, directorate class gifts, corporate matching opportunities (work for company, encourage others to join), former employees of the Union. Summertime activities focused on membership, expansive community, finding cost effective way to get out to them.
  • Shared a listing of all funds as a point of reference.Asked where there were possibilities of enhancing what already exists?
  • Provided a brief presentation on deferred giving at Foundation for Union. Noted that the staff at Foundation can be used as a resource.
  • Steve Cohen noted that the annual appeal planning needs to start earlier in order to stimulate ideas. It should be more creative, tie activity back to Union or opportunity for giving.
  • Reminder that there is 100% giving program expectation for Trustees. Noted that last year it was at 95.8% giving with Emeritus Trustees giving almost half a million dollars to the Wisconsin union.

Board Leadership and Governance – Sharon Hadary

  • Noted that the Resource directory is where students, staff, committee chairs and members can search for information on people who have certain skillsets. A reminder was given to go to MUBA website and update your profile
  • The committee is looking into ways technology can be part of the total strategy of the organization.
  • Rachel O’Leary shared questions that are being explored including how does MUBA act and what has to be done differently as the organization evolves.
  • A flip chart was shared that noted the following topics that need to be addressed:
  • Structural
  • Leadership
  • Making sure all voices are heard
  • Remember that these topics apply to both the entire organization as well as the committee
  • The committee is planning on having a standing monthly telephone call to make sure all voices are heard.
  • George Cutlip notes that the Union Council meeting on September 17 focused on orientation and education on Union Council works.

Meeting Adjourned at 3:15 p.m.

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