RaySociety Board of Directors Meeting
Wednesday, January 18, 2017
RaySociety Classroom, Meredith Hall, room 203
Minutes - DRAFT
Board members present: Dale Berry, Jo Berry, Denny Davis, Lois Fingerman, Bob Haskins, Bob Henderson, Paul Horvath, Bill Meek, Martha James, John Perkins, Ken Popken, Jayne Sullivan, Jon Torgerson
Staff members present: Teresa Bartschat, Vici Bice, Linda Judd
I. Call to order: Paul Horvath, President, called the meeting to order at 1:30 p.m.
II. Approval of the minutes: Bill Meek moved to approve the November 16, 2016 board meeting minutes. Seconded by Dale Berry. Motion carried.
III. President’s report:
Solicitation Policy - Paul wanted to revisit our solicitation policy and look closer at Drake’s solicitation policy. A copy of Drake’s solicitation policy was included in the packet. Drake policy states “persons not employed by Drake University may not solicit or distribute literature in the work place without the expressed permission of the Director, Human Resources”. Teresa suggested inserting the word “actively” prior to “solicit or distribute”. Discussion included: book sales by presenters, programming committee approval of materials, getting Human Resource approval of materials. Paul withdrew the suggestion and stated he would work with Teresa and Human Resources to draft a policy to recommend to the board in April.
Instructor Vouchers - There has been an issue with non-members (guests of free instructor members) taking free classes. Teresa explained the current use of instructor vouchers (membership is not transferable – only the vouchers) and proposed that effective July 1st, 2017, non-members using an instructor’s free voucher will need to cash-in a free class voucher even for free classes or tours. Dale moved to accept the proposed changes and Ken seconded. Motion carried. The question was asked about how we communicate the policy to our instructors. There is a statement on the course development form used by instructors. The staff plans to start including the information in the thank you note sent after each course is complete. There was discussion as to whether the instructor voucher policy should extend to those who lead our socials and events as well. After some discussion, Lois moved to treat events and socials presenters in the same way that we treat course presenters beginning in the fall of 2017 so that we are consistent throughout the entire academic year; Bob Haskins seconded, motion carried.
Membership Growth - Paul reported that John Smith, Vice President for Advancement, provided some guidance as to Drake’s vision for growth of the RaySociety. John Smith said the that the Drake Board of Trustees needs to decide on the issue of whether or not Drake wants the RaySociety to continue to grow. He wondered if we are contemplating fund raising to work toward being part of a future Drake development project. John would welcome further discussion on this topic. Provost Mattison has said that now is a good time to have this conversation while future university developments are being discussed and developed. Paul says that a membership size of 1,000 is manageable for Drake. Drake will issue us 1,000 parking permits per year. There is a natural limit of about 35 classes per semester. He continued that only 80% of our members take classes. He sees that parking is the issue. There was a comment about possibly having overlapping classes (increasing the number of classes per semester). It was expressed that it is not easy to produce the 35 or so classes per semester that we currently offer; adding more would be problematic. We have a limit on classes then we also have the limit on parking. It was suggested that our able-bodied members park further away to save the closer spaces for those with mobility issues. Paul also brought up staffing issues. It was proposed that Teresa bring a staffing proposal to the April 2017 board meeting.
IV. Coordinator’s Report:
Sussman handrails - Teresa reported that handrails will be installed in Sussman Theater (along the wall opposite the entrance). The cost is $1500 and will be paid by Drake. Installation will take place once the parts arrive (there is somewhat of a delay).
American Enterprise gift - John Smith, Vice President for Advancement, contacted Teresa to say that a potential gift from American Enterprise to partially fund our annual meeting is still being worked on; we should know something definite by March 2017. Web updates - The RaySociety website has had some recent updates.
On-line Registration and Renewal - The staff continues to work with the University Advancement office (Alumni and Development) in preparation for online registration and membership renewal. We hope to have online membership renewal ready to activate by April. Online class registration is tentatively planned for fall 2017.
Job Descriptions - Teresa reported that the staff is working on updating job descriptions. She plans to have the updates and proposal for changes at the April 2017 board meeting. Fleece – Teresa reported that we have recently worked with Competitive Edge to offer fleece jackets with the RaySociety logo for sale to our members. China travel – Teresa reported that Professor David Skidmore, who recently taught a class on China, is hoping to include our members in an opportunity for a group trip to China in 2018.
VI. Treasurers Report: Treasurer Ken Popken noted various aspects of the Treasurer’s Report in the handout materials.
VII. Committee Reports:
Nominating - Committee Chair Stacey Henderson was absent.
Campus Socials – Committee Chair Bob Henderson reported on upcoming Drake basketball socials and the Drake Theatre Arts production and social, The Old Maid and the Thief.
Community Events – Committee Chair Bob Haskins reported on successful events this past fall. He also shared information on upcoming popular spring events: tours of the Des Moines Register, Meredith Test Garden, and Brenton Arboretum.
Programming – Committee Chair Denny Davis reported current registration numbers for spring 2017 classes. Several popular classes and events are full. Currently there are 353 members signed up for 1,657 classes.
Membership and Marketing – Committee Chair Jayne Sullivan reported that the Ray Society currently has: - 669 paid memberships - 769 total memberships (including past presenters and retiree memberships) She also pointed out that many of our new members are immediately committing to multi-year memberships including 1 lifetime member.
VIII. Old Business: It was asked if the door to 203 Meredith has been fixed. Yes, it has.
IX. New Business: There was no new business.
X. Announcements: The next board meeting is scheduled for Wednesday, April 19, 2017 at 10:00 a.m. in Meredith Hall, Room 203.
XI. Adjournment: Motion to adjourn by Dale Berry. Lois Fingerman seconded. The meeting adjourned at 3:15 p.m.