http://longblueline.muw.edu/alumni/alumni-association

MUWAA 2018-2019 BOARD OF DIRECTORS MEETING Winter 2019

Saturday, February 2 – Cochran Hall BUSINESS SESSION, 10:00 a.m., Rose Room (3rd Floor) I. Call to Order & Roll Call II. Adoption of the Agenda III. President’s Welcome IV. Ratify Votes V. Alumni Office Report VI. MUWAA Officers Reports VII. Standing Committee Reports - Nominations - Elections - Recruitment & Retention - Chapter & Constituency Groups - Special Events - Finance - Public Relations VIII. Special Committee Reports - Membership Recruitment - Mentoring IX. Unfinished Business - Renaming MUW Alumni Association Legacy Fund (26108) - Naming of MUW Alumni Association Events X. New Business - Discussion regarding remaining Southern Grace books - SOAC Memorandum of Understanding

Mississippi University for Women

Alumni Association

HTTP://WEB3.MUW.EDU/ALUMNI/ALUMNI-ASSOCIATION

________________________________

1100 College Street, MUW-10

Columbus MS 39701-5800

(662) 329-7295

2

XI. Open Forum XII. President’s Closing Comments/Adjourn

UNIVERSITY PRESIDENT’S UPDATE, 11:30 a.m., Rose Room (3rd Floor)

LUNCH, 12:00 p.m., Limbert Assembly Room (1st Floor)

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MISSISSIPPI UNIVERSITY FOR WOMEN ALUMNI ASSOCIATION

BOARD MEETING

FANT LIBRARY: GAIL GUNTER MULTI-PURPOSE ROOM

2:00 PM, SATURDAY OCTOBER 20, 2018

I. CALL TO ORDER AND ROLL CALL

President Katy Canion Pacelli called the Mississippi University for Women Board

Meeting to order at 2:26 p.m.

Roll Call: MUWAA Board Members present were: Katy Canion Pacelli, President

Kristi Hipp Mosley, President-Elect

Pat Stutsy-Waldrep, Secretary

Antwann Richardson, Treasurer

Courtney Ballard Murtaugh, Immediate Past President

Jayne Perkins-Brown, MUW Foundation Chairman

Carolyn Wilson Byrd

Pam Towery Rhea

Sarah Morgan Howell

Clemmie Phillips

Dawn Kershaw Gibbons

Amy Harris

Rebecca Rogers

MUW Board Members present by teleconference:

Nita Byrd Lumpkin

Heather Fasciocco Stone

Symone Bounds

Audra Odom

Patty Outlaw

A quorum was established.

Absent were Melissa Gilmore and Wesley Garrett, Parliamentarian

Ex-Officio Member Present

Lyndsay B. Cumberland, Director of Alumni Relations

Guests:

Andrea N. Stevens, Executive Director of Development and Alumni Relations

Elizabeth Whittington

II. ADOPTION OF THE AGENDA

Kristy Hipp Mosley moved to accept the agenda. Motion carried.

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III. PRESIDENT’S WELCOME

President Katy Canion Pacelli welcomed everyone to the Fall Board Meeting. President

Pacelli expressed thanks to MUW President Nora Miller for giving us updates about the

university and upcoming events. She also thanked Board Member Rebecca Rogers for

giving us information about SOAC. She was excited that the Board had two tables at the

Welty Gala the previous night and was impressed with the Presenter Brad Meltzer. She

stated the committees have been working hard since the last meeting and it would be

presented in the reports.

IV. RATIFY VOTES

Amy Harris moved to accept the ratification of the Summer Board Meeting Minutes from

the meeting on July 21, 2018, with 19 of 19 board members approving. Motion carried.

V. ALUMNI OFFICE REPORT

Lyndsay Cumberland, Director of Alumni Relations, stated the MUW Alumni Chapters

have been busy from the Lowndes MS; Tupelo, MS; Gulf Coast, Jackson Metro, Delta

Group, Memphis, Arkansas, Colorado, Chicago, etc. Events have ranged from Blues Week

Ody Showdown to feeding the MUW Athletics. She expressed we needed to showcase our

students and alums together. The website will have more information of events. She

thanked President Pacelli for her service.

VI. MUWAA OFFICER’S REPORT

Antwann Richardson, Board Treasurer, submitted the Treasury Report. As of September

30, 2018, there is a total balance of $40,997.88. The account balances are as follows:

Account Name Account

Number

Balance

Alumni Restricted Account 23003 $16,178.78

Alumni Association Activities Fund 26062 $16,744.57

MUW Alumni Association Legacy 26108 $1,079.98

Southern Grace 26114 $1,070.61

Mortar Board Faculty Member of the Year Award 28107 $2,000.00

MUW Faculty Enhancement Grants 28108 $1,000.01

MUW New Faculty of the Year Award 28109 $2,000.00

BLUE Event 28119 $923.73

Total $40,997.68

He reported no major changes.

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VII. STANDING COMMITTEE REPORTS

Recruitment and Retention Amy Harris, Chair, stated the committee has been asked to consider some changes and

additions to the Alumni Awards process and some technical changes to the Policies and

Procedures.

Amy Harris moved to accept the formatting and account number corrections in the Policies

and Procedures as presented. These changes include updates to reflect appropriate

job/board role titles, address changes to the university’s structure, create a consistent

presentation of information for the scholarships, grants, and awards, and corrections to the

account numbers associated with the scholarships, grants, and awards. Motion carried.

Amy Harris moved to change the language regarding Faculty Enhancement Grants in the

Policies and Procedures from $250 to one faculty member in each college to $1,000 to split

evenly among the faculty representing each college. Motion carried.

Amy Harris moved to change the Policies and Procedures to insert the following: Inactive

members who wish to make a nomination may do so by joining the MUW Alumni

Association at the time of nomination. Motion carried.

Additionally, the committee recommended providing comments from any nominators

along with the form that the nominee completes. The committee also recommended that

we will not accept any supporting documentation, such a resume or vita, from a nominee.

Chapters and Constituency Groups Dawn Gibbons, Chair, stated the committee has worked on significant rewrite of the

Chapter and Constituency Guidelines. These updates will include a better delineation

between chapters and constituency groups. Under the new guidelines, groups based solely

on geography will be Chapters where all other types of groups will come under the heading,

Constituency Groups. A draft of the new Guidelines was presented and will be voted on

electronically.

Special Events

Carolyn Byrd, Chair, made a motion to have Nathan Wilson replace Kelly Gilmore on the

committee. Motion carried.

The Long Blue Line Auction has donor and sponsor letters and forms ready to

distribute. An initial list of sponsors has been approved by the Office of Development

and Alumni. If any board member has a potential sponsor, they should give the name to

Carolyn so that she can seek approval to ask them for a sponsorship.

President Pacelli stated we were dropping the word “silent” from the Long Blue Line

Auction. She encouraged us all to donate, sponsor, and/or volunteer our time.

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Finance Antwann Richardson, Chair, provided us a report of the treasury standings. Our

insurance was paid for by MUW President Nora Miller.

Public Relations Rebecca Rogers, Chair, provided reports that they have been working on marketing ideas

and using Facebook Boost for posts. She really wants to make sure we use best posts to

get the most engagement. The committee provided us a calendar of different spotlights

and asked we tag and share in our social media.

Former Presidents Courtney Murtaugh presented on behalf of Deborah Hodges, Chair of Former Presidents

Committee. The Former Presidents met for breakfast prior to the Board meeting.

VIII. SPECIAL COMMITTEE REPORTS

Membership Recruitment Symone Bounds, Chair, provided a report that Back to Blue was successful. In an effort to

expand membership recruitment, the committee participated in Oktoberfest on campus.

The booth had ghost lollipops and owl s’mores. The cost for MUWAA to participate was

$20, which was paid by the Office of Alumni Relations. We made $12.75 during the event.

We need to reimburse the Office $7.25.

Dawn Gibbons moved to reimburse the Office and Development of $7.25 from the

MUWAA Marketing budget line item for purchasing a table for the committee during

Oktoberfest. Motion carried.

Mentoring

Audra Odom, Chair, stated BLUE is set for November 9, 2018 and encouraged us all to

attend and to recommend this event to alumni and students. The event is being marketed

to alumni and students.

Audra also gave an update on Senior Fling. The event is being moved from the Sunday

afternoon of Homecoming to the Thursday night of Homecoming. Audra will be securing

the location and details soon so that Senior Fling can be listed on the Homecoming

schedule.

IX. UNFINISHED BUSINESS

There was no unfinished business.

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X. NEW BUSINESS

Naming of Alumni Association Events

The Board of Directors has been asked to consider naming an Alumni Association event

after a specific alumnus. After discussion, the Board agreed that the Alumni Association

events should be hosted exclusively by the association. The Board briefly discussed

making this an official policy.

XI. OPEN FORUM

Jayne Perkins-Brown provided us with an overview of the Foundation’s Capital

Campaign. Andrea Stevens thanked the Board for having two tables at the Welty Gala.

XII. PRESIDENT’S CLOSING REMARKS/ADJOURN

President Pacelli thanked us again for being on the board. She stated the next board

meeting was on February 2nd during Nora Miller’s Presidential Inauguration

weekend. She encouraged us all to attend. The ceremony will be February 1st at 10:00

a.m. Reports are due by January 14th.

Meeting adjourned at 4:36 p.m.

Mississippi University for Women Alumni Association

Treasury Report

As of 12/31/18

Account Name Account Number

Balance

Alumni Restricted Account 23003 $16,178.78

Alumni Association Activities Fund 26062 $16,985.07 MUW Alumni Association Legacy 26108 $1,444.98

Southern Grace 26114 $1,070.61

Mortar Board Faculty Member of the Year Award 28107 $2,000.00

MUW Faculty Enhancement Grants 28108 $1,000.01

MUW New Faculty of the Year Award 28109 $2,000.00

BLUE Event 28119 $85.73 Total $40,765.18

TO: Katy Canion Pacelli, MUWAA President FROM: Courtney Ballard Murtaugh, MUWAA Immediate Past President/Nominations

Committee Chair DATE: January 27, 2019

RE: Recommended Slate for 2019 Election

In accordance with Association Bylaws, the MUW Alumni Association Nominations Committee received recommendations from the Members through an open process and carried out the charge to identify one or more qualified candidates for each open office.

The MUWAA Nominations Committee is recommending the slate in 2019 to include:

For President-Elect:

Rebecca L. Rogers, Class of 2001, Memphis, TN

For Board of Directors:

Barbara Black Travis. Class of 1970, Flowood, MS Jane Izard Turner, Class of 1980, Flora, MS Christie Jones Lawrence, Class of 1981, Starkville, MS

Troy Lewis, Class of 1991, Grovetown, GA

Monique Jenkins, Class of 2008, Marietta, GA

Remainder of Rebecca Rogers term as Board of Director ( 2 years) Kimberly Griffin, Class of 1993, Jackson, MS On behalf of the MUWAA Nominations Committee, it has been an honor to serve our Association in this manner.

MUWAA ELECTIONS COMMITTEE REPORT

January 11, 2019

Committee Name: MUWAA Elections Committee

Function of the Committee: This Committee shall make preparations for the orderly and timely conduct

of elections and ensure that voting methods are efficient, coordinated effectively, and validated.

Chair of Committee: Sarah M. Howell

Committee Members: Sue Simmons Freeman, Erica Woodard, Terry Coffey, Laura Jane Glascoff,

Mandi Stutsy-Waldrep

Overview of the Work of the Election Committee:

After I receive the report of the Nominations Committee with the slate of nominees for Board of

Directors and President-elect, the Election Committee will officially begin their work for 2019. The work

of the committee should commence around February 1 with the majority of the work being conducted

during the first part of February. Biographical sketches will be written for each candidate and the

voting process will be conducted online according to established policies and procedures.

I have contacted each member of the committee twice by e-mail. A conference call is scheduled with

Lindsey Cumberland and the Election Committee on February 4, 2019 at 7:00 pm Central Standard Time.

Guidelines for the writing of the bios and the work of the committee will be discussed.

Submitted by:

Sarah M. Howell, Chair

MUWAA Elections Committee

January 11, 2019

MUWAA Standing Committee Report February 2nd, 2019

Committee Name: Recruitment and Retention Chair of Committee: Amy Harris Committee Members: Stacey Lee Boyett, MaryBeth Finley Hesse, Marquita Kirk,

Clemmie Phillips, Brianna Warner 2019 MUWAA Alumni Awards: On December 19th an electronic copy of all nomination packets was sent to the board members for review. Voting was done via SurveyMonkey from December 19th – January 2nd. After the initial results were tabulated, there was a tie in the Distinguished Alumni Achievement Award category. A tie-breaker vote was conducted January 3rd – 7th. Winners were notified January 7th-9th and follow-up emails were sent to both the winners and the non-selects. The results were: Distinguished Alumni Achievement Award: Allison Davis Russo; 1998 Distinguished Achievement Award: Nancy Carpenter; Friend of the University Alumni Service Award: Sue Simmons Freeman; 1980 Outstanding Recent Graduate Award: Nicole Dilg Beachum; 2008 Awards will be presented on Saturday, March 30th at Convocation. MUWAA Faculty Awards: An email was sent to Interim Provost Tollison on November 29th to ask him to begin the Faculty Award process. It was asked that winner names be submitted to the MUWAA by February 15th. Submitted by: Amy Harris

Mississippi University for Women Alumni Association www.muwaa.org

MUWAA CHAPTERS & CONSTITUENCY GROUPS COMMITTEE

JANUARY 2019

Committee Name: Chapters & Constituency Groups (C&CG)

Function of the Committee: This Committee shall work to increase active participation in the Association and shall develop chapters and constituency groups in coordination with the University’s Executive Director of Alumni Relations. Chair of Committee: Dawn Kershaw Gibbons

Committee Members: Pat Stutsy-Waldrep, Ashley Dean, Kacey Keeton, & Celina Eaves Pennington

Actions taken by the committee from November 2018 – January 2019:

The C&CG committee made additional changes in late November to the draft copy of the Chapter & Constituency Groups Guidelines that were recommended by Andrea Stevens and her office. The draft is waiting review and approval from President Nora Miller and will subsequently be presented to the full MUWAA Board for approval.

The “How to Start & Grow an Alumni Chapter” toolkit is in the process of being updated to reflect the changes to the guidelines. Once the new guidelines are approved, the toolkit will be finalized.

Plans are being made to reach out to all constituency groups, both formal and informal, after the guidelines are approved to share with them the new guidelines and officially get them connected with the MUWAA. Their contact information and group specifics will be requested so that it can be included on the MUWAA webpage to hopefully encourage more alumni to join one or more of these groups.

Budget Requirements: $0 Submitted by: Dawn Kershaw Gibbons Date: January 10, 2019

MUW ALUMNI ASSOCIATION CHAPTER &

CONSTITUENCY GROUP GUIDELINES

12/01/2018

The Mississippi University for Women Alumni Association (MUWAA) serves and

supports the University by involving alumni and friends with each other and MUW.

MUWAA Chapters & Constituency Groups have a longstanding history of linking the

alumni, affectionately known as the Long Blue Line, and the University. Joining an

Alumni Association chapter or constituency group is one of the best ways to connect

alumni across the nation and around the world. Alumni chapter & constituency group

members are able to participate in a variety of activities to promote and build support for

our University. This includes hosting alumni meetings, increasing positive public

awareness of MUW, raising money for scholarships and University support, and

assisting in student recruitment. Since these groups are voluntary, minimal guidelines

are suggested to encourage their formation and to be able to tailor each chapter or

constituency group to their needs and style.

From time to time, the MUWAA will update these Guidelines. The most recent version

can always be found on the website, https://longblueline.muw.edu/alumni/alumni-

association. The Office of Development and Alumni staff is available to help make

MUWAA Chapters & Constituency Groups a successful partner of the MUWAA and the

University. Contact information is:

MUW Office of Development & Alumni

1100 College Street, MUW-10

Columbus, MS 39701-5800

Telephone: (662) 329-7295

Fax: (662) 329-7466

E-mail: developmentandalumni@muw.edu

I. CHAPTER & CONSTITUENCY GROUP ORGANIZATION

A. Chapter & Constituency Group Types: When forming an alumni group, there

are four options available based on the composition of the members and

structure desired.

1. Formal Chapters - Groups of alumni within a certain geographical area

who choose to elect officers, collect dues, and generally offer several

opportunities throughout the year for alumni in their area to gather and/or

support the University.

2. Informal Chapters - Groups of alumni within a certain geographical area

who prefer to not have officers or collect dues, but rather have designated

leader(s) whose only role is to coordinate occasional gatherings in the

area. These chapters may choose to have only one formal or informal

gathering per year, but can have more if their members desire.

3. Formal Constituency Groups - Groups of alumni who may live all

across the nation or even around the world, but share a common bond

from their time at MUW or beyond. This may be a group from a specific

major, social organization, graduation year(s), sport, etc. These formal

groups have officers, may choose to collect dues, and plans events

supporting their special interests at the University. These groups may

also choose to have their own bylaws which govern their group, but these

bylaws may not supersede or contradict the Affiliation Agreement,

MUWAA Bylaws approved by the overall body of MUWAA members,

MUWAA Policies and Procedures, and the University.

4. Informal Constituency Groups - Groups of alumni who may live all

across the nation or even around the world, but share a common bond

from their time at MUW or beyond. This may be a group from a specific

major, social organization, graduation year(s), sport, etc. These informal

groups generally do not elect officers or collect dues. They may only

choose to gather informally at certain events or may even choose to be

solely a virtual group who connects exclusively through a social media

page set up specifically for their group.

B. Chapter & Constituency Group Establishment: There are three steps to

begin organizing a chapter or constituency group.

1. Contact the Office of Development and Alumni with your request.

2. For Chapters, submit to the Office of Development and Alumni a list of

counties and major cities and towns within a 75-mile radius of your

community for a survey of alumni within this radius. Results, which

typically take four to six weeks, will identify people who may be interested

in becoming involved. For Constituency Groups, submit to the Alumni

Office the specific type of alumni you are targeting (i.e. graduated with a

degree in a certain major, was a member of a specific organization, or

graduated between these years) for a survey of the number of alumni the

University has on file who may fit your criteria.

3. Once the queries are completed, the Office of Development and Alumni

will contact the requesting party to let them know the results. If enough

potential alumni are identified, the requesting party will then draft a letter

to be sent by the Office of Development and Alumni via email to all those

found during the query. This letter should explain what type of group the

requesting party is wanting to form and give the recipients details about

how to get involved.

While the above steps are available to aid in the formation of a new chapter or

group, it is not mandatory these steps be followed. Groups may choose to begin

more informally through word of mouth or some other means.

C. Chapter & Constituency Group Maintenance: To be considered an official

Chapter or Constituency Group with the University, the following criteria is

suggested.

1. An annual Chapter/Constituency Group Status Report should be

submitted to the Office of Development and Alumni each fiscal year on or

before July 1. A template of this report can be found at Exhibit 1 at the

end of these guidelines. This report is brief and should require no more

than thirty minutes to complete. The report should include names,

mailing addresses, phone numbers, email addresses, and terms of

service for all officers and directors, if any. Submission of this report

allows the Office of Development and Alumni to keep the Chapter &

Constituency Group webpage up-to-date with current group contact

information so alumni visiting the webpage can know what groups are

available and who to contact to get involved.

2. After each chapter/group event, the President or designated coordinator

should prepare a brief summary of the event and send to the Office of

Development and Alumni with the information contained in Exhibit 2.

3. For Formal Chapters, the following is also suggested.

a. Officer Structure: At a minimum, Chapters should consider

electing a president, president-elect/vice-president, secretary, and

treasurer. All officers should be active members of the MUW

Alumni Association and should be elected by a majority vote of

membership at an annual meeting. The following responsibilities

are suggested but not limited to:

President

● Ensures the Chapter operates in partnership with the

MUWAA, the University, and the MUW Foundation

● Maintains communication with the Office of Development

and Alumni in coordinating all activities and

communications

● Serves as Chair of the Chapter Board of Directors

● Presides over all Chapter and Board meetings

● Directs the planning of all Chapter activities

President-Elect/Vice President

● Assists President in all aspects of program planning

● Chairs committees or oversees projects as assigned by the

President

● Performs duties of the President in his/her absence

Secretary

● Chairs the membership committee

● Monitors alumni lists and notifies the Alumni Office of

changes in addresses, phone numbers, email addresses,

births, deaths, marriages, etc.

● Other duties as assigned by the President

● Maintains minutes of Board and Chapter meetings

Treasurer

● Keeps financial records

● Serves on the Chapter fundraising committee and works

with the Office of Development in all aspects of fundraising

● Secures approval for expenditures from Chapter Board of

Directors

● Responsible for processing Chapter bills for payment

b. Terms of Office: Excluding the office of treasurer, all officers

should serve a term of no more than two years.

c. Board of Directors: The Chapter President can appoint members

to a Board of Directors. It is suggested that the Board consist of

the elected officers, the immediate past president, and six(6)

appointed members. All members should be active, voting

members of the Chapter and a diverse representation of alumni in

terms of age, race, and gender. The Board should ensure all

business affairs are managed to support the MUW Alumni

Association, the MUW Foundation, and the University.

d. Chapter Committees: Chapters, depending on their size, may

maintain committees such as Recruitment, MUWAA and Chapter

Membership, Scholarship and Fundraising, and Community

Service and Publicity.

D. Chapter & Constituency Group Funds: Each Chapter and Constituency

Group which elects to collect dues or donations has the choice to maintain these

funds in a designated fund within the MUW Foundation or a bank account with an

outside institution.

1. If the Chapter or Constituency Group chooses to maintain an outside

bank account, it is preferred that they follow these guidelines which

provide benefits for the Chapter/Constituency Group and the donor.

● The bank account should be opened in the Chapter or

Constituency Group name with the MUW Foundation’s federal

identification number. The Foundation will be the “owner” of the

account. The check register and checks are held by the

Chapter/Group treasurer.

● Signature authorities on the bank account are to include:

Chapter/Group President, Chapter/Group Treasurer, and

Executive Director of the MUW Foundation.

● Two signatures are required on disbursements over $500.

● Bank statements are to be mailed directly from the bank to the

MUW Foundation and to the Chapter/Group treasurer. (MUW

Foundation, 1100 College Street, W-1618, Columbus, MS 39701)

● The Chapter/Group treasurer must submit to the MUW Foundation

a monthly report of itemized deposits and checks which identify

the donors who have made contributions, along with the date and

contribution designation. The recap of checks should include

date, vendor, and purpose. The Office of Development & Alumni

has provided a template to be used for this reporting (see Exhibit

3). If no activity occurs, then a report does not have to be

submitted.

● The MUW Foundation reconciles the bank account and then

prepares and submits a quarterly financial statement to the

Chapter/Group treasurer and MUWAA treasurer. Quarterly

reports are submitted by October 31, January 31, April 30, and

July 31.

● Deposits made for scholarship contributions must be remitted to

the Foundation by check monthly.

● The MUW Foundation will prepare and send thank you letters and

tax receipts for all contributions to the chapter bank account.

2. If the Chapter or Constituency Group chooses to maintain its funds within

a designated fund at the MUW Foundation, all donations made directly to

that fund through the University will be handled by the Foundation per its

stated policies. However, if the group collects cash or check donations

and/or dues directly from members, the following guidelines shall be

followed.

● The Chapter/Group treasurer must submit to the MUW Foundation

monthly an itemized report of funds received which identifies the

donors name, amount given, date received, and contribution

designation. All money received should be included with this

report. The Office of Development & Alumni has provided a

template to be used for this reporting (see Exhibit 3).

● The MUW Foundation will deposit these funds into the designated

account upon receipt and will prepare and send thank you letters

and tax receipts for all contributions to the respective donors.

● All checks received should be made payable to the MUW

Foundation.

● If cash is collected, the cash must be delivered in person with the

itemized report to the Office of Development and Alumni. If in

person delivery is not possible, the cash should be deposited into

a member’s account and that member write a check to the MUW

Foundation for the full amount of cash received. A detailed

statement should accompany this check showing the breakdown

of donors for the check. Cash should never be sent through the

mail.

3. Chapter and Constituency Group funds are to be used for the sole benefit

of the Chapter/Group or for the benefit of MUW. Bank accounts and

Foundation Funds are maintained to meet Chapter/Group expenses and

to provide support to MUW.

4. Chapters and Constituency Groups must have a completed W-9 on file

for any vendor that is an individual or partnership. The completed W-9

form should be mailed, not emailed or faxed, to the Foundation office

before the vendor is paid. For any vendor that a chapter/group pays $600

or more in a calendar year, a 1099 form will be issued by the Foundation.

See Exhibit 4 for the current W-9.

5. Chapters and Constituency Groups may offer non-endowed scholarships

to MUW students once per semester. Funding for this type of scholarship

may be through Chapter/Group Funds supported by the Foundation or

through the Chapter/Group’s own account. However, all scholarship

funds must be distributed through the University to the student’s account.

II. PUBLIC STATEMENTS

A. News Releases and Comments to the Media: Representatives of Chapters or

Constituency Groups should restrict any news releases or comments to the

media to information relative to Chapter or Constituency Group activities and

events. Chapter and Constituency Group members are not authorized to

represent or speak for the MUW Alumni Association or the University. The

Alumni Office must approve any press release the Chapter or Constituency

Group wishes to publish. Please allow one week for approval.

III. ALUMNI CONTACT INFORMATION AND RELEASE POLICIES

A. Alumni Database Information: The database of records maintained by the

Alumni Office, the Development Office, and the MUW Foundation represents

confidential information about alumni and friends of MUW. In order to maintain

privacy, the Alumni Office will not release any portion of those records except

contact information for use in Chapter or Constituency Group programs planned

with the Alumni Office according to the requirements outlined in these guidelines.

Final authority in determining legitimate uses of the alumni records is given to the

Director of Alumni Relations.

B. Requests for Chapter Alumni Contact Information: All Chapter or

Constituency Group requests for alumni contact information will be made in

writing or by phone to the Director of Alumni Relations.

C. Confidentiality: The confidentiality of the records must be maintained by the

Chapter or Constituency Group in all cases and used for approved Chapter or

Constituency Group events or meetings. No commercial or political use of

alumni contact information is permitted. Use of contact information for any

fundraising activity is prohibited unless it is for a Chapter or Constituency Group

activity authorized in advance by the Office of Development and Alumni.

IV. CHAPTER/GROUP MEETING AND EVENT PLANNING

A. Thoughtful and Innovative Planning: Informative and enjoyable meetings and

events are critical to a Chapter or Constituency Group’s success. Consider the

diverse audience, choose meeting places that are attractive to a wide variety of

alumni, plan thoughtfully, formulate an agenda for the meeting, and make those

who attend feel welcome. It is University policy to avoid discrimination in any

way. Meetings should not be scheduled for any location, time, or day that

exhibits a discriminatory effect on participation.

B. Requesting Dates and Speakers: When requesting approval for a meeting or

event date from the Alumni Office, please do so a minimum of eight weeks in

advance. Please indicate the preferred University speaker(s) for the meeting or

event. Every effort will be made to honor the request. All speaker requests must

be made through the Office of Development and Alumni and not directly to the

individual speaker.

Depending upon the travel schedule of the President of the University or other

staff members, the Office of Development and Alumni may request that a

Chapter or Constituency Group in a particular area hold a meeting to coincide

with a University official’s visit to that area. This allows maximization of limited

travel funds available.

C. Meeting and Event Details: Once the date has been selected and approved by

the Office of Development and Alumni, each Chapter or Constituency Group

should work on finalizing all details.

D. Invitations and mailings: When the final meeting information has been

submitted to the Office of Development and Alumni, an invitation will be

prepared, printed, and mailed or prepared and e-mailed from the Office of

Development and Alumni. The Office of Development and Alumni will print and

mail invitations to one meeting or event each fiscal year. Please allow six to

seven weeks for the invitations to be printed and mailed after complete

information has been received and approved by the Office of Development and

Alumni. For additional meetings or events, the Office of Development and

Alumni will provide printed and mailed invitations at cost. There is no cost for

invitations sent via e-mail from the Office of Development and Alumni. The

Office of Development and Alumni reserves the right to refuse any chapter/group

mailing request submitted less than six weeks in advance and requests are

approved based on the availability of funds. Chapters & Constituency Groups

may not exceed First Class Postage per piece of mail. Additional cost should be

covered by the requesting party. All mailings, except an event invite, must

include a donation reference or donation form promoting giving to the MUW

Foundation indicating the fund of choice.

Exhibit 1

MUW Alumni Association Annual Chapter/Constituency Group Status Report

(Please complete this report and send to the Alumni Office by July 1)

Date: Month Day, Year

Name of Chapter: XYZ Chapter of MUWAA

President: First Name Last Name

Total Number of Active Members: 123

1. Attach your Chapter or Constituency Group’s list of officers and directors, if applicable, with their contact information

2. List exceptional things about the year 3. List areas of improvement for the upcoming year 4. Explain how you publicize your events.

Chapter Reminders

In addition to this Annual Status Report, an Event Report (Exhibit 2) should be completed after each gathering and submitted to the MUW Alumni Office.

For additional Chapter & Constituency Group support, please reach out to the Alumni office. They will put you in contact with the Chapters & Constituency Groups Committee.

Click Insert > Click Picture > Browse File > Select File > Click

Insert

ADD GROUP OR EVENT

PHOTO HERE

Exhibit 2

MUW Alumni Association Chapter/Constituency Group Event Report

(Please complete this report and send to the Alumni Office following each event)

Date: __________ Name of Chapter/Group: _________________________________

Contact’s Name: _________________ Contact’s E-Mail: _______________________

Event: ________________________________________________________________

Event Location: _______________________ Event Chair: _____________________

Number of Participants: __________ Alumni __________ Friends

__________ Students __________ Parents

(Please attach a list of participants. See Exhibit 2a.)

MUW Representative(s) Present: ___________________________________________

______________________________________________________________________

______________________________________________________________________

Preparation (phone calls, mailings, other publicity) _____________________________

______________________________________________________________________

______________________________________________________________________

List exceptional things about the event: ______________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

List future improvements for this event: ______________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

MUW ALUMNI CHAPTER/CONSTITUENCY GROUP EVENT SIGN-IN SHEET

Event: Event Date:

Chapter: Place:

Name of Participant Alum/Student/Parent/Friend Class Year Phone E-Mail

Exhibit 2a

Exhibit 3

MUW Alumni Association Chapter/Constituency Group Itemized Report of Funds Received*

NAME/ADDRESS EMAIL PHONE

NUMBER CLASS YEAR DUES SCHOLARSHIP

SEND-OFF PARTY

DATE OF DEPOSIT

*Please contact the Office of Development & Alumni for an electronic copy of this template.

Exhibit 4

*Insert current W-9

Mississippi University for Women Alumni Association

www.muwaa.org

MUWAA STANDING COMMITTEE REPORT

February 2, 2019

Committee Name: Special Events

Function of the Committee: This Committee shall assist in coordinating the

participation of Association members in support of formal programs and special

activities planned by the Association President or the University. The committee will

consult with the University’s Director of Alumni Relations regarding these events.

Chair of Committee: Carolyn Wilson Byrd

Committee Members: Shelly Davis, Denna Fortner, Monique Jenkins, Jenny Katool,

Cynthia Kittrell, Heather Stone, Nathan Wilson

Actions taken by the Committee from November 2018 - January 2019:

● Action will need to be taken by the Board to add funding for Greater Giving

contract for 2019-2020. Typically billed in 2 statements for a total of $2,395.00.

$1600 for Online bidding and $795.00 for software. This amount will be deducted

from the LBL Auction proceeds for 2018-2019.

● CWB contacted committee members and additional volunteers to establish

passwords for access to Greater Giving in order for them to assist in the

documentation of donors and sponsors. That access has been established.

● Heather Stone is doing a stellar job of marketing the Long Blue Line Auction.

Nathan Wilson assisted with initial designs. Heather provides a calendar of

events to Carolyn Byrd, Katy Pacelli and Lyndsay Cumberland to be posted on

social media. Response to those posts have been grand. See attached.

● Carolyn Byrd, Shelly Davis, and Monique Jenkins have met via conference call

on multiple occasions to discuss the ins/outs of the Greater Giving website.

Shelly is the brain behind the creation of the MUW GG website. She is schooling

Monique in all its functional capabilities. Carolyn has learned to input donors,

sponsors and photos for the auction and has made plans to “train” Deena Fortner

and Cynthia Kittrell. Audra Odom, Courtney Murtaugh and Jenny Katool will also

assist.

● Many committee and Board members have indicated knowledge or promise of

donors/sponsors. NOW is the time to confirm those commitments. Please

complete the donor/sponsor forms and submit along with a good photograph of

the donated item or logo for the sponsor to lblauction@gmail.com ASAP.

Sponsors should donate online to the MUW Foundation or write a check to the

MUW Foundation and designate the LBL Auction as the recipient.

● Deadline for Sponsorships is February 22, 2019, so that we will have time to print

signage. After that time, individuals who would like to sponsor the auction may

still donate to the MUW Foundation and designate the Long Blue Line Auction as

the recipient of their donation but should understand that recognition of their

donation will not be published at the auction or on social media.

● Board members are reminded to send names of any individuals or businesses

that could potentially become sponsors of the LBLA to Carolyn Byrd who will in

turn gain approval (or not) from the Office of Development and Alumni.

● If you have a laptop or tablet we can use at the auction, we would appreciate

knowing that.

● Visit the longbluelineauction.com for updates and information.

Budget Requirements: None

Submitted by: Carolyn Wilson Byrd

Date: January 11, 2019

Jan 2019 Report

Heather Stone partnered with designer Nathan Wilson to create a couple of design templates to brand

this year’s auction on Facebook and Instagram. Met with Monique Jenkins to discuss content calendar

ideas and W Photographer Chris Jenkins to develop supplemental media like videos and access to

auction photography.

LBLA Social Media Content Calendar is produced and shared with Alumni Office on regular basis for

approval.

LBLA Committee submitted Fall Visions Magazine Ad to promote Auction.

LBLA Committee submitted copy for an Alumni email blast to promote Auction.

Facebook Insights Reporting

First post was on 11/13/19 highlighting the Legacy Scholarship recipient

Averaging 2-3 posts a week

Most engaged post on 12/14 kicking off the first donation item; reaching 704 people

372 Followers of LBLA FB Page; 3 New Followers in last 28 days

15 - 16 Budget 15 - 16 Actual 16 - 17 Budget 16 - 17 Actual 17 - 18 Budget 17 - 18 Actual 18-19 Budget 18-19 Actual

Operating Expenses

Insurance Policy 1,000.00$ 916.00$ 1,000.00$ 916.00$ 1,000.00$ 916.00$ 1,000.00$ 916.00$

Advertising 500.00$ 202.00$ 500.00$ 352.00$ 500.00$ 261.00$ 500.00$ 130.50$

Travel 1,500.00$ 313.48$ 2,000.00$ -$ 2,500.00$ 2,500.00$ 1,000.00$ 989.38$

Long Blue Line Auction 500.00$ -$ 500.00$ 123.23$ 500.00$ -$

BLUE Event 500.00$ 500.00$

Board Member Recognition 500.00$ 390.62$ 500.00$ 365.07$ 500.00$ 235.72$ 400.00$

Alumni Awards 500.00$ 316.70$ 500.00$ 316.70$ 500.00$ 332.00$ 400.00$

Past President's Pins 1,000.00$ 1,076.03$

School Support

100th Night/Student Event 1,000.00$ 1,000.00$ 1,000.00$ 498.44$ 1,000.00$ 1,000.00$ 1,000.00$

New Faculty Luncheon 900.00$ 825.46$ 900.00$ 544.10$ 900.00$ 634.78$ 800.00$ 634.78$

Legacy Scholarship

(Funded by Auction Proceeds)

Faculty Enhancement Grants 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$

New Faculty Award 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$

Mortar Board Faculty Member of

the Year 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$ 1,000.00$

Mississippi University for Women Alumni Association

www.muwaa.org

________________________________

MUWAA SPECIAL COMMITTEE REPORT

Winter Board Meeting

February 2, 2019

Committee Name: Public Relations

Function of the Committee: This committee shall, in coordination with the University’s Director of Alumni Relations,

create, produce and disseminate information on behalf of the Association and work to project a positive image of MUW, the

Association, and former students.

Chair of Committee: Rebecca Rogers

Committee Members: Heather Andresen, Nicole Dilg Beachum, Stacey Lee Boyett, Kimberly Griffin, Betty Ruth

Hawkins, Patty Outlaw, JerriLynn Mize Patriquin,

Committee Activities since Fall Board Report

- Worked with Audra Odom to highlight B*L*U*E keynote and panelists in blurbs for social media prior to the

November 9th event

- Committee determining best way to divide tasks and solicitation of information for the items on the proposed PR

calendar for the remainder of the 2018-19 year and 2019-20 year

- Obtained volunteers for Welty Gala spotlights (3); was unable to complete assignment due to delays on the part of

committee chair

- The Office of Alumni & Development (Lyndsay) would like a 2 week notice for any social media posts / email blasts,

etc. to be figured in for all calendar planning / due dates

Press Releases

Alumni Award Winners (3) – in progress

Congrats Digital Flyers

None at this time

Future Planning in Progress

- Committee members will determine the top 3 items from the proposed PR calendar for the remainder of the 2018-19

year to pursue by end of committee year

- Work with Office of Alumni & Development to set a Facebook boosting trial for all posts during a 1 month period

(following Homecoming) to then analyze the ROI and determine targeted areas and $ adjusted boosting for future posts

in each category

Concerns or Requests for Action

- None at this time

Submitted by: Rebecca Rogers, Chair (January 17, 2019)

Membership Recruitment Board Report

Chair: Symone Bounds

Members: Alexandra Woolbright, Bridget Ellis, Brianna Warner, Clemmie Phillips, Edmond

McDavis III, Janie Shields, Shonda Phelon, Leta Palmiter, Quintillia Fowler, Marquita Kirk,

Pam Griffith

Graduation Update

About 150 students walked during the December 2018 Graduation

Approximately 71 completed the graduation forms (60 said they were interested in

joining a chapter; 35 said they used Career Services)

All grads will be imported into the Alumni database system and the graduation forms

were utilized to update their information

An e-mail will be sent to all of them to welcome them to the Long Blue Line

Symone Bounds, Janie Shields, Melissa Gilmore, Katy C. Pacelli, and Lyndsay

Cumberland assisted with welcoming the new graduated into the Long Blue Line by

giving out Southern Grace Cook Books, MUW Alumni Association magnets and pens,

while the recent grads completed the graduation forms

We gave out 132 Southern Grace books at December Graduation. We currently have 362

books left which might not be enough for May graduation.

o The Membership Recruitment Board has suggested that we replace the books with

W shaped keychains

Submitted By: Symone Bounds

Mentoring Committee

February 2019 Update

Members: Audra Odom (Chair), Katherine Shell Benson, Mandy Brownlee, Ashley

Dean, Tara Wages Fort, Marquita Kirk, Troy Lewis, Andy Thaggard, Brianna Warner

Basic Mentoring > As a committee, we are in the process of developing a mentoring

questionnaire to be disseminated the MUW Alumni – to get feedback and create a

cache of potential mentors for a variety of things – to be sent out via Lyndsay

Cumberland and the Alumni Office. This has been tabled currently as we are working

out the kinks in the program. ***planning to look at this again now

BLUE > BLUE was November 9, 2018, in the Pope Dining Room with Marshall Ramsey

as speaker and a panel (consisting of Connie Kossen, Christie Jones Lawrence, Nicole

Dilg Beachum, Jen Robinson Hargett, and Hayley Gilmore). We have gotten feedback

from a few of the attendees:

I really much preferred the keynote speaker moderating the panel at the first BLUE event. It made the topics discussed more cohesive and it set the tone for an interactive panel presentation. A learning experience rather than a lecture. If I were a student I wouldn't have enjoyed some of the discussions by alumni as much.

Wish that there had been a little more structure to the panel and that some questions had been prepared to either plant in the audience and/or create more of a dialogue for the panelist to respond to.

I would have liked more diversity in gender, age and ethnicity. Having a moderator and student involvement in the panel would have made it more productive. It needed more structure. I wasn’t sure the purpose of the panel - perhaps some takeaways.

I loved these women. They were so relatable and approachable.

I thought they each brought something interesting and thought-provoking to the table.

I loved the diversity of the panel.

Kept comments long enough to provide substance, brief enough for everyone to speak. Also seemed coordinated so weren't hearing same thing from multiple

panelists.

I felt like overall there was a disconnect between some of the sentiments of panel speakers and current students. Though I am the key demographic that the event tried to reach out to, I couldn't help but find myself wondering whether or not this panel discussion and the event itself would have been as impactful to the larger majority of students who are in our student body currently. The sentiment that millenial students are not as involved or learning the same skills would have felt exclusionary. Additionally, having some sort of alumni event that reached out to students who were already working may be more useful in the future to bridge some of these gaps.

Each panelist chose a different viewpoint or tidbit of advice, so there was a variety of discussion.

What was your favorite part of the BLUE Event?

Marshall Ramsey & seeing so many students!!

The main speaker.

The speaker because he was very knowledgeable and entertaining.

Keynote Speaker

Networking with student

Being able to meet and interact with the discussion panel was absolutely my favorite part.

The speaker

Mr. Ramsey's talk was both engaging and inspiring. The panelists were interesting and encouraging.

My favorite part of the BLUE Event was the after dinner talk. It was nice that everyone was chatting with each other.

Marshall Ramsey and his life story

The panelists offered wise insight, and the students seemed to gravitate towards them. Overall, it was an outstanding evening! Marshall was great.

What was your least favorite part of the BLUE Event?

I'm paraphrasing, but the two older alumni on the panel both spoke of "following their husbands" in such a way that I found their words to be a turn off.

The room was too cold and there was no networking.

Dinner could have been better.

Loved it all.

Awkwardness of the panel

N/A

5:00 start time

The dinner setting. I would suggest having finger foods and maybe mocktails that way it feels more like a networking event. Check out the Wing's social media presence and how they do events: https://www.instagram.com/the.wing/

I would like to have known what programs were represented - both faculty and student. As a distance learner, I did not recognize other students. A faculty member looked familiar from orientation. She ended up being my advisor but would not have recognized me had I not spoken first. Had I known other nursing faculty were there, I could have met them.

My least favorite part was the mingling part. I felt lost on who to talk to and overwhelmed when I first walk in.

What suggestions do you have for future BLUE Events?

If it stays a Friday dinner, have the meal first and start the speaker over dessert.

Have the students submit questions before the event and/or have a theme or more structure to the panel discussion. Create a handout and/or toolkit that students can access online and/or take home with them. Have actual practice interview sessions for students and review their resumes. Teach a resume writing session as well as how to utilize LinkedIn.

A different method of asking questions to the panel

I think it would be good to involve the students prior to the event and have them submit questions in advance to be asked. Perhaps they could ask from the audience...

Panel needs more takeaways and structure. Needs a moderator. More time for panel. More structure for networking. Provide better opportunities for students to interact with different alumni

More events similar to this, (informal) leadership workshops, cooking seminars, a day in the life professional event, etc...

Maybe have a speed "network" dating event where people can take turns actually talking to others. The guest speaker at a panel event should also host/moderate the panel so they can ask questions that are relevant to the topics being discussed.

Announce programs represented - by faculty and students standing or in some way.

I would love to see a current student on the panel.

Could expand event with workshops to do a deeper dive on leadership. Depends on

future vision for event.

Maybe talk about professionalism?

The main speaker should be the moderator for the panelists, so as to provide a better transition from the "speech" to the panel discussion. There should be a greater diversity of panelists (racial/ethnic/gender) and perhaps not 3 in the same general age bracket. Those alums who have 25 years of work experience or more, and are still working would add a great deal of insight. They tend to be the executives and managers. Branch out into other career fields with the next event to simply build upon this one, and not duplicate.

As you can see, there were lots of takeaways, and things to contemplate if we do

another of these events in the future. One thing I will say is that I TRIED HARD to get

diversity (of the racial, ethnic, gender variety – as we did have people from many

different disciplines), but these were the people who said YES, they would come.

Senior Fling > Thursday, 28 March, at the Stark Recreation Center – food by Proffitt’s

Porch and Sweet Peppers Deli. Networking opportunities and time for fun (before the

Board meetings which will be even more fun)! You can sign up for it when you sign up

for Homecoming.

Respectfully submitted,

Audra Odom

Memorandum of Understanding (MOU) Between

The Social Organization Alumni Council And

Mississippi University for Women Alumni Association Purpose: The Social Organization Alumni Council (SOAC) has agreed by majority vote as of October 19, 2018, of its member organizations to become a constituency group of the Mississippi University for Women Alumni Association (MUWAA) beginning with the signing of this document and ending March 30, 2020. Representing Parties: The SOAC Member Organizations include the alumni organizations of the following:

Alpha Kappa Alpha Sorority, Inc Beta Kappa Tau Fraternity Blacklist Honorary Social Club Coretta Social Club D’Belle Social Club Delta Sigma Theta Sorority, Inc Highlander Social Club Jester Honorary Social Club Lockhart Social Club Masker Honorary Social Club Mam’selle Social Club Reveler Social Club Rogue Social Club Silhouette Social Club Troubadour Social Club Zeta Phi Beta Sorority, Inc

and they are represented for the purpose of this agreement by Katherine Shell Benson and Rebecca Rogers, Founding Co-Chairs of SOAC. The MUWAA is represented for the purpose of this agreement by Katy Canon Pacelli, MUWAA President 2018-2019, and Kristy Hipp Mosley, MUWAA President Elect. Terms: The following terms for this MOU have been agreed upon by the above parties:

• SOAC structure and governance will remain unaltered, consisting of existing structures and governing practices put forth before this agreement. The MUWAA will respect these structures and practices.

• MUWAA structure and governance will remain unaltered, consisting of existing structures and governing practices put forth before this agreement. SOAC will respect these structures and practices.

• SOAC will respect and follow the guidelines of MUWAA constituency group as stated in the October 16, 2018 version of the MUW Alumni Chapter and Constituency Group Guidelines.

• SOAC will report to the MUWAA through the representing MUWAA board director titled: Chapters and Constituency Chair and will include this committee chair, the Director of Alumni Relations, and the MUWAA President on correspondence with the University.

• Before the end of this agreement on March 30, 2020, representatives of SOAC and MUWAA will formally re-evaluate this agreement, set forth a vote within the separate memberships of SOAC and the MUWAA as needed to take one of the follow actions: a) dissolve this agreement amicably with MUWAA and continue as a separate organization, b) agree to continue the relationship set forth in the MOU in formal form, c) agree to explore the possibility of a formal seat on the MUWAA Board as a Board Committee including all boundaries and expectations thereof as outlined in the MUWAA Bylaws, or d) dissolve in entirety as SOAC and formally withdraw from MUW and MUWAA.

• As a constituency group, SOAC does not intend to create a fund within the MUW Foundation. Operating funds will come directly from individual SOAC Member Organizations on an as needed basis, and fundraising for the MUW Foundation will occur through SOAC Member Organizations’ individual MUW Foundation accounts. This structure may be changed only through majority vote of SOAC Member Organizations.

Best Practice and Behavior Expectations: It is understood between SOAC and MUWAA that in order to build and maintain a productive and positive relationship that mutual respect between all parties is expected. Best practices of: service and support of membership and mission, respectful and appropriate behavior, full transparency on matters relating to either party by the other, and continuous, open communication is expected of all parties at all times during this document’s period of effectiveness. Signed & Dated:

XKatherine Shell Benson

SOAC Co-chair

XKaty Canion Pacelli

MUWAA President, 2018-19

XRebecca Rogers

SOAC Co-chair

XKristi Hipp Mosley

MUWAA President-elect, 2018-19