IAWA Board of Advisors Executive Meeting: 8 May 2003

IAWA

CAUS

IAWA Board of Advisors Executive Meeting

8 May 2003

Present: Terry Clements, Donna Dunay, Kay Edge, Marcia Feuerstein, and Mitzi Vernon.

Absent: Jennifer Gunter, Eileen Hitchingham, Paul Knox, and Frank Weiner.

Guest: Lindsay Raymond (via teleconference) , Debbie Stanton.

Call to Order:

Chair Marcia Feuerstein called the meeting to order at 11:58 A.M.

Chair Feuerstein asked for a motion to approve the agenda (attached with these minutes). Professor Vernon so moved and Professor Edge seconded. The motion was approved unanimously.

Report from the Treasurer:

Professor Terry Clements reported that four monetary donations were made. The donors were: Beverly Willis, Sigrid Rupp, Despina Stratigakos, and Annette Burr. There is a pending donation from Jane Hall Johnston's estate.

We have a balance of $646.69 in our operating budget.

There is currently $40,427 in the IAWA endowment fund.

Lindsay will be giving a report to the IAWA on the state of the IAWA endowment each quarter. It will include pledges and when they were made to the archive. This will allow us to reply with thank you letters more efficiently.

Nominations:

Professor Vernon reported that this year's ballot will be mailed before May 15th

Archivist Report:

Professor Feuerstein handed out the archivist report, which is included with these meetings. Due to the compressed time of this month's meeting, there was no discussion on the report.

A brochure has been designed for the 20th celebration. Chair Feuerstein handed this out for our review and comments.

Teleconference with Lindsay Raymond:

Previously, Chair Feuerstein met with Lindsay Raymond to discuss the IAWA endowment to create ways of using the funds in the account. Raymond agreed to talk with us by phone at this meeting. The focus of the discussion is: "How can we organize the funds to use it for ongoing programs?"

Professor Feuerstein identified four areas to discuss: 1) Newsletter-we want a hard copy mailed to people, and it needs to be ongoing; 2) Annual Meeting-which needs funding for associated events. We have now added a symposium to the annual meeting; 3) Special Programs-which includes the 20th year anniversary in 2005. This will require quite a bit of fundraising; 4) The Archive processing-ascertaining that we have support for processing all of the material that comes to the archive. Should we or the library take care of that?

Raymond: "How much unrestricted money do you need each year for ongoing initiatives? You need to have two funds: 1) Bliznakov Prize Fund. It will be giving a $2,000 award this next year because it has grown so much. It is important to keep close contacts with the donors. Debbie and I keep a database of donors, and The other account would be for gifts that come in for other endeavors. Too much of the money is going into the Prize account. How much do we want to grow the Milka Prize?"

Raymond suggested that we establish another account set up to direct gifts to a functioning account. Chair Feuerstein asked if w e could/should set up another endowed account to pay for yearly things. Raymond suggested that we start the process by putting new language in the newsletter for future donations, and she will give that to us. We can go ahead and set up the account now.

We should request that the donation cards/letters come directly to the College instead of to the foundation.

Raymond will be sending notes to us about how to prepare our budget for sending a request to the Dean. She will need all projections for that note, which will include the Newsletter and Annual Meeting costs.

Professor Clements asked for clarification on proceeding with the budget and accounts changes. Chair Feuerstein said that she will put together a budget and will work with the necessary committees that were established at the fall meeting. She will also work with Raymond while including Professor Clements in the process.

Chair Feuerstein mentioned that she will call a summer meeting for late July. She then called for a motion for adjournment. Professor Vernon so moved and Professor Edge seconded the motion. The meeting was adjourned at 11:55.

Professor Mitzi Vernon respectfully submits these minutes.