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Meeting Minutes

CAP Alumni Society Board of Directors 
Conference Call 
July 18, 2014 - noon (EST)

Attendees: Catherine Baker, Craig Farnsworth, Heather Graninger, JP Hall, Louise Jackson, Rebecca Leonard, John Marron,  MJ Meneley, Michel Mounayer, Lori Pence, Larry Roan, Karl Sonnenberg, Guillermo Vasquez de Velasco, and Laura Waldron. 

Call to Order
The phone conference was called to order at 12:07 p.m. by President Baker.

Minutes
Minutes from the April 18 conference call were unanimously approved by voice vote.

Awards
Roan questioned if the current awards committee should stand or bring in new members. Baker noted that the committee had been in place for awhile and there might be value in changing up the membership. Vasquez de Velasco reminded Roan to keep representation by major in mind when making changes. Farnsworth offered to represent landscape architecture and Sonnenberg also agreed to serve, but cannot meet in person.

Roan reported that there were no Distinguished nominations submitted and eight Outstanding nominees who submitted materials. Baker said that there is one nominee from last year who was reserved for Distinguished this year and that the committee should be aware of this. 

Roan will convene the awards committee the week of July 28 or August 4, and request email approval of award recommendations from the full board of directors. Award recipients should be available for publication in the next edition of ReCAP.

Alumni Council Representative
Roan now serves as an at-large representative on the Alumni Council and the board will need a new representative. This essentially gives CAP three representatives on the Council, including trustee Wayne Estopinal. Meneley said he was happy to serve as the council representative and complete Roan’s landscape architecture term on the council.

Dean’s Update and 50-Year Planning
Vasquez de Velasco thanked Baker for giving a very nice keynote at commencement. This was President Gora’s last commencement. Provost Terry King will serve as interim president July 1 – July 31 and President Paul Ferguson will begin work on August 1.  

Plans are optimistic but on hold for the increased CAP presence in Indianapolis. Staff from Business Affairs and the Provost’s Office were very supportive of the initial plans, however, they would like  President Ferguson to have the opportunity to review the plans and take over the initiative if he is supportive of the move. Additionally, the college has selected a downtown location with a green space and close proximity to the library. However, this building is also under consideration for use by the state archives. It is hoped that key decision makers will pursue a different location for the archives and allow use of the building to go to CAP, a lively tenant who would make full use of the indoor and outdoor space’s campus-like feel. 

50-Year Planning: Vasquez de Velasco referred the committee back to this morning’s email. It is hoped that the semester will open with a big banner on the CAP Building’s facade. To decide what goes to print on the banner, a group of jurors will review the results of the banner entry survey sent to alumni in July.

Traditional fall events will have increased visibility. The week of October 6 is Field Trip Week, when most students and faculty to address content of their studio, frequently visiting at least one office. Due to the anniversary, Vasquez de Velasco is hoping to promote the festivities during alumni receptions in the geographic areas students are visiting.

In the spring 2015, additional anniversary events will be added and traditional events will grow. The spring semester will begin with an alumni universal exhibit. The dean will revisit this idea with the board, but the goal is to start bringing in examples of award winning, distinguished, outstanding work by alumni and use it to dress up college and, perhaps, to start a formal research database of works with a GIS backbone. Mounayer has been working with Marketing and Enrollment to get this portfolio database on the website. The university has hired an outside consultant to build the engine. The consultant will then send the scope of work to the university, the college will review for holes, and then the portfolio type engine will be built with the ability to search by region, project type etc. Mounayer added that there will need to be a pipeline to keep the portfolio growing and vigorous. One means to do this is to request submissions from award recipients.

Thom Mayne from Morphosis Architects will provide the key Sappenfield lecture.

The anniversary celebration will culminate with festivities April 9-11, 2015. During the day on the 9th and 10th will be the ALL CAP SYMPOSIUM - a faculty, student, and alumni symposium to bring the whole CAP family together. In the evening on the 9th, the college will host the awards banquet and in the evening on the 10th, the college will hold a gala at Minnetrista. April 11th is being kept open for class reunions and other special events. The details are still being worked out. Mounayer noted that class reunions will be student and alumni driven. Vasquez de Velasco added that student class year affinity has been reactivated on social media and the college will encourage these groups to promote the reunion portion of the anniversary celebration.

Two weeks later is Jury Week and the closing of the anniversary year.

Adjournment and Upcoming
The meeting adjourned at 1:00 p.m. The next phone conference will be held at noon on Friday, October 17, 2014.

Respectfully submitted,

L. Waldron


CAP Alumni Society Board of Directors
Conference Call
April 18, 2014 - noon (EST)

Present:  
Catherine Baker, Heather Graninger, Rebecca Leonard, John Marron, MJ Meneley, Michel Mounayar, Lori Pence, Larry Roan, Guillermo Vasquez de Velasco, and Laura Waldron. 

Call to order
The meeting was called to order by President Catherine Baker at 12:06 p.m.

Minutes
The minutes from the January 17, 2014 conference call were unanimously approved following Graninger’s motion to approve and Roan’s second.

Awards
Roan reported that there has been a really strong response in terms of award nominations. For Outstanding, there are four carryover nominees from 2012, five from 2013, and seven or eight from 2014. For Distinguished, there are two carryovers from 2012, three from 2013, and three from 2014. For Sappenfield, there are four are carryovers each from 2012, 2013, and 2014.

Roan reported that a board member and spouse were submitted as a joint nomination. As a policy question addressed to the board, he said that he believes they should be considered separately. It is a problematic policy to nominate business partners or couples as a team. In addition, these awards are supposed to be individual awards, not firm recognitions. Leonard agreed, stating that joint nominations could raise an issue where one partner is not perceived to be as worthy as another in the future. Following discussion, it was decided that if there is enough information to identify the couple or partners separately, they should be considered separately and both invited to submit materials. If there is not enough information, the awards committee will ask the nominator for more clarification on the nomination before pursuing updates for one or both nominees. This is a policy clarification, not a change.

Further discussion ensued about the confidentiality of the nomination process. It was noted that nominators may not want their information shared with potential award recipients for a variety of reasons, including their business relationship. Roan will work with Pence on clarifying this policy.

A question was raised regarding department representation in the award process. Lori says all are represented, including historic preservation.

Dean’s Report
Vasquez de Velasco reminded the society that the university is busy with events leading up to the end of the semester. If the membership is available to join the department  for reviews, please let him or Pence know. Commencement is May 3 and Baker will be there.

50th Anniversary
Vasquez de Velasco reported that survey results were disseminated last week to stakeholders. Overall most anniversary items under consideration were fairly well supported by most groups (i.e., students, faculty/staff, and alumni). The symposium activities were most strongly supported by everyone. As plans are fairly in tune with what audiences want, the next step is putting together a program draft for the year and sending it out for final comments and adjustments.  

Generally speaking, fall semester 2014 is the welcome of a new university president and includes a sprinkle of CAP events, competitions, lectures, and establishing awareness (mainly across campus) of the anniversary. It is hoped that it will be evident from the outside of the building – subject to weather – that the celebration is coming, with a large Banner (and competition) outside. On the late side of March 2015, will be the larger anniversary events – The Charlie Sappenfield Celebration of Life, lecture, awards, donor recognition, banquet, integration of faculty/student/alumni symposium, and closing with the 50th Anniversary Ball. Vasquez de Velasco will send draft of the potential timeline/calendar for the year when it is available. By the July meeting, there will be a better ability to firm up times/dates and refine the schedule. As soon as the calendar is finalized, it will immediately be pushed to alumni.

In academic news, Vasquez de Velasco updated the society on the potential move of some architecture graduate programs to Indianapolis. The process is moving forward quickly. Faculty voted and area largely supportive of the move. The dean will make a presentation on May 2, 2014 to the Ball State University Board of Trustees on the overall characteristics of these initiatives. It is hoped that CAP will be given the green light to move forward on the location and a timeline for the move. There is the very strong possibility of an expanded CAP presence in Indy by the  next academic year.

Mounayar said that new graduates are looking hard for positions right now, so if the board is aware of any opportunities, please share them with the school. The same is true for internship opportunities. In addition, he noted that Tracy Hendricks is on staff to bridge the relationship between firms, schools, and faculty coordinators for internship opportunities.

AIA Conference and Reception
The dean will host a reception in conjunction with the AIA Conference in Chicago on Thursday, June 26. The reception will be from 6:30 – 8:00 p.m. at the offices of Thomas Kerwin, ’86. This a great, convenient location and Kerwin volunteered the space. This time is one earmarked by the conference for college reunions and will not interfere with other conference events.  The board and social media channels will be utilized to spread the word and invitations will be mailed in early May. RSVPS are due to Pence by June 23. Any and all CAP alumni are welcome.

Next Meeting
Vasquez de Velasco noted that the noon (EST) conference call on July 18 will last between 90-120 minutes. He would like to spend more time on the meeting as the department will have a more robust anniversary agenda and will be working to fine tune the timeline. In addition, he will know more about the potential Indy expansion and the university may have a new president in place.

Adjournment
The meeting was adjourned at 12:40 p.m.

Respectfully submitted,

L. Waldron


CAP Alumni Society Board of Directors Meeting Minutes
Conference Call
January 17, 2014

Members present: C
atherine Baker, Joshua Desmond, Heather Graninger, Tracy Hendricks, Louise Jackson, Rebecca Leonard, John Marron, MJ Meneley, Michel Mounayar,  Lori Pence, Larry Roan,  Guillermo Vasquez de Velasco,  and Laura Waldron.

Call to order
The meeting was called to order at 12:07 p.m. by president Catherine Baker.  Baker recognized Larry Roan as vice president. She also thanked Heather Graninger, MJ Meneley, JP Hall, and John Marron for continuing with an additional term in 2014.

Meeting Minutes
Minutes from the October 25, 2013 meeting were unanimously approved after a motion to approve by Rebecca Leonard and a second from John Marron.

Dean’s Update
Guillermo Vasquez de Velasco reported that President Gora will be retiring on June 30 after ten years as president. The search committee has been holding meetings on campus to determine the profile of the next president. The committee is led by CAP graduate R. Wayne Estopinal and includes representatives from the board of trustees, the provost’s office, and faculty, staff, and service personnel. There is one dean on the committee – Michael Maggiotto, College of Sciences and Humanities.  The plan is for the next president to be in place by July 1.  

Subcommittees working on the academic plan are coming back together. It is unclear if their work will be complete before President Gora retires. The Campus Master Plan is being coordinated with the academic plan and presentations are being made to the cabinet on a few areas. CAP graduate program expansion into Indianapolis is one of those plans. The college is working on numbers with the budget office to determine interest and feasibility.

The Senior Student Survey provided positive feedback for the college. CAP graduates are most likely to be satisfied with the quality of teaching and instruction at Ball State and in their major. In other news, all CAP programs were reaccredited.

The Faculty and Student Symposium is April 2. All alumni and friends are invited to attend.

CAP 50th Anniversary Celebration
Vasquez de Velasco referred the board to the sample survey and Anniversary Planning Committee meeting minutes from January 13 that he submitted to the board prior to the meeting. There were a variety of options related to event opportunities. Board discussion related to the pros and cons of a spring versus fall symposium and how to balance spring anniversary festivities with student participation (i.e., spring break and project deadlines). Concerns were also shared regarding alumni participation in the spring because families have a variety of spring break dates. Additionally, concerns were raised that a fall event might be in potential conflict with inauguration festivities planned for the new president.

Ultimately, the board agreed that it might be best to focus on one time period, versus trying to bring alumni back to campus multiple times.  Vasquez de Velasco noted that faculty had shared similar concerns and thought that bringing alumni to campus once, for two days, might be the best option. It is hoped that the alumni survey may assist with potential spring dates and which types of events are the most appealing. This is not a vote, just a means to gauge opportunities (i.e., Thursday lecture, Friday symposium and dinner, and Saturday reunion; format; expectations). Discussion confirmed leaning towards option three, with celebration efforts focused on the spring – the Sappenfield Celebration of Life, Sappenfield Guest Lecture, Alumni Symposium, Faculty and Student Symposium, and 50th Anniversary Celebration.  Roan made a motion to support option three, Leonard seconded the motion, and it passed unanimously.

Next Meeting
The next conference call will be held on Friday, April 18, at noon EST.  Call-in instructions will be sent that week.

Adjournment
The meeting adjourned at 1:00 p.m.

Respectfully submitted, Laura Waldron


CAP Alumni Society Board of Directors Meeting Minutes
October 25, 2013

Members present: Catherine Baker, Craig Farnsworth, Tracy Hendricks, Louise Jackson, Rebecca Leonard, John Marron, MJ Meneley, Michel Mounayar,  Lori Pence, Larry Roan, Karl Sonneberg, Guillermo Vasquez de Velasco,  Laura Waldron, and Dan Woodfin. 

Call to order
The meeting was called to order at 1:35 p.m. by president John Marron.   Alumni Association liaisons, Tracy Hendricks and Laura Waldron, were introduced. 

Meeting Minutes
Minutes submitted by Lori Pence from the July 19, 2013 meeting were unanimously approved after a motion to approve by Larry Roan and second by Marron. 

Membership
Heather Graninger, MJ Meneley, JP Hall, and John Marron renewed their expiring alumni society terms; Marron had secured agreements from them prior to the meeting. President-elect Catherine Baker will take office after this meeting and Marron will serve as past president.  Marron opened the floor for vice president/president-elect nominations, noting that the position manages the awards process/committee and serves in an advisory role to president. As the society switches between disciplines, the new vice president should be a landscape architecture alumnus.  Marron nominated Alumni Council representative Larry Roan, who said he was happy to accept the nomination. With no other nominations from the floor, Roan was elected 2014 vice president/2015 president. 

Dean’s Update
Guillermo Vasquez de Velasco encouraged the board to review the CAP annual report to better understand how CAP supports, and aligns with, the university’s strategic plan (i.e., community outreach).  CAP has a strong identity with a very distinctive immersive learning program and is unique in that faculty, not graduate assistants, are teaching courses.  In terms of an academic strategic plan, the university is looking at a new college and at moving programs between colleges, potentially better integrating professors/programs. Campus planning includes talk of a multidisciplinary immersive learning hub to help develop student projects.  

The November 4, 2013 Sappenfield lecturer is Daniel Libeskind, international architect and designer.  Vasquez de Velasco noted that Libeskind is more than just structure and steel, he builds places where encounters happen. CAP embraces that element of identity – CAP is a significant place where encounters happen. The Geothermal Conclave is November 7. CAP’s 50th Anniversary is March 23, 2015 (creation/signed). CAP will celebrate the anniversary during all of 2015. 

CAP 50th Anniversary
Karl Sonneberg reported that the anniversary committee wants the festivities to celebrate the success of the school and its positive influence on communities (i.e., Indianapolis), as well as looking toward CAP’s future. The committee would like a large crowd and wants alumni and friends to see the significance of the college’s accomplishments. A faculty committee has also been established to generate ideas for the 50-Year festivities. The alumni committee plans to work parallel with the faculty group.  Roan said the anniversary’s emphasis should be on relationships and the people – like an all-college reunion. The opportunity to reconnect will resonate with many and should be emphasized, along with other worthy objectives, to reach broadest audience possible. Vasquez de Velasco said that while a theme is not a must, it might help.  There may be a call for submission of potential themes and he will see if a theme emerges from alumni, faculty, staff, and students. If a theme is found, CAP will ask for a vote to establish said theme.  For instance, Roan likened the events to a family reunion, and alumni can be addressed as a family coming home to CAP.  This reconnection could be the theme – or it may relate to service in Indiana. Many things can be considered for the theme. 

Items to consider regarding the anniversary’s structure: Is March a good time for the event? Should there be a banquet one evening and a social event the next night? A Friday and Saturday combination? If CAP combines the awards and symposium there will be no fall 2014 event – all would be concentrated with the spring anniversary.  After much discussion, a majority valued the idea of the symposium on Friday and a social activity on Saturday. Alumni and friends can decide if they want to attend some or all of the events.  Catherine Baker suggested reserving space in different areas where various class years could congregate. Marron suggested dividing up by discipline.  

Vasquez de Velasco said he would request that alumni send 150 words describing significant encounters in CAP – emotional, pragmatic encounters. Individual cards will then be used to create a timeline in history of CAP. The college will be able to see which alumni are back and what was significant in different periods of time. 

Jackson suggested when asking alumni about theme, find out if they will actually come back.  In addition, she asked if there was a fundraising goal for the 50-Year as it is a great opportunity.  As the college works to increase giving percentages, the 50-Year might be a nice draw. Vasquez de Velasco said that CAP has very engaged alumni who give back to campus, even if it is not necessarily monetary. Discussion ensued regarding the balance of fundraising in conjunction with the 50 Year. Most prefer the focus remain on bringing alumni back to campus in large numbers. 

50-Year Promotion/Awareness 
Vasquez de Velasco had several suggestions for drawing campus attention to the building for the 50-Year celebration, including banners and balloons. Additionally, there is a desire to publicize the anniversary to other universities and to raise program visibility and awareness that CAP is not a new school.  Sonnenberg added that construction firms are also supportive of architectural schools quite often.  Roan agreed. Michel Mounayar added that it is also important to raise awareness among industry professionals through meetings and conventions. Baker suggested connecting with alumni at the AIA Convention in Chicago. Jackson said planning should begin now if that is an interest – ditto for any hometown tours and for securing sponsorships. 

There was much discussion about the next promotional steps.  Vasquez de Velasco will draft an outreach message and/or survey (i.e., Survey Monkey) to alumni explaining the celebration, requesting theme ideas, what it would take to get alumni to return, memories/significant encounter project, etc. After alumni are contacted by CAP, board members can then follow-up with their respective audiences and friends on social media, conventions, meetings, and so forth. Board members should encourage friends and colleagues to respond to the survey and spread the word about the anniversary celebration as the invitation may mean more coming from a friend/colleague. It was requested that faculty and staff also follow up with their respective networks.  Rebecca Leonard suggested when the memories and cards are returned, maybe they could be compartmentalized into some sessions during the symposium – addictions, romances, or something fun. Vasquez de Velasco likes the suggestion.  

It is hoped that this initial communication will go out before the end of the semester.

Upcoming Meetings
Marron reported Friday meeting dates for phone conferences on January 17, April 18, July 18, and October 18 (or 24 depending on symposium) at noon EST. The October meeting will be held in person, date determined by the symposium. Vasquez de Velasco suggested it might be beneficial for other meetings to be held in person due to anniversary planning. Marron said it could be tried with a small group. Lori Pence will email the dates to confirm that it works for most. 

Adjournment
Marron thanked everyone for the last year. He is very appreciative of all the work everyone has done, especially Lori.   The meeting adjourned at 3:17 p.m.