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African-American Alumni Society of The Ohio State University

Society Meeting Minutes

Tuesday, October 21, 2008

The African American Alumni Society was called to order by President Daniel Nelson at 6:35 p.m. on Tuesday, October 21, 2008 at Longaberger Alumni House

In attendance were the following Officers: Daniel Nelson (President), Shakita Trigg (Vice- President), Harvey Pickrum (Treasurer), Mike Smith (Secretary), Nicole Staples (Undergraduate Student Rep)

Society General Members: Paul Bayless, Elliott Walker, Will Thomas, Jacqueline Ralls and Kimberly Lowe

Conference Call: Ernest Wilder, Chioma Phillips, Roslynn Cargile

Guests: Claudia Jones

1. Review / Approval of September Meeting Minutes

- Correction was made to the September meeting minutes to reflect Kurt Looper’s attendance as a society general member

- Motion was passed by majority of members present

2. Reports

A. President

1. Alumni Leaders’ Conference (ALC)- ALC is a conference for all alumni association club (geographically based groups) and society (college/ special interest groups) leaders. It is an annual conference for leaders’ to learn ways to improve their constituency groups and obtain information from university and alumni officials.

- Daniel Nelson, Shakita Trigg and Harvey Pickrum attended ALC as the AAAS representatives

- Conference was held at South Campus Gateway on September 19th

- Representatives gained information on increasing the society membership and fundraising ideas

- Officers represented received information from a website vendor “Chapter Communications (CC)” which hosts website for a fee

- Chapter Communications if approved by the society would act as a webmaster for the society

- AAAS website is currently not being managed or maintained because there is no webmaster

- Shakita reiterated that “CC” will create a layout and update the website for a cost and they can setup a merchant account with Chase

- Currently, the society does not pay to host but AAAS has not identified a webmaster

-Discussion about AAAS website

• Some did not agree with paying a company for website assistance

• Ernest volunteered to take on the task until the society raises enough funds to manage the site or another webmaster is identified

• Ernest required additional information about the computer program used to update the website and Daniel will connect him with Nate Britton in the OSUAA IT dept.

• Chioma suggested connecting with a current student to assist with the website possibly for course credit

• Harvey suggested creating a set time frame for completing all web information updates

• Roslynn suggested a complete review of the website to identify information that must be updated

• Paul suggested a joint venture between publicity committee and webmaster to ensure important and current updates are made to the website

• Shakita reminded everyone that the publicity is in need of additional members. There are currently three people serving on this committee

B. Vice President

1. Election Information

-Shakita presented voter information to those in attendance

- (Please see attachments for additional voting and Ohio ballot information)

- People living outside of Ohio can obtain voter information from their Secretary of State website

2. Ohio Union

- Discussion of building naming rights opportunity for African American Alumni and AAAS

- Information pertaining to specific figures required for naming rights will be provided at a later date

- Discussion about naming rights for African American Alumni and AAAS

• Important for African Americans to leave a legacy at OSU

• Not many buildings or other entities on campus named after African Americans

• Paul and Kimberly think something named after AAAS would be honorable

• Shakita stated that the Union will have a payment plan for building naming rights

• Students will pay additional funds for the construction of the union

C. Treasurer’s

(Please See Attachment 10-21-08 for all account balances and figures)

- Change of bank acct. from 5/3 bank to Huntington

- To date no current obligations have been until there was a full transfer of funds to Huntington Bank

- No transactions the month of October

- If all debt is paid in full then the acct. will be in the negative

- Acct. was moved to create a better system of checks and balances for the society

- Acct. requires two signatures without any additional charges

- Discussion of debt repayment

• Motion by Daniel to approve repayment of all debt except tailgate fees to Harvey

• Amended motion to pay faculty club, scholarship fund, seed fund and 50% of debt to Harvey

• Amended motion was second by Shakita and approved by all

D. Secretary

- No Report

3. Committee Reports

A. Reunion

- 2010 Spring All- Decade African American Reunion

- Report presented by Nicole Staples, Reunion Chairperson

- Nicole will contact Tracy Stuck, Director of Ohio Union & Student Activities for Union availability

- Discussion about venues, sponsorship and finalizing reunion date

• Harvey suggested gathering information on additional venues for the reunion

• Nicole is working on securing additional hotel information with assistance from Daniel

• Need to develop a sponsorship package

• Kimberly, sponsorship chair will have a rough draft of a sponsorship package and patron agreement

• Reunion committee must check for dates of conflict with the university and/ or holidays

• Reunion Committee will present specific dates to the general body at the next meeting

- Daniel received a letter from Elliot Walker expressing interest in serving as reunion co-chair

- All those present voted in favor of Elliot’s addition to the Reunion committee as co-chair

B. Webmaster

-No Report

C. Programs/ Events

- Chioma and Ernest are looking into events for 2009

- Possible programming:

• Professional development series

• Possible degree completion project with the university

• Scholarship Party/ Fundraiser

• Workshops with students and alumni

- Coordinate with Mr. Williamson and Christa Porter

• Golf Outings

• Bowling Outings

• Superbowl party in February

- South Campus Gateway or Arena Grand as possible location

• 2009 kick-off party for AAAS

- looking into locations, themes and options for selling tickets

- Contact alumni that own venues in Columbus for possible use with no cost

- Money from the door and/ or bar will go to scholarship fund

D. Scholarship

- Email sent to scholarship recipients to assist with AAAS scholarship fundraising

- No additional report

E. Membership

- Current AAAS membership is 60

- AAAS dues will be due in January

F. Sponsorship/ Fundraising

- No report

G. Publicity/ Communications

- Friday 10/31 is deadline for the member spotlight

- Must be a dues paying member of AAAS to be featured

- Competition to provide a name for AAAS newsletter

- Competition called “Name that Newsletter” will begin soon and tentatively end in November

- Winner will receive a VISA gift card or other prize from Shakita

4. New Business

- AAAS benefits package needed to attract new members

- We need something to give to our members once they join

- Daniel will present a benefits package at the November meeting; he welcomes any and all suggestions

- Calling project discussed to update information for African American alumni and possibly attract new members; AAAS working on logistics

- OS Unity- African American Student Magazine



- Possible presence for AAAS in magazine

- Ray Miller II has a new magazine “Hip policy” and the society can advertize for free

5. Announcements

A. Any media sent on behalf of the society must be approved by the President prior to distribution

Next AAAS Meeting: Tuesday, November 18th at 6:30pm in Longaberger Alumni House. Conference Call numbers will be provided prior to the meeting.

Meeting was adjourned at 7:55pm by AAAS President Daniel Nelson

Respectfully Submitted,

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Kimberly Lowe

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