University of Wisconsin Platteville

Engineering Mathematics & Science Alumni Chapter

Meeting Minutes

Saturday, April 5, 2003, 10:00 AM

Women in Engineering Mentor Center 045 Ottensman Hall

Members Present: Members Not Present: Guests Attending:

John Belken Tom Covert Anna Enters

Chuck Cornett Dave Kaul Ann Philip

Rob Ehlers Todd Tadych

Laura Fenley Diana Trendt

Lori Grady

Dan Kaul

Jeff Kronser

Tammy Salmon-Stephens

Matt Thalmann

I. Call to Order and Introductions

President Fenley called the meeting to order at 10:00 am.

II. Secretary’s Report and Approval of Minutes

A. Some corrections in the October 2002 meeting minutes were made.

· Top of page 2,under Faculty Liaison Report, Dr. Cornett is from the Chemistry and Engineering Physics department.

· Error in Treasurers Report from October 2002 meeting. Corrected amount in today’s minutes.

B. Motion to approve the October 2002 meeting minutes, with the editorial changes, was made by First Vice-President Kronser and seconded by Treasurer Belken. Motion passed.

III. Additions to the Agenda

The Theta Tau Report was added to the agenda.

IV. Theta Tau Report

A. Geode. All articles have been submitted to the publishing company. The proof will be available on April 11, 2003. It is a great accomplishment to get this done at this schedule. Printing and mailing for Geode is budgeted about $1900 for 2003 ($608 was for mailing of 2002). $500 was budgeted for Theta Tau fundraiser for Geode.

• Board discussed the possibility of increasing the payment to Theta Tau for putting together the Geode. Finance committee will discuss this possibility of this increase in the fall.
• Motion to grant $500 to Theta Tau as the Geode fundraiser made by First Vice-President Kronser and seconded by Director Dan Kaul. Motion was approved.

B. M - Ball. March 8, 2003 with a Halloween theme. Costume contest, decorations, and financial support for M - Ball is $500 and they requested the same amount for this year. Treasurer Kronser reported that the board budgeted $600 for M-ball support. Motion by First Vice-President Kronser to grant Theta Tau the budgeted $600 for M-Ball. Director Ehlers Seconded the motion and motion was approved.

· April 17, 2004, is the next M-Ball.

IV. Treasurer’s Report

A. Corrected Treasurer’s report submitted to board for Fall 2002. Under alumni dues paid, an additional deposit of $24.00 and a check for interest earned, should now be $14.00. $15,100.21 is now the closing balance for the Fall 2002 Report.

• Motion to approve Fall 2002 Treasurer’s report by Director Thalmann, seconded by Second Vice-President Grady. Motion approved.

B. Spring 2003 Treasurers report was submitted. Four items were distributed, EMS 2002/2003 Ledger (Coding for categories at the bottom). EMS Chapter – Report by Category ($15,121 at beginning and the end 17,522.52 however checkbook is 17,404.08 as of 2/13/03). EMS Chapter 2002/2003 Budget (Director and Treasurer need to discuss checking account balance regarding supporting member programs $3,000 for supporting members and $3,000-$4,000 for dues, two checks will be given to Treasurer from Alumni Director), 2001/2003 Budget Comparison by Year.

• Discussion regarding the report took place. Definitions of each of the budget categories will be developed by Treasurer Kronser and presented at the next board meeting.

• Discussion about remaining categories under expenses and expected expenses took place.

• Board noted that the Finance Committee is one person. Discussion took place on addition of members to this committee.
• The budget should include an additional line item called, scholarships. Treasurer Belken will add this to the current budget line items.

• Motion to approve budget by Secretary Salmon-Stephens, seconded by Director Ehlers.

V. Dean’s and Faculty Liaison Reports

A. Budget issues were discussed and how this affects education at UW-Platteville. Reduction is money and positions; the college has met the goal of $300,000 reduction. Permanent faculty and staff have been protected. Exercises to look at programmatic eliminations are taking place.

B. Ullrich Hall renovations proceeding forward for Computer Science and Software Engineering.

C. International programs are moving along.

• Six UW-Platteville students are going international next fall.

· Nineteen international students coming to UW-Platteville in the fall.

· International co-ops are being investigated and very close to occurring.

· The Joint International Masters (JIM) program for Computer Science is moving forward

D. Spring 2003 will bring four graduates for on-line Masters of Engineering Program (MOE).

E. Freshman enrollment for fall 2003 is higher than last year. Poses challenges with diminishing resources.

VII. Alumni Office Reports

A. Planning for next Alumni Today underway. Supporting Member Recognition will be listed in Alumni Today.

B. Upcoming events are:

• Commencement on May 10, includes Distinguished alumni (4 members) and super senior awards.
• Alumni gatherings took place in Arizona with the Chancellor this spring (FV initiative was discussed) and additional outreach will take place in Naperville, IL and Milwaukee, WI.
• Alumni Reunion weekend is September 19 and 20 with the years ‘43, ‘53 and ‘63 highlighted, but all alumni invited. Theme is patriotic.
• Alumni booth at state fair is not happening this year (and did not happen last year). Mostly due to budget cut backs and changes in the state fair policies and construction.
• Ag/Biology chapter is quite busy with many events and activities coming up for both alumni and prospective students.
• Dane County Connection Group participating in a Habitat for Humanity effort the end of June.

C. New alumni directory will be out by the December holidays.

D. Planning on an E-mail newsletter, perhaps monthly as a supplement.

VIII. Committee Reports and Discussion

Discussion of Revisions to Committees

A. Several discussions took place regarding the types, composition and function of each of the committees. The personnel compositions of each committee were reviewed and assigned. The changes are noted in an attached document as well as on the web at, http://www.uwplatt.edu/ems/alumni/Committes.html. The board determined that each board member should be on at least one committee.

B. Definition and lists of tasks were developed for each committee. The changes are in the attachment of on the above web address.

C. Board agreed to disband the student and faculty support committee. Responsibilities of this committee were re-distributed to other committees.

D. Board agreed to split the membership committee into two separate committees. The first being the Membership Committee and the second being the Supporting Member Program Committee.

E. Several action plans were made regarding committees:

• Each committee should meet at least once before the next meeting.
• The Constitution & By-laws Committee should review the by-laws to determine if the committee revisions should be noted in the constitution and/or by-laws.
• The alumni office is working to create binders for each board member and the committee chairs to provide a training resource for members.
• Several individuals should be contacted to determine their involvement with the current committees. President Fenley will contact Mike Jansen to see if he is interested in continuing to serve on the Membership Committee. President Fenley will also contact Joe Dresser and George Hellert to determine if they are interested in continuing on the Supporting Membership Committee. Treasurer Belken will contact Bill Gardener to determine if he is interested in continuing to serve on the Supporting Membership Committee. Diana Trendt will contact Tom Covert to see if he is interested in serving on the Honors and awards committee.

Special Events Committee

A. Fish Fry. Do we need to change the flavor of this event? The board feels that the event needs to be modified and revised. Ideas for improvement include: Information about program distributed earlier, need save the date/E-mail, change the day to a Saturday, do a golf outing, honor certain decades/time periods, and associate with EMS Expo (Friday before M – Ball).

· The goal of the Fish Fry is to recognize honorees, recruit new members, recognize supporting members, bring alumni/students together, and create visibility with students.

· Committee will meet to discuss ideas and modifications.

B. Brat Fry. Should we approach Theta Tau about having them host the brat fry at the Teta Tau house? This may be problematic.

• The goal of the brat fry is to bring alumni/students together and provide alumni/alumni contact all in a social manner. Ideas include: eliminate beer, locate event indoors somewhere.
• Regarding this year’s event, Treasurer Belken will provide food requirements to First Vice-President Kronser. Alumni Director Philip and Assistant Alumni Director Trendt will check with catering to see what options we have for this event in October. Everyone report back to First Vice-President Kronser.

Honors & Awards Committee

A. Photograph Program. Name of recipients are to be placed on the web. Secretary Salmon-Stephens is responsible for this.

B. Emeriti Faculty Honoree Program. Secretary Salmon-Stephens will provide recommended recipients before next board meeting with approval from the board via email.

• Alumni Director Philip, at the next board meeting, will present costs for the plaque.
• Committee should determine best way to handle the list of potential nominees. For example, what are the cut off dates for going back into time for additional nominees? Consider that before 1994 (when math and chemistry joined EMS) no nominees from math and chemistry. Likewise, for computer science, 2002.
• Timeline of awards needs to be discussed by the committee. For example, solicit nominations in April, have nominations completed by May, select in June/July, include recipients on Fish Fry invitation, formal invitation to recipients, etc.
• Additional items to consider are asking the recipients to speak at the fish fry.

C. Dean Recognition. Alumni Director Philip, at the next board meeting, will present costs for the plaque. Information needed for plaque is complete. Secretary Salmon-Stephens will provide wording to Alumni Director.

D. Outstanding EMS Alumni Chapter Award. Committee will provide recommendation at next meeting about how to handle award program.

E. Geode Article. Secretary Salmon-Stephens will provide an article for the Geode regarding the award programs.

F. Student Scholarships. The details of this responsibility need to be sorted out. There are two different types of scholarships. The endowment scholarships and the Geode. Committee will present issues and ideas at next meeting.

G. Recognition of Retirements. Committee will provide structure to this program and report back to the board.

Supporting Membership Committee

A. Committee will meet to discuss several issues surrounding program. See the attached document for committee responsibilities.

· Some current ideas include, inviting current supporting members to be involved with the EMS Expo, committee provide ideas to Dean about participation in Expo, gifts for graduating seniors, definition and development of membership benefits, reporting structure to members, etc.

Membership Committee

A. Committee will meet to discuss several issues surrounding program. See the attached document for committee responsibilities.

• Some current ideas include, contacting the dean to have a student participate in this committee, development of a strategy for recruitment, marketing and providing student/faculty support.

IX. Engineering Expo – Supporting Membership Participation.

See notes under Supporting Member Committee regarding issues.

X. Other business and additional agenda items

A. Tau Beta Pi proposal. Submitted a proposal for funding to support for scholarship program. Proposal was discussed. Motion to table this topic to give to committee by Secretary Salmon-Stephens. Seconded by Treasurer Belken

B. Engineering Graduate gifts. Treasurer Belken brought up ideas on how to provide recent graduates with a sticker to bring about a sense of pride/visibility for the university. Look at bringing this under membership committee.

· Provide opportunity to give the gift at the senior salute, however, not all EMS students participate.

· The Alumni Office and President Fenley will work together to establish letter, put together packet and cling to give to graduates.

· This task is under the Membership Committee responsibilities and should coordinate this project in the future.

XI. Next meeting and adjournment

· Saturday, October 11, 2003 (Location to be determined (PSC), Homecoming, 8:00 AM – 10: AM)

· Saturday, April 3, 2004 (Women in Engineering Mentor Center, 9 AM – Noon). Committees can meet early if they would like.