State and University Employees Combined Appeal Advisory Board Meeting Minutes

Call to order

Cindy called the meeting to order at 10:28 a.m.
A quorum was present.

Introductions

Board members and Charity representatives introduced themselves.

Approval of Minutes

Minutes of the last meeting were reviewed, and the minutes were approved.

Campaign Update - John congratulated the Board and Charity members for a very successful 2006 campaign. Together $3,060,172.60 was pledged during our eight- week campaign. John reviewed the Charity Comparison Report and noted that overall all but two charities had significant growth. Even the two that received less than 2005 may have an increased total growth once the universities’ reports are complete. The 2006 campaign generated nearly $18,000 more than in 2006. The 2006 campaign was especially successful considering this was an election year, great apathy in many state agencies, continued reductions in staff and annual raises. As One Board Member stated that $3,060,60172.60 is a lot of money and this will help many people and causes in 2007.

Staffing and Recognition – Cindy reported that she, John, and Natalia had spoken several times regarding Dick Lockhart’s request (Lobbying proposal re: contractual vendors). Since we (SECA) currently solicit contractual employees, we do not have any information to suggest there is a need. The Lockhart plan did not identify potential contributors and charities reportedly have asked for further data before the charities can identify a reason to pursue this. Barbara and Tracy reported that this does not appear to be something the charities are pursuing.

Cindy reviewed the January 17 Staffing Committee notes and asked for a motion for the 2007 Honorary Chair. A motion to recommend Honorary Chair nominations were as follows: Tammy Duckworth, Director of the Department of Veteran Affairs, and secondly, Glen Poshard, Chancellor of Southern Illinois University. The motion was passed unanimously and Cindy will forward this to her director for review and forwarding to the governor for his recommendation.

SECA Survey- John reported that edits and suggestion to the survey are complete and this will be distributed to all ambassadors, board, and charity members. Surveys should be completed and forwarded to Cindy by February 23.

Awards Ceremony- Cindy reports that April 19 is available at the Executive Mansion at noon for the event. All agreed that this is a good location and recommended confirming arrangements.

Leadership Gifts - Discussion was held to determine if the Board wishes to continue giving leadership Gifts, i.e. engraved pens ($3,100), etc. Several charities noted that in many campaigns no gift is given to the leadership contributor and that often times the contributor views the gift as a trinket. Tracy suggested that it a workplace cultural issue and is dependent upon the audience, the contributor. Mixed opinions were discussed and it was suggested that this budget item remain and that further discussion be considered at a later time.

2007 SECA Video – John has meet with Mark McDonald to discuss recommendations to enhance, shorten, and further promote the new video. One new element in the video will be a short segment 15-30 seconds to show the web site and promote this as a means to learn more about SECA and the charity members.

SRS/SURS – John and Cindy will meet to prepare for the brochure mailing of the retiree campaigns. Once the brochure and logistics are complete a mass mailing from both agencies will be sent from an agreed upon vendor to ensure complete privacy of retiree information. This mailing should be complete in March.

Secaillinois.org - John and Cindy both suggested that greater use and marketing strategies be integrated with our web site. Cindy suggested that charities submit several articles (approx. 250 words) of interesting and enlightening facts and photos that can be integrated on a monthly basis or more regular to highlight charities’ activities. Articles that will draw the greatest review include all types of prevention, health updates, how to volunteer, and upcoming events. There will be a greater effect if these articles are written in a seasonal related format thus having a more natural and powerful impact on the reader.

Board Member Development – John suggested that all Board and Charity Members always be vigilant in recruiting new Board Members. It is the responsibility of all members to identify, sharp, articulate, and enthuastic board members. An effort to increase the Chicago members is critical. Several members stated they have counter parts in Chicago offices and contacts within their agency and contacts from other agencies to consider.

SECA Charity Fairs – Because of a lack of time it was suggested that the Staffing Committee review this issue further and make greater use of this opportunity.

Lee Frost Kumpf Award – John asked for nominations for the 2006 Award which honors an Ambassador for exceptional dedication, leadership and passion in their role as a SECA ambassador. Suggestions may be emailed to either Cindy or John.

Technology- Cindy reports since the IT staff is limited in its capacity it is doubtful if an electronic form will come to reality in the near future. Cindy will continue to review alternatives.

Marketing – TheBoard discussed the booklet and determined that the layout size and information listed is very good. A suggestion to place the survey in the front or in a location that has greater visibility may result in more comments.Several suggestions for the 2007 themes were presented 1) SECA: a gift from the heart, and 2) SECA “a charitable link to your world.” The Board decided that the picture with the hands holding up the globe would serve as a good front cover. John will look into the possibility of using this graphic and incorporate an image with the state of Illinois outlined.

Several suggestions were reviewed to develop more leadership contributors; contact present Leadership contributors and better understand their reasons for giving and consider a survey to further develop the Leadership Level giving. Mike suggested creating new tabletops, which could be used to thank contributors for their contribution. Others suggested including the campaign total, identify the dates of the 2007 campaign, as well as listing the charities. Cindy and John will pursue this further.

Gifts/Awards – Considerable discussion surrounding the idea of having gifts for the Leadership Giving, having one gift for all levels or, as in many campaigns, recognize the leadership level without a gift. The SECA shirts were also discussed and there were mixed opinions as to order these for the Ambassadors. John suggested that consideration needs to be given from a fiscal position in order to determine if this should be kept as a line item. Together the shirts, engraved SECA pens, and certificates are roughly $5,000- $6,000. The Board recommended keeping the line item for 2007 and discussing Leadership, SECA post-its, and Ambassador gifts at another meeting.

SECA CD/Video – John has met with Mark McDonald and developed an outline for the 2007 video. The Committee recommended in addition to the usual introductions using more photographs and video of children as well as new wildlife scenes. We will be seeking brief interviews with charities and testimonials. Lastly, there will be a web guide for visitors through the SECA web site with instructions on how to give, etc.

Web Site- Discussion about web site use and possibilities emphasized that each charity should provide a minimum of 3 articles with photos no longer than 250 words. These articles will be rotated on the web and provide a seasonal and fresh approach to charity news, facts, and or events. John suggested using short 30 seconds to 2 minutes, which could be rotated on the site with various bits of information, testimonials, research breakthroughs, or updates, which will add a new component to the site.

SRS/SURS - The Board discussed these campaigns and asked John to contact the retirement systems to identify the numbers of retirees and to review possible numbers of previously solicited annuitants for a campaign mailing in late March. As in the past, all mailings are handled with a third party vendor to ensure that there is proper security of mailing information. Initial discussion on new retirees was estimated at 6,000 with both retirement services. John will work with Cindy to prepare the brochure printing, mailing and other logistics.

SECA Press Release – Cindy will work with CMS staff to effect the best time for a press release.

Charity Fairs – One of the greatest strengths in promoting SECA is working with agencies and universities in hosting Charity Fairs. With the recent flu shot shortages there has been a damper on these fairs. Discussion among Board members strongly recommend an iniative to revitalize the flu shot /charity fairs. Employees, retirees and charities all have a vested interest in tapping into this unique marketing tool. It was suggested that Committee members identify potential locations and work closely with ambassadors and or HR staff to build on these events.

Reshaping SECA Awareness – John briefly discussed one possible area that could be developed at the Board retreat as a tool to further develop a synergistic approach to promoting SECA. Anyone interested in assisting with the Retreat may contact Cindy or John.

Old Business:

New Business: John reminded the Board that the contract with SECA is coming to an end on March 31, 2007. John will submit a proposal within the next few days for review.

 Adjourn: 12:03