State and University Employees Combined Appeal Advisory Board Meeting Minutes

Call to order

Cindy called the meeting to order at 10:05 a.m.
A quorum was present.

Introductions

Board members and Charity representatives introduced themselves including the newly appointed Board members.

 Approval of Minutes

Prior to accepting the minutes it was recommended that two items be corrected: #1. To remove the sentence “ A special session was held with the Advisory Board Members and #2. a typo in the word reviewed. John noted that these changes will be corrected and submitted.

Minutes of the last meeting were reviewed and approved with the above edits.

Campaign Update – John made sure each Board and Charity member had the SECA CMS SECAZRO3-A, SECAZRO3-U, and SECAZRO4-A reports dated 1/29/08. For the last sixteen weeks each pledge form submitted prior to January 31 has been individually reviewed, required fields verified and this data was input and sent electronically from Galesburg to CMS in Springfield. Each check has been verified with each pledge form and all checks and an updated check ledger have been timely mailed to each of the eleven major charities on at least a monthly basis, or more frequently. John has had several meetings with Cindy and the CMS IT staff. John has also worked directly with the IT CMS staff almost daily with Bridgeway staff to ensure proper input, error reporting, and routing procedures. CMS IT staff reported that nearly 8,000 SECA pledge forms have been input and checked against the mainframe data for the weekly and annual reports. Of those 8,000 pledge forms less than 1% have been identified as errors in the CMS reporting system. John and the CMS IT staff have identified all of these errors and submitted corrections to ensure that all pledge forms are entered as the contributor reported. Of the 79 errors identified the majority of these items fell into a few categories: #1. Contributors entered on their pledge form Organization and Agency Codes that were not listed in the 2007 SECA booklet, #2. Contributors transposed the numbers within the codes and, #3. The remaining errors were attributed to illegible forms and data entry. John reports that continuing adjustments to the program are still needed as this is a 25-year-old reporting system and once all of the data is entered there are further reviews needed since program is extremely old and CMS IT staff state that it needs constant maintence. John discussed an example of the reporting on SECAZRO3-A in the listing of Unknown Agencies totals of 700.00. John and CMS IT staff will continue this week to identify and correct any data abnormalities. Once this report is complete the CD disc will be made for each of the 11major charities and sent to them ASAP. Data in this disc will include individual contribution information and Release of Information as identified on the form. Once this is complete, Cindy and John will review the individual agency reporting and prepare the final 2007 bound SECA campaign results, which will be forwarded to all Board and Charity members. John answered several questions regarding the processing of check contributions, pros and cons of payroll deduction, and how other states are handling reporting, compiling records, and best practices of other state campaigns.

John briefly reviewed the SECAZRO3-A (U) report, which identifies over fifty agencies and universities that have surpassed the 100% of voluntary giving in the 2007 campaign. Many of these agencies have far surpassed this amount from the previous year’s total. Several charities and Board members had questions on continuous giving, payroll deduction pros/cons, and questions specific to individual agencies. John also reported that University of Illinois at Chicago typically has raised over $188,000, and that this year their total contributions were $131,836.00. It is too early to know for sure, but having lost a very good Ambassador does seem to reflect a significant loss to this specific campaign. Jacquie Berger always used every marketing tool available to promote SECA and one can only suggest that without her presence and diligence this is reflected in the dramatic reduction in loss of contributions.

John reviewed the SECAZRO4-A Charity Comparison Report and answered questions relating to year-end totals. John further updated continuous giving from Northern Illinois University ($39,385.88), University of Illinois at Chicago ($131,836.00), and University of Illinois at Champaign ($1,3544,824) for an unofficial 2007 SECA campaign total of $3,154,254.00. This is $90,429.60 more than last year’s campaign. John mailed eighteen hand written thank you notes to all ambassadors that were involved in the Charity Fairs and related events in the ’07 campaign. He also complimented the Ambassadors and board members on their support of SECA not only during the eight-week campaign but also throughout the year by promoting SECA at Flu shot events and Wellness Fairs around the state

Staffing and Recognition – Cindy suggested that campaign dates need to be identified since planning needs to begin for the 2008 campaign. Suggested dates were September 19-November 14, and October 1- November 26, 2008. Discussion gravitated to supporting the earlier campaign dates. All board members felt September 14-November 19 may be best. John stated that the SECA booklet and training materials may be sent to the Ambassadors only 30 days prior to the campaign and that we have scheduled this the past several years. The printer needs ample time to ensure production and delivery, and to minimize printing expenses for last minute updates. John outlined the need for Charity submissions by April 15, proofing period, review and Board proofing (June 13 and submission to the printer (by July 15), and printing, drying, binding, and boxing. Following this John coordinates delivery of nearly one and one half semi trucks of booklets, posters, and reporting materials, all by August 19, 2008. Cindy suggested that we obtain three bids for the printers and John said he would gladly provide this to the Board.

Cindy reports that types of awards, Annual Awards Ceremony, and the Lee Frost-Kumpf Awards are under review by CMS legal. Barbara asked if a date is set for the Awards ceremony and Cindy replied that this is being reviewed by CMS. Brigette asked if the past Board members were going to be recognized and discussion centered on a gift to each member recognizing their volunteerism. Cindy asked what we have done in the past. John stated that in the past each exiting Board member was presented with an engraved SECA wooden pen and pencil set. The last set we purchased cost about $35 each. They might cost $40 each now. A motion was made to give the eleven Board Members a thank you and appropriate recognition which would cost approximately $450. John said there should be ample money in this line item and it is possible this may actually come from the next year’s budget given that this fiscal year ends March 31, 2008. All agreed that all eleven Board members excused last month should be given the pen and pencil set, and this could be presented at the Awards ceremony. Cindy pointedly requested that the Board meeting minutes record reflect, “Cindy is very proud of the past Board members and everything they have done to support SECA”. She further stated, “ These members were like family and I hope they will assist SECA as speakers or volunteer in other areas of the campaign.”

Cindy asked about the Leadership pens and certificates. John has ordered the pens and the Board has not decided on the certificate/signatures. Discussion also addressed a letter from Honorary Chair Duckworth to each Ambassador and a copy for the respective HR Manager to place in the Ambassador’s personnel file. Next item discussed was the 2008 SECA Honorary Chair. Cindy suggested any nominations be sent to Cindy and John and she will forward this to her Director for approval by the Governor.

Cindy briefly reviewed and discussed the 2007 Employee Survey. Barbara asked if it would be possible to publish this survey, as there are some interesting findings even though there were a small number of respondents. Cindy stated that she would discuss this with CMS legal and apprise the Board. John briefly noted that there is important information to glean from the survey:

• 55 respondents stated that a major factor that influenced them was “The ability to give through payroll.”
• 57 respondents report, “my giving percentage has increased”.
• Over 79 feel comfortable and or very comfortable with the Employee Campaign solicitation process.
• 77 of the 86 respondents have been employees for at least 10 years.

John suggested that the marketing committee meet to discuss this survey and determine if any of the recommendations should be incorporated in the ‘ 08 campaign strategies. There are many tasks that need to be reviewed, planned and assigned to committee members.

Marketing – Cindy reports that a Chair for this Committee is needed. If anyone is interested they should contact Cindy or John. If no one responds Cindy will meet with John to discuss possibilities. Campaign themes, booklet cover design, giveaways, decisions on post –its, and tabletops, all need to be discussed by the committee. In order to complete these tasks for the booklet, all charity and other listings needs to be in final draft form by June16. Since there is a time limit (30 days prior to the campaign) for materials arriving at the agencies site and ambassadors is Printing, careful planning and distribution to ensure delivery to all 109 Ambassadors items by August 18.

The 2007 Charity Fairs, Flu Shots and special events were very well received given the economic downturn, 4,000 fewer employees in the last year or so, lack of employee raises, and statewide downsizing, it is difficult to increase giving without one on one personal interaction between the employees and the charities. America’s Charities flew a representative in from out of state to attend several of the late October and November events. He was extremely impressed with the charity events, overall excitement and involvement with the employees. The day before the NIU event he held an event in Wisconsin and he stated that all day he had contact with less than 10 employees. At the NIU event he handed out brochures and giveaways to over 400 NIU employee and retirees. Next month John reports that NIU will host their 2008 Wellness Fair and that he will attend and for the fourth year have a SECA table with brochures, and campaign information of all SECA charities. Last year over 1,000 employees and 6 SECA charities participated along with nearly 400 other vendors during this annual event.

The 2007 Charity Fairs, Flu Shots and special events were very well received given the economic downturn, 4,000 fewer employees in the last year or so, lack of employee raises, and statewide downsizing, it is difficult to increase giving without one on one personal interaction between the employees and the charities. America’s Charities flew a representative in from out of state to attend several of the late October and November events. He was extremely impressed with the charity events, overall excitement and involvement with the employees. The day before the NIU event he held an event in Wisconsin and he stated that all day he had contact with less than 10 employees. At the NIU event he handed out brochures and giveaways to over 400 NIU employee and retirees. Next month John reports that NIU will host their 2008 Wellness Fair and that he will attend and for the fourth year have a SECA table with brochures, and campaign information of all SECA charities. Last year over 1,000 employees and 6 SECA charities participated along with nearly 400 other vendors during this annual event.

Cindy asked John to report on the SERS and SURS campaigns. John reported that he has contacted the Office of the Comptroller on several occasions and they are compiling a 2007 report, which will identify all contributors to this campaign. Miguel stated that he has made several requests for the report and he expects to have this information soon. John reported that last week there was an inquiry from the SURS campaign regarding the pension withdrawal. John contacted Albert Lee, the SURS General Council and learned that only cash contributions have been accepted. Mr. Lee stated that they would not grant a payroll deduction unless there are at least 50 contributors. Cindy and John have discussed this and plan to see if there is a way for pension deductions since this was the understanding from several meeting nearly two years ago. Both Cindy and John will follow up to see if this can be modified. The Marketing Committee will need to meet in the near future to begin developing strategies and goals for this year’s campaign

Fiscal Committee - Cindy Reports that Lee Beneze has volunteered to chair this committee. Miguel, Calvin, and Jann are also on this committee. Cindy will schedule a meeting sometime during the week of 2/25 to discuss the present budget, 2008 budget proposal, and any other budget items

Old Business: 2007 Budget:
World Impact Update – Cindy will follow up to see on status of letter.
Audit – Cindy reports this is under review by CMS

Miscellaneous Business - Lee asked if a meeting was scheduled between CMS and the Charities, and Cindy responded that it will be rescheduled and a date is uncertain.

Larry Stone stated that it seems that in the Boards’ efforts to increase the campaign contributions, there is no need to recreate the wheel, and that we should see what other states are doing and build on ideas already tried and proven. John reported that he has participated in annual Campaign training in the past and that there is a conference that will be held this May in Helena, Montana that looks very promising and that he would like approval to attend. Brigitte recommended that John submit any information to Cindy by next Monday regarding this request. Cindy stated that she would send an email note to the Board with the conference information and the request for John to attend this conference

Adjourn: 11:58

Next Advisory Board Meeting will be held on April 3, 2008 in the Chicago and Springfield video Conference Centers.