State and University Employees Combined Appeal Advisory Board Meeting Minutes

Call to order

Cindy called the meeting to order at 10:11 a.m.

A quorum was present.

Introductions

Board members and Charity representatives introduced themselves.

 Approval of Minutes

Minutes of the last meeting were reviewed, with a noted correction for the SECA theme. Should read “SECA: a charitable link to your community and your world”. The minutes were approved.  

Campaign Update – John asked if all members had received the 2006 SECA Campaign report that was completed in early March, and mailed to all SECA Charity and Advisory Board Members. Everyone reported reviewing this report. John presented a brief summary and noted that an improvement this year was the inclusion of continuous giving and target notations that better identify some totals and percentages of this unique reporting system. Cindy assisted greatly in this reporting process. John reviewed the final report and asked if there were questions. A comment was made congratulating everyone for their efforts as this was a very successful campaign.

John updated all on the status of the 2007 booklet. Over half of the United Way agencies have submitted their information for the upcoming booklet and the submissions are coming in. Several of the major charities have submitted their ‘ 07 information and hopefully all submissions will be in no later than April 15 in order to ensure a complete book, accurate information and to maximize on any cost savings from the printer.

Staffing and Recognition – Cindy reports that CMS has received approval for the Honorary Chair nomination of Tammy Duckworth and a letter is in route to see if she will accept the Honorary Chair for 2007. Cindy reports that Director Campbell is no longer with CMS and that Maureen O’Donnel is the acting Director. Ms. O’Donnel is expected to attend the Awards Ceremony. Cindy will contact CMS photographers and there will be photos of the Board prior to the Noon Awards Ceremony on April19 at the Mansion. Awards Ceremony invitations will be sent within the next day or two. John has spoken with CHC agency Director and confirmed a speaker for the Ceremony. Mr. James Lilly representing the Spinal Cord Association will speak following lunch.

Presently Leadership Giving Certificates are being printed and these along with the SECA engraved pens will be mailed to all ambassadors for employee distribution. Cindy referred to the last meetings minutes and suggested that a theme for the ’07 campaign be discussed and approved. Following a brief discussion and vote “SECA: a gift from the Heart” was voted as the new theme. Cindy and John reported that they had an in-depth teleconference with the Hile Group from Normal. This marketing and planning firm has offered to facilitate and direct the Board retreat scheduled on May17 at ISU. Marsha suggested this firm facilitate the retreat. Surveys, web site information, and relevant reports were forwarded to the firm. John and Cindy will meet with staff from the Hile Group to further identify goals and specific plan of action (including Ambassador Training) for the retreat.

Cindy stated that she will be sending a letter to each Charity Member reminding them of the JCAR rules Code of Conduct Rules (d1), and (d2). This information will also be posted on the web site for easy access. Henry made a motion that this information is included in a certified letter to the Charities so that they are properly advised of the rules and this may assist in overall participation in the campaign activities. This motion was seconded and unanimonsly passed. Cindy also accepted a motion to allow for email votes as a measure to remedy issues other than at Board meetings that need to be addressed. This motion was approved unanimonsly.

Cindy reported that SB 1499 (including IRS Tax charities with the SECA campaign) authored by Kaylor is a dead.

2007 SECA Video – We need 3 charity members for the video and web site segments, which will be no longer than 1 minute. Also Mark McDonald has suggested that 4-5 Advisory Board Members be available for 1minute video recordings. John asked anyone comfortable with a brief testimony as to call John or Cindy to prepare for the videotaping. If there are several contacts in the Chicago areas Mark can schedule a date for a setting.

SRS/SURS – John reviewed the SERS/SURS mailing campaign from last year. Together 10,000 brochures were mailed at this solicitation. John has contacted both retirement systems and in 2006 there were approximately 4,400 retirees. Presently John is updating the brochure and will submit this to both state agencies for review and edits. As in the past to ensure retirees information, we will use a third party vendor as a mailing provider to ensure that no personal contact information is in the hands of SECA representatives. SERS and SURS recommend using this as a means to simplify the mailing serves to protect any retirees from personal information theft. All members agreed that it is prudent to solicit the 4,400 retirees and next year we can determine if a second mailing is warranted to previously solicited retirees. The review of materials, printing, and mailing of the retiree SECA packets should be complete by mid to late May.

Web site-Secaillinois.org - An effort to increase the Chicago Board Members and active Ambassadors is critical to advancing the campaign. The web site will serve as an instrumental tool in sharing information with new members. Videos with Board Member testimony and Charity briefings will support fresh and newsworthy persons.

SECA Charity Fairs – The Marketing Committee strongly recommended more charity fairs throughout the state. Several Board members have offered to hold a fair in the JRTC in late September. Cindy suggested that at the Ambassador training we ask all Ambassadors to consider hosting such an event. A schedule will be compiled and John will ensure that all events are posted so that charities will be able to plan to attend.

Lee Frost Kumpf Award – John asked all Board and Charity members to submit nominations for the 2006 Award. Recommendations may be sent to Cindy or John and it is requested that they be forwarded no later than April 10.

Technology- John and Cindy discussed the reality of an electronic form in the near future as well as some of the reporting problems with the campaign. The mainframe system is 24 years old, and because of repeated band-aid repairs it is extremely difficult to get accurate reports (specifically agency totals/percentages and Leadership Contributors). Seriousconsideration should be given to review CMS reporting and data review before the 2007 campaign. John suggested using a different vendor to input and submit data to CMS. Cindy will meet with CMS staff to determine if input and report totals can be administered with an outside vendor and have the agency totals reported directly to CMS and include this as an agenda item for the Board Retreat. Cindy asked for volunteers for this committee. Tracy has been on this for some time. Margarite, Henry, and Kyle volunteered to participate on this committee.

Marketing – John reported findings from the Combined Federal Campaign Workshop he attended last recently. As in the state campaigns, the Federal Campaign is assertively making an effort to reach out and capture younger/new employees in an effort to develop a tradition in giving. Several Marketing strategies including personal contact and event planning highlighted best practices.

Margarite suggested contacting former Board member Bernadette Dorocke

SECA Form- A suggestion to clarify the Release of Information in the boxes in the lower corner of the form was suggested. John Kelker said he would email a possible solution for consideration. John Farmer suggested that we capture employees’ work email addresses and use this only a few times a year. Perhaps a year-end total, news brief, or a campaign notice would be beneficial. This is a tool that we can capture from proven contributors and has invaluable marketing application.

John reviewed the survey results from Ambassadors, Board and Charity Members which was previously sent to all Board and Charity Members. Everyone agreed with the findings. Natalia suggested a survey specifically to the Leadership Giving contributors inquiring, “ Do they like the present levels?” What would they like to want to see in the campaign? Etc. Maybe Board and Charity Members could call 25 or so leadership contributors and gather some worthwhile information. The Marketing Committee will address a possible survey in the near future.

Gifts/Awards – The SECA engraved pens have generated a very positive response. John has ordered an additional 200 to meet the requested levels. All of the Awards have been ordered for the upcoming ceremony.

SECA Press Release – Cindy and John are working with CMS press staff in preparing a news release following the Awards ceremony. This will be a statewide media release.

Old Business: Cindy asked if everyone had reviewed the SECA Contract and the proposed additions to the contract. All stated that they agreed with the contract and proposed additions. A motion was submitted to approve the four-year contract and the proposed additions. All in attendance voted in favor of the contract with Charter Consulting of Illinois, Inc. and it was approved

2007 Budget: Cindy and John discussed the previously submitted 2007 Budget proposal. Rick Mesi stated that upon his review of the campaign information that SECA operates on or less than a 6% administration costs and that is impressive. Rick further stated that it would be very difficult and perhaps cost prohibitive to reduce this budget. A motion was made to accept this budget proposal for the 2007 SECA budget. This motion was approved unanimously.

New Business: T he CPA will send 4th Qtr. Budget Report following the assessment review in May.

Adjourn: 11:29