State and University Employees Combined Appeal Advisory Board Meeting Minutes

Call to order

Cindy called the meeting to order at 10:06 a.m.
A quorum was not immediately present but as the meeting progressed a quorum was present.

Introductions

Board members and Charity representatives introduced themselves.

 Approval of Minutes

Prior to accepting the minutes it was recommended that a typo in the first paragraph of the last meeting minutes reflect the word “from” in the first sentence of the minutes.
Minutes of the last meeting were reviewed and approved.

Campaign Update – All booklets, pledge forms, blank pledge forms, notepads, posters, and transmittal forms were mailed to each ambassador approximately 4 weeks prior to September 14. John has been active in participating in agency and university trainings and making presentations during the past month. The Department of Corrections, Department of Human Services, Illinois State Police, and the University of Illinois have held several trainings/ agency wide meetings in which John made presentations and addressed state and university employees. John has met and discussed the revised form with CMS IT staff and the data input vendor, Bridgeway. John prepared a test packet for both Bridgeway and CMS to record the correct pledge information and identify any reporting errors prior to the 2007 actual pledge form data entry. Cindy and John will work with Bridgeway and the CMS, IT staff to increase accuracy and identify additional reporting controls since modifications were made to the new pledge form. John reports that many employees and charities have called and emailed him to learn more about SECA and how to become a bonifide charity member. It was suggested that John write a brief explanation on how to become a SECA charity and place this on the SECA web site. John reported that he submitted a summary of charity participation which was emailed to all Board and Charity members for the first 6 months of the SECA fiscal year. John has met with representatives of Express Personnel to go over the pledge form review process, to minimize errors and confirm complete batch data, ledger, and reporting measures. John will be working closely with Bridgeway and CMS IT staff as the weekly reporting is scheduled to begin in mid October. The total printing expenses for the SECA booklet are approximately $2,500 less than last year, as John negotiated this bid on behalf of SECA.

Staffing and Recognition – Marcia and Cindy review the Staffing Committee notes and bring forward the issue of SECA Awards and related topics. #1 The office of the Comptroller currently reports all agency directors/secretaries as their employees- thus reporting all SECA contributions to the Office of the Comptroller and not the agency they direct. It has been brought to the attention of the Board that as an example, if a director from CMS contributes to SECA this currently is reported as a contribution to the Office of the Comptroller since this office issues the checks to agency directors, secretaries etc. A motion was made that stated, “each agency director/ secretary SECA contribution should be reported at the agency which they direct and not as in the past to the Office of the Comptroller”. Lee seconded this motion, and all Board Members voted to approve this motion. Maureen made a motion to “ identify a cut off date of December 31 for state agencies, and January 20 for universities to submit SECA pledge forms and receive agency credit in the final agency campaign report.” Margarite seconded this motion and all Board Members voted in support of this motion. Considerable discussion was presented regarding the Awards and the Awards program. Some felt that the Outstanding Achievement Awards as well as the three Cup Awards should be discarded this year, but to keep the Lee Frost-Kumpf Award. John explained that the Board had approved all awards and that any agency, which receives 99% of their previous year’s contribution, has received the Outstanding Achievement Award. The Outstanding Achievement Awards are a SECA tradition and have been in place since the mid 1980’s. The Cup Awards are based on contribution participation and were developed and approved by the Board within the last 6-8 years to afford more agencies/universities recognition for their work during the campaign season. The Lee Frost-Kumpf Award was dedicated to Lee following his untimely death and departure as a SECA Ambassador and highly motivated Advisory Board Member. Discussion also centered on having a “Thank You Certificate “ for each ambassador and letter for their personnel file. John reported that on several occasions thank you letters have been sent from the Governor to each ambassador and their agency head recognizing their efforts with the SECA campaign. Susan offered to research how other state campaigns recognized their ambassadors. Emily has a form that United Way uses and she will send this to Cindy and John. Brigette made a motion “that the Awards remain the same for 2007 and that the committee review all options in the future for Awards, since the campaign is already running”. Jacquie seconded the motion and vote was taken and all Board Members approved this motion.

Technology- Cindy reports no further action has transpired. The electronic form is still a primary focus for this committee.

Marketing – Margarite reported that on 9/26, she, along with Jacquie, Barb, and Mattie held a Charity Fair at the JRTC from 11a.m. to 1 p.m. The following charities participated at this event: America’s Charities, Earth Share, United Negro College Fund, Community Health Charities, Global Impact and Community Shares of Illinois. An estimated 250 people attended. Margarite and her committee strongly suggested that this event be held next year and offered some suggestions for enhancing this event. Cindy reported that CMS had a Charity Fair and also a lunch in which $1,000 was raised for SECA charities. John reports that he is continuing to develop additional marketing opportunities and some of the upcoming events include the following agencies and universities: Department of Human Services, (multiple events), University of Illinois at Chicago and Springfield, Illinois State Police, Department of Agriculture, and Northern Illinois University. John will regularly email the charities updated information and directions to ensure maximum marketing exposure. Barbara reports that she has access to a Kidney Mobile and perhaps this would be an aide in educating the state and university employees. Barbara will contact Cindy or John to see if this is a possibility for training or even having this come to a Charity Fair.

2007 SECA Video – Cindy reports that new footage of wildlife scenes were placed on the video and efforts to further enhance the video will be noted for the ‘ 08 video.

Web site-Secaillinois.org - John continues to submit updated charity information to Cindy for a fresh perspective on the site.

Old Business: 2007 Budget:
John reported that the independent audit was complete and it was favorable. John submitted this report to Cindy and once she signs the memorandum and forwards this to Mr. Allen Murphy, CPA copies will be made. John will see that each Board and Charity Member receives a copy of the audit.

Marcy asked the status of the World Impact letter. Cindy stated that CMS would send a letter to Independent Charities of America and request that they follow-up with the inquiry.

New Business: John asked if there were any question regarding the Charity attendance report. No questions.

John said that the 2nd. Quarter SECA Budget report will be sent to all Board and Charity Members this week. John continues to monitor and pay all bills associated with the SECA operating account and that the budget year is proceeding as planned.

Adjourn: 11:52

Next Advisory Board Meeting will be held on December 4, 2007 in the Chicago and Springfield video Conference Centers.