MHC CLASS OF 1992
BOARD MEETING, MARCH 2006
PHOENIX, ARIZONA

Attendees: Erin Ennis, Melanie Carino, Kristen Kelly, Ari Stern-Gotschalk, Amy Porter, Lori Hendricks, Lynda Vescio

1. General Meeting
   1. Budget - Melanie and Erin

      General Finances: We have $3032.45 in our class bank account. We are receiving payments over the internet as well as by checks. Last year we received $466 in dues and sales of items. We incur $8/mo in bank charges.

      Class Merchandise: When an order for class merchandise is placed on our website, the order goes straight to Erin and she sends out the items. We are still selling items which we inherited from the last class board, approximately 30 towels and some blue laws posters. Coffee is ordered from the Dean's Beans as orders come in.

      We can possibly include some of these items in a "for sale" goodie bag at reunion or make it into a "reunion survival" kit, i.e. add flip flops, local goodies (like Atkins) - and could be sold to other classes if not "1992-specific." There was some concern about asking people to pay for items on top of cost of reunion.

      Reunion costs: For reunion costs (see below for additional detail), the fees cover each alum's attendance. The College is examining ways in which to subsidize the cost of reunion, but nothing is likely to be in place by our upcoming reunion.

      The board agreed to focus on making reunions economically feasible for as many classmates as possible. We are considering what amount is too much for people to pay in order to attend (include reunion cost, travel cost, etc.)

   2. Webmaster Issues - Erin, for Kate

      The board needs an efficient, effective communications plan. All board members can use the eblast functions and the website to alert classmates on the initiatives we are working on. We should try to not overwhelm classmates with emails, but it is an easy tool to use to increase our outreach. We will work to have the class' website have up to date information on reunion information, schedules, etc.

      We should also use our next snail mail package to make a push for people to check the website to update their contact information, to collect and update e-mail addresses, etc. We should also use that mailing to make a strong sales message for our fundraising items, which help defray the costs of reunion for the full class. May want to include an order form with a return envelope. We should also consider ways to highlight the fundraising items in the registration process.

   3. Development - Amy

      Our alumnae annual fund goal for 2006 is $25,000 with 35% participation. Currently, we have $18,000 with 17% participation in cash and pledges. Last year, although we did not reach our goals, we were closer on dollars than on participation.

      We have 10-12 class agents. The College also initiates a fall and spring appeal for pledges and cash, both via mail and through a phone-a-thon. Our class usually asks to be included in the phone-a-thon. Our currently active class is around 500 classmates. Some have requested that they not be contacted for the annual fund. For the rest, we should use our class agents as outreach to classmates, since they have regular contact with the largest number of 1992s.

      We are now encouraging participation in the "Young Alumnae Program" which recognizes the youngest 15 classes' participation. There are three "regional" events: New York (which took place last year), Washington D.C. (March 23), and Boston (May). Board members from the non-Eastern part of the country noted that this is all one "region." 37 classmates from the Class of 1992 were invited to the Washington, DC event.

      We are aiming for 100% board participation in class giving. Last year's "board challenge" appears to have increased participation more than amount collected. We may use another "Board Challenge" for reunion year.

      For 2007, our 15th Reunion year, our class goal is $70,000 and 50% participation! For our 10th Reunion, Class of 1992 raised $50,000 with 40% participation - way to go class!!!

      At reunion, there is a "President's Reception" hosted at MHC President Joanne Creighton's home for those who contribute $1000 or more. There is some consideration being given to raising that amount to $1837, to honor the College's founding and raise additional money. The board discussed the possibility of the Board contributing the appropriate amount as a group for all board members to be able to attend the reception.

      Erin asked about the possibility of classmates giving a multi-year gift so that the amount could be spread over time. While this may be easier for classmates, Amy noted that the college's accounting system requires an annual closeout of pledges and payments.

      Amy brought the Alumnae Scholarship Program to the Board's attention: $10,000 will sponsor an MHC Student. A few classes have tried to raise this amount collectively. The group discussed the possibility of a 1992 Board sponsorship of an MHC student?

      Lori suggested having an article on the website regarding class financial goals and challenges.

      The board also had a brief discussion of longer range goals for class giving. Annual giving is separate from any individual initiatives that the class may want to undertake, such as a Class of 1992 scholarship. Erin suggested a class gift of this nature - above and beyond our gift to the annual fund - might be a good goal for our 25th reunion. Setting the goal now should give sufficient time to raise the target funds.

   4. Nomination Committee/Elections - Lori and Erin

      Erin asked for opinions on using class agents' outreach to obtain nominations, as well as updated e-mail and contact information when they call classmates for contributions. Lori raised a concern that we may not wish to ask for financial contributions and service to the class on the Board at the same time. There was general agreement that asking for updated contact information and email addresses would be appropriate.

      The board reconfirmed its goal to reach out to a diverse group of people to serve on the next Board, which will be elected at our 2007 reunion, and to get as many classmates involved as possible. The Nominating Committee may divide up the class list between its four members to come up with a list of active class members, unengaged members that we would like to see more involved, and other members whose interest is unknown at this time. They would then reach out to some people on each list. For those who have been less engaged but are interested in becoming involved, working on the Nominating Committee may be a good introduction to service on the Board, since its time commitment is much less than other positions.

      Erin and Julie may not run for re-election, depending on whether other candidates come forward for their positions. Amy and Alichandra will step down from positions as Head Class Agents. The positions on the board break down as follows:

      • Elected positions: President, Vice-President, Treasurer, Secretary, Nominating Committee
      • Appointed positions: Head Class Agents, Reunion Chairs, Webmaster

      The board discussed creating new appointed positions specifically for Reunion purposes. The goal would be to identify those individuals early in the board's tenure so that they can participate in the board's full 5-year term. Based on the tasks for reunion, that would mean approximately 8 members and 2 coordinators to work with the Reunion Chair.

      For class members who may want to be involved but not serve on the Board, or decide to be involved after class elections, or are write-in candidates that are not ultimately elected, we may create a special committee to give as many interested classmates as possible a role in the class' functions. "Mary Lyon Committee" or "President's Committee" - duties to be determined, or tasked with items determined as appropriate by the Class President.

      The board discussed the issue of having more than one candidate for each position for the election. The nominating committee for our 2002 reunion found that many classmates were interested in being involved as an officer, but were not willing to run in a "contested election" for a volunteer position. As a consequence, a single slate of candidates is usually compiled rather than having contested positions.

      There was an extensive discussion of voting. The board agreed it wants to give non-reunion-attending members a chance to participate. Amy and Erin are working with Kate to come up with an efficient way to handle this electronically. Lori raised the possibility of having voting in advance and on Friday night of reunion, with the results to be announced at the class meeting on Saturday, rather than having the election at the meeting itself. If so, we need to set a deadline (midnight on the Friday of reunion?) and have a computer set up on Friday night at the reunion dorm for last-minute attendee voting. Kate, Erin and the Nominating Committee will work on the details to ensure one vote per classmate and a means to allow write in candidates.

      Possible Deadlines: January 2007 - slate of candidates; March 2007 - announce slate and begin voting.

2. Reunion Planning - 15 Year Reunion! - Kristen

   "MEET ME AT THE HUKE LAU!!!!"

   1. General Info

      Class of 1992 15th Reunion dates are June 1- 3, 2007. We expect approximately 100 participants, including spouses and children. We will not know which dorm will be assigned to the Class of 1992 until April 2007. Communication with classmates in advance of Reunion will start this spring via the website and continue through class mailings and email blasts.

      Other classes participating at our reunion weekend: 1942, 1952, 1962, 1972, 1977, 1987, 2002

      Reunion stats: In the years 2001-2005 the percentage of alumnae returning to campus for reunion averaged at 20% for each class.

      The Alumnae Association is beginning to provide streaming video from some reunion functions such as the laurel parade so those who cannot attend in person can e-participate. Assuming it goes well at this year's reunions, it will be offered at ours as well.

      Kristen noted that the Class of 1991 had on-line registration, which is expected to become college policy by the time we have our reunion next year. The Class of 1991 sent out two letters - one a year in advance and one later with more concrete information. This requires additional mailings.

      Things to keep in mind: at 15th Reunion we need to start planning for 25th Reunion! At that reunion, we may want to have a special 1992 gift to the college for professors' endowments, student scholarship, and other funding. These amounts are separate from Development funds.

      Another important point to keep in mind: we will not have a tent on the green for Saturday evening dinner. Therefore, we will need to go off-campus. We will investigate...the HUKE LAU! For the uninitiated, check out www.hukelau.com. If we can obtain reservations, our Reunion Theme will be "MEET ME AT THE HUKE LAU" with theme items and events...

   2. Cost/Sponsorship

      Cost to Attend Reunion: Reunion fees are comprised of three parts:

      1. Alumnae Association Registration Fee (used to offset expenses related to staff support, student workers, back to class, entertainment, receptions, shuttle buses, printed materials, children's program, teen scene)
      2. College Charges (covers bed and breakfast, Friday buffet, Saturday picnic/ luncheon and Sunday brunch)
      3. Class Charges (covers meals and social hours, programming, costume, booklet, nametags, decorations, misc. charges)

      Exact cost per attendee is as-yet undetermined. Kristen is working on a bottom-line cost for a reunion "package." The board discussed how we might be able to provide "scholarships" so that additional classmates for whom the cost is prohibitive can attend.

      Kristen is looking into individual and corporate sponsorship to help bring the costs down for all reunion participants. The College is not opposed to corporate sponsorship and is willing to work with us on their "branding" limitations.

      The group discussed possible sponsorship of the weekend by a bank/financial services entity. The hook for the company would be a possible optional and free forum at Reunion on financial planning presented by the sponsor. Kristen will explore what might be possible and advisable. She will also speak to Alicehandra and to Suzanne Franchetti, Class of '91.

      In addition to financial services companies, the group discussed other possible sponsors to consider and explore are companies with either an MHC tie in or a focus on women's issues: Tiffany (founded 1837), Underarmor (women's apparel), Ryka (women's sports company), Nike, Dove ("campaign for real beauty), electronics companies, Avon (head of Avon is an MHC alum!).

   3. Getting Psyched!

      Amy suggested having "mini-reunions" leading up to the Big Reunion. There was some concern on timing - not too close to Reunion time or it may steal some thunder. MHC provides a guidebook to organizing mini-reunions, however, so interested classmates can use a how-to guide to set up these events.

      The board discussed ways to raise awareness and enthusiasm for the reunion, including creating e-Postcards on the website with the caption "Meet me at the Huke Lau!!!" to send out to classmates you want to join you at reunion. The group also discussed including an option on the website or in the registration materials to request suggestions of people you'd like to see at reunion. The board would then contact/do outreach/send postcards.

   4. Lots to do to Get Ready...

      Reunion Committee: Several opportunities to participate!!!!!!! Erin asked board members to take responsibility for a reunion task - either to handle herself or to find a classmate to handle it.

      The positions to be filled to assist Kristen and Megan are as follows:

      • Costume/Gift Bag Chair: NEED VOLUNTEER
      • Nametag Chair: NEED VOLUNTEER
      • Program Chairs: Linda, Lori, Kristen, Megan
      • Reunion Scribe: Ari
      • Room Chair: NEED VOLUNTEER
      • Saturday Dinner Chair: Megan
      • Sign Chair: NEED VOLUNTEER
      • Booklet Chair: Erin
      • Welcome/Hospitality Chair: NEED VOLUNTEER
   5. Reunion!

      Reunion Schedule: The schedule will consist of "evergreen" events that are always held, like Friday and Saturday social hours, Saturday class dinner, class picture Saturday afternoon (currently scheduled for 3:15pm - location TBD), Laurel Parade, Annual Meeting, other events like Japanese Tea Ceremony and Department at homes. We will also customize events specifically for our class.

      NOTE: Board members should plan to arrive on campus Thursday.

      Suggestions for non-"evergreen" events discussed were:

      Friday Night-

      • Playing Jr Show video in background during registration at dorm
      • Possible gift bag or theme bag for classmates. All from one company? Huke Lau themed? classmate business owners? May want to poll classmates on what they would like to see in a Reunion gift bag.
      • Silent auction of items and/or "do/do not do" auction (e.g. I will pay $50 to hear Erin sing the MHC song; Lori will pay $100 NOT to hear it).
      • Cocktail hour in the dorm during auctions.

      Note: Massachusetts law holds whomever brings alcohol is as responsible for all those served. As a consequence, there are concerns regarding potential liability. Class will likely pay someone to handle that aspect of the events.

      Saturday

      • Tea in Stimson room with our materials from the College archives?
      • Financial services presentation
      • Invite Liz Kennon back for afternoon tea with the class
      • Valley tour
      • Bonfire
      • Horseback riding
      • Possible Recognition Awards for classmates with consistent or outstanding participation/contribution to class
      • Dinner - MEET ME AT THE HUKE LAU. Board will explore securing buses for transportation so no one has to drive
   6. Other Items

      Video: Can Kate or another classmate convert videos from Jr. Show lips, movie/tv references to MHC, MHC in the news? Possible clips from class members?

      "Legacy Questions": Erin plans to put together a core set of "Legacy Questions" for class questionnaire to be asked at every reunion to provide a perspective on how classmates views change over time.

      MHC Archives: Always seeking new items. Classmates should consider donating anything they have from MHC, anything related to "our time" at MHC. Possibility of Archives presenting an exhibit on our Class, perhaps as a Saturday reception?

      Honorary Random Man: He was such a big part of our class, we miss him! Possibly nominate an "Honorary Random Man" for each reunion. First Honorary Random Man - David Letterman? May be just quirky enough to get his attention (and some publicity). Lori is in charge of random men.

   7. Next steps

      Erin will confirm availability of Huke Lau for Saturday night class dinner (March 2006).

      Kristen will inquire about availability of Stimson Room for tea (March 2006)

      Kristen will inquire about options regarding bonfire and/or fireworks (March 2006)

      Erin will write a few letters of invitation including one to Liz Kennan (March 2006)

      Entire committee will submit ideas regarding customized programming for our class (April 2006)

      Entire committee will brainstorm re structuring opportunities for classmates and corporations to sponsor/underwrite big ticket reunion items in an effort to reduce reunion cost and ensure more classmates are able to attend (draft by May 2006)

      Lori, Amy, Linda and Kristen will work on plan for Friday night silent and live auctions to benefit MHC scholarship fund, our Class gift, etc. (plan by May 2006)

      Kristen and Megan will start Reunion Expense budget (draft by June 2006)

      Kristen and Megan will draft a letter to classmates (draft by June 2006)

      Entire Committee will pull together video and pictures from our time at MHC (draft by June 2006)

      Entire Committee will explore options for gift bags/costumes (plan by June 2006)

      Ok, plenty to do...let's roll! SEE YOU AT THE HUKE LAU!!!!!