The Les Hale Endowment Fund Board of Directors meet regularly thoughout the year. Minutes of the previous meetings are approved by the board, and posted here.

Board Minutes from Tuesday, September 22, 2008

Call to Order Matt Patterson

Meeting called to order at 4:04pm

Roll Call Matt Patterson
Chair: Adam Riley - Not Present
Vice Chair: Matt Patterson - Present via phone
Treasurer: Lee Thompson - Present via phone
Secretary: Matt Pullen - Present via phone
Director: Dr. Brad Barrett - Not Present
Members: Matt Harris - Present via phone
Bill Flege - Not Present
Scott Smith - Not Present
Steve Heinle - Present via phone
Austin Jones - Not Present
Adam Bruss - Not Present

Approval of Minutes - Matt Pullen
Motion to approve - Harris, 2nd - Patterson - Motion Carried

Treasurer's Report - Lee Thompson
No new information since Sept 2nd meeting.
1 new Kingpin - Derek Rogers

Business Items

1. Update on X-Mas Show Mailing
a. Matt Harris - We are on schedule for a letter to be sent to alumni and kingpins to be sent this week. Dr. Barrett was able to get envelopes printed, the alumni office printed the letters, and the glee club members stuffed the envelopes. We are still waiting to hear on the final cost. Kingpins can start ordering tickets on Sept 29th with priority through Oct 10th. All Alumni can start ordering on Oct 13th through Oct 17th. After that students can start turning in their orders.
b. Glee Club Phone-a-thon happening this weekend
Matt Patterson will provide Dr. Barrett with a list of alumni

2. Update on Fulfilling the Promise Campaign
a. Radio Ads are running
b. Website needs to have some more information added - Matt Patterson to work on in the next couple of days.
c. The Alumni Committee has scheduled a tailgate event for UNI Homecoming. An email blast is going out this week announcing the event. There was no mention of the Campaign in the email because people will receive it around the same time as the physical mailing. Matt Patterson plans to discuss the campaign with alumni at the tailgate.

3. 50th Anniversary Discussion - Steve Heinle
a. Looking at venues for the event.
b. Prefer to have the event on campus, if possible.
Have concerns with food and logistics


Next Meeting Date - October 22, 2008 4:00 PM Cedar Falls

Meeting Adjourned at 4:41 pm. - Heinle Moved - Harris 2nd.




Board Minutes from December 1, 2007

Attendees: Dr. Brad Barrett, Adam Riley, Matt Patterson, Matt Harris, Matt Pullen, Chris Foy (phone), Lee Thompson (phone), Austin Jones (phone), and special guest Steve Heinle.

Meeting was held in the music office in the GBPAC. Meeting was called to order at 10:30 am by Chair Riley. Agenda was distributed prior to meeting and copies were provided. Role was called by Chair Riley. Minutes of the previous meeting were discussed and approved. Jones moved to accept the minutes as written. Patterson seconded and the motion carried.

Treasurer's Report (Thompson)
(Provided by Thompson)

Spending Account: $6,088.38

There have been two expenditures since the last report.

LATE CHARGE - Hy Vee for the Spring Banquet $19.98
UNI Print services $76.14

I'm assuming that this is for part of the Christmas Letter. We were expecting $565.14 so I'd guess we have more coming.

Endowment Account: $136,146.82

Quasi Account: $24,781.81


Additional Kingpin Activity:
Kevin Graves has increased his Kingpin Giving level from Bronze to Silver.
Steve Heinle has increased his Kinpin Giving Level from Silver to Gold.

The latest statement from the UNI Foundation indicates an anticipated June 2008 payout to the Spending Account of $5,830.76. This compares to the June 2007 payout of $4,191.14.

2 items have come up since the last meeting, a $20 late fee for paying the banquet bill.

Dr. Barrett says that's the fault of the music office. Dr. Barrett would like any bill that need to be paid be sent to him via email. He will send the email to 5 appropriate people. His experience is this goes much quicker when bills are brought to the right people.

Adam Riley and Dr. Barrett will talk and get this information to the correct people.

The other issue with the banquet bill is it's more than we thought it would be. Adam Riley will dig into it.

Discussion was held over whether Lee is comfortable about the process to pay bills out of the foundation.

Approval of Treasurer's Report - Harris moves, Patterson Second - Motion carried.

Agenda Items
Chris Foy - Starts judge duties on December 10th. Factors this causes: Judges can't practice law. This will be the last meeting he can attend as a law official. He also thinks this will be the last meeting he can attend until he figures out how much time this new position is going to take. Judges also can't take part in fundraising activities. Foy is registered with the secretary of state as the agent of the fund. The only thing we get from the sec. of state is a letter to remind us to put out a bi-annual report.

The other thing, Foy's current law office does is keep all of the minutes and the law items book for the fund. This will need to be moved somewhere else. Someone will need to keep an eye on wherever we move these documents to.

We will need someone to keep an eye on the board from a law perspective to make sure the board is doing everything appropriately.

Discussion was held on where the law responsibilities should be held. Bill Flege has been brought up to be the person to maintain the corporate book.

The Board wishes to name Bill Flege the registered agent of the corporation and will maintain the corporate book.

Motion to name Bill - Patterson, Second - Pullen

There's a form a fund officer will need to sign (potentially Bill himself) to send to the secretary of state.

Alumni Events - December 1
Alumni Coffee is Seerly Hall - Great Reading room. 1-4 p.m. Food and refreshments paid by Steve Heinle. Adam Riley would like to board to considering paying for these costs in the future.

Patterson - We have the large room reserved at the Brown Bottle from 5-7.

Fundraising Events
Buy a Tux program - has an insert in the program.
Endowment has an insert in the program.
There's a form in the program as a pull-out to make donations (basically the form on the website). Matt Harris worked with Molly Wilson to make sure these forms were approved by the UNI Foundation.

Tux gifts will go into the glee club's spending account at the foundation (currently).

Discussion was held about having a void from some of the things Bob fundraised for himself. Chris Foy provided some guidance on how to solicit for funds not going in the Endowment. We just need to make clear about what people donations are going into.

We will be able to track the tux gifts given through the foundation.

Glee Club Update
Shows for Dec 1 are being moved to Dec 2nd due to weather at the exact same time.
Friday night's show were excellent. All shows were sold out.

Spring Activities - Barrett has $363 left in his account to buy music; that will buy one piece of music for the 143 men in the group. Barrett has the tour company down to $2300 per person for the spring European tour.

Glee Club was contacted to be the first act at the opening of the performing arts center in Spirit Lake. That has been moved to the First Saturday in April. Dr. Vallentine is coordinating the whole event.

Glee Club will be singing at a clinic Barrett is conducting in the spring. Numbers will be slightly down in the spring, but not much.

The spring concert is April 12th.

Camerata sang Friday night, were unbelievable. They have been hired for 2 gigs coming up that pay $250 each plus gas. Barrett would like that group to be self-supported.

Council members have had more responsibility for this year's shows. All but 2 guys really held their own on this. Barrett was much more comfortable with this year's shows.

Next Meeting will be at Wednesday January 30th at 4:30 pm in the GBPAC.

Move to Adjourn - Patterson, Second Harris. Meeting Adjourned at 11:42 AM.


Board Minutes from June 2006
Les Hale Endowment Fund - Board Meeting Minutes
June 2, 2006

Present: Austin Jones, Bill Flege, Scott Smith, Scott Belden, Chris Foy,
Matt Pullen, Matt Harris, Matt Patterson
Via Phone: Adam Bruss

Meeting was called to order by Chair Jones at 5:05 p.m. Agenda was distributed prior to meeting. Role call was done by Chair Jones. Minutes of the previous meeting were discussed and approved with amendments. Belden moved accept the minutes as written. Smith seconded and the motion carried.

Treasurer's Report (Thompson)
(Provided by Thompson via email post-meeting)
Les Hale Endowment Fund: $ 98,669.78
Spending Account: 2,109.25
Quasi Account: - 329.89

Expenditures have been made for: Tux & Ties $ 2,584.00
Shillings Jewelers 771.70
Hy-Vee 1,025.60

The only outstanding item that I am aware of is the $200 scholarship which usually posts in June.

We should have a deposit to the Spending Account in June for approximately $2400. If anybody has any questions about any of the financial records, please feel free to ask.


A very nice gift (pledge) was received from Craig Dickinson in the amount of $10,000. This makes Craig the first GOLD Level - Bob Byrnes Kingpin. It was brought up that the board should do something special to honor this pledge. All board members are encouraged to email Craig and thank him for his gift.

Jones explained the different accounts to the new members present. There was general discussion around the pledges and recognition. Dr. Barrett talked about the new presentation procedures which includes a letter, certificate, and pin with case. He suggested we use the Alumni Relations committee to put the letter together. He also suggested we could use the School of Music secretary to help with this. Matt Harris volunteered to help with the letter.

Election of Officers
Jones moved to appoint the new board members as listed on the agenda. Bylaws allow for 7-10 voting members. Foy suggested that before we appoint the new members, we should make a motion to appoint the 4 members from last year and ratify the appointment. These 4 members included Flege, Belden, Pullen, and Riley.

Motion to ratify appointment of 4 existing members with first term ending June 2006 was made by Smith. Jones seconded and the motion carried.

Dr. Barrett recommended the outgoing President stay on the board one year as "Past President". There was much discussion around this recommendation both in support and against. Foy pointed out we need to follow the by-laws but this makes some sense for continuity.

Pullen made a motion to accept the other new board members. There was discussion around Pat Carlin's resignation in April 2006 and his term scheduled to end in 2007. Foy made it known that Matt Harris is replacing Pat Carlin. Flege seconded the motion and the motion carried.

Jones welcomed the new board members. Pullen made motion to accept officers as presented. Patterson seconded and the motion carried. Jones turned the gavel over to Smith.

New Officers Slate: End of Term
Chair: Scott Smith June 2007
Vice Chair: Scott Belden June 2008
Treasurer: Lee Thompson
Secretary: Bill Flege June 2008
Attorney: Chris Foy
Director: Dr. Brad Barrett
Members: Matt Harris June 2007
Matt Pullen June 2008
Adam Riley June 2008
Adam Bruss June 2009
Matt Patterson June 2009


Old Business

Committees:

There was good general discussion around committees. Patterson and Harris expressed interest in learning more about the committees and what they do. Jones gave a brief explanation and background on the foundation based on his recollection of Bob Byrnes' wishes. The main goal has been to raise $300,000 in endowment funds.

It was noted that the current Glee Club members don't know what the foundation is or does. They don't realize the strength of the alumni. Pullen gave history of the Glee Club Council. There was further good dialogue between the different generations of members.

Smith stated that the board needs to formally document the committee descriptions and objectives. Foy recommended the committee chairs rough up the descriptions of the committees and present to the board in September. Smith suggested we formalize these descriptions and other board information together into a "board book". Smith also suggested we embark on marketing materials. This would be something we can use to build a case for giving. The board agreed these were very worthwhile suggestions.

Smith offered the following committee chairs:

Glee Club Relations: Adam Riley
Fundraising: Matt Harris & Adam Bruss (co-chairs)
Alumni Relations: Matt Pullen & Matt Patterson (co-chairs)
Executive: Scott Belden & Bill Flege

Dr. Barrett recommended that Jones be a member of the Fundraising committee.

Bruss made a motion to nominate the above listed chairs. Harris seconded the motion and it carried unanimously.

Smith suggested that a chair of Fundraising also be a member of the Alumni Relations committee. Similarly, a chair of Alumni Relations should also be a member of the Fundraising committee.

Further discussion around committees continued. Smith asked Pullen to update the name and address sheet with the new member information. Belden suggested that when committees meet, they let the board know in case any other members would want to attend. Jones indicated that a committee size of 4-6 people is ideal.

Smith suggested a separate meeting to just focus on committees before the September board meeting. No meeting was scheduled.

Smith moved to adjourn and Pullen seconded. The meeting was adjourned at 6:20pm.

ACTION: Pullen - send out contact sheet to get updates from board members.

Next meeting was scheduled for Monday, September 18th from 4:30p - 6:00p at GBPAC. We will attend the Glee Club rehearsal following the meeting!