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Agenda and Item Summary
External Affairs Committee
June 16, 2000
9:00 — 10:00 a.m.
East Oval Room, The Rotunda

Committee Members:

Timothy B. Robertson, Chair

Thomas J. Bliley, Jr. Gordon F. Rainey, Jr.

Charles M. Caravati, Jr., M.D. Terence P. Ross

Elsie Goodwyn Holland John P. Ackerly III, Ex Officio


AGENDA

I.Report on University-Related Foundations(10 mins.)

(Mr. Sweeney to introduce Mr. Sandridge; Mr. Leonard W. Sandridge to report)

  1. ACTION ITEM
    • Creation of Arts & Sciences Foundation(10 mins.)(Mr. Sweeney)
  1. REPORTS BY THE VICE PRESIDENT FOR DEVELOPMENT (Mr. Sweeney)
    1. Creation of Task Force to Study
    2. Issues Pertaining to University-Related

      Foundations (10 mins.)4

    3. Philanthropic Cash Flow (5 mins.)6
    4. Campaign Progress (5 mins.)7
    5. Vice President’s Remarks (20 mins.)
    1. University of Virginia National/Regional
    2. Television Exposure8

    3. Alumni Affairs9
    • Regional Alumni Programming
    • Reunions 2000 Highlights
    1. Public Affairs11
    • Envision Virginia
    • University of Virginia Strategic Position

AGENDA ITEM:I.Report on University-Related Foundations

BACKGROUND: During the External Affairs Committee meeting at the April Board meeting, Mr. Wheat requested a status report on University-Related Foundations and the Board’s relationship to them.

DISCUSSION: Mr. Sandridge will provide background on the history of Foundations the University. He will review the key elements of the Board’s Policy on University-Related Foundations and will discuss the process used to monitor compliance with the Policy. He will also describe the role of the Board’s representative on the Boards of University-Related Foundations.

ACTION REQUIRED: None

AGENDA ITEM:II. Creation of Arts & Sciences Foundation

BACKGROUND: The College and Graduate School of Arts and Sciences, with the unanimous support of the College Board of Trustees, requests the Board’s approval to create an Arts & Sciences foundation.

DISCUSSION: During the current Capital Campaign, the College was originally challenged to raise $76 million. That goal was later increased to $100 million. The College has already exceeded that goal by raising more than $121 million as of March 31. While this is a very significant achievement, it represents approximately 10 percent of the overall Campaign total to date.

More than 60 percent of all students at the University are educated in the College and the majority of alumni are graduates of the College. Many Arts & Sciences programs at peer institutions have raised significantly more than 10 percent of their institution’s campaign totals. By organizing their fund-raising efforts in a foundation, the College administration and their advisory board believe that that the College will achieve a new level of success. Constituents of the College have sent a message that they would be more inclined to make larger gifts if they could give to a College Foundation.

Once approved by the Board of Visitors, the College plans to immediately challenge a small group of alumni to create a Founders Group, providing the initial seed capital to endow the College Foundation. They would like to announce the Founder’s gifts and begin work as a foundation in January 2001. All College Board of Trustees members will be asked to join the Foundation as Trustees. All current College development staff would remain employees of the University, reporting to the Dean of the College. Additional staffing including a part-time bookkeeper, a part-time Executive Director, and an assistant will be hired. The College Foundation will work in collaboration with the Office of University Development. Efforts will be made to avoid duplication of administration and services while enhancing productivity.

The anticipated cost of the Foundation is expected to be not more than $100,000 per year for staffing, the annual audit, and insurance. Funding will be obtained through a minimal overhead charge on the management of endowment funds.

The plan for investment of assets is as follows: (1) All existing Rector and Visitors accounts will remain under the management of UVIMCO and the Rector and Visitors. (2) All monies raised for the Jefferson Scholars Graduate Fellowship Program and the Paul Tudor Jones Environmental Sciences Challenge will be managed by the Alumni Association. (3) All remaining gifts to the College Foundation will be managed by UVIMCO on behalf of the College Foundation.

ACTION REQUIRED: Approval by the External Affairs Committee and the Board of Visitors.

APPROVAL OF THE CREATION OF A COLLEGE FOUNDATION

WHEREAS, the University Policy on University-Related Foundations requires that all new University-Related Foundations receive approval of the Board of Visitors; and

WHEREAS, the Vice President for Development recommends that the Board of Visitors approve the creation of a University-Related Foundation for the College and Graduate School of Arts and Sciences; and

WHEREAS, this new foundation will adhere to the University’s Policy on University-Related Foundations.

RESOLVED that the Board of Visitors approves the creation of a University-Related Foundation for the College and Graduate School of Arts and Sciences.

AGENDA ITEM: III.A. Creation of Task Force to Study Issues Pertaining to University-Related Foundations

ACTION REQUIRED: None

BACKGROUND: As the number of requests to consider new University-Related Foundations increases, issues related to these foundations and their relationship with the University should be further explored.

DISCUSSION: Beginning on July 1, 2000, responsibility for oversight of University-Related Foundations will be shared between Mr. Sandridge and Mr. Sweeney. The fact that the number of University-Related Foundations is increasing creates an opportunity for and illustrates the necessity of investigating a number of issues pertaining to University-Related Foundations.

As the vast majority of schools and units now have their own foundations with fund-raising components, there exists the potential for duplication of services, programs and systems. At the recommendation of the Rector, the University is considering creating a task force under the auspices of the External Affairs Committee. This task force will be charged with examining a number of issues surrounding University-Related Foundations. Among these issues are: (1) evaluating the effectiveness of existing policies on University-Related Foundations, (2) exploring steps the Board might take to ensure consistent oversight and collaboration with these foundations, (3) exploring the ways that foundations with fund-raising elements might consolidate efforts to ensure maximum efficiency and constituent service by taking advantage of economies-of-scale and by eliminating duplication of services and back-office operations, such as information and gift accounting systems, and (4) examining the idea of a confederation of foundations (focusing on those foundations primarily serving undergraduate

and graduate programs as opposed to the professional schools’ programs) to stimulate joint fund-raising planning, leverage these economies of scale and stimulate the integration of programs.

AGENDA ITEM:III.B. Philanthropic Cash Flow

BACKGROUND: A statistical review of fundraising cash gifts for the period July 1, 2000 - April 30, 2000. Emphasis will be placed on measuring performance compared to Fiscal Year 1999 and the previous three Fiscal Years.

DISCUSSION: The most recent audited numbers are through April 30, 2000, and show that $170,967,433 has already been raised this year. Fiscal Year 2000 is by far our strongest year-to-date, with an increase of nearly 60% over the same time period in Fiscal Year 1999.

In addition to specific performance reports and comparisons, a report will be made on a number of regional and national awards received this fiscal year by the University’s development community. These include: (1) Council for Advancement and Support of Education (CASE) National Circle of Excellence Award for Overall Fund-raising Performance, (2) the CASE District III grand award in media relations for Ida Lee Wootten’s work in raising awareness about meningococcal meningitis among college students and the availability of an effective vaccine, (3) four CASE District III awards of excellence for publications produced by the Health System, the University Publications Office, and the Office of University Development, and (4) three CASE District III special merit awards for publications produced by the School of Nursing, the Law School, and the College.

ACTION REQUIRED: None

AGENDA ITEM:III.C. Campaign Progress

BACKGROUND: The Capital Campaign remains the top priority for University of Virginia fundraising. Progress will be reported through April 2000.

DISCUSSION: As of April 30, 2000, Campaign progress stood at $1.131 billion ($1.005 billion in gifts and pledges, and $126 million in future support). In addition to meeting the overall billion-dollar goal, Development has now met the stretch goal of raising $1 billion in outright gifts and pledges alone.

A report will be presented highlighting the six-month action plan that will ensure that the Campaign leverages all possible gifts from alumni parents and friends before the formal end of the Campaign on December 31, 2000. These include strategies for: (1) major gift solicitation of all $100,000 or greater prospects, (2) solicitation via direct mail, personal visit and phone contact of all prospects in the $10,000-$100,000 range, and (3) a "clean-up" solicitation strategy that will encourage all alumni and friends to make a gift at any level to be counted in this historic fund-raising effort.

ACTION REQUIRED: None

AGENDA ITEM:III.D.1. University of Virginia National/

Regional Television Exposure

BACKGROUND: University Relations’ Television News Office has prepared a video of television highlights featuring the University of Virginia.

DISCUSSION: The University of Virginia is mentioned on national television about twice a week, sometimes in coverage of higher education topics and other times in stories that feature faculty research or quote our faculty experts.

The Television News Office has prepared a television highlights video for the Board, illustrating just a sampling of the results of their work.

ACTION REQUIRED: None



AGENDA ITEM:III.D.2. Alumni Affairs

BACKGROUND: Mr. Sweeney will give an overview of regional alumni programming efforts, including the upcoming regional e-summit programs, and a review of the Reunions weekend programming highlights and attendance and giving statistics.

DISCUSSION: The variety and frequency of programming for alumni across the country and abroad continues to bring our constituents closer to the University. The Alumni Association and University Development recently completed telephone surveys of alumni in targeted cities to gather information about the types, timing, and frequency of programs that would appeal to them.

This marketing data was very instructive about the kinds of programs to which alumni will respond, as well as the timing, dates and locations that will attract the greatest number of participants.

On the heels of the successful e-summit on the Grounds last November, alumni have requested regional follow-up programs to further explore the issues that were raised and to provide networking opportunities for alumni associated with high tech industries. Seven areas have been targeted for regional e-summit programs in Fall 2000 and Spring 2001: Atlanta, Washington D.C./ Northern Virginia, Boston, New York, Dallas, Seattle, and San Francisco.

Regional e-summit programs will take place over a two day period and topics will vary from region to region. Day one will include a larger group of invited guests and day two will involve a more intimate group of alumni. The regional e-summit programs will be coordinated by the Office of University Development, in conjunction with the President’s Office. The Alumni Association will provide logistical and marketing support through alumni clubs.

At home in Charlottesville, record attendance is expected for Reunions 2000, due to the larger size of more recent classes and very strong responses from the 25th and 15th reunion classes. Already, in late May, the Thomas Jefferson Society met in record numbers to celebrate the 50th reunion for the Class of 1950 and we are seeing an increasing number of post-50th reunion alumni returning to Grounds on an annual basis.

In addition to reunion programs, reunion class gift totals will also be reported, along with the winners of the loving cups for highest participation rate and greatest dollar amount raised.

ACTION REQUIRED: None

AGENDA ITEM:III.D.3. Public Affairs

BACKGROUND: The University understands that the next steps in its emergence as a true leader in American education during this generation will be dependent upon a compelling vision, thoughtful strategic planning and institutional positioning.

DISCUSSION: Mr. Sweeney will report on the Envision Virginia program. He will discuss the substantive discussions that University leaders have had with donors, volunteers and prospects from around the nation and the influence these discussion are having on institutional positioning. More importantly, these sessions along with Virginia 2020 and the e-summit have provided the University with valuable information on how to best articulate its vision for the future that resonates with its powerful past.

A detailed description of key themes is included in Board members’ notebooks.

ACTION REQUIRED: None

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