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)
- ACTION
ITEM
- Creation
of Arts & Sciences Foundation (10 mins.) (Mr. Sweeney)
- REPORTS
BY THE VICE PRESIDENT FOR DEVELOPMENT (Mr.
Sweeney)
- Creation
of Task Force to Study
Issues Pertaining to University-Related
Foundations (10 mins.) 4
- Philanthropic
Cash Flow (5 mins.) 6
- Campaign
Progress (5 mins.) 7
- Vice
President’s Remarks (20 mins.)
- University
of Virginia National/Regional
Television Exposure 8
- Alumni
Affairs 9
- Regional
Alumni Programming
- Reunions
2000 Highlights
- Public
Affairs 11
- 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
