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Meeting Information


EXTERNAL AFFAIRS COMMITTEE
Friday, January, 1998
10:15 - 11:00 a.m.
East Oval Room, The Rotunda


Committee Members:

Henry L. Valentine, II, Chair
John P. Ackerly, III
Charles M. Caravati, Jr.
T. Keister Greer
Elsie Goodwyn Holland
Terence P. Ross
Albert H. Small
Elizabeth A. Twohy
Hovey S. Dabney, Ex Officio

AGENDA

I. REPORTS BY THE VICE PRESIDENT FOR DEVELOPMENT (Mr. Sweeney)

A. Vice President's Remarks

  1. Reunion Program
  2. Regional Kickoff Follow-Up Plan
  3. Restructured Lawn Society
  4. Historic Preservation Fundraising Update

B. Philanthropic Cash Flow
C. Campaign Progress

  1. Analysis of Gifts to Date
  2. School/Unit Progress

D. Miscellaneous Report

  • Report on University Foundations (Mr. Sweeney to introduce Mr. Sandridge; Mr. Leonard W. Sandridge, Jr. to report)


A. 1. Reunion Program

BACKGROUND: Plans have been completed for the 1998 Reunions Weekend to be held June 5-7, 1998. Classes celebrating their reunion include the Classes of 1953, 1958, 1963, 1968, 1973, 1983, 1988, and 1993. This will be the second year that all nine undergraduate reunion classes will be returning. Additionally, the Thomas Jefferson Society of Alumni will be welcoming in the Class of 1948 on May 12-13, just before Finals.

DISCUSSION: Last year, Reunions Weekend achieved a 16% participation rate for all classes, with 3511 individuals attending. The goal of the Reunion Committees is to have 20% of each class return this spring. The number in attendance is expected to reach at least 4000 alumni and guests. Modifications in the weekend are being made to accommodate the larger number of alumni expected to attend. The Procession down the Lawn, which has become a highlight of the weekend, is being moved later in the morning on Saturday so that more members of the classes may participate. Other changes include adding additional open houses, receptions and academic seminars.

The Development Office has been working through the Reunion Gift Chairs and Reunion Committees to mount a full Reunion Giving Program this year. A goal of $3,875,000 has been set for all nine classes.

ACTION REQUIRED: None

A. 2. Regional Kickoff Follow-Up Plan

BACKGROUND: Since the national campaign kickoff in October, 1995, 16 regional kickoffs have been held throughout the country. While initial efforts have been directed at identifying and cultivating prospects prior to the kickoffs, attention is now being refocused on post-kickoff activities. With the recent integration of Regional Development and the offices of Planned Giving and the Arts under one manager, the University Development Office is poised to capitalize more effectively on the momentum of the regional kickoffs.

DISCUSSION: Follow-up activities will take place in each regional kickoff area to ensure that all those attending the kickoffs have been contacted about supporting the Campaign. These activities will take advantage of the existing volunteer structure as well as the relative involvement of the University's schools and units in each region. To facilitate follow-up, the schedule for upcoming kickoffs has also been revised to allow concentration, through more intimate events, on the most likely campaign prospects. This report will outline the approach and proposed timeline for post-kickoff visits.

ACTION REQUIRED: None

A. 3. Restructured Lawn Society

BACKGROUND: The Lawn Society was established in 1975 to honor individual donors with lifetime cumulative giving of $100,000 or more. The Lawn Society now numbers over 500 members, with the membership growth rate increasing every year, often with outright $100,000 gifts. Over 25 Lawn Society members are million dollar donors. In the past, Lawn Society members have been recognized with a special Society gift, as well as an invitation to an annual black-tie dinner on the Grounds or at a house in or near Charlottesville. Recently, attendance at this event has appeared to be static and, indeed, an analysis of attendance revealed that only a small core of members was participating. In order to make the Lawn Society a more effective donor recognition tool, a new plan of events and communication has been developed.

DISCUSSION: On a trial basis, a series of initiatives have been put in place to improve the University's contact with Lawn Society members. A survey was sent to all current Lawn Society members concerning their interest in new opportunities as members, and their participation in University life. New members will now be qualified quarterly, instead of annually. The single black-tie dinner event has been replaced with a series of Lawn Society events designed to attract different segments of the membership, including an activity for new members, an event for Virginia members, and a regional activity showcasing the University. A communications plan will develop a corporate image for the Lawn Society including a new logo and communication pieces. Lawn Society members will be highlighted more prominently in existing publications, and will receive a special annual letter and newsletter from the President.

ACTION REQUIRED: None

A. 4. Historic Preservation Fundraising Update

BACKGROUND: The Historic Preservation fund-raising effort received a boost in July 1997, when the Kenan Trust made two challenge grants, totaling $1.5 million, to support historic preservation in the Academical Village. For FY98, the Campaign will focus on two historic preservation projects: Pavilion VII and the student Lawn rooms.

DISCUSSION: The Pavilion VII restoration marks a new phase in historic preservation at the University, integrating the restoration and furnishing of a building with the restoration of its adjacent landscape - the garden, alley and service yard. Since June 1997, the Historic Preservation office has produced a Pavilion VII case statement, secured leadership gifts, and formed a development committee to identify and approach prospective donors. Pavilion VII restoration will begin in fall 1998.

Funds have been raised from former Lawn room residents and others to fund the restoration of four student rooms (between Pavilions II and IV). This demonstration project will be used to attract support for further student room restoration. The goal has been set at $500,000 to $1 million by October 1998 so that restoration may proceed every summer.

ACTION REQUIRED: None


B. Philanthropic Cash Flow

BACKGROUND: This report will be a statistical review of fund-raising cash gifts received for the period October 1, 1997 - November 30, 1997. Emphasis will be placed on measuring performance compared to the FY-97 and the previous three fiscal years.

DISCUSSION: The most recent audited report on cash flow status, through November 30, 1997, will be used as the basis for the public presentation by the Vice President for Development.

The November report shows remarkable progress when compared with any previous campaign year. $55.7 million has been received as of November 30, $25.4 million or 83.4% greater than the same period in FY-97. While several large deferred gifts account for much of this growth, nearly all categories of giving are showing 50- 180% increases over last year. With less than half of the fiscal year completed, the campaign is well on its way to surpassing FY-97's record $109 million cash flow totals.

ACTION REQUIRED: None


C. Campaign Progress

BACKGROUND: The capital campaign is the on-going focus of University of Virginia fund-raising activities. Through November 30, 1997, the campaign has achieved 79% of its stated goals, with 63% of the campaign period elapsed.

DISCUSSION: Recent audited figures through November 30, 1997, show campaign progress at $596 million. In addition, future support gifts add another $54 million to the total. To date, FY- 98 shows that 743 commitments of $100,000 or more have been received. This includes 105 gifts of $1 million or more. A number of schools or units are running ahead of their goals, with several planning or already announcing goal increases.

ACTION REQUIRED: None

D. Miscellaneous Report/Report on University Foundations

BACKGROUND: The Board of Visitors approved the Policy on University-Related Foundations on October 9, 1992. The Policy applies to all foundations that are established and operated for the University's benefit and that use the University's name and resources. The Policy was designed to ensure efficiency and accountability of University foundations, as well as to maintain the foundations' independence and integrity.

The responsibility to ensure sufficient University monitoring of the foundations' compliance with the Policy was assigned to the Office of the Assistant Vice President for Business Operations. A status report on compliance with the Policy is provided to the Board of Visitors annually.

DISCUSSION: During the year, each foundation submits to the Office of Business Operations certain reports specified in the Policy, including, but not limited to, minutes of board meetings, audited financial statements, approved operating budget, amendments to by-laws, and tax returns. The Assistant Vice President for Business Operations reviews this information, and any questions are discussed with the appropriate foundation and brought to the attention of the President and/or the Executive Vice President. In addition, certain transactions and activities require approval of the President or his designee, these approvals are coordinated by the Office of Business Operations.

The Policy is fulfilling its purposes. It has improved communication and the flow of information between the foundations and the University. Foundations have fully cooperated in complying with the requirements set forth in the Board's Policy.

ACTION REQUIRED: None


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