IBY Alumni Board Meeting 6-5-2023

Attendees
 Andy McDonnell
 Brian Davis
 Rob Maynard
 Tony Albright
 Andre Juneau
 Jeff Leclerc (remote)
 Christian Stone (remote)
 Brian Smith (remote)

  • 2022 In Review
    • Discussed and agreed that the Thanksgiving event at the veterans home in Plymouth was a success and something we want to do again for sure.
    • Financial Review
    • Tony provided a review of the current financial situation.
      • Current cash balance is ~ $4500
      • Above is after approximately $1500 in various deposits and payments for the golf tournament
      • Current cash balance is aligned with typical operational cash flow goal of $4k - $5k in reserves
  • Golf Planning
    • Golf is confirmed for Friday, September 15th.
    • Website/Fees/Sponsors
      • www.ibygolf.com to be updated with message about this being final golf tournament.
      • Andy to get communication in place and submitted to Brian, Rob and Christian for distribution.
      • Discussed and agreed to keep food selection at Hamburgers, Hot Dogs and BBQ Chicken.
    • Raffle
      • Discussed and agreed to make it winners choice across 3-4 jerseys.  Andy to update website with multiple images.
    • Swag Bag
      • Discussed and agreed that we would provide water and snacks at the check-in table, no investment in SWAG.
    • Day of Fundraising
      • Discussed and agreed to keep the money tree and Mulligan String for check-in.  
      • Sports memorabilia silent auction still TBD and up to Brian/Andy to decide.
  • Active Update
    • Christian reported that the house on River Street is now an ‘alumni’ house and not a party house.  The alumni living there still want to host the Homecoming event.
    • The actives have a student apartment and an apartment on Russel Street, but no place to host pledging or parties.  This is likely setting up to be a rebuilding year with several actives still in dorms, etc.  The goal is to build up the numbers this coming year and get a house the following year.
  • Other New Business
    • Discussed and agreed that despite over 5 years of trying to get new leadership in place and a transition plan that the general interest from our alumni seems to be fading.  We will announce that this is the last year of golf and look to slowly close up shop over a 2-3 year window.  We should still have enough funding to keep the charity items in place for at least 2024, and perhaps 2025.
    • By taking a slow close approach, it will allow time for a second wind from any of our membership if there is strong desire to continue.
    • Should we close up shop, a final celebration of some sort will be planned, most likely at homecoming or Greek reunion weekend.
    • Brian Smith (Smitty) offered up his house for anyone looking to visit Tampa, specifically for the Gasparilla Pirate Festival in January 2024.
  • 2022/2023 Board Elections
    • Discussed and agreed that with a ‘slow close’ in place that it wouldn’t be fair to put new people in positions and that the current board should see the closure through.  If the future of the organization changes we can revisit this at any time during the year.
    • President/Vice President/Treasurer/Secretary
      • The below were nominated and agreed unanimously:
        • President:  Andy McDonnell
        • Vice President:  Brian Davis
        • Treasurer:  Tony Albright
        • Secretary:  Christian Stone
  • Targeted 2023 Charity Items
    • PSU Turkey Baskets – Likely $500
    • Boulder Point Thanksgiving – Estimate of $700
    • Blue Star Mothers – Likely $250
    • Independence Hall – Estimate of $1250
    • Christmas Party – Pending funds availability.
  • Next Meeting:  Mid-August for final golf planning.