OLLI at Yavapai College, Prescott Governing Council ( GC ) Agenda March 22, a.m. Building 30, Room 126

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1 OLLI at Yavapai College, Prescott Governing Council ( GC ) Agenda March 22, a.m. Building 30, Room 126 Council Members Present (Quorum present at meeting): Ward Stanke Dave Rothgery Tricia Berlowe, OLLI Administrator Bill McFarland Carol Hammond Sandra Bennett Bill Miller Saul Fein Other Attendees: Michael Gunn Absent: Romy Harder, Penny Devlin, Ray Lee, Pat Beitel I. Call to Order 9 am II. Approval of Minutes Action Taken: The minutes of the February 15, 2018 meeting were accepted and approved by acclamation. III. Executive Report Ward Stanke Role of Executive Committee Motion Motion by Saul to allow the Executive Committee to make decisions within the scope of the already approved budget, strategic plan, and mission of OLLI, as long as the decisions do not fall outside of the established policies and procedures. Decisions shall be presented and reviewed at the next Governing Council meeting. Motion was seconded by Sandra and approved. 2017/2018 Strategic Goals: Committee Reports o Community Partners Carol H See Attachment A Page 1 of 6

2 In addition to her written report (see below) Carol mentioned that the PTK/Honors group would be going to Spain next year, and that perhaps there would be opportunities around that theme for partnering. o Special Programs Penny D - See Attachment B Tricia presented Penny s report. Council members suggested field trips to the Musical Instrument Museum and a base ball game. IV. Staff Report - Patricia Berlowe o Tricia reported that Nicole will be leaving her position next week. Her husband accepted a new job in Oregon. There was discussion about proper staffing levels in the office, including opportunities for efficiencies such as allowing members to drop their own classes online, use vouchers online, and increase online registration and evaluation entry. Tricia recommended that at this time 2 ½ positions was adequate to meet the needs of members. o Tricia reported that there was miscommunication around expectations for advertising for the Prescott Film Festival in the summer schedule. Tricia has had discussions about potential ways to partner moving forward. There will be an announcement about the film festival in the summer schedule. o Tricia reported that after discussion with the Executive Committee, the Yavapai College fitness center is issuing a postcard offering OLLI members a free assessment in the fitness center. o A request was made to circulate the latest committee membership list. Tricia will send it out with the minutes. V. Committee Reports: A. Nominating o Slate of Candidates: Sandra Bennett, Saul Fein, Ray Lee, Michael Gunn, Margarita Arellano, and Serge Ainsa. Penny is still considering running. Bill encouraged Council members to get involved in recruitment for candidates next year. B. Community Partners (covered in Exec Report) C. Curriculum o Tricia shared the draft copy of the summer schedule, with 34 learning groups and 12 workshops. Page 2 of 6

3 D. Finance o The budget process has been started, the final budget will be approved in May. E. Policy and Procedures no report F. Technology committee needs a chair G. Publicity no report H. Long Range no report I. Social - see attachment C J. Special Programs (covered in Exec Report) K. Ad Hoc Committee: Registration, Drawing and Attendance o The committee is conducting a survey during Spring 2, using the evaluation forms. L. Volunteer Task Force o Status Update: The committee is collecting brief descriptions of tasks and time commitments for each chair position, and for members of each committee, due April 1. VI. VII. Unfinished Business - none New Business - none VIII. Any further business for the good of the order - none IX. Announcements Next GC Meeting is Thursday, April 19, 2018 X. Adjournment meeting adjourned at 10:30am Page 3 of 6

4 Attachment A Community Partnerships Report to Governing Council for 3/22/2018 The Community Partners Committee researches, recommends and evaluates current or potential partnerships between OLLI Prescott and any external community organization. This Committee negotiates terms of partnerships, drafts memoranda of agreement for Governing Council review and approval, and performs periodic reviews to assure partnerships are operating as agreed by both partners. In recommending and evaluating such partnerships, the Partnership Committee uses the following criteria: --scope and goals of the community partnership support OLLI Prescott s mission and long-term strategic goals -- benefits of the partnership are appropriately balanced with the time/financial commitment required of both entities -- the community partnership events and activities avoid competition with OLLI programs and schedules Activities Grants (grants partially funded by AZ State Library, Archives & Public Records require local partnerships, demographic data collection, evaluation and final reports). Prescott Valley Public Library Community Reads Grant completed June 2017 Included 3 events in May-June with about 30 attendees at each, evaluations showed satisfaction with the quality and content. Prescott Public Library You Too! Grant continues through June 2018 Martha Baden, Manager of PPL public services, will provide OLLI with a copy of her final report outlining activities, attendance numbers, and evaluation feedback at the end of the grant. Daily Courier Mar had front page article on the grant. Local Organizations/Groups PMUG ongoing the arrangement seems to be working well from both perspectives. PMUG membership is growing, both from OLLI and non-olli new members. The club is happy with the facilities. From the OLLI perspective, we continue to get technology facilitators who have the background to address Apple-related topics (plus some more generic, cross-platform topics) (Ward Stanke) League of Women Voters ongoing Gerrymandering event app. 100 attendees 75 th anniversary of YRMC app. 300 attendees, OLLI publicity committee had an information table in the back, and Bonnie Manko gave a short intro about OLLI. the partnership has been very successful for both the League and OLLI. I think the topics have been excellent and non controversial (a concern of the council). Yes the League has been very pleased with the room and Page 4 of 6

5 technology. The speakers have been also! (Kelly Boryca) Yavapai College Phi Theta Kappa ongoing Plans for PTK to organize several TED Talks to include OLLI participation did not work out. Faculty Advisor Denise Woolsey is also the Director of the College Honors Program. OLLI members did attend CHP s December debate and are coordinating with Ward Stanke for a joint book discussion on April 13. Carol Hammond & Denise Woolsey met to evaluate the year s activities and brainstormed ideas/recommendations for expand to include both PTK and CHP -- work for greater continuity between academic years: OLLI would meet with new PTK officers after their election in April rather than in the fall of the next year; Denise would work with her Division to identify faculty interested in coordinating with OLLI on TED Talks. Community Partnerships Recommendations (1) expand the committee membership and assign liaisons between OLLI and each partnering group for stronger coordination and communication. (2) provide OLLI information and an OLLI representative for a quick introduction at each event. Attachment B OLLI Special Programs - March 2018 Special Interest Groups Lydia Garrett - Fiction Writing Working Group - Speculative & Fantastic Fiction - Book Club - Guitar Players Group - Chess: Tom Green is is available to meet with interested players. - Zentangle - This SIG is going great, meet 1st Wed. of month from 1-2:30, they also have frequent social events. The group is open to any members who are interested. They get Zentangle specialists from other areas to share with the group. They meet at ALTA VISTA Sr. Facility - Social Bridge: This group is also going great guns, meet 2 x month in PV at a club house. They also organize social events: going out to dinner where non-olli spouses are invited. - Memoir Writing: This group meets regularly at Las Fuentes; it is now closed to newcomers Page 5 of 6

6 - Readers Theater: they are doing a great job presenting plays to the wider community and at OLLI - Prescott Mac Users Group Trips Diane and John Kuzminski -There are 3 trips scheduled at this time. Color Purple on April 21 Science Museum (Pompeii exhibit) on May 15 Les Miserables on May 19 Doldrums Marge Rubin - Scheduling a meeting with Marge, Penny and Tricia to discuss Doldrums. - Doldrums not usually scheduled during spring break. However, in partnership with League of Women Voters, Health Care in the UK, is scheduled for March 23rd and Legislative Report Card Panel is scheduled for April 7 th.. - Marge has not yet planned summer offerings. Attachment C Social Committee Report: There have been 2 wine tastings at Trader Joe's this year. The first had 15 attend, the second had 13. There was no cost for either event. Immediately thereafter was an optional lunch at Cuppers which most attended. Feedback was positive. The social committee is anticipating a special outing at the new planetarium at Embry Riddle. Date and time to be worked out. It is expected to be during the daytime to make it easier for people to attend. Cost, if any, is expected to be minimal. It is also hoped to schedule this event between OLLI spring 2 and summer. There is also discussion to convene a 2 hour program on Emergency Procedures regarding health and safety issues. Presenters would likely be first responders with the City of Prescott. And May is the picnic. Stay tuned for more program ideas. Page 6 of 6

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