April 18, 2023 Executive Committee minutes
Attending: L.E. Alexander, Randall Borror, David Bragg, Sharron Bouquin, Shane Brogan, Tiffany Carver, Elizabeth Dubose, Leah Hefner, Keith Hines, James Holman, Rebecca Howell, Kira Jones, Arlene Medder, Katie Musgrove, Joe Ormond, Sara Pettaway, Laura Pratt, Charlissa Rice, Lori Shamblin, Charles Streeter, Janet Steele, Matthew Teal, Tracey Wetherby Williams, Jacob Womack
Excused Absences: Amber Meads
Chair Katie Musgrove called the meeting to order at 11:30 a.m. She asked for a motion to approve the March executive committee meeting minutes. Arlene Medder made this motion, seconded by Rebecca Howell. The motion was approved by acclamation, with no votes abstaining or in opposition.
The committee moved to discussion of the Forum budget report. Matt Banks noted that the Forum should have a healthy carryover of funds for next year. The Chair said that the Forum essentially maintained most of the $12,000 in carryover funds that it received this year and should be able to use them next year on marketing and communications and other expenses. Banks noted the need to remove the Peer Recognition banquet from this year’s expected expenses as the June meeting will be virtual only.
Lacking further discussion, the Chair moved to consider the proposed Forum budget for FY 23-24. The Chair said that Cheryl Gerringer of HR Finance has indicated that the university might entertain increasing the Forum budget to pre-pandemic levels. She asked the committee to consider this proposal based on this assumption, saying that the committee could revisit if necessary.
Within the draft proposal, the Chair substantially increased the budget for professional development grants and maintained the budget for graphic design work on the Forum logo and website. Keith Hines asked the committee’s next steps for advancing this budget forward. He suggested that committee chairs contribute their feedback on the budget so that the Executive Committee could make changes in May before submitting the proposal.
In response to Hines’ question, Banks said that the last redesign of the Forum logo took place in 2014. Hines asked if the committee desires to do a complete logo rebrand or merely an updating of elements to make the logo more contemporary. He outlined the difference between these two terms. The Chair noted the university’s restrictions on fonts and logos, saying that she hoped that the Forum’s new materials would be more in line with the university’s guidelines.
Matthew Teal asked if the Forum’s budget aligns with the strategic plan of the Forum as an organization. He asked the location of this strategic plan and what metrics the Forum would use when it carries out this plan. The Chair was uncertain how to answer these questions but thought that the budget aligns with the Forum’s goals, as exemplified in spending on professional development grants and other service-oriented programming like the Community Service committee. She thought that a logo redesign could help the Forum achieve some of the things needed to communicate the organization’s purpose to campus, which has been a longstanding struggle.
The Chair said that she did not think that the Forum needs a new logo per se, but definitely thought that the group’s website needs a complete overhaul. She said that there have been some changes but thought that investing some funds could make the site even better. She noted that the discussion about the logo mainly emerged because the university has indicated that it is not in line with other styles allowed for campus departments.
Charles Streeter, chair of the Forum at the time of the redesign, recalled that the original logo was designed by Chancellor Paul Hardin with the laurel leaves around the Old Well. This design received official approval then. He noted that the university has never provided the Forum funds for a redesign in line with university standards. The Chair echoed Streeter’s point that the Forum needs money to fund this redesign.
Sara Pettaway recalled similar difficulties that the School of Pharmacy has had with its redesign, noting in general that the university’s policy is that there is one logo, the Old Well, with a line below or to the right with the department name underneath. Pettaway thought that there should not be a lot of money spent to redesign in this direction, as a branding mark rather than a logo.
Keith Hines noted that some departments do indeed have their own logos, like the Ombuds Office. He questioned how Communications classifies the Forum in terms of allowing a separate logo. He did say that there are examples of distinctive logos being created in the last three years. The Chair thought that some of the rebranding charge would be for new stationery and other work. Charles Streeter recalled that the Forum did spend thousands of dollars to have its first redesign of the logo done in 2014. He pledged to forward the quote to the Chair from 2014 depicting this cost.
L.E. Alexander noted that UNC Creative seems to be around 3-4 months behind in even starting projects, meaning that the Forum should start its project in the new fiscal year. The Chair agreed, adding that the Communications and Public Relations committee could focus on implementation of this project next year.
The Chair asked committee chairs to work with their groups to provide feedback on next year’s Forum budget. She would work on a final draft for discussion in May. L.E. Alexander asked the last time the professional development grants received a budget increase. Tiffany Carver discussed the effect of community meeting expenses on the budget and their necessity. Arlene Medder confirmed that the Chair would increase the budget for community service events to pre-pandemic levels.
The committee went on to discuss plans for the upcoming orientation session and the officer election process. Matt Banks shared information regarding the recent delegate elections. He said that only 8% of employees seemed to have voted to this point. The committee asked that a reminder email go out to campus regarding delegate elections.
Randall Borror raised questions about non-competitive electoral divisions and procedures governing write-in candidates. The Chair said that write-in candidates in divisions lacking the requisite number of candidates could win a two-year term by standing for election and obtaining supervisor approval. Write-in candidates must be submitted from within the relevant division for their candidacy to stand. Borror lamented that the Forum did not have enough candidates in the EHRA non-faculty (Division 1) or SHRA Technical (Division 7) areas. The Chair recalled the strict allocation of seats based on numbers of employees populating each district.
The Chair noted the possibly that she may not be reelected this year, as well as some concerns about involvement in election oversight given her candidacy for reelection. Other delegates thought that the Chair needed to remove herself from oversight of the election process due to this potential conflict of interest. The Chair agreed to this removal. After some discussion, the Chair proposed that the Forum Parliamentarian Jacob Womack, officers not up for re-election, and the Rules committee make a formal ruling on this situation. Members voted in favor of a motion to this effect. Keith Hines and Tiffany Carver were subsequently charged with overseeing the completion of the election process this year.
Members also discussed possible revisions to the Forum bylaws regarding the Chair’s term and a possible Chair-Elect position. Charles Streeter outlined the previous history of chair succession following Jackie Overton’s passing.
Vice Chair Keith Hines temporarily chaired the meeting in the Chair’s absence. He discussed plans for the orientation of new delegates on Wednesday, April 26th. Forum Officers all agreed to attend that meeting if available, and to attend a planning meeting the Monday before.
Laura Pratt was pleased to welcome Matthew Teal’s assistance in the administration of the Forum officer elections at the June 14th general meeting. The Chair asked the Rules committee to discuss the proposed Bylaws revisions in May, if possible. She understood that Jacob Womack and Rebecca Howell would lead this process, following the May 14th graduation ceremonies.
The Chair noted that the Qualtrics survey of delegates to select the Forum’s 2023 Kay Wijnberg Hovious Outstanding Delegate Awards will go out soon. The Chair asked Matt Banks to update the Forum’s plaques of service before the end of the fiscal year.
The Chair also asked committee members to think about possible plans for the July retreat.
In the absence of further discussion, the meeting adjourned by acclamation at 1:06 p.m.
Respectfully submitted, Matt Banks, Recording Secretary