6:06pm Meeting called to order
Bob reiterated the club was left in good standing by the previous board, but there is a lot of
work to be done and everyone's assistance is needed. He noted 25,000 + alumni in the Metro
Chicago area and we currently only touch a fraction of those people.
Bob assured the group the meeting would be dismissed by 7:30pm.
The approval of the June 4 minutes was tabled until August since they had not yet been
distributed.
Bob asked for introductions.
Board members present:
Carly Crystler
Buddy Boor
Bob Benenson
Carrie Pastor
Sarah Cantwell
Anthony
Matt Cantwell
Josh Branham (by phone)
Paul Saini (by phone)
Guests:
Lisa R.
Paul Swanson
Joe Michalek
Jackie Hinderschatt
Jessica C.
Beth Bergman
Alan Kosenthal
Justin P.
Viviana Ramirez
Jim Higgins
Erin Vanderson
David
Leah
Bryan T.
Chris Pell
Matt gave his Treasurer report. The club currently has $26,490, excluding the scholarship
distribution money for Spartyball.
The Club recently purchased 50 tickets at $25 apiece for the Northwestern v. MSU football game
for a total of $1,600. The Club has agreed to sell these tickets for $35.
Matt asked committee chairs to think about their financial needs for the new Club year.
Financial requests need to be submitted to him at or before the August board meeting. Matt will
send information to committee chairs.
Bob added the Club is applying for a grant to cover liability insurance for the Board.
(Matt said don't worry about taking notes he'll send everything to Carly)
Bob explained he is currently working on continuity of documentation, consistency, and filling in
blanks leftover from previous boards.
Matt asked if there were any questions; there were none.
Beth reported for the Scholarship committee. Andrew Bretzell (sp?) and Beth are chairing the
subcommittee together. They met with and are working with Mike Ford to determine the best
way to handle scholarships going forward. They are discussing whether it makes sense to have
one bigger scholarship or two smaller scholarships, etc. Beth and Andrew are meeting this week
and will have more to report at the August board meeting.
Bob added one reason the scholarship subcommittee was created is because there has not been
a relationship with scholarship recipients previously. He wants to change that and the
scholarship subcommittee will be the bridge to those relationships. One idea is to have
recipient(s) write blog posts about their experiences at MSU.
Buddy reported for the communications subcommittee. Following the board meeting there will
be a communications subcommittee meeting at the Franklin Tap across the street. Everyone is
welcome. Buddy is co-chairing the subcommittee with Chris and Joe. The subcommittee is
currently working on dividing tasks, i.e. the newsletter, social media outlets, etc.
Bob explained MSU has recently adopted a web platform called iModules. Chicago is in the pilot
program currently. Bob attended an iModules training session in East Lansing July 1-3 and he
finds the new platform to be advantageous to the Club. The Club's current website is basically a
blog and not well organized. iModules will address these issues. There will be a rotating photo
space at the top of the homepage to promote and link to upcoming events. There will be
separate pages and links for events such as game watches, Spartyball, etc.
Buddy gave communications report.
They will be mtg directly after mtg at the bar for anyone who is interested in attending. Have
been working on all channels to get everything up to date and make sure event information is
out for people to see.
Bob gave iModules Update.
Currently the website that the club has looks like a blog. In the new format of iModules you
would be able to sign up to volunteer for things right on the site and buy tickets for events
directly on the site. We will still have to deal with 3rd party. Development is still at a very beta
stage, will be up and running soon. Hopefully in time for game watch season and Spartyball.
Josh gave events update.
We have both baseball games upcoming: White Sox and Cubs. We have sold 7 tickets total so
far. Will work with Buddy's group to make sure the events get publicized. Need to touch base
with Sarah for update on boat cruise.
Sarah gave an update on boat cruise.
Recommend we go with Free Spirit. There is parking available. Recommend push timing back
1/2 hr to 7:30. We don't have to lock in a certain number of people, they will only charge us for
what we actually use. The Free Spirit is$700 an hour for charter fee, $20 beer/wine package and
potentially up to $20 per person for food. $75 ticket cost, adjusted to member/non-member.
Two dates as potential: 16th or 23rd of August. Open to suggestions. If we want to go ahead
she can figure out how much money we need to secure the date and can move to do a request
for funds electronically. We can't afford to use any other company right now with the numbers
that we've been having. If we can have 100 or more people then we can go with another
company. We can push back the date into September to have more of a "Welcome to Chicago"
Boat Cruise. Alan: 16th weekend of Air and Water Show. If going out towards Navy Pier could
use as selling point. Dee- Show is Sat/Sun and Boat Cruise is Friday. Bob- Like idea of pushing
into September. Majority of the Board raised their hands in agreement. Can coordinate with
one of our game watches. Sarah - Can talk with Josh about coordinating a date to create a
Welcome to Chicago Event. Capacity is 120, more of a Yacht as opposed to a tourist boat. Bob To explain what we do have going on in Aug, Sox Fri Aug 9th, Picnic Aug 10th, July 27th Big 10 K,
Cubs Sept 3rd, Golf Outing with Broad School Sept 30th. In meantime hopefully starting this
week selling 50 tickets to Northwestern/MSU football game Sept 23rd. Being a little
conservative with events that have upfront cost since we have lost some funds in the past.
People have a habit of waiting until the last minute. By going with a small block, hoping to
motivate people sooner on. We will still have time to purchase another block if needed. FB IM
from President of Indianapolis club to go to game here. The tickets go on sale July 22nd, next
Monday. Will be short turn around, but will post instructions to get in touch with this guy if
people want to.
Matt gave Treasurer's Report.
JULY 2013 TREASURER REPORT
• Club balance at end of June 2013 was $26,490.37 we have had a few transactions hit our
account with the largest being the outlay for the Northwestern tickets at approximately $1,600.
• Our 2013-2014 Operating Grant Request will be put together between now and next meeting.
I will present the grant request at our August Board meeting. As such, please begin to think
about any needs/requests you would like to be included
This is especially important if you are a committee or event co-chair. Anticipate all potential
event expenses you feel may come-up that you have had to pay for either using the club’s
money or your own as we want to have as much of these costs included in our grant request
upfront rather than having to go back to East Lansing with multiple requests.
I will be sending a copy of a budget for you to include your numbers in within the next week in a
half. Please complete and return it to me by the end of the day on 7/31 so I can consolidate the
information for presentation at the August
• Wanted to inform everyone there has been a delay in the 501c(3) application
When we filed our resolution to amend our Foundation articles of incorporation with the
Secretary of State, we received notification from them that the Foundation had been
involuntarily dissolved on December 14, 2012 as it did not file required paperwork. Not a good
situation, but not dire either. We therefore, have to submit the following to the Secretary of
State:
• 2012 Annual Report
• 2013 Annual Report
• Change in Registered Agent
• Application for Reinstatement
• Amendments previously submitted (item they were responding to). We will be making a
motion during new business to allocate funds for this request and also to change the registered
agent on file.
• Request Funds in the amount of $206 be provided to pay for required filings with the Illinois
Secretary of State to reinstate and make current the Michigan State Alumni Foundation of
Metro Chicago, Inc. for its 501c (3) filing and continuance in the State of Illinois.
• Additionally, request to pass a resolution changing the Michigan State Alumni Foundation of
Metro Chicago, Inc. registered agent with the Secretary of State from Jennifer Daugherty to Bob
Benenson effective as of today’s date, July 15, 2013.
-Matt made motion to allocate funds in the amount of $206.00 for required filings with the
Illinois Secretary of State, Sarah seconded and approved by all. Motion passed.
-Need to change registered agent with Secretary of State. Have to make sure communications
are going to the right person. Motion to change registered with Secretary of State agent from
Jennifer Dohtery to Bob Benenson. Sarah seconded, all approved.
Big10K Aug 22nd.
-Need 3 volunteers, Sarah and Matt will help. Bob has an email from someone who would like
to volunteer.
-Bob - motion to allow Buddy to design Chicago Spartans business cards. Generic with emails on
them. Can approve expenditure to purchase them next meeting. Everyone walks down street
in Chicago, hard not to pass someone who is wearing MSU stuff. Still a bit weird to approach
strangers. Business card can get us past that awkward status. Are there email addresses for
each one? Sarah - Check in with Paul to make sure that everyone knows what email addresses
are. Working on another solution so that ppl have different inboxes or can continue to use
gmail. Bob - president email gets 100-200 spams a day, mostly from Korea etc. Sarah - Can get
in touch with Jason from NYC who designed a card that worked really well. Bob - Pls get in
touch with Buddy if anyone is interested in working with Buddy on the communications
committee. Twitter, LinkedIn, Facebook, Newsletter. Sarah - Brand new board, handful
previously on the board. Our second official meeting as a board. Really truly looking for ppl to
become engaged and take on a role. We are looking for ppl to be very active on committees.
Programming, communications and scholarship. If any of those sound like something you want
to be a part of please jump in. No idea is a crazy idea, please let us know. Start thinking outside
the box ideas. We are open to new ways to get Spartans engaged. Roughly 25,000 alumni in
the area. We are hitting a fifth of those people. Questions - Who handles volunteering? Bob Looking for someone to head up Community Outreach efforts. Sarah - most likely full under
programming. Bob - looking for mentoring, program went with Jesse when he left the board.
That is very important. We do some networking events, tend to be generic. We want to get
people who are involved to create industry specific events. Sarah - stepping stone to board
engagement. Good way to get name on the roster of people in the area. Spartyball committee
gearing up in the fall. Few things to think about. Feel free to email anyone on the board if you
have interest and want some direction. Bob - Courtney has been super woman taking on
Spartyball. Needs help. Gotten too big. A little over 200-435. Expected to grow again. Anyone
who wants to be engaged in that we will make sure that there is a place for that.
Bob - Pressing program issues
Bar Affiliates
-Have had between 12-15, some donated some did not. Josh talked to Matt Sarah and Bob on
streamlining. Limiting us to 2-3 bards. Similar to what the NYC club has done. 2 bars in NYC.
Each Sat there is a game ppl know where to go. Want to make sure we balance our past
relationships. First bar is new one, Municipal Bar in River North (Ohio and Wells, owned by MSU
grad), second one is Mad River in Lincoln Park (2400 Sheffield), Stretch is the third bar. Have
been affiliated with club last 5 years. Also MSU owned. Bob spoke with Courtney, one other
issue need to discuss with her. We have relationship with Miller/Coors. Provided us with free
beer/wine/spirits at SpartyBall last year. Have to make sure that we are not screwing that up in
any way and not excluding any bars. Will be able to work through that. If we did decide to go
with 4th do we have one? Josh - 4 might be a little too much to manage. Originally looking for
just 2, Stretch reached out last week. Question - Capacity? Bob - Stretch is small, Municipal
about 350, Mad River large. Matt - was in NYC to make decision from 1-2 bars. Here doing
opposite. This is for "official bar". It does become logistically where to go. Good to go there.
As far as 4th bar goes, Higgins Tavern and Jim have both been very gracious in what they have
done for the club. Wrigleyville area. Geographic distribution. Financially makes sense to limit
number of bars. Makes sense to only have them be official bars if there is a dual partnership.
Bob - Josh working to make this a sponsorship type structure. We can be flexible in some
circumstances. Mad River for example knows what to expect. Josh - talked with the bars about.
Pushing back on Vic, maybe they've gotten one or two game watches throughout the season but
they are looking for more. Sarah - in terms of when you look at it, beauty of NYC arrangement is
every week you can count on some number of people to come to every game watch. No real
strategy behind it. It's not clean. As partners would like to see the club really commit and give
them some business. About what can give to the club but also what the club can take back. Bob
- want to make Chi Spartans events. Want to make sure ppl are there soliciting volunteers and
promoting events. Carrie - how to keep door open to other bars that weren't mentioned. Josh few bars we had partnered with. Want to get in contact with Jim to get in touch about Big Ten
Night about Cubs. What tried to do was pick the bars that we've had relationship with the
longest. Bars that we haven't had any issues with in the past. Dave and Busters for example.
They made some promises that they didn't necessarily hold true on. Trying to do what's best for
club as well as local businesses. Bob - explanation is that this program applies only to game
watches. IF there are bars that we haven relationships with in the past and there are other
events that we can participate with we can do that. Carrie - What about Quay? Bob - With Big
10 Tournament we were assigned Quay. Jim Higgins - If you have been there our fire capacity is
50. Don't need help with UofM and big games. Only 50 ppl that we can fit in. We are on the
smaller end on major sponsorship. If ask for $3,000 can't do that. Matt - As a bar owner, is this
something you would be interested in, does it make sense to do this? We want $1,000 or
whatever is determined? Jim - Always think that for a sponsorship or something like that need
to get 4 times back. That would be a little dicey for football games. Be surprised if club drove
$2,000 in 6/7 football games. Question - Suburbs? Josh - Focus on city at this point. Bob - Want
to make this very clear, we are establishing certain relationships so that we can stage certain
events. Goal is to make sure that any MSU bar has a place on the website. Already have a map
on the website and can make it more obvious, pin ideas. Question - discount? Bob - wristbands,
discounts, a lot of bars do that. Question - only on game day? Bob - A lot of bars do that. Carrie
- Basketball season? Bob - Can be more consistent with basketball now that we have more
people to help. Would like to step up weekend and bigger game plans. Josh - already have it on
the back burner. Comment - Champions Classic when play Kentucky. Bob - already received
email. As soon as we get this bunch of things out of the way then will get to organize access to
tickets etc. Sarah - Reminder, helped coordinate one at MSG, make sure Sarah in the loop.
Dee and Anthony gave a report on Family Picnic
-Dee: have permit. Price depends on activities. Josh - had to wait on, if we wouldn't want to do
children's entertainment then price is about $75. As I see it right now we have the permit for
Harms Woods (same place as last year). Sat Aug 10 1-6 is when it will be happening. Not up for
discussion. Now need to determine what is happening. Mike Ford gave us a little donation.
Need to determine donation per head. As budget shows now we are $500 in red for all out the
door: kids stuff and entertainment and food. Sarah - how much is bouncy stuff. Dee - $1,500
package, asked for downgrade, one bouncy instead of two and still have games comes with
generator and insurance and tattoo station threw in. That package is $700. Josh, $75 permit,
$122 permit, music costs couple hundred, food and entertainment are last. $700 in stead of
$1,500. Catering last year was by Jim, Josh needs to speak to see if possible again this year. Dee
- $8 per person and truck rental and gratuity everything came to $1,000. Spoke to few other
companies and they are self serve or they don't come to suburbs. Bob - opinion, generous
$1,500 donation from Mike Ford, because picnic is also for new students, being at risk of $500
doesn't seem excessive. My understanding is ask for $20 voluntary donation. Need 25 ppl to
anty up $25, last year more than 50. Josh - Permit was for something under 100. Bob - should
come close to producing some revenue. Dee - bouncy most popular thing, at this point have to
start deleting some of the entertainment. Hand games, no bouncies, would take of a couple
hundred. Bob - defer to people with children. Paul - how many kids last year? Dee - 10-15.
Paul - children love bouncy. Jim - 5 hr picnic. Even if get 100 won't be 100 all at one time.
Probably no more than 20-25 kids at any one time. Called Glenview fire dept to come and that
was something that was an attraction. Paul - 1 if you can. Kids like that. Bob - roughy how
much would it be for just a bouncy? Dee - can push for $200-$300 for just a bouncy. Sarah opp to engage multiple demographics. Focus in the suburbs. Seniors about to leave home and
go to MSU. Great opp for Mike Ford. Comfortable taking hit of $500 because it is an outreach
campaign. Frankly, not comfortable asking ppl for $20 donation. Matt - If we don't have to
loose more money than need to that's a good thing. Wasn't on the board last yr or two yrs ago.
Thinking about up front, how can we make some money if we are potentially going to loose
some. Can also sell merch (gets into particulars about permits etc). $500 loss is not huge, who
knows might break even or make some money. Cesar - In terms as loss personally don't see it as
a loss in terms of capital loss. Attracting new Alum, extending ourselves. In the long run those
are more ppl for potential events. As far as $500 difference that could turn into $5,000-$10,000
gain in terms as exposure. Bob - If we can do 50/50 raffle chips away at expense. Bought a lot
of stuff and never got a program going. Jim - all in garage. Fine, will store it. Will have truck to
go out there and can load on whatever we want. Thought would be to try and do this thing as
first class as we could. The extra expenditure for something for the kids, nothing more annoying
that kids not happy at a picnic. As Sarah pointed out we are reaching a lot of ppl here. Have we
reached out yet and sent emails to incoming freshman? Sarah - Yes, Mike will be doing more
work to promote in terms of his group of people he is working with. One of the reasons we are
getting the money from them. Bob - Post on Eventbrite? Paul - For kids as well, Cesar can play a
big part of that. Bob - Motion to go ahead with full budget version of family picnic children's
entertainment. After event will determine what we utilized and use as information going
forward. Jim - Asked for $20 per family. Carrie - Board mtg before picnic? Bob - Yes we will.
Carrie - do we gather contact info? Sarah - Don't know, should talk about it. Jim - Did take
down emails. Bob - iModules has forms function. Future events can input data directly. Josh Not sure if needs to be part of motion, doing 50/50 probably can help chip away. If break even
can be win/win. Tonya Norfleet - We are not hitting a big percentage of alumni. Not a lot of
events geared towards family. In past only been family picnic. Sometimes you may hit those
people who may not want to do bar crawls etc. Bob - In terms of increasing reach need to reach
different groups. Working with MSU to be much more interactive. Sarah - When is Sox night?
Talk to MSU to see if Sparty can stay another night. Bob - Sparty doing Sox for free. Comment Communications committee looking into ways to use Newsletter database to make member
outreach survey to tailor what we do. Bob - Very much in favor of that. Been working on
assumptions. Need to find out what will draw more ppl into the club. Carly motions to move
forward with full expenditure for family picnic, Matt seconds, all approved.
Bob gave a report on tickets for Northwestern game.
-When post for ticket sales want to be able to explain what the extra $10 is for. Jim - Athletic
event should be donated to Spartan Club. Bob - fine with that. Some kind of status. Sarah - as
we've donated for athletic events we've reached a threshold qualify for a couple of free tickets
or passes for things happening in Chicago. Carrie motions to move the $10 extra from each
ticket to Spartan Club. Matt seconds, all approved.
Open Questions
Carly motions to adjourn, Matt seconds, all approved.
Next meeting Tuesday August 6th. 6:00.