CAPITAL CAMPAIGN REPORT: IMMEDIATE PHASE
Campaign Duration: 2 Years (May 8, 2008 - May 31, 2010)
Reporting Period: May 7, 2008 to October 9, 2009
FUNDRAISING PRIORITIES
Overall Campaign Goals
Pledges Made
Gifts Received
TOTAL GIFTS & PLEDGES
REMAINING TO GOAL
MAIN
BUILDING
$
4,500,000
$
370,778
$
2,017,484
$
2,388,262
$
2,111,738
SCHOLARSHIPS
& ANNUAL
FUND
$ 5,000,000
$
471,642
$
2,806,661
$
3,278,303
$
1,721,697
PROGRAMS
OF IMPACT
$
1,000,000
$
13,500,000
$
$
390,891
$
390,891
$
2,609,109
$
-
$
842,420
$
-
$
5,215,036
$
$
1,000,000
$
6,057,456
$
7,442,544
*Gifts from the Scholarship & Annual Fund Category that can be used for internal budget-relieving measures.
Giving Dates
Alumni
(CC) - 5/7/2008 to 9/30/2009
(FY09) - 6/1/2008 to
5/31/2009
(FY10) - 6/1/2009 to
9/30/2009
9%
8%
1%
TOTALS
$
3,000,000
2009-2010 BUDGET-RELIEVING* REPORT (June 1, 2009 - May 31, 2010)
Scholarships
Annual Fund
Totals
09-10 Budget Relieving
$
$
$
500,000
Goals
1,200,000
1,700,000
Gifts of Cash Raised to
$
$
$
39,826
Date
167,548
207,374
Funds Needed To Impact
$
$
$
460,174
Budget
1,032,452
1,492,626
ALUMNI GIVING
PERCENTAGES*
NCHEMA
*Alumni constituent giving are based upon total
number of alumni with confirmed addresses living
in the USA (22,593)
Process for Selection of OLLU Board Chair
October 29, 2009
Criteria for Selection:
a. Must ascribe to and actively support OLLU’s mission, vision, values and Catholic
identity and be a good example of the attributes listed in the “Board Profile”;
b. Must have served a minimum of three (3) years on the Board;
c. Must have a record of consistent and active participation on board committees and
attendance at board meetings;
d. Must have availability to serve as Board Chair for a minimum of three (3) years
(maximum 9 years) and flexibility in professional and personal obligations to meet time
requirements of the position;
e. Must agree to serve as Chair Designate for 12 months prior to service as Chair and as
Immediate Past Chair for a minimum of three (3) years after service as Chair (with both
assignments/positions carrying ex officio membership on the Executive Committee).
Steps in the process:
1. The Chair of the Members of the Corporation launches the search with an announcement to the
full board at least 18 months in advance of the effective date. This process is repeated every
three (3) years.
2. Within one (1) month of this announcement:
a. The Board Chair names a Nominating Committee.
b. Trustees may submit up to three (3) nominees to the Immediate Past Chair.
3. The Immediate Past Chair chairs the Nominating Committee which shall include up to six (6)
other Board members as follows: another non-CDP member of the Executive Committee, the
Superior General, another CDP Board member, and up to three (3) other Trustees.
4. The Nominating Committee selects up to five (5) nominees for interviews.
5. The Nominating Committee interviews the nominees and makes its recommendation to the full
Board for endorsement. This shall occur in an executive session of a regular Board meeting to
be held no later than the meeting prior to the annual May meeting.
6. After receiving the Board’s endorsement of the nominee, the Chair of the Members, in
consultation with the Members of the Corporation, makes the appointment. The formalization
is made no later than the May annual meeting of the Board twelve (12) months prior to the
effective date.
7. The appointee then serves twelve (12) months as Chair Designate.
Our Lady of the Lake University
Regular Meeting of the Board of Trustees
Mission Statement
The mission of Our Lady of the Lake University, an independent, Catholic institution sponsored by the
Congregation of Divine Providence, is:
To provide excellent teaching through traditional and innovative educational programs;
To develop its diverse, intercultural student bodies in Christian, person-centered learning
communities; and
To graduate individuals who are competent and committed to service.
AGENDA (Tab 1)
October 29, 2009
Providence Blue Room
10:00 a.m. to 12:30 p.m.
10:00 - 10:01 a.m.
1.
Call meeting to order – Michael Edelmann, Chair
10:01 - 10:02 a.m.
2.
Invocation – Sr. Jane Ann Slater
10:02 - 10:07 a.m.
3.
Undergraduate Research Presentation: Joaquin Lopez,
McNair Scholar
10:07 - 10:10 a.m. 4.
Approval of Minutes of September 24, 2009 meeting – Mike
Edelmann
(Tab 2)
10:10 - 10:20 a.m.
5.
Key Points from Board Committee meetings in a.m. –
Committee Chairs
(Minutes from previous meetings in Tab 3)
10:20 – 11:20 a.m.
6.
Discussion Items (Tab 4)
6.1 Enrollment Report and Budget Implications – Sr. Imelda
Gonzalez
6.2 Master Facilities Plan – David Estes
6.3 Trustee Candidate Attributes – Mike Edelmann
6.4 Board Chair Selection – Sr. Jane Ann Slater
11:20 - 11:35 a.m. 7.
Questions on Reports (Tabs 5, 6 and 7)
7.1 President’s Report
7.2 Executive Vice President’s Report
7.3 Capital Campaign Report
7.4 Control Metrics Dashboard
7.5 Metrics for University Priorities 2009-2010
7.6 Alumni
7.7 Faculty Assembly
7.8 Staff Advisory
7.9 Student Government Association
11:35 – 11:45 a.m.
8.
Complete Trustee Disclosure Form for IRS Form 990
11:45 – 11:50 a.m.
9.
Key Dates (Tab 8)
11:50 - 12:00 p.m.
10.
Plus/Delta
12:00 p.m.
Adjourn Business Meeting
11.
12:00 – 12:30 p.m.
12.
Trustee Executive Session
12:30 – 1:30 p.m.
13.
Lunch Presentation: Institutional Advancement Organization
Finance Committee - 2
2009 - 2010 Adjusted Budget
Adjusted
2009-10 Budget
Revenues
Tuition
39,056,112
Fees
1,059,525
Federal grants and contracts
150,206
Gifts - Unrestricted
500,000
Endowment Distribution
759,927
Income from funds held in trust
1,317,857
Sales and services of education
461,105
Sales and services of auxiliary
2,385,855
Other Revenue
219,500
Total Revenues
45,910,087
Expenditures and Transfers:
Education and general:
Instruction
11,858,548
Academic support
3,298,504
Student services
6,022,144
Institutional support
8,022,995
Operation and maintenance
5,458,372
Student financial aid
12,895,165
Total Expenditures
Mandatory transfers out
47,555,728
786,939
NonMandatory transfers in
(474,408)
NonMandatory Transfers In - Scholarships
(1,200,000)
Transfer from Board Designated Funds
(2,613,777)
NonMandatory transfers out
Transfer-Plant Fund
920,562
Total Transfers
0
(2,580,684)
Total Expenditures and Transfers
44,975,044
Auxiliary Enterprises Expenditures
935,043
Total Expenditures and Transfers
45,910,087
Budgeted Addition to Net Assets
Total Expenditures and Budgeted Addition to Net Assets
Net increase (decrease) in Fund Balance
0
45,910,087
0
Academic Affairs, Student Life, Mission and Ministry Committee
Board of Trustees
Our Lady of the Lake University
May 28, 2009
SEAS Library Community Room
Meeting Summary (DRAFT)
Present: Paul Olivier (Chair), Sr. Jane Ann Slater, Sr. Madonna Sangalli, Sr. Pearl Ceasar
Absent: Yolanda Molina, Jennita Poston, Roy Terracina, Ruth Pina, Mitch Meyer
Representatives and Guests: Tessa Martinez Pollack, Helen J. Streubert, Gloria Urrabazo, Jack Hank,
Jerrie Jackson, Anne Gomez
Reflective Presentation: Gloria Urrabazo presented Antoinette Winstead’s production of the university’s
history and mission statement narrated by Jo Ann Winstead. The production also featured personal
reflections from OLLU students. Part II will be a Catholic Road Piece featuring mission, education, core
values, faith, providence, heritage, charism and Catholic identity.
Paul Olivier called the meeting to order at 9:05 a.m.
The summary from the January 29, 2009 meeting was reviewed and accepted.
Student Life – Jack Hank presented updates. Mr. Hank reported that students provided feedback about
the Alamo Architect’s Master Plan. Mary Scotka is in the process of putting all university events and
dates together in a fall/spring calendar. This year there were 337 students eligible to participate in
graduation, 285 walked. Next year’s graduation will be held at Municipal Auditorium and Harry Freeman
Coliseum will host the May and December 2010 graduations. Effective this fall, a policy change
mandates that all academic requirements must be completed to walk across the stage.
Residence Hall Update: There are 530 beds with 300 students returning this year vs. 240 from last year.
This indicates an improvement in the retention rate. 70-80% of the athletes will live on campus. Student
surveys revealed improved student satisfaction with such amenities as the free laundry facilities. The
popular Cyber Café will reopen in the fall.
Athletic Update: OLLU has been accepted into the Red River Conference. Marketing and
Communications is working on new branding for the athletic teams which will be displayed on products
carried by the bookstore. Requests for facility upgrades were forwarded to physical plant and a new
design for the gym floor was presented.
There are 105 certified student athletes. All coaches have been hired. They are actively engaged in
recruiting new students and will be responsible for tracking retention. This past year, we saw increased
retention rates in volley ball.
The number of certified soccer players has increased from 32-42 students. Two out of three soccer
players are on scholarship and 60% of the athletes receive some kind of athletic scholarship. A 2.0 GPA is
required to remain in the athletic program.
SACS Accreditation – Helen Streubert provided a presentation on accreditation. The compliance report
is submitted 18 months before the Quality Enhancement Plan (QEP). The compliance report and the QEP
are reviewed by peers.
Change in WEC scheduling: The Committee was provided with information which was used to move
weekend college scheduling from 7 to 8 weeks. Emphasis is on meeting student needs in scheduling
areas and standardizing the WEC schedule. Two modes of delivery will be used in the fall: Fast track, an
8-week continuous commitment which is then repeated for another 8 weeks and the traditional format
that meets every other weekend.
Faculty Handbook: Dr. Streubert reviewed information related to the Handbook revision. The deadline
for faculty input was March 1. This deadline was extended to provide additional input. The faculty have
established a log to collect comments. The major issues identified by the faculty include: a change in
summer compensation, phased retirement, promotion and tenure, sabbaticals and discrimination
language.
Financial Aid: Federal regulations said that OLLU can determine what constitutes a full time credit load.
Financial Aid had to change the institutional definition for graduate students to reflect a half-time credit
load.
Retention: Dr. Streubert reported that 53% of freshmen students progressed to their sophomore year
last year with an overall retention rate of 59%.
Announcements: Dr. Francine Danis will be the director for the writing lab. An online tutoring program
will be activated this fall and faculty are working on a more defined four-year course plan for all
undergraduate students. OLLU is moving to a 120 credit requirement for a degree wherever possible to
remain competitive with the state institutions.
The meeting was adjourned at 10:55 a.m.
Respectfully submitted,
Barbara F. Naecker
Our Lady of the Lake University
Audit Committee of the Board of Trustees
Wednesday, September 23, 2009
10:00 a.m.
Providence West Social Room
Present: Bruce Flohr, Chairperson, Mike Edelmann, Sr. Imelda Gonzalez
Absent:
Guests/Representatives: Randy Vogel and Mary Hoffman of BKD, LLP; Tessa Pollack, David
Estes, Allen R. Klaus, Ann DeBarros, Blaise Bender, Faculty Representative; Quintress Hollis,
Karen Reed, and Luis Rodriguez.
Recording Secretary: Luis Rodriguez
The meeting was called to order at 10:05 a.m.
1.
Item: Presentation of Draft Financial Audit Report
Discussion: The audit report was presented in draft form, has an unqualified opinion, and is
dated September 9, 2009. There was one significant change noted in the financial statement; a
reduction in investments of $7,000,000 of unrealized and realized losses due to general market
declines. Consequently this caused a reduction of the same amount in net assets. There was
no further decline in investments as of the date of the audit report. There were no significant
deficiencies or material weaknesses in financial reporting.
2.
Item: Presentation of Draft Single Audit Report
Discussion: The audit report was presented in draft form, has an unqualified opinion, and is
dated September 9, 2009. One instance of a questioned cost in financial aid was noted. A
student was not eligible for any further financial aid but was still required to fill out a FAASA but
did not. There were two deficiencies in the Federal Pell Grant program. In the input process,
the date and costs of the awards were off by a couple of days and $7. In the Perkins Loan
program, there is a requirement that an attempt at an exit interview be documented. There was
no evidence of an exit interview request found for several instances of students in the
repayment phase or in default who may have left the University years ago. The University did
not qualify as a low risk auditee this year but due to no material weaknesses found during this
audit, the University will be considered a low risk auditee at the next review.
3.
Item: Other Matters
Discussion: While some control deficiencies were noted, none were considered material
weaknesses or significant deficiencies.
The auditors were given the opportunity to meet with the committee members only and deemed
it not necessary.
A motion was made and approved to accept the draft audit reports as presented.
4.
Item: IRS Form 990
Discussion: It was emphasized that all board members review the Form 990 prior to filing.
No other business was presented.
The meeting was adjourned at 11:20 am.
Respectfully submitted,
Luis Rodriguez
Our Lady of the Lake University
Finance and Planning Committee of the Board of Trustees
Thursday, May 28, 2009
9:00 a.m.
International Folk Culture Center
Present: Sr. Imelda Gonzalez, Chairperson, Mike Edelmann, Ed Cross, Scott Mullen, Tessa
Pollack, and Allen R. Klaus.
Absent: Bruce Flohr, Jim Shelley
Guests/Representatives: David Estes, Mike Acosta, Blaise Bender and John Swiger, Faculty
Representatives; Carmen Sauceda, Staff Representative; Ann DeBarros, Karen Reed, Luis
Rodriguez.
Recording Secretary: Luis Rodriguez
The meeting was called to order at 9:00 a.m. Sr. Imelda gave the opening prayer.
1.
Item: Minutes from the meeting on March 14, 2009.
Discussion: The minutes of the meeting were approved as presented.
2.
Item: Enrollment Update
Discussion: Mike Acosta explained the recruiting function was absorbed from the Weekend
College into Enrollment Management. This realignment has provided efficiencies by allowing
recruiters to be cross-trained for both traditional and weekend college programs. He indicated
they have seen improvement from the economy and new initiatives. He reported an increase in
traditional and weekend college graduate applications over last year and an increasingly higher
number of qualified freshmen admitted students. Higher SAT scores are resulting in a stronger
freshmen class. He described the main difference in the financial aid packaging strategy from
previous years is that we are providing specific packages according to each student’s eligibility
and that this is resulting in a higher number of admitted students. He discussed new student
registration dates, walk-in registration, and phone registration.
Mike Acosta distributed a day-to-day comparison of enrollment. He and Allen Klaus explained
the goals are the same as the enrollment projections used for the tuition base for the 2009-2010
budget.
The committee discussed the importance of clearly establishing the goals and projections
compared to actual. Mike Acosta indicated he felt comfortable where we are at this point
compared to the projection.
3.
Item: 2008-09 Budget
Discussion: Allen Klaus explained to the committee one revenue source not reflected in the
tuition category is Tri III. He also informed members that departments were polled regarding
their current spending levels, and departments indicated they would spend out their budgets
(with the exception of those listed in the savings category on the projected year end budget.)
He reported the Kenedy trust received a higher distribution than anticipated which also included
a one-time bonus payment. Allen Klaus spoke with the Kenedy Trust trustee regarding the
2009-10 distribution and their opinion remains the same with regards to the projection of
distributions as previously reported and as used in the 2009-10 budget.
Allen Klaus discussed in detail the one-time possible savings and reported that should all
savings and tuition revenue be as expected, the University will have a possible net revenue.
4.
Item: 2009-10 Budget
Discussion: Allen Klaus presented two proposed budget scenarios both including the
previously approved 3% tuition increase and the first scenario with 0% for all salary components
and the second scenario with a 2% salary increase, equalizations, and merit. He explained the
revenue and expenditure adjustments to the projected year end budget. Significant items in the
proposed scenarios are:




The amount in the tuition adjustment column (appx. $1.6 million) is the difference
between the 2008-09 year end projection and the 2009-10 enrollment projection
annualized and priced at the 2008-09 rates. The tuition revenue resulting from the 3%
increase is approximately $1.2 million.
Income from funds held in trust, the Kenedy trust, estimate from the trustee is the same
as previously reported and is based upon the prices of natural gas and crude oil. Allen
Klaus suggested he thought this amount is low but the trustee, John Robb, believes the
estimate is accurate.
Full-Time faculty salaries will increase due to the additional faculty in areas such as
Jersig, Psychology, and Criminal Justice.
There is $1.2 million in budget relieving dollars that will be raised and used to off-set
university funded financial aid in the NonMandatory Transfers In-Scholarships category.
Tessa Pollack reported that part of the AT&T gift may apply, but the $1.2 million are
restricted scholarship dollars that will be raised in 2009-2010.
The committee discussed the Budgeted Addition to Net Assets category. Allen Klaus explained
that it is important in fund accounting to show progressive growth from year to year. The
balance at the end of May, 2008 was $6.6 million and is separate from the endowment. He
reported that in the Plant fund, once we pay for the campus master plan and the traffic study,
there is no free cash available. We could transfer funds from the $6.6 million into the Plant
Fund. Scott Mullen asked if there has been any rationalization as to what the Fund Balance
should be. The discussion has not yet taken place.
After discussion, Bruce Flohr made a motion to accept the proposed tentative budget which
included the 2% salary increase, faculty and staff equalizations, and faculty and staff merit pay,
with an adjustment to balance the budget using the Budgeted Addition to Net Assets category.
All members were in favor. The motion carried.
5.
Item: Staff Merit Plan
Discussion: A Staff Merit Plan Program was proposed to the committee for consideration. Allen
Klaus explained that all staff receive an across the board increase but that there is currently no
method of rewarding staff that provide exceptional service. After discussion, Mike Edelmann
made a motion to approve the plan with the addition of exceeding individual goals as a
requirement. All members agreed. The motion carried.
6.
Item: New Markets Tax Credit
Discussion: Allen Klaus presented a summary of a New Markets Tax Credit transaction and
how it would apply to the Main Building project. The University would have to form a whollyowned subsidiary corporation and transfer the Main Building to the subsidiary. In order to do
this, the University would need the Board and Members of the Corporation to authorize the
transfer of the building. In the example provided, the tax credit available to an investor would be
approximately $7 million. The University would benefit by approximately $2.5 million. Ed Cross
volunteered to further investigate from a trustee’s point of view this type of transaction with Allen
Klaus because of the complexity of the transaction.
The committee discussed issues such as the timeline of the transaction, university financial
exposure, critical seven year period after project, requirements of a new subsidiary corporation,
and the benefit to the community from the project. The benefit to the community is that the low
income area will have better educational facilities, and the community development entity will
have approximately $2 million to help it accomplish its intended purposes. Sister Imelda stated
there would be further discussion at the next meeting on this topic and asked Allen Klaus to
prepare a resolution for the committee to consider.
7.
Other Business
Discussion: Allen Klaus provided a report on the endowment balance. The current balance of
the endowment through May 9, 2009, was approximately $20.1 million compared to
approximately $29 million in May, 2008.
The committee discussed the items to be on the May 28, 2009, agenda will include: University
priorities, approval of the budget, New Markets Tax Credit, and the timing issue for salaries as
brought up by Scott Mullen.
The meeting was adjourned at approximately 11:50 a.m.
Respectfully submitted,
Karen N. Reed
Our Lady of the Lake University
Finance and Planning Committee of the Board of Trustees
Thursday, September 3, 2009
10:00 a.m.
Providence East Social Room
Present: Sr. Imelda Gonzalez, Chairperson, Bruce Flohr, Mike Edelmann, Ed Cross, Scott
Mullen, Tessa Pollack, and Allen R. Klaus.
Absent: Jim Shelley
Guests/Representatives: David Estes, Mike Acosta, Blaise Bender, Faculty Representative;
Elissa McClain, Staff Representative; Ann DeBarros, Karen Reed, Luis Rodriguez, Susan
Schleicher.
Recording Secretary: Luis Rodriguez
The meeting was called to order at 10:00 a.m. Sr. Imelda gave the opening prayer.
1.
Item: Minutes from the meeting on May 28, 2009.
Discussion: The minutes of the meeting were approved with the correction of one grammatical
error.
2. Item: Enrollment Update
Discussion: Mike Acosta stated that compared to last year; a 2.2% growth in enrollment from
last fall is anticipated. There is currently a 93% occupancy in the dorms with 25% of those
students being athletes. The number of new students registered is up 16% over last year with
the number of new freshmen down 18% from last year. Mike Acosta explained the differences
between enrolled students and confirmed students. As of 9:25 a.m. there were 2,644 confirmed
students.
Ed Cross requested an electronic update of the enrollment as of census date. Questions were
raised as to the impact of the enrollment on the budget. Allen Klaus responded by stating that
a definite answer would not be available until the census is finalized, but he speculated an
approximate shortfall of $700,000 for the fall term if the enrollment is approximately 2,700. The
budget was built on an enrollment projection of 2,797 so anything less than that will result in a
decrease of anticipated tuition dollars. A question was raised as to the reasoning of basing a
budget on an enrollment goal as opposed to the prior year’s actual enrollment. Mike Edelmann
stated the committee has discussed this in the past and decided to continue to base the budget
on the enrollment goal.
Bruce Flohr expressed his concern for the 18% decline in the traditional freshmen class and
requested a report at the next meeting from Mike Acosta on what measures are being taken to
recruit this particular group in decline for the next academic year.
3.
Item: 2009-2010 Budget
Discussion: Allen Klaus briefed the committee on the financial report as of May 31, 2009 and
reported that the fiscal year ended with a positive $61,000 after $500,000 was moved to the
Plant Fund as directed by the committee at the previous meeting. Sister Imelda reiterated that
the Plant Fund does not have any source of funds other than what is moved from Operating. Ed
Cross suggested establishing a plant maintenance plan as a regular budgetary item to make the
distinction between ordinary maintenance and capital. Allen Klaus reported the tuition for
summer sessions is approximately break-even.
4.
Item: New Market Tax Credit Update
Discussion: Allen Klaus briefed the committee on the two proposals received from Capital
One and Chase Bank, both acting as investors to purchase the tax credits. The Chase proposal
appears to be more feasible at this time.
Bruce Flohr moved to recommend to the Board of Trustees that Capital One be added to the
official list of bank accounts for the University in the event the University decided to move
forward with the Tax Credit project. Additionally, adding First National Bank to the list of bank
accounts as well. All members in favor of said motion. Motion carried.
Allen Klaus informed the committee that the university would enter into temporary loans in
accordance with the new market tax credit requirements. The timing of the closing would be
towards the end of October.
5.
Item: Investment Committee Report
Discussion: Mike Edelmann briefed the committee on the last Investment Advisory Committee
held on August 13th. Mike Edelmann stated that the Quantitative Group reported $20 million in
managed funds along with the Exxon stock the endowment totaled approximately $22 million.
Currently the equity to fixed and cash is about 60/40 and the goal is to remain around that
number until the committee meets again in November.
The committee provided the
framework of a new investment mix. With increased allocations to fixed, small, medium, and
international.
6.
Item: Other Business
Discussion: The committee discussed the items to be on the October 29, 2009 agenda will
include: enrollment report to include freshmen recruiting process, finalization of the budget
based on the census, update on the Campus Master Plan, update from David Estes on
University planning and future meetings.
7.
Item: Calendar
Discussion: The Committee unanimously agreed to meet by conference call on September 23rd
to review the budget. Sr. Imelda reminded the committee of the Board retreat scheduled on
September 24th.
The meeting was adjourned at approximately 11:25 a.m.
Respectfully submitted,
Karen Reed
Our Lady of the Lake University
Finance and Planning Committee of the Board of Trustees
Wednesday, September 23, 2009
9:00 a.m.
Moye 106
Present: Sr. Imelda Gonzalez, Chairperson, Mike Edelmann, Bruce Flohr, Ed Cross, Scott
Mullen, Tessa Pollack, and Allen R. Klaus.
Absent: Jim Shelley
Guests/Representatives: David Estes, Mike Acosta, John Swiger, Faculty Representative; Ann
DeBarros, Karen Reed, Luis Rodriguez, Susan Schleicher.
Recording Secretary: Luis Rodriguez
The meeting was called to order at 9:00 a.m. Sr. Imelda gave the opening prayer.
1.
Item: Minutes from the meeting on September 3, 2009.
Discussion: The minutes of the meeting were approved as presented.
2. Item: Tuition Impact on 2009-10 Budget
Discussion: The committee discussed the anticipated shortfall of $986,405 for the fall semester.
This would result in approximately a $2.1 million shortfall for the year. The question was raised
whether financial aid would be less since tuition revenue was lower than anticipated. Allen
Klaus indicated that we wouldn’t know for sure till the end of October. There is a potential one
time savings of $565,847 to $765,847 which could have a positive impact on the budget
shortfall. The next distribution from the Kenedy trust could be critical to indicate what further
distributions may be. Presently gas prices are lower than on what revenue projections were
based on by the trustees. David Estes reported the university received notification that it was
awarded $2.5 million in Title V funds to be used in science and some capital expenditures.
Some of these funds could also provide some relief for the budget shortfall. It was decided to
wait until October meeting to bring a more definitive budget to the committee.
3. Item: Enrollment Report
Discussion: Traditional freshman enrolled was below projection but transfer students made up
some of the shortfall. Concern was expressed in the fact that freshman applications were down
40% from the prior year. The decrease is partially due to a shift in the quality of the freshman
applicant. We now have a more stable class of students that we have had in the past.
Retention was below projection and accounted for the bulk of the shortfall. We did however
manage to keep 59% of last year’s freshmen class. It was discussed that due to the way a
student is classified, i.e. traditional or weekend college, does impact the end result. Credit
hours generated would indicate a more accurate way to determine the mix of students. This
year, total credit hours generated is 2% more than last year. The question arose whether we
should consider a different way of formulating the budget. It was indicated that a different way
of budgeting would be best.
4. Item: University Planning Update
Discussion: The UPBC has begun its work already and will meet again on the second Friday
of October. The committee will begin looking at the market studies reports for new programs.
The meeting was adjourned at 9:55 a.m.
Respectfully submitted,
Luis Rodriguez
Unapproved Minutes
Institutional Advancement & Board Development Committee of the Board of Trustees
Thursday, May 28, 2009
9:15 a.m. – 10:20 a.m.
Library 104
Present: Mike Edelmann, Rev. Robert Jemerson, Martha Landsman, Tessa Martinez-Pollack, Cal
Michelson, Peggy Prather, Ted Terrazas and Sr. Charlene Wedelich, CDP,
Absent: Lisa Andrade, Michele Hoskins, Cynthia Rocha, and Jose Sena
Representatives/Guests: Staff Advisory Council Representative Sandy Cordova, Executive
Assistant to the President Susan Schleicher, Vice President for Marketing & Communications
Dan Yoxall, Gonser Gerber Tinker Stuhr Consultants Sal Polizzotto and Jason McNeil
Recording Secretary: Alex Garcia
The meeting was called to order by Cal Michelson at 9:19 a.m. and was followed by a prayer
from Rev. Robert Jemerson.
The minutes from the January 29, 2009 IA and Board Development committee were approved
1. Item: Scope of Work by Capital Campaign Consultants
Discussion: Sal Polizzotto and Jason McNeil with Gonser Gerber Tinker Stuhr (GGTS), gave an
overview of the scope of work they will be conducting to include capital campaign readiness
and implementation, conducting a strategic direction for the institutional advancement team
and the search for the new Vice President for Institutional Advancement.
2. Item: Communications and Marketing Update
Discussion: C&M’s current recruitment materials focus on the compelling stories of
undergraduate and graduate students. Examples were presented reflecting OLLU’s increased
visibility in the media and how C&M activities helped OLLU to increase summer enrollment by
33% over summer, 2008.
3. Item: Trustee Appeal of the Annual Fund
Discussion: About 86 percent of the Board’s goal for the Trustee Appeal of the Annual Fund of
$100,000 by May 31, 2009 has been committed. Starting with fiscal year 2009-2010, Trustees
will be asked to make a consolidated Annual Fund and Capital Campaign gift. Discussion
ensued regarding the importance of 100% participation in Trustee giving.
5. Item: Search for Vice President for Institutional Advancement
Discussion: GGTS is conducting the search and to-date approximately thirty applications for
VPIA have been received. The OLLU search committee will meet on June 2 to select three to
four candidates who will be invited to campus for interviews. Interviewers will include faculty,
staff, students, alumni, and Trustees. Plans are to have the new VPIA in place on or before
September 1, 2009.
6. Item: Trustee Development
Discussion: Three outgoing Trustees were recognized and seven Trustees are recommended for
renewal of membership to the Board.
The next scheduled meeting of the Committee is Thursday, October 29, 2009 from 9:45 a.m. to
11:30 a.m. in the Sueltenfuss Library, Room 104.
The meeting was adjourned at 10:20 a.m. by Cal Michelson.
Respectfully submitted,
Alex Garcia
Our Lady of the Lake University
Investment Committee of the Board of Trustees
Thursday, August 13, 2009
9:30 a.m.
Library Community Room
Present: Roy Terracina, Chairperson, Mike Edelmann, Sr. Madonna Sangalli, Charley Weaver,
and John Whitehurst
Absent: Ray Hannigan and Michelle Hoskins
Guests/Representatives: Maurie and Ron Kern of The Quantitative Group LP; Tessa Pollack,
Allen R. Klaus, Ann DeBarros, Blaise Bender, Faculty Representative; Karen Reed, and Luis
Rodriguez.
Recording Secretary: Luis Rodriguez
The meeting was called to order at 9:30 a.m.
Sr. Madonna gave the opening prayer.
1.
Item:
Minutes from the October 10, 2008 meeting.
Discussion:
The minutes of the meeting were approved as presented.
2.
The Quantitative Group
Item:
Discussion: Ron Kern presented a market recap, a portfolio review and an update on the
University’s investment portfolio, which included the results of the managed funds for the
second quarter of 2009. Ron indicated that the market is better than it has been since last year
especially in the second quarter of 2009. The total value of the managed funds at the end of
June was $18,583,170. As of July 31st, the portfolio value was $19,657,327. The current mix of
the portfolio as of June 30th was approximately 60% equities and 40% bonds and cash. General
discussion followed as to whether the university should change the mix of the portfolio.
A motion was made and approved:



To move 3% from the equity portfolio, without Thornburg International, to the
fixed income portfolio.
To move 2% of the new equity total, including Thornburg International, to
Thornburg International. Deduct the 2% total from Estabrook, Century & McKee
in equal amounts.
Move an additional 2% of the new equity total, including Thornburg International,
to Thornburg International in three months but call the Investment Committee
Chairperson before doing this.


3.
Move 5% of the equity portfolio, including Thornburg International, to two new
mutual funds in equal amounts.
Additionally, the Investment Committee Chairperson is to approve the final
calculations for the changes before they are made.
Item:
Future Meetings
Discussion: It was decided the committee will meet quarterly with every other meeting a
conference call. The next meeting will be a conference call on Thursday November 12th, 2009
at 9:00 A.M.
No other business was presented.
The meeting was adjourned at 10:35 am.
Respectfully submitted,
Luis Rodriguez
Below is the special events schedule of the annual plan to reengage and engage our Alumni in OLLU
activities. Details regarding outcomes will be reported in upcoming board meetings.
2009/10 Alumni Event Calendar:
MONTH
SEPTEMBER 09
OCTOBER 09
ACTION
RESPONSIBLE PARTY
Asia/Debora/AEC

Planning for Mixer in Oct and Nov
6th/Alumni Weekend

Planning for Mixer in Oct and Nov
6th/Alumni Weekend
Mixer in Houston- Date Oct 7, film
Alum interviews, create SWAG
packages for Alums, provide info on
Campaign
Nov 4th- Tailgate for
Nov 6th- Builders of Our Future/ Nov
6, 7 & 8 -Alumni Weekend
Planning for mixer in
January/Tamale Fest
Commencement Dec 13
Mixer in San Antonio- Date TBD
Planning for mixer in
February/Tamale Fest
January 22 in Houston for SpeedNetworking Event.
Asia/Debora

NOVEMBER 09


DECEMBER 09

JANUARY 10




Asia/Debora/AEC/SAO/LA
Asia/Debora/AEC
Asia/Debora/AEC/SAO/LA
FEBRUARY 10


Mixer in El Paso- Date TBD
Planning for mixer in March/Tamale
Fest
Asia/Debora/AEC/SAO/LA
MARCH 10




Mixer in Dallas- Date TBD
Planning for Tamale Fest
Tamale-Fest- April 17th
Planning for May Mixer,
Commencement
Mixer in San Antonio- Date TBD
Commencement- May 9th
Pre-Planning for all fall events
Asia/Debora/ AEC/SAO/LA
APRIL 10
MAY 10
JUNE 10



****Fall tailgate parties sponsored by AEC and SAO- dates TBD
Asia/Debora/AEC/SAO/LA
Asia/Debora/ AEC/SAO/LA
Asia/Debora/AEC/SAO/LA
****Thru social media we have the ability to keep Alums posted on activities happening at the Lake and
invite them to everything- so they will have ample opportunity to attend events on campus. We should
always be aware of what we can do at any event to promote and celebrate Alums.
CONSTITUENCY REPORT
Board of Trustees Meeting of October 29, 2009
Submitted by
Joan L. Biever, General Secretary of the Faculty Assembly, Faculty Representative
I.
Faculty Assembly Activities
A. The Academic Affairs Committee has completed work on a resolution regarding the Student
Academic Grievance Procedures. The resolution has been discussed at two meetings and will be
put to a vote at the October 28 meeting of the Faculty Assembly.
B. The Faculty Welfare Committee is collaborating with the Academic Council on policy revisions
for the Faculty Handbook. Work groups under the joint leadership of a faculty member of the
FWC and a member of the Academic Council have been formed to address:
1. Promotion and Tenure
2. Five Year Tenure Review
3. Role of Provisional Faculty
4. Faculty Evaluation
5. Grievance Procedures
C. Shared Governance Workgroup: Faculty Assembly officers Biever, Danis, and Phillips are working
with VPAA Streubert and Dean Bisking on revising our statement on shared governance.
D. The Faculty Assembly Bylaws Task Force will be meeting with the Shared Governance workgroup
in November to discuss how to coordinate the work of the two groups.
II.
Faculty Concerns
Faculty members appreciate the increased collaboration on the issues identified by the Faculty
Welfare Committee.
The decision to decrease the compensation for faculty who teach in the summer term remains a
concern for faculty who teach in 12 month programs. Many senior faculty members have decided
not to accept a reduced salary, which will make it difficult to staff required courses in the summer
term. It is likely that sections of required courses will need to be moved to the fall and spring terms,
further straining resources during those terms. It is still not clear why faculty members who teach in
summer are the only University employees who are being asked to accept salary reductions,
especially as the revenue for 2009 summer term was $200,000 over budget. Setting target ratios for
instructional costs to revenue generated per program and then collaborating with programs to meet
the targets would be an approach to control summer term costs that would be more acceptable to
faculty members.
Faculty members are concerned that enrollment continues to fall short of expectations.
Faculty members remain concerned about the unilateral decision to increase the number of course
meetings in WEC counter to a Faculty Assembly resolution stating otherwise.
CONSTITUENCY REPORT
Board of Trustees Meeting of October 29, 2009
Submitted by
Carlos Gonzalez, Constituency Representative
I. Leadership Priorities for 2009 : The Student Government Association has been working
hard this year to increase our effectiveness and visibility on campus. We have linked to the
Leadership Priorities in the following ways:
The Student Government Association has been working since the Spring of 2009 to improve
involvement of the student organizations on campus. This included various discussions with the
Recognized Student Organizations (RSOs) at a number of meetings and gathering input on
what SGA can do to improve levels of involvement in the organizations and their programs. Out
of these discussions we have had a Student Organization Conference that involved various
student organizations and leaders sharing and learning from one another on topics such as;
running an effective and productive student organization in order to give better quality events to
our university community. We also plan to have a Student Organization Transition Workshop in
April to assist organizations with training new officers and members. SGA hopes that these
types of initiatives will help other students by inviting them to become involved and learn outside
of the classroom alongside of their peers and aid in student satisfaction & retention.
SGA also held two open forums for the students of OLLU to voice concerns to administration
that had good turn out and some good discussion. Particularly new this year was our Weekend
College Townhall Meeting event that was held during a Saturday lunch hour and brought in nontraditional students and graduate students that shared their concerns on academic, technology,
and communication issues. This is another step that SGA has taken in order to provide better
feedback to administration that is truly representative of our student body.
(Goal 2)
II. For Board Consideration:
In speaking with key university administrators SGA has made it a priority this year to seek better
ways of communication between departments and students. This has been a major student
concern and one that brings many headaches and heartaches to both students and staff.
Throughout the year SGA will be working with various departments to propose new ways of
communication to reach more students in effective manners. For instance; collaborations have
been made with Marketing and Communication on procedures for students to utilize Facebook
and Twitter to promote academic and social communication.
III. New Activities:
The Student Government Association has worked with the Office of Mission and Ministry to help
students really understand what the mission of the university is and provide feedback on the
current mission statement. This initiative was coordinated with the VP of Mission and Ministry,
Gloria Urrabazo, and is a step forward towards the revisiting of our mission statement for this
year. The discussion also involved the mission statements of other student organizations and
how they tie into the university mission.
IV. For Future Reports:
As student leaders on campus SGA team members have noticed something that is of concern
to us and should be of concern to university administration. Every year it seems the programs
and events that departments and offices hold have a bit less and less students attend or have
small student participation. Looking into the upcoming year the SGA team is challenging
themselves to rethink the way we do business and the venues through which we seek our
student input. We can see that there is a different type of mindset and attitude from students
that come in every year and that a generational change is occurring. We hope that from the
changes that we make we can see more involvement on behalf of students on campus and can
pass this knowledge along to others in the university in order to provide services to our students
that appeal to them and work for them.
Additionally SGA is working in collaboration with Students in Free Enterprise, Health
Occupations Students of America, and the office of Physical Plant to petition for money from the
Strategic Initiative Grants funded through the office of the Executive Vice President. These
funds would be used to implement a sustainable recycling program on campus that would
involve staff and student participation and expand the program. We hope that his initiative will
provide a green campus for faculty, staff, students, and our visitors.
CONSTITUENCY REPORT
Board of Trustees Meeting of October 29, 2009
Submitted by
Elissa McClain, Staff Advisory Council President
I. Leadership Priorities: Staff Advisory Council will be having its Annual Retreat on Monday,
October 19, 2009. Committee memberships will be assigned and plans for the upcoming year
will be discussed. Initiatives supporting the Leadership Priorities will be decided upon at the
retreat and information about them shared in the next constituency report.
II. For Board Consideration: The search for a new Chief Technology Officer (CTO) for the
university is underway. The committee is meeting about every two weeks and Mike Acosta is
chairing the search committee .Committee members are Ted Ahlberg, Loranel Graham,
Quintress Hollis, Judy Larson, Dave Lytle. The committee has received 200+ applications and is
in the process of narrowing down the applicant pool. They have about 20 applications ready for
review, and after the top prospects are identified, the committee will conduct telephone
interviews. Eventually two or three candidates will visit our campus for the community to meet.
The goal is to have a person hired by January 2010.
Darrell Glasscock, Director of Physical Plant has met with the Student Government Association
to discuss resuming recycling services on campus. Many staff members strongly support the
“Green” efforts and look forward to revamping the program. Mr. Glasscock and the SGA will
continue to meet to find a viable solution that provides for a sustainable project with well
planned logistics. The goal is to implement a plan that decreases current costs to the university.
Other universities have successfully implemented recycling programs, including the University
of Colorado at Boulder (http://recycling.colorado.edu/). These programs not only show that
success is possible, but they motivate a desire among students to assist their institution toward
becoming more cost-effective. OLLU needs to come up with a plan that fits those requirements,
but also needs to find a vendor that fits the university’s needs.
Mr. Glasscock also reported that Physical Plant has successfully completed several other
projects. The renovation of St Martin Hall Annex and the subsequent relocation of staff,
furniture, and equipment was large project that was done in a timely manner. This initiative
resulted in occupying empty spaces and creating viable, productive areas for staff to work.
Physical Plant also relocated a classroom and computer lab that was formerly housed in the
West wing of the main SMH. Another successful project was the work completed on the softball
field near Worden School; this was done in preparation for the women's softball team of 20
players to use during this inaugural season.
III. New Activities: Elissa McClain, the new Staff Advisory president plans to continue getting
Staff Advisory on-track for the year. One of her initiatives will be improving the communication
and visibility of the Council to staff. McClain also has on her agenda to setup a new website for
the Council which will facilitate distribution of meeting agendas, minutes and activities. The
website will also serve as a repository for important long-standing documents like the Council
bylaws. Another goal is to be able to accept staff suggestions, complaints, and other feedback
both online and on paper more efficiently.
McClain says she wants to energize the Staff Advisory Council committees, particularly the
Campus Security committee. In the past, that committee communicated safety tips and news to
staff. The goal is to create an open line of communication between the committee, campus
police and staff. This includes hearing about incidents and reporting incidents that they
observe. She visualizes a kind of “staff neighborhood watch” program, and will be soliciting
feedback on the idea at the next Council meeting.
In addition to internal improvements to the workings of the Council, she wants to start a series of
brown bag lunches for staff which could include speakers, training, and small social events.
Plans are in the works to bring back the popular Financial Planning seminar that was held last
semester, and possibly to have two new topics this time around. She also envisions improving
cooperation and coordination with the University’s Staff Organization, which has been active in
the past.
The Council plans to review the Staff Handbook and provide feedback to Human Resources as
they work on updates. Unlike the Faculty Handbook, the Staff Handbook has not been updated
yearly so there is a lot of material to cover.
Finally, she would like to have an “open” Council meeting each semester by extending an
invitation to all staff interested attending. This should increase the visibility of the Council and
serve as a reminder to staff that they have avenues to get issues heard.
IV. For Future Reports: The next report will be written by the newly elected Staff Constituency
Representative. Currently, the Staff Advisory Council electing committee has a list of
prospective nominees for this position, but has not yet narrowed down the list. After three willing
candidates are identified, an election will be held to choose the new representative. This will
occur before the next Board of Trustees meeting.
IV. Other: No other items to report.
OUR LADY OF THE LAKE UNIVERSITY
BOARD OF TRUSTEES
KEY DATES (October 29, 2009)
EXECUTIVE COMMITTEE MEETINGS
Date
Time
January 07, 2010
04:00 P.M. – 05:30 P.M.
March 04, 2010
04:00 P.M. – 05:30 P.M.
May 06, 2010
Location
Moye 106
Moye 106
04:00 P.M. – 05:30 P.M.
Moye 106
____________________________________________________________________
BOARD OF TRUSTEES MEETINGS
October 29, 2009*
10:00 A.M. – 01:30 P.M.
PWSR/Prov Blue Room
January 28, 2010
10:00 A.M. – 01:30 P.M.
PWSR/Prov Blue Room
March 25, 2010
10:00 A.M. – 01:30 P.M.
May 27, 2010
10:00 A.M. – 01:30 P.M.
Library Community Room
PWSR/Prov Blue Room
*Note: Board committees meet sometime between 08:00 A.M. and 09:45 A.M.
_____________________________________________________________________________
INSTITUTIONAL ADVANCEMENT & BOARD DEVELOPMENT COMMITTEE
October 29, 2009
TBD
Library Room 104
FINANCE AND PLANNING COMMITTEE
October 29, 2009
TBD
IFCC
“BUILDERS OF THE FUTURE” LUNCHEON
November 6, 2009
11:30 a.m. – 1:00 p.m.
Mall Area
CANDLELIGHT
December 5, 2009
05:30 P.M. – 09:00 P.M. Chapel Auditorium
_______________________________________________________________________
COMMENCEMENTS
December 12, 2009
11:00 A.M. - 12:00 P.M.
Municipal Auditorium
May 8, 2010
11:00 A.M. - 12:00 P.M.
Municipal Auditorium
Dec 11, 2010
11:00 A.M. – 12:00 P.M.
Municipal Auditorium
_______________________________________________________________________
Executive Vice President’s Report
Our Lady of the Lake University
Board of Trustees
October 29, 2009
Key New Hire
Dr. Nick Lockard has joined OLLU as assistant vice president for teaching and learning. His
responsibilities include oversight of academic support services as well as student learning outcomes
across the curriculum. He has served on numerous SACS on-site accreditation teams. Previously, Dr.
Lockard was dean of business at Texas Lutheran University.
Quality
The Department of Education has awarded OLLU $2.4 million over five years to promote science
education. Professor Robbie Kouri, chair of chemistry and physical sciences, will direct the grant.
Funding will be used to upgrade science labs and to hold summer camps for entering freshmen and
transfers who plan to major in biology or chemistry.
The Worden School of Social Service is being honored next month by the Council on Social Work
Education with its President’s Award. The citation notes both leadership in the profession and
commitment to social justice. Also, the National Association of Social Workers has named our own alum
Richard Garcia the Field Instructor of the Year. He received the Texas state-wide award this year as well.
He works with our students at Bexar County Juvenile Probation. These national awards recognize the
excellent education that social work faculty provide our students .
The year began with a full-day faculty workshop on measuring student learning outcomes and using
assessment data for program improvement. The consultant will return in November for follow-up
sessions with work groups.
The Faculty Assembly Shared Governance Task Group is meeting regularly to advance shared
governance processes. A combined meeting of the Faculty Assembly Bylaws Committee and the Shared
Governance Task Group will meet to advance the work of both of these groups. In addition to faculty
members, Drs. Streubert and Bisking serve on the joint group. Dr. Zeddie Bowen facilitated one of the
joint meetings while he was here in September for the board retreat.
Under the leadership of Dean Teresita Aguilar, a task force of faculty and staff has completed two
reports that survey our Mexican American resources and propose action steps for enhancing expertise
in line with the University’s vision. These provide a basis for determining key actions to be incorporated
into the University’s strategic plan.
We continue to automate processes in the student financial services area to improve customer service.
Improvements in Financial Aid have now allowed the Student Business Office to process loan payments
electronically, increasing efficiency and reducing errors. The Student Services Improvement Team
coordinates these projects as well as others.
Engagement
The new OLLU web site was launched in September as a key component of engaging potential students.
It features interviews with a variety of students, an interactive campus map, and current information
about all academic programs.
Academic support services have been expanded to include a writing center. Dr. Francine Danis,
professor of English, is its director. Tutors assist students with writing projects for courses across the
curriculum. The center provides a valuable service for students, especially since English is not the native
language for approximately one-third of them.
Student persistence data are being reviewed in all academic areas to assess our retention efforts.
Academic advising has been significantly upgraded this year in conjunction with priority given to early
registration in late October for spring semester classes. Also, planning is in process for greater
involvement of Academic Affairs in upcoming orientation programs for new students.
St. Ann Hall is now a living/learning community. The freshmen housed there are a community dedicated
to service, both on- and off-campus. They also are registered for classes in common throughout their
first year. The project has been spearheaded by Dr. Cynthia Medina, assistant professor of social work
and director of the Center for Service-Learning and Volunteerism.
Dr. Ron Rolheiser, president of Oblate School of Theology, lectured on “Providence in Catholic Higher
Education” earlier this month. His talk was sponsored by the Office of Mission and Ministry.
Program Expansion
Alamo Colleges will be opening a new Higher Education Center at the former site of Northeast Lakeview
College, and OLLU is planning to offer selected degree programs at that location. It may open as early as
January 2010. We are beginning recruitment of a cohort of new undergraduate Weekend College
students who seek a degree in computer information systems. Plans are underway to offer the same
degree at our site in Harlingen at Texas State Technical College.
Talks continue with Lone Star College System in Houston about the Higher Education Center which will
open next year in the former HP headquarters. Renovation work is currently underway to convert those
facilities. We anticipate offering selected degree programs at that location in the next academic year.
Facilities
Work on Main continues to progress according to schedule, with completion scheduled for July 2010.
To prepare faculty for the new collaborative learning spaces designed for some of the classrooms in
Main, a mock classroom will be installed in Sueltenfuss Library. This will allow faculty to become more
familiar with how the updated facilities will allow expanded use of active learning strategies that
research shows promote engaged learning.
On the basis of a recent traffic study, the city has approved reducing traffic lanes on 24th Street to one in
each direction. With funding from the city and CPS in place, all agencies involved are meeting to agree
on the street design. Trustee Mitch Meyer, chair of the Facilities Task Force, is involved in this project as
it moves into high gear. A construction timeline will be set following the completion of street design
later this academic year.
Because of the drought, the south end of St. Martin Hall has shifted, necessitating the relocation of
several offices and classrooms to St. Martin Hall Annex. The cost estimate did not justify stabilizing that
section of the building, given the fact that it is being used only temporarily. With the closing of the Child
Development Center in July because of low enrollment, the Annex now houses classrooms, technology
customer services, and library cataloging. These moves have freed space in Sueltenfuss Library to
accommodate increased demand by students for study areas.
President’s Report
to the Board of Trustees
October 29, 2009
Overview
This report on achievements since the May 28, 2009 report to the Board of Trustees relate to: 1)
the University Priorities for 2009-2010; 2) the Capital Campaign and other Fundraising; and 3)
Partnership-Building and Government Relations.
President’s Leadership Priorities

We seek to be very creative in the use of the high profile talent of the National Advisory
Council and early commitments of leadership we have received for the Capital Campaign
particularly when time is guarded. To that point, Co-Chairs Henry Cisneros and Fr. “Monk”
Malloy have endorsed our recommendation that The National Advisory Council, Capital
Campaign leadership, and advisory body to the National Center for the Higher Education of
Mexican American be consolidated into one body of members.

The University’s progress since the May, 2008 fire continues to be my and staff’s focus of
cultivation activities such as those noted below:
 A keynote delivered at the regional Social Security Administration’s Women’s
Leadership Series; a number of alumni employees expressed appreciation for the
service-oriented education they received at OLLU
 An interview for the “President’s Issue” of Hispanic Outlook Magazine
 A feature in the San Antonio Business Journal
 A special event hosted by and at the home of Janet and Bruce Flohr
 Weekly meetings of the Downtown Rotary
 Approximately 15 meetings to share the Confidential Draft of the University
positioning booklet for feedback which has been useful and varied for the next
iteration of the actual case statement
 Acceptance of Adelante’s Education Hall of Fame award for the University’s
recognition as the 2009 “Leader in Higher Education” at which Ted Terrazas gave us
all better insight on what makes him such an excellent Trustee
 Ron Calgaard’s offer to broker an alliance with a national organization to elevate the
profile of the National Center on the Higher Education of Mexican Americans
 An alumni event that produced over 100 RSVP’s with high attendance and success to
engage Houston alumni, including almost 20 cultivatable graduates with the capacity
to make gifts of $1,000 and more
 Honoring of Joanne Winik with a $10,000 scholarship award in her name upon her
retirement as President and General Manager of KLRN which has since led to interest
in adding to the scholarship fund by others from that new audience
 Maintaining a national profile for the University by moderating the plenary session at
the 21st Annual Council of Independent Colleges’ Conversation between Foundation
Officers and College and University Presidents and participation and networking
at HACU’s 23rd Annual Conference
 USAA declined an invitation to serve on the Board of Trustees; we continue to court
individuals from the corporate community or with university or program-specific
backgrounds in and out of San Antonio
Fundraising RE: Capital Campaign
The fundraising and advancement goal of the Office of the President is threefold: 1) to ensure that
the University meets the Phase One $13.5 million goal by May, 2010; 2) to position the University in
perpetuity for a culture of philanthropy that, at this time, includes a $50.5 million goal, modest to
the University’s needs; and 3) to engage GGTS productively toward those ends. In that course:

The University hired Dr. Rocky Kettering to bring leadership, campaign experience, and an
array of needed skills to the threefold goal above. I have met with existing and new staff in
the area, and there is energy, confidence, and a commitment to hard work in the Office of
Institutional Advancement under his leadership. In two months, Dr. Kettering and his staff
have:
 Revised the organizational structure and job descriptions to work in congruence with
Institutional Advancement’s vision
 Created and are instituting a university-wide prospect identification and
management strategy to add structure to philanthropy
 Created and are instituting a comprehensive stewardship strategy to recognize, thank,
and retain our donors
 Created and are instituting a communications and special events strategy to engage our
alumni

Staff in the Office of the President have augmented their work duties to include support of
an aggressive fundraising agenda:
 In addition to providing Board and President support, J. Oliveira will now provide
technical support to track the President’s donor cultivation moves toward major
gifts.
 In addition to providing general administrative support to the President,
Linda Shutley now also provides the tactical and logistical support for scheduling
and follow-up for the President’s donor cultivation appointments.
 In addition to advancing governmental and community relations, partnership
development, and executive-level special projects, Susan Schleicher, working with
Rocky Kettering, now helps coordinate strategic moves on the President’s
solicitation of major gifts.

Meetings with Gonzer, Gerber, Tinker and Stuhr (GGTS) are occurring on the average of
every three to four weeks during which the following have been accomplished:
 Campaign leadership, roles and responsibilities have been identified and
organizational commitments are being pursued.
 Campaign top prospects have been identified and cultivation and solicitation
strategies have been developed for each.
 The case for support of Programs of Impact for the campaign continues to be
detailed and strengthened.
 Campaign and Institutional Advancement activities have been projected and a
budget has been estimated for the next three years to build a sustainable
fundraising program.

Under advisement by fundraising counsel, we have shifted from the term “Programs of
Distinction” to “Programs of Impact” to be consistent with fundraising philosophy,
cultivation, and funding the University needs to prepare graduates to address local and
national social issues.

Currently more than 40 potential large gift donors and numerous potential partners are in
various stages of cultivation, and we continue to seek broader local and national
support particularly out of a visit with national foundations in New York.

The GGTS client conference in Chicago attended by Chairman Mike Edelmann, Rocky
Kettering, and staff, confirmed accuracy in the course that we are pursuing for distinction and
areas of needed focus, for example, stewardship.
Fundraising RE: Partnership-Building and Government Relations

Congressman Charlie Gonzalez and OLLU have joined in another earmark (pending Senate
approval and the President’s signature on the 2010 budget), for $100,000 to fund the
Hispanic Leadership and Entrepreneurship Training Institute. This initiative proposes to:
 Develop a pipeline of Hispanics equipped to advance into upper-level leadership
roles in corporate America;
 Provide the training, tools and resources to the Hispanic community for creating
and/or growing small businesses; and
 Provide training and guidance on how to engage in entrepreneurial activities.

Mayor Julian Castro and OLLU have joined in making $1.4 million in improvements on 24th
Street over and above the prior allocation of $1.2 million for utilities conversion. The
Board’s Facilities Task Force, University administration, City officials, and Kell Munoz
architects are working together to finalize the plans and schedule for the full array of
improvements.

Commissioner Paul Elizondo, Mayor Julian Castro, and OLLU have joined in securing $3
million in Bexar County budget funds for the improvement of Lake Elmendorf. The County
will invite community input, and OLLU has offered to host those community meetings at the
University.

Secretary of State and former Trustee Hope Andrade is introducing potential donors and
partners to the University.

San Antonio ISD and OLLU continue to discuss partnership opportunities that benefit OLLU
students and meet school district needs.
Board of Trustees
Board Retreat
Our Lady of the Lake University
Radisson Market Square
Thursday, September 24, 2009 Minutes (APPROVED)
Present: Michael Edelmann (Chair), Sr. Jane Ann Slater, Sr. Imelda Gonzalez, Tessa Martinez
Pollack (President), Bruce Flohr, Calvin Michelson, Jennita Poston, Ed Cross, Scott Mullen,
Paul Olivier, Sr. Madonna Sangalli, Roy Terracina, Sr. Pearl Ceasar, Jose Sena, Cynthia
Rocha, Ruth Piña, Lisa Andrade, Mitch Meyer, Yolanda Molina, and Sr. Charlene Wedelich,
Absent: Jim Shelley, Michele Hoskins, Ted Terrazas, Rev. Robert Jemerson and Martha
Landsman.
Guests/Representatives: Zeddie Bowen (Facilitator), Sr. Marlene Quesenberry, Sr. Dianne
Heinrich, David Estes, Allen Klaus, Susan Schleicher, Dan Yoxall, and Rocky Kettering.
Recording Secretary: M. J. Oliveira
The meeting was called to order at 09:05 a.m.
Opening Prayer: Sr. Jane Ann Slater gave the invocation.
Minutes Approval:
The May 28, 2009 Board Meeting Minutes – Approved with two minor changes.
Action Items:
Approval of new Trustee – Jacob Garza was approved to serve an initial 3-year term. Roy
Terracina provided some introductory remarks.
Approval to update the Official University banking signatures – Approved as presented.
Retreat Discussions:
Dan Yoxall introduced the new OLLU web site.
Mike introduced the retreat facilitator: Zeddie Bowen.
Master Facilities Plan:
Mitch Meyer reported on progress made on Main building and 24th Street improvements and the
County’s and the City’s efforts on improvements to Elmendorf Park and Lake. Additionally, we
are monitoring the impact of any SAISD decisions on school closings and consolidations for
impacts on the University.
Mike Lanford from Alamo Architects presented a briefing on the Master Facilities Plan.
Highlights include:
1. Guiding principles for planning that make Main the heart of campus,
2. Develop new academic buildings along a redesigned 24th Street, and develop student
life amenities and residences peripherally along the Elmendorf Lake,
3. Enhance spirituality and Catholic architectural heritage,
4. Manage parking efficiently, and
5. Improve pedestrian access to Elmendorf Lake and safety.
The Board endorsed principles for the master plan. Board’s full approval will be scheduled for
the October 29, 2009 meeting.
Growing the University:
OLLU’s Mission Statement needs to be revisited and perhaps updated using the same process
that was used for the Vision Statement in the form of a task force. Task force composition will
be trustees and administration. Sr. Jane Ann Slater agreed to chair, and trustee membership
will include Mike Edelmann, Lisa Andrade, Ruth Piña and Sr. Madonna Sangalli. Also serving
will be Dr. Pollack, Dr. Estes, and Dr. Streubert. Task force staffing will be provided by Gloria
Urrabazo, Vice President for Mission. A report and recommendations from the task force will be
due at the March Board meeting.
Passion for the Mission….
Sr. Imelda and Dr. Pollack provided introductory remarks noting OLLU’s longstanding history of
educating the poor, beginning with Father John Martin Moye and extending into vibrant work of
the CDP’s by “responding to the needs of the time.” Dr. Pollack shared some statistics and
ongoing work by faculty and staff as illustrative of opportunity that exists for OLLU to distinguish
its mission from a position of integrity and authenticity. Discussion ensued about the creation of
the National Center for the Higher Education of Mexican Americans (NCHEMA), the fourth
funding priority in the capital campaign. The Board endorsed the pursuit of the NCHEMA
initiative as presented.
The campaign:
Dr. Rocky Kettering briefly described his approach for building a sustainable fundraising
program, which relies on installing systematic processes like prospect identification and
management, as well as a comprehensive stewardship component which will also involve
actions from the board.
Vision for the Board:
Trustees discussed the form “Trustee Prospect Profile”. There were some suggested
improvements. The revised criteria for Board candidates will be presented at the October Board
meeting.
Mike introduced the idea of changing meeting times compacting committee meetings and Board
meetings into a ½ day finishing with a luncheon focusing on a major university development.
Day’s activities could begin as early as 08:00 a.m. for committee meetings, 10:00 a.m. for Board
meeting, and end by 01:30 p.m. With this, another Board meeting would be added in March.
Board concurred. Meeting times will change effective with the October meeting.
The Executive Committee presented a proposal to transfer responsibility for Trustee selection
and development to the Executive Committee from the Institutional Advancement Committee.
The Board concurred.
A fifth standing Board Committee, the Strategic Planning and Facilities Committee, will be
formed at the May Board meeting after the Facilities Task Force completes its work.
There was a discussion on the proposed process for selection of a Board Chair. The proposed
process would allow for more Board participation in the selection. The CDP Council is receptive
to suggestions. Mike, Sr. Imelda and Sr. Jane Ann will make changes to the proposal and
present at the October Board meeting.
Retreat was adjourned at 4:45 p.m.
Respectfully submitted,
Mario J. Oliveira
Recording Secretary
Our Lady of the Lake University
Vision Statement
Inspired by Catholic values and the heritage of the founding Congregation
of Divine Providence, Our Lady of the Lake University is a community
called to transform individuals as they discover their purpose in life.
We aspire to be nationally recognized for our distinctive programs, our
expertise in Mexican American culture, and our diverse graduates who lead
and serve with faith and wisdom to improve the world.
An OLLU Trustee will:
 Be committed to our mission, vision, values and Catholic
identity
 bring proven visionary leadership
 provide strategic thinking
 be a recognized leader in one of OLLU’s desired
professional and community service areas
 provide influence
 demonstrate high ethical standards
 possess high teamwork skills
 share wealth proportionate with other supported
philanthropic causes
 help raise money and support for the University
 give the necessary time for effective governance
 add value to the collective talent of the Board