Alumni Association Board Meeting Minutes 12/07/24

Pomona College Alumni Association Board Meeting Minutes

December 7, 2024 – 10 a.m. to 1 p.m. Virtual Meeting

Officer & Committee Chair Attendees: Andrea Venezia '91, Monika Moore '03, Stuart Friedel '08, Robi Ganguly '00, Joshua Rodriguez '13, Nina Zhou '19

Board Members in Attendance: Eliza Bennitt '98, Michael Bright '10, Lauren Clarke '83 P’18, Anne Elsberry '91 P’14, Tray Hammond '22, Jackie Huffman '83, Anthony King '97, Toran Langford '21, Kerry Martin, Devlin Orlin ’25, Te'auna Patterson '18, Karla Reid, Victoria Sancho Lobis (Faculty Representative), Jim Sutton '84 P'22, Jacob Warren, James Zhang ’95

Guests and Staff Attendees: Wanda Gibson, Lariza Rigor (for Pritina Irvin)

Excused Absences: Soren Austenfeld '15, Miguel Delgado-Garcia '20, Renee Dupont '80 P’09 P’14, Emily Zheng '19

Quorum: The quorum for a meeting of the Board shall be a majority of the voting members. Therefore, this meeting had the necessary number of voting members (14) in attendance for a quorum.

Call to Order: The meeting was called to order at 10:19am by President Andrea Venezia ’91 without dissent.

Prior Meeting Minutes: from 08.10.2024 and 10.19.2024 were distributed to the Board for review.

Absent any other questions, comments or corrections, Stuart Friedel ’08 motioned to approve the minutes. Michael Bright ’10 seconded the motion. Minutes approved without dissent; motion passed.

President’s Remarks: Andrea Venezia ’91 shared updates from the College’s Board of Trustees meeting, discussing the following key points & questions to the Alumni Association Board members:

1. Career Development Office (CDO) Memo Update:
   • Feedback emphasized the importance of accurately framing and recognizing the CDO's contributions in career-related programming.
   • Proposed process: refine the memo, gather input from stakeholders, and send finalized updates to President Starr and Chair Benton.
   • Target outcomes: potential announcements at Alumni Weekend to showcase progress.
2. Alumni Weekend Planning:
   • Leadership and volunteer coordination for events were discussed, including the need for active board involvement.
   • Suggestions included engaging students as event volunteers to enhance intergenerational connections and fostering board involvement in planning.
3. Board Donations and Engagement:
   • Encouraged 100% board participation in donations to meet bylaw requirements and compete with trustees.
   • Discussed improving the alignment between board-hosted events and strategic goals, with plans to revisit in January.

Action Items/Questions:

1. Finalize updates to the CDO memo and share with leadership.
2. Identify and assign volunteers for Alumni Weekend roles; ensure collaboration with staff for smooth execution.
3. Increase board donation participation to 100%; address bylaws if necessary.

Campus Partner Updates and Discussions

Associated Students of Pomona College: Devlin Orlin ’25, President of ASPC, provided an overview of the ASPC’s activities, highlighting their focus on supporting student clubs, hosting events, and managing services like the Coop Store and course review websites. He also discussed structural changes to the Preliminary Sanction Review Board, challenges related to campus protests, and the evolving relationship between student governance and administration.

1. Student Government Initiatives and Advocacy: The student government provides significant support and funding for campus activities, including funding for intercollegiate clubs and Pomona-specific clubs. Key initiatives include funding class events, managing the campus store, maintaining resources like course review websites, and participating in committees to influence college policy.
2. Campus Climate and Free Speech: Concerns were raised about the "extraordinary authority" exercised by the administration during disciplinary actions, which some feel undermines trust and the institution of J-Board. There is a perceived chilling effect on demonstrations due to fear of severe sanctions and doxing, especially for protests related to contentious issues like Palestine.
3. Protest Policies and Student Perspectives: Discussions focused on ambiguity in protest policies, with students questioning what constitutes a disruption and how it aligns with academic freedom and the right to protest.

Questions/Action Items:

1. How can clearer guidelines be established for protests and demonstrations to ensure consistency and maintain trust between students and administration?
2. How can student government and administration better collaborate to address trust issues and improve campus climate?

Faculty Representative: Victoria Sancho Lobis, director at Benton Museum of Art & professor of Art History, shared insight about her role at Pomona College, supervising about 30 Benton intern students from the surrounding 5 C’s:

1. Campus Climate and Relationships: There are ongoing discussions about student and faculty engagement, campus climate, and the perceived lack of connection between students and administration. Faculty shared observations about challenges in fostering mutual trust and effective communication. Examples included feedback from students with diverse perspectives, including those new to campus and those impacted by recent events.
2. Faculty Governance and Dynamics: Challenges in faculty engagement with governance roles were noted; deep discussions on perceptions of service contributions and their impact on professional advancement.
3. Student Experiences and Engagement: Anecdotal feedback highlighting varying levels of concern about recent events and overall campus climate, with newer students expressing less direct involvement. Despite frustrations, students continue to recommend the institution for its educational quality and unique opportunities.

Questions Raised:

1. How can faculty service be better recognized and rewarded to encourage participation in governance roles?
2. Are there opportunities to proactively engage first-year students in broader campus discussions and initiatives?

Admissions: Trey Hammond ’22, Admissions Officer, shared the following Admission updates with the board:

1. Admissions Highlights: Pomona College celebrated a record of 25 QuestBridge scholars from 13 states and continued its partnership with the Posse Foundation, adding 20 students from Miami and Chicago to its upcoming class. Early Decision I results will be released on December 13, with upcoming deadlines for Early Decision II and Regular Decision on January 8, and transfer applications on February 15.
2. Middle-Income Students: Admissions discussed efforts to recruit middle-income students, incorporating them into programs like Pomona’s on-campus fly-in program while navigating challenges in defining this demographic within a need-blind framework. Conversations also touched on addressing prospective students' concerns about campus climate and ensuring a balance between free expression and a welcoming environment.
3. Legacy Admissions: Following the discontinuation of legacy admissions in 2020, alumni interactions with Admissions primarily occur through volunteer opportunities, with no direct communication specifically tied to children of alumni applicants. The office emphasized transparency and fairness in its current processes.

Questions Raised:

1. What is the projected class size for the year? Expected to be between 415 and 435 students.
2. Are campus tensions reflected in admissions metrics or applicant questions? Yes, prospective students are increasingly aware of campus climate and activism, requiring the college to address both enthusiasm and safety concerns during recruitment.
3. Is Pomona considering implementing an Early Decision Zero (ED0)? There are no current plans to adopt an ED0 process.

Annual Fund: Jacob Warren, Associate Director of Annual Giving provided alumni giving and campaign updates:

1. Alumni Giving Updates: Alumni board participation is at 76%, showing consistent growth from 40% a month ago. Overall alumni participation is at 5.6% of the 20.8% goal, with historical trends suggesting an uptick in the second half of the year due to year-end tax-related giving.
2. Current and Upcoming Campaigns: Efforts include a Winter Challenge with an opportunity to unlock $75,000 through 75 new recurring gifts. Key projects include end-of-year outreach (direct mail, email, crowdfunding, and phone-a-thon) and planning for Athletics Giving Day on March 6th, 2025 and a spring campaign with multi-channel outreach, leading to an end-of-fiscal-year challenge by June 30.
3. Campaign Plans and Metrics Clarifications: Spring campaigns will include direct mail, email, phone outreach, and a fiscal year-end challenge. Donations, including anonymous ones, are tracked internally and count toward board participation metrics once processed.
4. Opportunities for Involvement: Alumni are encouraged to contribute via recurring gifts, participate in Athletics Giving Day, and support other seasonal campaigns to help reach collective goals.

Advancement Communications: Karla Reid, the new Senior Director of Audience Strategy for Advancement Communications, introduced herself and gave a brief synopsis of her role at Pomona, focusing on refining messaging to increase alumni engagement in donations, volunteering, and campus connections.

1. Alumni Engagement and Story Sharing: Karla highlighted the success of the Sagehen Impact stories, which feature alumni achievements, and encouraged board members to suggest names for future stories. She encouraged active participation in the Facebook alumni group and leveraging LinkedIn to share positive content about Pomona College, which tends to perform well on the platform.
2. Alumni Weekend Planning: Karla and her team are preparing communication materials for Alumni Weekend, including speeches, videos, and signage, and will provide updates as the event planning progresses.

Call To Action Items:

1. Sagehen Impact: Send Adv. Comms any story ideas or alumni names for a possible story feature.

Career Development Office: A presentation by Dr. Wanda Gibson, assistant dean of students and deputy director of the Career Development Office emphasized the value of alumni contributions in fostering career readiness and experiential learning for Pomona students while outlining opportunities for continued collaboration. Wanda Gibson highlighted the following key points:

1. Alumni Engagement and Support: Alumni remain closely connected to the CDO, with advisors maintaining relationships post-graduation. Programs like Sagehen Connect and Sagehen to Sagehen to promote networking and career development. Alumni can contribute by hosting internships, providing shadowing opportunities, and participating in panels and presentations.
2. Alumni and Student-Centered Initiatives: First-Year Program: Peer advisors reach out to every new student, ensuring early engagement with career services. Senior Support: Dedicated advisors are assigned to graduating students for career readiness. Supporting recent graduates facing tech layoffs and funding gaps (e.g., Smart Start). Advocating for enhanced alumni-student mentoring and expanded tools like Sagehen Connect.
3. Signature Programs and Events:
   • Law School Fair: Hosted annually, featuring top law school representatives.
   • Meetups: Collaborative events with Claremont McKenna College to attract employers.
   • Peer Advising Program: Peer advisors are student ambassadors trained to assist with job searches, resume reviews, and cover letters. Advisors engage with students via drop-ins, campus programming, and informal support in residence halls.
   • Cafe CDOs and Now Hiring Pop-Ups: Drop-in sessions with employers to foster informal networking.
   • PSIP (Pomona Student Internship Program): Supports students in unpaid or low-paying internships, particularly in nonprofit and arts sectors.
   • Smart Start Program: Tailored for first-generation and low-income students, featuring on- and off-campus components, including visits to companies with alumni connections.
4. Technology and Resources: Platforms like Handshake and UConnect enhance accessibility to career resources. The CDO’s updated, user-friendly website offers curated career information and Dashboards that track internship opportunities and post-graduation outcomes.
   • Integration of AI in Career Resources: Educating students on responsible AI use in job applications and career planning, encouraging tailored AI-generated materials to reflect applicants' authentic voice. Exploring alumni expertise and AI provider partnerships for pro subscriptions.
   • Promoting Sagehen Connect: Addressing platform visibility and alumni engagement challenges post-launch. Suggesting regular promotion and updated user instructions in alumni communications.
5. Support Opportunities: Alumni and community members can assist by participating in career programs, sharing job opportunities, offering shadowing experiences, and supporting donor-funded programs like PSIP and Smart Start.

Action Items:

1. Promote alumni involvement in Sagehen Connect, panels, internships, and experiential learning programs like PSIP and Smart Start. Analyze student engagement data to inform targeted communications and align outreach with peak activity periods.
2. Develop structured alumni mentorship programs that accommodate students’ real-time career planning needs.
3. Incorporate key CDO presentations into new board member onboarding to strengthen alignment.
4. Collaborate on marketing efforts around critical student engagement periods to maximize impact.
5. Expand outreach to organizations for partnerships and matching gift opportunities.

Committee Discussions

Development Committee: Nina Zhou’19 and Robi Ganguly ’00 shared with the board key topics the Development committee have been discussing and working on:

1. Senior Impact Project Updates: The Senior Gift Committee has been rebranded as the "Senior Impact Project" to encourage students to give back to impactful campus departments and programs (e.g., professors, CDO, Draper Center). A pilot matching program is being explored, where student contributions might be matched up to $100, pending final details. Despite challenges related to campus climate and politics, efforts focus on framing this initiative as student-driven and supported in collaboration with annual giving.
2. Winter Giving Fund Promotion:Committee members were reminded to contribute to the Winter Giving Fund before December 31. A link for contributions was shared, with a note that six members have yet to donate this fiscal year. Reporting donor participation to the Board of Trustees highlights committee engagement and strengthens impact metrics.

Questions Raised/ Action Items:

1. Matching Fund Details: Clarification was sought on the specifics of the proposed matching program for the Senior Impact Project.
2. Donor Participation Information: Andrea inquired about accessing donor participation data for follow-up outreach.
3. President Andrea Venezia ’91 offered to reach out to board members who haven’t yet donated, contingent on receiving donor information from the annual giving team.

Engagement Committee: Te'auna Patterson '18 and Joshua Rodriguez ’13 shared the following committee updates with the board:

1. Committee Leadership Transition: Tiana and Soren will lead the engagement committee during Josh’s parental leave. The committee has focused on sustaining momentum for Sagehen Connect, an alumni engagement platform that needs increased awareness. Ideas to integrate it include adding QR codes at events like Alumni Weekend and exploring webinars or industry-focused opportunities.
2. Alumni Weekend Planning: Discussions centered on fostering connections across generations, including ideas like "birds of a feather" gatherings, scavenger hunts, and industry-based networking events. Suggestions emphasized balancing these initiatives with the already limited agenda.
3. Enhancing Alumni Engagement Platforms: The need to optimize engagement across platforms (Facebook, LinkedIn, events) was raised. Ideas included a formal board presence on Facebook to highlight traditions, improved functionality and "ticklers" for Sagehen Connect, and exploring a communications-focused board role for managing alumni content.

Questions Asked:

1. What platforms (social media, events, etc.) are alumni using to connect, and are there gaps we can address?
2. Would QR codes and other tools help board members connect with alumni at events?
3. Should the alumni board establish a presence on LinkedIn or other social platforms to strengthen engagement?

Regional Chapters Committee: Stuart Friedel ’08 shared the following update with the board:

1. Winter Break Parties: Upcoming alumni gatherings are planned for major regions, including New York, Bay Area, Seattle, Los Angeles, Chicago, St. Louis, DC, Singapore, and Beijing. Finalized dates and details will be shared soon, with a commitment to ensuring events occur in key regions. Regions without official chapters, like Phoenix, may be revisited for future activity.
2. Regional Chapters: A St. Louis group is emerging as a more 5C-oriented initiative, though it remains unofficial. Discussions are ongoing regarding its status and potential as a template for future regional collaborations.
3. Career Development Pilot: The Los Angeles chapter has taken the lead on industry-focused networking events scheduled for January, serving as a pilot program. Key areas of focus include attendance and participant diversity (those seeking support and those offering expertise).

Questions Raised:

1. Phoenix: Clarification was sought regarding activities in Phoenix, which currently lacks an active chapter but may have potential for revival.

New Business & Action Items: Monika Moore ’03, director of alumni and family engagement shared the following updates:

1. Alumni Awards Nominations: The deadline for Alumni Award nominations has passed, but exceptions can be made by contacting Monika Moore for form access.
2. Call for Alumni Association Board Nominations: A call for nominations for new members of the Alumni Association Board will go out next week via a formal email, signed by past president Alfredo Romero ’91. The Leadership Development Committee will oversee the process, with a nomination deadline in early January. Board members and the community are encouraged to spread the word.
3. Board Member Term Extensions and Leadership Roles: Current board members nearing the end of their term were encouraged to consider extending their term for a fourth year. Members were also encouraged to think about their interest in leading the board as the President-elect will be decided in the New Year.

Action Items:

1. Clarification needed on whether fourth-year term extensions must be tied to a specific project.
2. Input was solicited from members on additional topics or priorities for upcoming meetings.

In closing, President Andrea Venezia ’91 provided a brief synopsis of action items and future meeting plans:

1. Thematic Planning for Future Meetings: Invite professor Ken Wolf back for a session focusing on the value of a liberal arts education and its connection to evolving academic disciplines like computer science. The goal is to explore enrollment trends and ways to support students across all majors, particularly ensuring equitable post-graduation success for those from low-income backgrounds.
2. Potential Topics for Upcoming Meetings: Collaborating with the Judicial Board (J. Board) was suggested as a future topic, aligning with recent campus developments. Preparations for Alumni Weekend and discussions about roles and responsibilities will be the prominently focus at our next board meeting.
3. Memo Revision and Feedback: The memo summarizing key ideas and next steps will be revised and circulated. Feedback is encouraged by the close of business on Tuesday (12/10/24), with final submission planned for Wednesday (12/11/24).

Adjournment: Having no further business being brought to the Board, the President Andrea Venezia ’91 adjourned the meeting at 1:15pm.

Next Alumni Board Meeting: Saturday, March 15, 2024 at 10:00am PT via Zoom

Key Dates: 2024 - 25

7/27/24 New Member Onboarding

8/10/24 Alumni Board Meeting #1

8/17/24 New Student / Family Orientation

10/18/24 Oct. Alumni Board Retreat: Senior Class/AB Mixer

10/19/24 Oct. Alumni Board Retreat: New Faculty Dinner (Faculty Award)

10/19/24 Alumni Board Meeting #2 (Hybrid)

11/1/24 Family Weekend 2024

12/7/24 Alumni Board Meeting #3

3/15/25 Alumni Board Meeting #4

5/1 – 5/4/25 Alumni Weekend 2025

5/4/25 Alumni Board Meeting #5

6/21/25 Alumni Board Meeting #6