EIU School of Extended Learning

Advisory Council Agenda

Full Advisory Council Meeting

Date: November 13, 2024
Time: 1:00 PM - 2:00 PM
Location: Dean's Conference Room, Buzzard Suite 1420

• Welcome and Opening Remarks
  • Acknowledgment of members and any former Advisory Council members in attendance.
• Future Program and Instructor Suggestions
  • Open discussion for ideas on new programs and potential instructors.
  • Final push to inquire with The Butcher Shop for a Summer Grilling Workshop and Jackson Avenue Coffee for a coffee-making session, as well as any other businesses or individuals who might be interested in leading programs.
  • Members are encouraged to direct potential instructors to go.eiu.edu/TeachOthers, as time for planning new programs is limited.
  • Upcoming sessions planned for Spring and Summer include:
    • Edward Coles: A session on the namesake of Coles County.
    • Stitching Memories (Stitches and Stuff): Using t-shirts to create quilts.
    • Renewable Energy: Opportunities and developments in renewable energy.
    • Debunked: Women's Fitness Myths
    • Bystander Intervention (PREVAIL session)
    • Meeting Your Ancestors (Led by Lois Dickenson)
    • Quiet Book Reading Club: Spearheaded by Lou Shoultz.
    • Eco-Emotions: Understanding and coping with climate change feelings.
    • Mixed Media Collage: Led by Jamie Willis.
    • Mental Health First Aid
    • The Underground Railroad in Missouri and Illinois
    • Social Dancing: Ballroom dancing class.
    • This Land Is Your Land: The Folksongs of Woody Guthrie: A presentation/performance by Dr. Bucky Halker at Doudna Fine Arts Center.
• Print Program Distribution
  • Discussion on strategies to increase the distribution of printed program materials for a wider reach.
  • Timeline goal: Program materials printed by January 15, 2025, though planning is currently behind schedule.
  • Programs may start slightly later than usual to allow time for distribution before they begin.
  • Advisory Council members are encouraged to assist with distribution efforts once printed copies are available. Initial distribution is targeted for the February 12th meeting if possible. Updates will be provided as printing progresses.
• Photography at Events
  • Request for Advisory Council members to take photos at events, as booking a professional photographer is often challenging.
• Academy Ambassador Program
  • Discussion of the Academy Ambassador program's successes.
  • Express gratitude to members for their contributions, especially in bringing friends and family to our programs, which has significantly boosted enrollment.
• Advisory Council Membership Update
  • Review and verify the Advisory Council membership page for accuracy.
  • Reminder of the three-year term with the possibility of renewal for up to six years.
  • Update on new member recruitment led by Rich Wandling.
  • Vote on new potential members (to be introduced officially at the next meeting).
• Upcoming Meeting Dates
  • Confirm the next meeting dates:
    • February 12, 2025
    • May 14, 2025
  • Proposal for an additional meeting on August 13, 2025, from 1:00 - 2:00 PM.
• Closing Remarks and Next Steps
  • Summary of key takeaways from the meeting.
  • Reminder to reserve dates for upcoming meetings and action items.

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Past Advisory Council Meeting Minutes

Full Advisory Council Meeting

Date: August 14, 2024
Time: 1:00 PM - 2:00 PM
Location: Buzzard 1180
Members Present: Judy Brown, Shelley Crouch, Chris Houchens, Roxanne Frey, Alice Shonk, Ann Spear, Jamie Willis

1. Introduction of Haylee Brickey
   Haylee Brickey, the Director of Development & External Relations for the College of Education, introduced herself to the Advisory Council. She offered her assistance with fundraising initiatives and informed the Council that she is actively working to secure donations for the Academy of Lifelong Learning.
   
   
2. Advertising The Academy and Its Programs
   Judy Brown raised a concern regarding the lack of awareness about the Academy among community members, particularly seniors who may not have internet access or use social media. She suggested that newspaper advertising could be a potential solution. Daniel Douglas acknowledged the idea but pointed out the financial constraints of placing ads in the newspaper. Chris Houchens supported this by citing his experience of the high costs of newspaper ads. Jamie Willis suggested requesting a regular column in the local paper, similar to what the YMCA has, to provide updates on upcoming Academy programs. Daniel agreed to reach out to the local paper to explore this possibility.
   
   
3. Community Program Guide Distribution
   Daniel discussed the distribution of Community Program Guides to local businesses and organizations. While he had not prepared a formal sign-out sheet this time, he encouraged members to ensure that guides were stocked at key locations such as libraries and Lincoln Garden. Daniel mentioned he would also distribute guides during the weeks without scheduled events, with the next event being on August 28th. This gap was intentionally planned to allow for guide distribution.
   
   
4. Recruitment of New Advisory Council Members
   Daniel informed the Council that the Advisory Council is currently short by three members, as the bylaws require between 12 and 15 members. The Council agreed by consensus to submit suggestions for new members to Daniel, who will then create an online poll to finalize the selection.
   
   
5. Academy Ambassadors
   Daniel emphasized the need to designate Advisory Council members as "Academy Ambassadors" for each event this semester. Ambassadors will introduce programs, encourage donations, provide insights into upcoming events, take attendance, and distribute surveys at the end of sessions. Daniel stressed the importance of Ambassadors checking their e-mail the night before the event to print necessary materials.
   
   Note: The list of Ambassadors who have signed up for upcoming programs is provided at the end of these minutes.
   
   Sidebar Discussion:
   Chris Houchens suggested that the Academy should participate in the Hobby Fair by staffing a table. Judy and Alice volunteered to manage the table, which will serve as an opportunity to distribute Community Program Guides and promote the Academy. The Council also agreed that Ambassadors should bring guides with them to each program.
   
   
6. Program Ideas for Spring 2025
   Daniel briefly mentioned that the recruitment of instructors for the Spring 2025 semester is underway. He encouraged Advisory Council members to reach out to individuals with special skills, talents, or knowledge who might be interested in leading a session. While Daniel can assist with the online sign-up process for those without internet access, he prefers that everyone use the website to keep information consolidated. The Council was encouraged to actively participate in these recruitment efforts to ensure a robust program lineup for the spring.
   
   Adjournment:
   The meeting was adjourned at approximately 1:58 PM.
   

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   Program Ambassador Sign-Ups:

   • August 28, 2024: Bow Tie 101: The History of a Distinctive Accessory
     • Ambassador: Roxanne Frey
   • September 4, 9, 11, 16, 18, 23, 26, 30, 2024: Tai Chi: Basics and Beyond
     • Ambassador: Daniel Douglas
   • September 6, 2024: It's a No Brainer: Hold That Thought
     • Ambassador: Roxanne Frey
   • September 9, 2024: Hobby Fair
     • Ambassadors: Judy Brown (10 AM - 12 PM), Alice Shonk (12 PM - 2 PM)
   • September 11, 2024: Pollinators Session One: Pollinators of Illinois
     • Ambassador: Jamie Willis
   • September 14, 2024: The Art of Perspective: A Beginner's Guide to Drawing Depth and Dimension
     • Ambassador: Shelley Crouch
   • September 15, 2024: A Prairie Almanac Screening
     • Ambassadors: Daniel Douglas/Jamie Willis (possible)

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Full Advisory Council Meeting

Date: May 30, 2024
Time: 1:00 PM - 3:00 PM (Photos/Social for First Hour)
Location: Buzzard 1441/Dean's Conference Room, Buzzard Suite 1420
Members Present: Judy Brown, Dr. Rich Wandling, Brenda Crimmins, Shelley Crouch, Roxanne Frey, Alice Shonk, Terry Smith, Ann Spear

Approval of Past Minutes:

• Roxanne moved to approve the previous meeting minutes.
• Shelley seconded the motion.

Confirmation of Future Meeting Dates:

• Dates discussed, altered, and approved as follows:
  • Third Quarter: August 14, 2024, from 1:00 PM - 2:00 PM
  • Fourth Quarter: November 13, 2024, from 1:00 PM - 2:00 PM
  • First Quarter: February 12, 2025, from 1:00 PM - 2:00 PM

Headshot Retakes:

• Discussed and scheduled for July 30, 2024, at 10:00 AM.

Funding:

• United Way grant discussed; more information expected between early July and July 15.
• Small Business Development Center (SBDC):
  • The Academy will facilitate a community program in partnership with the Lumpkin School of Business and the SBDC.
  • The Academy will provide infrastructure and advertising, with the SBDC and Lumpkin offering the program for free.
  • The Academy may charge an "administrative fee" to fund the program.

Fundraising and Donor Cultivation:

• • • Ideas solicited for fundraising and donor cultivation.
    • No ideas currently; Daniel will accept suggestions via e-mail or phone.

Academy Growth:

• Daniel reported significant growth in social media and student engagement:
  • Facebook followers: Increased from 200-300 in March 2023 to 1,014 currently.
  • Instagram: 28 followers since the recent account start.
• In-person audience growth from FY23 to FY24:
  • 174% increase in unique students (151 to 413)
  • 117% increase in total students (328 to 712)

Committees:

• Daniel asked about the next committee meetings. The Advisory Council advised him to send out polls.
• Committee Members:
  • Promotion Committee: Shelley Crouch, Alice Shonk, Ann Spear (limited schedule), Terry Smith
  • Fundraising Committee: Carolyn Stevens, Roxanne Frey, Jamie Willis, Dr. Rich Wandling

Ambassadors for Academy Programs:

• Advisory Council members will sign up for events, serving as "Ambassadors."
• Ambassadors will introduce programs, take attendance, and handle surveys.
• Daniel will email attendance details before events but will try to attend all events for flexibility.

Featured Friend of the Academy Spotlight:

• Discussed for the Fall 2024 Community Program Guide.
• Jack and Jan Little to be featured in Fall 2024.
• Input for the Spring 2025 featured member is requested to avoid unilateral decisions.

Upcoming Programs:

• Summer Art Camp:
  • Instructional Technology Center (ITC) resources and upcoming classes highlighted.
  • ITC resources include Cricut Venture machine, laminator, t-shirt press, printers, computers, Oculus game system, etc.
• Other Programs:
  • History of the Middle East situation: Judy Brown suggested Dr. Wehrle. Daniel has reached out to Dr. Sace Elder for recommendations.
  • History of the Electoral College system: Someone from Political Science suggested. Daniel has reached out and is awaiting a response.
  • Rich Wandling suggested a history of political party competition, with Andy McNitt as a potential presenter.
• Daniel is working on a Mailchimp system for reminders and texts for Fall 2024.

Suggestions for Spring 2025 Community Program Guide:

• A film festival.
• A documentary on a slightly controversial issue followed by a discussion.
• A program about Medicare Advantage.
• Support groups for various conditions/states.

Future of the Advisory Council:

• Discussed due to several members terming out.
• A nominations committee will be appointed by Daniel.
• Nominee Suggestions:
  • Jeanie Walters – Retired Superintendent
  • Bill Heyduck
  • Jessica Mertz

Promotion Committee
(Members Present: Shelley Crouch, Alice Shonk, Terry Smith)
March 22nd, 2024
1:00 PM - 2:00 PM
Dean's Conference Room, Suite 1420

The meeting begins at 1:04 PM.

• Day of Giving (December 3, 2024) Ideas
  • Not to be confused with EIU Giving Day (April 24, 2024)
• Program Guide Distribution Efforts
  • ~490 Community Program Guides Remain
  • Over 1,000 distributed
  • Daniel would like to keep ~150 – 200 on hand for speaking events and records.
  • Sign Out List
    • Not an Effective Strategy
    • Problems with Follow-Through
  • It is mentioned that we should narrow our distribution “hot spots” where the Community Program Guide is dropped off.
    • This has the benefit of making the distribution process easier.
    • This also has the benefit of allowing us to check more easily to see if guides are stocked.
    • Lastly, this has the benefit of allowing us to advertise the pick-up spots online and in flyers.
    • It is mentioned that we should be thinking about where these hot spots will be.
      • All local libraries should be involved.
      • Lincoln Garden/Honeybee Café are other great spots.
      • We will need at least a few more. 7 – 10 in Mattoon, 7 – 10 in Charleston, and libraries outside of the two major towns.
      • It is mentioned that perhaps the libraries could distribute them via the interlibrary loan system. Daniel will check on this.
    • Outreach Strategy
      • Speaking Events
      • Facebook/Instagram Marketing
      • Committee Suggestions
        • We could take registrations at the door and make it clear that we do not require pre-registration, much like they do for the Past/Forward Memoir Group
        • We could use surveys as a form of attendance, much like other organizations. This would also allow us to collect more complex data about attendees and their thoughts.
        • Facebook Events could be used to help promote events. These are useful because they streamline the process of adding events to your calendar and remind you of the event as the date draws nearer. The only issue is that they do not have a system requiring registration, which may damage our recorded numbers.
        • We could encourage attendees to bring their friends.
      • Things We Could Be Doing Better
        • E-Mail Marketing
          • All members seem to think that MailChimp subscription is a good idea.
        • Reminders/Texts
        • Thank You Notes
      • Other Ways to Promote the Academy
        • It is suggested that using the phrase “Back by Popular Demand” for repeat sessions would be a meaningful marketing strategy.

The meeting ends at 2:06 PM.

Fundraising Committee
(Members Present: Roxanne Frey, Jamie Willis, Dr. Rich Wandling, Judy Brown)
March 14th, 2024
11:00 AM - 12:00 PM
Dean's Conference Room, Suite 1420

• The state of the current Academy budget
  • There are two accounts for the Academy of Lifelong Learning:
    • Ledger 2 Account (Receives class funds, pays for phone, postage, and other costs of operation) - 222B14 – Balance: $121.80
    • Foundation Account (Receives Donations) - 930723 (gift account) - $8,917.29
  • These numbers are not final, as they are updated by hand and we still must update them for the funds received for Hops and Harmonies as well as Psychology of a Serial Killer, which will go into the Ledger 2 account.
• Fundraising efforts
  • Past events
    • Hops and Harmonies (net ~$410 to Ledger 2)
      • Total in admissions - $1860
      • Total in expenditures - $1200
      • Amount given to the EIU Music Department - $250
      • Total profit - $410
    • Psychology of a Serial Killer (net ~$1510 to 222B14)
      • Total in admissions - $1960
      • Total payment to instructor - $450
      • Total profit - $1510
    • Donations (“memberships”) - $3300.00 to date - goes in 930723.
      • It was asked how this compares to years when we had memberships. The answer was not readily available, but here are the numbers:
        • 22 – 23 memberships: $2885
        • 21- 22 memberships: $3255 (there may be potential in re-recruiting some of these people)
      • It was suggested that monthly donations could be made, which may make donations more financially feasible for some.
        • This is not currently possible, but Daniel will add it to his agenda to discuss with the Foundation.
        • We will also need to advertise this possibility.
        • Daniel expressed some concern about parking passes and people canceling memberships mid-year, but this is a relatively minor concern.
      • Partner Organizations
        • United Way
          • An e-mail and the application were distributed.
          • Daniel proposed that the Academy apply for United Way funding to pay for the Community Program Guide (~$10,000 annually, or ~$5,000 per semester) and to pay instructors who will require fees for their time.
          • Daniel notes that he is in the process of clearing this with University Advancement and that the only contingency may be the October blackout on fundraising.
            • If the United Way is willing to accept a blackout on behalf of the Academy, instead of EIU as a whole, this may be one way to work out the blackout situation.
            • We are still waiting for the situation to clear up.
          • It is suggested that this could also be used as an honorarium for instructors who are not currently paid/do not ask that we pay them.
          • It is noted that it will be important to note that the funds are for needs that are not funded by the university directly.
          • It is noted that we should mention that we do not get any government funding for being a “senior program,” so we should make special note that all members of the community are welcome at our programs.
          • It is noted that we should give a narrow focus of 3 – 5 topics that we are interested in pursuing using instructor funds.
          • Roxanne volunteers to write up some ideas to help craft a refined narrative for the application.
          • The deadline for the application is April 2^nd at 11:59 PM, so we will need to move quickly.
        • The Academy is open to suggestions about other partner organizations.
          • The Southeastern Illinois Community Foundation is suggested.
            • Daniel will investigate this.
          • Other organizations/businesses should be solicited for underwriting the Community Program Guide, which has already been cleared by Ken Wetstein et al. at EIU.
            • Daniel asks that Fundraising Committee members be on the lookout for organizations/businesses that would help to underwrite the guide.
            • It is suggested that we check with University Advancement and the legal department of EIU about this.
          • Future fundraising ideas
            • Daniel would like to do something with low overhead during the Day of Giving on December 3rd, 2024.
              • Daniel mentions dressing as Santa when he worked for CASA to solicit donations for the organization. It would be nice to do something similar.

Meeting concludes at 12:05 PM.

Full Advisory Council
(Members Present: Judy Brown, Dr. Rich Wandling, Brenda Crimmins, Shelley Crouch, Roxanne Frey, Chris Houchens, Al Joyner, Alice Shonk, Terry Smith)
February 21st, 2024
1:00 PM - 2:00 PM
Dean's Conference Room, Suite 1420