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Board of Trustees
Strategic Planning Committee Cycle 1 – Wednesday, September 30, 2015
1:30 p.m. – 4:00 p.m. Cairns 207
Agenda
# Item By Start Time
Length Action
1. Call to Order GC 1:30 1
2. Declaration of Conflict of Interest GC 1:31 1
3. Approval of Agenda (including consent items) GC 1:32 1 Approval
4. Minutes of Previous Meeting –Meeting #5 (2014-15) held on June 25, 2015
GC 1:33 1 Approval
5. Business Arising from the Minutes GC 1:34 1
Key Items:
6. Strategic Planning Goal Progress Scorecard BH 1:35 5 Information
7. Strategic Enrolment Management Update
8. 2015-16 Enrolment Update
9. Data Governance and Key Performance Indicators
10. Fiscal Framework Introduction
BD 1:40 5 Information
BD 1:45 10 Information
BB 1:55 10 Information
BB 2:05 10 Information
11. President’s 2015-16 Goals and Objectives JL 2:15 10 Information
12. Strategic Mandate Agreement Background & Update
NM 2:25 30 Information
… COMMITTEE BREAK … 2:55 10
13. Department of Marketing and Communications GH 3:05 30 Information – “First Take” Review and Priorities
Consent Items: 3:35 10 (if needed)
14. Department of Development and Alumni Relations PS Information
– Introductory Information
(Including Appendix 1)
Page 2 of 2
# Item By Start Time
Length Action
15. Department of Marketing and Communications
– Introductory Information(Including Appendix 1)
GH Information
16. Update on IT Strategic Plan
(Including Appendix 1)
Consent Items (IN CAMERA):
17. Record of IN CAMERA session of Previous Meeting – Meeting #5 (2014-15) held on
June 25, 2015 (IN CAMERA)
Key Items (IN CAMERA):
DC Information
GC Approval
DEBRIEFING SESSION: Committee members and guests are invited by the Chair to attend debriefing sessions in the meeting room as follows:
a) Committee members, including thePresident and Vice-Presidents
b) Committee members, including thePresident
c) Committee members, excluding the
President
Agenda Legend: GC – Gary Comerford GH – Gord Hunchak NM - Neil McCartney
BB – Bryan Boles BH – Brian Hutchings PS – Pamela Shanks BD – Barb Davis JL – Jack Lightstone
18. 2016-17 Undergraduate Scholarships, Bursariesand Awards Budget - (IN CAMERA)
BB/ BD
3:45 10 Information
19. Other Business GC 3:55 5
20. ADJOURNMENT 4:00
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Board of Trustees
Report to the Strategic Planning Committee
Information Item
TOPIC: Department of Development and Alumni Relations – Introductory Information
September 30, 2015
Pamela Shanks, Executive Director, Development and Alumni Relations
The Development and Alumni Relations (DAR) department is responsible for fundraising and donor recognition for all levels of gifts to the University, for planning and implementing the University’s alumni programs, and for managing the database of alumni and donor information. The University is registered with the Canada Revenue Agency; philanthropic gifts to the University are eligible to receive a charitable tax receipt.
BACKGROUND
The Development and Alumni Relations department engages with Brock University alumni, their families, and friends of the University to nurture a community with the shared goal of sustaining each other and the University. Alumni programs maintain a strong connection between the over 87,000 alumni and the University, and alumni with each other. The Alumni Relations office works to build strong alumni connections and deliver value to our graduates. The annual and reunion giving programs reach out to alumni via mail, email and telephone to secure gifts to the University. The Development team builds relationships with alumni and friends of the University to showcase University fundraising priorities and solicit charitable gifts. The University also accepts sponsorships, gifts in kind, and other forms of contributions to enhance its operations and reach its goals. The University has recently been engaged in the Campaign for a Bold New Brock fundraising campaign, which has raised over $90 million. Stewardship of donors and ensuring proper recognition of gifts is an important aspect of the department’s work. The Services and Operations unit of the department is responsible for the Raisers Edge database which houses records of all alumni and donors to the University. Charitable tax receipts are issued from this unit, background research to identify and learn more about potential donors is carried out, software related to event registration and on-line donations is managed, and financial reports are prepared.
ORGANIZATIONAL STRUCTURE
The department reports to the President of the University. The Executive Director of Development provides regular updates to the Vice President of Finance and Operations and attends meetings of the VP’s team. The department has 19 staff including the Director of Alumni and Donor Relations with five
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staff, the Director of Development with four staff, Manager of Services and Operations with three staff, and Manager of Annual and Reunion Giving with one staff member. The faculties of Humanities and Athletics each have one individual specifically assigned to liaise with Development and carry out Development tasks. An organization chart is attached.
Development
The Development team is responsible for building relationships with potential donors and working with them to identify and secure philanthropic gifts to support the University’s priorities. The University is engaged in a multi-year fundraising campaign, the Campaign for a Bold New Brock. Major priorities of the campaign include the construction of the Cairns Family Health and Bioscience Complex, the new downtown home of the Marilyn I. Walker School of Fine and Performing Arts, expansion and improvement of the Goodman School of Business facility, the athletic playing field, International Services building, scholarships and awards, and program support. Donations to the Campaign are as follows:
DONOR GROUP 2014/2015 Q1 2015/2016
Committed Bold New Brock
Campaign
Alumni $3,953,277 $13,738 $19,091,752
Club/Organization $64,798 $1,004,265 $3,518,649
Company $548,675 $223,048 $6,518,294
Estate $428,805 $13,930 $5,385,207
External Scholarships $530,983 $54,175 $2,519,998
Faculty $78,207 $55,781 $1,210,004
Foundation $1,218,886 $79,105 $20,190,778
Friend $318,433 $26,559 $16,283,087
Parent $3,092 $463 $512,902
Staff $17,602 $11,665 $288,521
Student $5,257 $0 $38,742
Event Net $77,824 $75,000 $1,072,742
Partnerships $15,250 $0 $13,708,196
TOTAL $7,261,459 $1,557,729 $90,338,872
Alumni and Donor Relations
The Alumni and Donor Relations team is working to increase alumni engagement through a large number of on-campus events, two editions of the magazine Surgite each year, and the expansion of alumni chapters and ambassadors in geographical locations as well as constituency based. Continued collaboration with both the Graduate Student Association and the Brock University Students Union is extending the alumni reach into the student body. All areas of the department are working to create a culture for reunions that are both class and constituency based. On-campus departments are beginning to provide value added services to our alumni such as skill assessment and resume building with career services, mentorship, and co-op placement opportunities. We are rejuvenating our Student Alumni Association with a focus on engaging students as class reps for current and future alumni activities, and working with International Services to engage international alumni in recruitment activities. The Alumni office is looking for opportunities to leverage and create opportunities for alumni to support student recruitment activities, for example with the local high school program. We are
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working to expand our affinity partnership program with valuable services that will appeal to alumni and provide revenue-generating opportunities for the University. Great progress has been made with the Alumni Association to engage them in University activities and with senior administration to raise the profile of the BUAA on campus and in University governance.
We steward our donors effectively and provide donor engagement opportunities. Our new donor relations plan will encourage life long giving and appropriately thank our donors for their support. Providing good stewardship will ensure that we are meeting our responsibilities to our donors.
Alumni Events
Date Event
May 21, 2015 London BAN Social
June 3, 2015 BUAA AGM
June 4, 2015 Toronto BAN Pub Night
June 24, 2015 Vancouver BAN Reception
June 26, 2015 Victoria BAN Breakfast
July 8, 2015 Niagara Wine Tour - Malivoire
August 5, 2015 Niagara Wine Tour - Diamond Estate
September 1, 2015 Niagara Wine Tour - Riverview Cellars
September 18, 2015 RBC Steel Blade Hockey Classic
Alumni Pub Night
September 19, 2015 Alumni Recognition Reception
Brock Leaders Citizenship Society (BLCS) Reunion
Campus Tour
Class of 2005 - Ten Year Reunion
Class of 2010 - Five Year Reunion
Department of Biological Sciences Reunion
Department of Computer Science 40th Anniversary
Department of Geography - 50th + 1 Reunion
Department of Political Science - 50th Anniversary Reunion
Education (St. Catharines Teacher's College) Class of '65-'66 - 50th Reunion
GTA Bus Trip Back to Campus (10:00 AM - 10:00 PM)
Making Scents out of Wine
Marilyn I. Walker School of Fine & Performing Arts (MIWSFPA) Reunion
MBA '05 - Ten Year Reunion
RBC Steel Blade and Alumni Pub Night Package
Red Dinner
Scotch Tasting
Tour of Marilyn I Walker School of Fine and Performing Arts
Tunnel Tour
Youth University/ CATI/ Ropes Course Staff
October 17, 2015 Convocation
Stewardship Events
Date Event
May 14, 2015 General Brock statue unveiling
May 14, 2015 Graduate Studies Awards Celebration
May 26, 2015 Woodruff Family Collection Announcement and Celebration
June 5, 2015 Artificial Turf Field Sod Turning Ceremony
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September 10, 2014 Ned Goodman Dinner in Toronto
September 18, 2015 MIWSFPA Grand Opening
September 19, 2015 Artificial Turf Field Official Opening
University Events
Date Event
May 26, 2015 President's Golf Tournament
October 24, 2015 General Brock's October Soiree
March 4, 2016 Cuvee Services and Operations and Annual and Reunion Giving The staff of these two units maintain the database of Brock alumni, donors and friends, receive donations and prepare tax receipts, ensure the department has the software and processes necessary to succeed. Annual Fund donations are solicited via a call centre staffed by Brock students to solicit gifts from Brock alumni, and via regular written and personal appeals to faculty and staff. Encouraging alumni reunion groups to make donations is a new initiative. 2015-16 GOALS & INITIATIVES The department has been in the process of re-organizing with the arrival of the new Executive Director in February 2015. Key goals include:
Enhance the culture of philanthropy throughout the University community
Support Brock student recruitment
Increase engagement of Brock University stakeholders, especially alumni and donors
Expand fundraising activity at Brock University, broadening the base of alumni donors
Enhance the reputation of Brock University through promotion and support of alumni advocacy, while embracing principles of accountability and stewardship
New goals for 2015-2016 include raising $4 million for the expansion of the Goodman School of Business building, expanding alumni activities, installing a new cumulative giving donor wall, identifying new fundraising priorities, playing a larger role in organizing and securing sponsorship for the President’s Golf Tournament, General Brock’s October Soiree, and Cuvee, and implementing new software for the student Call Centre.
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BUDGET
2013/2014 Actual 2014/2015 Actual 2015/2016 Forecast
Operating Manpower Total Operating Manpower Total Operating Manpower Total
019 $93,211 $335,843 $429,054 $145,901 $97,856 $243,757 $77,000 $276,261 $353,261
021 $64,838 $721,022 $785,860 $58,959 $573,539 $632,498 $122,400 $629,845 $752,245
022 $226,181 $367,146 $593,327 $268,870 $340,538 $609,408 $379,500 $449,677 $829,177
023 $9,231 $160,841 $170,072 $72,616 $275,484 $348,100 $87,975 $279,866 $367,841
055 $39,513 $8,248 $47,761 $20,228 $0 $20,228 $21,900 $0 $21,900
Total $432,973 $1,593,100 $2,026,073 $566,574 $1,287,416 $1,853,991 $688,775 $1,635,649 $2,324,424
Legend: 019 - Campaign 021 - Development 022 - Alumni Relations 023 - Annual Fund 055 - Alumni Association
CONCLUSION The Development and Alumni Relations team is staffed with experienced personnel, many of whom have deep knowledge of the University, and all of whom are very dedicated to the goals of the department. Postings for new positions have attracted talented individuals. Many new initiatives are underway and there are visible changes to the level of philanthropic support and school spirit among members of the broader University community. The department is well positioned for future success. APPENDIX
Appendix 1 – Development and Alumni Relations Organizational Chart (1 page)
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Strategic Planning Committee TOPIC: Department of Development and Alumni Relations – Introductory Information
September 30, 2015 Appendix 1
Board of Trustees
Report to the Strategic Planning Committee
Information Item
TOPIC: Department of Marketing and Communications - Introductory Information
September 30, 2015
Gord Hunchak, Executive Director, Marketing and Communications
BACKGROUND TO DEPARTMENT Marketing and Communications is responsible for the strategic direction and management of Brock University’s brand, including integrated marketing communications, media relations, public relations, research communications and web marketing. Marketing and Communications is the University’s in-house advertising and public relations agency, focused on how Brock is positioned regionally, nationally and internationally. As guardians of the University’s image and reputation (the brand), Marketing and Communications shapes and elevates perceptions of Brock through strategy and the creative use of all media. Marketing and Communications also provides services to most internal departments at Brock University, including marketing/communications planning, creative and communications support, consulting services, and project management. In supporting academic and administrative units, the department offers a wide variety of marketing/communications services, including:
Brand Strategy
Integrated marketing communications
Website Management
Advertising
Crisis communication and emergency preparedness
Writing and editing
Graphic design
Public relations and issues management
Media relations
Photography and Video
Social media
Web, Mobile, and Digital Marketing
Research communications
Training and workshops
The 2015-16 year will be a year of transition, planning, and research. Specifically, the following major initiatives will be undertaken:
Strategic review of Marketing and Communications’ responsibilities, resources, structure, budgets, metrics, and short and long-term objectives;
Integrated marketing planning for the 2016-17 Academic year, with undergraduate student recruitment as the key driver;
Significant revamp of the Brock University website, including the implementation of a new responsive web platform to allow for mobile functionality, and to provide for greater flexibility, agility, and enhanced functionality moving forward;
Brand Research on where Brock sits on the competitive landscape of Universities in Ontario, and the brand perceptions of Brock amongst key stakeholders, including prospective students and their influencers;
Initial planning for a long-term Brock University Brand Strategy, expected to begin implementation in late 2016/early 2017.
Strategic considerations that will shape and influence the work being undertaken include:
The alignment of Brock’s brand and marketing/communications efforts with the Strategic Mandate Agreement;
The relevance of Brock’s current brand platform amongst key internal and external stakeholders, particularly prospective students and their influencers (domestic and international);
The expected demographic challenges facing all Ontario post-secondary institutions over the next decade (shrinking number of prospective University students), and the anticipated competitive battle for students that will result;
The current distributed model of marketing and communications resources and responsibilities throughout Brock University (the majority of the marketing funds are held outside of the Marketing and Communications Dept. budget);
Available budgets for supporting the Brock brand and the student recruitment efforts (the overall non-salary budgets for brand, marketing, and communications has decreased 70% since 2009/10, when the current Brock brand platform (Both Sides of the Brain) launched - from $2.2 million in 2009-10 to the current $689,000 budget in 2015-16;
Managing the rapidly increasing volume of work and requests handled by the Marketing and Communications department.
For complete information on the Marketing and Communications Department, visit brocku.ca/marketing-communications.
ORGANIZATIONAL STRUCTURE
See Appendix 1 for Marketing and Communications Organizational Chart
BUDGET
BUDGET UPDATE (000’s)
2013-14 Actuals 2014-15 Actuals 2015-16 Operating Budget
Branding $145,139.95 $136,128.05 $180,000.00
Marketing – Undergraduate recruitment
$318,475.90 394,727.57
$395,000.00
Website Management
$47,686.08
$58,137.06 $50,000.00
Media Relations/Public Affairs
$14,386.11 $4,524.20 $2,500.00
Other Expenses (non-salary)
$48,772.90
$55,096.62
$61,450.00
Total Non-Salary Budget
$574,460.94 657,839.16 688,950.00
% Change (YoY) +14.5% +4.7%
Salaries and Benefits
$865,752.74
$871,890.49
$1,046,225
Total Budget $1,440,213.68 1,529,729.65 $1,735,175
% Change (YoY) +6.2% +13.4%
METRICS
METRICS
Metrics for Marketing and Communications will be developed during the current year, for implementation in 2016/17. Metrics will likely include the following:
- Ongoing measurement of Brock’s brand strength - Undergraduate and graduate student application metrics (quantity/quality/target
faculties/target geographic markets) - Social media engagement - Website traffic and engagement - Measurement of the quantity and quality of Brock’s earned media - Workflow management (maximizing quality and efficiencies)
2015-16 GOALS & OBJECTIVES
Source Action Goal Measurement Target Date
SPC Significantly upgrade Marketing and Marketing Research Capacity. Implement a “first take” upgrade in both areas to serve Enrolment and Recruitment Strategies/Tactics. (See President’s five-point Action Plan, and its Update)
“First take” upgrade for marketing to serve recruitment Fall 2015; First take market research to serve recruitment Fall 2016 and Second edition of Strategic Enrolment Management Plan
Fall 2015; end of Spring 2016
VPFA Revamp Brock University Website (new platform)
Launch of new Website
April 2016
VPFA Strategic review of Marketing and Communications’ responsibilities, resources, structure, budgets, metrics, and short and long-term objectives;
Report and Recommendations on structure and resourcing
December 2015
APPENDIX
Appendix 1 - Marketing and Communications Organizational Chart (1 page)
Strategic Planning Committee TOPIC: Department of Marketing and Communications – Introductory Information
September 30, 2015 Appendix 1
Appendix 1 – Marketing and Communications Organizational Chart
(as of August 2015)
Capital Infrastructure Committee
TOPIC: ITS – Introductory Information
September 30, 2015
Appendix 1
Report to the Strategic Planning Committee
Information Item
TOPIC: Update on IT Strategic Plan
September 30, 2015 David Cullum, Associate Vice-President, Information Technology Services
EXECUTIVE SUMMARY Information technology (“IT”) continues to be key for Brock University’s students and staff, including faculty, researchers and administrative staff. Technology is pervasive in the daily lives of the Brock community, addressing the demands of the academic and research environments, the needs of administration and the learning and quality of life of students as well as the safety and well-being of the entire Brock community. This expanded use of technology and its importance to the University is one of the key drivers to update the IT strategic plan. Accordingly, the Information Technology Services (“ITS”) senior management team has developed a vision statement for the department, including its mission and related principles, which are long-lasting. These will be corner stones for the annual objectives and tactical and operational plans under development, which will continue to evolve to reflect changes in the University’s strategic priorities and the internal and external technology environments. The IT strategic plan will:
Facilitate the alignment of the University’s IT spend with strategic priorities;
Promote a critical review of ITS organization including people, processes and technologies;
Promote a critical review of the application technology stack to determine fit with the University’s requirements and future needs;
Help with the prioritization of IT projects and decisions, and identify key interdependencies in our technology solutions, resources, programs and projects; and
Promote the continuation of external strategic partnerships within the Niagara Region.
ITS has received significant co-operation from key stakeholders in the University during the environmental scan and fact gathering interviews. Involvement by the University community in this process has enabled a shared vision for the future path of ITS and its services. ITS will continue collaborating with faculty, staff and students as we move forward in the ongoing development of this plan. Like many other Canadian universities, Brock is facing constrained resources, resulting in a lack of firm commitment to long-term future funding. Nevertheless, the strategy provides a framework for a multiyear capital investment plan which will be developed and maintained to guide the implementation of projects identified in the strategic plan document.
Board of Trustees
The strategy will be updated periodically in response to changing circumstances and feedback. Periodic updates will facilitate ITS responsiveness during a time of rapid change. APPENDIX Appendix 1 – ITS Vision, Mission and related Principles (1 page)
Strategic Planning Committee TOPIC: Update on IT Strategic Plan
September 30, 2015 Appendix 1
Information Technology Services
IT Strategic Plan: Vision, Mission and related Principles
Vision:
ITS is a trusted partner in the University’s teaching, learning, research and administrative initiatives and in the broader Niagara community
Mission and related Principles: 1. Foster collaboration and trust
1.1. Establish an IT governance model
1.2. Continually improve stakeholder and partner relationships through open and transparent dialogue
2. Create and maintain a reliable technology-rich environment
2.1. Pursue a “cloud first” strategy
2.2. Seek agility; choose solutions that can be readily implemented, are scalable and fully integrated
2.3. Reflect good stewardship over technology resource investments: buy / partner instead of build
3. Provide secure and accessible systems
3.1. Implement and maintain technology systems that reduce barriers while safeguarding the University’s data
3.2. Cultivate a security aware organization
3.3. Provide universal access that accommodates all compliance and policy requirements
4. Create a service-oriented culture within ITS to support the Brock community
4.1. Provide value-added services that are user-centric
