Order of Omega Summer Board Meeting

Minutes

July 23 – 25, 2004

Hyatt Regency – Tamaya

 

Friday, July 23

 

Letterhead, Phone, Fax, Email

All changes were made to update the letterhead and phone list.  The following information will be sent ASAP:     

§         Work addresses – Daisy and Darald

§         Cell phone number – Wes

§         Work fax number – David and Anne

 

Regional Chapter Director Introductions: 

This is the first year that all RCDs have attended the board meeting – welcome.  Each introduced themselves and the years that they’ve worked with Order of Omega; Sally Cobb – 16 years, Cheri Wechsler – 10, Darald Stubb – 8, Wes Schaub – 12, David Hotz – 15, and Reatha Cox – 8 (Double check the time with our files)

 

Justin is ending his term as the Student Board Member.  He will be pursuing a master in Ethnicity & Multicultural Studies in England.

 

Announcements:

Congratulations to Dr. Ed Whipple who recently received the Order of Fraternity Excellence Award from the Fraternity Executive Association.

 

Congratulations Daisy on your remarkable process following your accident – our thoughts and prayers are with you during you continued recovery.

 

Executive Summary:

v      Minutes – Summer Board Meeting 2003 – Case Study monies were increased for the 2003 AFA/Order of Omega Case Study Competition at the upcoming conference in San Antonio.  Board voted to have 1/3 of each group of initiates be of junior status and should have gone out to the collegiate chapters for a vote in last fall’s mailing.  It was left out of the letter so it will be sent this fall for the official vote.

Winter Board Meeting – A suggestion was made by the RCD’s during their fall conference call to move the scholarship date to a later time.  A motion was made by Mardie and seconded by Larry F. to move the deadline to November and that the committee established by David G. will determine all scholarship and fellowship recipients without finally approval from the executive committee.  David H. made a recommendation that the scholarship recipients by divided by the regional conference breakdown and added to the conference notebooks.  Both sets of minutes were approved.

 

v      Chapter Updates – 7 new chapters were established this past year:

o        Florida Atlantic

o        University of North Carolina – Greensboro

o        Knox College

o        University of Virginia College at Wise

o        Bethany College

o        Penn State – Altoona

o        University of Missouri – St. Louis

o        Belmont University*

o        Mansfield University*

This number has been fairly consistent over the past several years, averaging 7 – 9 chapters.  *These schools’ information was received immediately following the board meeting.  Kent reviewed the list of inactive chapters and provided that changes that occurred since the list was printed.  Letters and calls went to chapters that had been recently listed as inactive.  Discussion followed about the number of chapters that continue to initiate members but fail to turn it the proper list to headquarters.  Darald requested that the RCDs receive continuous updates of the chapters so that they can be sent the appropriate information.  Kent P. said he will provide the RCD’s with a password that will enable them to review the data as it is revised.  If the RCD’s get information updates on chapters that we don’t have listed, please provide headquarters so that the information can be listed correctly. 

v      Chapter Awards – Applications for the Outstanding Chapter Award was down slightly from the previous year.  RCDs’ will emphasis this opportunity in their fall mailing.  Suggestions were made to have each chapter submit pictures that will be put on the web to provide positive exposure for the recipients along with the programs that they do at their campuses.  Having successful programs listed on the web may be an excellent resource for chapters that are struggling with new ideas.  Kent P. will put information on the web as soon as the chapters are selected.  A suggestion was made to move the date a little later in the semester – discussion will continue at the RCD breakout.

v      Scholarship Report – David reviewed the scholarship report – numbers were up slightly but not to the extent that the board was hoping for when the decision was made to allow 2 applicants per chapter.  1 $1000 SBC Scholarship recipient; 9 $750 Parker F. Enright Scholarship recipients; 68 $500 Patrick W Halloran Scholarship recipients; and 17 $100 Kent L. Gardner Scholarship recipients.  14 fellowships were awarded and recognized at the annual Order of Omega reception at AFA.  We will exceed the ½ million-dollar mark with the 2004 Scholarship Program.  Dr. Michael Shonrock has agreed to continue to work with SCB for their continue involvement and support in our top scholarship honorarium.  Discussion followed regarding clarification between the Master’s and Graduate Fellowship.  The Master’s recipient must be currently working as a full time professional while pursuing their degree while a Graduate recipient is either a graduate assistant or working part time while completing their master’s program.  Letters will be sent to the Vice President of Student Affairs and the President acknowledging the student scholarship recipients from their institution.  Kent G. will send letters to the Vice Presidents prior to the scholarship deadline to emphasis the opportunity for their students to be awarded scholarships ranging from $1000 to $100.

v      Chapter Concerns – Duquesne University raised the question concerning the ability of graduate students serving as an executive officer for Order of Omega.  It was determined that as long as they were an active member in their respective chapter they can serve in an executive capacity.  Discussion followed regarding the inclusion of chapters represented in Order of Omega on the collegiate campuses.  Headquarters will continue to monitor the numbers and emphasis the need to have a broad based representation within the chapter.

 

Generation Y – Today’s College Student:

David lead the group in a discussion of Generation Y and what today’s college students are looking for and how we can make adjustments and understand the differences.  It was concluded that although this group wants things that are deep in tradition, they need to know how what they do and choose to get involved in will ultimately help them get a job.  Kent P. will review our website to ensure that it draws students in the manner which will benefit them as well as the organization.

 

Group Discussion:

The group was divided into the following 3 small groups:

Kent Gardner                            Ed Whipple                               David Grady

Anne Forcier                            Daisy Wood                              Barb Tootle

Justin Koppelman                      Howard Farrell                         Larry Lunsford

David Hotz                               Kent Pawlak                              Wes Schaub

Reatha Cox                               Cheri Wechsler             Sally Cobb

Mardie Sorensen                      Darald Stubbs                          Chris Painter

 

Each group was asked to discuss three questions and the following are the groups’ responses:

  • What is Order of Omega doing well?
    • Financial support to students and the Greek communities
    • Image/PR within Nationals and institutes of higher education
    • Partnerships with outside organizations (IFI, NASPA, Greek Summit)
    • Recognition to students
    • Financially responsible organization
  • What are 2 things we could improve on?
    • Technology – utilizing student support i.e. individual chapter website, continuous updating of the website, etc.
    • Stability with office staff, which leads to communication breakdowns.
    • Communication with chapter advisors, officers, etc.
    • Fundraising/development – endowed scholarships and fellowships
    • Pre and post scholarship information
    • Honor cords – outreach and education regarding the honor cords
  • What are 2 things we should be doing that we currently are not?
    • Full time staff at HQ and increase number of RCDs
    • Recognize good practices and programs
    • Developing levels of recognition
    • Provide available grant funding for educational programs
    • Communication with RCDs on chapter operations within their regions
    • Development work
      • National convention
      • Send collegiate chapter members to their regional conference representing Order of Omega

 

Technology Update:

A full report was provided and can be reviewed and can be obtained from HQ.  The following is a highlight of the report.  The online forms appear to be working well.  Scholarship forms are the most sought after but all have simplified things for the individual chapters.  We purchased a new PC and server for the office which has enabled us to back up our data and secure our information more effectively and is primarily used for certificates and data entry.  The consolidation of our methods of communication has resulted in substantial saving for the office.  Kent P. will establish logins for the RCDs within the next two weeks, which will allow them to get information from HQ faster and as needed.

 

Regional Conference Schedule:

§         SEIFC        2/17-2/20        Atlanta  GA                   Kent & Mardie

§         MGCA         2/17 – 2/20      Chicago  IL                   Wes & Ed

§         NGLA         3/3 – 3/6         Pittsburgh  PA               Wes, Kent, & Mardie

§         SEPC          3/29 – 4/2       Atlanta  GA                   Reatha, Sally, & Darald

§         WRGLC       4/7 – 4/10        Burlingame  CA             Cheri, Kent, & Mardie

 

Announcements:

Groups will meet again tomorrow at 8:00 a.m. for further discussion and recommendations.  Meet for dinner at 6:00 p.m.

 

Saturday, July 24

 

2005 Summer Board Meeting

Next year’s meeting will be July 21 – 24, 2005 at a location to be determined later.

Darald will be responsible for the 2005 – 2006 Student Board member selection process.  They will attend next year’s summer board meeting.

 

The group divided into two small breakout groups.

 

RCD Breakout:

RCD’s will be working on reviewing and establishing new criteria for the Outstanding Chapter Advisor Award.  Each nominee will receive a certificate that will be sent to the nominating chapter to present at an appropriate event.  A letter from Dr. Gardner will be sent to each individual and their supervisor/VP of the division.  One recipient from each region will be selected and then from those six a final individual will be named as the Outstanding Service recipient.  We will put highlights from all of the nominees on the web throughout the year.

 

Chapters will be highlighted throughout the year on the web.  The following is the schedule:

            September        Wes                  Cheri

            October            Reatha              Darald

            November         Sally                David

            February          Reatha              Cheri

            March               Sally                Darald

            April                 Wes                  David

 

 

RCDs will actively assist with the following

o        Maintaining accurate records regarding number of individual chapters on each campus along with their overall total Greek population.

o        Increase the number of chapter reactivating

o        Recruit new chapters at individual regional conferences and at AFA

o        Increase the number of schools that apply for the scholarship program and encourage all chapters to have 2 students apply each year

o        Recruit a minimum of 6 new chapters per region to apply for the Outstanding Chapter Award

 

 

RCD’s will have there fall conference call on October 1 at 11:00 am central time.  January and April’s will be determined later.

 

Board Breakout:

  • Board members discussed the role of the RCDs and their relationship to the individual chapters.  A motion was made and seconded to include the RCDs at future Summer Board meetings – motion passed
  • Discussion took place regarding continual funding and involvement with IFI, Black Greek Conference, Greek Summit, and NASPA.
  • Review of the Case Study Competition at AFA/NIC.  Slots were full and we had to turn away several teams/individuals.  Winners are announced and presented with their checks during the professional’s luncheon and then recognized at the Omega reception.  Fellowship recipients are also recognized during the reception.
  • A motion was made and seconded to reappoint Barb Tootle and Larry Lunsford for another three year term – motion passed.
  • Discussion took place regarding relocating Order of Omega headquarters to either a larger executive suite or purchase a permanent structure.  Motion was made and seconded that Mardie and Kent G. would find the new HQ location with the approval of the Executive Board.
  • Scholarships – Kent letters to Vice Presidents and Presidents will be sent to each institution who had one of their students receive a scholarship.

 

Group Recommendations:

        Group 3

v      Continue to work on establishing a full time staff – establish job descriptions for all current and perspective positions, review salaries and benefit options.  Current budget should expand as continued efforts focus on reactivating chapters and encouraging groups to initiates their full percentage.  Communication would improve with RCDs and individual chapters.

v      Highlight programs and chapters on web - encouraging chapters to list their programs on the web would provide an extensive list for other chapters to utilize.  Establish links between individual Omega chapter and our current website.

v      Develop a chapter recognition program – in an attempt to motivate individual chapters, we should establish a recognition program that will recognize those chapters that are fulfilling their chapter and national requirements.  Possible benefits from a successful ranking could include additional scholarship applicants; provide opportunities for individual chapters to send delegates to their regional Greek conferences as Order of Omega delegates, and grants for educational programs.

 

Group 1

v      Look into a full time staff for headquarters – benefits would be increased communication with RCDs which in turn will improve communication with individual chapters.  Look into the possibility of utilizing Grad students.  Establish continual conference calls with RCDs to improve the lines of communication.

v      Recognition program & development opportunities – establish criteria and incentives for the program.  Provide scholarships to regional conferences for student to attend as Omega delegates to the top level chapters.  Individuals would have to apply since hopefully more students would be eligible than available allocated funds.

v      Long term goals would be to research the possibility of establishing a national convention for Order of Omega.

 

Group 2

v      Implement a chapter recognition program – don’t rank the chapters but recognize those who are doing what they should be doing.

v      Make grant funding available for those who return necessary paperwork, maximum applications for scholarships apply for Outstanding Chapter whenever applicable, submit programming ideas, etc.  using a point system.

v      Establish grants for programming similar to ATO Roadshow.

 

David, Chris, and Mardie will work on a chapter award recognition program and give a progress report at the Winter Board Meeting.  Meeting will be held during the AFA/NIC Conference

11/30 – 12/3 in Hollywood, CA.  Chris (student board member) and the executive officers will be at the meeting.

 

 

Group Wrap up:

Brief discussion followed the summary of the recommendations regarding the role of the board and RCDs.  The board is considered the policy making group and the RCDs are responsible for the operations on a regular bases with their individual chapters. 

 

Ed presented Justin with the traditional clock for serving as the student board member for the past year.  Justin then presented Chris with a gift to welcome him to the board and wish him the best of luck.

 

Reviewed the departure schedule and determined that everyone needed to meet at the suite at 6:00 p.m. for dinner.

 

Meeting was officially adjourned.