Order of Omega Summer Board Meeting

Minutes

July 22 – 23, 2005

Sheraton Wild Horse Pass – Phoenix Arizona

Friday, July 22

Letterhead, Phone, Fax, Email

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

§         Email address – Daisy

§         New address during internship in Washington – P.J.

v      Minutes – Summer Board Meeting 2004 – approved without corrections

Winter Board Meeting – approved without corrections

v      New Student Board Member – P.J. is a senior at Florida International University and will be doing an internship in Washington D.C. is coming fall. 

v      Board Member Happenings – Greg and J.B. both got married this summer so it’s been a busy year in the Gardner family.  Sally has a beautiful new grand daughter who is now 6 months old and commented on what a wonderful job Jessica has been doing at the office.  Several people commented on how helpful she has been.  She is doing a wonderful job!  Barb is writing and co-producer of a local TV show for the community on things that are making a positive difference for children.

New Office Building:

We began the discussion of the new office building with a comparison to our beginning.  Kent briefly reviewed Omega’s history; when he assumed Order of Omega he was given 10 file folders (4 of which were inactive) and a checkbook containing $97.00.  We have over 500 chapters and are now over ½ million dollars given out in scholarship and fellowships.  We have been housed in 3 different office suites and now have purchased a lot to build with a total cost estimated at $211,000, which will be taken out of our reserve.  The detailed architects rendering of the building were reviewed and discussed.  Motion was made and passed to allow Kent G., Mardie, Kent P. to make decisions concerning the building.   Kent P. will review and anticipate the technical needs for the office.  Barb discussed the need to approach the marketing of the building and what needs to be done.  Ed suggested a formal news release go to the chapters – Barb agreed to write the release and put a historical overview in the letters.  A suggestion was made to have a virtual tour available on the web and an overall branding campaign needs to occur and Barb agreed to come up with a comprehensive marketing plan.  Please provide any and all ideas to Barb ASAP.  A formal building dedication will occur at next summer board meeting.  Ed announced that Kent G. will now be working full time at Headquarters.

RCD Breakout:

v      Kent opened the meeting by discussing the changing organization and the critical role that the RCD’s in the change.  More will be asked of the RCD’s as the organization moves forward with new initiatives –

o        Greater commitment level will be required

o        Increased and improved communication with the chapter is needed and expected

o        Must take a more professional approach in reporting, meeting deadlines, and chapter responsiveness.

o        Responsible for increasing the number of active chapters and ensuring that chapters are at their optimum membership – initiating their 3% yearly

o        Look for opportunities for growth – especially historically black campuses.

o        Look for potential for improvement on college campuses – Greek Advisor turnover, encouraging chapters to seek out faculty advisors, etc.

o        Utilize the regional conferences as opportunities to build rapport and collect information.

Dr. Gardner acknowledged that the turnover in Headquarters staff may have hindered progress in one situations.  However, with the transition of the new staff and soon-to-be updated technology, more accurate information will be more readily available to the RCDs.

v      Technology Update:

o         Kent Pawlak shared information on the new web format, including sites designed to assist the RCD in information gathering.  RCDs will have a password and access to the database.  RCDs will have the ability to track certificates and pin, search for initiated members, and update chapter files.  Kent indicated that the new Website should be available by August 1, 2005.  At this time, RCDs should use “alpha omega” as the password to login to the RCD site.  He also requested that the RCDs assist with trying to collect new chapter photos for the Website and other publications, as those we are currently utilizing are dated.

v      Chapter Status: 

o        Discussion was held on the definition of inactive and permanent inactive chapters.   Inactive Chapters are those who have not reported/initiated in two years.  Permanent Inactive Chapters are those not reporting/initiating new members within three years.  Permanent Inactive Chapters must pay the re-charter fee of $80.00 if they are reactivated.  New chapter supplies will be sent at the time of a re-chartering.

o        There are a few chapters that may be placed in the wrong region.  When this is discovered, it should be reported to Jessica and Mardie so that the correct assignment can be made.  RCDs need to double-check all chapters in the region so that the appropriate status is determined – Active, Inactive, or Permanent Inactive.

o        RCDs need to re-double their efforts to collect fall and spring update forms from each chapter.  It is especially helpful if we can determine when chapters are electing new officers.  Darald suggested that we utilize the Chapter Update Forms at each of the regional conferences, and provided an example of how the Southeastern Panhellenic Association coordinates Panhellenic updates.  From discussion, it appears that the best response from a chapter is the president.  Mardie suggested that the RCDs utilize personal emails to send reminders to chapter presidents.  Cheri suggested that we may want to develop some method of “tracking” some alumni for purposes of generating interest in new chapters.

o        David asked for clarification on membership numbers – “beginning of the year” Greek membership statistics versus the Greek population after the recruitment period.  It was determined that this will vary from campus to campus.  The most important thing to take into consideration is that chapters are consistent in how they are determining the Greek population.  Discussion on “total” chapter membership will resume with the Board discussion on possibly increasing the percentage of new initiates per chapter. 

v      Regional Conferences

o        Mardie provided a brief update on the regional conferences.  Order of Omega educational sessions need to continue and program descriptions and outlines should be sent to Mardie.  The MGCA and WRGLC sponsored an Order of Omega Case Study competition for undergraduate students and Greek Advisors.    MGCA was very successful; WRGLC was less successful, but will continue to grow.  The activity was good exposure for the Order of Omega and was well received.  It was decided that we should continue the competition – and possibly add to the other regional conferences.  SEPC will host a case study competition in 2006.  Mardie will follow up with the other regions to determine if there is a possibility for hosting/sponsoring this event. She will follow up with all of the details – overall program, number of teams, breakdown of prize money, etc.   It was requested that Kent add a link to the Website for the case study competition. 

o        The following RCDs will attend the regional conferences and present educational sessions in 2006:

SEIFC – Darald (if needed)

SEPC – Sally, Darald & Reatha

MGCA – Wes

WRGLC – Cheri

v      Outstanding Chapter Program:

o        Outstanding Chapter Recognition applications have decreased only slightly over the last few years since implementing the program…we fell short on our goal for increasing the number of submissions for the Outstanding Chapter award.  We need to do a better job of promoting this program.  It was decided that the information submitted in the report will change to the “calendar” year, versus the academic year.  The deadline for this year’s applications will be Friday, December 16, 2005.  Darald and Reatha will work with Kent to revise the existing application – which will be available for chapters to submit on-line this year.  Supplemental materials will need to be scanned and attached to the on-line form.  Recognition plaques will now indicate the previous calendar year (2005) versus academic year, to avoid confusion.

v      Chapter Highlights for The Omega Trends:

o        Chapter highlights need to be on the web page – provided to Kent in a proofed article.  RCDs will interview chapter presidents, and then write and submit the articles.  Photos would be a nice addition. 

o        Cheri will develop an interview format that all RCDs will utilize.  It’s important that the Order of Omega is clearly identified as a sponsor or co-sponsor of the event/activity.  Sample questions could include:  What are the chapter accomplishments, significant student leaders, chapter GPA, etc.  Each RCD will be required to submit two chapter interviews – although more are welcome!  In addition to the chapter name, the college/university name should be included in the article and headline. 

v      Regional Chapter Director Reports:

o        The Regional Chapter Director Report needs to be revised.  Pertinent information should include institutional changes, concerns for the region/chapters, advisor updates, chapter updates, perspective chapters, etc. 

o        Cheri will work on a draft report and generate to all RCDs for review and comments.  RCDs must submit their reports in a more timely and efficient manner.  Reports are due in December and May.

o        Mardie reviewed the chapter updates on new and reactivated chapters – we were close to the overall goal on chapters.  Mardie will have Jessica send the RCDs labels, as several are having problems with the chapter address spreadsheet.  Kent will determine if this can be downloaded from the system data.

v      Chapter Honor Roll Program:

o        David presented the Chapter Status proposal information.  The question of what to name the program was presented, and “why” we are implementing the chapter status program.  It was decided that our goal is primarily for information seeking and sharing the benefits with our existing chapters.  The name of the program, as determined by the Board, will be Honor Roll Status.  The criteria identified for Honor Roll status includes:  include information from all categories highlighted/identified.

o        Benefits of being an Honor Roll Chapter include:  allowing the chapter to submit three applications for scholarships, and possibly applying for chapter programming grants.  Mardie will research similar programs, such as that utilized by Alpha Xi Delta.  David will continue to work on the Chapter Update Form to include all information necessary for Honor Roll status.  The report(s) will be condensed to one Chapter Update.

v      Student Board Member Rotations:

o        Darald did an excellent job of coordinating the selection process for the 2005 – 2006 Student Board Member.  Sally will be responsible for coordinating the selection process for 2006 - 2007.  The future rotations for the position are as follows:

Region                         Year                   Regional Chapter Director

East Central                             2006 – 2007                 Sally Cobb

Central                                     2007 – 2008                 Reatha Cox

West Central                            2008 – 2009                 David Hotz

West                                        2009 – 2010                 Cheri Wechsler

Northeast                                2010 – 2011                  Wes Schaub

v      RCD Conference Calls:

o        The RCD Conference Calls will be held September 30, 2005 and February 3, 2006 at 12:00 PM Central time.

v      2006 Summer Board Meeting:

o        At this time, the RCDs should plan to attend the 2006 Summer Board Meeting in Arlington, Texas. 

v      Action Steps:

• RCDs will request/collect new photos for the Website and publications.
• RCDs will double-check all chapters in the region so that the appropriate status is determined – Active, Inactive, or Permanent Inactive.
• Mardie will follow up with the regional conference leadership to determine if there is a possibility for hosting/sponsoring a case study competition. She will follow up with all of the details – overall program, number of teams, breakdown of prize money, etc.  
• Kent will add a link to the Website for the case study competition. 
• Darald and Reatha will work with Kent to revise the Outstanding Chapter Program application.
• Kent will make the necessary changes to have the Outstanding Chapter Program application available for chapters to submit on-line this year.
• Mardie will have Jessica send the RCDs chapter labels.
• Cheri will draft a revision for the Regional Chapter Director Report and generate to all RCDs for review and comments.
• David will continue to work on the Chapter Update Form to include all information necessary for Honor Roll status.  The report(s) will be condensed to one Chapter Update.
• Sally will be responsible for coordinating the selection process for 2006 - 2007.
• Mardie will schedule the two RCD conference calls for the year.

Board Agenda Items:

v      Office Staffing – Discussion was held concerning the future office staffing and the board agreed that Kent G. will do a business plan for potential new staffing needs that relate to the increased income to be implemented no later that fall of 2006.

v      Price of stoles and merchandising – Discussion was held regarding the cost of purchasing stoles has now equal to what we are currently sold and a motion was made to increase cost of stoles from $10.00 to $15.00 – motion passed

v      Chapter Issues/Concerns –

o        Following a long discussion regarding the Order of Omega chapter at Santa Clara, general consensus of the board was to allow a chapter of Order of Omega to exist on their campus even though the university does not officially recognize the Greek’s.  The departure was not because of problems associated with the organizations but more of an economic matter for the University.  Kent G. will try to get a letter from Genie Rosenberger saying that the honor society could be recognized as a student organization. (letter was sent following the board meeting and the response was that it can not be recognized without official recognition of Greek organizations)

o        Discussion occurred regarding Bowling Green University and allowing members from local organizations as scholarship recipients.  It was determined that individual would be eligible for scholarships if :  a.)  If individual went through a typical initiation process that had similar ritual values and beliefs  b.)  Decisions would be determined on a case-by-case basis.

o        After discussion regarding a request from Emporia State University for funding their local scholarship program, it was decided that the national organization would not send money to local chapters for their individual scholarship programs.  Chapters would be encouraged to raise funds at the local level to cover scholarship needs.

v      Reappointment to the board – Anne Forcier, Daisy Wood, and Howard Farrell were up for reappointment.  Following discussion and vote, all three were reappointed to the Board of Directors for a three (3) year term.

v      Budget and Fees –

o        A general discussion was held concerning the current fee structure and the impact of the income as it relates to the new office building and staff.  The decision of the board was to try and keep the dues where they are now, which is significantly less than most other national honor societies, and to try to raise the number of individual members initiated from each chapter.  A focus needs to be placed on ensuring that the membership is representative of the overall Greek population of that community.

o        The Executive Director – Kent G. will work on establishing the corporate connection for donations to the scholarship program and operating fund as a recruitment vehicle for the corporation structure.  Picking up 5-6 corporate entities, each from a different segment of the community, such as banking, communication,etc…

Review:

v      Board members and RCD’s regroup for a brief summary and final announcements.  RCD’s will continue their discussion in the morning while board meets regarding agenda items.  Adjourned

Saturday, July 23

Executive Summary:

v      Chapter Updates – 10 new chapters were established this past year:

o        Fairleigh Dickinson University – College at Florham      10/20/04

o        Richard Stockton College of NJ                                   05/19/05

o        University of South Carolina Upstate                           06/20/02

o        Sacred Heart University                                              04/11/05

o        Thiel College                                                                12/03/04

o        Keene State College                                                     06/23/05

o        Fayetteville State University                                       11/27/04

o        Roanoke College                                                            10/08/04

o        Schreiner University                                                    12/20/04

o        University of Central Oklahoma                                    05/27/05

Number was up a little from last year.  Letters and calls went to chapters that had been recently listed as inactive.  RCD’s will continue to work with schools to encourage establishing chapters on their campuses.  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      Reactivated Chapters – We have reactivated 25 chapter, which is a good response.  Some of the schools have a large Greek population, which should results in larger number of initiates.  Several chapters were incorrectly place in the wrong regions – correction will be made and revised lists will be distributed to the RCD’s.

v      Chapter Awards – Numbers continue to be about the same as last year.  RCD need to continue to encourage chapters to apply for this award.  Applications are available on the web and continue to be an excellent opportunity to reward strong chapters.  Past recipients will be highlighted to provide positive exposure for those group that apply and provide other chapters with ideas that have been successful on other campuses.

v      Fellowship & Scholarships – Increase was seen in the number of applications and the number of chapters that submitted two applications from a chapter.  Some chapters don’t have meetings early enough in the fall to allow the chapter to vote or determine how the applicants from their chapter will be selected.  Scholarship application can be changed to December with the recipients named in the spring but the fellowship deadline needs to be kept so the they can be announced and presented at the reception during the AFA Conference.  Majority of fellowship recipients we present at the reception and all were very appreciative for the honor.  It was determined that David should do the actual presentation and Ed congratulation and make the physical presentation and photo.

v      AFA: Case Study & Reception – We had another good year with the case study competition and some strong candidates.  Topic involved controversial t-shirts and Freedom of speech issues.  It was interesting to see how most group focused on coming down on disciplining the group rather than an educational opportunity for all about the Freedom of Speech and the implications it has on all parties involved.  Possibility of sponsoring an Internet case study competition.  George who represents AFA has done a great job but will not be heading it up next year.  Reception was well attended with a majority of fellowship recipients in attendance.

v      Summer Board Member Selection - Rotation was review and Sally will be coordinating the 2007 Student Board Member process.  Review of the demographics will be done to ensure that there is a balance and positive representation of groups whenever possible.  The states that are in the region that is eligible for consideration for the position will be listed on the application.

v      AFA Journal – There was a significant amount of discussion about a new project by AFA and David Grady serves on the it’s advisory board.  The general consensus was that the organization would support this endeavor as much as possible.  If the research journal brought forth a financial request for support from Order of Omega that this would be discussed b the executive committee and later discussed with the Board at the summer 2006 meeting.

v      “Matter of Ethics” Program – The board agreed to support the program.  It is a positive way to increase our connection and possible recognition by the association of college honor societies.  Kent G. will work with Sue Kraft Fussell from AFA to see what the status is of this activity and coordinate with Gamma Sigma Alpha and other Greek Honor Societies.

v      Constitutional Vote – Last years constitutional vote by the chapters regarding 1/3 of the initiates should be of junior status was passed.  Discussion took place around increasing membership and allowing a small percentage of those increased numbers be of sophomore classification.  Issue will be reviewed and brought up for discussion and vote at the 2006 summer board meeting.

v      Outgoing Student Board Member Presentation – Chris was presented with the traditional mantle clock as a token of our appreciation.  Chris did an excellent job as the student member and we all wish him the best of luck with his future endeavors.

v      Other Business –

o        Howard asked that Kent G. look at increasing the liability insurance and to see what it would cost to double the coverage from one to two million.

o        Discussion occurred regarding inviting all past Board of Directors, both professional and students, to come to the grand opening of the new office building in the summer of 2006.

o        Discussion to place regarding inviting a former Board of Director to each of the future summer board meetings to provide a fresh eye on what we are doing and the direction that we are going.  Further discussion will take place at the winter board meeting before a decision is made.

v      Adjournment –Group was reminded about when to meet for dinner.  Departure schedule was reviewed and group was thank for their hard work.  Best of luck over the next year and we look forward to another successful year.