Order of Omega

Summer Board Meeting Minutes

July 20 & 21, 2007

Reno, NV

Friday, July 20

Meeting was called to order on Friday, July 20, 2007.  Board members present:  Greg Buehner, Howard Farrell, Anne Forcier, Kent Gardner, David Grady, Larry Lunsford, Kent Pawlak, Alexandria Rantisi, Mardie Sorensen, Barb Tootle, Ed Whipple, and Daisy Wood.  Regional Province Directors present:  Sally Cobb, Reatha Cox, David Hotz, Wes Schaub, and Darald Stubbs.

New Student Board Member

Introduction of Greg Buehner

• Finance major at The University of Iowa
• Plans to go on to law school or for his MBA
• Has a twin sister
• Member of Phi Kappa Pi Fraternity and Bike w/ Push America
• Past Order of Omega scholarship recipient

Review and Approval of Past Minutes

• Chapter Service position that was approved was filled by Jessica Gardner in the spring.  She hired a UTA student to assist with office responsibilities during peak times.

Executive Summary

• Larry received the Order of Excellence award at FEA conference this summer. 2^nd from Order of Omega board to be recognized.

• New Building:

1. Summary of expenses for new building.
2. Monthly $1,250 compared to $750 for rent.
3. Filled storage space all ready.
4. Applied unsuccessfully to be excluded from property tax - we don’t pay income tax but must pay property.
5. Insurance cost and taxes are the actual difference between cost incurred for rent & that of the mortgage.
6. Waiting for quote to get stone marker in the front of building.

• Outstanding Chapter Awards
  1. Numbers remain about the same but continue to see new chapters applying for the award – good exposure for Order of Omega at regional conference.
  2. Think about other marketing ideas, discussion about standardizing elections to help w/email to president.

• New Chapters and Reactivated Chapters

a.      Starting to see an increase with chapters on historically black campuses.

b.      Kent & Jessica called every chapter that did not submit initiations forms last year – a lot responded that they did initiate, just didn’t send in paperwork & dues. 

• RCD Reports:
  1. Sally
     • Reviewed chapters that have updated & new chapter.

2. Wes
   • Sending letters to the Greek leaders about beginning chapters.
   • New Hampshire doing things but not submitting updates/new members – headquarters will keep following up on chapter.

3. Darald
   • National convention wants to do an honorary initiation
   • Discussion about benefits of Order of Omega for graduate chapters
   • Kent G. called largest 40 chapters to discuss with them about initiating their max.  This year we will work on talking with the small chapters who don’t initiate their maximum 15 members.
4. David
   • Focused on reviewing lists of chapters to determine if they were had open membership to chapters or have more of an exclusive membership procedures.
   • Suggested that we put a one page information sheet about Order of Omega scholarships and awards in participants’ packets at regional conferences.
5. Reatha
   • Worked with McNeese State so was very happy to see that they have finally reactivated their chapter.
   • Tulane has also reactivated and should do a story about their chapter for the web.
   • Consider sending information to the Greek leaders rather than the Greek Advisors.
   • Chapters that wish to reactivate and have all of the material can contact the Executive Director to determine what fees are applicable.

Barb stated that the Regional Chapter Directors have continued to do a good job work directly with the individual chapters.  Discussion took place regarding the reorganization of regions.  Possibility of going from six to seven to reduce large number particularly in the Northeast.

• Fellowship and Scholarship Report:
  1. We broke ½ million in scholarship monies awarded this year.  We have almost doubled the amount in the last 10 years.
  2. Fellowship Program began in 1988 and we have awarded $100,000 to date. 
  3. Barbie suggested that RCD’s are given a breakdown of the schools in their region in regards to applying for scholarships and fellowships.

• AFA Case Study

a.       Larry was a judge at this year’s competition.  It was the first time in several years that we didn’t turn away teams.  It could be that too much emphasis was placed on second year grad students the last couple of years due to too many teams wanting to participate. 

b.       AFA stated their appreciation for Order of Omega’s involvement in the program.  This will be a transition year as a new AFA representative will be taking over the coordination.

• AFA Reception

1. The reception went well this year.  A large number of fellowship recipients were in attendance along with the winners of the Case Study Competition.
2. We were unable to make any headway with AFA and allowing groups to have open bar receptions.

• Regional Conference

a.   Case Study Competitions were offer at MGCA and WRGLC and were very successful.  Will work with the other regions to incorporate the program at future conference. 

b.    Display was updated and included the individual pictures of scholarship recipients at the school in the region of the conferences. 

c.    Picture of chapter events was included on the display.

d.    Let Kent G. know if you are planning to attend one of the regional conferences and are willing to help where needed.  Everyone is encouraged to sponsor educational sessions on behalf of Order of Omega.

• Technology Update:

a.       Changed the online forms so they can only add selected information.

b.       May want to revisit using credit cards to purchase merchandise in the store.

c.       Server is past warranty and it may be time to purchase a new server and replace Jessica’s computer, and potentially the one used for data entry.

d.       Will continue to expand the database by creating new fields.

e.       Barb asked about using an “about us” button with a brief paragraph about who we are – possible rename “History & Purpose” to “About Us”.

f.         Send pictures from chapters, AFA reception, conferences, etc. to Kent so that he can create a building rotating gallery.

g.       David questioned if we should have an Order of Omega group on Facebook and MySpace?  Anne suggested it would be a good project for Greg to create.  We first need to determine how to monitor site and the material connected to the site.  Greg and Kent P. will work on project together.

• 2008 Student Board Member
  1. Next member will be from David’s region.  Reatha was prepared to pass information on to David with a copy of the letter that she sent to schools with the suggestion that we really talk up the fact that there is no expense to the institution or burden to the Greek Advisor.
  2. Kent asked Greg if he would write a letter to go to the schools about his experiences.

• 2008 Summer Board Meeting
  1. Kent contacted major hotel chains at FEA so he expects to receive proposal shortly.

• Board Member Elections

1. Kent G. moved to reappoint Barb and Larry.  Motion was seconded by Daisy and passed.

• Talking Points
  1. Barb reviewed talking points that can be used when making a speech or presentation on behalf of Order of Omega.  Please email Barb with any missing areas. 
  2. Encouraged to use this only as a tool and craft your own.
  3. Points can be emailed to chapters to use in some of there programs.
• Undergraduate Case Study Competition at Regional Conferences
  1. MGCA – demand was high and teams were turned away. 
  2. Barb suggested that we approach the regional conference planning committees to see if they would match funds.
  3. Kent proposed and motion was seconded to add a second competition and $500.00 was approved to support competition.  Exposure is very positive for the organization. 
  4. Examine possibility of adding Case Studies to each regional conference.

• Infinity Travel: Group Travel

a.       Some national fraternities and sororities have gone to this group.  There is a $450 one time charge.

b.       Anne stated that this could be viewed as one of the benefit of member.

c.       Kent will do more research and follow up with Exec.

Dues Increase

a.       1997 was the last time that there was an increase in national dues.

b.       Range for membership into other national honorary society is $40 - $75

c.       Greg asked what the average chapter charges for their local dues.  Kent G. believes it to be around $10 but they aren’t required to provide us with that information.

d.       Kent G. suggested that it be increase by $10  - Barb asked if that was enough.  We don’t want to have to continually increase dues every couple of years.

e.       Pike national pays for a portion of each Pike’s membership dues should we look to see what other national organization subsidizes the membership?

f.         Darald proposed that the honorary fee for members initiated at national conference be increase. 

g.       Noted that it needs to go to the individual chapters for a vote and the increase would go into effect fall 2008.

h.       Anne motioned to increase the dues from $40 to $50 and leave the honorary dues as is – Daisy seconded – motion passed.

i.         Ballots will go out to the chapters in the fall mailing and if it is passed by a 2/3 majority will go into effect next fall.

Meeting adjourned – meet tomorrow at 8:00 am for the meeting

Saturday, July 21, 2007

• Barb Tootle is being honored at The Ohio State University – congratulations!

a.       There will be a room in the Union that is being designed in her honor.  Barb is the only person at The Ohio State to have either belonged or advised every honorary society on campus.

b.       Order of Omega has made a donation in her honor.

c.       Barb shared rendering of the room and it looks beautiful.

• RCD/AFA

a.       Discussion took place about having all of the RCD attend AFA and rotating a representative at the summer board meeting.  After many pros and cons for each, it was determined that David Hotz would attend the AFA meeting and attempt to do firesides with advisors from chapters that are struggling, inactive, or perspective campus to determine interest.  In addition to David, Reatha, Darald, and Wes will assist with the reception and winter board meeting.  Next summer we will revisit and determine if it is more effective to have all of the RCDs attemd AFA or the summer meeting.

b.       Suggestion was made to have Order of Omega sticker to pass out at AFA for members to put on their nametags.  Mardie will look into cost.

c.       Program addition to the reception: Ask all chapter advisors to stand and be recognized.

d.       RCDs were looking into doing a program at AFA for advisors.  Jessica will  have business cards printed for the RCDs.

e.       Check into the possibility of donating a couple of chartering fees to the silent action - $80 value per charter.

f.         All RCDs are encouraged once again to submit a proposal to do a session for Order of Omega at their regional conferences.

• Chapter Issues – none were brought up for the first year.
• Presidential Election – Ed talked about his letter that he had sent to the board prior to the meeting regarding his resignation as president.  Kent G. shared the sentiment of the board concerning all of Ed’s contributions over the years he served as president.  Ed will remain with the board as a member as continue to be our representative of the Inter Association Task Force Commission.  Kent G. presented Ed with a gift in appreciation of his service as President. 
  • Ed nominated David Grady – current Vice President and previously served as Newsletter Editor – 2^nd by Anne, Larry moved by acclimation, 2^nd by Barb – motion passed.
  • David reviewed the responsibilities of Vice President position (Scholarship and Fellowship program, AFA Case Study competition, Host AFA Omega Reception, and most be active on a college campus)  Mardie nominated Reatha Cox, 2^nd by Anne, motion passed by acclimation.

• Break Out Groups – 50 year Celebration
  • Groups reported suggestions and the office staff will research and make recommendations to the board for their final determination.
  • Barb moved and was 2^nd to have the 2009 Summer Board meeting in Miami as part of the 50^th Celebration and include the University of Miami in the celebration.

• Inter-Association Task Force Update – focus on alcohol issues when group formed 28 years ago.  Group meets twice a year in Washington DC
  • Currently undertaking a Smoking Initiative
  • Ed chairing subgroup – Alcohol Education

• Gas Well – Kent is currently in negotiations with gas company
  • Potential $1,500 up front with 20% of monthly revenue if contact is completed.

• Constitution/Bylaws – Review constitution & bylaws and let us know what things need to be discussed at next summer board meeting.