Board of Directors Minutes - July 16-18, 1998

BOARD OF DIRECTORS MINUTES

July 16-18, 1998

Members Present:

Howard Farrell (Board of Directors), Kent Gardner (Executive Director), David Grady (Editor), Larry Lunsford (Board of Directors), Barbara Rosier (Board of Directors), Michael Shonrock (Vice President), Mardie Sorensen (Province Coordinator), Andrea Stenger (Board of Directors), Carol Thompson (Secretary/Treasurer), Barbara Tootle (Board of Directors), Anne Forcier (Board of Directors), Ed Whipple (President), and Daisy Wood (Board of Directors).

Members Absent:

None

Province Advisor Present:

Shelley Sutherland (Kappa Province)

Call To Order:

The Summer Board of Directors Meeting of the National Order of Omega was called to order by Ed Whipple, President, at 8:30 a.m. on Friday, July 18, 1998 at the Resort at Squaw Peak, Lake Tahoe, California.

Reports:

Minutes

A motion was made by Barbara Tootle and seconded by Larry Lunsford to approve the minutes of the Winter Executive Council meeting. Motion passed.
Introduction of New Board of Directors Members

Ed Whipple introduced Andrea Stenger, of Dartmouth College, as the new member to the Board of Directors. Andre is the new student Board of Director and will serve a one-year term.
Introduction of Province Advisor

Ed Whipple welcomed Shelley Sutherland to the meeting. Shelly was invited to attend the Summer Board of Directors meeting to represent the Order of Omega Province Advisors. Shelley is responsible for the Kappa Province.
Case Study Competition

Michael Shonrock distributed to the Board of Directors an outline of the Case Study Competition plans for 1998. Michael reported that the Case Study Competition will be held at the Annual AFA/NIC Conference in Dallas, Texas, Thursday, December 3, 2:00 - 6:00 p.m.. The Case Study Competition is limited to eight teams of graduate student. Cash awards are given to the top three teams and include awards of $350 - First Place, $250 - Second Place, and $150 - Third Place. Executive Committee members attending the conference will serve as judges of the competition, along with two AFA representatives. The awards will be presented at the AFA/NIC luncheon, Friday, December 4, 1998.

Micheal indicated that case study participants will not be able to use AFA conference committee equipment for their competition preparation. This will eliminate any technological advantages not available to all competitors and will provide for a level playing field in the preparation of the case study.

Mardie Sorensen suggested starting the competition earlier to allow for a scheduled break for the judges at the midway point of the competition. Michael noted that he could start the competition at 1:00 p.m. and schedule a break after the first four teams have presented their cases. David Grady suggested organizing the competition to maximize the number of schools participating and minimize multiple teams from one campus. Michael noted that he would work with AFA to develop a fair method of providing more campus participation in the case study competition.
Fellowship and Scholarship Report

Michael Shonrock provided to the Board of Directors copies of the Fellowship and Scholarship Committee annual reports, selection time line, and sample press releases. Michael shared that the scholarship program will in 1998 exceed $250,000 in scholarship money awarded since the inception of the program. Barbara Tootle suggested that this landmark figure of money awarded should be promoted in the Omega Trends and on the Omega web page.

Kent Gardner reported that the increased number of scholarships awarded has been well received by the chapters. He noted that the chapters are feeling they are getting more from the national organization as a result of the increased number of scholarships awarded. Kent suggested that we need to find more effective ways to increase the number of applications for the scholarship program, so more scholarships can be awarded. Barbara suggested that it would increase the prestige of the scholarship program if the recipients were announced at the regional conferences. Kent noted that the Order of Omega scholarship recipients from the southern campuses are announced at the Southeastern Interfraternity Conference. Kent indicated that he would follow-up with the executive directors of the regional conferences to see how the scholarship program could be promoted and how the scholarship recipients could be announced at the individual conferences. One idea discussed was to include the scholarship recipients in the regional conference newsletter. Shelley Sutherland suggest that the Order of Omega province advisors take a more active role in promoting scholarship applications from chapters within their provinces.
Order of Omega Web Page

Kent Pawlak, Order of Omega Webmaster, submitted a report to the Board of Directors, which Kent Gardner circulated. The report noted that almost every web page has been revised and updated. Kent indicated that he is incorporating a new look to the Order of Omega web pages, including an index to make it easier to navigate the pages. He asked the Board of Directors to send him any suggestions for the web page that would improve the look and effectiveness of the web page. Barbara Tootle suggested that Kent Pawlak send by e-mail to the Board of Directors his mock-up of the new look of the web pages. This would allow the Board to provide feedback before it is finalized. After discussion, the Board of Directors supported the recommendation to keep three years of Order of Omega Board of Director and Executive Council minutes, and Omega Trends on the web page.
Omega Trends

David Grady distributed to the Board of Directors the following summary of expenses for the Omega Trends 1997-1998:

Omega Trends Summary of Expenses 1997-1998
```
         November 1997  April 1998  1997-98 Totals  1996-97 Totals   1995-96 Totals
Printing    $1,894.30   $2,365.13       $4,259.43       $2,820.39        $2,472.40
Postage      1,728.64    1,709.44        3,438.08        3,000.79         2,992.77
Supplies        62.81       54.90          116.90          134.63           262.55
Design           0.00      300.00          300.00          150.00             0.00

Totals      $3,685.75   $4,428.66       $8,114.41       $6,105.81        $5,727.72

# ordered       8,400       8,500          16,900          16,200           15,800

Avg. $/newsletter                      $   0.4801      $   0.3769       $   0.3625 	
```
David reported that two issues of the Omega Trends were sent out this past fiscal year. One issue was sent in the fall and the second issue was sent in the spring. He noted that the cost of producing the newsletter continues to increase. David indicated that the fall issue is the most difficult issue to get information for the Omega Trends. Barbara Tootle suggested producing three issues annually. One issue of the newsletter could be the "information/reference issue" to include a national directory; reference information; scholarship and fellowship application information, time lines and winners; and case study competition information. She added that the two other issues could be the "content issues" to include articles of interest, chapter news, and campus topics. Kent Gardner noted that the spring issue, which includes all the scholarship and fellowship recipient information, is the most popular issue at the regional conferences. He indicated that extra copies of this issue are included in the Order of Omega display and are typically gone by the end of the conference.

Kent discussed, with the Board of Directors, setting up an editorial board, to work with David on the content of the newsletter. He also indicated that with the addition of a support staff position in the national office, the newsletter production responsibilities could be moved to the headquarters. This would allow for more editions of the newsletter to be produced. Ed Whipple appointed Andrea Stenger, Barbara Tootle, Kent Pawlak, and David Grady to serve as the editorial board.

Ed Whipple suggested using the fall issue to promote the Order of Omega web site. This would help to connect the chapters to this resource and allow the Order of Omega information to reach more members. Michael Shonrock suggested that Order of Omega set up specific links to quality web sites within the various national Greek networks.
Regional Conferences Updates

Kent Gardner reported to the Board of Directors that eighty-one (81) new honorary initiates were inducted into the National Order of Omega at four regional conferences. The following indicates the number of initiates per conference:
```
Regional Conference                          Honorary Initiates
	
Mid-America Greek Council Association                46
Western Regional Greek Conference                    18
Southeast Panhellenic Conference                     12
Northeast Interfraternity/Panhellenic Conference      5
Southeast Interfraternity Conference                  0
	
```
Kent reported that there were several members from Sigma Lambda Gamma Fraternity inducted at the Western Regional Conference. Sigma Lambda Gamma is a Hispanic founded fraternity. Barbara Tootle suggested getting pictures taken at the regional conferences of the new honorary initiates and including them on the Order of Omega web page and in the Omega Trends.

Kent reported the dates and locations of the 1999 conferences:
```
Regional Conference                           Date            Location
Southeast Interfraternity Conference          Feb. 18-20      Atlanta, GA
Mid-America Greek Council Association         Feb. 18-21      Chicago, IL
Northeast Interfraternity/Panhellenic  Conf.  Feb. 18-20      Stanford, CT
Southeast Panhellenic Conference              Mar. 25-28      Atlanta, GA
Western Regional Greek Conference             Apr.  8-11      Santa Clara, CA
	
```
Kent noted that three of the regional conferences are on the same weekend, making it difficult for him to attend all three of them. He asked the Board members to notify him if they will be attending any of these conferences so that Order of Omega will have a presence and can conduct the honorary initiations.
New Chapter Listing

Kent Gardner reported to the Board of Directors that eighteen (18) new chapters of the National Order of Omega were installed during 1997-1998. He noted that many of the new chapters are a result of contacts made at the regional conferences. He also noted that the new chapters represent a range of public and private, large and small, international and land grant type of institutions. The new chapters include the following:
- University of Arkansas - Monticello
- Bridgewater State College (Massachusetts)
- The University of British Columbia (Canada)
- Cameron University (Oklahoma)
- University of Findlay (Ohio)
- Loyola University - Chicago
- Marquette University (Wisconsin)
  Missouri Western State College
  University of Nebraska - Lincoln
  University of Nevada - Reno
  Olivet College (Michigan)
  Quinnipiac College (Connecticut)
  St. Norbet College (Wisconsin)
  Salisbury State University (Maryland)
  Towson University (Maryland)
  The University of West Florida
  Westminister College (Missouri)
- University of Wisconsin - Platteville
Barbara Tootle suggested using Andrea Stenger's position as a student Board of Director from Dartmouth College to increase Order of Omega chapters on Ivy League campuses. Kent noted that Order of Omega has been unsuccessful to date starting any chapters at any historically black institutions. Kent reminded the Board of Directors that letters have been sent to Vice Presidents of Student Affairs at the historically black institutions and specific Order of Omega chapters have visited several campuses in hpes of sparking interest.

Inactive Chapters

Kent Gardner distributed a report listing the chapters who are inactive as of 1997-1998. Kent reported that letters are sent to each inactive chapter to initiate contact to reactive the organization. Kent noted a concern regarding the large number of inactive chapters, particularly if it is a result of the initiation dues increase. Kent asked the Board of Directors to assist him in making contact with inactive chapters. Barbara Tootle suggested that this list be sent to the Province Advisors for individual chapter follow-up. The inactive chapters include the following:

Year Inactive           Institution           
12/96                   The American University  
7/97		     Birmingham-Southern College
4/97		     Bryant College
2/97		     University of California, Riverside
4/97		     Central Michigan University
5/97		     Clarkson University
12/96		     Embry-Riddle Aeronautical Univ.-Florida
5/97		     Emporia State University
6/97		     Georgia Institute of Technology
12/96		     Georgia State University
10/96		     Henderson State University
2/97		     Indiana University of Pennsylvania
11/97		     Indiana U./Purdue U. @ Fort Wayne
4/97		     University of Iowa
5/97		     The Johns Hopkins University
12/96		     University of Kentucky
4/97		     Lamar University - Beaumont
4/97		     Loyola University in New Orleans
3/97		     Marietta College
8/97		     University of Massachusetts - Amherst
5/97		     Merrimack College
12/96		     Miami University
5/97		     Midwestern State University
5/97		     University of Minnesota
4/97		     University of Missouri - Columbia
10/96		     Murray State University
7/97		     University of Nevada - Las Vegas
10/96		     University of New Orleans
11/96		     Northern Kentucky University
4/97		     Ohio Wesleyan University
5/97		     University of the Pacific
4/97		     Pittsburg State University
3/97		     Portland State University
3/97		     Ramapo College
2/97		     University of Rochester
4/97		     San Jose State University
10/96		     Shippensburg University
12/96		     University of Southern Indiana
4/97		     University of Southern Mississippi
4/97		     Spring Hill College
4/97		     Temple University
4/97		     Tennessee Technological University
4/97		     University of Tulsa
2/97		     Valdosta State University
5/97		     University of Vermont
4/97		     Virginia Poly. Institute & State University
5/97		     The Wichita State University
4/97		     Wittenberg University 
4/97		     University of Wyoming

Tentaive Financial Statement

Kent Gardner reported to the Board of Directors that the fiscal year for the National Order of Omega ends August 30, 1998 and that the annual fiscal year report will be presented at the Winter Executive Council Meeting. Kent reminded teh Board that the initiation fee was increased and anticipated to bring in $135,000 of new money to the operational budget.

Kent reported that as of July 7, 1998 the budget was showing an increase of $47,353. He also noted that if all the incative chapters initiated the same number of members as they had in previous years this would have increased the operational budget by another $68,000. He emphasized how critical it was to get the inactive chapters into an active status. Kent indicated thet he has not received any notification from any chapters regarding their concerns over the initiation dues increase.

Kent reported that there is approximately $11,000 in accounts receivables. Kent noted that those chapters requesting their initiation pins prior to initiation and do not pay within ten days, lose the privilege of getting their membership pins prior to initiation the following year. He added that these chpaters would be sent a letter in the fall, reminding them of their privilege being revoked.

Kent recommended delaying the hire of the additional professional position in the national office until the Board of Directors can determine what the status is of the inactive chapters and its impact on the operational budget. Kent noted that he will move ahead to hire a support staff member for the headquarters. Ed Whipple asked Mardie Sorensen, Province coodinator to work with the Province Advisors to actively work with the inactive chapters.
Office Space

Kent Gardner noted that the new financial structure for the organization included new office space for the national headquarters. Kent indicated that the current office space may not be available for much longer and would require the headquarters being relocated. In addition, the headquarters needs more space to handle the increased staffing, work, and storage needs, Kent indicated that the best option for new space include either building a headquarters office or leasing traditional office space. Kent indicated that he would have proposals for the Board of Directors to review at the Summer Board of Directors Meeting.
1999 Summer Board of Directors Meeting

Kent Gardner asked the Board of Directors to note the date of July 15-18, 1999 for the Summer Board of Directors Meeting.
Province Coordinator Report

Mardie Sorensen reported that all the Province Advisor positions are currently filled. She anticipated a vacancy in the Chi Province as Marita Lebedz-Poll has recently moved and left New York State. Mardie reported that only half of the spring province advisors reports have been submitted to date. Mardie indicated that she is interested in developing a more effective method for the province advisor reports and was interested in feedback from the Board of Directors. She noted that the provnce advisors are in general fulfilling their responsibilities and that there was not any province advisors who need to be removed from their positions. Shelley Sutherland shared an example of a format she is using with the chapters in her province and the subsequent summary developed from the information submitted. After discussion, it was suggested that these two examples be shared with all province advisors. In addition, it was decided by the Board of Directors to post the province advisor report form on the Order of Omega web page for easier access and submission by the province advisors.

Kent Gardner recommended that chapters be encouraged to select faculty as their organization advisor. Ed Whipple suggested that we ask the Auburn Faculty Advisor, Dr. Joseph Kicklighter, to write an article for Omega Trends regarding the value of involving faculty in an advisory capacity with the local Order of Omega chapter. Ed suggested asking the province advisors to make a stronger effort in identifying new and returning Greek advisors in their area and providing this information to the headquarters. This would provide current information on who could serve as Order of Omega province advisors in the case of vacancies.

Mardie circulated a summary report of the activity and status of chapters by province. The Board of Directors discussed conducting a special program for Province Advisors at the Annual AFA/NIC Conference, directed at providing more support and training. The Board discussed conducting this program either as a part of the pre-conference or independent of the conference. Carol Thompson suggested taking advantage of Jennifer Jones-Hall as president-elect of AFA in developing a province advisor component to the conference. Kent Gardner suggested developing a program for the 1999 AFA/NIC Conference in Denver, Colorado. Ed asked David Grady and Carol Thompson to explore the options for this program.
Strategic Plan

Ed Whipple led a discussion and review of the Order of Omega Strategic Plan (July 1996 version). After discussion, the Board of Directors updated the July 1996 Strategic Plan. The 1998 copy of the Order of Omega Strategic Plan is attached as an addendum to the minutes.
Executive Director Compensation

Ed Whipple asked the Board of Directors to discuss the Executive Director's current compensation pakage. He indicated the saslary of the Executive Director had not been increased in several years, although the responsibilities have continued to expand. After discussion , Barbara Tootle moved and David Grady seconded , to increase the Order of Omega Executive Director salary to $18,000. Motion passed.
Speaker Bureau Update

Kent Gardner asked the Board of Directors to provide any updates to him on the Speakers Bureau materials by August 15, 1998.
Chapter Reference Manual

Kent Gardner asked the Board of Directors to consider placing the Chapter Reference Manual on the Order of Omega web page and eliminate the annual printing and mailing to the chapters of the updated contents of the manual. He noted that the maintenance of the paper copy of the manual is time consuming. In addition, the printing and mailing of the manual is costly. Kent indicated that the manual would be available to more of the membership if it were located on the web page. After discussion , the Board of Directors agreed and directed Kent Pawlak to place the Chapter Reference Manual on the Order of Omega web page.
Student Board of Directors

Anne Forcier provided a summary of the recent Student Board of Directors selection, which was completed this spring. The Student Board of Director was selected from the Eastern Region. Andrea Stenger, from Dartmouth College, was selected for the 1998-1999 Student Board of Director position. Ed Whipple reminded the Board that the next Student Board of Directors would be selected from the Western Region and would be coordinated by Carol Thompson.
Board of Director Appointments

Ed Whipple reviewed the Board of Director appointment schedule. He noted that there were no appointments up for review this year.
Blue Key

Kent Gardner reviewed a legal case regarding the Blue Key chapter at University of Florida. The state jury held a judgement of $250,000 against the chapter of Blue Key for comments made of another student during campus political elections. Kent asked that we do more to educate the chapters regarding the legal issues surrounding cases like this. Carol Thompson suggested providing a news brief in Omega Trends that summarized the case and discussed the impact on student organizations. Kent suggested providing some educational information regarding the endorsement of political candidates and possible outcomes of such activity.
Chapter Alcohol

Kent Gardner reported that we have had two Order of Omega chapters involved in alcohol incidents this year. The California Polytechnic - San Louis Obispo chapter had its student organization recognition revoked by the institution for one year because of a hazing and alcohol related incident involving minors. The second chapter involved in an alcohol incident was University of Pennsylvania. They provided alcohol to chapter members. Kent suggested that we revisit the alcohol policy of Order of Omega and determine if any adjustments in the policy are necessary.
NIC Futures Forum

Ed Whipple reported that he attended a meeting in May organized by the Interfraternity Foundation that included international/national leadership from the various fraternal organizations. The purpose was to discuss the state of Greek Life on college campuses and identify possible strategies to address issues and needs.
Interfraternity Institute Scholarship

Ed Whipple asked Anne Forcier to develop a time line and application materials, similar to the format used for the Order of Omega Fellowship and Scholarship programs, for the Interfraternity Institute.
Province Coordinator Position

Kent Gardner requested that the Province Coordinator Position be approved to serve on the Executive Committee of Order of Omega. Kent explained that this would require a constitutional amendment. Kent reminded the Board of Directors that the Constitution does not outline which positions make up the Executive Council of the National Order of Omega. After discussion, it was moved by David Grady and seconded by Carol Thompson, to amend the constitution to reflect the Executive Council positions, (President, Vice President, Secretary/Treasurer, Editor and Province Coordinator). Motion passed. Kent explained that the amendment would be sent out to the chapters in the fall mailing.
Recognition of Outgoing Board Members

Ed Whipple presented Barbara Rossier with a gift (engraved clock) on behalf of the Board of Directors and Executive Council for serving as the Student Board of Director for 1997-1998. The Board expressed their sincere appreciation for the service to the National Order of Omega.

The Summer Board of Directors meeting of the National Order of Omega was officially adjourned by Ed Whipple, President, on Saturday, July 18, 1998 at twelve noon.

Respectfully submitted,
Carol D. Thompson
Secretary /Treasurer

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