| BOARD OF DIRECTORS MINUTES | ||
| December 2, 1995 | ||
|---|---|---|
Members Present:
Archie Arechederra (Board of Directors), Howard Farrell (Board of Directors), Chaz Fisher (Board of Directors), Kent Gardner (Executive Director), David Grady (Editor), Larry Lunsford (Board of Directors), Michael Shonrock (Vice President), Sue Supple (Board of Directors) Carol Thompson (Secretary/Treasurer), Barbara Tootle (Board of Directors), Anne Forcier (Board of Directors), Ed Whipple (President) and Daisy Woods (Board of Directors).
Members Absent:
None.
Province Advisors Present:
Shelly Sutherland (Kappa) and Mardie Trask Sorenson (Nu).
The Winter Board of Directors Meeting of the National Order of Omega was called to order by Ed Whipple, President, on Saturday, December 2, 1995 at the Hyatt - Crown Plaza, Kansas City.
Reports:
1. Corrections/approval of the Board Minutes of July 21-22, 1995:
A motion was made by Kent Gardner and seconded by Archie Arechederra to correct the minutes to reflect the correct charge of $50.00 versus $25.00 for late initiation rosters. Motion passed.
2. Fellowship Recipients:
Michael Shonrock reported to the Board the following applications and candidates for The National Order of Omega Fellowship Awards were reviewed at the Executive Council's meeting on November 11, 1995.
Doctoral Fellowship Award Applicants Name Institution Al-Agba, Niran S. University of Washington School of Medicine Callais, Mari Ann Southeastern Louisiana University Campbell (Watral), Michele L. The University of Akron Hall, Teresa L. Indiana University Hennessey, Nicholas J. Bowling Green State University Hart, Lori A. Georgia State University Kimbrough, Walter M. Georgia State University Labedz-Poll, Marita C. University of Rochester Little, Susan E. University of Delaware-Newark Padulo, Mary Kimberly University of San Diego Pride, Charles L. Western Kentucky University Sullivan, Eileen G. Bowling Green State University Walker, James R. University of Miami-Coral Gables Masters Fellowship Award Applicants Name Institution Davis, Tamara V. Lamar University - Beaumont Kurisky, Brian Patrick D. Eastern New Mexico University Graduate Assistant Fellowship Award Applicants Name Institution Allen, Tiffany L. Winthrop University-Rock Hill, SC Brillhart, Matt J. Emporia State University Burks, Terrance E. Colorado School of Mines Gorski, Dawn M. The University of Akron Hansen, Richard B. Northwest Missouri State University Huntington, Sarah H. University of South Carolina McCord, Holly L. Bowling Green State University Miller, Brandon A. Texas Tech University Mire, Stephanie L. Southeastern Louisiana University Schulz, Bernard D. Presbyterian College, Clinton, SC Smith, Susan A. Indiana University of Pennsylvania Staggs, Gena M. University of Arkansas-Fayetteville Vojir, Stacy A. Bowling Green State University Wallace, Jennifer L. Ball State University White, Sharon (Paige) The University of Kansas
The Executive Council of The Order of Omega selected Walter M. Kimbrough of Georgia State University and Marita C. Labedz-Poll of University of Rochester for the Doctoral Fellowship Award ($1,000 each); Tamara V. Davis of Lamar University-Beaumont for the Masters Fellowship Award ($750); and Matt J. Brillhart of Emporia State University, Bernard D. Schulz of Presbyterian College, Stacy A. Vojir of Bowling Green State University and Sharon (Paige) White of The University of Kansas ($500 each).
Michael reported that the Fellowship recipients would be announced at the National Order of Omega Reception Saturday, December 2, 1995. Michael also noted that he would mail follow-up congratulations letters to each of the Fellowship recipients and their respective supervisors.
Michael also reported that since 1988, The National Order of Omega has awarded thirty-one (31) fellowships; eleven (11) doctoral, ten (10) master's and ten (10) graduate assistant, totalling $22,000.
3. Scholarship Report:
Michael Shonrock distributed to the Board the report on the 1995 National Scholarship Program. Michael reported that 113 applications were reviewed and considered by the Scholarship Committee composed of students, faculty and administrative staff at Texas Tech University including: Patrick Day - Assistant Dean of Students, Multicultural Services Center; Andrew Garza - Graduate Assistant, Multicultural Services, Dean of Students Office; Juretta Gonzales - Administrative Assistant, Dean of Students Office; Patricia Honacki - Assistant Dean of Students (Greek Life); Brandon Miller - Graduate Assistant (Greek Life), Dean of Students Office; Michael Shonrock - Chairperson (Ex-Officio), Dean of Students Office; Tom Shubert - Director, University Center; and Myrna Whitehead - Information Specialist, News & Publications.
The scholarship committee recommended a minimum of forty-one (41) $500 scholarships be awarded to undergraduate members of The Order of Omega from the Board of Directors. The Scholarship Committee recommended the following forty-one (41) Order of Omega members in alphabetical order and provided a list of fifteen (15) alternate Order of Omega members in preference order. After discussion by the Board, a motion was made by Kent Gardner and seconded by Sue Supple to award fifty (50) scholarships. Motion passed. Michael noted that this is an increase of ten (10) scholarships awarded over the previous year.
Michael explained that letters will be sent to the national organizations of the recipients notifying them of the recognition. He also explained that he is going to replace the plaque as the gift for the scholarship recipients. Michael noted the cost to purchase and mail a plaque to each recipient has increased significantly.
Name Affiliation Institution Dena D. Baker Alpha Chi Omega Stetson University Christopher J. Blanco Alpha Sigma Phi University of Miami Elizabeth Ann Bornhorst Alpha Chi Omega Case Western Reserve University Cara M. Broughton Zeta Tau Alpha Florida Southern College Laurianne Brunetti Alpha Phi Seton Hall University Brooke D. Coleman Kappa Alpha Theta University of Arizona Cheryl D. Crane Epsilon Kappa Tau Otterbein College Jeremy B. Cushing Sigma Chi University of South Alabama Heather L. Davis Sigma Kappa Louisiana Tech University Darla Denise Drew Alpha Chi Omega Southeast Missouri State University Heather L. Durden Alpha Xi Delta Georgia Institute of Technology Tricia Elaine Durgin Delta Delta Delta University of Idaho Christina M. Finzel Delta Delta Delta Millsaps College Joel Lee Garrison III Alpha Tau Omega Arkansas State University Valetta Kelly Hardwick Chi Omega Morehead State University Bobbie L. Jones Zeta Tau Alpha University of New Orleans Ellen E. Kauffmann Kappa Alpha Theta Ohio Northern University Lori L. Klingerman Kappa Delta Slippery Rock University Catherine M. Lamb Alpha Chi Omega Ball State University Mindy M. Leary Chi Omega Eastern New Mexico University Eve M. Leonard Alpha Delta Pi Jacksonville University Brandi Ann Lewis Sigma Kappa Colorado School of Mines Melissa Leigh Mabou Sigma Sigma Sigma N.W. State Univ. of Louisiana Colleen Letitia Malehorn Alpha Phi West Chester University Rhonda A. McCall Alpha Sigma Tau Southeastern Oklahoma State Univ. Sonia M. Miller Alpha Delta Pi University of Central Florida Erik Christian Ness Sigma Chi North Carolina State University Barbara Ellen Newstadt Pi Beta Phi Louisiana State University Nicole Pieczkowski Alpha Sigma Alpha Western Illinois University Kristy A. Roberts Kappa Delta University of Arkansas Amy Nichole Sears Alpha Delta Pi Southern Methodist University Sarah Ann Seitz Delta Gamma University of North Dakota Kristina Elaine Shults Alpha Chi Omega Lamar University Laurie A. Suthers Alpha Delta Pi Univ. Illinois@Urbana-Champaign Sean S. Swerdlow Alpha Epsilon Pi University of Southern California Natalie P. Taylor Kappa Alpha Theta Texas Christian University Casey L. Wartman Delta Gamma Northern Kentucky University Geoffrey L. Wayne Phi DeltaTheta Texas Tech University Ryan D. Willerton Phi Gamma Delta Bradley University Christopher B. Worley Sigma Nu North Texas State University Karri A. Ziebell Sigma Sigma Sigma Univ. of Wisconsin.-Whitewater
Name Affiliation Institution Sonia Lyn Holz Alpha Delta Pi Austin Peay State University Amy E. Ankeney Alpha Sigma Tau Radford University Alan L. Buck Kappa Sigma Winthrop University Zachariah A. Cherrington Delta Chi Central Missouri State University Kristin M. Heller Alpha Delta Pi Iowa State University Jill Allison Rudick Alpha Phi Univ. Maryland at College Park Chad J. Bishop Sigma Alpha Epsilon Montana State University James Arthur Kraus Pi Lambda Phi University of Cincinnati Laura Jean Stageman Sigma Sigma Sigma Northwest Missouri State Univ. Matthew J. Shaw Phi Kappa Psi University of California-Irvine Matthew A. Willard Phi Kappa Theta Carnegie Mellon University Dean James Egler Phi Delta Theta University of Southern Indiana Matthew N. Ettus Tau Kappa Epsilon Washington Univ. in St. Louis Kamitra S. Kimbrell Kappa Delta East Tennessee State University Elizabeth L. Ulrich Chi Omega Texas A & M University
4. Student Board Member:
Larry Lunsford reported that he would be coordinating the selection process for the new Student Board Member. This year the student will be selected from the Southern Region. Larry reported that applications would be sent out to Order of Omega chapters in the Southern Region at the beginning of February. Larry indicated that Province Advisors in the Southern Region and Archie Arechederra, the current Student Board Member, will serve as the application review and recommendation committee. The committee will forward their recommendation to the Executive Council by mid-April 1996.
5. Regional Greek Conferences & Initiations:
Kent Gardner reported to the Board that the Greek Regional Leadership Conferences for 1996 are scheduled. The following Board or Province Advisors will be attending as follows:
SEIFC February 22-25 Atlanta Kent Gardner MIFCA/MAPCA February 22-25 Chicago Kevin Shannon, Michael Shonrock NEIFC/NEPC February 22-25 Virginia Kent Gardner SEPC March 28-31 Atlanta Michael Shonrock WRGC March 28-31 San Francisco Kent Gardner
6. Order of Omega Pins:
Kent Gardner reported that he has taken the membership pins currently made by the two companies Order of Omega has contracted with (Legacy and Pollack), to three independent jewelers in the Dallas/Ft. Worth area, for a quality assessment. The only difference between the two pins was the finish. The Legacy pin was machined buffed, while the Pollack pin was hand buffed. The Legacy and Pollack pins vary in price and are $3.25 and $1.85 per pin respectively. One of the independent jewelers provided Kent a quote of $1.62 for the membership pin.
Kent reported that Legacy jewelers went bankrupt. Legacy was the company which spun off of Balfour several years ago. Kent noted that a group which was previously a part of Balfour is trying to buy the assets of Legacy to form third corporation. Kent added that because Order of Omega contracts with two different jewelers, the organization was able to make all the pin orders to the chapters. Kent reported that if Legacy goes out of business, he will obtain the pin dies for the Board Member and Province Advisor pins. Kent added that Order of Omega paid a fee up front to Legacy to create the Province Advisor pin. The University of Miami chapter paid a fee to create the Board member pin in the early days of the organization. Kent did not think it would be a problem to get the pin dies back from Legacy if it was necessary. He also noted that Ken Tracy of Pollack jewelers, agreed to increase the number of Order of Omega pins they keep on hand as surplus. This will provide assurance that there will be enough pins available for the peak times of the year. Because of issues with the different jewelry companies, Kent recommended that we maintain contracts with two different jewelers. After discussion, the Board agreed.
7. Omega Trends:
David Grady circulated samples of several new mastheads for the Omega Trends newsletter. He reported that the Executive Council reviewed these samples at their November meetings and recommended one to be incorporated for the January edition. David also reported that there are other techniques that he will use to upgrade the look of the newsletter. David reported that postage remains the largest expense item on the budget, particularly with the recent postal increases.
David noted that the text of Omega Trends will be on the Order of Omega World Wide Web page. He added that it continues to be a challenge to get articles for the newsletter, although he is seeing a slight increase in the number of chapters providing information about their campus activities. David also noted that publishing his e-mail address has made it easier for the chapters or other interested parties to forward him information that might be used in the newsletter. He added that getting information off the internet saves him time by not having to retype the text of the material.
Barbara Tootle suggested using a format called "Omega Speaks" for the Omega Trends which includes interviewing approximately ten (10) chapters/officers about a particular issue or topic. David added that Order of Omega could sponsor an essay contest focusing on a particular subject and then provide a prize to the winner(s).
8. World Wide Web Page:
David Grady reported that he hired a student at the University of Iowa this fall to develop an Order of Omega World Wide Web page. David indicated that it took approximately 25 hours of time to put the page together. David also reported that the new computer equipment to be used to support the World Wide Web page had been purchased and set up at the National Office. He also noted that the page is interactive and there will be a record of how many times the page is looked at. David invited the Board to a demonstration of the Order of Omega World Wide Web page at the conclusion of the meeting.
9. Province Advisors:
Kent Gardner introduced Mardie Trask Sorenson as the new Province Coordinator. Kent reported that the Executive Council decided to develop the position to provide support and attention to the Province Advisor program. Mardie reported that she will be responsible for communicating with the Province Advisors on a regular basis. Mardie shared that all reports from the Province Advisors will be sent to her; a Province Advisor listserve will be set up to provide direct access for questions and information; Province Advisors will be expected to communicate by phone with the campus Order of Omega advisor at least once a year ; and Province Advisors will be expected to help out with recruitment of new chapters in their province .
Mardie reported that she sent a letter to all the existing Province Advisors to introduce herself and outline her responsibilities. In addition, she followed up with those Province Advisors who have not filed a report in a couple of years and asked if they were willing to continue with the program. Mardie reported that there are currently seven (7) vacancies and an additional three (3) to four (4) Province Advisors who have not fulfilled their responsibilities and who may be replaced. She requested names of possible replacements for the vacancies be forwarded to her and she will work to fill all the vacancies.
Mardie suggested inviting two to three Province Advisors annually to the Summer Board of Directors Meeting. She noted that this would provide a nice incentive for those Province Advisors who are fulfilling their duties and doing a good job, an opportunity for training, and an effective time for feedback and input on the direction of Order of Omega. She also suggested that the Board consider paying the way to Greek regional conferences of those Province Advisors who normally cannot attend. This would provide Order of Omega with an additional opportunity to provide training to Province Advisors and increase their role more visibly to the members on a regional level.
Howard Farrell suggested sending a letter to the supervisor of each Province Advisor notifying them of their appointment and thanking them for their support. Barbara Tootle suggested including a feature on Province Advisors in the Omega Trends. The feature could include information on who the Province Advisors are and what the role and duties are. She also suggested featuring a Province Advisor in one of the next issues.
10. Fiscal Report:
Kent Gardner distributed to the Board the National Order of Omega 1994-1995 Budget and Expenses as follows:
Budget Summary 1994-1995 Beginning Balance $ 64,262.60 Income $ 207,867.50 Expenses $ 216,430.35 Ending Balance $ 55,699.75 Expenses 1994-1995 Pins $ 35,343.50 Scholarships/Fellowships 28,775.00 Summer Board Meeting 22,789.84 Executive Director 15,000.00 Winter Board Meeting 11,056.75 Office Staff 9,900.30 Rent 8,900.00 Certificates 8,620.72 Newsletter 8,463.62 Postage 7,450.00 Regional Conferences 7,145.77 Payroll Taxes 6,745.56 Cords & Stoles 6,670.25 Office 5,003.13 Printing 4,219.57 Typing 4,214.50 Data Entry 4,208.74 Chapter Development 3,749.83 Telephone 2,821.10 Insurance 2,621.00 Spring Exec. 2,265.66 Banners 2,105.80 Refunds 1,952.50 Bad Checks 1,911.00 T- Shirts 1,830.00 Fall Exec. 1,512.42 NIC Directories 600.00 Charters 310.00 Misc. 243.79 Total $216,430.35Kent reported that several areas of the budget reflect increased costs in printing and postal rates, including the Omega Trends. Kent requested that the Board discuss at the Summer Board Meeting the possible need for raising the initiation fee. He noted that the fee has been $25.00 for ten years.
A motion was made by Howard Farrell and seconded by Sue Supple to accept the 1994-1995 Budget and Expense report. Motion passed.
11. NPHC Conference:
Kent Gardner reported that he and Daisy Woods attended the National Pan-Hellenic Conference (NPHC) in San Diego, October 12-15, 1996. He added that Archie Arechederra was unable to attend. Kent reported that 28 national representatives of the different NPHC organizations were initiated at the conference. Kent noted that the Order of Omega presence was positively received by the delegates of the conference. Daisy Woods added that the honorary initiation conducted at the conference has encouraged others to become initiated in the future. Howard Farrell suggested sending pictures of the initiates to the respective NPHC headquarters to be included in the national magazines.
12. Black Greek Leadership Conference:
Kent Gardner reported that the Black Greek Leadership Conference is scheduled for April 4-7, 1996 at Arizona State University. Michael Shonrock and Archie Arechederra will be in attendance to present two $250.00 scholarships to the recipients (one male and one female). Robert Page is the coordinator of the conference and now works at Arizona State University. Michael will set up the Order of Omega display at the conference and be available to answer questions of the students and participants.
13. Case Study Competition:
Michael Shonrock reported that the first Order of Omega Case Study Competition took place on Thursday, November 30, 1995. Michael added that Ed Whipple, Carol Thompson, David Grady, Kent Gardner and Reuben Perez (Emporia State University) served with him as judges. Michael indicated that the Association of Fraternity Advisors shared their appreciation of his efforts coordinating a quality case study competition. Barbara Tootle complemented Michael on the materials he prepared for the competition.
Michael reported that graduate students registered for the Order of Omega Case Study Competition when they registered for the conference. He noted that 16-18 students indicated an interest through this method. Michael added that fourteen students actually participated.
The winners of The Order of Omega Case Study Competition were:
First Place $300.00 Prize
Kara Kravetz Florida State University
Robert Tripp Florida State University
Second Place $200.00 Prize
Teri Gerberg University of Maryland
Rick Jones University of Kentucky
Third Place $100.00 Prize
Joel Kincart Iowa State University
Robb Livingston Iowa State University
14. Speakers Bureau:
Barbara Tootle reported that she has followed up with other associations and determined that the Order of Omega Speakers Bureau would not duplicate already existing services. She distributed a possible list of topics that individuals participating in the program could indicate they have expertise to speak on. These topics are ones most frequently seen and needed for the college age and Greek populations. Barbara asked the Board to review the topic list at their leisure and make any additional suggestions to her through the list serve. Barbara noted that once she has received comments she will finalize and prepare in a user friendly format for chapters to use.
Barbara indicated her goal was to have 25-30 individuals from the Order of Omega family (current and past Board and Province Advisors) as participants in the Speakers Bureau. Barbara shared that individuals participating in the Speakers Bureau will need to provide references on the past three to five workshops or conference programs they have presented. She added that references will not be published, but they will be available to meeting planners.
Barbara indicated that she would have the topic list sent to current and past Board and Province Advisors by the end of January. Barbara recommended utilizing the Spring Executive Council meeting to finalize the Speakers Bureau and topic list. Barbara noted that the Speakers Bureau information should be distributed through direct mailing, the Chapter Reference Manual and the Order of Omega web page.
Barbara also noted that she has prepared a checklist for chapters on how to host a speaker. She indicated that it is in rough draft form at this moment and will finalize for the Summer Board of Directors Meeting. Barbara recommended that Order of Omega develop a workshop session for the Greek regional conferences on how to host a speaker. She felt that the checklist will become a good resource for everyone.
15. Corporate Advisory Board:
Kent Gardner asked the Board of Directors to forward any contact names of Fortune 500 companies in their hometown or regional area that he can invite to serve on the Order of Omega Corporate Advisory Board. Kent reported that he plans to mail information on the organization to the college recruiters of twenty (20) to thirty (30) Fortune 500 companies. It is his hope that this mailing will lead to further opportunities to discuss the Corporate Advisory Board.
Barbara Tootle suggested reviewing fraternity and sorority magazines to identify alumni in significant positions who are past Order of Omega members. These individuals would provide a good starting point in making contact with the Fortune 500 companies.
Kent explained that we have membership lists for each Order of Omega chapter since they were chartered, however, the computer data base contains only the past seven years. Barbara suggested targeting the first 200 members of Order of Omega and Sue Supple suggested targeting the first 100 scholarship recipients for assistance in developing the Corporate Advisory Board. David suggested preparing a special mailing to the members who were initiated 25 years ago and include information on the goals of the organization and the Scholarship and Fellowship Programs. He added that this mailing could also include an Order of Omega pin, which they never received and an invitation to participate in our Foundation or Corporate Advisory Board. Barbara suggested identifying five Order of Omega alumni from a certain period of time and from a specific city to approach, perhaps connecting it into the regional conferences and Board meetings.
16. Strategic Plan Update:
Ed Whipple asked the Board to review their Strategic Plan assignments and prepare a report for the Summer Board of Directors Meeting. He asked the Board to come prepared with a status report on their assignments of what has been accomplished.
Howard Farrell and Sue Supple reported on Goal VI - Recommendation 3, the development and implementation of a public relations plan. The Board discussed the development of a plan which is prestigious, educational, traditional, classic, up beat and creative in approach. The Board also discussed identifying the top three audiences Order of Omega should be targeting and the respective messages for those audiences. Barbara suggested utilizing the Summer Board Meeting to develop an approach for the top three audiences. David noted that the Historically Black Institutions and Fortune 500 companies should be two of the target audiences. Ed suggested adding Archie Arechederra to the committee to provide the student perspective. He also asked the committee to prepare a proposal in draft form by the end of March for the Executive Council to respond to.
Anne Trask, Sue Supple and David Grady reported on Goal II - Recommendation 2 and 4, the creation of an Order of Omega awards program. Anne distributed two proposed time lines and an application form for an Order of Omega Outstanding Chapter Program Award. The committee felt that the award was consistent with the Order of Omega mission. The committee asked the Board to consider the following; 1) the award be named after someone, 2) a monetary prize, and 3) the development of a review committee comprised of Board members, Province Advisors and a Order of Omega Chapter Advisor.
Barbara Tootle favored Time line A which was consistent with the academic year. She indicated this provided the best opportunity for the chapter to apply and find out the results before the school year was over. Archie Arechederra suggested naming it after one of the first corporations that joins the Corporate Advisory Board. Ed Whipple asked that this be completed and ready to be sent out with the fall chapter mailing. Barbara suggested announcing it in the spring Omega Trends. Carol Thompson suggested focusing on awarding programs that are consistent with the Order of Omega Strategic Plan. She noted that faculty relations and diversity education programs should be considered a high priority. Ed noted that he could include this type of information in his cover letter to the chapters.
Ed noted that he and Barbara will review the Constitution and By-laws for possible amendments by the Summer Board Meeting. Michael Shonrock noted that he is considering the purchase of scan-tran software to assist Order of Omega in its' assessment and evaluation process.
17. Chapter Reference Manual:
Kent Gardner asked the Board to prepare suggestions for changes to the Chapter Reference Manual by the Summer Board Meeting. Ed Whipple suggested including the information contained in the Chapter Reference Manual on the Order of Omega World Wide Web page. David Grady indicated that some of the information is already on the Order of Omega page.
18. Cords, Stoles, T-Shirts, Banner:
Kent Gardner reported to the Board that the Graduation Cords have been very successful and are being purchased in large numbers. Kent indicated that t-shirts and banners are selling much more slowly.
19. Summer Board of Directors Meeting:
Ed Whipple reminded the Board that the Summer Board of Directors Meeting will be held July 18-21, 1996. Kent will notify the Board of Directors and Executive Council of the selected location of the meeting.
Respectfully submitted,
Carol D. Thompson
Secretary/Treasurer
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