EXECUTIVE COUNCIL MINUTES
April 20, 1996

Members Absent:

None.

The Spring Executive Council Meeting of The National Order of Omega was called to order by Ed Whipple, President, on Saturday, April 20, 1996 in the conference room of the National Office, Arlington, Texas.

Reports:

1. Student Board Member Selection:

Ed Whipple distributed to the Executive Council the applications of the seven (7) undergraduate students from the Southeast Region who applied for the Student Board Member position. Larry Lunsford, coordinated the application and selection process for the Southeast Region. The seven (7) undergraduate Order of Omega members who applied were:

Name            Affiliation      College/University
Theresa Comeaux   Kappa Delta         University of Southwestern Louisiana
Cynthia Conn      Kappa Delta         Virginia Tech University
Kelly Guin        Alpha Gamma Delta   University of Alabama
John Hatley       Theta Chi           Northwestern State Univ. - Natchitoches, LA
Marcus Osborne    Phi Kappa Tau       Transylvania University
Segalit Rivera    Phi Mu              Louisiana State University - Shreveport
Shawn Smee        Lambda Chi Alpha    Murray State University

After reviewing the seven (7) applications and the recommendations of Larry Lunsford and Archie Arechederra the current Student Board Member, Michael Shonrock moved and Carol Thompson seconded, the selection of John Hatley as the 1996-1997 Student Board Member. Motion passed.

2. Board of Director Appointments:

Kent Gardner announced that he has received the resignation of Sue Supple from the Board of Directors which will be effective following the Summer Board Meeting, July 1996. The Executive Council reviewed the Board of Directors appointment schedule. Carol Thompson noted that the appointments of Howard Farrell and Anne Forcier will expire summer of 1996. In addition, Daisy Woods position as the National Pan-Hellenic Council representative on The National Order of Omega Board of Directors, expires summer of 1996. The appointments of Larry Lunsford and Barbara Tootle expire summer of 1997.

A motion was made by Kent Gardner and seconded by Carol Thompson to reappoint Howard Farrell and Anne Forcier to an additional three year term on the Board of Directors and appoint Daisy Woods to a regular three year term on the Board of Directors. Motion passed.

Kent Gardner noted that the NIC/NPC/NPHC position on the Board must be filled. The next position is to be filled from the National Interfraternity Conference. Kent requested that all members of the Board bring recommendations of possible National Interfraternity Conference Presidents and Executive Directors to fill this position to the Summer Board Meeting for discussion.

3. Province Advisors:

Mardie Trask-Sorenson reported that all Province Advisor positions are filled. Mardie noted that she has filled eight (8) vacancies since the December 1995 Board of Directors Meeting. Mardie also reported that she developed a Province Advisor Responsibility and Agreement Form which outlines the responsibilities of the position. All Province Advisors have received and signed the new form.

Mardie reported that David Grady will be adding the Province Advisor information, including e-mail addresses to the Order of Omega World Wide Web page. She also noted that she has set up a Province Advisor group list through her office at the University of Texas - Arlington that allows the information to be sent to the advisors on a regular and timely basis. Mardie noted that as Kent Gardner receives correspondence in the National Office about reactivation or chartering, Mardie will forward this information to the respective Province Advisor by e-mail. The Province Advisor will be expected to follow-up personally with the campus and assist them with the reactivation/chartering. Mardie and Carol Thompson will work together to set up a Province Advisor list serve that the Board of Directors will have access to.

Mardie reported that she is working with the Province Advisors to update the various report and statistical data gathering forms to reflect more accurately the information which is needed to serve the chapters better. David Grady suggested highlighting three Province Advisors in the next Omega Trends. Mardie suggested highlighting two experienced and two new advisors. The Executive Council recommended the following for experienced advisors; Bridgit Guernsey-Riorden (Beta), Melinda MacNeil (Sigma) or Jane Campaigne( Pi) and for new advisors; Darald Stubbs (Alpha), Jennifer Jones (Eta), Reuben Perez (Mu) or Matt Supple (Upsilon).

Mardie noted that she has provided the Province Advisors with stamped envelopes for the chapter mailings, which has helped offset some of the costs being asked of the advisors local campus. She has also asked Province Advisors to call each of the Order of Omega advisors in their province at least once a year to help increase contact with the local chapters. In addition, the chapter updates will be sent directly to the respective Province Advisor versus being sent to the National Office. The Province Advisor will follow-up with any chapter who has not sent their reports in. Once they have all been received they will be forwarded to Kent. Kent Gardner also suggested providing a checklist which would include a review of items they should have in their possession (initiation regalia, Chapter Reference Manual, banner, etc.) in the Fall mailing to chapter advisors.

Kent indicated that the Greek regional conferences should be utilized as a time to meet and work with Province Advisors who are in attendance. Carol suggested inviting Cherie Wechsler, to the Summer Board Meeting since she lives close to where the meeting will be held this summer. Kent suggested asking two Province Advisors to attend the Summer Board Meeting and use the time to discuss with the Board how to improve the Province Advisor program and services to the chapters. The Executive Council recommended inviting Cherie Wechsler and Bridgit Guernsey-Riorden to attend the Summer Board Meeting. Melinda MacNeil and Barbara Ross will serve as an alternate if Cherie or Bridgit are unable to attend.

4. Order of Omega Pins:

Kent Gardner provided an update to the Executive Council regarding the two proposals from J. P. Pollack and Masters of Design. Masters of Design provided a bid for 8,000 units per year at $1.85 a pin or 4,000 units per year at $2.00 each. J. P. Pollack has provided a bid of $2.2.5 per pin for 8,000 units if a three-year contract is provided and they have exclusive rights to the pin during that three year period.

After discussion, a motion was made by Ed Whipple and seconded by David Grady, to contract with the two vendors, Masters by Design and Pollack under the following conditions: (1) each vendor would provide 4,000-4,500 units of sterling silver Order of Omega pins at $2.00 a pin; (2) a two year contract would be made with the two vendors; and (3) the services would be evaluated by the Board of Directors after the first year to determine service quality and satisfaction. Motion passed.

5. Budget Update:

Kent Gardner reported that the income is approximately $2,000 ahead of this same time last year. Kent reminded the Board that 40% of the income is received during the Spring. Kent recommended that the Board discuss at the Summer Board meeting not sending membership pins to a chapter until a check has been received at the National Office. He noted that there is currently $25,000 in accounts receivables.

6. Corporate Advisory Board:

Kent Gardner reported that he has sent a letter with an Order of Omega brochure to approximately twenty (20) Fortune 500 companies and has not received any responses back. Kent noted that he will follow-up with a personal phone call to these same companies. He indicated that Board members who have personal contacts with Fortune 500 companies would be more effective in introducing Order of Omega to the companies than a letter campaign. Ed Whipple recommended developing a plan at the Summer Board Meeting for approaching these companies. He added that the Board should develop a script for all Board members to use. Kent noted that if the Corporate Advisory Board concept is not successful, than the Board will need to consider increasing the initiation dues.

7. Omega Trends:

David Grady reported to the Executive Council that the spring issue of Omega Trends is in the mail and focuses on the Order of Omega Scholarship and Fellowship recipients and the Case Study Competition winners. He noted that 8,000 copies were printed of this eight (8) page issue. David reported this information was also included on the Order of Omega World Wide Web page.

8. World Wide Web:

David Grady reported that the Order of Omega World Wide Web page has been getting a number of "hits", approximately 200, as of last week. David noted that he will read all the comments and provide the Board with a summary of the comments and feedback at the Summer Board Meeting.

9. Black Greek Conference:

Kent Gardner reported that he attended the Black Greek Conference, held at Arizona State University, April 5 - 7, 1996. Michael Shonrock and Archie Arechederra were unable to attend. He reported that there was no more than ten (10) people in attendance and was disappointed in the overall conference. Kent recommended that the Board reconsider its future participation in the conference if the number of students attending does not increase. Kent noted that it might be better to support student participation in the National Pan-Hellenic Conference national meeting.
10. Case Study Competition:

Michael Shonrock reported that Order of Omega will be sponsoring the Case Study Competition at the 1996 Annual AFA/NIC Meeting. He noted that a maximum of eight (8) teams will be allowed to compete for the cash awards. Michael recommended building in a written assessment of the case study presentation to provide the participants with constructive feedback. After discussion, the Executive Council directed Michael Shonrock to develop a process of assessment to be implemented at the next competition. Michael will also make arrangements for refreshments to be available.

11. Strategic Plan:

Ed Whipple asked that Carol Thompson to gather updates and achievements from each of the Board members on their Strategic Plan area of responsibilities, utilizing the list serve. The Executive Council also requested that a status report be prepared for the Summer Board Meeting by each sub-committee.

12. Summer Board of Directors Meeting:

Kent Gardner requested that Board members make their reservations and arrangements for the Summer Board of Directors Meeting and forward the itinerary information to him as soon as possible. The Summer Board Meeting will be held in Palm Springs, July 18-21, 1996.

13. Self-Study - Barbara Holman:

Ed Whipple suggested that the Board of Directors discuss Order of Omega's involvement in a project Barbara Holman is coordinating for the National Association of Student Personnel Advisors (NASPA) Fraternity and Sorority Network. She is working on a project through NASPA which is addressing Greek Affairs at an institutional level and the role of Greeks on the campus. Barbara Holman has identified a group of Vice Presidents of Student Affairs that is serving as a think tank for her project. Ed will ask Barbara if there is a role for Order of Omega in this project. Kent Gardner suggested using the second day of the Summer Board meeting to discuss how we can have an input and provide leadership in this project.

14. Tentative Agenda for Summer Board of Directors Meeting:

Welcome and Introduction
Approval of Minutes
Strategic Plan
Regional Conference Update
Letterhead Update
Tentative Fiscal Statement
Province Advisor Program
New Chapter Listing
Chapter Reports
Graduation Cords
Initiation Stoles
Constitution and By-Laws
Chapter Reference Manual
Black Greek Leadership Conference
Banner
Omega Trends
World Wide Web Page
AFA/NIC Conference
1995-1996 Student Board Member Selection
Board Member Appointments/Reappointments
Summer Board of Directors Meeting 1997
Winter Board of Directors Meeting 1996
AFA/NIC Reception
Fellowship Program
Scholarship Program
Corporate Advisory Board
Speakers Bureau
Initiation Dues
Order of Omega Foundation
Membership Pins
Case Study Competition
Recognition of Outgoing Board of Directors Members
Barbara Holman self-study

Respectfully submitted,

Carol D. Thompson
Secretary/Treasurer

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