Hinesville Alumnae Chapter Delta Sigma Theta Sorority, Inc. Minutes of the January Executive Board Meeting January 10, 2017

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1 Chapter President, Petula Y. Gomillion called the January Executive Board Meeting to order at 5:34 p.m. on. A quorum was present for the transaction of business. Agenda A motion was made by Soror Starr to accept the agenda as printed. The motion was seconded by Soror I. Johnson. Motion passed 12 Yes 0 No. Minutes The minutes from the December Chapter meeting were reviewed. The following errors were noted: on page 4 under the Audit Report, the word should be also and not als. In addition, on page 9, the Chapter President s title should be Chapter President not Chapter Vice President. After the noted corrections, a motion was made by Soror Nelson to accept the December Chapter Meeting minutes with the noted corrections. The motion was seconded by Soror Lockwood. Motion passed 13 Yes 0 No. Correspondence: The following correspondences were read (See Exhibit 1, 2, 3, 4, 5, and 6) 1) Beta Gamma Gamma Omegas invite the chapter to their 2 nd Annual Valentines Groove. The cost for entry is $20 for singles and $35 for couples. The event will be held on February 4 th at 7:11p.m. to 12:00a.m. at the Econo Lodge Ballroom located at 726 E. Oglethorpe Highway in Hinesville, Georgia. 2) A Christmas card received from Soror Sallie Richardson. 3) A Christmas card received from Talented and Educated Leading Ladies (T.E.L.L.). 4) American Cancer Society Supporter Card. 5) The Delta Research and Educational Foundation (DREF) needs our help and support. DREF is requesting that we submit our tax-deductible gift that will create possibilities and improve the lives of African-American women and their families. 6) Bethlehem Ministry is asking that we give a Scholarship of $300 a year and become a miracle for a child, the future citizen of Haiti who will transform and improve the structures of the country. CHAPTER REPORTS: President s Report - Soror P.Y. Gomillion After a Happy New Year welcome, the Chapter President, Petula Y. Gomillion informed the board that we were half-way through the sorority year. She also discussed the following: 1) The Chapter President thanked the chapter thus far for all of the hard work and effort towards the chapter s goals for this sorority year. 2) The Chapter President will begin to work on the process for a 501 (c) (3) through DREF. Through the DREF program, the chapter will be able to fully request sponsorships from area businesses. The Chapter President will get additional information. 3) The Georgia State Cluster registration was extended to January 16 th. Preferred seating was also extended. 4) Dues for the sorority year are due. The deadline without a late fee is March 31 st. Dues are $285 which includes $150 local dues and $135 National dues. Soror Gomillion congratulated Soror Tonja John for being the first chapter member to pay dues! 1

2 Treasurer Soror C. Smith Written report provided (See Exhibit 7). After a review of the report, there were a few questions regarding the report. Specifically, the November Coin Raiser amount which appears incorrect. After a slight discussion, it was determined that the Financial Secretary will review the books to determine what additional funds may have been added to the total. The amount for the November Coin raiser was $ Financial Secretary Report Soror G. Lane Written Financial report provided (See Exhibit 8). Soror Lane reviewed the report and informed the board that some additional funds were provided from Sorors Jones and Patterson. Soror Jones and Soror Patterson s contributions account for $189 additional dollars towards the Christmas Social which brings the Christmas Social total to $4, After the report was presented, there were no additional questions. STANDING COMMITTEE REPORTS: COMMITTEE REPORTS: Program Planning and Development Soror S. Stevens No written report but Soror Stevens discussed the following: Programs that have been completed for the sorority year thus far, require a Program Completion so that the event can be documented. Committee Chairs are asked to submit these reports before the next chapter meeting. Soror Stevens informed both the Social Action Committee and the Economic Development Committee that a form was required for their events. Those events are the Voter Education Forum and the Sugar Plum/Winter Warm-up event. Membership Services Committee- Soror S. Stevens No written report but Soror Stevens mentioned that Soror of the Month forms are due at the January Chapter Meeting. Scholarship and Awards Committee- Soror S. Stevens The Scholarship and Awards Committee met on January 7, 2017 at 11:00a.m. at Mount Zion to review and edit last year s scholarship application packet. Committee members present were Sorors Stevens, John, Conyers, Y. Woods, and the Chapter President via phone. The committee voted on several changes to the scholarship application (See Exhibit 9). The changes include a date change from a March date to an April date; essay topic question which asks the candidates to share their personal point of view on the most recent Presidential Election, and its effects on your life; a note regarding one of the five scholarships being awarded to a student attending an HBCU and a note regarding the scholarship eligibility being for graduating seniors in the chapter s service area. 2

3 There was a little discussion around Financial need and whether the Family Income is used as a determining factor. Soror Stevens informed the board that in the event of a tie, financial need would be considered. There was also some discussion around distribution. The Liberty County schools cannot be hand carried; they must go through an approval process. With that information Soror Stevens informed the board that the Scholarship Applications would be available online on February 1, Due to the noted action items on the committee s report, Soror Walton made a motion to accept the Scholarship and Awards committee report with the noted actions. The motion was seconded by Soror John. Motion passed 13 Yes 0 No. Social Action Soror I. Johnson/Soror D. Covington Written report provided (See Exhibit 10) and Soror Johnson discussed the following: 1) Amerigroup Community Care will sponsor a Re-pack the Backpack event at Regency Apartments in Hinesville. The event is Tuesday, January 24, 2017 at 6 p.m. Shenna Jones is the SE Marketing Account manager at Amerigroup. Soror Johnson contacted her to find out what they needed, and she said we could donate school supplies. The purpose of the event is to provide students in low income areas school supplies for the second half of their school year. 2) Hearings began today to nominate and confirm Jeff Sessions for Attorney General. Delta Sigma Theta Sorority, Inc. as well as the Georgia State NAACP is urging us to strongly express our disapproval of this assignment by calling, ing, tweeting, and posting on Facebook our concerns today and tomorrow with our Senators and let our voices be heard. If Senator Sessions is confirmed our Voting Rights could be in jeopardy because he is a strong supporter of stricter voting laws and opposed the Voting Rights Act. He was also denied the opportunity to be a Federal Judge in 1986 due to his racial views and strong opposition to Civil Rights. There are other hearings and in the from our National President, all of those hearings with dates and times were included. 3) Lastly, we must urge our Senators to not repeal the Affordable Care Act (ACA) or Obamacare. We do not want it to be replaced with Health Savings Accounts (HSAs) because ultimately, we will be paying for our own healthcare, and one hospital visit could deplete our entire savings. Let s do our research on these issues so we will know how they affect us, and how to appropriately express these concerns to our Senators. After some discussion, there were questions regarding the Re-Pack the Backpack event and how it related to Social Action. Soror Johnson informed the board that it did not relate but if sorors were able to donate, she would take the items to the event on the 24 th of January. Due to the noted action item, Soror Lane made a motion to accept the Social Action Committee s report with the noted action item. Soror Nelson seconded the motion. Motion passed 13 Yes 0 No. 3

4 Arts and Letters Committee Sorors Y. Woods/Debra Frazier (Absent) No written report but Soror Lane discussed the following on behalf of the Chairs: 1) During her drive, she heard a radio announcement regarding our Red Carpet Event. Soror Lane was able to record the announcement and as a result, she played the announcement for the board. The announcement was phenomenal and excited the board even more. 2) The RED Carpet movie screening event was moved from 11 to The actual movie will begin at 1. To date, there are 120 tickets that have been sold and the committee is asking sorors to attend in Delta Casual and if anyone has gifts that they would like to donate for the prizes that will be given away during the Red Carpet portion of the day, please provide those gifts. Audit Soror Jacqueline Lett (Absent) No written report and no new updates. The board was informed that Soror Lett is not feeling well. Please keep Soror Lett in your thoughts and prayers. Public Relations Committee: Sorors Christie Ferrell/Jamika Johnson (Absent) Written report provided (See Exhibit 11), and the Chapter President discussed the following on behalf of the committee chairs in their absence: 1) The next Delta Connection is January 21 st. The newsletter will be a special edition highlighting the Chapter s 30 th Anniversary. The committee is asking for old pictures that may chart the history of the chapter. The committee is also requesting that if any charter members or former chapter presidents would like to be interviewed, that they contact the committee. 2) The committee would also like to thank all of the sorors who assisted with the regional article especially Sorors Gomillion, Martin and Caesar. The article will be submitted on January 13 th. 3) The committee is requesting an article from each committee chair and a photo to chart any programs that have transpired between October 15 th through January 15 th. 4) Reminder regarding deadlines for articles and actual release date for the newsletter: January 21 st, April 1 st, April 15 th ; June 1 st and June 17 th. Budget and Finance- Soror C. Smith Written report provided (See Exhibits 12 and 13), and Soror Smith discussed the following from the report: 1) The committee met on January 5 th to review and make adjustments to the Administrative and Public Service expenses to lower the deficit balance for the chapter. Sorors present were Sorors Gomillion, Stevens, Walton, Smith, Lane and Caesar. 2) After a review of the adjusted budget there were several discussions surrounding some of the edited line items. Those discussions included: - Georgia State Cluster/State/Regional meetings- This line item was adjusted because Sorors Gomillion and Stevens have decided to forgo reimbursement for the hotel room for the State Cluster later this month. The hotel room will be an in-kind donation. 4

5 - Voter Registration decrease was done because there were no voter registration drives that cost money. In fact, the Did you know Cards that the committee is passing out were also an In-Kind donation on behalf of the Chapter President, Soror Gomillion - World Aids Day Play as well as the Local School Rally were decreased because there have been no actions in this area this sorority year. - The P.A.S.S. committee was reduced because all of the P.A.S.S. activities have been paid for by sorors thus far. - Founders Day was decreased because this year s event will be closed. - Economic Workshop was decreased because the committee recommends the Economic Committee look for a venue that does not cost any money for the upcoming Financial Fortitude Workshop. 3) All of these items are recommendations on behalf of the Budget and Finance Committee. The committee also recommends that the annual donation to Dorchester Academy be lowered from $1000 to a specified amount; Relay for Life be lowered from $500/Corporate Sponsor to a specified amount. 4) After a review and discussion regarding the revised budget, Soror Gomillion informed the board that the chapter can t exist with one fundraiser a year as previously done in years past unless we decrease our programs within the community. Therefore, sorors are asked to support all Fundraisers because our community deserves it, and Delta will require that we do more. For example, the Hazing Summit. It was required that each chapter send a representative. Soror Gomillion also discussed the chapter s CD and that we need to consider using it especially because the net interest to the chapter is minimal. Due to the noted action item, Soror Walton made a motion to accept the Budget and Finance Committee s report. The motion was seconded by Soror Lane. Motion passed 14 Yes 0 No. Historian- Soror C. Martin (Absent) No written report and no new updates but Soror Gomillion informed the board that Soror Martin will set up a table at tomorrow s RUSH event. Delta GEMS Sorors Gwen Starr/Jameshia Patterson No written report but Soror Starr discussed the following: 1) All off site events have been submitted for approval and if anyone would like to submit paperwork/application for the GEMS for the bowling event, please let the committee know. Soror Gomillion volunteered to sponsor a GEMS team for the bowling event. SPECIAL COMMITTEE REPORTS: Minerva Circle- Soror Sarah C. Stevens No written report but Soror Stevens discussed the following items: RUSH is tomorrow, January 11 th. We are asking sorors to arrive no later than 5:30. Sorors Gomillion and Stevens will arrive at 5:00 and therefore we are asking Minerva Circle members to arrive early as well. The dress attire is Black Pant/Skirt suit with violets for Minerva Circle/Trained sorors and delta pin for chapter members not trained. Sorors are asked to reserve seating in the front for candidates. Seating in the rear for the chapter. Sorors are asked to be pleasant and positive to our potential candidates for membership. 5

6 Economic Development Committee- Soror M. Simmons No written report but Soror Simmons discussed the following: 1) The Sugar Plum Winter-Warm-up event was a huge success. Thank you to all of the sorors who assisted and attended. The chapter donated gift cards. Every parent who attended the Financial workshop was able to get a gift card. In addition, Soror Simmons husband donated the buns, chips and foil for the event and McDonald s donated the condiments. Therefore, there was no expense to the chapter. 2) Soror Simmons also informed the board that Mr. Karl Riles was able to get a gift card; Starbucks gift card. Soror Gomillion recommends that next time we ensure we make plans to provide our speakers a donation or gift. 3) The Regency Director is looking to partner some of their eligible teens with the Delta GEMS program. Overall the Director believed that the event was a beckon of light for the community, and she was glad to have the chapter participate. International Awareness and Involvement- Sorors C. Moss/Jamika Johnson (Absent) No written report but the Chapter President highlighted the notes provided by Soror Moss. During the January meeting, items for Haiti will be collected. Sorors are asked to bring rice, beans, peanut butter, can fish and if anyone has a diesel generator please bring all of it to the chapter meeting. The International Awareness and Involvement committee is teaming up with a mission group that Soror Moss is familiar with. This group travels back and forth to Haiti several times a year to do mission work for Haiti. Physical and Mental Health Awareness- Soror S. Frasier No written report but Soror Covington highlighted the following: Several important months are approaching. January is National Cervical Cancer Month; February is Heart Healthy Month and the committee will be teaming up with the Fundraising Committee to provide some information during the bowling event to benefit the American Heart Association. In addition, the committee is preparing for Relay for Life. Soror Covington will attend a Relay for Life meeting this week. She was able to provide the chapter an update on the chapter s sponsorship which includes a listing on the track of our organization as well as a listing on the back of the official t-shirt. Finally, Soror Covington informed the board that the committee discussed hosting an Autism Golf Tournmanet on April 29 th at Cherokee Rose Golf Course. There is a $300 deposit required to reserve the course, and it is non-refundable unless there is a weather issue. However, the committee is not requesting the funds just yet. The committee will meet to discuss the event and come back to the board and chapter with more details. The committee is planning to partner with several organizations including Reaching Milestones. 6

7 Due to the noted action item on the Physical and Mental Health Committee report, Soror I. Johnson made a motion to accept the committee s report with the noted action item. The motion was seconded by Soror Lockwood. Motion passed 13 Yes 0 No. Hospitality- Soror D. Barrett (Absent) No written report and there were no new updates. P.A.S.S- Sorors B. Lockwood/S. Nelson Written report provided (See Exhibit 14), and Soror Nelson discussed the following: The Founders Day Dinner will be held on Friday, January 13 th at the Mansion on Forsyth. The venue is located at 700 Drayton Street. The event will begin at 6:30. The attire is dressy cute, dressy casual. No Delta Paraphernalia. Sorors will be able to order from the standard menu which has more choices. The next P.A.S.S. committee meeting is February 2 nd at 6:30 p.m. Fundraising- Sorors D. Caesar/V. Walton/S. Nelson Written report provided (See Exhibit 15) and Soror Nelson discussed the following: 1) After the committee s review of the updated Financial Secretary report for December, we had an increase in revenue which includes an increased in the amount received by the chapter. The revenue amount earned was $3, This amount does not include the new funds reported tonight by the Soror Lane. Based on the total, the amount to the chapter after expenses is $1, This amount includes a request from the committee to reimburse Soror Flora for all of the decorations that she bought. The amount spent exceeds the budgeted amount by $35. Committee is requesting that $85 be reimbursed to Soror Flora. 2) Thus, far the amount of money raised includes the $1, Christmas Social; $ November Coin Toss and $ December Coin Toss equals $1, We have $3, remaining for the year. Our goal is $5, ) Next Fundraiser is the GO RED Bowling Event. The event will be held on February 26, 2017 at Marne Lanes on Fort Stewart. Each soror is responsible for one team. Applications are on the website but an with be sent with the details and an application. Projected budget and revenue from the bowling event are: Budget: Revenue 30 Teams x 5 x $20 = $3, Expense 30 Teams x 5 x $8.50 = $1, (Amount to Bowling Alley) Trophies- $ Advertising/Decorations- $ Event Insurance- $ Total Revenue to Chapter after expense: $1,

8 Due to the noted action item in the committee s report Soror Lane made a motion to accept the Fundraising Committee s report with the noted action item. Soror Smith seconded the motion. Motion passed 13 Yes 0 No. Pan-Hellenic Council- Soror C. Smith/Soror G. Lane Written report provided (See Exhibit 16) and Soror Smith discussed the following: 1) Hinesville Alumnae Chapter still owes $90 from raffle ticket sales. 2) Dues for the HAPHC are due. The dues are $100 and already budgeted in the chapter s budget. Emergency Response Team Soror Petula Y. Gomillion No written report provided, but Soror Gomillion reminded the chapter that it is cold so be sure to protect your home, yourself and your pets and plants. Unfinished Business: The following items were reviewed, discussed and voted on: 1) Motion made by Soror Nelson to accept the Scholarship and Awards Committee s changes to the Scholarship Application. The motion was seconded by Soror Lane. The motion passed 12 Yes 0 No. 2) The board accepted the recommendation of the Social Action Committee Chair, Soror I. Johnson to donate some supplies to the Repack the Backpack event scheduled for January 24 th. Sorors are asked to bring items to the January chapter meeting. 3) Soror Lane made a motion to provide the Physical and Mental Health Committee the $300 deposit for the Autism Golf Tournament. The motion was seconded by Soror Nelson. Motion passed 14 Yes 0 No. 4) Motion made by Soror Stevens to accept the Budget and Finance Committee s recommended changes to the sorority year budget. The motion was seconded by Soror Starr. Motion passed 14 Yes 0 No. 5) Motion made by Soror Lane to provide Soror Flora the reimbursement for the items she purchased for decorations for the Christmas Social. The amount is $85. The motion was seconded by Soror Walton. Motion passed 14 Yes 0 No. New Business: There was an expressed concern regarding the collection of movie money during the Founders Day event in Savannah. Chapter President informed the board that we would be in a secure room and as a result, it would be okay for sorors to turn in money at the Founders Day dinner. Announcements The following announcements were made: 1) Soror Patterson announced her engagement. The wedding is set for December 2017 in Atlanta, Georgia. 2) Soror Covington announced that Soror Nikki Giovanni will be on the campus of Georgia Southern on January 18 th. 8

9 3) Soror Covington also mentioned that the Birmingham Alumnae Chapter had over 1500 to attend their RUSH. 4) Soror Lane announced that Canton Jones would be performing at Live Oak on Saturday, January 14 th at 6 p.m. 5) MLK services and breakfast is scheduled for January 14 th at Dorchester at 9:00 a.m. After the announcements, a motion was made by Soror Stevens to adjourn the meeting at 7:46 p.m. The motion was seconded by Soror Nelson. Motion passed 14-Yes; 0-No. Dalmyra P. Caesar Recording Secretary Petula Y. Gomillion Chapter President 9