Xi State Organization Officer & Committee Reports June 2017

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2 THE DELTA KAPPA GAMMA SOCIETY INTERNATIONAL Xi State Organization Officer & Committee Reports June 2017 Table of Contents Officer Reports...3 President...3 First Vice-President...4 Second Vice-President...5 Recording Secretary...6 Corresponding Secretary...7 Treasurer...7 Executive Secretary...8 Webmaster...9 News Editor...9 Area Director Reports...11 Area I...11 Area II...12 Area III...12 Area IV...13 Area V...13 Area VI...14 Area VII...14 Area VIII...15 Area IX...15 Committee Reports...17 Achievement Award...17 Arts & Personal Enrichment...17 Awards...18 Bylaws & Rules...19 Chapter Strengthening...20 Communications & Publicity...20 Educational Excellence...21 Expansion...22 Finance...23 Historical Preservation International Convention Steering...24 Leadership Development...26 Legislative...26 Membership...27 Nominations...28 Personnel...29 Planning...29 Scholarship...30 Special Events...31 Xi State Projects...32 Xi State Vision Foundation

3 Name: Dr. Dorrie Powell, Beta Sigma Position: Xi State President Officer Reports 1. To fulfill the duties and responsibilities of state organization president as outlined in the Society s current governing documents: 2014 Constitution and Standing Rules of the Delta Kappa Gamma Society International and Xi State Organization Bylaws and Rules. 2. To encourage and support chapter presidents and individual members. 3. To facilitate the work of state committees and area directors. 4. To work effectively and efficiently with other state officers and related personnel for the benefit of members. 5. To challenge and inspire members, chapters, committees, and officers to explore and embrace a variety of Growing Possibilities during the biennium. 1. Fulfilled identified duties and responsibilities of the state organization president, including serving as Tennessee s representative on the International Executive Board. 2. Represented Xi State (TN) Organization at Southeast Regional Conference in Savannah, GA; represented Xi State (TN) Organization at the Nashville 2016 International Convention, issued state welcome to members of the International Executive Board, and served as a one of hundreds of convention volunteers. 3. Visited during the biennium with members of 38 chapters the first year and 40 the second through a combination of regional, area, joint, and individual chapter meetings. 4. Maintained regular communication with chapters, officers and related personnel, area directors, committee chairs, and past state presidents through monthly Leadership Links newsletters, periodic GoToMeeting online meetings, and frequent s. 5. Shared and promoted chapter and committee activities though social media. 6. Organized and conducted electronic voting for the Executive Board as needed. 7. Compiled chapter reports and filed state organization president s report with International as requested. 8. During the biennium, worked with the state executive secretary and recording secretary to facilitate leadership planning for state committees in Murfreesboro and chapter leadership training for incoming chapter presidents and other chapter leaders in Knoxville, Murfreesboro, and Jackson. 9. During the biennium, attended two Xi State Legislative Symposia in Nashville, the Creative Arts Retreat in Red Boiling Springs, two Beginning Leadership Management Seminars at Henry Horton State Park, and the Advanced Leadership Management Seminar at Montgomery Bell State Park; and toured the CIEC collections in Nashville and Martin. 10. With input from committees, officers, and related personnel, worked with the Finance Committee and state treasurer to develop a balanced budget to be proposed for approval to the executive board. 11. Worked with the Planning Committee to update the state Strategic Action Plan to be presented to the executive board for approval. 3

4 12. Worked with the Membership Committee and state treasurer to verify and update the state Necrology Report. 13. Worked with Xi State webmaster and editor to approve content for state website and newsletter. 14. Filled state committee vacancies as needed. 15. Conducted workshop for chapter presidents during 2016 and 2017 Xi State conventions. 16. Worked with the Bylaws and Rules Committee, the state parliamentarian, state committees and individuals to draft proposed amendments to the state s governing documents to be considered at the 2017 state convention. 17. Worked with other state officers, related personnel, and committees to plan and implement the 2016 and 2017 Xi State conventions. 1. Charge state committees, officers, and related personnel to investigate and implement cost-effective, fiscally conservative strategies during the execution of their assigned duties. 2. Charge the Scholarship and Finance committees to design and implement a capital campaign to make possible future Xi State scholarship awards without depleting invested funds. 3. Continue to work closely with area directors in maintaining effective contact and communication with the chapters in each area. 4. Continue to work with the Chapter Strengthening Committee to identify and provide assistance to chapters in need of revitalization, restructuring, and reconciliation. 5. Encourage chapters to take advantage of the wealth of member expertise and talent across the state by networking with and inviting, as speakers and program presenters, past state presidents, current state officers and related personnel, state committee members, and area directors. 6. Encourage state committees to coordinate and consolidate reports and deadlines to encourage greater chapter participation and increase chapter recognition. 7. Charge members and chapters to continue to embrace and explore Growing Possibilities. Name: Sherrie Collins, Beta Pi Position: Xi State First Vice-President Goals: 1. Provide workshop programming for the Xi State Convention that will appeal to all members: International volunteer training, professional workshops, chat sessions, crafts, and personal development. 2. Post forms for workshops and yearbook evaluations on the Xi State website, send out reminders and forms via Leadership Links, and submit articles to Xi State News about workshops for convention. 3. Attend Xi State New Officer Training. 4. Evaluate chapter yearbooks and present a workshop providing tips to help chapters have an exemplary yearbook. 5. Prepare convention program for Xi State Convention. 4

5 1. Attended Southeast Regional Conference in Savannah, GA, July Accepted workshop proposals and organized sessions for the 2016 Xi State Convention, January April, 2016, and for the 2017 Xi State Convention, January April, Presented workshop at the 2016 convention for chapter yearbook planning. 4. Attended several East Tennessee chapter meetings, speaking about volunteering for the International convention, August December, Attended meetings in East Tennessee representing the Xi State officer group, including Area I meeting at Christmas and Beta Phi and Pi chapters Founders Day programs. Spoke at Pi Chapter s meeting. 6. Met with university personnel to plan convention events and meeting locations for 2016 and 2017 Xi State Convention, January & October, 2016 and January, Evaluated 50 chapter yearbooks and communicated honors to the Awards Committee to verify self-reporting for Chapter Excellence Awards for Evaluated 56 chapter yearbooks and communicated honors to the Awards Committee to verify self-reporting for Chapter Excellence Awards for Compiled convention program information, facilitated printing, and distributed to members during the convention. 10. Presented a workshop on Google Drive at the 2017 convention. 11. Participated in the new chapter officer training in Knoxville, March Attended the DKG International Convention in Nashville, serving on various committees both at the state and International levels. 1. Encourage chapters to make a PDF version of their yearbooks for chapter access and evaluation submission. 2. Set up a Google Drive to make saving and sharing documents easier. 3. Keep printing costs to a minimum, yet keep the integrity of the convention booklet. Name: Dr. Linda Eller. Position: 2nd Vice President Goals: 1. Work with the university staff and steering committee to plan for a smoothly running 2017 state convention. 2. Provide members with the best possible convention experience. 3. Submit information to the Leadership Links, the Xi State News and the Xi State website as needed. 4. Attend the 2016 International Convention in Nashville, TN. 5. Attend the 2016 Arts Retreat in Red Boiling Springs. 6. Respond quickly to questions, concerns and requests from committees, chapter presidents, hostess chapters and members regarding convention and dorm selection. 7. Send timely reports as requested. 8. Keep up-to-date records. 9. Bring appropriate materials and supplies to convention. 10. Process registrations, make deposits and send registration confirmations. 5

6 1. Attended the 2016 International Convention in Nashville, TN. 2. Attended the 2016 Arts Retreat in Red Boiling Springs. 3. Transferred all materials to incoming 2nd VP. 4. Adjusted directions for steering committee members and page coordinator role. 5. Delegated jobs to committee members to be done prior to convention. 6. Responded promptly to questions and concerns from members. 7. Conducted Go To Meeting sessions with Steering Committee in preparation for the 2016 convention. 8. Worked collaboratively with the university staff and Steering Committee to produce a successful 2016 Xi State Convention. 9. Submitted officer report on time. 10. Submitted articles to Leadership Links, Xi State News and the Xi State Website. 11. Posted regularly in the closed Xi State Facebook page and the Xi State Convention page. 12. Encouraged the Steering Committee to offer ideas and suggestions for improving the convention. 1. For increased security for members, the convention registrar should consider renting a post office box for the two-year biennium. 2. In order to manage registration forms and checks more securely, a further investigation for receiving materials electronically should be undertaken. Name: Dr. Beverly Hall Position: Xi State Recording Secretary 1. Plan and implement a Planning Conference for State Committees in the fall of each oddnumbered year. 2. Plan and implement a Seminar for New Chapter Officers in East, Middle, and West Tennessee in the spring of even-numbered years. 3. Submit committee training and chapter office training information for inclusion in state president s letter to chapter presidents and submit items on committee and state organizational activities and events to the Xi State News and the state website. 4. Respond quickly to questions and requests for assistance from chapter presidents, chairmen, or other members. 5. Send timely reports as needed, and maintain up-to-date records, reports, and files. 1. The Xi State Planning Conference for State Committee Planning was held on September 24-25, The Xi State GROW TEAM Leadership Training for Chapter Leaders was held April 9, 2016 (East), April 23, 2016 (Middle), and April 30, 2016 (West). 3. Attended the Southeast Regional Conference in Savannah, Georgia, July

7 4. Attended the International Convention in Nashville, Tennessee, July Recorded business of Executive Committee, Executive Board, and convention business meetings. Sent copies of convention minutes draft to members appointed by president to approve minutes and made corrections. 6. The conversion process of transferring audio data from cassette tapes to digital storage, with permission of the president, is underway and progressing. 1. Continue with the process of transferring audio data from cassette tapes to digital storage. Name: Michelle Steen Position: Xi State Corresponding Secretary 1. Plan and implement the Tennessee Event at International Convention and Southeast Regional Conference. 2. Submit information regarding Tennessee Event to the president for Leadership Links and to the Xi State News as needed. 3. Attend Xi State Officer Training and Leadership Training sessions. 4. Coordinate flag carriers for Xi State Convention. 5. Coordinate presidents for the Presidents Procession at Xi State Convention. 6. Respond quickly to questions and requests for assistance from chapter presidents and committee members. 7. Send timely reports as needed, and maintain up-to-date records. 8. Store flags, gloves, sashes, and chapter flags/stands for Xi State Convention. 1. Attended International Convention in Nashville, TN in July Secured a room, sent invitations, and planned favors for Tennessee Event in Nashville, July Attended Xi State Chapter Officer training, Spring Secured members to carry flags at Xi State Convention. 5. Secured a venue for the Tennessee Event at the Southeast Regional Conference in Myrtle Beach, SC in July, Name: Nancy Davis Position: Xi State Treasurer 1. To keep chapter treasurers informed of any financial changes and up-coming due dates 2. Continue to work with the Finance Committee on the budget 3. Seek investment opportunities 7

8 4. Have all 990-N s and dues processed in a timely manner 5. Continue to be a helpful resource 1. Maintained bank accounts and investments for Xi State Organization 2. Maintained a bank account and investments for Xi State Vision Foundation 3. Submitted all records for annual audit 4. Reported to International Headquarters, Tennessee Secretary of State and the IRS in a timely manner 5. Remitted dues and fees to International Headquarters in appropriate amounts and in a timely manner 6. Submitted monthly financial reports to Xi State President and chairs of the Finance and Personnel Committees 7. Submitted a monthly financial report to the Chairman of the Board of the Vision Foundation 8. Presented a workshop for chapter treasurers at Xi State Convention 9. Presented a workshop with the Finance Committee at the Xi State Convention 10. Answered s and phone calls in a timely manner 11. Participated in Go To Meetings 12. Kept files up to date with constant changes 1. chapter treasurers monthly with important due dates 2. Have all 990-N s sent to me by November 15 th 3. Raise dues at the 2018 Xi State convention 4. Institute a non-dues revenue project Name: Elaine Warwick Position: Xi State Executive Secretary Goals: 1. To help the Xi State President implement her goals for Xi State 2. To serve as a resource for chapters and members as requested 3. To serve as a member of and resource to the Planning Committee 4. To prepare training materials for state committee and officer training 5. To update the Xi State Directory 1. Attended the 2016 international convention in Nashville serving as program services coordinator and co-presenting two workshops as a member of the international nominations committee. 2. Sent individual letters from the state president to those initiated and reinstated into membership between July 1, 2016 and December 31,

9 3. Sent individual letters from the state president to those initiated and reinstated into membership between January 1, 2016 and June 30, Responded to member questions in a timely manner. 5. Communicated with the president and other officers as needed. Name: Dr. Dianne Anderson Position: Xi State Webmaster 1. Post forms and information as needed to the Xi State website. (SAP Activity 2.3.3, 2.3.7, 2.4.5, 3.1.1) 2. Chapter Program Topics are posted on the Xi State website. (SAP 3.5.8, 3.1., ) 3. Encourage and help chapters to create technology committees to maintain websites. (SAP 7.1.7) 4. Updated the website with a new theme. 5. Pictures are easier to see and download. 1. Website was updated on an as needed basis. 2. A Web-Watcher section was established on the home page for Chapter Web-Watchers so that Chapters can know what has been published in the current month. 3. There is a page of Chapter Program Topics on the website. 4. Website Training was conducted at the Officer Training throughout the state (Coordinated by the Communications and Publicity Committee, which the webmaster is an ex-officio member). 5. The website was updated with a new theme. Some pages still go to the old theme so I am working to correct those. 6. The new theme allows for a few pictures on the home page and some others on every page. There is now a Google Photos page with all pictures that anyone can click on and download. You can find it under Other Xi State. Name: Orlean G. Bauman, Alpha Rho Position: Xi State News Editor Goals: 1. To continue to produce Xi State News in a timely and cost-effective manner. 2. To reduce the cost of producing Xi State News while maintaining a quality product. 3. To continue to hone skills in the use of InDesign publishing software. 4. To educate chapter leaders and state committee chairs on procedures for submission to Xi State News. 5. To encourage timely chapter submissions to Xi State News and to feature as many chapters as possible within space limitations. 6. To network with other state editors at regional conferences and international conventions. 9

10 1. Produced four full-color issues of Xi State News on time and under budget. 2. Attended the DKG International Convention in Nashville, July 3-10, Met with and coordinated newsletter staff during Xi State Convention in preparation for the International Convention in July 4. Served as newsletter editor for the International Convention in Nashville 2016 including design of newsletter (On the Record). Published three full-color 4-page issues during the convention with the assistance of Xi State members Susan LaFever, Cathy Meredith, Jensi Souders, Jamie Lawson, Diana Womble, Dianne Anderson, Mary Frances Wadley, Carolynne (Kay) Moss, Michelle Steen, and Holley Ziglar. 5. Served as a consultant to the Xi State Organization Communications and Publicity Committee and furnished materials for the C&P Committee s display for this year s convention. 1. Continue to explore alternative methods of producing/distributing Xi State News. 2. Maintain current budget allocation with a goal of future budget reduction. 10

11 Area Director Reports Name: Joy Branham Position: Area I Director 1. Attend Xi State Officer Training. 2. Attend GoToMeeting with Xi State officers and Nita Scott to discuss membership. 3. Establish rapport with presidents from Area I chapters. 4. Attend meetings of all Area I chapters in order to get to know members and evaluate strengths and needs. 5. Communicate with presidents on upcoming deadlines or other pertinent information from Xi State. 6. Organize Area I Director manual and notebook. 7. Attend Xi State Convention in Sewanee and DKG International Convention in Nashville. 8. Participate in Facebook for Area Directors and for Area I members 1. Attended Xi State Officer Training in Murfreesboro Set up charts of chapters, presidents, dates of meetings, dates I planned to attend. 3. Attended GoToMeeting and gave input into membership PowerPoint. 4. Sent out regular s to chapter presidents with information. 5. Attended meetings at all of the nine Area I chapters each year and provided the program for several. Conducted new member orientation at two chapters. 6. Attended the Area I Christmas Brunch put on by Alpha Alpha Chapter 2015 and by Alpha Iota Chapter Spoke at both meetings. Supported silent auctions. 7. Answered questions from chapter presidents and helped expedite reports. 8. Organized Area I Director manual and notebook. 9. Attended Xi State Convention 2016 and 2017 and DKG International Convention Posted to Facebook for Area Directors and for Area I members, as well as for my own chapter. 1. It is imperative to schedule dates you will attend meetings so that chapters can expect you and you can meet with each chapter once a year, particularly since several meet on the same days. 2. Make yourself accessible send addresses, phone numbers, s to presidents and members. 3. Remember that each chapter is unique find and support strengths, offer help to remedy weaknesses. 4. Become friends with members; otherwise you will be simply a guest instead of a helper. 5. Make sure you are on the mailing list for newsletters and s. 6. Send out regular reminders and updates to your presidents. It s always nice to let them know what other chapters are doing, too. That s another way we foster connections. 11

12 Name: Freda Branam Position: Area II Director 1. Promote and facilitate communication between and among Xi State Leadership and Area II chapter presidents. 2. Function as an informational liaison between Xi State Leadership and Area II chapter presidents. 3. Attend at least one chapter meeting with each Area II chapters. 4. Encourage Area II chapter presidents and members to become involved in Xi State activities and events. 5. Attend Xi State Convention at Sewanee, TN, June 2016 and June Attend International Convention in Nashville, TN, July 5-9, Attended Xi State Convention at Sewanee, TN, June 2-4, Attended International Convention in Nashville, TN, July 5-9, Periodically, as necessary, ed deadlines and upcoming event reminders to Area II chapter presidents. 4. Located contact information for Xi State Chapter Strengthening Committee. 5. Attended four Area II chapter meetings. Name: Amanda Pritchett Position: Area 3 Director 1. Assist chapter presidents as needed with paperwork and whatever they need. 2. Encourage chapters to be active and participate in Xi State activities 3. Visit all chapters during my biennium. 4. Encourage chapter growth. 5. Encourage application for scholarship and grants at the state and international level. 1. I have helped several chapter presidents with various issues ranging from general questions to helping them complete the president s report. 2. I have communicated with all chapters through several times to remind them of upcoming events and offer help. 3. I have visited most chapters during the biennium. 4. I have shared information about scholarships and grants at the state and international levels. 5. I have encouraged chapters to do activities to encourage chapter growth. 6. I have participated in varied activities from silent auctions to arts and crafts projects. 7. I have enjoyed the hospitality of chapters and their leaders throughout Area 3. 12

13 Name: Martha A. McCluen Position: Area IV Area Director 1. Be a liaison between chapters and the state organization. 2. Encourage chapters to remain active and recruit members. 3. Encourage attendance at Xi State and Southeastern Regional Conventions. 4. Encourage every chapter to publish a newsletter to keep members informed. 1. Attended International Convention in Nashville and Xi State Convention in Sewanee. 2. Sent monthly newsletters to chapter presidents with upcoming deadlines and other pertinent information. 3. Contacted every president encouraging and praising them for the work they are doing. 4. Visited Zeta, Alpha Mu, Gamma Iota and Nu chapters. Name: Jennifer Lusk Position: Area V Director 1. Promote communication among Xi State Organization President and Chapter Presidents in order to assist members and strengthen involvement in DKG. 2. Help chapter and chapter members strengthen the ties between local, state, and international levels in DKG. 3. Assist chapters in completing all necessary reports for the state level. 4. Meet and visit with each chapter in Area V. 1. Attended the Xi State Convention, June Attended the Delta Kappa Gamma Society International Convention, July Attended State Legislative Symposium, and New Officer training. 4. Conducted a workshop for incoming presidents at new officer training in Murfreesboro with Pat Tyree. 5. Attended and spoke at the New Member Orientation for the Beta, Beta Upsilon, Alpha Nu, and Alpha Psi chapters in October, Communicated with chapter presidents through monthly newsletters, phone calls, and visits. 7. Visited and participated in Area V chapter meetings or events: Beta, Alpha Gamma, Alpha Nu, Alpha Psi, Beta Upsilon, Beta Xi, and Gamma Omicron. 1. Continue regular communication with all chapters in Area V, via newsletters, phone calls, and visits. 13

14 2. Contact Eta, Alpha, Upsilon, and Alpha Chi. Communication with these chapters was difficult for many reasons. 3. Investigate possible merger of Eta and Alpha Chi. Name: Patricia (Pat) Tyree Area VI Director Position: Area VI Director 1. Facilitate and encourage communication among Area VI presidents, Area Directors, Xi State president, other committee leaders. 2. Visit chapters in Area VI and encourage Area VI chapter leaders 3. Answer questions from Area VI chapters and provide assistance when requested. 4. Contact Patsy Smith, Planning Committee liaison, for assistance in performing my duties. 5. Demonstrate leadership in my attendance at and participation in Xi State events 1. During the school year, I have spoken at two initiations. 2. I have answered the few questions I have received from chapter leaders and have discussed possible solutions to chapter challenges. Name: Susan Woods Position: Area VII Director 1. Promote communication among Xi State Organization President and Chapter Presidents in order to assist members and strengthen involvement in DKG. 2. Communicate directly with Chapter Presidents in my area with offer of assistance as needed. 3. Provide special assistance with chapters in area VII that are considered at risk according to Xi State records. 1. Communicated by with new Chapter Presidents in Area VII, offering assistance and requesting to be added to communication list. 2. ed chapters information from International that would be needed for their yearbooks. 3. Met with Tau chapter, October 27th, for their regular meeting. 4. Met with Upsilon chapter, December 12, for their regular meeting. 5. Met with Kappa chapter for their regular meetings. 14

15 Name: Mary Frances Wadley Position: Area VIII Director 1. To personally visit each chapter at least once during this biennium. 2. To identify at-risk chapters and offer support. 3. To unite chapters in Area VIII by helping plan for joint meetings annually. 4. To volunteer at DKG International Convention July Visited all six chapters in Area VIII during the fall of Contacted chapter presidents in Area VIII by mail, phone calls and Visited Omega chapter in Savannah, TN for annual planning meeting Aug and supported their Silent Auction fundraiser at the Dec meeting. 4. Visited Beta Mu chapter at Riverside HS library, fall of Visited Omicron chapter in Lexington, TN for initiation, fall of Helped Beta Eta chapter with coordination of Area VIII joint meeting at JSCC Oct. 10, 2015, to welcome incoming president Dr. Dorrie Powell. 7. Assisted Omicron chapter with planning for Area VIII joint meeting April 22, 2017 at Beaver Elementary. 8. Encouraged chapters to attend and to volunteer at DKG International in July, Prepared over 100 personal notecards to welcome DKS sisters to Tennessee. 10. Donated 3 gift bags filled with Tennessee products to welcome VIP s to DKG International Convention in Nashville, July Attended Xi State Convention June Helped Beta Eta plan for decorations at Birthday Brunch for Xi State June 3, Served as liaison for Cecilia Rodríguez at Latin American Forum at DKG International. 14. Wrote articles and news items for the Convention Newsette featuring speaker at Latin American Forum 15. Volunteered on three days at the Registration Desk at DKG International Facilitated an afternoon training session on April 30, 2016, at the Xi State Chapter Leadership Training in Jackson, TN. 1. Continue to monitor at-risk chapters and promote chapter strengthening. 2. Promote the use of the new recruitment model to increase number of initiates. 3. Encourage chapters to attend 2018 International Convention in Austin, TX. Name: Carol Moling, Beta Gamma Position: Director, Area IX: Alpha Lambda, Alpha Sigma, Beta Gamma, Beta Iota, Beta Sigma Goals: 1. Promote communication among Xi State Organization President and Chapter Presidents in order to better assist members 2. Support DKG International Convention

16 3. Visit 100% of the chapters in Area IX 4. Collaborate with Xi State Chapter Strengthening Committee to better engage/retain/initiate members 1. Submitted reports and updates to Xi State President 2. Volunteered and attended DKG International Convention Attended Xi State Fall Arts Retreat in Red Boiling Springs 4. Promoted applications to Xi State Nominations Committee 5. Visited 100% of Area IX chapters 6. Assisted Chapter Presidents with reinstatements, transfers and reports~100% Area IX Chapters recorded growth in membership 1. Utilize available information generated from Xi State President and Committees. Much effort goes into gathering specific data. It has purpose. 2. Be available to the Chapter Presidents and help them feel a part of the whole picture. Acknowledge their hard work~endeavors and achievements! 3. Express appreciation for each member's individual talents and skills as outstanding women educators. 16

17 Committee Reports Name: Achievement Award Committee Members: Chrissie, Allen (Alpha Lambda, Wynona Dye (Zeta), Carolyn Earnest (Gamma Zeta), Myra Martin(Alpha Rho), and Becky Redding (Alpha Iota) Position: Chrissie Allen, Chairman 1. Update and revise application online. 2. Clarify instructions on filling out application. 3. Select the most qualified and deserving nominee from submitted applications. 4. To honor a Xi State sister for her service to DKG. 5. Present an award at the Awards Banquet in June. 6. Find a supplier for award charm. 7. Write an article on the winner for the Xi State News. 8. Redesign the Achievement Award mission board for display. Maintain and update the board with all the winners. 1. Winner has been selected for Award Concepts will be the Xi State Achievement Award supplier. 3. Application updated and revised. 4. Board has been redesigned by Myra Martin. The committee will reach all its goals at the Awards Banquet in June when the winner is announced. Wynona Dye will write the article and Carolyn Earnest will have the updated board on display. 1. Explore options for a more cost-effective award. (The usual cost has been around $ ) 2. Wynona Dye (Zeta) would make an excellent chair. Committee: Arts and Personal Enrichment Committee Chair: Marsha Brewer, Beta Upsilon Committee Members: Cathy Black, Beta Sigma; Angela Galloway, Beta Sigma; Barbara Jennings, Phi; Rebecca Pearson, Beta Upsilon; Cissy Riley, Alpha Rho; Myra Sowder, Zeta; Susie Westbrook, Alpha Phi; Sandra Williams, Theta 1. To plan, organize and host a Creative Arts Retreat in Red Boiling Springs, TN in September of

18 2. To make arrangements and communicate guidelines for convention displays for chapters at the Xi State Convention in June of 2016, and for committee displays in June of To encourage members to participate in the DKG Gallery of Fine Arts on the international website. 1. Advertised in Leadership Links and Xi State News for chapter displays at the Xi State Convention; Published a form for chapters to register for the displays; Assisted chapters in setting up displays at the Xi State Convention in June, Presented a workshop at the 2016 Xi State Convention to provide a sampling of activities from the upcoming Creative Arts Retreat; Created a display and performed an original song at the 2016 Xi State Convention to promote the Arts Retreat; Advertized in Leadership Links and Xi State News for the 2016 Creative Arts Retreat 3. Planned, organized, and facilitated the Xi State Creative Arts Retreat at the Donoho Hotel in Red Boiling Springs, TN on September 23-24, members enjoyed creative offerings, delicious meals, wonderful fellowship, and inspiring entertainment. 4. Communicated with committee chairs and published registration form for committee displays at the 2017 Xi State Convention 5. Submitted information on the Xi State website informing members about deadlines for submissions to the DKG Gallery of Fine Arts. Negotiations with the venue for the Creative Arts Retreat should take place as early as possible. Committee: Awards Committee Chair: Wynona Clayborne, Alpha Gamma Committee Members: Judy England, Alpha Rho; Audrey Howser, Alpha Gamma; Elaine McIntosh, Gamma Nu; Jennie McKenna, Alpha Xi; Cathy Meredith, Alpha Lambda; Janice Stooksberry, Alpha Rho; Kristine Sullivan, Alpha Lambda; Holly Ziglar, Gamma 1. Plan and implement 2017 Order of the Rose 2. Plan and implement 2017 Maycie Award for Chapter Excellence presentation 3. Update forms for both Order of the Rose and Chapter Excellence. 4. Include information about Order of the Rose and Chapter Excellence in Leadership Links and Xi State News. 5. Coordinate with other committees for updates that should be included in Chapter Excellence Award. 1. Planned and implemented 2016 Order of the Rose 2. Planned and implemented 2016 Maycie Award for Chapter Excellence Presentation 3. Reviewed and updated application form for Chapter Excellence 4. Reviewed and updated application form for Order of The Roe 5. Included changes recommended by the previous Awards Committee 18

19 6. Included changes recommended by other committees that give honors for accomplishments. 1. Review forms and point system on both to see if items are still relevant. 2. Encourage more chapters to nominate sisters for the Order of the Rose. 3. Explore the option of a special registration rate for nominees only attending the Order of the Rose Ceremony. Committee: Bylaws and Rules Committee Chair: Diana Homan Committee Members: Karen Flowers, Beta Upsilon; Terri Mitchell, Mu; Becky Sadowski, Alpha Lambda; Pat Satterfield, Alpha Tau; Sheila Smith, Beta Delta; Janice Sorsby, Alpha Lambda 1. Receive proposed amendments to Xi State Organization Bylaws and Xi State Organization Rules and present proposed amendments to the convention for vote; 2. Review Xi State Organization Bylaws and Xi State Organization Rules for compatibility with the Constitution and International Standing Rules the year immediately following their revision at the International Convention, make necessary changes, have them approved at the next convention, and submit the revision to the International Constitution Committee for review; 3. Review, every three years, chapter rules for compatibility with the Constitution, International Standing Rules, Xi State Organization Bylaws and Xi State Organization Rules. 1. Reviewed 28 of 40 chapters rules during the biennium. 2. Approved 17 sets of rules, either as presented or after necessary changes were made. 3. Prepared proposed clean up amendments, with committee and member input, to Xi State Organization Bylaws and Xi State Organization Rules for presentation and approval at the 2015 state organization convention. 4. Offered a break-out session at the 2016 and 2017 Xi State Convention to assist any chapter seeking help to update their Chapter Rules. 1. That the Bylaws & Rules Committee continue using the established Checklist for Review of Chapter Rules to continue the review consistency already established. 2. That the five (5) chapters that have failed to submit rules for review in six years or more be given substantial assistance from the committee and other state organization leaders in updating their rules and strengthening their chapters. 19

20 Committee: Chapter Strengthening Committee Chair: Beverly Smith Committee Members: Leigh Anne Durham, Kappa; Dr, Martha Glover, Gamma Eta; Linda Shelton, Alpha Rho; Carol Stout, Gamma Mu; Fran Young, Beta Upsilon 1. Work with chapters to develop a stronger base of members and leaders. 2. Identify chapters which might need help with chapter revitalization. 3. Provide resources to assist chapters in strengthening their group. 4. Meet with at-risk chapters to create an improvement plan tailored to fit each chapter. 1. Continued to develop criteria to use when identifying struggling chapters. 2. Updated existing spreadsheet to classify chapters according to above-mentioned criteria. 3. Using s, each committee member contacted chapter presidents for to make them aware of the existence and services of the Chapter Strengthening committee. 4. Worked with area directors to provide support for chapters. 5. Submitted articles for publication in the Xi State News. 6. Prepared a document which listed opportunities for personal and professional growth in DKG (i.e., scholarships, grants, leadership seminars) and ed this to all chapter presidents for distribution to their members. 1. Work to establish connections with chapter presidents. 2. Encourage chapters to reach out for help and to help them realize it s okay to do so. 3. Work with area directors to identify and support struggling chapters. 4. Provide suggestions of ways to help with chapter revitalization. Committee: Communications and Publicity Committee Chair: Jensi Souders, Alpha Phi Committee Members: Jackie Maggard, Gamma; Crystal Nelson, Kappa; Brenda Oldham, Beta Upsilon; Tracy Parker, Beta Xi; Dorrie Powell, Beta Sigma (ex officio).consultants: Dianne Anderson, Gamma Alpha; Orlean Bauman, Alpha Rho 1. Develop and implement a chapter website/social media evaluation/award process. 2. Continue the newsletter evaluation/award process. 3. Create EduEdge column in the Xi State News and encourage members to submit articles about educational innovations using technology in their classrooms. 4. Create a DVD of state activities from member submitted photos to be shown at Xi state convention and made available for programs, new member orientation, and/or external audience communication. 20

21 5. Present workshop at convention about effective communication within chapters and community. 6. Refine and continue chapter editor/webmaster training. 7. Write articles/ads for Xi State News and Leadership Links as needed and post necessary materials on the state organization website Held four Go To Meetings in first year to plan and implement committee goals, 2. Developed chapter website/social media evaluation/award criteria, : Evaluated 57 chapters newsletters and 26 chapters websites/social media sites for award purposes, : Evaluated 52 chapters newsletters and 30 chapters websites/social media sites for award purposes, : Recommended newsletter awards for 50 chapters and website/social media awards for 31 chapters, 6. Presented four EduEdge columns and three items of C&P information in Xi State News, 7. Created a DVD for presentation before banquet at state organization conventions, 8. Published information in eight editions of Leadership Links, 9. Presented editor, webmaster and C&P sessions at all three 2016 chapter leaders seminars, 10. Presented a 2016 convention workshop in effective C&P activities and copyright restrictions, 11. Communicated with and recognized chapter for high standards in newsletter and website/social media publication, 12. Presented award certificates of excellence to deserving chapters at awards luncheon both years, and 13. Presented work of committee at Convocation Hall display, 2017 convention, with outstanding examples of chapter newsletters on display. Committee: Educational Excellence Committee Chair: Pamela Egeler. Committee Members: Georgia Ann Boles, Alpha Gamma; Sharon Brandon, Beta Gamma; Donna Cotner, Beta Rho; Brenda Crawford, Alpha Omega; Ann Gann, Pi; Nancy Hickey, Beta Eta; Susan Hoback, Alpha Lambda; Julie Hughes, Alpha Xi; Deanna James, Alpha Xi; Etta Paterson, Beta. 1. Promote Educational Excellence through sharing program and project ideas among chapters. 2. Promote International projects and provide programs on local and state level. 3. Provide EEC articles or information points for Leadership Links and Xi State Newsletters. 4. Place grave markers of Xi State founders. 21

22 1. Committee chair attended 2015 leadership training with other EEC chairs from Southeast region in Savannah, GA. 2. Committee members presented and/or attended three sessions of Xi State Chapter Leadership Training, making connections with chapter leaders across the state. 3. Provided USB drives and packets of EEC ideas and information for chapter leaders. 4. Promoted DKG International Projects, digital connectivity, and collaboration through Xi State News and chapter program presentations. 5. Encouraged Xi State members to participate in music, through Xi State News and Leadership Links. 6. Shared hot topics and program ideas on promotional cards in Xi State conference packets. 1. Compile a list of EEC committee chairs names and addresses from each chapter when their biennium changes. 2. Update project and program ideas on Xi State web page. 3. Collaborate with Historical Committee to place remaining grave markers of Xi State founders. Committee: Expansion Committee Chair: Linda McCrary, Alpha Gamma Committee Members: Betty Ball, Alpha Alpha Laura Evans, Alpha Sigma Doris Ann Hendrix, Beta Beth Pitt, Alpha Lambda Martha Scarbrough, Alpha Pi Jayne Watson, Alpha Gamma; 1. To identify areas in Tennessee without DKG chapters (See survey results from Xi State Expansion Committee.) 2. To identify potential members in areas without DKG chapters 3. To encourage existing chapters to mentor potential members 4. To encourage the establishment of DKG chapters in areas without DKG chapters 5. To identify and secure mentoring chapters near areas without DKG Chapters 6. To recommend the establishment of one or more DKG chapters to the Xi State Executive Board by June To establish one or more DKG chapters in areas without DKG chapters 22

23 Identified areas in Tennessee without DKG chapters Encouraged chapters to mentor potential members Identified chapters willing to mentor struggling chapters Continue to encourage collaboration among the state Membership, Chapter Strengthening, and Expansion committees to accomplish shared goals. In light of current declining membership statewide, consider merging Chapter Strengthening and Expansion Committees. Committee: Finance Committee Chair: Marge Lofstrom, Alpha Nu Committee Members: Donna Campbell, Beta Pi; Martha Glover, Gamma Etta; Barbara Henson, Gamma Mu; Jane Eve Rayburn, Beta Rho; June Reasons, Alpha Sigma. 1. To help our state society sustain fiscal strength in order to support the purposes and related activities of our Xi State organization. 1. Conducted a study of state dues in the Southeast Region to compare them with those of Xi State. 2. Solicited input from Xi State committees regarding budget needs and expenses for the purpose of developing budget recommendations. 3. Prepared and presented for Executive Board approval budget amendments for and a proposed biennial budget for Presented Xi State financial awareness workshops at the 2016 and 2017 State Conventions. 5. Used Go To Meeting throughout the biennium to consult on budgetary issues. 1. In light of currently low/flat interest rates and other income revenue deficits, coordinate with the Scholarship Committee to increase donations and identify other possible revenue sources for funding Xi State scholarships. 2. Examine options for balancing future budgets without the transfer of invested funds; this includes the possibility of a dues increase. 3. Maintain an updated inventory of Xi State assets and have the executive secretary place an inventory copy in her files for reference. 4. In light of the escalating cost of placing the DKG Bulletins for accredited TN Colleges and University Libraries, work with the Educational Excellence Committee to research the impact of no longer funding this expense. 23

24 Committee: Historical Preservation Committee Chair: Kathy Smith, Alpha Nu Committee Members: Irene Archambault, Beta; Pat Parker, Beta Upsilon; Kathleen Phillips, Beta Upsilon; Ashlee Ritzko, Beta Lambda 1. See that President s History is completed and saved. 2. Maintain historical documents from this biennium. 1. President s History has been completed and submitted for Beverly Smith. 2. Dorrie Powell, current President, has been reminded that her history will need to be completed and given to the committee for posting when completed. 3. Currently working with Webmaster on posting new history information. 4. Requested list of Award winners from Committee Chairs. This is to be sent to Historical Preservation Chair for accurate posting in the History section on website. 1. Committee will continue to review the last few years of history on the website for accurate information and add missing information to the site. 2. Create a list of items that are expected to be posted to website each year that will be passed on to new committee members every biennium. Committee: 2016 International Convention Steering Committee Chair: Becky Sadowski, Alpha Lambda Committee Members: Beverly Smith, Alpha Xi Nancy Davis, Gamma Mu Dr. Jensi Souders, Alpha Phi Marsha Brewer, Beta Upsilon Dr. Elaine Alexander, Beta Epsilon Carol Moling, Beta Gamma Elaine Warwick, Rho Dr. Kathie Harned, Beta Upsilon Orlean Bauman, Alpha Rho Camille Dolan, Alpha Lambda Betty Only, Alpha Sigma Susan Hoback, Alpha Lambda Dr. Dorrie Powell (Xi State President), Beta Sigma 1. To publicize the 2016 International Convention at all three levels of the Society beginning several years in advance 2. To work closely with the Society s international president and executive director to plan 24

25 and coordinate this international event including overseeing convention finances 3. To plan and coordinate the Tennessee Night event on the opening night of convention 4. To develop a coordinated effort across Tennessee to secure enough volunteers to carry out Xi State s convention responsibilities as the host state 5. To plan a variety of ways to acknowledge/welcome convention VIP s and provide a hospitality room for convention volunteers 6. To coordinate and operate the registration area for the convention in a collaborative effort with the convention registrar 7. To select and provide arrangements for pre-convention tours 8. To publish several convention newsettes during convention week 9. To assist in securing convention vendors and coordinate the vendor area The Xi State Organization accomplished all of the above goals. To facilitate communication and planning, two site visits for the steering committee, the international president and the executive director were held with our assigned hotel event staff present. In addition, the steering committee chair and convention treasurer participated in regularly scheduled GoToMeetings with the international president and executive director. Publicity for the convention included several different methods: articles in the state and international newsletters, flyer and buttons distributed at international events/meetings and a skit performed at the 2014 International Convention. Of the 2056 members, non-members, and guests attending the convention, 268 of that number were Xi State members. Many members who were unable to attend the convention also volunteered by providing VIP bags, writing notes to convention attendees, and providing items for other hospitality favors. The registration area ran smoothly with many attendees expressing their appreciation for the welcoming attitudes and quick attention to requests for assistance. Tours were limited to one day and were well received by members who desired organized tours rather than self-planned sightseeing. Convention newsettes provided an excellent recap of convention events. Vendors reported positive experiences and indicated that they would like to participate again at future DKG events. The state event on the opening night of convention is always exciting and the 2016 Tennessee Night was not an exception. The entertainment was lively and fun, and the goody bag favors were enjoyed throughout the week! Xi State members once again demonstrated incredible teamwork and amazing commitment as they hosted their sisters from around the world. Most committees reported that their areas ran smoothly, but the following are specific suggestions: 1. In developing the contract with the hotel regarding services, make sure that any hotel staff involved in working on a specific event are required to be present during that event. (Since the executive director is involved in negotiating these contracts, this suggestion will be shared with her.) 2. Requests for hospitality bags included specific information regarding color, size, etc. However, still there were many differences in the bags. In the future perhaps the state organization could provide the bags and chapters could donate the items for the bags. 3. Vendors requested that in the future they might be given a short time to shop at the other vendors booths prior to opening for all attendees. 4. Provide bottled water for vendors during shopping hours. 25

26 5. Seek more clarification from headquarters personnel regarding how book signing tables will operate. Committee: Leadership Development Committee Chair: Marsha Carr Talley Committee Members: Tracy Collier, Gamma Iota; Betsy Edmond, Gamma Iota; Cindy Young, Phi; Betty Lou Jones, Alpha Lambda; Lin Martin, Alpha Phi; Sharon Shadwick, Beta Zeta; Bonnie Cummings, Alpha Lambda; and Esther Clark, Alpha Xi 1. Plan and implement two Beginning and one Advanced Leadership Management Development Seminars. 2. Increase the number of applicants for each offered seminar 3. Celebrate members who have completed a seminar. 4. Provide ongoing support for participants of seminars through social media and sessions offered at Xi State. 5. Present a workshop at Xi State on Leadership. 1. Presented a workshop on leadership at the Xi State Convention. Marsha Talley presented How to Soar with Eagles. 2. Held Xi State Beginning Leadership Management at Henry Horton State Park on September 30-October 1, Dr. Beverly Helms, DKG International Past President was the guest presenter. 3. Held the spring Xi State Leadership Management Seminar at Montgomery Bell State Park in Burns, TN on March 31-April 1, Becky Sadowski was the guest presenter. 4. Created a Facebook for attendees of the Advanced Leadership Management Seninar. 5. The fall 2016 Beginning Leadership Management Seminar had 16 participants. 6. The spring 2017 Xi State Advanced Leadership Management Seminar had 18 participants. No recommendation at this time from the committee Committee: Legislative Committee Chair: Trish Stephenson, Alpha Sigma Committee Members: Kathleen Benedict, Pi; Teresa Brown, Alpha Alpha; Carolyn Cox, Beta Phi; Helen Lowe, Beta Kappa; Pam Thompson, Alpha Xi; Teri Tims, Beta Sigma 26

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