Delta Sigma Theta Sorority, Inc. Dallas Alumnae Chapter Minutes of the March 15, 2014 Chapter Meeting

Transcription

1 Delta Sigma Theta Sorority, Inc. Dallas Alumnae Chapter Minutes of the March 15, 2014 Chapter Meeting Uncompromising Commitment to Communities: Service, Leadership, Empowerment Ritualistic Opening The meeting was called to order in ritualistic form by President Sharon Royal Hunt at 2:05PM at the Frederica Chase Dodd Life Development Center. Soror Bertha Whatley served as Vice President, Soror Karla McGary served as Recording Secretary, Soror Demetria Chester served as Chaplain and Soror Thalia Matherson served as Parliamentarian. A quorum was present. Adoption of the Agenda The Minerva Circle report was added under Item H, Committee Reports Informational. The agenda was adopted as printed with addition. Approval of Minutes from the February Chapter and March 8 th Called Meetings The minutes from the February 15, 2014 chapter and March 8, 2014 called meetings were approved. Officer s Report President Madame President opened her remarks by welcoming the membership to the meeting. She informed the membership about the adjustments for the air conditioning unit; she suggested chapter members bring jackets/sweaters (if needed) to chapter meetings because there will be no adjustments made to the unit to prevent another huge bill. The unit has been set to accommodate the temperature for meetings. Madame President commented on the chapter photo and indicated there were 124 chapter members that took individual photos for the chapter directory. There will be another opportunity to take individual photos on May 3 rd to include the new initiates. Dallas Alumnae Meeting Minutes Page 1

2 Madame President mentioned she attended the AKA public luncheon; the luncheon was nice. In closing, Madame President acknowledged the Minerva Circle for their outstanding efforts and due diligence with Membership Intake (MIT) preparations. She also acknowledged Soror Daisy Critton for coordinating the chapter s photo session and for her assistance with opening and closing the center for committee meetings held on Thursday. Vice-President Soror Bertha Whatley presented the report. All March birthdays were celebrated by serenade. Visiting members were recognized. Soror Whatley acknowledged Madame President for her remarks about Sisterhood during the DFW Founders Day event; she also commented about the Sisterhood Hat Tea Brunch held on March 1 st and she showed the favors given to attendees. Soror Whatley indicated the chapter will attend church service with Madame President for Sisterhood Month on Sunday, March 16, 2014 at St. John Missionary Baptist Church at 11:00am; following the church service, the chapter will have a lunch fellowship at the Luby s located at Highway 67 and Hampton Rd. Chapter members were asked to arrive to the church by 10:30am. Donations were requested for the church offering; checks should be made payable to the church. The attire is Red. Treasurer Soror Carol Crawley presented the Treasurer s Report for February. A vote card must be obtained in order to receive a treasurer s report. She reminded chapter members that chapter dues were due today in order to submit to National headquarters by March 31, A late fee of $5.00 must be added if dues are paid after March 31 st. Checks must be payable to Delta Sigma Theta Sorority, Inc. (not Dallas Alumnae or DST). Soror Crawley reminded chapter members about the NSF check process. She informed members if they have been inactive for two or more years to complete a membership form to be transferred to the Dallas Alumnae database. She also informed members that supporting documentations must be submitted with voucher forms. The voucher form is located on the Dallas Alumnae website Sorors only section. Committee Reports (Requiring Action) Arts & Letters The report was presented by Soror Oscar Faye Williams, Chairperson. The following recommendations were approved: Dallas Alumnae Meeting Minutes Page 2

3 1. Dallas Alumnae 90th Anniversary Limited Edition Designer Handbag: The Dallas Alumnae couture handbag was showcased at a High Tea Trunk Show prior to our November chapter meeting. A second run of the Couture handbags will only be available for purchase thru the end of the day on March 15, 2014, remaining at the cost of $ D Arts Extravaganza Private Showing & International Awareness Exhibit Friday, April 4, :00pm - 9:00pm International Dinner for Artists hosted by International Awareness Committee Public Showing & International Awareness Exhibit Saturday, April 5, :00am 5:00pm Dallas Artist Frank Frazier with Visiting Artists Representing Miss Annie Lee-Grandson Stacy Smith, Chicago; LaShun Beal, Houston Charles Bibbs, Riverside, CA; Larry Poncho Brown & Karen Buster, Baltimore; Leonard Freeman, Missouri City; Kenneth Gatewood, Los Angeles; Burl Washington, Ft. Worth Free Fun Family Day Activities Sponsored by Big Thought 11:00am 2:00pm Outside Breezeway Area; La Rondalla & South Dallas Cultural Center Jazz Orchestra Performances A Night that Rocks Jazz Show at 8:00pm; Rashaan Patterson & Maysa TBAAL Event; Tickets $20 & $25 Arts Extravaganza Targeted Audience Art Collectors/Enthusiasts; Deltas & Friends; Children & Youth 5-14 years old; Downtown Residential Community; Visitors attending the Final Four Invited Artists Involvement Nine Artists in honor of Dallas Alumnae s Nine Decades in the Dallas Community will: Be available to provide mini sessions of art education /instruction Dallas Alumnae Meeting Minutes Page 3

4 Showcase their artwork (which will be available for purchase) Unveil an expression of art commemorating Dallas Alumnae s 90th Anniversary, with a portion of the sales donated to fund scholarships for students of the Booker T. Washington High School for the Arts and/or other Dallas ISD schools Participate as a judge for student art submissions (Winner/s will receive a $500 scholarship to be awarded in September 2014) Institutionalize the Ramona McCain Young Artist Scholarship Ramona: Undergraduate & Graduate Degrees in Vocal Music & Music Education; Promoter of the Arts; Dedicated member of the Dallas Alumnae Arts & Letters Committee D Arts Extravaganza Partnerships Big Thought Dodd Educational Support & Dallas Alumnae Scholarship Committee Dallas Alumnae International Awareness Committee Dallas Alumnae Delta Hosts for the visiting Artists DA Heritage & Archives-90 Years of Arts in the Community Photographic Journey Arts & Crafts Vendors (including Dallas Alumnae 2014 Jabberwock Teams) Dallas ISD Young Artists Visual Exhibit Budget/Cost: $2,500 Marketing: FC Dodd Target Grant: $1,100; Contingency Fund: Not to exceed $1,400 Purchase 100 Jazz performance tickets (For Buy One-Get One Free promotion) Graphics Design & Prototype for printed materials/post cards Design & production of flag signage Budget and Finance The report was presented by Soror Marsha Thornton, Chairperson. The following recommendations were approved: Dallas Alumnae Meeting Minutes Page 4

5 1. A budget of $98,020 for with increases to Directory, Supplies, Finance Team, Regional Conference Ad, and Audit Committee. 2. Rescind action taken by chapter to allocate $25 from Contingency towards the Regional Conference Ad. Informational: The Budget and Finance (B&F) committee also received requests from Directory for $3,800 and Arts and Letters for $3,000. The B&F Committee opted not to take any action on these items. The Directory request of $3,800 was based in part on inclusion of new members that may be initiated through Dallas Alumnae. Budget and Finance will reconsider this request after members have been initiated. No action was taken on the Arts and Letters request because there was no consensus on how to proceed. The following items were part of the committee s consideration: o Arts and Letters has a balance of $1, from a Target grant that Dodd manages. o The request to Budget and Finance included $2,000 towards the purchase of tickets to the April Jazz event, $500 for marketing expenses, and $500 towards one scholarship, although the Committee is targeting to give three (3) $500 scholarships. o Arts and Letters plan to use proceeds from Artist sales to support the additional scholarships. There was no guarantee how much will be sold by the artist. The chapter s practice is to collect funds, clear all expenses, report back to the chapter, and then expense remaining funds. The proposal by Arts and Letters submitted to Budget and Finance for review would have scholarships awarded on April 5 th, before a final reconciliation of funds could be completed and reported back to the chapter at the April meeting. o For ticket sales, the proposal is for Dallas Alumnae (DA) to purchase tickets from TBAAL for the Arts event and then Sorors purchase those tickets from DA. Sorors would receive one free ticket for each ticket purchased. Unused tickets Dallas Alumnae Meeting Minutes Page 5

6 purchased by DA would be given to Music/Arts Students. There is no guarantee how many tickets Sorors will purchase and at some point ticket sales would have to be cut off in order to communicate to necessary individuals how many tickets would be available for students. o $1,000 was allocated to the Committee in September. In lieu of providing additional funds to the Arts and Letters committee, options the committee should explore are: use of the Target grant, use of the remaining funds that were allocated, and coordination with the Scholarship Committee to determine if there are existing scholarship funds to support the Arts and Letters committee request which may require a delay in selection and awarding of the scholarship. The tentative date for the Financial Fortitude/Fiscal Fitness course is Saturday, April 26 th in conjunction with new member s orientation. This session is for Sorors only and is being provided at no cost to Dallas Alumnae. RSVP to marshathornton@sbcglobal.net is required. Next meeting dates for the B&F committee are April 10, 2014 and May 8, If you have final budget amendment requests for , the requests must be submitted on or before April 8, Budget requests for must be submitted on or before May 1, Executive Board The report was presented by Soror Vanessa Gray, Assistant Recording Secretary. The following recommendations were approved from the March 11 th Executive Board meeting: The Collin County Alumnae Chapter of Delta Sigma Theta Sorority, Inc. will present its 6 th Annual Cotillion on Sunday, May 18, 2014 at 5:30PM at the Embassy Suites Hotel, 7600 John Q. Hammons Dr., Frisco, TX Subscription: $ Soror Bertha Whatley moved for the chapter to purchase a ticket for the President or her designee to attend the event. Funds to come from Delta-related. Motion carried. Dallas Alumnae Meeting Minutes Page 6

7 The Kappa Zeta Chapter of Zeta Phi Beta Sorority, Inc. will host their annual Miss Blue Revue Scholarship Dinner and Dance on March 29, 2014 at 7:00PM at the Crowne Plaza Dallas, Galleria in Addison. Request support by purchasing a sponsorship level or individual ticket for $ Platinum sponsor: $10,000 and above; Sapphire Revue sponsor $5,000- $ ; Pearl sponsor: $2,000-$ ; Dove sponsor: $1,000- $1,999.99; Royal sponsor: $500-$999.99; Blue & White sponsor: $125.00; Silver sponsor: $80.00; White Rose sponsor: $ Soror Bertha Whatley moved for the chapter to purchase the Silver Sponsor level for $80.00 (includes multi-media advertisement presented during program dinner, full page/full color ad with souvenir DVD presented to all guests in attendance, our chapter will be listed in the dinner program as a Silver sponsor). Funds to come from Local community. Motion carried. Information & Communications The report was presented by Soror Renee Battle, Chairperson. The following recommendation was approved: To setup a basic Dropbox account to store documents. The basic account is free for 2GB. After the chapter reaches 2GB, we will upgrade to Pro Account for $ a year for 100GB. Internal Audit The report was presented by Soror Cynthia Fuller, Chairperson. The following findings information was presented and the recommendations were approved: Receipt Findings: There were 32 deposits per bank statements for this audited period and the committee reviewed 13 of the deposits. Three of the 13 deposits sampled were not made within the time frame. The deposits reviewed were compared to the Financial Secretary records and the Treasurer s reports. The weakness was one deposit not being made timely and two deposits were deposited into the wrong Dallas Alumnae account. Disbursements Findings: There were 85 disbursements during this period; 41 of these disbursements were reviewed, 8 disbursements did not have supporting documents. Our committee s findings were discussed with the Financial Team and suggestions were made for Dallas Alumnae Meeting Minutes Page 7

8 improvements. Improvements were made from the first quarter to the second quarter. The chapter proceeds with filing the 2nd Quarter Internal Audit Report via the Red Zone. The chapter engages the services of Frazier Gills PC CPAs & Consultants to complete the external audit for and The chapter will receive a $2,000 discount with the two-year agreement. International Awareness & Involvement The report was presented by Soror Oscar Faye Williams. The committee presented the following recommendation: Sponsor the meal for the artists participating in D Arts Extravaganza by a local international caterer not to exceed $ taken from our budgeted line. Soror Williams moved for the approval of the report. The motion was seconded; The report was approved. Rules of Order / Policies & Procedures The report was presented by Soror Deirdre Southall, Chairperson. The following informational update on changes was presented and the recommendation was approved as amended. Per the current Policies and Procedures, the chapter must be given a 30-day notice before voting on changes to the Policies and Procedures. A list of changes and proposed wording for recommendations this sorority year was distributed to chapter members. Chapter members were requested to review and be prepared to vote at the April 19, 2014 meeting. Two-third vote of members present is required for approval of recommendations presented. The recommended changes will be available via the newsletter for members to review that were not in attendance at the March chapter member. The committee received a recommended change to allow members to pay dues using PayPal. Based upon a preliminary review and research, the committee recommends the IT committee work with the finance team to Dallas Alumnae Meeting Minutes Page 8

9 explore the best online payment method and to determine internal procedures before adding the option to the Policies and Procedures. The final recommendation for consideration regarding the best option will be presented to the chapter to consider for online payments no later than June Soror Bobbye Sanders moved to amend the recommendation to indicate the Budget and Finance committee and Finance Team to explore and research costs to use PayPal and how it will affect the chapter. The motion was seconded; the motion carried. Social Action The report was presented by Soror Christie Thomas, Chairperson. The following amended recommendation was approved: To partner with DCCCD, Dallas County, and the U.S. Department of Health and Human Services. The location will change to: Eastfield College 802 S. Buckner Blvd., Dallas, TX Date/time: March 22, 2014 from 1:00pm-4:00pm Targeted population: Dallas County Nominating Committee The report was presented by Soror Pamela Hunter, Nominating Committee Member. The following recommendations were approved: Persons interested in applying for the position of Nominating Committee member, request a copy of the Candidate Application and Recommendation forms from a member of the Nominating Committee or by ing the Chair at: ewoodbe@sbcglobal.net. The application deadline will be midnight Sunday, March 31, Completed Candidate Application and Recommendations forms must be submitted to the Chair at: ewoodbe@sbcglobal.net. Candidate interviews will take place Friday, April 4, Candidates will be notified of interview times. Dallas Alumnae Meeting Minutes Page 9

10 The slate of eligible candidates will be presented at the April chapter meeting and mailed to chapter members by Thursday, May 1, This will satisfy the 10-day notice prior to the chapter vote in May and allow the newly initiated members to be added to the mailing list. Committee Reports Informational Elections The informational report was presented by Soror Deborah Watkins, Chairperson. The following updates were presented: Section 3: FILLING VACANCIES AND REMOVAL OF OFFICERS A... When a vacancy arises in the vice-presidency or any other elected position, the elections process given in Section 4 below provides additional guidelines for an election to fill a vacancy. Section 4: ELECTIONS 1. Election of Officers o All candidates seeking office will be elected by a majority vote of the members present and voting. o Written notice and instructions of the election will be forwarded to all members at least ten (10) days before the election of officers. o The written notice will also include instructions if a second balloting is required for any office. 2...Omit (Election of New Members) 3. Special Election Follow an abbreviated process of the General Election outlined above including the following: a. Receive approval from the Regional Director before proceeding. Dallas Alumnae Meeting Minutes Page 10

11 b. Establish a deadline to receive candidate letters of intent for each elected office. c. Prepare and publish the slate of candidates for each elected office (independent of the ballot) and present it to the membership at the regularly scheduled Chapter meeting preceding the election. The slate will be disseminated to the membership at least ten (10) days prior to the scheduled election of officers. This mailing will also include a candidate profile for every candidate seeking office. The mailing of the slate of candidates in accordance with the Constitution and Bylaws shall not conflict with the written notification of the Elections Committee. Instructions for voting 1. In order to receive a ballot, members must hold up vote card. 2. Election committee members will distribute and collect your ballots. 3. Members will have five minutes to cast vote by placing an X next to the candidate s name. 4. Upon completion, fold ballot in half and hold up your vote card for a member of the Election Committee to collect. 5. Write-in candidates are prohibited and provisions for write-in candidates shall not be included on the ballot. 6. Ballots will not be issued after voting is closed, which the President will announce. 7. A second ballot will be distributed if candidate(s) for the position did not receive a majority vote: When there are two or more candidates, (and the office remains unfilled after the first ballot) the two candidates who receive the highest number of votes will remain eligible for election. All other candidates will be dropped and are ineligible for election. All subsequent votes cast for ineligible candidates shall be treated as an illegal vote. 8. The result for all positions on the ballot will be announced after all voting is completed. 9. To ensure accuracy, the counting of ballots will take approximately one hour. 10. A second balloting may take up to 45 min. Dallas Alumnae Meeting Minutes Page 11

12 Jabberwock The informational report was presented by Leslie Swann, Chairperson. The following updates were presented: o Jabberwock 2014 fundraising efforts lives on. Please continue supporting Jabberwock The next financial turn-in for each contestant will be Thursday, March 20, o The last day to submit ads/patron lines for the Jabberwock 2014 Souvenir Journal is Thursday, April 17, o Tickets for the Miss Jabberwock 2014 Scholarship Pageant will be available beginning Saturday, March 15, 2014 after chapter meeting. Beginning April 1, 2014, tickets can be purchased electronically via a link on the chapter website. The cost is $45.00 per ticket. Miss Jabberwock 2014 Scholarship Pageant An Evening in the Spotlight Sunday, May 4, 2014 Double Tree Campbell Center 8250 North Central Expressway Dallas, Texas 6:00PM $45 Minerva Circle The informational report was presented by Soror Jocelyn Mays, Leader of the Minerva Circle. The following updates were presented: o Pyramid Induction is scheduled for April 1, 2014 at 7:00pm. The location is 616 W. Kiest Blvd., Dallas, TX o Odyssey is scheduled for April 11-12, The location is Lakeview Camp and Retreat Center, 5128 FM 66, Waxahachie, TX All eligible Sorors who plan to participate in the Odyssey Experience will need to submit payment by March 15, All payments will be received by Soror Kabrina Luckey, Financial Secretary. Dallas Alumnae Meeting Minutes Page 12

13 COST WHAT S INCLUDED WITH COST $80 Lodging, Meals, Activities, Snacks $40 Meals, Activities, Snacks Correspondence National None Regional None Local Thank you and gratitude cards from Sorors Roszetta Howell, Jacquelyn Kay, and Barbara Punch Announcements The North Dallas Diva Sisterhood Breakfast will be March 26, 2014 from 9:30am to 12:00 Noon at IHOP, 7830 N. Central Expressway, Dallas, TX 75206; for information contact Sorors Doris Zanders or Majorie Atkins, if you plan to attend. Soror Gloria Pippins is in Methodist Medical Center on Colorado; she is asking for prayers and would like to receive calls once she returns home. Another chapter blazer order in 3 weeks; Contact Soror Daisy Critton. Soror Carol Hickman s husband, Joseph Hickman had surgery and is in Zale Lipshy hospital. Soror Alice Ray Shaw is in the hospital. Soror Eula Woodberry is running for the position of Scholarship and Standards Committee; she is Working Non-Stop for Delta Sigma Theta. Support Jabberwock Team 1913; Jambalaya Dinner Fundraiser after chapter meeting, $8.00 w/o dessert and It s Greek to Us Delta jewelry will be available for purchase at the D Arts Extravaganza Exhibit on Saturday, April 5 th from 10am to 5pm at TBAAL. Dallas Alumnae Meeting Minutes Page 13

14 Support Jabberwock Team Violet for Contestant Taylor Robinson; Wine Tasting Scholarship Fundraiser on Saturday, April 5 th from 5pm to 7pm; Home of Elnora Stokes, 1011 Wind Ridge Circle, Duncanville, TX 75137; Donation: $ The DFW Chapter of National Association of Black Accountants, Inc. (NABA) and Southern Methodist University (SMU) will sponsor the Accounting Career Awareness Program (ACAP) during the week of June 8-13, 2014 on the campus of SMU in Dallas, TX. Students of all grade levels (freshman, sophomores, juniors, and seniors) will be considered for the program. Contact Soror Roberta Brown for further details. Ritualistic Closing The meeting was adjourned in ritualistic form at 3:40PM. Minutes prepared by Soror Karla McGary, Recording Secretary Soror Sharon Royal Hunt, President Dallas Alumnae Meeting Minutes Page 14