The Pierians, Incorporated Founded in 1958 National Office Established in 1982 www.pierians.org Executive Council Meeting Sheraton Hotel Columbia, Maryland March 23, 2002 Meeting Agenda: (Attachment 1) In Attendance: Chapters Represented: (Attachment 2) Baltimore 1 Washington - 2 Baltimore Cty - 2 Columbia - 4 Prince Georges - 3 Montgomery County 1 National Officers present: Sylvia Cooke Martin (Col-NatlPres) Shirley Hill (Balt Cty-NatlVPres) Barbara Jarvis(Col-Natl RecSec) Virginia Walker (DC-NatlFinSec) Constance Hill (PG-Natl Treas) Mollie W. Neal (DC Immed. Past NatlPres) Call To Order: Minutes: The meeting was called to order at 1:00 pm by Sylvia Cooke Martin The agenda for the meeting was circulated (Attachment 1) and an opening prayer, followed by the recitation of the Pierian motto was done. It was moved and seconded to adopt the agenda. The motion passed by common consent. Barbara Jarvis read the minutes of the last meeting (Attachment 3). As there were no additions or corrections, it was moved and seconded to accept the minutes as presented. The motion carried, unanimously.
Correspondence: President s Report: Treasurer=s Report: In the absence of Frances Faithful, Sylvia Martin distributed a folder of correspondence including a brochure on Pierian Etta Moten Barnett s 100 th birthday celebration. There were no items requiring action within the correspondence. Sylvia Martin distributed a report (Attachment 4) outlining the goals and objectives for her administration. It was resolved to accomplish the following objectives:! To strengthen and refine the administrative processes so as to ensure that we maximize time and financial resources.! To review the needs of members, individually and organizationally to maintain the continuity with ideals of our founders.! To provide a long-range plan promoting stability and growth! To enhance our public affairs effort through dissemination of information. In an effort toward achieving these goals, five ad hoc committees have been formed. They are: Art Education Committee, chaired by Shirley Hill (Balt Cty) Member Services Committee, chaired by Kim Archer (PG) Public Relations Committee, chaired by Diana Kennedy (Rich) Honorary Members Committee, chaired by Mary Bracey (Col) Advisory Committee, chaired by Jessie Colson (DC) Since assuming office, Sylvia Martin reported that she had participated in the following events: preparation of and officiating at the memorial service for Past National President Robert Briscoe, attending the opening ceremony of the Morgan State University Murphy Cultural Arts Center, at which Jessie Norman performed and President Clinton attended, several arts events hosted by chapters local to the Washington/Baltimore area, and participation in arts events in the New York area. In addition, she recently published a 200 page history of her family. She is hopeful that this administration will serve the needs of the members of The Pierians and will enhance our visibility and image within the community at large. Constance Hill distributed the Treasurer=s Report (Attachment 5). It was reported that the last payment on the assembly accounts has been made and that the balance within the checking account reflect the disposition of all assembly funds. The balance in the checking account is $8,953.81 as of March 22, 2002. The balance in savings is $177.16 and the balance in certificates of deposit total $10,126.79 for total Pierian assets of $19,257.76. The doors project costing $45,000, of which the national treasury provided $14,500, has been paid in full. The national office had originally pledged a donation of $10,000, but because there was a shortfall from chapter and/or individual pledges, the national office made an addition payment of $4,500 so that the project could be completed. Because the balance in the savings
account [$177.16] is less than the minimum amount required for accounts free of service charges, we are being charged $5 per month for administration of the account. Discussion followed as to whether or not the savings account should be maintained. It was noted that any committee requests would not immediately affect the financial position of the group. It was moved and seconded that we maintain the savings account, and that the Treasurer be allowed to move the necessary funds from the checking account into the savings account so as to avoid service charges on the account. The motion passed unanimously. With regard to the CD account, which would mature on April 10, 2002, it was moved and seconded that the account be rolled over for an additional 90 days. The motion carried unanimously. It was requested that all committee chairman submit budgets to the National Treasurer before the next Executive Council meeting and that the budget requests not exceed last year s requests. As there were no other items for discussion concerning the financial report, it was moved and seconded that the Treasurer s report be filed for audit. The motion carried by common consent. Old Business: Discussion commenced on the status of pledges for The Doors project. It was stated in the Treasurer s Report that the national office had contributed the remaining $4,500 as required by the project. This was due to the fact that one chapter had an outstanding pledge amount of $700 which had not been received. In addition, there were individual members who had made pledges who had not honored them, as well. Several courses of action were discussed. It was moved and seconded that chapters who had pledged funds for this project would be held responsible for honoring those pledges. The motion carried unanimously. Sylvia Martin will send a letter to the chapter involved outlining this position. In addition, she will also send a general letter to all chapters asking that they encourage individual members to honor their pledges. The letter will also suggest that anyone who wishes to make a contribution is also free to do so. This should alleviate the limited funds within the checking account because of the extra $4,500 that was paid for the balance on the doors. All money will need to be sent to the national office by May 1, 2002. In addition, all committee budgets should be sent to the national office by May 1, 2002, as well. In the matter of Honorary Members, it was noted that voting had resulted in a tie. Since it had not been decided if all three candidates should be inducted, if voting should be re-done, or what the exact procedure should be, Sylvia Martin chose to change her vote and thereby break the tie. She has asked that the committee make recommendations at the June meeting as to how we should proceed in circumstances such as this. Packets of information on the prospective Honorary Members have been given to Mary Bracey for disposition. It was moved and seconded to forward any additional matters concerning this issue to the committee for handling. The motion carried by common consent.
New Business: It was reported that Javon Johnson, our Award Recipient, has enjoyed great success with his production Hambone. However, it was noted that the name of The Pierians was not listed among his supporters. The National Project Committee has been requested to mandate that our name appear with other supporters for any award recipient. A brief discussion followed on the function of committees. Sylvia Martin noted that several ad hoc committees had been formed to advance the focus of The Pierians. These committees, along with the standard committees will be able to serve members and the national office more responsively. The following is a list of Committees (Attachment 6) and chairmen: Archives & History [Barbara Murphy, Pitt; Jessie Colson(Advisor)] Program-Art Education [Shirley Hill, Balt. Cty] National Project [Evelyn Chandler, Col.] Protocol & Ritual [Patricia Sluby, PG] Advisory Committee [Jessie Colson, DC] Chapter Establishment [Marcia Thompson. Atl/Mollie Neal, DC] Honorary Members [Mary Bracey] Membership-Art Among Us [Anita Williams, Pitt] Member Services [ Kim Archer, PG] Long Range Planning [Angeline Perry, PG] Amenities [Felicia Chisely, DC] Annette C. Johnson [Evelyn Seraile, DC] Public Relations [Diana Kennedy, Rich] Morgan State Liaison [Doris Wallace, Balt Cty] National Assembly [Mary Sue Welcome, Balt] Technology [Barbara Jarvis, Col] Constitution & Bylaws [Veronica Hill, PG] Budget & Finance [Constance Hill, PG] Audit Committee [Ramona Roberts, Flint] Sylvia Martin stated that she had attended a celebration for the 100 th birthday of Honorary Member Etta Moten Barnett. She suggested that The Pierians contribute $100 to Ms. Barnett s favorite charity in commemoration. It was so moved and seconded. The motion carried unanimously. The status of the Richmond Chapter was discussed. To date, only six (6) members of the chapter have paid their dues. Our Bylaws state that the minimum number of individuals required to maintain chapter viability is ten (10). Late fees have been assessed for four (4) members, but have not been received. The National Financial Secretary will send a letter to the chapter inquiring about the chapter. Shirley Hill will also contact individuals in the chapter to determine if any kind of assistance is needed. It was suggested that Sylvia Martin should consider visiting Richmond, if funds are available. Evelyn Serraile has contacted the national office to state that she is not well
and would like to be relieved of her duties as chairman of the Annette C. Johnson Committee. Precious Buckner will now act as chairman of this committee. A discussion followed on the disposition of the Roberta Briscoe Fund. According to the minutes, it was voted that the national office establish a fund for the purpose of purchasing a piece of art and that the fund be known as the Roberta M. Briscoe Art Collection Fund. Since this vote was taken, additional information has come to light. Apparently the body was out-oforder to have had this decision made within the Executive Council. Therefore, it was rescinded. It was suggested that some other gesture be made. It was moved and seconded that the national office send a donation of $100 to Roberta Briscoe s church in her honor. The motion carried unanimously. Committee Reports: The Technology Committee Report (Attachment 7) was circulated by Barbara Jarvis. It was reported that all official forms, including executive board nominations, and chapter and honorary membership forms have been added to the web site. Also, financial request forms for individual chapters have been developed. Highlights of the most recent National Assembly and a complete National Roster have been added to the website. Sylvia Martin requested that a fax form be made available and that our web address be added to official correspondence materials. Regarding Chapter Establishment, it was noted that chapters in Chicago and Tallahassee are under consideration. Mary Bracey stated that a standard packet of information will be developed for distribution to all interest groups. Assembly Evaluation results (Attachment 8) were distributed by Evelyn Chandler. Because of time, a discussion on the report was tabled until the next Executive Council Meeting which is scheduled for June 22 at Towson State University. Adjourn: As there were no other items for discussion, the meeting was adjourned at 3:25 pm. Respectively Submitted, Barbara Barbara Harris Jarvis National Recording Secretary