Georgia State Organization Executive Board and Members Meeting Meeting Minutes

Georgia State Organization Executive Board and Members Meeting Meeting Minutes September 26, 2015 I. Opening Georgia State Organization President Gail Springstead (Delta) called the Georgia State Organization Membership and Executive Board meeting to order at 9 a.m. on September 26, 2015, at Forest Hills United Methodist Church in Macon. Inspiration/Pledge: Dianne Padgett (Beta Theta) led members in the pledge to the flag, and Lynda Byrd (Beta Kappa) led members in singing the national anthem. II. Business Meeting Parliamentarian Jo Davis (Alpha Omicron) provided the rules of the day. First Timers at Executive Board First Time Committee Members Officer Reports President s Report: 1 st Vice President 2 nd Vice President Recording Secretary Corresponding Secretary Treasurer Executive Secretary Recording Secretary Dr. Lynn Skinner (Beta Gamma) reported that minutes from the Fall Executive Board meeting held September 27, 2014, at the Anderson Conference Center in Macon were approved by the Minutes Approval Committee and digital copies have been sent to all chapter presidents. Treasurer Judy Farrigan (Upsilon) reported that the current membership in Psi State is 2,784 (two thousand seven hundred eighty-four) of which 172 (one hundred seventy-two) are reserve members. Dues for active and reserve members totaled $26,808 (twenty-six thousand eight hundred eight dollars). Interest from Page 1

investments in the permanent fund is placed in the state organization checking account monthly. The storage space rented in Macon costs $235 (two hundred thirty-five dollars) monthly, and insurance for the storage unit is $465 (four hundred sixty-five dollars). All bills have been paid, and the state organization is solvent. Treasurer Farrigan announced that chapters had been notified recently of a security breach: the Urban Institute which handles E990 filing was hacked. An informational sheet on the security alert was made available for chapter presidents to take to chapter treasurers. Because there are no social security numbers or dates of birth associated with reporting for our organization, there is little danger for potential problems unless the chapter uses online banking with the same password as the E990 filing. In this case, she recommended that the chapter treasurer change the password immediately and exercise caution when receiving email from unknown senders and avoid clicking on links that are not recognized. Chapter treasurer reports are due to the state treasurer by July 15, and the E990 must be completed for the Internal Revenue Service by November 15. Treasurer Farrigan suggested that chapter treasurers complete the E990 in the July 1-15 window, and at that time the chapter treasurer will have to change the E990 password upon logging in to fill out the annual report. The E990 report acceptance will need to be forwarded to the state treasurer upon receipt. Committee Reports Ad-Hoc Committee on District Workshops. Dr. Hanna Fowler (Gamma Omega), chairman of the Ad-Hoc Committee on District Workshops, reported on the work of the committee. The committee was charged with proposing recommendations to enhance and improve the design of district meetings so that these meetings attract better attendance, meet the requirements of the state organization s bylaws and standing rules, and be more cost effective. To get information about how other states provide training sessions, the committee sent a survey to 19 state organizations and received responses from 13. An analysis of survey results and the resulting domino effect created by making changes informed the committee s recommendations. These recommendations are to: (1) maintain the September Executive Board meeting but move it to October in conjunction with fall training and district meetings, eliminate the February Executive Board meeting, and in odd-numbered years hold the state convention in May (the purpose remains the same with an executive board meeting to conduct business, approve the budget, selecting the executive secretary and treasurer); and (2) eliminate district workshops and hold in even-numbered years a Spring Leadership Training Conference in May (for the purpose for training chapter officers and committee chairs, general workshops and executive board meeting), and utilize webinar sessions, GoToMeetings, and other venues for conducting business and training. Page 2

Dr. Fowler identified changes to each of the items in the bylaws and standing rules that result upon approval of these recommendations, and she outlined an example of a biennium following the proposed changes. President Ford opened the floor for questions. Missy Collins (Alpha Omega) asked for clarification on proposed changes to Article X, Section A, 2b and 2c. The changes would move proposals for amending the bylaws from the purview of the Executive Board to the Executive Committee, omitting chapter presidents from the process. Dr. Fowler said that this is the procedure followed by international. Although chapter presidents will not be involved initially under the revisions to the bylaws and standing rules, there is always time for discussion at state convention where the actual vote on all action takes place. Dr. Corinne Daniel (Rho) asked for specificity in Article VI, Section C, 1c and in Article X, Section A, 2b and 2c of the bylaws by adding a timeframe for prior to the state convention in order for members to understand and study the proposals. Dr. Fowler said that these amendments can be amended for the vote at convention. There were no other questions. President Ford commended the committee on doing an outstanding job. Bylaws and Standing Rules Committee. Denise Klesick (Alpha Tau), chairman of the Bylaws and Standing Rules Committee, made copies of the proposed changes to the Psi State Bylaws and Standing Rules available to participants. On behalf of her committee, she brought a recommendation before the Executive Board that these proposed changes be moved forward to the Psi State Convention to be voted on in that forum. Coming from a committee, the recommendation required no second. President Ford opened the floor for discussion. Dr. Corinne Daniel (Rho) requested that Article VI, Section C, 1c and in Article X, Section A, 2b and 2c include a statement that membership be notified at least six weeks prior to the convention. Parliamentarian Jo Davis (Alpha Omicron) explained that all the voting body could do at the present was either to accept or reject the recommendation from the committee. There was no other discussion, and a vote was taken. The recommendation was adopted. Finance Committee. Jonnie Ghetti (Theta), chairman of the Finance Committee, reported that the committee developed and brought the proposed 2015-2017 budget to the Executive Board for approval. It was noted that income from membership dues, the organization s primary source of revenue, has decreased creating a significant difference in revenue versus expenditures. The total projected revenue for the upcoming biennium is $57,072 (fifty-seven thousand seventy-two dollars) and the projected expenditures are $64,173 (sixty-four thousand one hundred seventy-three dollars), resulting in a deficit of $7,101 (seven thousand one hundred one dollars) in the 2015-2017 available fund budget. Page 3

The recommendation from the committee to adopt the 2015-2017 proposed budget was made with the understanding that monies from the reserve fund may be needed to cover the deficit. Anticipated expenditures will change based on whether or not the amendments to the bylaws and standing rules are adopted. The finance committee recommended that the 2015-2017 Finance Committee conduct an in-depth analysis of finances immediately at the beginning of their term. President Ford opened the floor for discussion; there was none, and a vote was taken. The recommendation was adopted. Jonnie Ghetti also reported that, on September 27, 2014, the Executive Board approved the deposit of $15,000 (fifteen thousand dollars) in the building fund checking account and reinvestment of $85,000 (eighty-five thousand dollars) in a certificate of deposit (CD) when the building fund CD with face value $100,000 (one hundred thousand dollars) came due in February 2015. The Psi State treasurer deposited $20,000 (twenty thousand dollars) and reinvested $80,000 (eighty thousand dollars). The Finance Committee recommended that these actions be approved. President Ford opened the floor for discussion; there was none, and a vote was taken. The recommendation was adopted. Nominations Committee. Kim Hobbs (Xi), chairman of the Nominations Committee, presented the proposed slate of candidates for 2015-2017 Psi State officers: President Gail Springstead (Delta), First Vice President Virginia McChesney (Iota), Second Vice President Dr. Kathy Brown (Mu), Recording Secretary Alice Bass (Mu), and Corresponding Secretary Merrimac Forsyth (Iota). In addition, candidates for the 2015-2017 Nominations Committee were announced: District I Donna Riordan (Iota), District II Yvonne Jett (Omicron), District III Debbie Ball (Epsilon), District IV Barbara Maddox (Gamma Tau), District V Becky Avera (Xi), and District VI Shelly Foster (Alpha Tau). The slate of officers and nominations committee members will move on to convention. Membership Committee. Judy Scarboro (Beta Theta), chairman of the Membership Committee, recognized members in all longevity categories with a particular emphasis on those who have been members for 20 to 34 (twenty to thirty-four) years. Her committee presented golden nugget pins to all members in this category. Page 4

Reservations Committee. Ann Clark (Delta), Reservations Committee chairman, reported attendance at the meeting. The number of members who preregistered was 145 (one hundred forty-five). Of that number, 16 were no shows. Four members registered on-site, giving a total of 133 (one hundred thirty-three) in attendance. She reported that a quorum was present with 63% (sixty-three percent) of the voting members in attendance. III. District Meeting Officer/committee chair announcements were submitted to and compiled by First Vice-President Virginia McChesney and given to the district directors to be disseminated via email to chapter presidents. Announcements about key initiatives were shared with those in attendance. Award for Chapter Excellence and Outstanding Chapter Program recognition. First Vice-President Virginia McChesney (Iota) asked that chapter presidents send an email to her at va_mcc@yahoo.com to confirm that the chapter s Award for Chapter Excellence (ACE) application has been sent and another email to Second Vice-President Dr. Patti Newman (Beta Theta) at pnewman81@aol.com to confirm sending an application for the Outstanding Chapter Program recognition. Communications awards. Communications Committee chairman Betty Richardson (Beta Kappa) reminded members that applications for communications awards ends midnight on March 1, 2015. Any newsletter and media release whether it was accepted for publication in a newspaper or not counts for recognition. Delta Kappa Gamma Day at the Capitol. Dr. Cindy Gibson (Delta), chairman of the Educational Law and Policy Committee, recognized committee members and reported on Psi State s first Delta Kappa Gamma Day at the Capitol. Psi State had 20 (twenty) to participate in the event, and a special proclamation was read in the Georgia House of Representatives. Leadership Seminar II. Dr. Hanna Fowler (Gamma Omega) announced that Leadership Seminar II will be held June 5-7, 2015, at the Hampton Inn and Suites in Macon. The registration fee is $75 (seventy-five dollars). The application deadline is March 25, 2015, and the application is on the state s website. Scrapbook. Missy Collins (Alpha Omega), Scrapbook Committee chairman, asked for each chapter to send her a total of four pages to go into the state s digital scrapbook. She suggested two pages for each year Page 5

of the biennium from each chapter. The pages should be sent as PowerPoint slides attached to an email addressed to her at missycollins333@gmail.com with the subject line DKG Chapter Name Scrapbook. If sent within the next two weeks, the pages can be inserted into our Psi State scrapbook. 2015 Southeast Regional Conference (SERC). Peggy McCall (Beta Eta), 2015 SERC chairman, reminded members about the event to be held at the Westin Resort in Savannah July 15-18, 2015. She encouraged members to book their rooms at the Westin, register for the conference, sign up to volunteer, and buy apron to identify themselves as members of the hosting state. Shining Stars of Georgia Gold. Corresponding Secretary Alice Bass (Mu) made an announcement about the Shining Stars of Georgia Gold recognition fundraiser. Proceeds from the fundraiser will go the Leadership Fund. She encouraged members to nominate those who exhibit enthusiasm, excellence in education, and/or pitch in and work behind the scenes. Forms are on the state website and are still being accepted. 2015 Psi State Convention. Ann Fitzgerald (Gamma Lambda), Psi State Convention Committee co-chairman, made an announcement about the upcoming convention at the Macon Marriott Centreplex on April 17-19, 2015. Registration forms were made available at the meeting and are on the state website. Psi State Chorus. Lynda Byrd (Beta Kappa), Music chairman, encouraged members to join the Psi State Chorus and perform with the group at convention. Chorus members will not be required to come to Macon prior to convention for practice. The music will be provided ahead of time and practice will be held during a designated time during the convention. IV. Lunch and Networking President Ford gave directions for lunch and E-Pal groups. Music chairman Linda Byrd (Beta Kappa) led members in singing The Blessing Song. Lunch and networking followed. Mrs. Margaret Bell and her crew did an outstanding job preparing the meal, and they were given a round of applause. V. Closing Session Awards for the chapter in each district with the largest percentage of members present were announced. Chapters received certificates, and contributions to the Schools for Africa project, sponsored by international, will be made in their honor. The following chapters received recognitions. Page 6

District Chapter Percent of Members in Attendance I Iota 16.13% II Gamma Chi 14.63% III Gamma Psi 23.08% IV Eta 12.50% V Xi 12.50% VI Alpha Omega 19.23% President Ford asked participants to complete the meeting evaluation form. She also asked members to complete the state committee application form which were made available on-site and can be downloaded from the website. Raffle drawings were held. Winners were Louise Cox (Gamma Chi), Gina Luck (Gamma Chi), Kathryn Hodges (Eta), Denise Golden (Xi), Kay Shelnutt (Gamma Alpha), Leslie Giraldo (Tau), Shannon Robertson (Eta), Missy Collins (Alpha Omega), Denise Klesick (Alpha Tau), Mary Francis Wellborn (Omicron), and Becky Avera (Xi). A total of $218 (two hundred eighteen dollars) was raised for Georgia Night at SERC. Music chairman Linda Byrd (Beta Kappa) led members in singing The Delta Kappa Gamma Song, and President Ford adjourned the meeting at 1:45 p.m. Following the meeting, a work session was held for the purpose of allowing any chapter president the opportunity to meet with district directors or other state personnel as needed. The work session also provided an opportunity for any state committees to meet, if necessary, and a time for members of the 2015 SERC Steering Committee to meet, review progress, and make plans. Minutes submitted by: Dr. Lynn Skinner, Psi State Recording Secretary Minutes approved by: Page 7