Delta Sigma Theta Sorority, Inc. Dallas Alumnae Chapter

Delta Sigma Theta Sorority, Inc. Dallas Alumnae Chapter March 21, 2015 Chapter Meeting COMMITTEE REPORTS Election Directory Executive Board Membership Services PPAD Social Action Jabberwock Rules of Order / Policies and Procedures

DELTA SIGMA THETA SORORITY, INCORPORATED COMMITTEE REPORT FORM COMMITTEE: Election DATE OF MEETING/TOPIC: Monday, March 16, 2015 TYPE OF REPORT: Informational QUORUM (yes/no): yes BACKGROUND: In preparation for the upcoming May Chapter Election for Officers (2015-2017), the election committee will review the procedures approved at the February 21, 2015 chapter meeting. The review of the procedures will also prepare members for the Mock election to be held at the March 21, 2015 meeting. RATIONALE To comply with the Constitution & By-Laws (2013 Edition, Article IX ELECTIONS AND VOTING, Section 4: Method of Voting, (B)Voting for Chapter Officers (page 47), Chapter Rules of Order, Policies and Procedures (amended December 25, 2015), Article VI: ELECTIONS GUIDELINES, Section 1-6, pages 20-24, Article VII: COMMITTEES, Section 3, (E) Election Committee, page 25, and Nomination and Election Webinar presented by the National Scholarship & Standards Committee. RECOMMENDATION: No recommendations INFORMATION: Listed below are the dates of election activity leading up to the Chapter Election: Date of Mock Election February 3, 2015, 6:30 p.m. Dodd Center (completed) Election Guideline/Procedures - February 21, 2015 (completed) Second Mock Election March 21, 2015 (during chapter meeting) Mail Guidelines/Procedures not later than May 1, 2015 (must give prior written notice at least 10 days for election of officers) Chapter Election Day May 16, 2015 Attached are the approved procedures for review. The Chapter s guidelines that were included for review at the February 21, 2015 can be found on the website on pages 47 in the Chapters Rules of Order, Policies and Procedures. Information Sources: Constitution and Bylaws (2013 Edition), Article IX - ELECTIONS AND VOTING, Section 4: Method of Voting, B. Voting for Chapter Officers (page. 47) Chapter Rules of Order, Policies and Procedures (amended 2015) o Article VI Election Guidelines, Section 1-4, pages 20-24 o Article VII Committees, Section 3 (E) Elections Committee, page 25 Nomination and Election Webinar presented by the National Scholarship & Standards Committee. Members: Tenequa Gabriel Jeanne Hawkins Shalisha Parker Deborah Watkins Shannon Phillips Kimberly Sims Lolita Smith March 16, 2015

PROCEDURES FOR ELECTION OF CHAPTER OFFICERS FOR 2015-2017 APPROVED FEBRUARY 21, 2015 Logistic process 1. Chapter members will be given voting instructions immediately after the ritualistic opening, established quorum, opening remarks by the President, and any other necessary chapter business (on or before 2:30 p.m.). 2. Tables will be set up in the meeting room for members to use that will facilitate ease of completing ballot. 3. Instructions for voting will be given to the membership prior to distribution of ballots and before voting begins. 4. Magnifying sheets will be available for members to use that may assist in identifying the number to shade that represents a candidate for office on the Scantron ballot. 5. Number 2 pencils will be available on the tables in the voting area. 6. No ELECTIONEERING/TALKING signs will be placed on the tables in the voting area. Instructions for voting 1. Members will be guided by rows to a table to sign-in next to their name on the chapter s most current membership roster and pick up a Scantron ballot from a member of the election committee. (If your name is not on the current membership roster you must speak to the Financial Secretary) 2. Once members sign-in they will be given a Scantron ballot and guided by an election committee to a table located in the meeting room to vote. 3. There will be 13 positions on the ballot listed in order according to Chapter Rules of Order/Policies and Procedure (approved 12/25/14) (See attached sample Scantron ballot.) a. President b. Vice-President c. Recording Secretary d. Corresponding Secretary e. Financial Secretary f. Treasurer g. Assistant Recording Secretary h. Assistant Financial Secretary i. Budget and Finance Chair j. Internal Audit Chair k. Internal Audit Members (2) l. Nominating Committee Chair m. Nominating Committee members (8) 4. The Scantron ballot will list the names of the candidates for each office. 5. Members should first circle a candidate s number and name listed on the right side of the Scantron ballot and then look to the left of the Scantron ballot to find the corresponding number. 6. Shade the number that corresponds to the candidate with a #2 pencil available on the table. (i.e. President: 1 Mary Jane; 2- Jane Doe; 3 Sally Williams (If there is no pencil available, please report immediately to an election committee member. 7. The number should be shaded in completely. 8. Do not use checkmarks or circle the number. March 16, 2015

9. If an error is made in selecting a candidate, please remove (erase) completely any changes on the Scantron ballot. 10. An election committee member will be available to answer questions relating to the voting process. 11. There should be no discussion between members regarding the election process or candidates listed on the ballot. 12. Members should vote for no more than 21 candidates, inclusive of all positions on the ballot. If a member votes for more than 21 candidates, there is a problem with either one or all positions on the ballot (may be considered an illegal ballot). 13. After voting, members must return the Scantron ballot to an election committee member and return to their seats to continue participation in the chapter meeting. 14. After all members have voted, the election committee members will vote for candidates for office. 15. Members will not be allowed to vote after the election committee members have voted. 16. The chair of the election committee will notify the President once all members of the election committee have voted. The President will announce when voting is closed no later than 3:30p.m. 17. The election committee will access the results of the Scantron balloting using the Scantron scoring equipment. a. As Scantron ballots are collected, committee members will begin identifying illegal ballots and positions affected before running ballots through the scanner. b. A check sheet will be used to identify Scantron ballot number when it is deemed to be an illegal ballot. c. Each Scantron ballot will be fed into the equipment according to equipment instructions. c. After all Scantron ballots have been fed into the equipment, the election results tally sheet will be fed into the equipment according to the equipment instructions. 18. The election results for each office will be recorded on a teller s report form to announce to the chapter members. 19. The teller s report must include: a. the total number of votes cast by members present and voting b. the number of votes necessary for election by a majority vote (abstentions/blanks are not counted to determine a majority) c. total votes received by each candidate d. illegal votes e. illegal ballots or unidentifiable or ineligible candidates 20. A run off will occur if a candidate(s) for any office does not receive a majority of votes cast for the position. 21. In the case of the internal audit committee and the nominating committee positions, the number of candidates included in the runoff balloting will be determined by the number of positions left in which candidates did not receive a majority vote and candidates who received the highest number of votes but did not receive a majority of the votes (ex., Two positions and three candidates with the highest number of votes did not receive a majority of the votes). 22. The same procedure for the run off will be used as in the first balloting process. 23. New sign-in sheets will be used for members to sign in for the run off. March 16, 2015

COMMITTEE: Directory DELTA SIGMA THETA SORORITY, INCORPORATED COMMITTEE REPORT FORM DATE OF MEETING/TOPIC: Information sent to committee members via email for review To discuss the following: Pricing for producing CD-ROMS, printing, and mailing directories Budget TYPE OF REPORT: Requiring Action QUORUM: No BACKGROUND: The Directory Committee is responsible for creating and maintaining a directory of all financial Dallas Alumnae members for the sorority year. COMMITTEE S RECOMMENDATION: 1. To approve the cost of $409.19 for printing 63 directories (full color covers with 58 black & white pages) for members that receive the minutes and newsletter by mail. RATIONALE: In November 2014, the chapter approved the printing of 63 directories so that members who do not have access to the internet/pc are not excluded. 2. To approve the cost of $200.00 for mailing the directories to members that receive the minutes and newsletter by mail. RATIONALE: The majority of the members who receive the minutes and newsletters via mail are unable to attend chapter meetings and mailing the directories is the only way they will receive it. INFORMATION: In January 2015, the chapter approved the production of 400 CD-ROMS at a cost $516.00. We have negotiated a $66 savings by going with another vendor and the new price is $450 for the CD-ROMS. CD-ROMS will be distributed at the April 2015 meeting and the printed directories will be mailed after the meeting. BUDGET/COST: Beginning Budget $600.00 Printing 63 directories (color covers with 58 black & white pages -409.19 Mailing directories -200.00 Providing 400 CD-ROMS containing the chapter directory -450.00 Requested 2014-2015 Budget increase to cover the additional printing costs 459.19 Total Committee Budget $1,059.19 INFORMATION SOURCES: 2014-2015 Directory Committee Budget Budget and Finance Committee Chair Delta Internet Guidelines Dallas Alumnae Corresponding Secretary Submitted by: Chair, Felicia Henderson, Co-chair, Renae Christopher, Sharlene Andrews, Juli Bailey, Roszetta Howell, Sonja Helton, Dr. Andrea Hilburn, Jeselyn Jackson, Joyce Jackson, and Ardran Robinson Revised 7/2009

COMMITTEE: Executive Board Delta Sigma Theta Sorority, Inc. Dallas Alumnae Chapter Committee Report - Requiring Action DATES OF MEETING: March 17, 2015 QUORUM: Yes COMMITTEE S RECOMMENDATIONS: The Executive Board (EB) recommends the following recommendations which were approved by the EB on March 17, 2015: 1. To approve the request from Dodd Education & Support, Inc. (DES) dated December 9, 2014 to increase the lease amount from $2,500.00 to $3,250.00, effective January 2015 for the Frederica Chase Dodd Life Development Center. 2. To ratify the action taken by the Executive Committee on February 25, 2015 to approve the request for assistance from the Zeta Eta Chapter of Delta Sigma Theta Sorority, Inc. to cover the costs for one additional hotel room to support their attendance at the Southwest Leadership Collegiate Retreat, March 6-8, 2015. The total cost for two nights was $300.16 with funds coming from Delta-related. 3. To approve the request from the DST Commemorative Journal Committee for our chapter s support with the purchase of an ad for the 52nd National Convention Commemorative Journal. All ads must be camera ready in PDF or JPEG format (high resolution digital format-ready) and must be received by April 30, 2015. The ad and patron level prices are as follows: Ad Size Price Patron Levels Price Full Page $625.00 Rancher $75.00 Half Page $375.00 Trail Boss $50.00 Fourth Page $225.00 Wrangler $25.00 Soror McGary moved for the chapter to purchase a full page ad for the 52 nd National Convention Commemorative Journal at $625.00 with funds coming from National/Regional Ads. Motion carried. RATIONALE: According to DES, the lease has not been increased since 2010. Due to inflation and to continue maintaining the facility and meet the needs of our organization, increasing the rent is a necessity. To assist and support the Zeta Eta collegiate chapter to attend the leadership retreat. To participate and support the 52 nd National Convention Commemorative Journal. BUDGET/COST: Delta-related: $300.16 National/Regional Ad: $625.00

DELTA SIGMA THETA SORORITY, INC. COMMITTEE REPORT FORM REQUIRING ACTION COMMITTEE: Membership Services DATE OF MEETING: February 3, 2015 QUORUM (yes/no): No BACKGROUND: On February 21, 2015, the Chapter approved the recommendation to recognize our Delta Dears with a token of appreciation at the March 21, 2015 meeting and the allocation of $300 from the budget item Membership Services to fund this activity. The total allocation was used to purchase the tokens. The allocation was insufficient to pay the sales tax of $22.00. Approval is requested of the additional amount of $22.00 from the budget item of Membership Services. RATIONALE: The additional cost is necessary to recognize the Delta Dears during Sisterhood Month. INFORMATION SOURCE: Minutes of the February 21, 2015 Meeting Approved Budget of the Chapter

DELTA SIGMA THETA SORORITY, INCORPORATED COMMITTEE REPORT FORM March 17, 2015 COMMITTEE: PROGRAM PLANNING AND DEVELOPMENT (PPAD) DATE OF MEETING/TOPIC: March 2 nd (via email), March 3 rd and March 12, 2015 / Topics: Delta Youth Group Trip to the State Capital, PIT, 2015 Community Expo: CMF/TTHM/Health Fair event, budget increase for Youth trip expenses TYPE OF REPORT: REQUIRING ACTION QUORUM: YES BACKGROUND: The committee is responsible for planning and coordinating projects fostering community service and economic development. Develop a means to encourage and increase participation of Delta Sigma Theta Sorority, Inc. in community service activities. Develop activities that enhance economic self-sufficiency in the community for both youth and adults. Support African American business in the community. Promote activities in accordance with the Programmatic Thrust of Grand Chapter. COMMITTEE S RECOMMENDATION: THRUST: EDUCATIONAL DEVELOPMENT/ ECONOMICAL DEVELOPMENT 1. 2015 Community Expo (Community Market Festival/Teen Town Hall Summit/Health Fair) Recommend chapter allow any interested Dallas Alumnae Jabberwock team to register as vendors at 2015 Community Expo to sell items for fund. RATIONALE: Allowing teams to fundraise at the 2015 Community Expo would allow them to raise funds for scholarships. Teams would register as vendors by April 1, 2015 and follow the same guidelines as other Community market Vendors. Teams should indicate in the online registration form they are a Jabberwock team and include a list of items for sale. Students, parents and Vendors may register at http://dallasalumnae.org/2015-communityexpo.html DATE: April 11, 2015 LOCATION: Harold W. Lange Sr. Middle School (1678 Chenault St. Dallas, TX) Theme: This Is Your Life: Healthy, Wealthy and Wise TOPICS INCLUDE: Elementary (4/5 grade) Possible Topics: Junior High (6-8 grade) Possible Topics: High School Possible Topics: 1. Stranger Danger 2. What do you want to be when you grow up? Career Choices 3. Allowance Budget Management 4. Being a good friend 5. See it, Say it 6. Words CAN Hurt REMINDERS: 1. Boyfriend/Girlfriend Not yet, Healthy Relationships 2. Developing appropriate Social Skills 3. Finance 101 (Writing checks, Using ATM) 4. P-SAT, P-ACT 5. Body Image You are Changing 1. Budget Management 2. Hot Careers 3. Sex does Cost One way or another 4. Dress for Success One size does not fit all 5. Interview Skills 6. Healthy Communication What you say AND How you say it matters 7. Healthy Hair (Natural, Relaxed or Bought) Sorors are encouraged to sign up for on the volunteer list. The volunteer list has been emailed to all committee chairs. Forward the flyer to your email distribution list, churches and family and friends. Encourage your circle of friends and family to register to get their mammograms. Download the flyer off the chapter website at: http://dallasalumnae.org/images/2015communityexpo.jpg JOIN PPAD COMMITTEE AS WE SPREAD THE WORD FOR THE BAG STUFFING PARTY: Saturday, April 4 th - TIME: 10:00am - pass out flyer in the community surrounding the school (meet at Harold Lang) Tuesday, April 7 th - TIME: 6:00pm - stuff bags and final meeting prior to event Friday, April 10 th - TIME: 6:30PM - setup at school Saturday, April 11 th - TIME: 7:00am - SHOW TIME!!! (Committee is asked to arrive by 7:00am) ATTIRE: Red button down blouse/shirt and black bottoms Revised 3/17/2015- PPAD COMMITTEE REPORT

Delta Hair Salon - Volunteers Needed April 4, 2015 TIME: 10:00am - 1:00pm. 3808 S Central Expy, / Dallas, TX 75215 Volunteers please email Soror Frankie Hedrick fhedr250@aol.com or Soror Tonya Derrick 1005derrick@sbcglobal.net. STAY TUNED: #PPADMeeting: DATE: Tuesday, April 7, 2015 / 6:00PM at the FC Dodd Center INFORMATION SOURCES: Policies and Procedures/Rules of Order Tonya R. Derrick, Chair, Rosalyn Walker, Co-Chair, Sharon White, Co-Chair, Oscar Faye Williams, Past President Liaison Revised 3/17/2015- PPAD COMMITTEE REPORT

COMMITTEE: Social Action DELTA SIGMA THETA SORORITY, INCORPORATED COMMITTEE REPORT FORM DATE OF MEETING/TOPIC: Sunday, March 15, 2015 @ 7pm via conference call TYPE OF REPORT: Requiring Action/Information QUORUM (yes/no): Yes BACKGROUND: The chapter previously approved the budget for Community Conversation in January for $700. ($500 for facility and $200 for refreshment). COMMITTEE S RECOMMENDATIONS FOR APPROVAL: I move to amend the Social Action s Budget as followed 1. Community Conversation Programs - $200 Refreshment - $200 2. Community Expo Vendor for on-site shredding company as part of our partnership with PPAD for the community - $200 Total amended budget $600 INFORMATIONAL 1. Delta Days at the Nation s Capital in Washington a. Dallas Alumnae had 6 chapter members to participate in Delta Days at the Nation s Capital. b. Delta Days at the State Capital in Austin will be April 7, 2015 @ 8am 2. Community Conversation at the UNT Dallas Campus in Partnership with Southwest Dallas County Alumnae Chapter will be held: March 28 th 10 am-12pm with Police Chiefs in service areas: Moderator Carl O. Sherman, Mayor of Desoto. 3. We are still missing 5 deputy packets that need to be returned to the Dallas County Election Office RATIONALE: Rationale: Continue to engage in Political Awareness and Involvement activities. Execute and further the goals of the National Programmatic thrust of Delta Sigma Theta Sorority, Inc. INFORMATION SOURCES: Southwest Region Social Action Plan 2014-2015, Dallas County Elections website, Toni Rose- State Representative, Valencia Nash-Judge, Dallas Examiner, UNT Dallas website, www.dallascountyvotes.org IMPORTANT DATES: Community Conversation March 28, 2015 @10am, UNT Dallas Campus; Community Expo April 11, 2015 @ 9am, Harold Lange Middle School; City General Elections May 9, 2015. Christie Thomas, Chair Lana Freeman-Blakely, Co-Chair Trecia De Jean, Co-Chair Deborah Watkins, Past President Liaison Revised 9/2012

DELTA SIGMA THETA SORORITY, INCORPORATED COMMITTEE REPORT FORM INFORMATIONAL COMMITTEE: Jabberwock DATE OF MEETING/TOPIC: March 16, 2015 QUORUM (yes/no): Yes BACKGROUND: The Jabberwock Committee is responsible for coordinating activities with the objective to raise funds for the Frederica Chase Dodd Scholarship. The chapter awards at a minimum one Frederica Chase Dodd Scholarship in the amount of $10,000 annually. INFORMATION: I. SMU Concession commitment dates have been completed. Many thanks to all who assisted with this fundraising effort. The funds raised will greatly contribute to the scholarship fundraising goal of $100,000. II. III. Financial Turn-In Reminders: a. March 23 Last day to submit payments for Ads/Patrons. b. April 13 Final submission date for fundraising funds. Scholarship pageant event tickets will be available for purchase Saturday, March 21 after chapter meeting. $45 per ticket / 10 seats per table. April 18 is the last day to purchase event tickets. Limited seating available. Miss Jabberwock 2015 Diamonds and Pearls: A Red Carpet Affair Sunday, May 3 6:00PM DoubleTree Hotel-Campbell Center 8250 Central Expy Dallas, TX $45.00 Formal Attire requested INFORMATIONAL SOURCES: Chapter Policies/Procedures Respectfully Submitted, Jabberwock Committee

DELTA SIGMA THETA SORORITY, INCORPORATED COMMITTEE REPORT FORM March 21, 2015 COMMITTEE: Rules of Order Policies and Procedures DATE OF MEETING/TOPIC: Email Notification / Removal of Giveaways from campaign guidelines. TYPE OF REPORT: Information Report QUORUM(yes/no): No BACKGROUND: A member contacted the Nominating Committee Chair and Rules of Order Policies and Procedures Chair asking if Giveways were allowed since they are not permitted on the Regional and National level during campaigning. Per the directive from the Southwest Regional Member of Scholarship and Standard, Dallas Alumnae would have to update our document accordingly. INFORMATION ITEMS: PAGE ARTICLE/SECTION CURRENT PROPOSED CHANGES & RATIONALE 19 ARTICLE V: NOMINATING GUIDELINES - Section 3: Campaign Guidelines Applicants will be allowed to campaign once cleared by the Nominating Committee (or Elections). Campaigning is limited to ($500): o Published literature o Forums o Giveaways o Receptions o Signs, posters, banners o Websites [DELETE] Giveaways [Rationale] Grand Chapter no longer allows candidates to give away campaign items. This guideline was created by S&S prior to Grand Chapter changing the guidelines. This change does not require a vote by the chapter The updated copy of the Rules of Order Policies and Procedures Feb 2015 has been posted to the chapter s website and is available for your review and to print your personal copy. INFORMATION SOURCES: Per the Call for Nominations Guidelines and Instructions (page 22) on the National Website. REPORT SUBMITTED BY: Deirdre Southall Chair, Carolyn Bailey and Jeannie Coe Flood Co Chairs and the entire Rules of Order Policies and Procedures Committee.