Kappa Delta Phi, National Affiliated Sorority, Inc

Kappa Delta Phi, National Affiliated Sorority, Inc.

Executive Board President/Treasurer’s Meeting

November 12, 2004

Waterville, ME

I.Meeting opened at 9:29pm by Misty Coolidge.

II.Attendance:Present-Late-Excused-Unexcused-Not Present

III.Board Members

Angela Jacobs/CEOPresent

Misty Coolidge/, PresidentPresent

Lynn Bettencourt/, Vice PresidentExcused

Rebecca. R. Kirker/, CFO & TreasurerPresent

Elizabeth Jason/, SecretaryPresent

Michelle M. Gagnon/, COO & Member-at-LargePresent

Elisabeth Jurkowski/, Member-at-LargeExcused

Kristin Flink/, Member-at-LargePresent

Associate Board Members

Samantha Klipper, Excused

Lesley Ann Walker, Excused

Crystal Burgess, Present

Kerry McDonnell, Excused

Guests

Alysia Rourke, Not Present

IV.Lis Jurkowski has given her proxy vote to Kristin Flink for this meeting. We have a quorum.

V.Statement of Confidentiality

VI.Minutes

A. Minutes of the Executive Board Spring Meeting, June 4-5, 2004, Warwick, RI

Motion to accept minutes of the Executive Board Spring 2004 Meeting by Kristin. Seconded by Becky.

Discussion: none

All in Favor: 5Opposed: 0Abstain: 0

Motion Carries.

B. Minutes of the Special Meeting for the Expulsion of Kerri Ouellette, September 22, 2004, Online Yahoo Board

Motion to accept minutes of the Special Meeting for the Expulsion of Kerri Ouellette by Michelle. Second by Kristen

Discussion: non

All in Favor: 5Opposed: 0Abstain: 0

Motion Carries.

VII.Combined Executive Board Meeting with Kappa Delta Phi Fraternity (set for 10pm)

A.Details for tomorrow’s meeting

B.Future meeting locations, etc

Meeting Recessed at 9:50pm for the Joint Board Meeting with the Fraternity.

Meeting was reopened at 11:40pm by Misty Coolidge.

VIII.Officer Reports:

1. CEO: NO incidents with any chapters so far this year.
2. President:

-Excited about the board this year. A good mixture of old and new faces.

-Becky and Angie will not be returning next year.

-Need to work on expansion and Angie will work on the expansion packets for interested girls.

-Interest from a girl at St. John’sUniversity in Queens, NY; Misty is working on the education process.

-Kappa Mu Colony is going very well. Hopefully they’ll get their charter by Convention.

1. COO: See attached report 1 & 2
2. CFO/Treasurer: Haven’t received report yet

Motion to increase New Sister fees to $65 for next semester. Seconded by Michelle.

Discussion:

-Make it the same as what the sisters pay each semester. Easier to remember.

All in Favor: 5Opposed: 0Abstain: 0

Motion Carries.

Motion by Michelle to revoke the Charter of Kappa Sigma in accordance to Article 4, Section H of the Kappa Delta Phi, Nationally Affiliated Sorority Constitution. Seconded by Becky.

Discussion:

-Actives will become alumni.

-Chapter debt will be written off.

-If they show up at PT tomorrow they will be verbally informed of their 30 day appeal process, with the option of doing their appeal then.

All in Favor:5Opposed:0Abstain:0

Motion Carries.

Michelle will send a letter to the actives, the school and cc: Lynn informing them of the revoked Charter.

-Becky will be looking into getting a corporate credit card

-We’ll have to wait and see how the March 1st date for dues works out. If the actives don’t pay on time we may need to switch back to February 1st in order to cover costs of convention etc.

-Field Reps need to get on their chapters to get alumni to Convention so that we can pay for it.

E. Vice President (Committee Reports)

1. Education -Gamma (Kristin) – 1

Eta (Michelle) – 2

Iota (Misty) – 1

Lambda (Liz) – 0

Mu Colony (Misty/Crystal) – 3

Nu (Kristin) – 2

Xi (Lis/Kerry) – 0

Rho (Mist/Crystal) – 2

Sigma (Lynn) - ?

Upsilon (Lynn) - ?

Chi (Sam) – 5

Alpha Gamma (Lesley) – 1

b. Expansion (Angie –Chair, Lynn, Sam) –

1.Misty received an email from Nancy, President of Alpha Gamma. Active sister Alison has a biological sister attending St. JohnUniversity in Queens, NY and is interested in starting a chapter there. Mist sent an email to Sara regarding her interest and requested her contact information and interest group info. No response yet.

Need to talk to Ken Holman of the brother’s board about UMass Amherst and LasellCollege.

2.Still working on the following goals:

-Update the current expansion packets.

-Document an official guide for the National Board for educating new classes.

c. Investigate Judicial Committee (Angie –chair, Kristen, Alysia) –

1.Misty received letter from Kappa Rho requesting to expel Zanna G.

-Doesn’t want to pay dues

-Lack of participation

-Actions unbecoming a sister

d. Risk Management (Michelle-Chair, Kristen, Alysia) - None

e. Awards (Misty-chair, Becky, Kerry) – None

f. Financial/Fundraising (Becky-chair, Lis) –

1.Collect money from Kappa Chi for the 6 pins Crystal sent to them. They are $6 each.

2.Pampered Chef we can do now. Yankee Candle we can do in the spring. We will also create black tote bags with a yellow shield on them to sell to sisters.

g. Meetings (Lynn and Liz) –

1.Alumnae meeting in October (Becky)

-See attached report

h. Media/Materials Revision (Lis-chair & Kappa Rose, Misty-materials revision, Lynn- website)

1.Misty working on the Book of Rituals and Expansion information

2.Education Manuals – changes to the Board and chapter updates made

i.We are going to add Chapter meanings

i. Insignia Acquisitions (Crystal-chair, Misty-shingles & lifecards) –

1.New items to sell (Misty)

2.Quality of pins. Need to have chapters mail, or give to Field Reps, broken pins so we can get replacements from the company. We will inform the actives at the business meeting tomorrow.

j. Greek Information (Lynn) – None

k. National Philanthropy (Kristin, Lis) –

1.Clothes Drive?

l. Women’s Issues (Lesley-chair, Becky, Kristen) – None

E. Secretary (Review of Meetings):

a. Pre-Convention Meeting: March 12, 2005 in Chatham, MA

b. Convention: April 16, 2005 at the Marriott in Nashua, NH

c. Spring Board Meeting: June 4, 2005, location not decided at this time

d. Summer Workshop: July 22-24, 2005 in Acushnet, MA? (Lynn will look into it)

-Speaker, Stacy Caruso? (Misty will call for prices)

e. President/Treasurer Meeting: November 5 or 12, 2005 in New Paltz, NY

f. Pre-ConventionMeeting: March 11, 2006, location not determined yet

g. Convention: April 8, 2006 in Nashua, NH at the Marriott

h. Spring Board Meeting: June 3, 2006, location not determined yet

i. Summer Workshop: July 21-23, 2006 in Acushnet, MA?

j. President/Treasurer’s Meeting: November 11, 2006, location note yet determined.

F. Member-at-Large

1.Women’s Issues

G. National Advisor – Under old business

IX.Old Business

A.Kappa Tau – Letter was sent out to the Chapter, however it was returned unopened.

B.Recap of Summer Workshop. Thanks yous' to Lynn for organizing, Liz for games, Iota for doing a great ice breaker (web of sisterhood) and Alysia for being out guest speaker.

C.NIC Attendance (Hollywood) November 30-December 4, 2004 which Angie will be attending.

FEA attendance (WashingtonDC) in April – undecided if someone from our board will attend.

D.Proposal by the Executive Board of Directors to appoint Alysia Rourke as our new National Sorority Advisor.

Motion to appoint Alysia Rourke as our new National Sorority by Becky. Seconded by Kristen.

Discussion: None

All in Favor:5Opposed:0Abstain:0

Motion Carries

E.President/Treasurer Meeting Arrangements

Registration at 9:00 am by Kristen and Becky.

-Send all those paying to Becky for mileage checks

Merchandise Sales by Crystal

Chapter Finances by Becky

Alumnae & Brothers Liaison by Michelle

Sorority Flag by Liz and Crystal

Invocation will be a moment of silence

Welcome and introduction of Board by Misty

Success presentation by Misty

Chapter Meetings –

i. Kappa Lambda (if they don’t pay tomorrow) – Liz

ii. Kappa Rho after meeting – Misty

iii. Kappa Sigma after meeting – Lynn

X.New Business

A.Kappa Rose changes

1.To include Convention minutes or not? We will not be including the minutes in the Kappa Rose.

B.2010 Committee

1.Misty, Becky, Michelle and Liz met on September 26, 2004 to discuss the future of the sorority and what we could do to aid the chapters in being more successful.

Some of the ideas presented included:

a.Positive reinforcement, certificates of merit (COM) for sisters that go above and beyond. Chapters will submit letter to the Board for COM’s to be given at PT and Convention. There will be five given at each National meeting. This would also prompt more chapter attendance if a sister from their chapter was getting an award.

b.Field Rep visits to include more than just a meeting. Having dinner or lunch, giving small gifts, participating in a philanthropy, just to name a few.

c.Don’t advertise causal dress for PT, although it isn’t discouraged; however stress more dressy attire for Convention.

d.If possible try having an informal set up of chairs for PT’s general business meeting.

e.We should expand the active IJC rep position to an active national rep and invite them to attend our meetings prior to PT and Convention. They won’t be able to vote and will only be present for a portion of the meeting, but they can voice their opinions and give input from an actives standpoint.

f.Work with chapters to plan road trips.

g.Don’t discourage the use of the word “pledge”. It’s no longer necessary to push the use of the word “affiliate”. However; there will be no formal announcement of this, just word of mouth

h.Reps are encouraged to send emails to their chapters for good deeds.

i.Work on a National Brochure for chapters to use at rush

j.Send birthday cards to the actives from the board. (Becky?)

C.Goals for 2004-2005

1.Expansion

i.UMass Amherst - we need to get in touch with the Dean of the School and send him an expansion packet.

ii.St. John’sUniversity – make contact with Sara (the interested student) and send her an expansion packet. We also need to schedule a visit.

iii.LasellCollege – the brothers have an interest group going right now; we could use their connection to get our own interest group started as well.

D.Kappa Roses need to be completed; we’ll do them at PT during registration.

E.Life Cards need to be completed by convention

1. Meeting Adjourned at 3:57 am. Motion by Kristen. Seconded by Liz.

ATTACHED REPORT 1

REPORT OF THE CHIEF OPERATING OFFICER

1. Chapters on Probation:

1. Kappa Rho – (probation thru Convention 2005) The chapter was originally put on probation for not holding meetings, not functioning as a chapter, a lack of communication with their Field Rep, not paying dues the second semester of 2004, and not attending National events. The chapter’s problems stemmed from petty arguments between some of the sisters that turned into larger issues as sisters started boycotting the meetings. Misty, Becky, and Michelle had visited Kappa Rho in the late Spring and tried to work with them to resolve some of their issues.

This semester the chapter has 7 sisters and has since elected a new President and has made a little more effort in keeping contact with their Field Rep. They still have an outstanding debt from the prior year, however their goal is to make installments of $200 per month. They also have since regained their Alumnae support and support from Kappa Mu Colony who has made some road trips to visit them. They have had a few issues this semester with sisters not wanting to be active. One sister is a transfer from Kappa Nu who attended a few meetings at the beginning of the semester and decided that she did not want to be active with this chapter this semester as the KP sisters made her feel unwelcome. Per the constitution, this sister does have the option to not be active with the chapter since she transferred from another chapter. However, a sister from KP has also decided that she no longer wants to be active, KP now needs to decide whether or not they will expel her. Lastly, they are currently educating 2 girls.

We will meet with Kappa Rho immediately after the General Meeting at PT. As I have not seen a significant improvement in KP, I recommend that they stay on probation to be reviewed again at Convention 2005.

1. Kappa Sigma – (probation thru Convention 2005) Currently, the chapter has 10 sisters and Lynn has had a very difficult time communicating with them as they do not reply to her messages. The chapter has not made an effort to repay their outstanding debt. Their debt at the beginning of the semester was $1,732. Lynn received a letter at the beginning of the semester from one of the Kappa Sigma sisters that stated that they were considering leaving the National Organization and becoming a local Greek org. They feel that they will never get out of the debt that their alumnae created unless they get some help from the National Board, however we have written off a substantial amount of debt for Kappa Sigma in the past few years. There has been discussion with the entire Board about this situation and we decided to not make any decisions until we spoke more with the chapter. We do not feel that they know what being a local organization truly involves.

We have a meeting with Kappa Sigma after the General Meeting at PT. I have sent notification to them about this meeting, but have heard no response. We need to discuss their future as a chapter prior to meeting with them.

1. Successful Chapters:

1. Kappa Chi – Kappa Chi has made an outstanding effort this year. They started out with 6 sisters this year, which meant that the school may not recognize them as an organization but they worked hard this semester on recruitment and are currently educating 8 girls. They are scheduled to go through third degree a few days before PT. They also have been doing a number of philanthropy projects which helped them win a Philanthropic Award from their school at the end of this past school year.

1. Kappa Iota – They currently have 11 sisters and are doing well. However, at the beginning of the semester they had some executive officer turnover that caused some minor issues. However, I think they have since resolved their issues and are back on track to becoming a successful chapter.

1. Kappa Upsilon – They have 7 sisters and are focusing on recruitment this semester as they lost several sisters over the summer. They have not had any major issues, but did have a change in President as the elected President realized she did not have time to perform her duties. Therefore, the former President took over and is currently training another sister to take over.

1. Kappa Xi – They have 11 sisters and are doing well as a chapter. There have been no issues brought up about the chapter this semester. They did have one girl who wanted to educate but they were unsure if they wanted to educate a class of just 1. Lis has encouraged them to educate anyways, but we still have not heard the decision on this.

1. Kappa Alpha Gamma – They currently have 6 active sisters and are educating 1. They have had no issues this semester. They have several first semester freshmen who are interested in the sorority and they continue to invite them to events to keep their interest going into next semester.

1. Functional Chapters:

1. Kappa Gamma – The chapter has had money issues this year due to some outstanding debt from the prior year. They also have had less contact with their Field Rep and their alumnae. Kristen stated that they feel more distant to her lately. I have not heard about their progress since early October.

1. At Risk Chapters:

1. Kappa Eta – They currently have 2 sisters. One sister was just educated last semester and the other sister may not return at the end of this semester. They have had very poor contact with their Field Rep this semester. Part of the problem lies with the more experienced sister having problems with juggling, work, school, teaching the newer sister about the duties that she will have to take over, and to top it off the sister has had to make a few trips home to Seattle due to family illnesses. She is overworked and extremely stressed. On a brighter note, they are educating 2 girls at this time and are scheduled to go through Third Degree right after PT. The three new girls will struggle this next semester and I will need to hold their hand for a while, but I think with my help and their alumnae’s help they will pull through. This chapter is also paid in full for the semester and do not have any issues with money.

1. Kappa Nu - They currently have 2 sisters who are both relatively new and inexperienced. They have been struggling with recruitment and money issues this year, but are determined to pull through. They had a few rushes and have had at least 3 girls interested. I have not heard recently if they started educating as of yet. They had one setback at the beginning of the year when a returning sister decided to voluntarily give up her letters. Kerri Ouellette has since been expelled which has made it more difficult for the two remaining sisters to keep the chapter running. However, I feel encouraged that Laura and Jess are willing to work through this time and push forward to rebuilding the chapter.

1. Kappa Lambda – They currently have 6 sisters. There is concern about the President and Treasurer’s ability to perform their duties. The Treasurer has since started taking responsibility for her duties, but I would still like to monitor them to ensure they are functioning. They did not have an education class this semester, but they have several first semester freshmen who are interested in the sorority. They are still functioning as a chapter and have been also trying to help the brothers reactivate Lambda chapter.

1. Colonies – Kappa Mu Colony has 6 sisters and are very enthusiastic. They have been running well as a colony and have been maintaining constant contact with their Field Rep. At the end of October they handed out several bids to interested girls, however I have not heard the final status of how many are educating. I am very hopeful that they will receive their charter at Convention this coming semester.

ATTACHED REPORT 2