Panhellenic Council Meeting Minutes

Thursday, October 13, 2016

Formal Meeting

Officer / Michelle / Thea / Heather / Emily / Riley / Haley / Leah / Kayla
Excused
Absences / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0
Unexcused
Absences / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0

The regular meeting was called to order by President Michelle Fetter at6:42 pm in CSU 245.

❖Reciting of the Panhellenic Creed

❖Reading of the Greek Mission Statement

➢Read by: President Michelle Fetter

The roll was called by Vice President of Council Management Thea Rief. A quorum was met.

Roll Call:

❖Alpha Sigma Alpha –Here

❖Alpha Chi Omega - Here

❖Gamma Phi Beta - Here

❖Sigma Sigma Sigma - Here

Guests:

Approval of the Agenda

President (Michelle Fetter): Are there any additions or corrections to the agenda?

Add overflow money to Old Business.

Previous Minutes:

The minutes of the September 29thmeeting was approved as emailed.

Open Forum:

❖

Executive Reports:

VP of Council Management- Thea Rief

❖Contact Information

  • Email:
  • Cell #: (651) 248-1376

❖Office Hours

  • Thursday: 11:00am-12:00pm
  • With Stone: By appointment

❖Disbursements: $145.78 for off week activities and Rho Chi meals over summer

❖Payments: $3,655 for dues and recruitment infractions

  • Please make sure to have all new members on Orgsync by November 1st. This is the roster I will go on for final invoices.
  • I have yet to receive the $25 bid card fee for any new members that chapters got through COB. Please get those to be ASAP.
  • If you had members that had a night class onWednesday and had to miss ULead, please send me a list of those names. This means class after 6pm.

VP of Recruitment- Heather Antkowski

❖Contact Information

Email:

Cell phone: (262) 349-5567

❖Office Hours

Monday 10:00-11:00am

  • Recruitment Roundtable will be October 19th at 8pm in MH213.
  • Please remind your new members who joined through formal recruitment to take the recruitment survey. They got an email from me on 9/27 with the link to it!

VP of Member Education and Development- Emily Sweeny

❖Contact Information

Email:

Cell phone: (651) 795-8190

❖Office Hours

Tuesdays and Thursdays 10:00am-12:00pm

❖Scholarship Roundtable: October 18th in MH213

  • Thank you all who attend U-LEAD!!
  • Emerging leader applications are open on Orgsync! The deadline to register is October 21st.
  • Chapter presidents please start sending me a list of your members who are going to graduate this fall.
  • If anyone is interested in my position, please let me know!

VP of Marketing and Public Relations – Haley Severson

❖Contact Information

  • Email:
  • Cell phone: (763) 229-3822
  • Office Hours: Wednesday11:00am-1:00pm
  • Greeks of the week: Jesse and Emily for their amazing work on U-Lead
  • Getting final proofs for waterbottles
  • Fraternity/Sorority of the month is Phi Delta Theta and Alpha Sigma Alpha
  • If anyone is interested in being the next PHC PR chair, please let me know!

VP of Community Service and Philanthropy- Riley Devenport

❖Contact Info

Email:

Cell #: (907) 229-2286

Office hours: By Appointment

  • Circle of Sisterhood is the week of October 31st- November 3rd.The main event will be Thursday from 7:30-9:30 in MH102 and it is come and go as you please.Ask your Circle of Sisterhood representatives for more details.
  • Donor Drive for Dance Marathon will go live on October 25th!
  • Basket Auctions at All Greek on the 25th. Chapters pick your own theme.
  • Interested in my position? Talk to me!

VP of Risk Management- Leah Kellogg

❖Contact Info

Email:

Cell #: (651) 528-9204

  • Next week is National Collegiate Alcohol Awareness Week and a tabling schedule should have been emailed to chapter presidents.On Tuesday of next week, we are having an event with Health Services called "Rethink your Drink" and there will be fun activitiesand a huge tabling event happening in the CSU for it. Kegs and Eggs is also next week so come get some root beer and an egg with a little treat!
  • Make sure social planning forms for semi formals are getting turned in by the two-week deadline if you are having alcohol and that a special events checklist is filled out as per University policy.
  • If you know of anyone who would like to take over my position next year, let me know!

VP of Conduct Review- Kayla Cremers

❖Contact Information

Email:

Cell #: (218) 230-9118

❖Office Hours

Monday: 4:00-5:00pm

Thursday: 3:00-4:00pm

  • BOTW:

Article IV: Officer Selection - Section III – Eligibility

Elected and Appointed officers must meet and maintain the following requirements to be elected and to continue to hold office:

3.1 Initiated members, who are in good standingwith their chapter. The Chapter must be holding regular membership in the Panhellenic Council.

3.2 They must be in good academic standings with a 2.75 grade point average from previous semester or cumulative and are in good disciplinary standing with the University

3.3To be eligible to run for President, member must have served a one-year term as an elected Panhellenic officer or have previously served as a Chapter President.

3.4To be eligible to run for Vice President for Recruitment, one must have previously served as a recruitment counselor, or have served as the Recruitment Chair of their member fraternity.

3.5 If no candidate meets eligibility for a particular office, the Panhellenic Council shall vote to allow any number of individual candidates to run for the office.

President- Michelle Fetter

❖Contact Information

Email:

Cell phone: (612) 386-7655

Office hours by appointment

❖All Greeks:

October 25th at 9:00pm in Ostrander (Basket Auctions)

November 29th at 8:00pm in Ostrander (Greek Graduation)

❖Meeting Type:

October 20th: Paper Minutes (Fall Break)

October 27th: Informal

November 3rd: Formal

November 6th: Formal Elections (11:30am – 5:30pm CSU 245)

November 10th: Formal Elections (7:00 – 10:00pm MH 103, if needed)

November 17th: Informal (Last meeting of the semester)

  • At All Greek this month we will be having have a costume contest! Everyone is able to dress up for the occasion, but each chapter can only enter one representative for the contest.
  • You are able to choose your own theme for basket auctions. We are doing something different with basket auctions so we do not run into a time crunch. We will have tables set up outside of Ostrander.
  • Congratulations to our 2017 Greek Week co-chair, Thea!
  • Diversity and Outreach committee is up and running! Congratulations to Rachel White for being selected as the head of the committee.
  • Letters of Intent for elections are now open on Orgsync! They will be due October 30th by noon.The council will be stopping by individual chapter meetings in the next 2-3 weeks to talk about each of our positions.
  • Elections will be held Sunday, November 6th from 11:30 AM - 5:30 PM and Thursday November 10th 7-10pm.We will do as many as we can on the 6th, the 10th is scheduled in case we do not get through all of the positions on the first day. We changed from the 13th due to a chapter having their Founder’s Day in the cities.

Asst. Director of Student Activities for Greek Life- John Bulcock

  • Rosters are due on Orgsync November 1st.
  • Do not change new members/holdovers to active, yet.
  • Do not change actives to alum, yet, unless that was their status for this semester.
  • Please e-mail Jesse Aland and Emily Sweeny your list of people who will be graduating this semester no later than October 28.
  • Remind graduating members to register for graduation and to order their caps and gowns.We will be sending a list of graduates to the alumni office so that we can have their regalia delivered to us in time for Greek Graduation on November 29.
  • October is “Careers in Student Affairs Month.” If you or anyone you know is interested in talking to someone about what it’s like to work in student services on a college campus, I’m more than willing to visit, as are many of my fellow Student Affairs colleagues on campus!
  • Strategic Budget Planning Open Forum - Monday Oct 17th 11:00am - 12:30pm, Ostrander Auditorium. Discussion regarding university budget and possible solutions to funding concerns.
  • Rake the town November 12.
  • Housing meeting notes and minutes will be posted by early next week. See message from Dr. Jones regarding this.

-Thea: I will be there

Unfinished Business:

Overflow money

  • President (Michelle Fetter): I entertain a motion to open the floor for discussion on Overflow funds.
  • Gamma Phi Beta Delegate: so moved
  • Alpha Sigma Alpha Delegate: second
  • Alpha Sigma Alpha Delegate: How much money are we looking to spend down?
  • VP of CM (Thea Rief): About $3500
  • Alpha Chi Omega Delegate: I think we should look at spending the money on AFLV and Dance Marathon
  • Alpha Sigma Alpha Delegate: I move to vote to equally divide between Circle of Sisterhood, Dance Marathon and AFLV.

-Motion failed.

  • Sigma Sigma Sigma Delegate: I feel we should discuss specific amounts rather than just splitting it evenly.
  • Alpha Chi Omega Delegate: Can you explain What Circle of Sisterhood needs, like how much and what is in the budget?
  • VP of CS and P (Riley Devenport): My budget is $250 and that goes to cookies, and a prize for whoever wins the poster costs.
  • Gamma Phi Beta Delegate: Will this overflow happen again?
  • VP of CM (Thea Rief): This overflow happened because our recruitment numbers keep going up. We only budget for an average of the last 3 years. Recruitment numbers went up quite a bit in 2014 and have stayed up. So the next budget should be planning for higher numbers than before and they can create a budget that reflects this. So chances are there will not be this large amount of money to spend down unless recruitment numbers jump again.
  • VP of PR and M (Haley Severson): I went to UIFI and travel was pretty expensive, almost the same amount as the scholarship. Maybe we could spend some money on a full scholarship that includes travel?
  • VP of CM (Thea Rief): This doesn’t have to be money that we spend right now, we should just have a plan to spend it down even if it is over time.
  • Sigma Sigma Sigma Delegate: Is there something that we can invest in?
  • John: Diversity and outreach initiatives such as marketing. Every single council member to go to AFLV. Further subsidize that from $200 to $100. $1200 for AFLV would make it $100 for each council member and chapter. UIFI travel of $250. Long term: boost AFLV funding.
  • Gamma Phi Beta Delegate: We could do $500 for diversity and outreach, a full ride for UIFI, and the rest for AFLV.
  • John: $500 Diversity and Outreach, $1200 for AFLV, $400 for UIFI and if we want the $1200 for AFLV again next year.
  • Alpha Chi Omega Delegate: I was thinking of more of a Dance Marathon donation.
  • President (Michelle Fetter): The money would go to planning more so than just a donation.
  • VP of PR&M (Haley Severson): Maybe worry about this year for AFLV not next year
  • VP of CS&P (Riley Devenport): We are planning a $50,000 event on $3,000 for Dance Marathon
  • Alpha Sigma Alpha Delegate: I think we should worry about AFLV for this year.
  • Sigma Sigma Sigma Delegate: Shouldn’t IFC also support the Diversity and Outreach committee? Not just PHC.
  • VP of CM (Thea Rief): IFC doesn’t have the money to sponsor D&O like we do. I think we should give them a budget to work with because they are helping advance the whole community and it could really pay off.
  • Gamma Phi Beta Delegate: I move to vote. $1000 for Dance Marathon, $1200 for AFLV, and $500 for D&O
  • Motion Passed.

New Business:

❖None

Chapter Reports:

❖Alpha Sigma Alpha: This week isBig little week and dedication days. We get our littles tomorrow! And initiation is Saturday.

❖Alpha Chi Omega: We hope everyone did well on Mid-terms. We haveinitiation this weekend and we can COB 2 more girls!

❖Gamma Phi Beta: We have Socials with Delta Chi and Lambda chi coming up. We have a sisterhood at Emma Krumbee’s this week! I week is next week!

❖Sigma Sigma Sigma: We have I week next week. We will be cheering at the Mankato Marathon on Sunday. Our yarning for littles is tonight.

Announcements:

  • Riley: Thursday and Friday- Tour guides for admissions office in AM and PM both days

The next meeting will be on Thursday, October 27th in CSU 245.

  • Leah: Make sure Halloween costumes are not offensive.

Meeting Adjournment:

The meeting adjourned at 7:24pm.

Thea Rief, Vice President of Council Management