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

March 16, 2015

DELTA SIGMA THETA SORORITY, INCORPORATED

DALLAS ALUMNAE CHAPTER

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 Shannon Phillips

Jeanne Hawkins Kimberly Sims

Shalisha Parker Lolita Smith

Deborah Watkins

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.

Revised 7/2009

DELTA SIGMA THETA SORORITY, INCORPORATED DALLAS ALUMNAE CHAPTER COMMITTEE REPORT FORM

COMMITTEE: Directory

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

Delta Sigma Theta Sorority, Inc.

Dallas Alumnae Chapter

Committee Report - Requiring Action

COMMITTEE: Executive Board

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 52nd

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 52nd

National Convention Commemorative Journal.

BUDGET/COST:

Delta-related: $300.16

National/Regional Ad: $625.00

DELTA SIGMA THETA SORORITY, INC. DALLAS ALUMNAE CHAPTER

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

Revised 3/17/2015- PPAD COMMITTEE REPORT

DELTA SIGMA THETA SORORITY, INCORPORATED DALLAS ALUMNAE CHAPTER COMMITTEE REPORT FORM

March 17, 2015

COMMITTEE: PROGRAM PLANNING AND DEVELOPMENT (PPAD) DATE OF MEETING/TOPIC: March 2nd (via email), March 3rd 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

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)

REMINDERS: 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 4th

- TIME: 10:00am - pass out flyer in the community surrounding the school (meet at Harold Lang)

Tuesday, April 7th

- TIME: 6:00pm - stuff bags and final meeting prior to event

Friday, April 10th

- TIME: 6:30PM - setup at school

Saturday, April 11th

- 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 9/2012

DELTA SIGMA THETA SORORITY, INCORPORATED DALLAS ALUMNAE CHAPTER COMMITTEE REPORT FORM

COMMITTEE: Social Action

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

DELTA SIGMA THETA SORORITY, INCORPORATED

DALLAS ALUMNAE CHAPTER

COMMITTEE REPORT FORM – INFORMATIONAL

Respectfully Submitted,

Jabberwock Committee

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. Financial Turn-In Reminders:

a. March 23 – Last day to submit payments for Ads/Patrons.

b. April 13 – Final submission date for fundraising funds.

III. 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

DELTA SIGMA THETA SORORITY, INCORPORATED DALLAS ALUMNAE CHAPTER 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.