Dallas Alumnae Meeting Minutes Page 1 Delta Sigma Theta Sorority, Inc. Dallas Alumnae Chapter Minutes of the November 16, 2013 Chapter Meeting “Uncompromising Commitment to Communities: Service, Leadership, Empowerment” Ritualistic Opening The meeting was called to order in ritualistic form by President Sharon Royal Hunt at 2:00 PM at the Frederica Chase Dodd Life Development Center. Soror Bertha Whatley served as Vice President, Soror Karla McGary served as Recording Secretary, Soror Demetria Chester served as Chaplain and Soror Thalia Matherson served as Parliamentarian. A quorum was present. Adoption of the Agenda Item #7, International Awareness & Involvement report and item# 8, Internal Audit report were changed from informational to reports requiring action. The agenda was adopted as corrected. Approval of Minutes from the October Chapter Meeting The minutes from the October 19, 2013 chapter meeting were approved as printed. Officer’s Report President Madame President opened her remarks by welcoming all Sorors to the meeting. She reminded Sorors the newsletter can be accessed via the chapter’s website at www.dallasalumnae.org. She expressed a special thanks to Sorors Renee Battle and Shaunetta Heiskell, Information and Communication Chair and Co-Chair for their efforts and hard work on the new Dallas Alumnae Chapter’s website. She congratulated the Amazing Zeta Eta Chapter on their 45 th anniversary at the University of North Texas in Denton. She welcomed back Soror Bobbye Sanders, Immediate Past President who was out due to knee surgery. She informed the membership that Soror Ramona McCain was admitted to the hospital and the family has requested absolutely no phone calls or visits at this time. Please keep Soror McCain and family in prayer.
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Dallas Alumnae Meeting Minutes Page 1
Delta Sigma Theta Sorority, Inc.
Dallas Alumnae Chapter Minutes of the November 16, 2013 Chapter Meeting
“Uncompromising Commitment to Communities: Service, Leadership, Empowerment”
Ritualistic Opening
The meeting was called to order in ritualistic form by President Sharon Royal Hunt
at 2:00 PM at the Frederica Chase Dodd Life Development Center. Soror Bertha
Whatley served as Vice President, Soror Karla McGary served as Recording
Secretary, Soror Demetria Chester served as Chaplain and Soror Thalia Matherson
served as Parliamentarian. A quorum was present.
Adoption of the Agenda
Item #7, International Awareness & Involvement report and item# 8, Internal Audit
report were changed from informational to reports requiring action. The agenda
was adopted as corrected.
Approval of Minutes from the October Chapter Meeting
The minutes from the October 19, 2013 chapter meeting were approved as printed.
Officer’s Report
President
Madame President opened her remarks by welcoming all Sorors to the meeting.
She reminded Sorors the newsletter can be accessed via the chapter’s website at
www.dallasalumnae.org. She expressed a special thanks to Sorors Renee Battle
and Shaunetta Heiskell, Information and Communication Chair and Co-Chair for
their efforts and hard work on the new Dallas Alumnae Chapter’s website. She
congratulated the Amazing Zeta Eta Chapter on their 45th
anniversary at the
University of North Texas in Denton. She welcomed back Soror Bobbye Sanders,
Immediate Past President who was out due to knee surgery. She informed the
membership that Soror Ramona McCain was admitted to the hospital and the
family has requested absolutely no phone calls or visits at this time. Please keep
Soror McCain and family in prayer.
Dallas Alumnae Meeting Minutes Page 2
Vice-President
Soror Bertha Whatley presented the report. November birthdays were celebrated
by serenade. Visiting members were recognized. Soror Whatley informed the
membership there will be a fellowship after chapter meeting with tea cakes and
coffee.
Treasurer
Soror Carol Crawley presented the Treasurer’s Report for October. A vote card
must be obtained in order to receive a treasurer’s report. The report will be filed
for audit. She reminded the membership about the dues process.
Prior to the Committee Reports, Madame President presented a golden gavel to
Soror Bobbye Sanders. Soror Sanders presented a marvel plaque to Madame
President from the National Headquarters in recognition of Dallas Alumnae being
a Centennial Chapter during the Sorority’s 100th year celebration.
Committee Reports
Executive Board
The report was presented by the Assistant Recording Secretary, Soror Vanessa
Gray. The following actions approved by the Executive Board on August 8th and
November 12th
respectively were ratified by the chapter.
1. The chapter will donate $100.00 to support the Urban League of Greater
Dallas North Central Texas capital campaign. The campaign is to raise
funds to build a new facility, a training facility adjacent to the league’s
headquarters. Funds to come from local community.
2. The DFW Presidents met and asked that each chapter purchase a $50.00 gift
certificate/card for the National President during her visit to Texas for the
Fort Worth Chapter’s 75th Celebration event. It was moved that the Dallas
Alumnae Chapter follow-suit and fund the purchase of the $50.00 gift
certificate/card. Funds to come from Delta-related.
3. The DFW Presidents met and asked that each chapter purchase a $25.00 gift
certificate/card for the Fort Worth Chapter’s President for their 75th
Celebration event. It was moved that the Dallas Alumnae Chapter follow-
suit and fund the purchase of the $25.00 gift certificate/card. Funds to come
from Delta related.
Dallas Alumnae Meeting Minutes Page 3
The following recommendation was approved from the November 12th Executive
Board meeting.
1. Dallas Alumnae to purchase a ticket for the President or her designee to
attend the Collin County Alumnae Chapter’s Christmas Outreach Program
Fundraiser/Toy-drive, “Jeans and Jazz” on Friday, December 6, 2013 from
8:00pm to 1:00am at the Heritage Ranch Country Club, 465 Scenic Ranch
Circle, Fairview, Texas. Subscription: $35.00. Funds to come from Delta-
related.
Nominating
The informational report was presented by the committee’s chair, Soror Eula
Woodberry. The following information was presented:
The committee met Tuesday, October 29, 2013 to review applications received for
positions on the Minerva Circle and Wednesday, October 30, 2013 to interview the
applicants.
The Nominating Committee received the following applications:
1. Leader of the Minerva Circle – 0
2. Convener of the Odyssey Experience – 1
3. Keeper of the Muses and Graces – 0
4. Minerva Circle Member – 9
One applicant was ineligible per the Administrative Procedures for Membership
Intake Standard qualifications for the election of members of the Minerva Circle
(See: APMI MANUAL – Membership Intake Preparatory Step 1 – Election of the
Minerva Circle)
Must have been a member of the chapter for the past two years (two
years prior to the current sorority year) at the time of election to the
Minerva Circle and must maintain her member status for the entire
membership intake process.
The Nominating Committee presented the following incomplete slate of
candidates for the 2013-2014 Minerva Circle:
Dallas Alumnae Meeting Minutes Page 4
Convener of the Odyssey Experience - Leslie Swann
Minerva Circle Members:
Daisy Critton Rosalyn McDonald
Rosalind Gordon Karen O’Neal
Cassandra Hawkins Katharine Williams-Hunter
Connie McCall
Madame President opened the floor for nominations. The following candidates
were nominated from the floor:
Leader of the Minerva Circle – Jocelyn Mays
Minerva Circle Members:
- Misha Stennett
- Trecia King DeJean
- Francetta Norwood Smith
Keeper of the Muses and Graces – Lauren Gray
Soror Deborah Watkins moved to close the floor nominations for Minerva Circle
Members. The motion was seconded; motion carried.
Madame President announced the following proposed slate of candidates for the
2013-2014 Minerva Circle:
Leader of the Minerva Circle – Jocelyn Mays
Minerva Circle Members:
Daisy Critton Rosalyn McDonald
Rosalind Gordon Karen O’Neal
Cassandra Hawkins Katharine Willams-Hunter
Connie McCall Misha Stennett
Trecia King DeJean Francetta Norwood Smith
Convener of the Odyssey Experience – Leslie Swann
Keeper of the Muses and Graces – Lauren Gray
Madame President indicated that nominations for all positions were closed.
Dallas Alumnae Meeting Minutes Page 5
Elections
The informational report was presented by the committee’s chair, Soror Deborah
Watkins. The following information was presented:
Election process requirements stated in the Constitution and Bylaws (adopted at
the 51st National Convention) and Administrative Procedures for Membership
Intake:
1. Election of the Minerva Circle is by secret ballot.
2. Members of the Minerva Circle are determined by a majority vote (more
than half of the votes cast by members entitled to vote, excluding blanks
or abstentions) of the chapter members present and voting at a properly
called meeting.
3. Write-in candidates are not allowed.
4. If a vacancy occurs on the Minerva Circle, the position will be filled
according to the chapter’s policies and procedures.
5. In accordance with the chapter’s policies and procedures, the Chapter
President shall select a member to fill the vacancy that may occur on the
Minerva Circle. Within ten (10) days, the President shall notify the
Executive Board of her selection. The Executive Board will be asked to
ratify the selection of the President as soon as possible and an
announcement will be made to the chapter of the Minerva Circle change.
6. The results of the Minerva Circle must be sent to the Regional Director
by the Chapter President using the Minerva Circle Election Certification
Form.
Instructions for voting:
1. In order to receive a ballot, members must hold up vote card.
2. Election committee members will distribute and collect your ballots.
3. Members will have five minutes to cast vote by placing an “X” next to the
candidate’s name.
4. Upon completion, fold ballot in half and hold up your vote card for a
member of the Election Committee to collect.
Dallas Alumnae Meeting Minutes Page 6
5. No ballots will be issued after voting is closed, which the President will
announce.
6. A second ballot will be distributed if candidate(s) for each position does
not receive the majority vote:
• The second ballot will only include the candidates that did not
receive a majority vote for each of the positions on the ballot.
• In the case of the Jewel candidates, members will vote for
candidates remaining that did not receive a majority vote until nine
Jewels are elected by a majority vote.
7. The results for all positions on the ballot will be announced after all
voting is completed.
Logistical process:
1. After nominating committee report and nominations are closed, the
election committee will prepare ballot and make copies, which will take
approximately 30 minutes.
2. After ballot is prepared and copied at an offsite location, the election
committee will provide directions to the chapter for distribution and
collection of ballots.
3. The ballots will be distributed and collected by the election committee
members.
4. To ensure accuracy, the counting of ballots will take approximately 45
minutes to one hour.
5. If a majority of the vote is not received for any position, a second
balloting must occur, ballot prepared and copied, which will take
approximately 30 minutes.
6. After ballot is prepared and copied at an offsite location, second ballot
will be distributed.
7. To ensure accuracy, the counting of second ballots will take
approximately 30 – 45 minutes.
DFW Area Founders Day
The DFW Area Founders Day informational report was presented by the chapter’s
representative, Soror Misha Stennett. The following information was presented:
The DFW Joint Founders Day event is being led by the following Co-chairs: Dassa
J. Giles, Emerald Holmes and Nicole Taylor. Planning for this celebration is under
Dallas Alumnae Meeting Minutes Page 7
way and we are excited to bring you an unforgettable event to share with your
Sisters, Family and Friends.
Save the Date: Saturday, February 22, 2014 at 11:30 a.m.
Location: Irving Convention Center at Las Colinas, 500 West Las Colinas Blvd
Irving, TX 75039
This event is open to the public.
There will be open seating and tables will not be sold.
Reserved seating for: Honorees, Chapter Presidents, and their