Dallas Alumnae Meeting Minutes Page 1

Delta Sigma Theta Sorority, Inc.

Dallas Alumnae Chapter Minutes of the March 15, 2014 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 2:05PM 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

The Minerva Circle report was added under Item H, Committee Reports –

Informational. The agenda was adopted as printed with addition.

Approval of Minutes from the February Chapter and March 8th

Called

Meetings

The minutes from the February 15, 2014 chapter and March 8, 2014 called

meetings were approved.

Officer’s Report

President

Madame President opened her remarks by welcoming the membership to the

meeting. She informed the membership about the adjustments for the air

conditioning unit; she suggested chapter members bring jackets/sweaters (if

needed) to chapter meetings because there will be no adjustments made to the unit

to prevent another huge bill. The unit has been set to accommodate the

temperature for meetings.

Madame President commented on the chapter photo and indicated there were 124

chapter members that took individual photos for the chapter directory. There will

be another opportunity to take individual photos on May 3rd

to include the new

initiates.

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Madame President mentioned she attended the AKA public luncheon; the luncheon

was nice. In closing, Madame President acknowledged the Minerva Circle for

their outstanding efforts and due diligence with Membership Intake (MIT)

preparations. She also acknowledged Soror Daisy Critton for coordinating the

chapter’s photo session and for her assistance with opening and closing the center

for committee meetings held on Thursday.

Vice-President

Soror Bertha Whatley presented the report. All March birthdays were celebrated

by serenade. Visiting members were recognized. Soror Whatley acknowledged

Madame President for her remarks about Sisterhood during the DFW Founders

Day event; she also commented about the Sisterhood Hat Tea Brunch held on

March 1st and she showed the favors given to attendees. Soror Whatley indicated

the chapter will attend church service with Madame President for Sisterhood

Month on Sunday, March 16, 2014 at St. John Missionary Baptist Church at

11:00am; following the church service, the chapter will have a lunch fellowship at

the Luby’s located at Highway 67 and Hampton Rd. Chapter members were asked

to arrive to the church by 10:30am. Donations were requested for the church

offering; checks should be made payable to the church. The attire is Red.

Treasurer

Soror Carol Crawley presented the Treasurer’s Report for February. A vote card

must be obtained in order to receive a treasurer’s report. She reminded chapter

members that chapter dues were due today in order to submit to National

headquarters by March 31, 2014. A late fee of $5.00 must be added if dues are

paid after March 31st. Checks must be payable to Delta Sigma Theta Sorority, Inc.

(not Dallas Alumnae or DST). Soror Crawley reminded chapter members about

the NSF check process. She informed members if they have been inactive for two

or more years to complete a membership form to be transferred to the Dallas

Alumnae database. She also informed members that supporting documentations

must be submitted with voucher forms. The voucher form is located on the Dallas

Alumnae website – Sorors only section.

Committee Reports (Requiring Action)

Arts & Letters

The report was presented by Soror Oscar Faye Williams, Chairperson. The

following recommendations were approved:

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1. Dallas Alumnae 90th Anniversary Limited Edition Designer Handbag: The

Dallas Alumnae couture handbag was showcased at a High Tea Trunk Show

prior to our November chapter meeting. A second run of the Couture

handbags will only be available for purchase thru the end of the day on

March 15, 2014, remaining at the cost of $65.00.

2. D Arts Extravaganza

Private Showing & International Awareness Exhibit

Friday, April 4, 2014 6:00pm - 9:00pm

International Dinner for Artists hosted by International Awareness

Committee

Public Showing & International Awareness Exhibit

Saturday, April 5, 2014 10:00am – 5:00pm

Dallas Artist Frank Frazier with Visiting Artists

Representing Miss Annie Lee-Grandson Stacy Smith, Chicago;

LaShun Beal, Houston Charles Bibbs, Riverside, CA; Larry Poncho

Brown & Karen Buster, Baltimore; Leonard Freeman, Missouri City;

Kenneth Gatewood, Los Angeles; Burl Washington, Ft. Worth

Free Fun Family Day Activities Sponsored by Big Thought

11:00am – 2:00pm Outside Breezeway Area; La Rondalla & South

Dallas Cultural Center Jazz Orchestra Performances

A Night that Rocks Jazz Show at 8:00pm; Rashaan Patterson &

Maysa TBAAL Event; Tickets $20 & $25

Arts Extravaganza Targeted Audience

Art Collectors/Enthusiasts; Deltas & Friends; Children & Youth 5-14

years old; Downtown Residential Community; Visitors attending the

Final Four

Invited Artists Involvement

Nine Artists in honor of Dallas Alumnae’s Nine Decades in the Dallas

Community will:

Be available to provide mini sessions of art education

/instruction

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Showcase their artwork (which will be available for purchase)

Unveil an expression of art commemorating Dallas Alumnae’s

90th Anniversary, with a portion of the sales donated to fund

scholarships for students of the Booker T. Washington High

School for the Arts and/or other Dallas ISD schools

Participate as a judge for student art submissions (Winner/s will

receive a $500 scholarship to be awarded in September 2014)

Institutionalize the Ramona McCain Young Artist Scholarship

Ramona: Undergraduate & Graduate Degrees in Vocal Music &

Music Education; Promoter of the Arts; Dedicated member of the

Dallas Alumnae Arts & Letters Committee

D Arts Extravaganza Partnerships

Big Thought

Dodd Educational Support & Dallas Alumnae Scholarship

Committee

Dallas Alumnae International Awareness Committee

Dallas Alumnae Delta Hosts for the visiting Artists

DA Heritage & Archives-90 Years of Arts in the Community

Photographic Journey

Arts & Crafts Vendors (including Dallas Alumnae 2014

Jabberwock Teams)

Dallas ISD Young Artists Visual Exhibit

Budget/Cost:

$2,500 Marketing: FC Dodd Target Grant: $1,100; Contingency Fund:

Not to exceed $1,400

Purchase 100 Jazz performance tickets (For Buy One-Get One

Free promotion)

Graphics Design & Prototype for printed materials/post cards

Design & production of flag signage

Budget and Finance

The report was presented by Soror Marsha Thornton, Chairperson. The following

recommendations were approved:

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1. A budget of $98,020 for 2013-2014 with increases to Directory, Supplies,

Finance Team, Regional Conference Ad, and Audit Committee.

2. Rescind action taken by chapter to allocate $25 from Contingency towards

the Regional Conference Ad.

Informational:

The Budget and Finance (B&F) committee also received requests from

Directory for $3,800 and Arts and Letters for $3,000. The B&F Committee

opted not to take any action on these items.

The Directory request of $3,800 was based in part on inclusion of new

members that may be initiated through Dallas Alumnae. Budget and

Finance will reconsider this request after members have been initiated.

No action was taken on the Arts and Letters request because there was

no consensus on how to proceed. The following items were part of

the committee’s consideration:

o Arts and Letters has a balance of $1,134.12 from a Target grant

that Dodd manages.

o The request to Budget and Finance included $2,000 towards the

purchase of tickets to the April Jazz event, $500 for marketing

expenses, and $500 towards one scholarship, although the

Committee is targeting to give three (3) $500 scholarships.

o Arts and Letters plan to use proceeds from Artist sales to

support the additional scholarships. There was no guarantee

how much will be sold by the artist. The chapter’s practice is to

collect funds, clear all expenses, report back to the chapter, and

then expense remaining funds. The proposal by Arts and

Letters submitted to Budget and Finance for review would have

scholarships awarded on April 5th, before a final reconciliation

of funds could be completed and reported back to the chapter at

the April meeting.

o For ticket sales, the proposal is for Dallas Alumnae (DA) to

purchase tickets from TBAAL for the Arts event and then

Sorors purchase those tickets from DA. Sorors would receive

one free ticket for each ticket purchased. Unused tickets

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purchased by DA would be given to Music/Arts Students.

There is no guarantee how many tickets Sorors will purchase

and at some point ticket sales would have to be cut off in order

to communicate to necessary individuals how many tickets

would be available for students.

o $1,000 was allocated to the Committee in September.

In lieu of providing additional funds to the Arts and Letters

committee, options the committee should explore are: use of the

Target grant, use of the remaining funds that were allocated, and

coordination with the Scholarship Committee to determine if there are

existing scholarship funds to support the Arts and Letters committee

request which may require a delay in selection and awarding of the

scholarship.

The tentative date for the Financial Fortitude/Fiscal Fitness course is

Saturday, April 26th

in conjunction with new member’s orientation.

This session is for Sorors only and is being provided at no cost to

Dallas Alumnae. RSVP to marshathornton@sbcglobal.net is required.

Next meeting dates for the B&F committee are April 10, 2014 and

May 8, 2014. If you have final budget amendment requests for 2013-

2014, the requests must be submitted on or before April 8, 2014.

Budget requests for 2014-2015 must be submitted on or before May

1, 2014.

Executive Board

The report was presented by Soror Vanessa Gray, Assistant Recording Secretary.

The following recommendations were approved from the March 11th

Executive

Board meeting:

The Collin County Alumnae Chapter of Delta Sigma Theta Sorority, Inc.

will present its 6th

Annual Cotillion on Sunday, May 18, 2014 at 5:30PM at

the Embassy Suites Hotel, 7600 John Q. Hammons Dr., Frisco, TX 75034.

Subscription: $65.00. Soror Bertha Whatley moved for the chapter to

purchase a ticket for the President or her designee to attend the event. Funds

to come from Delta-related. Motion carried.

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The Kappa Zeta Chapter of Zeta Phi Beta Sorority, Inc. will host their

annual Miss Blue Revue Scholarship Dinner and Dance on March 29, 2014

at 7:00PM at the Crowne Plaza Dallas, Galleria in Addison. Request

support by purchasing a sponsorship level or individual ticket for $50.00.

Platinum sponsor: $10,000 and above; Sapphire Revue sponsor $5,000-

$9999.99; Pearl sponsor: $2,000-$4999.99; Dove sponsor: $1,000-

$1,999.99; Royal sponsor: $500-$999.99; Blue & White sponsor: $125.00;

Silver sponsor: $80.00; White Rose sponsor: $50.00. Soror Bertha Whatley

moved for the chapter to purchase the Silver Sponsor level for $80.00

(includes multi-media advertisement presented during program dinner, full

page/full color ad with souvenir DVD presented to all guests in attendance,

our chapter will be listed in the dinner program as a Silver sponsor). Funds

to come from Local community. Motion carried.

Information & Communications

The report was presented by Soror Renee Battle, Chairperson. The following

recommendation was approved:

To setup a basic Dropbox account to store documents. The basic account is

free for 2GB. After the chapter reaches 2GB, we will upgrade to Pro

Account for $130.00 a year for 100GB.

Internal Audit

The report was presented by Soror Cynthia Fuller, Chairperson. The following

findings information was presented and the recommendations were approved:

Receipt Findings:

There were 32 deposits per bank statements for this audited period and the

committee reviewed 13 of the deposits. Three of the 13 deposits sampled were not

made within the time frame. The deposits reviewed were compared to the

Financial Secretary records and the Treasurer’s reports. The weakness was one

deposit not being made timely and two deposits were deposited into the wrong

Dallas Alumnae account.

Disbursements Findings:

There were 85 disbursements during this period; 41 of these disbursements were

reviewed, 8 disbursements did not have supporting documents. Our committee’s

findings were discussed with the Financial Team and suggestions were made for

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improvements. Improvements were made from the first quarter to the second

quarter.

The chapter proceeds with filing the 2nd Quarter Internal Audit Report via

the Red Zone.

The chapter engages the services of Frazier Gills PC – CPAs & Consultants

to complete the external audit for 2013-2014 and 2014-2015. The chapter

will receive a $2,000 discount with the two-year agreement.

International Awareness & Involvement

The report was presented by Soror Oscar Faye Williams. The committee presented

the following recommendation:

Sponsor the meal for the artists participating in D Arts Extravaganza by a

local international caterer not to exceed $450.00 taken from our budgeted

line.

Soror Williams moved for the approval of the report. The motion was seconded;

The report was approved.

Rules of Order / Policies & Procedures

The report was presented by Soror Deirdre Southall, Chairperson. The following

informational update on changes was presented and the recommendation was

approved as amended.

Per the current Policies and Procedures, the chapter must be given a 30-day notice

before voting on changes to the Policies and Procedures. A list of changes and

proposed wording for recommendations this sorority year was distributed to

chapter members. Chapter members were requested to review and be prepared to

vote at the April 19, 2014 meeting. Two-third vote of members present is required

for approval of recommendations presented. The recommended changes will be

available via the newsletter for members to review that were not in attendance at

the March chapter member.

The committee received a recommended change to allow members to pay

dues using PayPal. Based upon a preliminary review and research, the

committee recommends the IT committee work with the finance team to

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explore the best online payment method and to determine internal

procedures before adding the option to the Policies and Procedures. The

final recommendation for consideration regarding the best option will be

presented to the chapter to consider for online payments no later than June

2014.

Soror Bobbye Sanders moved to amend the recommendation to indicate the Budget

and Finance committee and Finance Team to explore and research costs to use

PayPal and how it will affect the chapter. The motion was seconded; the motion

carried.

Social Action

The report was presented by Soror Christie Thomas, Chairperson. The following

amended recommendation was approved:

To partner with DCCCD, Dallas County, and the U.S. Department of Health

and Human Services. The location will change to: Eastfield College

Campus @ 802 S. Buckner Blvd., Dallas, TX

Date/time: March 22, 2014 from 1:00pm-4:00pm

Targeted population: Dallas County

Nominating Committee

The report was presented by Soror Pamela Hunter, Nominating Committee

Member. The following recommendations were approved:

Persons interested in applying for the position of Nominating Committee

member, request a copy of the Candidate Application and Recommendation

forms from a member of the Nominating Committee or by emailing the

Chair at: ewoodbe@sbcglobal.net.

The application deadline will be midnight Sunday, March 31, 2014.

Completed Candidate Application and Recommendations forms must be

submitted to the Chair at: ewoodbe@sbcglobal.net.

Candidate interviews will take place Friday, April 4, 2014. Candidates will

be notified of interview times.

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The slate of eligible candidates will be presented at the April chapter

meeting and mailed to chapter members by Thursday, May 1, 2014. This

will satisfy the 10-day notice prior to the chapter vote in May and allow the

newly initiated members to be added to the mailing list.

Committee Reports – Informational

Elections

The informational report was presented by Soror Deborah Watkins, Chairperson.

The following updates were presented:

Section 3: FILLING VACANCIES AND REMOVAL OF OFFICERS

A. “ .. When a vacancy arises in the vice-presidency or any other

elected position, the elections process given in Section 4 below

provides additional guidelines for an election to fill a vacancy.

Section 4: ELECTIONS

“1. Election of Officers

o All candidates seeking office will be elected by a majority vote

of the members present and voting.

o Written notice and instructions of the election will be forwarded

to all members at least ten (10) days before the election of

officers.

o The written notice will also include instructions if a second

balloting is required for any office.

2. ..Omit (Election of New Members)

3. Special Election

Follow an abbreviated process of the General Election outlined above

including the following:

a. Receive approval from the Regional Director before proceeding.

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b. Establish a deadline to receive candidate letters of intent for each

elected office.

c. Prepare and publish the slate of candidates for each elected office

(independent of the ballot) and present it to the membership at the

regularly scheduled Chapter meeting preceding the election. The

slate will be disseminated to the membership at least ten (10) days

prior to the scheduled election of officers. This mailing will also

include a candidate profile for every candidate seeking office.

The mailing of the slate of candidates in accordance with the

Constitution and Bylaws shall not conflict with the written

notification of the Elections Committee.

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.

5. Write-in candidates are prohibited and provisions for write-in

candidates shall not be included on the ballot.

6. Ballots will not be issued after voting is closed, which the President

will announce.

7. A second ballot will be distributed if candidate(s) for the position did

not receive a majority vote:

When there are two or more candidates, (and the office remains

unfilled after the first ballot) the two candidates who receive the

highest number of votes will remain eligible for election. All

other candidates will be dropped and are ineligible for election.

All subsequent votes cast for ineligible candidates shall be

treated as an illegal vote.

8. The result for all positions on the ballot will be announced after all

voting is completed.

9. To ensure accuracy, the counting of ballots will take approximately

one hour.

10. A second balloting may take up to 45 min.

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Jabberwock The informational report was presented by Leslie Swann, Chairperson. The

following updates were presented:

o Jabberwock 2014 fundraising efforts lives on. Please continue supporting

Jabberwock 2014. The next financial turn-in for each contestant will be

Thursday, March 20, 2014.

o The last day to submit ads/patron lines for the Jabberwock 2014 Souvenir

Journal is Thursday, April 17, 2014.

o Tickets for the Miss Jabberwock 2014 Scholarship Pageant will be available

beginning Saturday, March 15, 2014 after chapter meeting. Beginning April

1, 2014, tickets can be purchased electronically via a link on the chapter

website. The cost is $45.00 per ticket.

Miss Jabberwock 2014 Scholarship Pageant

“An Evening in the Spotlight”

Sunday, May 4, 2014

Double Tree Campbell Center

8250 North Central Expressway

Dallas, Texas

6:00PM $45

Minerva Circle

The informational report was presented by Soror Jocelyn Mays, Leader of the

Minerva Circle. The following updates were presented:

o Pyramid Induction is scheduled for April 1, 2014 at 7:00pm. The location is

616 W. Kiest Blvd., Dallas, TX 75216

o Odyssey is scheduled for April 11-12, 2014. The location is Lakeview

Camp and Retreat Center, 5128 FM 66, Waxahachie, TX 75167. All

eligible Sorors who plan to participate in the Odyssey Experience will need

to submit payment by March 15, 2014. All payments will be received by

Soror Kabrina Luckey, Financial Secretary.

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COST WHAT’S INCLUDED WITH COST

$80 Lodging, Meals, Activities, Snacks

$40 Meals, Activities, Snacks

Correspondence

National – None

Regional – None

Local – Thank you and gratitude cards from Sorors Roszetta Howell, Jacquelyn

Kay, and Barbara Punch

Announcements

The North Dallas Diva Sisterhood Breakfast will be March 26, 2014 from

9:30am to 12:00 Noon at IHOP, 7830 N. Central Expressway, Dallas, TX

75206; for information contact Sorors Doris Zanders or Majorie Atkins, if

you plan to attend.

Soror Gloria Pippins is in Methodist Medical Center on Colorado; she is

asking for prayers and would like to receive calls once she returns home.

Another chapter blazer order in 3 weeks; Contact Soror Daisy Critton.

Soror Carol Hickman’s husband, Joseph Hickman had surgery and is in Zale

Lipshy hospital.

Soror Alice Ray Shaw is in the hospital.

Soror Eula Woodberry is running for the position of Scholarship and

Standards Committee; she is “Working Non-Stop for Delta Sigma Theta”.

Support Jabberwock Team 1913; Jambalaya Dinner Fundraiser after chapter

meeting, $8.00 w/o dessert and “It’s Greek to Us’ Delta jewelry will be

available for purchase at the D Arts Extravaganza Exhibit on Saturday, April

5th

from 10am to 5pm at TBAAL.

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Support Jabberwock Team Violet for Contestant Taylor Robinson; Wine

Tasting Scholarship Fundraiser on Saturday, April 5th

from 5pm to 7pm;

Home of Elnora Stokes, 1011 Wind Ridge Circle, Duncanville, TX 75137;

Donation: $10.00.

The DFW Chapter of National Association of Black Accountants, Inc.

(NABA) and Southern Methodist University (SMU) will sponsor the

Accounting Career Awareness Program (ACAP) during the week of June 8-

13, 2014 on the campus of SMU in Dallas, TX. Students of all grade levels

(freshman, sophomores, juniors, and seniors) will be considered for the

program. Contact Soror Roberta Brown for further details.

Ritualistic Closing The meeting was adjourned in ritualistic form at 3:40PM.

Minutes prepared by Soror Karla McGary, Recording Secretary

Soror Sharon Royal Hunt, President