Dallas Alumnae Meeting Minutes Page 1

Delta Sigma Theta Sorority, Inc.

Dallas Alumnae Chapter Minutes of the October 19, 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

The Budget and Finance report was moved from item 2 to item 9 under Committee

Reports Requiring Action thus changing Delta Academy as item 2, Elections as

item 3, Nominating as item 4, Physical and Mental Health as item 5, Program

Planning and Development as item 6, Rules of Order as item 7 and Scholarship and

Educational Support as item 8. The agenda was adopted as corrected.

Approval of Minutes from the September Chapter Meeting

Madam President indicated the correction to the Delta Dears national dues should

be $125.00. The minutes from the September 21, 2013 chapter meeting was

approved as corrected.

Officer’s Report

President

President Royal-Hunt opened her remarks by welcoming all Sorors to the meeting.

She asked chapter members to keep Soror Jowanda Jordan in prayer for the loss of

her brother.

Vice-President

Soror Bertha Whatley presented the report. Visiting members were recognized.

October birthdays were celebrated by serenade.

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Treasurer

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

must be obtained in order to receive a treasurer’s report. The report will be filed

for audit. Information on the update and process for dues was given to the

membership.

Membership Intake for 2013-2014 Sorority Year:

The chapter’s membership viewed the required video to consider proceeding with

the membership intake process. Upon completion of the video a motion was made

by Soror Bertha Whatley, Vice President and seconded by Soror Vanessa Gray for

the chapter to proceed with membership intake. A two-thirds vote was taken. The

final count was 106 members voted to proceed with membership intake and 28

members voted not to proceed. The motion passed.

Committee Reports Requiring Action

Executive Board

The report was presented by the Assistant Recording Secretary, Soror Vanessa

Gray. The following recommendations were approved from the October 15, 2013

Executive Board meeting:

1. The Alpha Sigma Lambda Chapter of Alpha Phi Alpha Fraternity, Inc.

will host the C.C. Russeau Black & Gold Scholarship Gala on Saturday,

October 19, 2013 at 7:00pm at the Sheraton Hotel, 401 N. Olive St.

Soror Karla McGary moved for the chapter to purchase a ticket for the

President or her designee to attend. The subscription price is $75.00.

Funds to come from local community.

2. The North Dallas Suburban Alumnae Chapter of Delta Sigma Theta

Sorority, Inc. will present “Crimson Sunset” an evening of Jazz on

Friday, January 24, 2014 from 6:00pm to 10:00pm at 1013 E. 15th

Street, Plano, Texas 75050. The subscription price is $35.00. Soror

Vanessa Gray moved for the chapter to purchase a ticket for the

President or her designee to attend. Funds to come from Delta related.

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Delta Academy

The report was presented by the committee’s chair, Soror Eureka Drayden. The

following recommendations were approved for their calendar of activities from

October 2013-May 2014:

2013

October 12th

Delta Academy Kickoff (included in PPAD report

approved at Sept chapter meeting)

November 9th Delta Academy Get Acquainted – Dodd Center

November 22nd Thanksgiving Food Baskets (Delta GEMS &

TASPers)

December (TBD) Stork’s Nest Service Project

2014

January 11th “Just Us Girls” Peer discussions, program

expectations – Dodd Center

February 15th Create, Customize, Carry & Cash In,

10:00am-12noon – Dodd Center

March (TBD) Impact Day – Community Service

March (TBD) “Totally You” hosed by TASPers – Dodd Center

April (TBD) Dallas Alumnae Teen Town Hall

April (TBD) Girls Day Dallas

May 4th Dallas Alumnae Youth Groups Year End

Celebration

Elections

The report was presented by the committee’s chair, Soror Deborah Watkins. The

following recommendations were approved:

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1. A ballot listing all candidates for election of leader of the Minerva Circle,

nine Jewels, Keeper of Muses and Graces, and Convener of the Odyssey

Experience will be given to financial members holding up their vote cards.

2. Election committee members will be responsible for the different sections of

the room (i.e., Delta Dears, Middle, Far Right sections) for distribution and

collection of ballots.

3. After all ballots are distributed, members will have five minutes to cast their

votes by placing an “X” next to the candidate’s name. Upon completion,

ballots are to be folded in half and vote card held up for collection by the

Election Committee members. No ballots will be issued after voting is

closed, which the President will announce.

4. Minerva Circle members will be elected by a majority vote of the members

present and voting (see election requirements below as part of this report).

5. Balloting will continue if one candidate does not receive the majority of the

votes; a second ballot will be distributed if less than the proper number

receives a majority of the vote for each of the positions on the ballot:

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.

6. The results for all positions on the ballot will be announced after all voting is

completed.

Election process requirements stated in the Constitution and Bylaws

(adopted at the 51st National Convention) and Administrative Procedures for

Membership Intake:

Election of the Minerva Circle is by secret ballot.

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.

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Write-in candidates are not allowed.

If a vacancy occurs on the Minerva Circle, the position will be filled

according to the chapter’s policies and procedures.

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.

The results of the Minerva Circle must be sent to the Regional

Director by the Chapter President using the Minerva Circle Election

Certification Form.

Nominating

Prior to the presentation of the Nominating’s Committee report, Madam President

read the letter of resignation from Soror Rosalyn Gordon from her position as

Member, Nominating Committee.

The Nominating’s Committee report was presented by the committee’s chair, Soror

Eula Woodberry. The following recommendations were approved with item #3

amended:

1. To revise/update the chapter’s Candidate Application and Official

Recommendation Form.

2. If the Chapter votes to proceed with the Membership Intake Process,

the Minerva Circle application deadline will be Midnight, October 23,

2013. Interviews will take place October 29-30, 2013.

3. If a vacancy occurs on the Nominating Committee due to the

Membership Intake Process, the election to fill the vacancy will be held

during the March 2014 Chapter meeting.

Soror Cynthia Fuller moved to amend recommendation #3 to change the date to fill

the vacancy from March 2014 to January 2014; Soror Cheryl English seconded the

motion. The motion passed.

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Physical & Mental Health

The report was presented by the committee’s chair, Soror Rita Davis. The

following recommendations were approved:

1. For the chapter to participate in and support the St. Jude Walk on

Saturday, November 23rd

.

Register online at

http://fundraising.stjude.org/site/TR?team_id=42831&fr_id=8313&

pg=team

Click on Join Team Delta DA

No fee for registration

Location:

Trinity Park

2401 University Drive

Fort Worth, Texas 76107

Event Schedule:

Participant Check-in: 8:00am

Walk Start: 9:00am at Pavilion #3 Trinity Park Dr. / River Dr.

Delta donation: $500

2. To collaborate with the International Awareness Committee

participation in the World AIDS Day activity.

3. To collaborate with Project ACE to host a reception on November 9th

after the Sisters Network Walk at the Dodd Center for the

collegiate Sorors from Prairie View A&M University and Texas

A&M University at Commerce who are participating in the walk.

Program Planning & Development (PPAD)

The report was presented by the committee’s chair, Soror Tonya Derrick. The

following recommendation was approved:

For all Dallas Alumnae committees partner to collect food items for

In-Spire, Inc. Fall Family Fun Day on Friday, November 22, 2013

at Charles Rice Elementary School.

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Food Collection begins Oct 19th thru Nov 16th

Committees are asked to bring enough assigned food items to fill 50 food baskets.

Grocery List Committee(s) Responsible a. Irish Potatoes or Instant Mashed Potatoes Arts & Letters and Budget and Finance

b. Gravy Mix Historian/Internal Audit /Information & Technology

c. Sweet potatoes or yams International Awareness & Past Presidents Council

d. Canned vegetables Membership and May Week

e. Canned Fruit Policies & Procedures and Jabberwock

f. Canned cranberry sauce Founders Day and Protocol

g. Stuffing Mix Physical & Mental Health and Long Range Planning

h. Macaroni & Cheese, Jello/Pudding mix or Cake Mix Delta Dears and Youth Groups: GEMS, Academy, Embodi, TASPers

i. Corn Bread Mix Social Action and Scholarship & Standards

j. Cans of Chicken broth, Cans of soup (cream of mushroom or cream of chicken)

PPAD

k. Coffee/instant tea, 2 liter beverage of (Soda or Juice) Social, Nominating, Project 13, Social and all other committees not previously assigned

IMPORTANT DATES TO REMEMBER FOR FOOD DONATION

COLLECTIONS ACCEPTED: Oct 19th thru Nov 16th

(Donations boxes are available anytime the FC Dodd Center is OPEN for business)

DELIVERY OF FOOD BASKETS:

Nov. 22, 2013 – 5:00-6:00PM Charles Rice Elementary School

2425 Pine Street / Dallas, TX Sorors are asked to wear Delta Paraphernalia

Informational:

SAVE THE DATES Volunteer opportunity designed especially for you

“SIGN UP SHEETS ARE AVAILABLE AT THE FRONT TABLE”

October 26th – Saturday @10:00AM-1:00PM College Prep 101 hosted by BRH Educational Support, Inc. St. John Missionary Baptist Church 2600 So. Marsalis Ave Dallas, TX 75216

Who can participate? DA Youth Groups: Delta Academy, Delta G.E.M.S., Embodi, TASPers and any student (9th -12th grades) wishing to gain insight as they prepare for college life.

October 27th

- Sunday @4:00PM Joy Scott Woodfork Delta Hair Salon Training Salon Artist Salon 3403 Main Dallas, TX 75226

Who is this Training For? All Sorors who volunteer at the Joy Scott Woodfork Delta Hair Salon ***ALL SALON VOLUNTEERS ARE STRONGLY ENCOURAGED TO ATTEND***

Delta Hair Salon

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November 2nd

(10:00AM-1:00PM) Delta Hair Salon located inside the Modern Living and Rehabilitation Ctr (formerly South Dallas Nursing Ctr) 3808 S. Central Expressway Dallas, Texas 75215

Who can participate? All Sorors who are willing to give of themselves to make residents feel special. Were you born in October? If yes, we hope you will share your Blessings with the residents of Modern Living & Rehab Center this month. ***VOLUNTEERS ARE NEEDED***

November 2nd

(Saturday @8:00AM – 2:30PM) International Franchise Seminar “Opportunities in Franchising” – SMU Cox School of Business Fincher Bldg. 6212 Bishop Blvd. Dallas, TX

Who can participate? Open to all Sorors, family members and Sorors circle of friends; especially those considering opening a franchise business or interested in getting their product into the franchise market Pre-registration: $20 Onsite registration: $25 (Registration includes continental breakfast, lunch and printed seminar materials)

***VOLUNTEERS ARE NEEDED***

November 22nd (Friday @ 5:00-6:00PM) Fall Family Fun Day Charles Rice Learning Center 2425 Pine Street Dallas, TX 75215

Who can participate? All sorors who enjoy giving to others. (Wear your Delta paraphernalia) ***VOLUNTEERS ARE NEEDED***

Rules of Order / Policies and Procedures

The report was presented by the committee’s chair, Soror Deirdre Southall. The

following recommendation was approved:

Request the chapter’s approval of revised wording and additions to

our current documents for changes that are mandated by November

23, 2013. Please see attached pages for changes and additions.

Scholarship and Educational Support

The report was presented by the committee’s co-chair, Soror Cherlyn Terrell. The

following recommendations were approved with item #4 removed:

1. To award two (2) recipients for the Frederica Chase Dodd

Scholarships for 2014 in the amount of $10,000.

2. To award one (1) recipient for the Joy Scott Woodfork Community

Service Scholarship for 2014 in the amount of $500.00. Additional

scholarship may be awarded based on the total amount of donations

by the contributors. The total amount of the donation is due to the

YES WE’RE OPEN

FALL

FAMILY FUN DAY

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Scholarship and Educational Support Committee by the last day in

February 2014.

3. To distribute the Frederica Chase Dodd Scholarship application to the

Dallas County public school principals and counselors, due by

February 22, 2014.

4. To present scholarship recipients to the Chapter at the May meeting

prior to the beginning of the meeting.

Suspension of the rule: Article V: Section 3, X., page 24 (Chapter’s

Policies and Procedures Manual). Present the scholarship recipients

to the Chapter at its June meeting prior to the beginning of the

meeting.

5. The committee will partner with TASPers at the College Prep/Career

Readiness Workshop on January 25, 2014.

6. The committee will partner with PPAD at the Teen Town Hall on

April 12, 2014 to provide a workshop on scholarship application and

essay preparation.

Soror Deborah Watkins moved to delete recommendation #4 and refer the

recommendation to the Rules of Order / Policies and Procedures committee; Soror

Verna Mitchell seconded the motion. The motion passed.

Budget & Finance

The report was presented by Soror Carol Crawley. The following

recommendations were approved:

1. A budget of $89,145 for the 2013-2014 as outlined in the attached

document including creation of a separate line item for Project 13

activities.

2. Delay partnering with PPAD with the Financial Fortitude/Fiscal

Fitness course until the course is offered to the community.

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3. Obtaining information from Dallas Alumnae members to assist with

forecasting Delta Dear levels and potential honor numbers. Sorors will

be asked to provide three data points on an index card: (1) age, (2) # of

years in Delta, (3) # of years in Dallas Alumnae. Sorors will be asked

not to place their name, birth year, or other self-identifying information

on the card.

Informational Report

Founders Day

The report was presented by the committee’s chair, Soror Eugenia Vance. The

following information was presented.

Founder’s Day/Rededication

Date: January 18, 2014

Location: Sheraton Dallas

Rededication Time: 9:00am

Founder’s Day Luncheon: 12:00pm

Founder’s Day Speaker, National 1st Vice President, Soror

Beverly Smith (confirmed)

Ticket Price: $65.00

Guest Room Rate: $129.00 (Courtesy block, no contractual

obligation, 30 rooms)

2014 projected Honorees will be confirmed by National

Headquarters via the Red Zone – estimated numbers are 18

Sorors. All forms have been submitted to national Headquarters

for final verification.

Registration is now open and both individual tickets and tables are

on sale. As of 10/15, we have sold 6 tables and have 69 more

tables to sell.

Sorors are encouraged to purchase tickets as a line or group from

a particular school. Additionally, we encourage them to purchase

celebration ads as well.

Sorors are also encouraged to sell ads for the Founder’s Day

Commemorative program. Full pages start at $200 and business

card ads are $50.

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Sorors who are interested in participating in the choir are

encouraged to sign up at the Founder’s Day table located in the

Archives room.

Correspondence

National – Official launch of the new Corporate Website and Communication

using various mediums on the 25th

of each month – Dr. Paulette C. Walker,

National President

Regional –None

Local – Thank you cards/letters from the following: Soror Julia K. Jordan, Soror

Bobbye Sanders, Soror Jackie Hoyt, Sorors Phyllis, Shelia, Sheria and the Cheney

Family, Soror Karen Reese, Soror Denise Stovall and Family, Sorors from the Zeta

Eta Chapter, Sorors from the Lambda Nu Chapter, Martin L. King, Jr. Learning

Center, and Sorors Jeselyn and Jenise Jackson

Announcements

Registration for the Franchising Seminar will be held on November 2, 2013

from 8:00am to 2:30pm on the campus of SMU. Registration is $20 before

November 1st. Onsite registration is $25.00. Volunteers are needed to assist

with the Dallas Alumnae table and registration. Volunteers should contact

Soror Tonya Derrick at 214-418-0713 or email 1005derrick@sbcglobal.net.

There will be a Dodd Education and Support, Inc. Quarterly meeting today

immediately following sorority meeting.

The chapter received a copy of the Celebration of Life program for Arthur

B. Johnson, father of Soror Denise Stovall.

The 2014 DFW Founders Dal planning is underway; we need your help to

make this event a wonderful experience. Volunteers are needed for the

following sub-committees:

o Entertainment/Musical Arts

o Decorations

o Protocol/Honorees

o Marketing

o Registration/Hospitality

o Audit

o Evaluations

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o Technology/Audio Visual

If you are interested in serving, please contact Soror Misha Stennett at 972-

345-8918 or email misha.stennett@gmail.com.

Marvin Sapp will be performing at Friendship West in November. For

information and tickets, call 214-941-0110.

Ritualistic Closing

The meeting was adjourned in ritualistic form at 4:00 PM.

Minutes prepared by Soror Karla McGary, Recording Secretary

Soror Sharon Royal Hunt, President