morristown alumnae 2012-2013 retreat june 8, 2013 charging into a new century.. armored with a new...

Morristown Alumnae 2012-2013 Retreat June 8, 2013 Charging into a new Century.. Armored with a new bond of Sisterhood!

Agenda To be updated Welcome 2012 2013 Updates Mission, Vision, Year in Review & Introduction of Officers SOP Review Communication and T&E Review Strategic Plan 2013-2014 MAC Committees Information and Communication Break 10 Mins 2013-2014 Programs Program Sign-Up MIT 2013 Vote Announcements Questions 2

MAC June Financial Report Treasurer and Financial Secretary 3

Treasurers Report Operations Account

Treasurers Report Programs Account

Announcements/Actions from the Program Chairs 6

Financial Secretary Report 7

Monthly Mail Report 8

Project 13 March of Dimes Fight for Preemies bracelets distributed April meeting picture holding the bracelets. March for Babies 2013 Walk - Sunday, April 28, 2013, FDU Collected: $720 9 Sorors participated in the walk. Article announcing our focus on infant mortality will be submitted for the chapter newsletter A minimum of fifty wallet cards (9 things to do before getting pregnant or signs of preterm labor has been distributed to the community). Sisters Network, Inc. Stop the Silence Walk April 13, 2013, Houston, TX Names of a breast cancer survivor submitted for inclusion on The Centennial Survivor/In Memoriam Tribute List Eastern Region is the lead region for the St. Jude and the National Council of Negro Women, Inc. (NCNW) initiatives. Sorors are asked to join NCNW no later than June 10, 2013. The NAACP membership drive, 13 in 13, continues as well. All participating chapters are requested to report their Project 13 activities by June 10, 2013. Our submission is currently in review by our internal review committee.

Name of Program/Project: Spring Art Auction Location of Program/Project: County College of Morris; #chapter sorors: __28___ # non-chapter sorors: _0_ # committee members: __9___ # program participants: _46____ # Method/s of Publicity: Flyers, email blasts, Facebook, MAC website; BlackNJ.com, word of mouth, Supplies Utilized: Permit - $150 ; Table Cloths/Balloons/Silent Auction Supplies - $189; Catering $1500 Giveaway/s: Yes No (If Yes, please name type/s of giveaways) Piece of art as door prize 46 tickets sold. Final monetary gains TBD, however event is estimated to have generated ~$1400+ Program/Project recommendations or suggestions: If event is held again next year, suggestion is to not schedule near a holiday. Also- additional chapter support is needed to generate both ticket sales and auction attendees that are willing to purchase art.

EMBODI April 20, 2013 - 11:00 am to 2:00 pm 7 male participants present Curriculum Covered Module 2 College and Career Pathways (Second Session) Second Session Robert Ballat - Massage Therapist Shawn Yett - Business Owner, Ice Hockey Official Arik Cotton High School Coach, Teacher Assistant Erik Boykin - Mechanical Engineer

GEMS THEME: Campus Squeeze & Dont Be School Daze - Delta GEMS Group Session: Campus Squeeze & Dont Be School Daze April 2013 21 st - 2:30pm - 5:30pm College Application Process, Essays, Test(s), and Funding Collages (1-3 participants) THEME: No More Drama, No More Victims - Delta GEMS Group Session: No More Drama, No More Victims Part I May 2013 19 th-- 2:30pm - 5:30pm Date Rape (STD, importance of annual/self-exams, etc.), Safe Dating, Battered Women, & Peer Pressure THEME: Girls Just Want To Have Fun & End of Year Celebration - End of Year Outing: Girls Just Want to Have Fun June 2013 9 th Short Hills Mall 2:30pm - 5:30pm Dress for Success Show & Tell Etiquette Practice during Dinner Outing

Academy Delta Academy Educational Development Manahan Village Resident Center Delta Academy Meeting Transformation of Me and Developing Me Component - Self Image Girls talked about how to improve their self image for their upcoming school year. They talked about the clubs they would like to become a part of. They each worked on public speaking and standing up talking in front of a crowd. Hadia Kimborough, Nylah Steele, Amber Carrington, Alexis Carrington, Deionne Miller Tasha Roe Boykin, Vanessa Davis, Melviena Miller, Adrienne Richardson

Morristown Alumnae Chapter Vision To positively impact the lives of its members and those of the community in which it serves and to be recognized as an exemplary chapter representative of Delta Sigma Theta Sorority, Inc. and its mission. 14

Morristown Alumnae Chapter Mission Delta Sigma Theta Sorority, Inc. is an organization of college educated women committed to the constructive development of its members and to public service with a primary focus on the black community. 15

2012-2013 MAC Year in Review MAC Membership reached 71 all time high; Interim Officers take over. Continued Successes: Community health fair and walk, socializing with seniors, Eric Johnson House and walk (top team again) GEMS and Academy and both submitted entries for the Presidents Awards program Congratulations to Dee for being selected as a Presidential Academy Representative MAC was at the Rose Bowl Parade and lighting the torch in Tokyo On the Today Show and Good Morning America kicking off Founders Day and we celebrated Founders Day in DC and Morristown Launched EMBODI, Supported Project 13 Hosted our 1 st Tricky Tray and Art Auction Distributed $11,000 in Scholarship Centennial Celebration 16

Morristown(NJ) Alumnae Chapter Morristown Worshiping Together

Red Carpet 42 Movie Morristown Community Health Fair Launched EMBODI Morristown(NJ) Alumnae Chapter

2013 MAC Anniversaries 50 Years Jackie Chapman, Rubye Hickerson 45 Years 40 Years 35 Years 30 Years 25 Years Kendra Williams 20 Years 15 Years Cindy Flowers 10 Years Davon Gorman 5 Years Ashley Scruggs 1 Year - Neos 19

Elected Officers 2013 - 2015 President Soror Stacey Harris Vice PresidentSoror Marian Sykes Johnson Recording SecretarySoror Tina Allen Corresponding Sec. Soror S. Desiree Harper-Register Financial SecretarySoror Regina Ashford Asst. Financial Sec. Soror Mitzi Sherrell TreasurerSoror Ernestine Cash 20

Appointed Officers 2013 - 2015 Chaplain Soror Tracy Yett ParliamentarianSoror Rosalind Cox-Larrieux Sergeant at ArmsSoror Abena Nelson Historian Soror Matthette Williams Elected Committees: Internal Audit: Janet Jones, Rhonda Tombling, Faith Alcantara Nominating: Kimberly Monroe, Tiffany Rice, Alexis Gardner 21

Review of MAC SOPs Communication Info and communication 22

Chapter Wide Communication The Goal is to only send out announcements and or reminders 1-2 xs a week Exceptions are: Illness/Death/Emergency Notifications Communication should be sent to the Corresponding Secretarys email address: [email protected] with a copy to the [email protected] [email protected] [email protected] Weekly Postings will be: Wednesday & Sundays (as needed) this will include reminders (from the calendar events, committee meetings, etc.). If you have a calendar change please let the CS/PP Chair with a cc to Pres. ASAP For Wednesday information must be received by EOD on Monday For Sunday information must be received by EOD on Friday All E-Board and Chapter Meeting reports are to be uploaded to the Members Only Portal by Info and Communication team. Note: It is the responsible of the Corresponding Secretary or her designee to send out all Chapter wide communication (note Pres/VP may have exceptions)

Meeting and Committee Reports Ongoing Communication Schedule 1 st Wednesday E-Board Meeting (or as scheduled) Issue E-Board Notes and Actions within 7 days 2 nd Saturday Chapter Meeting Issue Chapter Meeting Notes and Actions with in 7 days When communicating to your committee you do not have to send it through this process.

Meeting and Committee Reports Committee Reports Send to Information and Communication All Reports are due 7 days prior to E-Board If not submitted for E-Board then there is not report for the chapter as E- board must review prior to the chapter meeting E-Board Agenda and Reports posted to the Members ONLY Portal by EOD Monday before E-Board and the Thursday before Chapter Meeting Agendas will be focused on Proposals/Actions Reports on Financials and other key reports Chapter Agenda and Committee Reports (with revisions if required) must be sent to information and Communications the Sunday before Chapter Meeting Chapter Meeting Agenda and Committee Reports must be sent to the Corresponding Sec. by the Wednesday before Chapter meeting

E-Mail Request/Questions/Issues To help manage the volume of questions/comments that are addressed to the Executive Committee (Pres, VP, Tres, Fin Sec, Assit Fin Sec and Rec Sec) Email request/questions: will be answered within 48 hours Phone Calls: (please be mindful): will be answered within 24 hours (or immediately) Text msgs: will be answered within 24 hours (or immediately) When responding to emails: Do not use the reply to all. Only address the Reply to the relevant people Please respect the Sorors time and Non-Delta commitments and use e- mail unless a faster response is required.

Review of MAC SOPs 27 Travel Reimbursement Chapter Communication

Strategic Plan Fiscal Year 2013 2014 Goal: To be a value-added resource to the chapter membership and to the community in which we serve. 28 We serve: Morris County Question: What communities do we serve?

Strategic Plan Fiscal Year 2013 2014 Objective 1: In accordance with National Guidelines, administer at least 2 programs and or activities that support the Five Point Program Thrust of the Sorority and the community service priorities of the chapter: 29

Strategic Plan Fiscal Year 2013 2014 30 Who can name the Sororities Five Point Program Thrust? Economic Development, Educational Development International Awareness and Involvement Physical and Mental Health Political Awareness and Involvement

Strategic Plan Fiscal Year 2013 2014 31 Economic Development: Participate in Habitat for Humanity building project Implement the Money Smart Adult Education Program Adopt a black business Educational Development: Delta Academy Program Delta GEMS Program Delta EMBODI Chapter Scholarship Program Sponsor a Black History Month Program International Awareness and Involvement Support the Mary Help of the sick Mission Hospital in Kenya Support AIDS International Day of Awareness

Strategic Plan Fiscal Year 2013 2014 32 Physical and Mental Health Annual Community Health Fair International IMPACT Day of Service Eric Johnson House Meals programs and walk Socializing with Seniors Program Homeless Solutions Christmas Party Political Awareness and Involvement Delta Days at the Nations Capital Delta Days at the State Capitol Delta Days at the UN Voters Rights/Registration MLK Birthday Celebration

Strategic Plan Fiscal Year 2013 2014 33 Physical and Mental Health Community Health Fair Eric Johnson House Meals and walk Socializing with Seniors Program Homeless Solutions Christmas Party Political Awareness and Involvement Delta Days at the Nations Capital Delta Days at the UN Capitol Voters Rights/Registration MLK Birthday Celebration Economic Development: Participate in Habitat for Humanity building project Educational Development: Delta Academy Program Delta GEMS Program Delta EMBODI Chapter Scholarship We have chosen to support the following Program Thrusts of the Sorority:

Strategic Plan Fiscal Year 2013 2014 Objective 2: Institute at least three new initiatives to promote the economic, personal, and professional development of chapter members and the growth of the chapter Survey the members and their participation in chapter activities Present Delta Internal Development Programs Sponsor For Delta Only social activities Assess the demand for MIT 34

Strategic Plan Fiscal Year 2013 2014 Objective 3: Generate sufficient funds to support the programs, priorities and initiatives established by the chapter Explore Fundraising grants Sponsor one fund-raising in the Fall and one in the Spring Fall Event TBC Spring Event Tricky Tray 35

Congratulations to Sorors: Nadirah Dee Dee Keith, Masters Educational Leadership & Sheronica Taylor, MBA LETS CELEBRATE!!

MAC Role & Responsibility Review Matching Exercise 37

MAC Committees Standing Committees Arts and Letters, Finance, Heritage and Archives, Information and Communications, Internal Audit, Membership Services, Nominating, Program Planning and Development, Policies and Procedures, Risk Management, Scholarship, Social Action and Ways and Means 38

MAC Standing Committees Reports: All committee chairpersons must submit, within 30 days after a committee activity, a written report of the activity and an itemized financial report to the President and Recording Secretary. An itemized financial report must also be submitted to the Financial Secretary and Treasurer. Budgets: Each chairperson shall submit a budget for the year and for major activities to the Finance Committee. Meetings: The committee meetings of the chapter shall be held monthly, in person, via email or teleconference with a written report being submitted to the President, Executive Board and Chapter. 39

Standing Committee Responsibilities Arts and Letters: to plan and implement chapter activities in accordance with the policies of the National Arts and Letters Commission. Heritage and Archives: to provide an organized method of research, analyzation and categorization of the historical data of the Sorority. 40

Standing Committee Responsibilities Finance Committee: prepare a budget projecting the income and expenses for the ensuing year; present the budget to the chapter for review and recommendations and adoption; include input from all members of the Programs Committee; submit supplement and make adjustments as necessary during the fiscal year; assist the Financial Secretary and Treasurer with financial reports as appropriate; monitor the ongoing expenditures to maintain budget compliance. 41

Standing Committee Responsibilities Internal Audit Committee ensure that the chapter is in compliance with all audit rules, regulations, and reporting requirements of the National office; audit (or have audited) the books of the Treasurer and Financial Secretary immediately following the close of the Sorority business year in June; present the results of the audit to the chapter within 15 days of the close of the Sorority year. 42

Standing Committee Responsibilities Information and Communications: serve as editorial committee for the Morristown Alumnae Chapter publications; coordinate public affairs activities, keeping mass media, the membership and national office informed of current newsworthy issues; implement techniques and strategies for developing and maintaining a positive public awareness of the Sorority's focus and programs; advise the President and chapter on matters pertinent to strengthening cooperative and other public relations. 43

Standing Committee Responsibilities Membership Services Committee plan and implement member reclamation procedures; maintain current member profiles; be responsible for special amenities to individual members of the Sorority; celebrate special events within the organization as outlined by the following rules: appropriate memento or gifts, as the occasion warrants, shall be given to Sorors, or memorial gifts for family members; appropriate memento, as the occasion may warrant, shall be sent to Sorors other than Morristown Alumnae Chapter members, This is to be done at the discretion of the chairperson with the approval of the President in consultation with the chapter; appropriate memento shall be given to outgoing officers as approved by the chapter. 44

Standing Committee Responsibilities Nominating Committee receive recommendations from chapter members for positions of officers; verify eligibility and ascertain willingness of all nominees to serve in nominated positions; select candidates for consideration; present a slate with names of candidates at the regular April meeting of an election year; prepare ballots for distribution to the chapter members, as provided in Robert's Rules of Order, Newly Revised; receive candidates nominated from the floor eligibility credentials at the time of nomination; any other information relevant to the nominees leadership roles may be presented. 45

Standing Committee Responsibilities Program Planning and Development Committee survey community needs, reflecting Grand Chapter focus, and make recommendations to the chapter of specific programs to be undertaken commensurate with the aims, purposes, and resources of the chapter; provide coordination and oversight in the administration of current and future chapter programs, such as: Delta Academy, Delta GEMS, EMBODI Family Outreach, Health Affairs, Senior Citizens Any other programs developed in support of Five Point Program Thrust; develop tentative chapter activity schedule for the year. This schedule must be presented at the October meeting to the chapter membership; develop and present to the Finance Committee: a budget for each proposed activity, and a composite budget reflecting all program activities; prepare Program Calendar to be presented to the Regional Director annually 46

Standing Committee Chairs / Co-Chairs 2013 - 2015 Arts & Letters:Sorors Melviena Miller & Jeannie Holman Finance:Soror Ernestine Cash Membership Services: Soror Marian Sykes Johnson Heritage & Archives: Soror Matthette Williams Information/Communications:Sorors Gianni Spradley & Tiffany Rice Scholarship: Soror Janet Jones & Faith Alcantara Program Plan & Develop.:Sorors Davon Gorman & Hope Summerset-Neely Internal Audit:Soror Janet Jones Nominating:Soror Kimberly Monroe Policies & Procedures: Soror Terry Ann Smith & Michelle Dabney Risk Management:Soror Alexis Gardner & Tasha Boykin Ways and Means: Soror Mica McGhee-Bey & Carolyn Lamb 47

Gianni Spradley, Chair Tiffany Rice, Co-Chair

Standing Committee Sign-Up 52 10 Minutes Sorors to come and sign-up to serve on one of the standing committees

MAC-Delta Sigma Theta 2013-2014 Program Strategy

MAC Program Coordinators Delta Academy Soror Adrienne an Tasha Boyken Delta GEMS - Soror Lynn Lofton EMBODI Soror Zahara Wadud-Pinkett HIV/Aids- Eric Johnson House Soror Ernestine Cash Socializing with Seniors Soror Mitzi Sherrell Homeless Solutions Soror Mica and Lori Community Health Fair Soror MD and Sharon Strator Habitat for Humanity Soror Gianni and Matthette Williams Dress For Success Soror Jeannie and LP MLK Breakfast Soror Tiffany and Amanda Community Run/Walks - Soror Mel and Stacey International Impact Day Soror Jacqueline Project 13 Soror Zahara Wadud-Pinkett 54

Goal To bodly and whole heartily execute quality programs that impact the lives of Morris County residents, being recognized as the Premier Community Service provider in the community in which we serve

Major Themes Develop Deep Partnerships with Key Local Agency's (Morristown Housing Authority) Leverage Resources Across Programs Operate Programs Efficiently and Effectively Increased Program Awareness Participants

Whats Changing-An Overview All Youth Programs to be held at Marion Sally Resident Center in Manahan Village (Morristown Housing Authority) on a consistent day and time Try to hold programs the same weekend as Chapter meeting By mainstreaming we hope to make chairing a committee more appealing

Economic Development Dress for Success Collect clothing once a year business attire at chapter meeting. Affordable Housing and Apartment Search Workshop at Homeless Solutions (Soror Hope Summerset-Neely currently does this workshop in the month of May)

Educational Development All youth programs should be held on the Sunday after Chapter meeting from 2pm to 4pm at Marion Sally Resident Center. This will enable us to join resources such as lunch, volunteers, place and help parents who may have two kids different ages who may want to participate in two programs. For some subject matters we may also be able to combine the GEMS and the EMBODI programs in a given month. Simplify the application Open House for all Programs in September all programs should begin in October GEMS: Goal is to maintain 10- 12 girls Delta Academy: Goal is to maintain 10-12 girls EMBODI: Goal is to maintain 10-12 boys in program (we have five men who are willing to be trained in Risk management to assist us with the EMBODI program) Participation Reward: Take High School youth who complete the program participation requirements on a one day college tour to visit 3 HBCU.

Physical and Mental Health TARGET KEY WALKS AS OFFICIAL Socializing with Senior What do Sorors want to do? Community Health Fair- September Christmas Party for Homeless Solutions Families- Move event to Morristown Senior Center if possible we have out grown the Jean Street location. Have our youth come in and do arts and crafts with the kids and other activities with the moms such as nails and makeup stations. Eric Johnson House- Monthly Dinner Provide healthier snacks at all programs in order to address the obesity crisis

International and Political Awareness World AIDS Day - AIDS Voter Registration on going, have forms, signs and information at all of our events Voter Education At the fall Socializing with Seniors event (meet the candidates)

Community Events and Chapter Publicity Outdoor summer events: George Gramby Day Second Saturday in July Neighborhood House Community Family Day August Kids on Top Back to School Event September (could provide school supplies) We can do recruitment for our youth programs at the summer events and also highlight things we have done in the community in the past and any events we plan in the future. Events during Chapters Calendar Year 2013-2014 Art in the Atrium - January Martin Luther King Service - January Neighborhood House Black History Program - February

Questions 63

MAC Program Coordinators Sign - Up Delta Academy Delta GEMS - Soror Lynn Lofton EMBODI Eric Johnson House Soror Ernestine Cash Socializing with Seniors Homeless Solutions Community Health Fair Habitat for Humanity Dress For Success MLK Breakfast HIV/AIDS Initiatives Community Run/Walks International Impact Day Project 13 64

MAC Program Coordinators Delta Academy Soror Adrienne an Tasha Boyken Delta GEMS - Soror Lynn Lofton EMBODI Soror Zahara Wadud-Pinkett HIV/Aids- Eric Johnson House Soror Ernestine Cash Socializing with Seniors Soror Mitzi Sherrell Homeless Solutions Soror Mica and Lori Community Health Fair Soror MD and Sharon Strator Habitat for Humanity Soror Gianni and Matthette Williams Dress For Success Soror Jeannie and LP MLK Breakfast Soror Tiffany and Amanda Community Run/Walks - Soror Melviena Drew Miller and Stacey Harris International Impact Day Soror Jacqueline Project 13 Soror Zahara Wadud-Pinkett 66

Programs Sign-Up 67 10 Minutes Sorors to sign-up if they want to serve on one of the programs committees

Programs Meeting/Plan Break into groups and meet for 15 minutes to: Identify a program coordinator (if needed) Identify a monthly meeting date When over the summer you plan to meet to develop your programs objective/scope and budgets 68

GRAND CHAPTER 2013 SLATING RESULTS 69

The Ritual and Ceremonies Commission The Ritual and Ceremonies Commission is planning a series of Regional webinars to discuss proposed changes to the Ritual. Action on these proposed changes will occur during the National Convention Special instructions will be provided at a later date regarding how to connect/dial in to the webinars. Please share this information as well with those members of your chapter who are designated in this role. Please note, there are separate Call-In dates for Collegiate and Alumnae Chapters. Please remember to place the correct date and time on your calendar. COLLEGIATE SORORS & ADVISORS Monday, June 10 - 10:00 EDT ALUMNAE CHAPTERS Thursday, June 13 - 7:00 - 9:00 pm EDT 70

Officers Training You should have already received this information by now. However, I understand that a few of you did not receive the email from National Headquarters with the webinar registration information. Please be sure to verify your email address on the Red Zone for future correspondence. I have attached the registration information again to this email. Please forward this information to the following current and incoming Chapter Officers: -- Chapter Presidents -- (6/10/13) -- Secretaries -- (6/13/13) -- Parliamentarians -- (6/17/13) -- Vice Presidents -- (6/23/13) -- Committee Chairs -- (6/27/13) These officers are requested to register for the appropriate Officer Training, You may invite other Sorors in your chapter that you feel should attend these webinars. All of the above webinars will begin at 9:00p.m EDT 71

The National Finance Committee and the National Audit Committee Due to several requests for additional training, The National Finance Committee and the National Audit Committee of Delta Sigma Theta Sorority, Inc. will be hosting additional webinars regarding Chapter Bookkeeping and the Annual IAR-1/audit requirements. All Sorors, especially recently elected fiscal officers (President, Treasurer, Financial Secretary's) Advisors and Internal Audit Committee Chairs who were not able to attend the previous webinars should participate. The links for the webinars are below. June 5, 2013: Audit Requirements and Online IAR-1 Reporting https://www1.gotomeeting.com/register/214326648 June 12, 2013: Chapter Bookkeeping https://www1.gotomeeting.com/register/400768057 June 14, 2013: Audit Requirements and Online IAR-1 Reporting https://www1.gotomeeting.com/register/796264361 All webinars begin at 9PM Eastern 72

Questions !! 73

morristown alumnae 2012-2013 retreat june 8, 2013 charging into a new century.. armored with a new...

Documents

financial secretary

financial report treasurer

program participants

nonchapter sorors

monthly mail report

internal review committee

participants theme

chapter newsletter