MINUTES OF THE 38TH CONVENTION OF PHI BETA NATIONAL PROFESSIONAL FRATERNITY FOR THE CREATIVE AND PERFORMING ARTS JULY 20-23 2006 HYATT REGENCY HOTEL AT THE ARCADE, CLEVELAND, OHIO CALL TO ORDER: 8:30 Friday, July 21, 2006 ROLL CALL:16 of 19 voting delegates present 24 total present ANNOUNCEMENTS: Roy reviewed floor procedures. Procedure for Silent Auction was reviewed. Eve's plane has been delayed, Anne is ill. Everyone read through the minutes while last minute preparations for the initiation were finished. MOTION: To accept the minutes. Moved: Ann Marie 2nd: Madeline Motion carries. At this time, we initiated two new alumni members, John Claire and Josh Willett. CHAPTER REPORTS: PHI: Mitch reported 6 new members, bringing them to 11 left on campus after graduation. Mitch is the new president. They have had several tough recruitment years due to a change in the procedures of rushing on Capital's campus. Beta Theta: LaSharon is in Austrailia. The chapter's Vice President became the new President. They have had much difficulty in finding a common meeting time. Beta Eta: Not currently functioning as a collegiate chapter as all the members have graduated. Several of the alumni are still in the Decatur area and have opened up an art gallery. They are working on re-establishing the collegiate chapter on campus. They will have a new advisor when this happens. The art gallery is a recruitment tool and has the crest prominently displayed on one wall. Pi Delta: Send their greetings. Numbers are low, only 4 active members at this time. Pi Epsilon: Most of the membership is older, lost Hannah Sundloff this year at 100 years of age. Trying to gather in lost sheep. Would like to set up a collegiate chapter. Trying to grow and looking for growth. Bonita sends her greetings. Pi Eta: 25 active alumni. Elen Moore (rose award recipient) has moved. David passed away. Initiated 2 new members. Experiencing problems with meetings and attendance, so the chapter is cutting the number of meetings. Call board is the local newsletter. Sally published a book on how to organize play readings such as "Hat Rack Theater". Sarah is in Walmartopia, which is going to New York next month. Pi Iota: 12 members. Trying to build membership. Need collegiates to feed the chapter. Endowment has enabled the chapter to administer scholarships each year. 2005-strings 2006-voice 2007- speech will be featured for the first time. President is Sylvia Crowell Eve is the Vice President Pi Nu: Trying to work out meeting times. At this point, the chapter is mostly a social organization. Pi Alpha Alpha: Darlene fell shortly before convention and was unable to attend. Joann was also unable to attend. Pi Alpha Theta: Insert Bernice's great report here! Pi Alpha Mu: Continuing to grow, up to 34 members. Initiate at least once a year. Meeting 5-6 times a year. Frequently meet at Marion Cooley's house. Members bring guests to functions regularly. Lost Jane Young, who left some money to the chapter. Jean has been having some family problems and is inactive. (Cora and Josh left with the twins, bringing us to 15 of 19 voting delegates with 22 total present.) Pi Alpha Sigma: Chapter has been very busy working on Convention. The active core of this chapter is 7 people. They curtailed attending performances this year to focus on the convention. Everyone gave PAS a round of applause for their great work on convention. Pi Epsilon Alpha: Chapter has experience major problems with meeting since the chat room is no longer up and functioning. COMMITTEE REPORTS: Scholarship committee: Reported to National Council in 2005 and fulfilled its purpose. Recommendations were made for the administration of the national scholarship. Ann Marie will continue this discussion under new business. (Cora entered the room, bringing us to 16 of 19 voting delegates with 23 total present.) Finance Committee: Met in April to look over the investments and portfolio. Committee looked at Merrill Lynch information to diversify our holdings. Cora passed around the report of the finance committee that was presented to National Council. With the diversification that was done, our fraternity has seen its endowment grow rapidly in a short time. In addition, the diversification will protect us from market volatility, since all of our stock holdings were in one company. Because that stock had split several times, even with selling off portions of that stock to diversify, we still have more stock than was originally given to us. (Several people left the room, bringing us to 15 of 19 delegates with 19 total present.) OFFICER REPORTS: National Director of Awards: Scholarship is in place for collegiates. Ann Marie would like to see the reactivation of the Grant-in-Aid for alumni. Motion to accept this report was made by Cora. 2nd by Nancy Editor: Last term is over. Carrie has seen an improvement in receiving submissions, but deadlines are still a problem. The cost of printing the Rose Petals and the Baton are listed in the report. Carrie will be updating the website this summer. Everyone expressed their appreciation for Carrie in her great work in putting together the Baton. Treasurer: Cora reported that our percentage of public support is improving, mostly due to the dues increase we approved last convention. However, this percentage is still not where it needs to be to maintain our 501c3 status. We are still using too much of our investment interest income to operate. Public support is all of our dues, sales, convention income, loyalty fund and memorial fund - basically everything except the investment income. We accepted a bequeathment from Esther Kellogg Shulz. Only four chapters contributed to MacDowell this year. Last convention we were very close to our goal, our past success was due to Bernice's work. In 2005, $550 was contributed, while in 2006, $575 was contributed. Bernice brought up that she would like to see a memorial gift to MacDowell used to exceed our normal $1000 to MacDowell. (16out of 19 voting delegates with 20 total) Vice President of Collegiates: Julia discussed the problems associated with the "revolving door" of a collegiate chapter. Membes are only active for 3 years before they are gone. Wright University and Rho chapter are untapped possibilities. All forms are available online for collegiates. Vice President of Alumni: Stephanie was not present, so everyone read her written report. President: Elin gave everyone a moment to read her written report. OLD BUSINESS: Baton: There was a great deal of discussion concerning this topic. It was suggested that everything be done electronically, with presidents being responsible for distributing hard copies. It was suggested that it just be put up on the website. (Roy pointed out that there was not motion on the floor.)The discussion continued- Some people would be devastated if we eliminated the paper publication. It is used as a recruitment tool by some and the publication would lose its character on the website. Elin asked for a committee to work on this topic to report tomorrow. Committee: Carrie - chair, Holly, Ann Marie, Eve, Gay, Patti, Bernice and Julia. Constitution: Nancy moved that we change all instances of "pledge" to "probationary member" whenever it occurs in the bylaws. Carrie 2nd. Motion carries. (Secretary's note: This does not actually change the bylaws at this time. This is a proposed change that will be voted on at the next convention.) Website: Several members have expressed difficulty in accessing information on the website. We have only one webmaster and while it would be nice to divide those duties, there is no one else who has stepped forward to assist with the task. Scholarship: Ann Marie would like to reactivate the old Grant-in-Aid. When it was discontinued, no one was applying for the grant. She would like to develop a system to apply for assistance even if someone is going to use it to just take one course. Carrie moved that we form a committee to revisit the Grant-in-aid for alumni. Resha 2nd. Committee: Ann Marie - chair Madeline Holly Gay Roy At this time, Lucy announced that we needed to be downstairs by 6:30 to leave for the cruise. Elin adjourned the meeting until 5 p.m. So the committees could meet. THURSDAY AFTERNOON - 5:02 14 of 19 delegates present with 19 total. Baton/Rose Petals committee: The report is a proposal: To continue the publication of the Baton, one time every two years. The Baton will maintain its commemorative feel. Rose Petals will be published three times a year. Sticking to deadlines is crucial! Rose Petal deadlines: Submissions due: for publication on: September 15 November 15 January 15 March 15 May 15 July 15 Baton deadlines: Submissions due by February 15, 2007 for publication on September 15, 2007. Discussion: Patrons and Honorary Membes need to be given the publications without cost to the chapter. There should be a opt-out so you can receive your publications on the computer, this could be on the membership form. Because so many people are using the publication for recruitment, there should be a Phi Beta ad. Chapter Presidents should be sending national information about local small arts schools the publications could be sent to. The chapter president needs to not only get the deadlines to the membership, but also needs to encourage them to meet their deadlines. Cora moved to accept the report. 2nd Madeline. Motion passes. Cora moved to table the discussion to tomorrow. 2nd Resha. Motion passes. SCHOOL/GRANT COMMITTEE: Ester Kellogg Schultz grant for professional endeavors. Applications to be submitted by March 15th. Subject to approval by National Council by July 15th. 2 grants of $250 each could be awarded. This would be a recruitment tool for alumni chapters. It would honor Ester Kellog Schultz and encourage others to remember Phi Beta in their wills. Recipient would need to be a member in good standing for the entire year. Could be used for a class, study with a teacher or starting a community project. Madeline moved to accept the report. 2nd by Nancy. Motion carries. Mitch moved to table the discussion until tomorrow. 2nd John. Motion carries. (15of 19 delegates present, total of 20 present.) We adjourned until Saturday morning. Saturdy morning 9:03 a.m. 12 of 19 delegates present, with a total of 21 present. Announcements: Sign up for the van to the airport Silent auction closes at 2 (15of 19 delegates present, with a total of 24) BATON/ROSE PETALS COMMITTEE Nancy moved to accept all of the recommendations made by the committee yesterday. 2nd Patti Discussion: Repeatedly we don't adhere to the headlines and it makes it difficult to get publications out on time. We need to approach our obligations to submit materials in a more businesslike manner. Motion carries. SCHOLARSHIP/GRANT COMMITTEE Madeline moved to create an alumni grant, the Esther Kellogg Schultz grant, to be given to an alumni member in good standing for professional endeavors with in a Phi Beta field. 2nd Carrie. Discussion: There was discussion in the committee to lower the amount of the collegiate scholarship - are we keeping it at $1000? National Council could meet and choose to give it at a lower level. The intent here was to set it up using her name, not specifically using only her money. The information would need to get out in the first Rose Petals of the year. There was much discussion at this point concerning funding for the collegiate scholarship, the percentage of investment interest we are using and our 501c3 funding percentage. (16of 19 delegates present with a total of 25) More discussion: Under these circumstances, we need to get more solvent. We are all doing very nicely without the grant. If we have this, it is an incentive to join. At this point in time, we are unsure of exactly were we stand because the bills for convention have not come in yet. The money we lose in Convention years is another item that needs to be addressed. Madeline called the question. 16 in favor 0 opposed. Motion carries. NEW BUSINESS: MACDOWELL FUNDRAISING: The concern was: if a donation is made in memory of someone, it should not be part of our National $1000 obligation to MacDowell. It was suggested that a cap be put on the amount a chapter could contribute in memory of someone, either percentage or a dollar amount. If you want recognition for Phi Beta, the funds must be made through Phi Beta, if you want recognition for someone else, you can't have it both ways. We should be listing the contributions in the publications. Nancy reminded us that this money was never intended to be paid by National. We decided to send $1000 every year and the chapters were to fund that amount. Any memorials made should not decrease a chapter's contributions. FINANCIAL RESTRUCTURING: Our investments are not at the heart of our 501c3 percentage problem, the problem is MEMBERSHIP. The investment interest is too high of a percentage in our operating expenses. If we continue to not meet the required percentage, we will have to start paying taxes. National Council has decreased their expenses in the past several years. They continue to work to reduce cost while maintaining operations. We don't operate like the larger fraternities because we can't. Our dues increase last convention helped our percentage move in the direction we need it to. Discussion about the Loyalty Fund. Delegates would like to see a better way of tracking the spending from that fund. The general membership doesn't understand what the fund is for. Cora is trying to work out how to report the spending from this fund in a manner that accurately reflects its transfer. (We took a break until 10:45) At 10:50, 16 of 19 delegates were present with a total of 23. Madeline moved that if a chapter gives funds in memorial that that amount be given in addition to National's $1000 commitment. 2nd by several people. Discussion: We did commit to $1000. MacDowell covers any additional costs for our cottage. How is our additional money going to be handled? Madeline amended her motion to include any individual moneys as well. 2nd Betty 10 Aye 3 nay Amended motion: If a chapter or individual gives funds in memorial that that amount be given in addition to National's $1000 commitment. No cap or expectation is given in the motion. Josh moved to strike the motion. 2nd Holly. Motion carries. GROWTH AND RETENTION: Elin broke us into small groups for 15 minutes. We were to come back with two ideas for growth and two ideas for retention. We returned at 11:34. GROUP 1: Invite prospects to events! Why can't we invite college students to these events? That alumni chapter would be a key contact. Collegiate growth: If you have public events, come up with a promotional flyer just to get Phi Beta's name out there. Put publications in lounges of schools and have contact information in every issue. Develop a brochure to hand out to people who are prospects. Don't forget to follow up with people. Persistence is key! Don't give up! Members can contribute to our organization just by doing the artsy things they are already doing. Distribute publications to teachers with large studios. GROUP 2: Use the Rose Petals as promotional materials. Scholarships on a local level. Effectively use our VP Alumni to find lost sheep. Sponsor a concert tour Encourage local chapters to do aggressive promotion. Re-evaluate your patrons. The only people who should be patrons of our fraternity are those who do not qualify for membership, or those who do not want membership. Too many of our patrons should be members! GROUP 3: Have a membership drive Make your chapter aware that growth is an issue Friends may or may not be target for growth Don't forget to program for your target audience. Be well prepared and well planned What are the events your chapter already does? GROUP 4: National could develop a sample postcard and brochure that local chapters could modify and use. Bring in an elected alum younger than you. VP Collegiates should send letters to graduating seniors. Have activities to keep people socially connected. Are there any restrictions on members? Elin has been told by other National Presidents that there are no longer any restrictions in NIMC. It was suggested that these items be posted on the website. We adjourned for lunch at this time. Saturday afternoon 2:05 17 of 19 delegates present with a total of 25 present Pi Iota reported that they are talking Phi Beta up to the choir that several of its members belong to. They have had a hard time getting people to respond to their scholarship. Pi Alpha Theta reported it is a major task keeping up with all of the scholarships offered by different organizations. They have had a hard time getting the board together to decide on new members. They simply don't have enough active people to get the work done. Pi Eta reports that they are most successful in recruiting Elin's friends. Phi reports that they have new rules on the campus. They can no longer promote Phi Beta, they are required to promote Greek Life in general. Capital University have pretty strict rules about joining Greek Letter Organizations. Dawn asked Elin what she did to get John on board. Elin invited John in early 2001. John already knew about Phi Beta because Elin speaks about it. Josh - we need to be talking to our "lost sheep" and asking them why they are not an active member. Use alumni databases from colleges and get on the phone. To recruit people, you must be a salesman. Pi Alpha Sigma reported that sometimes maintenance is an issue, that not everyone has understood what an Elected By Alumni is. There was much discussion about the difficulty in contacting graduates of collegiate chapters. We adjourned for a break at 3:00 Everyone was present at 3:29 when we began again. OPEN FORUM: Mary Gill and Jo Fisher worked with Tom Wopack and invited him to be an honorary member. It was asked what the Memorial Fund is used for and pointed out that we need a line item to show everyone how this money is being spent. Madeline moved that the Phi Beta treasurer accept memorial donations from chapters or individual members earmarked for the MacDowell colony and that these funds should be forwarded to MacDowell in addition to the $1000 yearly minimum upkeep obligation. 2nd by Barb There was discussion that the $1000 obligation was never intended to be paid by National, that the National organization makes up for what funds are not given by local chapters. It was also discussed that this would put an undo burden on National to make up for other chapter's lack of participation in the program. In favor: 4 Opposed: 9 Everyone else abstained Motion defeated Madeline moved that we do a 2 year alumni member drive which would include a one year dues waiver for all new members with a goal of 50 new members. 2nd by Carrie. Discussion: If we don't have these members we don't miss their money anyway. If every chapter gets 5 new members, we can meet our goal. Initiation usually includes 1st years dues. If they can afford it, why offer it? What about incentives? The motion was amended to read: that we do a 2 year alumni member drive, beginning 9/1/06 that would include free initiation and dues cost for the first year. Amendment was 2nd by Carrie and the Amendment carries. Discussion: The only people who should get a break are 1st year graduates. Everybody loves a bargain. Chapters need to consider local incentives. Does this make financial sense? Is this a mandatory program? Would it violate our bylaws to do this? At this point we voted on the amended motion with 8 Yea and 8 Nay with 3 abstentions. Discussion continued: This could benefit us if people have something to offer us. Holly moved that we send this topic to committee. 2nd by Cora 12 Yea 4 Nay The committee consists of: Roy Pilger, chair; Josh, Nancy, Mitch, John and Julia. John pointed out that with our 100th anniversary coming up, we should be thinking now about commissioning a piece for our anniversary. There are grants we could use to help us achieve this. We have not had any serious bids for our next convention. The Nominations committee recommended the following slate: President: Elin Torvik Vice President of Alumni: Carrie Fredrick Vice President of Collegiates: James Boyd Treasurer: Cora Willett Editor: Julia Frahm Dawn Pilger was nominated for President, which she declined. Mitch moved to close nominations. Nancy 2nd Nancy moved to accept the slate. Anne 2nd Yea 18 Nay 1 Slate accepted as submitted. Carrie reminded everyone that Cora and Elin will now be beginning their last terms according to our term limit bylaw. Madeline moved to adjourn Mitch 2nd.