Omega Delta Phi Alumni Association

Annual MeetingJuly 10, 2015

The Forum – SUNY Potsdam

Agenda

• Call to order• Attendance ( sign in)• Appoint timekeeper.• Moment of Silence for departed sisters.• Motion to accept minutes of July 2014 Annual Meeting• Officer Reports• Committee Reports• Old Business• New Business• Announcements• Motion to Adjourn

Minutes from July 2014

Posted on websiteMotion to accept and vote

Officer Reports 2015• President/Potsdam Rep• VP• CFO ( Motion to accept Annual Report)• Legacy Reps• House Advisor• Property Manager• Social• Website• Historian• Newsletter• Database

* Vacant positions – Clarkson Rep, VP for

President/Potsdam Greek Rep Report• • Called and Attended Officer and Trustee Board Meetings• 10/30,11/13,12/12, 12/22, 3/16,5/6,6/2• • Represented ODPAA at the following events:• Saratoga Picnic• SUNY Potsdam Regional Event in Syracuse• SUNY Potsdam Alumni Board Meetings ( October and April)• SUNY Potsdam Greek Life Board Conference Call and Organizational Meetings - July,

Sept ,Nov. 2014, April 2015 • • Maintained communications with the active house officers and Alumni Board.• Chaired meeting with actives in April on goals concerns and vision for the future of ODP.• Attended Bid Day events in September and the on campus Greek day celebration. • Recognized Greek alumni and undergraduate milestone events via Facebook.• Submitted articles and updates for the Key Connection and our webpage.• Submitted article on our July 14 philanthropy (Potsdam High School – Supplies Drive) to Potsdam

People and North Country Now.• Worked with all OPDAA officers on a regular basis via phone calls, message forums.• Worked with officers to merge old and newly approved components of the Constitution.• Set up second Omega Recording Session.• Set up July 2015 Philanthropy Project with Potsdam Central School.

Potsdam Greek Alumni Rep.• Prepared General Greek Life Report for SUNY Alumni Board Meetings.• Posted All Greek Council Minutes, Greek Life Board Minutes and Report for SUNY

Alumni Board for ODPAA Officers and Greek Alumni Officers via Facebook/Google Drive/Emails.

• Shared SUNY Potsdam Greek Life Fall and Spring Reports with ODPAA officers and Greek Alumni Officers.

• Shared AGC Target goals and new programs developed in response to the Task Force with ODPAA and Greek Alumni Officers.

• Maintained regular communication with Julie Dold, Greek Life Coordinator.• Maintained regular communication with Mona Vroman, Alumni Director SUNY

Potsdam.• Maintained contact with other Greek alumni association Presidents.• Recognized Greek alumni and undergraduate milestone events via Facebook.• Selected as a panelist for Greek Alumni Panel tomorrow during Greek Lunch.• Reunion Volunteer for Greek Lunch.• Established a new Facebook Page - SUNY Potsdam Greek Alumni as an informational

forum for positive Greek news, events and milestones. Alumni need a consistent news source.

• Advancing Greek participation in SUNY Alumni Events – donation of Raffle Basket by

ODPAA to the Alumni Scholarship Raffle.

In Kind Donations• 8 Conference Calls – average 90 minutes @$15 /hr. - $180• Bi weekly phone calls with the ODPAA Vice President: –Thursday nights - approximately 45

minutes each ($15/hour x = $293) College business, ODPAA, Actives, GAC/GLAB• Greek Life Board meetings and calls – 6 hours @$15 • Email, postings ( OPDAA, Greek Life Board, Related Greek Activities) – 8 hours per month

( July – June) 96 hours@ 15 - $1440• Event Travel:• July 2014 Reunion and Meeting – housing( $98) meals ($100), mileage (300 x .56 - $168),

misc.($100)• Saratoga Picnic – mileage 140 $39• SUNY Potsdam Regional – mileage (200 x .56 -$112), event ticket($25)• SUNY Potsdam Alumni Board & Bid Day ( fall) mileage 300 x .56 -$168 , meals ($50), time

(11 hrs.@$15 - $165 )• SUNY Potsdam Alumni Board & House Meeting (Spring) mileage ($168), meals $30), time

(9 hrs. @ $15 -$135 )• Founders Day - mileage ( $41) meals ($20)• • Total for year - $3,422•

Raffle Basket Acknowledgement

• Annual Report of the Vice President• Omega Delta Phi Alumni Association• 2014-2015• INTRODUCTION:• It was my pleasure to serve as First Vice President of the ODPAA this year. I look forward to continuing

my term and endeavor to do that which is required of me for the good of the order.• CONSTITUTIONAL DUTIES:• I assisted the President in the performance of her duties to the ODPAA this year through attendance at

all but one meeting, for which I was excused. • Regular phone calls with the ODPAA President (average of 2/month) to keep apprised of the latest with

the House, the Association, the GTF, and GAC and any other issues that might arise, and any other tasks she needed assistance with.

• Assisted in merging of ODPAA Constitution updates into the existing Constitution after they were accepted by vote of the membership. A HUGE shout out to CHRIS MARTINELLI for her HOURS of work on this project. Much remains to be done, and she and I have many suggestions regarding additional tweaks and clarifications that need to be made.

• ADDITIONAL TASKS:• Coordinated Alumni Weekend 2015• Secured Townhouse accommodations for Alumni Weekend• Frequent contact with the Active House through text, email, phone calls, and in person• Continuing to seek a vendor willing to take on the “Blazer Project”• • As always, I serve at the pleasure of My Sisters.• Respectfully Submitted,• Lois J Little • ODPAA 1st Vice President

• In-Kind Donations • • Travel:• July, 2014: Annual Meeting of the ODPAA (430 miles RT) + meals • • • TOTAL MILES................................................ 430 (@ .56/mile = $241.00 + meals)• • Meetings: I attended all but one ODPAA meeting. These meetings average 90 minutes each. (Approx. 10

hours of meeting time at $15/hour = $150)• October 30, 2014• November 13, 2014• December 22, 2014• March 16, 2015• May 6, 2015• June 2, 2015• • Regular phone calls with the ODPAA President: – Usually every other Thursday night - approximately 45

minutes each ($15/hour x = $293)• Numerous and frequent “informal” e-board discussions usually via Facebook chat (Priceless)• Coordination of Annual Reunion: • approximately 30 hours through the year, plus “on call” the entire 84 hours of the event• (114 hours x $15/hour = $1710)• • •

VP Recruiting and Membership –Chris La Fleur MartinelliVoting Coordinator

Report for July 2015 Annual Meeting• Overview:• Two separate voting periods were held in 2014. • The first was held in November to vote on three proposed Constitutional Amendments. The proposals were developed and

presented by an ad hoc Constitution Review Committee at the Annual Alumni meeting in July 2014 and included the following: • Addition of Non-Discrimination Language• Addition of Anti-Hazing Language• Reorganization of Officer/Board Structure • All three proposals were approved for adoption. • Following the November vote, nominations for all Officer positions were solicited. • Nominations were received and accepted for 7 of the 12 elected positions. No position received more than one nomination; all

nominees ran unopposed. • Nominations were also received and accepted for 8 of the 11 appointed positions. Names of the nominees were forwarded to the

Officers following the election. • The election period closed on 12/19/15.

• Logistics and Numbers:

• Voting was held via Survey Monkey’s website.• The fee for a basic plan that met the needs of ODPAA’s voting process was $26.00 per month.

• Funds for the monthly fee were donated by Chris LaFleur Martinelli for four (4) months totaling $104.00(. In Kind Expense)

• • Voting instructions and invitations were emailed to all paid Alumni Association members (107).

No one requested to receive a paper ballot via U.S. Mail (although this option was offered). • 42 responses were received for the November vote.• 54 responses were received for the December election. • 50 + Emails were sent to members over a 4-month time period by the Voting Coordinator.

(Notifications, invitations, reminders, results, nominations, etc.) Cindy Dylis Wilson, Newsletter Manager, sent several emails to all Alumni to remind everyone that only paid members could vote. Anne Marie Barletta, Chair of the Constitution Committee, posted a series of frequently asked questions to the ODPAA Facebook page regarding the proposed amendments. Anne Marie also facilitated a conference call in September for members to discuss the proposals.

• Respectfully submitted,• Chris LaFleur Martinelli, Voting Coordinator 2014

Recruiting & MembershipReport for July 2015 Annual Meeting

• (Data as of 7/5/15)• Total Number of Sisters including Active Members: 912• Total Number of Alumni: 891• Number of Sisters on Missing List: 278• ODPAA Facebook Members: 447• • Alumni Association Paid Members:• • 2013 85• 2014 107• 2015 89• 2016 14• • Notes regarding shifts in Alumni Association Membership:• • 31 Sisters have not renewed that had paid in 2014• 17 "new" Sisters have paid for 2015• 2014 was an election year and included major amendments to the Constitution• Data provided by Margaret Saunders, Database Coordinator

CFO Report – Year To Date

CFO In Kind Donations*

* 30 Hours on CFOduties

Legacy & At Large Representatives

• Louise Centofanti Lamby – 60’s*• Nancy Bohenk Jones – 70’s*• Bethanne Crowder Hutchinson – 80’s*• Suzanne Wietecha – 90’s*• **No reps at this time for 00’s, 10’s

• Anne Marie Barletta – At Large Rep *No reports at this time.

Alumni Advisor & Actives ReportDonna Maniet Deruchia

• Omega Delta Phi• New Members and Summary Fall 2014-Spring 2015 • Member: Hometown:• Alexandra Gokey Stony Point, NY• Julie Jansen Fayetteville, NC• Molly Grant Croton, NY• Jessica Cyr Fort Bragg, NC• Starr Ortiz Mamaroneck, NY• Yalisha Colon Sloatsburg, NY

Activity Summary 2015 – 16

• Received Bronze Award for Relay for Life• French Toast Fundraiser for Relay for Life• Participated in Dance-A-Thon• Bottle drive fundraiser for the house• French Toast Fundraiser for the house• Out of the Darkness Suicide Awareness walk• SUNY Potsdam Welcome Weekend• Stop the Hate Campaign in support of a Potsdam faculty member• Each sister is a volunteer at the Potsdam Humane Society• Screwed in the living room composites • Cleaned out the gutters• Painted the back steps• Planted flowers and mulched out front• Potsdam Pride Parade• New windows in the dining room• Town Clean-up• New letters on the house• Painted Third floor bathroom white• Sisters attended Greek Scholarship Reception • ISC Sorority bonding scavenger hunt• Greek Week, Taylor Faiella received Sorority Woman of the Year• 2 sisters elected to ISC Eboard, Amy Gonzalez President, Lindsey Waring Junior Rush• 2 sisters elected to AGC Eboard, Sara Erwin Academic Chair, Kristin Canjura Service Chair

Property Manager Report – Carole Lauzon Raymonda

• FURNACE

• On June 9th, Katie (House manager) and I met with Barry Collins, my furnace person, to go over the heating system.

• He was there for 2+ hours and did not charge anything.

• Verbally reported stating the furnace is sized correctly for the house and number of heating units. Advise us to call Aeon since they were the installer.

• Aeon came to the house September 9th: Furnace WORKS!!!!! All 25 heating units had the antifreeze replaced and units were “charged”. Pieces on the furnace were replaced and repairman was there for 4 hours and charged OPDAA $1389.69 for repairs. Recommended all bleeder valves to be replaced.

• 10/31/2014 Aeon came to the Omega House and replaced 22 bleeder valves and were there for 2 hours. Adjusted the heat flow throughout the house. OPDAA $340.20.

• DINING ROOM WINDOW REPLACEMENT

• I advised the OPDAA board that the dining room window needs replacing as the moldings are rotten and it is a safety hazard.

• Sent form to the house inquiring about their finances as they took out a $15,000 loan and there seems to be no money available for repairs.

• I obtained 3 bids. Submitted bids to the board. Decided to work with Lowe’s as Donna Derushia husband works there and we could get a discount.

• Still no info from the active house as the house treasurer was the pledge mistress and did not have a “system” in place for fast retrieval of information.

• Windows will be obtained and the house will have them installed as Katie’s uncle was going to install them.

• Windows arrived and so did the SNOW!!!! It never stopped! Katie’s Uncle kept putting off the installation.

• Monday, March 9th, a huge icicle crashed thru the living room window. Text from Katie at 11:30 am. I called Mark Fischer. He immediately went to the house and boarded it up. He stated he would install the dining room windows when he installs the living room window. Mark also stated the back door to the house was wide open! He closed it but thought I should be informed.

• Tuesday, April 14 th, the windows were installed

• SQUIRRELS

• January 4th, phone call from Taylor and Katie Africano. Squirrel on the 3rd floor. They wanted me to leave my family (up from North Carolina and Rochester) to come and get the squirrel. I told her no and to call her “sisters” but she called the cops!

• 2/3 Met with Keith Peterson – pest exterminator – he does not do repairs or climb a ladders. Found out he is not insured but will get insured for the job for an extra $1200.

• 2/4 Met with Jock’s Pest Exterminators – come highly recommended and they climb and do all repairs.

• 2/5 Orkin refused to come as they submitted bids but they were never acted upon. They stated to add $1000 to last year’s bid.

• Finally got all the required information from the house and bid given to Jock’s Exterminators to start on June 13th.

2013/2014 2014/2015

Trips to Omega 48 23

Number of phone calls 10 4

Number of Text messages 258 123

In Kind Donation $4578.08 $1857.26

•NCSS

•Only 3 alarms this year (7/4/15 – dead battery in sensor, 3/9/15 – door ajar; 8/16/14 – door ajar) •Last year – low temperature alarm installed by the drafty dining room window and I would get a phone call nightly at 2:10 am. After a few days of this; the alarm was moved to inside wall by the door to the kitchen.

Social Network Manager – Suzanne Feener Johnston

• The Omega Delta Phi Sorority alumni LinkedIn professional networking group has 102 members.

• The Omega Delta Phi Alumni Association Facebook page has 212 "likes"

• There is not much activity on LinkedIn, but any group member can see the city and current job title and employer of all group members, so it's still a valuable networking tool.

• There is only activity on the Facebook page when a milestone occurs (i.e. new members get in, reunion) or if I notice a regional reunion or personal milestone of a member (i.e. wedding). If anyone would like something publicly shared on that page they should email me:

• suzannefjohnston@yahoo.com

Continue to work with Margaret Saunders as she reports found sisters and remove their names from our missing list.

Will be working with Cindy Wilson on a mailing list program so she can streamline distribution of the Key Connection.

Assisted Lois Little with Reunion Weekend registration and shirt order form.

Posting all pertinent documents that are received.

Website Manager Report – Robyn Rebeor Harper

Historian – Terry Miklitsch Kinstrey

Newsletter Manager Cindy Dylis Wilson

• Newsletter Editor sent out 17 eblasts this year and one 23 page Key Connection.

• We currently have almost 450 email contacts.

• Cindy and Robyn are looking into transferring our email service provider to one that better fits our needs, providing a faster service with less input during email broadcasts

New Business

• Advancing Alumni Engagement Opportunities with Potsdam.• Appointment of Chair and Committee for 55th Reunion.• Appointment of Finance Committee .• Vacant Offices and volunteers to fill positions.

VP – Development & Fundraising00’s Legacy Rep10’s Legacy Rep

• Implementation and function of new Constitutional changes discussion.

Alumni Opportunities

• Engagement with The College- crucial to Greek Life.

• Maintain high profile – built over the years.

• Women in Leadership Program• Volunteering – workshops

– Regional Events– Serving on College Alumni Board– Attend Regional Events– Talk to college officials this

weekend

Setting a positive example for Greek Life

in the Potsdam Community

Reunion Directors And Committee

• Led by 1st VP as the lead for the Events Committee.

• Multiple Directors to be named.• Plan and execute all activities for the 55th

Reunion Celebration.

Finance Committee

• Pg. 19

VP Development• The Vice President, Development / Fundraising, serves as a key leadership team member and as an active participant in making strategic decisions affecting the

operation of the Omega Delta Phi Sorority Alumni Association. In partnership with the Board or Trustees and President, this position is responsible for all Association’s development and fundraising activities of the Association.

• Goals • The Vice President, Development / Fundraising will forge relationships and develop programs to build the Association’s visibility, impact and financial resources,

recognizing that development activities goes beyond raising financial resources but also includes the Associations visibility and impact. • Responsibilities / Tasks • Leads all Fundraising Committees • Design and implement the infrastructure needed to grow the Alumni Association budget through the solicitation of individual gifts, major gifts, and special events. • Oversees all fundraising events, working with Fundraising Event Directors. • Work closely with the Chief Financial Officer, Vice President Membership Recruitment / Retention, Social Networking Manager, and Database Manager in order to

fulfil the goals of this position. • Work to expand and diversify our donor base/pipeline and work closely with other team members to secure funding for new initiatives or fundraising efforts. • Define fundraising initiatives for scholarships, alumni awards, and building funds. • Work closely with the Trustees and other teams to secure funding of new initiatives, encouraging their active participation. • Collaborate with the Chief Financial Officer and Finance Committee to develop and implement an Association financial strategy. • Work with the Database Manager to record donor information and to extract donor analysis information. • Record and monitor all donor information. Provide and present statistical analysis to the Board of Trustees and senior leaders, e.g. average donation, donor

demographics, etc. • Identify, develop and mentor a Development team Fundraising Event Managers. • Create and/or maintain a uniform Development handbook including guidelines, ideas, and suggestions for future Development leaders. • Prepare a Year End Summary of Development/Fundraising activity; present it at the Annual Alumni meeting and published it thereafter for the entire membership. • Vice President – Development / Fundraising shall assume all of the duties of the President upon the absence, resignation or disqualification of the President, Vice

President and Vice President – Membership Recruitment and Retention.

• Completion of Position • Review position responsibilities with the new Vice President, Development / Fundraising. Provide a written note to successor and any other materials developed

during their tenure, including a uniform Development / Fundraising handbook with guidelines, ideas, and suggestions for future Vice President, Developments. In addition, the Vice President, Development / Fundraising will transfer all documents

Legacy Rep’s – 00’s, 10’s

• G. Legacy Representative • Legacy Representatives….

Incomplete Areas in Newly Adopted Constitution

• Social Event Director The Social Event Director…

• Newsletter Manager The Newsletter Manager will…

• House Advisor The House Advisor will.. …redundant position left blank? • Fundraising Event Director The Fundraising Event Director… • . At-Large Legacy Representative The At-Large Legacy Representative will…• Legacy Representative Legacy Representatives will…

• Work on revisions to rest of document for presentation at the July 2016 Annual Meeting prior to vote by the paid membership

Gallery

Fall 14 Bid Day/Spring 15 Bid Day

SUNY Potsdam Women’s Mentor Program

Recognition Day 2015 Events

Saratoga Picnic - September 2014

SUNY Potsdam Alumni Regional Event – Syracuse 2014

Our Newest Alumni – Congratulations to the Class of 2015

Announcements & Motion to Adjourn