Panhellenic Council Meeting Minutes September 10, 2015 Informal Meeting Officer Brianna Nikki Molly Kammie Ashley Hanna Briona Excused Absences 0 0 0 0 0 0 0 Unexcused Absences 0 0 0 0 0 0 1 The regular meeting was called to order by President Brianna Werner at ​
5:30pm in CSU 238. ❖ Reciting of the Panhellenic Creed ❖ Reading of the Greek Mission Statement ➢ Read by: President Brianna Werner The roll was called by Vice President of Council Management Nikki Kramer. A quorum was present. Roll Call: ❖ Alpha Sigma Alpha ­ yes ❖ Alpha Chi Omega ­ yes ❖ Gamma Phi Beta ­ yes ❖ Sigma Sigma Sigma ­ yes Guests: ❖ ​
Previous Minutes: The minutes of the ​
September 3rd, 2015 ​
meeting were approved as emailed. Open Forum: ❖ None Executive Reports: VP of Council Management­ Nikki Kramer ❖ Contact Information ➢ Email: ​
[email protected] ➢ Cell #: (320) 583­8515 ❖ Office Hours ➢ Wednesday 11:00am­12:00pm with Colby ➢ Wednesday 12:00pm­1:00pm ❖ The off­weeks this semester are: ➢ Sept 24: PHC exec will host. ➢ Oct 22: no meeting ➢ Nov 26: no meeting ❖ Presidents please let me know if you provided food or $75 for the recruitment counselors during recruitment as well as what recruitment counselor and chapter fee infractions occurred so I can charge your chapters accordingly. I am working on putting together those invoices with the member dues. VP of Recruitment­ Molly Polzin ❖ Contact Information ➢ Email: ​
[email protected] ➢ Cell phone: (507) 581­4344 ❖ Office Hours ➢ Thursday 10:00am­10:50pm ➢ Thursday 1:00pm­1:50pm ➢ By appointment if anyone wants to meet with Chris and I. ❖ Recruitment Roundtable will probably be mid­late October. ➢ Thinking about pairing with Vice President of Marketing and Public Relations and doing more of a Recruitment Workshop. ❖ Working on a Post­Recruitment Survey for Chapters. Keep an eye out for an email. It is getting finalized between John and I. There will be three different surveys sent out. ➢ One for the recruitment chairs. ➢ One for the new members that accepted a bid and joined a chapter. ➢ One for the individuals that withdrew from the process or did not accept a bid from a chapter. VP of Member Education and Development­ Kammie Beyer ❖ Contact Information ➢ Email: ​
[email protected] ➢ Cell phone: (320) 287­1622 ❖ Office Hours ➢ Thursday 4:30pm­5:30pm or by appointment ❖ Education Roundtable is tonight, Thursday, September 10th from 8pm­9pm in CSU 204. ❖ New Member Workshop is on Tuesday, September 15th from 9pm­10pm in AH101. ➢ We will schedule a second workshop later in the semester for those who are unable to attend. ➢ I emailed all your new member educators about this, but a reminder may not hurt. VP of Marketing and Public Relations – Ashley Brittain ❖ Contact Information ➢ Email: ​
[email protected] ➢ Cell phone: (262) 391­6912 ❖ Office Hours ➢ Monday 3:30pm­4:30pm with Steven ➢ Tuesday 3:40pm­4:40pm ❖ There will be a thank you card going around for our graphic designer Nolan for all of the work he did for recruitment! ❖ Just want to remind everyone of the social media policy that we put in last semester. It will be attached to the minutes sent out! ➢ Please go over this with your chapter. It was passed last semester for the entire year. ❖ I am working on making circle of sisterhood shirts! ➢ If you have seen any cute ideas please send them my way. VP of Community Service and Philanthropy­ Alex Simonieg ❖ Contact Info ➢ Email: ​
[email protected] ➢ Cell phone: (701) 590­3404 ❖ Office hours ➢ Tuesday 12:00pm­2:00pm with Zach Gunby ❖ Blood Drive is Wednesday, September 30th ➢ For tabling volunteers, your community service chair received an email. ■ They will receive another email for volunteers for the day of the blood drive. ■ Sororities will be tabling September 15th and fraternities will be tabling September 17th. ➢ Free haircut coupon to those who donate blood in the month of September. ➢ If you have recently gotten a tattoo you are still able to donate if you got the tattoo in Minnesota. ❖ Circle of Sisterhood is October 29th at 7:00pm in the Wiecking Auditorium. ❖ Dance Marathon ➢ Donor drive is up! http://events.dancemarathon.com/index.cfm?fuseaction=donordrive.event&eventI
D=857 ➢ Make sure you have a captain for your team and everyone starts to register. ➢ National Dance Marathon Day is October 9th ❖ October 31st ­ Rake the Town ➢ Community Wide Effort to get out and Rake the Town for elderly, disabled, and those who cannot get out and do this themselves. ➢ Time: 9:00am­4:00pm ➢ Free chili lunch afterwards. ➢ It would be a great opportunity to team up with another chapter or to do as a sisterhood. ➢ https://www.vinevolunteers.com/events/vines­rake­the­town ■ You do need to register ahead of time. ➢ I will email this opportunity out to your community service chairs as well. VP of Risk Management­ Hanna Peterson ❖ Contact Info ➢ Email: ​
[email protected] ➢ Cell phone: (952) 913­7403 ❖ My Office Hours: ➢ Monday 12:00om­1:00pm ➢ Tuesday 12:00pm­1:00pm with Connor ❖ Thank you to everyone who came to sober monitor training. It was a really big success. ➢ Connor and I will have the list of members attended in a week or two. VP of Conduct Review­ Briona Thomson ❖ Contact Information ➢ Email: ​
[email protected] ➢ Cell phone: (507) 381­8718 ❖ Office Hours ➢ Thursday 3:30pm­4:30pm ➢ Thursday 4:30pm­5:30pm ➢ Or by appointment. President­ Brianna Werner ❖ Contact Information ➢ Email: ​
[email protected] ➢ Cell phone: (763) 647­8046 ❖ Office Hours ➢ Tuesday 11:00am­12:00pm ➢ Thursday 11:00am­12:00pm ➢ Or by appointment with Na ❖ All Greeks ➢ September 29th in the Ballroom ■ 9:00pm social time, 9:30pm start ➢ October 27th Ostrander­ Basket Auction ■ 9:00pm social time, 9:30pm start ➢ November 24th Ostrander ­ Greek Graduation and Forms ■ times tentative ❖ Greek Week Co­Chair applications due tonight → September 10th ➢ Applications: small letter of intent including your semester schedule, workload, campus involvement, etc. ➢ Exec will be making a decision and will have that back by September 17th. Asst. Director of Student Activities for Greek Life­ John Bulcock ❖ Don’t forget to pick up your tickets for the Homecoming concert on October 9th with Jerrod Niemann in the Student Activities Office. The concert will be held in the Myers Field House. ➢ More than ⅔ of the student tickets are already gone. $15.00 guest tickets are expected to sell out tomorrow. General public tickets are $22.00. ❖ RSO Recognition Deadline is Friday, September 18th. ➢ If you do not re­register you will lose any room reservations and priority reservation opportunities so please re­register. ❖ RSO President Dinner is on Sunday, September 20th from 4:00pm­6:00pm. ➢ This is mandatory for re­recognition of your RSO. ➢ Presidents should have received an email about that. ❖ Election Day is Tuesday, November 10th. No meetings or classes held 6:00­9:00pm. ➢ Please cancel any rooms you have booked for this day if scheduling has not already canceled them. ❖ Please be sure New Members update OrgSync profiles and join your chapter’s OrgSync portal. They need to put phone numbers in! ➢ If you get a chance during chapter meetings have all members update this information and ensure phone numbers are on orgsync. ​
Unfinished Business: ❖ Bylaw Amendment regarding Campus Total ➢ ARTICLE VII: ADMINISTRATION OF MEMBERSHIP SELECTION (RECRUITMENT) ➢ SECTION VII – CAMPUS TOTAL 7.1​
Panhellenic will review ​
Campus ​
Total annually, ​
raising​
​
adjusting ​
Total to the average chapter size​
, using chapter membership numbers immediately following the Fall ​
​
72 hours after​
Formal Recruitment ​
process, and not including any new member joining through Continuous Open ​
Bidding​
​
Recruitment​
(COB). The change in Campus Total, if any, will be effective immediately and formally announced at the Panhellenic Council meeting immediately following the completion of Formal Recruitment ​
(​
September 3, 2015 ​
March 20, 2014​
). ➢ ARTICLE IX: NATIONAL PANHELLENIC CONFERENCE ➢ SECTION I – EXTENSION 1.1 When all National Panhellenic Conference member fraternities at Minnesota State University, Mankato are close to or over Total the Panhellenic Council may petition the National Panhellenic Conference to open the campus up for expansion. It is up to the NPC whether or not to allow campus to open up. ​
This discussion shall take place alongside the total review discussion at the end of formal recruitment every fall 1.1 Extension is the process of adding an NPC women’s sorority. The Minnesota State University, Mankato Panhellenic Association shall follow all NPC Unanimous Agreements and NPC extension guidelines found on the NPC website and in the Manual of Information. 1.2. Voting rights: Only regular members of the Panhellenic Council shall vote on extension matters. ❖ President (Brianna Werner): I would entertain a motion to discuss the bylaw amendment regarding campus total. ➢ Sigma Sigma Sigma Delegate (Haylee Sieben): So moved. Gamma Phi Beta Delegate (Tiffany Maunu): Second. ➢ Sigma Sigma Sigma Delegate (Haylee Sieben): We thought the corrections were fine, it was just a little wordy. We think this bylaw should pass. ➢ Gamma Phi Beta Delegate (Tiffany Maunu): We agree with Tri Sigma. ➢ Alpha Chi Omega Delegate (Kacey Slattery): I move to vote on the bylaw amendment regarding campus total. ■ Gamma Phi Beta Delegate (Tiffany Maunu): Second. ● Motion passed with a 4­0. ❖ PHC Review Sheets ➢ These sheets will be handed out with the following questions: ■ What you would like to see done this semester vs. last? ■ What you would like us to work on? ■ What you think we can let go of that we did last semester? ➢ These will be emailed out to delegates. New Business: ❖ Homecoming Alumni Event ➢ President (Brianna Werner): I would entertain a motion to discuss the homecoming alumni event. ■ Gamma Phi Beta Delegate (Tiffany Maunu): So moved. Sigma Sigma Sigma Delegate (Haylee Sieben): Second. ➢ Vice President of Member Education and Development (Kammie Beyer): This event was something I really wanted to do and it was allocated for in the budget, however it has deemed more difficult to do with not wanting to conflict Alpha Chi Omega’s 50th anniversary events and locations being unavailable for us. We have hit a dead end, so my proposed solution is to do a Greek alumni table at the alumni pancake breakfast Saturday morning before the parade and give out the alumni pins, sell the 50th anniversary books, and possibly hand out newsletters. I was hoping to hear your thoughts on this new idea. ➢ Gamma Phi Beta Delegate (Tiffany Maunu): The original idea was to do an event at Jake’s Stadium Pizza correct? ➢ Vice President of Member Education and Development (Kammie Beyer): Yes, but that will not work out. ➢ Sigma Sigma Sigma Delegate (Haylee Sieben): I think that this is a good idea and would work just as well. ➢ Assistant Director of Greek Life (John Bulcock): I would suggest using some of the money allocated for this event to purchase more lapel pins to ensure there is enough for both alumni that attend as well as those graduating this fall and spring. ➢ President (Brianna Werner): Seeing no more discussion, I would entertain a motion to vote on adopting this new idea for the homecoming alumni event. ■ Sigma Sigma Sigma Delegate (Haylee Sieben): So moved. Alpha Sigma Alpha Delegate (Lexi Stauffacher): Second. ● Motion passed with a 4­0 vote. ❖ Community Wide Service Event ➢ President (Brianna Werner): I would entertain a motion to discuss the community wide service event. ■ Alpha Sigma Alpha Delegate (Lexi Stauffacher): So moved. Alpha Chi Omega Delegate (Kacey Slattery): Second. ➢ Vice President of Council Management (Nikki Kramer): Order of Omega is once again doing Greek wide community service events. They will be continuing the pop tab drive and doing an armed service project. They would like the opinions of the chapters of which of the following two ideas should be implemented as well. ■ Teddy Bear Drive for a Hospital ● Teddy Bear Toss at Hockey Game in conjunction with Athletics. ■ Big Brother/Big Sister night at a game paired with Athletics ● Free tickets for little brothers and sisters. Pizza party between games (boys and girls basketball games). Meet and greet with players. ● Opportunity for the YWCA to recruit and for good publicity on the Greek community side. ➢ Alpha Sigma Alpha Delegate (Lexi Stauffacher): I like the big brother/big sister idea but both are good ideas and I think our chapter would participate in either. ➢ Alpha Chi Omega Delegate (Kacey Slattery): We really like the big brother/big sister idea as well. ➢ Gamma Phi Beta Delegate (Tiffany Maunu): I think that hockey games are more popular for Greeks to go to and it is easier to go buy a teddy bear so we should do the hockey game option. I think the children would really like that. ➢ Sigma Sigma Sigma Delegate (Haylee Sieben): I move to table this until next week to discuss this with our chapters. Alpha Chi Omega Delegate (Kacey Slattery): Second. ■ Motion passed with a 4­0 vote. Chapter Reports: ❖ Alpha Sigma Alpha ➢ Tonight we have our first COB event. ➢ We are excited for our retreat in 2 weeks. ➢ Our new members pick their bigs this weekend. ➢ We are excited for spagammie tomorrow. ❖ Alpha Chi Omega ➢ We had first sisterhood last night and it was a fondue party. ➢ We would love to do exchanges with all of you ladies so hit up our social chair. ❖ Gamma Phi Beta ➢ Spagammie is tomorrow, Friday, September 11 from 12:00pm­4:00pm. ■ 415 S. Broad ➢ We have our first sisterhood retreat tomorrow night! ❖ Sigma Sigma Sigma ➢ We are excited for all of our social exchanges this semester. ■ We have an exchange with TKE tonight. ➢ We voted in a sister who transferred from Winona. ➢ We are excited to get to know all of the new members in the Greek community. Announcements: The following announcements were made: ❖ Molly Polzin: Gamma Sigma Alpha applications are open on Orgsync now under forms! ➢ They will be open till 11:45pm on Tuesday, October 27th. ■ 3.5 GPA within junior/senior semester or cumulative ■ Really great resume builder! ■ We are currently 5 members strong so we would love to expand!! ■ I will be letting presidents know that we will not only be accepting applications, but names from them with members who they believe excel academically. ❖ Ashley Brittain: I am an intern working for Mankato Marathon and we are looking for volunteers for October 17th­18th. There are hour slots that you can sign up for. Just please do not sign up during ULead on October 18th. The next meeting will be Thursday, September 17, 2015 at 5:30pm in CSU238. Meeting Adjournment: The meeting adjourned at ​
5:55pm. ​
Alpha Chi Omega Delegate (Kacey Slattery): Second. Nikki Kramer, Vice President of Council Management