National Council Quarterly Report October 1, 2009 to December 31, 2009

Finance

• Planned annual investment plan review meeting with the Sorority’s Investment Banker; actively monitored investment accounts with the Sorority’s broker.
• Approved the 2007-2008 Financial Statement and continued to work with Mauldin & Jenkins on the 2008-2009 financial statement and implementing best practice accounting procedures.
• Continued to work on debt collection; placed 13 chapters on financial poor standing for long-term documented debt to the Sorority; continued pursuing Ignite! through legal means for funds owed the Sorority.
• Instituted national discount contracts with Enterprise Rental Car, Alamo Rental Car, and National Rental Car.
• Adopted corporate financial resolutions; accepted the Chase Bank proposal to finance Headquarters building mortgage.
• Wrote-off the long-term debt totaling $1,118.94 of eight individuals because of lacking documentation.
• Renewed our contract with MJ Insurance to provide liability, director & officers, umbrella, and public relations insurance and services with the Sorority.

Programming

• Began developing the 38th National Convention educational program options after surveying the membership and National volunteers for priority areas.
• Received proposal from Kalamazoo Regalia for standardized ritual items
• District President and Educational Consultant Programming for the 2009-2010 year focused on personal safety. Three programs delivered – Tau Honor Council Mock Trial, The People’s Burn Foundation – College Fire Survival, and Crisis Management Plan training with applied knowledge from the PBF DVD.
• Hosted three adviser training calls/webinars and five collegiate chapter officer training calls/webinars.
• Updated Officer Resources to reflect Weekly Business Meeting Programming and updated the online Learning Center on the National Website.
• Revised Annual Membership Examination to reflect Collegiate Chapter Weekly Business Meeting Programming.
• Published articles in monthly Alpha Sig-Nal on topics related to ritual, scholarship, risk management, and recruitment.
• Devised and published a cultural component to the Collegiate Chapter Weekly Business Meeting Programming.
• Developed and distributed the Alumnae Association Recruitment Plan.
• Hosted conference call workshop with Hope Group and expansion area contacts regarding the alumnae expansion process.

Growth

• For 2008-2009: 1207 new members (3rd record year of growth), 3187 initiated members; 38% decrease in membership termination.
• Approved the application of three alumnae affiliate candidates and worked with candidates and chapters to complete the affiliation process.
• Developed and accepted a proposal for placing new chapters into the district structure.
• Alumnae team working with eleven Hope Groups, targeting four to petition this spring, and thirteen potential expansion areas.

Membership Outreach and Services

• National Council members visited four collegiate chapters and two alumnae associations. Council members met with members of the Delta Upsilon Chapter and Tampa Alumnae at the NPC Session in Tampa, Florida.
• Hosted four Regional Leadership Workshops (RLWs) in the Fall of 2009 - Epsilon Theta, Gamma Theta, Zeta Tau, and Gamma Xi. Collegiate and alumnae registration for the RLWs was 355.
• District Presidents conducted six chapter visits. Educational Consultants conducted 20 chapter/colony visits.
• Worked with Affinity Consultants and Facebook to protect our brand from unauthorized use; enacted the Ritual and Ceremonials Committee to research and develop an action plan to protect our Ritual Services from unauthorized use.
• Implemented a revised CEP electronic survey program with over 95% of chapters responding; compiled report information; distributed content links to National volunteers as needed.
• Produced two alumnae mailings to Baltimore and Denver alumnae.
• Sixteen of nineteen alumnae chapters and clubs submitted the 2009 alumnae association mid-year report.
• Alumnae association leaders and members surveyed regarding headquarters database needs and programming for the 2010 National Convention.
• Completed the 2010 Alumnae Directory project. 1112 directories were sold and over 6000 alumnae updated their contact information. Distribution to be completed in January 2010.

Headquarters Staffing and Operations

• Prepared and approved an employee compensation plan.
• Conducted mid-year Educational Consultant Training; opened a search for two Educational Consultants.
• Headquarters Transition Committee researched financing options and recommended a plan to the National Council; had the building inspected and repairs made; filed all necessary paperwork with the State of Indiana to conduct business and for closing; completed the purchase of 3334 Founders Road, Indianapolis, IN; negotiated a lease with R.O. Whitesell to rent unused office space; and continued developing/updating a transition timeline and action plan for the Headquarters Transition.

Communications

• Conducted three Town Hall Meetings on the Headquarters location evaluation/decision, building purchase, staff, and financial impact.
• Produced the Fall 2009 edition of THE CREST; preparing the Winter 2010 edition.
• Produced Fall/Winter 2009 edition of THE ANCHOR; preparing the Spring/Summer edition.
• Distributed three issues of the Alpha Sig-Nal.
• Upgraded additional website infrastructure services, eliminating website failure; updated/created/eliminated email distribution lists.
• The Headquarters Software/Hardware Analysis Committee completed a membership survey evaluating the hardware and software needs of the Sorority to support the membership, specifically looking at: the membership database; on-line reporting; various communications and financial software; single source data entry; multi-program integration; and required hardware and security, back-up and archive programs. SHAC met three times, developed: priority action items, list of potential vendors for each sector of IT support, working from preliminary interviews began in-depth discussions on service needs and priorities.
• Conducted two membership surveys to determine event and program interests at the 38th National Convention.
•  Implemented GoToMeeting as our webinar vendor.
• Developed and published an Alpha Sigma Tau National Visit/Travel Calendar as part of Google Calendar.

Panhellenic Community

• The NPC Delegation, Executive Director and National President attending the NPC Session Meeting in Tampa, Florida October 7 to 11, 2009. Honored Mrs. Mary Louise Doyle, Theta, at the NPC Memorial Service; presented the NPC Leadership Award, sponsored by Alpha Sigma Tau to two College Panhellenics.
• Sought Alpha Sigma Tau alumnae to support the National Panhellenic Conference in volunteer roles and on area Alumnae Panhellenic Associations.
• Participated in National Hazing Prevention Week.
• The National Vice President, Director of Fraternity Programs and Executive Director attended the Association of Fraternity Advisors Conference in Jacksonville, Florida; hosted a successful affiliation lunch; met with various campus officials, Greek colleagues, and vendors.

Council Operations

• The Strategic Planning Committee held multiple conference calls with Tom Jelke of t.jelke solutions, the Sorority’s strategic planner, and worked with a core group of members on the mission statement, vision statement, core values statements, strategic areas of focus, priority goals, and objectives evaluation and feedback process.
• The National Council held six conference calls including the regular monthly Council call and specific topic calls; reviewed the 2008-2010 National Council Goals and progress. Prepared and approved minutes for each call.
• Established a National Officer board-giving requirement for donations to the National Foundation; contacted the National Foundation regarding a joint meeting to align member service priorities for both organizations in November or December 2009; requested feedback regarding the Annual Campaign development program submitted by the Director of Alumnae; invited a representative of the National Foundation Board of Directors to the January 2010 meeting to work with the Sorority on Strategic Planning; supported the National Foundation by joining its new Facebook Cause and donating funds.
• Instituted the use of a consent agenda for National Council Conference Calls and Meetings.
• Conferred with Professional Registered Parliamentarian and legal counsel as necessary.
• Researched the precedent-setting request of the Immediate Past National President to join the National Council and validated her membership on the board per the governing documents.

Volunteer Development

• The Nominations Committee received six applications and processed 10 appointments to open positions.
• Declared staff, advisory and committee positions vacant for non-dues payment by alumnae as required under the governing documents of the Sorority.
• The Director of Collegiate Chapters conducted training calls for all new and current District Presidents and the Director of Fraternity Programs conducted 31 calls with Fraternity Programs team members regarding program deployment.
• The National Vice President processed 14 applications for Collegiate Advisory Board positions.

To view the National Council Biennium Goals for 2008-2010, please visit: http://www.alphasigmatau.org/the-sisterhood/strategic-plan/biennium-goals