Regular General Meeting Minutes
Parent Association
Regular General Meeting Minutes
April 28, 2012
The general meeting of the UNT Parent Association was called to order at 10:47 a.m., Saturday, April 28, 2012 at the UNT Gateway Center, University of North Texas, Denton, Texas with President Elizabeth Cheney presiding and Vice President, Sheryl Jordan, Parliamentarian Sheri Kantner and Secretary Colleen M. Schiebold present.
Officers' reports:
The interim Director of Parent Programs, Melissa McGuire, stated that Bill Louthan had stepped down from his position of President-Elect and also Stacy Robinson from the Treasurer’s position.
The Vice President, Sheryl Jordan, provided information on the upcoming summer freshman orientation and asked for volunteers to help man the parent table. There are seven events each lasting three days. Volunteers could work one day or 3 consecutive days. She suggested three parents at the table are sufficient. It was also suggested that volunteers should be steered towards the first two days but if there are enough volunteers, the third day may also be supported. Elizabeth encouraged a variety of volunteers rather than the same individuals at the tables. She said she would ensure that several requests for volunteers are sent out over a period of time to give everyone ample time to check their availability. Melissa said she will put the sign up hours and other related information on the website. She offered that volunteers can stay at Honors Hall if they want to stay overnight. This would also include meals.
In the absence of the Treasurer, Melissa provided the financial report. The Treasurer reported a starting balance of $33,207.40, total revenue $42,337.74, expenses totaling $36,714.74 and an ending balance of $5,622.66 as of this date. She also reported that of the 55 draw scholarships set aside from the budget, only 48 applications were submitted. Because interest on the endowment has not been confirmed as of this date, the exact amounts for the academic scholarship are not yet determined.
University Reports:
Melissa reported on the new UNT goal for ‘best institution.’ She said there is budget struggle due to decreased enrollment. Fall 2012 is expected to have an increase in Freshmen but there remains a challenge in acquiring more transfer students. Community colleges ‘push for AA degrees and decreased financial aid may contribute to the lower numbers of transfer students. Other universities are also competing for this population.
A federal change now requires students to receive warnings for low GPA each semester. 2640 students were put on warning in fall 2011. They will no longer have the next semester to turn their GPA around. UNT is looking at other ways to talk to student about their studies and help increase retention.
Melissa said she has had many viable candidates for the Parent Program Coordinator. She has identified three to invite for campus interviews and said she would like to have parent input.
Old Business:
The Parliamentarian, Sheri Kantner, chaired a committee that reviewed and recommended changes for the By-laws and a Standard Operating Procedure (SOP). The committee met electronically December –February to review and finalize revisions. A motion was made for approval of revisions to UNT Parent Association bylaws and creation of Standard Operating Procedure to be adopted. Each revision was addressed as a separate motion and discussion followed.
Motion: Moved by Ann Johnston to approve recommended grammatical changes for Article V section 2.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to change language in Article V section 3 for officers to assume office at end of meeting.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to make 4 members of the Executive Committee a quorum in Article V section 6 .
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to have officers adhere to duties as specified in the bylaws and SOP in Article V section 7.
Motion was debated, seconded and unanimously approved
Motion: Moved by Ann Johnston to move duties to SOP from Article VI.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to recognize that all articles greater than V are in numerical order.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston that Article VII section 2 would state that members attending a UNT parent Association meeting would constitute a quorum.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to allow electronic meetings as described in Article VII section 3.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston that original section 2 items in Article X regarding quorums be moved to Article VIII.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston that two weeks’ notice for amendments be provided prior to meeting as set forth in Article X.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to amend Section 2, duties of officers in the Standard Operating Procedures (SOP).
Motion was debated, seconded and unanimously approved.
Motion was moved by Amy Olm to amend Sunday Fun Day to use more generic name “Move-In Fun Day” in Section 2 of SOP.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to accept duties of Vice President in Section 3 of SOP.
Motion was approved.
Motion: Moved by Ann Johnston to accept duties of Secretary in Section 4 of SOP.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to accept duties of Treasurer in Section 5 of SOP.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to accept creation of Electronic Meetings sections 1-13 of SOP.
Motion was seconded and unanimously approved.
Motion: Moved by Ann Johnston to accept non-discriminatory clause of SOP.
Motion was seconded and unanimously approved.
New Business:
Nominations for President Elect
The Parliamentarian agreed to consider the position of President elect until a vote would take place in the fall of 2012.
Motion: Moved by Amy Olm to accept the nomination and approval of Sheri Kantner as interim President Elect.
Motion was seconded and unanimously approved.
Merchandise to liquidate
Melissa asked the member present to consider the three key items for resale. She stated that the best sellers have been the gray t-shirts which are a new product. It was discussed and recommended to maintain the gray shirts, caps, fleece jackets and fleece blankets. She said there are remaining “proud parent’ in stock.
Membership renewal incentive
An incentive membership renewal was also discussed. Any Parent Association membership renewals made before a specified deadline (July 15) would be placed in the draw scholarship bucket for a $500 scholarship reward.
Motion: Moved by Nancy Young to accept the membership renewal incentive.
Motion was seconded and unanimously approved.
Constant Contact
The PA was asked to consider sharing the price of an email marketing system for Orientation to manage the mass emailings . Currently there are 100-150 emails that are returned. Constant contact would cost $315 for an academic year and could assist with innovations. This system allow for separate groups within the system.
Motion: Moved by Amy Olm for PA to agree to pay the $315 portion of constant contact to the Transition and Orientation office.
Motion was seconded and unanimously approved.
Birthday Cake Fundraiser
Suggested fundraising ideas were presented and discussed. One idea was to partner with UNT Dining Services to offer a specialized Mean Green Birthday cake that parents could order at a proposed price of $25 with a $5 profit. Other healthier treats were discussed such as popcorn. It was suggested that the office solicit student opinion. Melissa suggested that by the time of parent/student orientation a proposal would be formulated.
Roadside Assistance Packet
It was presented and discussed whether the roadside assistance packet could be placed on the website and available for parent or student printing via a protected password. This would save money and be more environmentally sound.
Tuition Draw Scholarships
There were 55 available $500 scholarships including one provide for PA membership renewal. There were 48 applications.
Motion: Moved by Ann Johnston that all 48 students hat applied receive the $500 scholarship.
Motion was seconded and unanimously approved.
The President noted that scholarships were pending final confirmation of academic scholarship recipient.
Adjournment: The meeting was adjourned at 12:16 p.m.
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Secretary Date of Approval
Colleen M. SchieboldApproved as Read/Corrected