XI STATE CONVENTION MINUTES
JUNE 12-14, 2003
UNIVERSITY OF THE SOUTH
Submitted by Dovie Kimmins (Beta), Xi State Recording Secretary
And Approved by The Committee to Approve the 2003 Xi State Convention Minutes
Dr. Martha Glover (Gamma Eta)
Dr. Annette Gregory (Alpha Beta)
Ramona Justice (Beta Beta)
Page 1 of 21
Xi State Executive Board, June 12, 2003
Woods Lab Auditorium, The University of the South
The meeting was called to order at 1:35 p.m. by Xi State President Vera Jo Henegar (Pi).
The president named Ramona Justice (Beta Beta), Dr. Martha Glover (Gamma Eta) and Dr. Annette Gregory (Alpha Beta) as a committee to read, correct, and approve the minutes of the 2003 Xi State Convention.
The president named Xi State Second Vice-President Elaine Warwick (Rho), and Dee Dee Rives (Theta) as a committee to consult with the University of the South to set the date for the 2004 Xi State Convention and report to the convention at the close of the Second General Session on Friday.
Judy Hammons, Gamma Eta President, gave the inspiration on the topic of love.
The president read an email from Dr. Barbara Day, International First Vice-President, expressing greetings and regrets that she could not attend the convention. The president read a letter of greetings from Jean Gray, International President.
The president introduced International Guest Jill Foltz, International Program/Membership Services Administrator; Doris Nesbit, 2001-2003 Florida State President; Marcia Kirkland of Texas and former Florida State Treasurer; and Ann Salter, 1999-2001 South Carolina State President.
The president introduced Xi State Officers. The president introduced Past Xi State Presidents in attendance: Dr. Jensi Souders, Linda McCrary, Lois Jones, Patsy Pope, and Anne Medearis, and indicated that Doris Ann Hendrix and Dr. Willene Paxton would be in attendance at convention. President Henegar thanked the Past Presidents for their mentorship.
Xi State Corresponding Secretary Nancy Leach (Beta Phi) announced that a quorum was present.
The president announced that individuals making a motion should put it in writing and give it to Xi State Recording Secretary Dr. Dovie Kimmins (Beta).
The president called attention to the 2002 Executive Board minutes on page 108 of the Committee Reports book and announced that they were approved at the Second General Session of the 2002 Xi State Convention.
Xi State Treasurer Linda McCrary (Alpha Gamma) announced that additional monies from chapters have come in since the financial statements on pages 21-24 were submitted. She has the updated figures for those interested. McCrary thanked the chapter treasurers for their hard work and the chapters for their philanthropy totaling over $32,000.
The president asked other related personnel and state officers if they had any additions to their printed reports. They did not.
The president then asked committee chairmen whose committees had motions to present them. Xi State Rules Committee Chairman Libby Matlock (Alpha Tau) deferred to the Personnel Committee.
Xi State Parliamentary Advisor Lois Jones (Beta) filled in for Personnel Committee Chairman Janice Sorsby (Alpha Lambda) who could not attend convention due to illness. Jones read from the Executive Board minutes of the 2001 Xi State Convention the portion of the minutes that recorded the action of the Executive Board in voting to establish the position of Executive Secretary.
Jones read the recommendation of the Personnel Committee on page 50 of the Committee Reports book that “The Xi State Executive Board should review and approve the Personnel Committee’s recommendations for the Xi State Executive Secretary’s job description, contract and evaluation forms.”
In accordance with this recommendation, the president gave time for those present to read the Job Description printed on pages 51-53 and invited discussion. After discussion, Xi State Editor Dr. Jensi Souders (Alpha Phi) moved that III. B. “Maintain the Xi State Web Site and update on a monthly basis” be deleted from the Job Description for the Xi State Executive Secretary. Motion carried.
After discussion concerning the availability of funds for the position of Xi State Executive Secretary, the president gave time for those present to review the Service Contract on pages 54-55. There was no discussion.
The president gave time for review of the Performance Appraisal Form on pages 56-57. It was noted that item 2, “Maintains the Xi State Web Site and updates on a monthly basis,” would be deleted per action on the previous motion.
The issue of the audit in item 21, “Administers the budget of the office of Xi State Executive Secretary and provides for auditing of financial records as part of the annual report,” was discussed.
Dr. Willene Paxton (Gamma) moved that the phrase “and provides for auditing of financial records as part of the annual report” be deleted to read “21. Administers the budget of the office of Xi State Executive Secretary.” Motion carried.
Xi State Finance Committee Chairman Shirley Dowell (Beta) moved a $1000 honorarium for the position of Xi State Executive Secretary, $700 for office expenses, and an amount equal to that paid to other related personnel to attend functions of the Society. After discussion, motion carried.
President Henegar invited questions concerning the evaluation of the performance of the executive secretary on pages 59-60 of the Committee Reports book.
The motion to approve the job description, contract and evaluation forms on pages 51-60 of the Committee Reports book carried.
Lois Jones on behalf of the Personnel Committee moved that “The Personnel Committee retain Jensi Souders as Xi State Editor for another biennium or until a replacement is found.”
Motion carried.
Xi State Rules Chairman Libby Matlock moved the following changes to the Xi State Bylaws as printed in the Xi State News and as appears on pages 143-144 of the Committee Reports book.
- Matlock moved Amendment 1 to the BYLAWS.
BYLAWS Article VI – Officers and Related Personnel, Section B – Related Personnel
Add “3. The executive secretary shall be selected by the State Executive Board from recommendations made by the State Personnel Committee.”
Motion carried.
- Matlock moved Amendment 2 to the BYLAWS.
BYLAWS Article VIII – Executive Boards and Executive Committee,
Section A – State Executive Board, 1
Insert “executive secretary” that shall read as follows: “1. The members of Xi State Executive Board shall be the elected officers, the past state presidents and the chapter presidents. The treasurer, parliamentarian, editor, and executive secretary shall be ex-officio members, without vote.”
Motion carried.
- Matlock moved Amendment 3 to the BYLAWS.
BYLAWS Article VIII – Executive Boards and Executive Committee,
Section A – State Executive Board, 2, c
Insert “executive secretary” that shall read as follows: “2, c. The State Executive Board shall select the treasurer, editor, and executive secretary.”
Motion carried.
- Matlock moved Amendment 4 to the BYLAWS.
BYLAWS Article VIII – Executive Boards and Executive Committee,
Section C – State Executive Committee, 1
Insert “executive secretary” that shall read as follows: “1. The members of the Executive Committee shall be the elected officers. The treasurer, parliamentarian, editor, and executive secretary shall be ex-officio members, without vote.
Motion carried.
- Matlock moved Amendment 5 to the BYLAWS.
BYLAWS Article IX – Committees,
Section B – Duties of Xi State Committees, 1. Standing Committees, c. Educational Services
Change “1. Areas” to read “1. Area Directors”
Motion carried.
- Matlock moved Amendment 6 to the BYLAWS.
BYLAWS Article IX – Committees,
Section B – Duties of Xi State Committees, 1. Standing Committees, c. Educational Services, 1
Delete “a. Shall consist of Area Directors” and change the lettering of b. to a.
Motion carried.
- Matlock moved Amendment 7 to the BYLAWS.
BYLAWS Article XIV – Xi State Vision Foundation, Section B
Insert “Foundation” at the end of the sentence.
Motion carried.
Matlock withdrew Amendments 8 and 9.
- In order to constitutionally achieve the result of Amendment 10 as printed on page 143 of the Committee Reports book, Matlock moved the following:
BYLAWS Article IV – Finances, Section B – Annual Dues, 1
Change “$13 to $17 and $6 to $10 to read “The state annual dues shall be seventeen ($17) per active member and ten dollars ($10) per reserve member.
After much discussion, motion failed.
The dues increase having failed, in response to questions from the audience and in light of previous discussion, the president announced that an editorial change will need to be made to the Bylaws which will place the wording concerning dues and scholarship fees in compliance with International. This editorial change will not affect the total amount paid by members nor the total amount going to scholarships. The dues will be listed as $14 per active member and $7 per reserve member. Scholarship fees will be listed as $1 per member, and the treasurer will be instructed to transfer $1 per member from dues to scholarships, thus not changing the total amount of $15 accessed per active member and $8 per reserve member nor the allocation of $2 of the $15 and $8 to scholarships. No one voiced an objection to this editorial change.
Matlock moved the following changes to the Xi State Rules as printed in the Xi State News and as appears on pages 144-145 of the Committee Reports book.
- Having withdrawn Amendment 1, Matlock moved Amendment 2 to the RULES.
RULE II – Duties of Officers, Section A. The president shall, 19
Add a new 19 that shall read as follows: “19. Supervise, in cooperation with the Personnel Committee, the work of the executive secretary.” Renumber the present 19 as 20.
Motion carried.
- Matlock moved Amendment 3 to the RULES.
Insert after IV a new V that shall read as follows:
“V. THE STATE EXECUTIVE SECRETARY SHALL:
- Execute all duties and responsibilities of the position as set forth in the Xi State Personnel Manual.
- Perform duties and responsibilities as directed by the President and the Executive Board.
- Attend the state convention, Southeast Regional Conference, and International Convention during her term of service.”
The subsequent Roman numerals of the headings should be changed from V-XV
to VI-XVI.
Motion carried.
- Matlock moved Amendment 4 to the RULES.
RULE V – Xi State Committees Shall,
Section D – Consist of, 19 – Convention Steering Committee, which shall, c
Add “state committee/officers report booklets” to parenthetical portion, which would read “(except program and state committee/officer report booklets)”
Motion carried.
- Matlock moved Amendment 5 to the RULES.
RULE IX – Xi State Functions at Regional and International Meetings, Section A, 5
Omit “living” so that the statement reads “Tennesseans who have served on the International Administrative Board.”
Motion carried.
- Matlock moved Amendment 6 to the RULES.
RULE V – Xi State Committees Shall: Section D – Consist of, 5 – Membership, which shall
Change from 5 a. “Celebration of Life” to “Ceremony of Remembrance”
Motion carried.
- Matlock moved Amendment 7 to the RULES.
RULE XIII – Xi State Convention, Section E
Change “Celebration of Life” to “Ceremony of Remembrance”
Motion carried.
- Matlock moved Amendment 8 to the RULES.
RULE II – Duties of Officers, Section A – The president shall:
7.Insert “in odd-numbered years” which shall read as follows: “in cooperation with members of the Leadership Development Committee, make and implement plans for the Fall Planning Conference for State Committees in odd-numbered years and the Incoming Chapter Officers Training Seminar in even-numbered years.
Motion carried.
- Matlock moved Amendment 9 to the RULES.
RULE V – Xi State Committees shall:
Section D – Consist of, 4 – Leadership Development, which shall
Add “c. in cooperation with the state president, make and implement plans for the Fall Planning Conference for State Committees in odd-numbered years and the Incoming Officers Training Seminar in even-numbered years.”
Motion carried.
- Matlock moved Amendment 10 to the RULES.
RULE VI – Areas, Area Directors, Section A – Area I
Add “Gamma Mu”
RULE VI – Areas, Area Directors, Section A – Area II
Add “Gamma Nu”
RULE VI – Areas, Area Directors, Section A – Area III
Add “Gamma Lambda”
Motion carried.
- Matlock moved Amendment 11 to the RULES.
RULE IX – Xi State Functions at Regional and International Meetings, Section B
Insert “With the exception of those mentioned in Section A,”
Motion carried.
- Matlock moved Amendment 12 to the RULES.
RULE V – Xi State Committees shall:
Section D – Consist of, 10 – Xi State Vision Foundation which shall:
Add “a.review each restriction or condition which may be put on any gifts and
accept or reject the gift.
b. oversee the disbursement of all Vision Foundation funds.
c.include the four elected members of the Vision Foundation Board of
Directors, the state president, the immediate past state president, and the treasurer.
Motion carried.
- Matlock moved the following amendment to the RULES which does not appear in the Committee Reports book.
RULE VI – Areas, Area Directors, Section A.
Change to read “Areas of Xi State shall comprise a total of ten.”
Motion carried.
Xi State Nominations Chairman Sammye Finley (Beta Zeta) presented the following slates of officers and Nominations Committee members for the 2003-2005 biennium.
Officers:
President: Becky Sadowski (Alpha Lambda)
First Vice-President: Elaine Warwick (Rho)
Second Vice-President: Dee Dee Rives (Theta)
Recording Secretary:Dr. Martha Glover (Gamma Eta)
Corresponding Secretary:Nancy Davis (Gamma Mu)
Nominations Committee:
Chairman:Georgia Ann Boles (Alpha Gamma)
East Tennessee: Edna Clemons (Beta Zeta)
Miriam Bowman (Gamma Gamma)
Middle Tennessee:Susan LaFever (Alpha Delta)
Sandra Pineault (Beta Epsilon)
West Tennessee:Dr. Dorrie Powell (Beta Sigma)
June Reasons (Alpha Sigma)
Xi State Vision Foundation Board of Directors:
Chairman:Marilyn Ivey (Alpha Tau)
East Tennessee:Ann McCoin (Lambda)
Middle Tennessee:Doris Ann Hendrix (Beta)
West Tennessee:Judy Collins (Alpha Lambda)
Finley moved that Xi State file a nomination for Dr. Jensi Souders for Second Vice President at the International level and for Linda McCrary as member of the Educational Foundation Board of Trustees International. Motion carried.
Awards Committee Chairman Edna Clemons (Beta Zeta) moved that the Liz Whorley Bradley Personal and Professional Growth Award be the responsibility of the Vision Foundation. Motion carried.
Finance Committee Chairman Shirley Dowell (Beta) moved the acceptance of the Finance Report as published in the Committee Reports book on pages 32-43. Motion carried.
Dowell noted the following revisions to the budget printed on pages 29-31 of the Committee Reports book.
Add $450 to line item 20 resulting in $3600 for Other Officers Expenses for International/Regional Conventions. Add additional line items 29 and 30 of $1000 for honorarium for the Executive Secretary and $700 for her office expenses, these additions resulting in a total of $12,075 for Other Officers Expenses and resulting in Total Expenses of $63,520 for 2003-2004 and $58,895 for 2004-2005.
The motion to approve the revised budget carried.
The president announced the Executive Board voted by mail to nominate Dr. Isabel Wheeler for the International Achievement Award.
The president announced that Xi State purchased the state founders pin and key pin of Xi State Founder Evangeline Hartsook, presenting it to Xi State Treasurer Linda McCrary for safe keeping until Xi State decides upon further disposition.
Wynona Dye (Zeta) announced that Xi State Archives Chairman Sara Peccolo-Taylor (Zeta) will be at convention tomorrow and that members should give archive items to her.
Souders moved that a job description and other related documents be prepared to create the paid related personnel position of Xi State Webmaster including a recommended honorarium be developed and presented for review and approval by June 2004. Motion carried.
The president announced that Xi State can rent a table at the Southeast Regional Convention for the purpose of the sale of good quality Delta Kappa Gamma paraphernalia for Xi State purposes. Cost is $50. The audience indicated approval.
The president announced that the Personnel Committee and Linda Eller should meet immediately after this meeting.
Xi State World Fellowships Chairman Rosie Coleman (Phi) announced that the World Fellowships Committee has polos, cardigans, and bags for sale for the benefit of World Fellowships.
The president announced that Randall Taylor donated a mirror with a painting on it valued at approximately $200 to benefit the Xi State Vision Foundation. Xi State members have one opportunity to own this item for $3 and two for $5.
Xi State Treasurer Linda McCrary announced that the Xi State Vision Foundation is now a tax-exempt foundation with a state charter and approval of the IRS. Xi State Past President Doris Ann Hendrix was recognized for her leadership in starting the Vision Foundation.
President Henegar adjourned the meeting at 3:45.
1st GENERAL SESSION, JUNE 12, 2003
GUERRY AUDITORIUM, THE UNIVERSITY OF THE SOUTH
President Henegar called the meeting to order at 7:35 p.m.
Xi State Corresponding Secretary Nancy Leach presided over the presentation of colors. The United States flag was carried by Donna Camper (Alpha Alpha) and guarded by Susan LaFever (Alpha Delta). The State of Tennessee flag was carried by Patsy Smith (Beta Gamma) and guarded by Carol Stout (Gamma Mu). The Delta Kappa Gamma Society International flag was carried by Lucy Deal (Alpha Pi) and guarded by Judy Hammons (Gamma Eta).
President Henegar welcomed the audience and introduced those participating in the program.
Xi State Recording Secretary Dr. Dovie Kimmins gave the inspirational thought on leadership.
Pam Jackson (Beta Psi) directed the audience in vocal music, accompanied by Ernestine Eldridge (Alpha Xi) on the piano. Among the songs was “Unity,” words and music by Rosalene Coleman (Phi), written in honor of President Henegar’s biennium theme, Unity for Growth and Renewal. Coleman provided keyboard accompaniment.
Past Xi State President Anne Medearis (Omicron) introduced Jill Foltz, International Program/Membership Services Administrator, and International Guest to Xi State Convention. Foltz brought greetings from International Headquarters.
Doris Nesbit, 2001-2003 Mu (Florida) State President and convention guest, brought greetings from Mu State.