Beta Sigma Phi Ottawa City Council Meeting October 6, 2016 The

Beta Sigma Phi

Ottawa City Council Meeting

October 6, 2016

The President, Amanda Brewster, called the meeting to order at 7:40PM with all present repeating the Opening Ritual.

Attendance: 25 Voting Members; 3 Non-voting Members; and 15 Chapters represented

Previous Minutes – Amanda Brewster

Previous sorority year May City Council and AGM meeting minutes need amendment. As the current executive have been unable to obtain an editable version of the minutes from the previous executive, Amendments to the minutes from those two meetings should be noted as:

1. May City Council Meeting should have been noted as ended, following the closing ritual. After the May City Council meeting ended, the AGM was held. The following motions and their votes should have been shown in the AGM Minutes. 2. Motion: To continue our support of the MS Christmas Party as a Council. Motion carried with 30 No, 27 Yes, 1 Abstention. It was mentioned that anyone, either personally or as a chapter, could continue to support MS in any way they chose either through financial support or with personally helping with the Party. 3. Motion: To no longer support the Ottawa Council of Women. 4. Motion carried with 49 Yes, 7 No, 1 Abstention.

President’s Remarks

The President welcomed all to the October City Council meeting, including any guests present.

A reminder email for this meeting was sent to 181 recipients. 102 opened the email – a 60% open rate, which is consistent with the September City Council reminder email.

Recording Secretary – Errors & Omissions

1. Wayne corrected the attendance from the last meeting, latecomers were not added into the total.

20 voting members 9 non-voting members 13 Chapters present

2. The announcement that Laur. Alpha Omicron would be providing the food for the December 8th Christmas Party/Meeting was incorrect. The Recording Secretary apologizes for the error and the resulting confusion. A new volunteer is needed. 3. Shelagh Rolston noted that the date for Founder’s Day was announced at the September meeting and is not noted in the minutes – April 27, 2017.

1st Vice President – Sheri Pendlebury

The Vice President’s meeting that was held on September 21st was attended by 7 members representing 7 Chapters.

The meeting in brief:

1. Young people today communicate much differently than they did when BSP was formed; 2. Other groups are also struggling to get members as are we – church groups were mentioned specifically 3. “Newcomers” seems to have taken over from “Welcome Wagon” as a first contact for new people in a community. Sheri was given a contact to talk to them about including our name in the welcome package. 4. It was felt that Meetups did not help secure new members. Most indicated that they felt an updated Website or a Blog would be preferable. 5. Sheri was asked if Patti would give a little talk on the Kansas Convention and her tour of the BSP Headquarters.

Names of two prospective members were received from International. For privacy reasons, this information can be obtained from the members’ only area of our Website. 2nd Vice President – Heather Murphy

We would like to continue with Chapter Entertaining; however, only 5 Chapters have responded and 1 of those does not wish to participate. Please contact Heather so that we can continue this tradition in BSP. Heather Murphy 613 521 8120

Treasurer – Patti Floysvik

Patti reported that our current balance is $3886.18.

Expenditures/cheques for the month:

$30 for Resurrection of Our Lord Church for the VP meeting.

$12.60 for postage

$60.00 for Pref. Tea Hall Rental

City Council Dues are now due.

A cheque for our insurance ($43 U.S.) will be written this month as well as donations of $100 each to the Beta Sigma Phi Endowment Fund for Women’s Health at the Ottawa Hospital and the Perley and Rideau Veterans Health Centre.

Please make sure that any cheques written to City Council be made payable to "Beta Sigma Phi” with an explanation on the Memo line.

Motion:

At the September meeting it was moved by Patti and seconded by Netelia Baker:

I move that the Budget for 2016/2017 be approved as presented.

Motion Carried: 129 Yes; 0 No; 8 Abstentions

Corresponding Secretary – Debbie Cameron-Jones

To date, the following correspondence has been sent:

To Beta Eta Master on the death of their sister, Jackie Clegg

To Joyce Rheaume of Beta Rho Master on the death of her sister

To Mary Cook – Thinking of you card to her and her husband – medical issues

Invitations to the Preferential Tea have been sent to our Honorary Members.

Historian - Wendy Russell

Wendy reported that she is still missing the Historian Reports for 2015-2016 from Laureate Epsilon Gamma, Xi Chi, Xi Alpha Lambda and Sigma.

Phone Book – Wendy Russell

Wendy sent an email to every chapter President asking for changes to be brought to the meeting tonight. If you have forgotten to bring the updated sheets tonight, please mail them to her by Thursday, October 20. Her address is Wendy Russell, 1044 Rick Hansen Crescent, Greely, Ontario K4P 1M4. The phone book will be available at the November City Council meeting.

I am collecting $4.00 per book tonight for those who want additional copies. After this you will have to make your own copies.

Website

Sheila advised that the ncf website is compatible with the privacy laws and allows for 2-way communication between members, whereas the Mailchimp account allows for one way only communication. Sheila reported that the bspcc ncf email distribution list allowed members to unsubscribe and that tool was intended to let members email that distribution list, although some attachment sizes prevented this and required Sheila's approval to send.

Carleton University Bursary Fund

A copy of the report that was to have been in the last minutes and did not reach the Recording Secretary in time, has been put in each of your Chapter folders. For those of you not at the meeting tonight a copy is at the end of the minutes. (My apologies for any “scrambling” of the content, but the information was not sent to me in an electronic format and I did the best I could.)

Endowment Fund for Women’s Health

Audrey was unable to make the meeting tonight and forwarded us the following report on the Endowment Fund.

Old Business

1. Debbie reported on plans for the Christmas Party and Silent Auction. It was noted that there is an error on the flyer being circulated – the date is December 8th. 2. It was again pointed out that we require a Chapter or an individual to come forward and provide the food for the Christmas Party. 3. Each Chapter folder has had a supply of BSP Ottawa letterhead placed there by Carol Dunn. 4. Carol noted that the MS Society has requested that we provide chocolates or shortbread as gifts for the patients. 5. Carol has a supply of socks for the street women since MS does not want them for their clients. 6. Carol Dunn reported that she has sold only 19 Entertainment books out of the 40 required. Please try and get your Chapter sisters to support this venture and buy new Entertainment Books.

New Business

1. Amanda reported that the Website survey has received 20 responses in 5 days. The survey will stay open until the November City Council meeting. All responses will be collated and used to decide on the new website content. Feedback will be shared with the membership 2. Preferential Tea: Tickets - $15; Date - November 13, 2016; Time: 2-4pm; Location: Resurrection of Our Lord Church, 1940 Saunderson Dr. Mary Cook will speak. Cut off for sale of tickets will be the November City Council meeting. 3. Wendy Morrell was unable to attend tonight’s meeting but forwarded a flyer for all chapters. In summary, the first RADD Session will be held on October 23rd, 6:30-8:30pm, Bells Corners United Church. Come out, participate, share in the experience, and share the journey of this year’s RADD sessions. This session will be for Sorority Sisters only. The next sessions will include potential members for their opinions. 4. Amanda has been asked by numerous Chapters and individuals for City Council’s response to International’s request for members to give up their lifetime memberships and pay $15.U.S. each year. The Executive have discussed this matter and feel that this is a voluntary, individual decision. City Council will not express an opinion in this matter. 5. During the review of the By-laws, the Committee noted that there was no mention of Online Chapters. The matter was referred to Amanda, who reviewed the available information covering the governance of that Chapter format. In summary, Online Chapters are covered by a Cyber Council and are not eligible to be part of a Land City Council. This was confirmed to Amanda by International. Amanda contacted Sheila who provided the following information:  In 2013, a meeting was held between Laura Ross Wingfield and Sheila Brown. Sheila requested approval from International for a Land Chapter that was permitted to operate as an Online Chapter. This would allow for members to participate in Beta Sigma Phi even though they were unable to attend regular meetings, e.g., disabled people, those working shifts, those heavily involved with children’s activities, etc.  The format was approved by International and in 2014, a Charter was given to Ontario Sigma, officially a land chapter but conducting meetings as an online chapter.  Attached is a page from the Torch explaining this information. Amanda asked members present if anyone had questions or concerns with this meeting format. No members expressed questions or concerns so Amanda stated that the bylaws and manual committee will decide if revisions are required to reflect this chapter's online meeting format.

6. Carole Lowe advised that there are tickets left for Trivia Night. 7. Sally King has tickets for the Afghan Raffle. They will be on sale until the December meeting. 8. Laureate Alpha Iota announced that they have a new pledge in their age group. 9. Carol Dunn thanked chapters who have donated money and offered help for the MS Christmas Party. 10. Suzanne Lee commented that the last minutes were far too long. It was pointed out that it was the first meeting of the year and that there was a lot of business to discuss. 11. Patti invited those present to stay for Girl Guide Cookies and punch.

There being no further business, the meeting was adjourned with all members repeating the Closing Ritual followed by the Mizpah.

Respectfully submitted.

Wayne Jarvis

Recording Secretary

REPORT TO THE OCTOBER 6th 2016 CITY COUNCIL MEETING

BETA SIGMA PHI

ENDOWMENT FUND FOR WOMEN’S HEALTH

FINANCIAL STATEMENT

APRIL 1st 2015 - MARCH 31st, 2016

Fund Activity (April 1st 2015 – March 31st 2016 )

Balance beginning April 1st 2015 $37,932.

Donations/ Deposits 560.

Sub Total $38,492.

Investment Income April 1st 2015 - March 31st 2016 (292)

To Dr. Elaine Jolly, Clinical Research chair - Women’s Health (1,820)

Balance ending March 31st 2015 $36,380.

Our history of support since inception

Cumulative Donation $31,745.

Cumulative Investment Earnings/Loss 15,040

Cumulative Grants – Dr Elaine Jolly (10,405.)

Balance ending March 31st 2016 $36,380.

Donations 2015 - 2016 - Thanks to Alpha Master, Beta Rho Master, Laureate Alpha Iota, Laureate Alpha Omicron and Wendy Russell for your support to our Beta Sigma Phi Endowment Fund.

The Ottawa Hospital Foundation extends their thanks to all members for your support as this fund is helping to grow the Dr. Elaine Jolly Clinical Research Chair in Women’s Health.

Note from the Foundation:

“The economic outlook this past year has negatively impacted investment income as noted above. However, we are pleased to inform you that the Foundation will still grant to TOH an amount equal to 5% of the March 31, 2016 value of your endowment fund.” ($1,820 noted above)

For donations

Cheque - make out to Ottawa Hospital Foundation, Fund # 9728085, your chapter name, member contact name and address for the acknowledgement OR send cheque and information to me. I will pass the cheque(s) on to The Foundation with a covering letter.

Submitted by Audrey Couzens (BSP Endowment Representative)

PH9 – 555 Brittany Drive, Ottawa, K1K 4C5

Beta Sigma Phi Bursary at Carleton University

Ottawa Beta Sigma Phi - September 2016

It has been some time since I have been able to attend City Council and report in person on the Bursary.

Established in 1964-65 as an English Scholarship at Carleton in the amount of $100, we have created a lasting legacy - this year, 2016-17 will be the 52nd year that our Bursary will be awarded.

In 2014, Eden Jarvis was a recipient.

There has been mis-information galore over this Bursary.

The wording of the bursary was carefully prepared to comply with legal requirements as well as legal requirements.

To a deserving student entering Carleton University as a full time student, or proceeding from one year of study to another and requiring financial assistance to emplete his/her studies.

Preference will be given to a member of Beta Sigma Phi in good standing or the son or daughter of same.

If by February 15th the Bursary has not been awarded to a Beta Sigma Phi applicant, then it will be opened up to any other applicant. It is the wish of the donors that if the funds are not distributed in any given year, the money should be re-invested with other endowment funds for warding in future years."

In my report of 2006, copy provided to each Chapter, I was able to identify how many bursaries were awarded to female and male students - that is no longer possible (impossible to determine as so many names can be for either),

Our bursary generally helps 4-6 students per year with up to $800. Carleton t-; 11'

no longer provides the amount - just the list of names. H;\tr" '

¥ Beta Sigma Phi Bursary at Carleton University

Ottawa Beta Sigma Phi - September 2016

It has been some time since I have been able to attend City Council and report in person on the Bursary.

Established in 1964-65 as an English Scholarship at Carleton in the amount of $100, we have created a lasting legacy - this year, 2016-17 will be the 52nd year that our Bursary will be awarded.

In 2014, Eden Jarvis was a recipient.

There has been mis-information galore over this Bursary.

The wording of the bursary was carefully prepared to comply with legal requirements as well as legal requirements.

To a deserving student entering Carleton University as a full time student, or proceeding from one year of study to another and requiring financial assistance to emplete his/her studies.

Preference will be g.iven to a member of Beta Sigma Phi in good standing or the son or daughter of same.

Our bursary generally helps 4-6 students per year with up to $800. no longer provides the amount - just the list of names.

Beta Sigma Phi Bursary at Carleton University

Prepared by Barbara Cook based on historical files maintained by Joyce Shearer and information provided in the 50th Anniversary

Presented at the Annual General Meeting May 11, 2006

The following is meant to provide a brief history of the events leading to the establishment of the Beta Sigma Phi Bursary at Carleton University:

May 16,1947 Beta Sigma Phi Building Fund was established.

1947 Zeta Chapter began to grant an English Scholarship ($25) to a girl at Lisgar Collegiate who ranked first in English Literature in ·her graduating year.

1949 The commitment to the English Scholarship was assumed by City Council (at that time there were 3 chapters) and the award was extended to other Ottawa High Schools - Glebe, High School of Commerce, Fisher Park and Nepean.

The award was increased to $100. 1959-60

The Building Fund was renamed the Investment Fund. May 1961 With the establishment of the Carleton Board of 1965 Education, a second English Scholarship of $100 was added, with the same conditions.

Up until the '70's, these Scholarships were handled by the Scholarship Committee.

A yearly Carleton University Bursary ($250) was 1964-65 established. Initially, the commitment was for a three year period only. This bursary was to be given to a female student who was majoring in English and required financial assistance. The stipulation of an English major sometimes delayed the finding of a suitable candidate. Administration of this bursary was done by the Project Committee.

Beta Sigma Phi advised Carleton University that the 1971-72 bursary would continue on an annual basis.

1978-79 Beta Sigma Phi by-laws permit Carleton University Awards Committee to change the "subject" if necessary.

1981-82 The Carleton University Bursary was increased to $250.

After 1983 The English Scholarships were phased out.

The Ad Hoc Committee on Investment was established to 1984 study and direct the disbursement of the Investment Fund. it was agreed by the membership that, while Ottawa Beta Sigma Phi was interested in the awarding of an annual Carleton University Bursary (funds for which had come for many years from interest on investments), it wished to divest itself of the assets held for this purpose.

Over $16,000 was given to Carleton University to 1985 administer a bursary in the name of Beta Sigma Phi.

Carleton University administers the endowment fund. 1985-86 Funds surplus to the 1999 Ottawa Convention in the 2000 amount of $4,000 were given to Carleton University toward the bursary:

Chapters and City Council donated $1,600 to the bursary 2002 endowment.

Beta Sigma Phi is advised by 2003 Carleton University that the value of the bursary endowment was $66,071 and that it generated $3,300 annually for deserving students.

We are advised by Carleton that the fund has been doing extremely well- the market value is now at $96,959.61 2005 Bursary's in the value of $5,550 were awarded to seven Carleton University Students. 2006 Carleton University advises us that the un-audited value of the bursary endowment is $101,706.03. This March 2006 generates approximately $4,300 annually. (in the 2005- 06 school year $5,500 was awarded which included surplus funds from the previous year)

The wording of the bursary, as proposed by the Ad Hoc Committee on Investments, to the membership in 1984 was "To a deserving student in good standing entering

Carleton University as a full time student, or

proceeding from one year of study to another and

requiring financial assistance to complete his/her

studies.

Preference will be given to a "member of Beta

Sigma Phi in good standing, or the son or daughter

of same.

If by February 15th, the Bursary has not been

awarded to a Beta Sigma Phi applicant, then it will

be opened up to any other applicant.

It is the wish of the donors that if the funds are

not distributed in any given year, the money should

be re-invested with other endowment funds for

awarding in future years."

The Ad Hoc Committee on Investments reported to City Council in 1984. It must be noted that the wording of the bursary was carefully prepared to comply with legal requirements, University requirements and the wishes of the Ad Hoc Committee acting on behalf of Beta Sigma Phi members.

At that time, then Chairman of the Ad Hoc Committee on Investments pointed out the following to the membership:

• We could no longer stipulate a female student;

 It was strongly recommended by the University that we not specify a course of study, thereby restricting the University from awarding the money to a deserving student; i ! • A Bursary was felt ~o be more equitable than a Scholarship; and

 Beta Sigma Phi chose not to limit the Bursary to only Beta Sigma Phi's or their offspring as t~is could mean that the Bursary might not be awarded for several years at a time. t March 2006 Beta Sigma Phi was advised, by Carleton University, that the terms used to award the Bursary are:

"Awarded to a deserving full-time student or students in good standing requiring financial assistance to complete his or her studies. Preference will be given to a member of Beta Sigma Phi in good standing or the son or daughter of same. Donor: the City Council of Beta Sigma Phi Sorority. Established 1964. Revised 1981. 1985."

English Scholarships Records indicate that from 1960 to 1983 there were 42 Scholarship winners - all of whom were female. The scholarships ranged from $50 to $150.

Carleton University Bursary The records indicate that from 1964 to May 2006, bursaries have been awarded to 77 women and 14 men.

We, in Beta Sigma Phi, should be proud of our contribution to the academic world. Following are some quotes from bursary recipients.

"At the moment, I am entering the second of three years towards a Bachelor of Arts degree with a major in Economics and a minor in Mathematics. I am especially grateful since the bursary has helped me to return to my studies on a full time basis after two years of night school."

"Thank you very much for your generous support! We wish you a happy new year." (This was from siblings who received each received a bursary.)

'1 would like to thank: you for the generous award you have given me from the 'Beta Sigma Phi 'Bursary. I was very excited upon receiving it and assure you that it has been put to good use. In providing financial aid, the award has been very helpful in furthering my studies in psychology and women's studies. " -I would like to thank you for the bursary I received.

It has been an immense help, more so than expected as my father also retired early this year. The money went straight for my tuition. As a result I was able to buy the books for my classes this year without having to spend 'my rent money. Thank you so much for your help."

"I can't thank you enough for what you did for me. It is because you did this, that I will be able to complete my first year of studies at Carleton. I was so worried I would have to leave because of financial difficulties, but now, thanks to you, I have enough to buy my books and other supplies needed. I can't thank you enough. My biggest dream has always been to go to university and you have helped me obtain my dream, for this I am very grateful. THANK YOU VERY MUCH."

"I am at a lost as to where to commence this letter, so overwhelmed have I been since the 4th of this month when I learnt that your organisation, single handedly, went out of your way to help me out of my financial doldrums. Being an African from the continent of Africa, our custom and culture require that when somebody does something good for you, it is proper practice to thank such a person but a simple thank you does not quite say all. Once again, thank you most sincerely. I am eternally grateful to you and all your staff. God bless you and your families."

“Thank you very much for the generous bursary you gave to me this year. Thanks to your kindness I can now afford a trip home and have been able to cut down my work hours and focus more on school. I truly appreciate this bursary and just thought I should say thank you and let you know that it has helped me.” 6. Beta Sigma Phi Carleton University Bursary (presented to the membership by Barbara Cook - May 2002)

Did you know that our bursary is rapidly approaching middle age? T he first Carleton University Bursary was awarded in 1964- 65 and was to be for a three-year period only. It was not until 1971-72 that we advised the University that it would be an annual award.

The idea of a bursary originated in 1947 when Zeta established a $25 award to a girl at Lisgar Collegiate Institute, who ranked first in English Literature in her graduting class.

In 1949-50, Zeta's commitment was taken over by City Council and the award was extended to Glebe Collegiate, the High School of Commerce, Fisher Park High School and Nepean High School.

In 1986, Beta Sigma Phi transferred the management of this bursary to Carleton University. A t the annual City Council meeting in May of 1985, Joyce Shearer reported that she gave a $12,875.01 cheque to Carole Fleck, Awards Officer at the University. In addition, a direct transfer was to be arranged for Canadian Pacific shares (I believe with a value of approximately $2,000) plus an additional $2,000 was to be given after the 1987 convention.

When the books for the 1999 convention were being finalized, it was clear that there would be substantial surplus funds. With a per member vote, we agreed that $10,000 would be used to establish the Endowment Fund for Women's Health and the balance of approximately $4,000 would be given to Carleton to augment the bursary. The value of the fund is now $20,520.39