Panhellenic Council Minutes Template

Minutes of Panhellenic Council of the University of Central Arkansas March 28th, 2017

The regular meeting was called to order by President Carly Jo Riggins at 1:40 in Student Center 207E. The roll was called by Secretary Bailey Diprima.

ROLL CALL: All present

GUESTS: Jill from SAB

PREVIOUS MINUTES: The minutes of the March 14th 2017 meeting were approved as distributed.

OFFICER REPORTS:

President - Discussed the current idea from the Greek Task Force and received feedback. Read Greek Announcements.

Vice President – Wanting to get testimonials from each chapter about being involved on campus for Branch Out.

Secretary/Treasurer – At the March 14th meeting we discussed and accepted bid day themes, and went over recruitment round table material.

Beginning balance on March 14th 2017 $16,021.14

Revenue $500 Expenses $1,177.58

Ending balance on March 28th 2017 $15.343.56

Recruitment Director - First pi chi training went well!

Asst. Recruitment Director - no report

Social Chair - Mixer April 5th will be a Spa Day at 8pm. Ask you chapter if we can have at their house!

Scholarship Chair - We will vote on Women of Integrity

Historian – ASA and DZ send in women of history

Philanthropy Chair – Cinderella’s Closet this weekend. Be on time in your polo.

PR Chair – Wants to start doing Sister Spotlight, pick someone and send it in. Why they wanted to join a sorority and a little bit about them. STANDING COMMITTEES:

Judicial Board - No report

Recruitment Committee - no report

UNFINISHED BUSINESS: DZ moved to reconsider the vote to make the recommended updates to recruitment rules 12, 13, 14, 49. ASA and AST second. Passed unanimously.

DZ moved to reconsider the welcome week and pre-recruitment document. Discussion was called. ASA moved to amend the Conway Daze portion of the document to read that a member of each sorority will be at the Panhellenic table at Conway Daze. (rather than each sorority having their own table.) SK moves to postpone amendment until April 4th. SSS seconds.

NEW BUSINESS: SK gave previous notice electronically of adding "Chapters should distribute their bid day shirts to Panhellenic when coming to sign bid cards, in order for Panhellenic to distribute to the new members before leaving Old Main." to the Recruitment Rules.

SK gave previous notice electronically of adding these changes to the recruitment rules under house tours,

HOUSE TOURS

1. House Tours shall be held during PNM Formal Recruitment Orientation.

 Each sorority will have an Open House at the conclusion of programs during each Preview Day.

2. Chapter rooms should not be shown on house tours so that the chapters can continue to set up for formal recruitment.

3. Each chapter will provide up to 4 representatives to give the house tours at the chapter’s discretion of structure. These representatives must attend a training session and the mock tour in order to be eligible to give the tour.

 There will be an affiliated member to greet the PNMs at the door, the house will have three Panhellenic Recruitment Counselors and one Panhellenic exec member inside, and then there will be ten affiliated members outside on the patio with the PR table set up.

4. The flow of the tour will be as follows: parlor, living room and kitchen, hallway (show 1 double bedroom, 1 single bedroom, 1 residential bathroom), and patio. When the bedrooms are shown, women will not go into the room, but rather view it from the hallway in passing. Unshown resident rooms and bathrooms doors shall remain closed. The door to the study and guest bathroom will remain open but will not be a part of the tour.

 The houses will be open for PNMs to walk throughout at their own pace; the parlor, living room, kitchen, downstairs hallway, study room, guest bathroom, and patio will be open to walk throughout.  The chapter room and bedrooms will be closed off.  Virtual tour of bedrooms may be shown via pictures on the TVs in the living room.  At each house a PNM will get a distinct stamp on their information booklet. If they receive all five stamps before the end of the open house they should get it approved by a member of exec and they will be put in a drawing for a discounted recruitment sign-up fee.

5. The tour will be no more than fifteen minutes from the time of entering the parlor to ending on the patio.

6. The tour will not be given in a recruitment-minded fashion, but rather solely as an observatory time for the PNMs.

7. Each home will be decorated as it would be for any other public viewing event, keeping in mind a values based recruitment.

8. The budget for house tours is capped at $250.

 The budget for each open house will be capped at $250.

9. Monetary amounts will not be mentioned in regards to donations, but rather sayings like “generously donated by alumna” if alumna contributions want to be mentioned.

SSS gave previous notice electronically of moving to add a bid day section to the recruitment rules and the first rule added in this section to read: On bid day, before running out to their chapters, women who accepted bids will receive their perspective chapter's bid day shirt inside Old Main.

DZ gave previous notice electronically to pass the 2016 Pre-Recruitment and Welcome Week document with the amendment that each of the five Panhellenic sororities will send one representative to Conway Daze to represent her sorority at the Panhellenic Council PR table in place of each sorority setting up their own PR table.

DZ gave previous notice electronically to add the following rule to the standing recruitment rules: A PNM is any woman who is signed up for the recruitment process either through registration for Formal Recruitment or registration for Continuous Open Bidding.

ANNOUNCEMENTS:

Chapter news - none

Advisor Announcements – Recruitment Orientation during Welcome Week will be held on Wednesday from 11am-12:30pm. The next event (besides lunch from 12-1:30pm) is Conway Daze at 2:30. If had house tours during Orientation we would need to feed them lunch. Still no feedback from our Area Advisor about extending the length of philanthropy round.

Next Meeting Tuesday, April 4th at 1:40pm.

ADJOURNMENT: The meeting adjourned at 2:30.