Omega Delta Phi Alumni
Association
Annual Meeting
July 10, 2015
The Forum – SUNY Potsdam
Agenda
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Call to order
Attendance ( sign in)
Appoint timekeeper.
Moment of Silence for departed sisters.
Motion to accept minutes of July 2014 Annual Meeting
Officer Reports
Committee Reports
Old Business
New Business
Announcements
Motion to Adjourn
Minutes from July 2014
Posted on website
Motion to accept and vote
Officer Reports 2015
• President/Potsdam Rep
• VP
• CFO ( Motion to accept Annual Report)
• Legacy Reps
• House Advisor
• Property Manager
• Social
• Website
• Historian
• Newsletter
• Database
* Vacant positions – Clarkson Rep, VP for
President/Potsdam Greek Rep Report
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Called and Attended Officer and Trustee Board Meetings
10/30,11/13,12/12, 12/22, 3/16,5/6,6/2
Represented ODPAA at the following events:
Saratoga Picnic
SUNY Potsdam Regional Event in Syracuse
SUNY Potsdam Alumni Board Meetings ( October and April)
SUNY Potsdam Greek Life Board Conference Call and Organizational
Meetings - July, Sept ,Nov. 2014, April 2015
Maintained communications with the active house officers and Alumni Board.
Chaired meeting with actives in April on goals concerns and vision for the future of ODP.
Attended Bid Day events in September and the on campus Greek day celebration.
Recognized Greek alumni and undergraduate milestone events via Facebook.
Submitted articles and updates for the Key Connection and our webpage.
Submitted article on our July 14 philanthropy (Potsdam High School – Supplies Drive) to
Potsdam People and North Country Now.
Worked with all OPDAA officers on a regular basis via phone calls, message forums.
Worked with officers to merge old and newly approved components of the Constitution.
Set up second Omega Recording Session.
Set up July 2015 Philanthropy Project with Potsdam Central School.
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Potsdam Greek Alumni Rep.
Prepared General Greek Life Report for SUNY Alumni Board Meetings.
Posted All Greek Council Minutes, Greek Life Board Minutes and Report for SUNY
Alumni Board for ODPAA Officers and Greek Alumni Officers via Facebook/Google
Drive/Emails.
Shared SUNY Potsdam Greek Life Fall and Spring Reports with ODPAA officers and
Greek Alumni Officers.
Shared AGC Target goals and new programs developed in response to the Task Force
with ODPAA and Greek Alumni Officers.
Maintained regular communication with Julie Dold, Greek Life Coordinator.
Maintained regular communication with Mona Vroman, Alumni Director SUNY
Potsdam.
Maintained contact with other Greek alumni association Presidents.
Recognized Greek alumni and undergraduate milestone events via Facebook.
Selected as a panelist for Greek Alumni Panel tomorrow during Greek Lunch.
Reunion Volunteer for Greek Lunch.
Established a new Facebook Page - SUNY Potsdam Greek Alumni as an informational
forum for positive Greek news, events and milestones. Alumni need a consistent
news source.
Advancing Greek participation in SUNY Alumni Events – donation of Raffle Basket by
ODPAA to the Alumni Scholarship Raffle.
In Kind Donations
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8 Conference Calls – average 90 minutes @$15 /hr. - $180
Bi weekly phone calls with the ODPAA Vice President: –Thursday nights approximately 45 minutes each ($15/hour x = $293) College business, ODPAA,
Actives, GAC/GLAB
Greek Life Board meetings and calls – 6 hours @$15
Email, postings ( OPDAA, Greek Life Board, Related Greek Activities) – 8 hours per
month
( July – June) 96 hours@ 15 - $1440
Event Travel:
July 2014 Reunion and Meeting – housing( $98) meals ($100), mileage (300 x .56 $168),
misc.($100)
Saratoga Picnic – mileage 140 $39
SUNY Potsdam Regional – mileage (200 x .56 -$112), event ticket($25)
SUNY Potsdam Alumni Board & Bid Day ( fall) mileage 300 x .56 -$168 , meals ($50),
time (11 hrs.@$15 - $165 )
SUNY Potsdam Alumni Board & House Meeting (Spring) mileage ($168), meals $30),
time (9 hrs. @ $15 -$135 )
Founders Day - mileage ( $41) meals ($20)
Total for year - $3,422
Raffle Basket
Acknowledgement
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Annual Report of the Vice President
Omega Delta Phi Alumni Association
2014-2015
INTRODUCTION:
It was my pleasure to serve as First Vice President of the ODPAA this year. I look forward to continuing
my term and endeavor to do that which is required of me for the good of the order.
CONSTITUTIONAL DUTIES:
I assisted the President in the performance of her duties to the ODPAA this year through attendance at
all but one meeting, for which I was excused.
Regular phone calls with the ODPAA President (average of 2/month) to keep apprised of the latest with
the House, the Association, the GTF, and GAC and any other issues that might arise, and any other tasks
she needed assistance with.
Assisted in merging of ODPAA Constitution updates into the existing Constitution after they were
accepted by vote of the membership. A HUGE shout out to CHRIS MARTINELLI for her HOURS of work
on this project. Much remains to be done, and she and I have many suggestions regarding additional
tweaks and clarifications that need to be made.
ADDITIONAL TASKS:
Coordinated Alumni Weekend 2015
Secured Townhouse accommodations for Alumni Weekend
Frequent contact with the Active House through text, email, phone calls, and in person
Continuing to seek a vendor willing to take on the “Blazer Project”
As always, I serve at the pleasure of My Sisters.
Respectfully Submitted,
Lois J Little
ODPAA 1st Vice President
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In-Kind Donations
Travel:
July, 2014: Annual Meeting of the ODPAA (430 miles RT) + meals
TOTAL MILES................................................ 430 (@ .56/mile = $241.00 + meals)
Meetings: I attended all but one ODPAA meeting. These meetings average 90 minutes each. (Approx. 10
hours of meeting time at $15/hour = $150)
October 30, 2014
November 13, 2014
December 22, 2014
March 16, 2015
May 6, 2015
June 2, 2015
Regular phone calls with the ODPAA President: – Usually every other Thursday night - approximately 45
minutes each ($15/hour x = $293)
Numerous and frequent “informal” e-board discussions usually via Facebook chat (Priceless)
Coordination of Annual Reunion:
approximately 30 hours through the year, plus “on call” the entire 84 hours of the event
(114 hours x $15/hour = $1710)
VP Recruiting and Membership –Chris La Fleur Martinelli
Voting Coordinator
Report for July 2015 Annual Meeting
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Overview:
Two separate voting periods were held in 2014.
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The first was held in November to vote on three proposed Constitutional Amendments. The
proposals were developed and presented by an ad hoc Constitution Review Committee at the
Annual Alumni meeting in July 2014 and included the following:
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Addition of Non-Discrimination Language
Addition of Anti-Hazing Language
Reorganization of Officer/Board Structure
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All three proposals were approved for adoption.
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Following the November vote, nominations for all Officer positions were solicited.
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Nominations were received and accepted for 7 of the 12 elected positions. No position
received more than one nomination; all nominees ran unopposed.
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Nominations were also received and accepted for 8 of the 11 appointed positions. Names of
the nominees were forwarded to the Officers following the election.
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The election period closed on 12/19/15.
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Logistics and Numbers:
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Voting was held via Survey Monkey’s website.
The fee for a basic plan that met the needs of ODPAA’s voting process was $26.00 per
month.
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Funds for the monthly fee were donated by Chris LaFleur Martinelli for four (4) months
totaling $104.00(. In Kind Expense)
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Voting instructions and invitations were emailed to all paid Alumni Association members
(107). No one requested to receive a paper ballot via U.S. Mail (although this option was
offered).
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42 responses were received for the November vote.
54 responses were received for the December election.
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50 + Emails were sent to members over a 4-month time period by the Voting Coordinator.
(Notifications, invitations, reminders, results, nominations, etc.) Cindy Dylis Wilson,
Newsletter Manager, sent several emails to all Alumni to remind everyone that only paid
members could vote. Anne Marie Barletta, Chair of the Constitution Committee, posted a
series of frequently asked questions to the ODPAA Facebook page regarding the proposed
amendments. Anne Marie also facilitated a conference call in September for members to
discuss the proposals.
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Respectfully submitted,
Chris LaFleur Martinelli, Voting Coordinator 2014
Recruiting & Membership
Report for July 2015 Annual Meeting
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(Data as of 7/5/15)
Total Number of Sisters including Active Members:
Total Number of Alumni:
Number of Sisters on Missing List:
ODPAA Facebook Members:
912
Alumni Association Paid Members:
2013
2014
2015
2016
85
107
89
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Notes regarding shifts in Alumni Association Membership:
31 Sisters have not renewed that had paid in 2014
17 "new" Sisters have paid for 2015
2014 was an election year and included major amendments to the Constitution
Data provided by Margaret Saunders, Database Coordinator
891
278
447
CFO Report – Year To Date
CFO
In Kind Donations*
* 30 Hours on CFO
duties
Legacy & At Large Representatives
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Louise Centofanti Lamby – 60’s*
Nancy Bohenk Jones – 70’s*
Bethanne Crowder Hutchinson – 80’s*
Suzanne Wietecha – 90’s*
• **No reps at this time for 00’s, 10’s
• Anne Marie Barletta – At Large Rep
*No reports at this time.
Alumni Advisor & Actives Report
Donna Maniet Deruchia
• Omega Delta Phi
• New Members and Summary Fall 2014-Spring 2015
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Member:
Alexandra Gokey
Julie Jansen
Molly Grant
Jessica Cyr
Starr Ortiz
Yalisha Colon
Hometown:
Stony Point, NY
Fayetteville, NC
Croton, NY
Fort Bragg, NC
Mamaroneck, NY
Sloatsburg, NY
Activity Summary 2015 – 16
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Received Bronze Award for Relay for Life
French Toast Fundraiser for Relay for Life
Participated in Dance-A-Thon
Bottle drive fundraiser for the house
French Toast Fundraiser for the house
Out of the Darkness Suicide Awareness walk
SUNY Potsdam Welcome Weekend
Stop the Hate Campaign in support of a Potsdam faculty member
Each sister is a volunteer at the Potsdam Humane Society
Screwed in the living room composites
Cleaned out the gutters
Painted the back steps
Planted flowers and mulched out front
Potsdam Pride Parade
New windows in the dining room
Town Clean-up
New letters on the house
Painted Third floor bathroom white
Sisters attended Greek Scholarship Reception
ISC Sorority bonding scavenger hunt
Greek Week, Taylor Faiella received Sorority Woman of the Year
2 sisters elected to ISC Eboard, Amy Gonzalez President, Lindsey Waring Junior Rush
2 sisters elected to AGC Eboard, Sara Erwin Academic Chair, Kristin Canjura Service Chair
Property Manager Report – Carole Lauzon Raymonda
• FURNACE
• On June 9th, Katie (House manager) and I met with Barry Collins,
my furnace person, to go over the heating system.
• He was there for 2+ hours and did not charge anything.
• Verbally reported stating the furnace is sized correctly for the
house and number of heating units. Advise us to call Aeon since
they were the installer.
• Aeon came to the house September 9th: Furnace WORKS!!!!! All
25 heating units had the antifreeze replaced and units were
“charged”. Pieces on the furnace were replaced and repairman
was there for 4 hours and charged OPDAA $1389.69 for repairs.
Recommended all bleeder valves to be replaced.
• 10/31/2014 Aeon came to the Omega House and replaced 22
bleeder valves and were there for 2 hours. Adjusted the heat
flow throughout the house. OPDAA $340.20.
• DINING ROOM WINDOW REPLACEMENT
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I advised the OPDAA board that the dining room window needs replacing as the
moldings are rotten and it is a safety hazard.
Sent form to the house inquiring about their finances as they took out a $15,000 loan
and there seems to be no money available for repairs.
I obtained 3 bids. Submitted bids to the board. Decided to work with Lowe’s as
Donna Derushia husband works there and we could get a discount.
Still no info from the active house as the house treasurer was the pledge mistress
and did not have a “system” in place for fast retrieval of information.
Windows will be obtained and the house will have them installed as Katie’s uncle was
going to install them.
Windows arrived and so did the SNOW!!!! It never stopped! Katie’s Uncle kept
putting off the installation.
Monday, March 9th, a huge icicle crashed thru the living room window. Text from
Katie at 11:30 am. I called Mark Fischer. He immediately went to the house and
boarded it up. He stated he would install the dining room windows when he installs
the living room window. Mark also stated the back door to the house was wide open!
He closed it but thought I should be informed.
Tuesday, April 14 th, the windows were installed
• SQUIRRELS
• January 4th, phone call from Taylor and Katie Africano. Squirrel on
the 3rd floor. They wanted me to leave my family (up from North
Carolina and Rochester) to come and get the squirrel. I told her no
and to call her “sisters” but she called the cops!
• 2/3 Met with Keith Peterson – pest exterminator – he does not do
repairs or climb a ladders. Found out he is not insured but will get
insured for the job for an extra $1200.
• 2/4 Met with Jock’s Pest Exterminators – come highly recommended
and they climb and do all repairs.
• 2/5 Orkin refused to come as they submitted bids but they were
never acted upon. They stated to add $1000 to last year’s bid.
• Finally got all the required information from the house and bid given
to Jock’s Exterminators to start on June 13th.
•NCSS
•Only 3 alarms this year (7/4/15 – dead battery in sensor, 3/9/15
– door ajar; 8/16/14 – door ajar)
•Last year – low temperature alarm installed by the drafty dining
room window and I would get a phone call nightly at 2:10 am.
After a few days of this; the alarm was moved to inside wall by
the door to the kitchen.
2013/2014
2014/2015
Trips to Omega
48
23
Number of phone calls
10
4
Number of Text messages
258
123
In Kind Donation
$4578.08
$1857.26
Social Network Manager – Suzanne Feener Johnston
• The Omega Delta Phi Sorority alumni LinkedIn professional
networking group has 102 members.
• The Omega Delta Phi Alumni Association Facebook page has
212 "likes"
• There is not much activity on LinkedIn, but any group member
can see the city and current job title and employer of all group
members, so it's still a valuable networking tool.
• There is only activity on the Facebook page when a milestone
occurs (i.e. new members get in, reunion) or if I notice a
regional reunion or personal milestone of a member (i.e.
wedding). If anyone would like something publicly shared on
that page they should email me:
• suzannefjohnston@yahoo.com
Website Manager Report – Robyn Rebeor Harper
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Continue to work with Margaret Saunders as she
reports found sisters and remove their names from our
missing list.
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Will be working with Cindy Wilson on a mailing list
program so she can streamline distribution of the Key
Connection.
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Assisted Lois Little with Reunion Weekend registration
and shirt order form.
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Posting all pertinent documents that are received.
Historian – Terry Miklitsch Kinstrey
Newsletter Manager
Cindy Dylis Wilson
• Newsletter Editor sent out 17 eblasts
this year and one 23 page Key
Connection.
• We currently have almost 450 email
contacts.
• Cindy and Robyn are looking into
transferring our email service
provider to one that better fits our
needs, providing a faster service with
less input during email broadcasts
New Business
• Advancing Alumni Engagement Opportunities with
Potsdam.
• Appointment of Chair and Committee for 55th Reunion.
• Appointment of Finance Committee .
• Vacant Offices and volunteers to fill positions.
VP – Development & Fundraising
00’s Legacy Rep
10’s Legacy Rep
• Implementation and function of new Constitutional
changes discussion.
Alumni Opportunities
• Engagement with The Collegecrucial to Greek Life.
• Maintain high profile – built over
the years.
• Women in Leadership Program
• Volunteering – workshops
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Regional Events
Serving on College Alumni Board
Attend Regional Events
Talk to college officials this
weekend
Setting a positive
example for Greek Life
in the Potsdam
Community
Reunion Directors And Committee
• Led by 1st VP as the lead for the Events
Committee.
• Multiple Directors to be named.
• Plan and execute all activities for the 55th
Reunion Celebration.
Finance Committee
• Pg. 19
VP Development
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The Vice President, Development / Fundraising, serves as a key leadership team member and as an active participant in making
strategic decisions affecting the operation of the Omega Delta Phi Sorority Alumni Association. In partnership with the Board or
Trustees and President, this position is responsible for all Association’s development and fundraising activities of the
Association.
Goals
The Vice President, Development / Fundraising will forge relationships and develop programs to build the Association’s visibility,
impact and financial resources, recognizing that development activities goes beyond raising financial resources but also includes
the Associations visibility and impact.
Responsibilities / Tasks
Leads all Fundraising Committees
Design and implement the infrastructure needed to grow the Alumni Association budget through the solicitation of individual
gifts, major gifts, and special events.
Oversees all fundraising events, working with Fundraising Event Directors.
Work closely with the Chief Financial Officer, Vice President Membership Recruitment / Retention, Social Networking
Manager, and Database Manager in order to fulfil the goals of this position.
Work to expand and diversify our donor base/pipeline and work closely with other team members to secure funding for new
initiatives or fundraising efforts.
Define fundraising initiatives for scholarships, alumni awards, and building funds.
Work closely with the Trustees and other teams to secure funding of new initiatives, encouraging their active participation.
Collaborate with the Chief Financial Officer and Finance Committee to develop and implement an Association financial
strategy.
Work with the Database Manager to record donor information and to extract donor analysis information.
Record and monitor all donor information. Provide and present statistical analysis to the Board of Trustees and senior leaders,
e.g. average donation, donor demographics, etc.
Identify, develop and mentor a Development team Fundraising Event Managers.
Create and/or maintain a uniform Development handbook including guidelines, ideas, and suggestions for future Development
leaders.
Prepare a Year End Summary of Development/Fundraising activity; present it at the Annual Alumni meeting and published it
thereafter for the entire membership.
Vice President – Development / Fundraising shall assume all of the duties of the President upon the absence, resignation or
disqualification of the President, Vice President and Vice President – Membership Recruitment and Retention.
Completion of Position
Review position responsibilities with the new Vice President, Development / Fundraising. Provide a written note to successor
and any other materials developed during their tenure, including a uniform Development / Fundraising handbook with
guidelines, ideas, and suggestions for future Vice President, Developments. In addition, the Vice President, Development /
Fundraising will transfer all documents
Legacy Rep’s – 00’s, 10’s
• G. Legacy Representative
• Legacy Representatives….
Incomplete Areas in Newly Adopted
Constitution
• Social Event Director
The Social Event Director…
• Newsletter Manager
The Newsletter Manager will…
• House Advisor
The House Advisor will.. …redundant position left blank?
• Fundraising Event Director
The Fundraising Event Director…
• . At-Large Legacy Representative
The At-Large Legacy Representative will…
• Legacy Representative
Legacy Representatives will…
• Work on revisions to rest of document for presentation at the July 2016
Annual Meeting prior to vote by the paid membership
Gallery
Fall 14 Bid Day/Spring 15 Bid Day
SUNY Potsdam Women’s Mentor Program
Recognition Day 2015 Events
Saratoga Picnic - September 2014
SUNY Potsdam Alumni Regional Event – Syracuse
2014
Our Newest Alumni – Congratulations to the Class of 2015
Announcements & Motion to Adjourn