2021-2023 AOII Foundation Board Manual

Alpha Omicron Pi Foundation
Operating Reserve Policy

Approved June 27, 2017; Revised November 2020

Purpose of the Operating Reserve Policy

The purpose of this Operating Reserve Policy for Alpha Omicron Pi Foundation is to
build and maintain an adequate level of unrestricted net assets to support the
organization’s day-to-day operations in the event of unforeseen shortfalls. The reserve
may also be used for one-time, nonrecurring expenses that will build long-term capacity,
such as staff development, feasibility studies, or investment in infrastructure. Operating
reserves are not intended to replace a permanent loss of funds or eliminate an ongoing
budget gap. The organization intends for the operating reserves to be used and
replenished within a reasonable period of time. This Operating Reserve Policy will be
implemented in conjunction with the other financial policies of the organization and is
intended to support the goals and strategies contained in those related policies and in
strategic and operational plans.

Definitions and Goals

The Operating Reserve Fund is defined as the designated fund set aside by action of
the Board of Directors. The minimum amount to be designated as operating reserve will
be established in an amount sufficient to maintain ongoing operations and programs for
a set period of time, measured in months. The operating reserve serves a dynamic role
and will be reviewed and adjusted in response to internal and external changes. The
target minimum Operating Reserve Fund is equal to 9 (nine) months of current
budgeted operating costs. In addition to calculating the actual operating reserve at the
fiscal year-end, the operating reserve fund target minimum will be calculated each year
after approval of the annual budget. These reserves will be reported to the Finance
Committee and Board of Directors, and included in the regular financial reports.

Accounting for Reserves

The Operating Reserve Fund will be recorded in the accounting and financial
statements as Board Designated Operating Reserve. The Operating Reserve Fund will
be funded and available in cash or cash equivalents. Draws on the Operating Reserve
Fund will be deposited into and disbursed from the Foundation's general cash and
investment accounts.

Funding of Reserves

The Operating Reserve Fund was initially funded by the Nancee Vine gift in an amount
equal to six months of operating costs. In the future it may be funded by surplus
operating funds. The Board of Directors may, from time to time, direct that a specific
source of revenue be set aside for operating reserves. Examples may include one-time
gifts or bequests, special grants, or special appeals.

The Executive Director and/or Foundation Controller will identify the need for access to
reserve funds and confirm that the use is consistent with the purpose of the reserves as
described in this Operating Reserve Policy. Determination of need requires analysis of
the sufficiency of the current level of reserve funds, the availability of any other sources
of funds before using reserves, and evaluation of the time period for which the funds will
be required and replenished.

Authority to Use Operating Reserves

The Executive Director will submit a request to use operating reserves to the Finance
Committee of the Board of Directors. The request will include the analysis and
determination of the use of funds and plans for replenishment. The organization’s goal
is to replenish the funds used within 24 months to restore the Operating Reserve Fund
to the target minimum amount. If the use of operating reserves will take longer than 24
months to replenish, the request will be scrutinized more carefully. The Finance
Committee will recommend the request to the Board of Directors.

Reporting and Monitoring

The Executive Director and/or Controller is responsible for ensuring that the Operating
Reserve Fund is maintained and used only as described in this Policy. Upon approval of
the use of operating reserve funds, the Executive Director and/or Controller will maintain
records of the use of funds and plan for replenishment. She/he will provide regular
monthly reports to the Finance Committee and Board of Directors of progress to restore
the fund to the target minimum amount.

The Executive Director and/or Controller will annually discuss what additional risk
factors might be considered for the organization, the impact of budgeting on operating
reserve levels, and any requirements with funders or chartering organizations.

Relationship to other Policies

The Executive Director and/or Controller shall maintain the following board-approved
policies, which may contain provisions that affect the creation, sufficiency, and
management of the Operating Reserve Fund:

• Investment Policy, including risk tolerance • Policies related to Operating Budgeting

• Gift Acceptance Policy • Endowed Funds Spending Policy

Review of Policy

This Policy will be reviewed by the Finance Committee every biennium at minimum, or
sooner if warranted by internal or external events or changes. Changes to the Policy will
be recommended by the Finance Committee to the Board of Directors. This policy, upon
every revision hereof, must be distributed by the Finance Committee to the Board and
Staff of the Foundation.

BOARD OF DIRECTORS

Rules of Procedure and Policy

Revised July 2020

Meetings

A. Regular:
The Board of Directors (“the Board”) will meet at least once annually at the
written or electronic call of the President with the consent of the majority of the
Board. It shall meet in conjunction with each biennial convention of the
International Council of Alpha Omicron Pi Fraternity, Inc. and such biennial
meeting shall constitute its annual meeting for that year. Annual Board meetings
during non-conference years shall take place in conjunction with Leadership
Institute.

B. Special:
Special meetings may be called by the President or any three voting Directors
with a minimum of two weeks notice by any usual means of communication.
1. The Treasurer for budgetary reasons must approve special meetings in
writing.
2. Notice of a special meeting must contain reasons for the meeting and
proposed agenda items.

C. Agenda:
1. The meeting agenda, and the consent agenda if one is used, will be
prepared by the Executive Director or appointed staff member under the
direction of the President.
2. The agenda(s) and any necessary supporting documentation will be
furnished by the Executive Director to all Board members no less than one
week prior to the date of the meeting. The agenda(s) may be amended at
the time of the meeting by vote of a majority of the voting members. Any
member of the Board may request additions to the agenda at any time.

D. Location:
1. Meetings will be held at the Headquarters of the Foundation or at a site
selected by the person or persons calling the meeting. The Executive
Director or appointed staff member shall make all arrangements except for
personal travel.

E. Procedures:
1. All actions will be in accordance with the Charter and Bylaws of the Alpha
Omicron Pi Foundation, the Articles of Incorporation governed by the
Statutes of the State of Tennessee regulating non-profit corporations and
the current Internal Revenue Code of the United States.
2. All meeting expenses are charged to Alpha Omicron Pi Foundation
meeting budget(s) unless otherwise determined by the President and
Treasurer or by vote of the Board of Directors.

AOII Foundation Board Rules of Procedure Revised July 2020

F. Quorum:
A majority of the total number of voting Directors then in office shall constitute a
quorum in any meeting.

Voting

A. Action at Meetings:
A majority of the Directors present and eligible to vote at any meeting at which a
quorum is present shall decide any matter that may come before the Board at
such meeting, except as otherwise provided by law or the Charter or Bylaws of
the Foundation.

B. Mail and Email Votes:
1. Any member of the Board may request a mail and/or email vote through
the Executive Director.
2. A majority of members must consent in writing to a vote by mail and/or
email.
3. Notice of a vote by mail and/or email shall be a minimum of two days or, if
two days’ notice is not given, all Board members shall sign written waivers
of notice, which shall be retained with the minutes.
4. Mail votes must be signed and dated and returned to the Foundation
office.
5. Email votes must be signed electronically and dated and emailed to the
Executive Director or appointed staff member and shall be sent from an
email account that is known to the Executive Director to belong to or be
within the control of the individual casting the vote.
6. All mail and/or email votes must be ratified by unanimous consent at a
regularly scheduled meeting and recorded in the minutes.
7. Mail and/or email votes shall be used only for routine matters.

C. Phone Vote:
1. Any member of the Board may request a phone vote through the
Executive Director.
2. The Secretary must confirm phone votes in writing.
3. A conference telephone call with a quorum of the Board participating shall
constitute a meeting.

D. Recording:
1. A record of all Board votes will be maintained at Headquarters by the
Foundation.
2. All votes requiring the expenditure of funds will give the source of the
funds from which the expenditure is to be drawn.

Committees

A. Standing Committees:
1. Ruby Fund Committee.
a. The Ruby Fund Committee will operate under its own rules of
procedure, as approved by the Board, which shall be reviewed at the

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AOII Foundation Board Rules of Procedure Revised July 2020

beginning of each biennium. The Committee shall report to the Board
of Directors.
b. It shall determine recipients and amounts to be allocated from the
Fund.
c. Its recommendations regarding budget and general criteria and
procedures shall be submitted to the Board of Directors annually for
approval.
d. The President will appoint the Chair. When the Chair is not on the
Board, a Board liaison will be named. The Executive Director or a
designee will be the staff liaison. Committee members shall be
recommended by the Chair and the Board liaison and appointed by the
Board to serve a two-year term. Appointments are made in odd
numbered years or when a vacancy occurs.
2. Budget/Finance Committee
The Budget/Finance Committee shall be composed of the President,
Treasurer, Controller and Executive Director and at least three other
members appointed by the Board to serve a two-year term. Appointments
are made in odd numbered years or when a vacancy occurs. The Finance
Committee will:
a. Report to the Board and operate under its own rules of procedure, as
approved by the Board, which shall be reviewed at the beginning of
each biennium.
b. Develop an annual budget for general operation of the Foundation and
submit the budget to the Board of Directors for approval prior to the
beginning of the fiscal year.
c. Annually review the investment policy of the Foundation, and make
recommendations concerning changes to the Board of Directors.
d. Quarterly review the investment statement prepared by the Investment
Counselor.
e. Periodically compare the budget to the financial statement of receipts
and expenditures and recommend adjustments, if needed.
f. Examine financial management procedures; research and recommend
changes, if needed, to the Board.
g. Examine the annual audit and accounting recommendations of the
auditor and make recommendations to the Board of Directors.
h. Carry out any other duties, which may from time to time be assigned to
the Committee by the President or the Board of Directors.
The Treasurer shall be the Chair of the Committee, shall conduct all
meetings and shall present the reports of the Committee to the Board. A
majority vote shall be required on all Committee recommendations for
presentation to the Board of Directors.
3. Grants Committee:
a. The Grants Committee will operate under its own rules of procedure,
as approved by the Board, which shall be reviewed at the beginning of
each biennium. The Committee shall report to the Board of Directors.

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AOII Foundation Board Rules of Procedure Revised July 2020

b. It shall develop criteria for the awarding of, disseminate information
concerning, and receive requests for grants offered by the Foundation
other than scholarships and Ruby Fund grants. It shall review all grant
requests received and recommend recipients and amounts (which
amounts have been previously approved by the Budget/Finance
Committee) to the Board of Directors for its approval.

c. A volunteer or staff member will serve as liaison with the Arthritis
Foundation and shall conduct appropriate activities with the full
authority of the Board, subject to its direction. The liaison shall assist
in development of plans for publicity, public relations, and solicitation of
contributions for arthritis from collegiate and alumnae chapters of the
Fraternity.

d. The President will appoint the Chair. When the Chair is not on the
Board, a Board liaison will be named. The Executive Director or a
designee will be the staff liaison. Committee members shall be
recommended by the Chair and the Board liaison and appointed by the
Board to serve a two-year term. Appointments are made in odd
numbered years or when a vacancy occurs.

4. Scholarship Committee:
a. The Scholarship Committee will operate under its own rules of
procedure, as approved by the Board, which shall be reviewed at the
beginning of each biennium. The Committee shall report to the Board
of Directors
b. It shall develop and review biennially the application, promotional
material, publicity, and criteria for granting of scholarships.
c. It shall receive applications for scholarships offered by the Foundation
and recommend recipients and amounts to the Board of Directors for
approval.
d. The President will appoint the Chair. When the Chair is not on the
Board, a Board liaison will be named. The Executive Director or a
designee will be the staff liaison. Committee members shall be
recommended by the Chair and the Board liaison and appointed by the
Board to serve a two-year term. Appointments are made in odd
numbered years or when a vacancy occurs.

5. Advancement and Marketing Committee:
a. The Advancement and Marketing Committee will operate under its own
rules of procedure, as approved by the Board, which shall be reviewed
at the beginning of each biennium. The Committee shall report to the
Board of Directors.
b. The Committee will annually review the Foundation’s marketing and
advancement strategy and offer input on those initiatives.
c. It will, on an on-going basis, offer information and examples of “best
practices” in the areas of donor cultivation and stewardship outreach
programs and, in conjunction with the Executive Director and staff
liaison, establish and evaluate benchmark data relative to
donor/donation outcomes.

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AOII Foundation Board Rules of Procedure Revised July 2020

d. The President will appoint the Chair. When the Chair is not on the
Board, a Board liaison will be named. The Executive Director or a
designee will be the staff liaison. Committee members shall be
recommended by the Chair and the Board liaison and appointed by the
Board to serve a two-year term. Appointments are made in odd
numbered years or when a vacancy occurs.

6. Board Development and Governance Committee:
a. The Board Development and Governance Committee will operate
under its own rules of procedure, as approved by the Board, which
shall be reviewed at the beginning of each biennium. The Committee
shall report to the Board of Directors.
b. With input from the Board, it shall develop the job descriptions and
qualifications for Foundation Board members and officers and shall
identify and recruit potential Foundation volunteers.
c. With input from the Board, it shall conduct periodic review of governing
documents, rules and procedures, and other policies.
d. With input from the Board, the committee shall propose and implement
training and development opportunities for Board members, officers
and Foundation volunteers.
e. The President will appoint the Chair. When the Chair is not on the
Board, a Board liaison will be named. The Executive Director or a
designee will be the staff liaison. Committee members shall be
recommended by the Chair and the Board liaison and appointed by the
Board to serve a two-year term. Appointments are made in odd
numbered years or when a vacancy occurs.

7. Other:
In addition to duties outlined above, the standing committees may be
assigned additional responsibilities by the President with the
concurrence of the Board of Directors.

8. Term Limits:
A standing committee member may serve on her appointed standing
committee for a maximum of three (3) consecutive terms or six (6) year
total. A standing committee member who is appointed to fill a
committee vacancy shall be allowed to serve the unexpired term of her
predecessor, after which time she may be re-appointed to that
standing committee by the Board and serve a maximum of two (2)
additional and consecutive terms, unless otherwise designated at the
time of her appointment.

B. Special Committees:
Special committees may be appointed, and duties assigned as deemed
necessary by the President with the concurrence of the Board of Directors.

C. Appointments:
1. All members in good standing of Alpha Omicron Pi shall be eligible for
appointment to Standing and Special Committees.
2. For each committee which does not have a Board member serving as
chair, the President shall appoint a Board member to serve as a liaison

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AOII Foundation Board Rules of Procedure Revised July 2020

between the Board and the committee. The Board liaison shall
recommend a committee chair.
3. The chair, for Board member chaired committees, or the Board liaison in
consultation with the chair, for non-Board member chaired committees,
shall recommend committee members as necessary to perform the work
of the committee.
4. At the beginning of each biennium, or when a vacancy occurs, the Board
shall approve committee chairs and members.
5. Terms of all Standing Committee chairs and members shall be two (2)
years beginning on September 1 of the odd calendar year. Terms of all
Special Committee chairs and members shall be established at the time of
appointment.
6. Each committee may include non-voting advisory members, who shall
serve as a resource to the committee.
7. The Executive Director or a designee shall serve as a staff liaison to each
committee.
8. The Executive Director or a designee shall be responsible for all
correspondence regarding appointments.
D. Meetings:
The committee chair may call a meeting of the committee with the concurrence of
a majority of the Board of Directors. Whenever possible, any such meetings
shall be held in conjunction with a Board of Directors meeting. All meeting costs
must be approved in advance in accordance with these Rules of Procedure.

Committee Member Review of Rules of Procedure

By September 1 of each year each Committee Chair and by October 1 of each year
each Committee member shall forward a signed form to the Chair of the Board
Development and Governance Committee acknowledging that she has read and fully
understands these Rules of Procedure and Policy and the Rules of Procedure
applicable to her Committee.

Foundation Board Member Self Evaluation Process

On the first Monday of each January, April, July and October, the Chair of the Board
Development and Governance Committee will launch a Board member self-evaluation.
Foundation Board members have five days to complete the self-evaluation form. By the
last Friday in each of said months, the Chair of said Committee will compile the results
of the self-evaluation forms and share the results with the Foundation Board and the
Governance Committee. Said Committee Chair will present a final report on the
quarterly self-evaluation to the Foundation Board at its February, May, August, and
November meetings.

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AOII Foundation Board Rules of Procedure Revised July 2020

Confidentiality Agreement and No Conflict of Interest Statement

At the first Board or Committee meeting in each fiscal year, each Board member and
each Committee member shall submit a signed Confidentiality Agreement and No
Conflict of Interest Statement to the Executive Director.

Supplies

A. Each member of the Board will be supplied with:
1. Articles of Incorporation of the Foundation.
2. Charter and Bylaws of the Foundation.
3. Rules of Procedure and Policy of Board of Directors.
4. Rules of Procedure of each Standing Committee.
5. Any Foundation published material such as pamphlets, newsletters, and
information sheets.
6. Annual budget and most recent Foundation audit.
7. Strategic Plan.

B. Each member of a Standing Committee will be supplied with:
1. Rules of Procedure and Policy of Board of Directors.
2. Rules of Procedure for their appointed Standing Committee.
3. Any Foundation published material relevant to the committee on which
she serves.
4. By-laws of the Foundation.

Files

Each Board member shall be responsible for maintaining necessary files, whether paper
or electronic, concerning the area(s) of her responsibilities. In addition, general files, to
be maintained in the Foundation office for Board member reference and information, will
include at least the following:

A. Minutes of the past biennium for both the Foundation meeting and meetings of
the Board of Directors.

B. Financial reports of the accountant, auditor reports and investment fund
statements for the past biennium.

Amendment

These Rules of Procedure may be amended by a majority affirmative vote of a quorum
of the Board. If a mail vote is taken, thirty (30) days’ notice shall be given.

7

TRAVEL/EXPENSES POLICY
Revised April 22, 2017

Travel and Expense Policy Statement

This policy defines a valid business expense as a necessary, reasonable, appropriate, and
allowable expense incurred for the purpose of fulfilling the mission of Alpha Omicron Pi
Foundation as carried out by the Foundation Board of Directors, members of the
Foundation committees and other Foundation volunteers. This policy provides criteria for
determining an allowable or unallowable expense and provides examples of common
expenses.

To the extent that is reasonable for each individual, a board, committee member, or other
foundation volunteer is encouraged to donate travel expenses as an in-kind gift to the
Foundation. Such gifts reduce the direct costs of operating the Foundation, its
committees and programs, are tax deductible according to current IRS regulations, and
are credited to the individual’s giving history as well as to the annual giving expectation
for leadership volunteers. These expenses may include travel, hotel, meals, postage/office
supplies, and donor cultivation expenses.

The Foundation must receive these vouchers and receipts in order to document the true
cost of operations, even though some costs may be donated. The same voucher is used
and receipts or documentation is required, for either reimbursement or an in-kind
donation. Please submit this information as soon as possible, but at least monthly.
Reimbursement checks must be for at least $25. Vouchers may be held by the controller
until this minimum is reached. These costs are reflected in the Foundation budget as a
part of general operations/administration or as a part of a committee/program function.

The registration fee for Leadership Institute/International Convention is a non-
reimbursable personal expense and is not eligible as an in-kind donation.

Transportation to meetings:
Air travel: Please research the least expensive airfare that is reasonable for your personal
schedule. Submit your itinerary to the Foundation office as soon as it’s confirmed.

Ground travel: Use of personal automobiles for business travel is acceptable when it is
less expensive than other means of transportation or when convenience or safety issues
justify the additional cost.

Mileage Reimbursement: When a personal automobile is used for Foundation business

AOII Foundation Board of Directors travel/expense policies -2-

travel, mileage will be calculated according to the current IRS authorized mileage rate for
miles incurred. The Foundation controller can inform you of the prevailing rate. The
mileage calculation covers all costs related to the operation of the vehicle, including
service, maintenance, insurance, depreciation, and fuel. A copy of Google maps mileage
calculation is acceptable documentation for mileage. If mileage reimbursement is
requested, it will be capped at the lesser of air travel or mileage costs.

Overnight lodging: Volunteers are expected to share rooms. If a private room is
preferred, the Foundation will pay for or reimburse at the shared rate. The Foundation
normally establishes a direct master bill for lodging. If you choose to donate this as an
in-kind gift, simply confirm the room bill to your personal credit card at check out.

Meals: The Foundation does not sponsor alcoholic beverages at a meal event. Otherwise,
group meals will be part of a master bill. If meals are provided as part of a meeting
agenda, alternate meal expenses, such as eating that meal at the hotel restaurant, will not
be reimbursed.

Postage/office supplies: If you purchase postage, stationery, shipping, etc., you may
submit those receipts for reimbursement as needed or donate them in-kind.

Miscellaneous: Tips are a personal expense. In room lodging conveniences such as phone
charges, movie rentals, room service, etc. are a personal expense.

If you have any questions, please feel free to contact the Foundation Executive Director.

AOII Foundation Board of Directors travel/expense policies -3-

ADDENDUM:

Risk management/insurance update April 2017

As of 1/1/2017 the insurance broker is Holmes Murphy and the insurance company is
GuideOne Insurance.

Automobiles:
Coverage Limits:

$1,000,000 Bodily Injury and Property Damage
$ 100 Comprehensive Deductible
$ 500 Collision Deductible

Non-Owned and Hired automobiles are included for Liability coverage automatically.
Hired Automobile Physical Damage coverage is provided up to $50,000 limit, subject to the
deductibles indicated above.

It is important to note that the Hired Automobile Physical Damage coverage extends to
direct damage or theft of a rented automobile and operates for the benefit of the insured,
which is the Fraternity. Automobile rental agreements, therefore, should always be
executed in the name of the Fraternity, rather than an individual's name.

Individuals who use their own vehicles on behalf of the Foundation must look to their
own automobile insurance for protection.

For the purpose of liability coverage, there is no distinction between Fraternity and
Foundation. The Foundation is under the covered entity.

The Foundation Board of Directors, and the Foundation staff, are covered under the
general liability umbrella. The Board is included in D&O coverage.

Separate sheet from the policy

ALPHA OMICRON PI FOUNDATION
(the “Foundation”)

FOUNDATION VOLUNTEER PLACEMENT PROCESS

Established March 2021.

PURPOSE OF THE FOUNDATION VOLUNTEER PLACEMENT PROCESS

To serve as an official process from Foundation volunteer candidate interest to placement.

PROCESS OF FOUNDATION VOLUNTEER PROCESS

1. Sister in good standing with the Fraternity fills out Foundation volunteer online form.
2. Interview occurs between potential Foundation volunteer and one Board Development &

Governance Committee member. (Committee member uses a “Standardized Volunteer
Questionnaire” and houses all notes in shared committee drive. See attachment A for
“Standardized Volunteer Questionnaire.”)
3. The Foundation Executive Director is notified of interview and sent the “Standardized
Volunteer Questionnaire.” Upon receiving she works with the Foundation Board to
determine needs.
4. Foundation volunteer candidate is then sent a templated response from the Board
Development & Governance Committee that includes next steps. (See attachment B for
“Templated Response” for use.
5. When sister is ready to be placed as a volunteer, the Foundation Board secretary or
board liaison assigned to the committee of interest will do a final interview and then
proceed with bringing the volunteer placement for approval to the committee and then
onward to the Board for approval.
6. Once the Foundation volunteer candidate is placed, she will then be sent the “Welcome
Letter from Foundation Board President” (See Attachment C) and the “Committee Chair
Annual Statement of Understanding Sign-off Form” (See Attachment D) if applicable.

Attachment A
Standardized Volunteer Questionnaire
Items to note prior to interview:
• Thank interviewee for volunteer interest!
• Establish rapport. Use some of the “warming” questions noted below first.
1. What do you do professionally?

2. What is your AOII story? (Share yours.)

3. What interests you in volunteering for the AOII Foundation?

4. What do you know about the Foundation's mission?

5. What knowledge, skills, and abilities would you bring to a Foundation volunteer role?

6. What goals would you like to accomplish as a Foundation volunteer?

7. What questions do you have for me?

Closing items to note:
• Explain what happens next - who will contact interviewee and when.
• Thank the candidate again for their interest.

Attachment B
Templated Response

Hello INSERT NAME.

Thank you so much for your interest in our Foundation. We are aiming to fill most of our
volunteer openings in INSERT MONTH AND YEAR.

Here is a rough timeline of our volunteer placement cycle:
July –
New chair appointments must occur within two weeks after convention.

August – October
New chair shadows and transitions with old chair.
New committee members are assigned.

November 1 –
New chair assumes full responsibility for her specific committee.

In the meantime, we would love for you to stay engaged with the Foundation.

Here are ways to get involved today!

Follow us on Facebook at: www.facebook.com/AOIIFoundation

Read more about us on the website at: www.alphaomicronpi.org/foundation

Consider donating here: www.alphaomicronpi.org/foundation/donate

Thanks for your interest and know we will be circling back to you in the near future!

Roses,

INSERT BOARD SECRETARY NAME

Attachment C
Welcome Letter from Foundation Board President

Dear [INSERT NAME],
Congratulations on your appointment to the [INSERT COMMITTEE NAME]. The Foundation
Board is thrilled by your appointment. We are looking forward to utilizing your skills and talents
to further the mission of the Foundation. Please feel free to reach out to any member of the
Board if you have questions or concerns. The Board is committed to ensuring that the time you
spend on a committee is engaging and worthwhile.
In order to ensure the Foundation is maintaining a consistent level of clear communication and
expectations with our volunteers, we ask that annually you review the attached “Committee
[INSERT CHAIR OR MEMBER] Annual Statement of Understanding Sign-off Form.” The form
clearly states all items we strive for committee members and chairs to uphold while serving
their terms.
Again, welcome to volunteering with the Foundation! We look forward to serving alongside you.
Your time and commitment are appreciated.

Roses,

[INSERT BOARD PRESIDENT SIGNATURE AND INFO]

Attachment D
Committee Member Annual Statement of Understanding Sign-off Form

Mission Statement
The AOII Foundation invests in our sisters and inspires a lifetime of giving to innovative
leadership, educational and philanthropic causes.

As a committee member of the Alpha Omicron Pi Foundation, I am fully committed to the
vision and work of the Foundation, and am dedicated to carrying out its vision and
mission and am and will continue to be a member in good standing of the Alpha
Omicron Pi Fraternity. I understand that in accepting this position within the
Foundation, I commit to achieving the following expectations and responsibilities:

 Reviewing Rules and Procedures annually
 Adhering to Rules and Procedures regarding my committee annually
 Housing all files in a central/shared location “owned” by the Foundation staff (working

through my committee chair)
 Recruiting potential volunteers for the Foundation
 Serve as a Foundation advocate and take advantage of opportunities to speak to

collegiate and alumnae members about the importance of supporting the mission of the
AOII Foundation
 Donate your personal best annually to the Foundation Loyalty Fund
 Support the Fraternity by paying international dues directly or through an alumnae
chapter
 Participate in “friendraising” as well as fundraising
 I have read and agree to abide by the Foundation’s Social Media Policy and the
Fraternity’s social media policies (see Policy 2 in the Fraternity’s Governing Documents,
Book of Policies).

I agree by signing this document that I am in full understanding of my committee obligations.

Name of Committee Member:

Signature of Committee Member:

Date:

Name: Alpha Omicron Pi Foundation GL Code (See Amount
Date 2021 In-Kind Donation Form options below)

Description

Receipts must be attached for all expenses except mileage and tips to bell hops, skycaps, etc. Total Expenses $0.00

Please consider this expense report and attached receipts an in-kind gift to the Foundation.
In-kind donations will apply to your giving record and a tax receipt will be provided.

My signature indicates that these expenses were incurred by me while doing business for
Alpha Omicron Pi Foundation and have been authorized by the Board of Directors.

Signature of Individual Incurring Expenses Date

Approval Signature Date

IRS mileage rate for 2020 is 0.56 cents per mile. GL Code:
7460
Fund Options: 7490
Board Meeting 8430
Leadership Institute 8611
Copies/Printing 7410
Donor Cultivation (Other / General) 7420
Grant Committee Meeting 7440
Scholarship Committee Meeting 7480
Finance Committee Meeting
Convention Email to: [email protected]

Mail to: AOII Foundation, 5390 Virginia Way, Brentwood, TN 37027

1/22/21

ALPHA OMICRON PI ORGANIZATION CHART | JUNE 2020

Rituals, Traditions & Parliamentarian Council
Jewelry Committee International
Human Resources Historian Executive Foundation
Committee Nominating Chair* Committee Board* Board*
Trustees Members
Chair* Committee
Members Past
Properties International
Headquarters Staff Board* Presidents* Foundation
Executive Director*
Panhellenics Committee * Dept. Directors Collegiate Finance
Communications* Work Group Foundation
NPC Committee Talent Properties* Sta
Delegate* Members & Culture* Accounting

Chief Education Committee
Panhellenic
Asst. Executive Executive Education, Chair* Committee
O cer* Director* Director* Training & Events* Members

Educational Leadership Lifetime General Counsel* Collegiate Recruitment
Consultants Engagement Experience* Ambassadors

Constitution Lifetime Training Professional Sta
Interpretation & Engagement Ambassadors Elected O cer
Revision Committee Appointed O cer
Network Council Member
Directors* Fraternity Leadership
Committee
Chair* Committee Network Specialists
Members

Membership Membership Operations & New Chapter
Experience Growth Programming Development

Alumnae Chapters Collegiate Chapters Chartering Collegiate Chapters

Alumnae Alumnae Chapter Chapter Chapter Chapter
President O cers President Adviser Adviser President

Alumnae Chapter Members Leaders Alumnae Advisory Alumnae Advisory Leaders Council
Council & Cabinet Committee Committee & Cabinet

Collegiate Chapter Members Collegiate Chapter Members





About the
AOII Foundation

Our Mission:

The AOII Foundation invests in our
sisters and inspires a lifetime of
giving to innovative leadership,
educational and philanthropic
causes.

Quick Facts

• Established in 1977
• Non-Profit Corporation; 501(c)(3)
• Board of Directors – 8 members
• Offices at Headquarters in

Brentwood, TN
• Gifts are tax-deductible in the U.S.









The Loyalty Fund

Opportunities to support the Loyalty Fund:

Join one of our annual Giving Societies

Opportunities to support the Loyalty Fund:

Donate during Pi Day on March 14 and
#GivingTuesday on Dec. 1!

Purchase a Rose Tribute during Choose AOII Foundation!
International Convention and Leadership Institute!

CONNECT WITH US!

Online

w w w. a l p h a o m i c ro n p i . o rg / fo u n d a t i o n

wF awcwe.fbaoceobkook.com/aoiifoundation

@I nAsOtIaIFgoruanmdation

AOII Foundation

AOII Foundation Board Meeting |MINUTES

7/20/2020 | Conference Call via Zoom

Meeting called by Andrea Dill, Board Kandy Bernskoetter, Barb Bruning, Kath Conver,
President Andrea Dill, Crystal Grafton Combs, Nancy
Type of meeting Hohmann, and Rissa Reddan
Note taker Board Meeting
Absent: Meagan Davies
Ashley Byrd, Staff
Staff: Ashley Byrd

AGENDA TOPICS

5 minutes | 1 p.m. CST| Agenda topic Call to order | Presenter Andrea Dill

Meeting was called to order on July 20, 2020 at 1:02 p.m. CST by President Andrea Dill.
Call for any agenda items to be removed or added to the Consent Agenda – Andrea Dill

Addition of Vote on new Finance Committee member with Finance Report
Call for Vote of approval of Consent Agenda as distributed – Andrea Dill
Call for Vote of approval of May 2020 Board Minutes as distributed – Andrea Dill

• VOTE 20-73 – Motion to approve the consent agenda as distributed. Barb Bruning made the
motion; seconded by Nancy Hohmann and carried.

• VOTE 20-74 – Motion to approve the AOII Foundation June 2020 board minutes; Kath Conver
made the motion, seconded by Barb Bruning, and carried.

Action items Person responsible Deadline
None

8 minutes | 1:07 p.m. | Agenda topic Finance Report | Presenter Rissa Reddan

Foundation ended the fiscal year with $535K in contributions to the Loyalty Fund. The Fund Admin fees
will update at year end increasing our revenue in the final financials. Vote to approve June 30th financials
tabled until final numbers are available.

Rissa Reddan proposed the addition of Barb Zipperian to the Finance Committee. Not only is her
professional background appropriate, but we were in search of a local committee member who can also
be a check signer.

• VOTE 20-75–Motion to approve the addition of Barb Zipperian to the Finance Committee; Kandy
Bernskoetter made the motion, seconded by Barb Burning.

Action items Person Deadline
responsible

10 minutes | 1:17 p.m. | Agenda topic Committee Updates | Presenter Various
Board Development & Governance – Ashley Byrd on behalf of Meagan Davies

• TEATIME –July highlighted resources to market the Foundation. Future issues are assigned to
committee members based on expertise.

• Committee is reviewing and making electronic all pieces of the Board Member Binder so the
resource can be electronic instead of a physical binder. Further details will be shared at the
August Board meeting.

• FY End Vote Ratification Votes 20-31-20-72
o VOTE 20-76 – Motion to ratify Votes 20-31-20-72; Nancy Hohmann made the motion;
seconded by Kath Conver.

Advancement & Marketing – Kath Conver
Committee is meeting monthly at a regular cadence. They have reviewed data and are discussing
benchmarks for the Foundation’s social media engagement. They have recommended incorporation of
more video as well as increased and consistent communication with donors. Kath reviewed the ROP
draft with the Board.

• VOTE 20-77 Committee submitted ROP for review and approval; seconded by Barb Bruning.

Grants Committee – Nancy Hohmann
Arthritis Foundation has invited the Foundation and Fraternity to attend an update for partners on
COVID-19, organizational changes, and plans moving forward.

Ruby Fund Update – Kandy Bernskoetter
In FY20-21 we have had 4 requests for Ruby Fund applications. One application that was started
originally in FY19-20 and was completed in this fiscal year. The committee has $35K for the fiscal year as
approved by the finance committee. $15,733.87 is the remaining balance of the COVID-19 fund.

Scholarship – Barbara Bruning
Virtual Scholarship reception was a success. 85 scholarships were awarded, one declined and one
deferred. 79 complete scholarship packets have been received. Staff is following up with the outstanding
packets for photos, thank you notes, etc. One July 1 two scholarships were reopened (Omega and
Lambda Tau). One application has been received (Lambda Tau). The deadline is Friday, July 24th.

Page 2

Action items Person responsible Deadline

10 minutes | 1:30 p.m. | Fraternity Update | Presenter Crystal Grafton Combs

Crystal provided a Fraternity update. Fraternity focus includes providing support to our chapters as
campuses make decisions on a return to campus and fall activities—AOII Properties is adjusting housing
capacity, financial tools are being provided to assist our chapters in adjusting budgets, a recruitment
video series has been released, new content is now on the Experience AOII section of website, VPComm
and Virtual Bid Day materials have been shared. These resources are critically important as many
campuses are pivoting to fully virtual recruitment process. Chapters have recruitment coaches in place.

The Fraternity received more than 200 applications for the new Diversity, Equity, Inclusion and
Education work group. 36 were selected for interviews with a goal to identify 12 at the August XB
meeting.

Launched the 10-network structure and volunteer training is underway. Supporting our chapters daily.

Approved changes to the Standing Rules & Book of Policices are now being reviewed by CIRC prior to
distribution to our chapters, expected in August.

Nearly 500 new members were initiated in June/July; remaining initiations will take place in fall. RT&J is
exploring online monthly rituals for our collegiate chapters.

On the road to Convention, Nominating Trustees are working. If anyone is interested in running, please
contact an NT or XB member.

Action items Person responsible Deadline
Review social and web recruitment resources
Board members 8/7/2020

Page 3

5 minutes | 2:05 p.m. | Agenda topic General Board and Staff Update | Presenter
Various

General Board Updates- Andrea Dill

• 100+ 1897 Society members
• Strong yearend financials
• Andrea is on west coast for several weeks, undetermined return
• August meeting times shared, more to come on agenda details
• Nominating Committee-Dionn Tron is chair, Andrea Dill, and Caroline Lazarra will also

serve; that group will choose two more. Please be prepared to share intent to run at the
August meeting.

.
Staff Update

• ED continues attending weekly leadership meetings
• 1897 Society closed year with 103 members.
• ED asked to host session on our Virtual Scholarship Reception at FFE Seminar.
• Medical insurance through Fraternity changing to PEO, will have $10,000 impact to

budget. Consulted with Pam Grant (who has HR/Benefits background), engaged two
additional local insurance brokers for quotes, recommendation is to move forward with
PEO, but ask more questions before finalized.
• HQ will remain closed for the balance of 2020.
• August agenda will include portfolio and business plan review.

Action items Person responsible Deadline
Review portfolio, share any changes with Ashley
Board 8/1/2020

5 minutes | 3:30 p.m. | Executive Session | Presenter Andrea Dill
o

Action items Person responsible Deadline

Additional follow up items:

Page 4

AOII Foundation Board Meeting |MINUTES

8/7-8/8/2020 | Conference Call via Zoom

Meeting called by Andrea Dill, Board Kandy Bernskoetter, Barb Bruning, Kath Conver,
President Meagan Davies, Andrea Dill, Crystal Grafton
Type of meeting Combs, Nancy Hohmann, and Rissa Reddan
Note taker Board Meeting
Absent:
Ashley Byrd, Staff
Staff: Ashley Byrd

AGENDA TOPICS

5 minutes | 1 p.m. CST| Agenda topic Call to order | Presenter Andrea Dill

Meeting was called to order on August 7, 2020 at 1:02 p.m. CST by President Andrea Dill.
Call for any agenda items to be removed or added to the Consent Agenda – Andrea Dill
Call for Vote of approval of Consent Agenda as distributed – Andrea Dill
Call for Vote of approval of July 2020 Board Minutes as distributed – Andrea Dill

• VOTE 20-79 – Motion to approve the consent agenda as distributed. Barb Bruning made the
motion; Rissa Reddan seconded. Motion carried.

• VOTE 20-80 – Motion to approve the AOII Foundation July 2020 board minutes; Barb Bruning
made the motion, seconded by Rissa Reddan. Motion carried.

Action items Person responsible Deadline
None

8 minutes | 1:07 p.m. Aug. 7 | Agenda topic Finance Report | Presenter Rissa Reddan

Foundation ended the fiscal year with $600K in contributions to the Loyalty Fund. This is 120K more than
the three-year average. Additionally, the Finance Committee held a kickoff meeting with the new
auditors.

• VOTE 20-81–Motion to approve financials ending June 30, 2020; Meagan Davies made the motion,
seconded by Barb Burning, and carried.

• VOTE 20-82 Motions to approve financial ending July 31, 2020; Nancy Hohmann made the
motions, seconded by Rissa Reddan, and carried.

Action items Person Deadline
None responsible

60 minutes | 1:17 p.m. Aug. 7| Agenda topic Committee Updates | Presenter Various
Advancement & Marketing – Kath Conver
Committee has not met since the last board meeting. The ROP will be reviewed with committee members
at the next meeting to ensure they understand their roles and responsibilities.

Grants Committee – Nancy Hohmann
The Fraternity will be requesting two new grants from the Foundation. The first will support the archives
initiative and the second will support a new diversity and inclusion training program. The grants
committee will review the requests and send a final recommendation to the board for approval.

Ruby Fund Update – Kandy Bernskoetter
Year to date, we have had 16 requests for Ruby Fund applications. 15 applications are COVID related and
one is traditional. One application was declined, one is on hold, and two require additional information
from the applicants. The Foundation may have the opportunity to apply for a grant from The Community
Cares program in Tennessee. ED is waiting on further clarification on residency requirements before
applying.

• VOTE 20-83 Motion to roll over $16,289.19 from last year’s COVID special board allocation to the
current fiscal year. Kandy Bernskoetter made the motion, xxx seconded, and carried.

Scholarship – Barbara Bruning
The two new scholarship recipients have received their fulfillment packets and will work to complete
those in a timely manner.

Nominating Committee – Andrea Dill
The committee will be chaired by Dionn Tron. She will be joined by Caroline Lazzara and Andrea Dill.
The three appointees will select two additional members at their first meeting. Andrea polled the current
members to ask who is planning to run again in the new biennium. All members confirmed they will run
for re-election.

Board Development & Governance – Jessica Bertsch, Meagan Davies, and Lynda Givens Lessek
Committee has spent the past quarter reviewing the Foundation governing documents and ensuring that
they reflect how we do business and are in line with accepted nonprofit best practices. Lynda Givens
Lessek walked the Board through the proposed changes and explained the rationale behind the proposed
changes.

• VOTE 20-84 Committee made a motion to approve the revised AOII Foundation Board Statement
of Understanding. No second required. Motion passed.

• VOTE 20-85 – Committee made a motion to approve revisions to the AOII Foundation Bylaws. No
second required. Motion passed.

Page 2

• VOTE 20-86 – Committee made a motion to approve revisions to the AOII Foundation Rules of
Procedures. No second required. Motion passed.

Jessica Bertsch reviewed the results of the first quarterly board self-evaluation. Key takeaways were
included in the board packet.

The floor was opened after the vote to discuss additional changes the board wanted to see in the bylaws.

• Board identified the following bylaw sections for further review:
o Article XII – clean up the language and ensure that it is clear in the meaning an intent
o Article VIII – delete language allowing for loans to board members to ensure consistency in
this section
o Section 6.2 - ensure that Council Members are referred to as Foundation Members
consistently throughout the Bylaws
o Look at the possibility of having the immediate past president serve in as an Ex-Officio
member
o Explore the possibility of staggering board member terms

Action items Person responsible Deadline

Governance Committee to consider additional bylaw changes Meagan/Committee Next 90-120 days

Have staff review document retention policy to ensure it Ashley 9/5/2020
encompasses HR files

30 minutes | 2:30 p.m. Aug. 7 | Fraternity Update | Presenter Crystal Grafton Combs

The Fraternity is launching a “Pay It Forward” initiative that will allow an alumnae member to pay the
international fees of a collegiate member. This will encompass the operating fee, Council dues, the
investment fee, and the NPC fee; this covers a large portion of the total international fees and will be
available for sisters in the U.S. and Canada

ELC training has ended and the ELCs have been placed in chapter houses across the United States (like a
resident ELC) where they will complete their virtual visits.

Our volunteer and staff teams are working to actively support our collegiate chapters as we prepare for
virtual recruitment plans this fall. We are also preparing for spring recruitment as chapters shift to
virtual platforms.

A work group is being established to review the collegiate chapter LC/AAC structure in preparation for
the fall election cycle.

Leadership Academy 2020 will be a virtual event and is scheduled for January 8-9, 2021.

More than 200 women have registered to participate in the Mentor Power Hour initiative.

Page 3

AOII is partnering with Alpha Phi Alpha to sponsor a joint discussion online, designed to facilitate
conversation around race relations and DEI initiatives.

AOII will provide DEI capacity building training for our professional staff, international volunteers, and
chapter advisers.

AOII does have chapters at risk due to challenges presented by COVID-19, membership recruitment and
retention, finances, and the AGL movement. We are working to provide support to our members and
chapters with respect to these challenges.

The XB position description has been revised and will be posted online in September to begin the process of
the election cycle.

Action items Person responsible Deadline

120 minutes | August 8 | Planning Session | Presenter Ashley Byrd

Major Gifts

Reviewed and codified the Foundations approach to Major Gifts. Clarified definition, cultivation process, and
portfolios.

PEO Vetting Process

ED worked with Pam Grant; VP of Human Resources at Randstad conducted PEO Vetting Process in
partnership with the Fraternity. The PEO is the optimal model for the Foundation and recommended the staff
move forward.

Business Plan

Priority is to stabilize the loyalty fund. Plan is to maximize opportunities to grow revenue, build stronger
relationships, and engage new donors. Written plan was shared in the board packet.

Goals and objectives

ED presented her first draft of her performance goals for FY 2020-2021 for the board to consider.

Action items Person responsible Deadline
Refine portfolios based on board discussion
Ashley/Cindy 9/1/2020

Page 4

minutes | 3:30 p.m. | Executive Session | Presenter Andrea Dill
o Person responsible Deadline

Action items

5 minutes | 2:35 p.m. | Agenda topic General Board & Staff Update | Presenter Various

General Board Updates- Andrea Dill

• Tropical Brainstorm – form to fill out when you have specific ideas for change, events, or
the squirrel tree.

.
Staff Update

• Major Gift officer will conduct virtual city visits in the fall. The targeted cities/areas
include: Northern California, Southern California, Indianapolis, and New York

• Scholarship recipients will be featured in the upcoming To Dragma. Jessica Bertsch is
taking the lead on endowing a military scholarship.

• FFE is slated for August 24-26. All board members were automatically registered. The
conference has eight tracks with one dedicated to board members.

• Blackbaud informed its clients that they experienced a data breach in May. No payment
information was compromised by names, addresses, and e-mail data “may have been
compromised.” Board members connected ED with Julia Houston, Chief Transformation
Officer at Equifax, to get further direction on verbiage to use to inform donors.

• Staff is in the process of submitting required documentation for the audit.
• Canadian Foundation met in July. They are transitioning in a new Treasurer.
• Revenue highlights include: Including a vanity URL in fall direct mail piece to track and

attribute revenue, Jacqueminot Circle added three new members, 1897 society added a
new member and had a renewal, Sugar and Kiki, a subscription service, will make a $5
donation for each subscription service and Chantel Schieffer is offering a $500 match.
•

Action items Person responsible Deadline

Additional follow up items:

Page 5

AOII Foundation Board Meeting |MINUTES

9/21/2020 | Conference Call via Zoom

Meeting called by Andrea Dill, Board Kandy Bernskoetter, Kath Conver, Meagan Davies,
President Andrea Dill, Crystal Grafton Combs, Nancy
Type of meeting Hohmann, and Rissa Reddan
Note taker Board Meeting
Absent: Barb Bruning
Meagan Davies, Secretary
Staff: Ashley Byrd

AGENDA TOPICS

5 minutes | 1 p.m. CST| Agenda topic Call to order | Presenter Andrea Dill

Meeting was called to order on September 21, 2020 at 1:02 p.m. CST by President Andrea Dill.
Call for any agenda items to be removed or added to the Consent Agenda – Andrea Dill
Call for Vote of approval of Consent Agenda as distributed – Andrea Dill
Call for Vote of approval of August 2020 Board Minutes as distributed – Andrea Dill

• VOTE 20-89 – Motion to approve the consent agenda as distributed. Meagan Davies made the
motion; seconded by Kath Conver and carried.

• VOTE 20-90 – Motion to approve the AOII Foundation August 7-8 board minutes; Nancy
Hohmann made the motion, seconded by Kath Conver, and carried.

Action items Person responsible Deadline
None

8 minutes | 1:07 p.m. | Agenda topic Finance Report | Presenter Rissa Reddan

Lawson Allen from Lee, Danner, & Bass joined the call to give an overview of YTD performance of the
Foundation assets. YTD net total return is 2.9%. Return impacted by performance of small and
international caps. Annualized rate of return is 7.5% for the last ten years.

Finance committee met last week and reviewed the Foundation Financials. Foundation had the strongest
August in remembered history. The positive trend is attributed to the 25 new 1897 members who are
paying monthly. In addition, staff has closed new 1897 gifts.

• VOTE 20-91–Motion to approve the financials ending August 31, 2020; Rissa Reddan made the
motion, seconded by Kath Conver and carried.

• VOTE 20-92 – Motion to approve additional allocation to the Ruby Fund for COVID in the amount
of $40,000; Rissa Reddan on behalf of the Finance Committee made the motion and carried.