2021-2023 AOII Foundation Board Manual

Action items Person Deadline
See action item in Board Governance Section responsible

10 minutes | 1:17 p.m. | Agenda topic Committee Updates | Presenter Various

Board Development & Governance –Meagan Davies

• TEATIME –September highlighted motivation and how it applies to volunteering. Future issues
are assigned to committee members based on expertise.

• Committee Chair and Annual Commitment Form/Toolkits
• Operating Policy

o VOTE 20-93– Operating Reserve Policy is being sent back to the Finance Committee to
clarify the wording around the exact allocation of operating reserves. Additionally,
committee needs to revisit the verbiage as it relates to co-mingled funds.

o VOTE 20-94 Motion to approve the Conflict of Interest Policy, Committee made the motion,
and carried.

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 based on actual performance in July and
August.

• Work is beginning on donor engagement survey
• Create meaningful engagement for Foundation Ambassador program
• Furnish Foundation branded copy to alum chapter editors

Ruby Fund Update – Kandy Bernskoetter

Committee has worked to update the four Ruby Fund applications as well the Committee ROP. Both
items have been sent to the Board Governance Committee for review and approval. The committee has
$35K for the fiscal year as approved by the finance committee. $8,666.97 is the remaining balance of the
COVID-19 fund.

Action items Person responsible Deadline
Revise Operating Policy
Rissa 10/31/2020

Page 2

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

The Fraternity continues to navigate the challenges of COVID-19, particularly with respect to housing
and creating a positive virtual sisterhood experience.

The “Pay It Forward” initiative launched last week. This program is designed to allow alumnae members
the opportunity to offset the international fees paid by our collegiate members. This program is available
for our U.S. and Canadian sisters.

The “Pivot with Purpose” Town Hall series continues to receive great feedback, as does the Mentor
Power Hour initiative.

The LC/AAC work group is on schedule with plans to roll out the new structure of our LC and AAC
teams in advance of the fall 2020 elections. Leadership Academy 2021 will be hosted in a virtual platform
and will focus on these new roles.

The Standing Rules and Book of Policies are in the final review stages in preparation for an October
distribution.

Regarding Convention, our professional staff team is reviewing available options for an in-person,
virtual, and/or hybrid Convention experience. A final decision will be made in the new
year. Amendments to the Governing Documents must be submitted to CIRC no later than October 30,
2020. The Executive Board position description is available on Fulfilling the Promise.

Action items Person responsible Deadline

Page 3

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

General Board Updates- Andrea Dill

• Nominating Committee meets 9/22. Committee will review application and Advocacy
Policy

• Committee will utilize the XB Nominating Trustees calendar

Staff Update

• Major Gift Officer has 10 visits scheduled this week in Chicago
• Andrea is hosting two Pi Parties next week targeting Los Angeles and San Diego
• Meeting with donors in every state before the end of the fiscal year through “Pi Parties:
• Foundation had a 48% open rate for the first Foundation Update e-mail
• 40 RSVP’s for Rose Vine Social on the 24th
• Second DM drop is in October
• Planning stewardship event in November
• New employee benefits begin in October. Finance Committee is evaluating new

retirement plan compared to existing plan.
• Audit started today
• Seven Jacqueminot Society members committed YTD
• Two new 1897 members and two renewals
• Closed $75K in Tennessee Community Cares monies. Exploring the options for

administering the funds.
• Giving Tuesday is slated for December 1. Would like to have $10K in matching funds

with an overall goal of raising $17K
• Completed 90-day check-ins with staff
• October Board meeting will be two hours and have Caroline Lazzara representing FSPAC

and training from Deloitte called “Business Chemistry.”

Action items Person responsible Deadline

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

10/19/2020 | 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: N/A
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 October 19, 2020 at 1:02 p.m. CST by President Andrea Dill.

FSPAC – Guest Speakers Caroline Lazzara and Deene Souza

FSPAC has several priorities:

• Lobby to allow tax deductible housing donations
• NPC/NIC part of the anti-hazing coalition
• Reach Act
• Action Fund – funds attorneys to defend lawsuits (like Harvard) at the state level
• FGRC – organized lobbying on The Hill for collegiate and alum members

Ways the board can help FSPAC:

• Advocate for the Greek life experience
• Support those who support FSPAC
• Financially support FSPAC
• Call or write your members of Congress when asked

Call for any agenda items to be removed or added to the Consent Agenda – Andrea Dill
• Add disclosures to the Finance section

Call for Vote of approval of Consent Agenda as distributed – Andrea Dill
Call for Vote of approval of September 2020 Board Minutes as distributed – Andrea Dill

• VOTE 20-95 – Motion to approve the consent agenda as distributed. Nancy Hohmann made the
motion; seconded by Barb Bruning and carried.

• VOTE 20-96 – Motion to approve the AOII Foundation September 21, 2020 board minutes; Meagan
Davies made the motion, seconded by Nancy Hohmann and carried.

Action items Person responsible Deadline

Think of two members who may be able to give to FSPAC All members 11/1/2020
and forward to Caroline

8 minutes | 1:45 p.m. | Agenda topic Finance Report | Presenter Rissa Reddan

YTD Loyalty Fund is trending behind prior year 73K vs. 82K. Difference is attributed to timing on Terry
Palmers Sisterhood Retreat gift. Budget deficit is 62K vs. 99K, closing the gap by 37K from prior year.
Finance reports will forecast our cash needs moving forward. Foundation will be writing off two pledges
after the audit.

• VOTE 20-97–Motion to approve the financials ending September 30, 2020; Barb Bruning made the
motion, seconded by Kath Conver and carried.

• VOTE 20-98 – Motion to approve adding Ashley Byrd and Laura Ward to Vanguard account and
move it to be managed by Lee, Danner & Bass; Rissa Reddan on behalf of the Finance Committee
made the motion, Nancy Hohmann seconded the motion and it carried.

Governance and Finance Committee are working collaboratively to review and bring revised policies to
the board for approval.

Disclosures:

• Rissa Reddan disclosed she has agreed to volunteer on the HelloHealth Board of Advisors, a
company owned by Meagan Davies. She also disclosed she has hired Governance Chair Jessica
Bertsch to do some marketing work for PayNet

• Meagan Davies disclosed she has hired Jessica Bertsch to prepare a marketing deck and sales one
sheets for HelloHealth

Action items Person Deadline
N/A responsible

10 minutes | 2:00 p.m. | Agenda topic Committee Updates | Presenter Various
Board Development & Governance –Meagan Davies

• TEATIME –October highlighted the need for board self-assessment individually and collectively.
The purpose of the assessments is to focus the board on its work, structure, and dynamics.
Additionally, the tools should be used to plan for future human capital needs.

• Please incorporate the TEATIME questions in your future committee meetings
Advancement & Marketing – Kath Conver
The committee completed a Foundation Ambassador training on stewardship.

Page 2

• Giving Tuesday strategy and materials are being developed in tandem with staff partner. The goal
for the December 1 campaign is 17-20K. Ashley is working to secure the match now. Committee is
exploring the opportunity to create subcategory matches

• Committee is exploring the opportunity to create a Founders Day video message about the Ruby
Fund that collegiate and alumnae members may use for their virtual events

Ruby Fund Update – Kandy Bernskoetter

Committee has worked to update the four Ruby Fund applications as well the Committee ROP. Both
items have been sent to the Board Governance Committee for review and approval. Committee is also
going to pilot the use of Smarter Select for the application process. The committee provided seven eCards
for the women of Gamma Sigma for a total of $3,500 ($500 a card). The balance remaining in the
traditional Ruby Fund account is $27,338.68 and the balance in the COVID Ruby Fund is $48,666.97. There
are no outstanding applications currently.

Grants – Nancy Hohmann

Committee is meeting next week to review the reports from the grantees. They will also be reviewing the
mini-grant requests. It is the intent to redirect requests that are camp related to other initiatives of the
Arthritis Foundation. The camps have been impacted due to COVID.

Scholarship – Barb Bruning

The scholarship application opens November 1. Subgroup of the committee met with Smarter Select on
October 8 to make changes to the application. Changes were distributed to the committee to test. After
the test run, committee will suggest final changes, test again, and then open the application portal. The
grading rubric will change to reflect the new application.

Action items Person responsible Deadline
Use TEATIME questions at committee meetings
Board liaisons Per meeting schedule

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

• The sisters of Gamma Sigma have lost a member of their chapter. Our Fraternity is working to
provide support to our sisters and connect them with the University for additional support and
resources

• The Executive Board has voted unanimously to withdraw the charter of two chapters, Sigma Chi
at Hartwick College and Lambda Rho at Texas Christian University.

• The Diversity, Equity and Inclusion Education Work Group has begun hosting focus
groups. These focus groups started last week and will continue through the end of the year.

• The LC/AAC Work Group has rolled out a new process for collegiate chapter elections. Plans to
restructure the LC/AAC will move forward next year.

• The revised Standing Rules and Book of Policies have been released and are available on Fulfilling
the Promise. Proposed amendments to the Constitution and Bylaws are due to CIRC no later than
October 30.

• Our professional staff team is researching opportunities regarding a potential virtual experience
for Convention 2021.

Page 3

Action items Person responsible Deadline

Review Standing Rules and Book of Policies Entire board

Review amendments to Constitution and Bylaws Entire board

5 minutes | 2:20 p.m. | Agenda topic General Board and Staff Update | Presenter
Various

General Board Updates- Andrea Dill

• December meeting will be moved to the 14th instead of the 21st
• Please fill out the Deloitte Business Chemistry survey. We will add a meeting with an

outside facilitator to review the results.

Staff Update

• Rose Vine Social Hour highlights are in the board packet
• Have an invitation out to Anne Byrn, cookbook author, to host a December social
• Quarterly update will launch in November
• Increased social media posts to three per week resulting in increased engagement
• Small business Saturdays have been successful in highlighting our sisters
• Due to COVID funds raised for the Arthritis Foundation are down significantly and

Ruby Fund fundraising is up
• Held call with Alpha Phi about bringing data from Salesforce data into Raisers Edge
• Have 17 1897 Society members who are paid in full or are new. Two lapsed donors came

back.
• VOTE 20-99 Motion made by Kath Conver and seconded by Rissa Reddan to terminate

retirement plan with Mutual of America. Motion carried. Secretary completed
termination paperwork.
• Headquarters building is closed through April
• Raisers Edge made major updates to the software program. Please let Ashley know if you
are experiencing any issues. Our action items/engagements are up 200 over prior year.
• Draft audit will be ready by the end of October

Action items Person responsible Deadline
Send holiday recipe to Ashley
Individual board 10/30
Reach out to current portfolio about Giving Tuesday members

Individual board 11/20
members

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

Page 4

Action items Person responsible Deadline
Additional follow up items:

Page 5

AOII Foundation Board Meeting |MINUTES

11/16/2020 | 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: N/A
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 November 16, 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 October 2020 Board Minutes as distributed – Andrea Dill

• VOTE 20-101 – Motion to approve the consent agenda as distributed. Kath Conver made the
motion; seconded by Barb Bruning and carried.

• VOTE 20-102 – Motion to approve the AOII Foundation October 20, 2020 board minutes; Nancy
Hohmann made the motion, seconded by Barb Bruning, and carried.
- Finance and accounting policy will go back to committee to discuss $500 petty cash limit and
credit card limits for staff.

Action items Person responsible Deadline
N/A

8 minutes | 1:45 p.m. | Agenda topic Finance Report | Presenter Rissa Reddan

Treasurer plans to spend more time on the financials since the board survey results show this is a priority
for the board members. The focus of the reports will be fund balances, cash flow, and the balance sheet.
YTD Loyalty Fund is trending behind prior year 102K vs. 108K. Difference is attributed to timing on
Terry Palmer’s Sisterhood Retreat gift. The small variance means most of the revenue has been made up.
The budget deficit is 91K vs. 119K.

Finance and Governance Committee worked collaboratively to refine the finance policies. Previous
concerns voiced in August board meeting have been addressed in revised policies.

• VOTE 20-103–Motion to approve the financials ending October 31, 2020; Barb Bruning made the
motion, seconded by Kath Conver, and carried.

• VOTE 20-104 – Motion to approve the revised financial documents. Motion made by committee
and it carried.

Treasurer and Executive Director to meet with auditors on November 18th. Results of the audit will be
presented to the Finance Committee on 12/1 and reviewed with the board on 12/14. Foundation has
received a “clean audit”.

Treasurer is happy to connect with any board members that would like more information or a tutorial on
the finances. As a follow up to the conversation, here is the blogpost from BoardSource on
finacials: https://blog.boardsource.org/blog/making-financial-statements-less-scary Also, here is a
BoardSource primer on financial statements: https://boardsource.org/product/financial-statements-
primer/

Action items Person Deadline
Include three-year average on the administrative fees responsible
Petty cash limit is added to policy at $500 limit
Rissa and Laura November financials

Rissa and Ashley December meeting

10 minutes | 2:00 p.m. | Agenda topic Committee Updates | Presenter Various

Board Development & Governance –Meagan Davies and Jessica Bertsch

• TEATIME –tabled due to time restrictions
• Committee Chair reviewed the qualitative and quantitative feedback from the last board survey.

Feedback was divided into areas of growth, proud moments, and pat on the back moments
• Secretary reviewed the Chair and committee member Statement of Understanding with the board.

It will be used to onboard future committee members and Chairwomen.

Advancement & Marketing – Kath Conver

Committee met last week. During the meeting they utilized TEATIME and asked for feedback on the tool
as well as the content. Liaison to share that information with the Governance Committee.

Ruby Fund Update – Kandy Bernskoetter

The committee has approved two applications for the traditional alumna grant. It is reviewing one new
COVID-19 request. The balance remaining in the traditional Ruby Fund account is $23,685.49 and the
balance in the COVID-19 Ruby Fund is $48,666.97.

• VOTE 20-106 Committee recommended that the alumna recommendation be eliminated as part of
the application process. Motion carried.

Grants – Nancy Hohmann

Foundation was awarded monies from the CARES funds in Tennessee. Those funds must be spent in the
state. Funds must be spent by a specific time in accordance with the states grant guidelines.

• VOTE 20-105 Committee recommended the grant funds be used for COVID related expenses
incurred by the Fraternity. Motion carried.

Page 2

Scholarship – Barb Bruning

The scholarship application opened November 1. 85 applications have been started. Current recipients
will have to provide proof of spring enrollment.

Action items Person responsible Deadline
TEATIME feedback to Governance
Kath Per meeting schedule

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

• Virtual recruitment was a success for many of our chapters this fall. As we prepare for spring
recruitment, we will continue to utilize our Recruitment Coaches to provide additional support
through this virtual process.

• The Mentor Power Hours series of online events was a resounding success, with hundreds of
sisters participating. Because of this success, these events will continue through the spring.

• The “Pay It Forward” Initiative raised almost $25,000 in support of our collegiate members.
• Leadership Academy will be hosted January 9-10 via a virtual platform. Eight participants from

each chapter are invited to attend, including two advisers.
• Anyone interested in applying for the Executive Board should do so before the deadline on

December 1st.

Action items Person responsible Deadline
Review Standing Rules and Book of Policies Entire board
Review amendments to Constitution and Bylaws Entire board

Page 3

5 minutes | 2:20 p.m. | Agenda topic General Board and Staff Update | Presenter
Various

General Board Updates- Andrea Dill

• December meeting will be moved to the 14th instead of the 21st
• Make sure if you are running for the board that you start the application process.

Staff Update

• Virtual visits by MG officer going well. Results from last month include two Second
Century gifts, two 1897 Society renewals, one new 1897 commitment, one new multi-year
1897 and volunteer hostess for Tallahassee

• Rose Vine Social Hour-Dec 8th already 43 RSVPs; tentative January will be part of Board
Retreat for a weekend evening—all networking

• Giving Tuesday-Tri-Board match exceeded goal, still pushing for 100% participation,
Pre-commitments=$17K+, staff participation currently at 43%.

Action items Person responsible Deadline
All board members Until 12/2
Share social media posts for Small Business Saturday &
Giving Tuesday All board members

Wrap up any remaining Loyalty Gal postcards

5 minutes | 2:30 p.m. | Executive Session | Presenter Andrea Dill
o

Action items Person responsible Deadline

Additional follow up items:

Page 4

AOII Foundation Board Meeting |MINUTES

12/14/2020 | Conference Call via Zoom

Meeting called by Andrea Dill, Board Barb Bruning. Kath Conver, Meagan Davies, Andrea
President Dill, Crystal Grafton Combs, Nancy Hohmann, and
Type of meeting Rissa Reddan
Note taker Board Meeting
Absent: Kandy Bernskoetter
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 December 14, 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 November 2020 Board Minutes as distributed – Andrea Dill

• VOTE 20-107 – Motion to approve the consent agenda as distributed. Barb Bruning made the
motion; seconded by Kath Conver and carried.

• VOTE 20-108 – Motion to approve the AOII Foundation November 16, 2020 board minutes; Nancy
Hohmann made the motion, seconded by Barb Bruning, and carried.

Action items Person responsible Deadline
N/A

8 minutes | 1:45 p.m. | Agenda topic Finance Report | Presenter Rissa Reddan

Financials look strong at the end of November. Current deficit is (92K) vs. (147K) in the prior year.
Foundation doubled the Giving Tuesday goal.

• VOTE 20-109–Motion to approve the financials ending November 30, 2020; Rissa Reddan made the
motion on behalf of the committee, seconded by Barb Bruning, and carried.

Action items Person Deadline
DM RFP in new biennium responsible Aug/Sept 2021

Ashley

10 minutes | 2:00 p.m. | Agenda topic Committee Updates | Presenter Various

Board Development & Governance –Meagan Davies

• TEATIME
• VOTE 20-110 Motion to approve new Grants ROP. ROP is being returned to the committee for

review and return to the board in January.

Advancement & Marketing – Kath Conver

Committee helped create Founders’ Day message highlighting the Ruby Fund. Board member Kandy
Bernskoetter delivers the message. Rose Vine Social utilized a committee suggestion to close out the
event.

Ruby Fund Update – Kandy Bernskoetter

The committee approved one application for the traditional collegiate grant. An approved alumnae
recipient returned funds since she did not need them. The balance remaining in the traditional Ruby
Fund account is $23,751.13 and the balance in the COVID-19 Ruby Fund is $48,086.97.

Grants – Nancy Hohmann

Committee will review ROP for the Grants Committee and bring recommendations to the January board
meeting.

Scholarship – Barb Bruning

The scholarship application opened November 1. 171 applications have been started. One application has
been completed. Current recipients will have to provide proof of spring enrollment. Salute to Sisterhood
(new scholarship) has raised $5,135.

Action items Person responsible Deadline

Marketing committee to review Loyalty Gal for DEI impact Kath February

Send out social media calendar to board members Courtney End of week

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

• The HQ building will remain closed at least through the end of the first quarter of the new year.
• Fraternity operations continue as we wrap up the end of this year and prepare for the new

year. Highlights of this fall include the Alumnae President Engagement series and the Mentor
Power Hours, which will continue into the spring.
• The XB has voted to postpone the archives museum project for another year; however, the
celebration of our 125th Anniversary will begin in January 2021 and continue through August
2022 following Leadership Institute.
• Leadership Academy is being planned for January 9-10, 2021 as a virtual event.
• The XB is meeting January 15-17, 2021.
• AOII Headquarters will be closing December 18, 2020 and will reopen January 4, 2021. The
Properties team will remain on call while the offices are closed for holiday.

Page 2

Action items Person responsible Deadline

5 minutes | 2:20 p.m. | Agenda topic General Board and Staff Update | Presenter
Various

General Board Updates- Andrea Dill

• List of board candidates will go out to Council tomorrow in conjunction with the
Fraternity

Staff Update

• Arthritis Foundation Evening of Honors is scheduled for Friday, January 15th. Details are
forthcoming.

• Giving Tuesday has reached 43K doubling the goal.
• ED will revisit staff structure after Courtney Stafford’s departure. In the interim a

contractor will be hired for 90 days.
• Reminder that the board retreat is January 22 and 23.
• Completed RE tutorial for board members on call.

Action items Person responsible Deadline
Ensure board retreat items are on your calendar All

5 minutes | 2:30 p.m. | Executive Session | Presenter Andrea Dill
o

Action items Person responsible Deadline

Additional follow up items:

Page 3

AOII Foundation Board Meeting |MINUTES

1/22-23/2021 | 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:
Meagan Davies, Secretary
Staff: Ashley Byrd

AGENDA TOPICS

5 minutes | 3 p.m. CST| Agenda topic Call to order | Presenter Andrea Dill
Meeting was called to order on January 22, 2021 at 3:02 p.m. CST by President Andrea Dill.

Blue & Co. joined the meeting to present the audit findings for year ending 6/30/2020. The audit
represents a single year financial statement due to the change in audit firms. It is a clean or unmodified
audit. Items of note:

• Foundation has assets of 8.7M, which represents a growth of 250K
• PPP loan of $67,712 shows as a liability until it is forgiven
• Investment return is <$182,778>, or a 2% loss for the year
• Expenses are down 300K due to decrease in grants awarded
• Net assets increased by $470,479
• Endowment is underwater by <$657,618> and is tied specifically to 27 scholarship funds. Audits

and Finance Committee will be digging into this over the next several months and bring
recommendations back to the board

Deloitte and Committee Chairs joined the meeting to participate in Business Chemistry exercise

Action items Person responsible Deadline
Plan for underwater scholarship funds
Rissa/Ashley 4/15/2021

DAY TWO – January 23, 2021

15 minutes | 2:30 p.m. CST| Agenda topic Call to order | Presenter Andrea Dill
Meeting was called to order on January 23, 2021 at 2:35 p.m. CST by President Andrea Dill.

Call for any agenda items to be removed or added to the Consent Agenda – Andrea Dill
• Add discussion about Strategic Plan to Committee section (Kandy Bernskoetter)

Call for Vote of approval of Consent Agenda as distributed – Andrea Dill
Call for Vote of approval of November 2020 Board Minutes as distributed – Andrea Dill

• VOTE 20-111 – Motion to approve the consent agenda as distributed. Nancy Hohmann made the
motion; seconded by Rissa Reddan and carried.

• VOTE 20-112 – Motion to approve the AOII Foundation December 14, 2020 board minutes; Barb
Bruning made the motion, seconded by Kandy Bernskoetter and carried.

• VOTE 20-113 – Motion to approve Vote Summary: Votes 20-73-20-110; Meagan Davies made the
motion, seconded by Nancy Hohmann and carried

15 minutes | 4:00 p.m. | Agenda topic Committee Updates | Presenter Various

Finance Report – Rissa Reddan

• VOTE 20-114 – Motion to approve financials ending December 31, 2020. Vote is tabled until
January in line with final close.
o Due to the mail delays, our audit firm agreed we should keep the books open to include all
gifts donors intended for receipt by December 31, 2020.

Board Development & Governance –Meagan Davies and Jessica Bertsch

• Board Self Evaluation results
o Committee will continue to focus on transparency, fun, and removing politics.
 Transparency – committee minutes and agendas will be housed in a central location
that all board members can access
 Fun – committee will deploy a survey to determine board member preference

• Potential Committee Member Process
o VOTE 20-114 Board Governance proposed changes to ROP to ensure agendas, meeting
minutes, and pertinent documents are archived and accessible to board members. Motion
carried.

Advancement & Marketing – Kath Conver

Committee at recent meeting discussed several ideas for Pi Day promotion, none including the Loyalty
Gal/Rosie the Riveter concept which has now been used through a full cycle of giving days.

Committee is focused on storytelling. We need to be able to better tell the story of the Foundation and
create a story pipeline for use in marketing materials. Committee will work on recommendations for the
board for Giving Tuesday and Pi Day.

Ruby Fund Update – Kandy Bernskoetter

The committee approved one application for the traditional alumna grant. One traditional collegiate and
one COVID-19 collegiate application are under review. The balance remaining in the traditional Ruby
Fund account is $15,448.87 and the balance in the COVID-19 Ruby Fund is $48,086.97.

Grants – Nancy Hohmann

• VOTE 20-115 Committee moves to make changes to ROP, reflecting an edit to item 1C under
Communications section, to bring it in line with other committee descriptions. Motion passed.

Page 2

Scholarship – Barb Bruning

The scholarship application opened November 1. 391 applications have been started, six applications are
complete, and 31 are pending. Current recipients will have to provide proof of spring enrollment.

• Finance to review scholarships for funding deficits and additional issues (chapter is closed,
language around legacies needs to be changed)

• VOTE 20-116 Barb Bruning made a motion to change the language in the Alpha Tau and strike the
reference to legacy. Motion second by Rissa Reddan and carried.

Action items Person responsible Deadline

Marketing committee working concepts/ideas to promote Pi Kath February
Day

Touchbase with attorney about Ruby Fund for dues Kandy/Ashley 2/28/2021

Finance committee to review scholarship for funding deficits Rissa 2/28/2021

10 minutes | 4:00 p.m. | Fraternity Update | Presenter Crystal Grafton Combs

• Regarding spring recruitment, registration numbers for campuses with spring recruitment have
been down across nearly all campuses. Our spring recruiting chapters are preparing for a virtual
recruitment experience, and Recruitment Coaches have been assigned.

• The Executive Board voted unanimously to withdraw the charter of our Delta Kappa chapter at
Washington University (St. Louis).

• The ELC program application deadline has been extended in the hope of recruiting more
candidates. This program will likely evolve to include hybrid travel options and the possibility of
a second-year program.

• The DEIE work group has released a survey to our membership. If you have not yet participated,
please do so. We are looking forward to these results and how they will inform our work moving
forward.

• Virtual Leadership Academy 2021 welcomed more than 1,000 participants. Each chapter was able
to send 6 officers and 2 advisers. Initial feedback has been tremendously positive. The
opportunity to have multiple officers and advisers participating in a virtual experience was a big
win and is being considered for future Leadership Academy events.

• The Alumnae Leadership Programming and Mentor Power Hours have begun again in the new
year. The goal for the Mentor Power Hours will be to create a direct match with a focus on
mentee interests.

• The Fraternity will host a virtual Installation of Officers for our international volunteers to have
the opportunity to connect with our Ritual, whether they have been newly appointed or are
continuing in a role. The date has not yet been scheduled.

• The Executive Board met this past weekend. Our next meeting will be a hybrid, both virtual and
in-person as people are able to travel and is scheduled for April 16-18.

Action items Person responsible Deadline
None Page 3

Action items Person responsible Deadline

5 minutes | 4:20 p.m. | Agenda topic General Board and Staff Update | Presenter
Various

General Board Updates- Andrea Dill

• Nominating Committee will be calling final list of candidates this week
• Add Strategic Plan to next board meeting for discussion

Staff Update

• TN Pi Party was successful thanks to Kandy Bernskoetter and Terry Palmer for hosting
• 80 RSVPs for tonight’s Rose Vine Social with the PIPs
• 16 new 1897 Society members
• Powerhouse will be driving the strategy for Pi Day which includes a tool kit for our

volunteers. Looking for a match for Pi Day. Financial goal is $31,400.
• Arthritis Foundation Evening of Honors honored Linda Grandolfo
• Review of 2020-2021 business plan

Action items Person responsible Deadline
Matching gift donors for Pi Day All 2/20/2021

5 minutes | 6:00 p.m. | Executive Session | Presenter Andrea Dill
o

Action items Person responsible Deadline

Additional follow up items:

Page 4

AOII Foundation Board Meeting |MINUTES

2/15/2021 | 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:
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 February 15, 2021 at 1:02 p.m. CST by President Andrea Dill.
Call for Vote of approval of Consent Agenda as distributed – Andrea Dill
Call for Vote of approval of January 2021 Board Minutes as distributed – Andrea Dill

• VOTE 20-119 – Motion to approve the consent agenda with one change inserting attorney’s
feedback on Fraternity dues. Kath Conver made the motion; seconded by Rissa Reddan and
carried.

• VOTE 20-120 – Motion to approve the AOII Foundation January 22-23, 2021 board minutes; Rissa
Reddan made the motion, seconded by Barb Bruning, and carried.

Action items Person responsible Deadline
None

15 minutes | 1:10 p.m. CST| Agenda topic Finance Report | Presenter Rissa Reddan

YTD operating income is 272K vs. prior year of 260K. PPP loan forgiveness paperwork submitted, and we
hope to recognize the income in March financials. Foundation has received 197K in bequest income
through January. We expect three additional bequests including: 12.5K restricted gift, 10K Iota
scholarship, and 10K unrestricted gift. Staff will be cleaning up outstanding pledges. This means the
Foundation will be writing off (28K) in pledges.

• VOTE 20-121 – Motion to approve financials ending January 31, 2021. Rissa Reddan made the
motion, seconded by Kath Conver, and carried

15 minutes | 1:15 p.m. | Agenda topic Committee Updates | Presenter Various

Board Development & Governance Committee

TEATIME – Board shared their responses to the TEATIME question “What do you wish people would do
less or more of when communicating with you online? Responses included: get to the point, speedy
responses, smiley faces, emoji’s, have phone calls over Zoom meetings, Zoom etiquette (Emily Post),
grammar, and stop sending links to “check out this video.”

The Foundation Volunteer placement process was reviewed with the board for feedback. Suggestions
include:

• Adding a link to a donation page in Attachment B
• Add to Attachment D information about the type of training we will provide volunteers (friend

raising/fundraising). May make sense to have all volunteers participate in Ambassador Training.
• Delete the word annually from bullet point two in Attachment D

Advancement & Marketing – Kath Conver

Committee at recent meeting reviewed social media statistics and engagement. More information will be
provided in the ED report. The donor engagement survey deployed to 14,000 recipients. We have
received 300 responses which is a good representative sample.

Committee will pivot to working on plans for social media for spring and summer after Pi Day work is
complete.

Ruby Fund Update – Kandy Bernskoetter

The committee approved one application for the traditional alumna grant, one traditional collegiate, and
one COVID-19 collegiate. Two applications are under review through the SmarterSelect System. One
application is a COVID-19 collegiate and the second is a traditional collegiate application. The balance
remaining in the traditional Ruby Fund account is $11,689.13 and the balance in the COVID-19 Ruby
Fund is $47,086.97. Ruby Fund has received $4,919.28 in donations this fiscal year compared to $8,582.70
in the prior year.

Andrea and Ashley spoke with our attorney about paying dues for members who are experiencing
financial hardship. The Foundation is not able to do this, however we can change the ROP to include
collegians experiencing financial hardship in addition to alumnae. The process would be managed
through SmarterSelect and the existing committee rubric.

Grants – Nancy Hohmann

Grants committee will meet in the next 30 days to evaluate the CARRA grants submitted by the Arthritis
Foundation. Additionally, the Arthritis Foundation notified the Foundation that they hired a new Vice
President of Mission and Strategic Initiatives. His name is Steve Taylor.

Scholarship – Barb Bruning

The committee is working on new announcement to support the promotion of scholarships as they are
established.

177 applications were submitted. This compares to 258 in 2020 and 375 in 2019. Eleven previous recipients
have applied again and will be removed from consideration, if their studies have not changed
(undergraduate/graduate).

Strategic Plan

Have Board Governance and Development incorporate feedback from board members on progress in
support of the Strategic Plan. Incorporate those questions in April board survey. Place the review and
planning at the beginning of the next biennium.

Action items Person responsible Deadline

A&M committee working on social media for spring and Kath 3/31/2021
summer

Page 2

Action items Person responsible Deadline

Revisions to Ruby Fund to support collegians experiencing Kandy/Ashley 3/31/2021
financial hardship

BD&G to incorporate questions about Strategic Plan in board Jessica/Meagan 3/31/2021
survey

10 minutes | 4:00 p.m. | Fraternity Update | Presenter Crystal Grafton Combs

• AOII hosted a Virtual Ritual for the Installation of International Volunteers in January; this was
well-received and is likely to become an annual event.

• Applications to be a Recruitment, Training, or Ritual Education Ambassador will be available in
March.

• Leadership Academy 2022 will again be hosted in January next year and will continue to be a
virtual event.

• ELC interviews are scheduled for February 19-20. A second year ELC program is in development
and will focus on our higher-risk chapters.

• The Network Directors will gather February 20-21 for a virtual weekend together with one another
and their professional staff partners.

• Proposed changes to the Standing Rules and Book of Policies are due to CIRC on or before March
1.

• The 125th Anniversary celebration has been launched. The official logo has been released. An all-
ruby badge is now available for sale through Herff Jones.

• RT&J has shared that our Fraternity will begin the process of replacing some Ritual
equipment. We have adopted a phased approach for this transition so that our chapters may
financially prepare.

• Regarding Convention 2021, registration details are being finalized; there will be full-time and
part-time options for attendees, with various prices depending on the choice of swag. There will
also be a couple of events that are free and will be streamed for all members to enjoy. The Call to
Convention will be distributed to members of Council on or before April 15. A series of weekly
education sessions will be hosted in May to help everyone get ready for the business sessions;
Council members will be asked to attend any one of these sessions.

• Nominations for Convention Awards are due in no later than March 15.
• The Executive Board’s next meeting is scheduled for March 3 at 7:30 PM Central.
• Our Galentine’s event for alumnae is scheduled for February 15 at 7:00 PM Central.

Action items Person responsible Deadline
None

Page 3

5 minutes | 4:20 p.m. | Agenda topic General Board and Staff Update | Presenter
Various

General Board Updates- Andrea Dill

• Foundation will present two awards during Convention-Barb Hunt Award and the new
Gayle Fitzpatrick Award.

Staff Update

•
• Holding two Pi Parties – one with Alpha Chi and the second with women from

SC/NC/VA/PA/WV/DC/MD/DE
• Working on the communication biennium report
• E-mail open rate is 23.8%
• Received 2nd application for PPP. Foundation is eligible for 57K. ED has signed

application and returned it.
• Secured two matching gift donors for Pi Day. Terry Palmer and Barb Zipperian are each

giving $3,140 as a matching challenge.
• Reviewed specifics on bequest revenue
• Review name of Second Century for our planned giving program
• Attorney has reviewed our documents for the Chapter Housing program and will get

back to us with redline changes. Nu Beta will be our first test case.

Action items Person responsible Deadline

5 minutes | 6:00 p.m. | Executive Session | Presenter Andrea Dill
o

Action items Person responsible Deadline

Additional follow up items:

Page 4

AOII Foundation Board Meeting |MINUTES

3/22/2021 | 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:
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 March 22, 2021 at 1:02 p.m. CST by President Andrea Dill.
Call for Vote of approval of Consent Agenda as distributed – Andrea Dill
Call for Vote of approval of February 2021 Board Minutes as distributed – Andrea Dill

• VOTE 20-122 – Motion to approve the consent agenda was made by Nancy Hohmann; seconded
by Barb Bruning and carried.

• VOTE 20-123 – Motion to approve the AOII Foundation February 15, 2021 board minutes; Kath
Conver made the motion, seconded by Meagan Davies, and carried.

Action items Person responsible Deadline
None

15 minutes | 1:10 p.m. CST| Agenda topic Finance Report | Presenter Rissa Reddan

YTD operating income is 287K vs. prior year of 285K. PPP loan forgiveness paperwork submitted, and we
hope to recognize the income in March financials. Expenses are 337K vs. budget of 470K. Outstanding
pledges have been cleaned up, written off, or paid to reduce outstanding pledges to less than 3K.

• VOTE 20-124 – Motion to approve financials ending February 28, 2021. Rissa Reddan made the
motion, seconded by Nancy Hohmann, and carried.

• VOTE 20-125 – Motion to approve Scholarship Allocations Amount of $252,500 for 63 named
scholarships, inclusive of $90,000 in Diamond Jubilee. Motion made by committee and carried.

• VOTE 20-126 – Motion to approve combining Beta Phi funds. Finance Committee brought the
motion forward and carried.

In addition to the funding for scholarships, the Finance Committee has paid off the underwater part of
the Diamond Jubilee Scholarships in the amount of $343,200. Due to the findings the Finance Committee
will be making recommendations to revise the committee ROP as well as the outline for the Scholarship
Committee.

15 minutes | 1:15 p.m. | Agenda topic Committee Updates | Presenter Various

Board Development & Governance Committee
TEATIME – tabled due to time constraints

• Board Review of Social Media Policy
o Committee will get a copy of the Fraternity Social Media Policy to ensure we are in
alignment
o Divide staff policy from volunteer policy
o May require further discussion on how this will be “policed” for non-compliance

• Strategic Plan review process – the survey will launch on Friday, March 26. It is due by close of
business April 10. BD&G Committee will present findings at May board meeting.

• ED review process – survey will deploy to the board on June 1. Feedback will be due by June 15
with final discussion at the June board meeting.

Advancement & Marketing – Kath Conver
As a result of the donor engagement survey we will be launching “My Why Wednesdays” to help bring
the stories behind the Foundation to life. If you have suggestions of sisters for these social media posts,
forward to Ashley. In addition, board members can request a copy of the monthly social media analytics if
desired.
Ruby Fund Update – Kandy Bernskoetter
The committee approved two applications: one traditional collegiate ($245) and one COVID-19 collegiate
($1,000). Two applications are under review through the SmarterSelect System. One application is a
COVID-19 collegiate and the second is a traditional collegiate application. The balance remaining in the
traditional Ruby Fund account is $11,444.13 and the balance in the COVID-19 Ruby Fund is $46,086.97.
Ruby Fund has received $4,919.28 in donations this fiscal year compared to $8,582.70 in the prior year.
Grants – Nancy Hohmann
Grants committee met and made three recommendations for CARRA funding.

• VOTE 20-127 – Committee moves to approve 25K for biologic switching study, 50K for the study
of childhood onset of systemic lupus, and 25K to study the impact of mental health on a Juvenile
Arthritis patient. Motion approved.

All three of the grants are being led by female researchers.
Scholarship – Barb Bruning
Two women who will be joining the ELC team are recipients of Foundation academic scholarships.
The Donor Contact Spreadsheet has been updated with changes found while researching agreements and
biographies and confirming those with chapter adviser notification the Chapter Adviser had not changed.
All current scholarships were to be evaluated by Sunday, March 21 at midnight.
For scholarships that were missing applicants those chapters have been notified and the link re-submitted
for additional applications. The deadline will be Monday, April 5th.

Page 2

Action items Person responsible Deadline
BD&G to deploy Strategic Plan survey
BD&G to deploy ED review survey Meagan 4/10/2021
Ashley to obtain copy of Fraternity social media policy
Recommend sisters for My Why Wednesdays Meagan 6/15/2021

Ashley 3/31/2021
All 4/19/2021

10 minutes | 1:45 p.m. | Fraternity Update | Presenter Crystal Grafton Combs

Alumnae Chapter rosters are being entered now, with final numbers still coming in; it appears that we
will enjoy a significant increase in members this year over last. The "Mentor Power Hours" continue and
are experiencing great attendance. The “Advising with Ambition” training sessions also continue and are
receiving positive feedback from our AAC members. The first virtual Alumnae Leadership Conference is
scheduled for Saturday, April 24 with a cocktail hour planned for that Friday, April 23.

The “Pivot with Purpose” series of collegiate round tables continues. Attendees seem to be particularly
enjoying the opportunity to connect with officers from other chapters. The series of Town Hall events
designed to better prepare our members for a re-entry to campus life will be shared with our chapters in
later summer so that the information is timely and relevant to the experience. A new AlphaLink upgrade
is being rolled out for our collegiate chapters, including new features such as a Fraternity Calendar,
Chapter Profile page, and Alpha Link 101 tool.

The 2021-2022 ELC Team has been announced. This year’s team consists of new ELCs, as well as ELCs
from the 2020-2021 year who will be returning for a second year.

The members of HRC are planning to host virtual volunteer fairs this fall that will include international
and local volunteer opportunities.

NPC has released a Community College Task Force report; the Fraternity has a designated staff work
group to review this report and evaluate the opportunities and impact this may have on our organization.

NPC is asking member organization for their support of a grassroots initiative to urge members of
Congress to act on REACH and END ALL HAZING legislation.

Convention awards judging is now open online. The Call to Convention is nearing completion and will
be shared with members of Council on or before April 15. The Convention schedule continues to come
together; more information on events such as the FLC meeting and practice for Closing Ritual and
Installation of Officers will be shared as it is available. Registration opens the first week in April!

Action items Person responsible Deadline

Respond to the End Hazing email and contact your members All board members 3/26/2021
of Congress

Page 3

Action items Person responsible Deadline

5 minutes | 2:00 p.m. | Agenda topic General Board and Staff Update | Presenter
Various

General Board Updates- Andrea Dill

• Convention Update – the board will meet the morning of June 23 in person based on
personal comfort level

Staff Update

• Additional 1897 renewals: Terry Palmer, Andrea Dill, Dionn Tron
• Ambassadors will make Foundation presentation at Alumnae Leadership Conference
• All year staff have had quarterly check-ins as a part of a yearlong performance

conversation
• Presentation of donor engagement survey results and recommendations
• Presentation of donor retention and acquisition. Recapture rates are at a new high.

Loyalty fund stats are solid, but we continue to see declines in retention/acquisition from
collegiate giving and eliminating the parent campaign.
• Shout outs to Kath and Rissa. Kath wrote the content for the Spring TD issue and Rissa
made great outreach on Pi Day match asks.

Action items Person responsible Deadline
Outreach requested by donor survey respondents As assigned/Ashley 3/31/2021

5 minutes | 6:00 p.m. | Executive Session | Presenter Andrea Dill
o

Action items Person responsible Deadline

Additional follow up items:

Page 4

AOII Foundation Board Meeting |MINUTES

4/19/2021 | 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:
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 April 19, 2021 at 1:02 p.m. CST by President Andrea Dill.
Call for Vote of approval of Consent Agenda as distributed – Andrea Dill
Call for Vote of approval of March 2021 Board Minutes as distributed – Andrea Dill

• VOTE 20-128 – Motion to approve the consent agenda was made by Barb Bruning; seconded by
Kath Conver and carried.

• VOTE 20-129 – Motion to approve the AOII Foundation March 22, 2021 board minutes; Meagan
Davies made the motion, seconded by Barb Bruning, and carried.

Action items Person responsible Deadline
None

15 minutes | 1:10 p.m. CST| Agenda topic Finance Report | Presenter Rissa Reddan

Pi Day is reflected in the March Financials. Committee made a change in approach to bequests and added
the revenue into “above the line” category. Foundation has not received forgiveness of PPP loan yet. It is
expected at any time. In addition, the organization has reached the milestone of $10M in assets.

• VOTE 20-130 – Motion to approve financials ending March 31, 2021. Rissa Reddan made the
motion, seconded by Nancy Hohmann, and carried.

15 minutes | 1:15 p.m. | Agenda topic Committee Updates | Presenter Various

Board Development & Governance Committee

TEATIME

• Strategic Plan review – the results of survey were shared at the board meeting. Presentation will
be shared after the meeting with all members. Committee will put together a framework to help
tee up a discussion of the results in tandem with review of the current plan.

Advancement & Marketing – Kath Conver

Committee is looking at ways to optimize our data and discussed ways to ensure personalization for
donors. Pi Day toolkit was effective for volunteer and donor engagement. Chair encouraged members to
reapply for the committee for the next biennium.

Finance Committee – Rissa Reddan

Committee reviewed two requests from Fraternity and approved allocation of funds. Committee
members connected with scholarship contacts for several scholarships where funds were not allocated.
Therefore, the committee is brought additional scholarship allocation of $8.5K for Board approval. This
increases total scholarship funding for 2021-2022 to $261,000. Committee meets this week to review draft
of FY21-22 budget.

• VOTE 20-131 Finance approved moving money allocated for ELC Training to the ELC program.
Motion carried.

• VOTE 20-132 Finance approved $4K to support the speaker for the Alumnae Leadership
Conference. Motion carried.

• VOTE 20-133 Finance approved $8.5K in additional scholarship allocations. Motion carried.

Grants Committee – Nancy Hohmann

The committee reviewed two requests from the Fraternity and approved both for funding. Committee
will be hearing from Dr. Andrea Knight, CARRA researcher on Monday, April 26th. Invite will be shared
with the Board. Committee has received FY21-22 grant requests and will be meeting to review next
month.

• VOTE 20-134 Grants approved the request to move support from ELC Training to ELC program.
Motion carried.

• VOTE 20-135 Grants approved request to support the speaker for Alumnae Leadership
Conference. Motion carried.

Ruby Fund Update – Kandy Bernskoetter

The committee approved one application: COVID-19 collegiate ($1,000). One application is under review
through the SmarterSelect System. There are eight additional applications in the system (5 COVID and 3
Traditional) that are in various stages of the process. The balance remaining in the traditional Ruby Fund
account is $11,444.13 and the balance in the COVID-19 Ruby Fund is $45,086.97.

Scholarship – Barb Bruning

Committee is working on their recommendations for Board approval. Three re-opened scholarships are
currently being evaluated.

Three scholarships have received additional funding. Those are Salute to Sisterhood ($10K), Sandy
Stewart ($2.9K), and Hailee Conrad (Kappa Omega) ($2K).

Ambassador Program – Kandy Bernskoetter

Ensure that the Ambassador program receives the attention it needs in the new biennium. It needs to be
elevated to a committee level position. Additional call to action to all board members to recruit 10 new
sisters to apply for Foundation committees.

Page 2

Action items Person responsible Deadline

BD&G to work on framework for discussion of strategic plan Meagan 5/10/2021
survey

BD&G to deploy ED review survey Meagan 6/15/2021

10 minutes | 1:45 p.m. | Fraternity Update | Presenter Crystal Grafton Combs

The Alumnae Leadership Conference is scheduled for Saturday, April 24 with a toast on Friday evening,
April 23. Zoom links will be shared with participants this week. We will welcome more than 300
alumnae to this event.

Mentor Power Hours, the Advising with Ambition training series, and the Pivot with Purpose education
series continue through the end of the month before wrapping up for the spring.

Convention Registration is now open for all members and can be found on Fulfilling the Promise. The
Call was distributed to members of Council on Tuesday, April 13. Candidate flip books have also been
shared. In addition to the general schedule, a Ritual practice will be held on Friday, June 25 at 5:00 PM
Central via Zoom for Executive Board and Foundation Board members who will be installed on
Saturday.

HRC hosted a virtual meeting this month. In addition to other things, they are working to expand the
scope of recruitment support that they provide, including local levels.

The Executive Board met for our quarterly “in-person” meeting in a hybrid format April 16-17. Outcomes
include a change to our Diversity Policy (Policy 9) with respect to our members’ preferred use of
pronouns. The amended policy will be shared with our membership soon.

The Fraternity is pleased to welcome the Fort Worth Area Alumnae Chapter as our newest alumnae
chapter, installed via Zoom on Sunday, April 18.

The latest edition of To Dragma will be released this month. It features an amazing article about AOII’s
first woman of color, initiated into our Iota Alpha Chapter (Idaho State U) in the spring of
1956. Fannielee Marguerite “Margaret” Lowe Harris is an inspiring sister, to say the least!

Action items Person responsible Deadline

Page 3

5 minutes | 2:00 p.m. | Agenda topic General Board and Staff Update | Presenter
Various

General Board Updates- Andrea Dill

• Convention Update – the board will meet the morning of June 23 in person based on
personal comfort level. The rest of the agenda is still being developed.

• Discussion of Hunt Award nominees.

Executive Director Update

• VOTE 20-136 Charitable Registration & Credit Card Resolutions. Meagan Davies made
the motion, Nancy Hohmann seconded. Motion carried.

• Kath Conver wrote and edited several articles for this month’s To Dragma. The
Foundation has three pages in this issue.

• Rose Vine Social is May 13 at 7 p.m. CST. Open rate for the invitation is 58%. RSVPs are
still coming in.

Action items Person responsible Deadline
Send Hunt Award vote to Ashley All Board members 4.20.2021

5 minutes | 3:00 p.m. | Executive Session | Presenter Andrea Dill
o

Action items Person responsible Deadline

Additional follow up items:

Page 4

Life Insurance Acceptance Policy

Approved by Board Vote Oct. 2006
Revised 5/17

Purpose of the Life Insurance Acceptance Policy

The purpose of this policy is to provide standards that ensure the Foundation will
be able to meet the needs of the donor while providing meaningful guidance for
accepting life insurance as a form of charitable estate gift to the Foundation.

This document should be reviewed by the Foundation Board and Finance
Committee no less than every three (3) years.

Goals and Objectives

The AOII Foundation wishes to help our donors fulfill their philanthropic wishes
by accepting various types of life insurance as charitable gifts. These gifts allow
donors to provide a more substantial gift for the Foundation without exhausting
funds that may otherwise be needed to meet current personal needs. This gift
also provides a reduction to the donor as a charitable deduction on their annual
taxes.

Donor Expectations

The donor should contact a representative in the Foundation Office to discuss
the opportunities related to donating life insurance policies. The Executive
Director will determine acceptance of the life insurance policy on behalf of the
Foundation based on the criteria outlined above and the criteria outlined in the
Foundation’s Gift Acceptance General Policy. However, if there are any costs
associated with accepting the gift, the Executive Director of the Foundation must
approve acceptance of the life insurance policy.

If approved to be accepted, the Foundation Office will prepare a Gift Agreement,
a memo of understanding signed by the Executive Director and the donor
containing a written summary of the gift and any directives. The Office will
maintain a file of appropriate information for processing. Upon execution and
delivery of the policy, the Office will prepare a letter of acknowledgement and
thanks to the donor. If the Foundation is the owner, the original policy will be
delivered to the Foundation’s Executive Director or Controller who is charged
with documenting the donor’s plans in their personal record including a copy of
the policy. The Foundation Office will add the appropriate information into the
donor database, and process an acknowledgement receipt.

Such donors shall be recognized as members of the Second Century Society.

Guidelines

The AOII Foundation will accept various types of life insurance as charitable gifts.
If a donor plans to contribute a life insurance policy and designate the owner of
the policy to be the Foundation, the following criteria must be met:

• The owner and beneficiary will be designated on the policy as Alpha
Omicron Pi Foundation.

• The minimum face value will be $25,000. However, in the case of policies
with a lesser face value, these may be accepted if they are to be
immediately surrendered for cash value. Any exceptions on minimum
value must be approved by the Executive Director.

• Additional charitable contributions will be required from the donor to the
Foundation in the amount of the premiums, including unscheduled
premiums, which may become due. The donor will agree to make the
payments and submit the donation prior to the required premium payment
due date. If, for unforeseen circumstances, the donor cannot continue to
make donations to fund the policy premium payments, the Foundation
reserves the right to withdraw the cash surrender value and cancel the
policy or to review other alternatives available to continue the policy.

• The Foundation has the responsibility to notify the donor of premium due
date 30 days in advance or within 5 business days of receipt of the
premium notice.

• Specific restrictions which apply to the use of the gift will be documented
separately. If the purpose is intended to be an endowment, then the face
value of the policy must meet the current minimum funding standards for
endowments in accordance with the Foundation’s Gift Policy, unless
additional outright or planned gifts are combined to meet minimum funding
standards.

• The original policy must be forwarded to the Foundation Office at the time
of the gift.

• If the donor plans to designate the Foundation as one of the beneficiaries
and not as owner of the policy, then the following criteria must be met:

• The beneficiary will be designated on the policy as follows: Alpha Omicron
Pi Foundation.

• Specific restrictions which apply to the use of the gift will be documented
separately. If the purpose is intended to be an endowment, then the face
value of the policy must meet the minimum funding standards for

endowments in accordance with the Foundation’s Gift Policy unless
additional outright or planned gifts are combined to meet minimum funding
standards.

• It is requested that a copy of the policy be forwarded to the Foundation’s
Office for record keeping.

The donor should contact a representative in the Foundation Office to discuss
the opportunities related to donating life insurance policies. The Executive
Director will determine acceptance of the life insurance policy on behalf of the
Foundation based on the criteria outlined above and the criteria outlined in the
Foundation’s Gift Acceptance General Policy. However, if there are any costs
associated with accepting the gift, the Executive Director of the Foundation must
approve acceptance of the life insurance policy.

If approved to be accepted, the Foundation Office will prepare a Gift Agreement,
a memo of understanding signed by the Executive Director and the donor
containing a written summary of the gift and any directives. The Office will
maintain a file of appropriate information for processing. Upon execution and
delivery of the policy, the Office will prepare a letter of acknowledgement and
thanks to the donor. If the Foundation is the owner, the original policy will be
delivered to the Foundation’s Executive Director or Controller who is charged
with documenting the donor’s plans in their personal record including a copy of
the policy. The Foundation Office will add the appropriate information into the
donor database, and process an acknowledgement receipt.

Such donors shall be recognized as members of the Second Century Society.

Approved by BOD mail vote 06-04