GuestsEmily-Rose Wiitala, Emergency Management OfficeAlec Pederson, IFC President

Call to Order 7:41pmCreedRoll CallApproval of Previous Meeting Minutes

KAT moves to approve. The motion was seconded. The motion passed unanimously.

Officer ReportsPresident- Panhellenic.President@oregonstate.edu

PHC President Roundtable  Week 6: Wednesday May 4th @ 6 PM in SEC 254 Please send an alternate if you cannot attendBreakfast Club  Sunday May 22nd @ 11 AM in front of ΣΦΕ About an hour, IFC initiative for improved community livability. Free coffee and donuts Great way to show our community that we care about the

communityReminder it is the delegate responsibility to relay information to your chapters HINT: Council meeting reports

VP of Regulations and Judicial- PanhellenciVP-Judicial@oregonstate.eduWe will be voting on bylaw changes tonight If you have questions please say it and know what you are voting

for before you voteRisk manager/standards roundtable on Wednesday, May 4 th, 7:15 pm in SEC 245 Please stress attendance Social policy

VP of Recruitment- PanhellenicVP-Recruitment@oregonstate.eduRecruitment roundtable Thursday 6 pm, LINC 268Have been working on the recruitment videoHave a set speaker for work week

VP of Administration- PanhellenicVP-Administration@oregonstate.edu

Date:

Apri l 27, 2016

Time: 7:30pm

Location: AΓΔ

A G E N D A

Oregon State University Panhellenic Council

Remind finance chairs to send me updated finance information for next yearChapter blurbs/photos were due today, please send as soon as possible!

VP of Finance- PanhellenicVp-Finance@oregonstate.edu Bills due week 9 10Thank you for getting Go Greek Day payments in on time!

VP of New Member Services- PanhellenicVP-NewMemberServices@oregonstate.edu

Reminder of COB rules You must send an email to make sure you are eligible You must send the names of women you wish to bid BEFORE you

give a bid The MRABA must be signed 72hrs after a bid is accepted

VP of Programming- PanhellenicVP-Programming@oregonstate.eduGreek Awards Ceremony May 25th at 7pm *Pin Attire  Not going to be a banquet, appetizers served beforehand Each chapter may bring up to 25 of its members (that includes

executive board) Chapter presidents need to give notice through the RSVP on

how many are attendingWater, Boat, and Sun Safety workshop Tuesday, May 3rd at 7pm Prizes included to those who participate!  Requiring at least   20 members per chapter  Going to be 4 to 5 speakers with an interactive event

afterwards with PRIZES Remind members to bring student ID’s!Happy Week 5!

VP of Campus Relations- PanhellenicVP-CampusRelations@oregonstate.edu

Vanderpool Chapter of the Year

Apri l 27, 2016

Date:

Apri l 27, 2016

Time: 7:30pm

Location: AΓΔ

A G E N D A

Oregon State University Panhellenic Council

Time: 7:30pm

Location: ΚΑΘ

Date:

Feb. 3 2016

Time: 7:30pm

Location: ΚΑΘ

A G E N D A

Oregon State University Panhellenic Council

Date:

Apri l 27, 2016

Time: 7:30pm

Location: AΓΔ

A G E N D A

Oregon State University Panhellenic Council

Date:

Apri l 27, 2016

Time: 7:30pm

Location: AΓΔ

A G E N D A

Oregon State University Panhellenic Council

VP Recruitment Assistant- PanhellenicAVP-Recruitment@oregonstate.edu

Gamma Chi meetings are going well Just finished leadership lecture, diversity lecture is next

VP of Scholarship- PanhellenicVP-Scholarship@oregonstate.eduScholarship Chair Roundtable Sunday May 15th 4pm in SEC 354Send in tutor information to add to master listDeadline to apply for Order of Omega Friday, April 29th

Greek Honor Society, focuses on fraternity men and women who exemplify leadership qualities

Minimum GPA of 3.07 Initiation is around week 8Thank you for everyone who came to the Scholarship reception!

Advisor Announcements- Leslie.SchachtDrey@oregonstate.eduNext President/Council Officer Roundtable

Thursday, May 12 at 6pm.  Location TBA.Community-wide grade reports will be released soon!

Probably tomorrow, fingers crossedSLI Database now unlocked – please update your rosters!

How we asses dues and COB eligibilityWant to check in for spring term?  Send me a note with your availability and we can meet!

All are welcome!Chapter email about the status of ΦΔΘ

Suspended student organization, no co-sponsoring events, no operations, for one yearYou as chapters can’t ask them to participate in events Can result in an infraction You also don’t want to make it more difficult for them

to come back in a year.Please make sure your members understand

Date:

Apri l 27, 2016

Time: 7:30pm

Location: AΓΔ

A G E N D A

Oregon State University Panhellenic Council

VP Recruitment Assistant- PanhellenicAVP-Recruitment@oregonstate.edu

Gamma Chi meetings are going well Just finished leadership lecture, diversity lecture is next

VP of Scholarship- PanhellenicVP-Scholarship@oregonstate.eduScholarship Chair Roundtable Sunday May 15th 4pm in SEC 354Send in tutor information to add to master listDeadline to apply for Order of Omega Friday, April 29th

Greek Honor Society, focuses on fraternity men and women who exemplify leadership qualities

Minimum GPA of 3.07 Initiation is around week 8Thank you for everyone who came to the Scholarship reception!

Advisor Announcements- Leslie.SchachtDrey@oregonstate.eduNext President/Council Officer Roundtable

Thursday, May 12 at 6pm.  Location TBA.Community-wide grade reports will be released soon!

Probably tomorrow, fingers crossedSLI Database now unlocked – please update your rosters!

How we asses dues and COB eligibilityWant to check in for spring term?  Send me a note with your availability and we can meet!

All are welcome!Chapter email about the status of ΦΔΘ

Suspended student organization, no co-sponsoring events, no operations, for one yearYou as chapters can’t ask them to participate in events Can result in an infraction You also don’t want to make it more difficult for them

to come back in a year.Please make sure your members understand

Mom’s weekend The rules still apply and keep in mind when you are

participating in co-sponsored events.Old Business

Bylaw Amendments *See end of documentAΓΔ moves to use a standing vote to vote on the bylaw amendments. The motion was seconded. The motion passed unanimously. Alisha Gaffney moves to strike out recruitment guide coordinator and Rho Gamma and insert Gamma Chi. The motion was seconded. The motion passed unanimously. Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section V. Specified Rules For Each Round of Recruitment The motion was seconded. The motion passed unanimously. Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section V. Specified Rules For Each Round of Recruitment, Part F. Bid Day. The motion was seconded. The motion passed unanimously.Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section VII. Membership Selection, Part B. Quota, Snap Bidding, and COB. The motion was seconded. The motion passed with 11 in favor and 1 opposed. Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section VIII. Finances, Part A. Chapter Budgets The motion was seconded. The motion passed unanimously.Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section X. Appendix, Part A. Recruitment Fall 2015 Schedule. The motion was seconded. The motion passed unanimously. Alisha Gaffney moved to amend Standing Rules: Appendix 3.

Panhellenic Bylaw ProposalsPresented: 3/30/16

To be voted on: 4/27/16

Bylaw Proposed Amendments and Removals

1. Under~ The entire document of bylaws

Current:

The term recruitment guide or recruitment guide coordinator throughout the entirety of the bylaws

Proposed:

The term Gamma Chi throughout the entirety of the bylaws (updating language)

Reasoning:

1. Kiara Sadler (AVPR) will be implementing the change from recruitment guide coordinator to Gamma Chi for recruitment 2016. There was negative connotation around the title recruitment guide coordinator (Rho gamma). With a new gamma chi process, we believed a new name would benefit the process as well. Gamma Chi stands for Guidance Counselor. In the past, being a recruitment guide is thought of as an excuse to get out of recruitment, which it should not be as being a Gamma Chi is an honor. By changing the name, we’re putting a fresh face and a new start to recruitment, making the overall image a lot more positive. The women selected have agreed to accept the name change, so we’d like to support them.

2&3) Under ~ Standing Rules: Appendix 3. Panhellenic Recruitment, Section V. Specified Rules For Each Round of Recruitment

Current:

B. Round One: Go Greek Days

a. Activity: 15 minutes parties conducted at a designated campus area as determined by Panhellenic Council.

a. Chapters shall have no rooms or booths other than those approved by Panhellenic Council.

b. No more than 30 active members may be recruiting PNM’s, with a maximum of 15 active members rotating/voting at a time.

b. Attire: Uniform shirts provided and approved by Panhellenic Council. c. Decorations: Maximum 4 presentation boards, Paddles/Plaques, Framed

Pictures, Awards, t-shirts and sweatshirts, Symbols, Chapter-related crafts, Pillows, Pin Box, Scrapbooks, Wooden Letters

a. Decorations and room set ups will be checked on and approved by Panhellenic Executive Board each day

Mom’s weekend The rules still apply and keep in mind when you are

participating in co-sponsored events.Old Business

Bylaw Amendments *See end of documentAΓΔ moves to use a standing vote to vote on the bylaw amendments. The motion was seconded. The motion passed unanimously. Alisha Gaffney moves to strike out recruitment guide coordinator and Rho Gamma and insert Gamma Chi. The motion was seconded. The motion passed unanimously. Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section V. Specified Rules For Each Round of Recruitment The motion was seconded. The motion passed unanimously. Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section V. Specified Rules For Each Round of Recruitment, Part F. Bid Day. The motion was seconded. The motion passed unanimously.Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section VII. Membership Selection, Part B. Quota, Snap Bidding, and COB. The motion was seconded. The motion passed with 11 in favor and 1 opposed. Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section VIII. Finances, Part A. Chapter Budgets The motion was seconded. The motion passed unanimously.Alisha Gaffney moved to amend Standing Rules: Appendix 3. Panhellenic Recruitment, Section X. Appendix, Part A. Recruitment Fall 2015 Schedule. The motion was seconded. The motion passed unanimously. Alisha Gaffney moved to amend Standing Rules: Appendix 3.

d. Not Allowed: Music, Balloons, Wall Decorations, Streamers, male fraternity pictures/insignia’s (with the exception of Sing/Philanthropy items)

e. Voting: There will be designated areas for each chapter to do their voting. f. Budget: $200 per chapter for name tags and table decorations.

C. Round Two: Philanthropy Days

a. Activity: 25-minute parties that include a uniform entrance for all PNMs. An original or nationally-sponsored video focused on your cause and chapter or on national-specific philanthropy events that is no longer that 5 minutes, does not include Recruitment Guides or Panhellenic Executive board members, and approved by Panhellenic.

a. All events will take place on the main floor of the chapter house only. b. No crafts, activities or music will be allowedc. Simple snacks and refreshments will be allowed during this event

b. Attire: Casual attire with a Panhellenic Council approved philanthropy shirt.c. Decorations: Tri-fold boards focused on the chapter’s philanthropy and events. T-

shirts or other philanthropy related decorations. d. Budget: $350 per chapter for nametags, snacks, refreshments, supplies for tri

fold boards, and rentals.

D. Round Three: Chapter Days

a. Activity: 50-minute parties that include a chapter house tour, small snacks and refreshments.

b. Attire: Office/business casualc. Decorations: There will be no music or excess decorations allowed. Posters and

decorations that will remain in place all year will be permitted. d. Budget: $350 for snack, refreshments, nametags, and rentals

E. Round Four: Preference Night

a. Activity: All four rounds of food served must be dessert. a. A ceremony that is unique to each chapter may be held. b. No videos or slideshow permitted.

b. Attire: Formal/cocktail attirec. Decorations: Only acceptable in living room and dining room.d. Budget: $650 per chapter for food, nametags, decorations, and rentals.

Proposed:

B. Round One: Go Greek Days

a. Activity: 15 minutes parties conducted at a designated campus area as determined by Panhellenic Council.

a. Chapters shall have no rooms or booths other than those approved by Panhellenic Council.

b. No more than 30 active members may be recruiting PNM’s, with a maximum of 15 active members rotating/voting at a time.

b. Attire: Uniform shirts provided and approved by Panhellenic Council.

c. Decorations: Maximum 4 presentation boards, Paddles/Plaques, Framed Pictures, Awards, t-shirts and sweatshirts, Symbols, Chapter-related crafts, Pillows, Pin Box, Scrapbooks, Wooden Letters

a. Decorations and room set ups will be checked on and approved by Panhellenic Executive Board each day

d. Not Allowed: Music, Balloons, Wall Decorations, Streamers, male fraternity pictures/insignia’s (with the exception of Sing/Philanthropy items)

e. Voting: There will be designated areas for each chapter to do their voting. f. Budget: $200 per chapter for name tags and table decorations.

C. Round Two: Philanthropy Days

a. Activity: 25-minute parties that will be located at the chapter house. parties that include a uniform entrance for all PNMs. An original or nationally-sponsored video focused on your cause and chapter or on national-specific philanthropy events that is no longer that 5 minutes, does not include Recruitment Guides Gamma Chis or Panhellenic Executive board members, and approved by Panhellenic.

a. All events will take place on the main floor of the chapter house only. b. No crafts, activities or music will be allowedc. Simple snacks and refreshments will be allowed during this event

b. Attire: Casual attire with a Panhellenic Council approved philanthropy shirt.c. Decorations: Tri-fold boards focused on the chapter’s philanthropy and events. T-

shirts or other philanthropy related decorations. d. Budget: $350 per chapter for nametags, snacks, refreshments, supplies for

tri fold boards, and rentals.

D. Round Three: Chapter Days

a. Activity: 50-minute parties that include a chapter house tour, small snacks and refreshments.

b. Attire: Office/business casualc. Decorations: There will be no music or excess decorations allowed. Posters and

decorations that will remain in place all year will be permitted. d. Budget: $350 for snack, refreshments, nametags, and rentals

E. Round Four: Preference Night

a. Activity: 60-minute parties that will be located at the chapter house. All four rounds of food served must be dessert.

a. A ceremony that is unique to each chapter may be held. b. No videos or slideshow permitted.

b. Attire: Formal/cocktail attirec. Decorations: Only acceptable in living room and dining room.d. Budget: $650 per chapter for food, nametags, decorations, and rentals.

Reasoning:

Removal of snacks and addition of refreshments from all round but Preference. Each PNM should experience an equal playing field at each chapter. Some

chapters can spend more money than others on food and this creates an unfair advantage. We want to focus more on value based recruiting instead of frills (which includes food). Additionally, after reviewing 2015 receipts from formal recruitment, food has been one of the biggest expenses of recruitment purchases. From feedback we’ve received, we understand that much of the food is wasted at the end of the round because PNM do not eat much. The recruiters are the ones who end up eating it. This will save all chapters a lot of money that can be devoted elsewhere in the chapter budget. We are still allowing refreshments at each round and dessert at Preference.

Removing the budget from each separate round of recruitment is beneficial because right now it causes more confusion than it does help. We added an overall budget in the bylaws instead so each chapter can decided how much they want to spend each day on their own.

4) Under ~ Standing Rules: Appendix 3. Panhellenic Recruitment, Section V. Specified Rules For Each Round of Recruitment, Part F. Bid Day

Current:

a. Activity: Times will be announced. Walking groups meet in classrooms with their Recruitment Guide Coordinators and get their individual bid cards. Chapters will meet in the quad and wait for the PNMs. Recruitment Guide Coordinators and new members run one chapter at a time to meet their new chapters in the Memorial Union Quad. Everyone runs to the chapter where majority of members are waiting and cheering on their new members.

b. Attire: Bid Day shirtsc. Decorations: Signs with PNMs names on them, balloon arches, most of

decorations will be at the chapter. Chapters decorated in the chapter’s preferences.

Proposed:

a. Activity: Times will be announced. Walking groups Potential New Members meet in classrooms with their Recruitment Guide Coordinators Gamma Chi and get their individual bid cards. Chapters will meet in a designated area. in the quad and wait for the PNMs. Recruitment Guide Coordinators Gamma Chi and new members will travel to run one chapter at a time to meet their new chapters in the Memorial Union Quad. Everyone travels run to the chapter where majority of members are waiting and cheering on their new members.

b. Attire: Bid Day shirtsc. Decorations: Signs with PNMs names on them, balloon arches, most of

decorations will be at the chapter. Chapters decorated in the chapter’s preferences.

Reasoning:

We changed the wording for Bid Day so it can be more flexible for the up coming years. For fall 2016 recruitment logistics, we are not meeting in a classroom this

year; we will be meeting in the MU Ballroom to hand out bid day cards to all PNMs at one time. We removed the MU as a location from the bylaws as well just in case we don’t get the MU in the future.

5) Under ~ Standing Rules: Appendix 3. Panhellenic Recruitment, Section VII. Membership Selection, Part B. Quota, Snap Bidding, and COB

Current:

1. Quota is the number of PNM’s that each chapter is allowed to take regardless of a chapter’s total membership number. Every chapter is entitled to bid the same quota number. Quota is determined by the NPC Release Figure Method (RFM) after Preference Night bids are received MRABAs are received. Snap bidding is the process by which only those chapters not meeting quota during the bid matching process are given the opportunity to offer invitations to any PNM who participated in the formal recruitment process, but did not receive invitations (and signed an MRABA). Chapters may snap bid only to fill quota.

Proposed: 1. Quota is the number of PNM’s that each chapter is allowed to take regardless of

a chapter’s total membership number. Every chapter is entitled to bid the same quota number. Quota is determined by the NPC Release Figure Method (RFM) after Preference Night bids are received. Snap bidding is the process by which only those chapters not meeting quota during the bid matching process are given the opportunity to offer invitations to any PNM who participated in the formal recruitment process, but did not receive invitations (and signed an MRABA). Chapters may snap bid only to fill quota. A secondary quota will be utilized for upperclassmen participating in the formal recruitment process.

Reasoning:

From NPC: Secondary Quota or Upper Class Quota increases retention and placement of upperclassmen in the recruitment process.  At OSU in formal recruitment 2015, 159/677 PNMs were upperclassmen (23%).  36% (57) of the 159 upperclassmen participating in recruitment withdrew, ‘no showed’ or were released versus only 25% (131) of the 518 freshmen.  Over 60% of the women who were released from all chapters were sophomores or juniors. With the addition of the Secondary Quota for fall 2016: Recruitment at OSU will be seen as a more friendly and fair process. Groups that have a weaker recruiting strength can increase their share of the

freshmen PNMs. Many Panhellenic communities of our size have shifted to a secondary quota

in order to improve the experience of the PNMs and process overall.How this will work: There will be two sets of carry figures given to each chapter – a primary pool

and secondary pool Separate recruitment groups will make it easier to track upperclassmen. Chapters will receive two quota numbers.

6) Under ~ Standing Rules: Appendix 3. Panhellenic Recruitment, Section VIII. Finances, Part A. Chapter Budgets

Current:

1. Recruitment Expenses. The Panhellenic recruitment budget for each chapter shall not exceed $2,500 including rentals, and excluding donations. Budgets may only be exceeded with the approval of the Panhellenic Council.

a. The Panhellenic recruitment budget is defined as the money spent solely on all delayed, fully structured recruitment events beginning with the first event of Round One through the last event on Preference Night. Bid Day is not included in the recruitment budget. This budget does not reflect expenses on pre-owned items, or items that will be used by chapter members and facilities year around.

b. The rentals are defined as the money spent on items needed explicitly for recruitment. This includes and is limited to the renting of tables, chairs, linens, heat lamps, and simple lighting.c. Donated goods and services must be appraised and included in the chapter’s final expense report form.

Proposed:1. Recruitment Expenses. The Panhellenic recruitment budget for each chapter shall not exceed $2,500 $2,000 including rentals, and excluding donations. Budgets may only be exceeded with the approval of the Panhellenic Council.

a. The Panhellenic recruitment budget is defined as the money spent solely on all delayed, fully structured recruitment events beginning with the first event of Round One through the last event on Preference Night. Bid Day is not included in the recruitment budget. This budget does not reflect expenses on pre-owned items, or items that will be used by chapter members and facilities year around. Any costs used to produce any philanthropy day videos, and accommodations necessary to make the event and chapter structure accessible to all potential new members will not be required to be reported in the total

b. The rentals are defined as the money spent on items needed explicitly for recruitment. This includes and is limited to the renting of tables, chairs, linens, heat lamps, and simple lighting.

c. Donated goods and services must be appraised and included in the chapter’s final expense report form.

Reasoning:

We want all chapters to be on an equal playing field and hopefully achieve parity. We believe that this is the most reasonable amount for everyone. We don’t want chapters to be spending a lot of money on materials because we want PNMs to be focusing on values based conversations.

7) Under ~ Standing Rules: Appendix 3. Panhellenic Recruitment, Section X. Appendix, Part A. Recruitment Fall 2015 Schedule

Current:

o Thursday: Orientation Dayo Friday: Break Dayo Saturday: Go Greek Dayo Sunday: Philanthropy Dayo Monday: Break Dayo Tuesday: Chapter Dayo Wednesday: Chapter Dayo Thursday: Preference Nighto Friday: Bid Day

Proposed

o Thursday: Orientation Dayo Friday: Break Dayo Saturday: Go Greek Dayo Sunday: Philanthropy Dayo Monday: Break Dayo Tuesday: Chapter Dayo Wednesday: Chapter Dayo Thursday: Preference Nighto Friday: Bid Day

Reasoning:

We removed the recruitment schedule section because it changes year to year. It is also on the website for people to check if needed.

8) Under ~ Standing Rules: Appendix 3. Panhellenic Recruitment, Section X. Appendix Part B. Reset Chapter Totals

Current:

1. Panhellenic Association shall automatically reset total within 72 hours after the completion of the primary recruitment period. Panhellenic must review total each year to ensure that the existing total reflects current campus conditions and the Panhellenic goal of unity and success for all chapters.

Proposed:

1. Panhellenic Association shall automatically reset total within 72 hours after the completion of the primary recruitment period. Panhellenic must review total each year fall and spring term to ensure that the existing total reflects current campus conditions and the Panhellenic goal of unity and success for all chapters.

Reasoning

The National Panhellenic Conference (NPC) expects each campus to now reset chapter total throughout the year (not just after Formal Recruitment). Based on this expected change, we will reflect this NPC policy and begin resetting the chapter total fall and spring term.