Pi Tau Omega Chapter - Wild Apricot Strategic... · Alpha Kappa Alpha Sorority, Incorporated® Pi...

Alpha Kappa Alpha Sorority, Incorporated®

Pi Tau Omega Chapter

Southfield, Michigan

2016-18 STRATEGIC PLAN

**Proposed**

2016-18 Strategic Plan Pi Tau Omega Chapter, Proposed 8/19/16

Preface

Pi Tau Omega (PTO) Chapter of Alpha Kappa Alpha Sorority, Incorporated®, located in

Southfield, Michigan has grown from a charter membership of 47 to its 2016 level of

nearly 160 members strong. On May 16, 2017, PTO will celebrate 30 years of service.

The following Strategic Plan now serves as a roadmap to help the chapter achieve

greater focus and targeted success going forward in terms of both its service

programming initiatives and internal operations.

The drafting of this Strategic Plan was orchestrated by the 2016 Strategic Planning (SP)

Committee, with valuable input from the various other committees impacted and

ongoing chapter feedback, reviews and involvement.

To gain a more comprehensive understanding of chapter priorities and perceived

strengths (S), weaknesses (W), opportunities (O) and threats (T), the membership was

surveyed in early 2016. Results of this SWOT feedback were analyzed, consolidated

and prioritized into five key focus areas and reviewed with the chapter to achieve

consensus. The SP Committee then created a goal statement and a structured template

that requested the Strategic Objectives, Supporting Actions, Timing and Responsibility

(in other words the What, How, When and Who) for each focus area from the various

committees impacted. Once this input was received, it was refined by SP for continuity

and consolidated into a proposed strategic plan for presentation to obtain formal

approval. The following document reflects the results of this year-long plan

development.


Sorors of the 2016 Strategic Planning (SP) Committee

Venus Smith, Chairman

Sonia Boyd Jane Hammond

Kimberly Cobb Briana Hodges

Stephanie Lee Mary Moore

Terry E. Mann, Basileus

Nisette Gray, Anti-Basileus

Other Committees Engaged in the SP Process

Committee Chairman - Soror:

Constitution Nancy Quarles

Finance Angela Lewis

Membership Linda Carter-McClure

Protocol Cassandra Hall

Sisterly Relations Peggy Dunigan

Standards Venus Smith

Ways and Means Rhonda Reynolds-Williams

Pi Tau Omega Chapter

2016-18 STRATEGIC PLAN PRIMARY FOCUS AREAS

I. Membership

II. Governance

A. Constitution and Bylaws

B. Standards

C. Protocol

III. Leadership Development/Succession Planning

IV. Funding

A. Program Fundraising

B. Chapter Operations

V. Sisterly Relations



PI TAU OMEGA CHAPTER

2016-18 STRATEGIC PLAN

Focus Area I: MEMBERSHIP

Goal Statements:

Create an environment of committed members who are financially invested and

inspired to contribute to the development and execution of impactful programs.

Attract and retain a membership that transcends and unites sorors across all

generations and life stages.

Become the premier chapter in the Great Lakes Region that respects, mentors and

leverages the unique talents of each member.

Strategic Objectives

(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Help new members transition

into the chapter by providing

key chapter information.

Conduct a New Member

Orientation.

Provide tools to make a

successful transition into

the Chapter to demystify

membership in PTO.

Annually – Q1

Ongoing

Membership

Chairman &

Committee

Help create a support system

and immediate connection

with a PTO soror.

Assign a mentor to each new

member (‘Pink Pal’, a 6-month

program).

Ongoing Membership

Chairman &

Committee

Promote reactivation among

inactive sorors.

Respond to membership

inquiries and send

reactivation forms and

information.

Provide a binder of

information and assign a

mentor to each new

member joining PTO.

Send invitations for chapter

activities (e.g., anniversary,

etc.).

Ongoing Membership

Committee

Chairman


MEMBERSHIP (cont.-1)


(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Retain members by keeping

them engaged in chapter

activities.

Develop a ‘keep-in-touch’ process

known as Reconnect Missing

Pearls, outlining member contacts

when 2 or more consecutive

meetings/year are missed:

2 months missed – email sent

3 months missed – card sent

4 months missed – member

called

Ongoing Assigned

Membership

Committee

members and

Philacter

Encourage stronger sisterly

relations within the chapter

by providing a support

system to help sorors grow

personally, professionally

and within AKA.

Establish a Konnected Pearls -

Soror-to-Soror Mentoring Program

that runs the full fiscal year:

Step 1

Send surveys to membership to

identify members who are

interested in becoming mentors

and/or mentees.

Step 2

Identify mentoring pairs

Conduct mentor/mentee

orientation to cover key

components to a successful

mentoring relationship.

Suggest 1-on-1 activities to

foster relationships between

pairs

Annually,

commencing

in 2016

Mentoring Sub-

Committee &

Membership

Committee


MEMBERSHIP (cont.-2)


(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Engage sorors in a fun

environment that fosters

development of relationships

between PTO members.

Organize and conduct a PTO

Retreat (to be held in ‘even’ years)

Involve sorors in multiple

activities to encourage sisterly

bonding and fellowship

Participate in a community

service project(s)

Foster an environment of trust,

fun and personal connection

with one another.

Biennially -

October

Membership

Committee

Engage sorors, active and

inactive, in a fun and relaxed

environment where they can

collectively recommit to the

bonds of sisterhood.

Coordinate a PTO Roundup

(to be held in ‘odd’ years with

activities similar to the Retreat,

focusing on reclaiming inactive

sorors)

Biennially -

October

Membership

Committee

Offer opportunities to support

impactful community service

projects.

Partner with program target

committees to identify

opportunities for mentoring pairs

to participate together.

Ongoing Membership

Committee

Recruit new sorority

members.

When the Chapter requests to

have a Graduate Membership

Intake Process (GMIP), this

Committee will fully commit to

following all steps outlined in the

latest Corporate document for

GMIP.

TBD Membership

Committee and

those roles /

chairmen

specifically

identified in the

Corporate MIP

Document


Focus Area II: GOVERNANCE (A) – CONSTITUTION & BYLAWS

Goal Statement: Engage, prepare and develop sorors to thoroughly understand and

apply knowledge of international and chapter governing documents.


(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Engage sorors to increase

their knowledge of the

governing documents*.

*Note: For “Governing

documents” refer to the official

documents listed in Section 8 of

the Chapter’s Manual of

Standard Operating Procedures

(MSOP).

The Parliamentarian will place questions

about the governing documents in the

chapter’s newsletter. This activity will

allow sorors an opportunity to become

familiar with the documents. Sorors with

the correct responses will be eligible for

a drawing that will be held at the June

and December General Chapter

Meetings. Each month sorors will email

their responses to the Parliamentarian.

Starting

Jan.2017

Parliamentarian

Use role playing videos to

develop member ability to

appropriately apply

parliamentary procedures.

Select two (2) or more sorors to present

the proper way to execute a motion or

creatively explain a new bylaw or MSOP

amendment. These videos will be

available for viewing on the Chapter’s

Members Only website. The chapter

newsletter will supplement topics

selected for the role play.

Starting

1/1/17,

pending

availability

of

Members

Only

section

Parliamentarian,

Constitution

Committee and

Technology

Committee

Prepare a Quick Reference

Guide to increase soror

knowledge of Robert’s Rules

of Order.

Develop a quick reference sheet for

sorors to use and get comfortable with

making motions, leading and engaging

in meetings effectively.

Quick Reference Guides/Cards (from the

National Parliamentarian) will be

laminated and put on tables during

chapter meetings.

Q.4 2016

Parliamentarian,

and Constitution

Committee

Provide assistance to

chapter committees as

needed to help clarify and

guide their use of governing

documents.

Assign Constitution Members as liaisons

and resources for Chapter Committees

to help them thoroughly understand the

use of governing documents as they

apply to the execution of our programs

and other activities.

Q.2 2017

Parliamentarian


Focus Area II: GOVERNANCE (B) – STANDARDS




(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Increase knowledge of

new/returning officers so

they are prepared to execute

their duties.

Conduct a Chapter Operations

Workshop.

Annually

(Jan./Feb.)

Standards

Committee

Formalize the leadership

transition process.

Develop, implement, and manage a

formal and documented transition

process for all new officers and

committee chairmen.

To commence

Jan. 2017

Basileus,

Anti-Basileus,

PTO Basilei

Council,

Standards

Chairman

Track and measure

performance relative to the

Chapter’s Strategic Plan.

Develop and distribute an

evaluation tool for committees to

track their progress and overall

effectiveness to established goals.

Collect results from all committees

responsible for submitting

strategic objectives.

Analyze data collected to ensure

that the strategic objectives are

being met.

Evaluate the impact of the

initiative and if it is making a

difference.

Make recommendations on

results.

Quarterly,

commencing

Q.4 2016

Standards

Committee


Focus Area II: GOVERNANCE (C) – PROTOCOL




(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Increase effective use of

proper protocol regarding

behavior, attire and rituals.

Develop and distribute a pre-test

that addresses code of conduct

and behavior, appropriate attire

and ritual guidelines to establish a

baseline of understanding for the

chapter.

Conduct a protocol workshop that

includes lecture and discussion,

with tangible examples of what is

correct/appropriate in these

specific areas.

Create and disseminate a post-

test and include pretest survey

questions to help assess

understanding and progress.

Chapter

Meeting – Fall

2016

Annual

Chapter

Operations

Workshop

Module

(commencing

Q.1 2017)

Chapter

Meeting –

Spring 2017

Protocol

Committee

Increase chapter awareness

and understanding of

governing documents related

to proper protocol at the

local, regional and

international levels.

Provide reminders to membership

about applicable protocol

guidelines (e.g. ritual attire;

conference expectations;

appropriate ways to address

leaders/VSG’s both internally and

externally).

Conduct a protocol jeopardy

game that highlights and imparts

knowledge related to the

Sorority’s Pledge, Song and

Badge and specific member

protocols at events.

As needed

Commencing

Fall 2016 at a

Chapter

Meeting or

Retreat

Protocol

Chairman and

Committee


Focus Area III: LEADERSHIP DEVELOPMENT / SUCCESSION PLANNING Goal Statement: Increase, develop and enhance the training of potential officers and committee chairmen to ensure that sorors are prepared to fulfill their overall responsibilities and lead the Chapter as well as maintain consistency and continuity going forward.


(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Increase diversification of

candidate pool by 5% to

ensure intergenerational

leadership succession by

2018.

Enhance succession planning for all

leadership positions. Committees will

be chaired by qualified chapter

members. Sorors with fewer

qualifications may serve as co-

chairmen with the intent that once fully

qualified they can assume the role of

chairman at the end of the current

chairmen’s terms at the discretion of

the Basileus.

January or

when

applicable

Basileus and

Executive

Committee

Increase effective

leadership.

Initiate a formal, face-to-face transition

process for all new officers and

committee chairmen and past officers

and committee chairmen to help

ensure a smooth transition process for

the incoming administration.

Annually,

commencing

Q.1 2017

Basileus and

Standards

Chairman


Focus Area IV: FUNDING (A) – PROGRAM FUNDRAISING

Goal Statement: Develop, review and recommend funding methods and diverse activities to maximize programming (community service) goals and engage multi-generational participants.


(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Create an annual fundraising

goal.

Review proceeds of past fundraisers

for the last two years and forecast for

the upcoming year.

Annually Ways and

Means

Committee

Develop chapter fundraising

ideas.

Conduct fundraising brainstorming

sessions at the chapter operations

workshop.

Annually Ways and

Means

Committee

Collaborate and prioritize

funds needed to support

planned program initiatives.

Solicit input and rationale from

Program Chairmen and prioritize

funding needs as a collective group to

achieve overall chapter programming

goals.

Annually in Q4

Ways and

Means

Committee

Program

Chairmen

PSF

Development

Chairman

Recruit diverse committee

members.

Solicit participation from chapter

members via various forms of media.

Ongoing

Ways and

Means

Committee


Focus Area IV: FUNDING (B) – CHAPTER OPERATIONS

Goal Statement: Conduct a more comprehensive evaluation of longer-term funding

needs to maintain and stabilize overall chapter operations.


(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Develop a long-term (3-5

year) financial plan to ensure

sustainability of chapter

financial operations.

Forecast a long-term budget taking

into consideration external national

and local economic factors (e.g.

inflation rate), mix of dues-paying

members (i.e. retires vs. non-retirees)

and historical chapter spending

patterns.

Annually,

commencing

in 2017

Finance

Committee

Keep members informed

about factors impacting dues

income.

Annually disseminate year over year

comparisons of chapter demographics

impacting dues income (i.e. retirees,

life members, etc.).

Q.1 Finance

Chairman &

Committee


Focus Area V: SISTERLY RELATIONS

Goal Statement: Create, engage and foster healthy relationships that build a greater

bond among chapter sorors.


(What)

Supporting Actions

(How)

Timing

(When)

Responsibility

(Who)

Create better awareness of

our intrinsic unity by

emphasizing existing sisterly

bonds among chapter sorors

through periodic chapter

activities that reflect current

relationships and values.

Recognize Golden, Silver Star

achievements, acknowledge

initiation anniversaries and

celebrate legacies as appropriate

in chapter meetings and

Newsletter articles.

Assess member awareness of

these acknowledgements/

relationships through formalized

questioning in chapter meetings

and/or the Newsletter. (Target:

75% correct for sorors surveyed)

Ongoing

Periodically, commencing in 2017

Sisterly

Relations

Chairman and

Committee

Accelerate bonding with

other chapter members by

implementing a ‘Random

Acts of Sisterly Love’

initiative.

Challenge sorors to do ‘Random

Acts of Sisterly Love’ at least two

times each year, especially for

new sorors or sorors they do not

know very well.

Sorors who receive acts of

kindness will email the Sisterly

Relations Committee. The

Committee will publish and track

the number of acts submitted.

(Target: 50% chapter

participation)

Twice a year,

commencing

in 2017

Sisterly

Relations

Committee

Promote comradery and

fellowship in a casual setting

by providing activities outside

of chapter meetings.

Coordinate one activity quarterly,

e.g. PTO Book Club, Afternoon

Movie, Annual Picnic, Game Night.

Quarterly Sisterly Relations Committee in conjunction with other interested committees/ sorors

Pi Tau Omega Chapter - Wild Apricot Strategic... · Alpha Kappa Alpha Sorority, Incorporated® Pi...

Documents

Transcript of Pi Tau Omega Chapter - Wild Apricot Strategic... · Alpha Kappa Alpha Sorority, Incorporated® Pi...