nationalbetaboardreportsummer2019

In Memory Of
Ohio Board Chair
16 years
National Chairman of the Board
2013-2014
Board Liaison
2014-2018

Table of Contents
2–3. Agenda
4–11. Minutes
12–15. Strategic Plan
16–23. Proposed Changes
16–17. Beta Creed
18. Inclusion Statement
19–20. Logo & Branding
21–23. Handbook
25–35. Administrative
26–29. Board Contact Info
30. Board Members
31. Board Chair Rotation
32. Committee Assignments
33. Staff
34–35. Organization Chart
36–48. Convention & Leadership
37. Constitution Changes
38–39. Policy Changes
40. 2018–2019 Accomplishments
41. 2019–2020 Goals
42–43. Convention Totals
44. Elementary Conventions
45. Leadership Summits
46–47. Summer Leadership
48. Infuse
49–58. Finance
50–52. Current Budget
53–55. Investments
56–58. 2019–2020 Proposed Budget
59–63. Membership
60–61. Growth
62–63. Initiatives
64–66. Merchandise
65. Convention Sales
66. Merchandise Sales
67–68. Production
68. Production Orders
70–81. Sales & Marketing
71. Insights
72. Planning
73. Numbers
74. Growth
75. Link
76. Marketeers
77. New Sponsor Retention
80-81. Scholarship
82–92. Technology
83–84. Executive Summary
85–86. IT Strategic Plan
87. Big Picture
88. Mobile App
89. Uptime
90–92. Google Analytics

Executive Committee Agenda
Friday, June 14, 2019
Kingkade Room
Renaissance Hotel
8:00 AM – 11:00 AM
Executive Committee Members
Mr. Clarke Scott, Board Chair
Dr. Sabrina Runyon, Board Chair Elect
Mr. Troy Hickey, Board Liaison
Dr. Mark Baker
Ms. Donna Wear
Mrs. Gwen Young
Dr. Zel Thomas
EXECUTIVE COMMITTEE RECOMMENDATIONS
• Salary/raises
• Employee Benefits (Percentage)
• CEO Length of Contract
• CEO Salary for 2019-2020
• CEO Salary for 2020-2021
• CEO Contract Renewal Date
• CEO Evaluation
• CEO Contract Travel
• Competition Changes
• Review CEO Evaluation
• Review CEO Goals
• Board Policy Proposed Changes
Vaping
Inclusion
• Employee Handbook
2.

• Call to Order
Mr. Clarke Scott, Board Chair
• Inspiration
• Roll Call
• Approve Board Minutes
Mr. Clarke Scott, Board Chair
• Committee Reports
Mr. Troy Hickey, Board Liaison
IA Committee
Mr. Troy Hickey
Convention/Leadership Dr. Rita Carter
Marketing
Mr. Mark Conley
Technology
Dr. Tim Hager
Merchandise
Mr. Jerry Newton
Budget/Finance
Ms. Donna Wear
• Executive Committee Recommendations
Mr. Clarke Scott, Board Chair
• CEO Updates
Strategic Plan
Budget
Future Sites
Personnel
Brand/Logo
Creed
Scholarship
• Fall Board Meeting
• Infuse Conference
• Recommendation on CEO
• Assignment of 2019-2020 Board Committees
• Election of Board Chair
• Adjourn
Mr. Clarke Scott, Board Chair
Board Agenda
Friday, June 14, 2019
Kingkade Room
Renaissance Hotel
12:30 PM - 4:30 PM
11:30 AM (Lunch)
Board Members
Dr. Zel Thomas
Mr. Jerry Newton
Mrs. Gwen Young
Dr. Rita Carter
Mr. Troy Hickey, Board Liaison
Dr. Mark Baker
Ms. Donna Wear
Dr. Keith Leger
Mr. Stan Long
Dr. Kyle Dare
Mr. Glenn Barger
Mr. David Moore
Mr. Dennis Campbell
Dr. H. Kenneth Dinkins
Mr. Mitchell Parham
Mr. Mark Conley
Mr. Clarke Scott, Board Chair
Dr. Sabrina Runyon, Board Chair Elect
3.

Minutes of the National Beta Club Board of Directors Meeting
October 18–19, 2018
The National Beta Club Board of Directors met October 18, 2018 at 10:15 AM in Nashville, Tennessee.
Mr. Clarke Scott, Chair of the Board, called the meeting to order and welcomed everyone.
The National Office was represented by Mr. Bobby Hart, Chief Operating Officer, and Laura Lewis, National Sponsor.
Gwen Young was recognized as the Parliamentarian.
Mitchell Parham was asked to give an inspiration.
Mr. Scott, Chair of the Board, called the roll. All Board members were present except Mr. David Moore, Ohio.
• Alabama
• Arkansas
• Florida
• Georgia
• Illinois
• Indiana
• Kentucky
• Louisiana
• Mississippi
• Missouri
• North Carolina
• Ohio
• Oklahoma
• South Carolina
• Tennessee
• Texas
• Virginia
• West Virginia
Mr. Zel Thomas
Mr. Jerry Newton
Mrs. Gwen Young
Dr. Rita Carter
Mr. Troy Hickey
Dr. Mark Baker
Ms. Donna Wear
Dr. Keith Leger
Mr. Stan Long
Dr. Tim Hager
Mr. Glenn Barger
Mr. David Moore
Mr. Dennis Campbell
Dr. H. Kenneth Dinkins
Mr. Mitchell Parham
Mr. Mark Conley
Mr. Clarke Scott
Dr. Sabrina Runyon
4.
A motion was made by Dr. Tim Hager and seconded by Mr. Stan Long to approve the minutes from the Board of Directors’ Meeting at the
2018 June Board Meeting in Savannah, Georgia. Motion carried 17 Yes/No 0.
Mr. Clarke Scott informed the Board that Mr. Dan Foster would not be in attendance, but he would be available by phone for any questions.
Gwen Young made the motion to enter into Executive Session and it was seconded by Zel Thomas. Motion carried 17 Yes/0 No. Bobby Hart
and Laura Lewis were excused from the Executive Session.
The Executive Session was adjourned at 11:00 AM.
Mr. Troy Hickey recognized Bobby Hart to explain the recommendation for employee sick days. The change would apply to any employee
that is employed for five years or longer and gives a notice to terminate employment. Employees would be given 25% of his/her daily pay
for sick days. This policy would go into effect July 1, 2019.

The motion was made by Ms. Gwen Young and seconded by Dr. Sabrina Runyon to accept the new employee policy. The motion passed 14
Yes/3 No.
Mr. Jerry Newton made a motion to approve all of the building updates for the amount of $37,500 and to have quotes from an architectural
firm to update the front interior and lobby. Dr. Mark Baker seconded the motion. The motion passed 17 Yes/0 No
Mr. Hart discussed the use of excess funds. (See handout attached) Excess funds from fiscal year July 1, 2017 through June 30, 2018 is
$1.7 million. The audit will be finalized as soon as the CEO decision is completed. The excess expenditure will be approved at that time.
Ms. Donna Wear made a motion to pay for junior and senior Leadership Representatives to summer Leadership Camp/Conference. Mr.
Dennis Campbell seconded the motion. Motion passed 17 Yes/0 No
Dr. Keith Leger made the motion to increase the top five scholarship amounts for scholarships and to no longer charge a fifteen dollar fee
for processing the scholarship application. Dr. Tim Hager seconded the motion. The motion passed 17 Yes/0 No
DR. KEITH LEGER MADE THE MOTION TO ACCEPT THE CHANGES TO POLICY CODE: 706 AS STATED AND IT WAS SECONDED BY DR. RITA CAR-
TER. THE MOTION PASSED 17 YES/0 NO
1. The National Beta Club will pay the National Officers and National Leadership Representatives up to $1,500 reimbursement to attend
the National Convention. The National Officers/Representatives must submit receipts for reimbursement for hotel, transportation and
meals.
2. The National Beta Club will reimburse the National Officers up to $2,500 to attend state conventions. The National Officer must submit
hotel and transportation receipts for reimbursement. A thirty-five dollar per diem per day will be paid for the officer and one chaperone.
The National Officer must be accompanied by his/her Club Sponsor or the Club Sponsor’s designee with administrative approval when
traveling to a state convention. Each National Officer may select one state convention as his/her official convention visit.
A motion was made by Ms. Gwen Young to change Division I (grades 4-5) and Division II (grades 6-8) to Elementary (grades 4-5) and
Junior (grades 6-8). Motion seconded by Dr. Tim Hager. The motion passed 17 Yes/0 No.
Mr. Jerry Newton made the motion to add Apparel Design and Three Dimensional Design to senior competitions for the 2019-2020 convention
year. It was seconded by Mr. Stan Long. The motion passed 17 Yes/0 No
Dr. Mark Baker made the motion to secure an attorney at a cost of no more than $15,000 to evaluate The National Beta Club 501 C tax
status. It was seconded by Mr. Zel Thomas.
The motion passed 17 Yes/0 No
Dr. Ken Dinkins made a motion to make Mr. Pat Stout a Board Member Emeritus. Patricia Stout will have her expenses paid to the National
Convention in Oklahoma City to accept this award. It was seconded by Mr. Troy Hickey. The motion passed 17 Yes/0 No
Motion was made by Ms. Donna Wear and seconded by Mr. Mark Conley to go into Executive Session at 1:45 PM.
The Board meeting was adjourned at 3:45 PM for the day and will reconvene at 8:00 AM.
5.

The National Beta Club Board of Directors meeting was called to order October 19, 2018 at 8:15 AM in Nashville, Tennessee.
Motion was made by Mr. Dennis Campbell and seconded by Ms. Donna Wear to go into Executive Session.
Mr. Clarke Scott called the Board Meeting to order at 9:50 AM after a break.
Mr. Jerry Newton made a motion to pay Employee A and B for unused sick days. Dr. Ken Dinkins seconded the motion. The motion passed
11 Yes/6 No
Mr. John Posey, Finance Director, explained why the 1099 was sent at the end of the year. The Board asked John to send state fund
balances to each of them.
Committee chairs gave reports from staff.
MARKETING - MR. MARK CONLEY
Mr. Conley referred to page 45 in the Board Report concerning the marketing department. He discussed the social media campaign used to
promote involvement for clubs.
CONVENTION/LEADERSHIP – DR. RITA CARTER
Dr. Carter stated that she spoke to Laura Lewis concerning Leadership Summits. The addition of the Officer Training at the summits has
assisted new and more established clubs, to gain knowledge for the club officers.
Also discussed was the addition of Elementary Conventions in Georgia and Louisiana. Kentucky and Tennessee will add Elementary Sessions
at the Junior Conventions.
One of her questions to the National Office was the look at Nationals. Bobby Hart announced that Dr. Hager will now be the voice of Beta.
MERCHANDISE – MR. JERRY NEWTON
Mr. Newton stated that Mandy Blanton, Merchandise Director, has asked students to submit designs for items to be sold in the Beta Shop.
TECHNOLOGY
Brendan LeMarche is working with Jay in programing. Jay is cross training Brendan throughout the entire technology department.
The National Growth Awards at the National Convention will no longer be presented. The club growth recognition will continue at the state
conventions.
Wednesday, October 24, 2018 the Board of Directors will have a conference call to finalize pending matters.
The fall 2019 Board of Directors’ Meeting will be in Spartanburg, South Carolina. The Board requested that all staff be available.
The 2018 Board of Directors’ Meeting in Nashville, Tennessee was adjourned on October 19, 2018.
Respectfully Submitted,
_______________________________________________ October 19, 2018
Mr. Clarke Scott
Date
Chair of the Board
_______________________________________________ October 19, 2018
Bobby Hart
Date
Executive Director, CEO

Minutes of the National Beta Club Board of Directors Meeting
October 24, 2018
The National Beta Club Board of Directors met October 24, 2018 at 5:15 PM via teleconference through the National Beta Club. Jay Moore
set the meeting up through the Beta teleconference system, and made sure that all technical needs were met, and then excused himself
from the call.
Mr. Clarke Scott, Chair of the Board, called the meeting to order and welcomed everyone.
The National Office was represented by Mr. Bobby Hart, Chief Operating Officer, and Denia Brown-Executive Administrative Coordinator/HR
Manager, served as recorder for this meeting.
Mr. Scott, Chair of the Board, asked that everyone mute their phones and unmute them to ask questions or during voting, this was to
eliminate any background sound. Mr. Scott then called the roll. All Board members were present except Mr. David Moore, Ohio.
• Alabama
• Arkansas
• Florida
• Georgia
• Illinois
• Indiana
• Kentucky
• Louisiana
• Mississippi
• Missouri
• North Carolina
• Ohio
• Oklahoma
• South Carolina
• Tennessee
• Texas
• Virginia
• West Virginia
Mr. Zel Thomas
Mr. Jerry Newton
Mrs. Gwen Young
Dr. Rita Carter
Mr. Troy Hickey
Dr. Mark Baker
Ms. Donna Wear
Dr. Keith Leger
Mr. Stan Long
Dr. Tim Hager
Mr. Glenn Barger
------------- In absentia
Mr. Dennis Campbell
Dr. H. Kenneth Dinkins
Mr. Mitchell Parham
Mr. Mark Conley
Mr. Clarke Scott
Dr. Sabrina Runyon
Mr. Scott explained that he would read out each topic for the board to discuss and vote on. He reminded the board that people are watching
and listened to what the board says and does especially on social media, and that we want to restore people’s faith in Beta and to
keep our focus on the student’s that we serve.
APPROVAL SETTLEMENT OF THE FORMER CEO— Mr. Scott reminded the Board that there was not to be any outside discussion about any
information concerning the settlement of the former CEO; this was per the terms of the agreement with the former CEO. Mr. Scott explained
that these terms were sent out to all board members and discussed with the board prior to the convening of this meeting and was reviewed
with legal council.
Motion was made by Mr. Jerry Newton that the board accept the settlement agreement and terms as discussed. Motion was seconded by
Mrs. Gwen Young. Motion carried __17____ Yes/No ___0___.
7.

RECOMMENDATION OF INTERIM CEO AND PAY RAISE– Mr. Scott introduced the topic of having COO Bobby Hart be named the interim CEO
of the National Beta Club and that his work would be reevaluated this summer at the Summer Beta Board meeting to determine whether
the position would become permanent. Mr. Scott went on to the discuss the professional manner which Mr. Hart had conducted himself and
managed the Beta staff over the last 3 months and especially since he was unaware of the changes that were coming.
Motion was made by Mr. Zel Thomas that Bobby Hart be named the interim CEO of the National Honorary Beta Club and his service would
be evaluated in June Board Meeting. Motion was seconded by Dr. Tim Hager. Motion carried ___17___ Yes/No __0____.
PAY RAISE ADJUSTMENT–
Mr. Scott proposed that Bobby Hart be given of $10,000 that would be prorated from now until June 30, 2018. The question was asked
what would be the break-down of funds. Mr. Scott stated that would come to $6,847.79.
Motion was made by Dr. Keith Leger that Bobby Hart be given a raise of $10,000 that would be prorated from Oct. 24, 2018 through the
end of the fiscal year. The motion was seconded by Ms. Donna Wear. Motion carried ___17___ Yes/No ___0___.
CONVENTION AND LEADERSHIP CHANGES
Mr. Scott proposed that Laura Lewis be named as the new Director of Convention and Leadership. Mr. Scott explained that Laura has
worked as a National Sponsor for numerous years and she has worked diligently in that position and numerous others within the
organization. The motion was made by Ms. Donna Wear that Laura Lewis be named as the new Director of Convention and Leadership. The
motion was seconded by Mr. Stan Long. Motion carried ____17__ Yes/No ____0__.
Mr. Scott stated that as the new Director of Convention and Leadership, this position did come with a salary increase. Mr. Scott, via
recommendation from Mr. Bobby Hart, that Laura Lewis be given a $10,000 raise that would be prorated for Oct. 24, 2018, through the
rest of the fiscal year and become final July 1, 2019. The motion was made by Dr. Sabrina Runyon that Laura Lewis be given a $10,000
raise that would be prorated for the remainder of the fiscal year and would become final on July 1, 2019. The motion was seconded by Dr.
Ken Dinkins. Motion carried ___17___ Yes/No __0____.
BONUS FOR STAFF
Mr. Scott asked Bobby Hart to speak on his recommendation for the staff and bonus structure that he had been working on. Mr. Hart
expressed to the board how hard the staff has worked to keep Beta running smoothly during the uncertainty of the last 3 months. Bobby
Hart stated that he has been impressed by everyone’s professionalism and their willingness to step in and help wherever they were
needed. Mr. Hart felt that the staffs’ effort and attitude should be valued and applauded. Therefore, Mr. Hart was requesting that the
board approve a staff bonus of $2000 that would be prorated for staff who have been employed less than a year with Beta. Discussion
was held and Dr. Dinkins wanted it to be stated that this was not considered a raise for staff. Mr. Hart clarified that it was not and was a
one-time dispersal. Dr. Leger asked for the total amount that would be dispersed to staff, Dr. Dinkins asked that Mr. Hart send out how
much was dispersed to the board. Mr. Hart stated that this was not a problem and would be sent to everyone.
The motion was made by Mr. Mark Conley that staff would receive a bonus not to exceed $2000 and that would be prorated for staff
that have been employed less than a year with Beta. The motion was seconded by Mr. Zel Thomas. Motion carried ___17___ Yes/No
__0____.
APPROVAL OF NEW MARKETING POSITION
Mr. Scott explained that during the last board meeting in Nashville, TN that Mr. Hart had presented a proposal to hire a new Marketing
Coordinator. This person would be working with both the sales team and the assisting with marketing Beta in various areas. The motion
was made by Dr. Ken Dinkins to approve the position for the new Marketing Coordinator position. The motion was seconded by Dr. Rita
Carter. Motion carried ___17___ Yes/No __0____.
8.

APPROVAL OF REVISED BUDGET
Mr. Scott stated that he had sent via email the revised budget for all board members to read through for approval. The motion was made
by Mr. Stan Long that the revised budget by approved. The motion was seconded by Dr. Mark Baker.
Mr. Scott thanked everyone for their time and hard work over the last 3 months and now they could move forward and stay focused on
the goals of Beta and positively impact the lives of Beta. He thanked Troy Hickey for all of his help during this process as well. Lastly, he
congratulated Bobby Hart of being elected as the interim CEO and was expecting great things from Beta under his leadership. Congratulations
were given to Mr. Hart from all board members. Mr. Scott thanked Denia Brown for staying past normal hours and transcribing the
notes for this board meeting.
The meeting was adjourned at 7:05pm.
Respectfully Submitted,
_______________________________________________ October 24, 2018
Mr. Clarke Scott
Date
Chair of the Board
________________________________________________ October 24, 2018
Bobby Hart
Date
Executive Director, CEO
9.

Minutes of the National Beta Club Board of Directors Teleconference
April 10, 2019
Location: National Beta Conference Room
Date: 4/10/19
Time: 5:00 pm ( actual meeting began at 5:04 pm)
Attendees: Denia Brown- Recorder and Bobby Hart, CEO (BETA office)
AGENDA ITEMS
1. CALL TO ORDER–
Mr. Clarke Scott called the meeting to order and set the Determination of a quorum.
2. ROLL CALL–
Mr. Clarke Scott called the roll and asked each Board member. __16___ Board members were present. Based on the number of board
members present Mr. Scott determined that there were enough members for a quorum and the board meeting could proceed as planned.
• Alabama Mr. Zel Thomas ___X____
• Arkansas Mr. Jerry Newton ___X____
• Florida Mrs. Gwen Young ___X____
• Georgia Dr. Rita Carter ___X____
• Illinois Mr. Troy Hickey ___X____
• Indiana Dr. Mark Baker ___X____
• Kentucky Ms. Donna Wear ___X____
• Louisiana Dr. Keith Leger ___X____
• Mississippi Mr. Stan Long ___X____
• Missouri Dr. Tim Hager ___absent
• North Carolina Mr. Glenn Barger ____X___
• Ohio Mr. David Moore ___X____
• Oklahoma Mr. Dennis Campbell ___X____
• South Carolina Dr. H. Kenneth Dinkins ____X____
• Tennessee Mr. Mitchell Parham ___X____
• Texas Mr. Mark Conley ___X____
• Virginia Mr. Clarke Scott ___X____
• West Virginia Dr. Sabrina Runyon ___X____
Mrs. Gwen Young will serve as Parliamentarian. Mr. Scott reviewed the Meeting Protocol with the board members. (How we will go state
by state to discuss or comment and then how we will vote state by state.) Mr. Scott welcomed Mr. David Moore (OH) to the Board. Mr. Scott
stated that Mr. Dennis Campbell will give an update on Oklahoma preparations at the end of the meeting before adjourning.
3. ITEM #1--REQUEST FOR POSITIONS: TROY HICKEY AND BOBBY HART- PRESENTERS
POSITION. 1--ACCOUNTING CLERK – OVERVIEW BY TROY AND BOBBY
Discussion on position 1 by state- If necessary
This was directed by Bobby Hart. Instead of two National Sponsors, with the teams help, it was decided to only hire 1 National Sponsor.
This would allow Laura Lewis to take more of a supervisor role and it will allow Bobby to be in the building more to strike a balance of
road and office. Jay Moore will still be able to take a leadership role when Bobby is out of the office. Jay has worked well and this allows
him to keep abreast of what is going on in the office since he is here day to day. John Posey is trying to maintain a Director of Finance role
on the weekend as well as during the week since he handles a lot of day to day responsibilities that could be done by the Accounting Clerk.
Mr. Scott asked if there were any board members that had questions about the position as explained by Bobby Hart. Mitchell Parham
asked if the salary for this position falls within the budget. Bobby answered this question for Mitchell Parham and stated that this position
does fall within the current budget. No further questions were asked.

Vote on position 1 by state. A motion was made by Donna Wear to accept this position as presented by Bobby Hart and Glenn Barger
seconded.
Motion carried ___16___ Yes/No ___0___.
POSITION. 2---PRODUCTION COORDINATOR – OVERVIEW BY TROY AND BOBBY
Discussion on position 1 by state- If necessary
Presented by Bobby Hart. Matt is the Production department of 1. Matt does all custom orders as well as production responsibilities during
the convention season. It is almost impossible for Matt to handle all the orders due to him being on the road. Our window of the convention
season has shortened and we have multiple conventions going on at once. We are having to hire additional production labor if Matt is
in a different location. Another person can help Matt and keep up custom orders.
Mr. Scott went state by state to address any questions that a board member may have. Dr. Dinkins asked a question concerning salary.
Bobby stated the starting salary would be $36,000.
Vote on position 2 by state. A motion was made that the position be accepted as presented from Mitchell Parham and Dennis Campbell
seconded.
Motion carried ___16___ Yes/No ___0___.
4. CALL FOR A MOTION TO GO INTO EXECUTIVE SESSION
Executive Session: Clarke Scott dismissed Bobby Hart and Denia Brown
Time: 5:26 PM
Glenn Barger made a motion to enter Executive Session. No one opposed.
ITEM 2. CEO CONTRACT. MR. TROY HICKEY – PRESENTER
NOTES WERE TAKEN BY -MRS. GWEN YOUNG- PARLIAMENTARIAN DURING EXECUTIVE SESSION
DISCUSSION BY STATE
Call for a vote by state.
Call to come out of Executive Session: 5:49 PM
The motion was made that we, ( the board), vote with the elimination of the section that there was discussion about.
Motion carried __16____ Yes/No __0____.
5. OKLAHOMA UPDATE- MR. DENNIS CAMPBELL
Mr. Campbell gave thanks to Bobby Hart and his staff for working hard to get the word out on the convention especially the Marketing department.
Major hotel downtown were full as of a couple of months ago, per Bobby Hart. Street cars are now up and running, giving ease
of access to the city. Bricktown has lots to do for kids and close to the convention center, lots of security. Bus parking is on hold right now.
The THUNDER team going into playoffs may cause an issue, they don’t anticipate this being a problem. Park will be open with discounts
from 9PM-12PM for kids to go to at night. Stockyard City and the Cattlemen’s restaurant will be where the board will be dining. Native
American Tribes may be onsite to put on demonstrations for students during the convention. Bobby has things planned for items through
the convention. There will be PLENTY of bar-b-que for everyone! Mr. Campbell asked for questions to be sent to him.
Mr. Scott thanked him for ALL of the hard work. Mr. Scott thank Mrs. Young (Parliamentarian) and Denia Brown( Recorder) for taking
minutes for this meeting. Lastly, Mr. Scott again welcomed Mr. Moore to the board.
6. ADJOURN
The motion was made that we adjourn by Stan Long and seconded by Dr. Ken Dinkins.
Motion carried __16____ Yes/No _0_____.
Meeting adjourned at ____6:00pm____ and the called ended at __6:02PM_____. 11.

12.

13.

14.

15.

Beta Creed
As a member of National Beta and as a citizen of my community, state, and nation I believe in and shall strive to promote the principles of:
HONESTY
JUSTICE
Knowing that honesty is necessary to the formation of good
character, and that the principles of honesty dictate that I not
only refrain from acts of dishonesty; but that I perform my
duties fully and take advantage of the opportunities afforded
me by my circumstances.
Believing that it is only right and proper that I should be just
and fair in my dealings; that I should condemn no one without
giving a chance to defend themselves; and that I should
consider all factors before forming an opinion of another’s
motives, or before passing judgment upon other’s actions.
SERVICE
COOPERATION
Being convinced that the rendering of helpful service is a duty
and privilege conferred upon me by my forebears and by my
environment and that I can attain lasting satisfaction only by
rendering such service to the best of my ability.
Knowing that I must work closely and in a friendly manner
with others in this day of highly organized social and economic
endeavor; and that I must respect authority and strive at all
times to be dependable– if I am to be of greatest helpfulness to
society.
RESPONSIBILITY
INDUSTRIOUSNESS
Believing that full happiness is possible only through full
acceptance of responsibility for my actions and for preserving
and passing my rich inheritance on to coming generations.
Being aware of the fact that– if I am to be a factor for progress
in my community and a real help to my associates – my mind
must be alert to understand and my hands ready to perform
promptly and fully the tasks that come my way.
HUMILITY
CHARITY
Being convinced that humbleness of spirit is the only proper
attitude for me to maintain in my relation with my associates,
and that such spirit and attitude will make for my own peace
of mind and for the well-being of those with whom I come in
contact.
Knowing that if I am– tolerant in my appraisal of the ideas of
others; generous in the use of my worldly assets; considerate
of the rights of others; courteous in my actions toward all alike;
gentle in my efforts to correct errors in others; kind in the
exercise of my duties – I shall then be better able to contribute
to the happiness of myself and others.
16.

Proposed Changes – highlighted in red
HONESTY
JUSTICE
Knowing that honesty is necessary to the formation of good
character, and that the principles of honesty dictate that I not
only refrain from acts of dishonesty; but that I perform my
duties fully and take advantage of the opportunities afforded
me by my circumstances.
Believing that it is only right and proper that I should be just
and fair in my dealings with my fellowman; that I should
condemn no one without giving him a chance to defend himself;
and that I should consider all factors before forming an opinion
of another’s motives, or before passing judgment upon his
actions.
SERVICE
COOPERATION
Being convinced that the rendering of helpful service to my
fellowman is a duty and privilege conferred upon me by my
forebears and by my environment and that I can attain lasting
satisfaction only by rendering such service to the best of my
ability.
Knowing that I must work closely and in a friendly manner
with others in this day of highly organized social and economic
endeavor; and that I must respect authority and strive at all
times to be dependable– if I am to be of greatest helpfulness to
society.
RESPONSIBILITY
INDUSTRIOUSNESS
Believing that full happiness is possible only through full
acceptance of responsibility for my actions and for preserving
and passing my rich inheritance on to coming generations.
Being aware of the fact that– if I am to be a factor for progress
in my community and a real help to my associates – my mind
must be alert to understand and my hands ready to perform
promptly and fully the tasks that come my way.
HUMILITY
CHARITY
Being convinced that humbleness of spirit is the only proper
attitude for me to maintain in my relation with my associates,
and that such spirit and attitude will make for my own peace
of mind and for the well-being of those with whom I come in
contact.
Knowing that if I am– tolerant in my appraisal of the ideas of
others; generous in the use of my worldly assets; considerate
of the rights of others; courteous in my actions toward all alike;
gentle in my efforts to correct errors in others; kind in the
exercise of my duties – I shall then be better able to contribute
to the happiness of myself and others.
17.

Inclusion Statement
SECTION 2. STUDENT MEMBERSHIP QUALIFICATIONS
Requirements of student membership are solely qualitative within the scope and regulations specified in
these Bylaws. A student must be a member in good standing of a Beta Club at his/her current school of
attendance to be considered an active National Beta Club member. Only active members may participate
in state and national competitions and become candidates for and hold state and national office.
Membership is a privilege and not a right. The qualifications for membership on the part of the student
shall be: (a) worthy, moral and ethical character; (b) exemplary achievement, and commendable attitude.
The standards and means for appraising these qualities shall be determined by the administration of
the school where the chapter is located. Since the purpose of the organization is to select, honor, and
encourage students possessing these characteristics, it shall be within the province of the administration
of each school to set up such local standards of membership as shall best serve to bring together in the
chapter students who merit distinction because of these qualifications. All students must be performing
at or above grade level in order to be eligible for membership. Local school administrations are at
liberty to limit membership to certain grades. Specific academic requirements for membership are not
established at the national level, as local systems of grading and merit determination vary. Each local
school and club shall establish such academic requirements for membership that will ensure the selection
of students of exemplary qualifications. At no time shall membership in the National Beta Club make
it incumbent upon a member to alter his/her religious or political ideas or affiliations. In addition,
membership qualifications shall not discriminate against any students on the basis of disability, gender,
religion, national origin, sexual orientation, or any other characteristic protected by federal, state, or local
laws. Students who receive modifications or accommodations pursuant to an IEP, a Section 504 plan, or
otherwise shall not be excluded from membership if they meet the membership qualifications.
18.

Logo & Branding
Proposed New Logos
NationalBETA
Proposed Membership Pins
19.

Logo & Branding
Letterhead
NationalBETA
151 Beta Club Way | Spartanburg, SC 29306 | 800.845.8281 | fax: 864.542.9300 | betaclub.org
20.

Handbook Changes
National Honorary Beta Club
Employee Handbook
(SC)
Revisions: July 1, 2019
All changes are highlighted in yellow.
3-5. SICK DAYS
Full-time employees accrue 96 hours/12 paid sick days each year. If an employee will be out of work due to illness, he or she must
call in and notify his or her supervisor as early as possible, but at least by the start of the workday. If the employee calls in sick for
three (3) or more consecutive days, he or she may be required to provide their supervisor with a doctor’s note on the day he or she
returns to work.
Employees will not be paid for any unused sick days upon termination. However unused sick days may be carried over to the
following year, up to a maximum of 240 days (1920 hours).
If appropriate notice and documentation has been received upon resignation, an employee who has completed at least five years of
employment with The National Honorary Beta Club are paid $25.00 for each earned but unused sick day up to a maximum of 240
sick days. No other employee is paid for earned but unused sick/personal days upon resignation.
Sick days must be used in at least half-day increments.
While sick days are intended to cover only an employee’s own illnesses, if required by applicable state or local law, sick days may
be used to care for a family member’s (including civil union partners’) illness or for any other reason required by applicable state or
local law.
If an employee has exhausted all accrued days off (sick and vacation), additional days will be unpaid; however, disciplinary action
could result.
3-5. SICK DAYS (This was approved in October, 2018 and will go in effect July 1, 2019)
Full-time employees accrue 96 hours/12 paid sick days each year. If an employee will be out of work due to illness, he or she must
call in and notify his or her supervisor as early as possible, but at least by the start of the workday. If the employee calls in sick for
three (3) or more consecutive days, he or she may be required to provide their supervisor with a doctor’s note on the day he or she
returns to work.
Unused sick days may be carried over to the following year, up to a maximum of 240 days (1920 hours).
If appropriate notice and documentation has been received upon resignation, an employee who has completed at least five years
of employment with The National Beta Club would be given 25% of his/her daily pay for sick days. No other employee is paid for
earned but unused sick/personal days upon resignation or termination.
Sick days must be used in at least half-day increments.
While sick days are intended to cover only an employee’s own illnesses, if required by applicable state or local law, sick days may
be used to care for a family member’s (including civil union partners’) illness or for any other reason required by applicable state or
local law.
If an employee has exhausted all accrued days off (sick and vacation), additional days will be unpaid; however, disciplinary action
could result.
21.

3.12. MATERNITY/PATERNITY LEAVE
Maternity leave benefits can be claimed by full-time employees who have worked at the company for at least 12 consecutive months,
following the birth of a child. A total of six (6) weeks of maternity leave will be granted to eligible employees. You will be required
to use any accrued vacation and/or personal time during the 6 weeks of maternity leave. The remaining time will be unpaid.
Vacation and personal time will not accrue during maternity leave. If you are on maternity leave when your annual review is to occur,
it will be conducted upon your return.
You will be required to use any accrued vacation and/or personal time during your personal leave. We will continue your health
insurance coverage during your leave if you submit your share of the monthly premium payments to the Company in a timely
manner, subject to the terms of the plan documents.
3.12. PAID PARENTAL LEAVE
The National Beta Club offers employees six weeks of paid parental leave to be taken within six months of a child’s birth or arrival
of an adopted or foster child, for employees who have been with the organization for at least one year. This policy helps to ensure
that employees will have an opportunity for paid leave and still be able to maintain their accumulated PTO. When parental leave
taken under this section is also covered by disability leave, paid parental leave may run concurrently with the unpaid portion of paid
disability leave. Vacation and personal time will not accrue during maternity/paternity leave. If you are on maternity/paternity leave
when your annual review is to occur, it will be conducted upon your return.
5.9. PERSONAL VISITS AND TELEPHONE CALLS
Disruptions during working time can lead to errors and delays. Therefore, we ask that personal telephone calls be kept to a
minimum, and only be made or received after working time, or during lunch or break time.
For safety and security reasons, employees are prohibited from having personal guests visit or accompany them anywhere in our
facilities other than the reception areas.
5.9. PERSONAL TELEPHONE CALLS
Disruptions during working time can lead to errors and delays. Therefore, we ask that personal telephone calls be kept to a
minimum, and only be made or received after working time, or during lunch or break time.
22.

5.10. SOLICITATION AND DISTRIBUTION
To avoid distractions, solicitation by an employee of another employee is prohibited while either employee is on working time.
“Working time” is the time an employee is engaged or should be engaged, in performing his/her work tasks for National Honorary
Beta Club . Solicitation of any kind by non-employees on Company premises is prohibited at all times.
Distribution of advertising material, handbills, printed or written literature of any kind in working areas of Company is prohibited at
all times. Distribution of literature by non-employees on Company premises is prohibited at all times.
5.10. SOLICITATION AND DISTRIBUTION
To avoid distractions, solicitation by an employee of another employee is prohibited while either employee is on working time.
“Working time” is the time an employee is engaged or should be engaged, in performing his/her work tasks for National Honorary
Beta Club . Solicitation of any kind by non-employees on Company premises is prohibited at all times.
5.16.EMPLOYEE DRESS AND PERSONAL APPEARANCE
You are expected to report to work well groomed, clean, and dressed according to the requirements of your position. Some employees
may be required to wear uniforms or safety equipment/clothing. Management may make exceptions for special occasions or
inclement weather at which time, employees will be notified in advance.
Please contact your Supervisor for specific information regarding acceptable attire for your position. If you report to work dressed or
groomed inappropriately, you may be prevented from working until you return to work well-groomed and wearing the proper attire.
5.16.EMPLOYEE DRESS AND PERSONAL APPEARANCE
Employees are expected to report to work well groomed, clean, and dressed according to the requirements of your position. Monday
-Thursday the attire shall be business casual. Friday is a weekly dress down day in which jeans are appropriate. Some employees/
departments may be required to wear uniforms or safety equipment/clothing. Management may make exceptions for special
occasions or inclement weather, at which time, employees will be notified in advance.
Those employees who work in the Merchandise or Production departments may wear the appropriate clothing for the conditions
of their job, (i.e. shorts, jeans). All Merchandise employees are required to wear steel-toed shoes daily. Those in the Production
department may be required to wear steel-toed shoes during loading or unloading for various conventions. Merchandise and
Production employees with be given a $100 annual supplement to purchase the appropriate footwear.
Please contact your Supervisor for specific information regarding acceptable attire for your position. Employees who report to work
dressed or groomed inappropriately, may be prevented from working until returning well-groomed and wearing proper attire.
23.

Administrative
25.

National Beta
Board of Directors
ALABAMA
Dr. Zel Thomas, Coordinator Student Services, Judy
Enterprise City Schools
220 Hutchinson Street
Enterprise, AL 36330
Phone: 334.347.9531 EXT. 220
Fax: 334.347.0347
Cell: 334.718.3821
Email: zthomas@enterpriseschools.net
HOME:
456 Private Road 1703
Enterprise, AL 36330
florida
Mrs. Gwen Young, John
Phone: 850.638.8526
Cell: 850.373.8771
Email: gwen@panhandle.rr.com
HOME:
777 Satellite Road
Graceville, FL 32440
ARKANSAS
Mr. Jerry Newton, Ouida
Cell: 501.626.6757
Email: newton.jerry1955@gmail.com
HOME:
8251 Hwy. 229 S.
Leola, AR 72084
GEORGIA
Dr. Rita Carter, RGC Educational Consultant, Vacel
Cell: 770.547.4952
Email: rcarter729@gmail.com
HOME:
P.O. Box 1667
Cedartown, GA 30125
UPS Address:
521 Pine Bower Road
Cedartown, GA 30125
26.

Mr. Troy Hickey, Lesa
Phone: 618.544.9449
Cell: 618.553.9510
Email: thickey@robinsonschools.com
HOME:
10524 E. McKinney Avenue
Robinson, IL 62454
Ms. Donna Wear
Phone: 270.339.0913
Email: dwear@advanc-ed.org
ILLINOIS
KENTUCKY
Dr. Mark Baker, Superintendent, Julie
Northeast School Corp.
P.O. Box 493
406 North Vine Street
Hymera, IN 47855
Phone: 812.383.5761
Fax: 812.383.4591
Home: 812.268.8444
Cell: 812.240.2196
Email: bakerm@nesc.k12.in.us
HOME:
2176 North Lakeview Drive
Sullivan, IN 47882
INDIANA
HOME:
230 Inverness Drive
Paducah, KY 42001
MISSISSIPPI
LOUISIANA
Dr. Keith Leger, Director of Edu. Policy & Govt. Affairs – CABL
Jennifer
Cell: 337.540.9441
Email: lsutiger@live.com
Mr. Stanton Long, Administrative Assistant, Rita
Lincoln CountySchools
1925 Hwy. 51 S.E.
Bogue Chitto, MS 39629
HOME:
2408 Brent Keith Drive
Lake Charles, LA 70605
Phone: 601.835.0011
Fax: 601.833.3030
Home: 601.734.2753
Cell: 601.754.0234
Email: slongedoff@yahoo.com
HOME:
1925 Hwy. 51 S.E.
Bogue Chitto, MS 39629
27.

MISSOURI
Dr. Kyle Dare, Asst. Superintendent
Rolla Schools
500A Forum Dr.
Rolla, MO 65402
Cell: 573.776.0007
Email: kdare@rolla.k12.mo.us
HOME:
1855 White Columns Drive
#208
Rolla, MO 65401
OHIO
Mr. David Moore, Gallia–Vinton ESC Educational Consulant
Judith
P.O. Box 178
60 Ridge Ave.
Wood Hall Rm. 131
Rio Grande, OH 45674
Phone: 740.245.0593
Fax: 740.245.0596
Cell: 740.645.0409
Home: 740.367.7054
Email: 90_dmoore@seovec.org
HOME:
983 Roush Lane
Chesire, OH 45620
NORTH CAROLINA
Mr. Glenn Barger, Beverly
Cell: 828.381.8607
Email: gbarger@charter.net
HOME:
2210 Startown Road
Newton, NC 28658
OKLAHOMA
Mr. Dennis Campbell, Janie
Phone: 918.224.5961
Cell: 918.638.5918
Email: dennisdcampbell@hotmail.com
HOME:
817 E. Teresa
Sapulpa, OK 74066
SOUTH CAROLINA
Dr. H. Kenneth Dinkins, Dinkins Educational Associates
Judy
Cell: 803.391.0740
Email: hkdinkins@gmail.com
HOME:
1100 Bluff Road, Unit 501
Columbia, SC 29201
28.
1908 Cassandra Court #1
Myrtle Beach, SC 29577

Mr. Mitchell Parham, Beverly
Cell: 731.514.1078
Email: parham2@gmail.com
HOME:
3201 Aspen Grove Drive – B4
Franklin, TN 37067
Mr. Clarke Scott, Administrator, Joyce
Pittsylvania County Schools
Phone: 434.369.6420
Cell: 434.907.1048
Email: scottjc78@aol.com
HOME:
450 Peerman School Road
Altavista, VA 24517
TENNESSEE
VIRGINIA
Mr. Mark Conley, Linda
Caldwell Middle School
203 North Gray
Caldwell, TX 77836
Phone: 979.278.3579
Cell: 979.966.7750
Email: mark.conley60@gmail.com
HOME:
3875 Ullrich Road
Carmine, TX 78932
TEXAS
WEST VIRGINIA
Dr. Sabrina Runyon, Director of Early Learning Programs
Tim
Mingo County Schools
110 Cinderella Road
Williamson, WV 25661
Phone: 304.235.7123
Cell: 304.896.8053
Email: sabrinarunyon@hotmail.com
srunyon@k12.wv.us
HOME:
72 Antler Lane
Lenore, WV 25676
29.

National BEta board of directors
Zel Thomas
Alabama
Jerry Newton
Arkansas
Gwen Young
Florida
Rita Carter
Georgia
Troy Hickey,
Board Liaison
Illinois
Mark Baker
Indiana
Donna Wear
Kentucky
Keith Leger
Louisiana
Stanton Long
Mississippi
Kyle Dare
Missouri
Glenn Barger
North Carolina
David Moore
Ohio
Dennis Campbell
Oklahoma
Kenneth Dinkins
South Carolina
Mitchell Parham
Tennessee
Mark Conley
Texas
Clarke Scott,
Chairman of the Board
Virginia
Sabrina Runyon,
Vice-Chairman of the Board
West Virginia
30.

Council Chair Years & Chair Rotation
2019-2020
TOTAL NUMBER OF YEARS
as a member of the Board
SC | Kenneth Dinkins 30 (1989)
OK | Dennis Campbell 18 (2001)
MS | Stanton Long 15 (2003)
IL | Troy Hickey
15 (1996–1998; 2002–2007; 2013–Present)
VA | Clarke Scott
12 (2004–2009; 2013–Present)
FL | Gwen Young 11 (2008)
TX | Mark Conley 11 (2008)
AR | Jerry Newton 7 (2012)
KY | Donna Wear 6 (2013)
LA | Keith Leger 6 (2013)
IN | Mark Baker 5 (2014)
MO | Tim Hager 4 (2015)
WV | Sabrina Runyon 4 (2015)
AL | Zel Thomas 3 (2016)
GA | Rita Carter 2 (2017)
NC | Glenn Barger 1 (2018)
TN | Mitchell Parham 1 (2018)
OH | David Moore 1 (2018)
MO| Kyle Dare 0 (2019)
Election Year 2019–2020
Election Year 2019–2020
Election Year 2019–2020
Tennessee
Kentucky
Mississippi
Arkansas
Missouri
Oklahoma
North Carolina
Alabama
South Carolina
Virginia
Indiana
West Virginia
Georgia
Louisiana
Florida
Texas
Illinois
Ohio
31.

Board of Directors’ Committee Assignments
2018-2019
Mr. Clarke Scott, Board Chair
Dr. Sabrina Runyon, Board Chair Elect
Mr. Troy Hickey, Board Liaison
Executive Members (7)
Mr. Clarke Scott, Board Chair
Dr. Sabrina Runyon, Board Chair Elect
Mr. Troy Hickey, Board Liaison
Dr. Mark Baker
Dr. Keith Leger
Ms. Gwen Young
Dr. Zel Thomas
Internal Affairs Members (5)
Mr. Clarke Scott, Board Chair
Dr. Sabrina Runyon, Board Chair Elect
Mr. Troy Hickey, Board Liaison
Dr. Zel Thomas
Mr. Mark Conley
Convention/Leadership Members (4)
Dr. Rita Carter, Committee Chair
Mr. Mark Conley
Mr. Dennis Campbell
Mr. Mitchell Parham
Marketing Members (3)
Mr. Mark Conley, Committee Chair
Dr. Kenneth Dinkins
Ms. Gwen Young
Merchandise Members (3)
Mr. Jerry Newton, Committee Chair
Dr. Mark Baker
Mr. Stan Long
Technology/Membership Members (3)
Dr. Tim Hager, Committee Chair
Dr. Zel Thomas
Mr. David Moore
Budget/Finance Members (3)
Ms. Donna Wear, Committee Chair
Mr. Glenn Barger
Dr. Keith Leger
Parliamentarian
Mrs. Gwen Young
32.

National BEta Staff
Amy Luttrell
National Sponsor
Anna Haynes
Director of Marketing
Bobby Hart
CEO
Brittany Yerkes
Membership Marketing
Coordinator
Caleb Schapp
Production Coordinator
Chantella Crosby
Sales & Marketing
Coordinator
Dee Martin
National Sponsor
Denia Brown
Executive Administrative Coordinator
& HR manager
Erin Emory
Sales & Marketing
Coordinator
Eva Carley
Merchandise Coordinator
Hollee Ellis
National Sponsor
Jay Moore
CIO
Jeff Wilkins
Sales & Marketing
Coordniator
John Posey
Director of Finance
Kelly Phelps
Sales & Marketing
Coordinator
Kim Earnhardt
Membership Marketing
Coordinator
Laura Lewis
National Sponsor
Leah Johnson
Convention/Leadership Graphics
& Website Specialist
Leigh Mason
Merchandise Coordinator
Lisa Fields
National Sponsor
Lizzy Page
Web Developer & System
Administrator
Matt Simpson
Director of Production
Melissa Cshuran
Director of Membership
Perry Harvey
Convention Coordinator
Roxanne Schledwitz
Sales & Marketing
Coordinator
Trent Gregg
Accounting Coordinator
Tyler Fleming
Merchandise/Production
Coordinator
33.

Organization
Chart
CHAIRMAN OF THE BOARD
Clarke Scott
CHIEF EXECUTIVE OFFICER
Bobby Hart
EXECUTIVE ADMIN
DIRECTOR OF FINANCE
CHIEF INFORMATION OFFICER
DIRECTOR OF MERCHANDISE
Denia Brown
John Posey
Jay Moore
Vacant
RECEPTIONIST
Leigh Mason
ACCOUNTING COORDINATOR
Trent Gregg
WEB DEVELOPER & SYSTEM
ADMINISTRATOR
Lizzy Page
MERCHANDISE COORDINATOR
Eva Carley
MERCHANDISE/PRODUCTION
COORDINATOR
Tyler Fleming
MERCHANDISE COORDINATOR
Vacant
34.

DIRECTOR OF CONVENTION
Laura Lewis
DIRECTOR OF MARKETING
NATIONAL SPONSOR
Anna Haynes
Hollee Ellis
DIRECTOR OF PRODUCTION
Matt Simpson
DIRECTOR OF MEMBERSHIP
Melissa Csuhran
MARKETING/EXPANSION
COORDINATOR
Chantella Crosby
NATIONAL SPONSOR
Amy Luttrell
PRODUCTION COORDINATOR
Caleb Schaap
MEMBERSHIP MARKETING
COORDINATOR
Brittany Yerkes
SALES & MARKETING
COORDINATOR
Erin Emory
NATIONAL SPONSOR
Dee Martin
MEMBERSHIP MARKETING
COORDINATOR
Kim Earnhardt
SALES & MARKETING
COORDINATOR
Kelly Phelps
NATIONAL SPONSOR
Lisa Fields
SALES & MARKETING
COORDINATOR
Jeff Wilkins
CONVENTION COORDINATOR
Perry Harvey
SALES & MARKETING
COORDINATOR
Roxanne Johnson
CONVENTION GRAPHICS
& PHOTO
Leah Johnson
35.

36.
Convention & Leadership

Constitution Changes
CHANGES PROPOSED ARE HIGHLIGHTED
Article VIII - State Student Officers
Section 1. Senior Officers
Subsection B - Election Process
The election of these officers shall be by individual vote of the Beta Club members who attend the
state convention. Results of the election will be certified by a Council Member. Simple plurality will
be used. Individual states may use a delegate method of voting if approved by a two-thirds State
Council vote. No proxy voting is allowed. Candidates for state offices must be present for the entire
State Senior Beta Convention. They must pledge to attend the convention the following year, unless
providentially hindered. If for any reason an elected officer is unable to serve, the runner-up in that
election will be asked to fill the vacancy.
Section 2. Junior Officers
Subsection B - Election Process
The election of these officers shall be by individual vote of the Junior Beta Club members who attend
the state convention. Results of the election will be certified by a Council Member. Simple plurality will
be used. No proxy voting is allowed. Candidates for state offices must be present for the entire State
Junior/Elementary Beta Convention. They must pledge to attend the convention the following year,
unless providentially hindered. If for any reason an elected officer is unable to serve, the runner-up in
that election will be asked to fill the vacancy.
37.

Policy Changes
HIGHLIGHTED INFORMATION ARE THE RECOMMENDED CHANGES AND ADDITIONS.
NATIONAL CONVENTION--- NATIONAL STUDENT OFFICERS' CODE OF CONDUCT --- Policy Code: 705
The National Officer will receive $2,500 to attend other state conventions. Conduct requirements for National Officers while attending
the National Convention and visiting other state conventions are as follows:
A. Be on time for all meetings
B. Adhere to curfew established for the convention being attended.
C. Respect any Beta sponsor and adhere to any request or rules set up by that sponsor.
D. The following dress code must be followed:
1. Young Men
a. During Conventions – dress slacks, jacket, tie, collared dress shirt, and dress shoes.
b. Travel to and from Conventions – state officer shirt with black or khaki pants and closed-toed
shoes.
c. No blue jeans may be worn at any time during the conventions or travel to and from conventions.
2. Young Ladies
a. Dressy pantsuit with coordinating jacket or business suit. Length of the business suit skirt must
be appropriate
b. Travel to and from Conventions – state officer shirt with black or khaki pants and closed-toed
shoes.
c. No low cut or tight fitting tops, strapless or spaghetti strapless tops, skin tight clothing or blue
jeans may be worn at any time during the conventions or travel to and from conventions.
E. Adhere to all deadlines imposed for the items listed below:
1. Any deadlines given by the National Sponsor
F. Adhere to the Beta Creed
G. Contact the National Sponsor if visiting any additional state conventions other than the official visit. The name of the parent or
sponsor with his/her contact information must be sent to the National Sponsor.
H. Students must be accompanied by a parent or a sponsor for all state and national conventions. That adult will be responsible for the
officer at all times during the convention.
I. Visiting officer must meet with the State Council Chair at the start of the convention.
These rules of conduct must be acknowledged with a signature by the student officer, sponsor, and parent. If any of these rules are
broken, the National Officer may be disciplined or removed from office.
Cross References:
Date Issued:
Dates Revised:
38.

NATIONAL CONVENTION--- NATIONAL STUDENT OFFICER EXPENSES COVERED--- Policy Code: 706
1. The National Beta Club will reimburse the officer’s club for the following to attend the National Convention up to $1,500:
A. Transportation – mileage or flight (whichever is less)
B. Hotel – up to four nights; the pro rate share for that student based on a four student occupancy will be covered
C. Per diem – forty dollars per day for four days
D. Convention registration
2. The National Beta Club will pay for one official visit to a pre-selected state convention. The National Officer must be accompanied by
his/her Club Sponsor or parent when traveling to the pre-selected state convention. The room for the sponsor or parent will be reserved
by the National Office.
The following expenses will be reimbursed to the club for the National Officer and the Club Sponsor :
A. Transportation - mileage or flight for the officer and club sponsor (whichever is less)
B. Hotel – two to three nights hotel room cost for the officer and club sponsor (depending on convention length)
C. Per diem of forty dollars per day for the officer and club sponsor
Cross References:
Date Issued:
Dates Revised: June 2018
STATE CONVENTIONS--- STATE OFFICERS--- Policy Code: 807
Conduct requirements for State Officers while visiting any state convention are as follows:
A. Be on time for all meetings
B. Adhere to curfew established for the convention being attended.
C. Respect any Beta sponsor and adhere to any request or rules set up by that sponsor.
D. The following dress code must be followed:
1. Young Men
a. During Conventions – dress slacks, jacket, tie, collared dress shirt, and dress shoes
b. Travel to and from Conventions – state officer shirt with black or khaki pants and closed-toed shoes
c. No blue jeans may be worn at any time during the conventions or travel to and from conventions.
2. Young Ladies
a. Dressy pantsuit with coordinating jacket or business suit. Length of the business suit skirt must be appropriate
b. Travel to and from Conventions – state officer shirt with black or khaki pants and closed-toed shoes.
c. No low cut or tight fitting tops, strapless or spaghetti strapless tops, skin tight clothing or blue jeans may be worn at
any time during the conventions or travel to and from conventions.
E. Adhere to the Beta Creed
F. Contact the National Sponsor if visiting any state convention. The name of the parent or sponsor with his/her contact information must
be sent to the National Sponsor.
G. Students must be accompanied by a parent or a sponsor for all state and national conventions. That adult will be responsible for the
officer at all times during the convention.
H. Visiting officer must meet with the State Council Chair at the start of the convention.
I. Former Officers and Elects may not attend another state convention.
These rules of conduct must be acknowledged with a signature by the student officer, sponsor, and parent. If any of these rules are
broken, the State Officer may be disciplined or removed from office.
Cross Refences:
Date Issued:
Dates Revised: 39.

2018-2019 Accomplishments
CONVENTIONS
• Addition of two separate elementary conventions
• Visual Arts winners received plaques on stage
• Increased the number of participants in
Performing Arts allowing a club to enter both
Solo, Duo, Trio and Group Performing Arts
• Sessions enhanced using screens on stage
• Tower of Power renamed to Engineering and
new guidelines were written to increase
creativity, collaboration, and critical thinking for
competitors
• Clubs recognized at state conventions for
service hours
LEADERSHIP SUMMITS
• Addition of two new summit locations
• Officer Training session offered
• Leadership Representatives increased role at
the summit
• Senior Representatives tuition and
transportation paid to attend Washington, DC
Leadership Conference in June 2018
INFUSE EDUCATOR CONFERENCE
• October date increased attendance
• Utilized Student Leadership Representatives and
Ambassadors
• Increased attendance allowed Beta Educators to
gain professional development hours
• Interaction and involvement of experienced and
new sponsors
BETA WEEK
• New curriculum written to enhance the week
• Highlight video of Betas across the country
celebrating Beta Week

2019-2020 Goals & Changes
CONVENTION
• Utilize summer leadership counselors to evaluate competition names, guidelines, and rubrics along
with the Convention Department
• Photography will be divided into black/white and color at each convention
• Apparel Design and Three Dimensional Design Competitions added to Senior Conventions
• New sponsor meeting to assist any sponsor navigate the convention
• Determine the actual number Beta Members that attended each convention to have a true base for
the new convention year
LEADERSHIP
• Meet with new State Officers during Leadership Conference/Camp to discuss:
• Travel to other conventions
• Responsibilities at their convention
• Opportunities available for officers to serve
• Responsibilities at other conventions
• Required dress at any convention
• Meet with new Leadership Representatives during Leadership Conference/Camp to discuss:
• Responsibilities at their summit
• Required dress at summits
• Webinar for summer counselors
• Write new curriculum for both summer leaderships and summits
• Junior and Senior Representatives tuition and transportation paid to summer leadership
INFUSE EDUCATOR CONFERENCE
• Location will be in Atlanta to allow more affordable travel
• Continue to increase the variety of Breakout Sessions
41.

2018-2019 State Convention Totals
• Members include online and onsite registrations
• Total includes students, sponsors, and guests
• Data will be used for compairson during the 2019–2020 Convention Year
Junior Members Total
Alabama 2,802 3,880
Arkansas 1,487 1,812
Florida 1,071 1,509
Georgia (Elementary) 1,651 2,210
Georgia 3,213 3,852
Illinois 1,116 1,359
Indiana 581 791
Kentucky 4,394 5,955
Louisiana (Elementary) 2,448 3,558
Louisiana 8,590 10,784
Mississippi 4,789 6,489
Missouri 1,621 1,987
North Carolina 3,212 4,540
Ohio 399 457
Oklahoma 120 147
South Carolina 3,683 4,575
Tennessee 6,455 8,373
Texas 1,511 2,001
Virginia 1,308 1,852
West Virginia 470 763
42.
Total 50,921 66,894

Senior Members Total
Alabama 1,597 1,974
Arkansas 3,444 3,876
Florida 907 1,095
Georgia 2,418 2,728
Illinois 719 1,058
Indiana 913 1,058
Kentucky 2,723 3,088
Louisiana 5,439 6,198
Mississippi 3,040 3,548
Missouri 2,317 2,647
North Carolina 2,058 2,388
Ohio 417 467
Oklahoma 371 433
South Carolina 1,391 1,629
Tennessee 4,144 4,726
Texas 1,471 1,679
Virginia 944 1,097
West Virginia 596 684
Total 34,909 40,373
State Convention Student Attendance
State Convention Total Attendance
Junior 50,921 66,894
Senior 34,909 40,373
Total 85,830 107,267
43.

Elementary Conventions
POSITIVE
• Elementary competition participation increased in GA and LA
• Shorter Session times
• Online Academic Testing allowed more onsite participation in Club/Team Competitions
• Ease of moving through the Convention Center to the competitions:
• Less crowded
• Younger (smaller) students not overwhelmed by older (larger) students
• 3rd State Sponsor in Elementary provides more networking and connections within the state
• Opportunity for Convention growth and increased participation for clubs that typically do not attend
NEGATIVE
• Increasing Academic test-takers to 5 caused confusion for sponsors.
• Internet Connectivity for a small number of online test-takers
• Not all schools/clubs align with our divisions
State
Elementary Betas (4th & 5th Grade)
Alabama 759
Georgia 1,770
Kentucky 1,447
Louisiana 3,684
Mississippi 1,371
South Carolina 803
Tennessee 742
• Investigate possibility of separating additional Elementary and Junior Beta Conventions
• Alabama, Mississippi, South Carolina would be the states that could support separation
44.

2018-2019 Leadership Summits
State Students Clubs
*Alabama/Georgia 273 30
Arkansas 375 42
Georgia 244 28
Kentucky 356 35
Louisiana 332 41
Mississippi 409 39
Missouri 306 46
North Carolina 607 38
*South Carolina 334 33
Tennessee (Fall) 294 21
*Tennessee (Spring) 226 27
Texas 639 43
Virginia 254 25
Total 4,649 448
*Denotes a new summit 45.

151 JUNIOR BETA
MEMBERS REGISTERED
Greeneville,TN
JULY 22–26, 2019
CLYDE AUSTIN 4-H CAMP
NEW CURRICULUM BOOK COVER
46.

113 SENIOR BETA MEMBERS REGISTERED
Washington, D.C.
JUNE 26–30, 2019
CATHOLIC UNIVERSITY OF AMERICA
NEW CURRICULUM BOOK COVER
47.

OCTOBER 24–25, 2019
HYATT REGENCY ATLANTA DOWNTOWN
ATLANTA, GA
The Infuse Educator Conference is an outstanding 9 hour professional
development opportunity for all grade–level & content–area
educators with various Breakout Sessions & renowned speakers
REGISTER AT WWW.BETACLUB.ORG
48.

Finance
49.

50.
Current Budget

51.

52.

Investment Accounts
53.

54.

55.

2019-2020Budget
56.

57.

58.

Membership
59.

Membership
349 10,118 9,560 10,492
WARM
CLUBS
WARM
MEMBERS
APPLICATIONS
PROCESSED
CUSTOMER
SERVICE TICKETS
ALUMNI MEMBERSHIP
Started 2018/2019 with 316 members
July
1 MEMBER
December
5 MEMBERS
August
6 MEMBERS
January
6 MEMBERS
September
6 MEMBERS
February
9 MEMBERS
October
6 MEMBERS
March
19 MEMBERS
November
2 MEMBERS April
18 MEMBERS
Total Alumni Members: 394
60.

JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
JANUARY
FEBRUARY
MARCH
APRIL
YEAR TO DATE
938 new members
5,012 new members
29,930 new members
51,612 new members
42,736 new members
14,963 new members
20,882 new members
21,604 new members
21,639 new members
25,475 new members
7.2%
3.6%
3.5%
5.8%
-2.3%
-32%
16%
-8%
-27.8%
-2.6%
552,896 TOTAL MEMBERS YTD
-3.3%
61.

Membership
SCHOOL OF
DISTINCTION
SCHOOL
OF MERIT
DIPLOMA
SEALS
1,254 schools qualified for
School of Distinction.
3,597 schools qualified for
School of Merit.
2,951 schools
received diploma seals for
their 12th graders this year.
LEGACY
AWARD
The Legacy Award recognizes
Beta Clubs who celebrate
25, 50 and 75 year
anniversaries.
25: 133 schools
50: 37 schools
75: 12 schools
ALUMNI
SCHOLARSHIP
The 1934 Society, National Beta’s
Alumni Association, gifted four
scholarships to Summer Leadership.
The two students going to Camp are
Ryan Porter from Bridgewater Academy
in South Carolina and Garrett Graves
from Paulette Elementary in Tennessee.
The two students going to Conference
are Oluwasunmisola Odeyemi from
Cedar Shoals High School in
Georgia and Caroline McPherson from
D’Arbonne Woods Charter School in
Louisiana.
DISTRICT OF
DISTINCTION
20 schools qualified for
District of Distinction.
62.

FOUNDER’S
DAY
NATIONAL
BETA DECAL
26%
75%
more schools purchased
shirts this year
more shirts were
purchased this year
A decal was sent to all schools with
a Beta Club to display proudly on
their school window. The decal was
designed by a National Beta intern
and alumna.
152%
more banners were
sent this year
Social Media:
99 posts on Twitter,
53 posts on Facebook
194 posts on Instagram using
#IAmBetaKind
Contest Winners:
1st: East Tennessee Homeschoolers (TN)
2nd: Elbert County Middle (GA)
3rd: Peniel Baptist Academy (FL)
POSTCARD
DECAL
63.

64.
Merchandise

Convention Sales
65.

Merchandise Sales
Month
66.

Production
67.

Production
AS OF 5.20.19
• 578 orders for custom products through the online Beta Shop
• $24,553 in profit from custom order sales
• 77% profit margin on these sales
11,318 plaques made for state conventions in 2018-2019
Over 20,000 total pieces engraved for departments in 2018-2019
68.

Sales & Marketing
70.

Insights
1.
2.
The Sales Team is comprised up of 5 people.
The team members are Erin Emory, Kelly
Phelps, Roxanne Johnson, and our newest
team member, Jeff Wilkins. Chantella Crosby
is now serving as our new Marketing and
Expansion Coordinator.
Positive Customer Engagement and
Expansion has been the focus for the
organization over the last 6 months. In
October, initiatives were created to generate
new chapters through sponsor recognition,
starter promotions, and community
involvement.
3.
4.
The sales team members traveled to various
states to market Beta. So far they have
traveled to Oklahoma, Texas, Mississippi,
Alabama, Kentucky, Missouri, South Carolina
and Arkansas. We believe that personal
outreach builds relationship and thus
increases sales.
The sales team has reached 16,551 total new
members from July-April 2019.
71.

Planning
1. 3.
2.
THE BREAK DOWN
Each team member broke their
states into convention and
nonconvention states. Then we
dissected them into the following areas:
a. Demographics-total members
reactivated and new, make-up of the
state (population, rural vs. urban
areas, educational initiatives in the
state, poverty vs. affluent)
b. Growth from 2016-17 and 2017-18
within the state.
c. Set goals for FY'19 for the state
using data
WORK IN ACTION
After the Break Down phase, as a team
we looked at setting a plan in motion
to reach our goal. The next phase
included:
a. Action plan- plans to travel to the
area, set target area and schools to
visit, acquire contact information,
market to areas (FACEBOOK) prior to
arrival in area.
b. Accountability measurement of
growth per month per state.
c. Communication–Sending new
school information to State Sponsors
and Elects, Board Members, and
Convention department.
IS IT WORKING
We will assess our results by looking at
the following:
a. Time Management and Resources–
what areas do we need to spend
additional time in, reaching out to
contacts meet during travel who have
not chartered.
b. Benchmarks– 6 months January to
reset or tweak goal for the remainder
of the year.
c. Update state resource notebooks
monthly (kept in Sales department
central location.
*Steps 1 & 2 are complete! Step 3 is in process*
72.

What Do the Numbers Say?
73.

74.
A Year of Change & Restructuring

Link Overview
2017-2018
2018-2019
Number of Clubs Awarded: 10
Number of Members: 317
Gross Income: $4,755
Payout to Schools: $1,268
Net Income: $3,487
Number of Clubs Awarded: 19
Number of Members: 732
Gross Income: $10,980
Payout to Schools: $2,928
Net Income: $8,052
Difference from 2017-2018 to 2018-2019
Number of Clubs:
Number of Members:
Gross Income:
Payout to Schools:
Net Income:
9 Club Increase
415 Member Increase
$6,225 Increase
$1,660 Increase
$4,565 Increase
75.

State Marketeer Award
ARKANSAS SR
Most Clubs: Cutter Morning Star High School 1 Club Miranda Welch
Most Members: Cutter Morning Star High School 50 Members Miranda Welch
FLORIDA JR
Most Clubs: Vernon Middle School 1 Club Tami Parish
Most Members: Vernon Middle School 144 Members Tami Parish
FLORIDA SR
Most Clubs: George Steinbrenner High School 1 Club Angela Haskell
Blountstown High School 1 Club Allyson Howell
Most Members: Blountstown High School 22 Members Allyson Howell
GEORGIA JR
Most Clubs: Risley Middle School 1 Club Johnetta Moore
Most Members: Risley Middle School 91 Members Johnetta Moore
ILLINOIS JR
Most Clubs: Vienna Grade School 1 Club Lorylee Hensley
Most Members: Vienna Grade School 12 Members Lorylee Hensley
MISSISSIPPI JR
Most Clubs: Potts Camp Attendance Center 2 Clubs Angie McMillen
Most Members: Potts Camp Attendance Center 52 Members Angie McMillen
NORTH CAROLINA JR
Most Clubs: Forrest W. Hunt Elementary 1 Club Tammie Ash
Most Members: Forrest W. Hunt Elementary 16 Members Tammie Ash
NORTH CAROLINA SR
Most Clubs: Southwestern Randolph High School 1 Club Megan Chamblee
Hoke County High School 1 Club Godzetta Whittington
Charlotte Secondary School 1 Club Sally Sullivan
Most Members: Charlotte Secondary School 48 Members Sally Sullivan
OKLAHOMA SR
Most Clubs: Arnett High School 1 Club Jena Holloway
Fargo High School 1 Club Sherri Tune
Okemah Highs School 1 Club Shannan Tucker
Most Members: Okemah Highs School 33 Members Shannan Tucker
TENNESSEE SR
Most Clubs: Hollow Rock-Bruceton Central High School 1 Club Theresa Scott
Most Members: Hollow Rock-Bruceton Central High School 37 Members Theresa Scott
VIRGINIA JR
Most Clubs: Meherrin Elementary 3 Clubs Candace Tyner
Most Members: Meherrin Elementary 131 Members Candace Tyner
VIRGINIA SR
Most Clubs: Gretna High School 1 Club Rebecca Franklin
Most Members: Gretna High School 16 Members Rebecca Franklin
76.

Marketing
123,197
860
SALES SOCIAL MEDIA CAMPAIGN
Total Reach
(people who viewed content)
Results
(clicks to webpage)
180,521 3,490
Total Impressions
(number of times
content was displayed)
TOTAL INVESTMENT: $1,185.90
Leads Generated: 51
Estimated Ad Recall
(people who could recall
ad after 2 days)
To promote National Beta in advance
of the sales team’s visits to Texas,
Oklahoma, Alabama, Mississippi and
Arkansas, a social media campaign was
developed. Three week long campaigns
ran prior to each team’s visit and focused
on brand awareness, website traffic and
lead generation respectively. Teachers,
administrators, counselors and gifted
instructors in areas visited were targeted
as well as those interested in a variety of
educational focuses.
SERVICE PROJECT TIERS
In partnership with membership, the service hour award structure was reevaluated and launched with new
parameters. This, baseball themed award provides more chapters the opportunity to be recognized for their
service hours for meeting distinct tiers related to their chapter’s total hours served.
If chapters met specific tier, their chapter received an award and each member received a pin indicating their
success.
58 All Star Awards /
50-74 Hours
22 MVP Awards /
75-100 Hours
23 Grand Slam Awards /
101+ Hours
77.

SALES INITIATIVES & MATERIAL DEVELOPMENT
The sales team developed a series of initiatives and focuses to
promote new chapters and chapter reactivation beginning in
2019 and lasting through spring. These include:
• New Year, New Beta - Free gift for chartering
with 25+ members
• LINK Mentor Program promotion
• Spring Induction promotion
• Recognize students following 1st semester grades
• Charter before the end of the school year
• Charter before summer leadership deadlines
• Plan chapters for Fall
To assist in the development and success of these initiatives,
compelling copy, email headers and flyers were designed and
developed.
The team also began pilot webinar-based sales tactic directed
toward superintendents and principals to begin in fall.
STATE & NATIONAL CONVENTION
• Deployed 3 email reminders per state convention.
• Deployed over 100 State Sponsor communication emails.
• Updated National Convention site to include more travel related
information.
• Developing and releasing National Convention News & Updates email
newsletter which will provide interested parties (sponsors, parents and
students) with information regarding OKC travel
opportunities and National Convention news.
• Worked with Production and IT to
develop promotion for
production improvements.
• Worked with Convention to plan
and brand the Rock n’ Run 5k to
be held during National Convention.
78.

Marketing
ADDITIONAL PROJECTS & SUCCESSES
• Refreshed and reimplemented bi-monthly newsletter directed
to sponsors and parents.
• Produced and mailed Graduation Lookbook to all Senior Beta
sponsors.
• Designed and mailed
Scholarship Program
postcard for promotion.
• Launched 2018-19
Scholarship Program.
• Increased 2018-19
Applicants by 106%.
New Sponsor Retention
July 2018 – April 2019
MENTOR PROGRAM
In August, the 2018-2019 New Sponsor Mentor/
Mentee Pairings were announced.
• 24 matches were made
• 12 Senior/12 Junior Beta Mentees
• Main topics of interest for mentees:
planning/organization/time
management, leadership development,
service, student engagement
3,581
Total Sponsors with 1
Year of Service
4,408
Sponsors Created
19,944 5.24
Total Sponsors
Average Years of Service
per Sponsor
ONBOARDING
Implemented new on-boarding system to provide continuous flow of valuable information to sponsors of both new
chapters and of existing chapters.
Topics include: inducting members, meeting guidelines, electing and installing officers, implementing service,
engaging your members and membership basics.

Scholarship
The National Beta Scholarship Program successfully completed it’s 2nd year after being brought in-house for FY18. In FY19, 3,484
Senior Betas applied for a scholarship from which 435 were selected as semifinalists. Following the submission of essays and letters of
recommendation, 247 Beta Scholars were selected as award recipients.
2019 Highlights:
$15 application fee
removed
Top 5 award
amounts
increased
106% increase in
finalized
applications from
FY18
PROPOSED ADJUSTMENTS
ADJUSTMENT 1:
GOAL: Evaluate current award distribution.
The current award distribution is based on the total membership by state from July 1 of the current fiscal year.
OPTION 1: Distribute awards based solely on merit. This would change the number of awards
distributed by state. See below for distribution in FY18 and FY19 if awards were based solely
on merit.
OPTION 2: Redistribute total number of awards to allow a minimum of 1 recipient within all states
and 2 within outlier states with the remaining winners distributed based on solely on merit.
80.

OBSERVATIONS: For FY19, a semifinalist in an outlying state had a total score 4,600 points higher than the last semifinalist from Georgia.
RECOMMENDATION: Move forward with Option 2 which would allow representation in each state but would move the scholarship program
forward as a merit-based program.
ADJUSTMENT 2
GOAL: Evaluate finalist selection process.
The current process for evaluating students selected to move forward as finalists involves announcing 435 semifinalists (semifinalist
number is calculated as 1.7x the number of awards in each state). Those semifinalists are required to:
• Complete 2 personal essays
• Provide a work resume
• Have a sponsor complete a recommendation form
• Have up to 3 individuals complete an evaluation form
Of those 435 semifinalists, the top 100 overall based on their phase 1 scoring are moved to a review committee who determine the top 5
recipients. The remaining 242 recipients are selected based on their phase 1 scoring by state.
RECOMMENDATION: Announce 247 individuals as semifinalists based on their phase 1 scoring. These students will be guaranteed at least
$1,000. The top 100 individuals will receive information to complete the items mentioned above. Those individuals information will move
forward to the review committee who select the top 5 finalists.
This ensures that students who will not be selected as a recipient, based on their phase 1 scoring, are not completing unnecessary
information. It allows students to know earlier that they will be a recipient of a National Beta scholarship. It validates the selection of our
top 5 finalists.

82.
Technology

Technology Executive Summary
Jay Moore
Jmoore@betaclub.org
5/15/2019
I am very pleased with the progress and impact the Technology department has made this fiscal year to date. As you know, we have
filled the technology position with Lizzy Page. She has made a positive impact in her short tenure. She will be fully cross-trained as we
progress throughout the year. We continue to strive to provide the resources and solutions to further our mission.
Below is list of some highlighted successful projects directly impacting our mission.
TALENT UPLOAD
We developed an online form and tracking system to allow clubs that are registered to compete in talent competitions on stage to upload
their music and provide details about their performance that will assist the production department. The project provides sponsors
an easy way to provide details about the on-stage performance prior to arriving at the convention. Production staff will come better
prepared for the needs of each club’s performance.
BETA SHOP
The most exciting project this year has been the design and development of a new e-commerce site to replace the Beta Shop. The new
design is clean and simple and will appeal to our primary market. In addition to the design, the functionality of the site will allow our
sponsors and customers to quickly find the items they need. The new checkout process was streamlined and overall provides a muchimproved
shopping experience. We also improved the backend and processes associated with fulfilling and shipping merchandise orders.
The new beta shop was a great example of a collaborative team effort from
multiple departments. We assembled a design team that lead the direction of how the
new shop looked and functioned. We look forward to the official launch of the new site
shortly before national convention. I have attached some screenshots of the new shop as a
sneak peek into the full release.
83.

SCHOLARSHIP
The most impactful change to the scholarship application was to remove the fee to apply. In addition to multiple minor edits and
changes, the scoring algorithm also underwent performance improvements. The performance improvements were necessary due to the
great increase in applicants this year.
SERVICE HOURS TRACKER
At the direction of marketing, we created a visually appealing service hours tracker. We made numerous improvements to the service
hours entry form to support the new tiered service hours marketing campaign.
ELEMENTARY CONVENTION REGISTRATION
As sometimes happens, projects appear that were not planned for and must be implemented quickly. This project fits into that category.
While it may sound like a straight forward project, it was complex. The complexity arose from the uniqueness of the requirements.
Our whole system keys off whether a club is a Junior or Senior club. Now, for certain states, LA, GA and others to come, we will offer a
different type of registration ONLY for convention. Given the time constraints, we implemented a solution that works but is not the best
user experience nor design. As such we have added to our technical debt that must be repaid by spending the time to redo this project.
DISTRICT DAYS REGISTRATION
District days registration had similar unique requirements in that it was only for LA Junior clubs. Again, due to time constraints this
project was completed without the optimal solution in place. This registration application was only piloted in several LA districts, so the
impact is not as wide spread. After this year's pilot, we have already begun working on next year's district days registration. We have
met with representatives from LA to gather requirements to make this a fully functioning registration process.
SPONSOR LOGIN AND SECURITY IMPROVEMENTS
Improvements were made this year to how sponsors change/reset passwords. We also made several security enhancements to our
backend database and sponsors website.
I am dedicated to using technology to further enhance the benefits of National Beta Club to our members, sponsors, board and staff. I
look forward to serving the Board of Directors and the national staff in any way possible.
UT PROSIM
Jay Moore
CIO
84.

IT Strategic Plan
NATIONAL BETA CLUB IT STRATEGIC PLAN
BETA CLUB MISSION: Promote the ideals of academic achievement, character, service and leadership among elementary and secondary
school students.
BETA CLUB IT VISION: Information Technology will be recognized as a high-performance team providing technology and customer service
excellence that advances Beta Club’s mission and goals.
GUIDING PRINCIPALS
• Support the Beta Club IT Vision
• Support National Beta Club Strategic Plan and Mission
• Address either a pain point or emerging opportunity
• Have widespread impact across Beta Club
• Student and/or Sponsor focused
STRATEGIC GOALS: IT strategic goals can be divided into two categories
INITIATIVES
Initiatives represent new distinct projects related to the National Beta Club strategic plan. These projects require the IT staff to develop
new software or implement a new technology service.
PRIORITIES
IT priorities require continued attention from the IT staff to ensure ongoing operations and improvements. These priorities do not
have a start or end date, but rather represent areas where ongoing operational support and improvements are critical. The following
IT priorities have been identified:
• Information Security
• Enterprise Architecture
• IT Workforce Development
• Ongoing system operations
• Disaster recovery and business continuity
Each priority has ongoing tasks and new initiatives. It is essential for the IT department to continually align these tasks with the National
Beta Club mission and strategic plan.
STRATEGIC INITIATIVES: The following is a list of initiatives needed to achieve the National Beta Club’s strategic goals.
ONSITE CONVENTION RESULTS ENTRY FOR COORDINATORS
Create a portal for convention coordinators to record competition results while at convention. The results will remain offline until they
are officially announced from stage.
EVENT API AND DATABASE
Develop a standard API to interact with different event types (convention, leadership, camp, etc) to encapsulate the complexity of
each event type. In doing so, the underlying database structure will need to be changed. This will allow quicker development and
deployment for the ever changing convention/leadership registration requirements.
NATIONAL / STATE CONVENTION REGISTRATION
Create new convention registration system utilizing the new Event API. User interface improvements will also be added during the
redo. The current convention admin tools in our internal system will also need to be updated to utilize the Event API.
85.

STRATEGIC INITIATIVES: continued
CERTIFICATE REPRINT IMPROVEMENTS
The certificate reprint process needs to have full visibility for both the sponsors and membership staff. The initial development was
created very quickly without fully defining the needs of both the sponsors and membership staff. The new process should follow the new
membership application process.
MEMBERSHIP TRACKER
For a given membership application, provide a clean current status. Depending on payment type, the status goes from Awaiting Payment,
Payment Received, Printing Certificates, Preparing Box to be Shipped.
SPONSORS YEARS OF SERVICE
In order to begin recognizing sponsors’ years of service again, we need to fully define how years of service are to be tracked. We must
then develop methods in our system to be able to track sponsors’ years of service across divisions and schools. As such, we will develop
something like an audit trial for each sponsor to gain a complete history of each sponsor’s years of service.
ALUMNI PAGE
Create alumni landing page. Current alumni page directly connects to the join the alumni association form. We will use content developed
by the membership team.
MOBILE APP
Develop mobile app to enhance the convention experience for all attendees. Mobile app development will be outsourced. It is critical that
we develop requirements and scope concisely and we get buy in from all leadership team before moving forward. The biggest risk of this
project is the expense of producing an app that might not have all the features required.
ROSTER MANAGEMENT
Update the “My Club” section of the sponsors website with improved roster management user interface and features.
SCHOLARSHIP UPDATES
Update scholarship application to reflect any changes made to the program. Make minor improvements based on current years feedback.
VIDEO PLATFORM
Develop in-house video hosting platform to allow hosted videos of convention and other marketing initiatives without the limits our
YouTube channel imposes.
NEW SPONSORS SITE
Explore the best user interface to use for a new sponsors website. Develop a new sponsors website that is user friendly and focuses on the
major tasks sponsors need to accomplish on our website. Examine all features available and streamline where possible.
PAYMENT PORTAL
Create payment portal and account history section to the sponsors website. The account history will show all transactions and the ability
to print an invoice/receipt. Integrated with the account history will be a payment option for any open invoices to be paid. The payment
portal will integrate with our accounting system.
LEARNING MANAGEMENT SYSTEM
Setup a learning management system (LMS) to create online training opportunities for sponsors. The LMS will also issue digital badges
and certificates of completion.
SPONSOR FORUM
Create online discussion site where sponsors can hold conversations in the form of posted messages that will be moderated by staff
members.

Big Picture
BIG PICTURE CURRENT
BIG PICTURE FY19
87.

Mobile App Version 1
Version 1 target launch date: End of Spring 2020
Platform: iPhone/Android
GOAL: Improve event experience, reduce/remove print cost for State & National Conventions / Leadership events
ASSUMPTIONS
• Members will have their member ID
• Sponsors will login via email and sponsor site password
• Login will determine which event they can access? Or should they select the event or be date based.
88.

Uptime
SYSTEM OPS UPTIME REPORT
UPTIME OUTAGES RESPONSE TIME
>99.99% 11 503 ms
CHECKS WITH DOWNTIME
CHECK NAME UPTIME DOWNTIME OUTAGES RESPONSE TIME
Beta Shop 99.99% 0h 06m 00s 5 1866 ms
Shield >99.99% 0h 04m 00s 3 506 ms
Mail Gateway – Spam and virus filtering >99.99% 0h 02m 00s 1 181 ms
betaclub.org >99.99% 0h 02m 00s 1 267 ms
SugarCRM – Sales tool >99.99% 0h 02m 00s 1 374 ms
CHECKS WITHOUT DOWNTIME
CHECK NAME UPTIME DOWNTIME OUTAGES RESPONSE TIME
Email MTA 100.00% 0h 00m 00s 0 302 ms
Sponsors 100.00% 0h 00m 00s 0 292 ms
Email IMAP 100.00% 0h 00m 00s 0 236 ms
89.

90.

91.

92.